Journal entries are the building blocks of an organization’s accounting system. All systems, whether they are paper-based, completely automated, or a hybrid of the two, are predicated on journal entries.
Journal entries record all transactions for a business. Transactions are broadly defined as any financial activity that impacts the business.
They are not limited to the buying and selling of goods and services, but include any exchange of monetary value, such as interest payments, depreciation, expenses, or payroll.
The data that is contained within a journal entry provides the necessary information to document and later evaluate or analyze transactions. Collectively, journal entries are used to produce summary documents that support analysis and evaluation of the business and its finances.
The accuracy and consistency of journal entries will impact the ability of the accounting team to assign transactions to the appropriate account, and to monitor and make proper assessments of financial activity for the business.
Journal entries are used to prepare budgets and other documents for accounts and departments and for the business overall.
These documents help track financial performance, comply with regulations and tax audits, and detect fraud and waste.
They are audited by government agencies, accountants, other businesses, and investors to evaluate the overall financial health and performance of the business.
Journal entries are typically entered in the general ledger or subsidiary ledgers. They contain important information about individual transactions, including the date, amount, purpose, payee or payor, and the accounts to which the transaction should apply.
The general ledger is the master document which provides a complete record of all the financial activity for the company. Information in the general ledger is used to produce financial statements for the company.
The financial statements are produced at regular intervals, also known as accounting periods.
They are often produced on a monthly basis, but they may be generated at other intervals, such as weekly, quarterly, or annually, depending on the needs of the business.
Items in the general ledger may reference an accumulation of entries for a similar purpose or accounts that are grouped together in what is referred to as a subsidiary ledger. A subsidiary ledger groups together accounts with a common purpose to make the general ledger cleaner and easier to manage.
Accounting systems use the double entry system to record journal entries. According to this system, which has been widely used for centuries, every transaction impacts at least two accounts, so a journal entry will always have a debit and a credit in the ledgers where they are recorded.
All double entries should balance out.
They are based on the equation: Assets = Liability + Equity.
Assets are defined as any resource with monetary value. The company’s assets reflect its overall financial health and profitability. There are many different types of assets, such as short-term assets, which can be quickly converted to cash. Long-term or fixed assets, like equipment and buildings, cannot be easily converted to cash.
Liability is something the business owes to an individual, business, or other entity.
Equity refers to the net worth or value of a company. It is expressed in the form of the equation as the difference between a company’s liabilities and its assets.
A journal entry will be listed as a credit if it is recording an amount to be received by the company—simply put, money coming in. It is always recorded in the right-hand column of the ledger.
A debit is defined as what is due or owed—money going out. Journal entries that record a debit are always entered in the left-hand column of the ledger.
A T-account is an informal term for a set of financial records that uses double-entry bookkeeping. The term describes the appearance of the bookkeeping entries which resemble a large T.
The title of the account appears above the top horizontal line of the T with debits listed on the left and credits listed on the right side of the vertical line of the T.
Every journal entry is structured to deliver clarity and precision.
A typical entry includes:
Date of the transaction
Accounts impacted (e.g., cash, accounts payable)
Debit and Credit amounts
Reference number (e.g., an invoice number for tracking purposes)
Description explaining the purpose of the transaction
These details ensure comprehensive documentation, helping accountants trace and validate transactions when needed.
Common Types of Journal Entries, Purpose and Common Use Case
Standard Entry - Records regular, day-to-day business transactions like sales, purchases, and cash payments.
Adjusting Entry - Aligns revenues and expenses to the correct financial period (e.g., recording accrued wages).
Compound Entry - Used for a single transaction that affects more than two accounts, such as a complex payroll run.
Reversing Entry - Cancels out a previous adjusting entry to simplify bookkeeping in the following period.
Recurring Entry - Automates consistent, repeating transactions like monthly rent or insurance premiums.
A standard journal entry is structured to ensure every transaction is recorded with clarity and precision, including several key components. It begins with the date the transaction occurred and specifies the names of the accounts affected.
The entry must also contain the corresponding debit and credit amounts, which are balanced against each other. To provide context, a brief description explaining the transaction's purpose is included. Furthermore, a unique reference number, such as an invoice or check number, is used to link the entry to supporting documentation for easy tracking.
In some organizations, additional details like a company code, currency, profit center, or cost center may be required for more detailed financial analysis.
Identify the Transaction: Determine the transaction that needs to be recorded. Transactions can include sales, purchases, expenses, interest payments, or any financial activity that impacts the business.
Determine the Accounts Affected: Identify which accounts will be impacted by the transaction. For instance, a sale might affect the Accounts Receivable and Sales Revenue accounts.
Classify the Transaction: Decide whether the accounts will be debited or credited. Remember the basic accounting equation: Assets = Liabilities + Equity. Debits increase asset or expense accounts and decrease liability or equity accounts. Credits decrease asset or expense accounts and increase liability or equity accounts.
Enter the Date: Record the date of the transaction. Ensure the date is accurate to maintain a correct timeline of financial activities.
