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Books: vouchers, approval, reversal and reports

Enter a voucher, have another person approve it, reverse a mistake, and read the trial balance and statements.

Books · How to · Last checked 2026-10-19 Needs the Standard plan

This guide is for institutions that keep their books in SunRuby. Switch them on first: Switch the books on. Every statement here is marked "For CA review". Your accountant checks it.

Enter a voucher

  1. Open Books > Vouchers and press New voucher.
  2. Choose the kind: Payment, Receipt, Journal, Purchase, Contra, or Opening balances.
  3. Choose the date. It must lie in an open financial year and after the lock date.
  4. Add lines. Each line has an account head and either a debit or a credit. Amounts take up to two decimals. Debits must equal credits.
  5. For a bill from a supplier choose a party (Books > Parties), and attach the bill (PDF or image). The party's PAN is shown only by its last four characters.
  6. Press Submit for approval.

Fees receivable and fees received in advance are kept by the fees module. You cannot post to them by hand, except in Opening balances.

Approval

The tabs on the list are All, Waiting for approval, Posted, Draft and Approved by their own maker. The institution's rule decides who approves. By default another person approves.

  1. The approver opens the voucher and presses Approve and post. A number like INST/PV/26-27/00004 is given.
  2. To refuse, press Reject with a reason of at least 5 characters. The maker edits it again.
  3. If you are the only approver, you can press Approve your own voucher with a reason. It is listed under "Approved by their own maker".

Reverse a mistake

A posted voucher never changes. Open it and press Reverse with a reason. A reversal voucher with the sides swapped is made and needs approval. The original then says "Reversed by ...".

Chart of accounts

Books > Chart of accounts lists the account heads from your template, marked "From the template". You can add your own head, retire it and restore it. A template head cannot be deleted.

Open a posted voucher and press Print. You get an A4 page with the number, lines, amount in words and signature boxes. You can print it in English, Marathi or Hindi. A draft shows a "Draft, not posted" watermark.

Reports

Open Books > Reports. Choose the year.

  • Trial balance. Debit total equals credit total ("Balanced"). Download CSV.
  • Income and expenditure and Balance sheet.
  • Receipts and payments. Opening and closing cash and bank.
  • Ledger of one account with a running balance. Day book for dates.
  • Consolidated across the institutions of a legal entity.

Automatic postings

Fee receipts and payroll post to the books by themselves. Books > Automatic postings shows Control checks (fees receivable against the fees ledger, salary payable against locked pay runs, fee money in cash and bank against collections) and any waiting or failed postings with Retry and Skip. A failed posting is usually a missing account mapping. Fix it under Account mapping and press Retry.

Common questions

I cannot post to a date.

The books are locked up to a date, or no financial year exists. See Add a financial year.

The Books menu is missing.

Your institution does not keep books in SunRuby, or you lack the permission.

Using SunRuby already? Press the ? button at the top of any screen for the guide to that screen.

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