Daybook
Read every entry posted to the books in a period, newest first, and open any one to see what it debited and credited.
/accounts/daybookThe Daybook lists every entry in the books for a period: sales, receipts, credit notes, expenses, staff claim payouts, cheques cleared or bounced, transfers and journals. Every invoice, receipt, credit note, expense and payout posts an entry here, and every balance and report is added up from these entries. Quotations, proforma invoices and delivery challans post no entry of their own.
Find an entry
- The period starts on the current month. Change it with the date pickers, or with This month, Last month or This year.
- Pick one type of entry from the type list, or leave it on All entries.
- Search by the entry's number or its narration.
- The firm switcher at the top of the page shows one firm's entries or both firms'.
Entries are listed newest first.
| Column | What it shows |
|---|---|
| Date | The entry's date |
| Type | The kind of entry. Cancellation marks an entry that reverses an earlier one |
| No. | The document's number, with a tag for its firm. Select it to open the entry |
| Party | The school or trade party on the entry, if there is one |
| Narration | What the entry says it is for |
| Amount | The entry's total |
| Entered by | Who posted it |
Entry types
| Type | Posted by |
|---|---|
| Sale | An invoice |
| Payment-In | A receipt |
| Credit Note | A credit note |
| Expense | An expense |
| Staff Claim | A staff claim payout |
| Cheque Cleared | A cheque marked cleared |
| Cheque Bounced | A cheque marked bounced |
| Contra | Money moved between two accounts of the same firm |
| Inter-firm | Money that crossed between the two firms, one entry in each firm's books |
| Journal | A journal entry |
| Opening Balance | The balances brought in when the books were started |
Open an entry
Select an entry's number. The entry opens with its date, who entered it, the narration, and a line for each account it touched: the Account, the Party where there is one, and the Dr and Cr amounts, with the totals at the bottom. Debits and credits always agree.
- An entry for an invoice, receipt, credit note, expense or staff claim payout has a button to open that document, such as Open the invoice.
- A transfer or a journal can be cancelled from here with Cancel entry. Other entries are cancelled from their own document.
How cancellations show
Nothing in the books is deleted. When a document is cancelled, its entry stays, and a second entry reverses it line for line.
- The reversing entry is marked Cancellation and carries the original number followed by "(cancelled)".
- Opening the original says it has been cancelled. Opening the reversal says it takes an earlier entry back out of the books.
- The reversal is dated on the original's date if that period is still open, and today if the books are closed for it after a GST filing.
So a cancelled document appears twice: once as it was entered, and once as the entry that took it back out.
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Cash & Bank
See what each bank account, the cash in hand and the uncleared cheques hold, open any account's book, and move money between accounts.
Journal entries
Post an adjustment the accountant asks for, such as a correction, a write-off or a balance moved between accounts, with debits equal to credits.