Tutorial by learning path
General ledger, payables, and financial reports — separate from School Fees and Books & Supplies. Start with Foundation and General Ledger. For a longer plain-English guide with every COA code explained, see the detailed tutorial. Dashboard links need your school login.
Foundation
Initialize your school entity and accounting rules before any GL posting.
Foundation · Start here
Setup checklist
Your go-live map for School Accounting — shows which ledger steps are done and what is still missing before you post journals.
Real scenario
Mr Boateng (accountant at Horizon School) opens the checklist in August. Chart of Accounts is green but no journal is posted yet. He posts an opening-balance journal, then the Required section turns fully green.
Worked example (GHS)
Required 4/5 complete → post opening journal → 5/5 Required · Health score rises to 85%
How it works
Clasra reads live data (settings, chart of accounts, open period, posted journals) and marks checklist rows complete. It guides setup — it does not post entries for you.
Key fields — what each one means
Required
Must finish before your books are live — settings, COA, fiscal period, first journal.
Example: Settings ✓ · Chart of Accounts ✓ · Fiscal Period ✗ · Posted journal ✗
Recommended
Payables workflow — vendors, bills, payments, reports, audit.
Example: Vendor Bills and Payments green after first supplier bill is paid
Later
Petty cash, advances, bank recon, and budgets can wait until core GL is stable.
Example: Bank Reconciliation stays amber until month-end
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/setupFoundation · Foundation
Accounting Settings
Defines your school's legal entity, GHS currency, fiscal year, approval limits, and GL sync with School Fees.
Read these first
Real scenario
Horizon runs module initialization — default Ghana COA accounts (1000 Cash, 4000 Fee Revenue, etc.) are created. Accountant enables materials sync and saves LIVE status.
Worked example (GHS)
Entity: Horizon School · GHS · LIVE · Materials sync ON · Fee revenue account 4000
How it works
Every journal and report uses these rules. Initialize the module once, then tune integrations so fee receipts and materials sales post to the right accounts automatically.
Key fields — what each one means
Legal entity name
Printed on Trial Balance, P&L, and Balance Sheet for auditors and the board.
Example: Horizon International School Ltd
Currency & timezone
All amounts in GHS; timestamps use Africa/Accra for period close.
Example: GHS · Africa/Accra · Fiscal year starts September
Maker-checker thresholds
Payments or journals above this GHS amount need a second approver.
Example: Outgoing payments above GHS 2,000 → approver queue
Materials GL sync
When on, Books & Supplies shop sales post inventory and revenue journals here.
Example: Map 1300 Inventory · 4100 Materials Revenue · 5200 COGS
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/settingsGeneral Ledger
Chart of accounts, opening balances, fiscal periods, and journal entries.
General Ledger · General Ledger
Chart of Accounts
The list of every ledger account — assets, liabilities, income, and expenses — that journals post to.
Read these first
Real scenario
Accountant reviews seeded accounts, adds 5150 Utilities and 5160 Repairs, then exports CSV for the external auditor.
Worked example (GHS)
Default COA: 1000 Cash · 1100 Bank · 1200 AR · 2000 AP · 4000 Fee Revenue · 5100 Operating Expense
How it works
Double-entry bookkeeping: each journal line hits an account here. Keep codes stable; deactivate unused accounts instead of deleting history.
Key fields — what each one means
Account code
Numeric or alphanumeric ID used on every journal line and report.
Example: 5100 Operating Expense · 1100 Bank Account · 4000 Fee Revenue
Account type
Asset, liability, equity, income, or expense — drives normal balance (debit vs credit).
Example: Bank 1100 = Asset (debit balance) · Fee Revenue 4000 = Income (credit balance)
Status
Active accounts accept new postings; inactive accounts keep history only.
Example: Retire old 1050 Petty Cash sub-account · keep on reports for prior years
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/chart-of-accountsGeneral Ledger · General Ledger
Opening Balances (go-live)
One-time migration step — enter last year's closing balances so your new Clasra ledger starts in the right place.
Read these first
Real scenario
Horizon migrates from spreadsheets on 1 September. Accountant enters balances, validates, posts once — Trial Balance debits equal credits.
Worked example (GHS)
Cut-over 1 Sep 2026 · Debits GHS 125,400 = Credits GHS 125,400 · Source: OPENING_BALANCE
How it works
Validate that total debits equal total credits in GHS, then post a single OPENING_BALANCE journal. After go-live, use adjusting journals instead.
