Cybooks

View the journal report

This guide covers how to view and export the journal report, which lists all journal entries posted during a selected period.

Every transaction in Cybooks -- whether an invoice, bill, expense, payment, or manual journal -- creates a journal entry with balanced debit and credit lines. The journal report gives you a chronological view of these entries so you can review exactly what was posted, which accounts were affected, and who posted it.

View the journal report

  1. In the sidebar, go to Reports > Journal Report.

  2. Select a date range using the Date range picker at the top right. The report defaults to the current month. You can pick a preset period or set a custom date range:

    • This month, This quarter, This financial year
    • Last month, Last quarter, Last financial year
    • Month to date, Quarter to date, Year to date
    • Custom date range -- select specific start and end dates

  3. Click Update to load the report for the selected period.

  4. Review the report. Each journal entry is shown as an expandable row that lists its individual debit and credit lines. The columns are:

    • Date -- the journal entry date and ID. The first column shows the entry identifier (e.g. "ID 42 - INV-0012") with contextual detail such as the document reference, bank transfer accounts, or manual journal note.
    • Journal ID -- the journal entry sequence number.
    • Account Code -- the chart of accounts code for each line.
    • Account -- the account name for each line.
    • Debit -- the debit amount for the line, displayed in your base currency. Shows "-" if no debit.
    • Credit -- the credit amount for the line, displayed in your base currency. Shows "-" if no credit.
    • Posted Date -- the date the journal entry was last updated.
    • Posted By -- the name of the user who created the entry, or "System Generated" for entries created automatically by transactions.

    Each journal entry group shows a Total row at the bottom summarising the total debits and credits for that entry.

Customise visible columns

You can show or hide columns to focus on the information you need.

  1. Click the Columns dropdown at the top right.

  2. Select or deselect columns to toggle their visibility. Available columns include Journal ID, Account Code, Account, Debit, Credit, Posted Date, and Posted By.

The column selection applies immediately to the report grid.

Export the report

  1. Click the three-dot menu icon at the top right of the report.

  2. Select Excel to download the report as an XLSX file.

The file is downloaded automatically with a filename that includes the report type and current date.

Frequently asked questions

What types of entries appear in the journal report? All journal entries are included: invoices, credit notes, bills, expenses, vendor credits, payments, bank transfers, manual journals, payroll entries, opening balances, VAT returns, and categorised bank transactions.

What does the entry description show? The description varies by transaction type. For invoices and bills, it shows the document reference number. For bank transfers, it shows the source and destination accounts. For payroll, it shows the pay-run period. For manual journals, it shows the journal note. For reversed entries, it indicates which entry was reversed.

Can I change the date range without reloading? You can adjust the start and end dates freely, but you must click Update to refresh the report with the new period.

What currency is used? All amounts are displayed in your base currency.

What does "System Generated" mean in the Posted By column? Entries that were created automatically by the system -- such as when you approve an invoice or record a payment -- show "System Generated" instead of a user name.

What's next