AdVerse Ledger Guide

First-week checklist

Setting things up in this order saves corrections later. Each item links to the chapter that explains it.

• Check the organisation settings. Name, description, currency, the month your financial year starts, and an approval limit for large expenses if you want one. Settings
• Add the places you keep money. Your cash box, each bank account and each mobile money wallet, each with the balance it held on the day you start. Accounts
• Review your categories. The Ledger gives you a starting list. Rename, add or archive categories so they match how you report. Chart of Accounts
• Add funds, departments or projects if you report money separately for them (for example a Building Fund). Settings › Funds
• Enter other opening balances such as equipment you own or a loan you owe. Settings › Opening balances
• If you send invoices: fill in your organisation details, numbering, payment terms and payment instructions, and add tax rates if you charge tax. Settings › Invoice settings
• Invite your team and give each person the smallest role they need. Members
• Start recording. Record income and expenses as they happen, or import a spreadsheet of past records. Transactions

Opening the Ledger

Who can use it

AdVerse Ledger is part of the AdVerse PRO packages. What matters is the plan of the organisation's owner: everyone invited to an organisation can use it for as long as the owner's plan includes the Ledger, even if they have no plan of their own. If the owner's plan lapses, every member sees "AdVerse PRO subscription required to access this service." until it is renewed.

If your own plan does not include the Ledger, opening it shows AdVerse PRO required with a View subscription in profile button, where you can subscribe or redeem a code.

Getting there

• From the AdVerse menu, open AdVerse Ledger. It remembers the organisation you used last and opens its Overview.
• If you were invited as a guest, sign in to your Guest Workspace and open the Ledger from there.
• If the Ledger cannot load, you will see Connection error or Could not open Ledger with a Retry button. It retries by itself twice first.

Create your ledger

The first time you open the Ledger with no organisation, you see Create Your Ledger.

1. Type the Organization Name. It appears on reports and invoices.
2. Pick a Category Template: Church / Ministry or Organization / Club. This only decides your starting categories; you can change them all later.
3. Choose the Default Currency. All reports are in this currency.
4. Pick the month your Fiscal Year Starts and, if you like, add a short Description.
5. Select Create Ledger. You become the organisation's Owner. Everything here can be changed later in Settings.

The Ledger sets up a starting chart of accounts for you. The church template, for example, includes income such as Tithes, Offerings, Building Fund, Welfare, Mission Support, Pledges and Donations, and expenses such as Utilities, Rent, Salaries & Stipends, Transport & Fuel, Events & Programs and Maintenance. It also creates a few system accounts the Ledger needs to keep its books (for example Undeposited Funds, Accounts Receivable, Accounts Payable and Opening Balance Equity). System accounts cannot be deleted.

Finding your way around

• Header. Shows AdVerse Ledger, the organisation name and your role. If you can record money, the Record Transaction button (on phones, Record) opens the recording form from any screen.
• Sidebar. The sections, in order: Overview, Transactions, Accounts, Chart of Accounts, Journal; Sales: Invoices, Quotes, Credit notes, Customers; Purchases: Bills, Vendor credits, Vendors; then Products & services, Budgets, Recurring, Reports, Members, Contacts, Audit Log and Settings. Sections your role cannot use are hidden. The arrow at the bottom collapses the sidebar.
• Top links. All Services returns to AdVerse and Finance Hub opens your other finance tools. Guests see a single Guest Workspace link instead.
• Switching organisation. If you belong to more than one, the Organisation card at the bottom of the sidebar has a Switch organisation list showing each name and your role in it.
• Forms open from the side. Every form and detail view slides in from the right. Close it with the X, the Esc key, or by clicking outside it.
• Reloading keeps the organisation but returns you to Overview.

1Overview

A one-page picture of how the organisation is doing: money in and out, where the money is, trends, budgets and what is coming up.

Choose a period

The Period bar at the top offers This Month (the default), This Quarter, This Year, Last Year and Custom (two dates). Everything below follows the period you pick.

The summary panel

• Income and Expenses for the period, each with the change against the previous period (for example +12.5% vs previous month). A rise in expenses shows in red.
• Net: income minus expenses, labelled Surplus (with the share of income kept), Deficit or Break-even.
• Cash today: what your cash, bank and mobile money accounts hold.
• The line underneath shows Owed to you (unpaid invoices), You owe (unpaid bills), the all-time balance, the number of transactions and your team size.

