Journals and entries
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In Accounting - United Arab Emirates, every amount in your books is a journal entry: a dated set of lines where the debits equal the credits. Each entry belongs to a journal, such as Customer Invoices or Bank. Most entries post by themselves from your orders, payments and stock. You add manual entries for everything else.
Journals#
Go to AccountingConfigurationJournals to see your journals. Your books start with these:
| Code | Name | Type |
|---|---|---|
| INV | Customer Invoices | Sales |
| BILL | Vendor Bills | Purchases |
| MISC | Miscellaneous Operations | Miscellaneous |
| STJ | Inventory Valuation | Miscellaneous |
| EXCH | Exchange Difference | Miscellaneous |
| BNK1 | Bank | Bank |
| CSH1 | Cash | Cash |
The UAE chart also adds TA (Tax Adjustments) and IFRS (IFRS 16).
Add a journal#
Add a journal for a second bank account, a card account or a separate cash box.
- Go to AccountingConfigurationJournals and click Add journal.
- Enter a Code, for example
BNK2, and a Name. - Pick the Type: Sales, Purchases, Cash, Bank, Credit card or Miscellaneous.
- For bank and cash journals, pick the Default account that holds the balance.
- Click Add journal.
Bank and cash journals appear in the Journal list when you register a payment.
Find journal entries#
The Journal entries tab lists every entry with its Number, Journal, date, Reference, Total and State.
- Search by number or reference.
- Filter by state: Draft, Posted or Cancelled.
- Filter by journal, and by date with From and To.
Click an entry to open it. Drafts show Draft instead of a number until they are posted.
Create a journal entry#
To post a manual entry, for example rent, a loan or a correction:
- Open the Journal entries tab and click New entry.
- Pick the Journal and the Date.
- Optionally enter a Reference and a Narration.
- Add the lines. For each line pick the account and enter a debit or a credit. Click Add line for more lines.
- Check that the Difference is zero.
- Click Save and post, or Save draft to finish later.
To remove a draft you no longer need, open it and click Delete draft. Posted entries cannot be deleted.
Reverse a posted entry#
A posted entry never changes. To undo one, you reverse it: Kartlo books a new entry with every debit and credit swapped.
- Open the posted entry and click Reverse entry.
- Pick the Reversal date.
- Optionally enter a Reason.
- Click Reverse entry.
For invoices and bills, use a credit note or vendor refund instead. See Invoices and bills.
Enter opening balances#
If you kept books before Kartlo, bring in the balances you had on the day you start.
- Open the Auto-posting tab and click Enter opening balances.
- Pick the Date you start from.
- For each account, enter the Debit or Credit balance. Click Add line for more accounts.
- To add the value of your stock, click Add stock value on this date. Kartlo adds a line with the value of the stock that has a cost price on that date.
- Click Save and post.
Any difference between debits and credits goes to the undistributed profits account.
Auto-posting#
Auto-posting turns store activity into journal entries. Open the Auto-posting tab to control it.
- Turn the Auto-posting switch on or off.
- Post events from: events before this date are not posted. Click Save after changing it.
- Back-post history from: pick an earlier date and click Back-post to post past activity.
- The counters show how many events are Waiting, Posted, Skipped and Failed. Click Post now to process waiting events straight away.
Events that failed or were skipped are listed with the reason. Fix the cause, then retry them from the list.
Posting accounts#
Under Posting accounts you choose where each kind of event lands in the chart of accounts. Each line saves as soon as you pick an account.
- Sales: Sales income, Shipping income, Customer receivable, Gift card and store credit.
- Stock: Inventory, Cost of goods sold, Inventory write-off, Goods received not invoiced, Goods delivered not invoiced.
- Suppliers: Supplier payable, Expenses, Supplier payments and expenses.
- Payment methods: Card payments, Online payments, Buy now pay later, Cash on delivery, Cash, Point of sale, Pay at pickup, Bank transfer, Wallet and Other payment methods.