💼 Accountant Guide

Learn how to manage financial transactions, vouchers, and accounting operations in the Lucky ERP system.

🎯 Your Main Responsibilities

As an accountant, you will:

• Record financial transactions
• Create and manage vouchers (Debit, Credit, Contra)
• Manage supplier and customer ledgers
• Process payments and receipts
• Reconcile accounts
• Generate financial reports
• Monitor accounts payable and receivable

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📊 Finance Dashboard

Accessing Your Dashboard

1. Log in with your accountant credentials
2. Go to Account → Dashboard
3. You'll see financial overview:
   • Total Revenue: Current period income
   • Total Expenses: Current period costs
   • Net Profit: Revenue minus expenses
   • Profit Margin: Percentage profitability
   • Monthly revenue by branch
   • Expense breakdown by category
   • Financial summary by branch

Understanding Financial KPIs

Key Metrics:

• Gross Sales: Total sales before deductions
• Net Sales: Sales after discounts and returns
• COGS: Cost of Goods Sold
• Operating Expenses: Rent, salaries, utilities
• Net Profit: Final profit after all expenses
• Profit Margin %: (Net Profit / Revenue) × 100

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📝 Voucher Management

Types of Vouchers

The system uses 3 main voucher types:

1. Debit Voucher - Money going out (payments, expenses)
2. Credit Voucher - Money coming in (receipts, income)
3. Contra Voucher - Bank/cash transfers (no impact on P&L)

Creating a Debit Voucher (Payment)

Use When:

• Paying suppliers
• Paying expenses (rent, utilities, salaries)
• Petty cash disbursements
• Any money going out

Step-by-Step Process:

Step 1: Start New Voucher

1. Go to Account → Accounts → Debit Voucher
2. Click Create Debit Voucher
3. System shows voucher form

Step 2: Enter Header Information

• Voucher No: Auto-generated (leave it)
• Date: Transaction date
• Reference: Invoice number or description
• Remarks: Additional notes (optional)

Step 3: Select Debit Account (Where money comes from)

• Click Select Account
• Choose from Chart of Accounts:
  • Cash in Hand
  • Bank Account (specific bank)
  • Petty Cash
• Enter Amount

Step 4: Select Credit Account (What it's for)

• Click Add Line
• Choose account:
  • Supplier Account (if paying supplier)
  • Expense Account (rent, utilities, salary)
  • Asset Account (if purchasing asset)
• Enter Amount
• Add more lines if payment covers multiple items

Step 5: Verify and Save

• Check: Total Debit = Total Credit (must balance!)
• Review all details
• Click Save Voucher
• Print voucher for records
• Attach supporting documents (invoices, receipts)

Example: Paying Rent

Date: Dec 13, 2025
Reference: December Rent

Debit Side (Money from):
- Cash in Hand: ฿30,000

Credit Side (Money to):
- Rent Expense: ฿30,000

Total: ฿30,000 = ฿30,000 ✅

Creating a Credit Voucher (Receipt)

Use When:

• Receiving customer payments
• Recording sales revenue
• Receiving refunds
• Any money coming in

Step-by-Step Process:

Step 1: Start New Voucher

1. Go to Account → Accounts → Credit Voucher
2. Click Create Credit Voucher

Step 2: Enter Header Information

• Voucher No: Auto-generated
• Date: Receipt date
• Reference: Invoice/receipt number
• Remarks: Purpose of receipt

Step 3: Select Debit Account (What increases)

• Choose where money goes:
  • Cash in Hand (cash received)
  • Bank Account (bank deposit)
• Enter Amount

Step 4: Select Credit Account (Source of income)

• Choose account:
  • Sales Revenue
  • Customer Account (if settling receivable)
  • Other Income
• Enter Amount

Step 5: Save

• Verify totals balance
• Click Save Voucher
• Print receipt copy
• File with supporting documents

Example: Customer Payment

Date: Dec 13, 2025
Reference: INV-001234

Debit Side (Money increases):
- Bank Account: ฿5,000

Credit Side (Money from):
- Customer Account (ABC Company): ฿5,000

Total: ฿5,000 = ฿5,000 ✅

Creating a Contra Voucher (Transfer)

Use When:

• Transferring money between bank accounts
• Depositing cash to bank
• Withdrawing cash from bank
• Moving money between cash registers

Step-by-Step Process:

Step 1: Start New Voucher

1. Go to Account → Accounts → Contra Voucher
2. Click Create Contra Voucher

Step 2: Enter Details

• Date: Transfer date
• Reference: Transfer reference number
• Debit Account: Destination (where money goes)
• Credit Account: Source (where money comes from)
• Amount: Transfer amount

Step 3: Save

• Click Save Contra Voucher
• Print for bank deposit slip
• Keep copy for records

Example: Cash Deposit to Bank

Date: Dec 13, 2025
Reference: Deposit-001

Debit: Bank Account ABC: ฿50,000
Credit: Cash in Hand: ฿50,000

(Cash decreases, Bank increases)

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📚 Chart of Accounts (COA)

Understanding COA

The Chart of Accounts is your accounting roadmap. Every transaction must use accounts from this chart.

