Accounting (General Ledger)

Branches

Route: Accounting › Branches — /accounting/branches

Purpose: define company branches. A branch is a posting dimension: every document and journal entry is tagged with its branch, so you can produce a trial balance and financial statements per branch while sharing one chart of accounts. Use it whenever the company operates from more than one location, or whenever you want results split by outlet or division.

Fields (add / edit page)

Actions

• Create on the list opens a full add page; each row has Edit and Delete.
• The edit page offers Save, Save & New (save, then a fresh empty form) and Back, plus a side panel of record notes.

How branches are used

• New journal entries and vouchers preset the branch to the user's default branch (from the user card); otherwise to the company's main branch.
• If the user's permission scope allows exactly one branch, the branch box is locked on that branch.
• Reports (trial balance, statements) can be filtered by branch.

Validation & common errors

FAQ

Can I rename a branch after documents were posted on it?
Yes — the names can be edited at any time; only the code is fixed.

We closed a branch. How do I retire it?
Open it for edit and untick Active. It vanishes from all pickers while its documents and reports remain intact.

Currencies & exchange rates

Route: Accounting › Currencies / Exchange Rates — /accounting/currencies, /accounting/exchange-rates

Purpose: the system is multi-currency. Define here every currency you trade in; the company's base currency is fixed at company level, and all ledger totals are kept in it.

Currency fields

Exchange-rate fields

The exchange-rate screen is append-only: a rate for a new date is a new row; there is no edit. If you typed a wrong rate, delete the row and add it again. New foreign-currency documents automatically pick the latest effective rate, editable per document via the currency picker on the document itself.

Worked example

1. Base currency is SAR. Add currency USD / “US Dollar” / “$”.
2. In Exchange Rates: currency USD, date 2026-01-15, rate 3.7500, type Spot.
3. A receipt voucher in USD for 1,000 on 2026-01-20 loads rate 3.7500 → recorded as 3,750.00 in the ledger.

Validation & common errors

FAQ

Do I need daily rates?
No. Documents take the most recent rate on or before their date, so enter a new rate only when it changes materially — and you can always adjust the rate on the document itself.

Can I change the base currency later?
No — it is fixed when the company is created, because every ledger balance is stored in it.

Chart of Accounts

Route: Accounting › Chart of Accounts — /accounting/chart-of-accounts

Purpose: the company's account tree with unlimited levels: assets, liabilities, equity, revenue, expenses. Header (group) accounts aggregate; journal entries are recorded only on leaf accounts.

The tree screen

• Search filters by code or name (Arabic or English) and keeps each match's ancestor chain visible so you never lose context; expand-all / collapse-all buttons sit next to it.
• The Balance column shows the rolled-up net (debits − credits) of the account including all of its descendants — a parent's balance is its whole subtree.
• An Inactive mark column flags retired accounts; each row has Edit and Delete.

Fields (add / edit page)

Worked example

1. Under root 1 “Assets” create header 11 “Current assets” (pick parent = 1; code previews 11).
2. With parent = 11, add 1101 “Cash on hand” and, via Save & New, 1102 “Banks” — type Asset / nature Debit are inherited and locked.
3. Post entries only to 1101/1102; the tree shows their sum rolled up on 11 and 1.

Validation & common errors

FAQ

Why is an account missing from the journal-entry dropdown?
Only leaf (non-group) accounts are listed. If it became a parent, post to its children instead.

Can I move an account under a different parent?
No — the code is derived from the parent, so re-parenting is not allowed. Create the account in the right place and deactivate the old one.

Why can't I choose a certain account as a parent?
It already carries direct postings. An account can be a header or a posting account, never both.

Fiscal years

Route: Accounting › Fiscal Years — /accounting/fiscal-years

Purpose: open fiscal years and split them into accounting periods. Every posting resolves its fiscal year and period from the document date; the system refuses to post any document dated in a closed period or outside any generated period — your protection against back-dated entries.

Fields (add / edit page)

Setting up a year

1. Click New, check the suggested dates, Save — you stay on the page.
2. Click Generate periods and choose Monthly (12) or Quarterly (4).
3. On the list, the calendar row-action opens a read-only dialog of the periods (number, start, end, status).
4. When going live, record opening balances as an opening journal entry at the start of the first year.

