What are journals used for in accounting?
An accounting entry must be linked to a journal. It is therefore necessary to create at least 1 Journal record in the database: to do this, display the Journals file (via the Data menu), then call up the New command.
All entries can be grouped together in the same general journal. But you may also want to group entries by category in several journals (cash journal, bank journal or purchase journal and sales journal, for example).
Notice: if you are working with Office Maker Business or Office Maker Staff, we strongly recommend that you create journals for entries imported from these programs, so that you can isolate them more easily.
A Journal record consists of the following fields:
| Field | Remark |
| Code | 4 characters maximum (numbers or letters) |
| Name | Journal name |
| Kind | Provisional or Accepted |
| Blocked | Prevents new entries |
| Standard account |
Allows you to specify the default account number (for example, the Cash account for the Cash journal). This account will be automatically proposed when an entry is created in the indicated journal, but can still be modified. However, the entry cannot be validated without the presence of this account in one of the entry lines. |
| Purpose | Free notice |
Journal kind
The Kind of journal determines the status of the entries that will be attached to it. You can change the Kind of a journal at any time, but this has no effect on entries already made in that journal.
The Provisional kind means that entries made in this journal can be modified and deleted. These entries are said to be provisional; they must subsequently be “locked” in order to update the account balances definitively, for example at the end of the month, when they have been verified.
The Accepted kind means that entries in this journal can no longer be modified or deleted. They must be reversed if you wish to cancel them.
Deleting and blocking
A journal cannot be deleted as long as it still contains entries. It can, however, be blocked to prevent new entries from being added to it.
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