Accounting & Financial Management

Complete user guide for Pindah Basa

Finance managers. Bookkeepers. Cashiers. Sales teams. Business owners.
Run the full financial lifecycle — chart of accounts, journals, cash and bank, invoices, POS, fiscal periods, VAT, and IFRS-ready statements — in one connected module of Pindah Basa.

Pindah Private Limited builds Pindah Basa, the operating platform for organisations that have outgrown fragmented systems. Finance, operations, manufacturing, healthcare, education, and logistics share one data layer — cloud, on-premise, or hybrid — with native multi-currency (USD + ZiG), IFRS compliance at transaction level, and immutable audit trails.

Learn more at pindah.org

When your operations outgrow the systems that built them.

Executive Summary

Accounting & Sales is the financial engine of Pindah Basa. Every monetary movement — money received from customers, money paid to suppliers and for expenses, invoices outstanding, quotations in progress, POS sales, and bank statement lines — posts as balanced double-entry journals into the general ledger.

The module is built around your chart of accounts. Day-to-day operators use Point of Sale, Invoices, and Quotations. Finance teams manage Journals, Fiscal Periods, Trial Balance, Financial Statements, VAT Return, and Ledger Health. Cash movements use Receive Money, Spend Money, and Import Bank Statement.

Accounting works hand in hand with Inventory & Stock: every POS sale and invoice line reduces stock; stock receipts update costs that feed valuation. Pharmacy dispenses can collect payment through the same sales flow. Supplier bills and supplier payments live under Procurement, but appear under Purchases and Payables in the Accounting menu for convenience.

For the full quote → order → receive → bill → pay → reconcile purchasing cycle — and for day-to-day cash expenses — see Purchasing and Accounting Workflow. That section maps common finance outcomes to the exact screens and journals in Pindah Basa.

Document numbers (INV-, JE-, ORD-, S-, RX-, RFQ-, PO-, and similar) are assigned at create time. Status (Draft, Pending, Paid, …) is separate — numbers do not change when you verify or post.

Who This Is For

Key Capabilities

• Financial dashboard with KPIs, charts, aging, and quick actions
• Full chart of accounts (tree/flat), import/export, merge, activate/deactivate
• System account mappings that drive automatic posting
• Journals with draft → post → reverse → duplicate lifecycle
• General ledger, account activity, trial balance
• Layout-driven financial statements (income statement, balance sheet, cash flow, equity)
• Fiscal years and periods (open, soft-close, close, reopen, year close, FX revaluation)
• VAT return preview and filing
• Ledger health diagnostics with one-click Fix for common gaps
• Receive Money / Spend Money cash journals
• Bank statement import (standard and AI-assisted)
• Point of Sale with till, customer, barcode, tax codes
• Invoices with real INV- numbers at create, payments, credit notes, reverse, email, PDF
• Quotations, sales orders, sales register, purchase orders
• Purchase-to-pay path: RFQ → PO → GRN → supplier bill → pay → supplier statement
• Customers (clients), payment methods, banks, currencies (including RBZ rates)
• Tax codes (VAT, withholding, excise, fees)
• CoA templates and report layouts
• Consolidate — backfill missing journals from sales activity

Important Concepts

Menu Map (sidebar)

Open Accounting in the left sidebar of Pindah Basa.

Related screens outside the Accounting sidebar (same organisation):

Table of Contents

1. Getting Started
2. Financial Dashboard
3. Initial Accounting Setup
4. Chart of Accounts
5. System Accounts
6. Journals
7. General Ledger and Account Activity
8. Fiscal Periods
9. Receive Money and Spend Money
10. Import Bank Statement
11. Banks and Payment Methods
12. Point of Sale
13. Sales Register
14. Invoices
15. Quotations
16. Sales Orders
17. Purchase Orders
18. Purchasing and Accounting Workflow
19. Customers
20. Currencies
21. Tax Codes
22. Trial Balance
23. Financial Statements
24. VAT Return
25. Ledger Health
26. Consolidation and Month-End
27. How Accounting Connects to Other Modules
28. Daily and Month-End Routines
29. Troubleshooting

Getting Started

1. Sign in to basa.pindah.org.
2. Confirm your location / till in the top bar (e.g. DEFAULT_WAREHOUSE - L-10141).
3. Open Accounting in the sidebar.
4. Start on the Dashboard.
5. If this is a new organisation, complete Initial Accounting Setup before live transactions.

