Accounts

1 What is the Accounts module?

Accounts is a double-entry ledger and the core every other Ritzy module posts into. Every transaction — an invoice, a receipt, a journal — moves money between accounts so that debits always equal credits, and balances update automatically.

• Post the day-to-day vouchers (sales, purchases, receipts, payments, journals).
• Settle open bills by allocating receipts and payments against them.
• Automate the repetitive parts — post-dated cheques, recurring vouchers, depreciation.
• Report the results as trial balance, balance sheet, P&L, ledgers, statements and ageing.

Invoices raised in Cargo, Inventory, Real Estate, Payroll and the other modules land in the same ledger, so the Accounts reports always show the whole company.

2 The Accounts menu

Click Accounts in the top bar. The left menu shows Dashboard, Quick View and Reports, then these sections:

Quotation and Purchase Order have their own manuals: Quotation and Purchase Order.

Cost Allocation spreads a supplier’s bill over the shipping job charges it covers and posts it as a Purchase. It sits under Transactions, beside Purchase, and appears only while the Cargo or Liner module is installed and licensed. A user who has Cargo but not Accounts still finds it in the Cargo menu (Cargo manual).

The operations modules post their sales into these same Accounts vouchers. Marine, Shipchandling and Warehousing each have a Sales menu with a Sales Invoice list of the invoices that module posted, and Liner has Invoice, Cash Memo, Debit Note and Credit Note for Liner jobs. Those lists have no New: the invoices are raised from the module’s own screens. Grant them in User Manager like any other screen.

To open the next financial year, use Tools → Year-End Process (Getting Started).

Screens you lack the View right for are hidden — see Groups & rights.

3 The Chart of Accounts

Masters → Chart of Accounts is the tree of every account: group → subgroup → account. Click a node to see its details on the right; use Edit or Delete there, or the add button to create a child.

Subgroups

A subgroup has two settings that decide how its accounts behave:

• Group Type — Cash, Bank, Customer, Supplier, Asset, Employee, Tax, Loan, Other or General (the choices depend on whether it sits under assets, liabilities or P&L). Ritzy uses it to know, for example, which accounts are banks for a receipt.
• Code Generation Mode — Alphabetic Code (Auto), Numeric Code or Manual Code for the accounts beneath it.

Both lock once the subgroup has accounts (Locked: this subgroup already has accounts.).

Accounts

An account has a Code, Name, Prefix, Tax Code and an Active switch. Only a bank account may carry a foreign Currency; every other account is in the base currency.

To load many accounts at once, use Import CSV above the tree (or Tools → Import (CSV)): one row per account with its subgroup, name and, if you want, its code, tax code and currency. The same import is on the Currency master. See Importing Masters from CSV.

Deleting

A group with subgroups, a subgroup with accounts, or an account that is used anywhere cannot be deleted — Ritzy tells you why. “Used” covers more than the ledger:

• Any voucher, including cancelled ones — Cannot delete: 3 vouchers still post to this account (cancelled vouchers count …). A cancelled voucher keeps its number and its lines, so the account it names must stay.
• A setting — for example a Control Account in System Settings (set as one of the company default accounts), the input or output account of a tax code, or the sales or cost account of a charge.
• Any other record in any module — a job, a product, an employee, a quotation — that still carries the account code. The message names where it is used so you can change that first.

An account with an opening balance cannot be deleted either (Can’t delete: this account has an opening balance. Clear it in Opening Balances first.), so the Trial Balance’s opening columns keep agreeing.

Untick Active instead to retire an account you no longer want to use.

You never type a balance into an account: balances are the sum of what has been posted. Starting balances go in through Opening Balance (§14).

4 Currencies & exchange rates

Masters → Currency lists every currency; the base currency is tagged Base.

• New — Code, Name, Prefix (e.g. $), Suffix, Conversion Rate, Decimals and Tax Enabled.
• Selecting a currency shows its Rate History. Add Rate records a rate from a date; the latest dated rate becomes the current rate.
• Update Rates (or Fetch for one currency) downloads today’s rates.

Picking a currency on a voucher fills in its current rate; you can override it for that voucher. The base currency, and any currency already used anywhere — on a voucher (even a cancelled one), a party, a job or any other record — cannot be deleted.

5 Customers & suppliers

Masters → Customer (or Supplier). Search the list, or click New.

