Accounting — Setup & operations guide

Accounting — Setup & operations guide

This guide covers the Accounting module in Ailaaj One — from first-time setup through day-to-day vouchers, payments, and reporting.

How to get there

Screen	Path
Dashboard	Finances → Core → Dashboard
Chart of Accounts	Finances → Core → Chart of Accounts
General Ledger	Finances → Core → General Ledger
Vouchers	Finances → Transactions → Vouchers
Expense Booking	Finances → Transactions → Expense Booking
Invoice Payments	Finances → Transactions → Invoice Payments
Reports	Finances → Reporting → Reports
Setup (first time)	Finances → Core → Dashboard — complete Setup if prompted
Configuration	Accounting dashboard → Configuration

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Part 1 — Before you start

Requirement	Notes
Permissions	Accounting screens need role permissions for setup, vouchers, payments, and reports
Fiscal year	Open an active fiscal year before posting
Chart of accounts	Default COA from setup or imported tree
Store context	Some flows are store-scoped like the rest of the hub

Hub paths live under Accounting (/app/accounting/*).

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Part 2 — First-time setup

Accounting setup wizard

Finances → Core → Dashboard — complete Setup if prompted (/accounting/setup)

1. Confirm the fiscal year (name, start, and end dates).
2. Add bank accounts and store cash accounts (suggested as Cash - {store} - {warehouse}).
3. Review payment method and till mappings — defaults are suggested from the known chart.
4. Optionally set bank processing charges, petty cash, and FBR tax.
5. Finish Setup creates the chart, voucher types, and automatic mappings.

Until setup completes, other accounting screens may show empty state or prompts.

What Finish maps automatically

You do not have to pick every known account. Finish maps:

Account	Use
4100 Sales Revenue	Product sales
2121 Tax Payable GST	Sales tax collected
6700 Discount Allowed	Discounts on the sale
1140 Inventory / 5100 COGS	Stock and cost of goods
1131 COD Receivable	Shippers and cash on delivery
4210 Bag Charges	Shopping-bag amount (when the warehouse has bag charges on)
4220 Rounding Off Adjustment	Extra rupee when sales rounding-up is on
6410–6430	End Session Cash Expense, Cash Purchase, Cash out

Payment methods, tills, and shippers are mapped to cash / bank / receivable accounts when a match exists. Anything you chose in the wizard is kept. Change mappings later under Configuration.

Re-running Finish Setup on a tenant that already has a chart is safe.

Chart of accounts (COA)

Finances → Core → Chart of Accounts

Task	How
Add account	Parent/child tree; code + name
Edit account	Update name, active flag, parent
Review structure	Assets, liabilities, equity, income, expense groupings

Posted vouchers reference COA accounts — change structure carefully on live tenants.

Opening balances

Finances → Core → Chart of Accounts — Opening balances tab

Method	When to use
Manual entry	Few accounts at go-live
Bulk import	Spreadsheet with many opening balances

Opening balances post as journal entries tied to the fiscal year start.

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Part 3 — Daily operations — vouchers

Voucher list

Finances → Transactions → Vouchers

• Filter draft vs posted
• Open voucher number for detail or print
• Create new voucher

Create or edit a voucher

Finances → Transactions → Vouchers → New

1. Select voucher type and date.
2. Add debit and credit lines — accounts, amounts, optional party references.
3. Save as draft for review or post when balanced and approved.

Rules:

• Debits must equal credits before post.
• Posted vouchers are immutable — reverse with a contra voucher if needed.

Print

Use print template from voucher detail for audit or filing.

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Part 4 — Invoice payments

Finances → Transactions → Invoice Payments

Supplier (GRN) payments

Step	Action
1	Select supplier
2	View pending GRNs / due amounts
3	Allocate payment amount and payment method
4	Post — creates accounting voucher and clears payable

Customer payments

Step	Action
1	Select customer
2	View outstanding sales invoices
3	Record receipt (cash, bank, COD where configured)
4	Post — links to customer ledger

Bulk payments

Process multiple supplier or customer payments in one run when settling end-of-day batches.

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Part 5 — Expense booking

Finances → Transactions → Expense Booking

Record operating expenses directly against expense accounts — petty cash, utilities, etc. — without a purchase GRN.

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Part 6 — Reports

Finances → Reporting → Reports

Report	Purpose
Trial balance	Hierarchical balances; parent roll-up
General ledger	Finances → Core → General Ledger — account activity by date range
Financial statements	Map COA lines to P&L and balance sheet via statement designer

Export/print from report screens where available.

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Part 7 — Configuration & integrations

Accounting dashboard → Configuration

Map hub events to ledger accounts:

Integration	Examples
POS / sales	Revenue, COGS, tax, bag charges, rounding, tender / till cash
Till expenses	End Session Cash Expense, Cash Purchase, Cash out
GRN / WMS	Inventory, payables, purchase payment methods
Shippers / 3PL	COD receivable
Payments	Bank, cash, customer/supplier control accounts

Unmapped tills, payment methods, or shippers appear in an attention list on this screen. Changes affect new auto-posted entries — review with finance before editing live mappings.

Custom till expense heads (beyond the three system names) are not auto-mapped — add them here if you use your own labels.

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Part 8 — Billing & FBR (with accounting)

Feature	Where
Billing page v2	Customer/supplier billing UI tied to payment vouchers
Customer NTN / CNIC	Customer profile — required for compliant invoices
FBR fiscal posting	When tenant FBR is enabled on sales

Accounting vouchers often follow a successful billing or POS sale post.

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Part 9 — Permissions

Permission area	Typical access
Setup & COA	Tenant owner, head accountant
Voucher entry	Accountants, senior staff
Invoice payments	Accounts payable/receivable clerks
Reports	Finance managers, auditors (read)

Configure under Admin → Access → Tenant Role Management.

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Further reading

• Ailaaj One 1.5.3 — POS charges on the books
• Accounting v1.0.0 release notes
• Documentation home