Other Actions in Journal Entries

Duplicating a repeat entry, attaching the working, and the monthly review that keeps journals from becoming the place mistakes go to hide.

The overflow menu on an open journal entry, reached from the three-dot button in the record's toolbar. It offers Clone, Clone as Reversal and Create Template. A published entry cannot be deleted, so no Delete sits at the foot. — Create Template is the one worth knowing: a recurring entry is built once and reused.

Clone, or make a template

Depreciation, accruals and month-end reclassifications repeat with the same shape and often the same numbers. The overflow menu offers two ways to reuse one.

Clone copies last month's entry once: the lines, the accounts and the descriptions, and you change the date and the amounts.
Create Template turns the entry into something you draw from every month, which is the better answer for anything genuinely recurring.
Check the date. A clone defaults to today, which is rarely the period you want.
Check the amounts. Copying a depreciation figure is right; copying an accrual estimate usually is not.
Update the descriptions. "Accrue September electricity" in an October entry is worse than no description.

What cannot be deleted

Entry	Deletable
Draft, or a posted manual journal	Yes. Deleting a posted one unwinds its effect on the account balances.
Void or reversed	No. Those states are the record of what happened.
Posted, generated by an invoice, bill or payment	No. Edit or delete the source document instead; the journal follows it.

Attachments and evidence

A journal has no invoice behind it, so the attachment is the evidence. Anything an auditor would ask to see should be on the entry: the depreciation schedule, the accrual calculation, the email agreeing a write-off.

The monthly review

Filter journals to the period and read every one. It takes minutes and it is the single best control available in this module, because a journal is the only document in Finance that can post anything anywhere with no counterparty.

What to look for	Why
Entries with no line descriptions	They will be unexplainable within a month.
Entries touching receivables or payables	They break the link to the ageing reports.
Round numbers with no attachment	Usually a plug rather than a calculation.
Accruals not reversed	The cost will be recognised twice.
Entries posted by someone unexpected	A permissions question worth asking.