Journal entries
- Accounting
- Journal Entries
or New → Journal entry
Most entries are created automatically from invoices and vouchers. Use a manual journal entry for transactions without a dedicated document, such as:
- Month-end accruals (salaries, rent).
- Adjustments and corrections.
- Opening balances.
- Recording or repaying a loan.
- Bank charges and commissions.
Creating an entry
- Click New → Journal entry.
- Choose the entry type:
| Type | Use |
|---|---|
| Journal Entry | Regular entry (default) |
| Opening Entry | Opening balances |
| Bank Entry / Cash Entry | Bank or cash movement without a voucher |
| Contra Entry | Transfer between bank and cash |
| Depreciation Entry | Asset depreciation |
| Write Off Entry | Writing off bad debts |
- Set the posting date.
- Add lines: for each, the account and amount in debit or credit.
- For receivable or payable accounts, set party type and party.
- Set a cost center to track by branch or department.
- Make sure total debit = total credit; unbalanced entries are rejected.
- Write a remark explaining the entry — very important for audits.
- Save and submit.
Recurring entries
For entries that repeat monthly, open a previous one, click Duplicate, and change the date and amounts.
Reversing an entry
To undo a submitted entry, open it and Cancel. To keep it and record the reversal on a later date, create a new entry with the same lines and debit/credit swapped.
Common entry examples
Each example: account → debit or credit. Account names follow Rowdx's default chart and may differ slightly in yours.
Annual rent paid in advance
You paid SAR 60,000 for a full year's rent in January. Don't expense it all in January:
| Account | Debit | Credit |
|---|---|---|
| Prepaid rent (current assets) | 60,000 | |
| Bank | 60,000 |
Then each month an entry for 5,000:
| Account | Debit | Credit |
|---|---|---|
| Rent expense | 5,000 | |
| Prepaid rent | 5,000 |
Recurring entries
Instead of creating the monthly entry by hand, turn on Repeat (monthly) on the first entry, and it's created automatically each month as a draft for you to review and submit. Available on the Business and Enterprise plans.
Accrued salaries not yet paid
At month end, if you don't use the Payroll module:
| Account | Debit | Credit |
|---|---|---|
| Salary expense | 45,000 | |
| Salaries payable | 45,000 |
When paid: Salaries payable (debit) → Bank (credit).
Bank charges
| Account | Debit | Credit |
|---|---|---|
| Bank charges | 57.50 | |
| Bank | 57.50 |
Easier: record them from bank matching as they appear in the statement.
Bank loan
On receipt: Bank (debit) → Short- or long-term loans (credit). On repaying an instalment: the loan for the principal + interest expense (debit) → Bank (credit).
Writing off a customer debt
A customer won't pay SAR 2,300. Use entry type Write Off Entry:
| Account | Party | Debit | Credit |
|---|---|---|---|
| Bad debt expense | 2,300 | ||
| Debtors (receivables) | The customer | 2,300 |
Partner's current account
A partner took SAR 10,000 cash for personal use:
| Account | Debit | Credit |
|---|---|---|
| Partner current account (equity) | 10,000 | |
| Cash | 10,000 |
Attachments and review
- Attach the supporting document (contract, invoice, statement) with the attachment button; auditors ask for it.
- Every submitted entry shows in the general ledger and trial balance immediately. Open Accounting reports to check its effect.
- From the entry itself: Ledger shows its effect on each account.
Common mistakes
- Entry on a group account: rejected. Choose a ledger account under it, or create one in the chart of accounts.
- Receivable without a party: if you use the debtors or creditors account you must pick the party; otherwise the amount won't show on the customer's statement.
- An entry instead of a document: don't record sales or purchases with a manual entry; they won't appear in the VAT return or sales reports and aren't sent to ZATCA. Always use the invoice.