Accounting: a screen-by-screen guide

Every page of the Accounting module in DesiERP, what it is for, how to use it, and what to enter in each field.

Accounting keeps your books from the documents you already make. Sales, purchases, receipts and payments post their own ledger entries; here you add the entries that have no other document, read the day book, cash book and ledgers, match the bank, and see the trial balance, profit and loss, balance sheet and cash flow. A Tally export is there for your accountant.

5 sections18 screens109 fields explained

Vouchers

Vouchers are the entries you write yourself: manual journals, money moved between your own cash and bank, expenses, recurring expenses and income that does not come from a sales invoice. Each one is numbered from its document type and posted to the ledger when it is saved. Early-payment discounts given or taken on invoices and bills are listed here too.

Journal Entries

Menu path: /accounts/journal

Lists every ledger voucher, both the ones your documents post on their own and the manual journals you write by hand. Accountants use the New Journal form for adjustments that are not a normal sale, purchase, receipt or payment.

How to use it

Open Journal Entries. The list opens on the financial year in progress (1 April to today).
Change the Period dates and press Apply to see another range, or press This FY to return.
Use the quick filters (Manual, Auto-posted, Out of balance) or the search box to find a journal.
Press New Journal to write a manual entry. The header dialog opens first: choose the document type, date and branch, and type the narration, then press Apply.
In Journal Lines pick an account on each line and enter either a debit or a credit. Add more lines with Add line.
Watch the Balance figure at the foot. When total debit equals total credit it shows Balanced, and you can press Post Journal.
Back on the list, use the row menu to open the General Ledger, or to delete a journal if you have Delete permission.

Fields on this screen (10)

Field	Type	What to enter
Journal - Header Details
Document TypeRequired	dropdown	What this journal is and the numbering series its number comes from (set up under Document Types). The default type is selected first.
Document No.	text	Read-only. Shows the next free number of the chosen type. The actual number (for example JV-000123) is given when you post.
Date	date	The journal date. Filled with today's date; if left blank the journal is dated today.
Branch	dropdown	The branch the entry belongs to. Your active branch is selected. If you choose (Default), the branch you are working in is used.
NarrationRequired	text	A short explanation of the entry, for example 'Cash sales deposited to bank'. Shown on the journal list, the General Ledger and the day book.
Journal Lines
AccountRequired	dropdown	The ledger account, shown as code and name from your Chart of Accounts. A summary (group) account cannot be used, and accounts that only their own documents may post to (such as receivables, payables, inventory and GST) are refused on a manual journal.
Description	text	A narration for this line only. It shows on the account's ledger in place of the journal narration.
Debit	number	Amount in rupees to debit to the account. A line can have a debit or a credit, not both.
Credit	number	Amount in rupees to credit to the account. A line can have a debit or a credit, not both.
Totals
Total Debit / Total Credit / Balance	number	Worked out as you type. Balance shows 'Out by' the difference, or 'Balanced' when the two sides are equal.

Columns in the list

Journal No.DateNarrationSourceDebitCreditStatusActions

Filters and search

Period from and to dates, with Apply and This FYSearch by journal no., narration or sourceQuick filters: All journals, Manual, Auto-posted, Out of balanceDate buttons: This month, This quarter, This year, All timeAdvanced Filters: Journal No., Source, Narration, Date between, Debit between, Status (Posted / Draft)KPI tiles Manual entries and Out of balance also act as filters

Buttons and actions

New JournalOpens the journal form. Needs Write permission on this page.

Post JournalSaves and posts the journal at once with the next number of the chosen type. It is refused unless there are at least two lines and total debit equals total credit.

Edit DetailsRe-opens the header dialog (document type, date, branch, narration).

CancelLeaves the form without saving.

DownloadCSV gives every journal line of the chosen period. Excel and PDF give the page on screen.

Trial BalanceOpens the Trial Balance.

General ledger (row menu)Opens the General Ledger / Statement page.

Delete / Delete selectedDeletes the chosen journals after a confirmation. Their effect is removed from the journal list and the reports. Needs Delete permission.

Good to know

The list shows 50 journals per page; use Previous and Next at the foot.

Journals posted by sales, purchase and other documents show their source instead of Manual.

The totals row at the foot shows Balanced when debits equal credits for the journals on screen.

Contra Vouchers

Menu path: /accounts/contra

Records money moved between your own cash and bank: cash deposited, cash withdrawn, transfers between bank accounts, money the owner brings in (capital) and money the owner takes out (drawings). Each voucher shows in the cashbook and the bank ledger.

How to use it

Open Contra Vouchers. The list shows the financial year in progress; change the Period and press Apply for another range.
Press New Contra. In the header dialog choose the document type, voucher date and branch, add a reference and narration if you have them, then press Apply.
Under Movement pick the kind of entry, for example Cash deposited into bank.
Choose the bank account(s) the screen asks for and, for capital or drawings, whether it was cash or bank.
Enter the amount and check the Voucher Summary, which shows where the money leaves, where it arrives and the posting.
Press Save. The voucher is numbered and posted, and you return to the list.
Click a voucher number to open it, see its postings, or void it.

