How do I make a journal transfer in agentOS?

A journal transfer is required when you need to move money between people and specific sub-accounts. Standard transfers between people are simpler and faster when moving between main accounts, but a journal transfer must be used when the movement involves sub-accounts such as Outstanding General, Outstanding Bond, or Tenant Bond Held.

Accessing Journal Transfer

There are two ways to access the Journal Transfer function:

1. Go to Accounts in the top navigation, then select Journal Transfer from the accounting toolbar.
2. Open any person's record, click the Actions menu, and select Journal Transfer from the dropdown list under the Accounting section.

Completing the Journal Transfer

1. Enter a description for the transfer. This will appear on all accounts involved, so make it clear and informative — for example: Correcting account balance due to incorrect amount moved on 18/02/25 OR Making Bond Undue.
2. If relevant, select a Nominal Code from the dropdown.
3. Click the Add button to begin adding journal entries.

Adding the first entry (the deduction)

In the Person Account Entry field, start typing the name of the person you are moving money from. The field will auto-populate with matching results — select the correct person.

In the Amount field, enter the amount as a negative figure (for example: -300). This is because the first movement always takes money away from an account before it can be placed elsewhere.

Select the appropriate Account Type from the dropdown. The current balance of the account is displayed so you can confirm you are using the correct one.

Click Add to save this entry.

Adding the second entry (the deposit)

Click Add again from the main Journal Transfer screen.

Search for the person whose account you are depositing the money into, and select them.

This time, enter the amount as a positive figure (for example: 150). You are now depositing funds, so no minus sign is needed.

Select the appropriate Account Type for the receiving account, then click Add.

Confirming the transfer

Once both entries have been added, check that the total shown at the bottom equals £0.00. This confirms that the deduction and deposit balance each other correctly. If the total does not equal zero, review your entries before proceeding.

When you are satisfied, click Journal Transfer to confirm and complete the process.

Moving money involving a company account

If you need to journal from a company account, toggle the Company Account Entry option to Yes when adding the entry. You can then select the relevant company account from the dropdown.

⚠️ Important: When journalling from a company account, never journal to or from a bank account. Only use special accounts such as General.

If you need assistance with journal transfers, contact support@agentos.com.