An On Hold party is tagged Hold in the list. The party’s currency, status and tax settings are kept exactly as you save them, whether the party is later edited on the web or on the desktop version.

Faster entry

• AI Paste fills a new party from a pasted email signature or letterhead.
• Import CSV in the toolbar (or Tools → Import (CSV)) loads many customers or suppliers from a spreadsheet: give each row its group, or leave the code blank and Ritzy numbers it. Ritzy checks every row first and can skip or update parties that already exist — see Importing Masters from CSV.
• On any voucher, the + beside the party dropdown adds a customer or supplier without leaving the entry.

A party that is used anywhere — on a voucher (cancelled ones included), a job, a quotation or any other record in any module — cannot be deleted; Ritzy says where it is used. Set it On Hold instead.

6 Posting a voucher

Every voucher type opens on a list — number, date, account, narration, amount and status — for the financial year selected at the foot of the menu. A foreign-currency voucher shows its amount in the voucher’s own currency, beside that currency. The Source column says which module posted each voucher — Accounts, Cargo, Liner, Marine, Shipchandling, Warehousing, Transport, Inventory, Real Estate or System. Click New to start one: it always opens a blank voucher of that type, so nothing (a reference, a department) is carried over from the voucher you had open before.

The header

• Voucher card — the number shows as N (next) until you save; the Date; and up to four reference fields whose captions are set per voucher type.
• Party card — Customer on an Invoice or Credit Note, Supplier on a Purchase or Debit Note, Cash/Bank on a Cash Memo — plus Salesman, Department, Narration and Notes.
• Terms card — Currency (and Rate when it isn’t the base currency), Cr. Days and Due Date. Change either of the last two and the other follows. In a foreign currency, the totals panel also shows the total in base currency at the voucher’s rate (Dr = Cr on a journal); PDC and recurring vouchers show it too.

On a Receipt, Payment, Contra or Bank Deposit the header is a single card whose account is the Bank / Cash A/C the money goes into or out of.

The lines

Click Add line for each contra account: the Account, a Narration beneath it, Dept, Job, Amount, Disc % and Tax. Journals have a Dr/Cr column; bank vouchers have cheque number, bank and cheque date. The items button on a line opens a breakdown (Description, Unit, Qty, Rate) that prints on the document and totals into the line.

A line’s Disc % comes off its amount, and the voucher balances on the net figure. New lines on an Invoice, Purchase and the other billing vouchers start with the company’s default tax code; on a Receipt, Payment, Contra or cash expense they start with no tax, since a payment usually settles a bill whose tax was already charged. Pick a tax code on the line when one does apply.

At the bottom, Additional Narration gives extra lines of text for the printed voucher.

1. Fill the header and lines.
2. Check the totals panel — Dr/Cr and tax.
3. Save. Ritzy shows Invoice #N posted; the voucher number is fixed and the ledgers update at once.

Messages you may see

7 The voucher family

All vouchers share the posting screen above, so once you know one you know them all:

Every voucher can be printed (layouts under Tools → Preferences → Report Templates) and carries attachments (§17).

8 Allocating receipts & payments

On a Receipt, Payment or Contra, the Allocation card lists the party’s open bills so you can say exactly which invoices this money settles.

1. Enter the line for the party and the amount received.
2. In Allocation — apply against open items, type the amount against each bill in the Allocate column — or click Auto (FIFO) to settle the oldest bills first. Clear Allocation empties the column. Amounts are in the currency of the voucher.
3. Whatever is left shows as On account and can be allocated later.
4. Save.

With several party lines on one receipt, click a line to switch the allocation card to that party. Foreign-currency bills show their original amount and rate under the base figure.

Settling a bill in another currency

You always type the Allocate amount in the voucher’s currency, and the column heading names it. When the voucher and a bill are in different currencies and the bill is in a foreign currency, a Rate column appears: it is the rate the bill’s currency converts at today. A part-payment leaves the rest of the bill open in its own currency.

