Journal entries

A record of a business transaction in a company's business books

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Language tip

For the top-level record of a company's financial transactions, refer to the Journals data type

Explore the Journal Entries endpoints in Swagger.

View the coverage for journal entries in the Data Coverage Explorer.

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.

description

string

Optional description of the journal entry.

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.

journalRef

reference types

Links journal entries to the relevant journal in accounting integrations that use multi-book accounting (multiple journals).

Journal lines

FieldTypeDescription
descriptionstringDescription of the journal line item.
netAmountdecimalAmount for the journal line. Debit entries are considered positive, and credit entries are considered negative.
currencystringCurrency for the journal line item.
accountRefreference typesSee Account reference.
trackingArray of record refsList of record refs associated with the tracking information for the line (eg to a Tracking Category, or customer etc.)

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.

Example data

{
  "id": "string",
  "postedOn": "2021-06-21T14:37:31.810Z",
  "description": "string",
  "createdOn": "2021-06-21T14:37:31.810Z",
  "updatedOn": "2021-06-21T14:37:31.810Z",
  "journalRef": {
        "id": "string",
        "name": "string"
  },

  "journalLines": [
    {
      "description": "string",
      "netAmount": 0,
      "currency": "string",
      "accountRef": {
        "id": "string",
        "name": "string"
      }
      "tracking" : [
        "recordRefs" : [{
          "id" : 0,
          "dataType" : "customers"
        }]
      ]
    }
  ],

  "modifiedDate": "2021-06-21T14:37:31.810Z",
  "sourceModifiedDate": "2021-06-21T14:37:31.810Z",
  "recordRef": {
    "id": "string",
    "dataType": "string"
  }
}