RankToUp ERP
Accounting Module

1. Accounting concepts and responsibilities

Active context

Accounting records are scoped to the active company and branch. Confirm both before creating accounts, vouchers, bank records, opening balances or reports.

Double-entry rule

Every voucher requires at least two lines and total debit must equal total credit. A draft has no ledger effect. Only a posted voucher changes financial balances.

2. Initial configuration checklist

Complete configuration in this order:

1. Confirm company base currency, timezone and branch.
2. Create currencies and effective exchange rates when required.
3. Create the chart of accounts.
4. Link real business bank accounts to postable asset ledgers.
5. Create fiscal periods.
6. Enter, approve and post opening balances.
7. Create cost centers and budgets.
8. Configure taxes and their payable/receivable ledgers.
9. Configure amount-based approval rules.
10. Register fixed assets and recurring templates as applicable.
11. Test one balanced voucher through approval and posting.
12. Confirm Trial Balance debit equals credit.

3. Chart of accounts

Accounts → Chart of Accounts

Create an account

1. Enter a unique stable code and clear name.
2. Select type, subtype, currency and normal balance.
3. Select a parent group when the account belongs in a hierarchy.
4. Mark group accounts as non-postable; transactions use leaf accounts only.
5. Activate and save.

Recommended controls

• One purpose per account.
• No duplicate bank or control ledgers.
• Use consistent account-code ranges.
• Restrict manual posting to system control accounts when appropriate.

4. Business banks and cheques

Accounts → Business Bank Accounts

Register a bank account

1. Select a postable asset ledger.
2. Choose company-wide or active-branch scope.
3. Enter bank name, account title, number, IBAN, currency and bank identifiers.
4. Enter opening balance only before transactions exist.
5. Save and verify the linked ledger.

Accounts → Bank Operations

Cheque register

5. Periods, opening balances and budgets

Fiscal periods

Accounts → Fiscal Periods

Create a year, quarter, month or special period with non-overlapping start and end dates. A closed period locks sales, purchases, inventory and payroll accounting activity. Draft vouchers must be resolved before closing.

Opening balances

Accounts → Opening Balances

1. Select account and fiscal period.
2. Enter either debit or credit.
3. Save as draft and compare with the signed opening trial balance.
4. Approve, then post.

Budgets

Accounts → Budgets

Create an account/period allocation, review it, approve it and close it when no longer active. Use threshold alerts and prevent-overrun controls according to company policy.

6. Voucher lifecycle

Accounts → Journal / Payment / Receipt / Contra / Credit Notes / Debit Notes

Create and post

1. Choose voucher date inside an open fiscal period.
2. Enter reference and meaningful description.
3. Add postable account lines, party and cost center where applicable.
4. Confirm debit equals credit and save draft.
5. Select Submit. A configured amount rule sends it to the assigned approver.
6. The approver selects Approve or Reject. Rejected documents are corrected and resubmitted.
7. Select Post only after approval.

Reverse a posting

Open a posted voucher, select Reverse and enter a precise reason. The system creates and posts an equal opposite voucher while retaining the original document.

7. Tax control

Accounts → Tax Control

Configure a tax

1. Enter unique code, name and type: sales, purchase, withholding, VAT, GST or service.
2. Enter rate and tax authority.
3. Select payable and receivable control accounts.
4. Set effective-from and effective-to dates.
5. Activate after finance review.

Tax reconciliation

Use the tax summary to compare taxable base and tax amount by type. Reconcile sales/purchase source documents, tax lines, control ledgers and statutory returns for the same reporting period.

8. Fixed assets and depreciation

Accounts → Fixed Assets

Register an asset

1. Enter unique asset code, name and purchase date.
2. Select fixed-asset cost account.
3. Select accumulated depreciation and depreciation expense accounts.
4. Enter purchase cost, salvage value and useful life in months.
5. Select straight-line, reducing-balance or no depreciation.

Run depreciation

Select Depreciate. The system calculates the permitted amount, updates accumulated depreciation and book value, and creates a balanced draft journal:

The journal must follow normal approval and posting. Review book value, last depreciation date and fully-depreciated status monthly.

9. Recurring vouchers and currencies

Recurring templates

Accounts → Recurring Vouchers

1. Enter template name, description and voucher type.
2. Select daily, weekly, monthly, quarterly or yearly frequency.
3. Set the next run date.
4. Enter balanced debit and credit lines.
5. Save and choose Run Now when due.

Running a template creates a draft voucher and advances the next date. Review and approve every generated voucher before posting.

Exchange rates

Accounts → Exchange Rates

Select base and target currencies, enter a positive rate, effective date and authoritative source. Keep dated history instead of overwriting old rates.

• Use the company-approved rate source.
• Verify base/target direction.
• Review realized and unrealized differences during period close.
• Post approved gain/loss adjustments through journals.

10. Bank reconciliation

Accounts → Bank Operations

Balance reconciliation

1. Select the business bank account and statement date.
2. Enter statement closing balance, cleared deposits and cleared payments.
3. Save the comparison.
4. Zero difference completes reconciliation; a difference is flagged for investigation.

Accounts → Bank Statement Import

CSV import and matching

Use a UTF-8 CSV with headers:

Select a bank, upload the file and review imported lines. Auto-match searches for an unused ledger transaction with the exact bank account, date, direction and amount.

11. Reports and audit

Accounting audit

Accounts → Accounting Audit

Configure amount-based approval rules by voucher type and assigned approver. The audit register records accounting actions with user, company, branch, source record and timestamp.

Report review

• Use consistent from/to dates.
• Confirm active branch.
• Trial Balance debit equals credit.
• Profit & Loss closing result agrees with equity treatment.
• Bank Book agrees with completed reconciliations.
• Investigate reversals and late postings.

12. Daily, monthly and year-end procedures

Daily opening

• Confirm active company, branch and open fiscal period.
• Review pending approvals and rejected vouchers.
• Review uncleared cheques and unmatched statement lines.

Daily closing

• Resolve unbalanced or incomplete drafts.
• Post approved vouchers.
• Reconcile cash collections and bank deposits.
• Review high-value and reversed entries.

Month-end

1. Complete operational purchase, sales, payroll and inventory posting.
2. Post accruals, prepayments and depreciation.
3. Reconcile banks, parties, taxes and control accounts.
4. Review budgets and foreign-currency adjustments.
5. Run Trial Balance, Profit & Loss and Balance Sheet.
6. Resolve all drafts, obtain approval and close the period.

Year-end

Complete statutory reconciliations, asset review, inventory valuation, tax schedules and external audit adjustments. Archive final reports and close the year only after authorization.

13. Troubleshooting and final controls

Final posting checklist

• Business purpose and evidence are present.
• Date and fiscal period are correct.
• Accounts, party, cost center and currency are correct.
• Debit equals credit.
• Tax treatment is correct.
• Independent approval is recorded when required.
• Posting or reversal reason is traceable.

End of manual — RankToUp ERP Accounting Module User Manual, July 2026 edition.

14. Company-wide chart and branch consolidation

The Chart of Accounts is maintained once per legal company. Transactions retain their branch dimension. Authorized company administrators and all-branch users can run accounting and stock reports for one branch or all branches consolidated. Ordinary staff remain restricted to their assigned branch.

• Accounting reports provide an authorized branch selector and an All branches consolidated option.
• Stock Ledger provides the same branch scope and includes the branch in consolidated CSV exports.
• Products, SKUs, and accounts are company master data; vouchers, ledger entries, stock movements, warehouses, and locations preserve operational scope.
• Legacy duplicate account codes remain branch-scoped so posted history is never rewritten unsafely.