📒 Section 17
Accounting
ZaleBee keeps full double-entry books. Sales, purchases, returns, payments and expenses post themselves, so most businesses only use this menu to review.
On this page
Business accounts
Your cash, bank and other payment accounts, plus the chart of accounts. Add each bank account with its opening balance, and link default accounts to each location so payments land in the right place.
You sell goods worth ₹1,000 + 18% GST for cash. You only create the invoice. ZaleBee records this in the books by itself:
| Account | Debit | Credit |
|---|---|---|
| Cash | 1,180 | |
| Sales | 1,000 | |
| GST payable | 180 |
Debits equal credits, so the books stay balanced, and your accountant sees it all in the ledgers.
Ledgers & journal entries
- Ledgers: every entry for any account, with running balance.
- Journal entry: manual entries for adjustments, e.g. depreciation or opening balances.
- Recurring journal entries: repeat an entry automatically every month, e.g. rent accrual.
Bank reconciliation
- Choose the bank account and the statement period.
- Tick each entry that appears on your bank statement.
- When the difference is zero, save. Unticked items are cheques or transfers not yet cleared.
ZaleBee shows ₹1,50,000 in HDFC Bank, but the bank statement for September shows ₹1,40,000. You tick every entry that's on the statement. One entry stays unticked: a ₹10,000 cheque you gave a supplier on 29 Sep, which they haven't deposited yet. That explains the difference. Next month, once it appears on the statement, you tick it.
Importing bank statements
Instead of ticking entries one by one, import the bank's statement and let ZaleBee match it.
- Choose the bank account and upload the statement: CSV (with headings such as Date, Narration, Ref No, Withdrawal, Deposit, Balance) or OFX / QFX. Lines already imported are skipped, so overlapping statements are fine.
- Each line is matched to the payment or entry in the books for the same amount within 5 days, the one whose reference (payment, invoice or cheque number) is in the narration first. Matched lines turn green.
- For a line left over, pick the right entry from the suggestions and click Match. If it isn't in the books at all, e.g. bank charges or interest, choose the account and click Post. Or Ignore it.
- Enter the statement date and the closing balance and click Reconcile matched lines. The matched entries are marked reconciled and ZaleBee tells you whether the books agree with the bank.
The October statement has 64 lines. After the import, 61 are matched. Of the rest, ₹150 "SMS charges" and ₹15 "Debit card fee" are posted to Bank charges, and ₹2.50 interest to Interest received. Closing balance ₹1,42,317.50: reconciled, no difference.
Currencies & revaluation
Keep exchange rates by date (1 unit of the currency in your currency). Revalue at a date to see the open foreign-currency invoices, purchases and bank accounts at that day's rates. Posting the revaluation books only the change since the last one to Exchange Gain/Loss, and the last run can be undone.
Foreign-currency bank accounts
When adding a bank account, choose its Account currency, e.g. a USD account. Its opening balance is in that currency, and every entry keeps its amount in that currency as well as in yours. The accounts list shows both balances.
- A customer's dollar payment into the USD account adds exactly those dollars. The exchange gain on it moves no dollars.
- For a transfer to or from it, enter Amount in the foreign currency, e.g. 1,000 USD bought for ₹83,500. Otherwise the day's rate is used.
- A revaluation brings the account to its dollar balance × the rate. Bank statements for it are matched in its own currency.
Accountant export: Tally, QuickBooks, Xero
Choose the period and a format, and download every ledger entry as balanced vouchers:
| Tally (XML) | Ledgers (under Tally's groups: Sundry Debtors, Bank Accounts, Sales Accounts...) and Journal vouchers. In Tally: Gateway of Tally › Import Data › Vouchers. |
| QuickBooks Online (CSV) | Journal entries import. Accounts are matched by name. |
| Xero (CSV) | Manual journals import, by account code (the account number in ZaleBee). |
| General ledger (CSV) | One row per debit or credit, for Excel. |
| Trial balance (CSV) | Each account's balance at the end of the period. |
Try the import on a test company in Tally or QuickBooks first, and agree the ledger names with your accountant.
Fixed assets
Register equipment, furniture and vehicles with their cost, record depreciation and track their book value.
You buy a computer for ₹60,000 and expect to use it for 3 years. Depreciating ₹20,000 a year, its book value is ₹40,000 after year 1 and ₹20,000 after year 2. The yearly ₹20,000 is an expense in your Profit & Loss.
Financial statements
Balance sheet, Trial balance, Cash flow, Payment account report and Aging report (who owes you, and whom you owe, by age).
Financial year close
At year end, close the year to carry the year's profit forward into the new year. You can also choose to lock the closed period so it can't be changed by accident.
Close the year only after your accountant has reviewed it. Take a backup first.
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