Create Journal Entries

Accounting → Journal Entries lists every entry in your books. Most are posted for you by invoices, bills, payments, payroll and employee claims. You add manual journals here for adjustments, accruals and corrections.

Finding an entry

Each row shows the date, the type of entry, who it was for (the customer invoiced, the supplier who billed you, or the employee who claimed), the description and the amount.

• Search by reference, description, account, customer, supplier or employee name.
• Type: invoices, bills, payments, credit notes, bank transactions, payroll, expense claims, mileage claims, overtime, bonuses, benefits, stock used or manual journals.
• Status: draft or posted.
• From and To: a date range.
• Account, Customer and Employee: entries touching one account, or for one customer or employee.

The bar under the list shows how many entries match and their total. Export CSV downloads the matching entries, one row per line.

Click an entry to see its lines. From there you can open the invoice, payroll run or claim it was posted for, open the customer or employee, or click an account to see it in the General Ledger.

Creating a journal entry

1. Click New Entry.
2. Enter a date and a description.
3. Add debit and credit lines. Each line needs an account from your chart of accounts and an amount.
4. Make sure debits equal credits. An entry that does not balance cannot be saved.
5. Click Create Draft. The entry is saved but does not affect your reports yet.
6. Open the draft and click Post Entry to commit it to the ledger.

An entry dated inside a closed accounting period is refused.

Reversing a journal entry

A posted entry cannot be edited or deleted. To undo one:

1. Open the entry and click Reverse Entry.
2. Add a reason if you want one on the record, then confirm.

Plenix posts a mirror-image entry dated today that cancels the original out. Both stay in the books, and each is marked so you can see which reversed which. An entry can be reversed once.

Entries you did not create

Invoices, bills, credit notes, payments and reconciled bank transactions post their own journal entries. These cannot be reversed from this page. Correct the document instead (edit or void the invoice, void the payment, undo the reconciliation) and the ledger follows.

Where to go next

• Understand the whole module → How Accounting Works
• Next in this module → General Ledger
• Manage Chart of Accounts
• Close Accounting Periods
• Reconcile a Bank Account