Journal name

Description

Accruals
(Non Central COA databases only)

This Journal is used to post accruals to allow expenses or recognise income in the accounting period in which it occurs. To post accruals between periods, post an accrual journal into a period, then duplicate the journal in the reversing period, and swap the debits and credits to reverse the journal.
This journal can be used at any period of the year but it will only automatically reverse into the next year if it's posted in period 12 or 13.

Bank Transfer

Use this journal to transfer between two bank accounts, or between a bank account and petty cash.

Cashbook Journal

Select a bank account to debit or credit to use this journal. You can post to balance sheet codes as well as to income or expenditure codes.
You also have the functionality to Import a Journal.

Internal Transfer
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Use this journal to transfer from one cost centre or ledger code to another.

You can't post to balance sheet codes.
You also have the functionality to Import a Journal.

Journal

A general journal that can be posted against any ledger code in the system including Balance Sheet. This Journal can be used to post Accruals & Prepayments, as it has the option to be a reversing Journal.
You also have the functionality to Import a Journal.

Payroll Control

Use this journal to transfer from payroll control accounts to the individual cost centre or ledger codes.
You also have the functionality to Import a Journal.

Payroll Payment

Select the bank account and the Payroll Control Account and enter the amount that is being paid out.

Prepayments
(Non Central COA databases only)

This journal is used to post prepayments to allow expenses or recognize income in the accounting period in which it occurs. To post accruals between periods, post a prepayment journal into a period, then duplicate the journal in the reversing period, and swap the debits and credits to reverse the journal.
This journal can be used at any period of the year but it will only automatically reverse into the next year if it's posted in period 12 or 13.

SBS Advance

Used to show the School Budget Share from bank to the individual cost centres or ledger codes.

VAT Journal
(Non Central COA databases only)

Used to enter journals that need to have the VAT included.

VAT Payment
(Non Central COA databases only)

Used to show a VAT payment. Select the bank account and enter the amount and it will automatically post to the VAT control account.

VAT Reimbursement

Used to show any VAT that has been reimbursed. Select the bank account and enter the amount and it will automatically post to the VAT control account.

Journal name

Description

Returns

Use this to return an item back to the supplier. You can only put a return on it from a purchase order or a GRN, not an invoice.

Reversals

To reverse cheques, purchase invoices, receipts, sales invoices, journals, and BACS payments.

Write-offs

To write off sales invoices if they are determined to be uncollectible.

Supplier Refunds

Use this if there is a purchase credit note that you have received the money back from the supplier. Tick it as a supplier refund and it will then show as a refund on the bank reconciliation.

Journal name

Description

Creditor

To bring any outstanding purchase invoices or credit notes from the previous accounting software into Access Education Finance, when you start using the software.

Debtor

To bring any outstanding purchase invoices or credit notes from the previous accounting software into Access Education Finance, when you start using the software.

Opening Balances

To bring any outstanding purchase invoices or credit notes from the previous accounting software into Access Education Finance, when you start using the software. This journal can also be used to balance sheet codes throughout the year.

Unreconciled Transactions

To migrate any unreconciled transactions from the previous accounting software into Access Education Finance, when you start using the software.