General Ledger

Overview

VillaTax maintains a full double-entry accounting journal (Buku Besar) that automatically records every financial transaction from bookings, expenses, payroll, and tax calculations. Every debit has a matching credit. Every credit has a source document.

This is not a simplified income-expense tracker. It is a proper double-entry ledger that generates trial balances, P&L statements, and balance sheets, the foundation your accountant or auditor expects if they ever review your books.

Access the ledger at General Ledger.

Why Double-Entry Matters for Villa Owners

Most villa management tools track bookings and expenses as two separate lists. Double-entry accounting links every transaction to both the revenue and the liability it creates, which means:

• Your PBJT payable is always traceable to the booking that generated it
• Your vendor payable is always traceable to the expense that created it
• Your net income is calculated from actual debits and credits, not from booking sums minus expense sums
• If a booking is revised or cancelled, the reversing entry is made, the ledger stays in balance

Automatic Journal Entry Types

VillaTax creates journal entries automatically for 8 standard transaction types:

1. Booking Revenue

When a booking is imported:

• Debit accounts receivable (or cash, if payment already received)
• Credit booking revenue (by platform)
• Separate credit entry for PBJT payable (accommodation tax collected)
• Separate debit for OTA commission expense if commission is deducted by the platform

2. Tax Payments

When you record a tax remittance (PBJT paid to the regency, PPh 4(2) to DJP):

• Debit tax payable (the liability created by the booking entry)
• Credit bank/cash

3. Expense Posted

When you log an operating expense:

• Debit expense account (by category: maintenance, utilities, Banjar, etc.)
• Credit cash or vendor payable
• If PPh 23 applies: credit PPh 23 payable as a separate line

4. Payroll Run

When monthly payroll is processed:

• Debit gross salary expense
• Credit BPJS Kesehatan payable (employer portion)
• Credit BPJS Ketenagakerjaan payable (employer portions for JKK, JKM, JHT, JP)
• Credit PPh 21 payable (employee withholding)
• Credit net salary payable (amount due to employee)

5. BPJS / PPh Payment

When social security or withholding taxes are remitted:

• Debit the relevant payable account
• Credit bank/cash

6. Fixed Asset Depreciation

Monthly depreciation entries are auto-generated for each registered fixed asset:

• Debit depreciation expense
• Credit accumulated depreciation (contra-asset)

7. OTA Commission

When OTA commission is recorded as a separate expense:

• Debit commission expense
• Credit cash or OTA payable
• If PPh 26 applies (foreign OTA): credit PPh 26 payable

8. Tax Receipt / DJP Confirmation

When a filed return or DJP receipt is logged:

• Marks the corresponding tax payable as settled in the ledger

Chart of Accounts

VillaTax uses a standardized chart of accounts aligned with Indonesian PSAK (Pernyataan Standar Akuntansi Keuangan) requirements:

Range	Category
1xxx	Assets, cash, receivables, fixed assets, DTA
2xxx	Liabilities, tax payables (PBJT, PPh, PPN), BPJS payables, vendor payables
3xxx	Equity, owner capital, retained earnings
4xxx	Revenue, booking income by platform
5xxx	Cost of revenue, OTA commissions, cleaning fees
6xxx	Operating expenses, maintenance, utilities, staff, Banjar
7xxx	Tax expenses, PBJT, PPh, PPN

This structure is not configurable per-user; it is standardized so that all reports and exports use consistent account codes across all organizations.

Ledger View and Filtering

The ledger view at General Ledger shows all journal entries for the selected period, with:

• Entry date, entry type, description
• Debit and credit amounts per line
• Running balance per account
• Filter by account code, date range, transaction type, property

You can drill into any entry to see the source document (booking ID, expense record, payroll period) that created it.

Balance Verification

Every journal entry must balance (total debits equal total credits. Built-in invariant checks run continuously to verify this across all accounts. If a balance discrepancy is detected, it is flagged in the system) this should not happen under normal operation but acts as a data integrity safeguard.

From Ledger to Reports

The general ledger is the single source of truth for all financial reports in VillaTax:

• Trial balance: all account balances at a point in time
• P&L statement: revenue and expense accounts for a period (P&L statement)
• Balance sheet: asset and liability snapshot (Balance Sheet)
• Tax summary: tax payable accounts per period
• DJP export packages: tax data exported for DJP filing preparation (Reports module)

None of these reports are calculated independently. They read directly from the ledger.

Manual Journal Entries

The majority of entries are created automatically. Manual entries are supported for corrections, accruals, or transactions that fall outside the automated flows. Manual entries require the same debit/credit balance as automated entries.

Manual entries are flagged as manually created in the audit trail.

What the Ledger Does Not Do

• It does not sync with your bank account (no bank feed integration currently)
• It does not support multi-currency ledgers, all amounts are stored in IDR with the conversion applied at entry time
• It does not support IFRS reporting, the chart of accounts and report formats follow Indonesian PSAK conventions
• Historical correction of entries that have been filed with DJP requires a reversing entry, not a direct edit, to preserve the audit trail