Finance Ledger & Chart of Accounts

# Finance Ledger & Chart of Accounts

ClinIT includes a lightweight double-entry accounting system for clinic expense tracking and financial reporting.

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Chart of Accounts

The chart of accounts (COA) is pre-populated with standard clinic accounts:

Add custom accounts under Finance → Chart of Accounts → + Account.

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Recording Expenses

1. Go to Finance → Expenses → + New Expense.
2. Fill in:

- Date.

- Category (from your expense categories list).

- Description.

- Amount.

- Payment method (Cash / Bank).

- Supplier (optional).

- Receipt upload.

- Allocated to branch (if multi-branch).

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Petty Cash

1. Set up the petty cash float: Finance → Petty Cash → Set Float.
2. Each petty cash disbursement is a Petty Cash Entry:

- Amount, description, recipient, purpose.

1. When cash runs low, create a Replenishment entry.
2. The float balance is updated in real time.

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Supplier Payables

Track amounts owed to suppliers:

1. Finance → Supplier Payables → + New Payable.
2. Link to a supplier from your supplier list.
3. Record invoice number, amount, due date.
4. When paid, mark as PAID and link the payment.

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Finance Dashboard

Finance → Dashboard shows:

• Revenue this month (from paid invoices).
• Expenses this month.
• Net profit estimate.
• Top expense categories (pie chart).
• Outstanding receivables.
• Unpaid supplier invoices.

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Ledger Transactions

Every financial event (invoice payment, expense, commission, salary) creates a ledger transaction with debit and credit entries. View the full ledger under Finance → Ledger.

Filter by account, date range, or reference number.

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Reconciliation

At month-end:

1. Finance → Reconciliation.
2. Compare ledger balance against bank statement.
3. Mark matched entries.
4. Flag discrepancies for investigation.