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Account Module

Financial accounting, vouchers, ledgers, and transaction management.

📊 Overview​

The Account Module handles:

  • Chart of Accounts (COA) - Account structure
  • Voucher Management - Financial transactions
  • Ledgers - Supplier and customer accounts
  • Financial Dashboard - KPIs and analytics
  • Bank Reconciliation - Account matching
  • Cash Management - Cash allocation and tracking

📚 Chart of Accounts (COA)​

Access: Account → Chart of Accounts

Account Structure​

Account Types:

  1. Assets (1xxx) - What you own
  2. Liabilities (2xxx) - What you owe
  3. Equity (3xxx) - Owner's investment
  4. Income (4xxx) - Revenue
  5. Expenses (5xxx) - Costs

Viewing COA​

Account List Shows:

  • Head Code: Account number (e.g., 1010)
  • Head Name: Account description
  • Parent: Category it belongs to
  • Head Type: Asset/Liability/Income/Expense
  • Level: Hierarchy depth
  • Status: Active/Inactive

Account Hierarchy​

1000 - Assets
  1010 - Cash in Hand
  1020 - Bank Accounts
    1021 - Bank of America
    1022 - Chase Bank
  1030 - Accounts Receivable
    1031 - Customer A/R
  1040 - Inventory
    1041 - Raw Materials
    1042 - Finished Goods

Creating Account​

Step 1: Add Account

  1. Click Add Account
  2. Select Parent Account
  3. Enter:
    • Account Code (auto or manual)
    • Account Name
    • Account Type
    • Description

Step 2: Configuration

  • Is sub-ledger? (Yes/No)
  • Opening balance (if applicable)
  • Status: Active/Inactive

Rules:

  • Code must be unique
  • Level determined by parent
  • Can't delete if has transactions

📝 Voucher Management​

Voucher Types​

Three Main Types:

  1. Debit Voucher - Money going out (payments)
  2. Credit Voucher - Money coming in (receipts)
  3. Contra Voucher - Transfers between cash/bank

💸 Debit Voucher (Payment)​

Access: Account → Debit Voucher

When to Use​

  • Paying suppliers
  • Paying expenses (rent, utilities, salaries)
  • Cash withdrawals
  • Any money outflow

Creating Debit Voucher​

Step 1: Header

Voucher No: Auto-generated
Date: Transaction date
Reference: Invoice #, description
Remarks: Additional notes

Step 2: Debit Side (Where Money Comes From)

  1. Click Select Debit Account
  2. Choose account:
    • Cash in Hand (if paying cash)
    • Bank Account (if check/transfer)
    • Petty Cash
  3. Enter amount

Step 3: Credit Side (What It's For)

  1. Click Add Credit Line
  2. Choose account:
    • Supplier Account (if paying supplier)
    • Expense Account (rent, utilities)
    • Asset Account (if buying asset)
  3. Enter amount
  4. Add more lines if splitting payment

Step 4: Verify Balance

Total Debit = Total Credit (MUST MATCH!)

Step 5: Save

  1. Review all entries
  2. Click Save Voucher
  3. Print voucher for records
  4. Attach supporting documents

Example - Paying Rent​

Date: Dec 13, 2025
Reference: December Rent

DEBIT (Money From):
Cash in Hand: ฿30,000

CREDIT (Money To):
Rent Expense: ฿30,000

Total: ฿30,000 = ฿30,000 ✅

💰 Credit Voucher (Receipt)​

Access: Account → Credit Voucher

When to Use​

  • Receiving customer payments
  • Recording sales revenue
  • Bank deposits received
  • Any money inflow

Creating Credit Voucher​

Step 1: Header

Voucher No: Auto-generated
Date: Receipt date
Reference: Invoice #, receipt #
Remarks: Payment details

Step 2: Debit Side (Where Money Goes)

  1. Select debit account:
    • Cash in Hand (if receiving cash)
    • Bank Account (if deposit)
  2. Enter amount

Step 3: Credit Side (Source of Money)

  1. Select credit account:
    • Sales Revenue (cash sales)
    • Customer Account (receivable payment)
    • Other Income
  2. Enter amount

