Accounting configuration: accounts and journals
Financial Accounts
Access: Accounting → Configuration → Financial → Financial Accounts
Another way of accessing this is by typing "Financial Accounts" in the "Search" field at the top.
On the financial account form
The new settings tab is available in the financial account form, Report Config. Line (rules). Report Config. Line (rules) is used to determine which reports the financial accounts appear on.
On the report type sheet
Access: Accounting → Configuration → Exports/imports → Report types.
- You can build your own reports using report types.
On the report form it is possible to define certain rules, taking into account that this type of report must have a "Custom state" printing output.
- Then, when configuring the line rules, select the accounts and save the changes you've made.
Once accounts have been selected on the Line Rules tab, the report to which they have been applied will be displayed on the Financial Account page, and visible from the Report Config. Line (rules) tab.
- You can view the Report Config. Line (rules) table report by clicking on the form.
This feature can be used to evaluate specific reports, and helps with checks to confirm that an account has been considered in the report.
- In addition, on the financial account form, it is possible to consult the "Accounting reports/exports settings" tab.
Financial Account settings
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Checkbox "Regulatory account": this box cannot be checked. It means that financial account is taxed by the tax authorities for tax returns. In order to update it, an import is required.
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"Use for partner balance": a checkbox that becomes mandatory when processing partner invoices. Otherwise, the system will alert you that terms are necessary in order to process invoices correctly.
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Tax: "Default tax" is used to select the tax and is only used for moves. This means that when you fill in the information on the accounting move form, and once you've chosen the associated financial account, the tax will be predefined thanks to this previously filled-in field.
The "Regulatory Account" box in Settings tab is for information only and cannot be checked. Checking the "Tax authorized on move line" box displays the "Default tax" field. The default tax is used to select the tax and is only used for entries.
Accounting journals: functional origins
When Functional origins are authorized on the journal record, it enables checks and ensures correct entry by the user, acting as a filter for certain views.
For example, if you have indicated "Purchasing" in the Authorized functional origins field. Consequently, on the account move form, you will see that there are fields to fill in, such as Journal and Authorized functional origins. You will therefore need to select Purchase in the Journal field, which will then automatically fill in the Authorized functional origins field. Once filled in, this Origins field will be hidden.
The field remains displayed so that you can choose a functional origin to apply (for example Cut off or Fixed asset) when there are several Authorized functional origin fields.
You can also leave this field empty on the account move form.
Accounting journal configurations
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Check box "Allow accounting daybook".
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Check box "Allow simulated moves".
Activate a feature in order for two boxes to appear on a Journal page.
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How to activate: Application Config → Apps management → Accounting, configure → on the App Accounting page, at the bottom of the page in Account configurations, click on the Company shown in the table.
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The Account configuration page will open in a new tab, and you'll be able to check the "Activate simulated moves" and "Accounting Daybook" boxes.
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Check box "Check duplicate entry on accounting voucher". This feature is often used for the Sales or Purchases Journal. It enables a check to be run on the accounting voucher field, and verifies whether a similar record already exists for the same partner, on the same journal and fiscal year (based on the period).
If unchecked, no check will be performed.
- Prefix for accounting voucher: when the "Check duplicate entry" box is enabled, a prefix can be set for the accounting voucher, such as EXT.
For example: you have an invoice and you decide to reverse the invoice entry. Note that there is always a link with the accounting voucher, so you can prefix it (e.g. EXT.). In this way, you can check for duplicates, using the EXT prefix.
- Accounting voucher required on move lines. If checked, when an move is entered in the journal move header, the Accounting voucher field will be required.
Activating these boxes has an impact on account moves.
Accounting move form
Access: Accounting → Moves → Moves
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With these functions activated (Authorize simulated moves and accounting daybook) via the Application Config and journals, the Simulate button appears on the accounting move form. For example, if the Activate simulated moves checkbox has been ticked on the Purchasing Journal, and you have chosen it as the Purchasing Journal on the accounting move form, the Simulate button will appear among the other buttons on the right.
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The Simulate function allows you to test the entry and ensure that the debit/credit balance is correct.
Simulation accounting moves are not taken into account by default, given their simulation nature.
Status of accounting moves.
Accounting moves are now distinguished by status (daybook, simulated, accounted).
Accounting report form
Access: Accounting → Accounting exports/reports → Accounting reports
Regarding simulated accounting moves, you can print and consult the (Provisional) General Ledger on the accounting report form by checking the Show simulated moves box and then clicking on Print.