Journal Entries
Most postings happen automatically — invoices, bank matching, and approvals write to the ledger for you. A manual journal entry is for everything else:
- Corrections — fix a posting that went to the wrong account.
- Transfers — move money between accounts (bank to bank, clearing accounts).
- Opening balances — bring balances in when you start with neoo.
- Accountant requests — depreciation, accruals, year-end adjustments your accountant asks you to book.
Go to General Ledger → Add Transaction (requires the GL add permission). Every entry must balance — debits equal credits — and the form won’t let you post until it does.
Header
Fill in the entry’s basics before the lines:
| Field | What it’s for |
|---|---|
| Reference | The entry’s number. Leave it blank to have one generated automatically; depending on your number settings the field may be locked. |
| Currency / Exchange Rate | For entries in a foreign currency; the exchange rate appears only when you pick a non-base currency. |
| Date | The posting date — this decides which period and VAT filing the entry falls into. |
| Department | Assigns the entry to a department, if you use them. |
| Description / Notes | What this entry is about — a clear description makes the journal searchable later. |
| Reference Documents | Attach one or more files (a receipt, a bank advice, your accountant’s instruction) so the paper trail stays with the posting. |
Journal lines
Under Journal Entries, add one line per account with Add Line. Each line takes an Account and an amount in either Debit or Credit. Expand a line to add a Project (if you use projects), Source, or Memo for finer tracking.
If line VAT is enabled for your dataset, each line also carries a Tax Accno and a Tax Amount — the amount is calculated automatically from the rate and stays editable if the document shows a slightly different figure. Tax codes are date-aware: expired rates don’t appear, and if you change the entry’s date, line taxes that are no longer valid on the new date are removed with a notice.
The totals row shows running debit, credit, and the difference — green means balanced and ready to post.
Reverse charge (Bezugsteuer)
When you buy services from a foreign supplier that doesn’t charge Swiss VAT, you must declare the VAT yourself — output VAT and the matching input VAT (Vorsteuer) in one entry. In the line’s tax dropdown, pick the Reverse Tax NN% option — neoo tags the matching counter line for you when it’s unambiguous; in larger multi-line entries you tag the second line yourself. Both legs — the input-VAT side and the Bezugsteuer output side — must carry it and match, and the entry must be tax-excluded (Tax Included off). You don’t need to memorise the rules: clear error banners guide you until the entry is valid.
These postings are picked up by the VAT Report, which also warns you when a foreign supplier’s bill looks like it’s missing a reverse charge.
Saving and posting
Two checkboxes change what Post does:
- Pending — tick it before posting to save the entry as a draft. Pending entries don’t affect your reports and don’t appear in the GL Journal — reopen one from Last 5 Transactions below the form; use this for entries you want a second look at before booking them for real.
- Tax Included — treat the line amounts as gross; line taxes are recalculated out of the amounts instead of added on top.
The action buttons:
- Post — books the entry.
- Post as New — posts what’s on screen as a separate new entry, leaving the entry you loaded untouched.
- New Number — fills Reference with the next free number, nothing more. Use it before Post as New so the copy doesn’t carry the original’s reference.
- Reversal — the clean way to undo a posted entry. It replaces what’s on screen with an unsaved mirror copy: debits and credits swapped, the reference prefixed with REVERSE-, the date reset to today, attachments not carried over. Review it and Post it yourself (Post as New if the original sits behind the period lock) — only then do both entries stand in the books and cancel out. Change the date first if the reversal must fall in the same period as the original.
- Delete — removes the entry entirely. The button is hidden for every entry when Enforce Transaction Reversal for all Dates is switched on (see Closing the Books).
If a period lock is in place (see Closing the Books), entries dated on or before the lock date can’t be posted or deleted — the buttons are absent rather than disabled. Post as New with an open date is the way to rescue an entry stuck behind the lock.
Below the form
Last 5 Transactions shows the five journal entries with the latest dates so you can spot-check what you just booked or jump back into one. When you’re editing an existing entry, a History timeline shows who changed what and when.
To find older entries, use the GL Journal.