Accountant workflows: invoices, bills, vouchers, stock and bank
WF-01 to WF-06: the daily work of an accountant, each step done on the real screens and checked against what actually changed in the books.
Start WF-01 create a sales invoice in the demo
Launches an isolated session straight into /gst.
How these workflows connect
They share one set of books per demo company. The invoice you issue in WF-01 is the one you settle in WF-03 and trace in WF-16; if you skip WF-01, WF-03 uses Aster Trading's seeded open invoice AST/26-27/002.
Maker-checker approval is on in every demo company. An accountant submits vouchers; a CFO, Admin or Owner approves them in Approvals, and nobody can approve a voucher they made. Issuing a sales invoice is different: it posts its journal straight away, so although an accountant prepares the invoice, only the Owner or an Admin can issue it (the CFO may post journals but not issue invoices).
Purchase bills carry totals, not item lines, so they move the Inventory ledger but not item quantities; quantities come in through stock adjustments. Vouchers need a proof document: attach any file, which stays in your browser.
WF-01 Create a sales invoice
Raise a GST invoice for a customer, issue it, and see the receivable, revenue and output GST it posts.
Starts with: Customers Kaveri Infra Controls LLP and Bharat Switchgear Works (both in Maharashtra), catalogue items Industrial MCB Panel 63A (3-Phase) (₹12,000, 18%) and Armoured Copper Cable 4C x 16mm (100m) (₹20,000, 18%), stock at Bhiwandi Main Hub, and the open FY 2026-27.
Done when: The saved invoice reopens from its Day Book voucher, and its receivable, revenue and output GST lines are posted and balanced.
- Open the sales invoice register
- Fill in the invoice and save it as a draft (as Accountant): A draft invoice for ₹70,800 (₹60,000 plus ₹10,800 GST) is added to the register. A draft posts nothing.
- Issue the invoice as Admin (as Admin): Dr 1030 Accounts Receivable (Customer Trade Debtors) ₹70,800 for Kaveri Infra; Cr 4010 Sales Revenue - Products ₹60,000; Cr 2081 Output CGST Payable (9%) ₹5,400; Cr 2082 Output SGST Payable (9%) ₹5,400. The 5 panels leave stock at FIFO cost.
- Inspect the accounting entry
- See the customer's receivable
- Find it in the sales return
- Reopen the invoice from its voucher
WF-02 Record a purchase bill
Enter a supplier bill with GST, keep the eligible input tax credit, get its voucher approved and check the payable.
Starts with: Supplier Deccan Cables & Conductors (Karnataka GSTIN, so purchases into Maharashtra carry IGST), ledgers 1050 Inventory, 1083 Input IGST and 2010 Accounts Payable, and maker-checker approvals switched on.
Done when: The bill is in the register, its voucher is posted after approval, and Accounts Payable and Input GST match the bill's totals.
- Open Purchases & ITC
- Enter the bill and its voucher (as Accountant): The bill joins the register and its voucher (Dr 1050 Inventory and Dr 1083 Input IGST; Cr 2010 Accounts Payable) is submitted for approval. Nothing reaches the ledger yet.
- Approve the purchase voucher (PUR-…) as CFO (as CFO): The purchase posts: Inventory and Input IGST rise and Deccan Cables' payable grows by the bill total.
- Check the supplier payable
- See the eligible ITC
- Look at stock
- Find the posted voucher
WF-03 Receive from a customer, pay a supplier
Settle an open invoice with a receipt voucher, pay a supplier with a payment voucher, and check both balances.
Starts with: An open customer invoice: the one you issued in WF-01, otherwise the seeded AST/26-27/002 to Kaveri Infra (₹4,72,000). Deccan Cables' unpaid ₹5,03,600 on bill DC-INV-908. Ledger 1020 Operating Bank Account.
Done when: Both vouchers are posted after approval, the customer's and supplier's outstanding balances fall by the amounts settled, and the bank ledger shows both.