Charts and widgets

2Transactions

The day-to-day register of money in and out. Here you record, find, correct, void, attach receipts to, import and approve transactions.

Find a transaction

Use Search transactions..., the All Types / Income / Expense filter and the From and To dates. The list shows 25 rows per page. Voided rows are faded and marked Voided. When a category is an asset, loan or fund rather than income or expense, the type reads Money in or Money out and the row notes it is not counted as income or expense.

Record income or an expense

1. Select Record Transaction in the header (or + Record on Transactions or Overview).
2. Choose ↓ Income or ↑ Expense.
3. Pick the Category. Under Other accounts you will also find assets, loans and funds, each with a hint such as "Money in — e.g. loan received". Those are recorded against that account and are not counted as income or expense.
4. If you use funds or departments, choose the Fund / department / project.
5. Choose where the money went: Deposited to for income or Paid from for an expense. Pick the real cash box, bank or wallet so its balance stays right. — Not tracked — leaves it out of every account balance.
6. Enter the Amount and Date.
7. Add a Description, the Payment Method (Cash, Mobile Money, Bank Transfer, Cheque, Online Payment, Card or Other), who it was Received From or Paid To, a Reference # (receipt or cheque number) and any Notes.
8. Select Record Income or Record Expense.

If a record with the same category, amount and date already exists, the Ledger warns you with Possible duplicate. Choose Cancel or Save Anyway.

Correct a transaction

Owner, Admin or Treasurer. Select the pencil (Edit transaction) on the row, change what is wrong and select Save Changes.

• A voided transaction cannot be edited.
• If the transaction is ticked in a reconciliation, you can still change the description, notes and payer, but not the amount, date, type, category or account until it is unticked.
• A transaction created by an invoice or bill payment is changed from that document instead.
• Raising an expense to or above the approval limit sends it for approval again.

Void a transaction

Owner or Admin. Voiding keeps the record but removes its effect from every balance and report. Select the ban icon (Void transaction), optionally give a Reason for voiding, then select Void Transaction.

Attach receipts and documents

Select the paperclip (Attachments) on a row, then Click to upload receipt or document. PDF, pictures, Word, Excel, CSV and text files up to 10 MB are accepted, one at a time. Click a file name to open it. Deleting an attachment is permanent (Owner, Admin or Treasurer).

Approve large expenses

If an Owner or Admin sets an Approval Threshold in Settings, any expense at or above it is held for approval. This applies to expenses recorded by hand, imported, posted by a recurring template, or edited up to the limit. Income is never held.

1. On Transactions, open the Pending Approval banner.
2. Read each request: amount, category, description, who asked and when.
3. Optionally type a Note, then select Approve or Reject.

• You cannot approve your own request; someone else must.
• A held expense appears in the list but does not count in any total, balance or report until it is approved. A rejected one never counts.
• In the list, a held expense is marked Awaiting approval and a rejected one Rejected.
• To send a rejected expense for approval again (after correcting it if needed), select the send icon, Send for approval again, on its row.

Import from a spreadsheet

Owner, Admin, Treasurer or Recorder. Bring in many records at once from a CSV file.

1. On Transactions, select Import CSV. Use Download sample CSV to see the expected layout.
2. Drop your file on the box or click to choose it.
3. Check Map your CSV columns. Date, Amount and Category are required; Type, Description, Payer/Payee, Payment Method and Reference are optional.
4. Read Ready to import and Will be skipped. The Skipped rows table gives the reason for each (missing date, invalid amount, category not found and so on). Fix those in your file if you want them in.
5. Select Import N Transactions and wait for the progress bar, then Done.

Imported records follow every normal rule (locked periods, the approval limit) and are not linked to a money account.

3Accounts

Where your money is physically held: the cash box, bank accounts, mobile money wallets and cards. Here you see each balance, move money between them and check them against statements.

An account's balance is its opening balance, plus income deposited to it, minus expenses paid from it, plus transfers in, minus transfers out, plus or minus invoice and bill payments.

• The panel shows the Total and totals for Bank, Mobile money and Cash.
• All accounts lists each account with its institution and the last four digits of its number, its type, its Share of total and balance. Filter by type with the chips.
• Row actions: View activity, Reconcile with a statement, Edit and Delete. On a phone they are in the ⋯ menu.

