Vouchers are documents that record transactions such as sales, purchases, payments, receipts of money, etc. They act as evidence of a business transaction and are used for accounting and auditing purposes.
(If you want to learn more about vouchers and different voucher types, click here.)
What are Voucher Books?
Voucher Books is just a way to organize similar vouchers in different groups. For example, the "Invoice Voucher Book" consists of all the invoice vouchers. Journal Voucher Book consists of all the journal vouchers, and so on.
Creating a New Voucher Book
Go to Advanced Accounting > Voucher Books > Create New Voucher Book
Just add the voucher book name & select the type (i.e. Journal, Contra, Payment, Receipt, etc.) to create a new voucher book.
If you are just starting out, you will see some default voucher books created by the system named "REF DEFAULT Invoice Voucher", "REF DEFAULT Expense Voucher", "REF DEFAULT Credit Note Voucher", and so on. These are just normal voucher books only, they are marked with REF DEFAULT to help you distinguish them from the ones you create manually. These default vouchers should suffice for most of your use cases, but in case you want to create new ones OR edit them, you are free to do so.
Adding Voucher Entries
To add a new voucher entry, just go to the voucher books dashboard and click the "New Entry" icon against the type of voucher you want to create.
For example, Let's say I want to add a voucher entry to record the depreciation of machinery. I will have to create a journal voucher entry for the same.
I will first go to Voucher Books > Journal > Click "New entry"
A new page like below will open up.
All you need to do is to select the accounts you want to debit and credit and add the amount, date, and notes if needed. That's it - your journal voucher entry is done.
You can see all the voucher entries under their respective voucher as shown below:
Refrens Automates Most of This
Refrens will automatically record sales and purchase voucher entries for you whenever you create an invoice and expense.
That means, as a business owner, you will not need to enter 95% of these voucher entries manually. so unless you are an accountant, you don't really have to worry about all these. We are also working on improving this constantly to automate as many things as possible.
Additional Resources
1. Introduction to advanced accounting on Refrens
2. What are account groups, categories, and types?
3. How to create, edit, and download account groups?
Read the help article here>
4. What are voucher books & voucher types?
5. How to create accounts (i.e. ledgers) and track ledger entries?
Read the help article here>