> For the complete documentation index, see [llms.txt](https://www.zerabooks.com/help/llms.txt).
# Record a journal entry
Use a journal entry for adjustments that don't move money through a bank, such as accruals, prepaid expenses, depreciation or corrections between categories.
## When to use a journal entry
A **journal entry** records an amount moving between categories in your books without money going in or out of a bank or card account. Every entry has at least two lines. A **debit** is an amount on the left side of an entry (it increases assets and expenses), and a **credit** is an amount on the right side (it increases liabilities, equity and income). The debits and credits of one entry must add up to the same total.
Typical uses are spreading a prepaid insurance policy over the months it covers, recording depreciation, or moving an amount from one category to another.
{% hint style="info" %}
**Tip:** If money actually came into or left a bank or card account, use **Pay In**, **Pay Out** or **Transfer** instead. See [Record money in, money out and transfers](https://www.zerabooks.com/help/ledger-and-categories/record-money-in-money-out-and-transfers).
{% endhint %}
## Record the entry
1. In the left navigation, click **Accounting** › **Ledger**.
2. Click **Add Transaction**. The editor opens on the **Journal** tile.
3. Optionally enter a **Reference** (up to 100 characters).
4. Check the **Date**. It starts on today, or on the last day of the period you're viewing if today is outside it. Type a date as YYYY-MM-DD or click the calendar.
5. Optionally add a **Memo** (up to 500 characters) that explains the entry.
6. Under **Journal lines**, fill in each line: a **Description**, an amount in either **Debit** or **Credit** (entering one clears the other), the **Category**, and optionally a **Party**.
7. Click **Add line** for more lines. An entry can have between 2 and 200 lines.
8. Check the totals under the lines: **Debits**, **Credits** and **Difference**. The **Difference** must be 0.00.
9. Click **Save & Close**. To keep the editor open, click the arrow next to it and choose **Save**, or **Save & New** to start another entry.
The entry appears in the register of every category it touches, and in your financial statements.
## Messages you might see
The save button stays unavailable until the entry is valid. The message under the lines tells you what to fix:
| Message | What to do |
| --- | --- |
| "Debits and credits differ by {amount}." | Adjust a line so the debit and credit totals match. |
| "Every line needs a category." | Choose a **Category** on every line. |
| "Every amount must be nonzero and have no more than two decimal places." | Remove empty lines or round the amount to cents. |
| "A transaction needs between 2 and 200 accounting lines." | Add a second line, or split a very large entry in two. |
| "Enter a valid date." | Type the date as YYYY-MM-DD. |
| "Choose {Dimension} for every line." | Fill in the required department or location field on each line. |
If the save fails on the server, you see "Couldn't save this transaction" with the reason. Your changes stay in the editor, so you can fix the problem and save again.
## Frequently Asked Questions
Why won't my journal entry save?
Usually because the debits and credits don't match. The **Difference** total must be 0.00 in your home currency. The message under the lines names the exact problem.
Can I post a journal entry to a category in another currency?
Yes. Each line is entered in its category's currency, and ZeraBooks converts it with the exchange rate for the entry's date. The entry must balance in your home currency, which the totals show.
Can I date a journal entry in a month I've closed?
No. If the date falls on or before the date your books are closed through, the save is refused with a message that names the closed date. Reopen the books first, or use a later date. See [Close and reopen the books](https://www.zerabooks.com/help/reconciliations/close-and-reopen-the-books).
Why is Add Transaction greyed out?
You don't have a chart of accounts yet. Journal entries post to categories, so create them first in the **Category Manager**. See [Set up your chart of accounts](https://www.zerabooks.com/help/ledger-and-categories/set-up-your-chart-of-accounts).
Does ZeraBooks make month-end entries for me?
Yes. Autopilot proposes recurring month-end entries such as depreciation and prepaid expenses. See [Month-end entries](https://www.zerabooks.com/help/autopilot/month-end-entries).
Can I import many journal entries at once?
Yes, up to 100 at a time from a CSV or Excel file. See [Import journal entries](https://www.zerabooks.com/help/ledger-and-categories/import-journal-entries).
What happens if I close the editor without saving?
ZeraBooks asks "Discard unsaved changes?". Click **Keep editing** to go back, or **Discard changes** to close. Anything you saved before stays as it was.
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