The Double Journal feature allows you to post a double ledger entry in one single line. This method is useful when your journal only involves two ledger accounts for the same amount.
📌TIP: You can also create lines for different dates within a single batch entry, unlike the standard journal.
Access
You can create a Double Journal from Accounting > Journals > Add Double Journal or Import Double Journal.
Add Double Journal
When you click Add Double Journal, the following window opens with five lines by default:
Description
You'll need to enter a Description to be able to post the journal.
Type
You can select any of the following types to describe the entry (useful when reviewing through the general ledger):
Adjusting Journal Entry (AJE)
Reclassification Journal Entry (RJE)
Accrual (Accrual)
Prepayment (Prepay)
Date
Unlike the standard journal entry, you can select different dates for each line within the same batch.
You need to select a date within the current period. By default it will be the last day of the period. If necessary, you need to leave the page and change the period before you create a journal.
Details / Reference
The Details field is necessary to be able to post the journal.
The Reference is optional.
Debit and Credit Account
Select the ledger accounts in both Debit and Credit columns, and add the value in the Amount field to be able to post the journal.
📌TIP: If you can't find an account, you can add it to your Chart of Accounts.
📎NOTE: Account ledgers created as Bank accounts show as inactive in the drop-down as you can’t create manual journal entries for bank accounts in AccountsPrep. If you need to adjust a bank account balance, use a statement batch entry instead.
📌TIP: You can also use the fast-code feature to enter the same Details or Accounts categories for multiple lines all at once.
Add lines
If necessary, you can add more lines. You can ignore empty lines.
Post
If you haven't entered all the required fields, an error message will appear when posting.
Save as draft
If you aren’t ready to post, you can save it as a draft and edit later.
📌TIP: After you draft or post a journal, you can find it as a batch in the Accounting > Journal homepage, or the Accounting > All batches page.
Import Double Journal Entry
You can also import a journal which can be useful if there are lots of lines.
From the Journals homepage, select Import Double Journal. The next page will then guide you through some steps on importing.
Edit, Delete or Restore
After you draft, post or delete a journal, you can find it in the Journal or All batches homepages. You can then click the batch description to view it, edit it, and even delete it.
📌TIPS: You can edit a posted batch and save it as a draft again. You can also edit a deleted batch to save it as a draft or post it.
Journal Activity
After you post a journal, you can view the audit trail in the Journal Summary or the nominal activity in the Accounts Details report.
📎NOTE: Draft or deleted journals won't show in the Journal Summary and Account Details reports.