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docs/user/accounts/docs.user.accounts.closing.md

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+---
+{
+	"_label": "Closing a Financial Period"
+}
+---
+At the end of every year (or quarter or maybe even monthly) after you complete your auditing, you close your books of accounts. This means that you make all your special entries like:
+
+- Depreciation
+- Change in value of Assets
+- Defer taxes and liabilities
+- Update bad debts
+
+etc. and book your Profit or Loss.
+
+By doing this, your Income and Expense Accounts become zero and you start a new Fiscal Year (or period) with a balanced Balance Sheet and fresh Profit and Loss.
+
+In ERPNext after making all the special entries via Journal Voucher, you can make all your Income and Expense accounts to zero via:
+
+> Accounts > Tools > Period Closing Voucher
+
+The Period Closing Voucher will make accounting entries (GL Entry) making all your Income and Expense Accounts zero and transferring the balance to the Account you define.

docs/user/accounts/docs.user.accounts.journal_voucher.md

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+---
+{
+	"_label": "Journal Vouchers"
+}
+---
+All types of accounting entries other than **Sales Invoice** and **Purchase Invoice** are made using the **Journal Voucher**. A **Journal Voucher** (also called Journal Entry) is a standard accounting transaction that affects multiple Accounts and the sum of debits is equal to the sum of credits.
+
+To create a Journal Voucher go to:
+
+> Accounts > Journal Voucher > New Journal Voucher
+
+In a Journal Voucher, you must select.
+
+- Type of Voucher from the drop down.

+- Add rows for the individual accounting entries. In each row, you must specify:
+	- The Account that will be affected
+	- The amount to Debit or Credit
+	- The Cost Center (if it is an Income or Expense)
+	- Against Voucher: Link it to a voucher or invoice if it affects the “outstanding” amount of that invoice.
+	- Is Advance: Select “Yes” if you want to make it selectable in an Invoice.

+Other information in case it is a Bank Payment or a bill.
+
+#### Difference
+
+The “Difference” field is the difference between the Debit and Credit amounts. This should be zero if the Journal Voucher is to be “Submitted”. If this number is not zero, you can click on “Make Difference Entry” to add a new row with the amount required to make the total as zero.
+
+---
+
+## Common Entries
+
+A look at some of the common accounting entries that can be done via Journal Voucher.
+
+#### Expenses (non accruing)
+
+Many times it may not be necessary to accrue an expense, but it can be directly booked against an expense Account on payment. For example a travel allowance or a telephone bill. You can directly debit Telephone Expense (instead of your telephone company) and credit your Bank on payment.
+
+- Debit: Expense Account (like Telephone expense)
+- Credit: Bank or Cash Account
+
+#### Bad Debts or Write Offs
+
+If you are writing off an Invoice as a bad debt, you can create a Journal Voucher similar to a Payment, except instead of debiting your Bank, you can debit an Expense Account called Bad Debts.
+
+- Debit: Bad Debts Written Off
+- Credit: Customer
+
+> Note: There may be regulations in your country before you can write off bad debts.
+
+#### Depreciation
+
+Depreciation is when you write off certain value of your assets as an expense. For example if you have a computer that you will use for say 5 years, you can distribute its expense over the period and pass a Journal Voucher at the end of each year reducing its value by a certain percentage.
+
+- Debit: Depreciation (Expense)
+- Credit: Asset (the Account under which you had booked the asset to be depreciated)
+
+> Note: There may be regulations in your country that define by how much amount you can depreciate a class of Assets.

docs/user/accounts/docs.user.accounts.md

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+---
+{
+	"_label": "Accounts"
+}
+---
+At end of the sales and purchase cycle is billing and payments. You may have an accountant in your team, or you may be doing accounting yourself or you may have outsourced your accounting. Financial accounting forms the core of any business management system like an ERP.
+
+In ERPNext, your accounting operations consists of 3 main transactions:
+
+- Sales Invoice: The bills that you raise to your Customers for the products or services you provide.

+- Purchase Invoice: Bills that your Suppliers give you for their products or services.

