In this article
Transactions that do not come from the operational modules (for example rent, capital contributions, corrections) are recorded as manual journal entries that must be approved by someone else.
Creating a manual journal entry
- Accounting → Journal → New (permission "Create manual journal entries").
- Enter the date, description, and lines: account, debit or credit, branch, party (optional), line description.
- Total debits must equal total credits.
- Save → status awaiting approval.
Approving
Another user with the "Approve and post manual journal entries" permission reviews the entry and either approves it (the entry is posted) or rejects it. The creator cannot approve their own entry.
Reversing an entry
- Open a posted entry → Reverse (approval permission).
- Enter the reason and date (today by default; it must be in an open period).
- Medivana creates a reversing entry that swaps the debits and credits. The original entry is kept and marked "reversed by".
Common error messages
| Message | Cause | What to do |
|---|---|---|
| "Journal entry is not balanced: debit … ≠ credit …" | The totals differ | Correct the amounts |
| "A journal entry must have at least 2 lines." | Only one line | Add the offsetting line |
| "Period … is already closed. Post the correction to an open period." | The date falls in a locked period | Use a date in an open period |
| "Posted journal entries cannot be changed; use a reversing entry." | Trying to edit a posted entry | Reverse it, then create a new entry |