Ledgers

Manage your chart of accounts, assets, liabilities, equity, revenues, and expenses.

1 min read

What are Ledgers

In MediFlux, Ledgers are the individual accounts that make up your Chart of Accounts. Each ledger tracks a specific category of financial activity - from cash in your bank to money owed by customers, from sales revenue to monthly rent. Every transaction you record posts to at least two ledgers, keeping your books balanced automatically.

Open your Chart of Accounts

Go to Accounting → Ledgers from the left sidebar. You will see your full Chart of Accounts with all parent groups collapsed by default.

Ledgers overview page showing all parent accounts collapsed — Ledgers overview
Ledgers page with all parent accounts collapsed.

Find and filter accounts

Use Search Ledgers at the top to find any account by name instantly.

Below the search bar, five filter cards let you narrow the table to a specific account group. Click any card to show only accounts from that group:

Card	What it shows
Liability	All current and non-current liability accounts
Assets	All current and non-current asset accounts
Equity	Owner capital, drawings, retained earnings, and current year earnings
Revenue	Sales revenue, other income, and service income accounts
Expenses	COGS, indirect expenses, and other operating expenses

Click the same card again to clear the filter and return to the full list.

Equity filter selected showing only equity accounts — Filter Cards
Equity filter active - only equity accounts are visible.

Browse the accounts table

The main table lists every ledger in a nested tree. Parent groups (like Cash & Bank or Inventory) show folder icons and can be expanded to reveal their child accounts. Leaf-level accounts show document icons.

Column	What it means
Ledger	Account name with a `Dr` or `Cr` badge showing its normal balance. Folder icons indicate parent groups. Document icons indicate leaf-level accounts
Type	Color-coded tag such as `CURRENT ASSET`, `CURRENT LIABILITY`, `EQUITY`, `REVENUE`, `EXPENSE`, `NON CURRENT ASSET`, or `NON CURRENT LIABILITY`
Description	A short explanation of what the account tracks

What is Normal Balance? In double-entry accounting, every account type has a normal balance - the side (debit or credit) on which the account naturally increases. Assets and expenses normally increase on the debit side (Dr). Liabilities, equity, and revenue normally increase on the credit side (Cr). The Dr/Cr badge in the UI shows this normal balance.

Click the arrow icon at the far right of any row to jump directly to that account's General Ledger. This opens a dedicated report showing every transaction posted to that ledger, with running balances and date filters.

Edit Chart of Accounts

Click + Edit at the top of the Ledgers page to open the Setup Chart of Accounts screen. This is where you control which accounts are active and can edit account names or descriptions.

Edit Button
Click + Edit on the Ledgers page to open this screen. Select accounts and manage the nested tree.

What you can do on this screen

Add new accounts using the ADD NEW ACCOUNTS section at the top (for example, add Owner capital).
Expand parent groups to see child accounts.
Check or uncheck accounts to include or exclude them from your Chart of Accounts.
Accounts marked with a red asterisk (*) are required and cannot be unchecked.
Click Update in the top-right to save your changes.

Edit an account name or description

Click the pencil (edit) icon on the right side of any account row. The Edit Custom Account dialog opens.

In this dialog you can:

Change the Account Name
Update the Description

Other fields (Account Type, Account Side, Parent Account, Contra) are shown for reference. After making changes, click Update Account to save.

Click Cancel or the X to close without saving.

Account breakdown

The following sections list every parent group and its child accounts. Parent groups that contain further sub-groups are shown in bold. Use these tables as a quick reference to understand what each ledger tracks and where your transactions post.

Assets

Assets are what your pharmacy owns. They are split into Current Assets (convertible to cash within a year) and Non-Current Assets (long-term holdings).

