Recording a Journal Entry

February 21, 2019

ahambach

Background

You may need to enter a miscellaneous transaction to be shown on your financial reports that does not involve creating an invoice, receiving a payment, or paying a bill. Examples of this miscellaneous journal entry would include recording an owner’s distribution, or reclassifying an expense mistakenly posted to the wrong account.

You can also import your bank transactions to automatically create journal entries.  See Connecting Your Bank Accounts for Accounting Journal Entries.

How to Record a Journal Entry in Patriot Software

Accounting > Financial Tasks > Journal Entry

  1. The transaction date will default to today’s date. Change the date, if needed.
  2. Include a brief description of your journal entry.
  3. Select a department, if you wish to record this journal entry to a department.  For more details, see Managing Accounting Departments.
  4. Select the account from the list.
  5. Select “Increase” to increase the account’s balance.
  6. Select “Decrease” to decrease the account’s balance.
  7. Enter the amount of the transaction for this line item.
  8. Repeat Step 3 and add rows as needed.
  9. Click “Save Entry.”

Journal entry screenshot in Patriot's accounting software for small business.

 

If your accounting journal entry does not balance, you will see a warning when you attempt to save. This is because the “debits” and “credits” are not equal for the types of accounts you selected. This is required to create an entry that will be properly shown on your financial reports. For more information, check out our blog post about accounting debits and credits.

If you see the warning, review the accounts you have entered. You may have left out a line item that needs to be included in the transaction. Consider what you are trying to accomplish with the journal entry, and double check that you have selected the correct increase or decrease action for each line item.

If you need to void a journal entry, see Voiding a Journal Entry.

 

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