Accounting transactions are entered in the Events – Open or Events – Private view. In the Private view, only the accounting entries entered by that user on that specific day are displayed by default.
The program is ready in input mode, so the entry of transactions can begin immediately. The mandatory information for saving a transaction includes the voucher date, voucher type, voucher number, account, and amount.
During the entry of the transaction, you can navigate from one field to another either using the keyboard (recommended) with the Enter key, the tab key, arrow keys, or the mouse. If you move from one field to another using the tab key, arrow keys, or the mouse, you must press Enter in the last input field of the row for the row to be saved in the accounting.
Input fields can be made visible and hidden as necessary using the Input Field Selection button.
The settings related to event entry can be found in the menu under Settings - General - Accounting settings tab. Read more about the settings here.
Receipt date field allows you to enter a date for example in the format 0101 or 01.01.20XX. The program checks the input against the accounting lock date and the settings related to making an entry for the selected default period. Additionally, the program verifies that the financial year and period have been established.
The suggested receipt date is the date in accordance with the settings. The suggested receipt date for the next entry is the receipt date of the previous entry.
Doc. type field allows you to directly enter the desired voucher type. Alternatively, you can click the spacebar in the field, which will open the ribbon with available voucher types. The ribbon can also be opened in other fields using the spacebar. The voucher type must be established in the Settings – Voucher types view. The previous entry's voucher type will be suggested for the next entry.
Note number program retrieves the voucher number from the voucher type next number field. By default, if the voucher balances, the program offers the next voucher number for the next entry. In the General settings of accounting, under the Accounting settings tab, there is a Note numbering setting that can affect when the program suggests the next voucher number.
Account –field can accept either an account number or the name of the account. Pressing the space bar will open a list of Used Accounts/Accounts/Joint Accounts below the field. The dropdown list of accounts can be changed using the Ctrl key. When entering the account, it is checked whether the account has been created in the company's own chart of accounts (Accounts – Accounts) or possibly in the model chart of accounts (Accounts – Joint accounts), if it is in use. If the required account is missing from the chart of accounts, the program will notify you when you attempt to proceed to the next input field. At the same time, it is possible to create the missing account in the system:
By responding OK, you can create an account.
For VAT code the program suggests the default VAT code defined for the account in the chart of accounts. If changing the VAT code is permitted in the settings (Settings – General – VAT tab), the VAT code suggested by the program can be changed. If the company or voucher type is tax-exempt, entering the VAT code for the transaction is prohibited.
VAT % -field retrieves the percentage according to the VAT code. The percentage can be changed if allowed in the settings (Settings – General – VAT tab) for changing VAT amounts. A date can also be specified for the VAT code, from which the VAT percentage will change. The program compares the voucher date to the VAT code's Valid from date.
Total field is used to enter the gross amount of the transaction. The credit entry is entered as a negative value and the debit entry as a positive value. The minus sign (-) for the credit entry can be entered either before the amount or after the amount, in which case the program will automatically move it to the front of the amount.
Net field calculates the tax-free amount of the transaction. Alternatively, the user can manually enter the invoice net amount in the Net field, in which case the program calculates the gross amount in the amount field. Therefore, the Net field is not the final net amount, for example in the calculation of partially deductible value-added tax (the final net amount that remains for the account is calculated in the Net (calculation) field). By default, the field is not visible.
VAT-field, the program calculates the tax amount according to the VAT code and the subsequent VAT percentage. The amount of tax can be changed if allowed in the settings. In this case, the program automatically adjusts the net amount of the line. By default, the field is not visible.
The calculable fields (the user cannot change this information) are:
- Purchase VAT and sales VAT, which indicate the amount of deductible and payable VAT (e.g., in normal reverse taxation, the tax amount is recorded in both fields).
- The VAT calculation field always sums the VAT amount from the VAT code, even if the user modifies the amount of VAT.
- Non-deductible portion, where the calculated non-deductible amount of the tax is indicated if the said amount is recorded to another account than the original expense account.
- Debit and Credit
- Gross field, where the gross amount of the transaction is stored, regardless of the company’s VAT type.
For the entry and views of the transaction, it is also possible to display, if necessary, for example, cost unit and any other accounting objects. The fields will show the abbreviation assigned to the accounting object if such has been defined in the Settings - General - Accounting Assignments tab. The space bar can also be used to open a list of all available accounting objects when entering the accounting object.
Description field suggests the default description that comes from the voucher type. If desired, the accounting entry description can be changed.
Contra account - A double entry can be created in two ways:
- You can enter the entry and its counter-entry as separate entries by inputting the desired account information in the account field for both lines (no information should be entered in the counter-account field in this case).
- Alternatively, the entry and its counter-entry can be created by entering the account and counter-account information simultaneously in the input fields. If an account number is provided in the contra account field and the Enter key is pressed, the program will automatically fill in the account field for the next line with the completed information, and the line can simply be saved with another press of the Enter key.
If a sum suggestion is defined in the Settings - General - Accounting settings tab, the program will always suggest an amount in the amount field that balances the voucher.