Record a receipt, payment or journal voucher

Record money received, money paid and journal adjustments, including TDS deducted by a customer, on one screen.

One screen handles three voucher types. A Receipt is money that comes in. A Payment is money that goes out. A Journal is any other adjustment between two or more ledgers.

Before you start

Create your cash and bank ledgers, and your customers and suppliers. See Chart of accounts, Customers and Suppliers.
Receipts and payments only list ledgers under Cash/Bank or Bank OD / CC on one side, and customer or supplier ledgers on the other side. Use a Journal for anything else.

Open the screen

Open Transactions > Journal / Rcpt / Pay.
Or press a key from any screen: F5 for a Payment, F6 for a Receipt, F7 for a Journal.
Click the Receipt, Payment or Journal card at the top to choose the voucher type.

Record a receipt or payment

Check the Date. The voucher is posted in the financial year of this date.
Leave Voucher No blank to get a number automatically, or type your own.
Type a Narration if you want a note on the voucher.
In the Cash / Bank box, pick the cash or bank ledger and enter the Amount (₹).
In the Parties box, pick the customer or supplier and enter the amount.
To split the money, click Add line in either box. For example, one cheque can go into two banks, or one payment can settle two suppliers.
Check the strip below the boxes. It must show ✓ Balanced. If it shows "Off by", the two boxes do not add up to the same total.
Check the Live Entry panel on the right. It shows the debit and credit sides.
Click Save Receipt or Save Payment (or press Ctrl+S).

For a receipt, the Cash / Bank box is the debit side. For a payment, it is the credit side. The app sets this for you.

Record a receipt where the customer deducted TDS

This option appears only when the TDS/TCS module is switched on and has active TDS sections. See TDS setup.

Choose Receipt.
Enter ONE Cash/Bank line with the NET amount that actually reached your bank.
Pick ONE customer line. You do not need to type its amount.
Switch on Customer deducted TDS (Income-tax) → post to TDS Receivable.
Enter TDS deducted (₹).
Optional: pick the Section (26AS / return) the customer used.
Check the summary. It shows bank (net), TDS Receivable, and the customer credited with net plus TDS.
Click Save Receipt.

This option works only for a new receipt. It is not available when you edit a saved receipt.

Record a journal

Choose Journal.
Fill Date, Voucher No (optional) and Narration.
On each line, choose DR or CR, pick the ledger, and enter the amount. Any ledger can be used.
Click + DR or + CR to add more lines. Pressing Enter on the last field also adds a new line.
Watch Total Dr, Total Cr and Difference. Debits must equal credits.
If there is a difference, click the Balance ₹... button. It puts the difference on a new line of the short side. Then pick the ledger for that line.
Click Save Journal.

Create a ledger while entering a voucher

Click New ledger at the top of the screen.
Fill the ledger details and save.
The new ledger appears in every ledger list on the screen.

Edit or copy a voucher

To edit, open the ledger report, click the voucher's row, and the voucher opens here. Change it and click Update .... Click Cancel Edit to leave without saving. See Ledger report.
To copy, use the copy button in the Voucher register. The copy opens here with today's date and a blank number. Check it and save.

Common problems

Save button is grey — point at it to see the reason, such as "Select ledger for all lines" or "Off by ₹...".
Same ledger appears twice on one side — combine the rows. — one ledger is used on two lines of the same box. Add the amounts into one line.
Voucher not balanced (DR ≠ CR) — journal debits and credits differ. Fix the amounts or use the Balance button.
TDS receipt needs exactly one Cash/Bank line (net received) and one Customer line. — remove the extra lines when TDS is switched on.
Voucher number already exists for this type. — that number is already used for this voucher type. Type another number or leave it blank.
This date falls in ..., but you are working in ... — the date belongs to a different financial year than the one you are working in. Switch to that year first, or correct the date.
Financial year ... is closed. — the year is closed for entries. Re-open it first. See Financial years.
TDS Receivable ledger missing — enable TDS in Settings → TDS/TCS first. — switch on the TDS/TCS module. See TDS setup.

More in Accounting

Voucher registerSee every accounting voucher in one list, filter by type and date, view the entries, copy a voucher or delete one you entered by hand.Enter ledger opening balancesEnter the balance each ledger had on the first day of a financial year, such as bank, cash, capital, loans, debtors and creditors.Fixed assets and depreciationKeep a register of machines, vehicles, computers and other fixed assets, run depreciation, and record the sale or disposal of an asset.