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How every module reaches the accounts
hayaterp.com/finance/journals ↗Every sale, bill, fee, folio, ticket, parcel and card payment posts a journal to the general ledger — even when the Accounts module is off. Here is what posts where.
The rule
Every money event posts to the general ledger as it happens. A till sale, a school fee, a hotel folio payment, a travel invoice, customs duty, a COD collection, a hospital bill, a store card sold, a bank claim settled — each one becomes a posted journal with its document number as the reference.
This is true even when your business does not have the Accounts module switched on. Desks that only run a school, a hotel or a courier counter still have complete books, so the day you switch Accounts on, the trial balance, profit and loss and balance sheet are already right from day one.
▶Accounts and financial statements0:30
Who does what
| Role | Does |
|---|---|
| Cashiers, front desks, fee clerks, agents, counters | Just do their work — every payment they take posts by itself. |
| Accountant | Reviews the journals, reconciles banks, card settlements and bank claims, and closes periods. |
| Business admin | Sets the payment methods and the account each one posts to (Finance → Payment methods), and locks the books to a date (Settings). |
Workflow
- A desk saves a document — a receipt, invoice, voucher, folio charge, clearance, runsheet…
- Retail, sales, purchasing, stock and payroll post their own journal for that document. The industry workspaces and Loyalty & cards post through the service ledger — the same posting engine with a fixed set of accounts for each event.
- Each journal joins the document's own save: if the posting is refused (for example the period is closed), the document is not saved either and you see the reason.
- The journals form the general ledger, which feeds the trial balance, profit and loss, balance sheet, cash flow, dashboards and reports.
Payment methods decide the cash side. Cash posts to 1010, bank transfer and cheque to 1020, JazzCash / Easypaisa / Raast to 1030, card to 1040, gift vouchers and store cards to 2310 and loyalty points to 2320 — or to whatever account you set on the method.
To trace any posting, open Finance → Journals and search by the document number; the journal shows its source (POS, Sales, School, Hotel, Travel, Trade, Shipping, Hospital, Rewards…).
Where the money goes
The tables list the main postings. Dr = debit, Cr = credit. Account codes are those of the standard Hayat chart; your names may differ if you renamed them.
Retail, selling and buying
| Module | Document / event | Dr | Cr |
|---|---|---|---|
| POS | Till sale | 1010 Cash in hand / 1040 Card settlements receivable / 1030 Digital payments / 2310 Gift vouchers & store cards / 2320 Loyalty points liability / 1100 Accounts receivable (by payment method); 4090 Sales discounts & promotions | 4010 Sales; 2100 Output sales tax |
| POS | Cost of the sale | 5010 Cost of goods sold | 1200 Stock in trade |
| POS | Points earned on the sale | 4090 Sales discounts & promotions | 2320 Loyalty points liability |
| POS | Bank card offer on the sale | 1150 Bank promotion receivable (bank's share); 4090 (our share) | (part of the sale) |
| POS | Shift closed over / short | 1010 Cash / 6120 Cash over / short | 6120 / 1010 |
| Sales | Invoice posted | 1100 Accounts receivable | 4010 Sales; 4020 Service revenue; 2100 Output sales tax; 2110 Further tax |
| Sales | Cost of the invoice | 5010 Cost of goods sold | 1200 Stock in trade / 1230 Goods delivered not invoiced |
| Sales | Customer receipt | 1010 / 1020 / 1040 / 1030; 1310 Advance income tax (tax withheld) | 1100 Accounts receivable; 2300 Customer advances (unallocated) |
| Online shop | Order shipped and invoiced | as a Sales invoice | |
| Online shop | Points used on an order | 2320 Loyalty points liability | 4090 Sales discounts & promotions |
| Purchasing | Goods receipt | 1200 Stock in trade | 2020 Goods received not invoiced |
