An ordinary journal is used to make accounting adjustments for example accruals and prepayments and should only be carried out by people who understand accounting. You can create as many as you want in the system as long as it is not an Opening Balance Journal. You can edit them and also add notes and files. Learn how to Create a New Journal and how to Archive a Journal.

How do I Create a Journal ?

  • Select Accounting from the sidebar menu and then select Journals from the drop-down menu.

  • Select Add Journal from the top right corner of your screen.

  • Learn how to complete the fields here.

No VAT: The double entries appear in the account you select, with the journal amount entered fully. VAT is not reclaimed.

VAT Inclusive: The double entries appear in the account you select, net of VAT. The VAT amount is posted to the VAT Group Account. 

VAT Exclusive: VAT at the correct rate is automatically calculated on top of the VAT-exclusive amounts entered into the Debit or Credit fields and is posted to the VAT Group Account.

The Difference field is a control field that checks that the journal has been posted correctly. A journal is posted only if the Difference field is zero, which means that the debit and credit entries balance each other. hAIbooks will not create a journal if the Difference field shows anything other than zero. 

  • Select Save and Approve when finished.

How do I View a Journal ?

  • Select Accounting from the side bar menu and Journals from the drop-down menu.

  • Click on the journal you wish to view.

  • On the Journal Overview page, you will find all the information about the journal which you can edit and archive, plus add notes and files.

How do I add a Note ?

  • On your Journals page, select the journal you wish to add a Note to.

  • Click on the Notes tab.

  • Click on Create New. Give your note a title and a message.

  • Click on Add Note.

How do I add a File ?

  • On your Journals page, select the journal you wish to add a file to.

  • Select the Files tab in the Journal Overview page.

  • Click on Add Files.

  • Either upload files from an external device or select one of the files you have already uploaded to hAIbooks.

How do I Edit a Journal ?

  • On your Journals page, select the journal you wish to edit.

  • Select Edit from the top right of the page.

  • When you’ve finished editing, select Save and Approve to save your changes.


How do I Archive a Journal ?

If you archive a journal it means that the journal no longer has an impact on your numbers but it’s still stored in the system. There are two ways to archive a journal.

  • Either you can do it individually by clicking on the Journal you wish to archive and then selecting Archive.

  • Or you can do it in bulk, by ticking the tickbox at the top left and ticking as many as you want and then clicking on Archive.

  • Learn more about how you can archive and restore a Journal here.

The archived journals will appear in the Archived tab.

How do I Create an Opening Balance Journal ?

You add your opening balances if applicable when moving to hAIbooks from another accounting system. You can only add one opening balance journal.

  • On your Journal's page, select Add Opening Balance at the top right of your page.

  • Learn how to complete the fields here.

  • Select Save and Approve when finished.

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