The pre-accounting solution for client invoices aims at expediting the process of creation for sale journal entries in the accounting software.
Pre-Accounting tab
A new tab “Pre-accounting” is added from the Cash Collection interface.
Chart of accounts import
Before starting to prepare your accounting entries related to client invoices, you first have to import into Agicap your charts of accounts. Please read the dedicated documentation.
Journal entries preparation
When the entry of accounts hasn’t been completed and validated, the status of this invoice in the Accounting tab is “To Prepare”.
By clicking on this invoice a modale opens. To progress in the flow, the user needs to complete the following steps:
Complete each field : client third party, VAT and Product account.
Based on what was set up for the chart of accounts, you can select in a drop down for each field the account at the invoice level.
It is possible to have multiple expense & VAT accounts for one invoice: click on Add product account.
Click on Mark as Ready to export
💡 Good to know: you can only select the VAT accounts that have a VAT rate completed. The VAT and product amount are automatically calculated based on the VAT rate.
VAT amount = total amount x VAT rate
Product amount = total amount - VAT amount
When an invoice is Marked as ready to export, its status will switch to “Ready to export” and it can be included in one export.
A “Ready to export” invoice can still be edited, while once exported to further modification will be possible.
Journal entries export
You can filter on invoice in Ready to export and select them.
Select the type of export you need for your accounting tool.
Once exported, their status will be changed to "Exported"
💡 Good to know: you can stil export invoices that were already exported once. You just need to first filter on "Exported" status
Export of the CSV file
By clicking on the action Export journal entries > CSV file in the side panel a file is downloaded. A toaster (journal entries being exported) indicated the file is downloading.
This CSV has the following columns :
Unique ID = ID provided by Cash Collect
Issue date
Due date
Invoice number
Client
Account number
Third party account
Title
Debit = amount allocated in the debit
Credit = amount allocated in the credit
Currency
After the processing, exported invoices will have an updated status "Exported"
Re-import of the csv file in your accounting or ERP system
Most accounting tools and ERP system have an import feature.
There are 2 common options:
A custom import model can be set-up in your tool, you need to do it once in order to be able to import the next csv files without modifying the format
If no custom import model can be set-up then, you may have to change the format of the Agicap file. Let us know, Agicap teams could help you build a "matrix" to automatically transform the file into the right format for your import
Our clients usually use one of those 2 export-import options:
Manual as explained above
Automatic via a SFTP server or leveraging Agicap PublicAPI. For this option you need to have an IT team able to support. Let us know via the chat if this is the option you go for.