Plain English accounting tutorial
Sample school: Sunrise Academy · all amounts in GHS. Explains every menu screen, every default account code, and real workflows — separate from School Fees and Books & Supplies.
Glossary — read this first
Eight terms you'll see on every screen. No accounting degree needed.
General Ledger (GL)
The school's official money record — every fee, bill, salary, and bank movement ends up here.
Example: Like the bursar's master accounts book, but in Clasra.
Chart of Accounts (COA)
The list of money buckets (accounts) every transaction is sorted into.
Example: 1100 Bank · 4000 Fee Revenue · 5150 Utilities
Debit / Credit
The two sides of every entry. They must balance in GHS — like moving money from one pocket to pay a bill.
Example: Pay ECG GHS 2,400: Dr Utilities 2,400 · Cr Bank 2,400
Journal entry
A balanced voucher that updates the ledger. Can be manual or auto-posted from fees, bills, or payments.
Example: JE-00042 · Dr 5100 · Cr 2000 AP · Posted
Fiscal period
An accounting month you can post into. Must be OPEN or REOPENED for that date.
Example: October 2026 OPEN — bill dated 15 Oct can post
Accounts Payable (AP)
Money you owe suppliers — bills received but not paid yet.
Example: ECG bill posted GHS 2,400 · AP balance until payment
Accounts Receivable (AR)
Money owed to the school — credit sales or staff cash advances not yet cleared.
Example: Coach took GHS 600 advance — AR until receipts filed
Post / Posted
Lock the entry into the live books. Draft = not official yet.
Example: Vendor bill POSTED → shows on Trial Balance
Chart of Accounts — every default code
Clasra creates these 13 accounts when you initialize School Accounting. Tap each for plain English.
What it is: Physical cash in the office — petty cash tin, cash at the gate before banking, small payouts from the drawer.
Example: Parent pays GHS 50 cash for a PTA levy — sits in 1000 until deposited.
Used when
- Petty cash vouchers
- Cash fee payments
- Cash advances issued
Not for: Large supplier payments — use 1100 Bank.
What it is: Money in GCB, MoMo merchant, or the school's main bank account.
Example: GHS 1,330 school fees by MoMo — Dr 1100 Bank · Cr 4000 Fee Revenue.
Used when
- Payments to suppliers
- Fee sync from School Fees
- Bank reconciliation
What it is: Money people owe the school — credit sales or staff who received a cash advance.
Example: Coach gets GHS 600 travel advance — school is owed until he retires with receipts.
Used when
- Cash advance — Issue
- Materials sold on credit
- Settle claim clears AR
What it is: Value of stock on the shelf — uniforms and books bought to resell, not yet sold.
Example: GHS 5,000 uniforms purchased for the shop — stock in 1300 until a parent buys.
Used when
- Materials shop receives stock
- Sale reduces inventory · COGS hits 5200
Not for: Chalk used in class — that's 5100 Operating Expense.
What it is: Bills you've recorded but not paid yet — you owe the supplier.
Example: ECG bill GHS 2,400 posted — Cr 2000 until bank payment clears it.
Used when
- Vendor bill — Post
- Payment — Dr 2000 · Cr 1100
What it is: Salaries accrued but not yet paid — owed to staff until payday.
Example: Month-end GHS 85,000 payroll processed — paid on the 5th.
Used when
- Payroll integration
- Salary payment from bank
What it is: Income tax withheld from staff — owed to GRA until remitted.
Example: September PAYE GHS 4,200 — filed and paid to GRA.
Used when
- Payroll GL accrual
- Statutory liability payment in Payroll
What it is: SSNIT contributions (employee + employer) owed until remitted.
Example: September SSNIT GHS 8,900 — paid via SSNIT portal.
Used when
- Payroll GL accrual
- Statutory liability payment in Payroll
What it is: VAT collected or owed to GRA until remitted.
Example: Supplier bill includes GHS 400 VAT — may sit in 2200 per your accountant's policy.
Used when
- VAT on bills or sales
- GRA remittance
What it is: The school's accumulated surplus — profit kept over the years.
Example: Years of fees minus expenses built GHS 200,000 reserves — equity on Balance Sheet.
Used when
- Opening balances on go-live
- Year-end close
- Auditor review
What it is: Income from school fees — tuition, levies, boarding.
Example: Parent pays GHS 1,330 term fees — Cr 4000 when Finance syncs to GL.
Used when
- School Fees receipts (auto-sync)
- Manual fee journals (rare)
What it is: Income from selling uniforms, books, and shop items — not fees.
Example: Uniform sold GHS 120 cash — Cr 4100 · Dr 1100 Bank.
