Manage Groups and Accounts

To manage your accounting, Giddh categorizes information under some broad and basic accounts and groups. This later helps in tracking and processing information, and generating invoices, credit and debit notes, and business intelligence reports like Profit and Loss, Balance Sheet and Trial Balance.

Giddh provides you some default (prebuilt) groups and accounts. You can create more groups and accounts as necessary (you cannot create main groups – to raise such a request, get in touch with our customer support team). In hierarchy, groups come at the top and accounts at the last. That is, a group can contain sub-groups and accounts, but an account is the last container of information and cannot contain further accounts or sub-groups.

Here is a list of prebuilt groups and accounts on Giddh:

Main Groups

Groups

Sub-groups

Accounts

Shareholders’ funds

Reserves & Surplus

General Reserves

Non Current Liabilities

--

--

--

Current Liabilities

Duties and Taxes

CGST

CGST (CGST)

CGST (IGST)

GST Cess

--

IGST

IGST (CGST)

IGST (IGST)

SGST

SGST (CGST)

SGST (IGST)

TCS Payable

--

TDS Payable


UTGST

UTGST (CGST)

UTGST (IGST)

Sundry Creditors

--

--

Fixed Assets

--

--

--

Non Current Assets

--

--

--

Current Assets

Bank Accounts

--

--

Cash

Cash

Equipment

--


Reverse Charge

Reverse Charge

Sundry Debtors

--

--

TCS Receivable

--

--

TDS Receivable

--

--

Revenue From Operations

Sales

Sales

Other income

Exchange Gain

--

--

Operating Cost

Discount

Discount

Purchases

Purchases

Indirect Expenses

Exchange Loss

--

--

Other Indirect Expenses

Round Off


Create a new group

A new group can be created under the main groups only (the left-most column). A group can contain sub-groups and accounts. Each sub-group in turn can have more sub-groups and accounts. This hierarchy can continue to many levels. However, an Account is the last level in the hierarchy. You cannot create any sub-group or accounts under it.

  1. In the Manage Accounts section, click on any of the main groups given in the left-most column (we have taken example of Non Current Assets main group)
  2. Now click on the Create New button and then click on the Create Group button.
  3. An entry form opens on screen. Enter the details in the fields as necessary:
  4. Finally, click on the Add button.

A confirmation message is displayed on screen. The group has been created.

Create a new account (vendor / supplier / customer / client)

An account can represent a vendor / supplier or customer / client or other entities. The entry forms for them may vary slightly from each other depending on whether you are receiving payments / goods / services from them or to them.

Create a supplier / vendor account:

  1. On the Manage Groups and Accounts page, click on the Current Liabilities button present in the list on the left-hand side.
  2. Click on Sundry Creditors then Create New and Create A/c button.
  3. Provide the necessary details in the entry form that opens on screen:
    • Select Group: The group under which this account is being created comes prefilled here. You can change it if necessary.
    • Account Name: Provide a name to the vendor’s account. This is generally their registered name.
    • Country: This is the country to which the vendor belongs to. Choose one from the dropdown list.
    • Currency: Choose the vendor’s preferred currency. The currency chosen here and your company’s base currency both show on the invoices.
    • Opening Balance: This amount can be the amount owed to or by the vendor. For example, if the vendor owes you Rs 1000, enter the amount and click on the Dr button.
    • Address: This can be the vendor’s head office, branch office or any other address.
    • State: Choose a state for the vendor from the dropdown list.
    • GSTIN: Enter the registered GST Identification Number.
    • Party Type: This defines under which category is the vendor registered with the government. If it is not applicable, then choose the option ‘Not Applicable’, otherwise chose from Deemed Export, Government Entity or SEZ.
    • Add Address: You can add multiple addresses for a vendor and remove and update them later.
    • Contact: The information you enter here (Attention To, Mobile Number and Email Id) will be used on the invoices.
    • Others: This option covers three fields. ‘Account Unique Name’ (field 1) can be anything that allows you to identify the vendor in case of confusion. If you do not provide it, the software automatically generates a unique name. ‘Balance for Trigger’ (field 2) is the debit or credit amount beyond which the system will send an alert email to the administrator. This feature works only when the trigger is configured. Please contact our Support Team to know more. Description (field 3) is information about the vendor that can be used to communicate important details to other internal users.
    • Bank Details: Enter the name of the vendor (as registered with their bank), their account number and the IFSC code. You may have to get these details from the vendor to enter them here.
  4. Click on the Save button.

An account for the new vendor or supplier (New Sundry Creditor) has been created.

You can also quickly add a Vendor while creating a Purchase Entry in Ledger.

Note: You can add vendors from All Modules > Vendors > New Vendor also. Or you can create a vendor while creating a purchase invoice.


Create a customer / client account

By adding a customer, you basically register them on the accounting software. A dedicated ledger gets automatically created and their name starts showing as an option in the list of customers on the Sales invoice.

