Accounting Masters, Opening Balances & Fixed Assets

Digital Bahi provides dedicated setup and management screens for your Chart of Accounts, Account Opening Balances, Fixed Assets & Depreciation, Interest Policies & Calculation, Number Series, and Units of Measurement.

Overview of Accounting Setup Screens

Screen	Navigation Path	Purpose	Typical User
Account Groups & Accounts	Setup > Other setup & master settings	Organizes your Chart of Accounts into Assets, Liabilities, Income, Expenses, and Equity.	Accountant / Owner
Account Opening Balances	Setup > Step 4	Sets starting Debit (Dr) or Credit (Cr) balances for all accounts in the active Financial Year.	Accountant / Owner
Fixed Assets	Setup > Step 8	Tracks business equipment, vehicles, and furniture with Straight-Line Method (SLM) depreciation.	Accountant / Owner
Interest Policies	Setup > Other setup & master settings	Configures default annual interest rates, grace days, and calculation cycles for Buyer/Party and Farmer ledgers.	Accountant / Owner
Interest Calculation	Parties > Interest Calculation	Calculates, previews, and posts ledger interest vouchers for party/farmer balances.	Accountant / Owner
Number Series	Setup > Other setup & master settings	Controls automatic voucher and bill numbering prefixes/sequences per Financial Year.	Administrator
Units of Measurement	Setup > Other setup & master settings	Defines weight and packaging units (such as Quintal QTL, KG, Bag) used by commodities.	Administrator

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1. Chart of Accounts & Account Groups

Digital Bahi comes pre-configured with standard Mandi system accounts—including Cash in Hand, Stock in Hand, Tulai Liability, Dhanka Liability, Commission Income (Aadat), Mandi Tax Expense / Liability, GST Input/Output, and Depreciation accounts.

• Open Setup in the left navigation and scroll to Other setup & master settings > Accounting Setup (or press Ctrl+K and search for Chart of Accounts or Account Groups).
• You can create additional custom accounts under Chart of Accounts (/masters/accounts) and organize them under Account Groups (/masters/account-groups).
• System accounts are protected from deletion so automated transaction postings always remain intact.

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2. Account Opening Balances

When migrating to Digital Bahi (or starting a new Financial Year), use Account Opening Balances (/masters/account-opening-balances) to enter the starting balances for your ledgers.

How to enter Opening Balances

1. Open Setup and click Account Opening Balances in the 9-step checklist (or search Ctrl+K > Account Opening Balances).
2. Ensure you have selected your current open, unlocked Financial Year.
3. Use the Quick Filter Chips (Cash, Bank, Farmer, Party, Capital) or search bar to focus on one group of accounts at a time.
4. Enter either an Opening Debit (Dr) or an Opening Credit (Cr) for each account:
   • Entering a Debit automatically clears any Credit on that same row (and vice versa), as an account cannot have both simultaneously.
   • Active Bank Accounts, Farmers, and Buyers automatically appear in this list.
5. Watch the live Difference indicator in the summary bar:
   • Total Opening Debits and Total Opening Credits across all accounts should match (Balanced).
6. Click Save Changes.

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3. Fixed Assets & Depreciation

Use Fixed Assets (/masters/fixed-assets, accessible from Setup > Step 8) to track long-term business assets (such as electronic weighbridges, cleaning machines, office furniture, computers, or vehicles) and post periodic depreciation vouchers.

Creating a Fixed Asset

1. Open Setup > Set up fixed assets and click + New Asset.
2. Enter the Asset Name, Put to Use Date, Cost, Salvage Value, and Useful Life (Years).
3. Review the Live Depreciation Preview Banner, which immediately calculates:
   • Depreciable Amount (Cost − Salvage Value)
   • Estimated Annual Depreciation (Straight-Line Method)
   • Estimated Monthly Depreciation
4. (Optional) Expand Advanced Settings if you wish to override the default Fixed Asset, Accumulated Depreciation, or Depreciation Expense ledger accounts.
5. Click Save.

Posting Depreciation & Financial Basis Lock

• When you select a Period (yyyy-MM), click Preview, and then click Post journals, Digital Bahi automatically generates and posts a balanced Depreciation Journal Voucher debiting the Depreciation Expense account and crediting the Accumulated Depreciation account.
• Audit Lock After Depreciation: Once an asset has any posted depreciation:
  • Its core financial basis fields (Put to Use Date, Cost, Salvage Value, Useful Life, and Linked Accounts) are permanently locked to preserve historical accounting integrity.
  • The asset cannot be deleted; instead, the action changes to Deactivate / Activate so historical depreciation vouchers remain valid.

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4. Interest Policies & Interest Calculation

Digital Bahi separates interest rate rules (Interest Policies) from running and posting interest (Interest Calculation).

Part A: Interest Policies (/masters/interest-policies)

Open Setup > Other setup & master settings > Interest Policies to configure default interest rules for Buyers/Parties and Farmers.

Pre-Seeded Default Policies

Every business is provisioned with two standard interest policies out of the box:

Policy Name	Applies To	Interest Cycle	Default Annual Rate	Grace Days	Auto Calculate
Standard Party Interest	Party / Buyer	Party Yearly	12% p.a.	7 days	Enabled
Standard Farmer Interest	Farmer	Farmer Hisab	12% p.a.	0 days	On-Demand

Creating or Editing an Interest Policy

1. Click + Create Policy (or click the Edit icon on an existing policy).
2. Configure the policy fields:
   • Name: Display name for the policy (for example, Standard Party Interest 15%).
   • Applies To: Party / Buyer, Farmer, or Both.
   • Annual Rate (%): Annual interest percentage (0% to 100%).
   • Grace Days: Number of interest-free credit days after a bill date before interest begins accruing (for example, 7 days for buyers).
   • Default for Scope: Marks this policy as the default for the selected scope (you can also click the Set Default star icon directly in the table).
   • Auto Calculate: Enables scheduled/automatic interest calculation vs. on-demand calculation at settlement time.
   • Notes: Optional internal remarks.
3. Click Save.

Part B: Running Interest Calculation (/accounts/interest-calculation)

Under Parties > Interest Calculation, accountants can calculate interest on outstanding Farmer or Party ledger balances over a selected date range using the active Interest Policy (or a runtime rate/grace override):

• Select Subject (Party / Buyer or Farmer), choose the specific party/farmer, verify the From date and To date, and click Calculate interest.
• Review the day-by-day running-balance breakdown before posting.
• When confirmed, Digital Bahi posts the corresponding interest accounting voucher directly to the party's or farmer's ledger.

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5. Number Series & Units of Measurement

Both screens are available under Setup > Other setup & master settings:

• Number Series (/masters/number-series):
  • Digital Bahi automatically maintains sequential document numbering per Financial Year for Arrivals, Purchases, Sales, Payments, Receipts, Contra, Journal Vouchers, and Expenses.
  • You can customize the Prefix, Suffix, Padding Length, or Starting Number before posting transactions in a new Financial Year.
  • If any series is missing, the Setup Center Reconcile action restores it automatically.

• Units of Measurement (/masters/uom):
  • Standard Mandi units such as Quintal (QTL) and Kilogram (KG) are pre-seeded and used when configuring Commodities.
  • Open Setup > Other setup & master settings > UOM / Units to view existing units or click + Create UOM to add custom packaging/weight units.

Related features

• Setup Center
• Charges & Mandi Tax Setup
• Financial Year
• Bank Accounts
• Journal Vouchers
• Balance Sheet