Ledger and Journal Entries
The General Ledger is the official record of posted financial activity. Operational modules normally create journals automatically. Use manual Journal Entries for opening balances, adjustments, reclassifications, and transactions that have no operational workflow.
Journal Entry List
Open Admin → Accounting → Journal Entries. The list shows Entry No., Date, Economic Date, Type, Posting Mode, Status, Description, Currency, Total Debit, Total Credit, and Posted At. Filter by entry type, status, and entry-date range; search by number or description; sort and paginate using the standard table controls. Select a row to open its evidence.
Entry Date is the recorded journal date. Economic Date is when the underlying business event belongs financially. Posting Mode distinguishes detailed operational posting from summarized posting when applicable.
Journal entry types are Manual, Automatic, Reversal, Adjustment, Opening, and Closing. Posting modes are Real Time, Daily Summary, Manual, and Import. The type explains why an entry exists; the posting mode explains how it reached the ledger.
Create a Manual Journal
- Select Create.
- Enter the header fields.
- Add at least two lines.
- Confirm total debit equals total credit.
- Save as Draft.
- Review the detail page and select Post when authorized.
Header fields
| Field | What to enter | Effect |
|---|---|---|
| Branch | Branch whose ledger receives the entry. | Controls period, currency, accounts, dimensions, and reports. |
| Entry Date | Financial date of the adjustment. | Must fall in an allowed period. |
| Entry Type | Appropriate journal classification. | Appears in filters and reports. |
| Currency | Transaction currency. | Determines whether an approved historical exchange rate is required. |
| Approved Historical Rate / Currency Rate | Governed conversion evidence for foreign currency. | Freezes base-currency amounts. |
| Description | Clear business purpose. | Appears in ledger reports and audit review. |
Line fields
| Field | Meaning |
|---|---|
| Account | Active ledger account. Control or system accounts may reject manual use. |
| Dimensions | Optional or required analytical labels. Dimension Rules decide validity. |
| Description | Line-specific explanation. |
| Debit / Credit | Enter an amount on one side only. Each line cannot contain both. |
Operationally generated lines may also carry read-only source type/id, tax, customer, supplier, employee, driver, product, ingredient, and metadata links. These explain which source produced the journal.
Practical debit and credit examples
| Business event | Debit | Credit |
|---|---|---|
| Pay JOD 500 office rent immediately | Rent Expense 500 | Bank 500 |
| Receive JOD 100 from a customer | Bank/Cash 100 | Accounts Receivable 100 |
| Record a JOD 250 supplier bill | Expense/Inventory 250 (plus recoverable tax where applicable) | Accounts Payable 250 |
| Move JOD 1,000 between bank accounts | Destination Bank 1,000 | Source Bank 1,000 |
Journal Statuses
| Status | Financial effect | Available actions |
|---|---|---|
| Draft | None; not included in account balances or reports. | Edit, delete if allowed, or Post. |
| Posted | Updates account and dimension balances and all relevant reports. | View evidence or Reverse; no direct edit/delete. |
| Reversed | Original remains visible; a linked opposite journal neutralizes it. | Review original and reversal. |
| Void | Cancelled by a controlled source workflow; it must not be treated as an active posting. | Review the source, reason, and any linked correction evidence. |
| Failed | Journal creation or posting did not complete successfully. | Correct the reported cause and use the supported retry/source workflow. |
Post validates the period, accounts, mappings where applicable, dimensions, currency evidence, and equality of debits/credits. It assigns posting evidence and updates reports. Reverse requires a reversal reason and creates a linked journal with the opposite amounts. Use the original business date or an allowed correction date according to your close policy.
Opening Balances
Initial Setup creates structure, not complete historical balances. To onboard balances:
- Prepare a trial balance from the previous system.
- Use a dedicated opening journal in the first open period.
- Debit or credit each permanent account for its opening amount.
- Use the configured Opening Equity account as the balancing line.
- Add dimensions only where opening analysis is supported.
- Post, then compare Forkiva's Trial Balance with the source evidence.
Customer, supplier, inventory, tax, and other control balances also need their operational detail. A GL-only opening amount can leave control reconciliation out of balance.
Reviewing Account Activity
Use Reports & External Exports:
- Trial Balance for account totals.
- General Ledger for chronological posted lines.
- Account Statement for one account's opening, movement, and running balance.
- Dimension to GL Reconciliation to prove analytical allocation.
Common Validation
- Unbalanced entry: total debit and credit differ. Correct line amounts.
- Both debit and credit entered: clear one side.
- Manual journal not allowed: choose a permitted account or use the correct operational workflow.
- Dimension required/prohibited: follow the effective Dimension Rule.
- Closed period: use an open correction period or follow the approved reopening workflow.
- No approved FX rate: create and approve the required historical rate first.
Important: Use source workflows first
Do not manually journal an invoice, supplier payment, stock movement, payroll payment, or delivery settlement that Forkiva can post from its source. Doing both can duplicate financial results and break control reconciliation.