Actions

• Row actions: Edit, View periods, Delete (hidden once the year is closed).
• Edit page: Save (stays on the page so you can generate periods right after), Save & New, Generate periods, Back.
• Locking/unlocking individual periods happens on the Year Closing screen.

Validation & common errors

FAQ

Why can't I post a document dated in January?
Either no fiscal year/period covers that date (generate the periods) or the January period is closed — check the Year Closing screen.

Monthly or quarterly periods?
Monthly gives a tighter close discipline (lock each month after review); quarterly suits smaller entities. You can regenerate as long as nothing was posted.

Cost centers

Route: Accounting › Cost Centers — /accounting/cost-centers

Purpose: an analytical dimension for entries: distribute revenues and expenses across departments, projects or activities — a hierarchical tree exactly like the chart of accounts. In this product cost centers double as projects: use one tree for both.

Fields (add / edit page)

Worked example

1. Create roots “Admin” and “Operations”; under Operations add “Riyadh site” and “Jeddah site”.
2. In a salaries journal entry, split the expense over two lines — 12,000 on “Riyadh site” and 8,000 on “Jeddah site” — same account, different cost centers.
3. The cost-center reports now show each site's cost independently.

Validation & common errors

FAQ

Is a cost center mandatory on entry lines?
No — it is optional per line. Leave it empty for balance-sheet movements and fill it on revenue/expense lines you want analyzed.

Where do I define projects?
Right here — create a “Projects” root and add each project under it.

Journal entries

Route: Accounting › Journal Entries — /accounting/journal-entries

Purpose: the register of all entries — manual ones and those generated by documents (invoices, vouchers, cheques, closing…), each carrying its journal type (Manual / Automatic / Opening / Closing / Adjustment / Reversal) and source module.

Statuses

List row actions & permissions

The editor

• Keyboard flow: Enter walks from cell to cell through the grid, and from the last cell of the last row it adds a fresh line and jumps into it. Enter never submits the form — the Save button does.
• Totals strip: Debit, Credit and Difference. The difference stays red until the entry balances; the warning “Total debits must equal total credits before this entry can be saved.” shows beneath.
• Toolbar: New (fresh entry with the next number), Save, Save & New (keeps date and branch for rapid sequential entry), Back. Save is disabled until the entry is balanced, has ≥ 2 lines and every line has an account. Once posted, the toolbar shows Print preview / Download instead.

Worked example — a balanced 3-line entry

Paying January salaries of 8,000: 5,000 from the cash box now, 3,000 payable later.

Difference = 0.00 → Save (Draft), then Post from the list. Only after posting do the three account balances change.

Validation & common errors

FAQ

How do I correct a posted entry?
Two ways: Unpost → edit → post again (needs the Unpost permission and an open period — the entry keeps its number), or Reverse, which posts an equal-and-opposite entry and marks the original Reversed — the audit-friendly way for closed months.

What's the difference between Unposted and Reversed?
Unposted removes the effect and lets you re-edit the same entry. Reversed keeps both entries in the ledger forever, netting to zero.

Why is Save greyed out?
The entry is not balanced yet, has fewer than two lines, or a line is missing its account — check the red difference in the totals strip.

Receipt vouchers

Route: Accounting › Receipt Vouchers — /commercial/customer-payments

Purpose: record money collected from customers (cash, bank transfer or cheque) and allocate it to their open posted invoices. The list shows voucher no., date, customer, payment method, amount, allocated amount and status (Draft / Posted) with per-row edit, print/download (posted) and delete (draft).

Fields

Cash boxes and banks are the child accounts of the parent accounts configured in Settings — keep those trees tidy and the pickers stay tidy.

Allocation grid

One row per open posted invoice: invoice no., date, total, paid, remaining, and an editable Allocated amount capped at the invoice's remaining balance. Auto-allocate spreads the voucher amount oldest-invoice-first (FIFO). The totals strip shows Allocated and Unallocated — any unallocated remainder simply stays on the customer's account (an on-account receipt is perfectly valid).

Toolbar

• Draft: New, Save (stays a draft), Post, Back.
• Posted (read-only): Print, Download, View entry (opens the generated journal entry), Back.

