🔐 To access any feature in Accounting you'll need Circus Admin, Admin or Manager access. Learn more about Managing Permissions. This feature is accessible on all 🖥️ desktop devices and only included in 💳 Bravo and Charlie subscription plans.
Overview
We understand that some expenses occur outside of Circus. However, as an accountant, it's essential to track these costs so they appear in the ledger and on cost reports. With Circus, you can create individual manual entries or import multiple entries via a CSV file, posting them directly to the general ledger. Use this guide to learn how to do both.
Create Manual Entry
To add a single manual entry, navigate to the accounting section from the left navigation on the production dashboard. Click on any report, then click the 'Create Entry' button at the top right of the table to launch a modal.
Choose 'Create Entry', then click on the 'Get Started' button.
Next you'll be asked to enter the details of the entry, including:
Payee: Specify the vendor or worker who was paid (up to 40 characters), for example Panavision Camera
Posted Date - Choose the date you'd like the entry to be posted to the ledger
Reference - Provide a text reference for the transaction, such as an Invoice Number or Expense Report Number (up to 40 characters)
Currency - Select whether this cost was incurred in USD or CAD.
Below, you'll enter the transaction amounts to balance the entry. Click on the edit icon within the 'Unbalanced Entry' banner and choose or enter an:
Account code
Transaction amount
Description of the transaction
Balance the journal entry by clicking Add Item, then complete the details and add the amount to the offset line(s).
You can remove a transaction line by clicking on the delete icon.
Once completed, click the 'Post Entry' button located in the action bar below and the entry will be posted to the ledger.
Import Entries
Alternatively, use the import feature's CSV template to create:
A Single Manual Entry, using the same date and reference for each line that you enter
Multiple Entries, using a new reference and/or a different date for each separate journal you want to create
To upload multiple entries, navigate to the accounting section from the left navigation on the production dashboard. Click on any report, then click the 'Create Entry' button at the top right of the table to launch a modal. Select 'Import Entry', then 'Download Template' to download the .CSV template in to your downloads folder.
Open the .csv document in any spreadsheet editor like Microsoft Excel or Google Sheets to add the following data:
Date: Enter the transaction date in the format DD/MM/YYYY.
Reference: Provide a text reference for the transaction, such as an Invoice Number or Expense Report Number (up to 40 characters).
Payee: Specify the vendor or worker who was paid (up to 40 characters).
Description (optional): Briefly describe the transaction, such as "Art Department Petty Cash" (up to 40 characters).
Cost: Enter the transaction amount in the format X,XXX.XX. Do not include a dollar sign. The amount can be positive or negative but must not be 0.
Account: Select the account number that corresponds to the appropriate expense account in our system for that production.
When using a spreadsheet editor, such as Microsoft Excel, you can import unlimited amount of lines in one template file. Once the file has been imported to Circus, you can edit those lines to the manual journals.
✋ WARNING: The header row must be kept as is as per template.
Uploading Transactions
Once the CSV document is finalized and saved, click the 'Upload File' button in the same modal where you got the template, then browse your desktop for the file and upload it.
Your transactions will automatically load into the report you're viewing where you can further edit the account code and group codes.