Accounting
Accounting provides basic income and expense tracking for your business. It allows you to record transactions, organize them into categories, view a dashboard of your financial health, and generate reports. Transactions can be created manually or auto-generated from paid sales and purchase orders in the Operations module.
Dashboard
Navigate to Accounting > Dashboard to access the financial overview.
The dashboard provides at-a-glance financial information for the selected period:
- Summary Cards: Total income, total expenses, and net profit/loss for the selected date range
- Running Balance: Current balance based on all transactions to date
- Income vs Expense Chart: A 6-month trend chart comparing income and expenses by month
- Top Expense Categories: A breakdown of the top 5 expense categories for the period (displayed as a donut chart)
- Recent Transactions: The 10 most recent transactions with type, category, amount, and date
Date Range: By default, the dashboard shows the current month. Use the date range selector to view a different period.
Period Selector: Use the period toggle to switch between:
- This Month: Current month data
- Last Month: Previous month data
- This Year: Year-to-date data
The chart updates automatically to show daily data for month views and monthly data for year views.
Transactions
Navigate to Accounting > Transactions to view and manage all income and expense records.
Viewing Transactions
The transaction list displays:
- Transaction number
- Date
- Type (Income or Expense)
- Category
- Amount
- Payment method
- Attachment indicator (paperclip icon if a receipt is attached)
- Source document (Manual, or linked Sales Order / Purchase Order)
- Created by
Filtering:
- Type: Filter by Income or Expense
- Category: Filter by transaction category
- Date Range: Filter by start and end date
- Search: Search by transaction number, description, or reference number
Creating a Transaction
- Click Add Transaction
- Fill in the transaction details:
| Field | Required | Description |
|---|---|---|
| Type | Yes | Income or Expense |
| Amount | Yes | Transaction amount (minimum 0.01) |
| Category | Yes | Transaction category |
| Transaction Date | Yes | Date of the transaction (future dates only if allowed in settings) |
| Description | No | Description of the transaction (max 1000 characters) |
| Reference Number | No | External reference number (max 100 characters) |
| Payment Method | No | Cash, Bank Transfer, Credit Card, Check, or Other |
| Tags | No | Tags for additional organization |
| Attachment | Configurable | Receipt or supporting document (PDF, JPG, PNG; max 5MB) |
- Click Save
A transaction number is auto-generated using the prefix and starting number configured in Settings.
Whether attachments are mandatory depends on the Require Attachments setting. When enabled, every transaction must include a receipt or supporting document.
Editing a Transaction
- Find the transaction in the list
- Click Edit from the actions menu
- Modify the details as needed
- Optionally upload a new attachment (replaces the existing one)
- Click Save
Source Documents
Transactions created automatically from sales or purchase orders display a linked source document. Click the source document link to navigate directly to the originating sales order or purchase order.
Manually created transactions are labeled as Manual.
Managing Attachments
- Upload an attachment when creating or editing a transaction
- Download an existing attachment by clicking the paperclip icon
- Delete an attachment separately without deleting the transaction
Categories
Navigate to Accounting > Categories to manage transaction categories.
Categories organize your transactions into meaningful groups. Each category is designated as either an Income category or an Expense category.
Viewing Categories
The category list displays:
- Category name
- Type (Income or Expense)
- Parent category (if it is a sub-category)
- Icon and color
- Transaction count
- Status (Active/Inactive)
- Created by
Filtering:
- Type: Filter by Income or Expense
- Status: Filter by Active or Inactive
Creating a Category
- Click Add Category
- Fill in the details:
| Field | Required | Description |
|---|---|---|
| Name | Yes | Category name (max 100 characters) |
| Type | Yes | Income or Expense |
| Parent Category | No | Parent category for hierarchy (must match the same type) |
| Icon | No | Icon class for visual identification |
| Color | No | Hex color code (e.g., #FF5733) |
| Is Active | No | Whether this category is available for use |
- Click Save
Category creation is only available when Allow Custom Categories is enabled in Settings. If disabled, contact your administrator.
