Settings - Common settings

Settings - Common Settings

Settings - Common Settings
Records - General
Records - VAT Codes
Records - Importing VAT Codes from CSV
Records - Account Chart
Records - Importing Account Chart from CSV
Records - Document Types
Records - Importing Document Types from CSV
Records - Bank Accounts
Dimensions
Attachments

 

In the common settings of the applications, information is entered that is used in more than one application.

Application-specific settings will still be filled in separately for each application.

In the common settings, there are three sub-tabs: Settings, Registers and Dimensions.

Settings tab allows you to fill in various identifiers for the company, contact person information, and select the currencies to be used for purchase invoices.

Registers tab allows you to fill in the VAT codes used in the selected programs, chart of accounts, document types, and bank accounts.

Dimensions tab allows you to define the accounting object levels to be used and import the applicable objects from a file. On this tab, you can also enable the Construction Industry Reporting feature.

 

Mandatory information includes the contact person’s details on the Settings tab and at least one VAT code, document type, and account from the chart of accounts on the Registers tab. However, the VAT code is not mandatory if the customer is marked as tax-free in the basic information section.

 

Settings

The Settings tab is where you can add various identifiers for the company, contact persons, and the necessary currencies.

Identifiers will be added for the company

• E-invoice address (the information is transferred to the general settings of Sales Invoices for outgoing sales invoices)
• EDI ID (the information is transferred to the settings of Sales Invoices)
• Customer number (the information is transferred to the general settings of Accounts Payable)
• Company's own identifier (the information is transferred to the general settings of Accounts Payable)

Contact persons section adds the information of the company's contacts. Adding at least one contact person is mandatory, and at least Accountant and Purchase invoice contact person must be added.

Add the contact person's Name, Phone number, and Email address and select the type of contact person they are. If necessary, you can add multiple different people; however, please note that each contact person role can only be assigned to one person. Therefore, you cannot enter multiple accountants in the settings, for example.

Currency for Purchase Invoices -section allows you to add currencies used for purchase invoices. Euros are always added by default.

Registers - General

On the Registers sub-tab, it is possible to enter registers that are commonly used by the company.

VAT codes section allows inputting the VAT codes used by the company either individually or as a CSV file.

Account chart section allows you to enter the chart of accounts used by the company. Accounts can be added individually or as a csv file.

Document Types section allows you to enter the document types used by the company. Document types can be added individually or as a csv file.

Bank accounts -section allows you to enter the company's bank accounts.

Registers - VAT Codes

VAT codes can be added individually or via CSV import. This section explains how to add codes individually. If you wish to add codes through CSV file import, please proceed to the next section.

Click to open the VAT code section and click on the Add / edit manually option. A blank VAT code grid will open below the selection. Click the +Add row button to add the VAT code.

VAT code - Enter the desired VAT code in the field. This is a mandatory field.

% - Add the code's VAT percentage to the field.

VAT code name - Enter a descriptive name for the VAT code.

Sales VAT - Enter the sales account to be used with the VAT code in the field.

Purchase VAT - Enter the account for purchases to be used with the VAT code in the field.

Partially deductible VAT (%) - If the VAT code deals with entries that are only partially deductible, enter the percentage of deductible VAT in this field as a percentage.

Non-deductible share account - If the VAT code handles entries that are only partially deductible and you have entered the percentage of deductible VAT in the adjacent field, enter the account for non-deductible VAT postings in this field.

Periodic tax form code - Select the accounting tax declaration code in this field.

Tax category code - Select the tax category code used for sales invoices in this field.

Tax category reason code - Select the tax category reason code to be used on sales invoices in this field.

Tax category free text - Fill in the explanation of the tax category in this field.

Marginal tax - If this concerns the VAT code used in the accounting margin tax operation, check this box and fill in the following fields.

Marginal tax adjustment account - Fill in the number of the adjustment account for marginal tax in this field.

Marginal tax % - Enter the marginal tax percentage as a number in this field.

Registers - VAT Code CSV Import

VAT codes can also be imported as a CSV file. When you click to open the VAT section, the Import from File option is selected by default. You can find the ready-made files defined for Heeros applications here, if you want to make use of them.

You can choose the file to import either by clicking the Upload file text or by dragging the desired file to the Drop CSV file here area.

The structure of the CSV file must be as follows:

For example, VAT codes must be in the same column stacked, with the name of the VAT code in another column stacked. The order of the columns does not matter, the program can recognize data from different columns. The import feature has been built flexibly so that it can recognize several different column headers. However, the fastest data import is achieved using a file that follows the model provided in the attachments of this instruction.