Main Account Types:

1. Assets - What you own
   • Cash, Bank, Inventory, Equipment
2. Liabilities - What you owe
   • Suppliers, Loans, Credit Cards
3. Equity - Owner's investment
   • Capital, Retained Earnings
4. Income - Money earned
   • Sales Revenue, Service Income
5. Expenses - Money spent
   • Rent, Salaries, Utilities, COGS

Viewing Chart of Accounts

1. Go to Account → Chart of Accounts
2. Browse account hierarchy
3. Each account has:
   • Head Code: Unique account number
   • Head Name: Account description
   • Head Type: Asset/Liability/Income/Expense
   • Parent Account: Category it belongs to

Common Account Codes

Assets (1xxx):

• 1010 - Cash in Hand
• 1020 - Bank Account
• 1030 - Accounts Receivable (Customers)
• 1040 - Inventory

Liabilities (2xxx):

• 2010 - Accounts Payable (Suppliers)
• 2020 - Short-term Loans
• 2030 - Credit Card Payable

Income (3xxx):

• 3010 - Sales Revenue
• 3020 - Service Income
• 3030 - Other Income

Expenses (4xxx):

• 4010 - Cost of Goods Sold (COGS)
• 4020 - Salary Expense
• 4030 - Rent Expense
• 4040 - Utilities Expense
• 4050 - Marketing Expense

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💰 Ledger Management

Supplier Ledger

Purpose: Track what you owe to suppliers

Viewing Supplier Ledger:

1. Go to Account → Supplier Ledger
2. Select supplier
3. View:
   • Opening balance
   • Purchases (debit)
   • Payments (credit)
   • Current balance (amount due)

Making Supplier Payment:

1. Check supplier ledger for amount due
2. Create Debit Voucher:
   • Debit: Cash/Bank
   • Credit: Supplier Account
3. System updates ledger automatically
4. Print payment voucher
5. Get supplier's receipt

Customer Ledger

Purpose: Track what customers owe you

Viewing Customer Ledger:

1. Go to Account → Customer Ledger
2. Select customer
3. View:
   • Opening balance
   • Sales/invoices (debit)
   • Payments received (credit)
   • Current balance (amount receivable)

Recording Customer Payment:

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

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🧾 Invoice Processing

Recording Sales Invoices

From POS System:

• Sales invoices are automatically created
• Posted to accounting automatically
• No manual entry needed

Manual Invoice Entry (if needed):

1. Go to Invoice → New Invoice
2. Select customer
3. Add items and amounts
4. Save invoice
5. System creates accounting entry:
   • Debit: Customer Account
   • Credit: Sales Revenue

Recording Purchase Invoices

When Supplier Invoice Arrives:

Step 1: Match with GRN

1. Go to Purchase → Purchase Invoice
2. Find matching Goods Receipt Note (GRN)
3. Click Create Invoice from GRN

Step 2: Verify Details

• Check supplier name
• Verify item quantities
• Confirm prices
• Check tax amounts
• Verify total matches supplier invoice

Step 3: Enter Payment Terms

• Payment due date
• Payment method
• Discount terms (if any)

Step 4: Post Invoice

• Click Save & Post
• System creates accounting entry:
  • Debit: Inventory/Expense Account
  • Debit: Input Tax (VAT)
  • Credit: Supplier Account

Step 5: File Documents

• Print system invoice
• Attach supplier's original invoice
• File in pending payment folder

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🏦 Bank Reconciliation

What is Bank Reconciliation?

Matching your bank statement with your accounting records to ensure accuracy.