+- Journal Vouchers: For accounting entries, like payments, credit and other types.
+
+---
+
+### Accounting Basics
+
+#### Debit and Credit
+
+People new to accounting are often confused with the terms Debit and Credit. Contrary to their meaning, these terms have nothing to do with who owes what. 
+
+Debit and Credit are conventions. All accounting follows these so that it is easy to understand the state of finances in a universal manner. These conventions are:
+
+- All Accounts are of type Debit or Credit.
+- Assets and Expenses (and their sub-groups) are always Debit.
+- Liabilities and Income (and their sub-groups) are always Credit.
+- In all accounting entries, you “debit” an Account or “credit” one.
+- When you “debit” an Debit Account (an asset or expense), its value increases (“add” operation). When you “credit” a Debit Account, its value decreases (“subtract” operation). The same rule applies for Credit Accounts. “Crediting” a Credit Account, increases its value, “debiting” it decreases its value.
+- All accounting transactions (like a sales or a payment) must affect at least two different Accounts and sum of debits must be equal to sum of credits for the transaction. This is called the “double-entry bookkeeping system”.
+
+Still confused? These conventions will become clearer as you make transactions.
+
+#### Accrual System
+
+Another important concept to understand in Accounting is accrual. This is important when your payment happens separately from delivery. 
+
+For example you buy X from a Supplier and your Supplier sends you a bill and expects you to pay in, for example, seven days. Even if you have not yet paid your Supplier, your expense must be booked immediately. This expense is booked against a group of Accounts called “Accounts Payable” that is the sum of all your outstanding dues to your Suppliers. This is called accrual. When you pay your Supplier, you will cancel his dues and update your bank account.
+
+ERPNext works on an accrual system. The transactions that accrue income and expense are Sales Invoice and Purchase Invoice.
+
+In retail, typically, delivery and payment happens at the same time. To cover this scenario, we have in ERPNext a POS Invoice (POS = Point of Sales). More on that later.
+

docs/user/accounts/docs.user.accounts.payments.md

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+---
+{
+	"_label": "Making Payments"
+}
+---
+Payments made against Sales Invoices or Purchase Invoices can be made by clicking on “Make Payment Entry” button on “Submitted” invoices.
+
+1. Update the “Bank Account” (you can also set the default account in the Company master).
+1. Update posting date.
+1. Enter the check number, check date.
+1. Save and Submit.
+
+Payments can also be made independent of invoices by creating a new Journal Voucher and selecting the type of payment.
+
+#### Incoming Payment
+
+For payments from Customers,
+
+- Debit: Bank or Cash Account
+- Credit: Customer
+
+> Note: Remember to the “Against Sales Invoice” or “Is Advance” as applicable.
+
+#### Outgoing Payment
+
+For payments to Suppliers,
+
+- Debit: Supplier
+- Credit: Bank or Cash Account
+
+> Note: Remember to the “Against Purchase Invoice” or “Is Advance” as applicable.
+
+---
+
+### Reconciling Cheque (Check) Payments
+
+If you are receiving payments or making payments via cheques, the bank statements will not accurately match the dates of your entry, this is because the bank usually takes time to “clear” these payments. Also you may have mailed a cheque to your Supplier and it may be a few days before it is received and deposited by the Supplier. In ERPNext you can synchronize your bank statements and your Journal Vouchers using the “Bank Reconciliation” tool.
+
+To use this, go to:
+
+> Accounts > Bank Reconciliation
+
+Select your “Bank” Account and enter the dates of your statement. Here you will get all the “Bank Voucher” type entries. In each of the entry on the right most column, update the “Clearance Date” and click on “Update”.
+
+This way you will be able to sync your bank statements and entries in the system.
+
+---
+
+## Managing Outstanding Payments
+
+In most cases, apart from retail sales, billing and payment are separate activities. There are several combinations in which these payments are done. These cases apply to both sales and purchases.
+
+- They can be upfront (100% in advance).
+- Post shipment. Either on delivery or within a few days of delivery.
+- Part in advance and part on or post delivery.
+- Payments can be made together for a bunch of invoices.
+- Advances can be given together for a bunch of invoices (and can be split across invoices).
+
+ERPNext allows you to manage all these scenarios. All accounting entries (GL Entry) can be made against a Sales Invoice, Purchase Invoice or Journal Vouchers (in special cases, an invoice can be made via a Sales Invoice too).
+
+The total outstanding amount against an invoice is the sum of all the accounting entries that are made “against” (or are linked to) that invoice. This way you can combine or split payments in Journal Vouchers to manage the scenarios.
+
+### Matching Payments to Invoices
+
+In complex scenarios, especially in the capital goods industry, sometimes there is no direct link between payments and invoices. You send invoices to your Customers and your Customer send you block payments or payments based on some schedule that is not linked to your invoices. 
+
+In such cases, you can use the Payment to Invoice Matching Tool.
+
+> Accounts > Payment Reconciliation
+
+In this tool, you can select an account (your Customer’s account) and click on “Pull Payment Entries” and it will select all un-linked Journal Vouchers and Sales Invoices from that Customer.
+
+To cancel off some payments and invoices, select the Invoices and Journal Vouchers and click on “Reconcile”.

docs/user/accounts/docs.user.accounts.pos.md

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+---
+{
+	"_label": "Point of Sale (POS) Invoice"
+}
+---
+For retail operations, the delivery of goods, accrual of sale and payment all happens in one event, that is usually called the “Point of Sale”. 
+
+You can make a Sales Invoice of type POS by checking on “Is POS”. When you check this, you will notice that some fields get hidden and some new ones emerge.
+
+> Tip: In retail, you may not create a separate Customer record for each customer. You can create a general Customer called “Walk-in Customer” and make all your transactions against this Customer record.
+
+#### Different sections of the POS
+
+- Update Stock: If this is checked, Stock Ledger Entries will be made when you “Submit” this Sales Invoice and there is no need for a separate Delivery Note.