Fields on this screen (11)

Field	Type	What to enter
Contra Voucher - Header Details
Document TypeRequired	dropdown	What this voucher is and the numbering series its number comes from. The default type is selected first.
Document No.	text	Read-only. Shows the next free number; the number (for example CON-...) is given when you save.
Voucher DateRequired	date	The date the money moved. Filled with today's date. It cannot be a future date.
BranchRequired	dropdown	The branch the entry belongs to. Your active branch is selected, or the first branch.
Reference	text	Deposit slip, UTR or cheque number. Up to 100 characters.
Narration	textarea	Why the money moved. Up to 1000 characters. It is added to the ledger narration.
Movement
Kind of entryRequired	dropdown	Choose one: Cash deposited into bank (Dr Bank, Cr Cash), Cash withdrawn from bank (Dr Cash, Cr Bank), Transfer between bank accounts (Dr receiving bank, Cr paying bank), Capital introduced (Dr Cash or Bank, Cr Owner Capital) or Drawings by the owner (Dr Drawings, Cr Cash or Bank).
Cash or bankRequired	dropdown	Shown only for Capital introduced and Drawings. Say whether the money came in or went out as cash or through the bank.
From bank accountRequired	dropdown	Shown for cash withdrawals, bank transfers and drawings from the bank. The bank account (from Masters > Bank Accounts) the money left.
To bank accountRequired	dropdown	Shown for cash deposits, bank transfers and capital paid into the bank. The bank account the money went to. For a transfer it must be different from the From account.
Amount (₹)Required	number	The amount moved, above zero, in rupees with up to two decimals.

Columns in the list

Voucher #DateKindFromToReferenceAmountStatus

Filters and search

Period from and to dates, with Apply and This FYSearch by voucher, account or referenceQuick filters by kind: All, Cash deposited into bank, Cash withdrawn from bank, Transfer between bank accounts, Capital introduced, Drawings by the ownerThe five KPI tiles also filter by kind

Buttons and actions

New ContraOpens the contra voucher form. Needs Write permission.

SaveChecks the entry, gives it the next number of the chosen type and posts it to the ledger straight away.

Edit DetailsRe-opens the header dialog.

CashbookOpens the Cashbook.

DownloadExports the list as Excel, CSV or PDF.

Postings (voucher view)Shows the ledger entry the voucher posted.

Void (voucher view)After a confirmation, marks the voucher Void and reverses its ledger entry. It cannot be undone. Needs Delete permission.

Good to know

If no bank accounts are set up under Masters > Bank Accounts, the entry posts to the ledger's Bank account without naming which one.

Voided vouchers stay on the list, greyed out, with the status Void.

Expenses

Menu path: /expenses/list

Lists the expense vouchers you have recorded, such as rent, electricity, freight or repairs, with the charges and GST on each. The New Expense form records a payment and posts it to the expense ledgers.

How to use it

Open Expenses. The list shows the financial year in progress; change the Period and press Apply for another range.
Press New Expense. Press Edit header to fill the date, who was paid, the branch and how it was paid.
If the payee is one of your suppliers, pick them with the arrow in Paid to so their GSTIN and TDS setting can be used.
Add one line per charge: choose the expense head, describe it, enter the amount and the GST rate if you can claim it.
Check the subtotal, GST, any TDS and the grand total at the foot.
Add the bill reference and an internal note if needed, then press Record expense.

Fields on this screen (21)

Field	Type	What to enter
Edit expense header
Document TypeRequired	dropdown	What this voucher is and the numbering series its number comes from.
Document No.	text	Read-only. The next free number of the chosen type; given when you save.
Voucher #	text	Read-only. The voucher number the expense is expected to get (for example EXP-...).
DateRequired	date	The expense date. Filled with today's date.
Paid toRequired	lookup	Who was paid: a vendor, landlord or staff member. Type any name, or pick one of your suppliers from the list. Only a picked supplier can have TDS held back.
Vendor GSTIN	text	The vendor's GSTIN, needed to claim input GST credit on the bill.
BranchRequired	dropdown	The branch the expense belongs to. Your active branch is selected. Every line takes this branch.
Paid by	dropdown	CASH, BANK, UPI, CARD or CREDIT (payable). Cash posts against Cash in hand, Bank/UPI/Card against the bank, and Credit books the amount as payable to the vendor. Default CASH.
TDS (tax deducted at source)
TDS section	dropdown	The TDS section to deduct under, or None. Filled from the supplier's own TDS setting when you pick a supplier. Choosing a section brings its usual rate.
TDS rate %	number	Percentage from 0 to 100. TDS is worked out on the charges before GST and held back from the payment. If the supplier has a threshold and the charges are below it, no TDS is deducted unless you change the section or rate yourself. A rate needs a section.
Charges
Search an expense head	text	Quick add: type the start of a head and press Enter to put it on the next empty line.
Lines
Expense headRequired	lookup	The expense ledger the charge is posted to, for example Rent or Electricity. It must be one of your expense ledgers in the Chart of Accounts (type Expense); any other name is refused.
Description	text	What the charge was for.
SAC	text	The service accounting code of the charge, if any.
AmountRequired	number	The charge before GST, in rupees. Lines with no head or a zero amount are not saved.
Tax %	dropdown	GST rate on the charge: 0, 5, 12, 18 or 28%. Add tax only where you can claim it.
Tax Amt	number	Worked out: amount multiplied by the tax rate.
Line total	number	Worked out: amount plus its tax.
Notes
Bill / receipt reference	text	The number printed on the vendor's bill.
Internal note	textarea	A note visible only inside your team.
Totals
Subtotal / Tax (GST) / TDS / Grand total	number	Worked out from the lines. When TDS applies, the TDS amount and the net paid out (grand total less TDS) are shown.

