CountServa · CountServa: Accounting and ERP Manual

Chart of Accounts and Journals

VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/countserva-chart-of-accounts-and-journals

The Chart of Accounts in CountServa is the list of every account your company posts to, from bank and receivables to sales, expenses and equity. Journal Vouchers let accountants post manual double-entry adjustments on top of the entries CountServa creates automatically from invoices, bills, receipts and payroll. Both live under the Accounting menu.

Before You Start

You need the Accounting right. Posting and reversing entries needs Create and Void rights.

Add or Edit an Account

Go to Accounting > Chart of Accounts and press New Account.
Enter the Code and Name.
Choose the Type (such as asset, liability, equity, income or expense) and, if useful, a Subtype.
Choose a Parent Account to group it under another account, or leave None (top level).
Choose the Normal Balance: Debit or Credit.
Optionally choose a System Role if CountServa should use this account for a built-in purpose, or leave None (ordinary account).
Press Add Account (or Save Changes when editing).

To stop using an account, open it and press Deactivate. Press Reactivate to bring it back.

Field	What It Means	Example
Code	Unique account number	4000
Name	Account name shown on reports	Sales - Local
Type	Where the account appears in the statements	Income
Parent Account	Groups accounts for sub-totals	4000 Revenue
Normal Balance	The side that increases the account	Credit
System Role	Marks the account CountServa uses for a built-in purpose	Accounts Receivable

Map System Accounts

CountServa posts automatically to accounts such as Accounts Receivable, Accounts Payable, Output Tax and Retained Earnings. Tell it which of your accounts to use:

Go to Settings > GL Account Mapping.
For each Role, pick the Mapped Account. Roles still marked Not Mapped need attention.
Press Save Mapping.

Post a Journal Voucher

Go to Accounting > Journal Vouchers and press New Journal Voucher.
Enter the Date, a Reference and a Memo.
For each line, Select Account and enter a Debit or a Credit. Press Add Line for more lines.
Optionally pick a Project, or tick This is an Audit Adjustment for an adjustment agreed with your auditor.
Press Post Entry. The Difference must be zero: debits and credits must balance.

From a posted entry you can also press Make Recurring to turn it into a recurring template.

To correct a posted entry, open it and use Reverse Entry with a Reversal Date. CountServa posts an equal and opposite entry, so the audit trail stays complete.

Recurring Entries

For monthly items such as rent or depreciation adjustments:

Go to Accounting > Recurring and press New Recurring.
Enter a Title, choose Repeat Every, the Next Run Date and an optional End Date.
Under When it is due, who runs it?, choose Manual (it waits in the list until someone presses Run Due Now) or Automatic (generated on its due date with nobody watching).
Enter the lines with Account, Debit and Credit, and set the Status.
Press Create Recurring.

You can also make an invoice or bill recurring: open it and choose Make Recurring.

Other Accounting Records

Menu	Use It For
Contras	Offset what a customer owes you against what you owe the same party as a supplier
Deemed Payments	Record settlements that did not pass through your bank
Loans & Hire Purchase	Term loans and hire purchase with an amortisation schedule
Contracts & Agreements	Keep contracts with their key dates
Company Letters	Draft and keep formal company letters
Budgets	Annual budget per account, compared in Budget vs Actual
Projects	Tag income and costs to a project for Project P&L
Sales Agents and Sales Areas	Analyse sales by salesperson and region
Timesheets	Record time and bill it to customers

The Accounting menu is split into four sub-headings: Records, Opening & Go-Live, Period-End & MFRS and Planning. Period-end tools include FX Revaluation, Impairment (ECL), Bad Debt Write-Off, Leases (MFRS 16), Revenue Contracts, Consolidation, Auditor Queries and CP58 Forms Received. These are normally used by your accountant at year end.

General Ledger and Trial Balance

Go to Accounting > General Ledger, choose an account, set From and To and press Apply to see every posting with a running balance. Press Export CSV to download it.
Go to Reports > Trial Balance, pick the As At date and press Apply to check that total debits equal total credits. Use Export CSV or Export Excel to download it.

Frequently Asked Questions

Can I Remove an Account I No Longer Use?

Open the account and press Deactivate. Its history stays in the ledger, and you can press Reactivate later.

How Do I Undo a Journal Voucher?

Open it and use Reverse Entry. The original and the reversal both stay visible for audit.

Why Does My Journal Not Post?

Total debits must equal total credits, every line needs an account, and the date must not fall in a locked period.

Can I Filter Journals by Source?

Yes. In Journal Vouchers, the Source filter offers All, Manual only, Recurring, System-generated and Audit Adjustments. Press Filter to apply it.