Most of what happens at Groupe Gbaguidi reaches the books by itself. Some things do not. Mahougnon Tossou, the group’s accountant, must record the rent of the Parakou location, the balances brought from last year, and the corrections that real life asks for. Mahougnon works in the organization space, on the book of the Parakou company; the rules at the end say what changes for a client account’s own book.

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Post an entry by hand

At the end of the month, Mahougnon records an expense that no sale or payment created. He chooses the journal, the date, and the debit and credit lines with Post a manual entry. The entry is posted at once. List journal entries and View a journal entry let him find it again with its lines.

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Start a year with its opening balances

When the Parakou company moves its books to Exowpee, Mahougnon enters what the company owned and owed on the first day of the year, with Post opening balances. The result is a single entry dated on the first day of that year.

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Post the same entry every month

The location rent is the same each month. Instead of retyping it, Mahougnon sets it up once with Create a recurring entry: monthly, on the fifth day. Nothing is posted at that moment; a nightly job posts each occurrence when it falls due. When the landlord changes the amount, he uses Edit a recurring entry. The same action pauses and reactivates it. If the lease ends, Delete a recurring entry stops it, and what was already posted stays. List recurring entries and View a recurring entry show the schedules.

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Keep the paper with the entry

For each rent payment, Mahougnon scans the proof of payment and attaches it with Attach a document to an entry. He lists what is attached with List entry documents, opens a file with Download an entry document, and removes a wrong scan with Delete an entry document.

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Correct a mistake

An expense was posted on the wrong account. A posted entry is not edited. Mahougnon reverses it with Reverse a journal entry, which posts an opposite entry and marks the original as reversed. Then he posts the right entry by hand.

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Follow automatic posting problems

When a business rule refuses an entry, whether Exowpee posts it by itself or someone posts it by hand, the case is recorded. Mahougnon reviews these with List posting problems, which can be filtered by date. To check the books before such problems occur, see Set up the books.

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The rules

  • The accounting module must be in the organization’s plan. In the organization space the person also needs an access grant on the book.
  • A manual entry needs at least two lines on different accounts that can receive entries, whole positive amounts, and equal debits and credits. Its date must fall in a period that is not closed.
  • A line on a VAT account is refused when the VAT of that period is already declared.
  • The currency is not sent: it is the currency of the fiscal year covering the date.
  • A manual entry has no source, so sending the same request twice posts two entries. Opening balances are identified by the year: the same content again returns the entry already posted, and a different content for that year is refused.
  • Opening balances accept account classes 1 to 5 only.
  • A recurring entry needs the recurring entries permission and the permission to create journal entries, because it posts without anyone present. Editing what it posts, or reactivating it, needs the second one too.
  • A recurring entry runs monthly, quarterly or yearly. On a day that a short month does not have, it runs on the last day of that month. An occurrence in a closed period is skipped; one refused for another reason is retried on the next run. Occurrences that fall due while paused are dropped.
  • A finished template restarts only when a new end date is sent with it.
  • A document is at most 2 MB, as a PDF, PNG, JPEG, WebP, CSV or XLSX file. It can be attached even to a reversed entry or in a closed period, but it cannot be deleted once the period is closed. A deleted document is gone for good.
  • An entry cannot be reversed when it is already reversed or refunded, is itself a reversal or a refund, or has a line on the account of a cash register, a money account or a payment route. Closing, result allocation, carry-forward, VAT declaration and fiscal event entries are corrected by their own actions.
  • Reversing a depreciation or asset disposal entry also rolls back the fixed asset register, and its reversal keeps the entry’s own date.
  • When the original’s period is closed, the reversal is dated the first day of the next open period. It also takes the original’s lines out of their matches.
  • Posting problems are recorded for organization and company books only, not in the client space.
  • The client space has its own versions on the client account’s own book, such as Post a manual entry and Reverse a journal entry.
For files of many entries at once, see Import entries from a file.

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