Booking Sales Automatically (Auto-posting)

Auto-posting writes your day-to-day activity into the books for you: every completed sale, sales return, goods receipt, customer payment and commission settlement becomes one balanced journal entry — exactly once, never duplicated. You map each event to your accounts once, then the books keep themselves.

Turn it on with the recommended setupCopy Anchor Link

1. Open Accountant → Auto-posting from the sidebar.
2. If you haven't set it up yet, you'll see Auto-posting is off. Click Use recommended setup.
3. The recommended mappings appear, already switched On:
   • Sales — the money side is split by how the customer paid (Cash, Card Settlements Due, Digital Wallet Settlements Due, Bank, Cheques in Hand, Store Credit Payable, Unidentified Settlements) plus Accounts Receivable for anything put on account; against Sales Revenue and Tax Payable.
   • Sales returns — Sales Returns and Tax Payable on one side; Cash or Store Credit Payable on the other, depending on how the customer was refunded.
   • Goods receipts — Inventory and Accounts Payable.
   • Customer payments — the account chosen by how the payment arrived (cash, cheque, bank transfer, digital), against Accounts Receivable. A reversed receipt puts the money back where it came from.
   • Commission — Commission Expense and Commission Payable when a run is approved, then Commission Payable against Cash or Bank when it's paid.

That's it — from now on, activity flows into the journal automatically. A sync runs on its own every 15 minutes.

Sales returns matter more than they look: until they're booked, your Profit & Loss shows what you sold without taking off what came back.

Cash means cashCopy Anchor Link

The recommended setup never books card, wallet, bank or cheque money as cash. Each way of paying lands in its own account, so Cash is only what is actually in the drawer and can be counted at the end of the day:

All of these except Accounts Receivable and Store Credit Payable sit inside the Cash & Bank folder, so your total money-on-hand figure is unchanged — it is now just broken down truthfully.

1019 Unidentified Settlements is the one to watch. A sale lands there when the document does not say how it was paid — most often a sale synced from the field without a payment breakdown. Treat a growing balance as a data-capture problem to fix at the till or on the mobile app, and clear what is already there with a journal entry once you know where the money went.

Customer payments work the same way, using the Received as value you pick when you record the receipt. A cheque sits in Cheques in Hand until you move it to Bank with a journal entry on the day it clears — so a bounced cheque never had to be pretended to be cash.

Both sides of any mapping always add up to the full document total, so every entry still balances. You can point several ways of paying at the same account if you'd rather keep it simple — pick 1010 Cash for both cash and cheque, for example.

Check coverage at a glanceCopy Anchor Link

The figures across the top of the page tell you whether auto-posting is doing its job:

• Events Mapped — how many of the events the console can book are fully mapped. The Mapping Coverage bar underneath shows mapped against unmapped.
• Active Rules — how many mappings are switched on.
• Pending Exceptions — documents that couldn't be booked and are waiting for you. Anything above zero needs attention.
• Resolved Exceptions — ones you've already cleared.
• Accounts In Use — how many accounts your mappings book into.

An event only counts as mapped when both sides have accounts. A half-filled mapping can't produce a balanced entry, so it counts as unmapped.

Change where an event booksCopy Anchor Link

The Mapping tab is a table: one row per event, showing the event name, the account it debits, the account it credits, and whether it's On or Off.

1. Click the row for the event you want — Sales or Goods receipts. The row opens to show its settings.
2. Read the two sides: Debits — Where the Value Lands and Credits — Where It Comes From. Pick a different account for any component from its dropdown.
3. Use Split this side by to choose how finely the amount is divided. For sales you can book the money side by each way of paying (recommended), or as one lump for everything collected plus customer credit, or as a single line for the full sale total. For customer payments you can split by how the money arrived or send every receipt to one account. Whichever you pick, you must choose an account for every part of it — a partly filled split can't produce a balanced entry and won't save.
4. Use the On / Off switch at the top of the opened row to pause auto-posting for that event type. Nothing is lost while it's off — documents wait and are picked up when you turn it back on and sync.
5. Save from the amber bar that appears at the top of the screen. Both sides always add up to the full document total, so every entry balances — the save is rejected if a mapping ever couldn't.

A row that reads Not mapped in grey has no account chosen on that side yet.

Sync right nowCopy Anchor Link

Click Sync now in the top-right corner any time — for example right after changing a mapping. A summary tells you how many documents were booked, how many were already in the journal, and how many need attention. Running it twice is safe; nothing is ever booked twice.

Fix documents that couldn't be bookedCopy Anchor Link

Anything auto-posting can't book waits on the Exceptions tab — it is never silently dropped.

1. Open the Exceptions tab. The Pending list — with the count in the tab itself — shows each stuck document with the reason: no mapping for this event, the month is closed, and so on.
2. Fix the blocker — add or turn on the mapping, or reopen the month on Fiscal Periods.
3. Open the row's ⋮ menu and choose Retry posting. Once booked, the row moves to Resolved.

Retrying is always safe: if the entry was already booked, the retry just tells you so.

TipsCopy Anchor Link

• Changing a mapping only affects documents booked from then on — entries already in the journal don't change. Correct a wrong entry by reversing it from the Journal. This matters most if you have been running auto-posting for a while: sales already booked keep whatever account they were booked to at the time, so your Cash history will not re-split itself.
• Editing mappings, retrying, and syncing need their own permission, separate from viewing — typically only the owner or accountant changes where money books. Without it the table is read-only and Sync now isn't shown.
• Activity from before you turned auto-posting on isn't booked automatically — enter it as opening balances with a manual journal entry.
• The Journal page's In Exceptions figure is the same pending count, so you can spot a backlog without opening this screen.