 

Registers - Account Chart

Accounting accounts can be added manually or via CSV import. This section describes adding accounts manually. If you wish to add accounts via CSV file import, proceed to the next section.

NOTE! Accounts added to the accounting will be transferred to the Accounting Accounts section. If the company wishes to use a common chart of accounts, only those accounts that are specifically intended for the accounting's own accounts should be added at this point. Common accounts can be selected for use in the accounting application-specific settings.

Click to open the Accounts section and click on Add / edit manually option. A blank account grid will open below the selection. Click the +Add row button to add an account.

Account number - Fill in the field with the accounting account number.

Account Name - Fill in the field with the name of the accounting account.

VAT code - Select the VAT code for the account from the previously imported VAT codes. Note! VAT codes must be entered/imported before the import of accounts to make a selection.

VAT percent- The field is filled with the VAT percentage from the selected VAT code.

Travel invoice account type - If this is a travel expense account, select the type of travel expense account.

Salary Type - If the account is used for travel expense claims, fill in the field with the number/code of the salary type to which the account is related.

SWE - If a language translation is required for the account, you can fill in the Swedish translation for the account name in the field.

ENG - If a language translation is required for the account, you can fill in the English translation for the account name in the field.

Additional language 1 -

Additional language 2 -

Additional language 3 -

Entry rule - You can write internal guidelines regarding the purpose of the account here.

Reporting code - Not in use at the moment.

Debit/Credit/Result - Select the account balance/income processing.

Balance Statement - Select the method of displaying the account in the balance sheet specification.

Balance statment footnote - You can provide additional information related to the balance sheet breakdown in this field.

Invoice ledger - If this concerns the accounting accounts receivable account, select the desired processing method for the account.

Offsetting account - If there is a designated counter account, you can enter the account number in this field.

Internal - The feature is not yet in use, and checking this box has no effect.

Deferral account - The feature is not yet in use, and checking this box has no effect.

Automatic Entries - If the account will be used in automatic entries, check the box.

You can read more detailed information about the accounting account settings here.

 

Registers - Importing Chart of Accounts CSV

Accounts can also be imported as a CSV file. When you open the Account Chart section, the Import from file option is selected by default.

NOTE! Accounts added to the accounting will be transferred to the Accounting Accounts section. If the company wants to use a common chart of accounts, only those accounts that are specifically intended for the accounting's own accounts should be added at this point. Common accounts can be selected for use in the accounting application-specific settings.

You can find the ready-made files defined for Heeros applications here if you want to use them.

 

You can choose the file to import either by clicking on the Upload file text or by dragging the desired file to the Drop CSV file here area.

The structure of the CSV file must be as follows:

For example, account numbers should be in the same column stacked vertically, with the account name in another column stacked vertically. The order of the columns does not matter, the program can recognize the data from different columns. The import has been designed to be flexible enough to recognize various different column headers. However, the fastest data import can be achieved using a file that complies with the model file in the attachments of this instruction article.

Registers - Document Types

You can add document types manually or via CSV import. This section explains how to add document types manually. If you want to add document types via CSV file import, proceed to the next section.

Click to expand the Document Types section and click on Add / Edit manually option. A blank document type grid will open below the selection. Click on the +Add row button to add a document type.

Document Type - Fill in the field with the document type identifier/number. This is a mandatory field.

Name - Fill in the name of the document type in the field. Required information.

Next number - Fill in the next document number for the document type in the field.

Tax-free - Select whether the document type is Taxable or tax-free.

Document type class - Select whether the document type class is Normal, Depreciation, VAT, or Internal.

Default description for postings- You can enter the default descriptions for the postings where the document type is used.

Posting proposal - If it is desired that an account is suggested for the entries made for the document type, select the accounting account here. Note! The chart of accounts must be entered/generated for the selection to be made.

Offset account - If you want a counter account to be suggested for the entries of the document type, select the accounting account here. Note! The chart of accounts must be entered/generated for the selection to be made.

Use in Purchase Invoices - Select whether to use the document type in Purchase Invoices No/Yes.

Usage in Sales Invoices - Select whether to use the document type in Sales Invoices ENo/Yes.

 

Registers - Importing Document Types via CSV

Document types can also be imported as a csv file. When you click to expand the Document Type section, the Import from file option is selected by default. You can find the predefined files set for Heeros applications here if you wish to utilize them.

