Running your books in Taxation

You do not need to know debits and credits. You record ordinary business activity and the accounting happens behind it.

When you record one sale, the system reduces your stock, updates the customer's balance, records the revenue, records the sales tax, writes the double-entry journal, updates the ledgers and the trial balance, refreshes your profit and loss and balance sheet, and refreshes your dashboard. All of it, from one screen.

Three people use the platform. You record the business. Your tax lawyer reviews your invoices and handles FBR compliance. The platform administrator sets up your account and holds your FBR credentials.

Your business has exactly one login. Go to /app, enter your email and password, and you land on your dashboard. Your business name appears at the top of the sidebar; you only ever see your own data.

The sidebar

Everything is grouped by what you are doing rather than by accounting theory.

Search and notifications

The search box at the top finds invoices, customers, suppliers, products, purchases, expenses and journal entries. Search an invoice number, a customer name, an NTN or an FBR invoice number. Press Ctrl + K to jump straight to it.

The bell icon carries messages meant for you: a lawyer has asked for a change, FBR accepted or rejected an invoice, stock has run low, a customer is overdue.

The dashboard opens on the financial year to date. Change the Period selector to this month, last month, this quarter, or a range you choose; everything on the page follows it.

The ten figures

Each card shows the figure and how it moved against the same length of time before it. Large amounts are shortened on the headline, with the exact rupee figure directly underneath.

Needs your attention

A panel listing what is waiting on you: invoices your lawyer sent back, invoices FBR rejected, overdue customers, products below their reorder level, and drafts you have not sent for review. Each line takes you to the right list.

Charts

Sales trend, sales against purchases, expense breakdown, top products, top customers, and input tax against output tax.

Do these once, in this order, and the rest of the system behaves.

1. Business profile. Click your business name at the top of the sidebar. Fill in your legal name, NTN or CNIC, STRN, province, address, business nature and sector. FBR needs all of it, and your sandbox test scenarios are chosen from your business nature and sector.
2. Chart of accounts. Thirty-four accounts are created for you. Open Accounting → Chart of Accounts to look. You can add your own accounts; the system accounts can be renamed but not deleted.
3. Bank accounts. Add each account under Banking → Bank Accounts. A matching ledger account is created automatically, so you never pick one.
4. Customers and suppliers with their opening balances.
5. Products with opening stock, opening cost and a tax profile.
6. Opening balances. Once the above carry the right figures, your lawyer or administrator posts them as a single dated entry. Any difference goes to Owner Capital.

Both screens work the same way. Sales → Customers and Purchases → Suppliers.

What to record

• Name and NTN or CNIC. Seven digits for an NTN, thirteen for a CNIC. FBR checks this.
• Registration type. Registered or Unregistered for sales tax. This changes what FBR expects on the invoice.
• Province and address. The province is copied onto every invoice.
• Credit days. Your default payment terms. An invoice on credit gets its due date from this, so aging reports work without you thinking about it.
• Credit limit and opening balance, if you carry them.

Inventory → Products. Group them with Product Categories if you have many.

The product itself

• Name, SKU, barcode and category. The SKU is what you type in an Excel import.
• Unit of measure. FBR has its own list; pick from it. Numbers, pieces, units covers most goods.
• Track inventory. Leave on for goods. Turn it off for services, which then have no stock and no cost of sale.
• Purchase and selling price, opening stock and its cost, and a reorder level that drives the low-stock warning.
• Average cost and current stock are shown but not editable. The system maintains them.

The tax profile

Every product carries the tax details FBR wants, filled in once and copied onto every invoice line:

Your tax lawyer can review a product's tax profile and mark it verified. A verified profile is one fewer thing for FBR to reject.

Sales → Sales Invoices → New sales invoice.

1. Pick the date and the customer. The buyer's details fill in.
2. Choose how you are being paid: Cash, Bank (then pick the account), or On credit. On credit sets a due date from the customer's credit days.
3. Add lines. Choose a product and the price, description, HS code and tax rate arrive from its tax profile. Set the quantity. Add a discount if you gave one.
4. Add withholding tax details if your buyer withholds.
5. Create. The invoice is saved as a draft. Nothing has touched your accounts yet.

Checking it with FBR first

On the invoice, Check with FBR asks FBR to validate the content without recording anything. It comes back either clean or with the exact reasons, quoting FBR's own error codes. Fix and check again.

Sending it for review

Send for review issues the invoice. At that moment the accounting happens: stock comes down, cost of sale is recorded, revenue and output tax are recorded, and the customer's balance or your cash or bank moves. The invoice lands in your lawyer's queue.

Printing it

Download PDF gives the customer copy: your details, theirs, the lines with HS codes and tax, the totals, and once FBR has accepted it, the FBR invoice number and its QR code printed at the size FBR requires.

Every invoice moves through a fixed set of steps. The status is shown on the list and on the invoice itself, and the full history is at the bottom of every invoice: who changed what, when, and why.

When things do not go cleanly

Sales → Receipts → New receipt.

1. Pick the customer. Their open invoices appear.
2. Say whether the money came in as cash or to a bank account, and enter the amount.
3. If the customer withheld tax, enter the withheld amount and the section. The system records it as tax you can recover and settles the invoice for the full amount.
4. Enter how much of the receipt goes against each invoice. Part payments are normal; put in what they actually paid.
5. Leave Post immediately on unless you are preparing it in advance.

