To understand vouchers, voucher books, and voucher types, click here.

Refrens lets you choose which Voucher Book a document posts to, instead of always using the system selected book.

This is useful if your business maintains separate registers for different branches, sales channels, or transaction types.

You can select a Voucher Book while creating or editing supported documents, or configure a default book for each document type in Business Settings.

How to Configure Default Voucher Books

You can set a default Voucher Book for each supported document type and decide whether your team can change it while creating or editing documents.

Follow these steps:

1. Go to Business Settings.
2. Open Advanced Accounting.
3. Open Map Default Voucher Books.
4. Find the document type you want to configure.
5. Click Edit under the Action column.

   
   

   
   

6. Select the default Voucher Book from the dropdown.
7. Configure the available options:

   
   

   
   
8. • Team can change on documents: Allow your team to select a different Voucher Book for individual documents.

• Show on Document: Control whether the Voucher Book is displayed on the voucher entry.

How to Select a Voucher Book

You can select a Voucher Book while creating or editing a supported document.

1. Open the document creation page for an Invoice, Quick Expense, Purchase, Debit Note, or Credit Note.
2. Find the Voucher Book field in the document details section.
3. Select the Voucher Book you want to use from the dropdown.
4. Complete the remaining document details and save the document.

What Happens When You Change a Voucher Book?

If you change the Voucher Book of an existing document, Refrens updates its voucher entry accordingly.

• The previous voucher entry is archived in the original Voucher Book.
• A new voucher entry is created in the selected Voucher Book with a new voucher number.
• The accounting impact remains unchanged. The debit and credit amounts are not changed just because you moved the document to another book.

Frequently Asked Questions

1. Can I change the Voucher Book after saving a document?
Yes, if your settings allow the Voucher Book to be changed. Edit the document, select another book, and save it.

2. Will changing the Voucher Book affect my accounting entries?
No. The existing entry is archived and a new entry is created in the selected book. The debit and credit amounts remain unchanged.

3. Can I prevent my team from changing the Voucher Book?
Yes. Go to Business Settings → Advanced Accounting → Map Default Voucher Books, edit the relevant document type, and turn off the option that allows the team to change the book on documents.

4. Will the Voucher Book appear on my invoice PDF?
No. The Voucher Book field is an internal accounting setting and does not appear on the public invoice view or invoice PDF.

5. What happens if I don't select a Voucher Book?
Refrens uses the default Voucher Book configured for that document type.

In case you need further assistance, reach out to us on live chat support or drop an email at care@refrens.com.

Updated on: 09/10/2026