> For the complete documentation index, see [llms.txt](https://docs.xenoraa.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xenoraa.com/xenoraa-help-center/accounts-and-finance-how-to-guides.md). # Accounts & Finance — How-To Guides ## Accounts & Finance — How-To Guides The Accounts module provides full double-entry bookkeeping, invoicing, expense tracking, bank reconciliation, payroll, and financial reporting. This guide covers the most common accounting tasks your finance team will perform. *** ### Invoices & Payments #### How do I create and send an invoice? 1. Go to **Accounts → Sales → Invoices** and click **+ New Invoice**. 2. Select the **Customer** (linked from your CRM contacts or accounts). 3. Add line items: enter the product/service name, quantity, unit price, and GST rate. 4. Set the **Due Date** and add any payment terms or notes. 5. Click **Save Invoice** to save as a draft, or **Save & Send** to email it directly to the customer. 6. The invoice will be assigned an auto-generated invoice number (e.g., INV-2026-0042). #### How do I record a payment received against an invoice? Open the invoice and click **Record Payment**. Enter the amount received, payment date, payment method (Bank Transfer, Cash, UPI, Cheque), and a reference number. Click **Save Payment**. The invoice status will automatically update to **Paid** (if fully settled) or **Partial** (if partially paid). #### How do I download an invoice as a PDF? Open any invoice and click the **Download PDF** button in the top action bar. The PDF is generated instantly using the DejaVu Sans font and includes your company logo, address, GST details, and line items. *** ### Expenses & Bills #### How do I record a business expense? Go to **Accounts → Expenses** and click **+ New Expense**. Enter the expense category (e.g., Travel, Office Supplies, Utilities), vendor name, amount, date, and attach a receipt if available. Click **Save Expense**. The expense is automatically posted to the relevant expense account in your Chart of Accounts. #### How do I manage vendor bills (purchase invoices)? Go to **Accounts → Purchases → Bills** and click **+ New Bill**. Select the vendor, add line items, set the bill date and due date, and save. When you pay the bill, open it and click **Record Payment** to mark it as paid. *** ### Bank Reconciliation #### How do I reconcile my bank account? 1. Go to **Accounts → Banking → Bank Reconciliation**. 2. Select the bank account you want to reconcile. 3. Enter your bank statement's **closing balance** and **statement date**. 4. Xenoraa will list all unreconciled transactions. Match each transaction to the corresponding entry in your bank statement by clicking the checkbox next to it. 5. Once all transactions are matched and the difference shows **Rs. 0.00**, click **Complete Reconciliation**. #### How do I record a bank transfer between accounts? Go to **Accounts → Banking → Bank Transfers** and click **+ New Transfer**. Select the source account, destination account, amount, date, and reference. Click **Save Transfer**. Both accounts will be updated automatically. *** ### Financial Reports #### How do I generate a Profit & Loss (P\&L) report? Go to **Accounts → Reports → Profit & Loss**. Select the date range (monthly, quarterly, or custom) and click **Generate Report**. The report shows your total revenue, cost of goods sold, gross profit, operating expenses, and net profit for the selected period. Click **Download PDF** to export. #### How do I view my Balance Sheet? Go to **Accounts → Reports → Balance Sheet**. Select the as-of date and click **Generate**. The report shows your total assets, liabilities, and equity in a standard double-entry format. #### How do I run a Trial Balance? Go to **Accounts → Reports → Trial Balance**. Select the date range and click **Generate**. The report lists all ledger accounts with their debit and credit balances. The total debits must equal total credits — if they do not, there is an unbalanced journal entry that needs correction. *** ### Payroll #### How do I process payroll for an employee? 1. First, ensure the employee is set up in **Accounts → HR → Employees** with their salary details, PAN, and bank account. 2. Go to **Accounts → HR → Payslips** and click **+ New Payslip**. 3. Select the employee, pay period (month/year), and verify the basic salary, allowances, and deductions. 4. Click **Generate Payslip** to calculate the net pay automatically. 5. Click **Download PDF** to generate the payslip for the employee's records. *** ### Troubleshooting **Why does my Trial Balance not balance?** This usually means a manual journal entry was entered with unequal debits and credits, or a transaction was imported incorrectly. Go to **Accounts → Journal Entries** and filter by the date range of your Trial Balance to find the unbalanced entry. **Why is an invoice showing as "Overdue" even though it was paid?** The payment may not have been recorded against the invoice. Open the invoice and check the **Payments** tab. If the payment is missing, click **Record Payment** to add it manually. **How do I correct a wrong entry?** Xenoraa uses double-entry bookkeeping, so you cannot simply delete a posted transaction. Instead, create a **Credit Note** (for sales invoices) or a **Debit Note** (for purchase bills) to reverse the incorrect amount, then create the correct entry. --- # Agent Instructions This documentation is published with GitBook. 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