Zikpro - ERPNext Journal Entry Template
A Journal Entry Template enables you to set up a pre-defined list of accounts and choices that you will be able to use when you are creating a Journal Entry. This streamlines the process by saving frequently used entry setups.
How to Access the Journal Entry Template
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1. How to Create and Use a Journal Entry Template
Steps:
First, visit the Journal Entry Template List and click on New to create a new template.
In Template Title, enter the title of the template.
- Example: "Salary Entry" – this indicates that this template will be utilized to enter salary records.
In Journal Entry Type, select the entry type.
- Example: "Journal Entry" – this is for everyday entries such as salary, rent, etc.
In the Series field, pick how your journal entry numbers should be made.
- Example: “ACC-JV-YYYY-” – this will become something like ACC-JV-2025-0001 when saved.
In the Company field, the system will display the default company name.
- Example: "alpha (Demo)" – you can modify this if necessary.
If you select "Opening Entry," the system will prefills all accounts for you.
Is Opening will also turn to "Yes" automatically when you select "Opening Entry" above.
- Example: If you’re entering balances from a previous year, this will be “Yes”. For normal entries like salary, it stays “No”.
In Multi Currency, tick the box if you’re working with different currencies.
- Example: If your company is paying someone in USD but your base currency is PKR.
Under Accounting Entries, select the accounts you wish to add.
- Example: "Debtors - AD" – it indicates someone owes money.
You can click "Add Row" to enter additional accounts such as "Salaries Expense - AD" or "Bank - AD".
After entering all, press Save to save the template.
Now, go to Journal Entry and click New.
In the From Template field, select your saved template.
- Example: Select "Salary Entry" – the system will automatically fill in all the details and accounts for you.
1.1- Special Entry Types:
There are three entry types in particular to select from:
- Opening Entry: It is employed in case of fresh start in the system or migrating from some other software. It imports all your current balances such as assets, liabilities, equity, etc., and auto-populates them in the Accounting Entries table.
Example: When you are initially setting up your company in ERPNext and input the opening cash, inventory, and payables balances from your old records.
This is employed when you are entering transactions that involve a bank, such as deposits and withdrawals. If you have a default bank account in your company settings, it will be filled automatically in the entry.
Example: When you're depositing cash into the bank or moving money from one bank to another, by choosing "Cash Entry", your main bank account will get filled automatically.
- Bank Entry: This is employed when you are entering transactions that involve a bank, such as deposits and withdrawals. If you have a default bank account in your company settings, it will be filled automatically in the entry.
Example: When you're depositing cash into the bank or moving money from one bank to another, by choosing "Cash Entry", your main bank account will get filled automatically.
- Cash Entry: Used for making cash payments like minor office expenses or accepting payment in hand. If a default cash account exists, the system will add it to the entry.
Example: While paying office supplies in cash, choosing "Cash Entry" will automatically fill up the cash account in Accounting Entries.
2- Best Practices for Journal Entry Templates
Clear Naming: Use descriptive names for templates to easily identify their purpose (e.g., "Monthly Rent", "Annual Depreciation").
Regular Updates: Periodically review and update templates to reflect changes in accounts or amounts.
Balance Check: Ensure that the total debits and credits are balanced in the template.
Documentation: Maintain documentation for each template, explaining its purpose and usage.
3. Related Topics
1- Journal Entry:
Find out more about creating and managing journal entries.