Used when
- Materials / shop sales sync
- Counter sales
What it is: Cost of employing staff — salaries and wages.
Example: September payroll GHS 85,000 — biggest line on Profit & Loss.
Used when
- Payroll GL sync
- Salary accrual journals
What it is: Day-to-day running costs — electricity, repairs, cleaning, general supplies (not salaries or COGS).
Example: ECG GHS 2,400 · lab supplies GHS 180 · petty postage GHS 45.
Used when
- Vendor bills (default)
- Expense requests
- Petty cash vouchers
- Many manual journals
What it is: What uniforms/books cost you when sold — not the selling price.
Example: Uniform sells GHS 120 (4100 income) · cost GHS 70 → Dr 5200 · Cr 1300.
Used when
- Materials shop sale with inventory tracking
Sub-accounts schools often add under 5100
- 5110 Supplies — Chalk, lab kits, stationery
- 5150 Utilities — ECG, water
- 5160 Repairs — Gate, plumbing
Money flow cheat sheet
Which account moves when — at a glance.
| You do… | Journal (simplified) | Note |
|---|---|---|
| Fees (Finance) | Dr 1100 Bank · Cr 4000 Fee Revenue | Often auto-sync |
| Expense request | No GL until bill/payment | Approve first |
| Vendor bill post | Dr 5100/5110 · Cr 2000 AP | Accrue expense |
| Payment | Dr 2000 AP · Cr 1100 Bank | Clear AP |
| Petty voucher | Dr 5100 · Cr 1000 Cash | Small spends |
| Advance issue | Dr 1200 AR · Cr 1000/1100 | Staff owes school |
| Advance settle | Dr 5100 · Cr 1200 AR | Receipts filed |
| Manual journal | Your two accounts | Fees, bank fees, corrections |
Start here
Go-live map and how this guide fits together.
Setup checklist
What it is: Your go-live map — Clasra checks live data and shows what's done (green) and what's missing before you trust the books.
Why it matters
A school shouldn't post real journals until settings, accounts, an open period, and at least one posted entry are ready.
Real scenario
Mrs. Mensah (bursar, Sunrise Academy) opens the checklist in September. Chart of Accounts is green but no journal is posted. She posts opening balances — Required turns fully green.
Worked example (GHS)
Required 5/5 · Health 85% · Ready for daily postings
How it works
Required = must finish before live books. Recommended = payables workflow. Later = petty cash, bank recon, budgets can wait.
Key terms — plain English
Required
Settings, chart of accounts, fiscal period, first posted journal.
Example: 4/5 complete until opening journal posted
Health score
How complete your accounting setup is.
Example: 85% after opening balances posted
Later
Optional until core GL is stable.
Example: Bank reconciliation stays amber at first
Steps in Clasra
- Open Setup checklist from Accounting menu.
- Complete every Required row (green).
- Initialize Settings and Chart of Accounts if not done.
- Open a fiscal period and post opening balances or first journal.
- Add Recommended items when you start paying suppliers.
Foundation
Entity rules, currency, and Finance sync.
Accounting Settings
What it is: Rules for the whole module — school name on reports, GHS, fiscal year start, approval limits, and links to School Fees.
Why it matters
Every journal and report uses these rules. Initialize once before posting.
Real scenario
Sunrise initializes in August. Bursar enables fee sync so each GHS 1,330 receipt auto-posts to 4000.
Worked example (GHS)
Sunrise Academy Ltd · GHS · LIVE · Fee sync ON
How it works
Initialize module → default COA and fiscal year created → map fee revenue and bank accounts → save LIVE.
Key terms — plain English
Initialize module
One-time setup creating default accounts and FY.
Example: Creates 1000 Cash, 4000 Fee Revenue, etc.
Fee GL sync
Auto journal when fees collected in Finance.
Example: Dr Bank · Cr 4000 Fee Revenue
Maker-checker threshold
Big payments need a second approver.
Example: Payments over GHS 2,000
Steps in Clasra
- Initialize Accounting (once per school).
- Set legal entity name and Africa/Accra timezone.
- Enable fee sync and map revenue/bank accounts.
- Set approval thresholds if your school uses them.
- Confirm status LIVE.
General Ledger
Accounts, periods, journals, and opening balances.
Chart of Accounts
What it is: The master list of money buckets — every journal line posts to an account here.
Why it matters
Reports only make sense if transactions use consistent account codes.
Real scenario
Accountant adds 5160 Repairs for a broken JHS gate. ECG bills always use 5150 Utilities.
