erpclaw-journals_skill

Overview

This skill manages manual journal entries for ERPClaw with a strict Draft → Submit → Cancel lifecycle. It enforces double-entry accounting, posts immutable GL rows on submit, and reverses them on cancel to preserve an auditable trail. Data is stored locally in a single SQLite file and all operations run offline using the erpclaw shared library.

How this skill works

You create journal drafts with dated lines (account + debit/credit), review them, and then submit to post balanced GL entries via the shared gl_posting library. Submissions validate that SUM(debits) = SUM(credits) and insert GL rows atomically; cancellations never modify existing GL rows but post reversing entries. All script actions are routed through a single db_query.py entry point which returns JSON for the caller to parse and display.

When to use it

• Record manual transactions that don’t come from modules (adjustments, write-offs, reclassifications).
• Create opening or closing entries for fiscal year transitions.
• Post depreciation, exchange revaluation, inter-company or credit/debit note journals.
• Amend or correct previously submitted journals via the cancel+draft workflow.
• Automate repeating entries with recurring templates (rent, subscriptions, accruals).

Best practices

• Always create drafts first and review totals before submitting.
• Ensure each line has exactly one of debit or credit > 0 and include at least two lines.
• Confirm before destructive lifecycle actions: submit, cancel, amend, delete.
• Never run raw SQL against the database — use db_query.py --action to preserve validations and joins.
• Use the shared validate/insert/reverse functions; check account status and fiscal year if GL posting fails.

Example use cases

• Create a draft adjusting entry to transfer expenses between cost centers, review, then submit to post GL entries.
• Post a year-end closing journal that consolidates retained earnings into equity accounts.
• Reverse an incorrect submitted journal by cancelling it; then amend to create a corrected draft.
• Set up a monthly recurring rent journal template that auto-generates drafts or auto-submits based on settings.
• Duplicate a prior journal to create a similar draft, change the posting date, then submit.