Key fields — what each one means
Opening balance lines
Per-account debit or credit amounts as at your cut-over date.
Example: Dr Bank GHS 45,000 · Dr AR GHS 12,000 · Cr Retained Earnings GHS 57,000
Validate
Dry-run check — fixes errors before anything hits the live ledger.
Example: Out of balance by GHS 200 → fix AR line before Post
Post once
After posting, day-to-day activity uses regular journals — not opening balances again.
Example: Opening journal OB-2026-001 posted 1 Sep · Trial balance balances to zero
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/chart-of-accountsGeneral Ledger · General Ledger
Fiscal Periods
Accounting months or terms — controls which period a journal can be posted into.
Read these first
Real scenario
Accountant opens September, posts all month journals, runs Trial Balance, then closes September on 5 October.
Worked example (GHS)
Period Sep 2026 · Status OPEN · 47 posted journals · Close after TB ties to bank
How it works
Open the current period before posting. Close a period to block backdated changes; reopen only with admin approval and a documented reason.
Key fields — what each one means
Fiscal year
Container for periods — usually aligned with the school calendar.
Example: FY 2025/2026 · September start
Period status
Open = post allowed · Closed = blocked unless reopened.
Example: September OPEN · August CLOSED after month-end review
Close discipline
Review drafts and bank recon before closing — matches Finance Daily Close rhythm.
Example: Close September only after bank recon signed off
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/fiscal-periodsGeneral Ledger · General Ledger
Journal Entries
Manual double-entry vouchers — debits must equal credits in GHS before you post.
Read these first
Real scenario
Accountant accrues unpaid electricity: Dr Operating Expense GHS 2,400, Cr Accounts Payable GHS 2,400, posts, then pays vendor later via Payments.
Worked example (GHS)
Journal JE-2026-0042 · Dr 5100 GHS 2,400 · Cr 2000 GHS 2,400 · Posted · Source MANUAL
How it works
Draft → review lines → post to update account balances and reports. Use Reverse (with reason) to correct a posted journal — never silent edits.
Key fields — what each one means
Journal lines
Each line: account code, debit or credit amount, narrative.
Example: Dr 5100 Utilities GHS 800 · Cr 1100 Bank GHS 800 · Narrative: ECG bill
Balance check
Clasra blocks posting if debits ≠ credits (checked in pesewas).
Example: Dr GHS 1,000.00 · Cr GHS 999.50 → blocked until balanced
Source type
Shows origin — MANUAL, OPENING_BALANCE, FEE_COLLECTION, VENDOR_BILL, etc.
Example: FEE_COLLECTION auto-posted when bursar records GHS 500 fee payment
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/journalsPayables
Expense requests, vendors, supplier bills, and outgoing payments.
Payables · Payables
Expense Requests
Staff ask for money before spending — supplies, travel, repairs — with approver sign-off in GHS.
Read these first
Real scenario
Teacher submits GHS 180 science kit request. Principal approves Tuesday; accountant pays via MoMo from bank account 1100.
Worked example (GHS)
Expense REQ-2026-118 · GHS 180 · Approved by Principal · Paid via Payments PM-0091
How it works
Submit with receipt → approver reviews → approved request becomes a payment or vendor bill. Unapproved requests never leave the bank.
Key fields — what each one means
Request amount
GHS spend requested — must match supporting receipt where policy requires.
Example: GHS 350 stationery · receipt photo attached
Expense account
Which COA expense line will absorb the cost when paid.
Example: 5150 Office Supplies · linked on approval
Approval status
Draft → submitted → approved / rejected — only approved flows to payment.
Example: Rejected: missing receipt · Returned to teacher for upload
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/expense-requestsPayables · Payables
Vendors
Supplier master file — who you pay for utilities, stationery, contractors, and services.
Read these first
Real scenario
Accountant adds Apex Stationery and ECG as vendors before Term 1 purchases. Bills reference vendor codes on every invoice.
Worked example (GHS)
V014 Apex Stationery · Active · Default account 5150 · 3 bills YTD
How it works
Create vendor once, link to bills and payments. Mark inactive instead of deleting — history stays on audit and reports.
Key fields — what each one means
Vendor name & code
Legal name for bills; short code for fast search at payment time.
Example: V001 ECG Ghana · V014 Apex Stationery Ltd
Payment details
Bank or MoMo account verified before first payment.
