Overview

A comprehensive ERP solution designed to streamline core business operations with legal compliance and efficient document flow. It automates processes across departments, ensuring transparency and productivity. Real-time analytics empower informed decisions and help achieve business goals.

DIGITZ ERP is organised into modules — use the listing on the left to browse each module's documentation. The Accounting module is documented first; more modules are on the way.

Module Overview

The Accounting Module in DIGITZ ERP forms the financial core of the system, enabling accurate, transparent, and automated management of all accounting operations. It defines key masters such as Company, Customer, Supplier, and Payment Mode, establishing a structured base for every financial transaction.

The module manages all major accounting processes including Sales and Purchase Invoices, Payment and Receipt Entries, Contra Vouchers, Expense Entries, and Bank Reconciliation. Each transaction is seamlessly integrated with other modules, ensuring data consistency and real-time ledger updates across the system.

Comprehensive Financial Statements — including Profit & Loss, Balance Sheet, and Cash Flow Reports — provide complete financial visibility, compliance support, and performance insight, helping businesses maintain control and make informed financial decisions with confidence.

Configuration

Configuration in DIGITZ ERP defines how system features behave across different companies and modules. Many functions within the ERP are designed to adapt dynamically based on configuration settings, allowing businesses to customize workflows and control how specific features operate according to their organizational needs.

This section explains key company-level configurations such as Tax Configuration and Default Accounts Configuration, which influence how financial transactions are recorded and processed throughout the system.

The key company-level configuration tabs:

Company Settings → Inventory & Price Settings — pricing rules, price list behaviour, stock defaults, and the default warehouse.

Company Settings → Accounts and Tax — tax details, default ledger accounts, payment modes, and credit sale/purchase defaults.

Tax Configuration

The Tax Configuration defines how taxes are applied, calculated, and posted across all financial transactions. It ensures that tax computation and ledger postings remain accurate and compliant with each company's applicable tax structure.

Purpose:

To standardize the calculation and posting of taxes across the system, ensuring accuracy, automation, and compliance in financial reporting.

How It Works:

Each company can configure its applicable Tax Type and assign a corresponding Tax Account. The Tax Type determines how the tax is applied within transactions, while the Tax Account defines where the tax amounts are posted in the general ledger. Once configured, these settings are automatically applied to invoices, purchases, and other taxable entries, with the flexibility for users to modify them when specific cases require custom handling.

Default Accounts Configuration

The Default Accounts Configuration defines a set of pre-assigned ledger accounts that the system automatically uses in financial transactions. These defaults help maintain consistency, accuracy, and efficiency across various accounting documents such as invoices, payments, and expense entries.

Purpose:

To simplify data entry and maintain uniformity in financial postings by predefining key ledger accounts used in common transactions.

How It Works:

Each company can set up its own default accounts — such as Receivable, Payable, Tax, Expense, and Income accounts. When a transaction is created, DIGITZ ERP automatically uses the relevant default account, which can be overridden at the document level whenever specific adjustments or exceptions are needed.

Default Credit Purchase and Credit Sales

The Default Credit Purchase and Default Credit Sales configurations define how the system determines the default transaction type — whether it is treated as a credit transaction or as a payment-based transaction linked to a specific payment mode.

Purpose:

To control the default posting behaviour for purchase and sales transactions, ensuring accurate handling of credit transactions versus direct payment transactions.

How It Works:

When Default Credit Purchase or Default Credit Sales is enabled, the system automatically treats new transactions under those categories as credit transactions. In such cases, postings are directed to the Payable or Receivable accounts as per the ledger configuration, instead of a cash or bank account.

If the option is disabled, the system defaults to the configured Payment Mode, and the corresponding payment accounts (e.g., cash or bank) are used for posting. This flexibility allows businesses to easily define whether their standard process involves credit sales/purchases or direct payments.

Sales Invoice

The Sales Invoice in DIGITZ ERP is a core accounting document used to record the sale of goods or services to customers. It finalizes the sales process and automatically updates ledgers, taxes, and stock records. Each Sales Invoice defines how income, receivables, and tax liabilities are recognized in the system.

Purpose

To record and post sales transactions accurately, ensuring that all related accounts such as income, receivables, and tax are updated automatically. The Sales Invoice serves as the official document for revenue recognition and customer billing.

How It Works

A Sales Invoice can be created directly or generated from preceding documents such as a Sales Order or Delivery Note. When the invoice is created, the system applies pricing, discounts, and tax rules derived from both the Company Configuration and the Item Tax Configuration. These configurations determine how tax rates are applied, whether the item is taxable or exempt, and how tax postings are made.

Depending on whether the transaction is a Credit Sale or linked to a Payment Mode, the corresponding ledger entries are automatically generated on submission. The document also respects company-level settings such as Rate Includes Tax, ensuring accurate tax handling and posting.

Key Fields

• Customer - The customer to whom the sale is made.
• Posting Date - The date on which the invoice is recorded in the financial books.
• Items / Services - List of products or services sold, including quantity, rate, and amount.
• Taxability - Determines whether each line item is taxable or exempt, based on company and item tax configurations.
• Line Item Discount (before tax) - Allows discounts to be applied to individual items before tax is calculated.
• Rate Includes Tax - Specifies whether the entered rate includes tax. This setting is inherited from the Company Configuration but can be changed at the document level if required.
• Project / Cost Center - Links the invoice to a specific project or cost center to track revenue by segment.

Price Control with Price List

The Price Control with Price List feature allows consistent and rule-based management of item pricing within the Sales Invoice. It ensures pricing accuracy across transactions while supporting flexibility for customer-specific and negotiated rates.

Purpose:

To automate item pricing through predefined price lists while providing configurable options for customer-level pricing and dynamic rate updates.

How It Works:

• Price Lists can be predefined with item rates and assigned to customers. When creating a Sales Invoice (or related document such as a Sales Order or Quotation), the system automatically fetches prices from the assigned price list.
• If a customer does not have a specific price list assigned, the Default Company Price List is used.
• The feature integrates with the Use Customer Last Price setting in Company Configuration, which takes priority. If enabled, the system applies the customer's last transaction rate instead of the price list rate.
• Optionally, users can save new transaction rates back to the price list to keep item pricing updated for future sales.

This mechanism maintains pricing consistency and control while allowing flexibility for exceptions when required.

Service Billing with Sales Invoice

The Service Billing with Sales Invoice feature enables the creation of invoices for services rendered, with or without stock items. It allows companies to manage both goods and service billing within the same document type.

Purpose:

To facilitate billing for non-stock services, ensuring that service-based transactions are properly recorded without affecting stock ledgers.

How It Works:

• The system allows users to create invoices that include items of type "Service", or items configured without the "Maintain Stock" flag in the Item Master.
• When such items are invoiced, the system automatically bypasses all stock-related postings (such as stock ledger and valuation entries).
• The accounting entries still record revenue and tax impact as usual, ensuring accurate income reporting while keeping inventory unaffected.

This feature is ideal for businesses that provide services, maintenance contracts, consulting, or mixed sales involving both goods and services.

Optional Update Stock Method

The Optional Update Stock Method within the Sales Invoice allows stock updates to occur directly through the invoice without the need to create a Delivery Note. This is particularly useful in cases where a separate delivery process is not required.

Purpose:

To provide flexibility in managing stock movements directly through sales invoicing, reducing the need for additional documentation steps when delivery notes are not applicable.

How It Works:

• When the Update Stock option is enabled in the Sales Invoice, the system performs stock ledger postings similar to those made through a Delivery Note.
• This means item quantities are deducted from stock, and valuation effects are applied directly upon submission of the invoice.
• If the Update Stock option is disabled, the invoice functions purely as a financial document, and stock is only affected through a separate Delivery Note (if created).

This feature provides flexibility for companies that wish to handle immediate stock reduction through invoicing, especially in simpler sales processes where delivery documentation is unnecessary.

