Journal Entries

How to create a manual journal entry.

1. Log in to the ERP with a user account that has access to the accounting module. 2. Go to Accounting→ Accounting → Journal Entries.

3. Click new to a new journal entry. 

4.Fill in the Journal Entry Header Fields:

• Document Type: Indicates what type of document this entry is. Sometimes used for classification.
• Verifier: Optional field. You can add the person responsible for checking or approving this entry.
• Reference: A short note or document number for tracking (e.g., “Invoice 1234 Adjustment”). Helps in reporting and audits.
• Period: The accounting period this entry belongs to.
• Fiscal Year: The accounting year.
• Document Date: The actual date the transaction occurred, or the document was created.
• Accounting Date: The date this entry will be posted in the books. Usually same as Document Date but can differ if backdating is needed.
• eTIMS Payment Method: Specific to Kenya e-Tax (KRA). If the entry relates to eTIMS, you may select the payment method here.
• Journal: This determines where the entry will be posted. 

5. Add Line Items (Debits and Credits): For each line, you must select:

• Account: The account affected (e.g., Cash, Bank, Office Supplies, Revenue).

• Label/Description: Optional explanation for that line item.

• Debit / Credit: Enter the amount.

  • Debit: Increases an asset or expense, decreases a liability, equity, or revenue.

  • Credit: Increases a liability, equity, or revenue, decreases an asset or expense.

⚠️ Rule: Total debits must always equal total credits. Odoo won’t let you validate an unbalanced journal entry

6. Post and Validate:   

How to import journal items

1.Log in to the ERP with a user account that has access to the accounting module. 

2: Go Accounting → Accounting → Journal Entries.  

3.Switch to List View

4.Click the list / table icon (top-right). You must be in list view to see the Import option

5. Click “⚙️ Action” → Import Records

6.Click Import.

7.Odoo opens the import screen.  

8. Prepare Your Import File (Excel / CSV). Your file must have one line per journal item, not per journal entry.

9: Upload File in Odoo. Select your Excel or CSV

• Click Upload File

10: Map Fields Correctly. Odoo auto-maps some fields. Check carefully:   

11. Click Test and it checks:

• Accounts exist

• Journals exist

• Debits = Credits

• Dates formats correct

12: Click Import and Journal entries are created in Draft.   

13.Go to Journal Draft Entries Open each entry and Click Post.  

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