How to post a manual journal entry in Orbit Finance

A journal is the raw layer underneath all other screens. It is a tool of last resort for items that do not fit standard screens, such as corrections, accruals, prepayments, and depreciation. If a normal screen can record the transaction, use that screen to keep the sub ledger and accounts in step.

1. Press New journal.
2. Set the Date to the day the entry belongs to, which decides the month and financial year. If that year has been closed, the save is refused, so date it today in the current open year.
3. Fill in the Reference if you have one, such as an invoice number.
4. Write the Narration to explain why the entry exists, not just what it is.
5. Pick the Account from the dropdown and type the amount into the Debit box on the first line.
6. Pick the other Account and type the same amount into the Credit box on the second line.
7. Press Add line if the entry needs more than two lines, ensuring totals match.
8. Press Save once the entry balances and the total is more than zero.

1. Open the invoice and check its posting status first. Real company invoices normally post their sale automatically, while practice books default to a manual debtor entry.
2. Only if the sale is not already posted, press New journal and date it the same day as the invoice. If the invoice already shows it is posted, a journal doubles the sale and the debt.
3. Narrate it with the invoice number, for example 'Sale, invoice INV-0042, Kedai Maju'.
4. On line one, select Trade Debtors, code 1100, in the Debit box.
5. On line two, select Sales / Revenue, code 4000, in the Credit box with the same amount.
6. Press Save to record the sale in the Profit and Loss and the debt in the Balance Sheet.

1. Press New journal and date it the last day of the month the cost belongs to.
2. Narrate it plainly, for example 'Accrual, June electricity, bill not yet received'.
3. On line one, select the expense account, such as Administrative Expenses code 6000, in the Debit box.
4. On line two, select Creditors, Accruals & Other Liabilities, code 2000, in the Credit box.
5. Press Save, then post a reversing journal when the real bill arrives to avoid double counting.

1. Press New journal and date it the day you both agreed to the offset.
2. Narrate it with both names, for example 'Contra, Syarikat Ali, invoice INV-0031 against bill PB-0009'.
3. On line one, select Creditors, Accruals & Other Liabilities, code 2000, in the Debit box at the smaller amount.
4. On line two, select Trade Debtors, code 1100, in the Credit box at the same amount.
5. Press Save to reduce both balances by that amount without moving cash.

1. If spotted immediately, press the bin icon to delete and post it again properly.
2. If the month has been reported, do not delete. Post a fresh journal on today's date with debits and credits swapped.
3. Narrate the new entry as 'Reversal of JV-0007' or similar.
4. Post the correct entry after the reversal.
5. Note that deletion is refused if the entry is in a closed financial year, and a closed year cannot be reopened. Post a reversing journal in the current open year instead.