Journal entries

Every change to the books is a journal entry: a set of lines where the debits equal the credits. Most entries are made for you by sales, purchases and payroll. Use a manual entry for anything else, for example depreciation, a loan received or correcting a mistake.

Writing an entry

1. Choose New entry, set the date and a description.
2. Add a line for each account, with a debit or a credit (not both).
3. The totals show at the bottom. Save draft keeps it to finish later, even if it doesn't balance yet.
4. Post it when debits equal credits. Posting gives it a number such as JE-2026-0001 and locks it.

Cost centre on a line. If you use cost centres, each line has a Cost centre box. Use it for internal recharges between departments and for spreading shared costs. The line then counts in that cost centre's department in Profit and loss by department. Lines left blank show under Not tagged.

Example: paying KES 25,000 rent from the bank.

Rules MannaBooks checks when posting

• At least two lines, each with a debit or a credit.
• Total debits equal total credits.
• Every account is active.
• The date falls in an open month (see Financial years).

Fixing a posted entry

Posted entries can't be edited or deleted, so the history stays true. Instead, Reverse it: MannaBooks posts the same lines with debits and credits swapped on the date you choose, then you post a correct entry. Entries made by other modules are corrected in those modules, not here.

Who can do what

Journal entries: create writes and edits drafts, post posts them, reverse reverses them. The Accountant role has all three.