Add a money account

Owner, Admin or Treasurer.

1. Select + Add account.
2. Enter the Name (for example "Main bank account") and choose the Type: Cash, Bank, Mobile Money, Card or Other.
3. Choose the Currency. It cannot be changed afterwards.
4. Enter the Opening Balance, and optionally the Institution and the last four digits in Account #.
5. Select Create Account.

Deleting an account that has any history archives it instead, so its records stay intact. Deleting is for Owners and Admins.

Move money between accounts

A transfer (for example banking the Sunday cash, or moving money to the mobile money wallet) is not income or an expense; it only changes where the money sits.

1. Select Transfer (you need at least two accounts).
2. Choose From and To, the Amount and Date.
3. If the accounts use different currencies, enter the Exchange rate; the form shows what the recipient gets.
4. Enter any Fee. It is recorded as a bank and mobile money charge, taken from the From account.
5. Select Record Transfer.

Reconcile an account with a statement

Reconciling proves that the Ledger agrees with your bank or mobile money statement.

1. On the account's row, select Reconcile with a statement.
2. Enter the Statement Date and Statement Ending Balance.
3. Tick every transaction, transfer and payment that appears on the statement. Cleared, Statement and Difference update as you go.
4. When the difference is zero, select Finish — Balanced ✓. If it is not zero, Save Reconciliation saves your progress with the difference noted.

See an account's activity

Click an account row, or select View activity, to open its register: every movement in date order with a running balance.

Choose This month, This fiscal year or Custom, and export as CSV, Excel or PDF. Click an item in the Source column to open the record behind that line.

4Chart of Accounts

The full list of accounts: your income and expense categories, plus what the organisation owns (assets), owes (liabilities) and holds as funds (equity).

• The tiles count Assets, Liabilities, Equity, Income, Expenses and Archived.
• Search by name, code or detail type. Tick Show archived to see archived accounts.
• Sub-accounts are indented under their parent. System accounts are created and used by the Ledger itself and cannot be deleted.
• Click any row to open its register.

Add or change an account

Owner, Admin or Treasurer.

1. Select + Add account, or + Add on a group.
2. Choose the Type: Asset, Liability, Equity, Income or Expense. It cannot be changed once the account is used.
3. Enter the Name, and optionally a Code (up to 20 characters, for example 4100).
4. Pick the Detail type (for example Operating expense, Fixed asset, Loan, Restricted funds).
5. To make it a sub-account, choose a Parent account. Add a Description and a Tax category if you use the Tax Summary report.
6. Select Add account.

Archive or delete

Archive hides an account from pickers and keeps its history; Restore brings it back. Delete is only possible for an account that has never been used, and only for Owners and Admins. Otherwise the Ledger offers to archive it.

5Journal

Owner, Admin, Treasurer; Auditors can view. The book of record. Every transaction, transfer, invoice, bill, payment and opening balance automatically posts one balanced entry of debits and credits here. You only need to add entries yourself for adjustments the other screens do not cover, such as depreciation or a correction between accounts.

Filter by From, To, Source (Transaction, Transfer, Invoice / bill, Invoice payment, Opening balance, Manual journal, Reversal and more) and Account. Each entry shows its date, number, source, memo, debit and credit, and status (Posted or Void). Click the source to open the document behind it.

Post a manual journal entry

1. Select + New journal entry.
2. Set the Date and a Memo (for example "Depreciation of equipment for 2026").
3. On each line choose the Account and enter a Debit or a Credit (not both). Add lines with + Add line. Balance here fills the difference on an empty line.
4. When the strip reads Balanced, select Post entry.

Accounts the Ledger keeps for itself (Accounts Receivable, Accounts Payable, Undeposited Funds and Retained Earnings) are shown as "(posted automatically)" and cannot take manual lines.

Void a manual entry

Only manual entries can be voided here; every other entry is voided through its own document. Select the void icon, give a Reason and select Void entry. A reversing entry is posted and the original stays on record marked void.

Check the books balance

Owner, Admin or Auditor. The integrity check (Run check) confirms that every entry balances and every document has exactly one journal entry. A clean result reads "Balanced — no problems found". If it finds problems that persist, contact AdVerse support.

6Invoices, quotes, credit notes, bills and vendor credits

These five sections work the same way. Sales documents go to your customers; purchase documents record what suppliers bill you.

