Post a Manual Journal Entry

A journal entry is a balanced bundle of debit and credit lines posted to the ledger together. Most entries Veona posts for you from clinical and operational events; a manual journal is the one you raise by hand — an opening balance, an accrual, a reclassification, a correction. This page shows the double-entry cockpit where you build one and submit it.

Who / when: the Accountant and the Finance Manager create and submit manual journals; the Auditor can read them but cannot post. You reach for a manual journal whenever there is a real financial movement no module raised automatically.

We will follow Tunde the finance officer, recording a month-end accrual for an electricity bill that has not yet arrived.

A few terms first

• Debit (Dr) and credit (Cr) — the two equal-and-opposite sides of every entry. A line is one or the other, never both.
• Balanced — total debits equal total credits. Veona will not let you post until they do.
• Accrual — recognising an expense (or income) in the period it belongs to, before the cash actually moves.
• Narration / memo — plain-language notes: the narration describes the whole entry; a memo annotates a single line.
• Cost center / project / party — optional dimension tags that let you slice the ledger later (see below).

Build the entry

1. Accountant — open Finance & Ledger → New Journal Entry. The balanced-entry cockpit opens with a Header and a Lines grid.

2. Accountant — in the Header, set:

   • Entry Type — leave at Manual for a hand-raised journal.
   • Posting Date — the date the entry belongs to (this must fall inside an open period — see Fiscal Years and Periods).
   • Currency — your base currency by default; the list also offers any currency you have an exchange rate for (see Multi-Currency and Exchange Rates).
   • Narration — what the entry records, for example Accrue October electricity, invoice pending.

3. Accountant — in the Lines grid, build at least two lines. For Tunde’s accrual:

   • Line 1 — search and pick Electricity Expense in the Account field, and type the amount in the Debit column.
   • Line 2 — pick Accrued Expenses (a liability), and type the same amount in the Credit column.

   Each account is chosen from a searchable picker of postable accounts — never typed free-hand, and never a group account. A line is a debit or a credit; entering one clears the other.

4. Accountant — watch the Totals footer. It shows the running debit and credit totals and a live tag: Balanced when they match, otherwise Add Amounts or Out By ‹amount›. Press Add Line if you need more legs, Remove to drop one (a journal always keeps at least two lines).

Tip

You can tag any line with a Cost Center and a Project straight in the grid, and attach a Party (a patient, supplier, employee or payer) in the Party Tags section below — picked from that party’s real directory, never free-typed. These let you later filter the ledger and reports by department, project or counterparty. They are optional; leave them blank if you don’t need them.

5. Accountant — when the footer reads Balanced, press Create Draft. Veona saves the entry as a Draft and opens its detail page. A draft is not yet in the ledger — nothing has posted.

Submit it to the ledger

6. Accountant — on the journal detail, review the Lines and the Record panel, then press Submit To Ledger. Veona posts the balanced voucher into the immutable General Ledger and the status moves to Submitted. The entry now shows in the General Ledger and flows into every statement.

Caution

Submitting is the point of no return for editing. A posted entry is immutable — you can never edit or delete it. The only way to undo it is a reversing voucher (next).

Correct a posted entry — the reversing voucher

7. Accountant — open the posted journal from Finance & Ledger → Journal Entries (click its row), and press Reverse & Cancel. Veona posts a reversing voucher: a mirror of the original with debits and credits swapped, so the two net to zero in the ledger. The original entry stays on the record (marked Cancelled); the reversal stands beside it. Nothing is erased — the full history survives for audit.

Note

A Draft that was never submitted can simply be cancelled outright (it never touched the ledger). It is only a posted entry that requires a reversing voucher.

What happens next

Your entry now lives in the one ledger alongside every automatic posting. Open the General Ledger to see it in context, or the Trial Balance to confirm the books still balance. Every line you tagged with a cost center, project or party is now filterable on those screens.

Follow the trail

• Previous: Set Up and Browse the Chart of Accounts
• Next: Read the General Ledger and Drill Any Account
• Related: Read the Trial Balance · Open, Close and Lock Fiscal Years and Periods · Create Cost Centers and Projects