Journal Entries in Digits
Record and manage journal entries in Digits to capture multi-account activity, balance debits and credits, and maintain accurate financials —all in one place.
Creating a Journal Entry
From the left navigation menu, go to Accounting → Ledger.
Click New Transaction in the top-right corner.
Choose Journal as the transaction type.
Enter journal details:
Reference Number
Tracking or reference number for the transaction (e.g., invoice or receipt number).
Optional
Date
Choose the transaction date.
Required
Memo
Internal note for context or reference.
Optional
Description
Short description of the transaction.
Optional
Category
Choose the correct ledger category for each line.
Required
Debit/Credit Amount
Amounts must balance.
Required
Party
Add the Party if the transaction relates to a specific vendor, customer, or employee. Leave blank for internal adjustments (e.g., depreciation, reclassifications, accruals).
Optional
Department
Assign the transaction to a department, if applicable.
Optional
Location
Assign the transaction to a location, if applicable.
Optional
Add additional lines if needed (minimum of two required).
When finished entering your details, you can choose how to save:
Save & Close — Save and return to the Ledger.
Save — Save and stay on the current entry.
Save & New — Save and immediately start another transaction.
Importing Journal Entries
You can also import journals via CSV for faster onboarding or multi-line adjustments.
Go to Accounting → Ledger.
Click the dropdown next to Add Transaction → Import Journal Entries.
Download the CSV template.
Fill in your entries using the template.
Tip: Enter the exact customer or vendor name in the Party column for each line that should be associated with a party. If you leave the Party column blank, Digits may assign a party automatically. If needed, you can update the assigned parties later using the bulk Party editor in the Ledger.
Upload your completed file and review the mapping preview.
Click Next to complete the import.
Tip: Each row in your file represents one line of a journal entry. Lines with the same Reference Number are grouped into a single entry.
Best for:
Opening balances
Multi-line adjustments
Catch-up entries during onboarding
Just make sure your debits and credits balance within each group — ✨ Digits handles the rest automatically.
Copying or Reversing a Journal Entry
Need to fix a mistake or repeat a recurring entry? Copying and reversing make it quick.
Go to Accounting → Ledger.
Locate the entry by category, party, or amount (or press Command + K to search).
Click the Edit icon at the top of the entry.
Choose Copy to duplicate or Reverse to create an offsetting entry.
Click Submit to save.
Editing Journal Entries
Need to make changes after posting? Journal entries can be edited just like any other transaction in Digits — update fields, add lines, or reverse entries as needed.
For step-by-step guidance, see: Editing Transactions
Frequently Asked Questions
What is a journal entry?
It’s the basic record of a financial transaction in double-entry accounting. Every entry has equal debits and credits, updating the general ledger.
Date
Affected Categories
Debit and Credit amounts
Optional details: memo, party, or reference number
Every line must include a selected category, and total debits must equal total credits.
Pro Tip: A journal entry is just one type of accounting entry. Other entries—like Pay In/ Pay Out Transactions—capture simpler transactions affecting bank or credit card accounts.
Can I create a journal entry for a future date?
Yes. Add them manually or import them into your existing workflows. Once a future-dated transaction exists, the period selector will automatically update, allowing you to navigate to future periods.
Can I import journal entries from QuickBooks?
Not directly — journal imports are supported via CSV. For QuickBooks migrations, Digits automatically brings over the Chart of Accounts and transaction history up to your cutover date.
What happens if my debits and credits don’t balance?
Digits won’t let you save the entry until totals match. Check each line and ensure every debit has a corresponding credit.
Can I copy or reuse recurring journals?
Yes — use the Copy function in the Ledger to duplicate existing entries, then adjust details as needed.
How long does an import take?
Imports typically process within 1–10 minutes, depending on size. If it takes longer, reach out to help@digits.com.
Why can't I find a specific account when creating a journal entry?
Digits supports journal entries to any account in your Chart of Accounts, including Retained Earnings, partner equity, and distributions. If an account doesn't appear when you're creating a journal entry, it likely hasn't been added to your Chart of Accounts yet. Go to Category Manager, create the category under the appropriate parent (e.g., Retained Earnings under Equity), and it will be available immediately. See: Categories (Chart of Accounts)
Can I delete or edit an opening balance?
Absolutely! See: Troubleshooting Cash Totals: Verifying Opening Balances
Can I add attachments to a journal entry?
You can attach optional supporting documents after saving a journal entry.
Open the journal entry.
Open the review panel on the right.
Click the comments icon.
Browse or drag & drop your attachment.
What happens if I save a journal entry in a closed period?
If you save a journal entry dated in a closed period, Digits warns you that the entry will affect closed-period balances and asks you to confirm before continuing.
If you select Save, the journal entry is posted to the ledger.
Got a question or feedback? Our team is all ears—come say hello!