Accounts — customers, suppliers & ledgers
Accounts are the parties and ledgers your transactions post to. Create them well and everything downstream gets easier.
An account is anyone or anything you post amounts to: a customer, a supplier, your bank, an expense head, a tax ledger. Every sale, purchase, and voucher names at least one account, so the account master is the backbone of your books.
Add an account
- 1
Open the Account master
Go to Masters → Account and choose Add.
- 2
Name and classify
Enter the account name and pick its group (for example Sundry Debtors for a customer, Sundry Creditors for a supplier). The group decides where the account sits in your Trial Balance and Balance Sheet.
- 3
Set the opening balance
Enter the amount and its side — Dr or Cr. Customers who owe you open on the Dr side; suppliers you owe open on the Cr side.
- 4
Add tax and contact details
GSTIN, PAN, mobile, email, and addresses. Formats are checked as you type — a malformed GSTIN or PAN is flagged immediately.
- 5
Add banking details (optional)
Bank name, account number, and IFSC for parties you pay or collect from.
- 6
Save
The account is immediately available in transaction forms and reports.
One GSTIN per account
Two accounts in the same organisation cannot share a GSTIN. If saving is refused with a duplicate-GSTIN message, search your account list — the party almost certainly already exists. Update the existing record instead of creating a twin.
Account groups
Groups (Masters → Account Group) organise accounts into the hierarchy your financial statements use. Most businesses live happily on the standard groups; add your own only when you genuinely report on a separate head.
Only the name is required
An account needs just a name to save — everything else (group, tax details, banking) can be added now or later. If you can manage setup, use the Setup button on the Add page to choose which sections and fields your whole organisation sees, on both the Add and edit screens.
Faster ways to create accounts
- Many at once: the Add page lets you enter several accounts in a row and save them together — fill the fields, press Ctrl+Enter to add each one to the preview list, move between fields with Enter, and Ctrl+S to save them all. The ⓘ button lists every shortcut.
- While billing: press F2 in the account field of any transaction form to create or edit a party without leaving the invoice. The saved party is selected onto the voucher automatically.
- In bulk: bring accounts in from a spreadsheet — see Importing your data.
Keep names canonical
“Sharma Traders”, “SHARMA TRADERS” and “Sharma Traders.” are three different accounts to a computer and one firm to you. Pick one spelling and stick to it — your ledgers and ageing reports will thank you.
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