Finance Module

The Financial Year Master defines the accounting year used across all Finance transactions. It must be created before any voucher can be entered. Each year can contain multiple pay periods with separate working-day counts for national and expatriate employees.

Figure 1 — Financial Year Master

Header Fields

Pay Periods Tab — Grid Fields

The Pay Periods grid defines the payroll periods within the financial year. Add one row per period (monthly or quarterly).

Steps

Finance Categories are the highest level of the Chart of Accounts hierarchy, equivalent to the five accounting elements: Assets, Liabilities, Equity, Income, and Expenses. Every ledger account ultimately rolls up to a Finance Category.

Figure 2 — Finance Category

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Finance Groups provide a second tier of classification beneath Finance Categories. Examples include Current Assets, Fixed Assets, Current Liabilities, Long-term Liabilities, and Operating Expenses. Each Finance Group must be linked to a parent Finance Category.

Figure 3 — Finance Group

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Finance Subgroups add a third tier of classification under a Finance Group. Every individual Ledger account is attached to a Subgroup. Common examples are Cash & Bank under Current Assets and Trade Creditors under Current Liabilities.

Figure 4 — Finance Subgroup

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Steps

Ledgers are individual GL account heads — for example, SGBC Bank Account, Sales Revenue, or Trade Debtors Control. Every financial transaction in the system posts to at least two ledger accounts following the double-entry principle.

Figure 5 — Ledger

Identity and Classification

Behaviour Flags

Financial Statement Mapping

Steps

A Subledger represents an individual customer, supplier, or employee sub-account that posts under a parent Ledger control account. Every Customer Receipt and Supplier Payment references a subledger record, enabling invoice-level tracking and aging analysis.

Figure 6 — Subledger

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Cost Centers allow expenses — and optionally revenues — to be tracked by department, project, or business unit. They are applied to ledger lines in transaction forms when the selected account has Cost Center Applicable enabled.

Figure 7 — Cost Center

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Steps

Opening Balance is used at system go-live or at the start of a new financial year to load the trial balance. Each line posts a debit or credit to a specific ledger and subledger combination. A CSV Import facility is available for bulk loading large trial balances.

Figure 8 — Opening Balance (Finance)

Header Fields

Opening Balance Details Grid

Tabs

• Opening Balance Details — Enter each balance line here
• Summary — Aggregated totals by ledger for trial balance verification before saving

Steps

The Journal Voucher is a general-purpose double-entry form. It supports any debit and credit combination across ledger accounts, currencies, and cost centres, making it the appropriate tool for adjustments, accruals, prepayments, month-end corrections, and any posting not handled by a dedicated transaction form.

Figure 9 — Journal

Header Fields

Account Particulars Grid

Footer Totals

The footer displays Total Debit, Total Credit, Total Debit Amount, Total Credit Amount, and their local-currency equivalents. The journal cannot be saved unless total debits equal total credits.

Steps

Customer Receipt records payments received from customers and settles outstanding sales invoices. It supports partial payments, on-account receipt amounts, and automatic exchange gain or loss calculation for multi-currency transactions.

Figure 10 — Customer Receipt

Header Fields

Invoice Details Grid

Footer Totals

Displays Total Offset Amount, On Account (unmatched portion), Total Settled Amount (Base), Total Settled Amount (Local), Total Gain Loss, and Total Gain Loss (Local).

Steps

AR Offset applies an existing on-account customer receipt to one or more outstanding invoices — without entering a new receipt. Use this screen when a receipt was posted in advance of the matching invoices, or when a receipt was partially matched and the remaining balance needs to be applied.

Figure 11 — AR Offset (Customer)

Header Fields

Invoice Details Grid

Footer

Displays Total Settled Amount, Total Offset Amount, Total Gain Loss, Total Gain Loss (Local), and a free-text Note field.

Steps

Supplier Payment records cash or bank disbursements made to suppliers and allows immediate settlement of outstanding purchase bills. It mirrors the structure of Customer Receipt but operates on the accounts payable side. Any unmatched payment amount becomes an advance that can be applied later using Bill Offset.