Posting Behaviour

• On submission, accounting entries are automatically generated based on configuration.
• Credit Sales post to the Accounts Receivable account.
• Payment-based Sales post directly to the selected Payment Mode's linked account (Cash or Bank).
• Income and Tax accounts are updated per the company's Default Accounts, Tax Configuration, and Item Tax Settings.
• When Rate Includes Tax is enabled, the system separates the tax portion from the item rate before posting to the ledgers.
• Service Items bypass stock ledger entries while maintaining full financial posting for revenue and tax.
• When Update Stock is enabled, the system performs stock and valuation postings similar to a Delivery Note.
• The system adheres to the Perpetual Inventory method, ensuring that every stock movement is reflected immediately in both stock and accounting ledgers for real-time accuracy.

Integration

The Sales Invoice integrates seamlessly with:

• Inventory Module - Updates stock quantity and valuation (for stock items).
• Accounting Reports - Appears in Profit & Loss, Trial Balance, and General Ledger.
• Project Module - Links invoice revenue to the corresponding project or cost center.
• Price Lists and Customer Records - Ensures price consistency and traceability across all sales documents.
• Customer Ledger - Tracks outstanding balances and collections.

Purchase Invoice

The Purchase Invoice in DIGITZ ERP is a core accounting document used to record the purchase of goods or services from suppliers. It represents the financial recognition of an expense or liability after receiving goods or services and is directly linked to accounts payable and tax reporting.

Purpose

To record supplier bills accurately and update the company's financial ledgers for expenses, taxes, and payables.

The Purchase Invoice ensures that all purchase-related costs are accounted for properly, providing a clear picture of outstanding liabilities and purchase expenditures.

How It Works

A Purchase Invoice can be created directly or derived from preceding documents such as a Purchase Order or Purchase Receipt.

While the Purchase Receipt handles the physical movement of stock, the Purchase Invoice handles the financial posting.

When the invoice is created, the system applies rates, discounts, and tax rules based on both the Company Configuration and the Item Tax Configuration.

The document records the value of purchases, applicable taxes, and payable balances. It also identifies whether the purchase is on credit or linked to a payment mode for immediate settlement.

Key Fields

• Supplier - The supplier from whom goods or services are procured.
• Posting Date - The date on which the invoice is recorded in the company books.
• Items / Services - List of goods or services purchased, including quantity, rate, and amount.
• Taxability - Defines whether each item is taxable or exempt, based on company and item tax configurations.
• Line Item Discount (before tax) - Allows discounts to be applied to individual items before tax is calculated.
• Rate Includes Tax - Specifies whether item rates include tax. This setting is inherited from the Company Configuration but can be changed at the document level.
• Project / Cost Center - Links the purchase expense to a specific project or cost center for financial tracking.

Price Control with Price List

The Price Control with Price List feature helps maintain pricing consistency and control in procurement by referring to predefined supplier price lists.

Purpose:

To ensure that purchase pricing aligns with agreed supplier terms or standard cost structures, avoiding manual rate entry errors.

How It Works:

• Price Lists can be predefined and assigned to suppliers. When creating a Purchase Invoice or Purchase Order, item rates are automatically fetched from the assigned price list.
• If a supplier does not have a specific price list assigned, the Default Company Purchase Price List applies.
• The Use Supplier Last Price setting in Company Configuration takes priority when enabled — automatically applying the supplier's most recent purchase rate.
• New or adjusted rates can be optionally saved back to the price list for future reference.

This ensures accuracy and consistency in supplier pricing across all purchase documents.

Service Billing with Purchase Invoice

The Service Billing feature within the Purchase Invoice allows recording of service-based expenses such as maintenance, consultancy, or professional services without affecting stock.

Purpose:

To enable the booking of service expenses and supplier bills that do not involve inventory.

How It Works:

• Users can add Service-type items or items configured without Maintain Stock in the Item Master.
• These items are excluded from any inventory updates and are treated purely as expense entries.
• On submission, the system posts the necessary entries for Expense, Tax, and Payable accounts, ensuring accurate financial reflection without stock involvement.

This feature is ideal for handling service-related supplier invoices, rental expenses, or indirect purchases.

Posting Behaviour

• On submission, accounting entries are automatically generated based on configuration.
• Credit Purchases post to the Accounts Payable account.
• Payment-based Purchases post directly to the selected Payment Mode's linked account (Cash or Bank).
• Expense and Tax accounts are updated according to the company's Default Accounts, Tax Configuration, and Item Tax Settings.
• When Rate Includes Tax is enabled, the system automatically separates the tax portion from the item rate before posting.
• The system adheres to the Perpetual Inventory method, where stock and valuation updates are managed exclusively through Purchase Receipts, while Purchase Invoices handle only financial recognition.

Integration

The Purchase Invoice integrates seamlessly with:

• Supplier Ledger - Tracks payables and payment settlements.
• Purchase Receipt - Links financial postings with corresponding goods receipts for accurate reconciliation.
• Accounting Reports - Appears in Profit & Loss, Trial Balance, and General Ledger.
• Tax Reports - Reflects input tax credits and supplier tax details.
• Project / Cost Center - Associates purchases and expenses with specific business units or projects.
• Price Lists and Supplier Records - Maintains consistency and traceability of supplier pricing.

Conclusion

The Purchase Invoice in DIGITZ ERP provides a streamlined and accurate way to record supplier bills, manage expenses, and recognize payables.

With built-in controls for tax, pricing, and service billing, it ensures financial precision and compliance while maintaining seamless integration with supplier accounts and purchase receipts.

Receipt Entry

The Receipt Entry in DIGITZ ERP is a financial document used to record the receipt of funds into the company's Cash or Bank accounts.

It represents incoming payments from customers or other sources and ensures that all receipts are properly reflected in the company's financial ledgers.

The document supports both Customer Receipts (linked to sales transactions) and Other Receipts (not related to customer accounts), maintaining accurate control over incoming funds and their respective allocations.

Purpose

To record all incoming payments in an organized manner — whether received from customers, sales returns, credit notes, or other income sources — while ensuring that all corresponding ledgers such as Cash, Bank, and Receivables are updated automatically and accurately.

How It Works

A Receipt Entry is created whenever the company receives money through Cash, Bank Transfer, Cheque, or other payment modes.

Based on the Payment Mode, the system determines the target account (e.g., Cash Account or specific Bank Account) and creates the respective ledger postings upon submission.

DIGITZ ERP allows two types of receipts:

1. Customer Receipt – Payments received from customers, linked to Sales Invoices, Sales Returns, or Credit Notes, or even received On Account without document allocation.
2. Other Receipt – Payments received from non-customer sources, such as miscellaneous income, interest, adjustments, or deposits, without any customer reference.

Each receipt type is handled distinctly to ensure clear audit trails and accurate ledger updates.

Key Fields

• Receipt Type – Defines whether the entry is a Customer Receipt or an Other Receipt.
• Customer / Party – The customer or entity from whom the payment is received.
• Posting Date – The date when the payment is recorded.
• Payment Mode – The mode through which the payment is received (e.g., Cash, Bank Transfer, Cheque, etc.).
• Received To Account – The target account (Cash or Bank) where the funds are deposited.
• Amount – The total value of the receipt.
• Reference Type / Reference Name – Links the receipt to one or more documents such as Sales Invoice, Sales Return, or Credit Note.
• Project / Cost Center – Optionally associates the receipt with a specific project or cost center for analysis.
• Remarks – Notes or narration describing the payment details.

Customer Receipt

The Customer Receipt is used to record incoming payments from customers. It can be directly linked to outstanding Sales Invoices, Credit Notes, or Sales Returns, or it can be recorded On Account (without linking to specific documents).

Purpose:

To register customer payments against open invoices or to capture unallocated receipts that will be adjusted later.

How It Works:

• When the customer is selected, DIGITZ ERP automatically lists all open invoices, credit notes, or return documents for allocation.
• The user can allocate the received amount fully or partially against specific invoices.
• If the payment is received On Account, the amount is posted to the customer's account as an advance, available for later allocation.
• Upon submission, the system automatically updates the Accounts Receivable and the Cash/Bank accounts.

This ensures accurate tracking of customer receipts, outstanding balances, and cash flow visibility.

Other Receipt

The Other Receipt option is used when the incoming payment is not related to any customer transaction. Examples include miscellaneous income, interest income, deposits, or refunds.

Purpose:

To record non-customer-related income or inflows while ensuring proper accounting treatment.