- Open a receipt voucher
- Settle the open invoice (as Accountant): The receipt is saved and waits for approval. The receivable does not change until it posts.
- Approve the receipt (RCT-…) as CFO (as CFO): Dr 1020 Operating Bank Account; Cr 1030 Accounts Receivable for the customer. The invoice is no longer outstanding.
- Pay the supplier (as Accountant): The payment waits for approval; the payable is unchanged until it posts.
- Approve the payment as CFO (as CFO): Dr 2010 Accounts Payable (Deccan Cables) ₹5,03,600; Cr 1020 Operating Bank Account ₹5,03,600.
- Check the customer's balance
- Check the supplier's balance
- Read the bank ledger
WF-04 Enter vouchers (F4 to F9)
Enter a contra and a journal voucher, see the debit-equals-credit check, get one approved and find both in Day Book.
Starts with: Ledgers 1010 Cash on Hand (Petty Cash Reserve), 1020 Operating Bank Account, 5030 Cloud Infrastructure & Software and 2010 Accounts Payable (Trade Creditors), and an open FY 2026-27.
Done when: A contra is posted after approval and a journal is saved as a draft; both are in Day Book, and only the posted one is in the ledger.
- Pick the voucher type
- Enter a contra (as Accountant): The contra waits for approval. Once posted, cash rises and the bank falls by ₹15,000; total assets do not change.
- Enter a journal and watch the balance check (as Accountant): A draft journal is saved. Drafts never reach the ledger or reports.
- Approve the contra as CFO (as CFO): Dr 1010 Cash on hand ₹15,000; Cr 1020 Operating Bank Account ₹15,000. The journal stays a draft because it was never submitted.
- Find both in Day Book
- Read the ledger
WF-05 Adjust stock
Check an item's stock and FIFO value, record a stock adjustment, get its journal approved and see the movement.
Starts with: Tracked goods Industrial MCB Panel 63A (3-Phase) (35 on hand) and Armoured Copper Cable 4C x 16mm (100m) (15 coils) at Bhiwandi Main Hub, valued at FIFO from their purchase and sales movements. Meridian Retail adds a second warehouse (Enterprise).
Done when: The adjustment appears in the item's stock ledger, quantity and FIFO value fell, and its journal is posted.
Northstar Consulting sells services only, so it has no tracked stock. Use Aster Trading, or in Northstar look at the services in Stock & services instead.
- Find the tracked items
- Check stock and value
- Record a stock adjustment (as Accountant): Stock falls by 2 panels at their FIFO cost. The adjustment's journal (Dr 5015 Inventory Adjustment; Cr 1050 Inventory (Stock-in-Trade)) is submitted for approval because an accountant made it.
- Approve the stock adjustment journal as CFO (as CFO): The write-off posts: Inventory falls and Inventory adjustment expense rises by the FIFO cost.
- See the stock movement
- See the valuation in the balance sheet
WF-06 Reconcile the bank
Load a bank statement, confirm matches, deal with what's unmatched and complete the reconciliation.
Starts with: Ledger 1020 Operating Bank Account with posted receipts and payments, a completed reconciliation for 31 Oct 2026, and the demo's bank statement for 1 October to 10 November 2026 (Download demo statement on the reconciliation screen). The statement also holds bank charges and a customer part payment that are not in the books yet.
Done when: At least one statement line is matched and a reconciliation is completed for the statement date, with any difference recorded.
- Choose the bank account
- Load the statement and confirm a match (as Accountant): The statement line is tied to its ledger line. No journal is created.
- Resolve an unmatched line (as Accountant): A voucher for the missing bank entry waits for approval; once posted it reduces 1020 Operating Bank Account.
- Complete the reconciliation (as Accountant): A completed reconciliation is saved for that date and can't be changed afterwards. The ledger does not change.
- Check status and balances
- Compare with the bank ledger