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Guide for Accounts

Bills, payments, invoices, receipts, journals and the books.

Who this is for and what you can open

You use the Accounts role. Admin can do everything you can. Some screens are also open to Sales or Procurement; ask an Admin if one is missing (Administration, Page Access).

1. Enter and approve a supplier bill

1. Open Supplier Bills and start a new bill. Pick the supplier and, where the bill is for goods you ordered, the purchase order. GST (CGST+SGST, or IGST) is split once, when the bill is created.
2. Save. The bill is a Draft. It is not in the books yet, and does not show in ageing, the payment picker, the supplier ledger or debit notes.
3. On the bill page click Submit for approval. Up to Rs 50,000 goes to the Plant Head; above that the Admin also approves.
4. When the last approver approves, the bill is posted to the books automatically and the PO's received/billed position is updated.

2. Pay a supplier

1. Open Payments and create a payment. Choose the payee and the bills to allocate against. The payment type and the bank/cash account are chosen for you.
2. Save as draft, then Submit for approval. Approval is the same engine as for POs.
3. After approval the payment is only earmarked. The bill's paid amount does not change yet.
4. When the money has actually gone out, open the approved payment and click Mark as paid. Enter the actual payment date and reference number. Now the bill's paid amount and status move and the books are posted.

3. Supplier advances

If you pay before the bill arrives, the unallocated part of a paid payment is an advance. It is worked out on demand, never typed in.

1. Look for the Unapplied badge or filter on Payables › Payments, or the advances table on Payables Ageing.
2. When the bill is entered, an apply banner shows on the bill page (and a note on New Bill). Apply the advance there.
3. Applying moves the bill's paid amount straight away. It adds no new journal entry because the payment already reduced the payable.

4. Customer invoices: draft versus issue

1. Open Invoices and create from a Customer Order. Or use Create invoice on a delivery challan to prefill its delivered quantities.
   • Goods lines are limited to what was delivered less what is already invoiced.
   • Service lines are limited to what is marked done.
2. The invoice starts as a Draft. You can Add lines or Cancel invoice; a draft is not a receivable, so nothing is in the books and it is left out of customer statements and ageing.
3. Click Issue invoice. Only now does the one journal entry post (Dr Receivables, Cr Income and GST Output). GST is calculated per line, on the rupee value, and HSN/SAC codes are copied onto each line.
4. For a foreign-currency order, the invoice keeps the order's currency but books in rupees. You may change the invoice's own exchange rate to the invoice-date rate.

5. Receipts and allocations

1. Open Receipts and record money that has already arrived. Pick the customer and the invoices it pays.
2. Allocation takes effect immediately. Allocations cannot be edited later.
3. If part of the receipt is not allocated, open the receipt and use the allocate-remaining form later.
4. Foreign-currency invoices: enter the exchange difference in rupees.
   • It is the rupees actually received minus the invoice's booked value.
   • Plus is a gain; minus is a loss.
   • It is posted to the FX gain/loss account, so the receivable still clears to zero.

6. Credit notes and debit notes

• Credit Notes (Receivables › Credit Notes, also open to Sales): start from an issued or part-paid invoice (the invoice page has Create credit note). It reduces what the customer owes.
• Debit Notes (Payables › Debit Notes, also open to Procurement): start from an approved supplier bill. It reduces what you owe the supplier.

7. Manual journals

1. Open Journal Entries (Accounting › Journal Entries) and create a journal.
   • Debits must equal credits.
   • Each line is debit or credit.
   • A line on the payables account needs a supplier; one on receivables needs a customer.
2. Click Submit for approval. Nothing reaches the ledger until the final approval.
3. To undo a posted journal use Reverse this entry. That drafts a mirrored journal which needs its own approval.

8. Ageing, ledgers and statements

• Payables Ageing and Receivables Ageing show 0-30, 31-60, 61-90 and 90+ days. Use Export CSV for Excel. Payables ageing also lists unapplied advances.
• Click a supplier to see the supplier ledger: POs, bills, payments and net position. Click a customer for the statement: invoices as debits, receipts as credits, running balance.
• Upcoming Payments lists what falls due soon.

9. The books

• Ledger shows every journal line. Trial Balance lists every account with a check that total debits equal total credits.
• Profit & Loss and Balance Sheet are built from the same ledger.
• Subledger Reconciliation compares each supplier's and customer's ledger balance with their documents. Older entries without a party show under an "unassigned" bucket.
• Open GRN Clearing shows goods received but not yet billed.
• GST Summary, HSN Summary, Sales Register and ITC Register are working summaries, not filing returns. Reverse charge and ITC eligibility are not modelled.

10. Cost visibility

Standard costs, resource rates, job costs and valuation are visible only with the View costs permission. Accounts and Admin have it by default. If a cost column is blank or zero for a colleague, they lack this permission. An Admin can grant it at Administration › Page Access.

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