📘 Overview
This guide explains how to create and manage an account ledger in eCount ERP – adding suppliers, expense accounts, bank accounts, setting opening balances, and locking or deactivating ledgers.
🚀 Step‑by‑step: Create a New Account Ledger
- Open the Account Master: From the main menu select Master → Account. The list of existing accounts appears.
- Click the Add button (➕) to open the account creation form.
- Enter basic information:
- Account Name – e.g., “ABC Supplies” or “Bank of XYZ”.
- Account Code / Alias – optional short identifier.
- Select Account Group:
- The group determines the account type (Debtor, Creditor, Bank, Cash, Sales, Duties, Taxes, etc.).
- Refer to the Account Group Management article for detailed definitions.
- Provide contact details (if applicable):
- Address, Mobile Number, Email.
- GST Number – you can search via the GST API.
- Set Opening Balance:
- Enter the balance for the current financial year.
- If you manage balances bill‑by‑bill, choose Balance Method = Bill by Bill in the “Other” tab.
- Optional extra fields (Other tab):
- Notes, Birthdate, Anniversary, Account Photo, etc.
- Lock or Deactivate the account:
- Toggle Account Lock to prevent any transaction.
- If the account has no activity in the financial year, you may also Deactivate it.
- Save the account. The new ledger appears in the account list.
🔧 Managing Existing Ledger Accounts
To edit, lock, or deactivate an existing account, locate it in Master → Account, click the pencil icon, adjust the required fields, and save.
❓ Frequently Asked Questions
- Can I add a supplier and a bank account using the same form? Yes. The account type is defined by the selected Account Group.
- What happens when an account is locked? No transaction can be posted until the lock is removed.
- How do I reactivate a deactivated ledger? Open the account, clear the Deactivate flag, and save.