Accounting System

DokanGo features a revolutionary zero-entry accounting system that automatically tracks every financial transaction in your business. No manual journal entries, no accounting knowledge required - the system handles everything behind the scenes while you focus on growing your business.

Introduction to Zero-Entry Accounting

Traditional accounting systems require you to manually record every transaction with debits and credits. DokanGo eliminates this complexity entirely.

Accounting Dashboard

What Zero-Entry Accounting Means

Zero-Entry means you never manually create accounting entries. Instead:

Every order automatically creates accounting records
Every expense automatically updates financial accounts
Every return automatically adjusts the books
Every payment automatically tracks cash flow
Real-time financial position without any manual work

The Problem It Solves

Traditional accounting is complex and time-consuming:

Manual Entry Burden - Recording every transaction takes hours each week
Accounting Knowledge Required - Understanding debits, credits, and account codes
Error-Prone - Manual entries lead to mistakes and imbalances
Delayed Insights - Financial reports are only as current as your last entry session
Expensive - Hiring accountants or bookkeepers adds significant cost

How DokanGo Solves It

DokanGo's zero-entry system provides:

Automatic Recording - Every business action triggers appropriate accounting entries
No Accounting Knowledge Needed - Business owners can understand finances without formal training
Perfect Accuracy - Computer-generated entries never have math errors or imbalances
Real-Time Insights - Financial reports are always current, updated instantly
Cost Savings - Reduce or eliminate bookkeeping expenses

Contrast with Traditional Systems

Traditional Accounting:

Customer places order
You fulfill the order
You manually record the sale
You manually record the cost
You manually record the payment
You manually update inventory value
You hope you didn't make mistakes

DokanGo Zero-Entry:

Customer places order
System automatically records everything
You fulfill the order
Done - all accounting is complete and accurate

Dual-Mode Interface: Basic vs Advanced

DokanGo offers two interface modes to serve different users: business owners who want simple insights, and accountants who need formal financial statements.

Basic Mode - For Business Owners

Basic Mode uses simple, everyday language that any business owner can understand.

Interface Features:

4 KPI Cards on dashboard showing key metrics
Simple terminology (Money In, Money Out, Profit, Cash Balance)
Focus on actionable insights
Minimal accounting jargon
Streamlined reports

Dashboard KPIs:

Money In - Total revenue from sales
Money Out - Total expenses and costs
Profit - How much you're actually making
Cash Balance - Money available across all payment methods

Report Names:

Profit Summary (instead of Profit & Loss Statement)
Cash Tracker (instead of Cash Flow Statement)
Product Earnings (instead of Product Profitability Analysis)
Expense Breakdown (instead of Expense Report)

Who Should Use Basic Mode:

Small business owners without accounting background
Entrepreneurs focused on operations
Anyone who finds accounting terminology confusing
Users who want quick insights without complexity

Advanced Mode - For Accountants

Advanced Mode uses formal accounting terminology and provides complete financial statements.

Interface Features:

6 KPI Cards on dashboard with detailed metrics
Formal accounting terms (Revenue, COGS, Operating Expenses, Net Income)
Full Chart of Accounts access
Complete financial statements (Balance Sheet, Trial Balance)
Export capabilities (PDF and Excel)
Account code visibility

Dashboard KPIs:

Sales Revenue - Total income from operations
Cost of Goods Sold - Direct product costs
Gross Profit - Revenue minus COGS
Operating Expenses - Business overhead costs
Net Income - Bottom-line profit
Current Assets - Cash and inventory value

Report Names:

Profit & Loss Statement (P&L)
Cash Flow Statement
Balance Sheet
Trial Balance
Product Profitability Analysis
Expense Report by Account

Who Should Use Advanced Mode:

Professional accountants and bookkeepers
Business owners with accounting education
Users preparing formal financial statements
Anyone needing detailed account-level information
Businesses requiring audit trails

Terminology Differences

The same underlying data is presented with different labels:

Basic Mode	Advanced Mode
Money In	Sales Revenue
Money Out	Total Expenses
Profit	Net Income
Cash Balance	Cash & Cash Equivalents
Product Cost	Cost of Goods Sold (COGS)
Business Expenses	Operating Expenses
Money Owed	Accounts Receivable
Inventory Value	Inventory Asset

Feature Visibility Differences

Available in Both Modes:

Profit & Loss reporting
Cash Flow tracking
Expense management
Product profitability
Order financial details

Advanced Mode Only:

Balance Sheet
Trial Balance
Chart of Accounts editor
Account code visibility
Export to Excel
Formal financial statement formatting

How to Switch Between Modes

Go to Store Settings
Find "Accounting Mode" section
Select "Basic" or "Advanced"
Save changes
Interface immediately updates with new terminology and features

You can switch modes anytime without affecting your underlying financial data.

