Journal: How to Manage Financial Movements

The Journal is the ledger where FatturaSmart tracks all financial movements linked to your invoices. Every time you record a payment on an issued invoice (collection) or received invoice (expense), the movement is automatically recorded here.

What is the Journal for?

The Journal allows you to:

Monitor income and expenses in one place
Filter movements by account, type (income/expenses), and period
Export data to Excel for your accountant or internal analysis
Verify payment status of all your invoices

Note: The Journal populates automatically when you record payments on invoices. There’s no need to manually enter movements: just record payments directly from your invoices.

Accessing the Journal

Log in to FatturaSmart
Click on Journal in the sidebar menu (notepad icon)

The screen will open showing a list of all recorded financial movements.

Understanding the Journal screen

The page displays a table with the following columns:

Column	Description
Date	The date when the payment was recorded
Account	The balance account used (e.g., Bank, PayPal, Cash)
Customer / Supplier	The name of the linked customer or supplier
Description	The document type and number (e.g., “Invoice #001/2024”)
Notes	Any notes entered when recording the payment
Income	The amount collected (issued invoices)
Expenses	The amount paid (received invoices)

At the bottom of the table you’ll find the totals:

Total Income: sum of all displayed collections
Total Expenses: sum of all displayed payments

Filtering movements

You can narrow down the displayed movements using the filters available above the table.

Filter by Balance Account

Click on the Balance Accounts dropdown menu
Select the specific account you want to view
The table will show only movements for that account

Example: If you want to see only movements from your “Chase Business” account, select it from the menu and you’ll see exclusively the collections and payments that went through that account.

Filter by Type (Income/Expenses)

Above the table you’ll find three buttons:

ALL: shows both income and expenses
INCOME: shows only collections (issued invoices)
EXPENSES: shows only payments (received invoices)

Click the desired button to activate the filter.

Filter by Period

Click on the Period selector (to the right of the filters)
Choose a preset range (current month, quarter, year) or select custom dates
Movements will be filtered based on the selected period

Important: The period filter is always active. By default, it shows the current month. If you don’t see the movements you’re looking for, check that you’ve selected the correct period.

Editing a movement

You can modify certain details of an already recorded movement:

Find the movement in the table
Click the Edit button (pencil icon) in the Actions column
A side panel will open with the edit form

Editable fields

Field	Editable	Notes
Account	✅ Yes	You can change the associated balance account
Date	✅ Yes	You can modify the movement date
Notes	✅ Yes	You can add or modify internal notes
Amount	❌ No	The amount cannot be modified

Modify the desired fields
Click Save to confirm

Warning: The payment amount cannot be modified. If you need to change the amount, you must delete the movement and record the payment again from the invoice with the correct amount.

Deleting a movement

You can delete a single movement or multiple movements at once.

Delete a single movement

Find the movement in the table
Click the Delete button (trash icon) in the Actions column
The movement will be removed

Delete multiple movements

Select movements by clicking the checkbox to the left of each row
Alternatively, click the checkbox at the top to select all visible movements
A fixed bar will appear at the bottom with the count of selected items
Click Delete all to remove all selected movements

Warning: Deleting movements from the Journal is permanent and automatically updates the payment status of linked invoices. Some movements may not be deletable if they’re linked to documents submitted to the Tax System.

Exporting the Journal to Excel

You can export Journal data to an Excel file (.xlsx) to share with your accountant or for custom analysis.

How to export

Apply the desired filters (period, account, type)
Click the EXPORT button in the top right (spreadsheet icon)
The file will download with the name prima_nota.xlsx

Export specific movements

If you want to export only certain movements:

Select the desired movements by clicking their checkboxes
Click the EXPORT button
Only the selected movements will be exported

Tip: The export button shows a tooltip indicating how many movements will be exported. If you’ve selected items, it will show “Export X selected movements”, otherwise it will show “Export all displayed movements: X”.

Excel file contents

The exported file contains the following columns:

Date: the movement date
Account: the balance account name
Customer / Supplier: the customer or supplier name
Description: document type and number
Income: collected amounts
Expenses: paid amounts

Navigating to linked documents

From the Journal, you can quickly access the original documents:

View the invoice

Click on the movement’s description (e.g., “Invoice #001/2024”)
The PDF preview of the linked invoice will open

View the customer/supplier

Click on the customer or supplier name
You’ll be redirected to the customer’s profile page

Sorting movements

By default, movements are sorted by date in descending order (most recent first).

To change the sorting:

Click on the Date column header
Click again to reverse the order (ascending/descending)

Mobile view

On smartphones and tablets, the Journal is displayed in card format instead of a table for better readability:

Each movement appears as a card with key information
Customer name and amount are highlighted
Details (date, account, description) are shown below
Edit and delete buttons are always accessible

Frequently asked questions

Why don’t I see the movements I recorded?

Check the active filters:

Period: it might be set to a different month
Type: the “Income only” or “Expenses only” filter might be active
Account: a specific account might be selected

Try clicking “ALL” and expanding the display period.

Can I create manual entries in the Journal?

No. Journal entries are created automatically when you record a payment from an invoice. To add a movement:

Go to the relevant invoice
Click “Register payment”
Fill in the payment details

The movement will automatically appear in the Journal.

How can I correct a wrong amount?

A movement’s amount cannot be directly modified. To correct an amount:

Delete the movement from the Journal
Go to the linked invoice
Record the payment again with the correct amount

Do deleted Journal movements also remove payments from invoices?

Yes. When you delete a movement from the Journal, the payment is also removed from the linked invoice, which will return to “unpaid” status (fully or partially).

Can I export the Journal to PDF?

Currently, export is only available in Excel format (.xlsx). You can open the Excel file and save it as PDF if needed.

How totals are calculated

The totals shown at the bottom of the table refer to the currently displayed movements, not all existing movements:

If you’ve applied filters, the totals will reflect only the filtered movements
If you’ve selected specific movements, the totals will continue showing all visible movements (not just the selected ones)

Example: If you filter for “Income only” in January, you’ll see the total of only January’s income. Changing the filter will update the totals accordingly.

Next steps

Now that you know how to use the Journal:

Configure Balance Accounts to better organize your movements
Configure automatic payment registration to save time
Regularly export data for your accountant

Need help?

If you have questions about using the Journal:

WhatsApp: +39 351 410 2536
Email: info@fatturasmart.com

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