Tip: use Ctrl+K (global search) to jump to any Accounting screen by name.

Financial Dashboard

Path: Accounting → Dashboard
URL: /accounting/dashboard

What you see

For the selected date range and currency:

Also typically shown:

• Revenue vs Expenses trend chart
• Financial position (Assets / Liabilities / Equity)
• Top expense drivers
• Invoice status distribution (paid vs unpaid)
• Receivables aging (current, 30, 60, 90+ days)
• Journal count, period debits/credits, GL difference warning when unbalanced

Controls

Initial Accounting Setup

Complete this sequence before going live.

Step 1 — Chart of accounts

Go to Accounting → General Ledger → Chart of Accounts.

• Add account, or Import, or Initialise defaults, or apply a CoA Template
• Ensure you have Cash, AR, AP, Inventory, Sales Revenue, COGS, VAT accounts as needed

Step 2 — System accounts

Go to Settings → System Accounts and map at least:

Without Cash, Receive Money, Spend Money, and bank import commit cannot post.

Step 3 — Fiscal year

Go to Fiscal Periods → New fiscal year. Set name, start date, period count, period length (Month / Quarter), and retained earnings account.

Step 4 — Supporting masters

1. Currencies — base currency + FX rates (optionally retrieve from RBZ)
2. Payment Methods — each method needs a Settles Into account
3. Tax Codes — VAT15, EXEMPT, IMTT, WHT, etc.
4. Banks — bank name, account number, branch, currency
5. Customers — client directory

Step 5 — Stock prerequisites

Ensure Locations and Tills exist in Stock. POS requires a till.

Step 6 — Smoke test

1. Post a small Spend Money expense.
2. Run a test POS sale.
3. Run Consolidate if needed.
4. Open Trial Balance — debits should equal credits.
5. Open Ledger Health — resolve any Fail rows.

Chart of Accounts

Path: Accounting → General Ledger → Chart of Accounts

List and filters

• Search by code or name
• Filter by type (Assets, Liabilities, Equity, Income, Expenses)
• Filter by Active / Inactive
• View as Tree (hierarchy) or Flat

Columns: Code, Name, Type, Debit, Credit, Status, Menu.

Add / edit an account

Click + Add account (or row → Edit). Fields include:

Row actions

More menu

Import, Export, Initialise defaults, link to Templates.

System Accounts

Path: Accounting → Settings → System Accounts

Map each System Key to a chart account. Keys shown as “Not configured” must be configured before the related feature works (e.g. FX revaluation needs FX_GAIN and FX_LOSS).

Use Configure / Edit / Save / Cancel per row.

Journals

Path: Accounting → General Ledger → Journals

List

Filter by account, date range, status (Draft / Posted / Reversed), and type. Search by number or narration.

Typical columns: Number (JE-YYYY-######), Date, Status, Type (CASH, SALES, GENERAL, …), Source, Narration, Debit, Credit, Menu.

Row actions

New journal

Path: Accounting → General Ledger → New Journal

1. Set Date, Type (default GENERAL), Reference, Narration.
2. Add line for each side: Account, Memo, Currency, Debit or Credit.
3. Watch totals: Debit − Credit − Difference must be 0.00 to post.
4. Save draft (may be unbalanced until you finish) or Post.
5. Optional: Add account shortcut, Duplicate, Reverse (on existing posted journals).

Rules that block posting:

• Debits must equal credits (2 decimal places)
• Accounts must be active and postable
• A fiscal period must cover the date and must not be LOCKED
• Soft-closed / control accounts may require elevated permissions

General Ledger and Account Activity

General Ledger

Path: Accounting → General Ledger → General Ledger

Every journal line by account for the selected filters. Columns include Date, Account, Reference, Narration, Source (POS_SALE, INVOICE, RECEIPT, COGS, …), Currency, Debit, Credit.

