Voucher Entry Processes in SwilERP

Voucher Entry Processes in SwilERP

Overview

Voucher entries are crucial for recording financial transactions in SwilERP, ensuring accurate bookkeeping and compliance with accounting standards. This article outlines the processes and examples of various voucher entries, categorized by their type and purpose.

1. Indirect Expenses (Office Supplies)

Description: This entry records the purchase of office supplies as an indirect expense, reducing the cash/bank balance and increasing expenses. Example of indirect expenses - Office Supplies, Printing and Stationery, Rent Expense, Advertisement/ Marketing, etc.

Entry Name: Expense Done → Create Expense Entry using Journal Voucher / Payment Voucher

Form Name: "Journal Voucher" or "Payment Voucher"

To learn how to create a journal voucher entry in SwilERP, please refer to:

Prerequisite

  1. Ledger Account -  Name: i.e - Office Supplies

  2. Account Group - Expense Accounts

  3. Master Group - Indirect Expense

 

Info:

1. If the Ledger Account does not exist, create a new ledger account by referring to "xyz."

2. If Account Group does not exist - Create Account Group with Master Group: Indirect Expense.


This documentation provides step-by-step instructions: SwilDesk Documentation - Creating Journal Voucher

Journal Voucher Entry Example:

Particulars

Debit

Credit

Office Supplies (Indirect Expense)

5,000

 

Cash/Bank Account

 

5,000

Notes:

  • Date: Current date when expense is incurred

  • Narration: "Office supplies purchased for company use"

  • Reference No: Auto-generated by system

  • Debit the expense account to record the cost

  • Credit the payment method account (Cash/Bank) to show payment made

 

 2. Indirect Expenses (Payment Voucher)

Description: This entry records the payment of rent as an indirect expense, reducing the bank balance and increasing the rent expense in the accounts.

Entry Name: Paid ₹7,000 via bank transfer to XYZ Properties as rent for December 2024.

Form Name: "Payment Voucher"

To learn how to create a payment voucher entry in SwilERP, please refer to:

Prerequisite

  1. Ledger Account -  Name: i.e - Rent Expense

  2. Account Group - Expense Accounts

  3. Master Group - Indirect Expense

Info:

1. If the Ledger Account does not exist, create a new ledger account by referring to "xyz."

2. If Account Group Does not exist - Create Account Group with Master Group: Indirect Expense.


This documentation provides step-by-step instructions: SwilDesk Documentation - Creating payment voucher

Payment Voucher Entry Example:

Particulars

Debit

Credit

Rent Expense (Indirect Expense)

7,000

 

Bank Account

 

7,000

 

Notes:

  • Date: Enter the date of the receipt.

  • Narration: Paid ₹7,000 via bank transfer to XYZ Properties as rent for December 2024.

  • Reference No: Auto-generated by system.

  • Rent Expense (Debit): Increases because the business is incurring an expense.

  • Bank Account (Credit): Decreases because funds are leaving the account.

 

 3. Cash Received from Customers  (Receipt Voucher)

Description: This entry records the receipt of cash from customers, increasing the cash balance and recording income in the sales account. Example of receipts - Cash Received from Customers (Sales), Loan or Borrowings Received, Advance Received from Customers, etc.

Entry Name: Transaction done → Cash from Customer → Create transaction entry using receipt voucher

Form Name: "Receipt voucher"

To learn how to create a receipt voucher entry in SwilERP, please refer to:

Prerequisite

  1. Ledger Account - Cash-in-Hand & Sales Accounts

  2. Account Group - Cash & Sales Accounts

  3. Master Group - Current Assets & Income/Revenue

 

Info:

1. If the Ledger Account does not exist, create a new ledger account by referring to "xyz."

2. If Account Group Does not exist - Create Account Group with Master Group: Current Assets & Income/Revenue.


This documentation provides step-by-step instructions: SwilDesk Documentation - Creating receipt voucher

Receipt Voucher Entry Example:

Particulars

Debit

Credit

Cash in Hand

50,000

 

Sales Accounts (or relevant revenue account)

 

50,000

 

Notes:

  • Date: Enter the date of the receipt.

  • Narration: Received ₹50,000 in cash for goods sold to ABC Enterprises.

  • Reference No: Auto-generated by system.

  • Cash-in-Hand: Debit entry to reflect the increase in cash.

  • Sales Account: Credit entry to reflect income from sales.

 

4. Cash Deposit into Bank  (Contra Voucher)

Description: This entry records the transfer of funds from the Cash-in-Hand account to the Bank account, increasing the bank balance while reducing the cash balance. Example of contra entry - Transfer from Bank to Cash, Transfer from Cash to Bank, etc.

Entry Name: The business transfers ₹20,000 from the Cash-in-Hand account to the Bank Account (e.g., deposited into a bank).

Form Name: "Contra Voucher"

To learn how to create a contra voucher entry in SwilERP, please refer to:

Prerequisite

  1. Ledger Account - Cash-in-Hand & Bank Account

  2. Account Group - Cash & Bank Account

  3. Master Group - Current Assets

Info:

1. If the Ledger Account does not exist, create a new ledger account by referring to "xyz."

2. If Account Group Does not exist - Create Account Group with Master Group: Current Assets.


This documentation provides step-by-step instructions: SwilDesk Documentation - Creating contra voucher

Contra Voucher Entry Example:

Particulars

Debit

Credit

Bank Account

20,000

 

Cash-in-Hand Account

 

20,000

 

Notes:

  • Date: Enter the transaction date.

  • Narration: Transferred ₹20,000 from Cash-in-Hand to Bank Account.

  • Reference No: Auto-generated by system.

  • Bank Account: Debit entry for the account receiving the funds.

  • Cash-in-Hand Account: Credit entry for the account transferring the funds.

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