Day books
See every entry of one cash, bank or other book with its opening balance, running balance and closing balance, open any voucher from it, and download it as Excel or PDF.
Before you start
What this does
A day book is the list of every entry made in one book, such as the cash book or a bank book, in date order. It shows the opening balance, each entry with the balance after it, and the closing balance. Use it to compare your books with the bank passbook or the cash in hand.
Where to find it
Go to Reports > Day Books.
Steps
Open Select Book
Press the box next to Select Book :. A list shows every book of the society with its code and name, for example HDFC - HDFC Bank - Kothrud and C - Cash Book. You can type to search.
Pick a book
The page loads that book's entries. Until you choose, the table says Select a book to view its ledger.
Read the entries
Every entry is one row. Press the voucher number to open the voucher.
Download if needed
Download Excel and Download PDF appear once the book has entries.
The columns
| Column | Meaning |
|---|---|
| No | Row number |
| Voucher Date | The date of the entry |
| Voucher No | The voucher, receipt or bill number. Press it to open the entry, and correct or cancel it if allowed. |
| Code | The code of the other side of the entry, for example 200002 for Members' Receivable |
| Description | The account name in bold, then the narration |
| Debit | Money in to this book |
| Credit | Money out of this book |
| Balance | The balance after this entry, with Dr or Cr |
The first row, Opening Balance as on..., shows what the book held when it was created, as set in its opening balance. The last row, Closing Balance as on..., shows the total debit, total credit and the final balance. The debit total includes the opening balance when it is a debit.
Compare with the passbook
Open the bank book
Pick the bank, for example HDFC - HDFC Bank - Kothrud.
Compare the closing balance
Compare it with the passbook balance on the same date. A small gap is usually cheques not yet cleared.
Find a difference
Tick off each row against the passbook. For a long statement, use the Bank Reconciliation page under Transactions.
Fields and buttons
| Control | What it does |
|---|---|
| Select Book | Chooses the book to show |
| Voucher No link | Opens the voucher |
| Download Excel | Downloads the whole book as shown |
| Download PDF | Downloads the same as a PDF |
Common mistakes and questions
The book shows no entries. The page says No entries in this book yet. Nothing has been posted to it. Check you picked the right book.
There is no date filter. A day book shows every entry of the book, from the book's opening balance onward, and the closing balance is as of the last entry. To look at one period, download the Excel and filter by date.
The opening balance looks wrong. Opening balances are set when you create the book. See Bank and cash books.
A voucher is missing. A cancelled or corrected voucher is not listed, and neither is its reversing entry. See The voucher list.
What happens next
For one account across all books, see Account ledger.