Example: MoMo merchant ID checked before GHS 2,400 ECG payment
Default expense account
Pre-fills bill lines for repeat suppliers.
Example: ECG → default 5150 Utilities
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/vendorsPayables · Payables
Vendor Bills
Record supplier invoices — what you owe — before money leaves the bank.
Read these first
Real scenario
ECG bill arrives GHS 2,400. Accountant posts bill (Dr expense, Cr AP), pays from bank next week.
Worked example (GHS)
Bill VB-2026-0033 · ECG · GHS 2,400 · Posted · Dr 5150 / Cr 2000 AP
How it works
Enter bill lines with expense accounts → post to accrue expense (debit) and credit Accounts Payable (2000) → pay later via Payments.
Key fields — what each one means
Bill reference
Supplier invoice number for matching payments and audit.
Example: ECG inv #88421 · Due 30 Sep · GHS 2,400
Line items
Each line: expense account + GHS amount.
Example: 5150 Utilities GHS 2,000 + 2200 VAT GHS 400 = GHS 2,400 total
Bill status
Draft → posted → partial/paid as payments clear AP.
Example: Posted bill GHS 2,400 · Payment GHS 2,400 → status Paid
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/vendor-billsPayables · Payables
Payments
Pay posted vendor bills and approved expenses — reduces cash/bank and clears payables.
Read these first
Real scenario
Accountant pays Apex Stationery GHS 1,850 by bank transfer against bill VB-2026-0040. AP balance drops; bank recon matches statement line.
Worked example (GHS)
PM-2026-0092 · Apex · GHS 1,850 · Bank · VB-2026-0040 · Posted
How it works
Link payment to bill or expense → choose bank/cash account → post. Maker-checker may apply above threshold. Store proof for audit.
Key fields — what each one means
Payment method
Bank transfer, MoMo, cheque, or cash — must match COA source account.
Example: MoMo from 1100 Bank · Ref MM-88421 · GHS 2,400
Allocation
Which bill or expense this payment settles.
Example: VB-2026-0033 ECG bill cleared in full
Posted payment
Dr AP (or expense) · Cr Bank — appears on Cash Movement report.
Example: PM-2026-0091 · GHS 2,400 · Posted · Approver: Principal
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/paymentsCash Management
Petty cash floats, staff advances, and bank reconciliation.
Cash Management · Cash Management
Petty Cash
Small on-hand float for tea, postage, and urgent bits — imprest style in GHS.
Read these first
Real scenario
Office float GHS 500. Three small purchases in a week total GHS 127. Custodian counts GHS 373 cash — matches book.
Worked example (GHS)
Petty book MAIN · Float GHS 500 · Spent GHS 127 · Book balance GHS 373 · Count OK
How it works
Set float → record each voucher → top up when low → count physical cash vs book periodically.
Key fields — what each one means
Float amount
Starting cash in the petty cash box — usually account 1000 or sub-account.
Example: Float GHS 500 · Custodian: Office assistant
Voucher
Each spend with receipt and expense category.
Example: GHS 45 postage · Dr 5100 · Cr 1000 Petty cash
Replenishment
Top-up from bank when float runs low — posts as transfer to petty cash.
Example: Balance GHS 80 → replenish GHS 420 from bank → float back to GHS 500
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/petty-cashCash Management · Cash Management
Cash Advances
Give staff money upfront for approved trips or purchases — track until they retire with receipts.
Read these first
Real scenario
Coach receives GHS 600 for tournament travel. Returns with GHS 520 receipts and GHS 80 cash change — accountant settles and records refund.
Worked example (GHS)
ADV-2026-014 · GHS 600 issued · Claim GHS 520 · Refund GHS 80 · SETTLED
How it works
Issue advance (staff owes school) → staff files expense claim → settle to post expense and refund any unused cash.
Key fields — what each one means
Advance amount
GHS disbursed from cash or bank before spend happens.
Example: GHS 800 trip advance to Mr Asante · Purpose: WAEC marking travel
Expense claim
Receipts for actual spend against the advance.
Example: Claim GHS 620 transport + GHS 90 meals = GHS 710 spent
Settlement
Post expense, clear advance receivable, refund GHS 90 unused to school.
Example: Advance GHS 800 · Spent GHS 710 · Refund GHS 90 cash · Status SETTLED
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/advancesCash Management · Cash Management
Bank Reconciliation
Prove your ledger bank balance matches the real bank or MoMo statement.