How It Works:

• The user selects Other Receipt as the receipt type.
• The corresponding income or clearing account is chosen manually (e.g., "Other Income", "Bank Interest", or "Deposit Received").
• The Payment Mode determines the Cash or Bank account affected.
• On submission, the system debits the Cash/Bank account and credits the selected income or liability account.

This flexibility allows companies to record all types of incoming transactions systematically.

Workflow

1. Create a new Receipt Entry.
2. Select the Receipt Type (Customer or Other).
3. Choose the Customer or Income Account, depending on the type.
4. Enter the Posting Date, Payment Mode, and Amount.
5. If it's a Customer Receipt, select open invoices or apply the amount On Account.
6. If it's an Other Receipt, choose the appropriate income or adjustment account.
7. Save and Submit the document.
8. The system posts the ledger entries automatically based on configuration.

Posting Behaviour

• On submission, ledger entries are created based on the type of receipt and selected payment mode.
• Customer Receipts:
  • Debit: Cash/Bank Account
  • Credit: Customer (Accounts Receivable)
• Other Receipts:
  • Debit: Cash/Bank Account
  • Credit: Income or Other Specified Account
• Any On Account receipts remain as credit balances under the customer until adjusted against future invoices.
• All postings follow the Perpetual Accounting method, ensuring immediate impact on both financial and bank ledgers.

Integration

The Receipt Entry integrates seamlessly with:

• Sales Invoices / Credit Notes / Sales Returns – For payment allocation and settlement.
• Customer Ledger – To track customer-wise receipts and outstanding balances.
• Bank Reconciliation Module – To match system entries with actual bank statements.
• Accounting Reports – Appears in Cash Book, Bank Book, Trial Balance, and General Ledger.
• Project / Cost Center – Enables analysis of receipts by business segment.

Conclusion

The Receipt Entry in DIGITZ ERP provides a clear and efficient method for recording all types of incoming funds — whether from customers or other sources.

By supporting allocations to invoices, on-account receipts, and other income postings, it ensures real-time accuracy in both customer ledgers and cash/bank balances, making it an essential part of the ERP's financial workflow.

Receipt Entry For Advance

The Receipt Entry for Advance (against Sales Order) in DIGITZ ERP is used to record advance payments received from customers before goods or services are delivered or invoiced.

It allows users to collect and track advance amounts securely, link them to specific Sales Orders, and automatically adjust them later when a Sales Invoice is generated.

Purpose

To manage customer advances efficiently by linking received payments directly to their corresponding Sales Orders, ensuring that every advance amount is traceable and properly adjusted during invoicing.

How It Works

• When a customer makes an advance payment for an order, a Receipt Entry is created with the type set as Advance (against SO).
• The user selects the Customer and the related Sales Order to which the advance payment belongs.
• The Payment Mode determines whether the payment is received in Cash or Bank, and the corresponding account is selected automatically based on configuration.
• The system records the transaction by crediting the Customer Advance Account (or Receivable Control Account) and debiting the Cash/Bank Account.
• The advance amount remains linked to the selected Sales Order until it is later adjusted against a Sales Invoice.
• During invoicing, the system fetches available advances for that customer and allows the user to allocate the amount, ensuring accurate billing and accounting.

Steps to Record Advance Receipt

1. Go to Accounts → Receipt Entry → New.
2. Set Receipt Type to Advance (against SO).
3. Select the Customer from whom the advance is received.
4. Choose the corresponding Sales Order for which the advance is being made.
5. Select the Payment Mode (e.g., Cash, Bank Transfer, Cheque).
6. Enter the Amount Received and Posting Date.
7. Save and Submit the document.

Once submitted, DIGITZ ERP will automatically create ledger postings and tag the advance to the selected Sales Order.

Posting Behaviour

• Debit: Cash/Bank Account
• Credit: Customer Advance Account

When a Sales Invoice is later created for the same Sales Order, the system allows automatic adjustment of the recorded advance, transferring the balance from the Customer Advance Account to Accounts Receivable, reducing the amount due.

Integration

The Receipt Entry for Advance (against SO) integrates with:

• Sales Order – Links the advance payment to the specific order.
• Sales Invoice – Allows adjustment of advance during invoicing.
• Customer Ledger – Tracks advances and adjustments for each customer.
• Bank Reconciliation Module – Matches recorded advances with actual deposits.

Conclusion

The Receipt Entry for Advance (against SO) in DIGITZ ERP provides an accurate and efficient way to handle customer advance payments.

By directly linking each advance to its Sales Order, it ensures smooth adjustment during invoicing, eliminates manual tracking, and maintains complete financial transparency.

Receipt Reconciliation

Overview

The Receipt Reconciliation feature in DIGITZ ERP allows users to settle previously received payments — such as On Account receipts or Advance payments (against Sales Orders) — with the corresponding Sales Invoices once they are generated.

This ensures that all received amounts are properly allocated to their related invoices, maintaining accurate customer balances and clear financial records.

Purpose

To provide an easy and reliable way to adjust unallocated receipts or advances against outstanding invoices, reducing manual tracking and ensuring that customer accounts reflect the true payment status.

How It Works

• When payments are recorded On Account or against a Sales Order, they initially remain unallocated in the customer ledger as advance credits.
• Once Sales Invoices are created, users can open the Receipt Reconciliation screen to allocate these receipts against one or more invoices.
• The system displays all available unadjusted receipts and open invoices for the selected customer.
• The user selects the applicable receipt(s) and the invoice(s) to be reconciled.
• Upon submission, DIGITZ ERP automatically adjusts the customer ledger, transferring the amount from the Customer Advance or On Account balance to Accounts Receivable.

This process ensures that every payment is properly matched with its respective invoice, maintaining accuracy in both customer statements and financial reports.

Steps to Perform Receipt Reconciliation

1. Go to Accounts → Receipt Reconciliation → New.
2. Select the Customer whose receipts and invoices need reconciliation.
3. The system lists all unallocated receipts and open invoices for that customer.
4. Choose the receipts and invoices to be settled.
5. Enter the amounts to be adjusted (full or partial).
6. Save and Submit the reconciliation.

After submission, the system automatically updates the balances, marking the receipts as adjusted and reducing the outstanding invoice amounts accordingly.

Posting Behaviour

• On reconciliation:
  • The system transfers the credited amount from the Customer Advance Account or On Account balance to Accounts Receivable.
  • Customer's outstanding amount is reduced by the reconciled amount.
• No additional cash or bank movement occurs, as this is purely an accounting adjustment between receivable balances.

Integration

The Receipt Reconciliation feature integrates with:

• Receipt Entry – Fetches unadjusted On Account or Advance receipts.
• Sales Invoice – Lists outstanding invoices eligible for settlement.
• Customer Ledger – Updates and reflects adjusted and pending balances in real time.
• Accounting Reports – Ensures accurate reflection of adjusted and outstanding amounts in Accounts Receivable and Customer Statements.

Conclusion

The Receipt Reconciliation feature in DIGITZ ERP provides a simple and controlled way to match advance or unallocated payments with invoices.

By ensuring that every receipt is properly settled, it maintains clean customer ledgers, minimizes manual reconciliation work, and delivers complete accuracy in financial reporting.

Payment Entry

The Payment Entry in DIGITZ ERP is a financial document used to record payments made to suppliers or other parties through various modes such as Cash, Bank Transfer, or Cheque.

It represents the outflow of funds from the company and ensures that all supplier payments are accurately reflected in the accounting ledgers.

The Payment Entry supports multiple payment types — including Supplier Payments (against Invoices), Advance Payments (against Purchase Orders), and On Account Payments — providing full control and traceability over every outgoing transaction.

Purpose

To manage and record all outgoing supplier payments, whether settled against specific invoices, made as advances, or issued on account.

This ensures that supplier accounts remain accurate, payables are updated automatically, and all financial movements are correctly posted to ledgers.

How It Works

A Payment Entry is created whenever the company makes a payment to a supplier.

The system automatically determines the payment mode and corresponding Cash or Bank Account and posts the necessary debit and credit entries upon submission.

DIGITZ ERP supports three primary use cases for supplier payments:

1. Supplier Payment – Payments made against Purchase Invoices or Debit Notes.
2. Payment Entry for Advance (against Purchase Order) – Advance payment made to a supplier before goods or services are received.
3. On Account Payment – Payment made without allocating to any invoice or order, usually for future adjustment.