Monthly Reconciliation Process

Step 1: Gather Information

• Bank statement for the month
• System bank account ledger
• Outstanding checks list
• Uncleared deposits list

Step 2: Compare

1. Go to Bank → Bank Reconciliation
2. Select bank account
3. Select month
4. Enter bank statement balance

Step 3: Mark Cleared Items

• Check off transactions that appear on bank statement
• Leave unchecked:
  • Outstanding checks (not yet cashed)
  • Deposits in transit (not yet credited)

Step 4: Identify Discrepancies

Common Differences:

• Bank charges not recorded
• Interest earned not recorded
• Returned checks
• Errors in recording

Step 5: Make Adjustments

• Create vouchers for bank charges
• Record interest income
• Correct any errors

Step 6: Verify

• System calculates reconciled balance
• Should match bank statement
• If matches ✅ - Complete reconciliation
• If doesn't match ❌ - Find and fix discrepancies

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📊 Financial Reports

Profit & Loss Statement (P&L)

Purpose: Shows income and expenses for a period

Generating P&L:

1. Go to Reports → Profit & Loss
2. Select date range (month, quarter, year)
3. Select branch (or all branches)
4. Click Generate Report

Report Shows:

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

EXPENSES
Cost of Goods Sold           (฿200,000)
Salary Expense               (฿100,000)
Rent Expense                 (฿50,000)
Utilities                    (฿20,000)
Other Expenses               (฿30,000)
Total Expenses              (฿400,000)

NET PROFIT                    ฿160,000
Profit Margin                 28.6%

Analysis:

• Compare to previous periods
• Identify unusual expenses
• Track profit trends
• Report to management

Balance Sheet

Purpose: Shows assets, liabilities, and equity at a point in time

Generating Balance Sheet:

1. Go to Reports → Balance Sheet
2. Select date (as of date)
3. Click Generate Report

Report Shows:

ASSETS
Current Assets
- Cash                        ฿100,000
- Bank                        ฿300,000
- Accounts Receivable         ฿150,000
- Inventory                   ฿200,000
Fixed Assets
- Equipment                   ฿500,000
Total Assets                  ฿1,250,000

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           ฿100,000
Total Equity                  ฿900,000

Total Liabilities + Equity    ฿1,250,000

Verification:

• Assets must equal Liabilities + Equity
• If doesn't balance, there's an error

Cash Flow Statement

Generating Cash Flow:

1. Go to Reports → Cash Flow
2. Select date range
3. Click Generate

Report Shows:

• Cash from operations
• Cash from investing
• Cash from financing
• Net change in cash
• Opening and closing cash balance

Other Useful Reports

Outstanding Reports:

• Accounts Payable Aging: What you owe by due date
• Accounts Receivable Aging: What customers owe by due date
• Purchase Outstanding: Unpaid supplier invoices
• GRN Outstanding: Goods received but not yet invoiced

Tax Reports:

• VAT/Sales Tax Report
• Withholding Tax Report
• Tax Invoice Register

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💸 Payment Management

Processing Supplier Payments

Payment Workflow:

Step 1: Review Payables

1. Go to Reports → Accounts Payable
2. See list of suppliers with balances due
3. Filter by due date
4. Prioritize payments:
   • Overdue payments first
   • Early payment discounts
   • Critical suppliers

Step 2: Prepare Payment

• Check cash/bank balance
• Verify invoice details
• Get manager approval if required
• Prepare payment method:
  • Check
  • Bank transfer
  • Cash

Step 3: Create Payment Voucher

• Create Debit Voucher (as described earlier)
• Debit: Cash/Bank
• Credit: Supplier Account
• Attach invoice reference

Step 4: Process Payment

• For check: Print and sign check
• For transfer: Execute bank transfer
• For cash: Count and give cash
• Get receipt/confirmation

Step 5: Update Records

• File paid invoice in "Paid" folder
• Stamp invoice as "PAID"
• Update payment tracking sheet

Processing Customer Receipts

Receipt Workflow:

Step 1: Receive Payment

• Customer pays by cash/check/transfer
• Verify amount matches invoice
• Count cash or verify transfer

Step 2: Create Receipt Voucher

• Create Credit Voucher
• Debit: Cash/Bank (where money goes)
• Credit: Customer Account
• Reference invoice number

Step 3: Issue Receipt

• Print official receipt
• Give to customer
• Keep copy for records

Step 4: Update Records

• Mark invoice as paid in system
• Update customer ledger
• File in paid receipts folder

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🧮 Month-End Closing

Month-End Checklist

Week Before Month-End:

• Remind branches to complete all transactions
• Request pending invoices from suppliers
• Follow up on pending payments

Last Day of Month:

• Ensure all transactions are recorded
• No pending vouchers
• All bank transactions entered

First Week of New Month:

Day 1-2:

• Receive bank statements
• Perform bank reconciliation
• Record bank charges and interest