Balances and the aging reports come from these allocations, so what you see owing is what is genuinely owing. Money received without being applied to an invoice sits as a credit on the customer, ready to allocate later with the Allocate action.

A customer returns goods, or you overcharged. Open the invoice and choose Create credit note, or go to Sales → Credit Notes.

1. Enter the quantity to credit on each line. You cannot credit more than you invoiced.
2. Give a reason. FBR requires one.
3. Leave Restock on if the goods came back. They return to stock at the cost they left at, not today's cost.
4. Choose whether you are refunding cash or bank, or crediting the customer's account.

Issuing the credit note mirrors the original sale: the sale is reduced, the output tax is reduced, and the customer's balance drops. If it credits their account, it is applied to the original invoice automatically.

Purchases

Purchases → Purchases → New purchase. Record the supplier, their invoice number, the date, and the lines with quantity, unit cost and tax rate. Say whether you paid cash, by bank, or on credit.

Post puts it into the books: stock goes up at the cost you paid, your recoverable input tax goes up, and either your money goes down or you owe the supplier. Posting is also what updates each product's average cost.

Returning to a supplier

Open the posted purchase and choose Create debit note. Enter the quantities going back. The goods leave stock at the cost they came in at, and your input tax and supplier balance both come down.

Paying suppliers

Purchases → Payments → New payment works like a receipt in reverse. Pick the supplier, the amount, cash or bank, and which invoices it settles. If you withheld tax from the supplier, enter it; the system records it as tax you owe the authority.

Expenses → Expenses → New expense. Eleven categories are ready for you — rent, salaries, utilities, fuel and travel, internet and telephone, marketing, professional fees, repairs, delivery, bank charges and miscellaneous — and you can add your own under Expense Categories.

Record the date, category, who you paid, the amount, any sales tax you can recover, and how you paid. Attach the bill; it stays with the record. Post writes it to the books.

Paying an expense on credit requires a supplier, because the amount becomes something you owe.

Stock is valued at weighted average cost. Buy ten at 700 and ten at 900, and your average is 800. Sell any of them and the cost of that sale is 800 each. You never choose a costing method; it is applied consistently.

Adjustments

Inventory → Stock Adjustments is for breakage, theft, or a stock count that disagrees with the system. Enter a positive quantity to add and a negative one to remove, and give a reason — the reason is required and is kept.

Seeing where stock went

Inventory Valuation shows every product with its quantity, average cost and value. Stock Movement shows one product's full history: every purchase, sale, return and adjustment with a running quantity.

Add each account under Banking → Bank Accounts with its name, bank, account number, IBAN, branch and opening balance.

Reconciling against a statement

Banking → Bank reconciliation. Choose the account, enter the statement date and the closing balance from the statement, and start.

You then see every bank line the books hold up to that date. Tick each one that appears on your statement. The difference between the statement balance and what you have ticked is shown as you go. When it reaches zero, Complete becomes available.

A difference that will not close usually means a payment was recorded twice, a receipt was missed, or bank charges were never entered.

You can ignore these day to day. They are here when you or your lawyer need them.

Chart of accounts

Your list of accounts. Add your own; system accounts can be renamed but not removed, because the engine posts to them.

Journal vouchers

A manual entry for something no other screen covers — a correction, a director's drawing, a write-off. Enter the lines; the form will not let you save until debits equal credits. Your tax lawyer can also post these for you.

Journal entries

Every entry the system has made, including the automatic ones. Open any invoice, purchase or expense to see the entry it produced. Entries are never edited; a mistake is corrected by a reversal, which stays visible.

Accounting periods

A read-only list of your months and whether each is open or locked. Your tax lawyer locks a month once it is filed.

Sales → Invoice Imports. For when you already keep invoices in a spreadsheet.

1. Download template. Twenty columns, with example rows filled in from your own customers and products.
2. Fill it in. One row per invoice line. An invoice with three lines is three rows sharing an invoice number.
3. Upload file. The system checks it in the background. Nothing is written to your books yet.
4. Read the result. Something like 450 rows / 421 valid / 21 with warnings / 8 invalid, with every problem shown against its spreadsheet row number.
5. Fix or import. Correct rows on screen and re-check, or download the error report, fix the file and upload again. Then Import valid rows.

Warnings do not block an import. An unrecognised customer is added for you; a sales tax figure that disagrees with the calculation is replaced by the correct one and flagged.

Every report takes a date range, shows totals, and exports to Excel. All of them are built from the journal, so they always agree with each other.

Reports → Tax overview puts your sales tax position in one place: invoice counts by status each month, output tax charged, input tax paid, and the estimated net position.

It also shows how you are doing with FBR — accepted, rejected and pending counts, and the errors that keep coming back. A repeated error code usually points at one product's tax profile rather than at your invoices.

A few things the system will not let anyone do. They exist so your records stand up when someone asks questions about them.

• Nothing reaches FBR without your tax lawyer's approval. Not an invoice you issue, not one you import, not one anybody creates by any route.
• An invoice FBR has accepted cannot be edited. Corrections are made by credit note, which is what the law expects.
• Posted accounting entries are never rewritten. A mistake is reversed, and both the original and the reversal remain visible.
• A locked month stays locked until your lawyer unlocks it, and the unlock is recorded with a reason.
• Every change is logged — who, what, when. Your FBR credentials are encrypted and never shown to anyone, including you.
• An invoice can never be filed twice, even if a submission is retried after a timeout.