View and change entries

There are several ways to view entries.

View and change entries

There are several ways to view entries:

• Per debtor
• Per creditor
• Per journal. On the Balances tab, Profit only displays the period balances for a journal with a contra account. These are journals of the type Financial, Opening Balance and General with a fixed contra account. For journals of another type (Purchase, Sales and Variable General), this tab is always empty because the balance is by definition 0.00.
• Per ledger account
• View entries via the Financial entries view This view contains all entries.

  Note:

  To immediately see whether an entry/journal entry can be changed or not, you can adjust the Financial changes view.

If you have not finalised the entry, you can still change it.

To view and change entries per journal, ledger account, debtor and creditor:

1. Go to:
   • Financial / Debtor / Debtor
   • Financial / Creditor / Creditor
   • Financial / Ledger / Journal
   • Financial / Ledger / Ledger account
   • Financial / Ledger / Financial changes
2. Open the properties of a debtor, creditor, journal or ledger account.
3. Go to the tab: Entries.
4. Double-click on the entry.
5. Click on the action: Edit journal entry.

   

   Profit displays an entry layout with the entry lines of the journal entry.

   You can change, add or delete lines using the line actions. These actions can cause the debit and credit totals no longer to be balanced. Profit checks for this in the completion and warns you if the journal entry is not in balance. Change the entry so that it is balanced again. All lines together within one journal entry number must balance in total.

   More information: What are the conditions for journal entry numbers?

   Profit generates the journal entry number when generating/booking the entry based on the journal, entry date and voucher number. Profit decides which entry lines belong to one journal entry based on the journal entry number.

   If a journal entry changes, Profit checks whether the debit and credit totals for the booking are in balance. Profit checks the journal entry number in the process. All lines together within one journal entry number must balance in total.

   See also:

   • Importing entries under which condition the journal entry number is determined.
     
     

   If you use Invoices in circulation, then the invoice is blocked once again if you change the credit or debit amount. The reviewer will have to review the purchase order again.

   For VAT, you also change the amount on the VAT line. Corrections to entries that have contributed to a VAT declaration can also be added. Profit processes these corrections in the next VAT declaration (and thus does not generate a new corrected declaration for the older period).

   Note:

   If you change the entry date, Profit may prompt you that entry in another period is not allowed. In other words: the new entry date is not within the entry period. If you do want to make such changes, you can modify the entry layout. In that case, you need to add the Year and Period fields to the entry layout.

   1. Click on: Finish.
6. Go to the tab: Journal entry dossier.

   You see linked dossier items if you have added them. You can add new dossier items to the journal entry via the New button.

7. Click on: OK. 

See also

• View or change a purchase invoice with an attachment

View reports

You can use a number of reports to view entries.

To view entries using reports:

1. Go to: Financial / Output / Report
2. Open the report:
   • Journal totals per journal (Profit)
   • Journal totals per period (Profit)
   • For Belgian functionality: Day journal Belgium (Profit) or Journal Francais (Profit)
   • For Belgian functionality: Purchase journal centralisation (Profit) and Sales journal centralisation (Profit)
3. Complete the fields.
4. Click on: Finish.

Also see

• View ledger entries via the Financial entries view
• Adjust the Financial entries view with the change status