Product Guide

How to use VS Finance from dashboard to reports.

This guide explains every workspace sidebar link except Platform Admin. Use it to understand what each module does, when to use it, and how each action flows into ledgers, reports, balances, and tenant controls.

Sidebar Module

Home

The home dashboard gives each company a live operating view of money coming in, money going out, balances, alerts, and recent activity.

Home / Dashboard

Shows income, expenses, profit or loss, receivables, payables, bank and cash, charts, and real-time activity.

Open it after login to check company health.
Use the quick action buttons for common tasks.
Watch overdue invoices, unpaid bills, cash movement, and recent journal activity before making decisions.

Open Home / Dashboard

Sidebar Module

Companies

Companies are separate tenant workspaces. Every customer, invoice, bill, report, and journal belongs to the selected company.

Companies

Create companies, switch active company, and maintain core tenant details.

Create a company with country, currency, contacts, tax number, and address.
Switch the active company from the top bar before entering transactions.
Use company settings to keep each tenant isolated and correctly branded.

Open Companies

Sidebar Module

Inventory

Inventory manages products, services, categories, stock quantities, stock movements, valuation, bundles, warehouses, expiry tracking, and reorder alerts.

Inventory

Create products and services, organize them into categories, manage stock, and review movement history.

Add products or services with SKU, unit, price, purchase cost, tax, category, warehouse, and stock settings.
Use category profiles to review all items and movements inside that category.
Post adjustments, transfers, bills, invoices, and sales receipts so stock updates automatically.

Open Inventory

Sidebar Module

Sales

Sales covers customers, quotes, invoices, receipts, payment collection, customer statements, direct income, and credit adjustments.

Customers

Stores customer profiles, balances, invoice history, payments, and statements.

Create or edit customer contact, tax, email, phone, and address details.
Open a customer profile to view linked invoices and statement activity.
Export or print customer statements when reconciling accounts.

Open Customers

Direct Income

Records income received without issuing an invoice first, such as consulting fees, miscellaneous revenue, or walk-in sales.

Choose the income account and receiving bank or cash account.
Enter date, amount, customer if applicable, tax, and reference.
Post it to create balanced journal entries immediately.

Open Direct Income

Quotes

Creates estimates before a sale is accepted and can convert accepted quotes into invoices.

Select a customer, enter expiry date, terms, and line items.
Send or mark the quote as accepted when approved.
Convert the accepted quote to an invoice so the receivable is posted correctly.

Open Quotes

Invoices

Tracks customer invoices, totals, balances, tax, payment state, PDFs, and payment links.

Create an invoice from the invoice page or quick-create menu.
Add items, quantities, prices, discounts, tax, notes, and due date.
Generate PDFs or payment links and record customer payments against open invoices.

Open Invoices

Sales Receipts

Records sales where payment is received immediately.

Select customer or walk-in sale details.
Add sold items or service lines.
Post the receipt to record income, tax, cash or bank receipt, and any stock issued.

Open Sales Receipts

Payments Received

Records customer payments against outstanding invoices.

Select the customer and open invoice.
Enter amount, method, reference, and payment account.
Use partial payments when the customer pays less than the invoice balance.

Open Payments Received

Credit Notes

Reduces customer balances for returns, overbilling, allowances, or invoice corrections.

Select the customer and invoice if applicable.
Add credited items, amounts, tax, and reason.
Post the credit note so receivables, revenue, tax, and stock reversal entries update.

Open Credit Notes

Recurring Invoices

Sets up repeat invoice profiles for subscriptions, retainers, rent, and recurring services.

Create a recurring profile with customer, frequency, start date, end rule, and line items.
Review the next generation date before saving.
Use generated invoices for regular billing without retyping the same details.

Open Recurring Invoices

Customer Statements

Produces customer account statements for reconciliation and collections.

Select customer and statement period.
Review invoice, payment, credit note, and running balance lines.
Export or print the statement for customer confirmation.

Open Customer Statements

Payment Links

Generates secure payment request links for invoices, quotes, retainers, deposits, or balances.

Create links from the invoice, quote, or payment-link page.
Copy, share, or email the link to the payer.
Verify successful payments and apply them to the related customer document.

Open Payment Links

Delayed Charges

Captures chargeable customer work that will be invoiced later.

Record the customer, service, amount, and date when the charge occurs.
Review outstanding delayed charges before invoicing.
Add the charge to a later invoice when billing the customer.

Open Delayed Charges

Delayed Credits

Captures customer credits that will be applied to a future invoice.