Category Hierarchy
Categories support parent-child relationships. A sub-category must have the same type (Income or Expense) as its parent. The maximum depth of the hierarchy is controlled by the Category Hierarchy Levels setting.
Deleting a Category
A category can only be deleted if:
- It has no transactions assigned to it
- It has no sub-categories
If either condition is not met, you must reassign the transactions or delete the sub-categories first.
Tax Configurations
Navigate to Accounting > Tax Configurations to manage tax rates.
This is the same Tax Configurations page available under Operations > Configuration > Tax Configurations. Tax configurations are shared across the Operations and Accounting modules.
See the Operations - Tax Configurations section for details on creating and managing tax configurations.
Reports
Navigate to Accounting > Reports to access financial reports. The reports page provides access to all available report types with filters for date range and category.
Income & Expense Summary
Navigate to Accounting > Reports, then select Income & Expense Summary, or access it directly from the Reports menu.
This report provides a comprehensive overview of income and expenses for a selected period:
- Summary Cards: Total income, total expenses, and net profit/loss
- Income by Category: Breakdown of income by category with totals and transaction counts
- Expense by Category: Breakdown of expenses by category with totals and transaction counts
- Monthly Breakdown: Month-by-month comparison of income, expenses, and profit within the selected period
Filters:
- Date Range: Select the reporting period (defaults to current month)
Export: Download the report as a PDF.
Cash Flow
Navigate to Accounting > Reports, then select Cash Flow.
The cash flow report tracks the movement of money through your business over time:
- Opening Balance: The balance at the start of the selected period (total income minus total expenses prior to the start date)
- Transaction List: Each transaction within the period with its running balance after each entry
- Closing Balance: The balance at the end of the selected period
This report is useful for understanding how your cash position changes over time and identifying periods of high or low cash flow.
Filters:
- Date Range: Select the reporting period
Export: Download the report as a PDF.
Category Performance
Navigate to Accounting > Reports, then select Category Performance.
The category performance report shows how each transaction category is performing over a given period:
- Category Name and Type: The category and whether it tracks income or expense
- Total Amount: Sum of all transactions in this category
- Transaction Count: Number of transactions
- Average Transaction: Average amount per transaction
Filters:
- Date Range: Select the reporting period
- Type: Filter by Income, Expense, or All
Categories are sorted by total amount in descending order, making it easy to identify your highest-revenue or highest-cost categories.
Reports Index (General)
The main reports index page provides a quick report generator with three report types:
- Summary: Overview of income vs. expenses with individual transactions
- Category: Breakdown by category with income and expense totals per category
- Monthly: Month-by-month comparison within the date range
Select a date range, optionally filter by category, choose the report type, and click Generate. Reports can also be exported to PDF from this page.
Settings
Navigate to Accounting > Settings to configure accounting module settings.
Transaction Settings
| Setting | Default | Description |
|---|---|---|
| Transaction Number Prefix | TXN | Prefix for auto-generated transaction numbers (e.g., TXN-001) |
| Starting Transaction Number | 1000 | Starting number for the transaction sequence |
| Allow Future Dates | Off | When enabled, transactions can be created with dates in the future |
| Require Attachments | Off | When enabled, every transaction must include a receipt or document |
Category Settings
| Setting | Default | Description |
|---|---|---|
| Allow Custom Categories | On | Allow users to create their own transaction categories |
| Category Hierarchy Levels | 2 | Maximum depth of category parent-child hierarchy (1-5) |
Integration Settings
| Setting | Default | Description |
|---|---|---|
| Auto-Sync Sales Orders | On | Automatically create income transactions when sales orders are marked as paid |
| Auto-Sync Purchase Orders | On | Automatically create expense transactions when purchase orders are marked as paid |
When auto-sync is enabled, paid sales orders generate income transactions and paid purchase orders generate expense transactions. These auto-created transactions are linked to their source orders and can be viewed by clicking the source document link on the transaction.
Synchronization events are also logged in the Operations > Posting History for auditing purposes.
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