There are two special ledgers that manage:
a) what you are due to receive from customers/debtors; "Debtors' Ledger"
b) and what you owe to suppliers on account/creditors; "Creditors' Ledger".
Normally these two ledgers are populated from four activities:
- Creating invoices
- Receiving payments
- Entering invoices and credit notes from suppliers
- Paying a supplier
However sometimes you may want to adjust a ledger of a specific debtor(customer) or creditor(supplier).
To achieve this we create Journal Entries.
To create a debtor's Journal Entry:
- Go to the 'Customer Account' screen
- Find the customer
- Make a suitable journal entry
See "How to Make a Debtor's Journal Entry" below
To create a creditor's journal entry the process is slightly different.
To be correct, a journal entry in creditors should only be processed if you receive either an Invoice or Credit Note from the supplier. Only they have the legal authority to adjust the amounts they have billed you, and to do so, they will either issue you a credit note or an invoice.
To create a Creditor's Journal Entry:
- Go to the 'Supplier's Account' screen
- Find the supplier
- Make either a Invoice or Credit Note entry
Allocation
It is a good idea to put in the description where the journal is to be allocated.
Journal Entries only get tricky when you do not allocate them at the time of creating them.
How to Make A Debtor's Journal Entry
1: Go to the customer's account in any manner you like.
Here we will use the 'Search' function to find the customer
2: Make a journal Entry
In journals there are two types you can make and the accounts that will be affected are listed against each option.
- INCREASE = Increase the amount they owe
- DECREASE = Decrease the amount they owe
You can add an Optional Statement Detail or just use the selected options.
3: You must allocate the journal by selecting the "Allocate" button.
There are three functions you will want to use:
A - Select the amounts to allocate.
HINT: In most cases it is best to select the amount you are allocating first as now the system knows the target amount to be allocated and will operate slightly differently than if you select it last
B - Use this button If you want to clear the current display of allocations
C - If the balance is $0 or -$0 you may have to encourage the allocation by selecting the 'Post Allocation' button
Hints:
'Don't Ask Just Do' is a selection you can make when processing lots of allocations.
By selecting it with your mouse; SoEasy will no longer prompt with decision questions and you will process entries faster. It only stays on for the session you are in currently.
'Debtor Reporting' Journal Entries will not appear in Sales Report because these reports are generated from the invoices you create. So if you want a journal to reflect in a Sales Report, you must create and close a suitable Invoice or Credit Note as opposed to a Journal Entry. Journal Entries will show in the Accrual Reports including Profit and Loss and targeted accrual reporting.
HOW TO UNALLOCATE A RECEIPT ALLOCATION
1. Go to the "Allocation History"
2. Select the allocated entry in the list on the right
As you do the transactions the entry is allocated to should show in the left
3. Select the "Un Allocate" button and the process will complete
4. Exit the "Allocation History" screen
HOW TO DELETE A JOURNAL ENTRY
You can delete and entry as long as:
a) It is within this financial period
b) It has no allocations
1. Click the entry with your mouse and select the option to 'Delete Entry'
