Create an accounting voucher

By the end of this guide, you will know how to enter an accounting voucher (a set of entries posted to the same journal, on the same date, balanced debit/credit), then validate it and verify its authenticity. A validated voucher becomes immutable (no modification allowed, only contra-entry possible) and receives an integrity seal, following the SYSCOHADA principle that posted entries are final.

Enter the voucher

1. Accounting → Vouchers → New voucher.

   

   The voucher list: drafts and validated vouchers, each with its sequential number.

2. Choose the journal (sales, purchases, bank, miscellaneous, opening balances). This determines the numbering prefix (e.g. VT, AC, BQ, OD, AN).

3. Enter the date (must belong to an open fiscal year: otherwise SynkriaOps blocks creation).

4. Add the entry lines:

   • Account number (autocomplete from the SYSCOHADA chart of accounts)
   • Label
   • Debit OR credit amount (never both on the same line)
   • Optional: external reference (invoice number, analytical code, reconciliation)

5. Total debits must equal total credits. The header banner shows the difference in real time: validation is blocked while debit ≠ credit.

Tip

Amounts are recorded to the exact cent, with no approximate rounding: what you enter is exactly what is posted. Currency is implicitly XAF (FCFA BEAC) unless multi-currency is enabled (upcoming).

Validate and number the voucher

While the voucher is in DRAFT status, you can modify it freely. Validation triggers:

1. Sequential numbering: VT-2026-000123 is assigned in strict sequence. Two people cannot validate the same voucher at the same time: no number can be skipped or duplicated, even when several team members work simultaneously.

2. Integrity seal: the voucher receives an integrity seal computed from its content and the previous voucher of the company file. Each voucher is thereby chained to the previous one: any later modification would break the chain and be immediately detected.

3. Database-level lock: the amounts, accounts and dates of validated lines are protected at the database level itself. Any attempt to modify or delete them is refused and leaves a trace: not even a technical incident can alter a validated voucher.

Caution

To correct a validated voucher, you must create a contra-entry or reverse adjustment: never modify the original. History stays intact for audit purposes.

Verify a voucher’s integrity (QR code)

Each validated voucher PDF embeds a verification QR code. Scanning this QR verifies in an instant:

• The voucher’s authenticity (secure, tamper-proof verification link)
• That current content matches the recorded integrity seal
• The author and validation date

Compliant with SYSCOHADA art. 24 (10-year retention): useful for tax inspections or external audits.

Example: client invoice

VT Client invoice of 2026-05-19 — consulting service

Account	Description	Debit	Credit
411000045	Client SARL ABC	1 192 500
701000	Consulting service sale		1 000 000
4431	Output VAT 19.25%		192 500
Totals Balanced entry		1 192 500	1 192 500 XAF

The entry is balanced: validation is allowed.

Common errors

Error	Cause	Solution
”Debit ≠ Credit”	Unbalanced lines	Add an adjustment line or fix amounts
”Fiscal year closed”	Date in a closed year	Pick a date in an open fiscal year
”Account 411xxx not found”	Counterparty not yet created	Create the counterparty (auto-generates the 411 sub-account)
“Validated voucher — edit not allowed”	Editing an already-validated voucher	Create a contra-entry instead

See also

• Reconcile counterparty accounts →
• Post & reverse an entry (immutability) →
• FEC export for tax controls →