> ## Documentation Index
> Fetch the complete documentation index at: https://ombamanual.ombaerp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Record, post, and reverse journal entries in OMBA

> Create manual debit/credit journal entries, import journals from Excel, and post or reverse transactions using OMBA's General Journal.

The General Journal in OMBA is your tool for recording any accounting entry that does not originate from a specific module — adjustments, accruals, corrections, and opening balances. Each journal must balance (total debits equal total credits) before OMBA will allow you to save it.

## Create a manual journal entry

<Steps>
  <Step title="Open the General Journal">
    From the sidebar, go to **Financials** → **General Journal**.
  </Step>

  <Step title="Set the journal header">
    Enter a **journal number** (or let OMBA assign one automatically), select the **posting date**, and add a **narration** describing the purpose of the entry.
  </Step>

  <Step title="Add journal lines">
    For each line, select:

    * **Date** — the transaction date for that line (defaults to header date)
    * **Account** — type to search your chart of accounts
    * **Description** — a line-level description
    * **Debit** or **Credit** amount
    * **FX Rate** — if the transaction is in a foreign currency

    Click **Add** to append the line to the journal grid. The footer shows a running **Debit total**, **Credit total**, and **Difference** — the journal must show zero difference before you can post.
  </Step>

  <Step title="Attach a supporting document (optional)">
    Upload a PDF voucher or invoice using the **Upload** control in the footer. Attached files are stored against the journal reference for audit purposes.
  </Step>

  <Step title="Save and post">
    Click **Process** to save the journal. OMBA will warn you if the entry is out of balance. Once saved, go to **Transaction Review** to post the journal to the ledger.
  </Step>
</Steps>

<Warning>
  Posting to a closed fiscal period is blocked. If you need to post to a prior period, ask your system administrator to reopen it in **System Administration → Fiscal Year**.
</Warning>

## Import journals from Excel

If you have many lines to enter — for example an opening balance upload — you can import them from a spreadsheet.

<Steps>
  <Step title="Prepare your Excel file">
    Your file must have columns in the order: **Date**, **Account code**, **Description**, **Debit**, **Credit**, **FX Rate**. Ensure all account codes exist in your chart of accounts before importing.
  </Step>

  <Step title="Open the journal import">
    Go to **Financials → General Journal** and select the **Import from Excel** option.
  </Step>

  <Step title="Upload the file">
    Select your `.xlsx` file. OMBA validates each row and reports any errors (e.g., unknown account codes or out-of-balance sub-batches).
  </Step>

  <Step title="Review and post">
    After import, review the lines in the journal grid, then post via **Transaction Review**.
  </Step>
</Steps>

## Transaction Review

Transaction Review is where you view, edit, post, and reverse any transaction across all modules.

**To open a transaction:** Go to **Financials → Transaction Review**, set a **From** and **To** date, choose a **Transaction Type** (or leave as **ALL**), and click **Search**.

The available transaction types are:

| Code | Type                    |
| ---- | ----------------------- |
| JV2  | General journals        |
| INV  | Sales invoices          |
| PO-  | Purchase order receipts |
| PV2  | Supplier invoices       |
| DP2  | Bank deposits           |
| PM2  | Bank payments           |
| TF-  | Stock transfers         |
| AD-  | Stock adjustments       |
| TC-  | Transport claims        |
| DLX  | Station expenses        |
| DDP  | Station deposits        |
| DPM  | Station payments        |
| SHP  | Shop sales              |

**Actions per transaction group:**

* **Edit** — reopen the transaction for modification (only available for unposted transactions)
* **Post Transaction** — commits the transaction to the general ledger; cannot be undone
* **Reverse Transaction** — creates an offsetting reversal entry; available on posted transactions

<Note>
  Only users with the **FINANCIAL** module permission can access Transaction Review and post or reverse entries.
</Note>

## Tax amendments

If you need to adjust a tax-payable account balance within a period — for example after an audit finding — use **Financials → Tax Amendment**.

<Steps>
  <Step title="Select the tax amendment type">
    Choose the tax or levy to adjust (e.g., VAT, NHIL, GETFUND).
  </Step>

  <Step title="Set the period and amounts">
    Enter the **start date**, **end date**, and **tax year**. OMBA retrieves the current computed values. Enter your **Taxable Income** and **Actual Tax** adjustments.
  </Step>

  <Step title="Save the amendment">
    Click **Save**. OMBA posts an adjusting entry to the relevant tax account.
  </Step>
</Steps>