Create and reverse Journal Entries

Before you begin

Manual Journal Entries are accountant-level adjustments, but the current product requires the Workspace Owner to post or reverse them. Confirm the treatment with an accountant when necessary.

Post a Journal Entry

1. Open Accounting > Journal Entries.
2. The New Journal Entry tab is selected when the page opens.
3. Enter the entry date and optional Note.
4. Add at least two lines. The form starts with two lines; each selection of

Add lines adds one more line.

1. For every line, select an eligible Account and enter either a Debit or Credit amount. Amounts may be entered to the cent, including $0.01. The searchable Account list is grouped as Assets, Liabilities, Equity, Income, Expenses, and Other so a complete double-entry adjustment can use either side of the ledger.
2. If the line uses the managed GST/HST Payable account and GST/HST tracking is enabled, choose No GST/HST reporting, GST/HST Collected - Line 103, or GST/HST ITC - Line 106 in Sales Tax. Leave the default when the adjustment should not affect either return line.
3. Confirm that total Debits equal total Credits.
4. Select Post Journal Entry.

While xBoox posts the entry, the Post action is disabled to prevent a duplicate submission. If processing takes longer than a brief moment, the standard Posting Journal Entry... loading runner appears at the top of the app and closes automatically when posting and the History refresh finish.

After a Journal Entry is posted or reversed, xBoox refreshes the list. If that refresh fails, xBoox identifies the accounting action as completed and asks you to refresh the page before acting again. Do not post or reverse the entry a second time solely because its updated row did not immediately appear.

History and posted-entry detail show both Journal Entry Date and Created Date as yyyy-mm-dd. Created Date is the local calendar date on which xBoox created the entry; the detail view does not add an unnecessary creation time.

xBoox assigns the next JE-000001 style number and posts the entry immediately. V1 has no draft state.

Validation

• At least two lines are required.
• Every line has exactly one positive Debit or one positive Credit.
• Total Debits must equal total Credits.
• Accounts must belong to the same Workspace and be active.
• An Account with Lock Account = Yes remains visible with a lock icon but

cannot be selected for a new line. Select it to see the explanation, then return to the Account list.

• Active, unlocked Accounts Receivable and Accounts Payable accounts may be

used for a manual general-ledger adjustment. This does not create customer or supplier balances, invoices, bills, due dates, payments, or settlement records; xBoox does not provide those subledgers in the current version.

If xBoox cannot post an entry, it shows a clear error dialog explaining what needs correction. For example, $4,795.16 is accepted as a money amount, but each line still needs exactly one positive Debit or Credit. Correct the stated line or totals, then post the entry again.

Note, Description, and Bank Memo have different meanings. A Journal Entry Note describes the entry as a whole. Description describes an individual line. Bank Memo is reserved for source text imported from a bank or credit-card statement; it is not used for a manual Journal Entry.

Accounts Receivable and Accounts Payable adjustments

Active, unlocked Accounts Receivable, such as 1200 Accounts Receivable, and Accounts Payable, such as 2000 Accounts Payable, appear in the Account picker and can receive a balanced manual Journal Entry. Use this only for a general-ledger adjustment prepared with appropriate accounting support.

xBoox does not currently provide an A/R or A/P subledger. A Journal Entry does not identify a customer or supplier invoice, create an unpaid bill, track a due date, or create and settle a payment. Keep the supporting records outside this entry and consult an accountant when the treatment is uncertain.

See Understand Categories and the Chart of Accounts for the distinction between account status, locking, and posting eligibility.

Classify a GST/HST control-account adjustment

The Sales Tax field classifies an amount already entered on the managed GST/HST Payable account. It does not calculate tax, change the Debit or Credit, or create another Journal Entry line.

• Line 103 reports GST/HST collected as Credit less Debit.
• Line 106 reports an input tax credit as Debit less Credit.
• An amount entered on the opposite side reduces that return line.
• Other Accounts cannot carry a Line 103 or Line 106 classification.
• When GST/HST tracking is disabled, Sales Tax is locked to Out of Scope.

Posted classifications appear in Journal Entry History and in GST/HST Summary and Detail for the Journal Entry date. Reversing the entry copies the same classification and swaps Debit and Credit, so the reversal affects the report in the opposite direction. This feature records a supported adjustment; it does not file a return or decide whether the treatment is correct.

Reverse an entry

Posted entries cannot be edited, deleted, or voided. Open the History tab to review them.

For a posted manual entry, select Reverse and confirm the accounting details. xBoox creates a new posted Journal Entry with Debit and Credit lines swapped. The original remains in History with reversed status.

History keeps the second action position visible after reversal. The original entry shows a disabled Reversed action, while the new offsetting entry shows a disabled Reversal Entry action. These labels explain why neither row can be reversed again and keep the View actions aligned throughout the list.

For a supported system-generated entry, Reverse opens the workflow that created it. For example, a Home Office entry created by Year End Review opens the relevant Home Office review step and focuses its Reverse Journal Entry action. Review the source workflow and confirm there; opening it does not reverse anything automatically.

System-generated entries are never reversed by the general Journal Entry reversal endpoint because the source workflow must update its own state at the same time.

Reporting

Posted and reversal lines appear in General Ledger, Trial Balance, Profit and Loss, and Balance Sheet as applicable. Explicit Line 103 and Line 106 classifications also appear in GST/HST Summary and Detail.

Selecting a Journal Entry row in a Balance Sheet Transaction Report opens Journal Entries > History with that posted entry's read-only detail visible. The normal reversal rules still apply; report drilldown never edits a posted Journal Entry.

Not supported in V1

• draft or recurring Journal Entries;
• editing or deleting a posted entry;
• attachments;
• automatic sales-tax calculation or return lines other than GST/HST Line 103 and Line 106;
• a full receivables or payables subledger.

Vehicle working papers (dev)

Vehicle no longer creates, changes, or reverses Journal Entries when a working paper is saved or withdrawn. Review the allocation and payment records with an accountant; if an adjustment is needed, an authorized Owner posts it here and its reference can be linked to the appropriate Vehicle working paper. The system records the review confirmation, not whether the accountant's treatment is professionally correct. Historical Vehicle-generated entries remain intact; withdrawing the new paper does not reverse them. Consult an accountant about any separate correction required for those historical entries.