+- In your Items table, you will also have to update inventory information like “Warehouse” (can come as default), “Serial Number” or “Batch Number” if applicable.

+- Update “Payment Details” like your Bank / Cash Account, paid amount etc.

+- If you are writing off certain amount, for example change or you get extra change, check on “Write off Outstanding Amount” and set the Account.
+
+#### POS Settings
+
+If you are in retail operations, you want your Point of Sale to be as quick and efficient as possible. To do this, you can create a POS Setting for a user from:
+
+Accounts > Point of Sale (POS) Setting
+
+and set default values as defined.
+
+---
+
+#### Accounting entries (GL Entry) for a Point of Sale:
+
+Debits:
+
+- Customer (grand total)	
+- Bank / Cash (payment)
+
+Credits:
+
+- Income (net total, minus taxes for each Item) 
+- Taxes (liabilities to be paid to the government)
+- Customer (payment)
+- Write Off (optional)
+
+To see entries after “Submit”, click on “View Ledger”.
+

docs/user/accounts/docs.user.accounts.purchase_invoice.md

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+---
+{
+	"_label": "Purchase Invoice"
+}
+---
+Purchase Invoice is the exact opposite of your Sales Invoice. It is the bill that your Supplier sends you for products or services delivered. Here you accrue expenses to your Supplier. Making a Purchase Invoice is very similar to making a Purchase Order.
+
+To make a new Purchase Invoice, go to:
+
+> Accounts > Purchase Invoice > New Purchase Invoice
+
+or click on “Make Purchase Invoice” in Purchase Order or Purchase Receipt.
+
+The concept of “Posting Date” is again same as Sales Invoice. “Bill No” and “Bill Date” help you  to track the bill number as set by your Supplier for reference.
+
+#### Accounting Impact
+
+Like in Sales Invoice, you have to enter an Expense or Asset account for each row in your Items table to indicate if the Item is an Asset or an Expense. You must also enter a Cost Center.  These can also be set in the Item master.
+
+The Purchase Invoice will affect your accounts as follows:
+
+Accounting entries (GL Entry) for a typical double entry “purchase”:
+
+Debits:
+
+- Expense or Asset (net totals, excluding taxes)
+- Taxes (assets if VAT-type or expense again).
+
+Credits:
+
+- Supplier
+
+To see entries in your Purchase Invoice after you “Submit”, click on “View Ledger”.
+
+---
+
+#### Is a purchase an “Expense” or “Asset”?
+
+If the Item is consumed immediately on purchase or if it is a service, then the purchase becomes an “Expense”. For example, a telephone bill or travel bill is an “Expense” - it is already consumed.
+
+For inventory Items, that have a value, these purchases are not yet “Expense”, because they still have a value while they remain in your stock. They are “Assets”. If they are raw-materials (used in a process), they will become “Expense” the moment they are consumed in the process. If they are to be sold to a Customer, they become “Expense” when you ship them to the Customer.
+
+Note: In ERPNext, this conversion from “Asset” to “Expense” is not clear. As of the current version, you will have to manually convert an item from an “Asset” to “Expense” via a Journal Voucher. We know its a shortcoming and will be fixed in an upcoming version pretty soon.
+
+---
+
+#### Deducting Taxes at Source
+
+In many countries, your laws may require to deduct taxes by a standard rate when you make payments to your Suppliers. Under these type of schemes, typically if a Supplier crosses a certain threshold of payment and if the type of product is taxable, you may have to deduct some tax (that you pay back to your government, on your Supplier’s behalf).
+
+To do this, you will have to make a new Tax Account under “Tax Liabilities” or similar and credit this Account by the percent you are bound to deduct for every transaction.
+
+For more help, please contact your Accountant!

docs/user/accounts/docs.user.accounts.reports.md

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+---
+{
+	"_label": "Reports"
+}
+---
+Some of the major accounting reports are:
+
+### General Ledger
+
+General Ledger is based on the table GL Entry and can be filtered by Account and between a period. This will help you get a full update for all entries done in that period for that Account.
+
+### Trial Balance
+
+Trial Balance is the list of Account balances for all your Accounts (“Ledger” and “Group”) on a particular date. For each Account it will give you the:
+
+- Opening
+- Debits
+- Credits
+- Closing
+
+The sum of all closing balances in a Trial Balance must be zero. 
+
+### Accounts Payable and Accounts Receivable (AP / AR)
+
+These reports help you to track the outstanding invoices sent to Customer and Suppliers. In this report, you will get your outstanding amounts period wise. i.e. between 0-30 days, 30-60 days and so on.
+
+You can also get your payables and receivables from direct reports on Sales Invoice and Purchase Invoice.
+
+### Sales and Purchase Register
+
+This is useful for making your tax statements invoice and Item wise. In this report, each tax Account is transposed in columns and for each Invoice and invoice Item, you will get the amount of individual tax that has been paid based on the Taxes and Charges table.