Key Fields

• Payment Type – Defines the transaction as Supplier Payment, Advance Payment, or On Account Payment.
• Supplier – The supplier to whom the payment is made.
• Posting Date – The date on which the payment is recorded.
• Payment Mode – Mode of payment such as Cash, Bank Transfer, or Cheque.
• Paid From Account – The account from which the funds are disbursed.
• Amount Paid – The total amount being paid to the supplier.
• Reference Type / Reference Name – The linked document, such as Purchase Invoice or Purchase Order.
• Project / Cost Center – Optional field for allocating the payment to a project or business division.
• Remarks – Additional notes for reference or audit purposes.

Supplier Payment

The Supplier Payment option is used to record payments made against one or more Purchase Invoices or Debit Notes.

It ensures that each supplier invoice is properly settled and reflected in the Accounts Payable ledger.

Purpose:

To settle supplier liabilities efficiently and maintain accurate payable balances.

How It Works:

• When a supplier is selected, DIGITZ ERP automatically displays all open Purchase Invoices and Debit Notes.
• The user can allocate the payment fully or partially against the listed documents.
• Upon submission, the system debits the supplier's account and credits the Cash or Bank Account, updating both ledgers instantly.
• The payment automatically reduces the outstanding amount in the supplier ledger and updates the Payables Report.

Payment Entry for Advance (against Purchase Order)

The Payment Entry for Advance allows recording of advance payments made to suppliers before receiving goods or services.

These advances are linked directly to Purchase Orders and can later be adjusted when the corresponding Purchase Invoice is created.

Purpose:

To record and track supplier advances with full traceability to their corresponding purchase orders.

How It Works:

• Select the Supplier and the related Purchase Order.
• Enter the payment details such as Payment Mode, Amount, and Posting Date.
• On submission, the system debits the Supplier Advance Account and credits the Cash/Bank Account.
• When the Purchase Invoice is later generated, DIGITZ ERP allows the advance to be adjusted automatically against the payable amount.

This ensures that supplier advances are properly accounted for and do not remain unadjusted.

On Account Payment

An On Account Payment is used when an amount is paid to a supplier without any linked Purchase Order or Invoice — typically in anticipation of future bills or as a security deposit.

Purpose:

To record general supplier payments that are not yet linked to specific transactions but will be adjusted later.

How It Works:

• The payment is made and recorded without linking to any invoice or order.
• The system credits the Cash/Bank Account and debits the Supplier Account, holding the balance as an unadjusted credit.
• Later, when the relevant Purchase Invoice is posted, this amount can be settled using the Payment Reconciliation feature.

Workflow

1. Navigate to Accounts → Payment Entry → New.
2. Choose the Supplier and set the Payment Type.
3. Select the Payment Mode and Paid From Account.
4. Enter the Amount and Posting Date.
5. If paying against Invoices or Purchase Orders, select them for allocation.
6. Save and Submit the entry.
7. The system automatically posts the required debit and credit entries to the respective ledgers.

Posting Behaviour

• Supplier Payment (against Invoice):
  • Debit: Supplier (Accounts Payable)
  • Credit: Cash/Bank Account
• Advance Payment (against Purchase Order):
  • Debit: Supplier Advance Account
  • Credit: Cash/Bank Account
• On Account Payment:
  • Debit: Supplier (Advance/Control Account)
  • Credit: Cash/Bank Account

All postings are processed under the Perpetual Accounting method, ensuring immediate updates in both supplier and financial ledgers.

Integration

The Payment Entry integrates seamlessly with:

• Purchase Invoice – For direct settlement of supplier payables.
• Purchase Order – For recording advance payments.
• Supplier Ledger – Reflects payments and remaining balances in real time.
• Bank Reconciliation Module – Matches recorded payments with actual bank transactions.
• Accounting Reports – Appears in Cash Book, Bank Book, Trial Balance, and Accounts Payable Reports.

Conclusion

The Payment Entry in DIGITZ ERP provides a complete framework for recording and managing supplier payments — whether made against invoices, as advances, or on account.

By integrating with Purchase Orders, Purchase Invoices, and ledgers, it ensures accurate payable tracking, controlled cash flow, and reliable financial reporting.

Payment Reconciliation

The Payment Reconciliation feature in DIGITZ ERP allows users to settle payments made to suppliers — such as Advance Payments (against Purchase Orders) or On Account Payments — with their corresponding Purchase Invoices once supplier bills are received.

This feature ensures that advance or unallocated supplier payments are properly adjusted, keeping the supplier ledger and Accounts Payable up-to-date and accurate.

Purpose

To simplify the process of matching unallocated supplier payments or advances with their respective Purchase Invoices, ensuring that all payments are correctly accounted for and reflected in the company's payables.

It provides a clear and controlled way to link prior payments with actual supplier bills, reducing manual tracking and reconciliation errors.

How It Works

• When supplier payments are recorded On Account or against Purchase Orders, they initially remain as advance balances in the supplier ledger.
• Once Purchase Invoices are submitted, these payments can be allocated using the Payment Reconciliation screen.
• The system automatically lists all unadjusted payments and open Purchase Invoices for the selected supplier.
• Users can perform manual allocations or use the Auto Allocate button to let the system automatically match payments with invoices based on date and balance.
• Upon submission, DIGITZ ERP transfers the reconciled amounts from the Supplier Advance Account or On Account balance to the Accounts Payable account, reducing the supplier's outstanding balance.

This ensures that all supplier payments are properly matched to invoices, maintaining clean and accurate ledgers.

Auto Allocate Feature

The Auto Allocate button simplifies reconciliation by automatically linking available payments with corresponding invoices.

It intelligently distributes advance amounts to the oldest unpaid invoices first, ensuring systematic and chronological allocation.

How It Works:

1. Select the Supplier in the Payment Reconciliation form.
2. Click Auto Allocate.
3. The system automatically matches eligible advance or On Account payments with open Purchase Invoices based on balance and posting date.
4. Users can review or manually adjust allocations before submission.

This automation greatly reduces manual effort in large-volume reconciliation scenarios.

Steps to Perform Payment Reconciliation

1. Go to Accounts → Payment Reconciliation → New.
2. Select the Supplier whose payments and invoices need reconciliation.
3. The system lists all unallocated supplier payments and open Purchase Invoices.
4. Click Auto Allocate for automatic matching, or manually select payments and invoices to reconcile.
5. Verify the allocation details and amounts.
6. Save and Submit the reconciliation document.

Once submitted, the system updates the supplier ledger, reducing outstanding payables and marking the related advances as adjusted.

Posting Behaviour

• On submission, the system performs a ledger adjustment between:
  • Supplier Advance Account / On Account balance → Accounts Payable Account
• The supplier's outstanding amount is reduced by the reconciled total.
• No Cash or Bank entries occur in this process — as it is purely an accounting adjustment within liability accounts.

Integration

The Payment Reconciliation feature integrates seamlessly with:

• Payment Entry – Fetches unadjusted supplier advances and On Account payments.
• Purchase Invoice – Displays open invoices eligible for reconciliation.
• Supplier Ledger – Reflects adjusted and remaining balances instantly after submission.
• Accounting Reports – Updates Accounts Payable, Advance Accounts, and Supplier Statements for accurate financial reporting.

Conclusion

The Payment Reconciliation feature in DIGITZ ERP provides a streamlined and reliable way to match supplier advances or On Account payments with their corresponding Purchase Invoices.

With features like Auto Allocate, it reduces manual workload, ensures precise payable adjustments, and maintains complete accuracy and transparency across supplier accounts and financial ledgers.

Contra Voucher

The Contra Voucher in DIGITZ ERP is a financial document used to record fund transfers between Cash and Bank accounts within the same company.

It is similar to a Journal Entry, but restricted exclusively to accounts of type Cash or Bank on both the debit and credit sides.

This voucher helps track internal fund movements, such as Cash to Bank deposits, Bank to Cash withdrawals, or Bank to Bank transfers, without involving customers or suppliers.

Purpose

To record internal transfers and movements of money between the company's cash and bank accounts, ensuring proper ledger balance updates while maintaining complete visibility of internal fund flow.