Current Assets

Account	Normal Balance	Type	Tracks
Accounts Receivable	`Dr`	CURRENT ASSET	Amounts customers owe to the pharmacy
Customer Receivables	`Dr`	CURRENT ASSET	Outstanding credit bills from customers
Other Receivables	`Dr`	CURRENT ASSET	Any other money owed to the store
Cash & Bank	`Dr`	CURRENT ASSET	All cash, bank, and wallet balances
Bank Accounts	`Dr`	CURRENT ASSET	Money held in bank accounts
└─ Test Bank	`Dr`	CURRENT ASSET	Individual bank account (shows bank details in description)
Cash on Hand	`Dr`	CURRENT ASSET	Physical cash held at the store
Digital Wallets	`Dr`	CURRENT ASSET	Balances in UPI, wallets, and payment gateways
Inventory	`Dr`	CURRENT ASSET	Value of all stock held for sale
Medicine Inventory	`Dr`	CURRENT ASSET	All pharmaceutical items in stock
Non-Drug Inventory	`Dr`	CURRENT ASSET	OTC goods, cosmetics, and FMCG items
Purchase Return	`Cr`	CURRENT ASSET	Value of medicines returned to suppliers
Purchase Return - Non-Drug Inventory	`Cr`	CURRENT ASSET	Value of non-drug inventory returned to suppliers
Prepaid Expenses	`Dr`	CURRENT ASSET	Advance payments made by the store
Staff Advances	`Dr`	CURRENT ASSET	Loans or advances given to staff
Supplier Advances	`Dr`	CURRENT ASSET	Advance amounts paid to suppliers
Tax Assets	`Dr`	CURRENT ASSET	Input GST balances claimable
GST Input CGST	`Dr`	CURRENT ASSET	CGST paid that can be claimed as credit
GST Input IGST	`Dr`	CURRENT ASSET	IGST paid that can be claimed as credit
GST Input SGST	`Dr`	CURRENT ASSET	SGST paid that can be claimed as credit

Assets section expanded showing child accounts — Assets expanded
Nested child accounts under each parent group.

Non-Current Assets

Account	Normal Balance	Type	Tracks
Deposits	`Dr`	NON CURRENT ASSET	Refundable deposits paid by the store
Security Deposits	`Dr`	NON CURRENT ASSET	Deposits with landlords or service providers
Utility Deposits	`Dr`	NON CURRENT ASSET	Deposits paid to utility companies
Fixed Assets	`Dr`	NON CURRENT ASSET	Long-term assets used in store operations
Accumulated Depreciation	`Cr`	NON CURRENT ASSET	The value of assets that has been used up over time
Equipment	`Dr`	NON CURRENT ASSET	Computers, printers, barcode scanners, air conditioning
Furniture & Fixtures	`Dr`	NON CURRENT ASSET	Shelves, counters, racks, and furniture
Leasehold Improvements	`Dr`	NON CURRENT ASSET	Renovations or improvements to rented space
Property/Building	`Dr`	NON CURRENT ASSET	The building you own
Vehicles	`Dr`	NON CURRENT ASSET	Delivery vehicles

Note: Accumulated Depreciation carries a Cr balance because it is a contra-asset account. It reduces the book value of your fixed assets over time rather than adding to them.

Liabilities

Liabilities are what your pharmacy owes to others. They are split into Current Liabilities (due within a year) and Non-Current Liabilities (due after more than one year).

Current Liabilities

Account	Normal Balance	Type	Tracks
Accounts Payable	`Cr`	CURRENT LIABILITY	Amounts owed to suppliers for inventory and expenses
Non-Inventory Payables	`Cr`	CURRENT LIABILITY	Payables for non-stock expenses like rent or utilities
Trade Creditors	`Cr`	CURRENT LIABILITY	Outstanding amounts due to product suppliers
Accrued Expenses	`Cr`	CURRENT LIABILITY	Expenses incurred but not yet paid
Accrued Salaries	`Cr`	CURRENT LIABILITY	Employee salaries due but unpaid
Accrued Utilities	`Cr`	CURRENT LIABILITY	Electricity, water, and internet charges due but unpaid
GST Payable	`Cr`	CURRENT LIABILITY	GST collected on sales and owed to the government
GST Adjustment	`Cr`	CURRENT LIABILITY	Temporary GST adjustments and rounding differences
Output GST	`Cr`	CURRENT LIABILITY	GST collected from customers during sales
├─ GST Output CGST	`Cr`	CURRENT LIABILITY	Central GST collected from customers
├─ GST Output IGST	`Cr`	CURRENT LIABILITY	Integrated GST collected from customers
└─ GST Output SGST	`Cr`	CURRENT LIABILITY	State GST collected from customers
Short-Term Liabilities	`Cr`	CURRENT LIABILITY	Loans and obligations due within one year
Credit Card Payable	`Cr`	CURRENT LIABILITY	Outstanding business credit card balance
Short-Term Loan	`Cr`	CURRENT LIABILITY	Bank loan instalments due within the current year
Statutory Liabilities	`Cr`	CURRENT LIABILITY	Taxes collected or deducted but not yet remitted
TCS Payable	`Cr`	CURRENT LIABILITY	Tax collected at source and to be deposited
TDS Payable	`Cr`	CURRENT LIABILITY	Tax deducted at source and owed to the government

Liabilities section expanded showing child accounts — Liabilities expanded
Nested child accounts under each parent group.