The list

• Outstanding and Overdue totals (credit sections show Unapplied credit).
• Status tabs: invoices and bills have All, Draft, Unpaid, Overdue, Paid; quotes have All, Draft, Sent, Accepted, Declined, Expired, Converted; credits have All, Draft, Open, Applied, Void.
• Search by number, customer or reference, filter by date or contact, and export with CSV, Excel or PDF (up to 2,000 rows).

What each status means

Create an invoice

Owner, Admin or Treasurer. Quotes, credit notes, bills and vendor credits are created the same way.

1. Select + New invoice.
2. Choose the Customer, or add one on the spot with New.
3. Check the Date and Due date. The due date fills in from the customer's payment terms or your default terms. (Quotes have Expires on instead.)
4. Add a Reference if useful (a PO number, student ID or grant reference; for bills, the vendor's bill number).
5. Add lines. Pick an Item to fill in the description, price and tax, or type a Description, Qty and Price. Add a Disc. % and tax if needed. Under More you can choose a different income (or expense) account for the line.
6. Add Notes and Terms to print on the document, and an overall Discount if you give one.
7. Select Save draft to finish later, or Save & send to issue it now. (Credits use Save & open; bills use Save & approve.)

Work with an issued document

Click any document to open its details: balance due, dates, lines, totals, payments, credits applied, notes and an Activity timeline showing when it was created, sent, viewed, reminded and paid.

Record a payment

1. Open the invoice (or bill) and select Record payment.
2. Check the Amount (it starts at the balance due) and Date.
3. Under Paid into (bills: Paid from) choose the real cash, bank or mobile money account.
4. Choose the Method, add a Reference, and select Record payment.

The status changes to Partly paid or Paid automatically. A payment entered in error can be taken off with Remove (Owner or Admin), unless it is reconciled or in a locked period.

Apply a credit

From an invoice or bill, select Apply credit, pick one of the contact's open credits and enter the Amount to apply (up to the smaller of the credit left and the balance due). From a credit note, use Apply to invoice (vendor credits: Apply to bill).

The lifecycles at a glance

• Quote: Draft → Sent → Accepted → Convert to invoice (the quote becomes Converted).
• Invoice: Draft → Send or Mark sent (Unpaid) → payments and credits (Partly paid) → Paid. Overdue appears on its own after the due date.
• Credit note: Draft → Open → Apply to invoice → Applied.
• Bill: Draft → Approve (Unpaid) → Record payment → Paid.
• Vendor credit: Draft → Open → Apply to bill → Applied.

What your customer sees

A shared or sent link opens a public page with your organisation's name, logo and contact details, the document's lines and totals, the balance due, your notes, terms and payment instructions, and Download PDF. If the organisation owner has connected their own online payment account, an unpaid invoice also shows Pay online; the money settles in that account. Opening the link adds "Viewed by the recipient" to the document's activity.

7Customers and vendors

The people and organisations you invoice (customers: members, parents, donors, grantors) and those who bill you (vendors: suppliers and service providers), each with what they owe or are owed.

Add a customer or vendor

Owner, Admin, Treasurer or Recorder. Select + New customer (or + New vendor). Enter the Name and, as needed, Company / organisation, TIN or Ghana Card number, Email, Phone, Address, City / town, Payment terms (days) and Notes. Tick Also a vendor (or Also a customer) if they are both. Select Save.

An email address or phone number is needed to send documents and reminders to them.

Statements

Click a contact to see their Documents and Statement. The statement lists invoices, credits and payments between two dates with a running balance and aging (current, 1–30, 31–60, 61–90 and over 90 days). Download it as PDF, Excel or CSV, or Send it to a customer by email (with the PDF attached) or SMS.

Archive (Owner or Admin) hides a contact from pickers while keeping their documents; a contact who was never used is deleted instead.

8Products & services

Things you sell or buy regularly, such as school fees, services, goods or pledges, each with a default price, account and tax, so invoice and bill lines fill themselves in.

1. Select + New item (Owner, Admin or Treasurer).
2. Enter the Name, choose the Kind (Service, Product, Fee, Donation or Other), and optionally an SKU / code and a Description, which is used as the line text.
3. Under Selling, set the Sales price and Income account. Under Buying, set the Purchase cost and Expense or asset account.
4. Choose a Default tax rate if one usually applies, then Save.