Columns in the list

Voucher #DatePayeePaid byHeadsNetGSTTotal (with TDS and net paid when TDS was held back)

Filters and search

Period from and to dates, with Apply and This FYSearch by voucher, payee or referenceQuick filters: All vouchers, Cash, Bank / UPI / Card, On creditDate buttons: This month, This quarter, This year, All timeAdvanced Filters: Voucher #, Payee, Paid by, Expense head, Dated between, Total betweenKPI tiles Paid in cash and On credit also act as filters

Buttons and actions

New ExpenseOpens the expense voucher form. Needs Write permission.

Record expenseSaves the voucher with the next number. It posts Dr each expense head's ledger (charges before GST) and Dr Input GST, against Cr Cash, Bank or Accounts Payable for the total. If an expense approval workflow applies, the voucher is saved as Awaiting approval and posted only when approved.

Edit headerOpens the header dialog.

Browse headsOpens the list of expense heads for the last line.

Add line / Add another lineAdds a charge line.

DiscardLeaves the form without saving.

Expense ReportOpens the expense report.

RecurringOpens Recurring Expenses.

DownloadExports the list as Excel, CSV or PDF.

Good to know

To add a new expense head, create a ledger of type Expense under Masters > Chart of Accounts.

Vouchers held for approval show an 'Awaiting approval' tag next to the number on the list.

The Input GST tile shows the total GST on the vouchers in the period.

Recurring Expenses

Menu path: /expenses/recurring

Sets up payments you make again and again, such as shop rent, internet or a software plan, so that an expense voucher is raised every cycle. Each raised voucher is an ordinary expense voucher, numbered and posted like any other.

How to use it

Open Recurring Expenses and press New Schedule.
Say what the expense is for, who is paid, how it is paid and the branch.
Choose how often it repeats, the first payment date and, if known, the last one.
Leave 'Record the expense automatically on the day' ticked to have the voucher raised on its date, or untick it to get a notification and raise it yourself.
Add the expense lines with head, amount and GST %, then press Save Schedule.
When a schedule is due, press Generate on its row, or Raise all due at the top to raise every due one.
Use the row buttons to edit, pause, resume, end or remove a schedule, or to see the vouchers it has raised.

Fields on this screen (16)

Field	Type	What to enter
New Recurring Expense
What the expense is forRequired	text	A title such as Shop rent or Office internet. Up to 160 characters.
Supplier (optional)	dropdown	Pick a supplier if the payee is one. Picking one fills Paid to with the supplier's name. A supplier with a TDS section has tax held back as on any voucher.
Paid toRequired	text	The landlord, provider or person paid. Up to 160 characters.
Paid by	dropdown	CASH, BANK, UPI, CARD or CREDIT (to pay later). Default BANK.
BranchRequired	dropdown	The branch the expense belongs to. Your active branch is selected.
Every	dropdown	How often it is paid: Weekly, Monthly, Quarterly, Half-yearly or Yearly. Default Monthly.
First payment onRequired	date	The date of the first payment. Filled with today's date.
Last payment on (optional)	date	The last date a voucher is raised. It must be after the first payment date. Leave blank to keep going.
Record the expense automatically on the day	checkbox	Ticked by default: the voucher is recorded on its date by the morning run. Untick to be notified instead and press Generate yourself once it has been paid.
Lines
Expense headRequired	text	The expense ledger to post to, suggested from your expense heads. Up to 120 characters.
Description	text	What the charge is for.
HSN/SAC	text	The HSN or SAC code, if any.
AmountRequired	number	The charge before GST, at least 0.01.
GST %	number	GST rate from 0 to 100.
Total	number	Worked out: amount plus GST. 'Each payment' at the foot shows the total of all lines.
New Recurring Expense
Notes	text	Printed on each voucher raised. Up to 400 characters.

Columns in the list

ExpensePaid toEveryNext paymentAmountRaised so farStatusDo

Filters and search

Tabs: All, Due, Running, Paused, Ended (with counts)KPI tiles Due to raise and Running also filter the listSearch by title, paid to or heads

Buttons and actions

New ScheduleOpens the schedule form. Needs Write permission.

Save ScheduleSaves a new schedule or the changes to an existing one.

