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A journal entry lets you correct your figures in Caleido without waiting for a fix in the accounting system, for example to reverse a wrong booking or move a cost to another account. Caleido starts the entry from the transaction you select, copies its lines with the amounts reversed and keeps the user-set dimensions. The entry must balance before you can save it.
Journal entries are stored in Caleido only. They are not sent back to your accounting system.

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Create a journal entry

1

Select the source transaction

Open the General ledger report or the List view of a report and select one or more lines of the transaction you want to correct.
2

Open the journal entry

Click Actions and select Create journal entry. In the List view it is under Add > Create journal entry. You can also right-click a single line and select Create journal entry.
3

Check the header

The Create journal entry window shows the Source entry it was created from. Check the Date, which defaults to the source date, and the Description, which is required. Set the Status and the VAT basis: Gross or Net.
4

Edit the lines

Every line of the source transaction is copied with its sign reversed. Change the Account, Counterparty, Debit or Credit entry, the amounts, the VAT % and VAT code, the Memo and the Dimension label as needed. Use Add row, Duplicate and Delete above the lines, and drag a row to reorder it.
5

Balance and save

The summary shows the Debit / Credit totals and the VAT calculation. When the entry is out of balance, click Balance entry to add a balancing line. Then click Save, or Save and create new to start another entry with the same date, description and settings.

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Automatic counter entries

Turn on Automatic counter entry above the lines to let Caleido add the opposite side for you. When you finish a line and press Enter in its Memo, Caleido adds a counter line beneath it on your Balancing difference key account. Confirm the account of the counter line by clicking it and pressing Enter before you save. Automatic balancing needs the Balancing difference, Trade receivables and Trade payables key accounts. Set them in Settings > Key accounts.

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What you can’t save

Save stays disabled, and a tooltip tells you why, when:
  • debit and credit don’t balance
  • the description is missing
  • no line has an amount, or a line with an amount has no account
  • a balance sheet line has a profit and loss dimension
  • an automatic counter line is not confirmed yet

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Find, edit or delete a journal entry

  1. Open the General ledger report and select the Manual entries tab. It lists the journal entries made in Caleido.
  2. Select the lines of one entry.
  3. Click Actions and select Data > Edit journal entry.
  4. Make the changes and click Save, or click Delete to remove the entry. Deleting doesn’t affect the original transaction.
If you close the window with unsaved changes, Caleido asks whether to save or discard them.