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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

Manual journal entries are for accounting adjustments, accruals, corrections, and review work. Routine operations should usually be handled in their source module so the subledger, inventory, payments, and audit trail stay aligned.

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Open Journal Entries

Open Accounting, then Journal Entries. The list shows posted, draft, pending approval, rejected, and voided entries. Use search, status filters, source links, and entry dates to find the accounting event you need.

Journal Entries page with status KPI cards, search, filters, posted journal entries, source links, debit totals, and credit totals

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Automatic Entries

Arcus posts many journal entries without a user opening this page. Common examples include:

  • Invoice posted: receivables and revenue are updated.
  • Payment received: cash or clearing accounts and receivables are updated.
  • Order fulfilled: inventory and cost of goods sold are updated.
  • Inventory adjusted or received: inventory value and offset accounts are updated when accounting is enabled.
  • Vendor bill recorded: expense, inventory, GRNI, and payable accounts may be updated.
  • Bill payment or check written: cash and payable accounts are updated.
  • Bank reconciliation adjustment: cash and selected GL accounts can be updated.
Use the source module first If the entry came from an order, AP bill, inventory transaction, bank reconciliation, or return, investigate the source record before posting a manual correction.

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Create a Manual Journal Entry

  1. Open Accounting > Journal Entries.
  2. Click New Journal Entry.
  3. Choose the entry date and add a clear description.
  4. Add at least two lines.
  5. Select the GL account for each line.
  6. Enter either a debit or a credit amount on each line.
  7. Confirm total debits equal total credits.
  8. Post the entry, or follow your approval workflow when approval is required.
New Journal Entry form with entry date, description, journal entry lines, GL account pickers, debit amounts, credit amounts, and post action

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Approval and Posting

Your entity settings can require approval before manual entries post. When approval is required, the entry can sit in a pending state until an authorized reviewer approves, rejects, or asks for changes. Posted entries affect balances and financial reports.

  • Draft: saved work that does not affect GL balances.
  • Pending Approval: waiting for an authorized reviewer.
  • Posted: included in account balances and financial reports.
  • Rejected: not posted. Review the reason and create a corrected entry if needed.
  • Voided or reversed: retained for audit history while correcting the financial effect.
Be careful with subledger accounts Posting directly to receivables, payables, inventory, tax, clearing, or undeposited funds can make the GL disagree with source records. Use the source workflow whenever possible.

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Reverse a Posted Entry

Posted entries should be corrected with a reversal and a new corrected entry, not by changing the original lines. A reversal flips the debit and credit lines while preserving the original record for audit history.

  1. Open the posted journal entry.
  2. Click Reverse when the action is available.
  3. Choose the reversal date.
  4. Confirm the reversal.
  5. Post a corrected entry if the financial event still needs to be recorded differently.

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Common Blocks

  • Entry will not post: total debits and credits do not match.
  • Account is missing: confirm the GL account is active and allowed for the workflow.
  • Period is closed: choose an open period or ask accounting to reopen the period according to policy.
  • Approval is required: wait for an authorized approver or update the approval workflow settings.
  • System-account warning appears: confirm the entry should really affect that controlled account.

Chart of Accounts

Understand account structure, account types, and posting behavior.

Account Ledger

Review transaction history, source activity, debits, credits, and running balance for one GL account.

GL Reconciliation and Integrity

Compare control accounts to subledgers, review clearing account health, and audit GL integrity check logs.

Financial Reports

Run balance sheet, profit and loss, cash flow, and operational reports.

Bank Reconciliation

Match bank transactions to payments, deposits, payouts, and checks.

Inventory Management

Track stock, locations, reorder points, and inventory movement history.