• Search entries
• Filter by account and date range
• Download PDF or Excel

Account Activity

Path: Accounting → General Ledger → Account Activity

1. Select one account and a date range.
2. Click Generate.
3. Review opening balance → movements → closing balance.

Use this for bank reconciliation and audit of a single account.

Fiscal Periods

Path: Accounting → General Ledger → Fiscal Periods

Year header actions

Period statuses

OPEN → SOFT_CLOSED → CLOSED → LOCKED (after year close)
         ↑ reopen with reason ↑

Per-period menu

Close checklist typically checks: no open posting failures, suspense/rounding clean, entries balance, AR/AP/inventory recon, GRNI, FX reval done, no drafts.

Receive Money and Spend Money

Cash and Bank is the day-to-day cash book in Pindah Basa: ad-hoc inflows and outflows that are not tied to a customer invoice or supplier bill. Posted lines appear in Journals, General Ledger, and Account Activity for the Cash system account (and for bank lines after statement import).

Receive Money

Path: Accounting → Cash and Bank → Receive Money

Click Receive Money. System debits Cash (system account) and credits the revenue account.

Use for: consulting fees, deposits, ad-hoc income not tied to an invoice.

Spend Money

Path: Accounting → Cash and Bank → Spend Money

Same pattern for outflows: Expense Account, optional Job Card link for job profitability, Amount, Reference, Description → Spend Money.

Posted effect: Dr Expense / Cr Cash (Cash system account).

Use for: rent, utilities, petty cash, fuel, and other general expenditures that are not on a purchase order or supplier bill.

To review cash movements like a cash book register: open Account Activity for the Cash (and bank) accounts, or filter Journals by date.

Import Bank Statement

Path: Accounting → Cash and Bank → Import Bank Statement

1. Choose File (Excel/CSV from your bank).
2. Pick Standard Import or AI Import.
3. Preview parsed lines (date, description, debit/credit).
4. Assign accounts to debit (expense) and credit (income) rows — apply in bulk where offered.
5. Click Import Statement Lines — each mapped line posts as a cash journal.
6. Review in Journals / General Ledger.

Requires the CASH system account.

Banks and Payment Methods

Bank Accounts

Path: Accounting → Cash and Bank → Bank Accounts

Inline master for Bank Name, Account Number, Branch, Account Name, Currency. Add a row and save; delete unused banks.

This is bank master data for statements — not a full reconciliation workspace. Reconciliation uses statement import + reconcilable CoA flags + Account Activity.

Payment Methods

Path: Accounting → Cash and Bank → Payment Methods

Click + Add Method for custom tenders. Every method used at POS must have a valid Settles Into account or Ledger Health will fail.

Point of Sale

Path: Accounting → Point of Sale

Before you sell

1. Select Till / warehouse (required to load products).
2. Confirm Customer (default walk-in customer is fine).
3. Set Date, Currency, Tax code.

Selling

1. Search products (F3) or packages (F4), or scan barcode.
2. Build the cart — adjust quantities.
3. Review totals.
4. Complete in SALE MODE.

On completion: stock reduces, receipt available, sale appears in Sales Register, journals post (SALE_CASH + SALE_COST_RECOGNISED).

Issue / Transfer mode

From Stock menu Issue/Transfer or /accounting/sales/create/transfer — internal stock movement without a customer sale (creates a transfer request in Stock).

Sales Register

Path: Accounting → Sales and Receivables → Sales Register

Tabs: Sales | Issues/Transfers.

Columns typically include sale number (S-########), Date, Customer, Total, Currency, Tendered, Change, Till, Cashier, Menu.

Open a sale for line detail, payment, and linked documents. Download or email receipts from the sale view.

Invoices

Path: Accounting → Invoices

List filters

Tabs: All | Pending | Paid | Overdue | Draft

Also filter by currency and search. Invoice numbers look like INV-0000007.

Row / Actions menu

Create invoice

Path: Accounting → Invoices → New Invoice

1. Confirm Till.
2. Note the Inv # — assigned immediately (e.g. INV-0000008). Do not expect this number to change later.
3. Select Customer (Add Customer if needed).
4. Optional vehicle / order link.
5. Add line items (products or free-text), quantities, prices, tax.
6. Set status: leave as Draft to hold without GL, or non-Draft to post revenue/COGS.
7. Preview, then Create.
8. Later: Make Payment, Email, Recurring, credit note / reverse as needed.

