NirmaanOne Help
How-toReviewed 2026-09-29

Set up the books for a promoter company

Create the set of books a promoter company keeps, mirror its projects as cost centres, check the voucher numbering series and the component mappings, and connect the project's bank accounts to their ledgers so demands, receipts and payouts can be posted.

Set up the books for a promoter company

Every promoter company keeps one set of books, and every posting for its projects (demands, receipts, payouts, commissions) lands there. Do this once per promoter, before the first booking: create the books, mirror the projects as cost centres, check the numbering series and the ledger each charge posts to, and make sure the project's bank accounts have their ledgers.

Before you start

  • The promoter company is registered under Masters > Companies with the company type Promoter Entity. Books can't be kept for any other kind of company. See Register the promoter entity and its project bank accounts.
  • The promoter's projects and their towers exist if you want them mirrored as cost centres; you can run Mirror projects again later for projects added afterwards.
  • Choose the begin date, the fiscal-year start month and the currency carefully: they are fixed once the books exist.
  • Permissions, in the role editor's words:
    • the Create permission on Books to set them up (the default Administrator and Finance Lead roles), plus the View permission on Companies to pick the company;
    • the Edit permission on Books for cost centres and voucher types, and the View permission on Projects to see the projects in the mirror dialog;
    • the Edit permission on Chart of Accounts to map components (Administrator, Finance Lead and Accountant);
    • the Edit permission on Projects to sync bank ledgers.

Steps

  1. In the sidebar open Accounting and choose Books. The Books list opens, one row per promoter company that already keeps books.
  2. Click Set up books at the top right. The Set up books panel slides in. Its note says what will happen: "Setting up copies every template group and auto-create ledger, the component mappings, and seeds the eight voucher types (Receipt, Payment, Journal, Contra, Sales, Purchase, Credit Note, Debit Note) with their numbering prefixes."
  3. In Promoter company, search the company (placeholder "Search Promoter Entity companies") and pick it. Only active companies of the Promoter Entity type are offered.
  4. Check the rest of the panel: Books begin on starts on 1 April of the current Indian financial year, Fiscal year starts in is April and Currency is INR. Type a Books name only if you want something other than the company's name (the hint reads "Optional; shown in the books switcher.").
  5. Click Set up books at the foot of the panel. You see “Books "<name>" set up with <n> ledgers.” and the new books' overview opens, with the company, "books begin <date>" and the currency in its header and the first fiscal year marked Current.
  6. On the books overview choose the Cost centres tab. It reads "No cost centres yet" and "Mirror the company's projects, or add one by hand." See Cost centres.
  7. Click Mirror projects. The dialog "Mirror projects as cost centres" opens: "Each project becomes a cost centre (P001, P002 …); with towers on, each tower becomes a child (P001-T1). Existing ones are left alone." The company's projects are listed and ticked, and Include towers is ticked. Untick any project you don't want. If no project names this company as its promoter yet, every project is listed instead, each marked "Another promoter's project".
  8. Click Create cost centres. You see "<n> project and <n> tower cost centre(s) created." and the tree shows one cost centre per project (P001, P002 …), each with a child per tower named "<project> / <tower>".
  9. Choose the Voucher types tab. The eight standard types are listed, from Receipt (RCP-) to Debit Note (DN-), all Active and all restarting each fiscal year. Leave them as they are: automatic postings rely on them. See Voucher types.
  10. Only if you want a separate numbering series (a branch, a project), click New voucher type, fill Code, Kind, Name, Prefix, Suffix, Next number (1 unless you are continuing an existing series) and Digits, leave Restart each fiscal year ticked unless numbers should run on across years, check the preview "Next voucher will be numbered <sample>", and click Add voucher type. You see "Voucher type added." and the series can be chosen on manual vouchers.
  11. In the sidebar open Accounting, choose Chart of Accounts, pick the new books in the Books switcher at the top right, and choose the Component mappings tab. You see one row per charge component with the ledger it posts to. Standard components arrive mapped (unit price and floor rise to 4100, GST to 2210 with 2220, corpus to 5110, commission to 5200 with 2300, and so on). If your organization has added components, a warning reads "<n> active components have no ledger in these books." (or "1 active component has no ledger in these books."). See Component mappings.
  12. For each row that says "Not mapped", click its pencil, pick a Ledger in the "Map <component>" dialog (and a Tax ledger (optional) or Cost centre (optional) if the charge needs one; sale and tenant charges also offer a Revenue treatment), and click Save mapping. You see "<component> mapped." Repeat until the warning is gone.
  13. If the promoter's collection, RERA separate, operative or GST bank accounts were recorded before the books existed, open the promoter's project from Projects. On the Ready to sell and collect? card of the Project overview a blocker reads "The books have no ledger for the collection bank account <bank> ····<last 4>; sync bank ledgers" (or the same for the RERA separate, operative or GST bank account). Click Sync bank ledgers beside it. You see "Bank ledgers created: <codes>." (or "Every bank account already has its ledger.") and the card now lists a ledger code under each account; one click creates every missing ledger for the four accounts.

