Journal Entries Transaction List
Contents
Overview
The Journal Entries screen shows all the journal entries recorded in your account: manual entries, and automatic entries created by invoices, payments, expenses, stock movements and more. From it you can sort, search and filter entries, reach any entry quickly, and add or import new entries.
How to access
- From the main menu: click Accounting, then Journals.
- Directly from the link: Journal Entries.
The list opens sorted from newest to oldest by entry date.
Reaching the first entry quickly
Instead of paging through to the end of the list, reverse the order so the oldest entry appears first:
- Open Journal Entries.
- Click the Sort By button above the list and choose Date.
- Click Date again to change the order to ascending order.
- The first entry appears at the top of the first page. Open it, then use the Next button to move to the entries that follow it in order.
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Note: The system saves the order you chose and opens the list with it next time. To go back to showing the newest first, click Date again to choose descending order.
Other quick ways:
- By date: in the filters, set Date from the start of your business to a date close to it, so only the first entries appear.
- By number: type the entry number in the No. filter, then click Search. The search shows every entry whose number contains what you typed, so typing 1 shows entries 1, 10, 21 and so on.
Sorting entries
| Sort option | Sorts by |
|---|---|
| Date | The journal entry date. This is the default order, from newest to oldest. |
| No. | The entry number. |
| Created Date | When the entry was recorded in the system, even if the entry date itself is different. |
Each click on the same sort option switches between ascending order and descending order.
Search and filters
| Filter | Description |
|---|---|
| Account | Shows entries that include a specific account. |
| Description | Searches by part of the entry description. |
| Date | Shows entries in a specific period. |
| Source | Shows entries by their source, such as Manual Journal, invoice, payment, expense or stock movement. |
| Number | Searches by the entry number or part of it. |
| Journal Status | Issued or draft entries. |
| Cost Center | Shows the entries of a specific cost center, or entries without a cost center. It appears when you have cost centers. |
Advanced Search shows more filters: Total Credit (amount greater than / less than), Created Date, Added By, and Tags when enabled. To clear the filters, click Reset.
Moving between pages and entries
- Use the Previous Page and Next Page buttons above the list, or the left and right arrow keys, to move between pages of the list. Next to them you’ll see how many entries are shown out of the total.
- Inside an entry’s page, use the Previous and Next buttons to move between entries in the same order and with the same filters as the list, without going back to the list.
Buttons and actions
| Button | What it does |
|---|---|
| Add Entry | Adds a new manual entry. |
| Journal Logs | Shows the latest additions and changes to entries. |
| Import | Imports entries from an Excel or CSV file. |
| Incomplete | Shows entries you started entering but didn’t save. |
| Recurring Journals Profile | Manages recurring entries. It appears when you have any. |
After you select entries in the list, the bulk actions appear: Print PDF, Export to Excel, Delete, and Issue for drafts. From an entry’s page you can also edit, print, clone, and create a Reverse Journal Entry.
Cases that affect the list
- Financial Period: the list may show only the current financial year’s entries. If an old entry doesn’t appear, use the date filter.
- Permissions: a user with permission to view their own entries sees only the entries they added.
- Branches: the list shows the entries of the branches you’re allowed to access.
- Automatic entries: they can’t be edited or deleted from the list, only from their source document, such as the invoice or the payment.
Important notes
- Sorting by date in ascending order is the most accurate way to reach the first entry, because entry numbers can start at any number or be changed manually.
- To export a set of entries, filter them, select them, and choose Export to Excel.
FAQ
How do I reach the first entry quickly without paging through the list?
Click Sort By and choose Date, then click it again so it becomes ascending order. The first entry appears at the top of the list. See Reaching the first entry quickly for details.
Is there a button to jump straight to the last page?
No. Instead, you can reverse the order so the end of the list appears at the top.
I searched by entry number and many entries appeared. Why?
Searching by number shows every entry whose number contains the number you typed. Type the full number, or use the date filter together with the number.
How do I show manual entries only?
In the Source filter, choose Manual Journal.
Why did the list order change when I opened it again?
The system saves the last order you chose. Change it from Sort By.