VariPOS Documentation

Read module-by-module like an operations story. Every scene tells what to do, what to check, and what outcome to expect.

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Finance

Expenses, Payments, Ledgers, and Reminders

Daily cash and bank discipline happens in this part of your business story.

Scene 1: Expenses – Scene 1

Expenses are generally those expenditures for which you go not get any tax invoice and you can not claim ITC. By tapping on the Expense (s) on the dashboard or Expenses menu item, opens up the Expenses screen.

Step 1

On the expenses screen, all the expenses are listed. In the App bar, you have the icon button for expenses reports, option to download Excel, print pdf and share pdf of the listed expenses. Below this are the date filters. by default only today's expenses are listed. Below that you have search field, category filter and manage button for managing the categories.

Step 2

On tapping the manage button, opens up the categories screen where you can add, edit, archive categories and download categories data as excel file.

Step 3

On expenses screen, below filter, you have toatal card which shows the total of the filtered expenses. Below that you have the list of cards of enxpense. on the right side of each expense card, you have the option to edit and delete the expense. At the bottom of the screen you have the Add Expense FAB button (+).

Step 4

On tapping the add expense or edit, opens up the New Expense/edit screen. Here you should:

Set the expense number (generally not required to edit and is locked by default).
Set expense amount.
Check if it is correction entry for previous FY (rarely used and generally not required to change).
Select expense category and can also create category on the fly if required by pressing + button.
Select Payment mode.
Add note if any.
Set expense date.
Tap Save button which will add the expense entry.

Step 5

By tapping on the reports icon in the app bar, opens up the expense reports screen.

Step 6

Here you can view and filter reports by FY, category, payment mode wise. you can view expenses pie chart either by payment mode or category wise. you can also export the expenses report as excel.

Scene 2: Payments and Ledgers and reminders – Scene 2

By tapping the Payments on the dashboard or in menu, opens payments screen.

The Payments module is used to track how business transactions were actually settled. Sales, purchases, expenses, and returns create balances, but the payments module shows whether those balances were cleared by cash, bank, or adjustment. It helps the owner verify money movement, check outstanding amounts, and keep customer and supplier accounts clean.

Cashbook shows all cash-in and cash-out entries. It is used for daily counter checking and cash balance verification.

Bankbook shows all bank-related entries such as transfer, card, cheque, or UPI routed through bank settlement. It helps match app records with bank statement or passbook.

Adjustments shows balance changes without direct cash or bank movement, such as advance adjustment, return adjustment, or ledger settlement entries.

Ledger shows party-wise account history. It helps the user see opening, transactions, payments, adjustments, and closing balance for each customer or supplier.

Customer Ledger is used to check what each customer purchased, what amount was received, and what is still outstanding.

Supplier Ledger is used to check purchases from each supplier, what was paid, and what amount is still payable.

In short, the payments module is the money-settlement and account-reconciliation section of the app. It gives control over cash flow, bank flow, adjustments, and party balances in one place.

Payments and Ledgers and reminders – Scene 2 scene image