Complete Transaction Processing in One System
AI Account supports the creation, conversion, settlement, and adjustment of business transactions, covering sales, purchases, receipts, payments, and special accounting cases.
Sales, expenses, receipts
Quotes, invoices, DO, PO
Credit & debit notes
Recurring transactions
bad debts
Multi-invoice payment
Other income
Sales Transaction
Bank Entry is suitable for transactions such as:
Create Sales Quotes
Create quotes for both normal and inventory sales, and convert them into invoices.
Generate Invoices and Delivery Orders
Convert quotes into sales invoices and generate Delivery Orders for inventory sales.
Record Receipts
Add receipts per invoice, in bulk, or via CSV import.
Handle Adjustments
Apply credit notes, debit notes, discounts, overpayments, and bank charges.
Purchase and Expense Transactions
- Create Purchase Orders for expenses or inventory purchases
- Convert Purchase Orders into bills
- Record expenses with quantity
- Record payments individually, in bulk, or via CSV
Use parallel structure with Sales. This matters for accountants.
Recurring Transaction
Recurring Sales
Automatically generate invoices using defined schedules and templates.
Recurring Expenses
Automatically generate expense bills using the same scheduling logic.
- Below cards:
- Monthly, quarterly, yearly schedules
- Start and end dates
- Template-based consistency
- Edit, pause, or stop anytime
Payments, Settlements and Controls
AI Account provides controlled methods for recording payments across multiple invoices while preserving receivable and payable accuracy.
- Multi-invoice payments
- Bank charges and payment differences
- Customer and supplier deposits
- Overpayment handling
Special Accounting Scenarios
AI Account is designed for organisations operating beyond basic bookkeeping, including those that:
Credit notes and debit notes (sales and purchases)
Discounts and
bad debt write-offs
Withholding tax recording
Cash sales and cash expenses
Other income
(interest, dividends)
via manual journals
Frequently Asked Questions
Can I create quotes and convert them into invoices?
Yes. You can create sales quotes for both normal sales and inventory sales. Each quote can be converted into an invoice directly using the Create Invoice option within the quote transaction.
Does AI Account support Delivery Orders for inventory sales?
Yes. Delivery Orders can be generated for inventory sales. To display delivery details on the exported PDF, a delivery address, DO number, and delivery date must be entered. Multiple delivery addresses can be managed through branch addresses under the customer record.
Can I record payments for multiple invoices at once?
Yes. AI Account allows payments or receipts to be recorded for multiple invoices using Bulk Receipt or Bulk Payment. You can also use customer or supplier deposits and apply them to invoices later.
How are credit notes and debit notes handled?
Credit notes and debit notes can be created for both sales and purchases.
They are linked to the original invoice or bill and settled through dedicated settlement accounts, ensuring receivables and payables remain accurate and do not become negative.
Does AI Account support recurring invoices and expenses?
Yes. You can create recurring sales invoices and recurring expense bills using existing transactions as templates. Recurrences support monthly, quarterly, half-yearly, and yearly schedules, with defined start and optional end dates.
What happens if a customer overpays an invoice?
AI Account prevents overpayments from being recorded directly against trade receivables. Excess payments must be recorded as customer deposits or handled through separate entries, ensuring receivable balances remain accurate and compliant.
Can I record discounts and bad debts?
Yes. Sales and expense discounts can be recorded using dedicated discount accounts.
Bad debts can be written off by allocating invoice payments to a bad-debt expense account, with GST adjustments recorded through manual journal entries where applicable.
How are special transactions, like withholding tax or interest income, recorded?
Withholding tax can be recorded during sales receipts or expense payments using the appropriate tax accounts.
Other transactions, such as interest income, dividends, or adjustments, are recorded using manual journal entries.
Can transactions be deleted if entered incorrectly?
Yes. Transactions such as sales, receipts, expenses, and journals can be deleted from their respective modules. If a transaction has linked records, those linked records are deleted together to maintain consistency.