docs/user/accounts/docs.user.accounts.returns.md

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+---
+{
+	"_label": "Handling Returns"
+}
+---
+Returns are a part of doing business. Your Customers may return Items in exchange of other Items or money back or you may return Items to your Supplier. In each case there could be a variety of scenarios.
+
+### Credit and Debit Notes
+
+Credit Notes are given to your Customers against a return that can be redeemed as cash or adjusted in another purchase. You can create a Journal Voucher of type Credit Note as follows:
+
+- Debit: Income
+- Credit: Customer
+
+Similarly if you are deducting an amount from your Supplier’s bill due to rejection or similar, you can issue a Debit Note to your Supplier. You can adjust the Debit Note against another pending Purchase Invoice (in which case, remember to set the “Against Purchase Invoice” column or return the money. In the second case you will have to create a new payment entry (Journal Voucher) when you receive the money. Entry for a Debit Note would be:
+
+- Debit: Supplier
+- Credit: Expense
+
+> If Items are also returned, remember to make a Delivery Note or Stock Entry for the Items.
+
+### Exchange
+
+If there is an exchange with your Customer, you can create a new POS type Sales Invoice in which the returning item has a negative quantity and the selling item has a positive quantity. In this way your taxes will also be adjusted against the return.
+
+### Sales and Purchase Return Wizard
+
+This is a tool that can help you automate the entry for this process. Go to:
+
+> Accounts > Tools > Sales and Purchase Return

docs/user/accounts/docs.user.accounts.sales_invoice.md

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+---
+{
+	"_label": "Sales Invoice"
+}
+---
+A Sales Invoice is a bill you send to your Customers against which they will process your payment. 
+
+If you have managed to create Sales Orders or Delivery Notes, creating a Sales Invoice should be more of the same. 
+
+You can create a Sales Invoice directly from
+
+> Accounting > Sales Invoice > New Sales Invoice
+
+or from the “Make Sales Invoice” button in the Sales Order or Delivery Note.
+
+#### Accounting Impact
+
+All Sales must be booked against an “Income Account”. This refers to an Account in the “Income” section of your Chart of Accounts. It is a good practice to classify your income by type (like product income, service income etc). The Income Account must be set for each row of the Items table.
+
+> Tip: To set default Income Accounts for Items, you can set it in the Item or Item Group.
+
+The other account that is affected is the Account of the Customer. That is automatically set from “Debit To” in the heading section.
+
+You must also mention the Cost Centers in which your Income must be booked. Remember that your Cost Centers tell you the profitability of the different lines of business or product. Again, you can set a default Cost Center in your Item master.
+
+#### Accounting entries (GL Entry) for a typical double entry “Sale”:
+
+When booking a sale (accrual):
+
+**Debit:** Customer (grand total)
+**Credit:** Income (net total, minus taxes for each Item) 
+**Credit:** Taxes (liabilities to be paid to the government)
+
+> To see entries in your Sales Invoice after you “Submit”, click on “View Ledger”.
+
+#### Dates
+
+Posting Date: The date on which the Sales Invoice will affect your books of accounts i.e. your General Ledger. This will affect all your balances in that accounting period. 
+
+Due Date: The date on which the payment is due (if you have sold on credit). This can be automatically set from the Customer master.
+
+#### Recurring Invoices
+
+If you have a contract with a Customer where you bill the Customer on a monthly, quarterly, half-yearly or annual basis, you can check the “Recurring Invoice” box. Here you can fill in the details of how frequently you want to bill this Invoice and the period for which the contract is valid.
+
+ERPNext will automatically create new Invoices and mail it to the email ids you set.
+
+---
+
+#### "Pro Forma" Invoice
+
+If you want to give an Invoice to a Customer to make a payment before you deliver, i.e. you operate on a payment first basis, you should create a Quotation and title it as a “Pro-forma Invoice” (or something similar) using the Print Heading feature. 
+
+“Pro Forma” means for formality. Why do this? Because if you book a Sales Invoice it will show up in your “Accounts Receivable” and “Income”. This is not ideal as your Customer may or may not decide to pay up. But since your Customer wants an “Invoice”, you could give the Customer a Quotation (in ERPNext) titled as “Pro Forma Invoice”. This way everyone is happy.
+
+This is a fairly common practice. We follow this at Web Notes too.