Accountant Guide

The one thing to understand first

Counter sales do not create tax records when they are rung up. They are created when the daily reconciliation for that day completes. This single fact explains most of the discrepancies you will be asked about — a period that looks short is almost always a day that was never closed.

Your routine

How to Check the Period Is Complete (month end, period close, is everything posted)

Do this before any report or filing is trusted. It takes minutes and prevents most rework.

Required permission: Accounting read

1. Go to Cash & Registers → Daily Reconciliation and step through the period — look for any day still Pending
2. Complete every pending day
3. Go to Expenses → Document Inbox and check nothing is left Submitted or In Review
4. Open Accounting → Reports → Trial Balance and confirm debits equal credits
5. Scan for accounts sitting on the wrong side — an asset in credit is usually a payment posted twice or to the wrong account

Result: Every trading day is closed, every document is posted, and the ledger is internally consistent.

Note: A day left unreconciled is not only missing revenue — it is missing its output tax records too.

How to Produce a Tax Return (GST return, file tax, quarterly return, TGST)

Produce and check the figures before filing.

Required permission: Accounting (manager or administrator)

Before you start: The period is complete — every day reconciled and every supplier document posted.

1. Go to Accounting → Tax Statements and select the period
2. Read GST Collected (Output) and GST Claimable (Input)
3. Open the Output Tax Summary and check the value at each rate
4. Click into any figure that looks wrong to see the invoices behind it
5. Check the With Taxable Customer and No Taxable Customer split looks right for your trade
6. Export the statement

Result: You have output tax, input tax and per-rate supply values, each traceable to source documents.

Note: Returns and exchanges are excluded by design — they reverse a specific earlier sale rather than appearing as negative sales. See Returns & Exchanges.

How to Reconcile the Bank (bank reconciliation, match statement, bank rec)

Match what the ledger says against what the bank says.

Required permission: Accounting

1. Go to Accounting → Bank Reconciliation
2. Import the statement — format is detected automatically
3. Review the proposed matches and confirm them
4. Investigate anything unmatched — a payment recorded but never banked, or a bank charge never recorded
5. Ask Qvi to trace a transaction you cannot place

Result: The ledger and the bank agree, and differences are explained rather than absorbed.

How to Investigate an Account That Looks Wrong (audit an account, drill down, what makes up this balance)

Every reported figure traces to the transactions behind it.

Required permission: Accounting read

1. Go to Accounting → Reports → General Ledger
2. Choose the account and period
3. Work through the transactions with their running balance
4. Open a transaction to see its full journal entry and the operational document that produced it

Result: You can attribute an unexpected balance to specific transactions rather than guessing.

Note: Almost always the answer is a small number of entries with an obvious cause, not a systemic problem.

How to Reconcile Balances Between Business Units (inter-BU, units owe each other, settlement check)

What one unit shows as payable, the other must show as receivable.

Required permission: Accounting

1. Go to Accounting → Inter-BU Settlements and read the Net Position
2. Compare Pending Receivables against Pending Payables
3. If they do not mirror, check Inventory & Products → Inter-BU Transfers for anything still In Transit
4. Execute settlements that are ready

Result: Inter-unit balances agree and are cleared.

Note: A transfer dispatched but never received is the usual cause of a mismatch — it has left one unit and not arrived at the other.

How to Write a Manual Journal Entry (manual entry, accrual, adjustment, journal)

For genuine adjustments no operational event produces — accruals, depreciation, agreed corrections.

Required permission: Journal entry create

1. Go to Accounting → Journal Entries and click Create Journal Entry
2. Set the date and a description explaining why the entry exists
3. Add the debit and credit lines — it cannot be saved until they balance
4. Save

Result: The entry posts and appears in the general ledger and the reports.

Note: Write a description a stranger could understand in a year. Adjustment tells a future reader nothing.

Where to look for what

• Accounting — reports, chart of accounts, journals
• Tax Statements — GST returns and where output tax comes from
• Green Tax — Maldives environmental levy and MIRA filing
• Registers & Reconciliation — how the trading day reaches the ledger
• Collect Payment — receivables as a working list
• Fixed Assets — the register and depreciation
• QuickBooks — syncing to external accounting