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:
- parameters for generating entry lines.
- 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 parameters are defined when the accounting documents are created, or if they are incomplete or erroneous and need to be corrected, it will be possible to launch the generation of entries manually. This function is available via this path: Finance/Accounting/Settingssection: Regenerate entries.
Note: Entries can be regenerated as many times as required. Regeneration will be initiated for all open fiscal years. Manual entries are not affected by regeneration.
1 - Settings for generating entries #
This setting is defined by default when Kafinea is installed. You can view it here: Finance/Accounting/Settingssection : Set parameters for entry generation.
It is used to define, among other things, the following elements:
- type of third party
- the newspaper used
- the meaning of writing
- sources of account numbers
- 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, we do not recommend modifying the default settings for posting generation. Should any modification be necessary, we suggest you discuss it with your Kafinea integrator beforehand.
2 - Setting accounting strategies #
One of the options for account number sources is to select the account number of the records produced. This option requires parameterization, which is explained in the following article: Set up item 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
- the accounting strategy associated with the product family
- accounting strategy for VAT accounts
- 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 be targeted at a single record. In this case, once you've carried out the checks and corrections in step 1, simply modify and re-register the record concerned...[/box]