| Purchasing | Supplier bill | 2020 Goods received not invoiced; 1300 Input sales tax; 5020 Price variance | 2010 Accounts payable |
| Purchasing | Supplier payment | 2010 Accounts payable | 1010 / 1020; 2120 Tax withheld from suppliers |
| Payroll | Payroll posted | 6010 Salaries & wages; 6020 Employer contributions | 2130 Income tax on salaries; 2140 EOBI; 2200 Salaries payable |
| Payroll | Salaries paid | 2200 Salaries payable | 1020 Bank |
Industry workspaces
| Module | Document / event | Dr | Cr |
|---|---|---|---|
| School | Fee voucher | 1120 Student fees receivable (net); 4090 Sales discounts (concession) | 4210 Tuition fees; 4220 Admission, exam & other fees |
| School | Fee received | 1010 / 1020 / 1040 | 1120 Student fees receivable |
| School | Advance fee | 1010 / 1020 | 2330 Fees & deposits received in advance |
| Hotel | Night audit, folio charge | 1130 Guest receivables | 4310 Room revenue; 4320 Food & beverage; 4330 Other hotel services; 2100 Output tax |
| Hotel | Folio payment | 1010 / 1040 / 1020 | 1130 Guest receivables |
| Hotel | Booking advance / used at check-in | 1010 / 2330 | 2330 / 1130 |
| Hotel | Billed to a company | 1100 Accounts receivable | 1130 Guest receivables |
| Travel | Invoice | 1140 Client receivables (net); 4090 Sales discounts | 4410 Travel services revenue |
| Travel | Supplier cost | 5110 Cost of travel services | 2040 Travel suppliers payable |
| Travel | Seat / charter sale | 1140 Client receivables | 4420 Transport & charter revenue |
| Travel | Receipt / supplier payment | 1010 / 1020 ; 2040 | 1140 ; 1020 |
| Import & export | Goods value booked | 1220 Goods in transit | 2030 Freight, customs & landed cost accrued |
| Import & export | LC margin | 1420 Prepayments | 1020 Bank |
| Import & export | Duties assessed | 1220 Goods in transit; 1300 Input sales tax; 1310 Advance income tax | 2060 Customs duties & port charges payable |
| Import & export | Cleared into stock | 1200 Stock in trade | 1220 Goods in transit |
| Import & export | Export invoice / proceeds | 1140 ; 1020 Bank | 4010 Sales ; 1140 (± 4950 Exchange gains / losses) |
| Shipping | Freight or courier invoice | 1140 Client receivables | 4510 Freight & forwarding / 4520 Courier & delivery revenue |
| Shipping | Carrier bill | 5120 Freight & carrier costs | 2050 Carriers & agents payable |
| Shipping | COD collected / paid to merchant | 1010 Cash ; 2300 Customer advances | 2300 ; 1010 / 1020 |
| Hospital | Bill (OPD, IPD, lab, ER, OT, radiology, blood) | 1110 Patient receivables (net); 4090 Sales discounts | 4110 OPD / 4120 Inpatient / 4130 Lab & radiology / 4140 Surgery & procedures / 4150 Other / 4010 Sales (pharmacy) |
| Hospital | Payment / deposit | 1010 / 1040 / 1020 | 1110 Patient receivables / 2300 Customer advances |
| Hospital | Medicines dispensed | 5010 Cost of goods sold | 1200 Stock in trade |
Loyalty & cards
| Module | Document / event | Dr | Cr |
|---|---|---|---|
| Loyalty | Points expired (nightly) | 2320 Loyalty points liability | 4090 Sales discounts & promotions |
| Loyalty | Paid by points in a workspace | 2320 Loyalty points liability | 1110–1140 receivable |
| Store cards | Card sold or loaded | 1010 / 1040 / 1020 | 2310 Gift vouchers & store cards outstanding |
| Store cards | Card used in a workspace | 2310 | 1110–1140 receivable |
| Store cards | Card expired (nightly) | 2310 | 4900 Other income |
| Bank offers | Offer in a workspace | 1150 Bank promotion receivable; 4090 | 1110–1140 receivable |
| Bank claims | Claim paid / written off | 1020 Bank / 4090 | 1150 Bank promotion receivable |
| Card settlements | Machine batch settled | 1020 Bank (net); 6410 Card acquiring commission; 1310 Advance income tax | 1040 Card settlements receivable (gross) |
Reports that use these postings
- Finance → Financial statements: trial balance, profit and loss, balance sheet, cash flow — see Accounts and financial statements.
- Receivables for each desk: student fees, guest ledger, client receivables, patient receivables.
- Card settlements and Bank claims clear 1040 and 1150 — see Bank card offers.
- Data integrity checks that documents and the ledger agree.