Account Management in VauPrime is where you create and manage accounting ledgers and account masters such as customer and supplier accounts, opening balances and account groups. It is not the place for your VauPrime user profile, sign-in or subscription settings.

Account Management

Configuration · Accounts

Configuration Docs Docs Home

Guide Fields Save & Validation Existing Accounts Errors

Screen tabs

3 tabs

Add · List · Docs

Add form

13 controls

Required + optional

Desktop table

7 columns

Plus row actions

Account filters

15 types

Search + category filter

What Account Management does

The master screen for normal accounting ledgers, parties, balances, classification and ledger access.

An Account is the ledger identity VauPrime uses for a customer, supplier, expense, income head, asset, cash ledger or another accounting party. The selected Group Account tells VauPrime where that ledger belongs and helps determine its account type.

From this screen you can create accounts, browse existing accounts, search/filter them, open Account Ledger, edit allowed records, change active status on desktop, and delete only when the safety rules allow it.

Simple way to understand it

Group = classification.

Name = ledger identity.

Opening Balance = starting amount.

Account List = saved accounts and actions.

3 tabs and Android/Windows behavior

The same Account Management workflow adapts its existing-account presentation to mobile and desktop.

1. Add Account

Create a new account. When Edit is selected, this same tab becomes the edit form and the primary button changes to Update Account.

2. Account List

Browse all loaded organization accounts with search, filter, refresh, ledger navigation and account actions.

3. Docs

Loads docs.vauprime.com/configuration/account-management directly inside VauPrime.

Android / mobile

The list item shows Account Name, Group and Opening Balance. Tap or long-press opens Account Ledger. Expanded actions are Ledger, Edit and Delete.

Windows / desktop

Accounts are shown in a structured table. Clicking a row opens Account Ledger. Row actions are Toggle Status, Edit and Delete.

Add Account — all 13 user-facing controls

Group Account and Account Name are hard pre-save requirements. Opening Balance is marked required in the UI; enter 0 when there is no starting amount.

Field	Requirement	How it works
Profile Picture	Optional	Visual identity for the account. The selected image is optimized and stored in cloud storage.
Group Account	Required	Defines where the ledger belongs and helps VauPrime derive the account type.
Account Name	Required	Main ledger or party name used across VauPrime. Duplicate names in the same organization are blocked.
Balance Type	Required choice	Choose Debit (D) or Credit (C). Debit is selected by default.
Opening Balance	Required in UI	Starting balance for the ledger. Use 0 when there is no opening amount.
Bill By Bill Adjustment	Optional	Tracks dues against individual bill references instead of only a running balance.
Phone Number	Optional	Contact number for the party or account.
Email	Optional	Contact email. Email also participates in Account List search.
Address Line 1	Optional	Street or business address. Can be populated from GSTIN lookup.
City	Optional	City/locality. Can be populated from GSTIN lookup.
State	Optional	Indian state selected from the state picker or populated from GSTIN lookup.
ZIP Code	Optional	Postal/PIN code. Can be populated from GSTIN lookup.
GSTIN	Optional	GST registration number. Search validates a 15-character GSTIN through the configured GST service.

Bank Accounts are handled in Banking Management

Selecting Bank Accounts opens a banking suggestion instead of following the normal account-add path. Existing Bank accounts are also redirected to Banking Management for edit/delete. The data model can contain account number, IFSC, branch name and branch address, but those are not part of this normal Add Account UI.

GSTIN validation and auto-fill

GSTIN is optional, but VauPrime can validate it and reuse verified registration details.

Before validation

GSTIN must be exactly 15 characters. The validation also depends on the required GST portal/e-Invoice configuration.

Use Details

A successful lookup can show GSTIN, Trade Name, Legal Name, Address, City, State and Pincode. Use Details fills Account Name (Trade Name first, otherwise Legal Name), Address, City, State and ZIP/Pincode.

What happens when you press Add Account / Update Account

Saving is a guarded workflow rather than a direct insert.

Permission check

For a joined/shared organization, VauPrime checks whether the current member can create or update accounts.

What happens

Save continues only when the action is allowed.

Required-field check

Group Account and Account Name must be present before VauPrime attempts to save.

What happens

Missing information is reported immediately.

Duplicate-name check

Account names are checked case-insensitively inside the organization. During edit, the original account itself is excluded.

What happens

A second ledger with the same name is blocked.

Plan-limit check

For new accounts, Lite is limited to 200 non-system accounts and Elite to 1,000 by this screen-level rule.

What happens

The upgrade sheet appears instead of creating beyond the allowed limit.

Build and write account data

VauPrime trims values, derives account type from the selected group, adds organization/user/system fields, then inserts or updates the account row.

What happens

The account master is persisted for the current organization.

Synchronize linked accounting data

A non-zero opening balance creates an Opening Balance journal. On edit, opening-balance changes and supported account-name references are synchronized.

What happens

The ledger and linked records stay aligned with the account master.

Activity, cleanup and refresh

VauPrime records recent activity, clears edit/form state and force-refreshes the account list.