Step 4: Balance & Save

  • Verify debit = credit
  • Save voucher
  • Print receipt

Example - Customer Payment​

Date: Dec 13, 2025
Reference: Invoice INV-001234

DEBIT (Money Goes To):
Bank Account: ฿5,000

CREDIT (Money From):
Customer - ABC Company: ฿5,000

Total: ฿5,000 = ฿5,000 ✅

🔄 Contra Voucher (Transfer)​

Access: Account → Contra Voucher

When to Use​

  • Bank to Cash withdrawal
  • Cash to Bank deposit
  • Bank to Bank transfer
  • Moving money between accounts

Creating Contra Voucher​

Step 1: Header

Date: Transfer date
Reference: Transfer slip #

Step 2: Transaction

Debit: (Destination - where money goes)
Credit: (Source - where money comes from)
Amount: Transfer amount

Step 3: Save

  • System records transfer
  • No P&L impact (just moving money)

Example - Cash Deposit​

Date: Dec 13, 2025
Reference: Deposit Slip #12345

DEBIT: Bank Account: ฿50,000
CREDIT: Cash in Hand: ฿50,000

(Cash decreases, Bank increases)

📊 Supplier Ledger​

Access: Account → Supplier Ledger

Viewing Supplier Ledger​

Select Supplier:

  • Shows all transactions
  • Opening balance
  • Purchases (debit - increases what you owe)
  • Payments (credit - reduces what you owe)
  • Current balance (outstanding)

Ledger Entry Example​

Date       | Description    | Debit   | Credit  | Balance
-----------|----------------|---------|---------|----------
Dec 1      | Opening Bal    |         |         | 10,000
Dec 5      | Invoice #123   | 5,000   |         | 15,000
Dec 10     | Payment        |         | 10,000  | 5,000
Dec 15     | Invoice #124   | 3,000   |         | 8,000
           |                |         |         | -------
           | Current Balance|         |         | 8,000

Making Payment​

Record Supplier Payment:

  1. Go to supplier ledger
  2. Note amount due
  3. Create Debit Voucher:
    • Debit: Bank/Cash
    • Credit: Supplier Account
  4. Ledger automatically updates
  5. Outstanding reduces

👤 Customer Ledger​

Access: Account → Customer Ledger

Viewing Customer Ledger​

Select Customer:

  • All transactions
  • Opening balance
  • Sales/invoices (debit - increases what they owe)
  • Payments (credit - reduces their balance)
  • Current receivable

Recording Customer Payment​

When Customer Pays:

  1. Check ledger for amount due
  2. Create Credit Voucher:
    • Debit: Cash/Bank
    • Credit: Customer Account
  3. Ledger updates
  4. Issue receipt to customer

📊 Finance Dashboard​

Access: Account → Dashboard

Financial KPIs​

Main Metrics:

  • Total Revenue: ฿9.2M
  • Total Expenses: ฿6.8M
  • Net Profit: ฿2.4M
  • Profit Margin: 26.1%

Charts​

Monthly Revenue by Branch:

  • Compare branch performance
  • Identify top earners
  • Trend analysis

Expense Breakdown:

  • COGS (Cost of Goods Sold)
  • Salaries
  • Rent
  • Utilities
  • Marketing
  • Other expenses

Financial Summary Table:

  • Each branch listed
  • Revenue, expenses, profit
  • Profit margin %
  • Status indicator

🏦 Bank Reconciliation​

Access: Account → Bank Reconciliation

Reconciliation Process​

Purpose: Match bank statement with system records

Step 1: Prepare

  • Get bank statement
  • Print system bank ledger
  • List outstanding checks
  • List deposits in transit

Step 2: Start Reconciliation

  1. Select bank account
  2. Select month
  3. Enter bank statement ending balance

Step 3: Mark Cleared Items

  • Tick transactions appearing on bank statement
  • Leave unchecked:
    • Outstanding checks (issued, not cashed)
    • Deposits in transit (not yet credited)

Step 4: Identify Discrepancies

Common Differences:

  • Bank charges not recorded
  • Interest earned not recorded
  • Returned checks
  • Errors (theirs or ours)

Step 5: Make Adjustments

  • Record bank charges (Debit Voucher)
  • Record interest earned (Credit Voucher)
  • Correct errors

Step 6: Verify

System Balance:           ฿100,000
Add: Deposits in transit: ฿5,000
Less: Outstanding checks: (฿3,000)
Adjusted Balance:         ฿102,000

Bank Statement Balance:   ฿102,000 ✅

If matches: Complete reconciliation If doesn't match: Find and fix discrepancy

💵 Cash Management​

Cash Allocation​

Access: Account → Cash Allocation

Purpose: Distribute cash to registers/petty cash

Process:

