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Accounting & Bookkeeping · How-to guide

Create and edit a journal entry

Record a balanced multi-line accounting adjustment with clear dates, accounts, references and supporting detail.

Audience: Senior accounting staffFeature: Journal entryModule v1.4.5
Feature pathAccounting → Journal Entry → New Journal Entry
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Journal Entry: Create or Edit. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Record a balanced multi-line accounting adjustment with clear dates, accounts, references and supporting detail. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The new_journal_entry controller action supports both new and existing IDs. The module validates and stores the journal and its lines, and the list supports later export and bulk management.

Editing a journal changes direct ledger history. Where policy requires immutable history, post a reversing and correcting journal instead of editing.

Attachments should explain calculations, approvals and source evidence without exposing unnecessary personal data.

Step-by-step workflow

  1. Confirm a journal is the correct workflow.
  2. Choose New Journal Entry.
  3. Enter date, reference and overall description.
  4. Add every debit line.
  5. Add every credit line.
  6. Confirm total debits equal total credits.
  7. Save, reopen and verify the ledger and report impact.

Important fields and decisions

DateSelect the approved accounting date.
ReferenceUse a unique or traceable source identifier.
Debit linesChoose accounts and positive amounts.
Credit linesChoose balancing accounts and positive amounts.
DescriptionExplain the transaction and calculation.
Class and attachmentComplete where policy or the form requires them.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Do not post an unbalanced journal.
  • Do not use vague references.
  • Do not edit a prior-period journal without approval.
  • Avoid posting to receivable or payable control accounts without subledger reconciliation.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:reconciliationjournal entrytransfercheckreportapprovalclassmappingdouble-entry
Journal entries overview →Configure the financial year and close books →Create and manage accounting classes →Use transaction and account audit reports →Export, delete and bulk-manage journal entries →Create a bank transfer →