# Journal Entries in Digits

***

### **Creating a Journal Entry**

1. Go to **Accounting → Ledger.**
2. Click **New Transaction** in the top-right corner.
3. Choose **Journal** as the transaction type. 
4. Enter journal details:

<table><thead><tr><th width="172.1107177734375">Field</th><th width="402.544921875">Description</th><th>Required/Optional</th></tr></thead><tbody><tr><td><strong>Reference Number</strong></td><td>Tracking or reference number for the transaction (e.g., invoice or receipt number).</td><td>Optional</td></tr><tr><td><strong>Date</strong></td><td>Choose the transaction date.</td><td>Required</td></tr><tr><td><strong>Memo</strong></td><td>Internal note for context or reference. </td><td>Optional</td></tr><tr><td><strong>Description</strong></td><td>Short description of the transaction.</td><td>Optional</td></tr><tr><td><strong>Category</strong></td><td>Choose the correct ledger category for each line.</td><td>Required</td></tr><tr><td><strong>Debit/Credit Amount</strong></td><td>Amounts must balance. </td><td>Required</td></tr><tr><td><strong>Party</strong></td><td>Add the Party if the transaction relates to a specific vendor, customer, or employee. Leave blank for internal adjustments (e.g., depreciation, reclassifications, accruals).</td><td>Required</td></tr><tr><td><strong>Department</strong></td><td>Assign the transaction to a department, if applicable.</td><td>Optional</td></tr></tbody></table>

6. Add additional lines if needed (minimum of two required).
7. 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.

1. Go to **Accounting → Ledger.**
2. Click the dropdown next to **Add Transaction → Import Journal Entries.**

<div align="left"><figure><img src="https://931519193-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FuIztBwoMl2RW5oGzS0cZ%2Fuploads%2FzS7AqgMnH91YuPnCXuoB%2FCursor_and_Michelle_s_Demo_Clie%E2%80%A6___Ledger.png?alt=media&#x26;token=504e9b5b-80cc-49c9-808e-3514f030f299" alt="" width="224"><figcaption></figcaption></figure></div>

3. Download the **CSV template.**
4. Fill in your entries using the template.
5. Upload your completed file and review the mapping preview.
6. Click **Next** to complete the import.

{% hint style="info" %}
**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 — :sparkles: Digits handles the rest automatically.
{% endhint %}

***

### Copying or Reversing a Journal Entry

Need to fix a mistake or repeat a recurring entry? Copying and reversing make it quick.

1. Go to **Accounting → Ledger.**
2. Locate the entry by category, party, or amount (or press **Command + K** to search).
3. Click the **Edit** icon at the top of the entry.
4. Choose **Copy** to duplicate or **Reverse** to create an offsetting entry.
5. Click **Submit** to save.

<figure><img src="https://931519193-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FuIztBwoMl2RW5oGzS0cZ%2Fuploads%2FD3kNqgoGFj02PfH4My2k%2Fimage.png?alt=media&#x26;token=dad2d66f-f36f-4bd1-b4d6-1baf630b227f" alt=""><figcaption></figcaption></figure>

***

### 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](https://help.digits.com/firms-agentic-general-ledger/editing-transactions "mention")

***

### Frequently Asked Questions

<details>

<summary>What is a journal entry? </summary>

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**.

{% hint style="info" %}
**Pro Tip:** A journal entry is just one type of accounting entry. Other entries—like [**Pay In**, **Pay Out**](https://help.digits.com/firms-agentic-general-ledger/pay-in-pay-out), or [**Transfer**](https://help.digits.com/firms-agentic-general-ledger/bank-transfers)—capture simpler transactions affecting bank or credit card accounts.
{% endhint %}

</details>

<details>

<summary>Can I create a journal entry for a future date?</summary>

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.

</details>

<details>

<summary>Can I import journal entries from QuickBooks?</summary>

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.

</details>

<details>

<summary>What happens if my debits and credits don’t balance?</summary>

Digits won’t let you save the entry until totals match. Check each line and ensure every debit has a corresponding credit.

</details>

<details>

<summary>Can I copy or reuse recurring journals?</summary>

Yes — use the Copy function in the Ledger to duplicate existing entries, then adjust details as needed.

</details>

<details>

<summary>How long does an import take?</summary>

Imports typically process within 1–10 minutes, depending on size. If it takes longer, reach out to [help@digits.com](mailto:).

</details>

<details>

<summary>Can I delete or edit an opening balance?</summary>

Absolutely! See: [verify-opening-balances](https://help.digits.com/firms-agentic-general-ledger/verify-opening-balances "mention")

</details>

<details>

<summary>Why can't I find a specific account when creating a journal entry?</summary>

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: [category-manager](https://help.digits.com/firms-agentic-general-ledger/category-manager "mention")

</details>

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
Got a question or feedback? Our team is all ears—come say hello!
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<p align="center"><a href="https://app.gitbook.com/s/x8QKZsFt122QPdcslRDC/contact-us" class="button primary" data-icon="envelope-open-text">Contact Digits Support</a></p>
{% endcolumn %}
{% endcolumns %}

***


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://help.digits.com/firms-agentic-general-ledger/journal-entries.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.