Journal Entries
Journal entries are the individual bookkeeping records used to distribute money movements across your accounts — under the principle of double-entry bookkeeping, every amount is recorded on at least two accounts (once as "debit", once as "credit"). Here you can see all journal entries, create new ones, post existing drafts, or reverse posted entries.
What can I do here?
- Filter all journal entries by status, reference type, date range, or search term
- Expand a journal entry to see its individual booking lines (accounts, amounts, tax key) in detail
- Post a draft entry permanently
- Delete a draft entry (only while it has not yet been posted)
- Reverse an already posted entry (this creates a reversal entry)
- Manually create a new journal entry with multiple booking lines
Step by Step
- Create a new manual entry: Click "New Entry", enter the entry date and description, optionally choose a reference type (e.g. "Manual"), and add at least two booking lines with account number and debit or credit amount. Make sure debit and credit add up to the same total (the "Difference" must be €0.00) before you can save.
- Post an entry: Find the desired draft in the list (status "Draft") and click the post icon. Confirm the prompt — after that the entry can no longer be changed.
- View details: Click a row in the table to expand the individual booking lines with account, amount, and tax key.
- Correct an incorrect entry: If an already posted entry is wrong, click the reverse icon, enter a reason, and confirm. A reversal entry is automatically created that undoes the original effect.
/erp/accounting/journal-entries| Account | Account Name | Description | Debit | Credit |
|---|---|---|---|---|
| 1200 | Bank | Incoming payment | EUR 476.00 | - |
| 8400 | Revenue 19 % VAT | Goods sold | - | EUR 400.00 |
| 1776 | VAT payable 19 % | Tax share | - | EUR 76.00 |
- Difference
- EUR 0.00
- Status
- Draft
/erp/accounting/journal-entriesFields Explained
| Field | Meaning | Notes/Impact |
|---|---|---|
| Entry No. | Automatically assigned, unique number of the journal entry | Generated automatically when created |
| Entry Date | Date on which the booking economically takes place | Required when creating |
| Description | Short text explaining what the entry is about | Required when creating |
| Reference | Shows whether the entry originates automatically from another process (e.g. order, invoice) or was created manually | For automatic references, a shortened ID is also shown |
| Debit | Sum of the amounts on the debit side | Must equal the total on the "Credit" side |
| Credit | Sum of the amounts on the credit side | Must equal the total on the "Debit" side |
| Status | Current processing state of the entry | See Values & Status below |
| Account (in the line view) | Account number of the individual booking line | Must be an existing account from the Chart of Accounts |
| Tax Key (in the line view) | Code for the applicable tax rate, e.g. "V19" | Optional |
Values & Status
Entry Status
| Label | Meaning | What happens next |
|---|---|---|
| Draft | The entry has been recorded but is not yet final | Can still be posted or deleted |
| Posted | The entry has been finally applied to the accounts | Can no longer be deleted, only reversed |
| Reversed | A reversal entry has been created that undoes the original entry | Still appears in the list, but no longer affects the balance |
Reference Type
| Label | Meaning | What happens next |
|---|---|---|
| Manual | The entry was created by hand | Freely editable via "New Entry" |
| Order | The entry belongs to a customer order | Generated by the system |
| Invoice | The entry belongs to an invoice | Generated by the system, see Invoices |
| Refund | The entry belongs to a refund | Generated by the system |
| Closing | The entry belongs to the year-end closing | Created when a fiscal year is closed |
| Supplier invoice | The entry belongs to an incoming invoice | Links the entry to the supplier's invoice |
| Purchase order | The entry belongs to an order placed with a supplier | Links the entry to the purchase order, see Purchase Orders |
| Credit note | The entry belongs to a credit note | Links the entry to the credit note |
| Dunning notice | The entry belongs to a dunning process | Links the entry to the dunning notice |
All nine reference types are available both in the filter above the list and when creating an entry by hand. Until 29 Aug 2026 the last five could only be assigned by the system; picking one by hand produced an error on save.
Frequently Asked Questions
Why can't I save my new entry?
Check that the entry date and description are filled in, that at least two booking lines with an account number exist, and that the debit and credit totals match exactly ("Difference" = €0.00).
Can I edit an entry that has already been posted?
No. Posted entries are immutable. If there is an error, reverse the entry and, if needed, create a new, corrected entry.
What is the difference between deleting and reversing?
Deleting is only possible for drafts and removes the entry completely. Reversing is possible for already posted entries and instead creates a reversal entry, so the original entry stays traceable.
What does the reference ID next to the reference type mean?
It shows a shortened technical identifier of the process (e.g. the order or invoice) that the entry was automatically generated from.