Worked example — 5,000 across two invoices

Customer “Al-Amal Trading” owes INV-00012 (total 4,000, paid 800, remaining 3,200) and INV-00015 (remaining 1,500). You receive 5,000 in cash:

1. Pick the customer — both invoices appear; amount = 5,000; method = Cash, cash box “Main cash box”.
2. Click Auto-allocate: 3,200 to INV-00012, 1,500 to INV-00015. Allocated 4,700; unallocated 300 (stays on account).
3. Post. Generated entry:

Both invoices become fully paid; the extra 300 reduces the customer's balance for the future.

Accounting effect of posting

Validation & common errors

FAQ

Must the whole amount be allocated?
No — the unallocated part is kept on the customer's account and can be allocated by a later voucher.

How do I undo a posted receipt voucher?
There is no unpost here — reverse its journal entry from the Journal Entries list (Reverse) and record a corrected voucher.

Where do I see the entry it created?
Open the posted voucher and click View entry, or find it in Journal Entries tagged with its source.

Payment vouchers

Route: Accounting › Payment Vouchers — /commercial/supplier-payments

Purpose: the exact mirror of receipt vouchers, for money going out: settle supplier dues in cash, by bank transfer or by an issued cheque, allocated over the supplier's open posted purchase invoices. The editor has the same fields (date, branch, supplier + balance, amount, currency/rate, payment method, cheque fields, reference, notes), the same allocation grid with Auto-allocate, and the same Draft → Post lifecycle with print/download and “View entry” once posted.

Accounting effect of posting

A cheque payment voucher creates an Issued cheque in the Cheques screen; the bank is only credited later when the cheque clears. Vouchers that settle an import file post against the import cost-accrual account instead of accounts payable.

Worked example

1. Supplier “Modern Supplies” has PI-00031 remaining 7,500. Create a payment voucher, amount 7,500, method Bank transfer, bank “Riyad Bank”.
2. Auto-allocate → 7,500 on PI-00031. Post.
3. Entry: Dr Accounts payable 7,500 / Cr Riyad Bank 7,500 — the invoice is now settled.

FAQ

Can I pay an advance with no open invoice?
Yes — post the voucher with no allocations; the amount sits on the supplier's account until invoices arrive.

Why hasn't my bank balance moved after a cheque voucher?
By design: the credit goes to cheques payable. The bank is hit when you mark the cheque Cleared on the Cheques screen.

Cheques

Route: Accounting › Cheques — /commercial/cheques

Purpose: track every cheque's lifecycle. Cheques are born automatically when a cheque voucher is posted — received cheques from receipt vouchers, issued cheques from payment vouchers. Columns: type (Received / Issued), cheque no., drawn bank, due date, amount, party, source voucher, our bank (chosen at deposit/collection) and status. Rows are checkbox-selectable for bulk steps, and the dashboard's cheque KPIs deep-link here pre-filtered by status.

Received-cheque lifecycle

Issued-cheque lifecycle

• The bank steps (Deposit / Collect / Clear) open a small dialog to pick which bank; one pick covers the whole selected batch, defaulting to the deposit-time bank.
• Bulk bar: select several cheques — only the steps valid for every selected cheque are offered. Each cheque transitions independently; a partial-failure toast reports “X of Y cheques failed”.
• Permissions: viewing needs COMM.Cheques.View; every step needs COMM.Cheques.Manage.

Worked example — received cheque, receipt to collection

1. Receipt voucher RCPT-00027, method Cheque, no. 100234, due 2026-08-01, amount 12,000 → on posting: Dr Notes receivable / Cr AR 12,000 and cheque 100234 appears as Portfolio.
2. You lodge it: Deposit, pick “Riyad Bank” → Deposited (no entry).
3. On 2026-08-01 the bank confirms: Collect → Dr Riyad Bank 12,000 / Cr Notes receivable 12,000 → Collected.
4. Had it bounced: Bounce → Dr AR 12,000 / Cr Notes receivable 12,000 → chase the customer again.

Validation & common errors

FAQ

Can I collect without depositing first?
Yes — Collect works straight from Portfolio; the dialog asks for the bank then.

