Before you begin:

Ensure the period is not marked as completed - you cannot add new journals to completed periods
Your consolidation data should be up to date from Xero/QuickBooks
You should have the appropriate permissions to add journal entries
Have your journal details ready: description, amounts, and affected accounts

Step 1: Access the journal creation

Navigate to Complete Consolidation from your main screen
Select the Profit & Loss tab
Ensure you're viewing the correct period (journals can only be added to open periods)
Click "+" icon which is in every period to open the journal creation popup

Step 2: Configure journal basics

In the Add Journal popup, you'll need to complete several required fields:

Narration: Enter a clear description of what this journal accomplishes (e.g., "Adjustment Journal", "Intercompany Elimination", "Reclassification Entry")
Type of Journal: Choose from three options:
- Journal Entry: One-time adjustment for this period only
- Recurring Journal (with Updated Data): Journals that recur each period but are created in Draft. This means that the User may update amounts for future periods before publishing
- Recurring Journal (with Fixed Data): Journal recurs each period

Step 3: Categorise and reference your journal

Tag: Select the purpose of your journal to help with audit trails:
- Elimination: For removing intercompany transactions
- Reclassification: For moving amounts between accounts
- Accounting Adjustment: For technical accounting corrections
- Other: For any adjustments not covered above
Ref No #: (Optional) Enter an internal reference number for tracking purposes
Date: Select the date for this journal entry (this affects how the journal appears in your audit trail)
Tag Reporting Cadence for Journal: This automatically defaults to match your consolidation frequency (e.g. Monthly for monthly consolidations)

Step 4: Create the journal framework

Review all your entries to ensure accuracy
Click the green Add button to create the journal
The popup will close and you'll return to the main consolidation screen

What happens next: You'll see a new "Adjustment Journal" section appear in your consolidation period with Debit and Credit columns, but no amounts entered yet.

Step 5: Enter your journal amounts

Now you'll see your journal displayed in the consolidation with empty debit and credit fields:

Locate your journal: Look for the new "Adjustment Journal" section in the month you selected
Enter debits: Click in the Debit column for each account you want to debit and enter the amount
Enter credits: Click in the Credit column for each account you want to credit and enter the amount
Ensure balance: Your total debits must equal total credits before you can save

Step 6: Save and apply your journal

Once all amounts are entered and your journal balances, click the Save button at the bottom left
Your journal will immediately apply to the consolidation
You'll see the consolidated figures update in the Consolidated column

Managing existing journals

Editing journal entries

Locate the journal: Find the journal you want to modify in your consolidation
Click the edit icon: Look for the pencil/edit icon next to the journal name
Make changes: Modify the debit and credit amounts as needed
Save changes: Click Save to apply your modifications
Real-time updates: Your consolidated figures will update immediately
Delete the Journal: You have to go in the Journals tile. Locate that journal and click on the bin icon to delete it

Making journals inactive

Sometimes you need to temporarily disable a journal without deleting it:

Find the active journal: Look for journals with a green tick mark
Click the green tick: This will make the journal inactive
Visual confirmation: The journal will now show a red cross, indicating it's inactive
Effect on Consolidation: Inactive journals don't affect your consolidated figures

Reactivating journals

To turn an inactive journal back on:

Locate the inactive journal: Look for journals with a red cross
Click the red cross: This will reactivate the journal
Immediate effect: The journal amounts will immediately apply to your consolidation again

Important limitation: You cannot edit inactive journals. If you need to modify an inactive journal, you must first reactivate it, then make your changes.

Understanding period restrictions

Open periods: You can add new journals and edit existing ones
Completed periods: You can edit existing journals but cannot add new ones
Inactive journals: Cannot be edited regardless of period status

Confirming your journal entries

After adding and saving your journal:

Check that your consolidated figures reflect the expected changes
Use the drill-down functionality to see how journal entries appear alongside your source data

Common questions

Q: Why can't I add a journal to last month's figures?

A: The period is likely completed. Check with your finance team about reopening the period

Q: Can I delete a journal entry completely?

A: While you can't delete journals from the Working Papers interface, you can make them inactive. For permanent removal, go to Journal screen, locate the journal and click on the bin icon.