Record the customer, credit reason, amount, and date.
Keep it pending until the next invoice is prepared.
Apply it to reduce the future invoice total.

Open Delayed Credits

Sidebar Module

Purchases

Purchases manages vendors, expenses, bills, supplier payments, supplier credit notes, recurring bills, purchase orders, and contractor payments.

Vendors

Stores supplier profiles, balances, bill history, payments, documents, tax details, and statements.

Create a vendor with contact, company, tax, currency, payable account, and payment terms.
Open vendor profiles to view bills and statement activity.
Generate supplier statements before paying month-end balances.

Open Vendors

Expenses

Records paid business expenses and supports bulk expense uploads.

Choose expense account, amount, tax mode, paid-through account, vendor, customer, reference, and notes.
Upload CSV templates for petty cash or bulk expenses.
Post expenses to update bank or cash balances and expense ledgers.

Open Expenses

Bills

Records supplier bills payable later, including subtotal, discount, tax, adjustments, and final total.

Select vendor, bill number, dates, terms, payable account, subject, and line items.
Use stock items when the purchase should increase inventory quantities.
Post the bill to increase Accounts Payable and the selected expense or inventory accounts.

Open Bills

Payments Made

Records payments against supplier bills.

Select vendor and open bills.
Enter payment method, paid-through account, reference, date, and amount.
Use partial payments when paying only part of a supplier bill.

Open Payments Made

Supplier Credit Notes

Records supplier credit notes that reduce supplier balances and purchase value.

Use it when a supplier issues credit for returned, missing, or overbilled goods.
Select vendor, credit note number, date, payable account, and credited line items.
Post it to reduce Accounts Payable and reverse expense, tax, or inventory effects.

Open Supplier Credit Notes

Recurring Bills

Creates recurring purchase profiles for rent, utilities, subscriptions, and predictable supplier charges.

Enter profile name, frequency, dates, vendor, account, amount, tax, and notes.
Review the next creation date before saving.
Use profiles to avoid manually recreating the same bill each period.

Open Recurring Bills

Purchase Orders

Tracks purchase requests sent to suppliers before bills are received.

Create a purchase order with vendor, items, quantities, expected prices, and delivery details.
Use it for approval and ordering before supplier invoicing.
Convert or reference it when entering the final supplier bill.

Open Purchase Orders

Contractor Payments

Tracks contractor-related payments and compliance data.

Record contractor, payment amount, category, date, and reference.
Use reporting tags where needed for compliance.
Export contractor payment detail during tax preparation.

Open Contractor Payments

Sidebar Module

Time Tracking

Time Tracking connects projects, tasks, employees, vendors, billable hours, approvals, and project profitability.

Projects

Manages project details, customer billing method, budgets, assigned users, tasks, and watchlist settings.

Create a project with customer, code, billing method, description, and budgets.
Add users and project tasks.
Review project activity and use profitability reports to compare budget versus actuals.

Open Projects

Timesheets

Captures daily or weekly time entries for employees, vendors, and project work.

Select project, task, person, date, hours, billable status, and rate.
Submit time for review or approval.
Use approved billable time when preparing invoices or project reports.

Open Timesheets

Sidebar Module

Banking

Banking manages bank and cash accounts, deposits, withdrawals, statement uploads, reconciliation, transfers, bank rules, and cheque controls.

Bank Accounts

Creates and reviews company bank accounts, account balances, and transaction history.

Add bank account details and map them to the correct chart-of-accounts ledger.
Record deposits, withdrawals, and bank activity.
Use balances for cash flow and reconciliation.

Open Bank Accounts

Cash Book

Records cash movements where physical cash or petty cash is used.

Select cash account and enter receipt or payment details.
Attach references or notes for petty cash controls.
Review running cash balances before reimbursement.

Open Cash Book

Bank Statement Upload

Imports bank statement data for matching and reconciliation.

Download or prepare a supported statement file.
Upload and map columns such as date, description, amount, and reference.
Review imported lines before posting or matching.

Open Bank Statement Upload

Reconciliation

Compares system transactions to bank statements and records reconciled balances.

Select account, statement period, opening balance, and closing balance.
Tick matched deposits and withdrawals.
Resolve differences before completing reconciliation.

Open Reconciliation

Transfers

Moves funds between bank, cash, and supported internal money accounts.

Select source and destination accounts.
Enter date, amount, and reference.
Post the transfer to create balanced debit and credit entries.

