General settings

Company Information
Contact people
Postings
VAT
Accounting Settings
Subscriptions

This section addresses the definition of general settings. The general settings are divided into several different tabs, where the information can be filled in first and only then select the Save button.

Contact people

Contact people tab (Settings – General – Contact people) defines the company's contacts and their contact information. Contact information is used as informative data, for example, the accountant's details are retrieved for the financial statement.

Postings

Postings-tab (Settings – General – Postings) names the available accounting object levels in use. The actual accounting object values (cost units, projects, etc.) are established in the view Settings – Monitoring objects.

At one accounting object level, several equally valued accounting objects can be monitored.

Name -field should contain a title that identifies the accounting object level, for example, Cost unit, Project, Project type.

Abbreviation for accounting objects -the field is used to write the abbreviation of the accounting object, for example, for a cost unit it could be CU etc. The abbreviation is printed on reports, for instance, where it does not take up as much space in prints as the official name of the accounting object. If no abbreviation is provided, the information given in the Name- field will be used in views and reports.

Editing rights option determines whether a basic user can edit accounting object information in the program, or if main user rights are required for that.

Selection Options column allows you to define how the selection of accounting objects is made when entering a transaction.

Free-selection allows any value to be entered into the specified accounting object field during transaction input. In this case, the specified accounting object does not need to be created in advance. If the given accounting object has not been established, the program will show the message: “The selected accounting object cannot be found in the settings. Would you like to create a new accounting object?”. By selecting Ok, you can create a new accounting object; using the close button allows you to continue without adding the accounting object to the register.
From-list-selection allows for value retrieval only from a dropdown menu. In this case, the specified accounting object can only be chosen from pre-established accounting objects during transaction input.
Date-selection is currently not in use.

Obligatory-field determines whether the specified accounting object is mandatory or optional in the entry of accounting transactions. Available options:

Optional on all accounts – a value can be assigned to the specified accounting object level for the transaction, but it is not mandatory.
Mandatory on all accounts – the specified accounting object information must be provided for the transaction; otherwise, the program will display an error message during the export save.
Mandatory on income statement accounts – the specified accounting object must be provided for the transaction when recording to an income statement account. For balance sheet accounts, this accounting object is optional.
Mandatory only on income statement accounts – the specified accounting object must be provided for the transaction when recording to an income statement account. For balance sheet accounts, recording this accounting object is not allowed.
Optional only on income statement accounts – the specified accounting object can be provided for the transaction when recording to an income statement account. For balance sheet accounts, recording this accounting object is not allowed.

VAT

VAT tab (Settings – General – VAT) defines the settings related to the handling of value-added tax.

VAT method -option can be used to define whether the company's value added tax treatment is gross, net, or without tax .

With the Gross method, the vouchers are visible in the general ledger with gross amounts, and VAT is recorded only during the VAT accounting phase from the accounts. With the Gross option, the amounts of export lines are always presented gross, i.e., including tax. However, the totals of the vouchers can be entered either as gross amounts (in the Sum field) or net amounts (in the Net field).
With the Net method, the vouchers are visible in the general ledger with net amounts, and VAT is recorded immediately at the time of the original export entry. The totals of the vouchers can be entered as either gross amounts (in the Sum field) or net amounts (in the Net field).
The Without Tax processing does not consider VAT codes at all, even if they have been established in the common chart of accounts. If the activity is tax-exempt, this option should be selected.

Notice period option defines whether the tax return for self-assessed taxes is submitted monthly (1 month), quarterly (3 months), or annually (12 months). This setting affects the length of the tax period data in the TYVI material. The setting can also be used to establish accounting periods in accordance with the reporting periods if desired.

Tax account reference is used as the reference information for the purchase invoice generated for self-assessed taxes on a periodic basis. The reference is also printed on the VAT calculation report.

Tax account - bookkeeping account -field defines the account to which the tax liability or receivable is recorded in connection with the periodic conclusion of value added tax.

Tax Administration bank account field specifies the bank account to which the tax is paid. The bank account is provided in IBAN format. The account is used as the bank account for the purchase invoice generated from value-added tax. The account number is also printed on the VAT accounting report.

BIC field should contain the tax administration's bank account BIC code. The BIC information is used as the bank account BIC code for the purchase invoice generated from periodic VAT calculation. The BIC code is also printed on the VAT calculation report.

