📍 Where to find this module?
Main Menu > Finance
Introduction #
The Manual entries module lets you record accounting entries that are not automatically generated by Kafinea’s other modules (invoices, payments, etc.). It can be accessed via Finance > Manual entries.
Manual entries are useful for:
- Miscellaneous operations (MO): adjustments, provisions, closing entries
- Payroll entries or social security contributions
- Any accounting entry not covered by an automated process
1. Create a manual entry #
Click Add a manual entry from the module list.
General information:
- Label: the description of the entry (required)
- Date: the accounting date of the transaction
- Amount: the total amount of the entry
- Journal: the accounting journal in which the entry will be recorded
- Currency: the currency of the transaction
Line details:
Each manual entry consists of detail lines, with for each line:
- The accounting account number
- The line label
- The amount in debit or credit
Important: The entry must be balanced: total debits must equal total credits. The system checks this balance before validation.
2. Lifecycle #
A manual entry goes through the following stages:
- Draft: the entry is being prepared and can be freely edited
- Validated: the entry is finalized and the accounting entries are generated
Good to know: Line import is only possible for entries with the Draft status.
3. Line import #
For entries with many lines, you can import the data from a CSV file:
- Create a new manual entry and save it as draft
- From the detail view, use the Import lines button
- The CSV file must contain the following columns, separated by semicolons: Account number, Account label, Debit, Credit
4. Bank reconciliation #
A manual entry can be linked to a bank reconciliation via the dedicated field. This makes it possible to link the entry to a bank transaction during the reconciliation process.
5. Frequently asked questions #
When should you use a manual entry rather than another module?
Use a manual entry for any accounting entry that is not automatically generated by a business process (invoicing, payment, direct debit). Payroll entries, provisions, and adjustments are typical use cases.
Can I edit a validated entry?
No. Once validated, the entry can no longer be edited. If a correction is needed, create a new reversing manual entry (reverse entry).
Does the import file have to be balanced?
Yes, the total debits and credits in the imported file must be balanced for the entry to be validated.