Non-Current Liabilities

Account	Normal Balance	Type	Tracks
Long-Term Liabilities	`Cr`	NON CURRENT LIABILITY	Financial obligations due after more than one year
Long-Term Loan	`Cr`	NON CURRENT LIABILITY	Bank loans repayable over more than one year
Mortgage Loan	`Cr`	NON CURRENT LIABILITY	Long-term building or property loan

Equity

Equity represents the owner's stake in the business. These accounts track capital invested, drawings taken, and profits retained.

Account	Normal Balance	Type	Tracks
Equity	`Cr`	EQUITY	Owner's total stake in the business after liabilities
Additional Paid-In Capital	`Cr`	EQUITY	Any extra capital invested by owners beyond the initial investment
Current Year Earnings (Calculated)	`Cr`	EQUITY	Profit or loss generated in the ongoing accounting period
Mehreen Aijaz	`Cr`	EQUITY	Partner account group
├─ Owner's Capital - Mehreen Aijaz	`Cr`	EQUITY	Capital account for the partner
├─ Owner's Drawings - Mehreen Aijaz	`Dr`	EQUITY	Drawing account for the partner
└─ Partner Remuneration - Mehreen Aijaz	`Dr`	EXPENSE	Remuneration paid to the partner for services
Opening Balance equity	`Cr`	EQUITY	Temporary equity account used to record the net difference during setup
Retained Earnings	`Cr`	EQUITY	Accumulated profits kept in the business from previous years

Note: Mehreen Aijaz is shown here as an example partner account. In your system, you will see the name of the partner or owner you configured during setup.

Current Year Earnings (Calculated) is highlighted in the table because it is auto-computed by MediFlux. It aggregates all revenue and expense transactions for the current accounting period. You cannot post manual journal entries to it.

Partner Remuneration sits under the Equity parent but is tagged as EXPENSE because it represents an operating cost paid to the partner for services rendered.

Equity section expanded showing partner accounts — Equity expanded
Partner capital, drawings, and retained earnings.

Revenue

Revenue accounts track all income earned by the pharmacy.

Account	Normal Balance	Type	Tracks
Revenue	`Cr`	REVENUE	Total income earned from pharmacy sales and services
Other Income	`Cr`	REVENUE	Non-sales income such as bank interest and supplier discounts
├─ Bank Interest	`Cr`	REVENUE	Interest income earned on bank balances and fixed deposits
├─ Customer Adjustment Income	`Cr`	REVENUE	Income recognized from customer account adjustments
├─ Customer Credit Write-off	`Cr`	REVENUE	Income recognized when customer credit balances are written off
├─ Round Off Gain	`Cr`	REVENUE	Gain arising due to rounding off invoice totals
├─ Supplier Adjustment Income	`Cr`	REVENUE	Income recognized from supplier account adjustments
└─ Supplier Waive-off & Adjustments	`Cr`	REVENUE	Income recognized when supplier dues or payable balances are waived
Sales Revenue	`Cr`	REVENUE	Primary income from selling medicines - retail and wholesale
├─ Retail Sales	`Cr`	REVENUE	Revenue from selling medicines directly to customers
├─ Retail Sales discount	`Dr`	REVENUE	Customer discount reducing total revenue
├─ Sales Retail Returns	`Dr`	REVENUE	Customer returns reducing total revenue
├─ Wholesale Sales	`Cr`	REVENUE	Revenue from bulk medicine sales to other retailers or pharmacies
├─ Wholesale sales discount	`Dr`	REVENUE	Wholesale discount reducing total revenue
└─ Wholesale sales returns	`Dr`	REVENUE	Wholesale returns reducing total revenue
Service Income	`Cr`	REVENUE	Income from services such as delivery and consultation
├─ Service Income	`Cr`	REVENUE	Income from services such as delivery and consultation
└─ Service Income Discount	`Dr`	REVENUE	Discount given on services
Stock Adjustment Gain	`Cr`	REVENUE	Income arising from stock adjustments where physical stock exceeds book stock

Revenue section expanded showing sales and other income — Revenue expanded
Nested sales revenue, other income, and service income accounts.

