Accounts
Every party you buy from or sell to, and every ledger you post to — bank, cash, expenses, capital — is an account head. For customers and suppliers this screen also holds their GST details, licences, credit limits and billing rules.
Finding an Account
The list on the left shows your accounts. Type in Search to jump to one; tick Show By Short Also to match the Short name too. Filter by Ac Group, Coll Grp, RM Grp or Mobile and click Filter (Clear removes them). Quick filters:
- Only InActive — accounts marked Inactive Account.
- Dupli Acc — possible duplicate names.
- Dupli GST — more than one account with the same GSTIN.
Show Ledger opens this account's ledger; Get Balance shows its current balance. List opens the Account List report.
Adding and Editing
Add New, Repeat (a new account pre-filled from the one on screen), Edit, Save, Drop and Delete work as in other masters, subject to your user permissions.
When you Save, dsGST checks these and highlights the field in pink if something's wrong:
- Account Name is filled in.
- PAN and GSTin, if entered, are in a valid format. Tick No Check to save a GSTIN that doesn't pass the format check.
- Code isn't used by another account.
- State Cd is filled in for customers and suppliers (Sundry Debtors / Creditors) — and left blank for every other kind of account.
- With e-invoicing enabled, a party with a GSTIN also needs Address, City and PIN Code.
Fields
Identity and Grouping
| Field | What it's for |
|---|---|
| Account Name | The name used on bills and in reports. |
| Short | A short name you can search by. |
| Code | Your own code for the party — must be unique. |
| Ac. Group | Where the account sits in your books (Sundry Debtors, Bank, Expenses …) — this decides how it appears in the Trial Balance and final statements. Groups are set up under Master > Account Group. |
| Sub Grp, RM Grp | Your own groupings — pick an existing value or type a new one. Used as linked filters in account reports, outstanding and sales performance. |
| Cate | The party's Collection Group. |
| Op. Balance | Opening balance for the year. |
| Inactive Account | Hides the account from day-to-day lists. |
Contact
Address, City, PIN Code, Distance (km, for e-way
bills), Contact Person, Phone No., Mobile No., Fax No.,
EMail Address (several addresses can be entered, separated by
; — mails from dsGST go to all of them, but only the first is put on
e-invoices and e-way bills), Do-Birth, Do-Anniversary and
Notes.
Party (Hi), Address and City (Hi) hold the name and address in Hindi, for printing address labels.
Tran. Type / Transport is the party's usual transporter, filled in on their sale bills.
GST and Tax
| Field | What it's for |
|---|---|
| GSTin | The party's GSTIN. C&C copies it and opens the GST portal's taxpayer search so you can check it. |
| State Cd | The party's state — decides whether a bill carries CGST + SGST or IGST. |
| PAN, TIN, Srv Tx No | Other registrations. |
| Composition | The party is a composition dealer — their bills are marked accordingly. |
| ITC Available | Used to filter GST statements to purchases on which input tax credit can be claimed. |
| Nil Rate / Exempt / Non GST | Sales to this party are reported under the matching head of the nil-rated, exempt and non-GST section of GSTR-1. |
| HSN / ACS | HSN or service accounting code for expense and service ledgers, used when they appear in the Purchase Register. Get picks from the HSN list. |
| Charge TCS | TCS is charged on sales to this party (when TCS is enabled). |
Licences
Lic. Num, Lic. Num 2, Lic No 3 and Validity — the party's drug or trade licences and their expiry date. If Block Licence Expired Pty is ticked in Set Defaults, items can't be billed to a party whose licence has expired. Aadhaar is also kept here.
Billing Rules
Credit limits (Bill Limit, Credit Limit, Days Limit, No of Bills), Lock Cash / Lock Credit, Std Disc, Frt / Cs and Min Expiry are described in Party Limits and Defaults.
Lock NRx stops NRx (narcotic) items — see Items — from being billed to this party.
Bank and Payments
Bank & Branch, IFS Code and A/c No — the party's bank details, e.g. for payments. UPI Search — any extra text (such as the party's UPI name) that should find this party when you search for it, e.g. when matching UPI receipts.
Changing Many Accounts at Once
To set one field on many accounts together — group, collection group, sub group, RM group, transport, city, PIN and so on — use the Account Markup options:
Clear Sel clears the selected mark on all accounts, not just the one on screen. The mark is used to pick a set of accounts in the Account Summary report.