The books are the general ledger of your trust, society or company. After you switch them on, fees, the hostel exit and payroll post into the books by themselves.
Your chartered accountant (CA) should review the chart, the mapping and the opening balances.
Before you start
- The institution must belong to a legal entity. See Organisation > Legal entities.
- The legal entity must have the Standard finance level or higher. The organisation owner sets it. If you cannot switch the books on, read Why can't I switch the books on?.
Steps
Open Books > Set up the books. The page lists five steps.
- Chart of accounts. Choose a template and press Apply the chart. It is applied to every institution of the legal entity.
- Settings and start date. Set Books start on, how fees are booked (when invoiced or when received), and the other options. Records before the start date are not posted. The opening balances hold them.
- Account mapping. Open Books > Account mapping. Make a version that says where each kind of money from fees, the hostel and payroll goes. Another person approves it.
- Opening balances. Upload each institution's trial balance as on the day before the books start (CSV or Excel). Debits must equal credits. For a new trust, say there are none.
- Switch on. Press Switch the books on and write why, for example "start of the financial year". Only the organisation owner can do this step.
After you switch on
- Make the opening vouchers in the Opening balances step.
- Approve them in Books > Vouchers.
- Watch Books > Automatic postings.
SunRuby adds the financial year of today and of your start date for you. See Add a financial year for other years.
Common questions
Can I switch the books off?
Where the books are kept (not kept, in Tally, or in SunRuby) is set under Organisation > Legal entities, with a reason. Talk to your CA before you change it.