Journal entries

Most entries in your books are made by your documents: an issued invoice, an approved bill, a payment or a payroll run books its own entry. A manual journal entry is for everything else: month-end accruals, the release of a prepayment, a reclassification between two accounts, a loan instalment. A manual entry starts as a Draft, which is not in your books. When you post it, it is in the ledger for good: it is never edited or deleted, and a wrong entry is corrected by reversing it.

Find your journal entries#

Open Journal Entries in the main menu. The list shows every entry in your books, the automatic ones and the manual ones, newest first, with its total debit and credit and its status.

• 1 Create Journal Entry opens a new manual entry.
• 2 Search finds entries by entry number, description, account name or account code. Here, every entry on Accrued Expenses.
• 3 Reference Type shows the entries of one kind of document: invoices, bills, payments, fund transfers, payroll, expense claims, depreciation, stock movements, VAT returns, reversals, or Manual for the entries made here. Status shows only drafts, only posted entries, or only the posted entries that have been Reversed. From Date and To Date limit the dates.
• 4 On a draft: Post Entry (the tick) posts it, and Delete Entry (the bin) removes it.
• 5 On a posted manual entry: Void Entry (the cross) reverses it. See Reverse a posted entry.

Click a row to see the entry's lines. For an entry made by a document, the Reference column names the kind of document, and View opens invoices, bills, payments and several other documents directly.

Create a manual entry#

1. Click Create Journal Entry.
2. Check the Entry Date (it starts on today's date) and enter a Description that says what the entry is for, for example "Accrual: October 2026 telephone and internet".
3. On each line, choose the Account and enter the amount as a Debit or a Credit (one or the other, not both). A Line Description is optional. If your company uses reporting tags, such as a cost centre, each line has a field for each of them too.
4. Click Add Line for more lines. Remove takes a line out; an entry always keeps at least two lines.
5. Check the Total Debits, Total Credits and Difference at the bottom. Save Journal Entry stays greyed out while the debits and credits differ, and while a line has no amount: each line needs a debit or a credit.
6. Click Save Journal Entry. Verasol saves the entry as a draft with a number like DRAFT-00046.

1 Entry Date, 2 Account of each line, 3 Debit or Credit, 4 Add Line for another line, 5 Save Journal Entry.

A draft cannot be edited. If it is wrong, delete it with Delete Entry and create it again.

Post the entry#

When the draft is right, click Post Entry (the tick on its row) and confirm with Post. Verasol checks the entry once more, gives it its journal number (for example JE-2025-6206-01594, in the series of the financial year of its date) and puts it in the ledger. From then on it shows as Posted, with who posted it and when.

What Verasol books#

A manual entry books exactly the lines you entered. For example, the accrual of the statutory audit fee for 2025, posted as JE-2025-6206-01594 and dated 31 December 2025:

When the auditor's invoice arrived in March 2026, a second manual entry released the accrual (Dr 2220 Accrued Expenses, Cr 6500 Audit & Accounting Fees).

1 Journal Entry Lines shows each account with its debit or credit. 2 History shows who created the draft, the journal number it received when it was posted, and who posted it.

What Verasol refuses#

Verasol keeps the ledger consistent with your documents and your locked periods, so it does not save or post a manual entry when:

• The entry does not balance: debits must equal credits.
• A line is on a control account. Receivables, payables, inventory, the VAT accounts, goods received not invoiced, customer and supplier advances, corporate tax payable and paid in advance, the payroll liabilities and provisions, employee loans and advances, post-dated cheques and the revaluation surplus of fixed assets only take entries from their own documents. Verasol names the documents to use instead, so each account stays equal to the list of open items behind it. You can see which accounts these are on the Default accounts tab of the chart of accounts.
• A line is on a fixed-asset account. Asset cost and accumulated depreciation are booked in Fixed Assets, so the asset register and the accounts stay equal.
• A line is on the account of a bank account in another currency. Journal lines are in AED; record a payment, receipt or transfer of that bank account instead.
• The date is in a closed period. Nothing is booked on or before the last day of a closed month.
• The date is before your books start, or later than the end of the current month. A future entry stays a draft until its month comes.
• An income or expense line is dated in a year whose corporate tax return is filed.
• A bank or cash account line is dated after today, or inside a bank reconciliation that is already finished.

Reverse a posted entry#

A posted entry is never changed or deleted. To undo it, you reverse it:

1. Find the entry in the list and click Void Entry (the cross on its row).
2. Confirm with Void.

Void Entry is only shown where Verasol can reverse the entry: a posted manual entry, or the reversal of one (voiding a reversal books the original's lines again), that has not been reversed yet, is not matched to a bank statement line, and whose reversal falls in an open period.

Verasol posts a reversing entry: the same lines with debits and credits swapped, described as "Reversal of" the original's number. The reversal is dated on the original's date while that date is still open. If the original's month has been closed since, or that date is covered by a filed corporate tax return (for an entry with income or expense lines) or by a finished reconciliation of a bank account on the entry, the reversal is dated today.

The original stays Posted and gets a Reversed badge. When you open it, a note names the reversing entry and its date.

1 Reversed next to Posted. 2 Open reversing entry opens the reversal.

The reversal appears as an entry of its own with the reference Reversal of entry, and its View opens the original, so the audit trail shows both. Then create the correct entry as a new one.

Who can do what#

Seeing the journal needs the permission Accounting: journal (view) or Reports and dashboard (view). Creating, posting, voiding and deleting manual entries needs Accounting: post and reverse journal entries. The History of an entry is shown to people with Reports and dashboard (view). See Team and permissions.

Related#

• How Verasol keeps your books
• Chart of accounts
• Close and reopen periods
• Opening balances
• Ledgers and books