Chart of Accounts Overview

The Chart of Accounts is the foundation of the accounting system - a complete list of all financial accounts that track your business's money.

Chart of Accounts

What Is a Chart of Accounts?

Think of it as a filing system for your business finances. Every transaction is categorized into specific accounts, making it easy to see where money comes from and where it goes.

The 21 Accounts

DokanGo uses 21 carefully designed accounts that cover all aspects of an e-commerce business:

Assets (6 Accounts)

Assets are things your business owns that have value.

1. Cash - bKash (Code: 1001)

Tracks money in your bKash account
Increases when customers pay via bKash
Decreases when you pay expenses from bKash

2. Cash - Nagad (Code: 1002)

Tracks money in your Nagad account
Increases when customers pay via Nagad
Decreases when you pay expenses from Nagad

3. Cash - Rocket (Code: 1003)

Tracks money in your Rocket account
Increases when customers pay via Rocket
Decreases when you pay expenses from Rocket

4. Cash on Delivery (Code: 1004)

Tracks COD payments collected by couriers
Increases when COD orders are delivered
Decreases when courier remits payment to you

5. Accounts Receivable (Code: 1100)

Tracks money customers owe you
Increases when orders are placed (unpaid)
Decreases when customers pay

6. Inventory (Code: 1200)

Tracks the value of products in stock
Increases when you add inventory
Decreases when products are sold (at cost price)

Income (3 Accounts)

Income accounts track money coming into your business.

7. Sales Revenue (Code: 4001)

Tracks income from product sales
Increases with every completed order
This is your top-line revenue

8. Delivery Fee Income (Code: 4002)

Tracks delivery charges collected from customers
Separate from product revenue
Helps analyze delivery profitability

9. Other Income (Code: 4003)

Tracks miscellaneous income
Rarely used in typical operations
Available for special situations

Expenses (12 Accounts)

Expense accounts track money going out of your business.

10. Cost of Goods Sold - COGS (Code: 5001)

Tracks the cost of products you sold
Automatically calculated from frozen cost prices
Key metric for gross profit calculation

11. Delivery Loss (Code: 5002)

Tracks non-recoverable delivery fees from returns and cancellations
Automatically calculated when resolutions are completed
Important for TRUE profitability

12. Advertising & Marketing (Code: 6001)

Tracks ad spend on Facebook, Instagram, Google, etc.
Used for ROAS (Return on Ad Spend) calculations
Critical for marketing effectiveness analysis

13. Packaging Materials (Code: 6002)

Tracks cost of boxes, bags, tape, labels, etc.
Helps calculate true fulfillment costs

14. Salary & Wages (Code: 6003)

Tracks employee compensation
Includes full-time, part-time, and contract workers

15. Rent Expense (Code: 6004)

Tracks office, warehouse, or shop rent
Fixed monthly expense

16. Utilities (Code: 6005)

Tracks electricity, water, internet, phone bills
Regular operating expenses

17. Equipment Purchase (Code: 6006)

Tracks computers, furniture, tools, machinery
One-time or infrequent purchases

18. Transportation (Code: 6007)

Tracks vehicle costs, fuel, public transport for business
Delivery-related transport goes here

19. Courier Charges (Code: 6008)

Tracks fees paid to courier services (Steadfast, etc.)
Automatically recorded for Steadfast orders
Manual entry for other couriers

20. Payment Processing Fee (Code: 6009)

Tracks fees charged by payment gateways
Currently minimal (manual payments have no fees)
Future-proofing for gateway integration

21. Miscellaneous Expense (Code: 6010)

Tracks expenses that don't fit other categories
Catch-all for unusual or one-time costs

Equity (1 Account)

22. Owner's Equity (Code: 3001)

Tracks the owner's investment in the business
Automatically calculated as Assets - Liabilities
Represents your ownership stake

Auto-Update Triggers

Each account updates automatically based on specific business actions:

When an order is placed:

Accounts Receivable increases (customer owes money)
Sales Revenue increases (you made a sale)
Delivery Fee Income increases (if delivery fee charged)

When payment is verified:

Cash account increases (bKash/Nagad/Rocket based on payment method)
Accounts Receivable decreases (customer paid)

When an order is delivered:

COGS increases (cost of products sold)
Inventory decreases (products left your stock)

When an expense is recorded:

Appropriate expense account increases (based on category)
Cash account decreases (based on payment method)

When a return is completed:

Sales Revenue decreases (sale is reversed)
COGS decreases (cost is reversed)
Inventory increases (products back in stock)
Delivery Loss increases (non-recoverable delivery fee)

This automatic updating ensures your financial records are always accurate and current.

