Create and reverse Journal Entries

An Owner's dated rental mortgage opening appears in History as Rental Mortgage Opening. It comes from Accounting > Rental Properties, posts unpaid principal to the rental mortgage liability and Opening Balance Equity, and cannot be edited or reversed from Journal Entries. If the opening was incorrect, review its entry and post a separate correcting Journal Entry with accountant guidance; editing the property profile does not change the ledger.

Before you begin

Manual Journal Entries are accountant-level adjustments, but the current product requires the Workspace Owner to post or reverse them. Confirm the treatment with an accountant when necessary.

Post a Journal Entry

1. Open Accounting > Journal Entries.
2. The New Journal Entry tab is selected when the page opens.
3. Enter the entry date and optional Note.
4. Add at least two lines. The form starts with two lines; each selection of

Add lines adds one more line. Use Duplicate Line when a new line should start with the same Account, amount, Description, and Sales Tax treatment, then edit the copied values as needed.

1. For every line, select an eligible Account and enter either a Debit or Credit amount. Amounts may be entered to the cent, including $0.01. The searchable Account list is grouped as Assets, Liabilities, Equity, Income, Expenses, and Other so a complete double-entry adjustment can use either side of the ledger.
2. When GST/HST tracking is enabled, you may choose a Sales Tax treatment for an ordinary line. A selected GST/HST treatment treats the entered amount as tax inclusive: xBoox calculates the included GST/HST, posts the before-tax amount to the selected Account, and adds the corresponding managed GST/HST Payable line. Choose the Purchases or Sales version of the applicable code. Exempt, Zero-rated, and Out of Scope remain explicit zero-tax classifications. You may also leave Select Tax unchanged; xBoox then posts the full entered amount to the selected Account, creates no tax line, and excludes the line from GST/HST reporting. Combined or independent PST/QST codes are not available for manual Journal Entries in this version.
3. A line posted directly to the managed GST/HST Payable account instead uses No GST/HST reporting, GST/HST Collected - Line 103, or GST/HST ITC - Line 106. That special choice classifies the amount you entered and does not calculate tax or add another line.

Switching a line to this account clears any Sales Tax choice previously made for an ordinary account. Changing the Journal Entry date refreshes the available Sales Tax codes; a code outside its effective dates is cleared.

1. Confirm that total Debits equal total Credits.
2. Select Post Journal Entry.

When GST/HST tracking is disabled, the new-entry grid omits the Sales Tax column. Existing Journal Entries continue to show their saved tax treatment and Line 103 or Line 106 classifications in History.

Valid Debit and Credit amounts display the workspace currency symbol and two decimal places after you leave the field. Focusing an amount selects its editable numeric value; formatting does not change the amount.

With the initial two lines, leaving the first line's Debit or Credit field fills the same amount on the opposite side of the second line, provided its amount fields are empty. An automatically filled amount follows later first-line edits until you manually edit or clear either amount field on the second line. Adding or removing a line also stops automatic filling for that entry. Clear All Lines or a new entry restores it. Accounts, descriptions and Sales Tax remain your choices; automatic filling does not post the entry or replace validation.

While xBoox posts the entry, every field and action in the entry form is locked to prevent a change or duplicate submission from being lost while the request is in progress. If processing takes longer than a brief moment, the standard Posting Journal Entry... loading runner appears at the top of the app and closes automatically when posting and the History refresh finish.

xBoox also assigns the posting attempt a request identifier. Retrying the same attempt after a connection or response failure returns the already-posted entry instead of creating a second Journal Entry. If that same identifier is ever reused with different entry content, xBoox rejects it and asks you to refresh History rather than reporting the changed entry as posted.

After a Journal Entry is posted or reversed, xBoox refreshes the list. If that refresh fails, xBoox identifies the accounting action as completed and asks you to refresh the page before acting again. Do not post or reverse the entry a second time solely because its updated row did not immediately appear.

History and posted-entry detail show both Journal Entry Date and Created Date as yyyy-mm-dd. Created Date is the local calendar date on which xBoox created the entry; the detail view does not add an unnecessary creation time.

