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عالعربية

User manual

Accounting & Finance

An Arabic double-entry ledger that posts invoices, receipts and expenses for you, so the owner knows profit, debts and tax on any day instead of waiting for an outside accountant.

Get your balance sheet and tax position on any day, not weeks later, with an e-invoicing connection I switch on with you and test on the first invoice together.

18 tasks 7 FAQs

What the system does

  • Ready-made Jordanian chart of accounts
  • Sales and purchase invoices
  • JoFotara and ZATCA connection
  • Receipt and payment vouchers
  • Opening balances
  • Recurring invoices
  • WhatsApp payment reminders
  • Bank reconciliation

Tasks

How do I issue a new sales invoice?

  1. From the side navigation, go to Accounting & finance and select Sales invoices.
  2. Click the New sales invoice button (or Created).
  3. Select the Customer, set the invoice date in Invoice date, and specify the Due date.
  4. Choose the payment terms from Payment method (Credit terms or Cash).
  5. In the Invoice lines table, click Add line, enter the Memo, and specify the Quantity, Unit price, Discount percentage, and Tax.
  6. Click Save to keep it as a draft, or click Issue invoice to post it permanently and assign a sequential number.
Screen
Accounting & finance › Sales Invoices · Create
Permission needed
Accounting — Sales invoices / Add · Accounting — Sales invoices / Issue

How do I record a receipt voucher for a sales invoice?

  1. Go to Accounting & finance then Sales invoices.
  2. Open the desired issued invoice, then click the Record receipt button from the actions bar.
  3. (Or directly from the Receipt & payment vouchers menu, click New voucher and select the type Receipt voucher).
  4. Select the Customer / supplier and the Cash / bank account that received the funds.
  5. Enter the paid Amount, and choose the Payment method (Cash, Bank Transfer, CliQ, Card, Cheque).
  6. Select the invoice in the open invoices table to settle it, then click Save.
Screen
Accounting & finance › Receipt & Payment Vouchers · Create
Permission needed
Accounting — Receipts & payments / Add

How do I issue a purchase bill from a supplier?

  1. Navigate to the side navigation Accounting & finance and select Purchase bills.
  2. Click the New purchase bill button.
  3. Select the Supplier from the list, and enter the Supplier invoice number in the reference field.
  4. Set the Invoice date, Due date, and payment method.
  5. Add bill items by clicking Add line, entering the memo, quantity, unit price, and tax.
  6. Click Issue invoice to post the purchase entry and recognize the payable to the supplier.
Screen
Accounting & finance › Purchase Bills · Create
Permission needed
Accounting — Purchase bills / Add · Accounting — Purchase bills / Issue

How do I record a payment voucher to a supplier or for an expense?

  1. From the side navigation, go to Receipt & payment vouchers.
  2. Click the Create voucher button.
  3. In the Type field, select Payment voucher.
  4. Select the Customer / supplier to settle previous purchase bills, or select the Offset account (such as rent, electricity, or hospitality expense account) if paying a general expense.
  5. Select the Cash / bank account from which funds are withdrawn, and enter the Amount and payment method.
  6. Click Save to post the voucher.
Screen
Accounting & finance › Receipt & Payment Vouchers · Create
Permission needed
Accounting — Receipts & payments / Add

How do I issue a sales return invoice (credit note)?

  1. Go to Sales invoices and open the original issued invoice to be returned.
  2. Click the Return invoice action button.
  3. Enter the Return reason clearly.
  4. Specify the returned quantities for each item (the returned quantity cannot exceed the sold quantity).
  5. Click Confirm to issue the return invoice and post its reverse effect on accounts and sales tax.
Screen
Accounting & finance › Sales Invoices · View
Permission needed
Accounting — Sales invoices / Issue

How do I send a sales invoice to the JoFotara system (Jordan)?

  1. Open the issued invoice from the Sales invoices screen.
  2. Make sure the customer's tax number is complete (if the invoice is a tax invoice, credit invoice, or exceeds 10,000 JOD).
  3. Click the Send to JoFotara button at the top of the page.
  4. The system will automatically validate the invoice and send it to the Tax Department; once accepted, the badge changes to Accepted and the approved QR code appears on the invoice and PDF.
Screen
Accounting & finance › Sales Invoices · View
Permission needed
Accounting — Sales invoices / Issue

How do I send a sales invoice to ZATCA (Saudi Arabia)?

