Most journal entries in Freespace ERP are created automatically when you approve transactions such as sale invoices, payment vouchers, or expenses. Use manual journals for adjustment entries, reclassifications, or corrections that the system does not generate on its own.
The Journals list shows all journal entries — both automatic and manual — with transaction type, reference, party, notes, date, and status. Use the list to open, review, filter, or bulk-action manual journals.
List columns
`Id`, `Date`, `Transaction`, `Ref Id.`, `Ref Bill No`, `Invoice Ref No`, `Party`, **Notes**, `Status`
Invoice Ref No shows the Supplier Invoice Number from the source document when one was entered (for example on a purchase invoice, debit note, expense, purchase expense, or prepaid expense).
Quick filters
| **Filter** | **Shows** |
|------------|-----------|
| Default | All journals except Cancelled |
| Approved | Approved journals |
| Draft | Draft journals |
| Cancelled | Cancelled journals |
Header actions
| **Action** | **Description** |
|------------|-----------------|
| New | Opens the new manual journal form |
Click a row to open the journal in view mode. Select one or more rows to show footer actions: **edit**, **delete**, and **view**.
List View
Quick Start — Create a Manual Journal
1. Navigate
Go to Accounts → Journals from the left menu.
2. Create new journal
Click New to open the manual journal form.
3. Fill in details
Enter the Date and optional Notes.
Add journal lines with New line — select an Account and enter a Debit or Credit amount on each line.
Ensure total debits equal total credits before saving.
4. Save
Save — saves the journal as a draft.
Save And Approve — saves and approves immediately; posts the accounting entry.
Reset — clears the form.
Cancel — closes the form without saving.
Header Fields Reference
| **Field** | **Description** |
|-----------|-----------------|
| Date | Date and time of the journal entry. Mandatory. |
| Notes | Optional header notes for the entire journal. |
| Currency | Shown only when multi-currency is enabled for the company. |
| Currency Exchange Rate | Auto-filled from the selected currency when multi-currency is enabled. |
View-only fields (system journals)
When a journal is linked to a source transaction, the view also shows:
| **Field** | **Description** |
|-----------|-----------------|
| Journal No. | Journal ID. |
| Transaction | Source transaction type (e.g. Sale Invoice, Payment Voucher). |
| Transaction Ref [Id] | Reference of the source transaction with its ID. When the source has a Supplier Invoice Number (purchase invoice, debit note, expense, purchase expense, or prepaid expense), that number is shown instead of the system bill number. |
| Is Foreign Currency Revaluation | Shown when the journal is a foreign currency revaluation entry. |
Journal Lines
Add lines with New line. Each line must have an account and either a debit or credit amount — not both on the same line.
Create / edit line columns
| **Column** | **Description** |
|------------|-----------------|
| Account | Ledger account. Only active leaf (postable) accounts are shown. An info button opens Account Enquiry when an account is selected. |
| Debit | Debit amount. Disabled when a credit amount is entered on the same line. |
| Credit | Credit amount. Disabled when a debit amount is entered on the same line. |
| Debit- | Foreign-currency debit amount. Shown when a currency is selected on the header. |
| Credit- | Foreign-currency credit amount. Shown when a currency is selected on the header. |
| Notes | Optional per-line notes. |
View line columns
**Account**, **Dr**, **Cr**, **Notes**
Validation
Total debits must equal total credits. If they do not match, the system shows: Invalid Journal. Debit and Credit Total Mismatch.
Manual vs System Journals
| **Type** | **How identified** | **Behavior** |
|----------|-------------------|--------------|
| Manual journal | No linked transaction reference | Full create, edit, approve, cancel, and Master Update (subject to status) |
| System-generated journal | Shows Transaction and Transaction Ref [Id] on view | Created automatically when a source transaction is approved. Approve, Cancel, and Master Update are not available from the journal view when linked. |
| Foreign currency journal | Currency and exchange rate on header | Line amounts may use foreign-currency debit/credit columns; converted to base currency for posting |
| Closing entry journal | Transaction type shows Closing Entry | Created by closing entry process |
Common use cases for manual journals
Correction entries when errors are identified in automated postings.
