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General journal

What it does

The general journal is your book of record. Most entries land here automatically as you approve bills and send payments, but you can also write one by hand when you need to — an accrual, a correction, a month-end adjustment.

How to use it

Read an entry

  1. Click Accounting in the sidebar, then the General Journal tab.
  2. The list shows each entry with its number, its memo, and the accounts it touched on the debit and credit sides.
  3. Click an entry number to open it. You'll see every line with its account and amount, and the totals.
  4. If the entry came from a bill or a payment, there's a link on it — click through to see what caused it.

By default the account columns show codes only. An admin can switch your company to show code — name instead. When an entry touches more accounts than fit, you'll see something like +1 at the end.

Write an entry by hand

  1. On the General Journal tab, click New entry.
  2. Fill in the Memo — what this entry is for, like Office rent accrual.
  3. On each line, pick the Account, choose Debit or Credit, and type the Amount.
  4. Click + Add line for more lines.
  5. Watch the footer. It totals both sides as you type and shows a Difference while they don't match.
  6. When the difference reaches zero, click Post entry.

Void an entry

Voiding doesn't erase anything — it posts a matching reversing entry so both sides stay on the record.

  1. Open the entry and click Void entry.
  2. Read the confirmation box. It explains that voiding posts a reversing entry, and that the pair moves to Removed records.
  3. Click Void entry.

Two things to watch for in that box:

  • If the entry came from a payment, it warns you the void is books only and does not reverse the payment or move any money back. If you need the money back, sort that out with the payment itself.
  • If your company requires approval for voids, the box says the void will wait for approval first, and the button reads Request void. It goes to an approver's inbox — see Approvals.

See voided entries

Voided pairs are hidden by default. Click Include voided to show them, marked Voided, and Hide voided to tuck them away again. They're also listed under Removed records.

Troubleshooting & Help

  • "Out of balance." Your debits and credits don't match. The footer shows the Difference — adjust an amount until it reads zero, then post again.
  • You can't find the account you want. It may be deactivated. See Chart of accounts.
  • You voided the wrong entry. Nothing is lost — the original and its reversal both stay on the record. Post a fresh entry for what you actually meant.
  • Your void is waiting. Your company requires voids to be approved. It'll go through once an approver signs off.
  • You can't see the General Journal tab. Not everyone has access to the accounting screens. Ask an admin at your company.