Read these first
Real scenario
September recon: book bank GHS 48,200 vs statement GHS 48,185. Unmatched GHS 15 bank fee posted, recon closed.
Worked example (GHS)
Sep 2026 recon · Book GHS 48,200 · Stmt GHS 48,185 · Fee journal GHS 15 · Closed
How it works
Import statement → auto-match payments and journals → manually match exceptions → close recon when clear.
Key fields — what each one means
Statement import
CSV or paste of bank lines for the period.
Example: 42 statement lines for September · GCB account ending 4521
Matched items
Clasra payment/journal linked to a statement line.
Example: PM-0091 GHS 2,400 matched to stmt line 18 Sep
Exceptions
Timing differences, bank fees, or errors to investigate.
Example: GHS 15 bank charge on stmt — post fee journal then match
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/bank-reconciliationControls
Budget planning and variance tracking against posted actuals.
Controls · Controls
Budgets
Plan GHS income and spend by account for the year — compare to posted actuals.
Read these first
Real scenario
Board approves GHS 420,000 expense budget. By mid-year, payroll and utilities actuals are 8% over plan — flagged in workspace.
Worked example (GHS)
FY 2025/26 budget · Expense plan GHS 420,000 · Actual GHS 228,000 at mid-year · 54% used
How it works
Draft budget lines → submit → approve to ACTIVE → workspace shows budget vs actual variance from journals and payments.
Key fields — what each one means
Budget lines
Planned GHS per COA account for the fiscal period.
Example: 5150 Utilities plan GHS 24,000 · 5100 OpEx plan GHS 180,000
Approval workflow
DRAFT editable · ACTIVE locked · revise creates new DRAFT version.
Example: Board approves FY budget → status ACTIVE from 1 Sep
Variance
Actual posted amounts minus plan — overspend flagged in workspace.
Example: Utilities actual GHS 8,200 vs plan GHS 6,000 YTD → overspend warning
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/budgetsInsight
Dashboard health, financial statements, and audit trail.
Insight · Overview
Accounting Dashboard
Control room for school books — setup health, open period, draft journals, open bills, and posted volume in GHS.
Read these first
Real scenario
Principal opens dashboard Monday: one overdue vendor bill and two pending expense approvals show in Needs attention before board meeting.
Worked example (GHS)
Health 82% · Period Sep OPEN · Draft journals 2 · Open AP GHS 6,250 · Posted MTD GHS 41,000
How it works
KPIs pull from live ledger data. Clear Needs attention items before period close. School Fees handles student billing; this dashboard is the general ledger.
Key fields — what each one means
Health score
Setup completeness and data quality snapshot.
Example: Score 85% · 2 draft journals · 1 open vendor bill
Open fiscal period
Which period accepts new postings right now.
Example: September 2026 OPEN · 12 days until month-end close
Needs attention
Drafts, unapproved items, or overdue bills to action.
Example: 3 expense requests pending approval · 1 bill due tomorrow
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accountingInsight · Insight
Financial Reports
Trial Balance, P&L, Balance Sheet, Cash Movement, and General Ledger — from posted journals only.
Read these first
Real scenario
External auditor requests September pack. Accountant runs TB, P&L, Balance Sheet, exports CSV, emails before Friday.
Worked example (GHS)
Sep 2026 TB balanced · P&L surplus GHS 22,400 · BS exported · GL detail for account 1100 Bank
How it works
Pick report and period → run → export PDF/CSV for board and auditors. Always run Trial Balance first — debits must equal credits.
Key fields — what each one means
Trial Balance
All account balances — sanity check before other statements.
Example: Sep TB · Total debits GHS 512,400 = credits GHS 512,400
Profit & Loss
Income minus expenses for the period.
Example: Term 1 P&L · Fee revenue GHS 380,000 · Expenses GHS 290,000 · Surplus GHS 90,000
Balance Sheet
Assets, liabilities, and equity at period end.
Example: Assets GHS 620,000 · Liabilities GHS 180,000 · Equity GHS 440,000
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/reportsInsight · Insight
Audit Log
Append-only diary of who posted journals, approved payments, changed settings, or reversed entries.
Real scenario
Board asks who approved a GHS 5,000 payment. Accountant filters Audit Log by payment ID and exports the approval trail.
