Entering a journal entry

An entry is an accounting operation: a date, a label and lines on the debit and credit sides. This guide shows how to enter one, review it, fix it and get it posted.

Example followed in this guide: on 5 November 2026 the bank debited €12.50 of account-keeping fees. You see it on the statement and want to record it.

Where: Finance › Comptabilité › Saisie › Journal. Right to enter: Prepare the accounts. Right to post: Post an entry (treasurer).

Debit and credit in two sentences

Each line has an account and an amount, either on the debit or on the credit. An entry is right when total debits equal total credits. Here: the fees are an expense (debit of the bank-fees account), paid by the bank (credit of account 512).

Step 1: check the fiscal year

At the top of the application, the fiscal year shown must be the one of the operation's date. An entry in a closed year is refused.

Step 2: open a new draft

Go to Finance › Comptabilité, tab Saisie, then Journal.
Click Nouveau brouillon.

You should see: a form with the fiscal year, the journal, the entry date, a label, a reference, then a table of lines (Compte, Tiers, Libellé ligne, Débit, Crédit).

Step 3: fill in the header

Field	What to put	In the example
Journal	The kind of operation: `BQ` bank, `CS` cash, `AC` purchases, `VT` sales, `OD` miscellaneous	`BQ`
Date écriture	The date of the operation	05/11/2026
Libellé	A sentence that makes sense alone in a year	Account-keeping fees November 2026
Référence pièce and Date pièce	Number and date of the supporting document	November statement

A good label

Write what you would like to read in a year: Account-keeping fees November 2026, not fees. The label also helps find the entry and reconcile it with the statement.

Step 4: enter the lines

Lines add themselves: an empty line appears as soon as you fill the last one.

Account	Third party	Line label	Debit	Credit
627… Bank fees	—	Account-keeping fees	12.50
512… Bank	—	Account-keeping fees		12.50

For each line:

Click in Compte and type the start of the number (for example 627): the list filters.
If the account requires a third party (the Tiers box asks for it as "obligatoire"), choose the person or supplier. Here, none.
Enter the amount in Débit or Crédit, never both.

You should see, under the table, the green message Écriture équilibrée. If you see an orange message with a gap, an amount is missing: the Équilibrer button puts the gap on the first empty line (you still choose its account).

Step 5: save the draft

Click Enregistrer le brouillon.

You should see: "Écriture enregistrée" and a Brouillon tag. A new Pièces jointes block appears under the lines: it only exists after the first save.

Step 6: attach the document

In Pièces jointes, add the statement or invoice (PDF or photo). In the entry list, a paperclip marks entries that have a document.

A document cannot be removed once the entry is posted

While the entry is a draft you can remove a document. After posting, the document stays. Make sure it is the right one.

Step 7: get it posted

Office: your work stops here. The entry is a draft; it appears in the Écritures à valider card of the treasurer's Comptabilité › À faire.

Treasurer:

Journal, quick filter Brouillons.
Open the entry and review: date, journal, accounts, third parties, amounts, document.
Poster le brouillon, then confirm Poster l'écriture in the "Poster ce brouillon ?" window.

You should see: the state changes to Posté, the entry gets a sequence number and shows as locked.

To post several drafts at once: tick the lines (or Sélectionner tous les brouillons visibles), then Poster la sélection.

Correcting a mistake

Situation	What to do
The draft is wrong	Modifier le brouillon, fix, Enregistrer les modifications. Or Supprimer l'écriture if useless.
The entry is posted and wrong	Reverse it: open the entry, Créer la contrepassation, write the reason. An opposite draft is created; the treasurer posts it. Then enter the right entry.
Several drafts to combine	Tick them then Fusionner la sélection.

Never delete a posted entry

It cannot be deleted: it is reversed. If you do not know how, tell the treasurer.

If the draft was already reconciled with a bank line, changing its date, journal, an account, an amount or a third party unlinks the reconciliation: the statement line becomes "unreconciled" again. Changing only a label changes nothing.

Saving time

Nouveau brouillon à partir de cette écriture: copies an existing entry (next month's fees, for instance). Change the date and the label.
Depuis un modèle: the treasurer prepares templates for repetitive entries (Comptabilité › Paramètres › Modèles). You pick the template and only enter amounts.
Filters: by journal, state, date, amount, member, account number. The shortcuts Brouillons, Validées, À rapprocher, Écarts bancaires, Sans tiers cover the usual needs.

Treasurer's checks

Once a month, in the Journal:

Click Breaking control rules: the list must be empty. Otherwise each flagged entry has an expense entered directly against the bank or cash, or a purchase without a supplier account.
Use the Control rule filter to target one rule (see the “Accounting control rules” guide).
Set as start date the day of the switch to the ERP (20/08/2026) so the history taken over from Vulcain is not shown.

Cases allowed in the bank without an invoice: expense claims (6xx → 4671), bank fees (627x, as in the example), taxes (63x), salaries (64x), financial charges (66x).

If it does not work

Problem	What to do
"Écriture non équilibrée"	Debits and credits do not have the same total. Use Équilibrer or fix an amount.
Cannot save: "tiers obligatoire"	The chosen account requires a third party. Pick it in Tiers (member for a 411, supplier for a 401).
Cannot post: "Tiers manquant: account … requires a third party"	A line of a draft is on an account that requires a third party (401, 411, aircraft account…) and has none. Open the draft, fill in the line's third party, save, then post. A posted entry can no longer be edited: reverse it and enter it again.
Fiscal year refused	The date is not in the year shown, or the year is closed. Change the year or see the treasurer.
No Poster button	Your role does not have the Post an entry right: leave the entry as a draft.
The Nouveau brouillon button is missing	Your role does not have the Prepare the accounts right.