Penahak Accounting is where a business keeps its books: customers, suppliers, stock, invoices, receipts and reports, all in one place. This guide covers selling: how a quotation becomes an order, a delivery note and an invoice, how a customer pays, and how the numbers reach the reports and the IRD. It also covers buying from suppliers, paying them, the vouchers and cheques that move money, the bank, and closing a year. And it covers stock: the products you hold, the warehouses they are in, how stock moves and what it is worth, the stock reports, and production from the bill of material to finished goods.
This help explains each job in plain steps: which screen to open, what the screen checks, what changes in the customer's account and in stock, and why a rule exists. Pick your role under Who does what, or start with the short path below.
Every sales and purchase document gets its number from a numbering series that your administrator sets up for the fiscal year. Invoices are IRD-ready and follow your company's IRD setting.
Pick an area
The guide is grouped by area. Open one here or in the menu; search covers every area.
Start here
New to selling in Penahak? Read these six in order. New to buying and the books? Use the second list below.
New to buying, paying and closing the year?
New to stock, products and production?
Setting up for the first time? Start with Set up before the first sale for selling, Before you buy or post vouchers: the setup checklist for buying and Set up stock: a checklist for stock.
What this guide covers
| Area | What you do there | Screen |
|---|---|---|
| Customers | Create a customer, set PAN, credit limit and credit days | Customer (Chart of Accounts) |
| Quotation and order | Quote a price, take an order, cancel an order | Sales quotation, Sales order, Sales order cancellation |
| Delivery | Record what leaves the store, record the trip | Goods delivery note, Goods delivery |
| Invoice | Bill the customer in one of the invoice forms | Sales Invoice and its variants |
| Corrections | Return goods, cancel an invoice | Sales return, Sales return (Provisional) |
| Other sales documents | Add-on charges, recurring invoices, service jobs | Sales additional, Recurring invoice, Service Assignment Details |
| Getting paid | Receive money against invoices, on account or in advance | Receipt voucher, Receipt on an invoice |
| IRD | Setup, what is sent, what to check | IRD API (the IRD setup screen), Materialized view report |
| Reports | Sales register, VAT sales, customer ledger, ageing | Reports |
| Setup that changes selling | Numbering, fiscal year, entry control, configuration, adjustments | Document numbering, Fiscal year, Entry control, Configuration, Sales adjustment |
| Suppliers and buying setup | Create a supplier, enter what you owe, set purchase ledgers, adjustments and approvals | Supplier (Chart of Accounts), Configuration, Purchase Adjustment, Company setting |
| Buying | Request, quote, order, receive and bill; add costs; return goods | Purchase requisition, Purchase quotation, Purchase order, Goods received note, Purchase invoice, Purchase add-on voucher, Purchase return |
| Paying suppliers | Pay bills, on account or in advance; see what you owe | Payment voucher, Supplier statement, Supplier ageing |
| Vouchers | Receive and pay, move money between accounts, adjust with journals and notes | Receipt voucher, Payment voucher, Contra voucher, Journal voucher, Credit note, Debit note |
| Cheques and cash not yet banked | Record, deposit, cancel a deposit or reschedule | Cheque, Provisional cash voucher |
| Bank and books | Match the bank statement; cash, bank and day books; trial balance, profit and loss, balance sheet | Bank reconcile report, Cash Bank Summary, Day Book, Trial Balance |
| Period end | Close a fiscal year, lock it, enter ledger openings | Company setting > Financial year closing, Opening Trial |
| Fixed assets and TDS | Register assets, depreciation and disposal; set up and report TDS | Fixed assets settings, TDS setting page, TDS report |
| Products | Add products, units, categories, rates, levels, ledgers; track by batch or serial number; bundle; lock; map; opening stock | Product settings, Product unit, Product category, Bundle/unbundle, Product Lock, Product Mapping, Product Opening |
| Warehouses | Add warehouses, choose who may use them, decide about negative stock | Warehouse, Configuration > Inventory |
| Stock movements | Move stock between warehouses or branches, adjust for counts, damage and expiry | Stock Transfer, Stock adjustment |
| Stock reports | Balance, value, status, analysis, serials, landed cost, ageing, profitability | Stock summary, Stock ledger details, Stock status, Stock Analysis Report, Serial no Item Details, Landed cost details, Product aging report, Profitability Report |
| Production | Recipe, plan, record and approve production | Bill of Material, Production Order, Production Journal |
Who does what
Most-asked questions
There is no Add button on the sales invoice screen.