GenerateRaises this cycle's expense voucher now, after a confirmation. It is numbered and posted at once. Shown on running schedules.

Raise all dueRaises every expense whose date has come. Schedules set to record automatically are recorded; the by-hand ones get a notification.

EditOpens the schedule to change it.

Pause / ResumePause stops vouchers being raised. Resume restarts it; a missed date moves to today.

HistoryShows the vouchers raised from the schedule: cycle, voucher, date, amount, status and who raised it.

EndEnds the schedule after a confirmation. No more vouchers are raised; the ones already raised stay.

RemoveRemoves the schedule from the list. The vouchers it raised stay. Needs Delete permission.

DownloadExports the list as Excel, CSV or PDF.

Good to know

An expense approval workflow holds a raised voucher like any other expense voucher.

The Per month tile shows what the running schedules cost each month.

Only one voucher is raised per schedule per day, and a cycle cannot be raised twice.

Other Income

Menu path: /income/list

Records money that comes in without a sales invoice, such as interest, rent, commission, scrap sales or claims. Each voucher is posted to the books as income the moment it is recorded.

How to use it

Open Other Income. The list shows the financial year in progress; change the Period and press Apply for another range.
Press New Income. In the header dialog say who paid, the date, the branch and how it was received, then press Apply.
Add a line per income head with its amount and GST rate if GST was charged.
Check the Voucher Summary and press Save. The voucher is numbered and posted.
Click a voucher number to open it, see its postings, or void it.

Fields on this screen (17)

Field	Type	What to enter
Income Voucher - Header Details
Document TypeRequired	dropdown	What this voucher is and the numbering series its number comes from.
Document No.	text	Read-only. The next free number; given when you save.
Payer
Received FromRequired	lookup	Who paid: a bank, tenant, agency or customer. Type any name, or pick one of your customers. Picking a customer fills the Payer GSTIN if it is empty.
Payer GSTIN	text	The payer's 15-character GSTIN, when GST is charged to a business. It is checked for the GSTIN pattern.
Date, Branch & Receipt
Voucher DateRequired	date	The date the income was received. It cannot be a future date.
BranchRequired	dropdown	The branch the money was received at. Your active branch is selected.
Received ByRequired	dropdown	CASH, BANK, UPI, CARD or CREDIT (still to be received). Cash, bank, UPI and card post the money straight in; Credit books it as a receivable until it arrives. Default CASH.
Reference	text	UTR, cheque or receipt number. Up to 100 characters.
Remarks
Remarks	textarea	A note visible only inside your team. Up to 1000 characters.
Lines
Income HeadRequired	lookup	The income ledger to credit, for example Interest or Rent. It must be one of your income ledgers in the Chart of Accounts (type Income, under Other Income).
Description	text	What the income was for.
HSN/SAC	text	The HSN or SAC code, if any.
AmountRequired	number	The amount before GST, above zero.
Tax %	dropdown	GST rate charged: 0, 5, 12, 18 or 28%. Default 0%.
Tax Amt	number	Worked out: amount multiplied by the tax rate.
Line Total	number	Worked out: amount plus its tax.
Voucher Summary
Subtotal / Tax / Grand total	number	Worked out from the lines.

Columns in the list

Voucher #DateReceived fromReceived byIncome headsNetGSTTotalStatus

Filters and search

Period from and to dates, with Apply and This FYSearch by voucher, payer, head or referenceQuick filters: All vouchers, Cash, Bank / UPI / Card, To be received, VoidedDate buttons: This month, This quarter, This year, All timeKPI tiles Still to be received and Voided also act as filters

Buttons and actions

New IncomeOpens the income voucher form. Needs Write permission.

SaveNumbers the voucher and posts it: Dr Cash, Bank or Accounts Receivable for the total; Cr each income head for its amount before GST and Cr Output GST for the tax.

Browse Heads / Add LinePick an income head, or add another line.

Profit & LossOpens the Profit & Loss statement.

DownloadExports the list as Excel, CSV or PDF.

Postings (voucher view)Shows the ledger entry the voucher posted.

Void (voucher view)After a confirmation, voids the voucher: its ledger entry is reversed and it leaves the day book. It cannot be undone. Needs Delete permission.

Good to know

Voided vouchers stay on the list, greyed out, and are left out of the totals in the tiles.

To add an income head, create an Income ledger under Other Income in Masters > Chart of Accounts.

Early-payment Discounts

Menu path: /accounts/settlement-discounts

Lists the discounts allowed to customers and taken from suppliers for paying within the payment term's discount window (for example 2/10 Net 30). Each discount settles part of an invoice or bill and is posted as Discount Allowed or Discount Received.

How to use it

Open Early-payment Discounts. The list shows the financial year in progress; change the Period and press Apply for another range.
Use the quick filters to see discounts allowed to customers, taken from suppliers, or voided ones.
Click an invoice or bill number to open that document.
To void a posted discount, press the void button on its row and confirm.

