Overview

Use Journal Entries to correct transactions that were posted to the wrong category or need to be split between multiple categories. Journal Entries are automatically cleared, included in reconciliation, and appear in year-end reports such as the Government Report (Report 18). The Journal Entry Adjustment Wizard is available for unreconciled transactions, while the Journal Entry module is used for reconciled transactions.


Before you begin

The Journal Entry Adjustment Wizard is found in Ledger Inquire and Reconciliation, but some users may not have access.
District Administrators may restrict Journal Entry permissions to district staff only.


When to use Journal Entries

  • Correct a transaction posted to the wrong category.
  • Split revenue or expenses across multiple categories instead of one.
  • Reclassify amounts so reporting is accurate without changing the total bank activity for the affected period.

Choosing debit vs credit

  • Use a Credit journal entry option when the original transaction you are correcting appears in the Credit column in the ledger (for example, deposits or money received).
  • Use a Debit journal entry option when the original transaction you are correcting appears in the Debit column in the ledger (for example, Checks or money paid out).
  • If you are unsure which option to use, open Ledger Inquire, locate the original transaction, and match the journal entry option to the column where the original amount is displayed.

Steps

  1. From the Main Menu, go to General Activities > Journal Entries.
  2. Choose whether to use:
    • Journal Entry Adjustment Wizard - for unreconciled transactions.
    • Journal Entry module - for reconciled transactions.
  3. Select the appropriate journal entry option (Debit or Credit) based on the original transaction you are correcting.
  4. Enter the Date (defaults to today's date), From Category, Amount, Reason, and To Category.
  5. Click Add to Ledger to preview the entry, then select Continue to confirm.

Examples

  • Revenue reallocation - Distribute fees collected in Student Fees to categories such as Yearbook.
  • Deposit correction - Move funds from SC BBQ to SC Milk when a deposit was posted incorrectly.
  • Expense correction - Reclassify a check originally posted to Fundraising - Breakfast Club so it is applied to Agendas.

Outcome

Journal Entries update the General Ledger to reflect accurate revenue and expense allocations. They are included in reconciliation and appear in year-end reporting, including Report 18 (Government Report).

Troubleshooting

  • If the Journal Entry option is missing - confirm your user role. Access may be limited to district staff.
  • If an unreconciled transaction cannot be adjusted - use the Journal Entry Adjustment Wizard.
  • If a correction is needed after reconciliation - use the Journal Entry module.
  • If a journal entry posts to the wrong column - confirm you selected the correct Debit or Credit option and that it matches the original transaction's column in Ledger Inquire.

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