Worked example (GHS)
1000 Cash · 1100 Bank · 2000 AP · 4000 Fees · 5100 OpEx
How it works
Five types: Asset, Liability, Equity, Income, Expense. Add sub-accounts under 5100 for cleaner reports. Deactivate — don't delete — old codes.
Key terms — plain English
Account code
Short ID on every line.
Example: 1100 Bank · 4000 Fee Revenue
Opening balance
Starting position when you go live on Clasra.
Example: Dr Bank GHS 45,000 on 1 Sep
Active / Inactive
Active accepts new postings; inactive keeps history.
Example: Retire 1050 old petty sub-account
Steps in Clasra
- Review seeded accounts after Initialize.
- Add sub-accounts (5110 Supplies, 5150 Utilities) if needed.
- Enter opening balances once — validate debits = credits.
- Post opening journal — then use regular journals only.
See the Chart of Accounts reference section below for every default account explained.
Open this screen
Sign in at clasra.com with your school account.
/dashboard/accounting/chart-of-accountsFiscal Periods
What it is: Accounting months — controls which dates you can post into.
Why it matters
Posting a bill dated August when only October is OPEN causes 'No open fiscal period' errors.
Real scenario
End of September: bursar closes September after TB and bank recon; October becomes OPEN.
Worked example (GHS)
Sep CLOSED · Oct OPEN · Bill date must fall in OPEN/REOPENED month
How it works
OPEN = post allowed. CLOSED = locked. REOPENED = unlocked for corrections (with reason). Close month → next month opens.
Key terms — plain English
OPEN
Current working month.
Example: October 2026 OPEN
CLOSED
Locked after month-end review.
Example: September 2026 CLOSED
REOPENED
Closed month opened again for fixes.
Example: August reopened to correct a bill date
Steps in Clasra
- Confirm current period is OPEN before posting.
- Post all month's transactions.
- Run Trial Balance and bank recon.
- Close period — next period becomes OPEN.
- Reopen only with a documented reason.
Invoice date, payment date, and journal date must fall inside an OPEN or REOPENED period.
Journal Entries
What it is: Manual money notes — for when Clasra didn't auto-post from fees, bills, or payments.
Why it matters
Corrections, accruals, opening balances, and bank fees often need a manual journal.
Real scenario
ECG bill accrued before payment: Dr 5150 Utilities GHS 2,400 · Cr 2000 AP GHS 2,400. Later Payment clears AP.
Worked example (GHS)
JE-00042 · Dr 5100 · Cr 1100 · Bank fee GHS 15 · MANUAL
How it works
Draft → balanced lines (debits = credits) → Post. Use Reverse on posted journals — never silent edits.
Key terms — plain English
Draft
Saved but not official.
Example: Can still edit lines
Source type
Where the entry came from.
Example: MANUAL · FEE_COLLECTION · VENDOR_BILL · PAYMENT
Reverse
Correct a posted journal with audit trail.
Example: Reverse wrong utility accrual
Steps in Clasra
- New journal → add lines (account, debit or credit, amount, description).
- Confirm balanced in GHS.
- Post (period must be open for entry date).
- Reverse if wrong — don't delete posted history.
Not for paying suppliers — use Vendor Bills and Payments. Not for fees — use School Fees.
Payables
Requests, vendors, bills, and payments.
Expense Requests
What it is: Staff ask permission before spending — supplies, travel, repairs. No money leaves until approved.
Why it matters
Controls spend before it hits the bank.
Real scenario
Science teacher requests GHS 180 lab supplies. Principal approves. Bursar links EXP-00001 to vendor bill, posts, pays Apex.
Worked example (GHS)
EXP-00001 · GHS 180 · Approved → VB → Posted → PAID
How it works
Draft → Submit → Approve → Vendor Bill (linked) → Post → Payment → PAID.
Key terms — plain English
APPROVED
OK to create vendor bill or pay.
Example: EXP-00001 lab supplies GHS 180
BILL_CREATED
Linked to a vendor bill.
Example: EXP-00001 → VB-00001
Receipt
Proof of spend — often required above threshold.
Example: Photo of supplier receipt
Steps in Clasra
- Staff: New request (title, category, amount, date).
- Approver: Approve or Reject with reason.
- Bursar: Vendor Bills → link approved expense → Post → Pay.
Open this screen
Sign in at clasra.com with your school account.
/dashboard/accounting/expense-requestsVendors
What it is: Supplier phone book — who you pay repeatedly.
Why it matters
Clean vendor records make bills, payments, and audit easier.
Real scenario
Sunrise adds ECG, Apex Stationery, and SafeWash cleaning.
