Warka logoWarka

Finance

The Finance module (labeled Accounting in the sidebar) is where you bill customers, record supplier bills, take and make payments, post journal entries, and read your financial statements. Everything you do here flows straight into the general ledger, so your reports are always current. If you are new to Warka, read Getting Started first for how the section tabs and Create forms work.

Open Accounting from the sidebar. You need the Accounts User or Accounts Manager role. Accounts Users can enter invoices, bills, and payments; posting journal entries and viewing all financial statements are reserved for Accounts Managers. See the Administration guide.

The Finance sections

The module has eight tabs across the top:

TabWhat it shows
OverviewKey figures, a revenue-versus-expense trend, top outstanding customers, and recent payments
ReceivablesSales invoices and their outstanding amounts
PayablesSupplier bills (purchase invoices) and their outstanding amounts
PaymentsAll payments, filterable by incoming, outgoing, or all
AgingHow overdue your receivables and payables are, by age bucket and by party
Bank & CashCash and bank account balances and recent ledger movement
LedgerThe chart of accounts with balances, and journal entries
ReportsFinancial statements with date filters and PDF export

Sales invoices

A sales invoice bills a customer. Create one from the Receivables tab.

  1. Open the Receivables tab and click New Invoice.
  2. In the Create Sales Invoice form, fill in the Customer (required). You can pick an existing customer or type a new name; Warka creates the customer for you if it does not exist yet.
  3. Optionally set a customer PO number, posting date (today by default), due date, cost center, and project.
  4. Add Line items: for each row enter an item or description, quantity, and rate. Click Add line for more rows. Enter a Tax rate if needed. A Net, Tax, and Total appear as you type.
  5. Optionally add remarks and click Create Invoice.

Click any invoice to open a drawer with its summary, amounts (grand total, outstanding, paid, taxes), and line items.

Purchase invoices (bills)

A supplier bill records what a vendor has charged you. Create one from the Payables tab.

  1. Open the Payables tab and click New Bill.
  2. In the Record Supplier Bill form, fill in the Supplier (required). Pick an existing supplier or type a new name to create it.
  3. Optionally set the supplier's bill number, bill date, posting date, due date, cost center, and project.
  4. Add Line items with item, quantity, and rate, plus an optional tax rate.
  5. Optionally add remarks and click Create Bill.

Bills can also be created in the Procurement module. See the Procurement and Inventory guide.

Recording payments

You record payments against invoices and bills, and Warka handles both cash and bank payments.

To record money received from a customer:

  1. Open the Receivables tab and find the unpaid or partly paid invoice.
  2. Click Record Payment on that row.
  3. In the Record Customer Payment window, enter the Amount (enter less than the outstanding total for a partial payment).
  4. Choose a Mode of payment (for example Cash, Cheque, or Bank Transfer).
  5. Set the posting date (today by default). If you are paying by bank or cheque, fill in the Reference no. (the cheque or transaction number) and an optional Reference date. These are stored so the payment can be reconciled against your bank statement later.
  6. Click Record Payment.

To pay a supplier, open the Payables tab, click Pay on an unpaid bill, and fill in the Pay Supplier Bill window the same way.

The Payments tab lists every payment. Click one to see the payment type, party, mode of payment, reference details, amounts, and the invoices it was allocated to. The Bank & Cash tab shows your current cash and bank balances and the latest ledger movements.

Journal entries

Journal entries let you post directly to the ledger, for example to record an expense paid from cash. Posting journal entries is limited to Accounts Managers.

  1. Open the Ledger tab and click Journal Entry (this button appears only if you are an Accounts Manager).
  2. In the Post Journal Entry form, choose the Debit Account (increase) and the Credit Account (decrease) (both required), and enter the Amount (required).
  3. Optionally set the date, entry type, cost center, project, a reference number and date, and a remark.
  4. Click Post Entry.

Click any entry to see its accounts, total debit and credit, and any difference.

Financial statements and aging

Open the Reports tab to read your statements. Three sub tabs are available: Profit & Loss, Balance Sheet, and Trial Balance.

  1. Open the Reports tab and choose the statement you want.
  2. Set the From and To dates (they default to the current calendar year).
  3. Read the statement in the table. Account names are indented to show the hierarchy, totals are in bold, and zero values show as a dash.
  4. To save a copy, click Download PDF.

To see how overdue your balances are, open the Aging tab and choose Receivables or Payables. You get totals, an overdue figure, and a breakdown by age bucket (0 to 30 days, 31 to 60 days, and so on), plus a table showing each customer or supplier and where their balance sits. For a wider view across all modules, see the reports hub in the Documents and Reports guide.

PreviousHR and PayrollNext Sales and CRM