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Journal Entry Console Guide

 

This page provides a complete guide to the Journal Entry section of the Namirasoft ERP Console. A journal entry is how every financial transaction is recorded in your books. This guide explains each field on the form, including the debit and credit lines, so your entries always balance and post to the right accounts.

 

What Is a Journal Entry?

A journal entry is a dated record of a single transaction, made up of two or more lines that move amounts between accounts. Each line is either a debit or a credit, and in double entry accounting the total debits must equal the total credits, so every entry stays in balance.

 

Why Accurate Journal Entries Matter

Journal entries are the source of every figure in your financial reports. If an entry posts to the wrong account, uses the wrong date, or does not balance, your general ledger and balance sheet will be wrong as well. Recording entries carefully keeps your books reliable and audit ready.

 

How Namirasoft ERP Handles Journal Entries

In Namirasoft ERP, each entry belongs to a company, a branch, and a fiscal year, and carries a date and a set of lines. You can save an entry, review it, and then finalize it to lock it against further change. Opening and closing entries are created for you when you open and close a fiscal year, so you only record normal day to day entries yourself.

 

Overview of Journal Entry Fields and Options

The sections below explain each field on the Journal Entry form, followed by the fields that make up each line.

 

  • ID (String): This is the unique identifier automatically assigned to the entry by Namirasoft ERP when it is created. You do not enter this value; it is used internally to reference the entry.

 

  • User ID (Namirasoft Account’s ID): This is the unique ID of the Namirasoft Account that created the entry. It links the entry to the user who recorded it for access control and history.

 

  • Company (String): This is the company the entry is posted in. It determines which set of books the transaction affects.

 

  • Branch (String): This is the branch, a location or division within the company, that the entry is recorded under, so activity can be reported per branch.

 

  • Fiscal Year (String): This is the accounting period the entry falls into. The entry date must sit within this fiscal year, and the fiscal year must be open for the entry to be posted.

 

  • Date (DateTime): This is the date the transaction takes effect in your books. It sets which period the entry reports in, so use the accounting date of the transaction rather than the day you happen to enter it.

 

  • Reference Number (String): This is an optional reference you can record, such as an invoice number, receipt number, or bank reference, to tie the entry back to its source document.

 

  • Reference Date (DateTime): This is an optional date of the source document, such as the invoice date, when it differs from the accounting date above.

 

  • Type (Enum): This is the kind of entry. Entries you record by hand are Normal. Opening and Closing entries are generated automatically when you open and close a fiscal year, so you normally do not set this yourself.

 

  • Description (String): This is an optional note that explains what the entry is for, such as the purpose of the transaction. A clear description makes the entry easy to understand later.

 

  • Lines (List): These are the individual debit and credit rows that make up the entry. An entry needs at least two lines, and the total of all debits must equal the total of all credits before it can be saved. Each line has the fields below.

 

  • Account (String): This is the account the line posts to, chosen from your chart of accounts. It must be a normal account, not a group account.

 

  • Party (String): This is an optional party, such as a customer or supplier, that the line relates to. Use it on receivable and payable accounts to track who owes you or whom you owe.

 

  • Tags (List): These are optional tags, such as a cost center or project, that add reporting dimensions to the line without creating extra accounts.

 

  • Currency (String): This is the currency of the line’s amount. It lets you record transactions in the currency they actually occurred in.

 

  • Debit (Number): This is the debit amount on the line. Enter a value here when the transaction increases an asset or expense, or reduces a liability, equity, or income account. Leave it as zero when the line is a credit.

 

  • Credit (Number): This is the credit amount on the line. Enter a value here when the transaction increases a liability, equity, or income account, or reduces an asset or expense. Leave it as zero when the line is a debit.

 

How Debits and Credits Balance?

 

  • Every entry needs at least one debit line and one credit line
  • The total debits must equal the total credits, so the entry nets to zero
  • Each line carries an amount in either the debit or the credit column, not both
  • If the two totals do not match, the entry is out of balance and cannot be saved

 

 

  • Enabled (Boolean): This controls whether the entry is active. Turn it off to set aside an entry without deleting it.

 

  • Finalized (Boolean): This shows whether the entry has been finalized. A finalized entry is locked so it can no longer be edited, which protects your records once a transaction is confirmed. You finalize an entry from its actions once you are sure it is correct.

 

  • Created At (DateTime): This shows the exact date and time the entry was created. It is set automatically and does not change.

 

  • Updated At (DateTime): This shows the last time the entry was edited. It helps you track when the entry was last maintained.

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