How to Record Voucher Transactions in Accounting (All-in-One) ERP Software

Published on 19, May, 2025

After creating your company in the Accounting (All-in-One) ERP software, the next crucial step is learning how to record actual business transactions and explore important modules that help you manage your accounts effectively.

💼 What Are Transactions in ERP?

Transactions are the heart of any accounting system. In ERP, they represent payments made, amounts received, loans given or repaid, and every financial movement between your business and the outside world. Recording them properly ensures your ledger balances, reports, and tax records stay accurate.

🧾 Step 1: Add a Ledger (If Needed)

Before recording a transaction, make sure the related party (like a customer or vendor) exists in your ledger:

  • Go to Masters → Ledgers → New
  • Enter details like Name (e.g., Ram Kumar), Group (e.g., Customers), phone, city, and opening balance
  • Click Save

Now this party will be available in all your voucher entries.

💳 Step 2: Record a Payment or Receipt Voucher

Suppose a customer owes you money, or you paid a supplier — you can use Payment or Receipt vouchers to record it:

  1. Go to Vouchers → Payment or Receipt
  2. Select Cash or Bank as mode of transaction
  3. Choose the Party (e.g., Ram Kumar)
  4. Enter Amount, Date, and Narration (e.g., Advance paid, Outstanding cleared, etc.)
  5. Click Save

The voucher is now recorded and automatically reflected in the party ledger and reports.

📋 Step 3: View Ledger Statement

To see the impact of your transaction, open the ledger statement:

  • Go to Reports → Ledger Statement
  • Select your ledger (e.g., Ram Kumar) and click View
  • You’ll see the Debit, Credit, and Closing Balance

One entry updates your entire financial system — no manual calculations needed.

🧠 Smart Features While Entering Transactions

  • Auto-complete for party names and ledgers
  • Validation alerts to prevent mistakes (e.g., empty fields or invalid groups)
  • Keyboard shortcuts for fast entry (e.g., Ctrl+S to save)

Even first-time users can comfortably record transactions in seconds.

🔎 Step 4: Explore Other Modules

Your ERP dashboard includes several helpful sections:

  • Masters: For managing Ledgers, Items, and Stock Groups used throughout the ERP system.
  • Vouchers: For recording all types of financial transactions such as sales, purchases, payments, and receipts.
  • Reports: To view detailed statements like Trial Balance, Day Book, Profit & Loss, Balance Sheet, and more.
  • Utilities: A versatile section designed to boost productivity by offering access to essential system tools and ERP features — such as opening Google (browser), MS Word, Excel, Notepad, Calculator directly from the software, printing your official Company Letter Pad, using Close All Tabs to reset the workspace; or safely exiting the ERP with the Exit Application option — all from one place for faster operations and multitasking efficiency.
  • Help: A dedicated support-focused section that empowers users to manage and troubleshoot the ERP experience with ease. Key features include: Software Update Check to ensure you’re always using the latest version — all curated to simplify your journey with the Accounting (All-in-One) ERP software.

Each module is connected — so once a transaction is recorded, it's reflected across all relevant reports automatically.

🎨 Bonus: Change the Theme

You can personalize your software experience using the Themes section:

  • Go to the right panel → Theme Options
  • Choose a theme that suits your eyes and workflow

This adds comfort and clarity when working long hours on bookkeeping.

📝 Give Feedback Anytime

We’ve included a built-in feedback feature. Just go to “Give Your Reviews” and submit your suggestions or queries. Our team actively reads and responds to improve your experience.

✅ Summary: What You’ve Learned

  • How to add a party or ledger
  • Record real business transactions using vouchers
  • See auto-updated reports and balances
  • Customize and navigate the ERP modules easily

This foundation is essential to becoming confident in your digital accounting journey. Thank you for choosing Accounting (All-in-One) ERP by Raj Software Solutions!

📺 Watch this video tutorial: Click here to watch on YouTube — and follow along to see every feature in action with real examples inside our Accounting (All-in-One) ERP software.

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