You can select the file to be imported either by clicking on the Upload file text or by dragging the desired file to the Drop CSV file here area.

The structure of the CSV file must be as follows:

For example, the document numbers must be in the same column vertically, the document type name in the second column vertically. The order of the columns does not matter; the program can recognize the information from different columns. The import feature has been constructed flexibly so that it can recognize multiple different column headers. However, the fastest way to import data is with a file that follows the template file found in the attachments of this instruction article.

Registers - Bank Accounts

Company bank accounts are added in the Bank Accounts section.

Click + Add row text to add a new bank account.

IBAN - Fill in the bank account's IBAN number in the field.

Bank account number - The machine-readable number of the bank account. The number is automatically completed after filling in the IBAN account number.

Bank account name - Enter a descriptive name for the bank account. Often, the bank's name is sufficient for the bank account name, but if there are multiple accounts at the same bank, it's a good idea to distinguish the accounts from one another in the bank account name.

BIC - Select the bank account BIC.

Currency - Select the currency for the bank account. The default is euros.

Banking code - If the bank account is used in accounts payable and payments for purchase or travel invoices are made from it, also fill in the payment identifier for the bank account if it is already known. The payment identifier can be obtained from the bank's payment transfer agreement. You can read more about bank agreements and how to make them here.

SEPA connection - Select the SEPA connection to be used from the dropdown menu.

Bank group - Select the bank group for the bank account.

Bank name (on bank statement) - Enter the name of the account to be shown on the bank statement.

Bank contact information (on bank statement) - You can fill in the bank contact details that will appear on the bank statement.

Purchase ledger payment account - If a different payment account than in the general settings for accounts payable is used, you can select the account number in this field. Note! The chart of accounts must be entered/imported before a selection can be made.

Receivables payment account - If a payment account different from the general settings of accounts receivable is used, you can select the account number in this field. Note! The account chart must be entered/imported before the selection can be made.

TiTo ledger account - Select the accounting posting account. Note! The chart of accounts must be entered/imported before a selection can be made.

TiTo document type - Select the document type for the bank statement. Note! Document types must be entered/imported before a selection can be made.

EmCe salary account - If you are using the EmCe system and the account is used as a payroll account in the system, check the box.

 

Dimensions

When importing dimensions, the accounting object levels are defined first, followed by the actual dimensions.

 

Dimension settings

In the dimension settings, the accounting object levels and their settings are defined. The default level is the cost unit. You can add additional accounting object levels by clicking the +Add row button.

Dimension type name - Fill in the name of the accounting object level, e.g. Project or Construction Site.

Select applications - Choose in which applications the accounting object level is used, Archive, Sales Invoices, Accounting, Purchase Invoices. Note! Only three accounting object levels can be used in Sales Invoices. It is possible to select Sales Invoices for only three levels, after which selecting Sales Invoices for new levels is no longer possible.

Edit permissions - Choose who can edit the accounting object information on purchase invoice postings.

From List/Free/Date - Select the type of accounting object. By default, From List is selected, which is the most common usage.

Obligatory - Select if the dimension is mandatory in accounting: Optional on all accounts, Mandatory on all accounts, Mandatory for income statement accounts, Mandatory only for income statement accounts, Optional only for income statement accounts.

 

Dimension Register (adding manually)

You can add accounting objects manually or by CSV import. This section describes how to add accounting objects manually. If you want to add accounting objects via CSV file import, please proceed to the next section.

Click to open the Dimension register section and click Add / edit manually option. A blank accounting object grid will open below the selection. Click the +Add row button to add an accounting object.

Dimension- Enter the accounting object's number/identifier in the field.

Name - Enter the name of the accounting object in this field.

Type - Select the level created for the accounting object in the previous section.

Comment - You can write a comment for the accounting object, e.g., internal instructions for its use.

 

Dimension register (csv import)

Accounting objects can also be imported as a csv file. When you click to open the Dimension Register section, the Import from file option is selected by default.

You can choose the file to upload either by clicking the Upload file text or by dragging the desired file to the Drop CSV file here area.

The structure of the CSV file must be as follows:

 

For example, accounting object numbers must be in the same column vertically, and the name of the accounting object in another column vertically. The order of the columns does not matter; the program can recognize data from different columns. The import is designed to be flexible enough to recognize various column headers. However, the fastest data import can be achieved using a file that follows the template provided in the attachments of this instruction article.

ATTACHMENTS