General Ledger

2026-02-01 · 4 min

Overview

The General Ledger (GL) is the central accounting record for your organisation. Bio Ecko automatically posts journal entries from billing, payments, procurement, payroll, and other transactional modules, providing a real-time view of your financial position.

Chart of Accounts

Set up your chart of accounts under Finance > GL > Chart of Accounts:

• Pre-configured healthcare-specific account structure (Revenue from OPD, IPD, Pharmacy, Lab; Cost of Medicines, Salaries, Utilities, etc.).
• Account types: Assets, Liabilities, Equity, Revenue, Expenses.
• Sub-accounts for departmental tracking.
• Account codes follow a hierarchical numbering system (e.g., 4000 Revenue, 4100 OPD Revenue, 4110 Consultation Fees).
• Custom accounts can be added as needed.

Automatic Journal Entries

Bio Ecko posts journal entries automatically:

• Patient billing: Debit Receivables, Credit Revenue (by department/service category).
• Payment collection: Debit Cash/Bank, Credit Receivables.
• Pharmacy sale: Debit COGS, Credit Inventory; Debit Cash, Credit Revenue.
• Purchase/GRN: Debit Inventory, Credit Accounts Payable.
• Payroll: Debit Salary Expense, Credit Bank/Cash.
• Depreciation: Periodic auto-posted based on asset register.

Manual journal entries can be created for adjustments, provisions, and non-routine transactions.

Financial Statements

Generate standard financial reports:

• Trial Balance: As of any date with opening/closing balances.
• Profit & Loss Statement: Revenue and expenses for any period.
• Balance Sheet: Assets, liabilities, and equity snapshot.
• Cash Flow Statement: Operating, investing, and financing activities.
• Department-wise P&L: Revenue and cost allocation by department.

All statements can be exported as PDF or Excel.

Period Management

Manage accounting periods:

• Monthly and annual period open/close.
• Period-end checklists ensure all transactions are posted.
• Closed periods prevent accidental posting (with override for authorised users).
• Year-end closing: Auto-generate closing entries and carry forward balances.

Recurring Journals

Set up recurring journal entries for transactions that repeat on a fixed schedule:

• Navigate to GL > Recurring Journals to create templates.
• Define the template name, description, debit/credit accounts, and amount.
• Set frequency: Daily, Weekly, Monthly, Quarterly, or Annually.
• Specify start date and optional end date.
• Enable/disable templates with a toggle.
• Templates auto-post journal entries based on the configured schedule.
• Common uses: rent, lease payments, depreciation, insurance premiums, and retainer fees.
• Last-run date and next-run date are tracked for each template.

Opening Balances

Enter opening balances when migrating to Bio Ecko or at the start of a new financial year:

• Navigate to GL > Opening Balances.
• All accounts from the Chart of Accounts are listed with editable debit/credit fields.
• Enter the opening balance for each account as of the migration date.
• The system validates that total debits equal total credits before saving.
• Opening balances are posted as a single journal entry dated to the opening date.
• For mid-year migrations, enter balances as of the cutover date and post any YTD transactions separately.

Cost Center Accounting

Track revenue and expenses by cost center for granular financial analysis:

• Define cost centers: OT-1, ICU, Emergency, Pharmacy, Lab, Admin, etc.
• Tag journal entries and auto-posted transactions with a cost center.
• Generate cost center-wise P&L statements.
• Compare cost center performance against budgets.
• Identify high-cost departments and areas for optimization.

Notes

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