Create and edit a journal entry

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

Record a balanced multi-line accounting adjustment with clear dates, accounts, references and supporting detail.

What you’ll accomplish

Record a balanced multi-line accounting adjustment with clear dates, accounts, references and supporting detail. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How it works

The new_journal_entry controller action supports both new and existing IDs. The module validates and stores the journal and its lines, and the list supports later export and bulk management.

Editing a journal changes direct ledger history. Where policy requires immutable history, post a reversing and correcting journal instead of editing.

Attachments should explain calculations, approvals and source evidence without exposing unnecessary personal data.

Follow these steps

1. Verify a journal is the correct workflow.
2. Select New Journal Entry.
3. Enter date, reference and overall description.
4. Add every debit line.
5. Add every credit line.
6. Verify total debits equal total credits.
7. Save, reopen and verify the ledger and report impact.

Settings to check

Check it worked

After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

• Open the saved record and confirm its final status.
• Review the source reference and every debit and credit line where ledger data was created.
• Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Common mistakes to avoid

• Do not post an unbalanced journal.
• Do not use vague references.
• Do not edit a prior-period journal without approval.
• Avoid posting to receivable or payable control accounts without subledger reconciliation.
• Use the least destructive correction available and record the reason for material changes.
• Do not bypass a permission, approval or closed-period control by changing unrelated data.

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