Other prime records - General journal for non-routine items

Learning Outcomes

After reading this article, you will be able to describe the purpose and format of the general journal, explain its role in recording non-routine transactions, prepare concise journal entries with correct narratives, and distinguish general journal use from other prime records. You will also be able to identify common exam requirements for general journal adjustments and corrections.

ACCA Maintaining Financial Records (FA2) Syllabus

For ACCA Maintaining Financial Records (FA2), you are required to understand how non-routine accounting transactions are recorded using the general journal and how to present and interpret journal entries. In your revision, focus on these key syllabus areas:

• The purpose of the general journal in recording non-routine or adjusting transactions
• The required format and narrative for journal entries
• Preparing journal entries for adjustments, corrections of errors, and year-end entries
• Differentiating between books of prime entry and general journal usage
• Posting general journal transactions to appropriate general ledger accounts

Test Your Knowledge

Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision.

1. Which of the following would not typically be recorded in the general journal?
   1. Depreciation charge for the year
   2. Routine credit sales
   3. Year-end accrual for electricity
   4. Correction of a misclassified asset purchase

2. What is the main purpose of including a narrative in a journal entry?

3. True or false? The general journal is used to record non-routine items that do not fit into the main day books.

4. Prepare a simple journal entry to write off an irrecoverable debt of $1,200.

Introduction

The general journal serves as a key record for non-routine or adjusting transactions that cannot be captured through the standard day books, such as sales, purchases, or cash transactions. Journal entries are essential when recording corrections, year-end adjustments, and other transactions that require direct double-entry postings. Command of the general journal is essential for success in ACCA FA2, as exam questions often test your understanding of journal formats, narratives, and their correct application to the general ledger.

Key Term: general journal
A primary accounting record used to record non-routine transactions—such as adjustments, corrections, and year-end entries—using double-entry format with narratives explaining the reasons for each entry.

What Is the General Journal?

Unlike specialist books of prime entry, the general journal is reserved for items that are unique, infrequent, or adjusting in nature. It acts as a flexible record, ensuring that all transactions are captured even if they do not arise from routine business activity.

Key Term: journal entry
A double-entry accounting record in the general journal, specifying which accounts are debited and credited, the amounts, and including a brief narrative.

Key Term: narrative
A short explanation included with a journal entry, summarising the reason or nature of the transaction to aid clarity and audit trail.

Typical Uses of the General Journal

You should use the general journal for:

• Year-end adjustments (e.g., accruals, prepayments, depreciation)
• Corrections of errors (rectification entries)
• Recording non-current asset purchases or disposals when not handled elsewhere
• Irrecoverable debt write-offs and creation of allowances
• Other ad hoc or infrequent events not captured by standard day books

Journal entries provide a clear, auditable log of these adjustments, ensuring that each transaction is accompanied by an explanation (narrative).

Worked Example 1.1

A business discovers that $500 was posted to rent expense instead of the repairs expense account. Prepare the journal entry to correct this.

Answer:
Debit: Repairs expense $500
Credit: Rent expense $500
(To correct misallocation of expense from rent to repairs)

Format of a Journal Entry

A typical journal entry should always display:

• The date of the transaction
• Debited account and amount
• Credited account and amount
• A concise narrative

Example:

The Importance of the Narrative

Every journal entry must have a brief narrative. In practice and in the exam, the narrative:

• Explains the purpose or logic behind the entry
• Supports clarity for review, audit, and future reference

Worked Example 1.2

You discover that a $1,800 cash purchase of office equipment was originally credited to the bank but not posted to any expense or asset account. Record the correcting journal, including the narrative.

Answer:
Debit: Office equipment $1,800
Credit: Suspense account $1,800
(To record omitted side of cash purchase for office equipment)

Revision Tip

Always check the narrative—if the explanation does not match the double-entry, marks could be lost in the exam even if the debit and credit are correct.

Distinguishing the General Journal from Other Prime Records

Routine transactions (credit sales, credit purchases, cash receipts/payments) are first entered in their respective day books, then posted to the ledger. The general journal only captures transactions outside this routine cycle.

Key Term: prime records
Original books of entry where business transactions are first recorded, such as the sales day book, purchases day book, and the general journal.

Worked Example 1.3

Indicate whether each transaction below should be entered in a specialist day book or the general journal:

a) Sale of inventory on credit
b) Disposal of a motor vehicle
c) Correction for an over-accrued electricity bill
d) Receipt of a supplier refund

Answer:
a) Sales day book
b) General journal
c) General journal
d) Purchases returns day book or general journal (depending on system)

Exam Warning

Do not use the general journal for everyday sales, purchases, or cash transactions—this is a frequent exam trap.

Posting from the Journal to the Ledger

Once a journal is prepared, its entries must be posted to the relevant accounts in the general ledger. Failure to post or incorrect posting can lead to errors detected at the trial balance stage.

Summary

The general journal is an essential record for all non-routine or adjusting transactions. You will be expected to prepare and interpret journal entries, including correcting errors, making year-end adjustments, and ensuring all entries are accompanied by concise narratives. Understanding when and how to use the journal—distinct from day books—is essential for both exam success and practical bookkeeping.

Key Point Checklist

This article has covered the following key knowledge points:

• Define the purpose and format of the general journal
• Identify when a transaction should be recorded in the general journal
• Prepare clear double-entry journal entries with appropriate narratives
• Differentiate between prime records/day books and the general journal
• Recognise the exam requirement to post journal entries to the correct ledger accounts

Key Terms and Concepts

• general journal
• journal entry
• narrative
• prime records