Here is an example of accounting in the accounting module. The example uses "Scanning" mode , posting mode "Simultaneous debit / credit" and image mode "Normal" with the top position.
Create a new bundle by clicking on the "New" icon in the menu bar. A dialog box comes up, with today's date as suggestions for names and dates. If you want to change the date, do so here. It is important to choose a date that is close to the filing dates, so as to avoid being notified later that the filing date is too far in from the bundle date.
You may also want to add your initials to the bundle name if there are more people working with accounting in the same company, to avoid updating bundles other than your own. Then touch Save.
Now a new bundle has been created and accounting can begin. To open a field, you can either double-click the mouse pointer or press SPACE / Space on the keyboard when a field is grayed out. When you are in a field and ready to start and lead, Properties and Dimensions appear on the right side of the screen, giving you an overview of this as you drive. To return to bundles again, click the Bunter tab in the bottom right corner. The bundles are also displayed if you press New Bundle.
To get a stamp number you can either enter the stamp number you want to work with or select by pressing the down arrow when you are in the field. You then get a list of all selectable stamp numbers. Use the arrow keys to scroll up / down the list and press ENTER to select. The search function with the arrow keys is found in all input fields. To remove the contents of a field, use the DELETE key. When you have selected the stamp number, press ENTER to proceed.
The scanned document appears in the display window when the stamp number is selected. If you have the image mode “Normal” and the image position at the top, the image will appear above the contour lines. If you have selected the image location on the right, the appendix is on the right, etc.
You can expand the size of the image field by moving the line shown in the image below. You can scroll up and down the image with both the mouse cursor and arrow keys.
You have the opportunity to work on two screens by using the "External" Image Viewer.
To avoid moving the mouse pointer between the screens, PgUp and PgDn can be used to move the image in the external display window.
Continue with accounting by selecting document type. Here, too, you can press the down arrow to display all document types that are entered into the system. Select the document type with the arrow keys and press ENTER to move to the next field.
Voucher number automatically comes up when you select the document type.
Add approves from Bookkeeping
If you want to add an approver from the accounting module, you can find the stamp number which is marked in white (not assigned any approver), select the document type, and type "minus stamp number" in the document number field.
When you go to Bunter, you will then have the opportunity to add the approver (s) then the voucher will be assigned a voucher number when it is posted.
In the invoice number field you can enter +/- in front of the invoice number to which you want to attach the voucher in the balance account. Plus is for customer account and minus is for supplier account. If you have an open entry in the customer account on an outgoing invoice with invoice number 100235, enter "+100235", in the invoice number field, then the amount and customer number are automatically filled in and when you book then the entries in the balance account are closed and closed.
To enter the date, type the day and month. In this example we use September 01, 2019 as the date, and then we write 0109. If you want to book for another year, you can write the year by day and month.
Then select account number. If you are unsure which account to use, you can get suggestions by typing e.g. the first two digits of the account number and then press the down arrow . You then get suggestions on account numbers beginning with these two digits. You can also search for account names with down arrow .
Continue with VAT code. Here, too, the down arrow works to get suggestions. Select with ENTER .
In the credit field, use the minus in front of the supplier name, and then press the down arrow to get suggestions. Select with ENTER or TAB to advance to the next field.
If the invoice number field is already filled in, then the credit field is automatically linked to the balance account.
The Links field is also used if you are going to link in residual accounts, or if for example you have to make a payment against several invoices. Press the down arrow key to see all open records in the account of the selected customer, use the down arrow key to scroll down to the invoice (s) you want to select, and to deselect an invoice, use the right arrow key. Use the left arrow key to remove the check again. When you have selected the invoices you want to connect to, press Enter. In the links field there will be the number of links you have made.
The amount field can be used as a calculator. At 25% VAT, you can enter the net amount "n1000" to calculate the gross.
n = net
g = gross
v = barrel (VAT)
Optionally, you can type "1000 / 0.25" and you get "4000".
The Flag field
If you check this box, that means that the attachment will not be visible to a 3rd party provider. An example could be if you use the integration against Intrum Justitia, and have an attachment that is not to be synchronized with Intrum Justitia, then you choose not to display this attachment so that they do not see this in your residual account.
When you finish posting a document and press ENTER , the system automatically selects the next stamp number to continue with the next document.
If you look up a stamp number that you have lying to yourself in the approval module, and there are other approvers on the document, then you can make changes to this document from the accounting module. The last person to approve must do so from the approval module.
If you check "Deleted Lines" you will be able to see all the lines that have been deleted in the bundle.
Bundles, error list and properties
On the right side of the bookkeeping you will get an overview of your bundles. In the bottom right, below this list, there are several tabs as well as bundles. Here comes a brief explanation of these.
This is an overview of all bundles created and still not posted. Here are also bundles that are imported via other systems or reports.
To create a new bundle, click New. The date of the day will always come up as bundle name, but you can choose if you want to create a different name for the bundle. The date chosen must always be within the accounting year for which you are posting. Then press Save. Then a new bundle is created and you can start posting the attachments.
There are also 3 standard folders for Accepted documents, Failed documents, and My documents. These are used when a stamp number is included in an approval process where the document has been posted in advance.
My vouchers - in order for it to appear in the My vouchers folder with you, the voucher must be posted and with you who approve.
Approved vouchers - in order for the voucher to appear in the Approved voucher folder, the voucher must first be posted and then approved.
Failed vouchers - for the voucher to appear in the Failed Vouchers folder, the voucher must first be posted and then rejected.
Error list shows an overview of error messages that you can get when posting a bundle. These can be non-critical or critical error messages. More information on this is coming soon.
Properties shows the properties of guides on a document. Click on a document line in a bundle and you can see the properties of this document (customer / supplier, document type, VAT, account, currency and various dimensions against which the document line is brought).
Save and Regenerate
In the menu bar at the top of the accounting module you will find the button "Save" and "Regenerate".
We recommend storing the bundle at regular intervals when registering attachments, and it is especially important if you are going out of the module. If you close the accounting module without storing a bundle, the bundle will disappear.
Regenerate is wise to use every time before pressing "Post" of the pre-registered vouchers. This button updates the document number on all registered documents. For example, if you have deleted a stamp number in the middle of a bundle, then the system does not update the order number sequence by itself, then "Regenerate" must be used. This avoids gaps in the number series and any error messages regarding the document number.