Updated January 04, 2026
Day Book
The Day Book is a chronological record of all financial transactions that occurred on a specific day in EquiBillBook. It provides a daily summary of all accounting entries, helping you track daily business activities and maintain accurate daily financial records. This guide explains how to generate and understand the Day Book.
What is a Day Book?
The Day Book shows:
- All transactions for a specific date
- Transaction types (Sales, Purchase, Payments, Receipts, Journal Entries, etc.)
- Transaction details and references
- Debit and credit amounts
- Account-wise transaction summary
- Daily totals for all transaction types
Purpose of Day Book
The Day Book is used to:
- Review all transactions for a specific day
- Track daily business activities
- Verify daily transaction entries
- Maintain daily accounting records
- Identify missing or incorrect entries
- Prepare daily financial summaries
- Support daily cash reconciliation
Accessing the Day Book
To generate a Day Book:
- Navigate to Reports from the main menu
- Go to Accounts Reports
- Select Day Book
- Select the Date for which you want to view transactions
- Select branch (if using multi-branch setup)
- Configure additional filters if needed
- Click "Generate" or "View Report"
Understanding Day Book Structure
1. Transaction Types
The Day Book organizes transactions by type:
- Sales Transactions: Sales invoices, sales returns, credit notes
- Purchase Transactions: Purchase bills, purchase returns, debit notes
- Payment Transactions: Customer payments, supplier payments, expenses
- Receipt Transactions: Customer receipts, advances received
- Journal Entries: Manual accounting entries
- Bank Transactions: Bank deposits, withdrawals, transfers
- Other Transactions: Adjustments, contra entries, etc.
2. Transaction Details
Each transaction shows:
- Date: Transaction date
- Reference Number: Invoice number, bill number, voucher number, etc.
- Description: Transaction description or notes
- Account: Account affected by the transaction
- Debit Amount: Debit entry amount
- Credit Amount: Credit entry amount
- Transaction Type: Type of transaction
3. Daily Summary
The Day Book provides daily totals:
- Total Sales: Sum of all sales transactions
- Total Purchases: Sum of all purchase transactions
- Total Payments: Sum of all payment transactions
- Total Receipts: Sum of all receipt transactions
- Total Debits: Sum of all debit amounts
- Total Credits: Sum of all credit amounts
- Net Balance: Difference between debits and credits
Report Configuration Options
1. Date Selection
Choose the date for the report:
- Today: Current day's transactions
- Yesterday: Previous day's transactions
- Specific Date: Any date you want to review
- Date Range: View multiple days (if supported)
2. Branch Selection
If using multi-branch setup:
- Generate Day Book for a specific branch
- Generate consolidated Day Book for all branches
- Compare Day Books across branches
3. Transaction Type Filters
Filter by transaction type:
- Show all transaction types
- Filter by specific transaction type
- Exclude certain transaction types
4. Display Options
Customize report display:
- Group by Transaction Type: Organize transactions by type
- Chronological Order: Show transactions in time order
- Show Account Details: Include account information
- Show Reference Numbers: Display transaction references
- Show Descriptions: Include transaction descriptions
Understanding Day Book Entries
1. Sales Entries
Sales transactions include:
- Sales invoice entries
- Sales return entries
- Credit note entries
- Sales discounts
- Sales tax entries
2. Purchase Entries
Purchase transactions include:
- Purchase bill entries
- Purchase return entries
- Debit note entries
- Purchase discounts
- Purchase tax entries
3. Payment Entries
Payment transactions include:
- Customer payment entries
- Supplier payment entries
- Expense payment entries
- Advance payments
- Bank withdrawals
4. Receipt Entries
Receipt transactions include:
- Customer receipt entries
- Advance receipts
- Bank deposits
- Other income receipts
5. Journal Entries
Manual accounting entries include:
- Adjustment entries
- Contra entries
- Transfer entries
- Correction entries
Report Formats
1. Detailed Format
Shows complete transaction details:
- All transaction information
- Account details
- Reference numbers
- Descriptions and notes
2. Summary Format
Shows transaction summaries:
- Transaction type totals
- Account-wise summaries
- Daily totals
- Net balances
3. Grouped Format
Organized by transaction type:
- Sales transactions grouped together
- Purchase transactions grouped together
- Payment transactions grouped together
- Receipt transactions grouped together
- Other transactions grouped together
Exporting Day Book
Export the report in various formats:
- PDF: For printing and official records
- Excel: For further analysis and calculations
- CSV: For importing into other systems
- Print: Direct printing
Using Day Book for Analysis
1. Daily Review
Use Day Book to:
- Review all daily transactions
- Verify transaction entries
- Identify missing entries
- Check for errors
2. Cash Reconciliation
Use Day Book to:
- Reconcile daily cash
- Verify cash transactions
- Check cash balance
- Identify discrepancies
3. Transaction Verification
Use Day Book to:
- Verify all transactions are recorded
- Check transaction amounts
- Review transaction dates
- Confirm transaction references
Common Day Book Scenarios
1. Daily Transaction Review
Generate Day Book daily to:
- Review all transactions for the day
- Verify entries are correct
- Identify any missing transactions
- Maintain daily accounting records
2. End-of-Day Reconciliation
Use Day Book for:
- End-of-day cash reconciliation
- Verifying daily totals
- Checking account balances
- Preparing daily summaries
3. Audit Trail
Use Day Book as:
- Daily audit trail
- Transaction verification record
- Daily activity log
- Historical record
Tips for Using Day Book
- Generate Day Book daily for regular review
- Review transactions for accuracy
- Verify all transactions are included
- Check daily totals match expectations
- Use for daily cash reconciliation
- Export Day Book for record-keeping
- Compare Day Books across days
- Maintain as daily audit trail
Day Book vs. Other Reports
Day Book vs. General Ledger
- Day Book: Shows transactions for a specific day
- General Ledger: Shows transactions for all accounts over a period
- Day Book is date-specific
- General Ledger is account-specific
Day Book vs. Account Book
- Day Book: Shows all transactions for a day
- Account Book: Shows transactions for specific account(s)
- Day Book is chronological
- Account Book is account-focused
Troubleshooting Day Book Issues
Missing Transactions
- Check date selection is correct
- Verify transactions are posted
- Review branch filters
- Check transaction type filters
Incorrect Totals
- Verify transaction amounts
- Check for duplicate entries
- Review transaction dates
- Ensure all transactions are included
Best Practices
- Generate Day Book daily for review
- Review transactions for accuracy
- Verify daily totals
- Use for daily reconciliation
- Export Day Book for records
- Maintain as audit trail
- Compare with cash register (if applicable)
- Keep historical Day Books
Need Help?
If you need assistance with Day Book:
- Ensure you have proper permissions to view reports
- Verify date selection is correct
- Check that transactions are properly posted
- Review branch and filter settings
- Verify transaction dates are correct
- Contact support for help with complex queries
The Day Book is essential for maintaining daily accounting records and tracking daily business activities. Regular review of Day Books helps ensure accuracy, supports daily reconciliation, and provides valuable insights into daily business operations.