Note: Discount and return accounts carry a Dr balance because they are contra-revenue accounts. They reduce your total revenue rather than add to it.

Expenses

Expense accounts track every cost of running the pharmacy.

Account	Normal Balance	Type	Tracks
Expenses	`Dr`	EXPENSE	All business expenses required to operate the pharmacy
Cost of Goods Sold (COGS)	`Dr`	EXPENSE	Direct cost of medicines and goods sold, including purchases
├─ Direct Labor	`Dr`	EXPENSE	Wages for staff directly involved in sales operations
├─ Freight & Transportation (Purchases)	`Dr`	EXPENSE	Transport expenses for purchasing medicines
├─ Purchase Cost of Medicines	`Dr`	EXPENSE	Cost of buying medicines for resale
├─ Purchase Cost of Non-Drug Inventory	`Dr`	EXPENSE	Cost of purchasing non-pharmaceutical inventory for resale
└─ Purchase discount	`Cr`	EXPENSE	Records discounts and price reductions received from suppliers
Indirect Expenses	`Dr`	EXPENSE	Expenses not directly attributable to specific products or sales
├─ Advertising and Marketing	`Dr`	EXPENSE	Expenses for pharmacy promotion, online ads, banners
├─ Bank Charges	`Dr`	EXPENSE	Bank fees, transaction charges, and account maintenance
├─ Customer Adjustment Expense	`Dr`	EXPENSE	Expense recognized from customer account adjustments
├─ Depreciation Expense	`Dr`	EXPENSE	Monthly depreciation of furniture, equipment, computers
├─ GST Credit Reversal Expense	`Dr`	EXPENSE	Expense recognized when previously claimed GST input is reversed
├─ Insurance Expense	`Dr`	EXPENSE	Business insurance and employee insurance costs
├─ Interest Expense	`Dr`	EXPENSE	Interest paid on loans, overdrafts, and credit card balances
├─ Office Supplies	`Dr`	EXPENSE	Stationery, printer paper, and general office consumables
├─ Professional Fees	`Dr`	EXPENSE	CA fees, legal charges, consultant charges
├─ Rent Expense	`Dr`	EXPENSE	Monthly rent for the pharmacy premises
├─ Repairs and Maintenance	`Dr`	EXPENSE	Repair and maintenance of pharmacy equipment and premises
├─ Round Off Loss	`Dr`	EXPENSE	Loss arising due to rounding off invoice totals
├─ Salaries and Wages	`Dr`	EXPENSE	Salaries for pharmacists, staff, helpers, and wages
├─ Supplier Adjustment Expense	`Dr`	EXPENSE	Expense recognized from supplier account adjustments
├─ Taxes and Licenses	`Dr`	EXPENSE	License renewal fees and non-recoverable taxes
├─ Travel and Conveyance	`Dr`	EXPENSE	Fuel costs, delivery-related travel, and staff travel allowance
├─ Utilities Expense	`Dr`	EXPENSE	Electricity, water, internet, and phone expenses
└─ Waive off & Bad Debts	`Dr`	EXPENSE	Expense recognized for customer receivable amounts that are uncollectible
Other Expenses	`Dr`	EXPENSE	Expenses that do not fall under standard operating categories
└─ Stock Loss & Adjustments	`Dr`	EXPENSE	Records losses and adjustments in medicine inventory due to damage, expiry, or theft

Expenses section expanded showing COGS and indirect expenses — Expenses expanded
Nested cost of goods sold, indirect expenses, and other operating costs.

Note: Purchase discount carries a Cr balance because it is a contra-expense. It reduces your total cost of purchases rather than adding to it.

Common Mistakes To Avoid

Creating duplicate accounts for the same purpose

Before adding a custom ledger, search the existing list. If you create Shop Rent when Rent Expense already exists, your payments split across two ledgers and you will never see your true rent total in reports.

Posting manual entries to auto-computed accounts

Current Year Earnings (Calculated) is updated automatically by MediFlux. If you post a manual journal entry to it, your Profit & Loss will be permanently incorrect and cannot be fixed without reversing the entry.

Frequently asked questions

Next steps

Add a Journal Entry

Learn how to manually record transactions that hit multiple ledgers.

Ledger Reports

View detailed transaction history and balances for any individual ledger.

Trial Balance

See a summary of all ledger balances to verify your books are in balance.

Accounting Fundamentals

Review the basics of debits, credits, and financial statements.

Accounting Dashboard

Journals