History requests only the current server page and displays 50, 100, or 200 rows per page. Moving between pages retrieves that page. Selecting a sortable column sorts the complete History before xBoox returns the requested page; a slower earlier request cannot replace the latest page or sort choice. Export CSV and Print retrieve the complete History in the current sort order, regardless of the page currently shown on screen. The History Description column shows - when no line has a description, the description once when all described lines match, or the first distinct description with a +N more summary. Description appears before the narrower Note column and receives the table's flexible reading space. Long Description and Note values stay on one line with an ellipsis. Open View to read every line's complete Description and the Journal Entry's full Note.

Open a posted entry to upload up to three PDF, JPEG, PNG, or WEBP supporting files. The attachment area uses the same pattern as Bank Transactions: a paperclip heading and count, an Upload Attachment action, and a file list showing the file type, name, size, View, and Delete. Attachments remain private to the Workspace and can be opened or deleted from the entry detail. The three-file limit is enforced when the upload is saved, including when two uploads finish at nearly the same time.

xBoox assigns the next JE-000001 style number and posts the entry immediately. V1 has no draft state.

Validation

• At least two lines are required.
• Every line has exactly one positive Debit or one positive Credit.
• Total Debits must equal total Credits.
• Amounts must be whole cents within xBoox's supported integer range.
• A manual Journal Entry uses the Workspace currency. xBoox does not convert a

manual entry submitted in a different currency.

• Accounts must belong to the same Workspace and be active.
• A Sales Tax choice is optional. If selected, both its tax code and Purchases or Sales direction must be valid for the Journal Entry date.
• If GST/HST tracking, a selected Account, a Sales Tax code, or the filing status changes while an entry is open, xBoox rejects the stale posting. Refresh Journal Entries and review every line before posting again.
• Changing the Journal Entry date refreshes the available Sales Tax choices and

clears a selected code when it is not effective on the new date.

• A Journal Entry cannot be posted or reversed inside a GST/HST period marked

Filed. Return the filing record to Reviewed, review the resulting report change, and then post or reverse the entry.

• An Account with Lock Account = Yes remains visible with a lock icon but

cannot be selected for a new line. Select it to see the explanation, then return to the Account list.

• Active, unlocked Accounts Receivable and Accounts Payable accounts may be

used for a manual general-ledger adjustment. This does not create customer or supplier balances, invoices, bills, due dates, payments, or settlement records; xBoox does not provide those subledgers in the current version.

If xBoox cannot post an entry, it shows a clear error dialog explaining what needs correction. For example, $4,795.16 is accepted as a money amount, but each line still needs exactly one positive Debit or Credit. Correct the stated line or totals, then post the entry again.

Note, Description, and Bank Memo have different meanings. A Journal Entry Note describes the entry as a whole. Description describes an individual line. Bank Memo is reserved for source text imported from a bank or credit-card statement; it is not used for a manual Journal Entry.

Accounts Receivable and Accounts Payable adjustments

Active, unlocked Accounts Receivable, such as 1200 Accounts Receivable, and Accounts Payable, such as 2000 Accounts Payable, appear in the Account picker and can receive a balanced manual Journal Entry. Use this only for a general-ledger adjustment prepared with appropriate accounting support.

xBoox does not currently provide an A/R or A/P subledger. A Journal Entry does not identify a customer or supplier invoice, create an unpaid bill, track a due date, or create and settle a payment. Keep the supporting records outside this entry and consult an accountant when the treatment is uncertain.

See Understand Categories and the Chart of Accounts for the distinction between account status, locking, and posting eligibility.

Classify a GST/HST control-account adjustment

The Sales Tax field classifies an amount already entered on the managed GST/HST Payable account. It does not calculate tax, change the Debit or Credit, or create another Journal Entry line.

The Purchases and Sales totals below the entry grid immediately preview the signed Line 106 and Line 103 amounts for these direct control-account lines.

