Accounts Management & Finance Guide

• Convert a Quotation to a Sales Order with one click — no re-entry needed
• Sales Order → Invoice conversion retains all line items and customer details
• Credit Notes can be raised against any invoice for adjustments

• Mark a PO as received when goods/services arrive
• Match the PO to the corresponding vendor bill for three-way matching

Accounts can have parent → child relationships for drill-down reporting. For example, Operating Expenses (parent) can contain Rent, Utilities, and Salaries as children. Reports can be expanded or collapsed at any level.

• Click + Add Account
• Choose account type: asset, liability, equity, income, or expense
• Select a parent account for hierarchical grouping
• Enter an opening balance if migrating mid-year
• Save — the account is immediately available in journal entries and invoices

Archive hides the account from new entries and dropdowns but preserves all historical transactions and reports. Use archive for accounts you no longer need. Delete is only available for accounts with zero balance and no transaction history.

• Depreciation — monthly charge against a fixed asset
• Accruals — expenses incurred but not yet invoiced
• Prepayments — expenses paid in advance, spread over future periods
• Corrections — fixing miscoded entries from prior months
• Intercompany transfers and adjustments

1. 1

   Drag your historical data file

   CSV or Excel format with columns for date, description, debit account, credit account, amount

2. 2

   System maps columns automatically

   AI suggests which columns correspond to which fields — review and confirm

3. 3

   Review entries

   Check the debit/credit pairs before posting — errors are flagged in red

4. 4

   Post

   All mapped entries are posted to the general ledger in one click

Set up monthly depreciation or accruals once and the system auto-posts on schedule. The recurring journal creates a new entry each period — you can review or void individual postings without affecting the template.

Once you have reconciled and signed off a month, lock the period under Journal Entries → Lock Period. Locked periods prevent any new postings or edits — protecting your finalised books from accidental changes.

• Period comparison: current month vs prior month, YTD vs prior YTD
• Department split — see which cost centre is driving expenses
• Drill down to individual transactions from any line

• Classified view (current / non-current) for statutory presentation
• Unclassified view for management reporting
• Point-in-time snapshot — pick any date for the balance

Debit/credit verification at any point in time. Run this before and after period close to verify all entries are balanced. Export to Excel for your auditors.

• Cash flow statement — operating, investing, and financing activities
• Year-end statutory statements — formatted for ACRA filing
• PDF export with org branding — your logo and company details on every page

• Select supplier from your Suppliers directory
• Enter invoice date, due date, and GST amount
• Add line items with GL account allocation
• Save as draft or submit for approval

1. 1

   Drag the vendor bill PDF

   Drop directly onto the Vendor Bills page

2. 2

   AI extracts structured data

   Supplier name, invoice number, date, line items, GST — all pulled from the document automatically

3. 3

   Review the extracted data

   Check for any extraction errors — you can edit any field before posting

4. 4

   Post

   The bill is created and the input GST is immediately available for your next GST return

• Status flow: Draft → Approved → Paid
• Approved bills are locked from editing
• Payment tracking — log bank payments against approved bills
• Ageing report: 0–30 / 31–60 / 61–90 / 90+ day buckets for cash flow planning

Stripe Connect means your customers' payments land in your own Stripe account — AskVAVA never holds your funds. You control your payout schedules and fee structure directly in your Stripe dashboard.

1. 1

   Go to Settings → Connected Apps → Stripe

   Takes 5 minutes to complete

2. 2

   Click Connect with Stripe

   You'll be redirected to Stripe to create or link an existing account

3. 3

   Complete Stripe onboarding

   Enter business details, bank account, and identity verification

4. 4

   Return to AskVAVA

   The connection is confirmed — invoices now get a Pay Now button automatically

• All invoices get an embedded Pay Now button for customers
• Payment receipts are automatically linked back to the invoice on Stripe confirmation
• Payout schedules and fees are controlled entirely in your Stripe dashboard
• Failed or disputed payments are flagged in the invoice list

Drag a vendor bill PDF onto the Vendor Bills page. The system extracts supplier name, invoice number, date, amount, GST, and line items automatically — review and post in seconds. Eliminates manual data entry for accounts payable.

When importing bank statements or journal entries from CSV or OFX, the system suggests which columns map to which fields (date, description, debit, credit, reference). Saves setup time and prevents import errors.

New journal entries are suggested a GL account based on the description text — for example, “AWS invoice” suggests the Software / Cloud Services expense account. You accept or override the suggestion. Suggestions improve over time as you post more entries.