How It Works

• The Contra Voucher is used when funds move within the organization's own accounts — for example, depositing cash into a bank, withdrawing from the bank for petty cash, or transferring between bank accounts.
• The user selects one Cash or Bank Account to be debited and another to be credited.
• The voucher ensures both debit and credit accounts belong to the Cash or Bank account group.
• Upon submission, DIGITZ ERP updates both ledgers instantly under the Perpetual Accounting method, keeping all internal balances accurate and traceable.

Key Fields

• Posting Date – The date on which the contra transaction is recorded.
• Company – The company under which the transaction is being made.
• Debit Account – The account (Cash or Bank) that receives the funds.
• Credit Account – The account (Cash or Bank) from which funds are transferred.
• Amount – The transaction value being transferred.
• Payment Mode / Reference – Optional information such as cheque number or transaction ID.
• Remarks – Description or narration for the transfer.

Typical Use Cases

1. Cash to Bank – Depositing cash into a bank account.
2. Bank to Cash – Withdrawing funds from a bank for office or petty cash.
3. Bank to Bank – Transferring funds between two bank accounts.
4. Cash to Cash – Transferring cash between two cash accounts (e.g., between branches).

Each transaction type ensures that fund movements are properly recorded in both accounts without affecting income or expense ledgers.

Workflow

1. Go to Accounts → Contra Voucher → New.
2. Enter the Posting Date and Company.
3. Select the Debit Account (receiving account) and Credit Account (source account).
4. Enter the Amount and any Reference Details (e.g., cheque number).
5. Add remarks for clarity, if required.
6. Save and Submit the voucher.

Upon submission, the system automatically creates debit and credit entries for the selected accounts.

Posting Behaviour

• Debit: Receiving account (e.g., Bank Account or Petty Cash Account).
• Credit: Source account (e.g., Cash Account or Bank Account).
• The transaction affects only Cash and Bank balances — no impact on income, expense, or liability accounts.
• Entries are immediately reflected in Cash Book, Bank Book, and the General Ledger.

Integration

The Contra Voucher integrates seamlessly with:

• Cash and Bank Ledgers – Updates account balances in real time.
• Bank Reconciliation Module – Helps reconcile internal transfers appearing in bank statements.
• Accounting Reports – Reflected in Cash Book, Bank Book, Trial Balance, and General Ledger.

Conclusion

The Contra Voucher in DIGITZ ERP provides a simple and reliable way to record internal transfers between cash and bank accounts.

By restricting transactions to only Cash and Bank type accounts, it ensures accurate tracking of fund movements, cleaner ledgers, and complete transparency in internal financial transfers.

Journal Entry

The Journal Entry in DIGITZ ERP is a core accounting document used to record financial transactions that are not automatically generated by other modules.

It provides a flexible way to adjust, reclassify, or correct balances between accounts while maintaining compliance with the double-entry accounting principle.

Every Journal Entry consists of at least one debit and one credit, and the total debits must always equal total credits — ensuring balance and accuracy in the company's financial ledgers.

Purpose

To record manual or adjustment-based financial transactions that do not arise directly from operational documents such as invoices or payments.

Journal Entries are essential for managing accruals, adjustments, provisions, depreciation, inter-branch transfers, and correction postings.

How It Works

• A Journal Entry allows users to debit and credit specific accounts to record financial adjustments manually.
• The system ensures that only valid account types are used and that the debit and credit totals are balanced before submission.
• It can be used for multiple purposes such as reclassifying balances, adjusting expenses, transferring between cost centers, or recording non-cash transactions.
• Upon submission, DIGITZ ERP automatically updates all relevant ledgers under the Perpetual Accounting method, ensuring real-time accuracy in reports and statements.

Key Fields

• Posting Date – The date on which the transaction is recorded in the books.
• Company – The company under which the journal is created.
• Account – The ledger account to be debited or credited.
• Debit Amount – The value debited to the account.
• Credit Amount – The value credited to the account.
• Reference Type / Reference Name – Optionally links the journal entry to another document for traceability.
• Project / Cost Center – Allocates the transaction to a specific project or business unit.
• Remarks / Narration – Description explaining the reason for the adjustment.

Typical Use Cases

1. Adjustment Entries – For correcting or reallocating amounts between accounts.
2. Accrual Entries – For recording expenses or income that have been incurred but not yet paid or received.
3. Provision Entries – For booking expected expenses or liabilities (e.g., salary provision, audit fees).
4. Depreciation Entries – For posting periodic depreciation on fixed assets.
5. Inter-Branch or Inter-Department Transfers – For balancing entries between divisions or cost centers.
6. Opening Balances – For setting up balances during company setup or year transition.

Workflow

1. Go to Accounts → Journal Entry → New.
2. Enter the Posting Date and select the Company.
3. Add one or more Debit and Credit accounts ensuring that total debits equal total credits.
4. Optionally select a Project, Cost Center, or Reference Document.
5. Add remarks explaining the reason for the entry.
6. Save and Submit the Journal Entry.

Once submitted, the system automatically creates ledger postings for all involved accounts and updates financial reports.

Posting Behaviour

• Each Journal Entry follows the double-entry principle — total debits must always equal total credits.
• Upon submission, DIGITZ ERP creates balanced ledger postings as follows:
  • Debit: Account being increased (e.g., Expense, Asset).
  • Credit: Account being decreased (e.g., Income, Liability, Equity).
• The system validates that both sides of the entry are equal before submission.
• Adjustments are reflected instantly across financial reports including Trial Balance, Balance Sheet, and Profit & Loss.

Integration

The Journal Entry integrates with:

• General Ledger – Reflects all manual adjustments and entries.
• Cost Centers / Projects – Allows allocation of entries for detailed reporting.
• Financial Reports – Updates in real time in the Trial Balance, Profit & Loss, and Balance Sheet.
• Audit Trail – Maintains complete traceability of all manual postings and user actions.

Special Features

• Multi-line Entries – Supports multiple debit and credit lines in a single journal.
• Inter-Company Adjustments – Can post between companies if multi-company accounting is enabled.
• Reversal Entries – Option to auto-reverse specific entries in the next accounting period.
• Validation Control – Enforces debit-credit equality and account type checks before posting.
• Document Reference – Maintains linkage to related documents for easy traceability.

Conclusion

The Journal Entry in DIGITZ ERP provides a robust and flexible tool for managing all types of accounting adjustments and financial corrections.

With built-in validations, double-entry enforcement, and full integration with ledgers and reports, it ensures precise control, transparency, and auditability of financial records across the ERP system.

Expense Entry

The Expense Entry in DIGITZ ERP is designed to record and manage company expenses in a structured and efficient way.

It allows users to enter multiple expense items under a single transaction, categorize them through Expense Heads, and optionally link each line to a supplier and supplier invoice details.

This flexibility enables organizations to record both cash/bank expenses and credit expenses within one document — providing full control and visibility over all outgoing operational costs.

Purpose

To record day-to-day business expenses accurately and systematically, while maintaining proper linkage to general ledger accounts, suppliers, and cost centers.

The Expense Entry helps ensure that all expenses are categorized, traceable, and automatically reflected in the company's accounting and financial reports.

How It Works

• Each expense recorded in DIGITZ ERP is based on an Expense Head — a predefined category representing a type of expense (e.g., Utilities, Rent, Travel, Maintenance).
• Each Expense Head is linked to an Expense Account in the Chart of Accounts, ensuring proper ledger postings when the transaction is submitted.
• Users can add multiple Expense Heads under one Expense Entry, with different amounts, suppliers, and invoice details — giving flexibility to record multiple supplier bills or petty cash transactions together.
• The parent Expense Entry determines the Payment Mode (either Credit or Cash/Bank) and applies it to all line items, simplifying transaction processing.

Upon submission, DIGITZ ERP automatically posts accounting entries based on the selected payment type and expense accounts linked through each Expense Head.

Expense Heads

Expense Heads are the core of the Expense Entry process.

Each Expense Head acts as a category to classify and route expenses to their corresponding ledger accounts.

Key Points:

• Each Expense Head is linked to an Expense Account in the accounting system.
• Multiple Expense Heads can map to the same Expense Account, or vice versa, depending on the organization's accounting structure.
• This mapping provides flexibility to track granular expenses (like fuel, travel, or utilities) while posting them to the appropriate summary expense accounts in the general ledger.
• Expense Heads help in generating detailed analytical and cost reports by category.

