Finance & Accounting

You reach everything below from the Finance section in the left sidebar.

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#How money flows through the ledger (read this first)

Before the individual screens, here is the big picture. ApixONN keeps double-entry books: every transaction has an equal debit and credit, so the accounts always balance.

• An invoice becomes revenue when you send it. Creating an invoice as a draft does nothing to your books. The moment you send it, the system posts an accounting entry: it debits the client's receivable (the client now owes you the full amount), credits revenue (your earnings, net of any discount), and credits tax payable (any VAT you collected on the company's behalf). This is also the moment the client's credit limit is checked.
• A receipt clears the receivable. When the client pays and you record a receipt, the system debits cash/bank (money in) and credits the client's receivable (they owe you less). Once the receivable is fully cleared, the invoice flips to Paid.
• The same logic runs in reverse for suppliers. A bill credits accounts payable (you owe the supplier); paying it debits payable and credits cash.

You never have to write these entries by hand — the documents do it for you. The Account Mappings screen is what tells the system which accounts to use, so setting those up correctly is what makes all of this work.

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#Invoices

Invoices are the bills you send to your clients. This is where most revenue begins.

Where to find it: Finance → Invoices

What you can do here

• Create an invoice from scratch, or generate one automatically from approved timesheets.
• Send an invoice to lock it and post it to your books.
• Record payments against a sent invoice.
• Print a client-ready invoice PDF or the underlying accounting entry.
• Export the whole list to Excel or a printable PDF.

Screenshot

Invoices list with summary cards (Total, Outstanding, Overdue, Paid), status filter, and a table of invoices with Send / Record Payment / Print actions

#How to create an invoice

1. Click Create (top right).
2. In Select Client, search for the client by name or serial and pick them. This is the client's receivable account — it decides who gets billed and where the entry lands.
3. Optionally choose a Project to tie the invoice to.
4. The Client Name fills in automatically; add Client Email and Client Address if you want them on the PDF.
5. Set the Invoice Date and Due Date (the due date defaults to 30 days out) and pick the Currency.
6. Add your line items. For each row you can pick a product from the catalog to auto-fill it, or type a Description, Qty, Unit Price, and Tax Rate (%) yourself. Use + Add Item for more rows.
7. Enter a Discount amount if any — the running Subtotal, Tax, and Total update as you type.
8. Add Notes and Payment Terms if needed.
9. Click Create Invoice. The invoice is saved as a Draft — nothing hits your books yet.

#How to create an invoice from timesheets

This turns billable, approved hours into invoice lines automatically — ideal for time-and-materials projects.

1. Open the Generate Invoice from Timesheets tool (available from the invoice actions / project billing).
2. Choose the Project and the Period From / Period To dates.
3. Click Fetch Billable Timesheets. The system pulls every approved, billable timesheet in that window and lists each employee with their hours, rate, and amount.
4. Tick the line items you want to bill (all are selected by default; use Select all / Deselect all). The running total updates.
5. Optionally set a Due Date and Notes.
6. Click Create Invoice.

#How to send an invoice

1. Find the invoice in the list (it must be in Draft).
2. Click Send and confirm.
3. The invoice moves to Sent and the accounting entry is posted (receivable debited, revenue and tax credited).

Credit-limit behavior on send. If the client has a credit limit set and sending this invoice would push their total outstanding balance over it, the send is blocked. You'll see the client's credit limit, current exposure, this invoice's amount, the projected exposure, and how much it goes over by. To send anyway you must confirm an override — and only a user with invoice-approval authority (typically Finance Manager, Admin, or Super Admin) is allowed to override. The override is logged. If a client has no limit set, there is no check.

Screenshot

Credit-limit override confirmation showing credit limit, current exposure, this invoice, projected exposure, and over-by amount

#How to record a payment

1. On a Sent or Overdue invoice, click Record Payment.
2. The Outstanding Balance is shown; the amount defaults to it (you can enter a partial amount).
3. Confirm the Date, choose a Payment Method (Bank Transfer, Cheque, Card, Cash, or Other), and optionally add a Reference / Txn ID and Notes.
4. Click Record Payment. Cash is debited, the receivable is credited, and a receipt entry is generated. When the invoice is fully paid it becomes Paid.

#Exporting and printing

• Excel and PDF buttons (top right) export the current filtered list.
• On any invoice row, Invoice prints a client-ready PDF and قيد prints the accounting entry for your records — both work in any status.

#Field guide — Create Invoice

#Statuses — Invoices

#Tips & FAQ

• Why can't I edit or delete this invoice? Only Draft invoices can be deleted. Once sent, an invoice is part of your books — issue a Credit Note instead of deleting it.
• The Record Payment button is missing. It only appears on Sent or Overdue invoices. Drafts must be sent first; paid invoices have nothing left to collect.
• Send is blocked. The client is over their credit limit — ask an approver (Finance Manager or Admin) to review and override, or collect on older invoices first.