9Budgets

Set a limit for a category and see how actual spending (or income) compares.

1. Select + Add Budget (Owner, Admin or Treasurer).
2. Choose the Category, the Amount, the Period (Monthly, Quarterly or Annual) and the Start Date.
3. Select Create.

Budget vs Actual shows a card per budget: green under 80% used, amber from 80%, red when over. Alerts appear for budgets at 75% or more. All Budgets lists every budget in a table.

10Recurring

Templates for regular income or expenses, such as rent, salaries or dues, that are recorded automatically on schedule.

1. Select + Add Recurring.
2. Choose Income or Expense, the Category and the Amount.
3. Choose the Frequency (Daily, Weekly, Bi-weekly, Monthly, Quarterly or Annually) and the Next Run date.
4. Add a Description and Method, then Create.

• Each day the Ledger records whatever is due, catching up missed dates, and never records the same date twice. Run Due (Owner or Admin) records everything due right now.
• Use the switch on a card to pause or resume a template.
• Entries dated in a locked period wait until it is unlocked. The approval limit applies.
• Recurring entries are not linked to a money account. Deleting a template keeps the entries already recorded.

11Reports

Financial statements and analyses for any period.

Choosing and exporting

• Pick the period: This Month, This Quarter, This Year (the default; calendar year), Last Year or Custom. The Balance Sheet and Aging are "as of" the end of the period.
• If you use funds or departments, the statements (Trial Balance, Profit & Loss, Balance Sheet, Cash Flow, General Ledger) can be run for one of them.
• Export with CSV, Excel or PDF Report. Files carry your organisation's name and logo, the currency and the period, and are marked unaudited.

12Members

Owner and Admin manage; Treasurers and Auditors can view. Who can open this organisation's Ledger, and what each person can do.

Invite someone

1. Select + Invite Member.
2. Enter their Email Address and choose a role under Assign Role: Administrator, Treasurer, Recorder, Auditor or Viewer.
3. Select Send Invite. They receive an email with a link. You can also Copy Link and send it yourself.

• The link in the email lets the person join as a guest: they set a Guest Workspace password and confirm a 6-digit code sent to their email. They do not need a full AdVerse account.
• The copied link is for people who already have an AdVerse account and want to join with it.
• Either way, they must use the email address you invited.

Change a role or remove someone

Use the role list on a member's card to change their role (it saves straight away), Copy invite link for a pending invitation, or remove the member. The Owner's role cannot be changed and the Owner cannot be removed.

13Contacts

A simple directory of donors, vendors, members and others, with how much each has contributed and been paid. It is the same contact list used by Customers and Vendors, seen from the giving side.

Select + Add Contact, enter the Name, Email, Phone, Type (Donor, Vendor, Member or Other) and Notes, then Create. Filter by type or search by name.

14Audit Log

Owner, Admin and Auditor. A record of who did what and when, which cannot be edited.

Each line shows When, the User, the Action (for example "void transaction" or "update org"), the Target and the Changes. Recording, editing and voiding, approvals, attachments, accounts, transfers, budgets, recurring templates, members, settings, locked periods, opening balances, journal entries, documents, payments, credits, sending, reminders, reconciliations and exports are all logged.

15Settings

Owner and Admin. Treasurers see only Tax rates. Changes apply as soon as you select Save Changes.

General and financial

• Organization Name and Description.
• Default Currency: used for all transactions, reports and exports. Changing it does not convert existing records.
• Fiscal Year Starts: the first month of your financial year. It drives the year-end close and the "This fiscal year" range. (The report presets This Year and Last Year are calendar years.)
• Approval Threshold: expenses at or above this amount need approval. Leave it blank to turn approvals off. See Approve large expenses.

Funds, departments & projects

Optional tags so you can report money for one fund, department or project. Select + Add, enter a Name (for example "Building Fund"), choose the Kind and tick Restricted if donors gave it for a set purpose. Tags that were used are archived rather than deleted.

Tax rates

Rates you can add to invoice and bill lines; several can be charged on one line. Select + Add rate and enter the Name, Rate %, Code, what it Applies to (sales, purchases or both) and the liability account it is owed to; tick Compound if it is charged on top of the line's other taxes. Add Ghana VAT preset adds VAT 15%, NHIL 2.5% and GETFund Levy 2.5% as a starting point. Confirm current rates with the Ghana Revenue Authority or your tax adviser.