  1. Count main cash
  2. Allocate to:
    • Register 1: ฿5,000
    • Register 2: ฿5,000
    • Petty Cash: ฿2,000
  3. Record allocation
  4. Staff sign for receipt
  5. Track through day

Cash Denote​

End of Day:

  1. Each register counts cash
  2. Compares to system
  3. Records variance
  4. Deposits excess to safe
  5. Logs cash denote

📑 Transaction History​

Access: Account → Transaction Report

Viewing Transactions​

Filters:

  • Date range
  • Account
  • Voucher type
  • Amount range
  • User who created

Transaction Details:

  • Voucher number
  • Date
  • Type
  • Accounts involved
  • Amount
  • Reference
  • Created by
  • Approval status

Searching Transactions​

Search By:

  • Voucher number
  • Reference (invoice #)
  • Amount
  • Account name
  • Date

⚙️ Voucher Operations​

Editing Vouchers​

If Not Posted:

  • Can edit freely
  • Change amounts, accounts
  • Update reference

If Posted:

  • Cannot edit directly
  • Must reverse and recreate
  • Or create adjusting entry

Reversing Vouchers​

When to Reverse:

  • Entered in wrong account
  • Wrong amount
  • Duplicated by mistake
  • Customer reversed payment

Process:

  1. Find voucher
  2. Click Reverse
  3. System creates reversing entry:
    • Same accounts
    • Opposite sides
    • Same amount
  4. Original effect cancelled
  5. Create correct voucher

Deleting Vouchers​

Can Delete:

  • Draft vouchers (not posted)
  • Within same day (if allowed)

Cannot Delete:

  • Posted vouchers
  • Vouchers in closed period
  • Referenced in other documents

Instead: Reverse the voucher

📊 Financial Reports​

Access: Reports → Financial

Profit & Loss Statement​

Shows:

REVENUE
  Sales Revenue          ฿500,000
  Service Income         ฿50,000
  Other Income           ฿10,000
  Total Revenue          ฿560,000

COST OF GOODS SOLD
  Opening Stock          ฿100,000
  Purchases              ฿250,000
  Closing Stock          (฿120,000)
  COGS                   ฿230,000

GROSS PROFIT             ฿330,000

EXPENSES
  Salaries               ฿100,000
  Rent                   ฿50,000
  Utilities              ฿20,000
  Marketing              ฿15,000
  Other                  ฿15,000
  Total Expenses         ฿200,000

NET PROFIT               ฿130,000

Balance Sheet​

Shows:

ASSETS
Current Assets
  Cash                   ฿100,000
  Bank                   ฿300,000
  Accounts Receivable    ฿150,000
  Inventory              ฿200,000
Fixed Assets
  Equipment              ฿500,000
  Less: Depreciation     (฿100,000)
Total Assets             ฿1,150,000

LIABILITIES
Current Liabilities
  Accounts Payable       ฿100,000
  Short-term Loans       ฿50,000
Long-term Liabilities
  Bank Loan              ฿200,000
Total Liabilities        ฿350,000

EQUITY
  Capital                ฿800,000
  Retained Earnings      ฿0
  Current Profit         ฿130,000
Total Equity             ฿930,000

Total Liab + Equity      ฿1,280,000

🎯 Best Practices​

Voucher Entry​

✅ DO:

  • Enter vouchers daily
  • Attach supporting documents
  • Use clear references
  • Verify amounts before posting
  • Review for errors

❌ DON'T:

  • Batch enter old transactions
  • Guess account codes
  • Forget to attach documents
  • Post without verification
  • Use generic descriptions

Reconciliation​

Regular Schedule:

  • Bank reconciliation: Monthly
  • Supplier ledger review: Weekly
  • Customer ledger follow-up: Daily
  • Cash count: Daily

🔍 Troubleshooting​

Voucher Won't Balance​

Error: "Debit and Credit must be equal"

Check:

  • Add up debit side
  • Add up credit side
  • Must match exactly
  • Look for typos
  • Check decimal places

Transaction Not Appearing​

Verify:

  • Voucher is saved (not draft)
  • Correct date selected in filter
  • Correct account selected
  • Transaction not deleted
  • No date restrictions

Accurate accounting is the foundation of financial health. Keep your books clean and organized! 💼✨