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#Receipts (Receipts & Payments)

This screen records money in (receipts from clients) and money out (payments to suppliers) as standalone vouchers, separate from a specific invoice. It's the general-purpose cash-in/cash-out ledger for AR and AP.

Where to find it: Finance → Receipts

What you can do here

• Record a Receipt — cash or bank coming in from a client (debits cash/bank, credits the client's receivable).
• Record a Payment — cash or bank going out to a supplier (debits the supplier's payable, credits cash/bank).
• Filter by type and date range, and export to Excel or PDF.
• Print the accounting entry for any voucher.

Screenshot

Receipts & Payments screen with green New Receipt and red New Payment buttons, summary cards (Total Received, Total Paid, Net), and a voucher table

#How to record a receipt or payment

1. Click + New Receipt (green) or + New Payment (red).
2. Set the Date and Currency.
3. Choose the Cash / Bank account the money moves through.
4. Choose the Client (for a receipt) or Supplier (for a payment).
5. Enter the Amount.
6. Pick a Payment Method (Cash, Bank Transfer, Cheque, Card, Other) and add a Reference (cheque number, transfer ID) and Notes if useful.
7. Click Save Receipt / Save Payment.

#Field guide — Voucher

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#Journals

Journals are manual accounting entries — the accountant's direct line into the general ledger for adjustments, accruals, corrections, and year-end entries that no document creates on its own.

Where to find it: Finance → Journals

What you can do here

• Create a balanced manual journal entry.
• Review a draft entry and post it to the ledger.
• Export the journal list.

Who can use it: Accountant, Finance Manager, Admin.

#How to create a journal entry

1. Click New Entry.
2. Set the Date, choose a Type (Manual, Reversing, or Closing), and add a Reference and a Description.
3. On the Debit side, add one or more lines: pick an account, enter an amount, and optionally a note. Use + Add Line for more.
4. Do the same on the Credit side.
5. Watch the balance bar: total debits must equal total credits. A green check means it's balanced; a red mark shows the difference.
6. When balanced, click to save the entry as a Draft.

Screenshot

New Journal Entry modal with two-column Debit / Credit layout, per-side totals, and a green Balanced status bar

#How to post a journal entry

1. Open a Draft entry from the list (it shows Review & Post →).
2. Review the lines in the detail view.
3. Click Post to GL and confirm.

#Statuses — Journals

#Journal types

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#Inventory / Products

The المخزن (Inventory) item opens the inventory workspace, which also holds your product catalog. Products defined here can be picked when building invoices, bills, and purchase orders to auto-fill descriptions, prices, and tax rates.

Where to find it: Finance → المخزن (Inventory)

What you can do here

• Manage the Products catalog.
• Track PO Receipts (goods received against purchase orders).
• View a stock report.

#Field guide — Product

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#GL Accounts (Chart of Accounts)

The chart of accounts is the backbone of your books — the full list of accounts every transaction posts into. This screen manages that structure and gives you the trial balance and per-account statements.

Where to find it: Finance → GL Accounts

What you can do here

• Create and edit accounts, organized into a parent/child tree.
• Seed a standard default chart in one click.
• View the Trial Balance and export it (general or detailed with AR/AP sub-accounts).
• Open an Account Statement for any account.

Who can use it: Accountant, Finance Manager, Admin. Creating or restructuring accounts is typically Finance Manager or Admin.

#Leaf vs parent accounts

Accounts form a tree. Parent accounts (headers like "Revenue" or "Accounts Receivable") are rollups — they total up their children but you cannot post transactions directly to them. Leaf accounts (the lowest level, like a specific revenue line or a single client's receivable) are where transactions actually land. When you map roles or build entries, always point at a leaf account.

Screenshot

Chart of Accounts tree with collapsible parent rows, type badges (Asset/Liability/Equity/Revenue/Expense), balances, and Statement action

#How to create an account

1. Click New GL Account.
2. Enter a unique Account Code and an Account Name.
3. Choose the Type (Asset, Liability, Equity, Revenue, or Expense) and the matching Sub Type.
4. Optionally choose a Parent Account (of the same type) to nest it under.
5. Set the Currency and an Opening Balance if the account starts with one.
6. Add a Description and click Create Account.

#How to seed a default chart

If you're starting fresh, click Seed Defaults to create a complete standard chart of accounts (cash, receivables, payables, revenue, expenses, tax, equity, and so on) in one step.

#Field guide — GL Account

#Account types

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#Account Mappings

Account mappings are the glue between your documents and your ledger. They tell the system, for each accounting role, which GL account to use — so when you send an invoice or record a receipt, it knows exactly where to post.

