Introduction
Manual journals in Xero are used to record adjustments or transactions that are not automatically generated through normal business processes such as bills, invoices, or payments. They are commonly used for accruals, prepayments, depreciation, or other accounting adjustments.
This guide explains how to:
Locate and access manual journals in Xero
Create and reverse manual journals
Delete or import manual journals
Where Are Manual Journals in Xero? or Why can't I see manual journals in Xero?
If you can’t find the manual journal feature, it may be due to user permissions. Only users with Advisor access can view or create manual journals.
Step 1: Ensure your Xero role is set to Advisor. If you don’t have this access, contact your Xero organisation admin to update your role.
Step 2: From the dashboard, go to Accounting, choose Manual journals.
Step 3: The Manual Journals screen will display a list of existing journals, their status (Draft or Posted), and the option to create a new one.
How to Create a Manual Journal in Xero?
Step 1: From the dashboard, go to Accounting, choose Manual journals.
Step 2: Click New Journal to create a journal entry to record the claim:
Step 3: Fill in the required fields:
Journal Date: The date of the transaction or adjustment.
Narration: A short description of the purpose of the journal (e.g., “Accrual for December utilities”).
Reference: Optional field for internal tracking or audit notes.
Account: Choose the ledger account (e.g., Utilities, Accruals, Depreciation).
Description: Add a clear note about the transaction.
Debit and Credit: Enter the appropriate amounts ensuring the journal balances.
Tax Rate: Apply if applicable (usually “No Tax” for journals).
Step 4: Review your journal. You can:
Click Save as Draft if you’re not ready to post it.
Click Post to record it in your general ledger immediately.
How to Reverse a Manual Journal in Xero?
What Is the Auto Reversing Date in Manual Journals in Xero?
The Auto Reversing Date allows you to set a specific date for Xero to automatically create and post a reversing journal.
This is commonly used for adjustments such as accruals, prepayments, or temporary entries, ensuring the transaction is automatically reversed in the next accounting period without needing manual updates.
Step 1: From the dashboard, go to Accounting, choose Manual journals.
Step 2: Open the journal you want to reverse.
Step 3: Click Journal Options, select Reverse.
Step 4: Review the reversal details and click Post.
A new journal will be created with the same accounts and amounts but reversed debits and credits.
How to Create a Repeating Manual Journal in Xero?
Step 1: From the Xero dashboard, go to Accounting, select Manual journals.
Step 2: Click New Repeating Journal.
Step 3: Enter the First Journal Date (the date the first journal will be created). You can also set an End Date if the schedule should stop after a certain period.
Step 4: Enter how often the journal should repeat (for example, every 1 month or every 2 weeks).
Step 5: Choose what happens each time a journal is generated.
Step 6: Enter the Journal Date, Narration, select the Account Codes and enter the debit and credit amounts for each line item.
Step 7: Insert a placeholder if you want to automatically include the month and year in each repeating journal.
Step 8: Review all details, then click Save.
Once created, Xero will automatically generate the journal on each scheduled date based on your chosen frequency.
How to Delete a Manual Journal in Xero?
Step 1: From the dashboard, go to Accounting, choose Manual journals.
Step 2: Find the journal you want to delete (must be in Draft status).
Step 3: Tick the checkbox next to the journal and click Delete.
Note: Posted journals cannot be deleted — you must void them instead.
How to Import Manual Journals into Xero?
If you need to create multiple journals at once, Xero allows importing via CSV.
Step 1: From the Manual Journals page, click Import.
Step 2: Download the CSV template provided by Xero.
Step 3: Fill in your journal data, including Date, Narration, Account Code, Description, Debit, and Credit.
Step 4: Upload the completed file and click Continue.
Step 5: Review the import summary and click Complete Import.
Your journals will appear in Xero as Draft entries, ready for review or posting.
How to Export Manual Journals from Xero?
Step 1: From the Xero dashboard, go to Accounting, select Reporting, then click All reports.
Step 2: Under the Taxes and Balances section, select Journal Report.
Step 3: Apply the relevant filters or set the date range to locate the journals you want to export. Then, click Update.
Step 4: Once the list appears, click the Export button at the bottom right corner. Choose the file format you prefer — either PDF or CSV.
Step 5: The selected file will be downloaded to your device, and you can open it for review or recordkeeping purposes.
Frequently Asked Questions (FAQs) about Manual Journal in Xero
Q: Why can’t I see the Manual Journals option in my Xero account?
A: Only users with Advisor access can view or create manual journals. Ask your organisation admin to grant this permission.
Q: Can I attach files to a manual journal?
A: Yes. You can attach supporting documents (e.g., workpapers or receipts) to the journal before posting.
Q: What happens if my journal doesn’t balance?
A: Xero won’t allow you to post an unbalanced journal — ensure total debits equal total credits before saving.
Conclusion
Manual journals in Xero are essential for recording non-standard or adjusting entries. By understanding how to create, reverse, and automate them, you can maintain accurate financial records and streamline month-end or year-end processes.