Journal Vouchers

🌐 Overview

In Helix, Journal Vouchers (JVs) are accounting entries that record debits and credits between ledgers to keep the Chart of Accounts balanced. Clinics can either:

• Enable Automated Ledger Entries in Accounting Setup → all transactions (invoices, payments, HR, inventory, etc.) post directly to ledgers and JVs are created automatically, or

• Keep automation OFF → finance staff must manually create JVs to post entries into ledgers.

This flexibility ensures Helix can adapt to both hands-off clinics that prefer automation and finance teams that require manual control.

Helix provides full JV lifecycle control: create, edit, approve, post, and delete.

🧭 Navigation

• From the main menu, go to Accounting → Journal Vouchers.

• The JV screen has:

  • List view: all vouchers with Serial #, Date, Description, Currency, Created By, Approved By, Posted By

  • Row menu (⋮): actions like Edit, Delete, Print, Approve, etc.

  • Search bar (top-right) + Export/Print buttons (top-left).

⚙️ How to Use Journal Vouchers

🔹 1. Creating a JV manually

1. Click + Add JV.

2. Fill details:

   • Date

   • Debit Ledger (select from CoA)

   • Credit Ledger (select from CoA)

   • Amount

   • Notes/Description (for clarity/audit).

   • Cost Centers(if any)

1. • Files (Image/Video/PDF if available)

2. Add multiple lines if splitting across ledgers.

3. Click Submit → JV is created.

🔹 2. Status Workflow

Each JV passes through a lifecycle with system statuses:

• Pending – Once created, status shows as pending.

• Approved – JV has been validated and ready to post.

• Posted – JV is committed to the ledger (affects balances). Delete and edit options are not possible once posted.

• Unpost – If you need to unpost once posted. Editing & deleting is possible only after unposting.

Bulk Actions

You may select multipe JVs and then Approve, Post, Unpost and Delete all at once.

🔹 3. Posting JVs (Manual Mode)

If Automated Ledger Entries are OFF (Control Panel → Finances → Accounting Setup):

• Transactions from Patient Billing, HR, or Inventory won’t post automatically.

• You must manually post them using JVs.

• Process:

  1. Run Finance Health Check to identify unposted items.

  2. Create JVs accordingly.

  3. Review Trial Balance & Ledger reports to validate.

📊 Example Scenarios

• Error Correction: Debit wrong ledger, credit correct ledger.

• Depreciation: Debit Depreciation Expense, Credit Accumulated Depreciation.

• Accruals: Debit Salary Expense, Credit Salary Payable.

• Prepayments: Debit Prepaid Rent, Credit Rent Expense.

⚙️ Management Best Practices

• Use Notes to document reason/context.

• Restrict JV creation/approval rights by role.

• Run monthly JV reports for review and audit.

• Use approval flows to avoid unauthorized postings.

• Reconcile Trial Balance after every major JV posting cycle.

💡 Pro Tips

• 📌 Draft JVs frequently, but only post once validated.

• 🔍 If a posted JV needs correction → unpost, edit, approve and post.

• 📊 Export JV reports regularly for auditors.

• 🧾 Attach source documents or references in Notes for audit trail.

• 📆 Align JV dates with the financial year start/end in Accounting Setup.