• Line 103 reports GST/HST collected as Credit less Debit.
• Line 106 reports an input tax credit as Debit less Credit.
• An amount entered on the opposite side reduces that return line.
• Other Accounts cannot carry a Line 103 or Line 106 classification.
• When GST/HST tracking is disabled, Sales Tax is locked to Out of Scope.

Posted classifications appear in Journal Entry History and in GST/HST Summary and Detail for the Journal Entry date. Reversing the entry copies the same classification and swaps Debit and Credit, so the reversal affects the report in the opposite direction. This feature records a supported adjustment; it does not file a return or decide whether the treatment is correct.

Tax-inclusive ordinary lines

An ordinary taxable line stores the Sales Tax code and rate used on the Journal Entry date, the entered tax-inclusive amount, and the calculated tax amount. History therefore remains based on the original posting even if a Workspace tax code changes later. The generated GST/HST Payable line feeds the GST/HST Summary and Detail, while financial reports use the before-tax Account amount. A reversal swaps every saved Debit and Credit, including the generated tax line, without recalculating it at a later rate.

Leaving Select Tax unchanged is different from choosing Out of Scope. A blank selection records no tax classification. Out of Scope records an explicit decision that the line is outside GST/HST reporting. Neither treatment enters an Income or Other Income Journal Entry line on GST/HST Line 101. Exempt, Zero-rated, GST, and HST sales classifications do enter the before-tax Income or Other Income amount on Line 101. Journal Entry History identifies a blank selection as No Sales Tax Selected.

Reverse an entry

Posted entries cannot be edited, deleted, or voided. Open the History tab to review them.

For a posted manual entry, select the red Reverse action. xBoox first opens a confirmation dialog; choose the Reversal Date, review the amount and accounting effect, and then select Reverse Journal Entry. xBoox creates a new posted Journal Entry with Debit and Credit lines swapped. The original remains in History with reversed status. The selected date controls the reporting period affected by the reversal; confirm the period with an accountant when it differs from the original Journal Entry date.

The reversal and original-status change are committed together. Repeated or concurrent requests cannot create a second reversal for the same entry. The reversal retains the saved Sales Tax classification and rate snapshots and applies their report effect in the opposite direction without recalculating at a current rate. It can therefore reverse a historical tax-classified entry even if GST/HST tracking has since been disabled, subject to the Filed-period lock.

History keeps the second action position visible after reversal. The original entry shows a disabled Reversed action, while the new offsetting entry shows a disabled Reversal Entry action. These labels explain why neither row can be reversed again and keep the View actions aligned throughout the list.

For a supported system-generated entry, Reverse opens the workflow that created it. For example, a Home Office entry created by Year End Review opens the relevant Home Office review step and focuses its Reverse Journal Entry action. Review the source workflow and confirm there; opening it does not reverse anything automatically.

System-generated entries are never reversed by the general Journal Entry reversal endpoint because the source workflow must update its own state at the same time. The source workflow record, Journal Entry or reversal, and required high-importance audit record are committed together so a partial workflow state is not left behind.

Reporting

Posted and reversal lines appear in General Ledger, Trial Balance, Profit and Loss, and Balance Sheet as applicable. Explicit Line 103 and Line 106 classifications also appear in GST/HST Summary and Detail.

Selecting a Journal Entry row in a Balance Sheet Transaction Report opens Journal Entries > History with that posted entry's read-only detail visible. The normal reversal rules still apply; report drilldown never edits a posted Journal Entry.

Not supported in V1

• draft or recurring Journal Entries;
• editing or deleting a posted entry;
• automatic sales-tax calculation or return lines other than GST/HST Line 103 and Line 106;
• a full receivables or payables subledger.

Vehicle working papers (dev)

Vehicle no longer creates, changes, or reverses Journal Entries when a working paper is saved or withdrawn. Review the allocation and payment records with an accountant; if an adjustment is needed, an authorized Owner posts it here and its reference can be linked to the appropriate Vehicle working paper. The system records the review confirmation, not whether the accountant's treatment is professionally correct. Historical Vehicle-generated entries remain intact; withdrawing the new paper does not reverse them. Consult an accountant about any separate correction required for those historical entries.