Journal entries

A journal entry is the minimum unit of the general ledger: a balanced group of debit and credit lines that affects one or more accounts. Mosce ERP lets you record manual journal entries (adjustments, accruals, reclassifications) and consumes your daily operations to emit automatic journal entries. This guide covers the full life cycle: draft, posting, editing, and reversal.

Reading time: ~7 min

When to use this

• Your accountant needs to pass a manual adjustment at month-end close.
• You want to audit the journal entry generated when billing a sale or recording a supplier invoice.
• You have to reverse an incorrectly recorded journal entry.
• You are learning how Mosce ERP translates operations into double-entry postings.

Before you start

• The Accounting module must be active.
• There is an open Fiscal period covering the journal entry date. Without an open period the system rejects the posting with the notice "The fiscal period is closed".
• Your role includes the accounting:journal-entry permission to create, edit, or post journal entries.
• The accounts you are going to use are active in the Chart of accounts.

Journal entry states

Each journal entry passes through one of three states:

• Draft: mutable. You can edit lines, date, description, and reassign the period. It does not move balances yet.
• Posted: immutable. It updates the account balances and becomes unalterable. The only way out is to reverse it.
• Reversed: terminal state. The original journal entry is kept, but a counterpart entry exists that neutralizes its effect.

Step by step - manual journal entry

1. Create the journal entry

1. Go to Accounting → Journal entries → New journal entry.
2. Complete the header:
   • Date of the journal entry.
   • Fiscal period (Mosce ERP suggests the one covering the date; you can change it if it overlaps).
   • Mandatory description.
   • Optional reference (external voucher number, e.g. AJ-2026-001).

2. Load the lines

1. Press Add line at least twice - the journal entry needs a minimum of two lines.
2. On each line choose:
   • Account (selector with search by code or name).
   • Optional cost center for analytical segmentation.
   • Debit or Credit - never both at the same time. The validator rejects both at zero or both with a value.
   • Optional line description.
3. The bottom bar shows Total debits, Total credits, and a Balanced / unbalanced entry indicator. You will not be able to save until both sums are equal.

3. Save and post

• Save leaves the journal entry in Draft state. Useful if you need to review it with another person.
• From the detail, press Post to confirm. Mosce ERP validates balance, open period, and active accounts within a transaction and, if everything ties out, assigns a sequential number (for example, JE-000123), records who posted it, and updates the balances of the affected accounts.

Automatic journal entries

Mosce ERP emits journal entries without manual intervention when these operations occur (the Source column of the journal entry):

• Invoice issued: a sale is billed - debit to Accounts receivable, credit to Sales and ITBIS payable.
• Invoice paid: an invoice is collected - debit to Cash / Bank, credit to Accounts receivable.
• Purchase received: a purchase is received and a supplier invoice is recorded.
• Refund: a credit note or return is applied.
• Depreciation: monthly depreciation run of fixed assets, executed once per company on the 1st of its own month.
• Year-end close: annual closing journal entry when closing the last period of the fiscal year.
• Template: journal entry created from a template.

Which date do they carry? Every automatic entry carries the calendar day of your company, in the time zone you set under Settings → General (by default, the Dominican Republic's), not the server's. A payment at 21:52 on the 31st in Santo Domingo belongs to that month, even if for the server it is already the next day. This covers payments, billing, refunds, notes, purchase receipts and their cancellation, inventory adjustments, cash movements, distributions and vendor bills created from a purchase.

What if there is no open period? If no open period covers that day, the action is refused and nothing is registered: the dialog explains it (for example, the payment dialog says "No open accounting period covers today's date...") and the fix is to open the period in Accounting → Fiscal periods.

These journal entries reach the list in Posted state directly - they do not go through draft. You can filter them by Source and open the detail to see the originating entity (order, invoice, asset) with the View originating entity button.

List filters

The main screen Accounting → Journal entries brings collapsible filters to combine:

• Period and From / To range.
• State (Draft, Posted, Reversed).
• Source (Manual, invoice, depreciation, closing, template).
• Specific Account and Cost center.

Pagination is cursor-based: use Next page and First page to navigate.

Edit and delete drafts

While the journal entry is in Draft:

• Edit: modify date, description, lines, and period. The validator re-runs each time you save.
• Delete: disappears from the system. Useful for discarding experimental drafts.

Journal entries in Posted or Reversed state are neither edited nor deleted.

Reverse a posted journal entry

1. Open the journal entry detail and press Reverse entry.
2. Enter the reason for the reversal (it stays in the counterpart entry's description).
3. Decide whether you want to Post reversal immediately or leave it in draft to adjust before posting.
4. Confirm. Mosce ERP creates a new journal entry with inverted debits and credits, links it to the original and, if you checked Post reversal immediately, posts it instantly. The original journal entry changes to Reversed state.

If the original entry's period is already closed, the reversal is posted in the open period that covers today (your company's day) and carries that day's date. If the original period is still open, the reversal keeps the original's date.

Expected result

• Your general ledger reflects all accounting operations of the period.
• The account balances reconcile with the reports (Trial balance, General ledger).
• Automatic journal entries are linked to their originating entity for auditing.

Common errors

Related

• Chart of accounts
• Journal entry templates
• Fiscal periods
• Accounting settings