This design offers a high degree of flexibility — allowing businesses to group similar costs while still maintaining fine-grained visibility in reports.

Supplier and Invoice Handling

The Expense Entry also supports capturing expenses related to multiple suppliers within a single document.

Each line item allows the user to:

• Select a Supplier,
• Enter Supplier Invoice Number and Invoice Date, and
• Record the corresponding Expense Head and Amount.

This means a single Expense Entry can include several supplier invoices, each mapped to a relevant expense category.

It significantly reduces data entry effort and improves accuracy in managing payable-related expenses.

Payment Modes

The Payment Mode selected in the parent Expense Entry determines how the transaction is posted:

1. Credit Mode – Records the expense as a payable to the respective supplier(s). The system credits the supplier's account and debits the expense account.
2. Cash/Bank Mode – Records the expense as an immediate payment through the selected mode. The system credits the Cash or Bank account and debits the expense account.

This structure allows both credit and direct payment expenses to be recorded through the same form, improving efficiency and consistency across departments.

Workflow

1. Go to Accounts → Expense Entry → New.
2. Enter the Posting Date, Company, and Payment Mode (Credit or Cash/Bank).
3. For each line item:
   • Select the Expense Head.
   • Enter Supplier (if applicable).
   • Provide Supplier Invoice Number and Date (optional).
   • Enter the Amount and Remarks.
4. Add additional line items as needed for different Expense Heads or suppliers.
5. Save and Submit the document.

Upon submission, the system automatically posts the required debit and credit entries according to the selected payment mode and linked expense accounts.

Posting Behaviour

• Credit Mode:
  • Debit: Expense Account (linked via Expense Head)
  • Credit: Supplier Account
• Cash/Bank Mode:
  • Debit: Expense Account (linked via Expense Head)
  • Credit: Cash/Bank Account

All transactions are recorded under the Perpetual Accounting method, ensuring that the expense and payment impacts are instantly visible across ledgers and reports.

Integration

The Expense Entry integrates seamlessly with:

• Supplier Ledger – Updates payable balances for credit-mode entries.
• Cash/Bank Accounts – Reflects immediate payments for cash or bank transactions.
• Expense Accounts – Posts categorized expense amounts automatically.
• Project / Cost Center – Allocates expenses to specific projects or departments.
• Accounting Reports – Updates Profit & Loss, Trial Balance, and Expense Analysis reports.

Conclusion

The Expense Entry in DIGITZ ERP provides a powerful and flexible way to record organizational expenses.

Through Expense Heads, multi-supplier input, and unified handling of credit and cash/bank payments, it simplifies expense management while maintaining accuracy, transparency, and detailed control over company spending.

Expense Head Master

Overview

The Expense Head Master in DIGITZ ERP defines the categories under which business expenses are recorded.

Each Expense Head acts as a classification for a specific type of cost (such as Fuel, Rent, Repairs, or Office Supplies) and is linked directly to an Expense Account in the company's Chart of Accounts.

This linkage ensures that every transaction recorded under an Expense Head is automatically routed to the correct general ledger account.

Purpose

To provide a structured and flexible way to classify expenses within the ERP, allowing detailed reporting, simplified data entry, and accurate accounting control.

By using Expense Heads, organizations can group, filter, and analyze expenses by category while maintaining clear mapping to accounting ledgers.

How It Works

• Each Expense Head includes a Name, Linked Expense Account, and optional details such as Description and Active Status.
• When an Expense Entry is created, users select the appropriate Expense Head for each line item.
• DIGITZ ERP automatically uses the account linked with that Expense Head for posting to the general ledger.
• Multiple Expense Heads can point to the same Expense Account (for consolidated accounting), or one Expense Head can be mapped to a unique account for granular tracking.
• This flexible structure supports both summarized and detailed expense management as per organizational needs.

Key Fields

• Expense Head Name – The title or label identifying the expense category (e.g., Fuel, Internet, Rent, Maintenance).
• Linked Expense Account – The general ledger account associated with this Expense Head.
• Description – Optional notes or internal explanation of the expense category.
• Company – Specifies the company to which the Expense Head belongs (in multi-company setups).
• Is Active – Determines whether the Expense Head is available for selection in Expense Entries.

Benefits

• Ensures consistent classification of expenses across all departments.
• Enables multiple users to record expenses under unified categories.
• Supports granular tracking of costs while maintaining clean accounting structure.
• Simplifies analysis through reports by Expense Head, Expense Account, or Supplier.
• Reduces data entry errors and improves automation during ledger posting.

Integration

The Expense Head Master integrates directly with:

• Expense Entry – Each line item uses an Expense Head for expense classification and posting.
• Accounting Ledger – The linked account is used automatically for debit postings.
• Financial Reports – Enables categorized analysis of expenses by department, project, or cost center.
• Analytics Dashboards – Provides summary insights such as top expense categories and cost trends.

Conclusion

The Expense Head Master in DIGITZ ERP forms the foundation for structured expense tracking.

By linking each expense category to its respective ledger account, it ensures accounting accuracy, reporting clarity, and complete flexibility in how organizations manage and analyze their expenses.

Additional Expense Entry

The Additional Expense Entry in DIGITZ ERP is used to allocate indirect or additional costs associated with Purchase or Sales transactions.

These additional costs — such as freight, customs duty, transport, handling charges, insurance, or commissions — are proportionately distributed across the related line items of the linked transaction.

When applied to a Purchase transaction, it adjusts the valuation rate of the items; when applied to a Sales transaction, it impacts the cost of goods sold or associated ledger postings.

The system ensures accurate cost allocation and performs the necessary accounting entries automatically.

Purpose

To ensure that all indirect costs related to procurement or sales are captured and properly reflected in the product's valuation or profitability.

By allocating additional expenses accurately, businesses can maintain correct inventory values, cost of sales, and financial reporting without manual adjustments.

How It Works

• The user creates an Additional Expense Entry and links it to one or more Purchase or Sales documents (such as Purchase Invoice or Sales Invoice).
• The total expense amount is then allocated to the items in those linked documents based on the weighted value of each line item.
• DIGITZ ERP automatically recalculates the valuation rate (in case of Purchase) or adjusts the sales cost impact accordingly.
• The system also posts all required ledger entries for both the expense and the affected accounts to ensure accounting consistency.

This ensures that all costs contributing to the procurement or sale of goods are accurately accounted for, providing a more realistic view of profitability and valuation.

Key Features

• Allocation of additional expenses to Purchase or Sales documents.
• Proportionate distribution of expenses based on item value or quantity weightage.
• Automatic valuation rate recalculation for purchased items.
• Optional allocation to multiple transactions.
• Automatic and accurate ledger postings reflecting the impact of expenses.

Expense Allocation Logic

• The system determines the total additional expense amount and distributes it proportionately to each line item in the linked transaction.
• The allocation is based on the weighted value (item-wise amount) of each line.
• For example:
  • If a Purchase Invoice has items worth AED 60,000 and AED 40,000, and an additional freight of AED 1,000 is added, then AED 600 and AED 400 will be allocated to each item respectively.
• This proportionate allocation ensures fair and consistent distribution of costs.

Valuation Impact

• For Purchase Transactions: The additional expense amount is added to the item's valuation rate, increasing its inventory cost. This ensures that landed costs such as shipping, insurance, or import charges are included in stock valuation.
• For Sales Transactions: The additional expense is treated as part of the selling cost or commission, impacting the cost of goods sold (COGS) or linked expense account as configured.

This process maintains accurate inventory valuation and profitability tracking throughout the system.

Ledger Posting Behaviour

Upon submission, the system performs all relevant debit and credit postings automatically.

For Purchase-linked Expense Entry:

• Debit: Expense Account (e.g., Freight, Customs, Insurance)
• Credit: Payable or Payment Account (depending on configuration)

For Sales-linked Expense Entry:

• Debit: Expense or Adjustment Account (linked to COGS)
• Credit: Receivable or Other Income/Commission Account (as applicable)

These postings ensure both the valuation and accounting impact are properly reflected.