Bill-wise allocation of a saved entry

Not every settlement happens inside a receipt or payment. A credit note that should clear a particular invoice, a journal that moves a balance onto a customer, or an amount left On account can all be matched to bills afterwards, without editing the voucher. You can start from three places:

Each opens the Bill-wise Allocation window:

1. The top shows the account, the voucher and its amount (and anything already Settled by others).
2. The grid lists the account’s open items on the opposite side — open credits for a debit entry, open debits for a credit entry. Only items dated on or before the entry are listed. Type an amount in the Allocate column against each one (in the entry’s currency, with a Rate column for a bill in a foreign currency other than the entry’s), or click Auto (FIFO) to settle the oldest first. Clear empties the column.
3. Watch Free, Allocated and the Unallocated tag; if it turns red (Over by …) you have allocated more than the entry has free.
4. Click Save allocation. It is saved on its own — the voucher is not re-posted. Saving with every amount cleared removes the allocation.

• Only accounts kept on bill-wise allocation (normally customers and suppliers) can be allocated. Otherwise the window explains that bill-wise allocation is switched off for that account.
• Real Estate invoices appear with a padlock: they are settled only from the Real Estate receipt or credit note. Exchange-difference journals are not allocated.
• Foreign-currency differences are posted as described below, exactly as for a receipt.

Exchange differences

When a foreign-currency bill is settled at a different rate from the one it was raised at — the voucher’s own rate, or one you type in the Rate column — Ritzy posts the gain or loss for you as a System Journal narrated Exchange Difference (voucher no), to the Exchange Difference account. The journal follows the allocation, and its number is never deleted:

• Remove the allocation (or cancel the settling voucher) and the journal’s lines are taken out, so the gain or loss is reversed. The journal itself stays in the System Journal list under its number, its narration now ending - allocation removed.
• Allocate that bill again and the same journal is used again, under the same number. A changed rate or amount rewrites it; saving with nothing changed leaves it as it was.
• A new journal is raised only for a bill that never had one, so the System Journal numbers run without gaps.

If you see One of the bills is allocated for more than it is worth…, a colleague settled part of that bill while your receipt was open — reopen the allocation, check each balance and save again.

9 Editing & cancelling vouchers

A voucher is never deleted. Once saved, its number has been issued and may already be on a document you sent, so the only way to withdraw it is to cancel it — the voucher stays in the list with its number, marked as cancelled.

• Edit — open the voucher, click Edit, change it, Save. It keeps its number; its allocations are re-applied.
• Cancel — open the voucher and click the red Cancel: Cancel this voucher? The ledger entries will be reversed. Confirm with Cancel voucher. You can also use the red cancel icon in the last column of the voucher list, which asks the same question.

When a voucher is cancelled:

• Its ledger effect is reversed — the balances of the party and every line account go back to what they were.
• Any bills it had settled reopen, and any allocations made from it are released.
• It stays in the list, with the whole row in red, and opens with a red Cancelled tag in place of the green Posted.
• It is read-only for good: Edit is greyed out (hover for This voucher is cancelled.) and Cancel no longer appears. It is no longer offered as an open bill to allocate against.

Vouchers raised by another document

A voucher created from somewhere else must be undone from there, so the two never disagree. Cancel is refused with a message saying where it came from and what to do instead:

Invoices raised by Cargo, Inventory, Real Estate and the other modules are likewise cancelled in their own module — and there too a document, even an unposted draft, is cancelled rather than deleted.

Undoing from the source never deletes the voucher either. Un-posting a cheque, a cost allocation, a storage run or a consignment costing, un-converting a quotation or purchase order, cancelling a Transport invoice, undoing a Holiday Homes check-out, withdrawing a payment or cancelling an expense all cancel the voucher in Accounts: it stays in the list in red under its number, with its ledger effect reversed, exactly as if it had been cancelled here. Posting again raises a new voucher. The same closed-period rule applies — a voucher dated in a closed period cannot be undone from its module until the period is reopened.

Who did what — the Transaction Log

Tools → Transaction Log is the audit trail of the company. It is shown to administrators only. Every voucher created, edited or cancelled — from Accounts or from any other module — is recorded, together with sign-ins and changes made in User Manager (users, groups, members, passwords and rights). The log opens on the current month, newest first; Load more fetches the next page.

The Events tab lists one row per event:

When an edit changed the number, date, account or amount, the old value is shown struck through above the new one — for example a journal edited from 150.00 to 275.50. Narrow the list by date range, user, area (Voucher or User Manager), action, voucher type or voucher number.

The Sign-ins tab lists every sign-in attempt, successful or failed, with the time signed in and out, the address, the app and the device.