Columns in the list

Discount #DateType (Allowed / Taken)PartyInvoice / BillTermAmountByStatus

Filters and search

Period from and to dates, with Apply and This FYSearch by number, party, invoice or billQuick filters: All, Allowed to customers, Taken from suppliers, VoidedKPI tiles also act as filters

Buttons and actions

VoidAfter a confirmation, voids the discount: the invoice or bill is open by that amount again and the ledger entry is reversed. Shown on posted discounts; needs Delete permission.

Payment TermsOpens the payment terms set-up, where the discount window and percentage are defined.

DownloadExports the list as Excel, CSV or PDF.

Good to know

Discounts are not entered on this page. Allow one from a sales invoice, or take one on a supplier bill, when its payment term offers it.

A discount must be dated within the term's window, cannot exceed the term's percentage of the total or the amount still open, and only one can be recorded per invoice or bill; void it first to change it.

Books

The books show what has been posted, read straight from the ledger. The day book shows a day's entries, the voucher books group every voucher by type, the cashbook shows cash in hand, and the General Ledger shows every line of one account with a running balance.

Daybook

Menu path: /accounts/daybook

Shows every entry posted on one day, cash, bank and adjustments, in the order they happened, with debit, credit and a running balance. It also takes a date range.

How to use it

Open Daybook. It shows today's entries.
Pick another date in Day, or use Previous day, Today and Next day.
To see a range, fill the Period dates and press Apply.
Use the Cash, Bank or Adjustment buttons to show one type only.
Search or use Advanced Filters to find an entry, and Download to export it.

Fields on this screen (2)

Field	Type	What to enter
Filters
Period (from / to)	date	A date range to show. With no dates the page shows today.
Day	date	A single day; the page reloads as soon as you pick it.

Columns in the list

DateRef No.LedgerDescriptionTypeDebitCreditBalance

Filters and search

Period from and to dates, with Apply and TodayDay pickerType: All types, Cash, Bank, AdjustmentPrevious day, Today, Next daySearch by ref no., ledger or descriptionAdvanced Filters: Ref No., Ledger, Description, Debit between, Credit between

Buttons and actions

Cashbook / Bank LedgerOpen those books.

New JournalOpens the journal form. Shown with Write permission on Journal Entries.

DownloadExports the list as Excel, CSV or PDF.

Good to know

The totals row compares the day's total debit and credit and highlights a difference.

Voucher Books

Menu path: /accounts/voucher-books

Shows every posted voucher in its book: Sales, Purchase, Receipt, Payment, Contra, Credit Note, Debit Note, Stock Journal and Journal. The registers are read from the ledger itself, so they agree with the books.

How to use it

Open Voucher Books. It shows the month in progress.
Change the Period and press Apply, or use This month, Last month or This FY.
Click a book tile, such as Sales or Payment, to show only that book's vouchers. All books shows everything.
Read each voucher's entries in the Entries column, search for a voucher, and Download the list.

Fields on this screen (1)

Field	Type	What to enter
Filters
Period (from / to)	date	The range of voucher dates. Default: the 1st of this month to today.

Columns in the list

DateVoucherBookDocumentNarrationEntriesAmountBranch

Filters and search

Period from and to dates, with ApplyThis month, Last month, This FYBook tiles with counts and amounts: All books, Sales, Purchase, Receipt, Payment, Contra, Credit Note, Debit Note, Stock Journal, JournalSearch by voucher, document, account or narration

Buttons and actions

DaybookOpens the Daybook.

DownloadExports the list as Excel, CSV or PDF.

Good to know

A manual journal has no document and shows 'manual' in the Document column.

Cashbook

Menu path: /accounts/cashbook

Shows cash in and cash out in date order, with the cash balance after every entry. Use it to check the cash in hand.

How to use it

Open Cashbook. It shows the month in progress.
Change the Period and press Apply for another range, or This month to return.
Use Cash in or Cash out to show one side only, or search and use Advanced Filters.
Use Download: CSV gives the whole period; Excel and PDF give the page on screen.

Fields on this screen (1)

Field	Type	What to enter
Filters
Period (from / to)	date	The range to show. Default: the 1st of this month to today.

Columns in the list

DateRef No.LedgerNarrationTypeCash InCash OutBalance

Filters and search

Period from and to dates, with Apply and This monthQuick filters: All entries, Cash in, Cash outDate buttons: This month, This quarter, This year, All timeSearch by ref no., ledger or narrationAdvanced Filters: Ref No., Ledger, Narration, Date between, Cash in between, Cash out between

Buttons and actions

Daybook / Bank LedgerOpen those books.

New JournalOpens the journal form.

DownloadCSV covers the whole period; Excel and PDF cover the page on screen.

Good to know

The cashbook shows 50 entries per page; use Previous and Next at the foot.

The Closing balance tile and the totals row show the balance after the last entry on screen.

General Ledger / Statement

Menu path: /accounts/gl/statement

Shows every posted line for one ledger account, oldest first, with a running balance. Accountants use it to check an account's movements and closing balance.

