---
title: How to create a Journal entry
description: Learn how to create a journal entry within the platform.
---

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August 31, 2026

# How to create a Journal entry

## This guide explains how to create a journal entry within Accountability.

### **Step by Step Guide:**

1\. Navigate to **ACCOUNTING \> General Ledger \> Journals.**

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-10/cc8b741e-9011-4ddb-8a61-b393db497261/user_cropped_screenshot_6f2dfedab5ee4354bd8914ac9588f5bb_text_export.jpeg)

2\. Click **NEW JOURNAL** button.

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-10/542ed1ab-5b98-47d0-8cff-d390d344c14e/user_cropped_screenshot_38e6ef84f9354570bac3154dc728cbc0_text_export.jpeg)

3\. Enter the following **Journal Header Description**:

- **Description** - Enter a Description for the journal.
- **Accounting Year & Month** - Enter or select the Accounting Year & Month - This will default to the month corresponding to the date but can be changed.
- **Office** - Enter or Select an Office.
- **Journal Date** - Enter the Journal Date.

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-10/901b8a60-1d19-4adb-8c5a-9f0f9630f1af/user_cropped_screenshot_7168fa4b5f05459aa502d3bbcb543916_text_export.jpeg)

4\. Enter the following **Journal Line Information Description**:

- **GL Account** -Enter GL ACCOUNT  
  If either the GL Account Number or name is entered in the GL ACCOUNT field, it will display up to 12 records that match the detail entered.
- **Debit / Credit** -Enter a DEBIT and a CREDIT amount.
- **Description** - Enter a DESCRIPTION - Only required if the line item
- **Job No.** - Allocate to a JOB NO. *(if applicable)*
- **Task Type Code** - Allocate to a TASK TYPE CODE (*if applicable*)
- **Client Code** - Allocate to a CLIENT CODE (*if applicable*)
- **Employee Code** - Allocate to an EMPLOYEE CODE (*if applicable*)Department Code Allocate to a DEPARTMENT CODE (*if applicable*)
- **Inter Office Code** - Allocate to another office by selecting the INTER OFFICE CODE - If selected, the system will create 3 Journals, including 2 via the Interoffice Posting Account (*if applicable*)
- **Supplier Code** - Allocate to a SUPPLIER CODE (*if applicable)*

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-10/927813cd-1070-486a-bf8d-3cf65d7c0832/user_cropped_screenshot_f4008f2b6a4648ab801d6639a1d9f449_text_export.jpeg)

5\. Click **Save.**

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-10/044f6b2b-dd68-415b-a636-9fab336fcac8/user_cropped_screenshot_dfa7a74963db4d4da105ed99cb63e380_text_export.jpeg)

6\. Users can also process an adjustment to Tax Amounts and related Tax reports by clicking on **Dissect**.

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-10/a7fd3a40-0c1b-418e-9385-bc8888087657/user_cropped_screenshot_c2b6e239d5bf4ed49005f285fded374b_text_export.jpeg)

7\. Enter the following **Journal Entry Dissection Information**:

- **Product Code**
- **Tax Adjustment Type** - Enter the TAX ADJUSTMENT TYPE – This allows you to assign this journal is an adjustment to appear on Tax Reports. Users would normally only use this function if the Journal Line has been assigned to a TAX INPUT or TAX OUTPUT GL account.
- **Taxable Value** - Enter the Taxable value of the transaction – This is the value that will appear in the TAXABLE VALUE column of the Tax report.
- **Tax Code** - Enter the TAX CODE applicable to the transaction – This will determine the Tax Code grouping the transaction is shown under on the Tax Reports.
- **FX Bank AC Value** - Enter the FX value in the FX BANK AC VALUE field - This will record the FX value of an entry to a Bank Account denominated in an FX.

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-10/9a2de19e-bb72-4fdd-85c8-dbea235b61ed/user_cropped_screenshot_8d34e113bcf246189b094dd6e2ac0bfc_text_export.jpeg)

8\. Click **Save.**

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-10/4518d7a7-c651-4bb7-9ed8-942ab7966cd4/user_cropped_screenshot_87e37c7169dc42449c49493a48953914_text_export.jpeg)

9\. Once all entries for the journal are completed, click **Save.**

![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-11-12/22efee3e-c4bd-42fb-94b5-c3271560685e/File_ec9f4edf05ad40a2b94f3bac9bb8821e_text_export.jpeg)

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