1. Add a Journal


To add a journal:

  1. Select Accounts from the sidebar menu and then select Journals from the drop-down menu.
  2. Select Add Journal from the top right corner of your screen.

   3. Complete the fields:

Remember to choose your VAT status from the VAT drop-down menu:

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. 

 
  4.  Select Save.

2. View and Edit a Journal

2.1. View a Journal

To view a journal:

  1. Select Accounts from the sidebar menu and then select Journals from the drop-down menu.
  2. Select the journal code number from the list under the Code column. You’ll find all information about the journal and you can edit and archive the journal, plus add notes and files.

2.2. Edit a Journal

To edit a journal:

  1. Select Accounts from the sidebar menu and then select Journals from the drop-down menu.
  2. Select the journal code number from the list under the Code column.
  3. Select Edit in the Journal Information tab.

  3. When you’ve finished editing, select Save to save your edits.

2.3 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:

Method one:

  1. Select Accounts from the sidebar menu and then select Journals from the drop-down menu.
  2. Select the journal code number from the list under the Code column
  3. Open the journal you’d like to archive and select Archive at the top right corner of the screen.

Method two:

  1. Select Accounts from the sidebar menu and then select Journals from the drop-down menu.
  2. Select the Posted tab, tick the 

tickbox alongside the  journals you’d like to archive and then select Archive.

 

The archived journals will appear in the Archived tab.

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