How to use it

Open General Ledger. It opens on the account with the most postings.
Type an account code or name in the Account box, or press the search icon to pick one.
Optionally set the From and To dates and a branch, then press Show.
Use All lines, Debits or Credits to show one side, or search by journal no. or narration.
Press Clear to start again, or Download to export.

Fields on this screen (3)

Field	Type	What to enter
Filters
Account	lookup	The ledger account to show, picked from your Chart of Accounts by code or name. Pressing Enter when only one account matches shows it at once.
From date / To date	date	Limit the lines to this range. Leave blank for all dates.
Branch	dropdown	One branch, or All branches. Older entries with no branch are kept in every branch view.

Columns in the list

DateJournal No.NarrationDebitCreditBalance

Filters and search

Account, From and To dates, Branch, with Show and ClearLines: All lines, Debits, CreditsSearch by journal no. or narration

Buttons and actions

ShowLoads the chosen account's lines.

Chart of AccountsOpens the Chart of Accounts.

Trial BalanceOpens the Trial Balance.

DownloadExports the lines as Excel, CSV or PDF.

Good to know

The running balance is debit minus credit and starts from zero at the first line shown; when you set a From date, earlier postings are not carried in as an opening balance.

Deleted journals are left out.

Banking

Banking shows the movements through your bank accounts and helps you agree them with the bank. Upload the bank's statement to match its lines to the books, then tick off matched entries on the reconciliation until the difference is zero.

Bank Ledger

Menu path: /accounts/bank

Shows every deposit and withdrawal through your bank accounts, with the running balance and whether each entry has been matched (reconciled).

How to use it

Open Bank Ledger. It shows the month in progress.
Change the Period and press Apply for another range, or This month to return.
Use the quick filters for Deposits, Withdrawals, Matched or Unmatched, or pick one bank account.
Press Reconcile to tick off entries against your bank statement.

Fields on this screen (2)

Field	Type	What to enter
Filters
Period (from / to)	date	The range to show. Default: the 1st of this month to today.
Any bank account	lookup	Show the entries of one bank account only.

Columns in the list

DateRef No.Bank AccountNarrationTypeDepositWithdrawalBalanceReconciled

Filters and search

Period from and to dates, with Apply and This monthQuick filters: All entries, Deposits, Withdrawals, Matched, UnmatchedBank account pickerDate buttons: This month, This quarter, This year, All timeSearch by ref no., bank or narrationAdvanced Filters: Ref No., Bank account, Narration, Date between, Deposit between, Withdrawal between, ReconciledThe Unmatched tile also filters

Buttons and actions

ReconcileOpens Bank Reconciliation.

CashbookOpens the Cashbook.

DownloadCSV covers the whole period; Excel and PDF cover the page on screen.

Good to know

The ledger shows 50 entries per page; use Previous and Next at the foot.

The totals row shows how many of the entries on screen are matched.

Bank Statement

Menu path: /accounts/bank-statement

Upload the statement your bank gives you as CSV or Excel. Lines are matched to the books on their own where possible, and the rest you explain with a click: match to a book entry, record a customer receipt, post an entry for bank charges or interest, or ignore.

How to use it

Download your statement from the bank's site as CSV or Excel (.xlsx).
Press Upload statement, drop or choose the file, pick the bank account and press Upload.
Read the upload summary, then press See the lines.
Filter on To explain to see the lines not yet in the books.
For each line press Match to pick the book entry, Receipt if a customer paid, Entry for bank charges, interest or a transfer, or the eye button to ignore it.
Press Auto-match again after entering receipts elsewhere, to match what now fits.
Open Reconciliation to see the matched entries ticked off.

Fields on this screen (7)

Field	Type	What to enter
Filters
Period (from / to)	date	The statement dates to show. By default it starts at the month of the latest upload, or three months back if nothing is uploaded.
Upload bank statement
Statement fileRequired	file	The statement as CSV or Excel (.xlsx), up to 16 MB. The columns are read from the header row, which needs a Date and Withdrawal/Deposit (or Amount) columns. Old Excel (.xls) and PDF files are not read.
Bank account	dropdown	Which of your bank accounts the statement is for. Your primary account is selected; 'Not specified' is also allowed. Shown only when bank accounts are set up.
Match to a book entry
Book entryRequired	dropdown	Pick one of the unreconciled bank ledger entries in the same direction, nearest date first. Same-amount entries are shaded green.
Record a customer receipt
CustomerRequired	lookup	The customer who paid. The receipt is for the deposit's amount, by bank, dated as on the statement, and is applied to the customer's oldest unpaid bills. It cannot exceed what they owe. Only deposits can be receipts.
Post an entry
AccountRequired	dropdown	The account the money came from or went to, for example bank charges or interest. For money in, the bank is debited and this account credited; for money out, this account is debited and the bank credited. It cannot be the bank itself.
Narration	text	A note for the entry. Up to 200 characters.

