📍 Where can I find this module?
Main menu > Finance > Accounting
Kafinea saves you a considerable amount of time on accounting entry. Every time you enter an invoice, a credit note, a payment, a refund, etc., the accounting is done automatically, according to the chosen settings.
When automatically generating entries, the process uses different settings:
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parameters for generating entry lines.
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set up accounting strategies for item families or items.
All the settings described in this article enable automatic recording of accounting entries when an accounting document is createdinvoice, payment, etc.).
If no settings are defined when creating accounting documents, or if they are incomplete or incorrect and need to be corrected, you can manually trigger the generation of journal entries. This feature is available via the following path: Finance/Accounting/Settings, section: **Regenerate Journal Entries.**
Note: Journal entries can be regenerated as many times as necessary. The regeneration process will run for all unclosed fiscal years. Manual entries are not affected by the regeneration of journal entries.
1 – Configuring journal entry generation #
This setting is configured by default when Kafinea is installed. You can view it here: Finance/Accounting/Settings, under the section: **Configure Journal Entry Generation.**
It allows you to define, among other things, the following:
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type of third party
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the newspaper used
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the meaning of writing
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sources of account numbers
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fallback account numbers
The account number sources offer various options for allocating amounts to the right accounts according to the context, and also define a fallback account.
**Note: **In general, it is not recommended to change the default settings for journal entry generation that are set during installation. If a change is necessary, we suggest that you discuss it with your Kafinea integrator first.
2 – Configuring accounting policies #
One option for account number sources is to select the account number from records . This option requires configuration, which is explained in the following article: Configuring product families to assign accounting accounts
Good to know: If the posting engine cannot find the accounting account to assign to a line, and no fallback account number is selected, it will default to the suspense account (471).
When accounting documents are entered, accounting entries are automatically recorded, depending on the settings made. In some cases, these entries may be incorrectly recorded for a variety of reasons, such as incorrect or missing item family settings, or a change in accounting strategies during the year.
Whatever the case, the methodology is very simple:
- Check and correct if necessary:
item and item family settings
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the accounting strategy associated with the product family
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accounting strategy for VAT accounts
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Start entry regeneration (Menu: Finance / Accounting / Parameters / Regenerate entries)
This last action will affect all entries associated with accounting documents entered in non-closed financial years only. Entries corresponding to manual entries will not be affected. If you need to modify these entries, simply modify the manual entry directly.
[box type="shadow"] Tip: Sometimes the error seems to affect only a single record. In that case, after performing the checks and corrections in Step 1, simply edit and resave the affected record. [/box]