Value added tax voucher type - field is used to select the document type for which a document is generated for the determination of value added tax.

Is revision of the VAT code permitted- the setting defines whether the VAT code proposed from the accounting account can be changed during the entry of accounting transactions (Events - Open or Events - Own).

Is revision of VAT amounts permitted - the setting defines whether the VAT amount on the accounting entry line can be changed when entering events in the accounting (Events – Open or Events – Own).

Archive's section for periodic tax calculation exports - The setting defines the main category of the Archive, under which all reports from accounting are saved into the following subcategories, if the report printing option "copy to Archive and print PDF report" is selected. This setting does not only apply to the attachments created in the value-added tax calculation but also to the income statement, balance sheet, general and journal entries, accounts receivable reports, and the archiving of bank statements. NOTE! Ensure that the main category has at least one subcategory created; otherwise, the saving will not function correctly. Also, clear the browser cache after saving the setting change so that the change is immediately available for saving reports.

Section of Archive for income tax returns - the regulation specifies to which main classification of the archive the income tax returns are stored in connection with the submission or the marked as sent indication.

Supplier ID for Tax Administration - In the context of value-added tax accounting, it is also possible to create a purchase invoice directly in Purchase Invoices for the purpose of tax payments. The Tax Administration Supplier Number is provided in the Purchase Invoices field as the supplier identifier that is registered with the Tax Administration.

EU recapitulative statement section, VAT codes are selected for the value-added tax summary report.

Accounting Settings

Accounting Settings tab (Settings – General – Accounting Settings) defines general settings related to the entry of accounting transactions.

Default period setting defines the default period for the Events - Open view.

Automatic Tito -setting defines how Heeros Accounting handles bank statements.

With the "No" option, the program does not direct the bank statement to accounting at all.
With the "Automatic Tito" option, the program imports the bank statement retrieved by Heeros Link into accounting and completes the postings according to the tito rules.
With the "Manual" option, the program imports the bank statement into accounting but does not complete the postings for the events. The user can separately initiate the posting of the bank statement. In both options (Automatic Tito and Manual), the user can modify the postings made by the program.

Voucher date proposal setting defines what date the program suggests for the main ledger transaction entry (Events - Open). The choice can be made from the provided options or left without a date proposal, allowing you to input the date yourself during the transaction entry.

Sum proposal setting defines whether to propose an amount in the journal entry input for the next export line that makes the document balance.

Countra account proposal settings define where to retrieve the counter account proposal from during the transaction entry. If both options (From account and According to voucher type) are selected in the settings, the counter account proposal is first retrieved by account, and then, if there is no counter account for the account, by document type.

Copy description -setting suggests the same explanation text for the entries of the same document in the transaction entry.

Locking settings can be used to define the lock date. The lock date is a mandatory piece of information in order to enter postings. The lock date prevents the posting of entries on or before the lock date. For example, if the lock date is December 31, 2018, you cannot post entries for the fiscal year from January 1, 2018, to December 31, 2018.

Transfers from Sales Invoices and Purchase Invoices take into account the lock dates of the Accounts Receivable and Accounts Payable.

Periodicity account field defines which account the amount to be accrued to the balance sheet is recorded to.

Invoice account in use -this setting determines whether the invoice ledger window opens automatically when entering general ledger transactions for accounts of the invoice ledger type.

Show account totals -setting, the program displays the balance of the accounting account entered in the transaction input under the Amount field. The balance corresponds to the given document date. The balance also takes into account any entries already entered, provided that the amount has already been entered in the Total field.

eReceipt in use setting allows the attachment to be added to accounting transactions from the eReceipt archive. The attachment can be added in the Events – Open, Events – Own or Events– All views, as well as in the bank statement postings. The attachment can be added either from the user's computer or the eReceipt archive.

Booking level settings can influence whether the next lower or higher level transaction opens with the Next button in the bank statement postings.

Highest: the next button moves to the next upper-level transaction on the bank statement.
Lowest: the next button will search for the next bank statement transaction, check if it is multi-level, and navigate to the first transaction of the lowest level of that transaction.

Note numbering setting can influence when the program suggests the next document number.

