Entering accounting entries

An entry can be manually created or generated automatically from a subscription. A manual entry is only done for miscellaneous transactions, such as a payroll or balance sheet entries.

Advice: copy an existing entry that was already tested or a standard entry.

Prerequisite: you must set up a subscription journal and contract from Tools > Setup > General setup > Accounting > Subscription journals / Subscription contract > located above the settings panel.

Subscription entries are used to regularly post recurring entries.

1 Go to Accounting > Entries > Entries. Do not start the search. Instead, click on the arrow to the right of in the action bar, then click on Save entries from subscription contracts.
2 In the Entry subscription screen, select the subscription journals to generate.
3 In the Entry dates section, click on to generate the reference date. By default, the current date is displayed but can be modified.
4 Click on to generate entry dates (by default, one per month over 12 months). You can delete irrelevant dates.
5 Click on to save the relevant dates.
6 Generate the entries.
1 Go to Accounting > Entries > New entry.
2 Select the journal in which to add your entries.
3 In the table below, click on and add entry lines.
4 Use the Tab key to automatically fill in the columns.
5 Save.
DMF 070723 ACCOUNTING SETUP ENTRY TEMPLATE

An entry template is used to create predefined entry patterns in order to simplify the manual entry of bank entries. The information set up in an entry template is retrieved and filled in automatically when creating an entry from this template.

Reference

For more information about entry template setup, see Entry templates.

1 Go to Accounting > Entries > Entries.
2 From the entries search, go to Edit > New > Entry template.
3 Select the desired entry template from the help list of the Entry template field, then click on Validate.

The creation screen of the new entry opens, with the information set up in the entry template retrieved automatically.

4 Fill in the information then save to create the entry.
DMF 070116 ACCOUNTING ENTRIES AUTOMATIC GENERATION OF VAT LINES

When an entry is manually entered, tax lines that correspond to cost or product lines can be generated automatically.

You must first enable the automatic generation of tax lines by entering the default tax code for the relevant accounts.

1 To do so, go to Tools > Setup > General setup > Accounting > General accounts.
2 In the search screen, enter the desired criteria to find the accounts to set up, then start the search.
3 Open and modify an account's record sheet, then fill in the following fields in the Automatic tax line for miscellaneous transaction entries section:
  • Check the Automatic tax line for miscellaneous transaction entries option. If the option is not checked, the account will not automatically generate tax lines.
  • Select the Default tax code from the help list. This default code is not required but is used to automatically fill in the tax code when an entry line is entered for the account.

Tip

These two fields are also available when modifying multiple accounts at once. From the general accounts search results, select the desired accounts then right-click > Modify by batch.

4 Save the account's record sheet.

If the account is used for a miscellaneous transactions entry, the tax lines can be generated automatically.

1 Go to Accounting > Entries > New entry.
2 Enter the information required in the header of the new entry.
3 In the Lines table, add a product or cost line:
  • Fill in the account. The Automatic tax line for miscellaneous transaction entries option must be checked for the tax line to be automatically generated.
  • Enter at least the amount and the project.
  • Specify the tax code. If a default tax code is set up for the selected account, this code will be automatically entered but can be modified.
4 Add a new line or save the entry to validate the creation of the product or cost line.

The tax line is created. The tax amount is calculated automatically. The account is determined based on the line's tax code and account type (Product or Cost):

  • If the account used in the previous line is a "cost" type, then the account defined as the Purchasing accounting in the tax code setup is used.
  • If the account used in the previous line is a "product" type, then the account defined as the Sales FA in the tax code setup is used.
  • If the account used in the previous line is both a "product" and a "cost" type, it is first considered as a "cost" type account.

If you modify a cost or product line with a tax line generated automatically, the tax line is updated automatically.

However, a tax line that was generated automatically cannot be modified directly.