What can still be deleted

Deleting is kept for things that are not transactions and carry no voucher number of their own: masters that nothing uses yet (§3–5), attachments, report templates, saved statements, imported bank statement lines, opening balance entries in the first financial year (§14), and the line-removal buttons inside a voucher while you are editing it.

10 Transaction Control defaults

Transaction Control decides, per voucher type, which account groups the header and lines can pick from, which account is pre-selected, and the captions of the reference fields. A new company starts with these defaults:

Existing companies were only updated where their settings were still the original shipped defaults — anything you had already configured is left alone.

11 Post-dated cheques (PDC)

A post-dated cheque is recorded when you receive (or issue) it, but only hits the bank on its date. Ritzy keeps the two steps apart.

Step 1 — register the cheques

Transactions → PDC – Receipt (cheques from customers) or PDC – Payment (cheques you issue).

1. Voucher card — Date, Ref Doc No and Date.
2. Bank card — the Bank A/c the cheques will be deposited to or drawn on (bank accounts only), and a narration.
3. Party — Cheques — Add line for each cheque: the customer or supplier, cheque number, bank, cheque date and amount.
4. Save. Nothing is posted to the ledger yet; each cheque shows Open.

A line that has already been posted shows Posted and cannot be removed (Cannot Delete! Already Posted.).

A PDC voucher is cancelled, never deleted: Cancel on the open voucher, or the red cancel icon in the list. It stays in the register in red, keeps its number, is read-only, and its cheques are no longer offered for posting. Once any of its cheques has been posted on maturity the cancel is refused — Cheque N on this voucher has been posted on maturity. Un-post it from the PDC maturity screen first, then cancel.

Step 2 — post them on maturity

Others → PDC – Receipts Posting (or Issues Posting).

1. Set the Posting Date. The cards show what is pending, overdue, due today, this week and later.
2. Due Cheques lists every cheque dated on or before the posting date.
3. Tick cheques and click Post Selected, or Post All Due.

The posting date obeys the same rules as a voucher entered by hand: not in a closed period, and inside the current financial year. Each cheque posted becomes a real Receipt (or Payment) into the bank, and Ritzy reports Posted X of Y item(s). Receipts and payments entered directly with a future cheque date are activated here too.

12 Recurring vouchers

Rent, insurance, monthly accruals — set the entry up once and post it each period without re-keying.

Set up the template

Transactions → Recurring Voucher → New.

• Occurrences — how many times it will be posted.
• At least two lines, debits equal to credits, no negative amounts.
• Last Posted shows when it last ran.
• Deactivate (and Activate) pauses and resumes a template, from the list or the open template.
• Cancel ends it for good: Cancel this recurring voucher? It will never post again. The template is not removed — it stays in the list in red as the record behind the vouchers it has already posted, read-only, and is never offered for posting again (even with inactive templates included).

Post it

Others → Recurring Voucher Posting.

1. Post as — the voucher type to create (Journal, Payment…). For journals, Single JV combines all selected templates into one journal. For any other type, the template’s first line becomes the voucher’s own account (the bank on a Payment, say) and the other lines its details — so put that account first.
2. Set the Posting Date — not in a closed period, and inside the current financial year; expand a row to see its lines.
3. Tick templates and click Post Selected.

Each post reduces Remaining by one and stamps Last Posted. Templates with nothing remaining, or inactive ones, are skipped. If a colleague has just posted the same template, it is skipped rather than posted twice.

13 Asset schedule & depreciation

Fixed assets are kept under Masters → Fixed Asset. Each month, Others → Asset Schedule & Depreciation works out and posts the charge.

1. Set the As on date — normally month end.
2. Review the Depreciation Schedule and the Depreciation JV Preview.
3. Click Post JV and confirm the posting date.

The posted journals for the year are listed underneath. One depreciation journal can be posted per month; a second attempt — by you or a colleague at the same moment — shows This month depreciation already posted!

Once depreciation has been posted for an asset, the asset cannot be deleted from the Fixed Asset master (Cannot delete: depreciation has been posted for this asset. Reverse that posting first.).

14 Opening balances

Others → Accounts Opening Balance loads the balances you bring over from your old system. It is available in the first financial year only, and becomes read-only (Locked — first period closed) once the first period is closed.

