PROSPERO FINANCIALS

Journal Entries

Journal Entries is Prospero's most direct line into the general ledger — the same posting engine that runs every invoice, bill, and payment in the system. Build a balanced entry, review it as a Draft, and post it knowing it can't quietly drift out of balance or vanish without a trace.

Everything you need to post directly to the ledger, built in.

1. Draft first, post when ready

Every entry saves as a Draft that has zero effect on your GL or financial reports. Build it, review it, come back to it later — nothing hits your books until you explicitly post it.

2. Can't save an entry that doesn't balance

Total debits have to equal total credits before an entry can be saved or posted — the fundamental rule of double-entry accounting, enforced by the software instead of left to a reviewer to catch.

3. Posted means permanent

Once posted, an entry can't be edited — only voided, which posts a reversing entry rather than silently deleting the original. Every number in your financials traces back to something that's still there to see.

4. Segment-level detail on every line

Tag class, department, or entity to individual lines for reporting detail beyond the chart of accounts — without adding accounts you don't need.

5. Recurring templates for entries you repeat

Save the structure of a monthly depreciation entry, a recurring accrual, or any entry you post every period — including lines with variable amounts you fill in at posting time — and post from the template in a couple of clicks instead of rebuilding it.

Built for anyone who needs to touch the ledger directly.

Bookkeepers and accountants — record the entries that don't have a dedicated screen: accruals, corrections, depreciation, allocations.

Businesses with a review step — save entries as Draft for someone else to check before they're posted.

Anyone posting the same entry every month — recurring templates turn a five-minute rebuild into a thirty-second post.

Most of what ends up in your GL — invoices, bills, payments — never needs a manual journal entry at all. This is for the transactions that don't fit anywhere else.

From blank entry to posted, in three steps.

Step 1 — Build the entry

Enter a date and description, then add at least two lines with an account and either a debit or credit amount each.

Step 2 — Save as Draft

A balanced entry saves as a Draft with no effect on your GL — review it whenever you're ready.

Step 3 — Post it

Posting records the entry permanently in the general ledger. It appears on every financial report from that point forward.

The same posting engine behind everything else in Prospero.

Journal Entries isn't a separate module bolted onto the GL — it's the same posting mechanism that records every invoice, bill, and payment in the system, just exposed directly. Learning how a manual journal entry balances, saves, and posts in Prospero is learning how the entire ledger actually works underneath.

FAQ's

What's the difference between Draft and Posted?

A Draft entry is fully editable and has no effect on your financials. Posting makes it permanent and puts it on every report — only Draft entries can be posted.

Can I edit a posted entry?

No. Posted entries can only be voided, which creates a reversing entry rather than deleting or silently altering the original — your audit trail stays intact.

Can I import journal entries in bulk?

Yes. Upload a CSV or Excel file with entry number, date, account, description, and debit/credit columns; rows sharing the same entry number are grouped into one entry, and you can choose to import as Draft or post immediately.

How do recurring templates handle amounts that change each month?

Mark specific lines as variable when you build the template. At posting time, Prospero prompts for just those amounts instead of the whole entry.

Does a manual journal entry work differently from an invoice or bill under the hood?

No — invoices, bills, and payments all post through the same underlying mechanism a manual journal entry uses. Journal Entries just gives you direct access to it.

Post with confidence, not crossed fingers.

Use Journal Entries whenever the built-in screens don't cover it.