The button shows only when your user may create invoices and a numbering series exists for your branch that covers the current fiscal year. Ask the administrator to add the series: see Document numbering for sales.
The Add button is greyed out and the screen says to set sales ledgers first.
Selling is switched off until the administrator sets the sales ledger, the sales return ledger, the cancel product, the cancel customer and the cash ledger in Configuration, and the active fiscal year exists. See Company settings that change selling.
I cannot edit a saved invoice.
When your company has IRD on, saved invoices cannot be edited or deleted: correct them with a sales return, or cancel an invoice dated today. Other reasons: it already has a return, it was approved, or the year is closed. See Editing a saved invoice: what can and cannot change.
A customer is blocked from a credit sale.
The customer's credit limit or credit days stop it, or the company's sales rule does. Take payment now, reduce the amount, or ask the accountant to review the customer's terms. See Credit limit and credit days on sales screens.
Which date does the invoice take?
It starts as today. You can pick an earlier date inside the fiscal year, never a future one. When your company has IRD on, the date is always today. See AD and BS dates on sales documents.
A customer paid but the invoice still shows as owing.
A receipt clears an invoice only when it is made against that invoice. A receipt on account or an advance sits on the customer's account until it is matched. See What clears what in the customer's account.
The invoice is not in the IRD list.
Look at its Sync with IRD column in the Materialized view report, then read How bills reach the IRD, and what to check when one does not.
I cannot edit or delete a purchase invoice.
A return names it, it is approved (this stops Edit), or its year is locked. A payment does not stop either. See Change or delete a saved purchase document.
I saved a payment or a purchase but the balances did not change.
Approval is probably on for that kind of document: nothing posts until an approver approves it. See Approvals for purchases and vouchers.
I saved a cheque and the customer's balance did not change.
A cheque entry posts nothing until you deposit it. See Record and deposit cheques.
A voucher says it is reconciled and cannot be edited.
It is matched with the bank statement. Revert the reconciliation or correct it with a new voucher. See Reconcile a bank account with its statement.
Nobody can sell after we closed the year.
Closing makes the new year active at once. Close on or after the new year's first day. See Close a fiscal year.
Is depreciation posted for me?
Post it yourself with a journal voucher at each period end. See Depreciate fixed assets.
The stock report is not what we counted.
Count against Stock summary for the same date and warehouse, then correct the difference with a Stock adjustment. See Count the stock and correct the differences.
A product is not offered on the invoice.
It may be locked, for the other side (purchase only or sales only), or not in the line's warehouse. See Why a product is not offered on a document.
A sale is refused: negative stock.
The warehouse holds less than the line takes and the company's Negative stock setting blocks it. See Negative stock: where Penahak checks it.
Which valuation does Penahak use, and what does a sale cost?
First in, first out, worked out when a value report runs. See How stock is valued and what a sale costs.
We saved a production journal but the finished goods are not in stock.
Stock moves only when the journal is approved at the quality check. See Production journal: record production and approve it.
Why is the invoice's warehouse not the default one?
The line starts with the first warehouse of your list. The default warehouse is for the point-of-sale and the restaurant. See Which warehouse a document line uses.
The profit looks low.
Tick Include closing stock on the profit and loss. See Closing stock in the profit and loss, the balance sheet and the year end.