A bounced cheque was paid later in cash — what now?
The bounce already restored the customer's debt, so just record a normal cash receipt voucher.

Why can't I edit a cheque's amount?
Cheques mirror their source voucher. Fix the voucher (reverse/correct) — the register is not directly editable.

Bank reconciliation

Route: Accounting › Bank Reconciliation — /accounting/bank-statements

Purpose: match your book records of a bank account against the actual bank statement. The list shows one row per captured statement: no., statement date, bank account, opening/closing balances, matched x / y lines and a reconciled flag. Row actions: open reconciliation; edit and delete are offered only while unreconciled. Permissions: GL.BankReconciliation.View to read, GL.BankReconciliation.Manage to change anything.

1 — Capture the statement

CSV import: columns date, description, reference, deposit, withdrawal — or the 3-column form date, description, signed amount. Delimiter comma, semicolon or tab; dates yyyy-MM-dd or dd/MM/yyyy; header rows are skipped automatically. The footer shows the closing computed from lines (opening + deposits − withdrawals) so you can spot capture errors against the bank's printed closing before saving.

2 — The reconciliation workspace

• A KPI strip: bank account, statement closing balance, book balance, difference (closing − book) and the count of unmatched lines.
• Two panes: unmatched bank statement lines vs unmatched posted book movements (journal lines on that bank account). Click one on each side and hit Match selected pair — amounts must agree (to the cent) or the “Amounts do not match” warning shows.
• Auto-match sweeps all exact amount + direction matches in one click and reports how many it paired.
• A Matched section lists paired lines with an Unmatch button while still open.
• Confirm reconciliation is enabled only when every statement line is matched; it locks the statement. Reopen unlocks it.

Worked example — a matching session

1. June statement for “Riyad Bank”: opening 10,000, closing 18,450, lines: +5,000 (customer transfer), +4,000 (cheque collected), −550 (bank fees).
2. Open the workspace. Auto-match pairs the 5,000 and 4,000 with their posted vouchers instantly.
3. The 550 fee exists only at the bank. Record a manual journal entry Dr Bank charges 550 / Cr Riyad Bank 550, post it, return — it now appears on the book side; match it.
4. All lines matched, difference 0.00 → Confirm reconciliation. The statement is locked as your audit trail for June.

Validation & common errors

FAQ

The difference is not zero although everything matched — why?
The difference compares the bank's closing balance to your book balance as of the statement date. Timing items (e.g. a cheque issued but not yet cleared) legitimately explain a remainder; the lock only requires all statement lines matched.

Where do bank fees and commissions go?
They exist only on the statement, so record a manual journal entry against the bank account and match it — the workspace never creates entries by itself.

Can I reconcile the same account twice for one month?
Each statement is its own document; capture consecutive statements and reconcile each in turn.

Year closing

Route: Accounting › Year Closing — /accounting/year-closing

Purpose: the only place where a fiscal year's — and its periods' — open/closed status changes. Pick a year from the dropdown (each option shows its status) and the screen presents: the year's status tag, a “closed periods x / y” counter, a Close Year / Reopen Year button, and the full period table with a per-period Close / Reopen action. Every change asks for explicit confirmation. Permission: GL.YearClosing.Edit.

What closing does

1. Close a period after reviewing its month: any posting (or unposting) dated inside it is rejected from that moment — the standard monthly-close discipline.
2. Close the year at year end: the year and all of its periods are marked closed in one step, and no document can post into it.
3. Reopen reverses either — reopening a period requires the year itself to be open first.

Recommended monthly routine

1. Post all drafts dated in the month (journal entries, vouchers, invoices).
2. Reconcile the month's bank statements.
3. Review the trial balance for the month.
4. Close the period here — later corrections go into the next open period.

Validation & common errors

FAQ

Why can't I post in January?
The January period (or the whole year) is closed — this screen shows exactly which, and the counter tells you how many periods are locked.

Does closing the year post a closing entry?
Closing here locks the year against posting. Record year-end closing/opening entries as journal entries per your accountant's procedure; the year-end engine automates this in a later phase.

Who can reopen a closed year?
Only users granted GL.YearClosing.Edit — typically the system administrator or chief accountant.