Journal

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Journal
  
• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Refresh: Updates the current view by reloading the data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • New: Creates a new Manual Journal Entry record in the system.
• Additional filter and action:
  • Date Range: Choose the start and end dates to filter data accordingly.
  • All accounts: Enable this to view data from all accounts within the selected date range.
  • Filter by account: Select a specific account to filter the data. (Visible only when All Accounts is unchecked.)
  • General Ledger Report: Create a general ledger report summarizing all journal transactions for the specified period.
• Data Table: (Note that some of these columns may be hidden in the row details)
  • : Expand row to view more details.
  • : Edit the related transaction (e.g., invoices, purchase orders, manual entries).
    • Mobile View: expand row to access
  • Date: The transaction date.
  • Document Type: Indicates the type of document or transaction (e.g., Sales Invoice, Purchase Invoice).
  • Document: The reference number or ID of the associated document.
  • Account: The account involved in the transaction.
  • Debit: The debit amount recorded for the transaction.
  • Credit: The credit amount recorded for the transaction.
  • Remark: Additional notes or comments related to the transaction.

Manual Journal Entry

• From the Journal Page, click the New button or select the icon on the Manual Entry row to open the Manual Journal entry dialog.
  
• Date: Select the date of the journal entry.
• Type: Specifies the transaction type associated with the journal entry (e.g., Sales Invoice, Payment, Expense, Inventory Adjustment, or Manual Entry).
• Ref. No.: A reference number to identify or link the journal entry to its source document.
• Entries: Add one or more debit/credit lines for the transaction:
  • Account: Search and select the relevant account.
  • Credit/Debit: Specify whether the amount is a credit or a debit.
  • Amount: Enter the transaction amount.
  • : Edit the selected entry.
  • : Delete the entry.
  • : Save changes (when in edit mode)
  • : Cancel changes (when in edit mode)
• Total Credit: Displays the total credit amount entered.
• Total Debit: Displays the total debit amount entered.
• Amount validation:
  • Both Total Credit and Total Debit must be greater than zero.
  • Total Credit must equal Total Debit for the journal entry to be valid.
• Remark: Add a note or description for the journal entry.
• Creditor/Debtor: Associate the journal entry to a debtor or creditor, these entries will be included in Creditor/Debtor statement.
  • Debtor/Creditor Entry Type: Choose how the entry relates to a debtor or creditor.
    • None: No association to creditor nor debtor.
    • Credit to Debtor (-): Decreases the Accounts Receivable for a debtor.
    • Debit to Debtor (+): Increases the Accounts Receivable for a debtor.
    • Credit to Creditor (-): Increases the Accounts Payable for a creditor.
    • Debit to Creditor (-): Decreases the Accounts Payable for a creditor.
  • Debtor: Search and select an existing customer. (Only visible when the entry is linked to a debtor.)
  • Creditor: Search and select an existing supplier. (Only visible when the entry is linked to a creditor.)

General Ledger

• From the Journal Page, select the desired date range. You may also choose a specific account to filter the journal entries (optional).
• Click General Ledger Report to to generate the report based on the selected filters.

• Letterhead & Title: The report begins with your company’s letterhead, followed by the title “General Ledger” prominently displayed at the top.
• Date Range: Just below the title, the selected date range is clearly shown, indicating the reporting period.
• Account Hierarchy: Accounts are organized in a hierarchical structure:
  • Grouped by Root Type (e.g., Assets, Liabilities, Revenue, Expenses)
  • Followed by Parent Accounts and Sub-Accounts
  • Proper indentation visually reflects the account levels
• Transaction Details: For each account, the report lists individual journal entries, showing:
  • Date: The transaction date.
  • Type: Indicates the type of document or transaction (e.g., Sales Invoice, Purchase Invoice).
  • Document: The reference number or ID of the associated document.
  • Account: The account involved in the transaction.
  • Debit: The debit amount recorded for the transaction.
  • Credit: The credit amount recorded for the transaction.
  • Balance: The cumulative account balance after each transaction.
  • Remark: Additional notes or comments related to the transaction.

Profit and Loss Statement

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Reports
• Select Profit and Loss Statement as the Report Type
• Select Periodicity
  • Calendar Month: Summarizes data for calendar month
  • Calendar Quarter: Summarizes data for standard quarters (Q1: Jan-Mar, Q2: Apr-Jun, etc).
  • Calendar Year: Summarizes data for the full calendar year.
  • Financial Period: Summarizes data using custom financial period defined in the system.
• Use left/right arrow to navigate date range based on the selected periodicity, or manually adjust the Date Range.
• Click Generate Report to generate the Profit and Loss statement.

• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • View Report: Generates report that can be shared, printed, and downloaded in PDF format.
• Data Table:
  • Account: Displays accounts grouped under Revenue, Cost of Goods Sold (COGS), and Expense, organized in a hierarchical structure.
    • Revenue accounts: Income generated from sales or services.
      • Accounts with Revenue root type.
    • Cost of Goods Sold (COGS): Direct costs of producing, purchasing goods or delivering services.
      • Account with Expense root type and Cost of Good Sold checked.
    • Expense: Operating expenses incurred in daily business operations.
      • Account with Expense root type and Cost of Good Sold unchecked.
  • Total Amount: Displays the total income or expense for each corresponding account over the selected period, along with the calculated gross and net profits.
    • Gross Profit: Revenue minus COGS; shows profit before expenses.
    • Net Profit: Final profit after subtracting all expenses from revenue.
• Clicking View Report generates a document that looks like the following:
  

Balance Sheet

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Reports
• Select Balance Sheet as the Report Type.
• Choose the desired Date for the report.
• Click Generate Report to generate the Profit and Loss statement.
  • Note: To generate a Balance Sheet, the Financial period and Opening Balances must be properly configured at the selected date.

• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • View Report: Generates report that can be shared, printed, and downloaded in PDF format.
• Data Table:
  • Account: Displays accounts grouped under Assets, Liabilities, and Equity, organized in a hierarchical structure.
  • Total Amount: Shows the balance of each account as of the selected date.
• Clicking View Report generates a document that looks like the following:
  

Trial Balance

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Reports
• Select Trial Balance as the Report Type
• Select Periodicity
  • Calendar Month: Summarizes data for calendar month
  • Calendar Quarter: Summarizes data for standard quarters (Q1: Jan-Mar, Q2: Apr-Jun, etc).
  • Calendar Year: Summarizes data for the full calendar year.
  • Financial Period: Summarizes data using custom financial period defined in the system.
• Use left/right arrow to navigate date range based on the selected periodicity, or manually adjust the Date Range.
• Click Generate Report to generate the Trial Balance statement.

• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • View Report: Generates report that can be shared, printed, and downloaded in PDF format.
• Data Table:
  • Account: Lists all accounts, organized in a hierarchical structure.
  • Debit: Shows the total debit amount recorded for each account.
  • Credit: Shows the total credit amount recorded for each account.
• Clicking View Report generates a document that looks like the following:
  

Cash Flow Statement

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Reports
• Select Cash Flow Statement as the Report Type
• Select Periodicity
  • Calendar Month: Summarizes data for calendar month
  • Calendar Quarter: Summarizes data for standard quarters (Q1: Jan-Mar, Q2: Apr-Jun, etc).
  • Calendar Year: Summarizes data for the full calendar year.
  • Financial Period: Summarizes data using custom financial period defined in the system.
• Use left/right arrow to navigate date range based on the selected periodicity, or manually adjust the Date Range.
• Click Generate Report to generate the Cash Flow Statement statement.

• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • View Report: Generates report that can be shared, printed, and downloaded in PDF format.
• Data Table:
  • Description: Lists cash flow activities grouped under operating, investing, and financing categories.
    • Operating Activities: Cash flows from the core business operations, such as cash received from customers and cash paid for expenses like salaries, rent, and utilities.
      • Net income: Total revenue minus all expenses.
      • Changes in Working Capital: Increases or decreases in Current Assets and Liabilities.
    • Investing Activities: Cash flows related to the purchase and sale of long-term assets and investments.
      • Increases or decreases in Non-current Assets.
    • Financing Activities: Cash flows from transactions with owners and lenders, such as issuing shares, borrowing loans, or repaying debts.
      • Increases or decreases in Non-current Liabilities and Equity.
  • Amount: Shows the cash inflow or outflow amount for each activity.
• Clicking View Report generates a document that looks like the following:
  

Tax Summary Report

Activate SST add-on in the subscription plan to enable this report

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Reports
• Select Tax Summary as the Report Type
• Select Periodicity
  • Calendar Month: Summarizes data for calendar month
  • Calendar Quarter: Summarizes data for standard quarters (Q1: Jan-Mar, Q2: Apr-Jun, etc).
  • Calendar Year: Summarizes data for the full calendar year.
  • Financial Period: Summarizes data using custom financial period defined in the system.
• Use left/right arrow to navigate date range based on the selected periodicity, or manually adjust the Date Range.
• Account: Select an taxes payable/deferred account.
• Click Generate Report to generate the Tax Summary report.

• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • View Report: Generates report that can be shared, printed, and downloaded in PDF format.
• Data Table:
  • Tax Type: The category of tax (e.g., Service Tax, Sales Tax).
  • Tax Rate: The percentage applied to the taxable amount.
  • Taxable Amount: The total value of transactions subject to tax.
  • Non-taxable Amount: The total value of transactions not subject to tax.
  • Debit: Tax amounts recorded as debit entries, reducing the tax liability (e.g., payment made to Customs)
  • Credit: Tax amounts recorded as credit entries, increasing the tax liability (e.g., tax charged)
    • Invoiced Service Tax is first recorded in the Service Tax Deferred Account and transferred to SST Payable Account upon payment; Sales Tax is recorded directly in SST Payable Account.
  • Description: Notes explaining the change in tax liability.
  • Balance: The tax liability account balance at period end.
• Clicking View Report generates a document that looks like the following:
  

Debtors/Creditors

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Debtor or Creditor
  
• The following options are located on the toolbar
  • Search: Allows you to search for specific data
• Refresh: Updates the current view by reloading the data
  • Export to Excel: Enables exporting the current view data to an Excel file.
• Data Table:
  • : View detailed statement for the selected debtor or creditor.
  • Creditor or Debtor: Name of the customer (debtor) or supplier (creditor).
  • Balance: Outstanding amount owed by or to the party.

Debtor/Creditor Statement

• Clicking icon on a Debtor or Creditor row opens a statement dialog showing detailed transactions for the selected customer or supplier.
  
• Creditor: The selected supplier whose statement is being viewed.
• Debtor: The selected customer whose statement is being viewed.
• From & To: Date range to filter the transactions.
• Fetch Data: Loads transactions for the selected creditor within the chosen date range.
• Export to Excel: Downloads the statement as an Excel file.
• Data Table for Creditor:
  • : View or edit the linked document or transaction.
  • Date: The date of the transaction.
  • Payment Status: Shows the current payment status of the purchase invoice (e.g., paid, not paid, partial).
  • Document: Purchase Invoice number, or Expense reference.
  • Description: Indicates the transaction type (e.g., Invoice, Payment, Expense, Credit/Debit Note, or Manual Entry).
  • Ref. No.: Displays the payment reference number or credit/debit note number.
  • Debit: Amount reduced from the supplier’s payable balance.
  • Credit: Amount added to the supplier’s payable balance.
• Data Table for Debtor:
  • : View or edit the linked document or transaction.
  • Date: The date of the transaction.
  • Payment Status: Shows the current payment status of the sales invoice (e.g., paid, not paid, partial).
  • Document: Sales invoice number.
  • Description: Indicates the transaction type (e.g., Invoice, Payment, Credit/Debit Note, or Manual Entry).
  • Ref. No.: Displays the payment reference number or credit/debit note number.
  • Debit: Amount added to the customer’s receivable balance.
  • Credit: Amount reduced from the customer’s receivable balance.
• View Document: Opens the full document in a separate view.
  • Transactions with the same Description, Date and Reference Number (e.g. payment ref. no. or credit/debit note no.) are grouped together.
  • Aging Summary is displayed at the bottom of the statement to show outstanding amounts grouped by how long they’ve been overdue.
    

Bank Reconciliation

• Log in to Chillhub App.
• Navigate the Accounts Chart page by selecting Menu → Accounting → Bank Reconciliation
  
• Select a Cash Accounts
• Choose the Month or use the arrows to navigate.
• Check “Show Pending Reconciliation” to include already reconciled transactions.
• Click Fetch Transactions button to load bank/cash transactions of the selected account.
• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • Save: Save updates made during the reconciliation process.
• Data Table:
  • : View or edit the linked document or transaction.
  • Date: The date of the transaction.
  • Document Type: Indicates the type of transaction. (e.g. Sales Invoice Payment, Purchase Invoice Payment, etc)
  • Document: The reference number or ID of the associated document. (e.g. Invoice No.)
  • Deposit: Money received into the account (inflows).
  • Withdrawal: Money paid out from the account (outflows).
  • Ref. No.: Payment reference number.
  • Payee/Payer: Party who made or received the payment.
  • Remark: Any additional notes related to the transaction.
  • Checkbox indicates whether the transaction has been reconciled.
• Manually tick the checkboxes for matched transactions, then click Save to complete the bank reconciliation.