New voucher
Enter a manual voucher (receipt, payment, journal, contra, sales, purchase, credit note or debit note) with its lines and bill allocations, and save it as a draft or post it straight away.
New voucher
This is where you enter a voucher by hand: a vendor's bill, a bank transfer, a TDS entry, a correcting journal, and so on. You pick the ledgers to debit and credit, allocate the amounts on bill-wise ledgers, and either save the voucher as a draft or post it to the ledger at once.
Where to find it
On the Vouchers list, open the New voucher menu in the header and choose a voucher type, for example "Journal (Journal)". The page opens for the books chosen on the list.
You need the Create permission on Vouchers. In the default roles that is the Administrator, Finance Lead and Accountant. Without it the page shows "No access" and "You do not have permission to view voucher creation. Ask your administrator."
Before you start
- The books must be active and have at least one active voucher type (see Voucher types).
- A fiscal year must cover the voucher date. To post, the date's period must also be unlocked and the year still open (see Fiscal years).
- The ledgers you need must exist and be active on the Ledgers tab.
- Cost centres, if you use them, are set up on Cost centres.
What you see
Header
The title reads "New <type name>", for example "New Receipt", with a grey badge naming the books. The description reads "<kind> voucher; numbered on posting from the <code> series." The breadcrumb Vouchers and the Cancel button take you back to the list.
Two alerts can appear:
- "These books are inactive; a draft can be saved but not posted." when the books are inactive.
- "These books have no active voucher type. Add one under Books → Voucher types."
Voucher details
| Field | What to enter |
|---|---|
| Voucher type | Required (placeholder "Choose…"). The active voucher types as "<name> (<code>)". It starts on the type you chose from the menu. Message when empty: "Choose a voucher type". |
| Date | Required, today by default. Hint: "Must fall in an open fiscal year and an unlocked period." Message when empty: "Enter a date". |
| Reference no. | Optional, up to 100 characters (placeholder "Cheque, invoice or receipt number"). |
| Reference date | Optional. |
| Project | Optional (placeholder "Not project-specific"). Greyed out without the View permission on Projects. |
| Booking | Optional. Search by booking number or buyer. Shown only with the View permission on Bookings. |
| Narration | Optional, up to 2,000 characters (placeholder "What this entry records"). |
Lines
A new voucher starts with two lines, a debit (Dr) and then a credit (Cr). Each line has:
| Field | What to enter |
|---|---|
| Side | Dr or Cr. Debit lines are tinted blue, credit lines amber. |
| Ledger 1, Ledger 2, … | Required. Search by code or name. Message when empty: "Pick a ledger". |
| Amount | Required, at least 0.01 with no more than two decimals. Messages: "Enter a number", "Enter a valid number", "Must be at least 0.01", "Use at most 2 decimal places". |
| Cost centre | Optional, from the books' active cost centres (placeholder "None"). |
| Line narration | Optional, up to 255 characters. |
The first two ledger boxes suggest what goes where for the chosen kind:
| Kind | First line (Dr) | Second line (Cr) |
|---|---|---|
| Receipt | "Bank or cash ledger (money in)" | "Party or income ledger" |
| Payment | "Party or expense ledger" | "Bank or cash ledger (money out)" |
| Contra | "Bank or cash ledger (to)" | "Bank or cash ledger (from)" |
| Sales | "Customer ledger" | "Revenue ledger" |
| Purchase | "Expense or asset ledger" | "Vendor ledger" |
| Credit Note | "Revenue ledger" | "Customer ledger" |
| Debit Note | "Vendor ledger" | "Expense ledger" |
| Journal | "Ledger to debit" | "Ledger to credit" |
Any further line simply reads "Ledger".
Below the lines, running totals show "Debit <amount>" and "Credit <amount>", then either a green Balanced badge or "Difference <amount> more debit" (or "more credit").
Bill allocations
When a line's ledger is bill-wise, the line shows a Bill-wise badge and a summary such as "1 allocation: 50,000.00 of 50,000.00 allocated", or "(… left)" / "(… over)" while it doesn't add up. Every rupee on a bill-wise line must be allocated, so the app knows which bill it opens or settles.