Reclassification of accounts (e.g. moving an amount from one expense account to another).
Period-end adjustments not captured by standard transactions.
Actions & Status
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. |
| Approved | Finalized and posted to accounts. |
| For Revisal | Sent back for correction. Can be edited or deleted. |
| Cancelled | Voided. Journal entry reversed. |
List actions (footer bar when rows selected)
| **Action** | **When available** | **Notes** |
|------------|-------------------|-----------|
| edit | Draft, For Revisal | Single row only |
| delete | Draft, For Revisal | Supports multi-select |
| view | All statuses | Single row; row click also opens view |
View toolbar actions
| **Action** | **When available** | **Notes** |
|------------|-------------------|-----------|
| Approve | Draft | Not available for linked (system) journals |
| Edit | Draft, For Revisal | |
| Delete | Draft, For Revisal | |
| clone | All statuses | Hidden when clone is disabled in user settings |
More menu (⋮)
| **Action** | **When available** | **Notes** |
|------------|-------------------|-----------|
| Cancel | Approved | Not available for linked (system) journals |
| Master Update | Approved, Closed | Manual journals only — hidden when linked to a source transaction |
| Add/Update Note | All statuses | Updates Notes only |
Master Update
Master Update lets you change selected fields on an approved manual journal without reopening the full edit form. Open a journal, click the more menu (⋮), and select Master Update.
When available: Approved or Closed status only, and only for manual journals (not linked to a source transaction).
Dialog actions: Confirm, Cancel
Fields that can be master-updated
| **Field** | **Required** | **Description** |
|-----------|--------------|-----------------|
| Date | Yes | Journal date and time. Updating the date also updates the linked journal posting date. |
| Is Foreign Currency Revaluation | Optional | Marks the journal as a foreign currency revaluation entry. |
Not master-updatable: journal lines, accounts, debit/credit amounts, and notes (use Add/Update Note for notes).
View Tabs & Side Panels
When you open a manual journal entry in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Manual journals do not show Summary or Journal Info side tabs — the journal lines on the main form are the entry itself.
Bottom panel (all transactions)
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, edited, or cancelled the journal and when. |
| Attachments | Files uploaded to this journal entry. |
Best Practices
Always balance debits and credits: Verify totals before saving or approving.
Add notes: Document the reason for manual entries — especially corrections and reclassifications.
Prefer source transactions: Record business activity through the appropriate module (Expense, Payment Voucher, etc.) so the system generates the journal automatically.
Review system journals: Use the Transaction, Ref Id., and Invoice Ref No columns to trace journals back to their source documents and supplier bills.
Use Master Update for date corrections: Adjust the journal date on approved manual entries without editing lines.
FAQ
Why can't I approve or cancel this journal?
If the journal shows a Transaction reference, it was created automatically by another module. Manage it through the source transaction, not the journal screen.
Why is Master Update not available?
Master Update is only available for manual journals (no linked transaction) in Approved or Closed status.
Which fields can I change with Master Update? Date and Is Foreign Currency Revaluation only. Journal lines cannot be changed through Master Update.
Can I edit an approved manual journal?
Approved journals cannot be edited from the standard edit form. Use Master Update for allowed fields, or Cancel and create a new journal if a full correction is needed.
What happens when I cancel an approved journal?
The journal status changes to Cancelled and the accounting entry is reversed.
How do I find journals for a specific transaction type?
Use the advanced filter Transaction Type on the list, or run the Journal Report.
Where is the supplier’s invoice number on a journal?
On the list, check Invoice Ref No. On the journal view, Transaction Ref [Id] shows the Supplier Invoice Number when one was entered on the source document; otherwise it shows the system bill number. The same preference is used on Account Transactions.
Why DR must equal CR?
Double-entry rule enforced on save and approve — totals must match within rounding precision.
Why future date blocked?
User or company setting may block future-dated journals unless enabled in preferences.
Related Topics & Videos
Related documentation
Journal Report — browse journal lines by date, account, and transaction type.
