Finance › Journal Entry is the general voucher: any movement between your GL accounts that is not a fee payment, salary, expense or other‑income form — cash deposited into the bank, an owner's capital, a loan, an opening balance, a correction. You type the debit lines and the credit lines yourself; the screen only saves when they balance.
📺 Watch: HOW TO USE JOURNAL ENTRY IN FINANCE — https://youtu.be/QpIxl-rYi2E
Steps
- Go to Finance › Journal Entry. Transaction Date starts on today, Campus on your first campus — change either if needed.
- In each row pick an Account (the list is grouped Assets → Liabilities → Equity → Income → Expenses, then by group, shown as "code – name"; type in the box to search).
- Type an amount in Debit or Credit — typing in one clears the other. Add a Memo if you like.
- Need more lines? Press Add More, or just press Enter. The bin removes a line (the first line stays).
- Watch the Total row. When Debit total = Credit total, press Save (form clears for the next voucher) or Save & Print (opens the print preview of what you just posted).
Why Save is disabled
Save and Save & Print stay grey until all three are true: a date is chosen, a campus is chosen, and the totals match. While they differ, the red line under the table says "Debits must equal credits (difference: …)". Nothing is sent to the server until then. If the buttons are grey with "You are not allowed" on hover, that is the Finance → Journal Entry create privilege — ask whoever manages Users & Privileges.
Rules you will meet
- At least two lines, and every line needs an account that exists in your chart.
- Whole rupees only. An amount with paisa (1500.50) is refused — round it.
- Debit total must equal credit total; an unbalanced voucher is refused as a whole and nothing is saved.
- The date picker does not go past today, and how far back it opens is your own user's Challan Payment Date Restriction (Current Day, Current Month, or a custom number of days) set in Admin › Users & Privileges. Greyed‑out old dates mean that setting.
Common confusion
- "Which number is my voucher number?" The saved entry gets a Trans ID (shown in Journal Inquiry and on the print). The printout has a blank "Voucher No. ____" line for your own manual numbering — the software does not print a separate voucher series.
- "An account is not in the list." Inactive accounts, and every account under an inactive group, are left out. Check Finance › GL Accounts and GL Groups.
- Made a mistake after saving? Open the entry in Finance › Journal Inquiry — Edit or Delete Selected there. Entries created by challan payments or salary cannot be edited or deleted.
- Add Expense and Add Other Income are shortcuts to this same screen — they fill one side for you and post an identical entry, so they show up in the same reports.
Cash left over after expenses — moving it to the bank
Money that stays in Cash in Hand after the day's expenses is moved with a journal entry when you deposit it: debit Cash in Bank, credit Cash in Hand for the amount deposited, with a narration such as the deposit slip number.
📺 HOW TO USE JOURNAL ENTRY IN FINANCE — https://youtu.be/QpIxl-rYi2E 📺 HOW TO CREATE NEW GL ACCOUNT IN FINANCE — https://youtu.be/-q0rG1Y1L_U
Several campuses, one bank deposit
Each campus keeps its own ledger and accounts, so the deposit cannot be posted as one combined campus entry. Take each campus's income (the campus filter on the fee reports shows how much each collected) and post a separate journal entry per campus, choosing that campus in Campus, for its share of the deposit.
Watch
📺 HOW RECORD OWNER INVESTMENT — https://youtu.be/0DAyxScqnyI