For Training

Suggested training order

Accounting concepts build on each other, and so does this module. Teach in this order regardless of a clinic's prior accounting knowledge — even an experienced clinic accountant needs to learn this system's specific setup before touching daily transactions.

Session 1 — Setup (accountant / owner only, one-time)

1. Chart of Accounts — show the pre-built starter list first. Most clinics never need to change it; only show how to add/edit an account if they specifically ask.
2. Account Mapping — this is the most important concept in the whole module. Walk through the screenshot in the Walkthrough live: explain that this screen decides which account every automatic posting uses, that it's grouped by function, and that every dropdown only shows compatible account types so it's hard to misconfigure. Emphasize: most clinics never touch this — it works out of the box.
3. Fiscal Periods — explain "closing a month" in plain terms: it's a lock, not a delete. Soft close = "please don't post here without a good reason." Hard close = permanent, cannot be undone. Make sure whoever closes periods understands hard close is final before they use it, not after.

Session 2 — Daily use (whoever handles money day to day)

1. Automated postings — the point here is there's nothing to teach: invoices, payments, expenses, and stock movements post themselves. Spend this time showing where to go to see what posted (Journal Entries, Account Ledger), not how to create it.
2. Manual Journal — for the accountant only. Emphasize the balance requirement (the form won't let you post an unbalanced entry) and, if they're on the web app, the draft/submit/approve workflow if their clinic uses segregation of duties.
3. Payment Vouchers, Expense Claims, Debit Notes — practical, task-based: "how do I pay a supplier," "how do I get reimbursed," "how do I record a supplier credit."

Session 3 — Reporting (owner / accountant)

1. Trial Balance and Financial Statements — the "is everything working" report (trial balance) and the "how is the clinic doing" reports (financial statements). Show both, explain the difference.
2. Receivables & Payables / Statement of Account — "who owes us, who do we owe, and what does one specific patient/insurer/supplier's history look like."
3. Fixed Assets (if the clinic has capitalized equipment) — acquisition, automatic monthly depreciation, disposal.

Session 4 — Payroll & HR (whoever runs payroll / manages staff)

1. Salary profiles and commission policies — set up once per employee/doctor.
2. Running payroll — draft → confirm → process, and what "auto" vs. "manual review" mode means for their clinic.
3. Doctor payouts — separate from the payroll run, found under Accounting; explain when to use each.
4. Leave — leave types/holidays (admin, once), then request/approve for everyone else.

Things worth calling out explicitly during training (so they don't get discovered as "bugs" later)

• Bank reconciliation matching is a checklist, not a real match. Tell the accountant up front that ticking a statement line as "matched" is for their own tracking — it doesn't affect whether the reconciliation balances. Otherwise they'll trust it more than they should.
• A hard-closed period cannot be reopened, ever. This needs to be said out loud in training, not discovered the first time someone needs to fix a mistake in a hard-closed month.
• Hourly leave types (Permission, Mission) can be configured but can't currently be requested from the app. Don't set this up in training as if it works end-to-end — either skip it or explain that requests for these types need to be handled manually for now.
• Export is web-only, and not every report can be exported. If a clinic's workflow depends on getting data into Excel, confirm during training which reports actually support it (see Financial Reports) rather than letting them assume every screen has an export button.
• The mobile app can't do everything the web app can. In particular, the full manual-journal approval workflow (draft/submit/approve/reject) is web-only. If a clinic's accountant works primarily from a phone or tablet, tell them directly which tasks need the web app.

A good hands-on exercise

Have the trainee walk one transaction all the way through: post a manual journal entry (a small rent accrual, for example) on the web app, submit it for approval, log in as a second user to approve it, then find it in Journal Entries, open its details, and locate it again from the Account Ledger of the account it touched. This single exercise touches the lifecycle, the approval/segregation-of-duties concept, and both ways of browsing the ledger — the core mental model for the whole module.