Bringing in vouchers
Import payments, receipts, contra, journals, and credit/debit notes from a spreadsheet — the same easy, guided way as transactions.
Vouchers move in just like transactions. Open Transactions → Import/Export, choose Voucher Imports, pick the voucher kind, and upload your sheet. Columns are matched for you, blank cells and dashes are read as zero, and the same calm, grouped messages tell you if anything needs a look.
The kinds you can bring in
| Voucher | What it records | Essential columns |
|---|---|---|
| Payment | Money paid out (bank or cash). | Date, the paying account, the account paid, Amount |
| Receipt | Money received (bank or cash). | Date, the receiving account, the account received from, Amount |
| Contra | Moving money between your own bank and cash. | Date, from account, to account, Amount |
| Journal | An adjustment between accounts. | Date, each account with its Debit or Credit amount |
| Credit Note / Debit Note | An account adjustment for a party. | Date, each account with its Debit or Credit amount |
| Sale Return / Purchase Return | Goods returned (moves stock). | Date, Party, Item, Quantity, Rate |
Each voucher must balance
For payments, receipts, contra, journals, and notes, every voucher's total debit must equal its total credit — that's simply double-entry. Put each side on its own row: one row for the debit, one for the credit. If they don't add up, you'll get a clear, friendly note pointing at the voucher.
One voucher can span several rows
A voucher with several lines uses one row per line. Put the date on the first row and leave it blank on the rows just below — those blank-date rows belong to the same voucher. The downloadable template shows the layout.
Returns move stock; notes adjust accounts
Sale and Purchase Returns bring back goods and move your stock, so they need item lines. Credit and Debit Notes only adjust account balances, so they use debit/credit lines — no items.
Bringing in Sale and Purchase Returns
A returns sheet looks like an invoice sheet: one row per item, with the party, the return's own number and its date on the first row of each return and those cells left blank on the rows below. Quantity and rate are what matter — the rest is optional.
| Column | Needed? | What it should hold |
|---|---|---|
| Party | Yes | The customer who returned the goods, or the supplier you returned them to. |
| Date | Yes | The date of the return. |
| Item | Yes | One row per item coming back. |
| Quantity | Yes | How many units are being returned. |
| Rate / Price | Yes | The rate actually charged — the price after any discount. |
| Tax %, CGST, SGST, IGST | Optional | Carried through exactly as your sheet has them. |
| Rounding and other charges | Optional | Put each on its own row with its name and amount. |
| Total | Optional | Used to cross-check the lines, never to overwrite them. |
Leave the taxable value to Kaalchakra
You don't need a taxable-value column on a returns sheet, and the downloadable template no longer includes one — the return's taxable total is worked out from the amounts and tax in your file. If your sheet genuinely holds a taxable value per line, that choice is still available under Show advanced fields. Take care before you use it: a per-unit rate is not a taxable value, and pointing one at it will understate the return.
Dates that cannot be misread
A date like 05/04/2026 can mean 5 April or 4 May depending on where the file came from, and no amount of care at our end can tell those apart with certainty. If your sheet can write the month as a name — 05-Apr-2026 — use that; it is impossible to misread and it is the safest way to bring in a year of history. Any date Kaalchakra cannot read with confidence is reported against the return it belongs to, so nothing is guessed silently.
Bringing the same file in twice
Re-running a file is safe. If a return in your sheet has already been brought in, Kaalchakra names it and does not create it a second time — you get a list of exactly which ones were skipped and why, and the rest still come in. A single return that cannot be brought in never stops the others.
Returns are numbered separately from invoices
Your returns carry their own numbering, independent of your sales and purchases — so a return numbered 1 and an invoice numbered 1 are two different documents and never collide.
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