Worked example (GHS)
PM-2026-0105 · Approved by Principal 14:22 · Posted by Accountant 14:25 · Exported CSV
How it works
Filter by actor, action, or date. Before/after snapshots on sensitive changes. Export CSV for audit committees — entries cannot be deleted.
Key fields — what each one means
Actor
Staff user who performed the action.
Example: Accountant: Akosua Mensah · Action: journal posted JE-0042
Before / after
What changed — essential for dispute investigation.
Example: Settings: materials sync OFF → ON · Reason: Term 1 shop launch
Severity
Highlights reversals, voids, and rejected approvals.
Example: CRITICAL: journal reversed JE-0038 · Reason: duplicate ECG accrual
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/auditFinance & HR sync
Automatic GL journals from School Fees, Books & Supplies shop, and payroll.
Finance & HR sync · Finance sync
Fee collections → GL
When a bursar posts a student fee payment in School Fees, Clasra can auto-post Dr Cash/Bank · Cr Fee Revenue (4000).
Read these first
Real scenario
Parent pays GHS 1,330 tuition at cashier. Bursar posts in Finance; accountant sees matching FEE_COLLECTION journal without manual entry.
Worked example (GHS)
Finance payment GHS 1,330 · Auto JE Dr 1000 Cash Cr 4000 Fee Revenue · Source FEE_COLLECTION
How it works
Enable in Accounting Settings. Each finance payment triggers idempotent journal via integrations/fees — skips if already posted. Material sale payments use materials hook instead.
Key fields — what each one means
Enable fee sync
Turn on automatic journals for posted School Fees payments.
Example: Fee sync ON · Revenue account 4000 · Cash account 1000
Idempotency
Same payment retried will not double-post GL.
Example: Receipt SUN-RC-00902 posts one JE · retry safe
Finance prerequisite
Bursar must post payment in School Fees first — Accounting reads that event.
Example: GHS 500 fee payment in Finance → JE FEE_COLLECTION GHS 500 same day
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/settingsFinance & HR sync · Finance sync
Materials shop → GL
Books/uniforms sold via the Books & Supplies counter post inventory, revenue, COGS, and AR/cash journals automatically.
Read these first
Real scenario
Bookshop sells GHS 450 of textbooks at registration. Materials sync posts revenue and reduces inventory without accountant re-keying.
Worked example (GHS)
Material sale GHS 450 · Dr 1000 Cash · Cr 4100 · COGS GHS 280 · Inventory reduced
How it works
Map accounts 1300 Inventory, 4100 Materials Revenue, 5200 COGS in Settings. Pay-now sale: Dr Cash Cr Revenue + COGS entry. Credit sale: AR until collected.
Key fields — what each one means
Account mapping
Which COA codes receive materials sales, inventory, and cost of goods sold.
Example: 1300 Inventory · 4100 Materials Revenue · 5200 COGS · 1200 AR for credit sales
Pay-now sale
Cashier materials tab sale posts cash and revenue immediately.
Example: Uniform GHS 120 cash · Dr Cash · Cr 4100 · Dr 5200 COGS · Cr 1300
Finance link
Requires Books & Supplies counter active in your school.
Example: See Finance tutorial: Cashier Workspace · Materials POS tab
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/settingsFinance & HR sync · Finance sync
Payroll → GL
Payroll posts accrue expense and payables on Post; salary and statutory payments in Payroll clear payables and credit bank.
Read these first
Real scenario
September payroll run GHS 185,000 approved in HR. GL accrual posts automatically; accountant pays bank batch and clears payable.
Worked example (GHS)
Payroll run Sep · Dr 5000 GHS 185,000 · Cr 2100 · Bank pay PM-0108 clears liability
How it works
Enable auto-sync in Accounting settings. Post payroll → Dr 5000 · Cr 2100/2110/2120. Record salary payment → Dr 2100 · Cr 1100. Pay GRA/SSNIT in Statutory Liabilities → Dr 2110 or 2120 · Cr 1100.
Key fields — what each one means
Payroll expense account
Usually 5000 Payroll Expense — debited when run is posted.
Example: Monthly run GHS 185,000 · Dr 5000 · Cr 2100 Payroll Payable
Payroll payable
Liability until staff are paid from bank.
Example: 2100 balance GHS 185,000 until bank transfer PM-0108
Bank payment
Clears payable and credits bank when salaries leave the account.
Example: Dr 2100 GHS 185,000 · Cr 1100 Bank · Ref: salary batch Sep
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/settings