Manual Entry

Overview

We have already mentioned that EasyERP accounting module creates a specific document that resembles the action that was made. For example, when you sell an item from your warehouse the accounting system will automatically produce several journal entries that are necessary for this type of the operation. Like signing off the product from the actives, acquiring the cash, and admitting the revenue. But, unfortunately, not all kind of operations can be done automatically, some of them should be done manually. For this purposes, we have created a Manual Entry instrument in the EasyERP accounting module. This is one of the most powerful tools in the whole ERP. Using Manual Entry you can make any type of transaction or operation that you desire. But be careful, this instrument gives you full control, this means EasyERP will not supervise your actions here, so you can create any transaction or an entry, even those that are against accounting rules, and will lead to a mistake in your reports and balance sheets.

So before you create any accounting entry, make sure that you do this according to the rules and principles of accounting, and following the next instructions. You can find this instrument if you click here:

EasyERP accounting menu manual entry

So, when you have pressed the Manual Entry button in the main menu, this window will open:manual entry menu view

As you can see, the list of all previously done manual entries are displayed, newer are on top. They are all presented in a form of table, that gives you all information about this entry. These fields are:

  • Number - every manual entry has its own number, so you can trace and refer to it. It will always start with an “ME”, this is an indicator of a type of document, in this case, it stands for “manual entry”
  • Journal - this field displays the type of entry. This can be left out empty if your transaction type hasn't been registered in the Journal
  • Accounting date - well this is simple, this is a date when the manual entry was created
  • Source document - accounting entry can have a document, that served as a reason for creating this entry, it will be displayed here
  • Account -  in this column account that was used in the manual entry will be shown
  • Debit, Credit - the number displayed in this columns will show the amount of cash that was added or subtracted from the account

You may notice that every item on this table, can contain several rows. This is because of that fact that every accounting entry must tie up at least two or more journal accounts, for example, you can have one account in Debit and three or four or how many you need in Credit.

Another important row on this page is a Total element, it is a bottom row and it displays the amount of credit and debit sums of the accounting entries.

In order to display and find the entry that was done awhile ago, you can use the calendar filter:

EasyERP manual entry calendar view

Tap it, and select a time period from a drop-down list, or select custom time interval by tapping the Custom Dates.

Creating a Manual Entry

The process of manual creating an entry of an accounting journal is quite easy if you are considering only the execution stage. This documentation will not help you figure out what custom transaction has to be made in what situations. Like we have stated before to use the EasyERP accounting module you will have to now the accounting as it is.

To open up the creation menu tap the blue button at the top of the screen:

manual entry creation

If you have done so, you will see this window:

Now let ut describe every element that you see,  starting from the top.

New journal button, this allows you to create a new accounting template, called a journal in EasyERP accounting module. This will be helpful to you if this manual entry is a not single use operation. You can find more details about the journal here.

Date selector is straightforward. Here you can select a date of your manual entry. By default the date is set to current, note that you can set it to some date in the past, but you can’t create a future manual entry.

The Source document is a mandatory field. It links your manual entry to a document in EasyERP that was its origin. If you click on this field, a drop down list will be shown. It will display all the documents that are registered in the EasyERP. We recommend using the search bar at the top of the list.

Journal is the only optional field when you are creating the manual entry in the EasyERP accounting module. You can select an already existing journal if your type of entry is already registered in the system. Or you can leave this field empty if you are sure that this entry will never occur again. Our recommendation is to always create or use an already existing journal entry, this way you will leave a textual explanation of the transaction.

Currency is a field, where you select a currency for your entry. This field is self-explanatory, by default it will be always set to your base currency.

Account table is an instrument where you customize your manual entry. Here you will select two or more accounts, and fill in the amounts of cash that are being added or subtracted from them intro debit and credit columns. According to the rules of accounting, you will have to start creating an entry with selecting a debit account. You can achieve this by taping on the first Select button in the Account row. Tapping this button will show you the list of all accounts registered in the EasyERP accounting module. Select one of them. Next, you have a choice, you can select a credit account, or you can enter the amount of money that is being admitted to the debit account, by taping it in the debit column of the corresponding row.

Afterward, type in the desired sum of change of the credit account in the corresponding row. Please notice, that Add new row button gives you advantage, a single entry can use more than two accounts and have multiple primitive accounting entries. For example, it can contain three rows, with three different accounts, one in the debit column, rest - in the credit. Or more pairs, two accounts in the debit section and two in the credit column. The main requirement is that an amount of cash that changes in debit and credit must be equal. If you will try to create an entry with unequal debit and credit sides, you will get this error message:

EasyERP manual entry error message

 

If all necessary fields are filled and all requirements are met press the Create button to finalize the creation of the manual entry in the EasyERP accounting module.

EasyERP manual entry example

Delete a Manual Entry

Sometimes you will need to delete a manual entry in the EasyERP accounting module. But keep in mind that deleting a manual entry will not only delete it from the list, it will also rollback the changes, that were made by this manual entry. The actual deleting process is identical to the delete process of any other entity in EasyERP. You select a required entry by tapping the corresponding check box. After you have selected at least one entry the New button will turn to Delete button. Then tap it, and confirm the operation in the browser dialogue window. Please note that you can delete several entries at once.

EasyERP delete manual entry