Click Edit allocations (or the clipboard icon, "Bill allocations") to open the allocations panel. It explains: "New Ref opens a bill, Against Ref settles one, Advance and On Account carry no bill. Allocations must add up to the line."
Each allocation has a Type and an Amount, and then:
- New Ref: Bill no. (placeholder "Defaults to the voucher number", up to 50 characters) and Due date. Posting opens a new bill with this number.
- Against Ref: Bill, chosen from "Open bills of this ledger". The list shows the open bills on the opposite side, each with "<outstanding> outstanding · dated <date>, due <date>". Message when empty: "Pick the bill to settle".
- Advance: "Money received or paid before any bill exists."
- On Account: "Left unallocated; settle against bills later."
While the allocations don't match the line, the panel shows "No allocations yet: add one to cover <amount>.", "<amount> still to allocate" or "<amount> over-allocated".
What you can do
Add line
Adds a line at the top of the list. It starts on the side, and with the amount, that would balance the voucher. Once the voucher is balanced, a new line starts as an empty Dr line.
- Who: anyone who can open this page.
Remove line
The trash icon at the end of a line ("Remove line N") removes it.
- When it's greyed out: on the last remaining line. A voucher needs at least one line.
+ New Ref, + Against Ref, + Advance, + On Account
In the allocations panel, each button adds an allocation of that type, filled in with whatever is still unallocated on the line. The trash icon on an allocation ("Remove allocation N") removes it.
Put the rest on the last allocation
Shown while part of the line is still to allocate. It adds the remainder to the last allocation.
Save as draft
Saves the voucher as a Draft and opens it, with the message "Draft created." A draft may be saved unbalanced, so you can come back to it.
- Who: anyone with the Create permission on Vouchers.
- Checks when you save: every required field, "Add at least one line", "Bill allocations must add up to the line amount (<allocated> of <amount> allocated)" on a bill-wise line, and "Only bill-wise ledgers take bill allocations" on a plain ledger. The app also refuses the save, with a message at the top of the form, when no fiscal year covers the date ("No fiscal year covers that date. Open the next fiscal year under Books first."), when a ledger is retired ("Account <code> <name> is retired"), or when the voucher type is inactive ("That voucher type is inactive.").
Save and post
Saves the voucher and posts it in one step. It gets its number, and the page opens on the posted voucher with the message "Voucher <no> posted."
- Who: anyone with the Post permission on Vouchers. In the default roles that is the Administrator and the Finance Lead. Without the permission, or when the books are inactive, the button isn't shown.
- When it's greyed out: until debits equal credits. Hover reason: "Debits and credits must be equal to post".
- If the post is refused: the draft is kept. You see "Draft saved, but posting failed: <reason>" and the draft opens, so you can fix it and post it from there. The reasons are listed under Post on the Voucher page.
Cancel
In the header and at the foot of the form. Returns to the Vouchers list without saving.
Statuses
A saved voucher starts as Draft. Save and post takes it straight to Posted. See Voucher for the full status flow.
Things to know
- Separate preparing from posting. The Accountant role can create and edit drafts but can't post them; a Finance Lead reviews and posts. Nothing notifies the person who posts, so check the Vouchers list with Status set to Draft.
- A draft can be saved where it can't be posted. Locked periods and closed years are checked only when you post. A draft dated in a locked period saves, but won't post until the period is unlocked or you change the date.
- A one-line draft saves, but won't post. Posting needs at least one debit and one credit line.
- Changing the voucher type resets the lines on a new voucher, as long as you haven't touched the lines yet.
- The party comes from the ledger. There is no separate party field on a line. A customer's, vendor's or member's ledger already names who it belongs to.
- Bill numbers. A New Ref with no bill number takes the voucher number when posted. When the voucher holds more than one New Ref allocation (with or without typed numbers), any that has no number of its own gets "<voucher no>/<line>.<n>" instead.
