Manual Journals

Overview

Manual journals are used to record transactions in a very flexible way, when you need to record transactions for business operations that are not part of the other modules of Mezan.

Fields of the Manual Journal Form Explained

  1. Transaction Date: The transaction date of the journal. This is the primary date used to record all the journal-related transactions on the general ledger. It will default to today's date but can be manually changed based on your organization's settings.
  2. Description: A free-text field to add any notes or description about the journal. This is optional and is visible in the general ledger and account statements. This is added on all transactions generated by the journal.
  3. Journal Entries: The journal entries that make up the journal. You can add many journal entries to a single journal, the minimum is two entries to record a journal. Each entry has the following fields:
    1. Account: The account to record the transaction on.
    2. Description: A free-text field to add any notes or description about the journal entry. This is optional to add further details for this specific entry. It is visible in the general ledger and account statements.
    3. Debit: The debit amount for the transaction. An account must either have a debit or credit amount, not both.
    4. Credit: The credit amount for the transaction. An account must either have a debit or credit amount, not both.
    5. Reporting Dimensions: Manual journals in Mezan allow you to add reporting dimensions to specific journal entries. This is useful for adding additional metadata to the journal entries for better reporting and analysis. This field if used will override the reporting dimensions selected in the journal form for this specific entry only.
  4. Number of Entries: The number of journal entries in the journal. This is automatically calculated based on the number of journal entries added to the journal.
  5. Debit & Credit Difference: This is automatically calculated based on the debit and credit amounts of the journal entries. It is a read-only field and is used to check the accuracy of the journal entries. Confirming a journal while the difference is not zero will show an error, but you are allowed to save drafts for further editing later.
  6. Total Debits: This is automatically calculated based on the debit amounts of the journal entries. It is a read-only field and is used to check the accuracy of the journal entries.
  7. Total Credits: This is automatically calculated based on the credit amounts of the journal entries. It is a read-only field and is used to check the accuracy of the journal entries.
  8. Transaction Note: A free-text field to add any notes or description about the journal. This is optional and is visible in the general ledger and account statements.

Manual Journals Other Properties

  1. Reference: Automatically generated by Mezan based on your organization's counters settings. It is only generated after the journal is confirmed for the first time and serves as a unique identifier within the organization.
  2. Confirmation Status: Can be "Draft" or "Confirmed". This status influences whether the journal appears in reports by default. Confirmed journals generate transactions on the general ledger.
  3. Organization Member: The team member who created the journal. It is automatically populated by the system based on the user who created the journal. It is useful for reporting, permissions, and audit purposes.

Transactions Generated by Manual Journals

A manual journal typically generates one journal entry for each account in the journal, with the following rules:

  1. Account Debit: A debit transaction is created on the selected account if the entry has a debit amount.
  2. Account Credit: A credit transaction is created on the selected account if the entry has a credit amount.
  1. Reporting Dimensions
  2. Custom Fields
  3. Attachments
  4. Comments
  5. Team Permissions
  6. Table Views