What happens

The latest saved record becomes visible without a manual reload.

How VauPrime saves the account

Friendly form values are combined with accounting/system fields that VauPrime derives automatically.

Account master

Saved information includes name, group, balance/opening balance, debit/credit type, contact/address/GSTIN, profile image and bill-by-bill setting. VauPrime also writes user, organization, account type, enabled/editable state, creator, special-account flag and timestamps.

Opening Balance journal

When the opening amount is non-zero, VauPrime creates a balanced two-entry OPENING_BALANCE journal between the account and Adjustment Account, dated at the current financial-year start.

Profile picture

Images are optimized before upload, checked against cloud-storage quota and stored as the account profile image. The organization profile-folder metadata is synchronized as well.

If Account Name changes during Edit

VauPrime updates supported linked references so the renamed ledger stays aligned across transaction entries, sales, purchases, rentals, loans and stock transaction entries. Use Edit for a rename instead of creating a second account with a new spelling.

Account List — search, filters, table and buttons

Existing accounts are loaded from the central Account Service for the selected organization.

7 desktop table columns

Account NameName with profile image or first-letter avatar

TypeUser, System, Bank, Debtors, Creditors, Employee, Transport, etc.

GroupSelected Group Account

BalanceOpening balance shown in rupees

StatusActive or Inactive

EditableWhether the record is marked editable

TierBronze, Silver, Gold, Platinum, Diamond, or No Tier

Matches Account Name, Group Account, Email and resolved Account Type.

Row tap

Opens Account Ledger for that account name.

Refresh

Reloads the account source. The screen also refreshes after the app resumes and after successful create/update/delete flows.

15 filter categories

AllSystemUserBankDebtorsCreditorsEmployeeTransportBill SundryCashExpenseTaxIncomeAssetStock

Mobile actions

LedgerOpen Account Ledger.

EditLoad the account into Add Account tab as edit mode.

DeleteRun safety checks and confirmation when allowed.

Desktop actions

ToggleSwitch Active/Inactive and reload the account list.

EditOpen the shared Add Account form in update mode.

DeleteApply permission/type/usage checks before deletion.

How Edit works

Edit reuses the Add Account form so there is no second form to learn.

Form population

VauPrime loads the saved account values, remembers the original account name/opening balance, enables edit mode and switches to the Add Account tab. The main button becomes Update Account.

Update behavior

The original account is excluded from duplicate-name validation. VauPrime updates by account ID when available, verifies the update, synchronizes a changed opening balance and propagates an allowed account rename to supported linked records.

System

Cannot be edited here.

Transport

Edit is redirected to Transport Management.

Bank

Edit is redirected to Banking Management.

Employee in use

An Employee account with transactions is blocked from edit here.

Delete rules and safety checks

Deletion is conservative because account names may already be referenced by accounting activity.

Delete can continue when

The user has delete permission, the account is not System/Transport/Bank, supported usage checks do not block it, and the user confirms the irreversible deletion sheet.

Delete is blocked or redirected when

Permission is missing; System accounts are protected; Transport accounts belong in Transport Management; Bank accounts belong in Banking Management; or supported account-usage checks detect linked accounting activity.

The confirmation sheet shows Name, Group, Balance and Type, plus an in-use or permanent-delete warning. After confirmed deletion, VauPrime removes the organization account row, records recent activity, reloads Account List and clears any matching selected account state.

Permissions and plan limits

Joined organizations can separately control create, update and delete.

Create permission

Required for a joined member to add an account.

Update permission

Required for a joined member to enter/edit/save account changes.

Delete permission

Required before deletion checks can proceed.

Lite plan

200 accounts

Non-system account creation limit enforced by this screen.

Elite plan

1,000 accounts

Non-system account creation limit enforced by this screen.

Common errors and how to fix them

The page explains the same user-facing conditions enforced by the Account Management implementation.

Message / situation	Meaning	User action
Please select a group account before saving	No Group Account is selected.	Choose the correct Group Account first.
Please enter account name before saving	Account Name is empty after trimming spaces.	Enter a unique ledger/party name.
Account name already exists	The same account name already exists in this organization, ignoring capitalization.	Use the existing account or choose a different name.
You do not have permission	A joined-organization permission does not allow the requested create/update/delete action.	Ask the owner/admin for the required permission.
Upgrade Required	Lite reached 200 or Elite reached 1,000 non-system accounts.	Review upgrade options or remove an unused account when safe.
Please enter a valid 15-character GSTIN	GSTIN lookup was requested with an invalid length.	Correct the GSTIN and retry validation.
GST portal configuration not found	The GST lookup service is not configured for the organization.	Complete GST/e-Invoice configuration before validation.
GSTIN validation failed	The GST service did not return a successful validation result.	Check the GSTIN, configuration and connection, then retry.
Profile image / storage error	The image could not be read/uploaded or storage quota is insufficient.	Try another image, check connectivity, or review cloud-storage quota.
Error saving / deleting / updating status	A backend, authentication, organization or network operation failed.	Confirm sign-in and connectivity, then retry.