A posted debtor journal cannot be edited or deleted, so the only way to correct one is to post a second journal that mirrors it in the opposite direction. This article shows finance administrators how to identify the original journal, confirm whether it was a debit or a credit, and capture an accurate reversal.

Finances > Debtors: Journals

Why would you reverse a debtor journal?

Journals post automatically once you click Continue and cannot be amended afterwards. If a journal was captured against the wrong debtor, for the wrong amount, or in the wrong direction, you correct it with a new journal carrying the same details and the opposite entry. Both entries stay on the ledger and cancel each other out, which preserves the audit trail.

How do I find the original journal before reversing it?

Locate the original entry under Finances > Debtors: Journals and note the following details before you start:

• Journal date: The date the original journal was posted. Your reversal must use the same date.

• Amount: The exact value of the original journal.

• Debtor account: The debtor code that was affected.

• Ledger account or project: The account the original journal was allocated to.

• References: Any journal number, statement description, or remark captured at the time.

Take a screenshot before you leave the screen. This records how the journal was allocated, so you can mirror that allocation on the reversal.

How do I check whether the original entry was a debit or a credit?

If you are unsure of the direction of the original journal, confirm it on the ledger rather than guessing:

1. Note which ledger account was used on the original debtor journal.

2. Navigate to Finances > General Ledger: Accounts.

3. Search for that account and locate the Balance column on the far right.

4. Click on the balance amount to open the ledger detail.

5. Search for the debtor code and check whether the entry was posted as a debit or a credit.

If the original entry was a debit, select credit on your reversal, and if it was a credit, select debit.

How do I capture the reversal journal?

Capture the reversal as a new journal with identical details and the opposite entry:

1. Navigate to Finances > Debtors: Journals.

2. Click on Do a Journal, select the debtor code, and click Continue.

3. Enter the same date as the original journal.

4. Select the same ledger account or project used on the original journal.

5. Reverse the direction of the entry. Where the original was Debited (Credit Debtor, Decrease Balance), capture Credited (Debit Debtor, Increase Balance). Where the original was Credited (Debit Debtor, Increase Balance), capture Debited (Credit Debtor, Decrease Balance).

6. Enter the exact amount you are reversing.

7. Add a clear reference such as "Reversal of Journal #[original journal number]".

How do I verify and confirm the reversal?

Check all four points below before you save, because the journal posts automatically:

• Date: Matches the original journal date.

• Debtor account: The same debtor code as the original.

• Amount: Exactly reversed, to the cent.

• Reference: Clearly identifies the entry as a reversal.

Once verified, save the journal and open the debtor ledger. Both entries should appear, balancing each other out.

Which mistakes cause reversals to fail?

• Incorrect date: Today's date instead of the original date splits the entries across periods.

• Wrong debtor account: A different debtor code leaves both accounts incorrect.

• Mismatched amount: A partial or rounded amount leaves a residual balance.

• Unclear reference: Without a reversal reference, the entry reads as a new transaction at audit.

If the ledger still does not balance, log a ticket with the transaction details and the steps you have already completed.

Frequently asked questions

Can I delete or edit a debtor journal instead of reversing it?

No. A debtor journal posts automatically once you click Continue and it cannot be edited or deleted. The only way to correct it is to capture a second journal with the same details and the opposite entry.

Should I use today's date or the original date for a reversal?

Use the same date as the original journal. This keeps both entries in the same financial period so they cancel each other out correctly on the ledger and on statements.

How do I know whether to select debit or credit on the reversal?

Open Finances > General Ledger: Accounts, search for the ledger account used on the original journal, and click on the balance amount to view the ledger detail. Find the debtor code and check the direction of the original entry, then select the opposite on your reversal.

Why is the debtor balance still wrong after I posted a reversal?

The most common causes are a mismatched amount, a different journal date, or a reversal captured against the wrong debtor code. Compare both entries on the debtor ledger to identify the difference before posting anything further.

Will the original journal disappear once I reverse it?

No. Both the original journal and the reversal stay on the debtor ledger and offset one another. This is intentional and provides the audit trail for the correction.