Day 3-4:

• Generate preliminary P&L
• Review for unusual items
• Investigate discrepancies
• Make adjusting entries if needed

Day 5:

• Generate final financial reports:
  • Profit & Loss Statement
  • Balance Sheet
  • Cash Flow Statement
  • Accounts Payable/Receivable Aging
• Prepare management report
• Submit to manager/owner

Adjusting Entries

Common Adjustments:

Accrued Expenses (expenses incurred but not yet paid):

Debit: Expense Account
Credit: Accrued Expenses (Liability)

Prepaid Expenses (paid in advance):

Debit: Prepaid Expense (Asset)
Credit: Cash
(Then monthly):
Debit: Expense Account
Credit: Prepaid Expense

Depreciation:

Debit: Depreciation Expense
Credit: Accumulated Depreciation

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⚠️ Common Issues & Solutions

Problem: Voucher Won't Save (Unbalanced)

Error: "Debit and Credit must be equal"

Solution:

• Add up all debit amounts
• Add up all credit amounts
• They must match exactly
• Check for:
  • Typos in amounts
  • Missing entries
  • Decimal point errors

Problem: Can't Find Account in COA

Solution:

• Search by account name, not code
• Check parent category
• If account doesn't exist, request manager to create
• Don't create new accounts without approval

Problem: Duplicate Entries

Solution:

• Search for voucher number before creating new
• Check date and reference
• If duplicate found, delete one (with manager approval)
• Document reason for duplicate

Problem: Wrong Account Used

Solution:

• If not yet posted: Edit voucher, change account
• If already posted:
  • DON'T delete!
  • Create reversing entry
  • Create correct entry
  • Document both with explanation

Problem: Bank Reconciliation Doesn't Match

Checklist:

• All bank transactions recorded in system?
• All system transactions on bank statement?
• Outstanding checks listed?
• Deposits in transit listed?
• Bank charges recorded?
• Interest income recorded?
• Correct bank account selected?
• Correct month selected?

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✅ Daily Accounting Tasks

Daily Checklist

Every Morning:

• Review previous day's transactions
• Check for pending approvals
• Review outstanding payables
• Check bank account balances

Throughout the Day:

• Process incoming invoices
• Create payment vouchers
• Record receipts
• Respond to payment queries
• Update ledgers

End of Day:

• Verify all vouchers balanced
• File supporting documents
• Backup important data
• Update payment schedule

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🎓 Pro Tips for Accountants

Accuracy

• ✅ Double-check every entry before saving
• ✅ Use calculator to verify totals
• ✅ Keep supporting documents for EVERYTHING
• ✅ Never round amounts (use exact figures)

Organization

• 📁 File vouchers chronologically
• 📁 Use clear folder labels
• 📁 Keep digital and physical copies
• 📁 Archive old records systematically

Efficiency

• ⚡ Create voucher templates for recurring entries
• ⚡ Use Excel for calculations before entering system
• ⚡ Process similar transactions in batches
• ⚡ Schedule bank reconciliation regularly

Communication

• 📧 Notify suppliers of payment status
• 📧 Follow up on customer payments politely
• 📧 Keep management informed of cash position
• 📧 Alert about unusual transactions

Professional Growth

• 📚 Stay updated on accounting standards
• 📚 Learn new system features
• 📚 Understand tax regulations
• 📚 Ask questions when unsure

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📞 Need Help?

For Accounting Questions:

• Contact: Chief Accountant / Finance Manager
• Internal audit team
• External auditor (for complex issues)

For System Issues:

• Contact: IT Support
• Keep manual backup until resolved

For Tax Questions:

• Contact: Tax advisor
• Revenue department
• Company's tax consultant

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🔑 Quick Reference

Voucher Quick Guide

Transaction Type	Voucher	Debit	Credit
Pay supplier	Debit	Cash/Bank	Supplier
Pay expense	Debit	Cash/Bank	Expense
Receive from customer	Credit	Cash/Bank	Customer
Record sale	Credit	Cash/Bank	Sales Revenue
Cash to bank	Contra	Bank	Cash
Bank to cash	Contra	Cash	Bank

Financial Ratios

• Current Ratio = Current Assets / Current Liabilities (should be > 1)
• Profit Margin = (Net Profit / Revenue) × 100
• ROI = (Net Profit / Total Investment) × 100

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Remember: Accounting is the language of business! Your accuracy and attention to detail provide the financial clarity that drives business decisions. Every voucher tells a story, and you're the narrator. Keep it accurate, keep it organized! 📊💼✨