Accounting entries

Tiny ERP supports several methods for the accounting transactions entry :

Standard Entry,
Voucher Entry,
Models Definitions,
Subscriptions, for recurrent transactions,
Cash Book Entry, as simplified entry.

Standard Entry

The Standard Entry is the most effective method for entering massive transactions journal by journal. There are two available options in the menu;

Financial Management > Entries > Standard Entries
Financial Management > Entries > Standard Entries > Open Journals

The first one opens a window which allows you to select both the journal and the period. The second one is a shortcut to select a journal and a period among the opened periods and journals, already containing transactions.

We are going to see below, as examples, entries in a couple of journals : bank and sales journals.

Standard Entry in a Bank journal

Context : We are going to cover a supplier payment : Debit Accounts Payable, Credit Bank. In the journal definition, we have set up the bank balance sheet account as default account, for both debit and credit.

Double-click on the above first option. Type the bank journal and the transaction period, then press the button 'Open Journal' and click on the icon 'New'. Else, if you have already typed transactions for these journal and period, choose the above second option and open the right bank journal / period by double-click.

In both cases press the icon 'New'.

The first field to encode is the payment date. By default, the date of the previous date is suggested, else it's the current date.

The date format depends on your country. In France, use the following format: 23/12/06. You can also only type the day of the month (23) and Tiny ERP automatically fills in the current month and year.

Then, press the tabulation key to go to the following field. The field 'Move' has to be blank because it will be automatically created by Tiny ERP thanks to the sequence defined in the journal in progress. In the field 'Ref.' you can enter an internal reference of your choice, for example the number of the bank receipt.

The field 'Statement' represents a whole of documents (generally grouped on the same sheet by the bank). If you begin a new sheet, press F1 to create a new statements group. The starting balance is automatically calculated and you have to give the balance of the sheet end. That will allow to validate the statement thanks to the theoretical balance at the sheet end which will be compared to the balance calculated by Tiny ERP. This statements management is very practical to very quickly check the entry errors in the bank statements. To obtain the list of all the sheets and to check them, use the menu option : Financial Management > Periodical Processing > Bank statements.

In the account field, enter the code of the Accounts Payable account or its first letters and press the tabulation key. Tiny ERP automatically fills in the account name or opens a finder window if several choices are available for your criteria. In that case the Accounts Payable account is the counterpart account of your bank statement, thus Tiny ERP can automatically generate the next line of the transaction, related to the bank account.

Then, because entering a supplier payment, enter the supplier name in the field 'Partner Ref.'. The partner choice automatically selects the dedicated account if not specified in the previous step.

The following field, 'Name', is required and generally corresponds to the statement description or number.

Thus, indicate the amount in the field 'Debit'. Your transaction entry is finished, press the Enter key to validate it. Then Tiny ERP automatically generates the transaction related to the bank account. In a general way, when you are in a centralized journal, every transaction generates its counterpart in an unique centralized line.

The two generated transactions belong to the same voucher because both of them have the same number in the column 'Move'. As a reminder, in the same voucher, the sum of the credits is equal to the sum of the debits.

Standard Entry in a Sales journal

Context: Suppose now that you want using Tiny ERP as a simple accounting package. We are going to cover how encoding a customer invoice in a Sales journal : Debit Accounts Receivable, Credit Sales Revenue. In the journal definition, we have set up the Accounts Receivable balance sheet account as default account, for both debit and credit.

In a general way, if you use the modules 'Sales Management' and 'Purchase Order', you never will have to entry your sales or purchase orders transactions in the sales or purchase journals because those are automatically generated by the invoices. The invoices themselves are created by the sales orders or delivery documents.

To manually encode your sales journal, use the menu option: Financial Management > Entries > Standard Entries. Then choose your accounting period and a sales journal.

The first transaction to enter is related to the Revenue (class 7). Indeed, the taxes transactions will be automatically generated thanks to the account setup. So the credit customer transaction will be automatically completed thanks to the preferences of the customer record.

Begin by encoding the invoice date, the internal reference and the class 7 account which you use, for example "705 - Service Sales". Then enter the name of the customer, the invoice short description and the duty-free amount in the field 'Credit'. Press then the key Enter. Tiny ERP automatically generates the counterpart transaction related to the defaut debit account : Accounts Receivable.

If you wish to add a sale line to the voucher, modify the tax line for a new account of class 7 and re-press Enter. Tiny ERP automatically recalcules the transaction for it to stay balanced.

Voucher Entry

If you wish encoding the transactions voucher by voucher, you can use the menu: Financial Management > Entries > Voucher Entry. The entry can be done on different journals and periods, voucher by voucher.

This form is generally used to consult the vouchers more than to encode them. Indeed, the Standard Entry is more powerful because it generates the counterparts automatically. It considerably speeds-up the encoding and avoids the mistakes.

To create a voucher, start by selecting the journal and the period. Then, you have to type the transactions of the voucher, line by line. Once it's finished, click on the icon 'Save', but don't forget to check that the sum of the debits is equal to the sum of the credits. If it's not the case, Tiny ERP automatically generates a compensation transaction according to the journal properties.

Search for transactions

You can search transactions, in three ways:

in a specific account,
in a specific journal,
in all journals / accounts taken together.

To search transactions in a specific account, double-click on an account in the Chart of Accounts. The last 80 transactions are displayed on the screen. Click on the icon 'Find' (magnifying glass) to search a specific transaction. Be careful, your visibility is limited to the opened fiscal years, to search transactions in the archives, go to the third option.

To search transactions in a journal for a period, click on the icon 'Finder' (magnifying glass) when you are in the 'Standard Entry' option. Indicate your criteria (amount, account, date, reference, or partner) and press the button 'Find' to browse.

The easiest way to search transactions is menu option: Financial Management > Entries > Entry Lookup. You can search among all the ERP transactions.

For automatically searching among the previous fiscal years, set the field 'active' to No in the Finder window criteria.

Suscriptions

You can define subscriptions for the recurrent writings like the rent, the subscriptions invoices , etc. Tiny ERP undertakes to generate automatically the vouchers. To encode a new subscription, use the menu: Accountancy and finances > Entries seized > Entries subscriptions.

Once the defined subscriptions, you can generate all the writings preceding a given date (by default the current date) via the menu: Accountancy and finances > Processings > Subscription writings. Tiny ERP then requires a limit date on this side which all the subscriptions automatically will create the corresponding writings. By default, it proposes the current date to you.

It is advised to use this menu at least once a month if you wish to use the subscriptions functionalities. In each subscription, you can obtain the detail of the already generated writings.