Expense Recording & General Journal

Besides automatic recording from clinical transactions, the finance department can record operational expenses and adjustment journals manually.

1. Recording Operational Expenses

Menu: Accounting > Expenses. This module is used to record electricity bills, water, salaries, stationery purchases, etc.

1. Click Add Data.
2. Fill in the form:
   • Date: Transaction date.
   • Method: Cash (Clinic Cash) or Transfer (Bank).
   • Expense Account: Select expense category (e.g., 6-100 Electricity Expense).
   • Amount: Expense amount.
   • Description: Detailed description.
   • Upload Proof: Photo of receipt/invoice (Mandatory/Optional).
3. Click Save.

These expenses will automatically reduce the relevant Cash/Bank balance in the Balance Sheet.

2. General Journal

Menu: Accounting > General Journal. This feature is used by accountants to perform manual recording (Double Entry) for:

• Asset Depreciation.
• Recording Error Corrections.
• Book Transfer (Inter-bank transfer).
• End-of-month Adjustments.

How to Input Journal:

1. Click Add Data.
2. Fill in Date and Description.
3. Add Journal Items:
   • Line 1: Select Account (Debit) and Amount.
   • Line 2: Select Account (Credit) and Amount.
   • Ensure Total Debit = Total Credit (Balance).
4. Click Save.

Posting Journal

Newly created journals have Unpost status.

• Click Posting to book it into the Financial Reports.
• Posted journals will affect the Balance Sheet and Profit & Loss.