Accountable Persons¶
1. Introduction¶
This instruction explains how to correctly register transactions related to accountable persons.
2. Installation and Configuration¶
Before starting to work with transactions involving accountable persons, check the settings: Settings -> Accountable Persons
Assign an accountable persons journal and an account.
Regardless of how many accountable persons there are, all entries are recorded in one general ledger account.
3. Daily Usage Scenarios¶
When an accountable person pays an invoice:
Find and open the required invoice and click “Register Payment”.
A new window opens where you need to:
Choose the journal for accountable persons
Select manual payment method
Choose the employee who made the payment
Enter the amount paid
Specify the invoice date, which is the date of payment (check)
Optionally specify which invoice is being paid
Click “Create Payment”. All payments can be viewed under Clients (or Suppliers) -> Payments, after removing filters.
Issuing cash to an accountable person from the cash register:
At the suppliers/clients payment list, click “New”.
A new window opens where you specify:
Payment type: Send (when issuing from the cash register) or Receive (when depositing into the cash register)
Employee to whom the cash is issued
Amount issued
Date of cash issuance
KIO/KPO number, which is automatically assigned (ensure the sequence is set in Accounting -> Configuration -> Sequences)
Who is responsible for the cash operations
Purpose of the cash issuance
Journal - Cash (or can be, for example, a cash register, depending on the name of the journal for Cash transactions)
Check account correspondences by clicking “Journal Entry”. If all is well, confirm the transaction.
Depositing cash into the cash register:
Navigate to Clients -> Payments -> New.
Specify:
Payment type: Receive
Employee who is depositing the cash
Amount being deposited
Date of deposit
Automatically assigned KIO/KPO number (verify the sequence setting)
Responsible for KIO/KPO - indicate who is responsible for cash register operations
Reminder - record the purpose of issuing money
Journal - Cash (or can be, for example, a cash register, depending on the name of the journal for Cash transactions)
Payment method - Manual
You may also check the Journal entries before confirming the transaction.
Bank transfer to an accountable person:
Typically, bank statements are imported or synchronized, showing the transfer operation.
Row no. 1 - formed from a bank statement
Row no. 2 - the system tries to automatically find what the order was made for
Through manual closing, select which employee the order was made to
Click Confirm
1. Reports and Documentation¶
For the selected period, you can print the accountable person’s Advance Report:
Date range: Select the period for the report
Employee: Choose who the report is for
Number: Assign a number for the report
Print the advance report.