Manual journals in accounting serve as a fundamental tool for recording financial transactions accurately and efficiently. While Eclipse automates many processes, manual journals remain essential for adjustments, corrections, and unique entries.
In this guide, we'll explore some important things to know about manual journals in Eclipse. If you need step by step instructions on how to post a journal or to get the CSV format for importing a journal, please see related articles.
If you need to post a journal in Eclipse, you will need the relevant security permission first of all. Once you have that, you can find the Journal Entry icon under the Accounts Payable and the Accounts Receivable menus.
TIPS
- One thing to note about journals in Eclipse is that GST needs to be handled manually. If you need GST applied to the journal, you need to add an additional line and pick up the relevant GST Paid or Collected account. Our journals will not automatically calculate GST to your journal.
- Once you have prepare your journal you can post it, it will then live in the Journal List. If you notice you have your debits and credits the wrong way around, you can edit the journal and click Switch DR/CR from the bottom left hand side and re-post.
- You can Drop and Drag/import journals from CSV if you prepare your journal in excel using our journal template. Which can be found if you search our FAQ's for 'Journal import template'
- If you have posted a journal in a prior period that needs reversing but your books are closed. You can use the 'Copy' button from the journal list screen, pick a date in the current period and use the Switch Dr/Cr button and click post.
- You can use our bulk payments and transfer tool which will create the journal for you and serves as a more visual tool for people who aren't comfortable with manual journals.
Below are the fields in a journal in Eclipse and their meanings.
Journal # | Name of the Journal. Eg. Registration Costs or you can use the date backwards and your initials. |
Date | Date you wish the recurring journal to occur. |
Account | Select the account number appropriate to the Journal. |
Narration | Brief description of the journal. |
Client # | Select the client if relevant. |
Reference | in the reference you would like to use. Eg. Stock Number/Invoice Number/Date. |
Type | If you have used a Stock Number for the reference the type will be SN. If you have used Invoice Number/Date etc for the reference the type will be OT. |
Debit | If you want it to be a debit amount type in the amount, if not leave it blank. |
Credit | If you want it to be a credit amount type in the amount, if not leave it blank. |
| Switch Dr/Cr | Will switch the debits and credits in the journal entry screen |
| Save to File | Allows the journal to be saved as a .jnl file |
| Load Jnl | Allows for importing a journal from formatted jnl file or correctly formatted csv file |
E-mails the journal. | |
Post | Posts the journal to the ledger accounts. |
Save | If you are not ready to post but would like to save what you have typed so far. |
Cancel | Exits the journal without saving. |
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