How does the accounting module: accounts, invoices, cash work?

The accounting module brings together the current account ledger, invoices and proformas, cash and collections, and instalment or cheque/note tracking in one place. Every money-related event in the company — a trip turning into an invoice, a collection landing in the cash drawer, a cheque coming due — runs through the same ledger and leaves the same audit trail.

Current account and statement

Every customer (or supplier) has a current account; it is a two-way ledger — debit and credit rows, corrected with reversing entries, never deleted. A balance can be held in more than one currency, with every movement stamped with its TRY equivalent; a bank line can be matched to an account row partially or split across several. The Accounts screen shows a customer’s live balance, its transaction history and how much is overdue; the statement is produced as a PDF carrying your company’s letterhead.

From proforma to invoice

Turning a job into an invoice usually passes through a proforma stage: a draft prepared on the Proformas screen becomes a real invoice on the Invoices screen once it is approved. An issued invoice is never deleted — a cancellation, return or split is recorded as a new document or entry, so what actually happened stays readable later. The invoice number is assigned at the moment of issue, inside the same transaction, with no gaps — two users issuing invoices at the same instant still get numbers that never collide. Which jobs have not been invoiced yet shows on the Pending invoices screen, a list fed directly by the trip module’s own “ready to invoice” marker.

Cash, collections and day-close

The Cash screen is a cash ledger split by channel — cash, card, transfer — and each company decides for itself which channels it uses. From Collections, a single payment can be split across more than one invoice, and a receipt is generated automatically. At day-close, the counted cash amount is checked against the computed amount before the day is closed; once closed, a day cannot be edited retroactively — closing freezes the record.

Instalments, cheques/notes and currency

Deferred sales are tied to a plan from the Instalments screen, with each instalment’s due date and status as its own row. The Cheques/Notes screen tracks a portfolio (in collection, endorsed, bounced, and so on). Foreign-currency movements can use the central bank rate or a manually entered one; the rate is stamped onto the movement itself, so a later rate change never rewrites how a past movement reads.

Amount visibility and reports

Amount data is protected by its own permission: being able to see the invoice list does not mean being able to see the amounts — a user without that permission sees the amount column come back empty. The Reports screen produces aging (how many days overdue), collections and general account reports as PDF, CSV or Excel. The Bank matches screen keeps the record of how bank lines were matched to account rows — if a match was partial or split, this is where you trace which bank line covers which account movement.

Who sees which screen

The accounting team uses Accounts, Cash and Collections day to day; sales and operations staff typically only see Pending invoices, tracking which jobs are ready to bill without seeing amounts at all. That split comes from the roles and audit trail module turning the amount permission on or off per role — two people looking at the same screen can genuinely see different things.

Example

Picture a school-shuttle company: in September, a parent signs a 10-month instalment contract. The invoice is first prepared as a proforma; once the parent approves, it becomes a real invoice and is split automatically into 10 equal instalments. When the November instalment falls overdue, the aging report on the Reports screen lists it automatically; once payment arrives, it is applied to that instalment from Collections and a receipt is generated on the spot.

How it works in Rotenta

1. When a new customer is created, an account opens automatically on the Accounts screen.
2. Once a job is done, a draft is prepared on Proformas; once approved, a real invoice is issued on Invoices, and the number is assigned at that exact moment.
3. When payment arrives, it is applied to the invoice(s) from Collections; a PDF receipt is generated.
4. Cash movements are entered daily on the Cash screen; at day-close, the counted amount is checked against the computed one before closing.
5. For deferred sales, a plan is built from Instalments; each instalment is tracked as its own row.
6. For foreign-currency transactions, the rate can be tied to the central bank feed or entered manually from Settings.
7. At period end, aging and general account reports are pulled from Reports.

You can read how an invoice or statement turns into an actual PDF in PDF documents and letterhead, and where invoiceable jobs come from in trip and transfer operations. For where the customer and account record originates, see customer management. See our module guide for how accounting fits together with the rest; for setup and pricing questions, get in touch.

Frequently asked questions

Can we correct an issued invoice?

No, an issued invoice is never deleted or overwritten; a correction happens as a separate cancellation, return or new document, so the historical record stays intact.

Can invoice numbers collide?

No; the number is assigned at the exact moment of issue, inside the same transaction, with no gaps — even two users issuing invoices at the same instant never collide.

Can anyone see the amounts?

No; amount visibility is its own permission, and a user without it can open the list but sees the amount column empty.

We have an account running in a foreign currency — how is it tracked?

Every movement is kept in its own currency and stamped with that day’s TRY equivalent; if the rate changes later, the past movement still reads at the rate it was issued with.

Can a day-close be undone?

No, a closed day is a frozen record; if a correction is needed for that day’s movements, it is entered as a reversing entry in a later period instead.