1. Add a Journal


To add a journal:

  1. Select Accounting 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 Journals from the drop-down menu of Accounting.

  2. Select the journal you wish to view. 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. On your Journals page, select the journal you wish to edit.

  2. Select Edit from the top right of the page.

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

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

  2. Select Archive at the top right corner of the screen.

Method two:

  1. On your Journals page, tick the tickbox at the top left of your screen if you wish to archive all your journals.

  2. If you don't, then just tick the journals you want to archive.

  3. Select Archive.

 

The archived journals will appear in the Archived tab.

3. Opening Balance Journal

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

3.1 Add an Opening Balance

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

  2. Complete the fields.

3. To add an item, select +Add Item. To delete an item click on the button at the end of the item you wish to delete.

4. When finished, select Save and Approve at the top right of the page.

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