GL rule: Draft invoices do not hit the ledger. Leaving Draft posts SALE_INVOICED (+ COGS). Payments post SALE_PAYMENT_RECEIVED.

Quotations

Path: Accounting → Sales and Receivables → Quotations

Status filters

All | Draft | Sent | Accepted | Rejected | Expired

Workflow

Draft → Sent/Pending → Accepted or Rejected (or Expired)

1. Click + Add Quotation.
2. Select customer and line items.
3. Save as Draft while preparing; send PDF/email when ready.
4. Mark Accepted or Rejected.
5. Convert accepted quotes to invoices / orders as your process requires.

Quotations do not post to the GL until invoiced.

Sales Orders

Path: Accounting → Sales and Receivables → Sales Orders

Filter by status (All / Pending / Accepted / Rejected), customer, and date range.

Order numbers look like ORD-########.

Purchase Orders

Path: Accounting → Purchases and Payables → Purchase Orders

1. + Add Purchase Order — supplier, lines, currency.
2. Status: Draft → Pending (Send) → Accepted / Rejected.
3. View / Download PDF.
4. Delete only while Draft.

A PO is a commitment, not a stock receipt and not an accounts-payable entry. No inventory or AP journal posts when you create or send a PO.

Next steps after the PO is issued:

1. Receive goods in Stock → Goods Receipts / Receive Stock (GRN).
2. Capture the supplier bill under Purchases → Supplier Bills and approve it (creates AP).
3. Pay under Purchases → Pay Suppliers.
4. Check balances on Supplier Statement.

You can also create POs from Procurement (from an awarded RFQ or an approved requisition). Full sourcing detail is in the Procurement guide; the accounting outcomes for the whole cycle are summarised in Purchasing and Accounting Workflow.

Supplier Bills, Pay Suppliers, and Supplier Statement open from the same Purchases and Payables menu group.

Purchasing and Accounting Workflow

This section is the finance walkthrough for buying stock, paying suppliers, selling goods, and recording day-to-day cash expenses. Use it when you need a particular accounting result and want the shortest path in Pindah Basa.

End-to-end purchase-to-pay

Optional earlier step: a purchase requisition (internal request) can convert to an RFQ or PO. Still no GL until goods are received or a bill is approved.

How common outcomes map to Pindah Basa

1. Quotations from vendors (no accounting entry)

Use Procurement → RFQs, not Accounting → Quotations.

2. Best supplier chosen — purchase order generated and issued

3. Goods delivered — raise a GRN and update the books

Why GRNI instead of AP on receipt?
Pindah Basa uses a three-way match (PO + GRN + supplier invoice). Goods received create a temporary liability (GRNI — Goods Received Not Invoiced). When you approve the supplier bill, GRNI clears and Accounts Payable is credited. Economically you still recognise stock and a supplier liability; AP appears when the bill is accepted, which keeps invoice amount, received quantity, and order aligned before payment.

If GRNI stays non-zero at month-end, use Ledger Health and open receipts awaiting bills — that is expected until every GRN has a matching approved invoice.

4. Payment to supplier (clear AP; cash or bank)

Do not use Spend Money to pay an approved supplier bill; that would expense cash without clearing AP.

5. Supplier reconciliation — amount owed per supplier

This is your “how much do we owe each supplier?” report, built from posted supplier invoices and payments.

6. Goods sold — credit stock and recognise revenue

Sell through Point of Sale, Invoices, or sales-order fulfilment (and pharmacy dispense where used).

Physical stock reduces on the sale; the COGS journal credits inventory in the ledger. Confirm both the sales register / invoice and, if needed, Item Movements or Account Activity on Inventory / COGS.

7. General expenditures and daily expenses (cash book)

Review running cash activity under Account Activity (Cash / bank accounts) or General Ledger. That combination is the operational cash book for Pindah Basa.

Quick decision guide

Prerequisites checklist

Before live purchasing and payables:

1. Chart of accounts loaded; System Accounts map INVENTORY, GRNI, AP_CONTROL, CASH, COGS, and revenue keys.
2. Suppliers and stock locations exist; products have cost where you expect GRN valuation.
3. Payment methods used for supplier payments have a valid Settles Into account.
4. Fiscal period for the transaction date is open (or soft-closed with permission).

