How documents post automatically: invoice, bill, payment, transfer

What is automatic posting?

When you create an invoice, bill, cash purchase, payment, or account transfer in Usystems, the system automatically writes the corresponding debit and credit entries to your general ledger. You do not have to manually enter anything in the journal — it happens in the background when you save the document.

Why it matters

Automatic posting ensures that:

• Your ledger is always in sync with your documents. Every invoice, bill, and payment is reflected immediately.
• Double-entry bookkeeping is guaranteed. Usystems enforces the rule that debits equal credits on every posting, so your books always balance.
• Audit trail is automatic. Each posting is tied to the original document (invoice #123, payment #456), so you can always trace where a ledger entry came from.
• You save time. No manual journal entries needed for routine business transactions.

How it works in Usystems

Invoices (sales)

When you save a new Invoice:

• Debit: Accounts Receivable (or Cash if paid immediately)
• Credit: Sales Revenue (and optionally, Sales Tax Payable if tax is included)

The system reads the invoice date, customer, items, amounts, and tax settings, then automatically posts to these accounts. If the invoice is later marked as paid or refunded, additional entries adjust the receivable down.

Bills (purchases from vendors)

When you save a new Bill:

• Debit: Expense Account (or Inventory, depending on the bill type), or Accounts Payable setup cost
• Credit: Accounts Payable (or Cash if paid immediately)

Cash Purchases

When you save a Cash Purchase (immediate payment, no bill stage):

• Debit: Inventory or Expense Account
• Credit: Cash or Bank Account

Payments (paying a bill or invoice)

When you record a Payment against a bill or invoice:

• Debit: Accounts Payable (reduces what you owe)
• Credit: Cash or Bank Account (money goes out)

The system links the payment to the original bill or invoice, so your receivable or payable decreases correctly.

Account Transfers (moving money between bank accounts)

When you record a Transfer between two accounts:

• Debit: Destination Account (e.g., Savings Account)
• Credit: Source Account (e.g., Checking Account)

Where you see it

You can view the automatic postings in the Journal or Ledger views:

• Go to Accounting → Journal to see all entries (both manual and automatic). Open in Usystems
• Go to Accounting → Ledger (or click an account name in your chart) to see all entries for a single account. Open in Usystems

Each entry shows the date, the document it came from (e.g., "Invoice #42"), the accounts debited and credited, and the amounts. This is how you verify that the posting happened correctly.

Special cases

Some document types (like returns or refunds) may create reversing entries — a second pair of debits and credits that offset the original posting. This is intentional and keeps your audit trail clear.

If a document is edited after posting, Usystems may create an adjustment entry rather than modifying the original posting, so you always have a complete record of what changed.