Worked example (GHS)
V014 Apex · Active · Default 5110 Supplies
How it works
Create once → use on every bill and payment. Mark inactive — don't delete history.
Key terms — plain English
Vendor code
Short search ID.
Example: V-ECG · V-APEX
Default expense account
Pre-fills bill lines.
Example: ECG → 5150 Utilities
Payment details
Bank or MoMo — verify before first pay.
Example: MoMo merchant ID checked
Steps in Clasra
- Add vendor legal name and code.
- Enter contact and payment details.
- Set default expense account.
- Use same vendor on all bills and payments.
Vendor Bills
What it is: Supplier invoices — what you owe before money leaves the bank.
Why it matters
Records expense and AP when the bill arrives, not only when you pay.
Real scenario
Apex invoice GHS 1,850 chalk — post bill, pay from bank next week.
Worked example (GHS)
VB-00040 · Apex · GHS 1,850 · Posted · Dr 5110 / Cr 2000
How it works
Create bill → Post (Dr Expense · Cr 2000 AP) → Pay later (Dr AP · Cr Bank). Link approved expense requests when applicable.
Key terms — plain English
Bill date
Invoice date — drives fiscal period.
Example: Must be in OPEN/REOPENED month
POSTED
In the GL.
Example: Dr 5110 · Cr 2000 GHS 1,850
PAID
Cleared by payment.
Example: Balance zero on bill
Steps in Clasra
- New bill → vendor, invoice #, dates, lines.
- Optionally link approved expense request.
- Post bill.
- Create payment when due.
Payments
What it is: Money going out — pays vendor bills and clears what you owe.
Why it matters
Reduces bank and AP; proof needed for audit and bank recon.
Real scenario
Pay Apex GHS 1,850 against VB-00040 by bank transfer.
Worked example (GHS)
PM-00092 · Dr 2000 · Cr 1100 · Ref bank transfer ID
How it works
Link to bill → method (bank, MoMo, cheque, cash) → Post (Dr AP · Cr Bank).
Key terms — plain English
Allocation
Which bill this pays.
Example: VB-00040 full amount
Payment method
Must match COA account.
Example: MoMo from 1100 Bank
Posted payment
Journal created.
Example: PM-00092 · GHS 1,850 · Posted
Steps in Clasra
- New payment → select vendor / bill.
- Amount, date, method, bank account.
- Post — attach proof (screenshot, slip).
- Match on bank reconciliation.
Cash Management
Petty cash, advances, and bank reconciliation.
Petty Cash
What it is: Small cash in a box — postage, water, urgent bits. Not for big supplier invoices.
Why it matters
Tracks imprest float and every small spend with receipts.
Real scenario
Float GHS 500 · week spends GHS 167 · book balance GHS 333 matches count.
Worked example (GHS)
PCV-00001 · GHS 45 postage · Dr 5100 · Cr 1000
How it works
Create book (float) → voucher per spend → Post (Dr Expense · Cr 1000 Cash) → count cash vs book.
Key terms — plain English
Float
Starting cash in the tin.
Example: GHS 500 office float
Voucher
One small spend.
Example: GHS 45 Ghana Post
Custodian
Person responsible for the box.
Example: Office assistant
Steps in Clasra
- New book — float GHS 500, link 1000 Cash.
- New voucher — payee, purpose, expense account, amount.
- Post voucher — balance drops.
- Replenish from bank when low; count physical cash periodically.
Cash Advances
What it is: Give staff money upfront for approved trips — they return receipts and unused cash.
Why it matters
Tracks staff accountability until advance is SETTLED.
Real scenario
Coach GHS 600 WAEC travel · returns GHS 520 receipts + GHS 80 cash → SETTLED.
Worked example (GHS)
ADV-00001 · GHS 600 · Claim GHS 520 · Refund GHS 80
How it works
Create → Issue (Dr 1200 AR · Cr Cash/Bank) → Claim → Settle (Dr Expense · Cr AR) → Refund unused.
Key terms — plain English
Issue
Cash handed out.
Example: GHS 600 to coach
Expense claim
Receipts for actual spend.
Example: GHS 520 transport + meals
SETTLED
Nothing outstanding.
Example: GHS 80 refunded · advance closed
Steps in Clasra
- New advance — purpose, amount, staff.
- Issue to disburse cash.
- Staff files claim with receipts.
- Settle & refund (or settle then refund separately).
Bank Reconciliation
What it is: Prove Clasra's bank balance matches your real GCB / MoMo statement.
Why it matters
Catches missing payments, bank fees, and errors before period close.
Real scenario
September: book GHS 48,200 vs stmt GHS 48,185 · post GHS 15 fee · close recon.
