Tracking Your Accounting Journal Entries

Here’s a tool to help you keep track of your accounting general ledger journal entries…

Have you ever posted an entry and then went back and said, “Now, why did I do that?”

It’s not that uncommon. Don’t beat yourself up. Some journal entries are prepared by outside sources (bookkeeping services, tax accountants) and you just may not be familiar with them. However, even if you don’t create the journal entry, make sure you understand why you are posting it.

Other journal entries are derived from accounting schedules or payroll summaries and are fairly routine. Either way, you should be tracking your journal entries and have an easy way to justify each one.

An easy way to keep track of your journal entries is to have a binder with the following:

  • An excel spreadsheet that tracks your journal entries (see example below)


  • Supporting documents for journal entry attached (or note location where they are kept)
  • Section for financial reports (print reports monthly as part of your internal controls)
  • Section for financial schedules (such as a depreciation schedule or amortization schedule).

The first page of your binder should be your “Month End Closing Procedures” (what? You don’t have that written out! Click here, for an example of monthly closing procedures for your accounting department).

Aplos Academy discusses church accounting, nonprofit accounting, Form 990, fundraising, and guides for using Aplos software. Take a look around and subscribe to get new articles by email. All articles are the property of the author. © Permission granted to post articles in their entirety if credit to author and link to is also included.

Good luck and remember this academy is not meant to be a substitute for professional services, just a helpful resource. Always consult a CPA or trusted professional if you seek tax or accounting advice.

Alex is the Product Manager for Aplos; he works with the development team to make changes and enhancements to the software, and trains employees on any new additions. A patient teacher, Alex loves to break down IT and financial concepts to make them easy to understand and to apply to real life situations. In his lessons on Aplos Academy, he also draws on his degree in Business Administration and Management and experience serving at his own church.

Leave a Reply

Your email address will not be published. Required fields are marked *