- Sweeps and withdrawals post their own Contra vouchers. The bank's daily sweep of a project's collection account to its RERA separate and operative accounts is recorded under RERA sweeps, and a certified drawdown from the separate account under Escrow withdrawals; each posts one Contra voucher when it is posted or marked transferred. A manual Contra is for corrections only: money banked outside the collection account that the bank then moved into it, or a bounce the bank recovered after the receipt had been swept. See RERA accounts and the daily sweep.
- The Project and Booking lists show every project and booking in your organization, not only those of the books' promoter company. Pick the right one.
- In inactive books the New voucher menu is hidden, and the app refuses to create a new draft ("These books are inactive. Reactivate them under Books to post entries."), although the alert says a draft can be saved.
Related
Related
- VouchersScreen
Every voucher in the chosen set of books (drafts, posted, reversed and cancelled), with filters and the menu to start a new voucher.
- VoucherScreen
One voucher with its lines and bill allocations, its reversal links, its history, and the actions to post, reverse, cancel or delete it.
- Edit voucher draftScreen
Change a draft voucher's details, lines and bill allocations before it is posted, then save it or post it.
- Outstanding billsScreen
The bills on bill-wise ledgers of the chosen books: what each bill was for, how much has been settled, what is still outstanding and how overdue it is.
- 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.
- 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.
- 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.
- LedgersScreen
Every ledger of the chosen set of books, as a grouped tree or a flat list, with the actions to add ledgers and party ledgers, edit or retire them, and open a ledger's report.
- Vouchers, reversals and system vouchersConcept
A voucher is the only way an amount enters the ledger: a dated header with balanced debit and credit lines, editable as a Draft, numbered and frozen when posted, corrected only by a mirrored reversal; demands, payments, commissions, benefit accruals, cancellations, revenue runs and the year-end close post their own system vouchers the same way.
- Party ledgers, bill-wise tracking and ageingConcept
A party ledger is the bill-wise ledger a set of books keeps for one buyer, society member, channel partner or vendor, created on first use with a generated code; every posting on it is allocated as New Ref (opens a bill), Against Ref (settles one), Advance or On Account, so the books know what each bill still owes and how overdue it is.
- Fiscal years, periods, locks, opening balances and the year-end closeConcept
Each set of books runs in fiscal years of twelve monthly periods; a voucher can post only into an open year and an unlocked period, opening balances carry each ledger's balance into a year, the year-end close moves income and expense into Profit & Loss Account by a closing journal and writes the next year's openings, and a monthly balance cache is kept as a cross-check.
- RERA accounts and the daily sweepConcept
Every buyer payment enters the project's collection account; the bank sweeps it daily, the escrow share (70% under RERA 2016, or the project's own share) to the RERA separate account and the rest to the operative account. NirmaanOne mirrors the sweep as a Contra voucher per receipt the moment it clears, records certified withdrawals from the separate account, warns on receipts banked elsewhere and reports where the money stands; it never moves the money itself.
- RERA sweepsScreen
Every RERA sweep of the organization, one per receipt the moment it clears into a project's collection account (mirroring the bank's sweep of that account into the RERA separate and operative accounts) or one per clearing date from the Sweep now dialog that previews and posts sweeps by hand.
- Record a manual voucherHow-to
Enter a voucher by hand (a vendor bill, a bank charge, a TDS challan, a transfer between banks, a journal adjustment): choose its type, fill the header and the debit and credit lines, allocate bill-wise lines, and save it as a draft or post it.
- Settle bills bill-wiseHow-to
Pay or receive against a particular open bill on a bill-wise ledger with an Against Ref allocation, park money that has no bill yet as Advance or On Account, and check the result on Outstanding bills and the Ageing report.
- Voucher cannot be posted: unbalanced, missing lines, retired ledgers or bill allocations that do not matchTroubleshooting
Save and post or Post is greyed out, the draft saves but posting fails, or the form refuses a line: the balance, line, ledger, voucher-type and bill-allocation rules a voucher must meet before it reaches the ledger.