The accounting journal and your ledger codes
What the daily journal shows, how to set your ledger codes, how to read a day and its warnings, and how to export the journal as CSV for your accountant.
On this page
The journal turns one location's business day into debit and credit lines: turnover, VAT, tips, payments, refunds and cash movements, each on an account. You give every account your own ledger code once, then export the journal as CSV for your accountant. Verimly can send the journal to Moneybird by itself, see Connect Moneybird. For other accounting software the CSV is how the figures reach your books.
Before you start
- Reading the journal and exporting it need the VAT overview permission, the same as the VAT report. Owners, managers and the Accountant role have it by default.
- Setting ledger codes needs the Ledger codes permission. Owners and managers have it. Without it you can still see the codes, but not change them.
- Ask your accountant which ledger codes to use, or give them the account list from Settings › Accounting. Verimly does not know your chart of accounts.
- The journal works on every plan. Nothing needs to be switched on.
Set your ledger codes
- In the back office open Settings › Accounting.
- The accounts are grouped in cards: Sales, VAT, Payments, Cash register, Cash paid in, Cash paid out and Other.
- Select a row, or the edit button of a card, and enter the code of each account. Use up to 32 letters, digits, dots, dashes or slashes. Leave a field empty to remove its code.
- Save.
Rows that have not been given a code show Not set.
In a business based in the Netherlands, Fill in common numbers appears while no code is set. It fills in numbers many Dutch charts of accounts use, such as Kas 1000, Omzet hoog 8000 and Omzet laag 8010. Check them with your accountant and change any that differ.
- Sales and VAT have one row per VAT rate in use, such as Sales 21% and VAT 21%, plus an All rates row. A rate without a code of its own uses the code of All rates. It shows in grey, for example "4000 · from All rates".
- Cash paid in and Cash paid out work the same way per reason, with All reasons as the fallback.
- Payments holds the cash register, Card payments (Stripe), External card terminals, Gift cards and Tips. Cash register holds Cash to bank or safe and Cash difference. Other holds Lost disputes, Rounding and To allocate.
Codes are used when you read and export the journal. Changing a code changes the export of every day, including past days.
Read a day
- Open Reports, then Journal.
- Choose the location in the location menu at the top. With All locations selected you are asked to choose one, because an entry belongs to one location.
- Choose the business day. It starts on yesterday, and you can step to other days or pick a date. A day that has not finished yet is still changing.
The table has the columns Account, Description, Debit and Credit, with a Total row. Each account shows your ledger code next to its name, or No code when you have not set one. The line under the table reads Debit and credit match. When they differ it shows Debit and credit differ by an amount. A day without activity shows No bookings on this day.
What is booked
| Money event | Debit | Credit |
|---|---|---|
| Sales | Where the payment went (below) | Sales and VAT per VAT rate |
| Gift cards sold | Where the payment went | Gift cards |
| Paying with a gift card | Gift cards | The sale, as above |
| Tips | The payment, tip included | Tips |
| Refunds | Sales and VAT per rate | Where the money went back |
| Lost card dispute | Lost disputes | Card payments (Stripe) |
| Cash difference at closing | Short: Cash difference. Over: Cash register | Short: Cash register. Over: Cash difference |
| Cash paid in | Cash register | Cash paid in by reason |
| Cash paid out | Cash paid out by reason | Cash register |
| Cash to bank or safe | Cash to bank or safe | Cash register |
Payments are debited on the account where the money is: Cash register, Card payments (Stripe), External card terminals (older card terminals that are not Verimly Payments) or Gift cards. Tips are included in the payment and credited to Tips, because they are owed to your team and are not turnover.
Cents from rounding go to Rounding. A larger difference goes to To allocate and raises a warning.
The figures follow your reports. Sales, VAT and refunds use the same arithmetic as the VAT report, so a month of journals adds up to the output VAT of that month.
Warnings
Warnings show above the table.
| Warning | What to do |
|---|---|
| An order was paid on another day than it was sold, so payments and sales differ. The difference is on To allocate and evens out on the other day. | Look at the day before and after. An order that was paid on another business day than it was sold makes both days differ by the same amount, and the two cancel out. If they do not, check the orders and payments of that day. |
| A refund has no VAT split. Its amount is under To allocate. | Verimly could not split the refund over VAT rates, usually an older refund. Tell your accountant which refund it is, or contact support. |
| A cash register is still open. Its count difference is not in this entry yet. | Close the till, see Close the till at the end of the day. The difference appears on the day the till is closed. |
| Some lines have no ledger code. | Select Set codes next to the warning and fill in the missing codes. |
Export for your accountant
- On Reports › Journal select Export CSV. The Export journal window opens.
- Choose the period: This month (up to yesterday), Last month or Custom range. A custom range can be at most 366 days. A message tells you when the dates do not fit.
- With more than one location, choose the location or All locations.
- Select Download.
You get one CSV file with one row per journal line. The columns are date, location, account_code, account_key, description, vat_rate, debit and credit. Amounts have two decimals with a dot and no currency symbol. The file name shows the location and the period, for example journal_main-bar_2026-10-01_2026-10-31.csv.
The account_code column holds your ledger codes. The account_key and description columns hold fixed English names such as revenue.21 and sales, so a file stays the same whatever the language of your back office.
Not exported yet: Stripe fees and payouts, see below. Moneybird has a direct connection, see Connect Moneybird. For other accounting software your accountant imports the CSV. See Export your data to CSV for the other exports.
Common questions
Why does a day not balance?
Debit and credit differ when payments and sales fall on different business days, when a refund has no VAT split, or when something is still open. The difference is shown on To allocate, with a warning that names the cause. Up to 5 cents it is booked on Rounding without a warning.
Why are gift cards not turnover?
A gift card is a voucher, not a sale. Selling one is credited to Gift cards, outside VAT. When a guest pays with it, Gift cards is debited and the sale is booked as usual. See Issue and manage gift cards in the back office.
Where are the card fees and payouts?
They are not in the journal yet. With the Moneybird connection they go to Moneybird with each payout. The card payments sit gross on Card payments (Stripe). For fees and payouts use the exports under Payments, see Match a payout to your sales and Fees on card payments.
Why is the journal different from the Sales report?
Both follow business days. The Sales report works out net sales per order, the journal per VAT rate for the whole day, so the two can differ by a few cents. The VAT report uses calendar days, see Reports, the till and the bank show different totals.
A card dispute was lost. Where is it?
On the day it was lost, the amount moves from Card payments (Stripe) to Lost disputes. Turnover and VAT stay as they were. See Respond to a card dispute.
I cannot see the Journal or the settings
Your role does not include VAT overview, or Ledger codes for editing. Ask an owner to add it under Staff › Roles & permissions, see Roles and permissions.