Automatic: when the document matches, the program automatically suggests the next document number for the next entry.
Manual: the program suggests the same document number until the user either changes the type of document or enters a + (plus) sign in the Document Type field.

Allow booking entries only to selected period setting can prevent transactions from being posted on document dates other than those corresponding to the selected period.

No: the program gives a message "The entry does not correspond to the selected period" if a document date is entered that does not belong to the selected period, but this does not prevent the event from being saved.
Yes: the program only allows entries for the selected period, meaning entries for other periods are blocked.

Joint account chart - field defines which model company's chart of accounts is used for the particular company. If nothing is specified in the field, only the company's own accounts will be used. When entering events, the program first checks whether the account has been created in the own accounts and only then retrieves information from the common chart of accounts.

Joint VAT codes -field specifies which model company's value added tax codes are used by the respective company. If nothing has been specified in the field, the company's own VAT codes will be used. Unlike accounts, VAT codes are used either from the model company or all are established to the company's own VAT codes. If common VAT codes have been defined for use, the program does not consider any possible own VAT codes at all.

Common TITO bank statement rules - field specifies which template company's bank statement rules are used for the respective company. If the field is not defined, the company's own bank statement rules will be used. Unlike accounts, bank statement rules are either used from a template company or all necessary bank statement rules are established from the company's own bank statement rules.

Default budget field allows you to select the company's budgets that you want to be automatically suggested as the default when printing reports. If multiple budgets are in use, you can also select the desired budget separately when printing reports.

Extra language -fields can be defined for reporting purposes with up to three so-called additional languages if necessary. The additional language is activated by entering the name of the language in the field (e.g., Dutch). In addition, the necessary headers for that language must be added to the report line specifications, and the names of the accounts must also be added in that language. Note: reports are primarily common to all companies in the Menu; it is recommended to use the same language in all companies in sections 1, 2, or 3.

Subscriptions

Subscriptions-tab (Settings – General – Subscriptions) defines general settings for importing accounting events from Purchase Invoices, Sales Invoices, eSalaries, and other systems.

VAT - option As in import file takes into account the VAT code included in the material, meaning that value-added tax is calculated for each transaction according to its VAT code in accounting. With the option Calculate VAT, the VAT code for the transaction is not considered in the transfer; instead, the VAT code behind the respective account in accounting is looked at, and the final value-added tax is calculated according to the account's VAT code.

Bundling of entries - With the option No bundling, the program generates exports to Heeros Accounting as they are in Purchase Invoices, Sales Invoices, or eSalaries, which means that each posting or accounting record will result in its own entry to accounting. With the option By Invoice the program creates summary entries by invoice/material; if there are exports for the same invoice/material to the same account and accounting object, these exports are combined into a single entry line in accounting.

Creation of accounting objects - The program checks accounting objects with the "Check objects" option - it ensures that the cost units and other accounting objects in the material must be established in Heeros Accounting beforehand before the transfer. If there are attempts to transfer transactions from Purchase Invoices or Sales Invoices with an accounting object not found in Heeros Accounting, the transfer report for Purchase Invoices and Sales Invoices will display a notification "Selected accounting object not found," and the transfer will not succeed until the specified accounting object has been created in the accounting or a different accounting object has been assigned to the invoice in Purchase Invoices.

Create missing objects –this option allows the program to create the missing cost units and other accounting objects in Heeros Accounting. The identifier will be the identifier that comes with the data.

Note numbering - You can choose how the document type of the imported material is determined: As in import file or according to your own selection.

Foreign currency - the setting allows you to set a currency other than euro for the company's accounting. The function utilizes fixed currency-specific exchange rates when importing foreign currency purchase invoices into accounting from Purchase Invoices.

Currency rates are set in the accounting settings by checking the box Foreign currency, which opens additional settings in the view.

Accounting currency is set to the desired currency, such as British Pound (GBP).

EUR exchange rates are given a fixed rate between the euro currency and the selected accounting currency. For example, the EUR-GBP rate is 0.89853 (July 18, 2019).

For other currencies, fixed rates can be provided if desired, which the program will use for currency conversion when purchase invoices are imported from Purchase Invoices. This information is entered in the fields Currency and Exchange Rate. The addition is confirmed by pressing the Add button. If existing currency information needs to be edited, the currency data must first be removed using the Delete button and then new information added.