Journal Entries
How automatic journal entries work — and when to create manual ones.
Automatic Journal Entries
DEBMEDIA ERP uses double-entry accounting. When you click Post (F9) on any transaction, the system generates a balanced journal entry automatically. You never need to make manual entries for routine transactions.
| Transaction Posted | Debit | Credit |
|---|---|---|
| Sales Invoice | Accounts Receivable | Sales Income + GST Output (CGST/SGST or IGST) |
| Customer Receipt | Bank / Cash | Accounts Receivable |
| Purchase Invoice | Stock/Expense + GST Input | Accounts Payable |
| Supplier Payment | Accounts Payable | Bank / Cash |
| Sales Return | Sales Income + GST Output | Accounts Receivable (reversal) |
| Purchase Return | Accounts Payable | Stock + GST Input (reversal) |
Manual Journal Entries
Use the Journal Entry tab for transactions with no dedicated screen:
- Depreciation and amortisation
- Provisions and accruals
- Rectification and correction entries
- Opening balance entries
- Bank charges and interest (if not on a purchase invoice)
Creating a Manual Entry
- Open the Journal Entry tab → New (Ctrl+N).
- Set the Voucher Date.
- Add line items: Account, Debit amount or Credit amount, and a description for each line.
- The entry can only be posted when Total Debit = Total Credit.
- Post (F9). A sequential voucher number is assigned.
Closed financial years are locked. No entries can be posted to a closed year. Reopen via the Financial Years tab if a correction is needed (requires administrator permission).
Cancelling a Posted Entry
All posted transactions are immutable. To reverse any entry, open it and click Cancel (Esc). The system posts a reversal (all debits become credits and vice versa), preserving the full audit trail.
Viewing the General Ledger
Use the Journal (Ledger) tab for all journal entries. Use the Account Ledger tab to filter by a single account with a running balance. Both screens support full Print / Excel / CSV / PDF export.