1. Pick a subgroup in the tree on the left (Cash, Bank, Customers, Suppliers…).
2. For Cash, Bank, Asset, Tax and other subgroups: type one net Debit or Credit per account, then Save.
3. For Customers and Suppliers: open each party’s Opening Bills and Add Bill for every unpaid invoice — date, reference, Dr/Cr, currency and amount — so receipts can later be allocated bill by bill. A customer’s or supplier’s opening balance is the total of its opening bills: a net Debit or Credit cannot be typed over it (This account takes its opening balance as itemised bills…).

Import from a spreadsheet

Import CSV on a subgroup takes columns Account Name, Debit, Credit (header row optional). Accounts are matched by name and missing ones created; Ritzy reports how many were created and updated.

An opening bill that has had a receipt allocated against it cannot be edited or deleted until the allocation is removed (Remove Allocation and proceed.).

How openings reach the reports

A balance in a report is the year’s opening balance, dated the day before the year starts, plus the movements. This applies to the Trial Balance, Balance Sheet, Cash Flow, statements, the KPI Report and Ask Ritzy. Unpaid opening bills are listed as open items in Outstanding, Ageing and the Customer Statement app. They are part of the opening balance, so they are never added on top of it.

15 Bank reconciliation

Ritzy offers two styles. Your company uses one or the other, chosen under System Settings → General → Bank Reconciliation (Simple or Extended); the menu shows only the one selected.

Simple — tick off the ledger

1. Pick the Bank account and the month (Period).
2. Edit, then click Reconcile on each ledger entry that appears on the bank statement (or tick all and untick the exceptions).
3. Enter the Bank closing (statement) figure. The Balances panel shows the opening, system closing, reconciled bank balance and the difference.
4. Save. When the difference is nil, Lock the month — the next month opens automatically.

A month with a difference cannot be locked (Bank balance not reconciled — difference of…). Deleting a reconciliation also removes later months.

Extended — match against the bank statement

1. New Period creates a statement period; the opening balance carries forward.
2. Statement tab: type statement lines with Add Line, or use the Import tab to load the bank’s CSV — map Date and Particulars, plus either Debit/Credit or Amount with a D/C column, and the start row.
3. Reconcile tab: pick bank items on one side and book items on the other and click Reconcile. Auto-Reconcile by Cheque No. matches the easy ones for you. The Variance shows what is left.
4. Reconciliation Report prints the statement against the books.

Amounts must match to be reconciled together (Amount not matching! Difference: …). Reset clears a period’s matches to start again.

16 Financial reports

Click Reports at the top of the Accounts menu. Reports are grouped and searchable; each opens with its own options, and can be printed or exported.

Most reports offer Base or Foreign currency. Reports follow the financial year chosen at the foot of the menu.

Trial Balance, Balance Sheet and Profit & Loss open Collapsed, with the accounts folded away; the Expanded switch opens everything. Click a group heading to fold or open that group alone. A folded group is one line with its total, and Print and CSV follow what is on screen.

Voucher discounts. A discount on a voucher header appears on the discount accounts in System Settings → Control Accounts: a debit on Sales Discount A/c for a debit-side voucher such as an invoice, a credit on Purchase Discount A/c for a credit-side one such as a purchase. It shows in the Trial Balance, Balance Sheet, Profit & Loss, Expense Analysis, Cash Flow, KPI Report and Ask Ritzy, and on those accounts’ statements.

A single account’s statement prints as a customer document: your letterhead, a Statement To box with their address, an account summary and the balance due (Printed Documents & Reports).

Statements

Statements, outstanding lists, ageing and balance lists for many accounts at once are run from one Statements screen. Open it from Reports → Ledgers & Statements (any Statement —, Outstanding — or Ageing — card), from the Customer, Supplier, Bank or Cash Statement items where your menu shows them, or press Ctrl+K and type statement. The screen opens on that report, with the options on the left and the accounts beside them:

1. Pick the report

You choose the report on the Reports page: each card opens this screen on that report. To run a different one, go back to Reports.

Reports that work on open bills (Outstanding, Ageing and Outstanding Bills) need customer or supplier accounts, so the other account types are greyed out in the account-type dropdown.