Columns in the list

DateNarration (with reference)DepositWithdrawalBalanceBook entryStatusDo

Filters and search

Period from and to dates, with ApplyQuick filters: All lines, To explain, Matched, Recorded, Ignored, Deposits, WithdrawalsSearch by narration, reference or amountKPI tiles To explain, Matched to the books and Recorded from here also filter

Buttons and actions

Upload statementReads the file and adds its lines. Lines already uploaded are skipped, so overlapping statements are safe. Matching runs on the new lines. Needs Write permission.

Auto-matchTries the automatic matching again on lines still to explain. Shown when there are open lines.

MatchLinks the line to the chosen bank ledger entry, which is then ticked as reconciled.

ReceiptRecords a customer receipt for a deposit line and applies it to the customer's oldest unpaid bills.

EntryPosts a ledger entry between the bank and the account you pick.

IgnoreLeaves the line out after a confirmation. It stays on the list as Ignored and can be restored.

Unmatch / RestoreUndoes a match (the book entry stays), or brings back an ignored line.

UploadsLists past uploads with file, period, lines, lines still to explain and who uploaded. Remove deletes an upload and its lines: matched book entries are unticked again, while receipts and entries made from it stay in the books. Remove needs Delete permission.

Reconciliation / Bank LedgerOpen those pages.

DownloadExports the lines as Excel, CSV or PDF.

Good to know

A line is matched on its own when its narration carries your receipt or voucher number, or when exactly one book entry has the same amount within 3 days.

A deposit can only be matched to money coming in, and a withdrawal to money going out.

A book entry can be matched to only one statement line.

Bank Reconciliation

Menu path: /accounts/bank-reconciliation

Compares your book balance with the closing balance on the bank statement. You tick off the entries that appear on the statement until the difference reaches zero.

How to use it

Open Bank Reconciliation. It shows the month in progress; set the Period of your statement and press Apply.
Type the closing balance from your bank statement in Statement balance and press Compare.
Tick the Reconciled box on each entry that appears on the statement. Each tick is saved at once and the totals update.
Keep ticking until the Difference is zero and the banner says Reconciled.
Use Import statement to upload the bank's file and match lines automatically.

Fields on this screen (3)

Field	Type	What to enter
Filters
Period (from / to)	date	The statement period. Default: the 1st of this month to today.
Statement balance	number	The closing balance printed on your bank statement, in rupees. The difference is this amount less the total of the matched entries.
Lines
Reconciled	checkbox	Tick when the entry appears on your bank statement. The tick is saved straight away and the entry shows Matched on the Bank Ledger.

Columns in the list

DateRef No.Bank AccountNarrationDepositWithdrawalReconciled

Filters and search

Period from and to dates, with Apply and This monthQuick filters: All entries, Unmatched, Matched, Deposits, WithdrawalsSearch by ref no. or narrationAdvanced Filters: Ref No., Bank account, Narration, Date between, Deposit between, Withdrawal betweenThe Unmatched tile also filters

Buttons and actions

CompareWorks out the difference between the statement balance and the matched entries.

Import statementOpens the Bank Statement page to upload the bank's file.

Bank LedgerOpens the Bank Ledger.

DownloadExports the list as Excel, CSV or PDF.

Good to know

If a tick cannot be saved, it is undone on screen and a message is shown.

Entries matched on the Bank Statement page arrive here already ticked.

Financial statements

The financial statements are worked out straight from the ledger. The trial balance checks that debits equal credits; the profit and loss, balance sheet and cash flow statement show results, position and cash movements. Each one can be filtered by branch.

Trial Balance

Menu path: /accounts/gl/trial-balance

Shows the closing balance of every ledger account as on a date, on the debit or credit side. Total debits should equal total credits.

How to use it

Open Trial Balance. It shows balances as on today for all branches.
Change As on or Branch; the page reloads at once.
Tick Hide nil balances to leave out accounts with no balance.
Use the type buttons (Assets, Liabilities, Equity, Income, Expenses) or Debit only / Credit only to narrow the list.
If it shows Out of balance, press Sync GL and then check manual journals.

Fields on this screen (3)

Field	Type	What to enter
Filters
As on	date	Balances include every posting up to this date. Blank means today.
Branch	dropdown	One branch, or All branches. Older entries with no branch are included in every branch.
Hide nil balances	checkbox	Leave out accounts whose balance is zero.

Columns in the list

CodeAccountTypeDebitCredit

Filters and search

As on date, Branch, Hide nil balances, ResetType: All types, Assets, Liabilities, Equity, Income, ExpensesSide: Both sides, Debit only, Credit onlySearch by code, account or typeAdvanced Filters: Code, Account, Debit between, Credit between

Buttons and actions

Sync GLPosts ledger entries for invoices and bills that are missing one, and reports how many journals were posted. Needs Write permission.

Profit & Loss / Balance SheetOpen those statements.

DownloadExports the list as Excel, CSV or PDF.

Good to know

The banner shows Balanced when total debit equals total credit, or the amount it is out by.

Profit & Loss

Menu path: /accounts/gl/pnl

Shows income less expenses for a period, taken straight from the ledger, with the net profit or loss and the net margin.

