---
title: "Journal Entry Overview"
slug: "journal-entry-overview"
description: "Overview of R365 journal entries: manual creation, import, system-generated entries, available actions, permissions, and allocation integrations."
updated: 2025-12-02T21:20:48Z
published: 2025-12-02T21:20:48Z
canonical: "docs.restaurant365.com/journal-entry-overview"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Journal Entry Overview

The general ledger is a comprehensive record of all financial transactions for an organization, including journal entries. A journal entry is a specific record within the general ledger that details a single transaction. Journal entries capture financial events, track changes to individual accounts, and serve as the foundation for preparing financial statements.

Journal entries can be [manually entered](/doc/docs/new-journal-entry), system generated, or [imported](/doc/docs/importing-journal-entries) in to Restaurant365.

> This article references the [new journal entry experience](/doc/docs/journal-entry-update-2025), which will be enabled for all customers in 2026.
> 
> At that time, the classic journal entry experience will no longer be supported.
> 
> See [Classic journal entry documentation](/doc/docs/classic-journal-entries).

---

## Security

The following permissions are associated with journal entries:

- General Ledger
  - Journal Entries
    - View Journal Entries
    - Edit Journal Entries
    - Create Journal Entries
    - Approve Journal Entries
    - Unapprove Journal Entries
    - Delete Journal Entries
  - Payroll Journal Entries
    - View Payroll JEs
    - Edit Payroll JEs
    - Create Payroll JEs
    - Approve Payroll JEs
    - Unapprove Payroll JEs
    - Delete Payroll JEs

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access).

---

### Journal Entry Actions

There are several action options available on journal entries.

Journal entries can be:

- [**Memorized**](/doc/docs/creating-a-memorized-journal-entry): Creates a template or auto-recurring journal entry at the user’s selected cadence.
- [**Spread**](/doc/docs/transaction-spreading): Distributes a journal entry at the user’s selected cadence.
- [**Reversed**](/doc/docs/reversal-journal-entry)**:** Creates an offsetting journal entry.
- **Duplicated:** Creates a copy of the journal entry that can be edited.
- [**Imported**](/doc/docs/importing-journal-entries)**:** Allows a user to build a journal entry on an excel sheet and import the journal entry into R365.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SUTO1H7J.png)

---

## Additional Journal Entry Features

Preset allocations and GL Allocation templates can be used in conjunction with journal entries.

### Preset Allocations

A [Preset Allocation](/doc/docs/preset-allocations-overview-security) is a list of GL Accounts and their Locations that a transaction amount can be spread to when it is applied to an AP Invoice or Standard Journal Entry. The amount spread is based on the allocation percentage noted for each GL account on the Preset Allocation record. Preset Allocations can be built, maintained, and enabled for transactions from the Preset Allocations page.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-D9D8WXP4.png)

### GL Allocation Templates

[GL Allocation Templates](/doc/docs/gl-allocation-templates-overview-security) are custom-made Journal Entry templates that allow one Source GL Account to have its account balance allocated to one or more Destination Accounts. This distribution is defined by the percentage entered for each account in the template form. As needed, the template can be put in use and will auto-fill with the correct amounts distributed to each Destination Account without the need to update any entries.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HMEZ0HBY.png)

Journal entry (JE) Record posted to the General Ledger to document financial activity.

Access rights granted to users or user roles that dictate what actions they can perform within the system.

Restaurant365

Financial account used to record specific transactions in the general ledger.