Open Transfers

Bank Rules

Defines categorization rules for imported bank transactions.

Create rules based on description, amount, reference, or account.
Choose the destination ledger or transaction type.
Apply rules during bank import review to speed up coding.

Open Bank Rules

Cheque Printing

Tracks cheque preparation, approval, and print workflow data.

Create a cheque run with payee, amount, account, and purpose.
Review approval and print status.
Use cheque references in bank reconciliation.

Open Cheque Printing

Sidebar Module

VS Wallet

VS Wallet supports company wallet ledgers, payment links, collections, payouts, recipient verification, deposits, and transfer activity.

VS Wallet

Collects payments, creates payment links, verifies payout recipients, and sends controlled bank or mobile-money transfers.

Fund the company wallet before sending money.
Resolve bank or mobile-money recipient names before saving recipients.
Generate invoice or quote payment links and monitor collections and activity.

Open VS Wallet

Sidebar Module

Accountant

Accountant tools provide manual journals, bulk updates, chart of accounts, budgets, fixed assets, period controls, and adjusting entries.

Manual Journals

Creates and reviews manual journal entries using debit and credit lines.

Enter date, reference, description, accounts, debit, credit, and line memo.
Ensure total debits equal total credits before posting.
Click register entries to review details and export journal reports.

Open Manual Journals

Bulk Update

Imports coded journal or transaction updates from spreadsheet templates.

Download CSV or Excel templates with accountCode placeholders.
Fill transaction rows using the chart-of-accounts codes.
Upload and validate before posting the batch.

Open Bulk Update

Currency Adjustments

Records exchange-rate or currency revaluation adjustments where multi-currency balances exist.

Select currency, account, adjustment amount, and date.
Review gain or loss impact.
Post only after confirming supporting rates and balances.

Open Currency Adjustments

Chart of Accounts

Maintains all ledger accounts used by transactions and reports.

Create accounts with code, type, subtype, name, and opening balance.
Use account codes consistently in uploads and integrations.
Keep accounts active and categorized correctly for reports.

Open Chart of Accounts

Budgets

Creates budget targets for revenue, expense, project, department, or reporting views.

Choose budget period, account, category, and amount.
Compare budget against actuals in reports.
Revise budgets when approved by management.

Open Budgets

Transaction Locking

Locks closed accounting periods to stop unwanted backdated edits.

Select lock date and scope.
Apply locks after reconciliation or period close.
Use authorized unlocks only when corrections are approved.

Open Transaction Locking

Fixed Assets

Tracks capital assets with supplier, invoice, reference, and account mapping details.

Create assets with vendor or supplier, invoice number, invoice date, purchase date, cost, useful life, and supporting notes.
Use account dropdowns to prevent mapping errors.
Review asset status before posting depreciation.

Open Fixed Assets

Depreciation Schedules

Plans and tracks depreciation entries for fixed assets.

Select an asset and depreciation method.
Review generated monthly or annual depreciation amounts.
Post approved depreciation journals.

Open Depreciation Schedules

Opening Balances

Captures starting ledger balances when a company begins using VS Finance.

Enter opening balances for bank, receivables, payables, inventory, equity, and other accounts.
Validate that total debits and credits balance.
Post opening entries before recording current transactions.

Open Opening Balances

Adjusting Entries

Records accruals, prepayments, corrections, and period-end adjustments.

Prepare supporting documentation.
Select accounts and debit or credit amounts.
Post only balanced entries and keep notes for audit review.

Open Adjusting Entries

Sidebar Module

Payroll

Payroll links employee records, payroll run tracking, tax filing exports, celebrations, and VSHR accounting integration.

Employees

Tracks employee records used by payroll and reporting workflows.

Create employee profiles with department, role, tax, pension, and contact data.
Keep employee records updated before payroll runs.
Use payroll reports to review employee costs.

Open Employees

Birthdays

Shows team celebration dates and HR reminders.

Review upcoming birthdays and staff milestones.
Use it for internal HR follow-up.
Keep dates updated through employee records.

Open Birthdays

Payroll Runs

Tracks payroll processing batches and payroll accounting totals.

Create payroll run records with salary, tax, pension, and net-pay totals.
Review payroll liability accounts before posting.
Use VSHR integration when payroll is generated externally.

Open Payroll Runs

Tax Filing Exports

Prepares payroll tax, PAYE, pension, or statutory filing export data.

Select reporting period and payroll source.
Review liability totals and employee details.
Export data for filing preparation.

