Overview
Agatabo automatically creates journal entries for every financial transaction. Each entry type corresponds to a specific operation and follows predefined accounting rules.What is a Journal Entry Type?
A journal entry type identifies what kind of transaction the entry represents (e.g., deposit, loan disbursement, expense). Purpose:- Categorize transactions for reporting
- Apply correct accounting treatment
- Enable filtering and searching
- Maintain audit trail
All Journal Entry Types
Savings & Deposits
DEPOSIT
- Description: Member contribution to savings
- Accounting: Debit Cash, Credit Member Savings
- Example: Member deposits 10,000 RWF
WITHDRAWAL
- Description: Member withdraws from savings
- Accounting: Debit Member Savings, Credit Cash
- Example: Member withdraws 5,000 RWF (if policy allows)
Loans
LOAN_DISBURSEMENT
- Description: Loan granted to member
- Accounting: Debit Loan Receivable, Credit Cash or Member Savings
- Example: 500,000 RWF loan disbursed
LOAN_PAYMENT
- Description: Member repays loan installment
- Accounting: Debit Cash, Credit Loan Receivable (principal) + Interest Income
- Example: 50,000 RWF payment (45,000 principal + 5,000 interest)
LOAN_PENALTY
- Description: Late payment penalty applied
- Accounting: Debit Loan Receivable, Credit Penalty Income
- Example: 2,000 RWF late fee added to loan balance
LOAN_INTEREST_ACCRUAL
- Description: Interest earned but not yet collected (accrual accounting)
- Accounting: Debit Interest Receivable, Credit Interest Income
- Example: Month-end interest accrual on outstanding loans
LOAN_WRITE_OFF
- Description: Uncollectible loan removed from books
- Accounting: Debit Bad Debt Expense (or Reserve), Credit Loan Receivable
- Example: 100,000 RWF loan written off as uncollectible
Expenses
EXPENSE
- Description: Operating expense paid
- Accounting: Debit Expense Account, Credit Cash
- Example: 50,000 RWF rent paid
BANK_CHARGE
- Description: Bank fees deducted from account
- Accounting: Debit Bank Charge Expense, Credit Cash
- Example: 1,500 RWF monthly account maintenance fee
Fixed Assets
ASSET_ACQUISITION_CASH
- Description: Asset purchased with cash
- Accounting: Debit Fixed Asset, Credit Cash
- Example: 500,000 RWF equipment purchased
ASSET_ACQUISITION_COLLATERAL
- Description: Asset received as loan collateral (foreclosure)
- Accounting: Debit Fixed Asset, Credit Loan Receivable
- Example: Repossessed property valued at loan balance
ASSET_ACQUISITION_GIFT
- Description: Asset donated to organization
- Accounting: Debit Fixed Asset, Credit Donation Revenue
- Example: Computer equipment donated
ASSET_DISPOSAL
- Description: Asset sold or discarded
- Accounting: Debit Cash (if sold) or Loss on Disposal, Credit Fixed Asset
- Example: Old furniture sold for 50,000 RWF
Reserves
RESERVE_ALLOCATION
- Description: Money allocated to reserve fund
- Accounting: Debit Reserve (equity), Credit Cash (if transferred) or book entry only
- Example: 200,000 RWF allocated to loan loss reserve
RESERVE_RELEASE
- Description: Money released from reserve back to general funds
- Accounting: Debit Cash (if transferred), Credit Reserve
- Example: 50,000 RWF released from emergency reserve
Dividends
DIVIDEND_DISTRIBUTION
- Description: Profit distributed to members
- Accounting: Debit Retained Earnings, Credit Member Savings (each member)
- Example: 1,000,000 RWF dividend pool distributed proportionally
Manual Entries
MANUAL_JOURNAL_ENTRY
- Description: Accountant-created entry for corrections or adjustments
- Accounting: Custom (specified by accountant)
- Example: Correction of prior period error
ADJUSTMENT
- Description: End-of-period adjustment (accruals, prepayments, etc.)
- Accounting: Varies
- Example: Accruing unpaid salaries at month-end
Period Closing
CLOSING_ENTRY
- Description: Automatic entry created when period closes
- Accounting: Close revenue/expense accounts to zero, transfer net income to retained earnings
- Example: Year-end closing entry transfers 950,000 RWF profit to equity
OPENING_ENTRY
- Description: Opening balances for new period (rare, used in migrations)
- Accounting: Establishes beginning balances
- Example: Initial setup when migrating to Agatabo
Finding Journal Entries by Type
In Agatabo:- Navigate to General Ledger > Journal Entries
- Filter by Entry Type dropdown
- Select type (e.g., LOAN_DISBURSEMENT)
- See all entries of that type
- Review all deposits in a month (filter by DEPOSIT)
- Audit all loan disbursements (filter by LOAN_DISBURSEMENT)
- Track expense payments (filter by EXPENSE)
Entry Type Naming Conventions
Past tense: Entry types use past tense because they record completed transactions- DEPOSIT (not DEPOSITING)
- LOAN_DISBURSEMENT (not DISBURSE_LOAN)
- LOAN_PAYMENT
- RESERVE_ALLOCATION
- “DEPOSIT” displays as “Savings Deposit”
- “LOAN_DISBURSEMENT” displays as “Loan Granted”
Automatic vs Manual Entries
Automatic (system-created):- DEPOSIT, WITHDRAWAL
- LOAN_DISBURSEMENT, LOAN_PAYMENT
- EXPENSE, BANK_CHARGE
- DIVIDEND_DISTRIBUTION
- CLOSING_ENTRY
- MANUAL_JOURNAL_ENTRY
- ADJUSTMENT
- ASSET_ACQUISITION_*
- RESERVE_ALLOCATION, RESERVE_RELEASE
- LOAN_WRITE_OFF
Entry Type Metadata
Each journal entry includes:- Type: Category (e.g., DEPOSIT)
- Date: Transaction date
- Amount: Total amount (sum of credits = sum of debits)
- Description: Human-readable explanation
- Reference: Link to source transaction (e.g., loan ID, deposit ID)
- Created by: User who initiated transaction
- Lines: Debit and credit lines with accounts and amounts
Reporting by Entry Type
Common reports filtered by entry type: Revenue report:- Include: LOAN_PAYMENT (interest portion), LOAN_PENALTY
- Exclude: DEPOSIT (not revenue, just liability increase)
- Include: EXPENSE, BANK_CHARGE
- Exclude: LOAN_DISBURSEMENT (not expense, just asset transfer)
- Cash inflows: DEPOSIT, LOAN_PAYMENT
- Cash outflows: WITHDRAWAL, LOAN_DISBURSEMENT, EXPENSE
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