Audit Journals & Journal Reports
Journals are performed to move funds between different admin and/or customer files. This does not affect the balance of your cashbook like a manual transaction.
What type of Journal
should you use?
The type of journal will depend on which Cashbook (Bank Statement)
the incorrectly allocated transaction is found. It is important to first check which
cashbook the incorrectly allocated transaction is sitting on so that the correct
journal is used to reallocate the transaction.
When to Credit
and Debit a File for Reallocation?
It is always important that you perform the opposite transaction
journal against the incorrectly allocated transaction.
- If the incorrect allocation is a credit on a file. You will use a debit journal on the specific file (i.e., select the wrong file or suspense file under the debit column) and credit the correct file (i.e., select the correct file under the credit column)
- If the incorrect allocation is a debit on a file. You will use a credit journal (i.e., select the wrong file or suspense file under the credit column) and debit the correct file (i.e., select the correct file under the debit column)
Access Journal Report
1. Click Accounting on the Main Menu.
2. Click on Journals
3. On the main ribbon bar, select the cashbook journal type (i.e., Trust, Deposit or Business)
4. Selected Journal report screen will open.
Add New Journal
1. Click Add Journal button
2. Journal Screen will open. Journal’s screen will have two sides (aka two legs): Debit leg and Credit leg.
3. On each side (leg) load the selected files you want to journal. For Example, you would like to move monies that are in the suspense account (i.e., rental received) to the tenant's customer file.
- On the left column (Debit) select the file you want to debit (e.g., SUSPENSE ACCOUNT).
- On the right column (credit) select the file you want to credit (e.g., 56JAMES001).
4. Add Description and amounts on each leg.
5. If Required: Tick "Show in Statement" the journal entry that must reflect on the tenant statement (e.g., credit journal entry)
6. Click Add Button on each leg. Journal legs will appear on journal list.
7. If required: Add additional Journals to the journal group
8. Click Process to post journals. Click Yes to accept prompt.
9. Journal legs will appear on the journal report and selected files.
Delete Journal
1. On the journal report, click on the action button on the journal to be deleted.
2. Click Delete Journal from the menu.
5. Add Reason and click Delete Journal
6. Journal will be deleted. Note: If there are transactions or T-B transfer run after the journal, the journal will not be able to be deleted.