Journals

[QFMathew]

Journals offer a simple way to transfer funds from one nominal account to another. They are generally used by accountants and bookkeepers to quickly fix problems and close off accounting periods. Journals are entered in pairs and involve a simple debit and credit, one line representing a debit from a nominal account and another a credit to the opposing account. You can enter multiple pairs or groups on one single journal providing the amounts balance.

This guide shows you how to enter a journal, find and change it later, repeat it on a schedule, reverse it automatically and organise your journals into folders.

Prefer to watch?

Prefer a video walkthrough? Watch our Using Journals in QuickFile tutorial on the QuickFile Help Guides YouTube channel.

How do I enter a journal?

You can view your existing journals and create a new one from the Reports menu.

1. Go to Reports > Journals.

   

2. Click Create Journal.

3. Enter a Journal Name, for example “Reallocate premises costs”.

4. Check the Journal Date. It defaults to today.

5. On the first line, start typing a nominal code or name in Nominal Code and pick the account from the list, for example (7803) Premises Expenses.

6. Enter a Description for the line.

7. Enter the amount under Debit [GBP] or Credit [GBP].

8. Repeat for the second line, for example a credit of 100.00 to (6900) Miscellaneous Expenses. Use the green + to add more lines and the red to remove one.

9. Check that the totals under the Debit and Credit columns match, then click Save Journal Entry.

   

Important: Every line needs a Description, and the total debits must equal the total credits. If either is missing, QuickFile won’t save the journal (see Troubleshooting below). Notes are optional.

Once saved, the journal stays open on screen. You can now set up a recurring schedule, attach backing files or delete it, as described below.

Tip: You can also start a journal from Reports > Chart of accounts by clicking New Journal.

Reviewing and modifying journals

Reports > Journals lists your journals, newest first. By default the list only shows the last 12 months: the From date is filled in for you.

To find older journals:

1. Change the From date to a date before the journal you’re looking for.
2. Click Submit Search.

Click Cancel Search to clear the dates and list every journal. You can also search by Journal Name, Folder or Journal type (All, Auto-reverse journals or Scheduled journals).

In the list, a calendar icon after the name marks a recurring journal and a two-arrows icon marks a reversing journal. Journals dated in the future are shaded green.

Change or delete a journal

1. Click View next to the journal.

   

2. Change the lines you need to.

3. Click Save Journal Entry. QuickFile confirms “Journal Entry Saved!” and the change shows on all your financial reports.

To keep backing documents with the journal, upload them in the File Attachments panel on the journal (click Browse or drag the file in).

To delete a journal, open it with View, click Delete this Journal and click OK to confirm. The Options menu in the list only offers Export journal and Copy journal, so you can’t delete from there.

Recurring journals

If you post the same journal regularly, QuickFile can create copies of it for you on a schedule. Recurring journals are ideal for depreciating the value of an asset over a defined period of time.

1. Enter and save the journal as normal.

2. On the saved journal, click Setup a recurring schedule.

3. In Recurring journal profile, choose the Start Date for the first copy. It defaults to today and can’t be earlier.

4. Choose the Frequency. The options run from Weekly to Every 2 Years, including End of Month. The default is Every Month.

5. Enter the number of Occurrences (how many copies to create).

6. Click Save profile.

   

Please note: The journal you saved is the first entry. The occurrences are extra copies created on the schedule. For example, a journal dated 01/08/2026 with a Start Date of 01/09/2026, Every Month and 3 occurrences creates copies on 01/09/2026, 01/10/2026 and 01/11/2026.

The journal then shows “The next journal will be automatically created on:” with the date and an (edit) link. In the journal list, hover over the calendar icon to see the next due date.

Stop a recurring journal

1. Open the original journal.
2. Click (edit) next to the next journal date.
3. Click Delete profile.
4. Click OK to confirm. The original journal isn’t affected.

Tip: Recurring journals aren’t created at midnight. QuickFile staff have explained on the forum that they run in batches from 8am and are usually finished by mid-morning, a little later on the first and last day of the month.

Reversing journals

Reversing journals allow you to automatically reverse a set of journals at a set date. A reversing entry is often used in situations when either income or expenditure were accrued in the preceding period, and you do not want the accruals to carry over into the following period.

1. Open the journal, or start a new one.

2. Click More settings.

3. Enter the Auto Reverse Date.

   

4. Click Save Journal Entry.

When you save a journal with an auto reverse date, QuickFile will create the reversing entries instantaneously and confirm “A reversing journal entry has been created for” the date. The reversal swaps the debits and credits of the original. Any changes to the parent journal will automatically filter through to the reversing journal.

Reversing journals can be distinguished on your main journal list by the two opposing arrows icon. The reversal itself is locked (padlock icon): to change or remove it, edit the parent journal.

To cancel a reversing journal, simply clear the Auto Reverse Date and save. QuickFile removes the reversal.

Journal folders

Journal folders make it easier to group your journals under logical headers. You will find a number of preset folders: VAT, Payroll, Opening Balance, Currency Adjustment, Vault Archive Journal and Year End. You can also create your own custom folders and then easily filter your journals in the search, using Folder.

Put a journal in a folder from the journal

1. Open the journal and click More settings.
2. Choose a Folder. To create your own, click (other) and type a folder name.
3. Click Save Journal Entry.

Please note: Custom folder names are saved in lower case with hyphens, so “Fixed assets” becomes fixed-assets.

Put a journal in a folder from the list

1. On Reports > Journals, click the grey + in the Folder column of the journal.

2. In Assign to Folder, choose a Folder (or click (other) to create one).

   

3. Click Update.

Troubleshooting

“The credit and debit totals do not balance.”

The total debits and credits must be the same. Check the totals under the Debit [GBP] and Credit [GBP] columns and correct the amounts before you save.

“There are errors on the form that need to be corrected. The relevant rows have been highlighted in pink.”

A line is missing its Description. Enter a description on each pink line and save again.

I can’t find an older journal

The list only shows the last 12 months by default. Move the From date back and click Submit Search, or click Cancel Search to list every journal.

There’s no delete option in the list

Delete from inside the journal: click View, then Delete this Journal.

I can’t change a reversing journal

Reversals are locked and show “This is a ‘reversing’ or ‘linked’ journal, it can only be edited or removed from the parent journal.” Open the parent journal (the message links to it), make the change and save. It flows through to the reversal.

I can’t find the journals for my sales and purchase invoices

Invoices post their own entries to the nominal accounts, so they aren’t listed under Reports > Journals. QuickFile staff advise opening the invoice and choosing More Options > Show nominal ledger entries, or viewing the nominal code in the Chart of Accounts.

I can’t post a journal into a year I’ve already closed

When you complete the year-end process, the previous financial period is locked from editing. See Simplified year-end tool for how the year-end journal and the Account Lock Date work before you make changes.

A team member can’t work with journals

They need the Journalling privilege. The account owner can add it in Account Settings > Team Management by clicking the padlock icon next to the user. See Configuring privileges for your team.

Related topics

New to journals? What Are Accounting Journals? explains debits, credits and when a journal is the right tool.

• What Are Accounting Journals? (blog): What journal entries are and how debits and credits work, with simple examples.
• The Chart of Accounts: See the nominal accounts your journals post to, and their balances.
• Adding a new nominal account: Create the nominal code you need when it isn’t in the list.
• Journalling opening and closing stock totals: A worked example of journalling your opening and closing stock figures.
• Recording payroll: The two ways to record payroll, with or without a payroll journal.
• Simplified year-end tool: Close your financial year; the year-end journal it creates appears in your journal list.
• Configuring privileges for your team: Give team members the Journalling privilege, or take it away.