Accounting

Main Accounting Flow

• Most journals are created automatically by purchasing, sales, inventory, payment, and fixed asset modules.
• Accounting users maintain accounts, review journals, approve entries, close books, and read financial statements.
• Manual journals should be used carefully because they directly affect reports.
• Approval helps control which journals are included in financial review.

Chart of Accounts

• Chart of Accounts defines account structure for assets, liabilities, equity, revenue, and expenses.
• Account category and account type determine how the account appears in financial statements.
• Use group accounts for structure only; transaction accounts should not be group accounts.
• Review cash/bank, receivable, payable, inventory, COGS, tax, discount, and retained earnings accounts before go-live.

Journal Entry and Approval

• Journal Entry is used for manual general journals.
• Revenue Journal and Expense Journal help users input directed revenue or expense journals.
• Journal Entry Approval is used to review manual journals before they are treated as approved.
• Journals must balance debit and credit before saving.

Close Books

• Close Books transfers current period profit or loss to retained earnings.
• Run this process only after transactions, adjustments, and financial reports are reviewed.
• Check unapproved journals before closing a period.
• Retained earnings account must be correct before saving the closing journal.

Bank Check / Giro

• Supplier and customer bank check menus appear when giro_management is active.
• Use these menus to control due date, accepted date, and clearing status.
• Giro data usually comes from payable or receivable payment using giro payment type.
• Review currency and clearing status during reconciliation.

Fixed Asset

• Fixed asset menus are used to maintain asset acquisition, depreciation, and book value.
• Reports help audit asset list, book value, depreciation, and asset status.
• Asset accounts should be reviewed before depreciation is posted.
• Use consistent asset categories for reporting.

Reports Users Should Understand

Common Issues

• Journal is not balanced: check debit and credit lines.
• Report does not change: check date filter, division, account, and approval status.
• Closing cannot proceed: check unapproved journals and retained earnings account.
• Account appears in the wrong report: check account category and account type.