  1. Go to Sales invoices and open the relevant issued invoice.
  2. Ensure the invoice currency is in Saudi Riyals (SAR) and that the customer's national address and tax number are complete if it is B2B.
  3. Click the Send to ZATCA button.
  4. Standard tax invoices are sent for clearance, while simplified tax invoices are reported, and the encrypted TLV QR code and cryptographic stamp are generated and saved.
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Accounting & finance › Sales Invoices · View
Permission needed
Accounting — Sales invoices / Issue

How do I send a payment reminder to a customer via WhatsApp?

  1. Navigate to the Sales invoices list and open the credit or overdue invoice.
  2. Click the Payment reminder action button.
  3. A popup will appear containing the customer's registered phone number and ready-made message text with the amount and due date.
  4. Click Send to dispatch the reminder immediately through the business-connected WhatsApp number.
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Accounting & finance › Sales Invoices · View
Permission needed
Accounting — Sales invoices / View

How do I add a new customer or supplier?

  1. From the side navigation, select Customers & suppliers.
  2. Click the Add contact button to open the modal.
  3. Enter the Name and select the Type (Customer, Supplier, or Customer & Supplier).
  4. Enter the Phone, Tax number, and National ID / establishment number.
  5. Specify the City, Address, and Payment terms in days.
  6. Click the Save button.
Screen
Accounting & finance › Customers & Suppliers
Permission needed
Accounting — Customers & suppliers / Add

How do I view and print a customer or supplier statement of account?

  1. Go to Customers & suppliers.
  2. Search for the customer or supplier name in the table.
  3. Click the Statement of account action button on the contact's row.
  4. (Or from within the Financial reports screen, select the Account activity or Customer balances & aging report).
  5. Click the Print / PDF button to export an elegant PDF statement in Arabic or English.
Screen
Accounting & finance › Customers & Suppliers
Permission needed
Accounting — Customers & suppliers / View

How do I create a recurring invoice for a subscription or periodic rent?

  1. From the side navigation, go to Recurring invoices.
  2. Click the Created button to open the recurring invoice entry modal.
  3. Enter the Name (for example: Monthly Rent - Amman Showroom).
  4. Select the Customer and specify the recurrence frequency in Repeats (Monthly, Every 3 months, Every 6 months, Annually).
  5. Specify the First invoice date and Payment terms, and enable the Issue automatically option if you want to post it without manual review.
  6. Add invoice lines, prices, and taxes, then click Save.
Screen
Accounting & finance › Recurring Invoices
Permission needed
Accounting — Sales invoices / Add

How do I perform bank reconciliation and match the bank statement?

  1. From the side navigation, go to the Bank reconciliation page.
  2. Select the Account (the bank account to reconcile).
  3. Enter the Statement date and Statement balance, then click Start reconciling.
  4. In the account transactions table, check the box in the On the statement column next to each transaction matching the physical/electronic bank statement.
  5. Continue checking until the Difference reaches zero and Matched — ready to finish appears.
  6. Click the Finish reconciliation button to save and close the reconciliation.
Screen
Accounting & finance › Bank reconciliation
Permission needed
Accounting — Settings / View

How do I enter opening balances when starting to use the system?

  1. From the side navigation, choose Opening balances.
  2. Set the Start date (usually the first day of your fiscal year).
  3. Under the Account balances section, click Add account and enter each parent or sub-account balance (cash, bank, assets, capital).
  4. Under the Customer balances and Supplier balances sections, click Add contact and enter the opening balance due for each customer and supplier.
  5. Verify both sides balance and the phrase Balanced — no difference is displayed.
  6. Click the Save opening balances button to post the opening journal entry automatically.
Screen
Accounting & finance › Opening balances
Permission needed
Accounting — Settings / Edit

How do I add a new account to the chart of accounts?

  1. Go to the Chart of accounts screen from the menu.
  2. Click the Add account button to open the account modal.
  3. Enter the sequential Account number, the Arabic name, and the English name.
  4. Specify the Type (Assets, Liabilities, Equity, Revenue, Expense).
  5. Select the Parent account that this account falls under.
  6. If the account is a rollup parent that should not receive direct postings, check Parent account (group), then click Save.
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Accounting & finance › Chart Of Accounts
Permission needed
Accounting — Chart of accounts / Add

How do I create a manual journal entry in journal entries?

  1. Open the Journal entries screen.
  2. Click the New manual entry button.
  3. Set the Date and enter the general Memo for the entry.
  4. In the Entry lines table, click Add line, select the account, and enter the amount in the Debit or Credit column.
  5. Repeat adding lines until total debits equal total credits exactly.
  6. Click Save to post the entry directly to the accounts.
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Accounting & finance › Journal Entries · Create
Permission needed
Accounting — Journal entries / Add

How do I reverse an incorrect journal entry?

