Introduction
Entering journal entries one by one can be time-consuming, especially when you have multiple transactions to record. Bukku makes this easier by allowing you to process journal entries in bulk.
You can batch process journal entries in two ways:
Batch creation – create multiple journal entries directly in a table within Bukku.
Batch import – upload multiple entries at once using an Excel template.
This guide will walk you through both methods step by step.
To get started, go to Accounting > Journal Entries, then click the three dots (⋯) beside the + New button, select Batch Journal Entries to create or import journal entries in bulk.
If you’re new to journal entry creation, we recommend reading the Creating a Journal Entry guide first. It explains each field in detail and how journal entries work in Bukku. Once you’re familiar with the process, you can use batch creation or batch import to save time and manage multiple entries efficiently.
Method 1: Batch Creating Journal Entries
If you prefer create multiple journal entries directly in a table within Bukku, follow the steps below:
Use the toggle button to select either Simple or Extended mode based on how much detail you want to enter.
Simple mode contain only the essential information required to create a journal entry.
Extended mode provide additional optional fields for more detailed journal entry records.
Click Add Journal Entries to add a new row in the batch table.
Fill in the required information for each journal entry in the batch table.
Each journal entry must contain at least one debit line and one credit line, and the total debit and credit amounts must be equal.
Depending on the mode selected, the fields displayed may vary.
Simple Mode:
Extended Mode:
After entering the information (such as No., Date, Currency, etc.), enter the journal entry item lines: Start by entering the first item line:
Select the Account.
Enter the Item Description.
Fill in either the Debit or Credit amount.
A journal entry must contain at least two item lines — one debit and one credit.
To complete the journal entry:
Click the + button inside the journal entry to add another item line.
Select the corresponding Account.
Enter the Item Description and the opposite Debit or Credit amount.
Make sure the total Debit and Credit amounts are equal for the journal entry.
If needed, you can continue clicking the + button to add more item lines within the same journal entry.
Below are the explanation of each field in both modes:
No.* – Enter a journal entry number or allow the system to auto-generate it based on your selected number format.
Reference No. - Enter a reference number, if any.
Date* – Defaults to today; change if needed. Select the correct posting date for the journal entry.
Currency* – Default is Malaysian Ringgit (MYR). Choose the transaction currency and exchange rate if applicable.
Tags - Tag the transaction with department / branch / sales person / project & etc.
Description - Enter a description for the transaction.
Account * – Select or create an account.
Item Description* – Enter a short description for the item line.
Debit* & Credit* - Enter the amounts.
Repeat Add Journal Entries to insert more journal entries into the table.
Click Save to create all journal entries at once.
⚠️ Important: Make sure the total Debit = total Credit for each journal entry before saving.
Method 2: Batch Importing Journal Entries via Template File
If you prefer to upload multiple journal entries at once, download Bukku’s Excel template (Simple or Extended mode), fill in the required details, and upload the file to the batch import table. Review the imported entries, then click Save to create all journal entries at once.
1. Download the Bukku Excel Template
Click Import File to download Bukku’s Excel template.
Click 'Simple' or 'Extended' to download the template file, based on how much detail you want to enter.
2. Review the Instructions in the Template
Open the downloaded template and read the instructions provided within the file. This will help you understand the required format and data for each column before entering your journal entries.
Notes:
Do not remove header lines in the template.
Do not rearrange the order of the columns.
You can upload up to 500 journal entries per file. If you have more, split them into multiple files.
3. Understand Each Column and Update the File
Update the file with your desired list of journal entries. The template includes sample rows with 2 examples of journal entries to help you understand how to fill it in.
Here’s what each column means:
Only columns marked with * are required.
Columns | Descriptions |
No. (1) | Enter a journal entry number, or leave blank for the system to auto-generate it based on the default number format. |
Reference No. | Enter a reference number, if any. |
Date (D) * | Defaults to today; change if needed. |
Currency (2) & Rate (3) | Defaults to home currency if left blank; change if needed.
Enter the 3-character ISO currency code (e.g., MYR). The default is your home currency if left blank. Enter the preferred exchange rate for the selected currency. |
Tags (4) | Add tags, if applicable. |
Description | Enter a description for the transaction. |
Account (5) * | Enter the account code. |
Item Description * | Enter a short description for the item line. |
Debit | Enter debit amount. |
Credit | Enter credit amount. |
4. Upload and Save
After filling in the file, click Click to Upload to upload it into the system.
Review the transactions in the batch table.
Click Save to create all journal entries at once.
Frequently Asked Questions (FAQ)
What’s the difference between Simple Mode and Extended Mode?
Simple Mode includes only essential fields. Extended Mode includes additional details such as Reference No., Tags, and Description.
What if my Debit and Credit amounts are not equal?
Bukku will prompt “Journal entry must be balanced.” Each journal entry must have equal totals before saving.
How many journal entries can I upload at once?
You can upload up to 500 journal entries per excel template file.
How do I batch import one journal entry with multiple line items in the batch importing journal entries via template file?
To import a single journal entry with multiple line items, you need to use multiple rows in the Excel template for the same transaction.
You can do this in either of the following ways:
Option 1:
Repeat the same journal entry information in the columns before the line item column, and enter a different line item in each row.
Option 2:
Enter the full journal entry information in the first row, then add additional rows for the extra line items by leaving the columns before the line item column blank and only filling in the line item details.
Expected outcome: All lines will be grouped and imported as a single journal entry.
Tip: The line item column may differ depending on whether you are using the Simple or Extended template, but the same concept applies to all templates — use multiple rows to represent multiple line items for the same journal entry.
Why are multiple journal entries imported as one journal entry with multiple line items?
This usually happens when multiple rows in the template have identical data in all columns before the line item column. When these columns are the same, the system treats them as one journal entry with multiple line items instead of separate journal entry.
How to fix this:
To import them as separate journal entries, make sure that at least one of the columns before the line item column is different for each journal entry.