To add a customer to the portal, follow these steps:

  1. On the Manage Groups and Accounts page, click on the Current Assets button present in the list on the left-hand side.
  2. Click on Sundry Creditors then Create New and Create A/c button.
  3. Provide the necessary details in the entry form that opens on screen:
    • Select Group: The group under which this account is being created comes prefilled here. You can change it if necessary.
    • Account Name: Provide a name to the Customer’s account. This is generally their registered name.
    • Country: This is the country to which the customer belongs to. Choose one from the dropdown list.
    • Currency: Choose the customer’s preferred currency. The currency chosen here and your company’s base currency both show on the invoices.
    • Opening Balance: This amount can be the amount owed to or by the customer. For example, if the customer owes you Rs 1000, enter the amount and click on the Dr button.
    • Address: This can be the customer’s head office, branch office or any other address.
    • Add Address: You can add multiple addresses for a customer. You can remove or update them later.
    • Contact: The information you enter here (Attention To, Mobile Number and Email Id) will be used on the invoices.
    • Others: This option covers three fields. ‘Account Unique Name’ (field 1) can be anything that allows you to identify the customer in case of confusion. If you do not provide it, the software automatically generates a unique name. ‘Balance for Trigger’ (field 2) is the debit or credit amount beyond which the system will send an alert email to the administrator. This feature works only when the trigger is configured. Please contact our Support Team to know more. Description (field 3) is information about the customer that can be used to communicate important details to other internal users.
  4. Save: Click on the Save button to store this information.

You can also add a Customer while adding Sales Entry in Ledger.


Note: You can also add a customer or client from All Modules > Customers > New Customer also. Or the new customer can also be added while creating a sales invoice.


Edit / Delete an Account (Vendor / Supplier / Customer / Client)

You can edit and delete custom accounts and not the default accounts. 

Edit or Delete a vendor / supplier account

  • Select Current Liabilities.
  • Select Sundry Creditor and select the Account Name you wish to edit.
  • Choose between edit and delete options and follow the steps as mentioned here:
  • Edit: Make the necessary changes to the fields and save changes by clicking on the Update button.
  • Delete: Click on the Delete button given at the bottom of the entry form; a popup message asks you to confirm the action, choose Yes. A confirmation message will appear on screen.


Edit / Delete a customer / client account

  • Select Current Assets.
  • Select Sundry Debtor and select the Account Name you wish to edit.
  • Choose between edit and delete options and follow the steps as mentioned here:
  • Edit: Make the necessary changes to the information and save changes by clicking on the Update button.

 Delete: Click on the Delete button given at the bottom of the entry form; a popup message asks you to confirm the action, choose Yes. A confirmation message will appear on screen.


Edit / Delete / Move a Group

You cannot edit, delete or move the main groups (listed in the left-most column) and the default groups.

However, you can edit, delete or move the custom groups (those created by you). To move a custom group:

  1. On the Manage Accounts and Groups page, navigate to the custom group.
  2. An entry form like the one shown here appears in the right-most column of the page.
    • Edit: Make the necessary changes in the fields and click on the Update button. A confirmation message will appear on screen.
    • Delete: Clicking on Delete will open a popup window seeking your final permission before removing the chosen group. Choose Yes. A confirmation message appears on screen.
    • Move: You can move this group and all the accounts and groups under it to any other group. Click in the ‘Group name’ field and a dropdown list of existing main groups, groups and sub-groups appears in a dropdown. Choose from them to move the current group. A confirmation message appears on screen.

Share Ledgers of Groups / Accounts

You can give users different levels of access by sharing permissions with them. Here is how you can do it:

  1. Select the main group or navigate to the group or account which you want to share.
  2. Now click on the Share button that appears at the top right corner.
  3. A popup window appears on screen. Please enter the following information:
    • Share With: Mention the email address of the recipient.
    • Select Permission: There are basically 3 types of permissions that you can share with the users. These include View (read-only), Admin (view and edit permission on a company) and Super Admin (view and edit permission on all the companies of a log in). If you have created custom permissions, they too will appear here.
  4. Finally, click on the Share button. If the sharing operation is successful, a confirmation message is displayed on screen.


Export Ledger for Groups

You can download the ledgers for all accounts contained in main groups, groups and their sub-groups.

To export the ledger, do the following:

  1. Navigate to the group whose account ledgers you want to export.
  2. Now click on the Export button that appears at the top right corner.
  3. A popup window appears on screen. Enter the following information:
    • Date Range: Click in the Date Range button and pick from the options that appear on screen.
    • Type: Select Detailed if you want to include information like Voucher Number, Voucher Type and Description in the ledger. Otherwise, simply select Mini. 
    • Export As: It is the format. Choose between PDF and Excel options.
    • Order: It is date-wise Ascending (Oldest to Recent) or Descending (Recent to Oldest).
  4. Click on the Export button. An email is sent to the email address with which you have logged in to the software. If the sharing operation is successful, a confirmation message is also displayed on screen.
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