How to use it

Open Profit & Loss. It shows the financial year in progress (1 April to today).
Change the Period and press Apply, or use This month, This quarter or This year.
Pick a branch to see one branch only.
Read the Income and Expenses lists and the Net Profit or Loss at the foot. Press Print for a copy.

Fields on this screen (2)

Field	Type	What to enter
Filters
Period (from / to)	date	The period to report. Default: 1 April of the current financial year to today.
Branch	dropdown	One branch, or All branches. The page reloads when you change it.

Columns in the list

Income: account code and name, amountExpenses: account code and name, amountTotal Income, Total Expenses, Net Profit / Loss

Filters and search

Period from and to dates, Branch, Apply, This FYThis month, This quarter, This year

Buttons and actions

PrintPrints the page.

Trial Balance / Cash Flow / Balance SheetOpen those statements; Cash Flow opens for the same period.

Good to know

Net margin is net profit as a percentage of total income.

Balance Sheet

Menu path: /accounts/gl/balance-sheet

Shows what the business owns and owes as on a date: assets on one side, liabilities and equity on the other, with retained earnings taken from the profit and loss.

How to use it

Open Balance Sheet. It shows the position as on today.
Change As on or Branch; the page reloads at once. Press Today to return.
Compare Total Assets with Total Liabilities + Equity; the Difference tile should be zero.
Press Print for a copy.

Fields on this screen (2)

Field	Type	What to enter
Filters
As on	date	Balances include every posting up to this date. Blank means today.
Branch	dropdown	One branch, or All branches.

Columns in the list

Assets: account code and name, amountLiabilities: account code and name, amountEquity: account code and name, amountRetained earnings (from Profit & Loss)Total Assets, Total Liabilities + Equity

Filters and search

As on date, Branch, Today

Buttons and actions

PrintPrints the page.

Trial Balance / Cash Flow / Profit & LossOpen those statements.

Good to know

Retained earnings is the net profit of all postings up to the As on date.

Cash Flow Statement

Menu path: /accounts/gl/cashflow

Shows where cash came from and where it went in a period: every posted movement on the cash and bank accounts, grouped into operating, investing and financing activities (direct method).

How to use it

Open Cash Flow Statement. It shows the financial year in progress.
Change the Period and press Apply, or use This month, This quarter or This year. Pick a branch if needed.
Read each section's inflows, outflows and net, and the cash reconciliation from opening to closing cash.
Check the Cash & bank accounts table and the Month by month table. Press Print for a copy.

Fields on this screen (2)

Field	Type	What to enter
Filters
Period (from / to)	date	The period to report. Default: 1 April of the current financial year to today. If the dates are the wrong way round they are swapped.
Branch	dropdown	One branch, or All branches.

Columns in the list

Operating, Investing and Financing sections: line, in, out, netCash reconciliation: opening cash, each section, net change, closing cashCash & bank accounts: Account, Start, Change, EndMonth by month: Month, Operating, Investing, Financing, Net, Closing

Filters and search

Period from and to dates, Branch, Apply, This FYThis month, This quarter, This year

Buttons and actions

PrintPrints the page.

Profit & Loss / Balance SheetOpen those statements for the same period or end date.

Good to know

If closing cash differs from opening cash plus the movements, a note shows the gap; it usually means a journal on a cash account with no counter-account, or a one-sided transfer.

The cash and bank accounts used are those set up in the Chart of Accounts.

Export

Export gives your accountant your ledgers and vouchers as a Tally XML file to import into Tally Prime or Tally ERP 9.

Tally Export

Menu path: /accounts/tally

Creates a Tally XML file of your ledgers and your sales, purchase and receipt vouchers for a period, so your accountant can import them into Tally Prime or ERP 9.

How to use it

Open Tally Export. It shows the month in progress.
Set the From and To dates and press Apply.
Check the counts of ledgers, sales, purchase and receipt vouchers the file will hold.
Press Download Tally XML. The file is named with the period, for example tally-2026-04-01-to-2026-04-30.xml.
In Tally, open the company and choose Gateway of Tally > Import > Vouchers, then pick this file.

Fields on this screen (6)

Field	Type	What to enter
Period
From	date	First voucher date to export. Default: the 1st of this month.
To	date	Last voucher date to export. Default: today.
Contents
Ledgers - accounts, customers and suppliers	checkbox	Ticked: the file carries your ledgers. Send them the first time, because Tally rejects a voucher that names a ledger it does not know.
Sales vouchers	checkbox	Ticked: the file carries your sales vouchers for the period.
Purchase vouchers	checkbox	Ticked: the file carries your purchase vouchers for the period.
Receipt vouchers	checkbox	Ticked: the file carries your receipt vouchers for the period.

Filters and search

From and To dates, with Apply

Buttons and actions

ApplyShows how many ledgers and vouchers the period holds.

Download Tally XMLDownloads the XML file for the period.

Good to know

Cancelled invoices are left out of the file.

Amounts follow Tally's own debit and credit convention, so they land on the side Tally expects.

Check the counts before downloading: an empty file and a broken one look the same once inside Tally.

← Previous guideManufacturing Next guide →GST & Tax