✍️ Journal Vouchers

Vouchers

A voucher is a dated record that moves money between two or more accounts in a single entry — for example, cash leaving your bank and landing in an expense. This is the everyday heart of your bookkeeping.

📖 In plain words

A voucher is like a two-sided receipt for moving money inside your own business: every time money leaves one pocket, it has to show up in another, and the two amounts must match to the fils. The app won't let you file the receipt until both sides agree — and once filed, you never tear it up.

01Debit and credit — the simple version

Every account is a little bucket. Debit and Credit are just the two sides of any move: money always leaves one bucket and lands in another, and the amount taken out of one side must equal the amount put into the other.

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A rough rule of thumbFor your Cash or Bank: money coming in is a Debit, money going out is a Credit. For a sale (income) or a loan (something you owe), the amount goes in the Credit column. You only ever fill in one side per line.

02What you see on the screen

Open the Vouchers tab. The ➕ New Journal Voucher card is where you write an entry. It has:

Part of the screen	What it's for
Description box	A short note of what the entry is for.
Line table	One row per account, with an Account picker and a Debit and Credit box. Two blank lines appear ready for you.
Totals line	A running tally: `Dr … · Cr … · ✓ balanced` (or `✗ unbalanced`).
＋ Add line / ✕	Add another account row, or remove one.
Post Voucher	Saves the entry — but only lights up once the two sides match.

Below the form, the Journal Vouchers list shows your recent entries with columns: Voucher # · Date · Type · Debit · Credit · Status.

03Every field, explained

Field	What to enter	Example	Needed?	Why it matters
Description	A short plain note of what this is	`Cash sale`	Yes	So you and others recognise the entry later.
Account (each line)	Pick the account the money touches	`1010 · Cash`	Yes	Says which folder is affected.
Debit (each line)	Amount into / increasing this account	`500.00`	One side	The left side of the move.
Credit (each line)	Amount out of / the source for this account	`500.00`	One side	The right side of the move.

You need at least two lines, and each line has an amount in either Debit or Credit — never both.

04A worked example

Say you made a AED 500 cash sale. Money lands in your Cash account (a Debit) and comes from Sales (a Credit):

Account	Debit	Credit
1010 · Cash on Hand	500.00	—
4010 · Sales Revenue	—	500.00
Total	500.00	500.00

The totals line reads Dr 500.00 · Cr 500.00 · ✓ balanced, so the Post Voucher button switches on and you can save it.

05How to record a voucher

Open the Vouchers tab. Two blank lines are already there.
Type a Description (e.g. Cash sale).
On line 1, choose the account that receives money and type the amount in Debit.
On line 2, choose the source account and type the same amount in Credit.
Need more accounts? Click ＋ Add line. Remove any row with ✕.
Watch the totals line until it says ✓ balanced — the button stays greyed out until then.
Click Post Voucher. You'll see ✅ Posted with the voucher number.

06The golden rule

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Total Debit must exactly equal Total CreditThe app keeps Post Voucher switched off until both columns match. If a mismatch somehow gets through, the server refuses it with a message like "Debit (X) must equal Credit (Y)". This is what keeps your books trustworthy.

07Rules & things to watch

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At least two linesA voucher needs a minimum of two accounts — money has to come from somewhere and go somewhere.

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Closed periods are lockedIf an accounting month has been closed, or its VAT return already filed, the app won't let you post into that date. You fix such things going forward, not by back-dating.

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Some accounts can't take a manual entrySpecial "control" accounts (like the ones fed automatically by invoices or stock) reject hand-typed vouchers — you correct those through the screen that owns them, not here.

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You undo by reversing, never deletingVouchers are never erased. To cancel one, you post a mirror-image Reversal that swaps the debits and credits — so the full history is always visible. (You can't reverse the same voucher twice.)

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The number and date are automaticYou don't type a voucher number — the app makes one (like VCH-20260720-3f2a). The manual form dates the entry to now. Amounts are in AED, up to two decimals.

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