General Journal
In the interest of getting you to wear your seft-sufficient, and can understand accounting inside if MAQSU, let's talk about some accounting basic, the very first steps to using accounting properly. So in this section, we're going to talk about journal entry, journal items, accounts, account types and what their rusting balance inside of MAQSU, and credit and debit. Basically everything that happens inside of our company that has a financial impact should be represented by a transaction that's called a journal entry. Now these transactions or journal entries can take many different forms.
Journal Entry
You can record a transaction in a journal in the form of a journal entry. A proper journal entry records the details of the accounting date, amount to be debited and credited, reference details, and description of transactions. In MAQSU, at least one debit line and one credit line are demanded by the Double Entry Bookkeeping System. You will get access to the Journal Entries platform from the Accounting menu of the module.
The list view provides the Date, Number, Partner, Reference, Journal, Total, and Status details of each journal entry. In order to create a new journal entry and record it in a particular journal, you can click on the Create button.
A journal entry must have equal debit and credit amounts. The lines that make up a journal entry are called Journal Items.
Any reference related to this journal entry can be mentioned in the Reference section. The Accounting Date of the entry will be visible in the respective field. You can select a suitable Journal from the given list to record this journal entry. Under the Journal Items tab.
Do not post the journal entry until all header fields and journal items are complete and balanced.
Create New Journal Entry
Now let's create a journal entry to record an owner's capital deposit.
Step 1 — Navigation
From the left sidebar, click Accounting. Then from the top navigation menu, click Journal Entries.
The Journal Entries page displays all accounting journal entries in your system. The list shows:
- Number – Unique journal entry reference (e.g., MISC/2026/0007, STJ/2026/0004)
- Reference – Description or memo for the entry
- Date – The accounting date when the entry is recorded
- Journal – The journal type used
- Currency – The currency of the transaction
- Total – The total amount of the journal entry
- Company Currency – The amount in the company's base currency
- Status – Current status: Draft or Posted
Step 2 — Create
Click the Create button at the top-left of the Journal Entries list page to open a new journal entry form.
Step 3 — Fill in Journal Entry
Fill in the following header fields:
- Reference – Enter a clear description, for example "Owner Capital Deposit for 2026".
- Doc No. – Leave it as Auto Numbering. The system assigns the final number when posted.
- Accounting Date – Select the date this transaction should be recorded.
- Journal – Select Miscellaneous Operations (USD).
Step 4 — Add Journal Items
Under the Journal Items tab, you can add journal items one by one using the Add a Line button. These are the lines of a single journal entry. You can specify the Account, Partner, Label, Analytic, Debit, Credit details in this tab.
Under the Other Information tab, you will get the Post Automatically option to activate which will automatically post the entry on the respective accounting date. If the entry needs to be checked again, you can enable the To Check field.
Step 5 — Post
After specifying all the fields, you can click on the Post button to post the entry in the corresponding journal. Click on Save, you will be able to adjust it later.
Journal Items
Journal Items are the debit and credit lines inside the journal entry. This is the part that actually affects your accounts.
Each line tells MAQSU which account increases, which account decreases, and by how much.
The Journal Items table contains the following columns:
- Account – Select the account affected by the transaction, such as 101001 Bank or 301100 Capital.
- Partner _(Optional)_ - Select a customer or vendor if the line relates to a specific partner.
- Label – Enter a short description for the line, such as Bank or Owner Capital.
- Currency – Shows the currency used for that journal item.
- Debit – Enter the debit amount for the line.
- Credit – Enter the credit amount for the line.
Every journal entry must contain at least one debit line and one credit line, and the total debit must equal the total credit.
Help Articles
Quick Rules Before You Post
- Total debit must equal total credit
- Use the correct accounting date for the period you want to affect
- Choose the correct journal
- Write a short but clear reference
- Review each journal item before posting
Underanding Status
Journal entries in MAQSU move through different statuses:
1. Draft
- Entry is created but not yet posted
- Can be freely edited or deleted
- Does NOT affect financial reports
- Use this status for:
- Preparing entries for review
- Saving work in progress
- Getting approval before posting
2. Posted
- Entry is finalized and recorded in accounting books
- DOES affect all financial reports and statements
- Cannot be directly edited (must reverse and recreate)
- Generates permanent journal item records
- Cannot be deleted (only reversed)
3. Cancelled (Reversed)
- Entry has been reversed with a counter-entry
- Original entry remains visible for audit trail
- Reversing entry neutralizes the effect on accounts
Cancel Entry
The entry can be canceled before posting it on the journal using the Cancel Entry button. After posting the journal entry, you will get the option for Reverse Entry.
The Reversal Date will automatically appear as soon as you select the Reversal Date as Specific. The Reversal Date can be set as the same as that of the Journal Entry Date by selecting the respective option. Click the Reverse button and the journal entry will be reversed.
Reverse Entry
Using this button, you can easily reverse a posted journal entry. A pop-up will appear to specify the Reversal Date and Specific Journal.
