Understand journal entry records in Sanka, including accounting transactions, related operational records, imports, exports, and review checkpoints.
Last updated: May 29, 2026
The Journal Entry object stores accounting transaction records. Use journal entries when your finance team needs to record the accounting impact of sales, purchases, payments, disbursements, expenses, adjustments, or other business events.This reference explains what a journal entry represents, how it connects to operational records, and what to check before creating, importing, exporting, or updating journal entries with AI, CSV, actions, workflows, integrations, or manual entry.
What a journal entry represents
A journal entry records accounting impact. It is not the same as the operational record that caused the accounting event.Common examples:
An invoice can create revenue or accounts receivable context.
A payment can support receipt or receivable reconciliation.
A bill can support accounts payable context.
A disbursement can support outgoing payment accounting.
An expense can support reimbursement or company spend accounting.
A manual adjustment can correct timing, category, tax, or allocation differences.
Common fields include:
Journal entry ID or record ID
Business partner
Record owner
Transaction date
Account item or account category
Tax rate or tax treatment
Amount, currency, debit/credit context, and memo
Related invoice, payment, bill, disbursement, expense, order, purchase order, or accounting export
Source details from CSV imports, integrations, actions, workflows, or AI-assisted creation
Journal entry fields and categories can be customized by workspace admins. If an account item, tax option, or required field is missing, check object settings, properties, and accounting configuration before treating it as a bug.
How journal entries connect to other records
Journal entries are the accounting layer for operational records.
Invoices and payments: sales, receivables, and payment reconciliation
Bills and disbursements: payables and outgoing payment reconciliation
Expenses: reimbursements, company card spend, or other expense accounting
Purchase orders and orders: purchasing or sales context that may later become accounting records
Companies and contacts: customers, suppliers, employees, or business partners
Accounting exports and integrations: records sent to accounting systems
If a journal entry total looks wrong, check the source operational record before changing the journal entry directly.
Review a journal entry with AI
Ask AI to review the journal entry and related operational records before creating or changing accounting records.
Sample prompt
/sanka Review this Sanka journal entry before making changes. Show the transaction date, business partner, source record, account item, tax treatment, amount, currency, debit/credit meaning if available, related invoice/payment/bill/disbursement/expense, export status, duplicate candidates, and permissions to consider. Do not create, update, export, or archive records yet.
After the review, confirm whether the journal entry should be created, corrected, exported, associated with another record, or left unchanged for finance review.
Create a journal entry
Open Journal Entry and click New.
Enter the required details.
Select the business partner, transaction date, tax treatment, account item, amount, and memo.
Add line items or account rows when your workspace uses multiple accounting lines.
Review related records before saving. For example, if the journal entry is based on an invoice payment, confirm the invoice and payment records first.
Click Create Journal Record.
The journal entry appears in the journal entry list.
Expected behavior
When a journal entry is created successfully:
It appears in the Journal Entry object list unless it is archived or filtered out by the current view.
The business partner, transaction date, account item, tax treatment, memo, amount, and related records are saved.
It can be associated with invoices, payments, bills, disbursements, expenses, orders, purchase orders, and accounting exports when your workspace uses those records.
It may be created manually, imported from CSV, synced from an accounting integration, generated by an action or workflow, or drafted with AI review.
It does not automatically prove that the source invoice, bill, payment, disbursement, or expense is correct.
Journal entries should usually follow the source operational record. If the source record is wrong, fix or explain the source record before changing accounting output.
Update or archive journal entries
To update a journal entry, open the record from the list.Update the record details, then click Update.To hide a journal entry from active views, select it and choose Archive.Archived journal entries are hidden or visually separated from active records depending on the current view.Use Activate to return an archived journal entry to active views.Archiving a journal entry does not automatically reverse the operational record that caused it. Finance teams should review whether a reversal or correction entry is needed.
Troubleshooting
A journal entry is missing from the list
Check whether it is archived, filtered out by the current view, assigned to another owner, or hidden by permissions.
The journal entry amount does not match the source record
Compare tax, fees, discounts, withholding, currency, exchange rate, partial payments, rounding, and whether the journal entry was created before the source record was corrected.
A duplicate journal entry was created
Compare source record, transaction date, amount, business partner, memo, account item, export status, and creation source. Do not export or archive either record until finance confirms the canonical entry.
Accounting export failed or produced unexpected output
Check required account items, tax treatment, business partner, transaction date, currency, and whether the same record was already exported.
A user cannot create or update journal entries
Check module access, object permissions, owner assignment, accounting workflow requirements, and access to the related source records.
Checkpoints
Before changing or exporting a journal entry, confirm the accounting record together with the operational source record.
2Updated account item2026/05/12 10:20May receipt journalCorrected account item after finance reviewSanka user
1Exported journal entry2026/05/12 11:00May receipt journalIncluded in accounting export batchSanka user
Journal entries should be checked with source invoices, payments, bills, disbursements, expenses, and accounting exports before finance-facing updates.
The journal entry appears in the journal entry list.
Update the record details, then click Update.
To hide a journal entry from active views, select it and choose Archive.
Archived journal entries are hidden or visually separated from active records depending on the current view.
Use Activate to return an archived journal entry to active views.
Archiving a journal entry does not automatically reverse the operational record that caused it. Finance teams should review whether a reversal or correction entry is needed.