2. Choose the accounts

• The dropdown above the list picks the account type: Customers, Suppliers, Bank, Cash, Employee or Others.
• Show narrows the list by balance: Debit or Credit Balance (the default), Debit Balance, Credit Balance, Zero Balance, Over Credit Limit or All Accounts. The reload button beside it re-reads the balances.
• The search box looks in the account code, name, salesman, group and e-mail address at once.
• For customers and suppliers the list also shows Credit Limit, Cr. Period and Salesman, and a PDC column when post-dated cheques are pending. Rows in red are over their credit limit (hover to see the limit). The foot of the list totals the balance of the accounts shown.
• Tick the accounts to report on, or use Select all / Clear. Only ticked accounts that are still shown are included — if a search or filter hides some, a note says so and Show all brings them back. The two Balance Lists need no ticks: they list every account shown.
• Double-click an account to run the report for that account alone.

3. Set the options

The Options pane on the left offers only what the chosen report understands; anything else is greyed out with the reason on hover.

4. Run it

Run, above the account list, shows the result on screen — one expandable panel per account for statements — with Back to accounts to return. Export List saves the account list itself, as it stands on screen.

Print Preview and Export CSV are at the top of the page and work with or without a Run: they use the result on screen, or generate the report for the ticked accounts. Print Preview opens its own window with Print and Close; if the browser blocks it, Ritzy asks you to allow pop-ups for the site.

In the result of an Outstanding or Full Statement, the link icon at the end of a row opens bill-wise allocation for that entry, so you can settle a bill without leaving the statement.

E-mailing statements

1. With Outstanding or Full Statement chosen for customers or suppliers, tick E-mail mode above the list. The list now shows only accounts that have an e-mail address, with an E-mail column.
2. Tick the accounts and click Send e-mail (N).
3. Check the Subject, add an optional CC and Message, and click Send N.

Each account receives its own statement, laid out as it prints, in the body of one e-mail. Mail goes out through the company mail server set under System Settings → Reports & PDF. When it finishes Ritzy reports how many were sent and lists any that failed, with the reason.

17 Attachments & Document View

Keep supporting paperwork — bills, cheque copies, contracts — with the record it belongs to. The Attachments button (a paperclip with a count) appears on every Accounts voucher, PDC and recurring voucher, and on Customer and Supplier masters.

1. Save the record first, then click Attachments.
2. Attach File; optionally add issue and expiry dates and a reminder.
3. Open the same panel any time to view or download the files.

Others → Document View lists every attachment across the company.

18 Tips & FAQ

Debits must equal credits

Ritzy won’t save an unbalanced voucher — the party leg and the detail legs always net to zero.

My voucher isn’t in the list

Check the financial year at the foot of the menu. New vouchers go into the latest open year.

“Someone else is saving the same record”

A colleague (on the web or the desktop version) is posting to the same account or bill at that moment. Wait a few seconds and save again — your entry is still on screen.

The number on my saved voucher isn’t the one I saw

The number shown on a new form is the next free one when you opened it. If a colleague saved first, you get the one after.

There is no Delete button on my voucher

Vouchers are cancelled, not deleted, so their numbers are never left with nothing behind them. Cancel reverses the ledger and keeps the voucher in the list in red (§9).

Who changed or cancelled this voucher?

An administrator can see it in Tools → Transaction Log: filter by the voucher type and number to see every save and cancel, by whom and when, with the old and new amount (§9).

Edit is greyed out

Hover over it for the reason: the voucher is cancelled, another voucher has been allocated against it, or it has its own bill-wise allocation (§8–9).

A bill isn’t offered for allocation

Check its date: a voucher can settle only bills dated on or before it (§8).

Where did Territory and Purchase Order Templates go?

Territory is under Accounts Masters. Purchase Order Templates is at Tools → Preferences, directly under Report Templates.

Where is Cost Allocation?

Under Accounts → Transactions, beside Purchase — it spreads a supplier’s bill over the job charges it covers and posts it as a Purchase. It is shown only while Cargo or Liner is installed; a user without Accounts finds it under Cargo. The Job Control report it feeds is under Reports → Job & Cost (§16).

Where did this invoice come from?

The Source column of the voucher list names the module that posted it (§6). Vouchers raised by another module are changed or cancelled there (§9). Payroll’s salary and loan journals are among them: Accounts refuses to edit or cancel them with This voucher was posted from Payroll….