Post journal, contra, payment and receipt vouchers
Go to Accounting, open the Vouchers tab and click New voucher. Choose Journal, Contra, Payment voucher or Receipt voucher, enter each ledger with its debit or credit, and click Post once the debits equal the credits.
In EaseDesk: Accounting → Vouchers → New voucher. Log in or start a free trial.
Steps
- 1 Open Accounting, choose the Vouchers tab and click New voucher.
- 2 Under Voucher, choose Journal, Contra, Payment voucher or Receipt voucher. The line under the heading says what each one is for.
- 3 Set the Date, and add a Reference (cheque number, UTR) and a Narration if you need them.
- 4 On each line, click Choose a ledger, pick the ledger and enter the Debit or the Credit. Click Add line for more.
- 5 For a bank charge or similar cost with GST, switch on GST on this line and choose the rate.
- 6 Check that no Difference shows under the totals, then click Post. Save draft keeps it without a number.
When you need a voucher
Most entries post themselves: every invoice, receipt, bill and vendor payment goes to your books automatically. Vouchers are for the rest, such as a provision for rent, interest credited by the bank, capital brought in, or cash deposited into the bank.
Rules to know
- Debits must equal credits. The form shows the difference as you type, and EaseDesk refuses to post an unbalanced voucher.
- Each type has its own series per financial year: JV, CV, PV and RV, for example JV/26-27/0001.
- On a customer’s or vendor’s line, EaseDesk lists their open invoices or bills. Click Fill oldest first or type an amount against each; what is left stays on their account.
- On a GST line, choose Input for tax you pay (with Input credit on if you can claim it) or Output for tax you charge, and switch on IGST for an inter-state charge.
- If you use cost centres, pick one on any line other than bank or cash to see profit by project or department.
- Nothing can be posted on or before a locked date. See Lock periods and close the financial year.
Who can do it
Creating, changing and cancelling vouchers needs the vouchers permission, which the Owner, Admins and Accountants have. Every voucher appears in the Day book tab, and your accountant can mark it reviewed on the Review tab.
Questions
Which voucher do I use?
A journal for adjustments, provisions and corrections between ledgers other than bank and cash. A contra for cash deposited or withdrawn, or money moved between your own accounts. A payment voucher for money paid out without a bill, such as bank charges or drawings. A receipt voucher for money in that is not a customer invoice, such as interest, capital or a loan.
Can I change a posted voucher?
Yes. Click Edit, make the change and click Save changes, then give a reason. The voucher keeps its number; the entry is reversed and posted again, and the old version stays in the audit log.
How do I undo a voucher?
Click Cancel voucher and give a reason. The entry is reversed and any bills it settled are open again. The number stays in the series, so there are no gaps.
Can a voucher repeat every month?
Yes. Switch on Repeat and choose how often, with an end date if you want one. A draft copy is made on each date for you to check and post, which suits monthly provisions.
Still stuck? WhatsApp or call +91 91525 20552 or write to support@easedesk.com. Updated 28-09-2026.