Where to find it: Finance → Account Mappings

What you can do here

• Assign a GL account to each predefined role.
• Add custom mappings for anything beyond the standard set.
• See at a glance which roles are still unconfigured.

Who can use it: Finance Manager, Admin, Super Admin. This is setup you do once and rarely touch.

#How to configure a mapping

1. Find the role in the list.
2. In its dropdown, choose the GL account that role should use.
3. The status changes to Mapped. Save your changes.

Screenshot

Account Mappings table with role name, hint, an account dropdown, the mapped account's type badge, and a Mapped / Not configured status

#The roles you map

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#AR Clients

AR Clients are your customers, each held as a sub-account under Accounts Receivable so every client has their own running balance.

Where to find it: Finance → AR Clients

What you can do here

• Add and edit client receivable accounts.
• See each client's serial, opening balance, and current balance.
• Activate or deactivate clients.

#How to add a client

1. Click to add a new client.
2. Enter the client Name, choose a Currency, and set an Opening Balance if they already owe you something.
3. Add Notes if useful and save.

#Field guide — AR Client

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#AP Suppliers

AP Suppliers are the mirror image of AR Clients: your vendors, each a sub-account under Accounts Payable with its own balance.

Where to find it: Finance → AP Suppliers

What you can do here

• Add and edit supplier payable accounts.
• Track each supplier's opening and current balance.
• Activate or deactivate suppliers.

#Field guide — AP Supplier

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#Fiscal Years

Fiscal years define your accounting periods and let you lock the books once a year is finished.

Where to find it: Finance → Fiscal Years

What you can do here

• Create a fiscal year.
• See which periods are Open and which are Closed.
• Close a completed year to snapshot balances and lock it.

Who can use it: Finance Manager, Admin, Super Admin.

#How to close a fiscal year

1. On an open year, click Close Year.
2. Read the warning: all GL balances will be snapshotted and the period locked.
3. Tick the confirmation checkbox to confirm you want to close it.
4. Add optional notes and click Close Fiscal Year.

Screenshot

Fiscal Years cards showing Open and Closed periods, the current year highlighted, and a Close Year action

#Statuses — Fiscal Years

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#Bills

Bills are the invoices you receive from suppliers — your accounts payable.

Where to find it: Finance → Bills

What you can do here

• Enter a supplier bill with line items.
• Approve a bill and record payment against it.
• Track outstanding and overdue payables; export to Excel or PDF.

#How to enter and pay a bill

1. Click to create a bill.
2. Select the Supplier (their payable account) — the vendor name fills in.
3. Optionally link a Project.
4. Set the Bill Date and Due Date, choose the Currency, and add a Reference and Notes.
5. Add line items (Description, Qty, Unit Price, Tax Rate) and save. The bill starts as Draft.
6. Click Approve to move it forward.
7. Click Pay, set the Payment Date and Payment Method, and record the payment. When fully paid the bill becomes Paid.

#Statuses — Bills

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#Purchase Orders

Purchase Orders (POs) are your formal commitments to buy from a supplier, ahead of the bill. Receiving a PO records the goods and can feed inventory.

Where to find it: Finance → Purchase Orders

What you can do here

• Raise a PO to a supplier with line items.
• Approve, receive (record a goods-received note), or cancel a PO.

#How to raise and receive a PO

1. Click to create a purchase order.
2. Select the Supplier.
3. Set the PO Date and an Expected Delivery date, choose the Currency, and add Terms and Notes.
4. Add line items and save (status Draft).
5. Click Approve to authorize it.
6. When goods arrive, click Receive and record what was received (a GRN — goods received note). The PO becomes Received.

#Statuses — Purchase Orders

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#Bank Accounts

Bank Accounts are your company's real-world bank and cash accounts, used for payments, receipts, and reconciliation.

Where to find it: Finance → Bank Accounts

What you can do here

• Add and edit bank accounts with their opening balance.

#Field guide — Bank Account

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#Bank Reconciliation

Bank reconciliation matches your bank statement against your books, so you can prove your recorded cash equals the bank's cash.

Where to find it: Finance → Bank Reconciliation

What you can do here

• Start a reconciliation for a bank account against a statement balance.
• Match each bank statement line to an unreconciled transaction in your books.
• Finalize once the difference reaches zero.

#How to reconcile

1. Select the Bank Account.
2. Click New Reconciliation, enter the statement balance and date, then Start Reconciliation.
3. In the workspace you'll see Statement Balance, GL Balance, the Difference, and a Balanced / Unbalanced indicator.
4. Click a bank statement line, then the matching Unreconciled GL Transaction, to match them. Matched items are checked off.
5. Keep matching until the Difference is zero.
6. Click Finalize. (You can't finalize while an outstanding difference remains.)

