The Journal Entries page lists every entry in the books — automatic postings from documents, manual entries, reversals, opening balances, revaluations and year-end closings. Pick the company and Financial Year at the top.

The Journal List

Each row shows the entry number, date, title, reference, the accounts debited and credited, the amount (with currency for foreign-currency entries) and who executed it. Click a title to open the entry.

Filters: search by title, by reference, or by the name of a debited or credited account.

System-generated entries carry recognisable references — "Bill …", "Invoice …", "Receipt …", "Payment …", "Internal Posting …", "Reversal of journal …", "Opening balances …", "FX revaluation …", "Year-End Closing …".

Recording a manual entry

Click New Entry (requires journal create permission and an open Financial Year).

• Title — required; describes the entry.

• Transaction date — must lie within the selected Financial Year and cannot be in the future.

• Reference — optional free text. References beginning with BILL-, INV-, RCP-, PMT-, FYCLOSE- or REV- are reserved for system postings and are rejected.

• Currency — defaults to the company base currency. See below for foreign-currency entries.

• Lines — two to nine lines. Pick the account, enter an amount in either Debit or Credit, and optionally a line remark. The same account may appear on several lines. Only postable, active accounts of the selected company are offered.

• Total debits must equal total credits before the entry can be executed.

Executing posts the entry immediately — there are no drafts, and a posted entry cannot be edited or deleted. To correct a mistake, post another entry the opposite way (or, for document postings, un-finalise the document and let the system reverse it).

Foreign-currency manual entries

Choose a currency other than the base currency and the page fetches the exchange rate from the rate table for the transaction date (you may adjust it by up to 1% of the table rate). Enter the line amounts in the foreign currency; TrakIT converts each line to base at the rate, storing both. Any rounding difference from converting line by line is automatically absorbed so the entry always balances in base currency.

Rules for foreign-currency entries:

• Accounts designated for a different foreign currency cannot be used.

• Accounts designated for the entry's currency and ordinary base-currency accounts can be mixed freely.

• A base-currency entry cannot post to a foreign-currency designated account — use an entry in that account's currency.

Viewing an entry

An entry shows its lines with debit and credit columns; for foreign-currency entries both the currency amounts and the base-currency amounts are shown. Line remarks appear alongside. If an entry has been reversed, both the original and the reversal remain visible in the journal.

FX Revaluation button

The FX Revaluation button remeasures all foreign-currency designated balance-sheet accounts to the closing exchange rate and posts the difference to the FX Gain/Loss account. Run it at period end (and always before closing a year). See Multi-Currency Accounting for how it works. It is available to users with journal create permission while the selected year is open; running it again in the same year replaces the previous revaluation entry.