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Post a journal entry

Record a debit and credit entry straight to your accounts, such as an accrual or a correction, and post it or send it for approval.

For accountants and finance staffUpdated 4 Nov 2026

Before you start

  • Set up the chart of accountsEvery line posts to a posting account in your chart of accounts.
  • Close a periodA journal can only post on a date that falls in a fiscal year you have created, in an open period.
  • Set up dimensionsThe global dimensions appear on every journal, and an account's dimension rule decides what its lines need.
  • Set up approval workflowsDecides whether you see Post or Submit for approval.
  • Set up a budgetOnly if budget enforcement is on. Posting to an expense account over budget can warn you or be blocked.
In this article
  1. Steps
  2. Reverse a posted journal
  3. Other things you can do
  4. If something goes wrong

A journal entry posts debits and credits directly to accounts. Use it for things no other screen records: accruals, prepayments, corrections, reclassifications and depreciation adjustments. Each journal needs at least two lines, and its debits must equal its credits. WbizManager numbers journals itself, in the form your organisation code/JOU/0001.

Steps

  1. Open Accounts › Journal

    In the menu on the left, select Accounts, then Journal. The list shows each journal with its Date, Journal Number, Name, Created By, Reference, Amount and Status. Select Add New.

    1. Journal in the Accounts menu.
    2. Add New starts a journal.
    3. Bulk Upload loads journals from an Excel template.
    4. Status: DRAFT, POSTED or REVERSED.
    5. The ⋮ menu: View, and Delete for drafts.

  2. Fill in the journal and its lines

    1. Journal Date (required), Ref Number and Name (required).
    2. Account Name: the posting account for each line.
    3. Debits or Credits: one or the other on each line, never both. Typing in one greys out the other.
    4. Description: what the line is for.
    5. Customer/Vendor (optional): tags the line with a customer or vendor.
    6. Add lines adds a line. Clear all lines empties them.
    7. The global dimensions, such as Project. Choose a value for each.
    8. Save as Draft keeps it without posting.
    9. Post, or Submit for approval when an approval workflow applies.

    If an account has a dimension rule, extra Dimension and Dimension Value columns appear for its line. See the line dimension rule in set up the chart of accounts.

    To start from a saved set of lines, use a journal template instead.

  3. Post it, or send it for approval

    • Save as Draft keeps the journal as DRAFT. Nothing reaches your accounts.
    • Post posts it straight away. You'll see Journal posted successfully and the status becomes POSTED.
    • Submit for approval appears instead of Post when your organisation approves journals. You'll see Journal submitted for approval, and the journal can't be edited while it waits. It posts when the last approver approves it. See approve accounting documents.

    Before it posts or is submitted, WbizManager checks that:

    • the journal has a date and a name;
    • there are at least 2 lines, each with an account and either a debit or a credit;
    • debits equal credits and the total isn't zero;
    • each line follows its account's dimension rule.

Reverse a posted journal

A posted journal can't be edited or deleted. To undo it, reverse it:

  1. Open the journal from the list (⋮, then View).
  2. Select Reverse.
  3. Choose the Reversal date. It must fall in an open accounting period.
  4. Enter the Reason (required), for example Posted to the wrong account.
  5. Select Reverse in the window to confirm.

WbizManager posts a new journal with the same accounts, amounts and dimensions, with debits and credits swapped. The original is kept and marked REVERSED, with a link to its reversal. A journal can be reversed only once.

Other things you can do

  • Make recurring: on a saved journal, copy it into a schedule. See set up a recurring journal.
  • Add attachment: on a saved journal, attach supporting documents (up to 10 MB each).
  • Bulk Upload: on the list, download the template, fill in your journal lines and upload it.

If something goes wrong

MessageWhat to do
Journal date is requiredPick a Journal Date.
Journal name is requiredFill in Name.
At least 2 line items are required to postAdd a second line.
Every line must have an account and cannot have both debit and credit valuesChoose an account on every line and clear one of the two amounts.
Total debits (…) must equal total credits (…)Correct the amounts until both totals match.
Cannot post a journal with zero total valueEnter the amounts.
Posting blocked because period is closed.Use a date in an open period, or ask for the period to be reopened in Period Closing.
No configured fiscal period for posting date.Create the fiscal year that holds the date in Period Closing.
Enter a reason for reversing this journal.Fill in the reason before you reverse.