Worked example (GHS)
Sep recon CLOSED · variance GHS 0
How it works
Link bank to 1100 → import statement → auto-match payments → fix exceptions → close when variance zero.
Key terms — plain English
Book balance
Clasra 1100 Bank balance.
Example: GHS 48,200
Statement balance
What the bank says.
Example: GHS 48,185
Match
Statement line linked to Clasra payment/journal.
Example: PM-00092 = stmt line 18 Sep
Steps in Clasra
- Link bank account to ledger 1100.
- Import statement CSV (date, description, amount).
- Auto-match → handle exceptions (e.g. GHS 15 bank fee journal).
- Close recon when book = statement.
Open this screen
Sign in at clasra.com with your school account.
/dashboard/accounting/bank-reconciliationControls
Budgets and period discipline.
Budgets
What it is: Plan income and spend for the year — compare to posted actuals.
Why it matters
Board and management see overspend before year-end.
Real scenario
Board approves GHS 420,000 expense budget; utilities flagged 8% over by March.
Worked example (GHS)
FY plan GHS 420,000 · Actual GHS 228,000 mid-year
How it works
Draft lines per account → submit → approve ACTIVE → review variance vs journals.
Key terms — plain English
Budget line
Planned GHS per account.
Example: 5150 Utilities plan GHS 24,000
Variance
Actual minus plan.
Example: Utilities 8% over at mid-year
ACTIVE
Approved plan in force.
Example: Board approved from 1 Sep
Steps in Clasra
- Create budget for fiscal year.
- Add lines per COA account.
- Submit → approve → ACTIVE.
- Review budget vs actual during the year.
Insight
Dashboard, reports, and audit trail.
Accounting Dashboard
What it is: The control room — setup health, open period, draft journals, open bills, and recent activity in GHS.
Why it matters
See what needs action before month-end or a board meeting.
Real scenario
Monday morning: Principal sees one overdue vendor bill and two pending expense approvals before the board meeting.
Worked example (GHS)
Health 82% · Period Oct OPEN · Open AP GHS 6,250
How it works
KPIs pull from live ledger data. School Fees handles student billing; this dashboard is the general ledger.
Key terms — plain English
Needs attention
Drafts, unapproved items, or overdue bills.
Example: 2 expense requests pending · 1 bill due tomorrow
Open fiscal period
Which month accepts new postings.
Example: October 2026 OPEN
Open AP
Unpaid supplier bills total.
Example: GHS 6,250 owed to vendors
Steps in Clasra
- Check health score and open period at the top.
- Clear items in Needs attention.
- Use Quick actions for journals, expenses, bills, reports.
- Review recent activity; open Audit Log for detail.
Financial Reports
What it is: Official outputs from posted journals — Trial Balance, P&L, Balance Sheet, Cash Movement, General Ledger.
Why it matters
Board, auditors, and GES submissions need these packs.
Real scenario
Auditor requests September pack — TB, P&L, BS exported before Friday.
Worked example (GHS)
Sep TB ✓ · P&L surplus GHS 22,400 · GL export 1100 Bank
How it works
Pick report and period → run → export PDF/CSV. Always run Trial Balance first.
Key terms — plain English
Trial Balance
All balances — debits must equal credits.
Example: Sep TB balanced GHS 512,400
Profit & Loss
Income minus expenses for the period.
Example: Term 1 surplus GHS 90,000
Balance Sheet
Assets, liabilities, equity at a date.
Example: Assets GHS 620k · Equity GHS 440k
Steps in Clasra
- Run Trial Balance — fix if unbalanced.
- Run P&L and Balance Sheet for the period.
- Export CSV/PDF for board or auditor.
- Drill General Ledger for account 1100 detail.
Audit Log
What it is: Who did what, when — posted journals, approvals, settings changes. Cannot be deleted.
Why it matters
Accountability for board, auditors, and internal control.
Real scenario
Board asks who approved GHS 5,000 contractor payment — Audit Log shows approver and time.
Worked example (GHS)
payment.posted · PM-00092 · actor bursar · 18 Sep 2026
How it works
Filter by actor, action, date. Export CSV. Before/after on sensitive changes.
Key terms — plain English
Actor
User who acted.
Example: Mrs. Mensah
Action
What happened.
Example: vendor_bill.posted · payment.posted
Before / after
Snapshot on settings changes.
Example: Threshold 2,000 → 5,000
Steps in Clasra
- Open Audit Log from Accounting menu.
- Filter by date or action type.
- Trace who approved a payment or closed a period.
- Export CSV for audit committee.