Open Tax Filing Exports

VSHR Integration

Connects VSHR payroll postings into VS Finance journals.

Configure integration settings and allowed posting data.
Receive payroll totals from VSHR.
Post salaries expense, PAYE payable, pension payable, and salaries payable journals.

Open VSHR Integration

Sidebar Module

Reports

Reports convert ledger, sales, purchase, banking, inventory, payroll, tax, and project data into professional accounting outputs.

Report Center

Lists report categories and report cards with generation, filters, saved views, and exports.

Select a report category and report type.
Apply filters for date, customer, vendor, account, project, currency, tax, and status.
Export PDF, Excel, CSV, or print-friendly views.

Open Report Center

Profit and Loss

Shows revenue, cost of goods sold, gross profit, expenses, and net profit.

Choose date range and accounting basis where available.
Click ledger totals to drill down into transactions.
Export the report for management review.

Open Profit and Loss

Balance Sheet

Shows assets, liabilities, and equity at a selected date.

Pick the as-of period.
Review whether Assets equal Liabilities plus Equity.
Drill into account balances for supporting transactions.

Open Balance Sheet

Trial Balance

Lists account debit and credit balances and supports ledger drill-down.

Select a period filter.
Click an account amount to see contributing transactions.
Export account-only transaction details for reconciliation.

Open Trial Balance

AR / AP Aging

Groups receivable and payable balances by current, 0-30, 31-60, 61-90, and 90+ day buckets.

Toggle AR, AP, or both.
Filter by customer or vendor where needed.
Use aging to prioritize collections and supplier payments.

Open AR / AP Aging

Cash Flow

Summarizes operating, investing, and financing cash movements.

Select date range.
Review opening cash, inflows, outflows, and closing cash.
Use it for liquidity planning.

Open Cash Flow

Tax Summary

Summarizes sales tax, purchase tax, tax payable, and recoverable tax.

Select tax period and tax type.
Review taxable sales, taxable purchases, and net liability.
Export support schedules for filing.

Open Tax Summary

Payroll Summary

Shows payroll expense, tax liabilities, pension liabilities, and employee or department totals.

Select payroll period.
Filter by employee or department.
Compare payroll posting totals to VSHR outputs.

Open Payroll Summary

Sidebar Module

Documents

Documents stores and previews company files, receipts, bills, inventory photos, invoice attachments, and supporting records.

Documents

Uploads, organizes, previews, and downloads files linked to accounting records.

Upload receipts, images, PDFs, and supporting documents.
Link documents to transactions where possible.
Preview images and documents inside the system before downloading.

Open Documents

Sidebar Module

Workflow Center

Workflow Center holds operational workflows that extend core accounting without mixing them into one large page.

Workflow Center

Lists company-scoped workflow modules such as imports, automation setup, approvals, and supporting registers.

Open the workflow module that matches your task.
Fill structured records with dates, references, statuses, and notes.
Use workflow records as support for accounting, reporting, and audit trails.

Open Workflow Center

Sidebar Module

Settings

Settings controls company preferences, users, roles, taxes, numbering, layout, currencies, integrations, and security options.

Settings

Maintains company configuration and permission controls.

Add company users and assign roles such as Admin, Accountant, Manager, or Viewer.
Create and manage taxes, invoice numbering, currencies, payment methods, and layout options.
Review permissions before giving users access to sensitive modules.

Open Settings

Sidebar Module

Billing

Billing manages VS Finance subscription status, trial expiry, plan selection, referrals, add-on company charges, and discount codes.

Billing

Shows trial status, subscription plan, checkout totals, referral rewards, and discount-code entry.

Review the active company subscription state.
Enter a discount code before checkout if one was provided.
Activate or renew the company plan using secure checkout.

Open Billing

Sidebar Module

Integrations

Integrations connect VS Finance with payroll, APIs, webhooks, email delivery, and import/export workflows.

VSHR Integration

Receives payroll accounting data from VSHR.

Configure the integration and posting accounts.
Allow VSHR to push payroll run totals.
Review and post payroll journals into VS Finance.

Open VSHR Integration

Webhooks

Defines event callbacks for connected business systems.

Create webhook records with event type, endpoint, and status.
Use secure URLs controlled by your integration team.
Monitor webhook activity and failures.

Open Webhooks

API Access

Tracks API credentials and integration access requests.

Create API access records for approved systems.
Scope access to the needed company and module.
Rotate or disable credentials when no longer needed.

Open API Access

Email Delivery

Configures standard email delivery workflows for invoices, reports, and notifications.