Accounting
v1.0
Updated
Recording Vouchers
Every rupee that moves through your business — a sale to a customer, a payment to a supplier, a bank deposit — needs to be recorded as a voucher in Udyot ERP. Vouchers are the building blocks of double-entry accounting: each one posts balanced debit and credit entries to your general ledger, so your Trial Balance, VAT returns, and IRD annexes are always accurate. Udyot ERP supports 19 voucher types covering every transaction a Nepal-based business needs.
The 19 voucher types
Accounting vouchers (GL only)
| Voucher | When to use it |
|---|---|
| Contra | Transfer between two Cash or Bank accounts only (e.g. deposit cash into NIC Asia) |
| Payment | Money going out — paying a vendor, rent, or any expense; supports TDS deduction |
| Receipt | Money coming in — collecting from a customer into Bank or Cash |
| Journal | Any other GL adjustment — depreciation, accruals, bank charges, write-offs |
Inventory-billed vouchers (GL + stock)
| Voucher | When to use it |
|---|---|
| Sales | Issue a tax invoice to a customer; posts income, 13% VAT output, and reduces stock |
| Purchase | Record a supplier bill; posts the expense, input VAT credit, and increases stock |
| Credit Note | Sales return — reverses the original Sales voucher and restores stock |
| Debit Note | Purchase return — reverses the Purchase voucher and reduces stock |
Stock vouchers and order vouchers
- Stock Journal — internal stock movement or write-off (damaged goods, production consumption)
- Physical Stock — post a stockcount result; Udyot reconciles the variance automatically
- Rejection In / Rejection Out — quality rejections at goods receipt or dispatch
- Sales Order, Purchase Order, Delivery Note, Receipt Note, Quotation — non-posting order and fulfilment documents; convert to invoices once goods move
Recording a voucher — step by step
- Go to Accounting → Vouchers and click + New next to the voucher type you need.
- Set the date in Bikram Sambat (BS). The calendar widget converts AD to BS automatically. If the date is outside your active fiscal year, Udyot shows an amber warning — the voucher still saves but lands in the matching FY.
- Leave the Voucher Number blank — Udyot auto-generates a sequential code (e.g. S/0001 for Sales, JV/0001 for Journal). Numbers are per company and reset each new Nepali fiscal year.
- Add ledger legs: for accounting vouchers, select the Dr and Cr ledgers and enter the amount. For inventory vouchers, select the party, then add lines — item, quantity, rate, and VAT %.
- Enter a narration — a brief description such as “Cheque #234567, NIC Asia” or “Office rent Shrawan 2082”. Narrations appear in the Daybook and on Statements of Account.
- Click Save. If Dr total ≠ Cr total, Udyot rejects the voucher and shows the exact mismatch.
Choosing the right voucher type
- Cash to bank or bank to bank? Use Contra. It only accepts Bank or Cash ledgers and will reject any other account.
- Paying a vendor or expense? Use Payment. The credit leg must be Bank or Cash. If the vendor is a TDS-eligible service provider with PAN, tick “Deduct TDS” and Udyot computes the amount automatically — for example, 1.5% on NPR 10,000 = NPR 150 TDS withheld, NPR 9,850 net paid. Vendors without PAN are taxed at double rate per IRD rules.
- Collecting from a customer? Use Receipt. The debit leg must be Bank or Cash.
- Bank charges, depreciation, accruals, corrections? Use Journal. Journal accepts any ledger on either side.
- Selling goods with a tax invoice? Use Sales.
- Recording a supplier bill? Use Purchase.
VAT on Sales and Purchase vouchers
Set the VAT % per line item — typically 13% for taxable goods and services, or 0% for exports and VAT-exempt items. Udyot computes the VAT and posts it to VAT Payable (output) or VAT Input Credit (input). These balances feed directly into your VAT Return and IRD Annexes.
Nepal-specific notes
- Dates are in BS. All voucher dates use Bikram Sambat. The Nepal fiscal year runs Shrawan 1 to Ashadh end. See Nepal Fiscal Year and BS Calendar.
- TDS on service payments. Payment vouchers support automatic TDS withholding for vendors registered under sections such as 15-2 (services, 1.5%). The withheld amount flows to your TDS Return and TDS Certificates.
- Closed periods are locked. After Period Close, vouchers in that year become read-only. Corrections require a Prior-Period Error JV (NAS 8 §41) — see Closing the Financial Year.
- Bill-wise allocation. On Payment and Receipt vouchers, click + Allocate to link the transaction to a specific outstanding bill. This keeps your Outstanding Bills report accurate and supports clear Statements of Account for customers.
Related articles
- Chart of Accounts — set up your ledger structure before posting
- Sales and Purchase Invoices — detailed guide to inventory-billed vouchers
- Payment and Receipt Vouchers — bill-wise allocation and outstanding bills
- Generating VAT Returns and IRD Annexes — how vouchers flow into your VAT Return
- TDS (Tax Deducted at Source) — TDS sections, rates, and certificates
- Closing the Financial Year — period lock and retained earnings