Journal Entries

Most postings happen automatically — invoices, bank matching, and approvals write to the ledger for you. A manual journal entry is for everything else:

• Corrections — fix a posting that went to the wrong account.
• Transfers — move money between accounts (bank to bank, clearing accounts).
• Opening balances — bring balances in when you start with neoo.
• Accountant requests — depreciation, accruals, year-end adjustments your accountant asks you to book.

Go to General Ledger → Add Transaction (requires the GL add permission). Every entry must balance — debits equal credits — and the form won’t let you post until it does.

The page is organised in tabs, the same way as the customer and vendor transaction pages: Details (header and journal lines), Documents (attachments), Accrual (spread the entry over a period), Recent Transactions and — once an entry is saved — History. The action buttons stay visible whichever tab is open.

Header#

Fill in the entry’s basics before the lines:

Attachments live on the Documents tab: add one or more files (a receipt, a bank advice, your accountant’s instruction) so the paper trail stays with the posting. The tab shows how many documents the entry already carries.

Journal lines#

Under Journal Entries, add one line per account with Add Line. Each line takes an Account and an amount in either Debit or Credit. Expand a line to add a Project (if you use projects), Source, or Memo for finer tracking.

If line VAT is enabled for your dataset, each line also carries a Tax Accno and a Tax Amount — the amount is calculated automatically from the rate and stays editable if the document shows a slightly different figure. Tax codes are date-aware: expired rates don’t appear, and if you change the entry’s date, line taxes that are no longer valid on the new date are removed with a notice.

The totals row shows running debit, credit, and the difference — green means balanced and ready to post.

Reverse charge (Bezugsteuer)#

When you buy services from a foreign supplier that doesn’t charge Swiss VAT, you must declare the VAT yourself — output VAT and the matching input VAT (Vorsteuer) in one entry. In the line’s tax dropdown, pick the Reverse Tax NN% option — neoo tags the matching counter line for you when it’s unambiguous; in larger multi-line entries you tag the second line yourself. Both legs — the input-VAT side and the Bezugsteuer output side — must carry it and match, and the entry must be tax-excluded (Tax Included off). You don’t need to memorise the rules: clear error banners guide you until the entry is valid.

These postings are picked up by the VAT Report, which also warns you when a foreign supplier’s bill looks like it’s missing a reverse charge.

Saving and posting#

Two checkboxes change what Post does:

• Pending — tick it before posting to save the entry as a draft. Pending entries don’t affect your reports and don’t appear in the GL Journal — reopen one from the Recent Transactions tab; use this for entries you want a second look at before booking them for real.
• Tax Included — treat the line amounts as gross; line taxes are recalculated out of the amounts instead of added on top.

The action buttons:

• Post — books the entry.
• Post as New — posts what’s on screen as a separate new entry, leaving the entry you loaded untouched.
• New Number — fills Reference with the next free number, nothing more. Use it before Post as New so the copy doesn’t carry the original’s reference.
• Reversal — the clean way to undo a posted entry. It replaces what’s on screen with an unsaved mirror copy: debits and credits swapped, the reference prefixed with REVERSE-, the date reset to today, attachments not carried over. Review it and Post it yourself (Post as New if the original sits behind the period lock) — only then do both entries stand in the books and cancel out. Change the date first if the reversal must fall in the same period as the original.
• Delete — removes the entry entirely. The button is hidden for every entry when Enforce Transaction Reversal for all Dates is switched on (see Closing the Books).

If a period lock is in place (see Closing the Books), entries dated on or before the lock date can’t be posted or deleted — the buttons are absent rather than disabled. Post as New with an open date is the way to rescue an entry stuck behind the lock.

Accrual — spread the entry over periods#

A journal entry can cover more than one period just like a bill can — an annual licence paid straight from the bank, a rent prepayment booked by hand, a lump of income that belongs to the coming months. Open the Accrual tab, switch on Adjust when this transaction is recognized and pick the Mode, exactly as on a vendor transaction:

• Spread over period — enter the service start and either a length (months, quarters, years) or the service end. Full month gives every calendar month the same share (a partial first or last month is prorated); Actual days weights each month by its days.
• Recognize on date — move the whole amount to a single date, later or earlier than the booking date.

What gets booked: the entry itself is posted exactly as you entered it. Only its income and expense lines are spread — balance-sheet lines (bank, receivables, payables, VAT) are never touched. On the booking date the part that is not yet consumed or earned is moved off the P&L account, and at every month-end inside the period that month’s share is released back. Expense lines use the AP Accrual Account (transitorische Aktiven), income lines the AR Accrual Account (transitorische Passiven), both from Company Defaults; months before the booking date are accrued on the opposite side and settled on the booking date. Months that fall inside a closed period are never written into it; their share is recognised on the booking date instead.

Under Lines to spread the tab lists every line of the entry with its amount. Income and expense lines are ticked by default; untick one to keep it out of the schedule (for example the bank charge on the same entry as a prepaid licence). Balance-sheet lines are listed with a Balance sheet tag and stay off unless you tick them — a ticked debit line is spread like an expense, a credit line like income. The tab shows the Proposed entries live while you edit, and the Posted entries once the entry is saved. The schedule is a separate, linked journal entry: it opens read-only from the GL Journal with a banner pointing back here, is rebuilt whenever you re-post the entry, and is removed when you switch the accrual off or delete the entry. An entry with no income or expense lines has nothing to spread — the tab says so.

Fixed assets#

Depreciation entries written by the Fixed Assets register open here read-only: a banner names the asset they belong to, and changes are made on the asset instead.

Recent Transactions and History#

The Recent Transactions tab shows the five journal entries with the latest dates so you can spot-check what you just booked or jump back into one. When you’re editing an existing entry, the History tab shows a timeline of who changed what and when — including changes to the accrual settings.

To find older entries, use the GL Journal.