Screenshot

Bank Reconciliation workspace showing statement vs GL balance cards, a Difference figure, and two columns of matchable transactions

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#Expenses

Expenses are direct company costs — travel, supplies, subscriptions — that flow through an approval workflow before payment.

Where to find it: Finance → Expenses

What you can do here

• Record an expense against an expense account.
• Approve or reject submitted expenses.
• Pay an approved expense, which posts the ledger entry.

#How to record and process an expense

1. Click to create an expense.
2. Choose the Expense Account (what it's for) and the Payment Account (where the cash will come from).
3. Optionally link a Project.
4. Set the Expense Date, Amount, and Currency, and write a Description.
5. Save it. It moves through Submitted for review.
6. A reviewer clicks Approve (or Reject with a reason).
7. Once approved, click Pay to record payment — the expense is debited and the payment account credited. The expense becomes Paid.

#Statuses — Expenses

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#Budgets

Budgets let you set planned figures per account, month by month, for a fiscal year, then compare them against actuals.

Where to find it: Finance → Budgets

What you can do here

• Enter a monthly budget for each GL account within a fiscal year.
• Save the budget.
• View Budget vs Actual to see variances.

#How to build a budget

1. Choose the Fiscal Year (the current year is selected by default).
2. The grid lists your accounts with a column for each month.
3. Enter planned amounts per account per month. (Tip: double-click a cell to copy that value across all months.)
4. Click Save.
5. Switch to Budget vs Actual to compare your plan against what actually posted.

Screenshot

Budgets grid with GL accounts down the side and twelve month columns, plus a Budget vs Actual comparison view

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#Fixed Assets

Fixed Assets tracks long-lived company property (equipment, vehicles, furniture) and depreciates it over time.

Where to find it: Finance → Fixed Assets

What you can do here

• Register an asset with its cost and depreciation schedule.
• Run depreciation for a period across all assets.
• Dispose of an asset when it's sold or retired.

#How to register and depreciate an asset

1. Click to add an asset.
2. Enter its details, choose a Depreciation Method, and set the Useful Life (months) — the screen previews the monthly and annual depreciation.
3. Save the asset (status Active).
4. Periodically click Run Depreciation, choose the period, and confirm — the system depreciates every eligible asset and posts the entries.

#How to dispose of an asset

1. On an Active asset, click Dispose.
2. Enter the disposal details and confirm. The asset moves to Disposed.

#Statuses — Fixed Assets

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#Credit Notes

A credit note reduces what a client owes you — for a return, an overcharge, or a goodwill credit. It's the correct way to adjust a sent invoice without deleting it.

Where to find it: Finance → Credit Notes

What you can do here

• Issue a credit note against a customer invoice.
• Apply it to an invoice to reduce the outstanding balance.

#How to issue and apply a credit note

1. Click to create a credit note and select the invoice it relates to, plus the amount and reason.
2. Save it — it starts as Pending.
3. To use it, click Apply, choose the invoice to apply it to and the amount, and confirm. The invoice's outstanding balance drops accordingly.

#Statuses — Credit Notes

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#Debit Notes

A debit note is the supplier-side equivalent: it reduces what you owe a vendor — for returned goods, an overcharge, or a rebate.

Where to find it: Finance → Debit Notes

What you can do here

• Raise a debit note against an approved supplier bill.
• Approve it, then apply it to a bill.
• Cancel one that's no longer needed.

#How to raise, approve, and apply a debit note

1. Click to create a debit note, select the bill it's against, choose a reason (Return, Overcharge, Rebate, Other), and add line items. It starts as Draft.
2. Click Approve to authorize it.
3. Click Apply, choose the bill and amount, and confirm — your payable to that supplier is reduced.

#Statuses — Debit Notes

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#Vendors

Vendors holds the company and contact details for the suppliers you buy from — names, emails, phone numbers, and payment terms. It complements the AP Suppliers accounts.

Where to find it: Finance → Vendors

What you can do here

• Add and edit vendor records with default payment terms.
• Activate or deactivate a vendor.

#Field guide — Vendor

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#Tax Rates

Tax Rates defines the tax percentages you apply on invoices, bills, and products.

Where to find it: Finance → Tax Rates

What you can do here

• Create tax rates of different kinds.
• Turn a rate on or off.

#Field guide — Tax Rate

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#Where to get help

• Setup questions (accounts, mappings, fiscal years): your Finance Manager or Admin.
• A blocked invoice send (credit limit): a Finance Manager or Admin who can approve the override.
• Postings landing in the wrong account: check Account Mappings first, then the specific document's client/supplier account.
• Locked period ("can't post to this date"): the fiscal year is closed — talk to your Finance Manager.