Integration with Orders and Expenses

The accounting system is deeply integrated with your operational activities.

How Orders Create Accounting Entries

Every order triggers a series of automatic accounting entries as it moves through its lifecycle.

Order Placed (Pending Status):

Accounts Receivable +1,500 BDT (customer owes money)
Sales Revenue +1,400 BDT (product sales)
Delivery Fee Income +100 BDT (delivery charge)

Payment Verified (Confirmed Status):

Cash - bKash +1,500 BDT (payment received)
Accounts Receivable -1,500 BDT (customer paid)

Order Delivered:

COGS +800 BDT (cost of products sold)
Inventory -800 BDT (products left stock)

Net Result:

Cash increased by 1,500 BDT
Revenue recorded at 1,500 BDT
Cost recorded at 800 BDT
Profit: 700 BDT (1,500 - 800)

How Expenses Create Accounting Entries

When you record an expense, the system automatically creates the appropriate entries.

Example: Facebook Ad Spend

Advertising & Marketing +500 BDT (expense incurred)
Cash - bKash -500 BDT (payment made)

Example: Packaging Materials

Packaging Materials +200 BDT (expense incurred)
Cash - Nagad -200 BDT (payment made)

Connection Between Inventory and Accounting

Inventory value is continuously tracked and integrated with accounting.

When you add a product with cost price 500 BDT and quantity 10:

Inventory +5,000 BDT (10 × 500)

When you sell 3 units:

Inventory -1,500 BDT (3 × 500)
COGS +1,500 BDT (cost of goods sold)

The frozen cost price at checkout ensures accurate profit tracking even if you later update product costs.

Real-Time Synchronization

All accounting updates happen instantly:

Order confirmed → Cash and revenue update immediately
Expense recorded → Accounts update in real-time
Return completed → Adjustments process instantly
Reports always show current data (no delay or batch processing)

This real-time synchronization means you can check your financial position anytime and trust the numbers are accurate.

Benefits and Use Cases

Benefits for Non-Accountant Business Owners

Save Time - No manual bookkeeping means more time for growing your business.

Reduce Errors - Automatic entries eliminate human mistakes and calculation errors.

Understand Finances - Simple language (Basic Mode) makes financial data accessible.

Make Better Decisions - Real-time insights help you respond quickly to opportunities and problems.

Reduce Costs - Minimize or eliminate bookkeeping and accounting expenses.

Stay Compliant - Accurate records make tax preparation and audits easier.

Track Profitability - Know exactly how much you're making on every product and order.

Use Cases for Accountants and Bookkeepers

Formal Financial Statements - Generate Balance Sheets, P&L, and Cash Flow statements instantly.

Audit Trail - Every transaction is tracked with timestamps and source references.

Account-Level Detail - Drill down into any account to see all transactions.

Export Capabilities - Export reports to Excel for further analysis or client presentations.

Multi-Client Management - Manage accounting for multiple stores efficiently.

Tax Preparation - All data organized and ready for tax filing.

Financial Analysis - Use detailed reports for business advisory services.

Reconciliation - Match accounting records with bank statements easily.

Accuracy and Audit Trail Advantages

Perfect Accuracy:

No manual entry errors
Automatic calculations always correct
Balanced books guaranteed (debits always equal credits)

Complete Audit Trail:

Every entry linked to source transaction (order, expense, return)
Timestamps on all entries
User attribution (who created the transaction)
Immutable history (entries can't be altered after creation)

Compliance Ready:

Organized records for tax authorities
Clear documentation for audits
Proper categorization of income and expenses
Accurate inventory valuation

Getting Started

For Business Owners (Basic Mode)

Go to Store Settings
Set Accounting Mode to "Basic"
Navigate to Dashboard to see your 4 key metrics
Check "Profit Summary" report to understand your earnings
Review "Cash Tracker" to see money flow
Use "Product Earnings" to identify your most profitable items

For Accountants (Advanced Mode)

Go to Store Settings
Set Accounting Mode to "Advanced"
Review the Chart of Accounts to understand account structure
Generate a Trial Balance to verify system balance
Review Profit & Loss Statement for income statement
Check Balance Sheet for financial position
Export reports to Excel for detailed analysis

No Setup Required

The accounting system works automatically from day one:

No initial balances to enter
No account configuration needed
No manual entries required
Just start taking orders and recording expenses