The Create Voucher screen has the following fields — each must be filled carefully for accurate books:
| # | Field | What to enter |
|---|---|---|
| 1 | Voucher Date | The actual date the transaction occurred. Accounting dates are critical — always use the real transaction date, not today's date. |
| 2 | Category | Classifies the transaction so it flows to the correct Profit & Loss or Balance Sheet item. Select the correct category (e.g., Tangible Assets, Capital, Loans & Advances). |
| 3 | Affected On | The category selected must be settled via Cash in Hand or Cash in Bank. Choose the one through which the money actually moved. |
| 4 | Transaction Type | The nature of the event — Purchased, Sold, Withdrawn, Deposited, Granted, Repaid, Added, or Set-off. Options change based on the Category selected. |
| 5 | Description | A short explanation of the transaction for future reference. Helps in reviewing books, during audits, or when answering compliance queries. |
| 6 | Amount | The monetary value of the transaction — the sum bought, sold, deposited, withdrawn, granted, or repaid. |
| 7 | Reference No | A unique identifier (e.g., cheque number, bank reference, invoice number) assigned to each transaction to help trace it during reconciliation or audits. |
Category → Tangible Assets: A tangible asset is an asset with physical form — buildings, plant & machinery, land, inventory, furniture, vehicles, etc. Use this category whenever you purchase or sell such assets.
Affected On: When you purchase or sell a tangible asset, the payment or receipt goes through Cash in Hand or Cash in Bank.
Transaction Types:
Category → Intangible Assets: An intangible asset has no physical form — goodwill, patents, trademarks, licences, copyrights, brand value, etc. Use this category when acquiring or disposing of such assets.
Affected On: Proceeds from the sale of intangible assets are received in Cash in Hand or Cash in Bank.
Transaction Types:
Category → Capital Work in Progress: When an expense is incurred for an asset under construction or development (e.g., cost of building construction, plant installation), it is recorded here until the asset is ready for use and can be capitalised.
Affected On: The expenditure is paid via Cash in Hand or Cash in Bank.
Transaction Types:
Category → Loans & Advances: Loans and advances represent money your business has borrowed from banks, financial institutions, or individuals — or money lent by your business to others — with an obligation of repayment at a future date.
Affected On: Loans received or given flow through Cash in Hand or Cash in Bank.
Transaction Types:
Category → Investments: Investments are monetary assets purchased with the expectation that they will provide income in the future or be sold at a higher price — shares, mutual funds, bonds, fixed deposits, etc.
Affected On: Investment purchases and sales flow through Cash in Hand or Cash in Bank.
Transaction Types:
Category → Cash in Bank / Cash in Hand: Cash in Bank is the money you hold in your bank accounts or financial institutions. Cash in Hand is the liquid cash available in your business for day-to-day operations. Use this category to record movements between the two.
Affected On: When you select this category, you record the corresponding movement — cash deposited into or withdrawn from the bank.
Transaction Types:
Category → Capital: Capital is the investment made by the owner(s) of the business. It represents the funds used to start, run, and grow the business. Record all capital introductions and owner withdrawals (drawings) here.
Affected On: Capital brought in or withdrawn from the business flows through Cash in Hand or Cash in Bank.
Transaction Types:
Category → Secured / Unsecured Loans: A secured loan is backed by collateral pledged by the borrower (e.g., property, machinery). An unsecured loan is given solely on the borrower's creditworthiness — no collateral is required.
Affected On: When you receive or repay secured/unsecured loans, the amount flows through Cash in Hand or Cash in Bank.
Transaction Types:
Category → Output GST: Output GST is the GST charged on your sales and collected from customers. As a registered taxpayer, you must pay this collected GST to the government. You can settle it via Cash in Bank or by using Input Tax Credit (ITC) — GST already paid on your purchases and expenses.
Affected On: Output GST payable is settled through Cash in Bank or through ITC (Input Tax Credit).
Transaction Types:
Category → Direct Tax / Indirect Tax:Direct taxes are levied on income — Income Tax and Tax Deducted at Source (TDS). Indirect taxes are levied on goods or services — GST, customs duty, etc. Use this category to record government tax payments and TDS deductions or collections.
Affected On: Tax payments go out via Cash in Hand or Cash in Bank.
Transaction Types:
Category → Short-term Borrowings: Short-term borrowings are debts incurred by the business and repayable within 1 year. They appear under current liabilities in the Balance Sheet — e.g., overdrafts, working capital loans, short-term loans from suppliers or promoters.
Affected On: Short-term borrowings are received or repaid via Cash in Hand or Cash in Bank.
Transaction Types:
Need Help with Voucher Entries?
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