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Accounting & Bookkeeping · How-to guide

Journal entries overview

Use manual multi-line journals for accruals, reclassifications, corrections and other approved accounting events not created by a source workflow.

Audience: Senior accounting staffFeature: Journal entriesModule v1.4.5
Feature pathAccounting → Journal Entry
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Journal Entry: View. 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

Use manual multi-line journals for accruals, reclassifications, corrections and other approved accounting events not created by a source workflow. 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 module provides journal list, table, new/edit, delete, bulk action, export and file-download functions. Journals are direct ledger records and therefore carry higher control risk than automatic source conversion.

Every journal must balance. The interface can add multiple debit and credit rows, allowing more complex entries than the two-sided register transaction.

Use the Journal and General Ledger reports to review posting results.

Step-by-step workflow

  1. Open Journal Entry.
  2. Filter the existing list before creating a new journal.
  3. Open a journal to review line-level debits and credits.
  4. Trace source references and attachments.
  5. Use New Journal Entry only when no operational source workflow is more appropriate.
  6. Export or report journals for review.
  7. Correct errors through approved edit, delete or adjusting-entry procedures.

Important fields and decisions

Journal dateDetermines the financial period and close-books check.
Reference numberIdentifies the business event.
Debit and credit linesMust balance in total.
Description or memoExplains purpose and evidence.
ClassSegments lines where configured.
AttachmentsSupport review and audit where available.

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 use journals to bypass invoice, payment, bill or expense workflows.
  • Require evidence for material journals.
  • Respect closed periods.
  • Review recurring or repeated manual patterns for missing mappings.
  • 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:invoicepaymentexpensereconciliationjournal entrytransfersupplier billcheckreportapprovalmappingdouble-entryvendor
Create and edit a journal entry →Export, delete and bulk-manage journal entries →Understand double-entry accounting in Britixo →Use General Ledger, Journal and Trial Balance reports →Create a bank transfer →Manage, correct and delete transfers →