  1. Open Journal entries and locate the entry to correct.
  2. Open the entry details, then click the Reverse entry button from the actions.
  3. A confirmation message will appear stating that the original entry will remain in the log and a reversing entry will be created as of today's date; click Confirm.
  4. The system automatically creates a reversing entry with a new number and links it to the original entry.
Screen
Accounting & finance › Journal Entries · View
Permission needed
Accounting — Journal entries / Reverse

How do I generate and print periodic financial reports?

  1. From the side navigation, open Financial reports.
  2. Choose the required report type:
  • Trial balance
  • Income statement
  • Balance sheet
  • Customer balances & aging
  • Supplier balances
  • Account activity
  1. Specify the date range using the From date and To date fields (or As of).
  2. The figures, accounts, and totals appear directly on the page.
  3. Click the Print / PDF button at the top to download the official report.
Screen
Accounting & finance › Financial reports
Permission needed
Accounting — Reports / View

How do I lock a financial period to prevent modifying prior accounts?

  1. From the side navigation, go to Accounting settings.
  2. In the Period closing section, navigate to the Lock date field.
  3. Set the date up to which you want to close transactions (for example: 31/12/2025).
  4. Click the Save button.
  5. Once saved, the system will prevent creating, posting, or voiding any invoice, voucher, or journal entry dated on or before this date.
Screen
Accounting & finance › Accounting settings
Permission needed
Accounting — Settings / Edit

Frequently asked questions

Why can't I delete an invoice?

If an invoice is in Draft status, you can delete it directly by clicking the delete button; however, once Issue invoice has been clicked, the system permanently prevents deletion to preserve numerical sequencing and accounting ledgers. Instead, you can click Void invoice to create a reversing entry while keeping the voided invoice in the archive.

Screen
Accounting & finance › Sales Invoices · View
Permission needed
Accounting — Sales invoices / Void
Why can't I edit an issued invoice?

Once Issue invoice is clicked, the invoice receives an immutable official sequential number, and the revenue, tax, and receivable entries are posted automatically. To prevent tampering and ensure tax compliance, editing an issued invoice is locked. To correct an error, void the invoice or issue a Return invoice (credit note).

Screen
Accounting & finance › Sales Invoices · View
Permission needed
Accounting — Sales invoices / Edit
Why does the system refuse to void a sales invoice with payments?

When attempting to void an invoice that has been partially or fully collected, an error message appears: "The invoice has payments. Void the payment vouchers first." You must first navigate to Receipt & payment vouchers and void the vouchers linked to the invoice so that the invoice becomes completely unpaid, after which you can void it.

Screen
Accounting & finance › Sales Invoices · View
Permission needed
Accounting — Sales invoices / Void
Why does the system refuse to void an invoice accepted in JoFotara or ZATCA?

Invoices that have been officially transmitted to tax authorities, accepted, and stamped with a QR code cannot be deleted or voided from within the system under tax regulations. The only legal solution is to issue a Return invoice (credit note) from the same invoice page and transmit the credit note to the tax authority to reduce tax and liability formally.

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Accounting & finance › Sales Invoices · View
Permission needed
Accounting — Sales invoices / Issue
Why does the message "Entry is unbalanced" appear when adding a manual entry?

In double-entry bookkeeping, the system requires that the sum of the Debit side equals the sum of the Credit side down to the exact cent. If there is any difference even by one fils or cent, the system refuses to save until you balance both sides.

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Accounting & finance › Journal Entries · Create
Permission needed
Accounting — Journal entries / Add
Why can't I post a transaction to a specific account in the chart of accounts?

The message "Cannot post to account (parent account or inactive)" appears. Accounts designated as Parent account (group) are designed solely to aggregate balances of their subsidiary accounts and do not accept direct journal entries. Choose one of its sub-accounts to post the transaction.

Screen
Accounting & finance › Journal Entries · Create
Permission needed
Accounting — Journal entries / Add
Why does the message "Period locked until..." appear when issuing an invoice or voucher?

This message appears when you attempt to record a transaction with a date falling within an accounting period that has been locked in the Accounting settings screen to protect annual or tax accounts from alteration after certification. If authorized, you can temporarily adjust the Lock date to record the transaction and then re-lock it.

Screen
Accounting & finance › Accounting settings
Permission needed
Accounting — Settings / Edit

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