Workflow

1. Go to Accounts → Additional Expense Entry → New.
2. Select the Reference Type (Purchase or Sales).
3. Choose the Linked Document (e.g., Purchase Invoice, Sales Invoice).
4. Enter the Expense Type and Expense Amount.
5. The system will automatically distribute the amount proportionately to the line items.
6. Review the allocations and save the document.
7. Submit the entry to update item valuations and post ledger entries.

Once submitted, DIGITZ ERP automatically recalculates the affected valuation or cost values and updates the financial ledgers accordingly.

Integration

The Additional Expense Entry integrates seamlessly with:

• Purchase Invoice – For allocating indirect costs like freight or import duties.
• Sales Invoice – For recording post-sale costs or commissions.
• Item Valuation – Updates weighted average rates or COGS based on allocation.
• General Ledger – Creates automated journal entries for accounting impact.
• Inventory Reports – Reflects updated valuation in stock and profitability reports.

Conclusion

The Additional Expense Entry in DIGITZ ERP ensures that all indirect costs are accurately incorporated into transaction valuations and ledger balances.

By automatically allocating expenses proportionately and updating both inventory and financial records, it provides precise cost tracking, enhances profitability analysis, and maintains complete accounting transparency across purchases and sales.

Financial Statements

The Financial Statements in DIGITZ ERP provide a complete, real-time view of a company's financial health.

They are automatically updated from all accounting transactions — Sales, Purchases, Receipts, Payments, Expenses, and Journal Entries — ensuring accuracy, compliance, and transparency.

DIGITZ ERP includes core financial reports such as the Profit & Loss Statement, Balance Sheet, Trial Balance, Cash Flow Statement, Account Ledger Report, and General Ledger Report.

1. Profit & Loss Statement (P&L)

Shows the company's income, expenses, and net profitability for a selected period.

Key Highlights:

• Real-time updates
• Drill-down to source transactions
• Filters by date, company, cost center, and project
• Gross Profit, Operating Profit, Net Profit breakdown
• Comparative period reporting

2. Balance Sheet (BS)

Presents the company's financial position at a specific point in time — Assets, Liabilities, and Equity.

Key Highlights:

• Auto-synced with ledger balances
• Supports period comparisons
• Drill-down to accounts and documents
• Company or branch-level filtering

3. Trial Balance (TB)

Ensures the accounting books remain balanced by listing all accounts with their debit and credit balances.

Key Highlights:

• Shows opening, transactions, and closing balance
• Total Debit = Total Credit validation
• Grouped by account category
• Drill-down into ledger entries

4. Cash Flow Statement

Tracks real-time cash inflow and outflow for monitoring liquidity and financial movement.

Key Highlights:

• Categorized into Operating, Investing, Financing
• Sourced from all payment/receipt/journal entries
• Integrates with Cash/Bank ledger
• Supports period-based filtering

5. Account Ledger Report

Displays detailed, transaction-level activity for any Customer, Supplier, or General Ledger account.

Key Highlights:

• Separate views for:
  • Customer Ledger
  • Supplier Ledger
  • General Ledger Accounts
• Shows opening balance, debits, credits, and closing balance
• Complete drill-down to source documents
• Essential for reconciliation and audit

6. General Ledger Report

The General Ledger Report provides a consolidated view of all ledger postings across the organization. It is the most comprehensive accounting report, showing every financial transaction that has impacted the books — grouped and structured by account.

Key Highlights:

• Displays all ledger entries for the selected period
• Segregated by Accounts → Debits → Credits → Running Balance
• Supports filtering by:
  • Company
  • Account
  • Account Group
  • Voucher Type
  • Cost Center
  • Project
• Shows complete audit trail for each posting
• Fully drill-down enabled to navigate to invoices, payments, journals, etc.
• Useful for:
  • Month-end closing
  • Auditing
  • Financial review
  • Error investigation
  • Reconciliation
• Reflects real-time updates as soon as any accounting transaction is submitted

The General Ledger Report is considered the backbone of financial visibility in DIGITZ ERP.

Integration and Real-time Reporting

All reports integrate seamlessly with:

• General Ledger
• Cost Centers and Projects
• Multi-company structures
• Sales, Purchase, Expense, and Journal modules
• Asset management and inventory valuation
• Bank Reconciliation

Each report supports drill-down, export (Excel/PDF), and date-range filtering.

Conclusion

The Financial Statements and supporting Ledger Reports in DIGITZ ERP provide complete financial clarity, compliance, and analytical insight.

With real-time updates and integrated drill-down capabilities, decision-makers gain immediate and accurate visibility into profitability, financial position, cash flow, and account-level activity.

Management Information System (MIS) Reports

The MIS Reports in DIGITZ ERP provide analytical insights into the organization's financial and operational performance.

These reports go beyond traditional accounting statements — offering segmented, summarized, and trend-based information to support faster and more informed decision-making.

MIS Reports consolidate data across Sales, Purchases, Inventory, Expenses, Cash/Bank, and Ledger transactions to present a clear view of ongoing business activities.

1. Sales Summary Report

Provides an overview of sales performance over a selected period.

Key Highlights:

• Summary of Sales Invoices
• Filtering by Customer, Item, Item Group, Sales Person, Branch, or Cost Center
• Shows quantities, net sales, gross sales, and tax amounts
• Supports Month-wise / Day-wise / Item-wise summaries
• Drill-down to invoice and item-level details

2. Purchase Summary Report

Displays consolidated purchase information for financial and supply chain tracking.

Key Highlights:

• Summary of Purchase Invoices and Purchase Orders
• Filtering by Supplier, Item, Item Group, Branch, or Cost Center
• Shows total purchases, quantities, taxes, and outstanding PO amounts
• Useful for procurement planning and supplier comparison

3. Expense Analysis Report

Provides insight into organizational spending patterns.

Key Highlights:

• Categorized by Expense Head or Expense Account
• Shows total expenses over a selected date range
• Supports cost center or project-wise segregation
• Highlights high-cost areas for expense control
• Drill-down to Expense Entries and linked supplier invoices

4. Cash & Bank Summary

Shows the organization's liquidity position across Cash and Bank accounts.

Key Highlights:

• Current balances of all Cash and Bank accounts
• Total inflows vs outflows for the period
• Based on Payment Entries, Receipt Entries, and Contra Vouchers
• Helps in daily cash management and fund allocation
• Integrates with Bank Reconciliation

5. Customer Outstanding Report

Summarizes all unpaid amounts receivable from customers.

Key Highlights:

• Customer-wise receivable balance
• Invoice-ageing buckets (current, 30, 60, 90+ days)
• Identifies overdue customers
• Essential for collection follow-ups
• Supports salesperson-wise or territory-wise analysis

6. Supplier Outstanding Report

Shows pending amounts payable to suppliers.

Key Highlights:

• Supplier-wise outstanding balance
• Ageing analysis of unpaid Purchase Invoices
• Helps in payment planning and negotiation
• Integrates with Payment Reconciliation

7. Item-wise Sales & Purchase Analysis

A combined analytical view linking inventory movement with sales and purchase activity.

Key Highlights:

• Shows items' consumption and movement trends
• Quantity sold vs quantity purchased
• Helps in forecasting and replenishment decisions
• Item, Item Group, Warehouse, or Category-based filtering

8. Margin / Profitability Report (In Process)

Shows profitability at Item, Invoice, Customer, or Sales Person level.

Key Highlights:

• Gross profit calculation based on selling price vs valuation rate
• Invoice-wise or customer-wise profit summary
• Helps understand high-margin and low-margin areas
• Useful for pricing and discount strategy decisions

9. Tax Summary Report

Summarizes tax collected and tax paid for statutory reporting.

Key Highlights:

• Tax grouped by Tax Type and Tax Account
• Sales Tax, Purchase Tax, Reverse Charge, etc.
• Period-wise tax payable/refundable summary
• Drill-down to invoices with tax components

10. Day Book / Transaction Log (In Process)

Provides a chronological view of all financial transactions for the selected date.

Key Highlights:

• Consolidates all vouchers created on a specific day
• Helpful for daily financial review and internal audit
• Covers Sales, Purchases, Receipts, Payments, Expenses, Journals, and Contra entries

11. Cash Flow Movement Summary

A simplified version of the Cash Flow Statement for management-level review.

