Journal Entries

Explore the Journals endpoints in Swagger.

Overview

A journal entry report shows the entries made in a company's general ledger, or chart of accounts, when transactions are approved. The journal line items for each journal entry should balance.

A journal entry line item is a single transaction line on the journal entry. For example:

  • When a journal entry is recording a receipt of cash, the credit to accounts receivable and the debit to cash are separate line items.
  • When a company needs to recognise revenue from an annual contract on a monthly basis, on receipt of cash for month one, they make a debit to deferred income and a credit to revenue.

In Codat a journal entry contains details of:

  • The date on which the entry was created and posted.
  • Itemised lines, including amounts and currency.
  • A reference to the associated accounts.
  • A reference to the underlying record. For example, the invoice, bill, or other data type that triggered the posting of the journal entry to the general ledger.

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Pushing journal entries

Codat only supports journal entries in the base currency of the company that are pushed into accounts denominated in the same base currency.

Data model

Field

Type

Description

id

string

Unique identifier of the journal entry for the company in the accounting platform.

postedOn

string
See date

Date on which the journal entry was posted to the accounting platform, and had an impact on the general ledger. This may be different from the creation date.

For example, a user creates a journal entry on Monday and saves it as draft, which has no impact on the general ledger. On Thursday, they return to the entry and post it.

  • The createdOn date shows as Monday.

  • The postedOn date shows as Thursday.

Journal entries can also be backdated, so the postedOn date may be earlier than the createdOn date.

createdOn

string
See date

Date on which the journal was created in the accounting platform.

updatedOn

string
See date

Date on which the journal was last updated in the accounting platform.

journalLines

An array of JournalLines.

modifiedDate

string
See date

Date on which the record was last updated in the Codat system.

sourceModifiedDate

string
See date

Date on which the record was last changed in the accounting platform.

recordRef

reference types

See Record reference.

Journal lines

Field

Type

Description

description

string

Description of the journal line item.

netAmount

decimal

Amount for the journal line.

currency

string

Currency for the journal line item.

accountRef

reference types

See Account reference.

Account reference

Links a journal entry to any associated accounts.

Field

Type

Description

id

string

The ID of the Account the line is linked to.

name

string

The name of the Account the line is linked to.
Note: this will only be populated if you've synchronised Accounts for the company.

Record reference

Links a journal entry to the underlying record that created it.

Field

Type

Description

id

string

Unique identifier of the underlying record in the Codat system.

dataType

string

Data type of the underlying record that created the journal entry.

Example data

{
    "id": "153912f6-ed80-40f9-b0aa-386a8c237cef",
    "postedOn": "2021-01-13T00:00:00Z",
    "createdOn": "2021-01-13T00:00:00Z",
    "journalLines": [{
            "description": "Tax for invoice 67601bed-2256-4cf3-9b37-73bf695ef64c",
            "netAmount": -22.5,
            "currency": "GBP",
            "accountRef": {
                "id": "3a872b81-d1af-4d31-9bfa-a37280b8f68c",
                "name": "VAT"
            }
        },
        {
            "description": "invoice 67601bed-2256-4cf3-9b37-73bf695ef64c",
            "netAmount": 247.5,
            "currency": "GBP",
            "accountRef": {
                "id": "1b6266d1-1e44-46c5-8eb5-a8f98e03124e",
                "name": "Accounts Receivable"
            }
        },
        {
            "description": "",
            "netAmount": -225,
            "currency": "GBP",
            "accountRef": {
                "id": "72df89d2-512b-4455-af51-a6b563733842",
                "name": "Sales"
            }
        }
    ],
    "modifiedDate": "2021-01-25T10:28:45Z",
    "recordRef": {
        "id": "67601bed-2256-4cf3-9b37-73bf695ef64c",
        "dataType": "invoices"
    }
}

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