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Journal Entries

The Journal Entries page displays all accounting transactions for your fund, providing a complete audit trail of financial activity.

Accessing Journal Entries​

  1. Navigate to a fund's accounting overview
  2. Click "Journal Entries" or "Journal" in the sidebar
  3. You'll see the Journal Entries page

Journal Entries Table​

The journal entries table displays:

  • Date: Transaction date
  • Entry Number: Unique journal entry identifier
  • Description: Transaction description
  • Account: Account code and name
  • Debit: Debit amount
  • Credit: Credit amount
  • Balance: Account balance after entry
  • Reference: Reference number or document

Viewing Entries​

Entry List​

  • Sortable: Click column headers to sort
  • Pagination: Navigate through entries
  • Search: Search by description, account, or reference
  • Filter: Filter by date range, account, or type

Entry Details​

Click on an entry to see:

  • Full Details: Complete entry information
  • Related Entries: Linked entries in the same transaction
  • Source: What created the entry (transaction, EOD, manual)
  • Audit Info: Who created it and when

Filtering Entries​

Date Range Filter​

  1. Click the date range picker
  2. Select start and end dates
  3. Entries are filtered to the selected range
  4. Click "Clear" to remove date filter

Account Filter​

  1. Click the account dropdown
  2. Select an account code
  3. Entries are filtered to that account
  4. Select "All Accounts" to clear filter
  • Type in the search box to find entries
  • Searches description, account name, and reference
  • Results update as you type

Understanding Journal Entries​

Double-Entry Accounting​

Each transaction creates entries with:

  • Debits: Left side entries (increase assets/expenses)
  • Credits: Right side entries (increase liabilities/equity/income)
  • Balance: Debits must equal credits

Entry Types​

Automatic Entries​

Created automatically by the system:

  • Portfolio Transactions: Buy/sell transactions
  • Investor Transactions: Unit purchases/surrenders
  • EOD Processing: End-of-day calculations
  • Market Updates: Price and valuation updates

Manual Entries​

Created manually by users:

  • Adjustments: Correction entries
  • Accruals: Accrued income/expenses
  • Reclassifications: Account reclassifications
  • Other: Miscellaneous entries

Entry Structure​

Each journal entry contains:

  • Date: When the transaction occurred
  • Description: What the transaction is for
  • Debit Account: Account debited
  • Credit Account: Account credited
  • Amount: Transaction amount
  • Reference: Optional reference number

Common Entry Types​

Portfolio Transactions​

  • Equity Purchase: Debit Equity Investment, Credit Cash
  • Equity Sale: Debit Cash, Credit Equity Investment, Credit Gain/Loss
  • Bond Purchase: Debit Bond Investment, Credit Cash
  • Bond Sale: Debit Cash, Credit Bond Investment, Credit Gain/Loss

Investor Transactions​

  • Unit Purchase: Debit Cash, Credit Fund Capital
  • Unit Surrender: Debit Fund Capital, Credit Cash

EOD Entries​

  • NAV Calculation: Updates to NAV accounts
  • Accrued Interest: Bond interest accruals
  • Unrealized P&L: Mark-to-market adjustments

Exporting Entries​

Export Options​

  1. Click "Export" button
  2. Select export format:
    • CSV: Comma-separated values
    • Excel: Excel spreadsheet
    • PDF: PDF report
  3. Apply current filters to export
  4. Download the file

Best Practices​

  1. Regular Review: Review journal entries regularly
  2. Verify Accuracy: Check entries match source documents
  3. Document References: Include reference numbers
  4. Reconcile: Reconcile with bank statements
  5. Audit Trail: Maintain complete audit trail

Troubleshooting​

Missing Entries​

  • Check date range filters
  • Verify account filters
  • Review search terms
  • Check if entries were deleted

Incorrect Entries​

  • Review source transaction
  • Check entry details
  • Verify account assignments
  • Create adjustment entry if needed

Export Issues​

  • Verify filters are correct
  • Check file size limits
  • Try different export format
  • Contact support if needed