Invoice settings

• Organisation details on documents: address, phone, email and tax ID, printed on invoices, quotes, credit notes, statements and the public page.
• Numbering: the prefix, next number and digits for each document type. A number is given when a document leaves draft, and an issued number is never reused.
• Default payment terms (days): used when a contact has none.
• Online payments go into: the account online payments are recorded to. Pay online only appears for customers when the organisation owner has connected their own online payment account.
• Payment instructions: shown on invoices and the public page, for example your bank details and your mobile money number and name.
• Send payment reminders automatically: by email, SMS or both, a set number of days before and after the due date, up to a maximum per invoice. SMS is charged to the organisation owner's SMS wallet.

Invoice settings have their own Save invoice settings button.

Lock a period

Locking stops anyone changing anything dated inside a closed period: no recording, editing, voiding, payments, issuing documents or journal entries. Enter a Period Start, Period End and optional Notes (for example "Q2 2026 closed"), then Lock. Unlock reopens it.

Opening balances

Starting balances for assets, loans and funds when you begin using the Ledger (for example equipment you own or a loan you owe). Choose the Account, the Amount and the Effective Date, then Set Balance. Cash, bank and mobile money balances are set on the account itself under Accounts. Income and expense categories never take an opening balance.

Close the financial year

The Fiscal Year Close Wizard walks you through Review (last year's income, expenses and net), Lock Period (locks the whole year), Generate Report (produce your year-end statements from Reports) and Complete. Last year's surplus rolls into retained earnings automatically; no closing entries are needed.

Roles and permissions

Give each person the smallest role that lets them do their job. The Owner is whoever created the organisation.

Invited guests have exactly the rights of the role they were given.

How the books work

One book, two views

You record in plain terms (income, expense, category), and the Ledger also writes every record into a balanced double-entry journal behind the scenes. The Journal, Trial Balance, Balance Sheet, Profit & Loss, Cash Flow, General Ledger and account registers read that journal. You only post journal entries yourself for adjustments.

Categories, money accounts and transfers

• Categories say what the money was for (Tithes, Rent). Money accounts say where it is held (the bank, the wallet).
• Moving money between your own accounts is a transfer, never income or an expense.
• Choosing an asset, loan or fund as a category (a loan received, equipment bought) records money in or out without touching income, expenses or the surplus.

Accrual and cash

Invoices and bills count when they are issued (accrual). The payment only moves the money into or out of an account. The Profit & Loss report has a Cash view if you want to see income and expenses when money actually moved.

Currency

Reports are in the organisation's default currency. Transactions recorded on screen use that currency. A money account can hold another currency, fixed when it is created, and a transfer between currencies needs an exchange rate. Invoices and bills must be in the default currency for now.

What cannot be undone

• Voiding keeps the record and reverses its effect; there is no un-void.
• Deleting a draft document, an attachment, a budget, a locked period, an opening balance or a recurring template is permanent.
• Issued document numbers are never reused.

Locked periods and reconciled items

Nothing dated in a locked period can be changed. Reconciled items keep their amount, date and account until they are unticked.

Messages and fixes

The messages you are most likely to meet, and what to do.

Glossary

Account

A line in the chart of accounts: an income or expense category, or something owned (asset), owed (liability) or held as a fund (equity).

Money account

A place money is actually held: a cash box, bank account, mobile money wallet or card.

Category

An income or expense account that says what money was for.

Transfer

Money moved between two of your own money accounts. Not income or an expense.

Journal entry

A balanced set of debits and credits. Every record posts one automatically.

Debit / credit

The two sides of every journal entry; they always add up to the same amount.

Accounts receivable

What customers owe you on issued invoices.

Accounts payable

What you owe vendors on approved bills.

Undeposited funds

A holding account for money received but not assigned to a bank, cash or wallet account.

Opening balance

What an account held on the day you started using the Ledger.

Reconciliation

Ticking off records against a bank or mobile money statement until they agree.

Locked period

A closed date range that nobody can change.

Approval threshold

The expense amount at or above which a record needs someone else's approval.

Fund / department / project

An optional tag for reporting money separately; a restricted fund was given for a set purpose.

Accrual

Counting income and expenses when invoices and bills are issued rather than when they are paid.

Retained earnings

The accumulated surplus from earlier years, carried forward automatically.