What happens next

  • The books hold a copy of your organization's chart of accounts (five classes, the standard groups and ledgers), the fiscal year that holds the begin date with 12 monthly periods, the eight voucher types and the standard component mappings. They also start with a default revenue policy; see Revenue policy.
  • The books are Active. Postings for every project of this promoter now find them: the readiness blocker "<Promoter> keeps no books yet; set them up under Accounting > Books" disappears from the project overview.
  • Bank accounts of the collection, RERA separate, operative or GST purpose that you save from now on get their bank ledger straight away, as long as the books stay active. The chart's own templates for them are 1100 Bank - Collection Account, 1105 Bank - RERA Separate Account, 1110 Bank - Operative Account and 1120 Bank - GST.
  • Each project's demands, benefit accruals, commissions and payouts are tagged with its project cost centre, so the ledger and the reports can be cut by project.
  • Next: finish the project's readiness with Make a project ready to sell, and if you are moving an existing entity from Tally or older books, bring its balances in with Enter opening balances.

If something goes wrong

  • "Books can be set up only for a Promoter Entity company." on the Promoter company field: the company's type isn't Promoter Entity. Change it on the company's edit page or pick another company. See No books yet: set up books for a promoter company.
  • "This company already has a set of books." on the same field: open the existing books from the list instead; a company keeps exactly one set. See No books yet: set up books for a promoter company.
  • "Picking the company needs the Companies read permission." in the panel: you hold Create on Books but not View on Companies. See Cannot pick the promoter company.
  • "<n> active components have no ledger in these books." stays on the mappings tab, or a demand, payout or commission is refused with "Charge component <code> has no ledger mapping in books <name>": map the component (step 12). See Charge component has no ledger mapping.
  • "A voucher type with this code already exists in these books." on Code: choose another code. See Voucher type code already used.
  • "The promoter keeps no books yet; set them up under Accounting > Books." after Sync bank ledgers, or the readiness card still shows red blockers: work through Project is not ready to sell.
  • Sync bank ledgers is greyed out with "Creating the ledgers needs permission to edit projects": ask someone with the Edit permission on Projects. See No permission.

Related

  • BooksScreen

    The list of every set of books in your organization, one per promoter company, with the actions to set up books for a company, open a set or delete one.

  • Books overviewScreen

    The home page of one set of books: its company and settings, counts, fiscal years, and shortcuts to the chart of accounts, vouchers, reports and opening balances, with the actions to rename, deactivate or delete the books.

  • Cost centresScreen

    The cost-centre tree of a set of books, usually one per project with a child per tower, so the ledger and the reports can be cut by project; mirror the projects in one click or add cost centres by hand.

  • Voucher typesScreen

    The voucher numbering series of a set of books, one per kind of voucher: add a series, or change its prefix, suffix, digits and whether it restarts each fiscal year.

  • Component mappingsScreen

    Which ledger each charge component posts to in the chosen set of books (a main ledger, an optional second tax ledger, an optional cost centre and, for sale and tenant charges, the revenue treatment and contract liability ledger), and the action to copy template additions into the books.

  • Fiscal yearsScreen

    The fiscal years of a set of books with their 12 monthly periods: lock or unlock a month, open the next year, and close or reopen a year at year end.

  • Opening balancesScreen

    The balances brought forward into a fiscal year, one amount and side per ledger, typed in one table and saved as a whole, with running debit and credit totals.

  • Revenue policyScreen

    The CA's effective-dated choices on how the books recognise sale revenue and the costs that go with it: framework, method, possession trigger, OC rule, cost treatments and judgement areas.

