Search Journals, Reverse an Entry and Read an Account Ledger
The Journal entries view filters by text and source and reverses posted manual or system journals; the Account ledger view shows movements with a running balance.
For School administrators, Accountants, Directors and proprietors. Updated 2026-10-09.
Overview
On Journals & Ledger the pill buttons switch between Journal entries and Account ledger.
Journal entries is a 20-per-page list with columns #, Date, Memo, Source and Amount; search matches memo, reference or entry number and the Source filter covers Manual, Fees, Transport, Canteen, Bookstore, Clinic, Payroll, Supplier bill, Supplier payment, Goods received, Petty cash, Petty cash top-up, Petty cash float, Reversal and Transaction.
Click a row to expand the debit and credit lines. Reversed journals show a red Reversed badge and the correcting entry carries a Reversal badge. Reverse (users with the “edit account” permission) asks for a Reason of at least 3 characters and posts an equal and opposite journal dated today, then marks the original reversed; nothing is deleted.
A journal already reversed ("This journal has already been reversed.") or a reversing journal itself ("A reversing journal cannot itself be reversed. Post a new one.") cannot be reversed again. Reversal is blocked if today falls in a closed fiscal year.
Account ledger asks for an Account and a From and To date (default 1 January to today) and lists each entry with Debit, Credit and Balance between an Opening balance and a Closing balance row. Use it to answer why an account balance has the value it does.
Before you start
- The “view account” permission to view; the “edit account” permission to reverse
Steps
- Open Accounting > Journals & Ledger
- Search by memo, reference or entry number, or choose a Source
- Click a journal to expand its lines
- Select Reverse, enter a reason, and confirm to correct a mistake
- Switch to Account ledger, pick the account and date range to follow its running balance
Common problems
There is no Reverse link on a journal
Reverse shows only on journals that are Posted, are not themselves reversals, and only for users with edit rights. Directors are read-only.
A reversing journal cannot itself be reversed
Post a fresh manual journal with the correct lines instead.
The ledger is empty
Pick an account first, then widen the From and To dates. Past fee and sales records may need Bring in history on the Overview tab.