Docs
Journal entries: posting manually
Most of your entries are posted automatically from invoices. Manual entries are for what has no screen.
What is a journal entry?
An accounting record that moves money between two or more accounts. Every entry must be balanced: total debits equal total credits.
Where to find it
Finance → Journal Entries, or /dashboard/journal-entries.
Permissions: journal_entries:view to see, journal_entries:add to create, journal_entries:edit to change.
Most of your entries post themselves
Before you write a manual entry, note that Pashkateb posts entries automatically from:
| Operation | The entry |
|---|---|
| Submitting a sales invoice | Receivables / Sales + VAT |
| Submitting a purchase invoice | Cost + VAT / Payables |
| Recording a payment | Depending on the payment type |
| A stock adjustment | Inventory / Adjustments |
Warehouse transfers post nothing, because they are not a valuation event.
So in ordinary day-to-day running, you will not need manual entries.
When you do need one
- Depreciation — writing down fixed assets.
- Period-end adjustments — accrued expenses, deferred income.
- Opening balances — when you first start on the system.
- Correcting an accounting error that has no screen.
- Movements between your own accounts that are not payments.
The form
The header
| Field | Required? | Details |
|---|---|---|
| Entry Number | — | Generated as JV-{company code}-{year}-{sequence} |
| Entry Date | ✅ | The date of the accounting event |
| Posting Date | — | Locked — set automatically when you save |
| Remarks / Notes | No | Explain why this entry exists |
Always write the remarks. In six months you will not remember what the entry was for.
The lines
Click Add Line for each one:
| Column | Details |
|---|---|
| Account | A searchable list showing code - name — required |
| Debit | The amount on the debit side |
| Credit | The amount on the credit side |
| Remove | Deletes the line |
Each line uses one column only — debit or credit, never both.
The balance rule
Total debits must equal total credits.
The system checks this before saving, both in the browser and on the server. An unbalanced entry is rejected.
Example: a depreciation entry
| Account | Debit | Credit |
|---|---|---|
| Depreciation Expense | 5,000 | |
| Accumulated Depreciation | 5,000 | |
| Total | 5,000 | 5,000 ✅ |
Example: an opening cash balance
| Account | Debit | Credit |
|---|---|---|
| Cash | 50,000 | |
| Owner's Equity | 50,000 | |
| Total | 50,000 | 50,000 ✅ |
Entries post immediately
There is no draft on journal entries. The moment you save, the entry posts and appears in the general ledger and trial balance.
Check carefully before saving.
Following up
| Report | What it shows |
|---|---|
| General Ledger | Every movement on every account |
| Trial Balance | The balance of every account, which must balance |
| Profit and Loss | Income less expenses |
| Balance Sheet | Assets, liabilities and equity |
If your trial balance does not balance, the usual cause is an entry posted with missing accounts, or an account configured with the wrong normal balance.
Frequently Asked Questions
The system refuses to save saying the entry is not balanced
Total debits do not equal total credits. That is a fundamental requirement of double-entry bookkeeping. Check your figures — usually a line is missing or a number is in the wrong column.
Do I need to make manual entries every day?
No. Pashkateb posts most of your entries itself from submitted invoices, payments and stock adjustments. Manual entries are for what has no screen — depreciation, or year-end adjustments.
Are journal entries saved as drafts?
No. Entries post immediately on save. There is no draft stage as there is for invoices, so check carefully before saving.
Why is the posting date locked?
Because it is set automatically at the moment you save. What you control is the entry date — the date of the accounting event itself.
Related Links
Use Pashkateb with Your Real Workflow
Start the free trial or move to the most relevant landing page for your workflow, then apply what you read using your own invoices, stock, and reports.