  • New companyScreen

    Register a company: its name and type, legal identity, statutory registrations, contact details and the type-specific fields for promoters, channel partners, vendors and contractors.

  • Bank accountsScreen

    One register of every bank account you pay from or into: the promoter's collection, RERA separate, operative, GST and operating accounts, and the payout accounts of channel partners, vendors, buyers and society members, with joint holders and verification.

  • Project overviewScreen

    A project's home page: its details, site, land, RERA registration, inventory summary, whether it is ready to sell and collect, where its money stands across its RERA accounts, and the setup checklist.

  • Register the promoter entity and its project bank accountsHow-to

    Register the company that develops a project as a Promoter Entity, record its collection, RERA separate, operative and GST bank accounts, then set up its books and make sure each account has its ledger, so the project can sell and collect.

  • Make a project ready to sell and collectHow-to

    Clear every blocker on the project's "Ready to sell and collect?" card: a promoter entity, its books, the collection, RERA separate and operative bank accounts with their ledgers, and the RERA registration when your organization requires it, so bookings and allottee purchases can go through.

  • Bring forward opening balancesHow-to

    Type the balances a promoter company brings from Tally or its earlier books into the start of a fiscal year, check that debits equal credits, save them, and refresh the period balances.

  • Map a charge component to a ledgerHow-to

    Tell a set of books which ledger each charge component posts to (with its tax leg, cost centre and, for sale and tenant charges, the revenue treatment), so demands, benefit accruals, payouts and commissions can be posted automatically, and give future books the same default through a template mapping.

  • Books, the active books switcher and cost centresConcept

    A set of books is the ledger of one promoter company: every posting for a project lands in its promoter's books, every accounting screen works on the one set chosen in the Books switcher, and cost centres inside the books (usually one per project with a child per tower) let the ledger and reports be cut by project.

  • Promoter entityConcept

    The company developing a project; every project must name one, and its books and bank accounts are where the project's demands, receipts and payouts are posted.

  • Numbers and series: documents, bookings, demands, payments and vouchersConcept

    How NirmaanOne numbers what it creates: generated documents, bookings, demands, demand runs, payments, payout runs and revenue runs take a prefix, the Indian financial year and a five-digit serial (BK-2026-27-00007), while vouchers are numbered on posting from their voucher type's prefix, padded counter and suffix.

  • Component mappings: which ledgers a charge posts toConcept

    A component mapping tells one set of books where a charge component posts: a main ledger, an optional second tax ledger, an optional cost centre and, for sale and tenant charges, the revenue treatment; demands, commissions, benefit accruals, payouts and cancellations all read it, and an unmapped component stops the posting.

  • Bank accounts, purposes and bank ledgersConcept

    One register of every bank account you pay from or into: who owns an account, what its purpose tag means, why the collection, RERA separate, operative and GST purposes belong to the promoter, what the primary account and the IFSC are for, and how a bank ledger is created in the books.

  • "No books yet" or "has no books": set up books for the promoter company firstTroubleshooting

    Every posting follows the project's promoter company into its set of books; until that Promoter Entity company has books, the accounting screens show an empty state and demands, receipts, commissions and cancellations cannot post.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.

  • Posting stopped: a charge component or standard ledger is missing from these booksTroubleshooting

    A demand, payout, commission, cancellation or revenue run could not post because a charge component has no ledger in the promoter's books, or a template ledger or group the posting needs was never copied into them; map the component or sync the templates, then retry.

  • "Already exists" or "listed twice": the name, code, number or line must be uniqueTroubleshooting

    Names, codes and numbers are unique within their scope (the organization, a project, a tower, a set of books) so that records can be told apart, and a line can appear once on a plan, offer or account; rename, reuse the existing record, or remove the duplicate line.

  • "Not ready to sell and collect": the project's readiness card still has blockersTroubleshooting

    A booking, or an allottee's purchases, cannot go ahead while the project lacks a promoter entity, the promoter's books, its collection, RERA separate and operative bank accounts with ledgers in those books, or (when the organization requires it) the RERA registration; the Ready to sell and collect? card lists what is missing and where to fix it.

  • Set up the organizationGuide

    How to start the organization in NirmaanOne: profile and policies, roles and users, lookups, promoter entities, channel partners, contacts, bank accounts and the books.