Work With the Ledger

Most journals are created automatically by business workflows. Use the accounting pages to inspect, reconcile and correct them.

Find a journal

1. Go to Accounting > Journals.
2. Search by journal number, reference or description, or filter by source and date.
3. Open the journal to review its account lines, debit and credit totals, source record and audit information.
4. Select View Source Document when available to trace the entry back to its invoice, expense, payment or other workflow.

Open an account from the Chart of Accounts or journal line to view its ledger and running activity.

Post a manual journal

1. Go to Accounting > Manual Journals.
2. Enter the journal date, reference and a description that explains the business reason.
3. Add at least two account lines. Enter each amount on either the debit or credit side.
4. Add tracking only to appropriate profit-and-loss lines.
5. Confirm that total debits equal total credits, then post.

A document waiting for an exchange rate

Rates come from the South African Reserve Bank, which publishes the current day only. A document dated before you switched foreign currency on therefore has no rate to look up and never will. It still issues, and it still prints correctly in the customer's own currency; it simply cannot reach the ledger until somebody says what rate to use.

1. Go to Accounting > Unposted Documents. A document waiting on a rate says so on its row.
2. Enter the rate you used and save. The document posts immediately and the rate is recorded as one you supplied rather than one we fetched.
3. A document that already carries a rate cannot be given another one, because the journal behind it was built on the first.

Reverse or edit a journal

Open an eligible manual journal and use Reverse. OxyAccounting posts an equal-and-opposite entry and keeps the original. Editing an eligible journal uses the same audit-safe correction pattern. A locked period or locked bank reconciliation can prevent the action.

Maintain fixed assets

1. Go to Accounting > Fixed Assets and select Add Asset.
2. Enter the asset, acquisition and depreciation dates, cost excluding VAT, residual value and useful life in months.
3. Select the asset cost, accumulated depreciation and depreciation expense accounts.
4. Save the asset. Monthly straight-line depreciation is posted by the scheduled process; use Run Depreciation only when an authorised catch-up is needed.
5. Use Dispose for an asset disposal. Remove is available only before depreciation has posted.

Reports > Depreciation Schedule presents the register as the fixed asset note: cost, opening and closing accumulated depreciation, the charge for the period and carrying value. It reads posted journals, so run depreciation before relying on it — the schedule names any asset whose charge is outstanding.