How to create a journal voucherكيفية إنشاء قيد محاسبي

This guide walks one entry from an empty form to a saved, numbered voucher. For what a voucher is and what each column means, read Journal vouchers first.

The example: 1,000,000 LBP of freight paid in cash. Freight is an expense, so it is debited; the cash box paid it, so it is credited.

1. Open a new voucher

From the left menu open Journal vouchers, then click New in the ribbon. A tab opens named New Voucher 1 - it keeps that name until you save.

Three things are already filled in, and it is worth knowing where they came from:

• Number is empty on purpose. Libra assigns it when you save, not before.
• Date is today. Change it if the entry belongs to a different day - this is the date the entry counts for, and the one that decides which exchange rate applies.
• One empty line is already in the grid, in the company's first currency, with today's rates filled in.

2. Fill in the header

• Type - leave it on Vouchers for an ordinary entry.
• Branch - the branch the entry belongs to.
• Reference - your own reference. Use the number of whatever document the entry comes from, so you can find it again: an invoice number, a receipt number, a file number.
• Description - explain the entry in words. This is what appears on the list screen and on statements, and it is what makes an entry understandable a year later. Write it for someone else.

3. Enter the first line

Click into the Ledger cell and type the account number. You do not need the full name - typing 60181 is enough, and Libra completes it to 60181 - Freight.

Then type the amount into Debit.

Look at the bottom of the screen. Totals are not matching is showing in red, and the Balance column carries the full 1,000,000. That is correct - the entry is genuinely incomplete, because nothing has been credited yet.

Two columns fill themselves in as you type:

• Equiv. Amount LBP and Equiv. Amount USD convert the line into both company currencies using the rates on the line. You never type these.
• If the account carries auxiliaries - a supplier, a client, an employee, a bank - the PID column becomes the place to name which one. Accounts that do not use auxiliaries leave it empty.

4. Add the balancing line

Press ↓ (the down arrow) to add a second line, then fill it the same way: 531 in Ledger, which completes to 531 - Cash, and the amount in Credit this time.

The red warning has gone, and Balance reads 0.000 on both the LBP row and the USD row. The voucher is now complete.

A voucher is not limited to two lines. One debit can be balanced by several credits, or the other way round. Keep pressing ↓ and adding lines - all that matters is that both currency rows end at zero.

5. Save

Press F12 to save.

Two things confirm the save, and they are worth checking every time:

• The tab is no longer New Voucher 1 - it now carries the voucher's number.
• The Number field has filled in, here 001-2026-JV-15.

The fields go grey because the voucher is now a saved record rather than a form you are filling in.

6. Keyboard shortcuts

These work on the voucher form and save a great deal of reaching for the mouse:

7. If something is wrong

• Totals are not matching won't go away. Check every line's Currency column, not just the amounts. A line entered against an account held in the other currency balances one currency row and not the other.
• The account number is not accepted. Only accounts that entries can be posted to are accepted - a heading that has children beneath it is not one of them. See The chart of accounts.
• The rate looks wrong. The rate comes from the voucher's Date, not from today. Fix the rate first - see How to set an exchange rate - then re-enter the voucher.