Advanced accounting entry

Before starting

The software facilitates the work of entering accounting entries for most cases. For example, your entries of expenditure or receipt, your refunds, transfers between bank accounts, cash deposits & withdrawals,  checks remittances, and many others.

However, some entries cannot be entered in this way because they are too complex or too specific. The advanced entry allows you to create these entries.

• How advanced entry works
• Entering an entry in advanced entry mode
• Special cases of advanced entry

How advanced entry works

Principle

We recommend using this module when you need to impact several accounts of the same accounts or freely choose the account to be impacted and that it is not available in classic data entry.

It operates like classic accounting software and requires advanced accounting knowledge. Before using it, check that the entry is correct from an accounting point of view. 

Cases concerned

The main cases concerned by the advanced entry are : 

• The recording of salaries. 
• Contra Entries that are not automatically generated. 
• Corrective entries, allowing to regularize of an error related to a closed fiscal year.

Please take a look at this article for more information on entering a salary entry. 

Technical limitations

The advanced entry is not to be used to enter a payment balancing an entry entered via the expense/revenue module. This could lead to inconsistencies in the carry-over entries generated at closing. 

Entries entered in advanced mode will not appear on the payables/receivables page, unlike entries made in the Accounting > Book entry > Other Operations

Using the advanced entry mode

Carry out the entry

To make an advanced entry, go to Accounting >Book Entry > Journal book entry.

On this screen, you can register one or more accounting entries composed of several lines. Each line is composed of several fields: Date – Label – Account – Debit and Credit. 

For each accounting entry, the debit, and credit total must be equal. This need for balance in the entry stems from a fundamental mechanism: double-entry accounting.

This is a basic principle in accounting. For each transaction, the accounting entry must be balanced: the total in the debit column must be equal to the total in the credit column.

Journal code used

The journal code will be defined automatically by the software according to the account entered. If you enter Bank Account <bank_account_name> account the code will be Bank - <bank_account_name> according to the bank account chosen. 

• Sales Journal: in the case of a revenue entry. 
• Purchases Journal: in the case of an expense entry. 
• Bank Journal: in the case of an entry linked to a bank account. 
• General Journal: cases that do not fit into the other journals (Bank - Check deposit account in particular). 

• The bank code will be applied if a Bank Account account is used.
• If there is no Bank Account account and Petty cash is present, the Petty cash code is applied.
• Without a Bank Account/Petty cash account, the code depends on the presence of Expenditure or Revenue accounts.
• If two of these accounts are used, the code of the account at the bottom of the list prevails.
• If no Bank/Petty cash/Expenditure/Revenue account is used, the code will be Other.

It is therefore possible to force the application of a journal code by placing an account of the same type at the bottom of the list when typing the accounting entry.

Special cases of advanced entry

Recurring entries

If you make or receive regular payments (bank loans, salaries, grants, etc.), you can duplicate the previous month's entry and then change the date and amount if necessary.