Journal Entries

May 092013
 

Use of Journal Entries

Journal Entries are used to record transactions in the Journal.

Most accounting transactions pass through what is called a book of prime entry before they reach the general ledger. Books of prime entry include for example the cash book, purchases day-book, and sales day-book.

There are however entries which do not go through a book of prime entry which are recorded in the Journal using Journal Entries.

Each of the Journal Entries records the following details about the transaction:

  1. A description of the transaction being recorded.
  2. The account name and account code being debited and the amount
  3. The account name and account code being credited and the amount.
  4. The transaction date
  5. A reference number to documents supporting the transaction.

The Transaction Date for Journal Entries

The date entered in the journal entries should be the date the transaction occurred, not the date the entry is made. This will mean that the journal entry date agrees with the date on the transaction documentation.

The Account Name for Journal Entries

The account names and account code are selected from your Chart of Accounts.

The Amounts

In double entry bookkeeping for every debit there must be a credit, so when the journal entries are complete the total of all the debits must equal the total of all the credits.

Why do we need Journal Entries?

Using a Journal to record Journal Entries has many advantages.

  • It provides an ongoing record of typical transactions. This is particular useful when producing monthly management accounts as it ensures transactions are not forgotten.
  • It means that there are no unexplained transactions in the general ledger, as the Journal Entries provide full details and links to supporting documentation.
  • It helps eliminate fraud and errors, as full explanations of all transactions are required.

What does a typical Journal Entry look like?

Journal Entries are used for many things, a typical example would be the recording of a monthly accrual for an expense such as rent. The entry would be as follows:

Example of Journal Entries
Date: 30th April 2013
Account Name Account Code Debit Credit
Rent 7100 4,000
Accruals 2109 4,000
4,000 4,000
Description: To accrue for rent for the month of April.
Reference: Purchase Invoice 4659.