Auto-Generated Journals
Every document that posts a journal — across all five modules.
Auto-generated journals are created by the system when a document is created. You never write or edit them — they belong to the document. They appear on the Auto tab of Finance → Journals with a Source badge that links back to the document.
Knowing which documents post, and what, tells you exactly when a financial event reaches the ledger. Reports include a document's journal for as long as the document is active; voiding or deleting the document retires it.
How to Find Auto Journals
Navigate to: Finance → Journals → Auto
Each row shows the journal number, the date, the Source (document type and number), the narration, Created by (System), the status and the amount. The tab is read-only — no New, Import or selection. Click a row for the full double-entry; click the Source badge to open the document.
Sales Module
| Document | Auto Journal? | What Is Posted |
|---|---|---|
| Invoice | Yes | DR Accounts Receivable (total), CR Sales or the item's income account (net), CR the tax code's account |
| Receipt | Yes | DR Bank / Cash (net), DR WHT Receivable when a withholding code is applied, CR Accounts Receivable (gross) |
| Sales receipt (cash sale / POS) | Yes | DR Bank / Cash, CR Sales + the tax account — no receivable step |
| Credit note | Yes | The invoice entry reversed — DR Sales + tax account, CR Accounts Receivable |
| Customer refund | Yes | DR Accounts Receivable, CR Bank / Cash |
| Estimate / quote | No | No financial event |
| Sales order | No | Commitment only |
| Proforma invoice | No | Not revenue |
| Delivery note | No | Physical delivery only |
Purchases Module
| Document | Auto Journal? | What Is Posted |
|---|---|---|
| Bill | Yes | DR Purchases or the item's expense / inventory account (net), DR the tax code's account, CR Accounts Payable (total) |
| Payment | Yes | DR Accounts Payable (gross), CR Bank / Cash (net), CR WHT Payable when a withholding code is applied |
| Expense | Yes | DR the category account, CR Bank / Cash |
| Debit note | Yes | The bill entry reversed — DR Accounts Payable, CR the expense / inventory and tax accounts |
| Vendor refund | Yes | DR Bank / Cash, CR Accounts Payable |
| Goods received note | No | Stock quantities move; the value posts with the bill |
| Purchase order | No | Commitment only |
| Purchase request / requisition | No | Internal request |
Operations Module
| Document | Auto Journal? | What Is Posted |
|---|---|---|
| Inventory adjustment | Yes | DR/CR the item's inventory account at weighted average cost, CR/DR the account you choose on the adjustment |
| Inventory transfer | No | Quantities move between centers; the inventory account is unchanged |
| Depreciation run | Yes | DR the asset's depreciation expense account, CR its accumulated depreciation account — per asset, per period, run on a schedule |
| Asset disposal | Yes | Removes the asset's cost and accumulated depreciation and records the gain or loss |
| Production (finalised) | Yes | DR the output items' inventory accounts, CR the input items' inventory accounts and the labour / overhead expense accounts |
| Stock count | No | Observation only — an adjustment is created if a variance is found |
| Asset registration | No | The asset record is created; the purchase posted with its bill |
People Module
| Document | Auto Journal? | What Is Posted |
|---|---|---|
| Pay schedule (approved) | Yes | DR the expense account and CR the liability account chosen for each pay item group — typically Salaries & Wages against Net Salaries Payable and Payroll Tax Liabilities |
| Advance (payment request) | Yes | DR Employee Advances, CR Bank / Cash; recovery on a later pay schedule reverses it |
| Salary payment | No separate journal | Paying employees is recorded through the payment / expense you make from the bank |
| Employee setup | No | HR data |
| Leave | No | No direct financial impact |
| Draft pay schedule | No | No journal until approved |
Finance Module
| Source | Auto Journal? | What Is Posted |
|---|---|---|
| Opening balance (customer / vendor) | Yes | DR Accounts Receivable or CR Accounts Payable for the party, offset to Opening Balance Equity |
| Recurring journal | Yes | A copy of the template journal on each due date, posted or as a draft |
| Period close | Yes | The adjustment journal queued in the close wizard |
| Bank statement import | No | Import stores statement lines only |
| Send to Classification | Yes | DR/CR the bank account, CR Uncategorized Income / DR Uncategorized Expenses per statement line |
| Categorise / Move to / Split | Yes | A reclassification journal that reverses the holding line and posts to the chosen account(s) |
| Yearly close | No closing entry | Retained Earnings is derived by the reports |
What You Can Do With Auto Journals
| Action | Allowed? | Details |
|---|---|---|
| View the detail | Yes | All lines, accounts, amounts and the Source badge |
| Open the document | Yes | Click the Source badge |
| Reverse | Yes, with caution | Marks the journal voided; it moves to the Reversed tab. No offsetting entry is created. |
| Update narration / reference | No | Update is only offered on manual journals |
| Edit the lines | No | Change the document instead |
| Delete or import | No | Auto journals exist only through their documents |
Reversing an auto journal directly leaves the document active while its ledger effect is gone — the two no longer agree. The correct path is to void or edit the document itself: the document retires or re-posts its own journal, so the books and the document stay in step.
Related
- Journal Entries — the Journals page and its tabs
- Reading a journal entry — every part of a journal’s page
- Reversing a journal — taking a posted journal out of the books
- Manual journals — the New Journal Entry form in full