Vouchers — payments, receipts, journals & adjustments
Record the money side of your business: payments out, receipts in, journal adjustments, contra moves, returns, and credit/debit notes.
Where sales and purchases record goods and services, vouchers record money and adjustments. Open them from Transactions → Vouchers. Each voucher type does one clear job:
| Voucher | Use it when… | Example |
|---|---|---|
| Payment | Money goes out | Paying a supplier from the bank. |
| Receipt | Money comes in | A customer clears an outstanding invoice. |
| Journal | A non-cash adjustment | Recording depreciation or correcting a posting. |
| Contra | Money moves between your own accounts | Cash deposited into the bank. |
| Sale Return | A customer sends goods back | Returned stock comes back into your store. |
| Purchase Return | You send goods back to a supplier | Defective stock returned to the seller. |
| Credit Note | You owe a party value back — no goods | A post-sale discount or rate correction. |
| Debit Note | A party owes you value back — no goods | Recovering a charge from a supplier. |
Record a voucher
- 1
Pick the voucher type
For example Transactions → Vouchers → Receipt when a customer pays you.
- 2
Set date and number
The voucher number follows your financial-year numbering, just like invoices — leave it blank for automatic, or type to override.
- 3
Enter the lines
Each line names an account and an amount on the debit or credit side. A receipt, for instance, debits your bank and credits the customer.
- 4
Write a narration
One honest sentence about why — future-you reading the ledger will be grateful.
- 5
Save
Ctrl+S works here too. The voucher posts to the ledgers immediately.
Balance is enforced
A voucher's debits and credits must be equal before it can save — your books can't go lopsided from this screen.
Returns vs. notes — pick the right one
This is the question people get wrong most often, so keep it simple: did goods physically move? If a customer actually sent stock back, raise a Sale Return; if you actually shipped stock back to a supplier, raise a Purchase Return — both move your stock. If nothing moved and you are only adjusting money — a discount granted after the bill, a rate correction, a recovered charge — raise a Credit Note or Debit Note instead.
Sale returns
Goods a customer sends back — stock returns and GST is credited.
Purchase returns
Goods you send back to a supplier — stock leaves and GST is reversed.
Credit & debit notes
Money-only adjustments with no goods movement.
Finding vouchers later
Use Transactions → Vouchers → Manage to list, edit, or remove vouchers, and Reports → Vouchers for per-type registers (all payments, all receipts, and so on) with the same filters and exports as transaction registers.
Paying many supplier bills at once?
Payment automation (under Vouchers) prepares supplier payments from your outstanding purchases so settling a stack of bills becomes a review-and-confirm job rather than typing each voucher. See Purchase payment automation.
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