Figure 12 — Supplier Payment

Header Fields

Payment Details Grid (Bills)

Steps

Bill Offset applies an existing advance or on-account supplier payment to one or more outstanding purchase bills. It is the accounts payable equivalent of AR Offset. Use this screen when a supplier payment was posted before the corresponding bills were available in the system.

Figure 13 — Bill Offset

Header Fields

Bill Details Grid

Steps

The Payment voucher records cash or bank disbursements that are not supplier bill payments — for example, petty cash expenses, rent, utility payments, or salary disbursements posted directly to expense ledger accounts. Multiple expense lines can be entered in a single payment voucher.

Figure 14 — Payment

Header Fields

Accounts Particulars Grid

Steps

The Receipt voucher records cash or bank inflows that are not customer sales receipts — for example, rental income, bank loan proceeds, refunds received, or miscellaneous revenue deposited to a cash or bank account. Multiple income lines can be entered per voucher.

Figure 15 — Receipt

Header Fields

Accounts Particulars Grid

Steps

A Contra entry transfers funds between two cash or bank accounts within the same location — for example, moving collected cash from a till to the main bank account, or transferring between two bank accounts denominated in different currencies. The system automatically calculates any exchange gain or loss when the currencies differ.

Figure 16 — Contra

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Fund Transfer is used by one location (branch) to send physical cash or funds to another location. The sending branch initiates the transfer and records the denomination breakdown of the cash being dispatched. The receiving branch must confirm receipt using the Fund Transfer Acknowledgement screen. Until acknowledged, the funds are held in a transit ledger.

Figure 17 — Fund Transfer

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Denomination Grid

Steps

The receiving location uses Fund Transfer Acknowledgement to confirm receipt of funds dispatched via a Fund Transfer. Posting this form releases the funds from the in-transit ledger and credits them into the receiving location's cash or bank account. Any physical shortage or excess discovered on counting is automatically posted to a pre-configured ledger account.

Figure 18 — Fund Transfer Acknowledgement

Header Fields

Denomination Grid

Steps

Reconcile Accounts allows the finance team to match bank statement transactions against vouchers posted in the system. Each uncleared voucher is listed in the grid. The user enters the cleared date and bank reference for each matched item. Unmatched items are left blank and carried forward automatically to the next reconciliation period.

Figure 19 — Reconcile Accounts

Header Fields

Voucher Details Grid

Steps

The Interlocation Journal allows a single journal entry to simultaneously post a credit at one location and a debit at a different location. It is used for intercompany cost allocations, recharges, shared-expense distributions, and any accounting adjustment that affects two branches at once. Each row of the Account Particulars grid specifies both the From Location (credit) account and the To Location (debit) account.

Figure 20 — Interlocation Journal

Header Fields

Footer

Displays Total Amount* — the sum of all Amount values across all grid rows. This is a mandatory footer field that auto-populates as rows are added.

Steps

Interlocation Payment is used when one branch (Location) pays an expense on behalf of another branch (For Location). The payment is made from the paying location's cash or bank account, but the expense is posted to the beneficiary location's ledger accounts. This eliminates the need for a manual recharge journal after the payment.

Figure 21 — Interlocation Payment

Header Fields

Footer

Displays two footer totals: Total Amount* — sum of the transaction-currency Amount column across all grid rows (mandatory, auto-calculated); and Total Amount — a secondary total for reference.

Steps

Interlocation Receipt is used when one branch (Location) collects money on behalf of another branch (For Location). The cash or bank debit is posted at the collecting location, but the income or revenue credit is posted to the originating (For) Location's books. This is the mirror image of Interlocation Payment.

Figure 22 — Interlocation Receipt

Header Fields

Footer

Displays two footer totals: Total* — sum of all transaction-currency Amount values across the grid rows (mandatory, auto-calculated); and Amount ($) — the USD-equivalent total, auto-calculated.

Steps

A summary of all Finance Module screens, their navigation paths, toolbar buttons, and key mandatory fields.

Screen Summary

Required Field Badges