📍 Where to find this module?
Main menu > Finance > Accounting
Kafinea saves you a considerable amount of time on your accounting entries. Indeed, each time you record an invoice, a credit note, a payment, a refund, etc., the accounting entry is generated automatically, based on the selected settings.
When entries are generated automatically, the process uses various settings:
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the settings for generating entry lines.
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the settings for accounting strategies linked to product families or products.
All the settings mentioned in this article enable the automatic recording of accounting entries when an accounting document is created (invoice, payment, etc.).
If no settings are defined when creating accounting documents, or if they are incomplete or incorrect and need to be corrected, it will then be possible to generate the entries manually. This feature is available via the following path: Finance/Accounting/Settings, section: **Regenerate entries.**
Note: Entries can be regenerated as many times as necessary. Regeneration will run for all non-closed fiscal years. Manual entries are not affected by entry regeneration.
1 – Settings for generating entries #
These settings are defined by default when Kafinea is installed. They can be viewed here: Finance/Accounting/Settings, section: **Configure entry generation.**
They allow you to define, among other things, the following elements:
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the third-party type
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the journal used
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the direction of the entries
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the sources of account numbers
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the fallback account numbers
Account number sources offer different options to allocate amounts to the correct accounts depending on the context, and also to define a fallback account.
**Note:** In general, it is not recommended to modify the default entry generation settings defined during installation. If a change proves necessary, we suggest discussing it beforehand with your Kafinea integrator.
2 – Settings for accounting strategies #
One of the options for account number sources is to select the account number from product records. This option requires configuration, the explanations for which are available in the following article: Configure product families to assign accounting accounts
Good to know: If the entry generation engine cannot find the accounting account to assign to a line and no fallback account number is selected, it will use the suspense account (471) by default.
When entering accounting documents, depending on the settings applied, accounting entries are recorded automatically. In some cases, the recording of these entries may be incorrect for various reasons, such as incorrect or missing settings for product families, or a change in accounting strategies during the year.
Regardless of the situation, the methodology to follow is very simple:
- Check and correct if necessary:
the settings for products and product families
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the accounting strategy associated with the product family
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the accounting strategy for VAT accounts
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Run entry regeneration (Menu: Finance / Accounting / Settings / Regenerate entries)
This last action will affect all entries associated with accounting documents entered for non-closed fiscal years only. Entries corresponding to manual entries will not be impacted. If these entries need to be modified, you will simply need to modify the manual entry directly.
[box type=”»shadow” »] Tip: Sometimes the error seems to be limited to a single record. In that case, after performing the checks and corrections in step 1, you will simply need to edit and re-save the record concerned. [/box]