OjaSuite's double-entry accounting module (Enterprise) gives you a full bookkeeping system built directly into your business suite — no separate software required.
Navigate to Accounting → Chart of Accounts. On your first visit, OjaSuite will show a prompt to seed a standard chart of accounts — click Seed Default Accounts to populate 20 accounts covering the five account types: Asset, Liability, Equity, Revenue, and Expense.
You can add custom accounts at any time, edit existing ones (code, name, type, sub-type, active status), or deactivate accounts that are no longer in use. Accounts that have been used in journal entries cannot be deleted. System-seeded accounts can be edited but not deleted.
Go to Accounting → Periods to define your accounting periods (e.g. FY 2025: 1 Jan – 31 Dec 2025). Periods are optional but recommended — tagging journal entries to periods makes period-based reporting and budget comparisons more meaningful.
Once a period is closed it cannot be re-opened. Closing a period signals that all entries for that period have been reviewed and finalised.
Go to Accounting → New Journal Entry. Every journal entry has:
The form validates that total debits equal total credits before allowing submission. The submit button is disabled until the entry is balanced. A reference number is auto-generated on posting (e.g. RCP-202506-0001 for a receipt in June 2025).
To correct a posted entry, open it and click Reverse. OjaSuite creates a mirror journal with opposite debit/credit values and marks the original as reversed. Both entries remain in the ledger for full audit trail.
When you record an expenditure or receive a payment against an invoice, OjaSuite attempts to post the corresponding double-entry journal automatically — provided the relevant accounts exist in your chart of accounts.
If an auto-post fails (for example, because a required account code is missing from your COA), OjaSuite logs the failure instead of silently dropping it. Review and resolve these from Accounting → Posting Failures. Once you add the missing account and mark the failure resolved, you can re-trigger the post.
All four reports are accessible from Accounting → Reports via the tab bar.
Select any account to see a full transaction-by-transaction history with a running balance. Filter by date range. Useful for drilling into a specific account to investigate movements.
Net debit and credit totals for every active account over a selected date range. Grand totals for debits and credits are shown at the bottom — these must match in a correctly maintained set of books.
Revenue accounts vs expense accounts for a period, with a net surplus or deficit highlighted. This is your double-entry P&L — distinct from the transaction-based income statement in Reports, as it reflects what has been formally journalised.
Assets, liabilities, and equity balances as at a given date. Total assets should equal total liabilities plus total equity — OjaSuite shows both totals so you can verify.
Go to Accounting → Budget. Select a financial period, enter budgeted amounts for any revenue or expense account, and save. OjaSuite compares actuals (from posted journals) against budget and displays the variance — negative variance on expenses means overspend.
From the Export tab in Accounting → Reports, select a date range and download all posted, non-reversed journal lines as a CSV file, compatible with Excel, Google Sheets, and any spreadsheet or accounting tool that accepts CSV import. Useful for sharing data with your external auditor or accountant.