Accounting: the big picture
What Accounting does, which parts you can switch on, how money flows through your accounts, and how profit is counted.
Accounting keeps the books of your store from your own orders and records: sales, costs, profit and where the money sits. It starts off. Switch it on in Tools; then open Accounting.
Before you start#
- Accounting is available while your store is open.
- The owner can see everything. Staff need the Accounting view permission to look and the edit permission to add or change anything. Investment has its own permission. See Staff roles and permissions.
- Demo orders are never counted in any figure.
Switch on the parts you use#
Accounting is split into parts. Expenses and Payment come with Accounting. The other parts take one tool slot each, so switch on only what you use. Open Accounting > Settings > Parts of Accounting.
| Menu item | What it is for | Guide |
|---|---|---|
| Dashboard | Orders, sales, profit, due, staff cost and account balances for a period | This page |
| Expenses | Rent, salary, ads and every other cost | Expenses |
| Payment | Cash, bKash, bank and courier accounts, transfers | Money accounts, Courier balance |
| Due | Who owes you and whom you owe | Due |
| Investment | Partners, shares, profit split | Investment |
| Return, refund, exchange & loss | Goods that came back and goods or money lost | Returns and losses |
| Cash matcher | Count the cash and compare with the books | Cash matcher |
| Inventory | Stock, purchases from suppliers, counts, labels | Inventory and purchases |
| Reports | CSV downloads, imports, printable slips | Reports |
| Settings | The switches above, cost of goods, profit sharing period | This page |
How the money moves#
Every taka is booked against a money account, and a balance is the opening balance plus every recorded movement. The picture below is the usual flow.
Text version of the diagram
- Sale or order payment to Cash, bKash, Nagad, bank accounts (Paid at once)
- Sale or order payment to Courier collects COD (COD parcel)
- Courier collects COD to Courier balance minus COD fee
- Courier balance minus COD fee to Courier pays out to cash or bank (Withdraw)
- Courier pays out to cash or bank to Cash, bKash, Nagad, bank accounts
- Cash, bKash, Nagad, bank accounts to Expenses and purchases (Money out)
- Cash, bKash, Nagad, bank accounts to Cash matcher compares the drawer
Chart data
| Cash drawer | 12000 BDT |
|---|---|
| bKash | 8500 BDT |
| Nagad | 4200 BDT |
| Courier balance | 6300 BDT |
How figures are counted#
- A sale counts on the day the order is placed or delivered, as chosen in Accounting settings. Counter sales count at the sale time. Delivery charges are part of the sale.
- A refund comes off sales on the day it is paid. A return without a refund comes off sales on the day it is recorded.
- Expenses come off profit on their own date. Buying stock is not an expense; its cost reaches profit when the goods are sold.
- Cost of goods takes what the sold goods cost off your sales, so profit is real. It starts on. You can switch it off in Accounting settings once Accounting is on; sales already recorded keep their cost.
Set it up#
- 1
Open Tools and switch Accounting on
If tool slots are full, switch another tool off first or add slots to your plan.
- 2
Add your money accounts
Do this in Payment so every payment has somewhere to land. See Money accounts.
- 3
Switch on the other parts you need
Accounting > Settings shows one card per part with its slot note.
- 4
Record expenses and check the dashboard
Profit appears as orders are delivered and expenses are added.
Common problems#
The Accounting menu is empty or a page says "This part of Accounting is switched off".
Open Accounting settings and switch the part on. Everything you recorded is kept.
All tool slots are in use.
Switch another tool off in Tools, or add slots to your plan.
Profit looks too high.
Check that Expenses are recorded, and that cost prices exist on your products so cost of goods can be counted.
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