Record the Debit Amount: Enter the debit amount in the appropriate account. This amount should be recorded in the left-hand column of the ledger.
Record the Credit Amount: Enter the credit amount in the appropriate account. This amount should be recorded in the right-hand column of the ledger.
Provide a Description: Write a brief description of the transaction. This helps in understanding the nature of the transaction during reviews or audits.
Assign a Reference Number: Allocate a unique reference number to the journal entry. This could be a check number, invoice number, or any identifier that makes tracking the entry easier.
Review the Entry: Double-check the journal entry to ensure that the debit and credit amounts are equal and that all necessary details are included. Any discrepancies should be corrected immediately.
Post to the Ledger: Post the journal entry to the general ledger once reviewed. This step is crucial as it updates the company’s financial records.
A journal entry is used to record all financial transactions impacting a business. Far from being limited to buying or selling goods and services, journal entries also capture broader activities, such as depreciation, payroll, and interest payments.
These entries provide the foundational data needed to create financial summaries that enable deeper evaluations of financial health, management decisions, and overall business performance.
Key importance of journal entries includes:
Tracking Financial Performance: Ensure accurate evaluation of revenues, costs, and profitability.
Compliance: Maintain records required to satisfy audits and government regulations.
Detecting Errors and Fraud: Serve as a reliable record to uncover discrepancies or irregularities.
Budgeting: Provide foundational data for effective planning and allocation of resources.
Accounting solutions like BlackLine Journal Entry Automation transform the process by enabling bulk data extraction to reduce manual input, providing real-time dashboards to monitor transaction statuses, and embedding compliance safeguards through automated validation and approvals.
As a result, BlackLine clients have reported reducing effort in journal entry processing by as much as 90%, freeing accountants to shift their focus from tedious data entry to high-value analysis.
Mastering journal entries doesn’t have to be as daunting as it sounds. Whether you're building budgets or addressing compliance, accurate entries will make or break your financial reporting.
If you’re ready to streamline your processes, explore automation tools or schedule a demo to redefine how journal entries work for your organization.
Business transactions are usually recorded in two places. This is known as the double entry bookkeeping system, which is based on the concept that every transaction has an equal and opposite effect in two different places.
For example, a purchase increases the company’s assets in terms of the value of the item acquired, but it also creates a debt in terms of the cash that must be paid for the item.
According to the double entry system, debits are recorded in the left-hand column of the ledger, and credits are recorded in the right-hand column.
To effectively track journal entries, utilize accounting software to automate and update records in real time, ensuring entries are recorded chronologically in the general ledger. Assign unique reference numbers and attach supporting documentation for easy retrieval and verification.
Regularly reconcile accounts to identify discrepancies, maintain an audit trail of modifications, and implement a systematic review and approval process to ensure accuracy and compliance. These practices will help maintain the integrity and accessibility of your financial records.
Several basic elements make up a journal entry:
The date of the transaction records when it occurred
Account names and numbers indicate where the transaction will be recorded
Amounts reflect what is to be credited and what is to be debited
Entries also have a unique reference number and a brief description
The manual process is also fraught with risk and error. Spreadsheets do not validate important information. The data is only as good as it is entered. Many errors may go unnoticed and uncorrected.
Supporting documentation, which is stored separately and in varying format, such as emails and hard files, may be difficult to find and sort through. Transaction approvals require multiple emails and review.
Typically, accounting teams dive headlong into this process at month's end to reconcile entries and accounts.
All the above is labor intensive and unreliable, and every point in the process is susceptible to error and fraud. The number of journal entries that companies post each quarter range from hundreds for a small business to thousands for larger businesses.
Large companies can have a single entry with more than 20,000 line items. With this magnitude of transactions, the inefficiencies grow exponentially.
A system with weak controls is also susceptible to fraud. The Association of Fraud Examiners found that 27% of fraudsters created fraudulent journal entries.
Ready to streamline your journal entry processes and improve efficiency? Dive into our whitepaper on automating journal entries for expert insights.
There are many different types of journal entries. For example, the journal entry for an item that has been sold on credit will record the value of the sale as a debit in the accounts receivable and as a credit in the sales account.
If the item has been sold for cash, the journal entry will appear as a debit in the cash account instead of the accounts receivable account. It will still appear as a credit in the sales account.
In the case of payroll, a journal will record the transaction as a debit in the wage expenses account and as a credit in the cash account.
According to the double entry bookkeeping system, every transaction has an equal and opposite effect in at least two different places. According to this logic, every double entry should balance out. This is expressed in the form of the equation: Assets = Liability + Equity.
Making journal entries in the general ledger account can be a time-consuming and labor- intensive process. It involves repetitive, manual work, long processing times, and little visibility.
The typical manual process comprises multiple steps with human intervention at every stage along the way, including manual data capture, manipulation and formatting, reconciliations and allocations, validations, and numerous other confirmation steps.
Spreadsheets, emails, and hard copy files are commonly used tools for most operations.
Making matters more challenging, much of this is done at the end of the monthly accounting cycle, creating a backlog and a time-crunch at period close.