Key Highlights:

• Inflow and Outflow totals for the period
• Cash and Bank movement trend
• Faster overview compared to detailed Cash Flow Statement

12. Aging Reports (Customers & Suppliers)

Dedicated ageing analysis for receivables and payables.

Key Highlights:

• Bucket-wise ageing (0–30, 31–60, 61–90, 90+ days)
• Separate reports for Customer Receivables and Supplier Payables
• Helps in collection prioritization and payment planning

Conclusion

The MIS Reports in DIGITZ ERP provide actionable intelligence across Sales, Purchases, Expenses, Cash/Bank, and Ledger activity.

These reports empower management with real-time insights, supporting operational decisions, financial planning, forecasting, and performance evaluation.

Sales Flow

Overview

The Sales Flow dashboard in DIGITZ ERP provides a complete end-to-end visualisation of how each customer transaction progresses through the sales cycle.

It brings all related documents—Quotation, Sales Order, Delivery Note, Sales Invoice, and Receipt Entry—into a single, easy-to-navigate screen.

This allows organisations to:

• Track the progress of every transaction
• Identify pending stages instantly
• Create the next document without searching
• View all completed stages with direct links
• Maintain a clean and organised sales workflow

The overview serves as a central control panel for monitoring and completing the entire sales process efficiently.

Purpose of the Sales Flow

Managing multi-stage sales workflows requires visibility and control. Any missing or delayed stage may impact delivery, invoicing, and cash flow.

The Sales Flow dashboard supports organisations by providing:

Standard Sales Workflow Covered

The dashboard reflects the most commonly followed business flow:

Quotation → Sales Order → Delivery Note → Sales Invoice → Receipt Entry

• Created stages appear as clickable links.
• Missing stages show a Create button.
• Ensures continuous and complete workflow progression.

Understanding the Sales Flow Columns

Each row represents a sales transaction.

Instant Creation of the Next Step

DIGITZ ERP automatically identifies the next pending stage and shows a single action button.

This ensures the sales cycle is completed without missing or skipping important stages.

Backward Tracking

All completed documents appear as clickable links such as:

• Quotation
• Sales Order
• Delivery Note
• Sales Invoice
• Receipt Entry

Users can instantly trace the flow back to any previous document.

Status Display

The final column summarises the progress of each transaction:

Filters and Pagination

The dashboard includes filters and navigation controls to manage large volumes of data:

Benefits

Conclusion

The Sales Flow dashboard in DIGITZ ERP provides an intuitive and powerful way to track and complete the entire sales cycle.

By ensuring every transaction moves smoothly from Quotation to Payment, it enhances operational efficiency, improves follow-up, and supports timely decision-making at all levels.

Supplier Calendar

Overview

The Supplier Calendar in DIGITZ ERP provides a visual, date-based overview of all pending supplier payments.

It displays the amounts payable to suppliers on the respective due dates, helping procurement and finance teams plan outgoing payments more efficiently.

The calendar gives a clear monthly snapshot of upcoming dues, ensuring no supplier payment is overlooked.

Purpose

The Supplier Calendar enables teams to:

• Track supplier dues at a glance
• Plan outgoing payments in advance
• Improve supplier relationship management
• Avoid late payments and penalties
• Support cashflow planning

It acts as a visual payment reminder tool integrated directly into Accounts Payable.

How It Works

The calendar reads all pending supplier invoices based on their due dates.

For each calendar date, it shows:

• Supplier Name
• Pending Amount

This provides a clear day-wise breakdown of which suppliers need to be paid and how much is due on that date.

The calendar updates automatically whenever a Purchase Invoice is paid, adjusted, or submitted.

Key Features

1. Date-Based Supplier Dues View

Every calendar day shows all suppliers who have an outstanding balance due on that specific date.

2. Simple & Clear Display

Each entry displays only:

• Supplier Name
• Outstanding Amount

This keeps the view clean and easy to interpret.

3. Real-Time Updates

Any payment entry, partial payment, or adjustment updates the calendar instantly.

4. Easy Month Navigation

Users can move between months to view:

• Upcoming supplier payments
• Overdue amounts
• Monthly payable projections

Benefits

• Improves planning of supplier payments
• Enhances cashflow control
• Ensures timely settlement of supplier invoices
• Avoids missing due dates or late payment charges
• Strengthens vendor relations through timely payments

Customer Calendar

Overview

The Customer Calendar in DIGITZ ERP provides a simple, date-based view of all pending customer payments.

It visually displays the outstanding amounts on the days they are due, helping the team quickly identify when customer payments are expected.

The purpose of the calendar is to give an easy, visual representation of receivables in a month-by-month format.

Purpose

To offer a quick, intuitive way to track pending customer payments based on due dates.

The calendar helps:

• Improve follow-up timing
• Enhance collection planning
• Provide better visibility on customer dues
• Reduce missed follow-up opportunities

How It Works

The calendar reads all pending invoices for customers and shows entries on the corresponding due dates.

For each due date, the calendar displays:

• Customer Name
• Pending Amount

This allows users to quickly see which customers owe payments on that day.

As payments are posted or cleared, the calendar updates automatically to reflect the changes.

Key Features

1. Date-Based Pending Payment View

Each calendar day shows the list of customers who have payments due on that date.

2. Minimal and Clear Display

The calendar shows only:

• Customer Name
• Outstanding Amount

No extra clutter or details — giving a crisp and easy-to-understand view.

3. Real-Time Updates

Whenever a payment entry is submitted or an invoice is settled, the calendar refreshes automatically.

4. Easy Navigation

Users can switch between months to review:

• Upcoming payments
• Past dues
• Expected receivables

Benefits

• Clear visibility of day-wise receivables
• Helps teams plan follow-ups
• Ensures no customer due is missed
• Improves collection efficiency
• Assists in cashflow awareness

Period Closing Voucher

The Period Closing Voucher in DIGITZ ERP helps organisations formally close their accounts for a defined accounting period — typically quarterly, half-yearly, or yearly as per company policy.

During closing, the system settles all Profit & Loss balances into the Balance Sheet, ensuring accurate financial reporting and preventing further changes to the closed period.

Purpose of Period Closing

Period closing ensures the company's financial position for the selected period is finalised and protected from accidental or unauthorised modifications.

How Period Closing Works

1. Select the Period

The user selects a From Date and To Date, defining the accounting period being closed.

2. Review and Finalise All Transactions

Before closing the period, the organisation must manually ensure the following tasks are completed:

Manual Tax Reconciliation (Required)

• Reconcile VAT/GST collected & paid
• Verify tax ledgers (input tax, output tax, adjustments)
• Confirm that taxable transactions match the tax summary
• Ensure no missing or incorrect tax entries exist
• Reconcile with external systems or portals if required (e.g., FTA Portal – UAE)

This manual tax reconciliation must be completed before the Period Closing Voucher is submitted.

General Reconciliation Checks

• Bank reconciliation
• Vendor & customer reconciliation
• Ledger matching
• Final review of journals and adjustments

3. System Settlement of Profit & Loss

Once submitted, DIGITZ ERP:

• Identifies all Profit & Loss accounts
• Calculates net profit or loss for the selected period
• Automatically transfers the value to the chosen Balance Sheet account (e.g., Retained Earnings)

4. Locking the Period

After submission:

• No new transactions can be posted in the closed period
• No edits or cancellations are allowed
• Ensures historical accuracy and audit compliance

Why Tax Reconciliation Must Be Manual

DIGITZ ERP intentionally does not automate tax reconciliation during period closing because:

• Tax computations may require cross-checking with government portals
• Some adjustments may be handled outside the ERP
• Tax filing rules vary between countries and reporting periods
• Manual review ensures accuracy and prevents incorrect tax reporting

This makes the process compliant, safe, and audit-ready.

Typical Use Cases

• Quarterly closing for management performance review
• Half-year and annual closing for audit and financial reporting
• Preparing books before statutory tax filing
• Locking historical data to maintain consistency

Future Enhancements (Planned)

• Taxation Closing (Future Enhancement) — Automated tax settlement and tax-period computations.
• Voucher Edit Locking (Future Enhancement) — Advanced locking rules for vouchers within closed periods.
• Extended Compliance Tools (Future Enhancement) — Automated reconciliation aids for tax and financial audits.