Detail on RFQs, match tolerances, and procurement settings lives in the Procurement product guide. Stock receiving screens are covered in Inventory & Stock.

Customers

Path: Accounting → Sales and Receivables → Customers

The screen title is Clients.

Currencies

Path: Accounting → Settings → Currencies

Tabs: Currencies | Exchange Rates | Rate Trends

• Add currencies (USD, ZWL / ZiG, EUR, …)
• Mark one as default
• Maintain exchange rates manually, or Retrieve rates from Reserve Bank of Zimbabwe and Apply
• Review rate trends for FX monitoring

Tax Codes

Path: Accounting → Settings → Tax Codes

Add tax code to define rate, jurisdiction, output/input/expense accounts, effective dates, recoverable flag. Used by POS, invoices, and posting.

Trial Balance

Path: Accounting → Reports → Trial Balance

1. Set As of date and currency.
2. Click Refresh.
3. Review Code, Account Name, Type, Debit, Credit, Balance.
4. If the banner shows Debits and Credits do not balance, open Ledger Health and Journals to find unbalanced drafts or failed posts.

Financial Statements

Path: Accounting → Reports → Financial Statements

1. Choose a layout:
   • Statement of financial position (BS_IFRS_CLASSIFIED)
   • Income statement IFRS / Simple (IS_IFRS_DEFAULT, IS_SIMPLE)
   • Cash flow direct / indirect
   • Statement of changes in equity
2. Set date range (and optional compare range).
3. Choose currency → Run.
4. Use Expand all / Collapse to summary.

Layouts are managed under Settings → Report Layouts (preview, clone defaults to organisation copy).

VAT Return

Path: Accounting → Reports → VAT Return

1. Set date range → Run.
2. Review Output, Input, Net payable / Refund, boxes, and lines.
3. When ready, File return — posts the clearing journal (TAX_RETURN_FILED). Cannot double-file the same period.

Ledger Health

Path: Accounting → Reports → Ledger Health

Click Refresh. Each check shows Pass / Fail, count, and detail.

Common Fail examples and what to do:

Treat Ledger Health as the month-end triage board before soft/hard close.

Consolidation and Month-End

Consolidate

From the Financial Dashboard Consolidate action:

• Scans sales and invoices missing journals
• Posts missing GL entries
• Use after imports, historical data, or when Ledger Health shows unposted documents

Month-end checklist

1. Post or delete all Draft journals.
2. Run Consolidate and clear Ledger Health Fail rows (use Fix where available).
3. Import and map any remaining bank statements.
4. Run FX revaluation if multi-currency.
5. Review Trial Balance (must balance).
6. Run Financial Statements.
7. Soft-close the period → after final checks, Close.
8. File VAT Return for the tax period when due.
9. At year end: close all periods → Close year.

How Accounting Connects to Other Modules

Automatic posting events (reference)

For the step-by-step purchase-to-pay and cash-expense path, see Purchasing and Accounting Workflow.

Daily and Month-End Routines

Daily

1. Open tills; process POS sales (revenue + COGS + stock).
2. Raise / send customer invoices and quotations.
3. Receive Money / Spend Money for ad-hoc cash (cash-book style expenses and income).
4. Record customer invoice payments.
5. Receive goods (GRN), capture/approve supplier bills, and Pay Suppliers as deliveries and invoices arrive.
6. Glance at Dashboard, Supplier Statement balances, and any Ledger Health failures.

Weekly

1. Import bank statements and map lines.
2. Fulfil sales orders.
3. Follow up overdue invoices (Overdue tab).
4. Clear open GRNI by matching outstanding receipts to supplier bills.
5. Review journals for unexpected drafts.

Month-end

Follow Consolidation and Month-End. Confirm GRNI is zero or fully explained, and AP control agrees with Supplier Statement totals.

Troubleshooting

Support

• In-app Help and Guides (module key accounting)
• Email admin@pindah.org
• Web pindah.org
• Platform basa.pindah.org

Pindah Basa · Accounting & Financial Management · © Pindah Private Limited