You can specify several settings related to accounting at Management > Accounting info. It is important to review these settings when you start using Procountor.
The financial year used by the company must be saved into the accounting info, so that the old financial year can be closed and the new opened. You can enter transactions even if a financial year has not been specified. You can add a new financial year by clicking on the New financial year button. The start and end dates are retrieved from the calendar when you click on the date field. Financial years cannot overlap, but they do not have to be continuous or equal in length. You can enter transactions on the new financial year even if you have not closed the old one. Clicking on the Remove financial year button will delete the selected financial year. A closed financial year or one with tracking periods cannot be deleted.
You can change the length of a financial year by retrieving new start and end dates from the calendar by clicking on the date field. The length of a financial year with tracking periods may not be changed.
If you want to make changes to the previous financial year, you can open the latest closed financial year by clicking on the Open financial year button. Opening a closed financial year will delete the opening receipt of the following financial year. If you want to make changes to closed tracking periods within the financial year, these must be opened as well. If the next financial year has closed tracking periods, these must be opened before the closed financial year can be opened. You can close the financial year again by clicking on the Close financial year button.
The Close financial year button closes the oldest open financial year. If the financial year contains unfinished transactions, the program will notify you of this and indicated the unfinished receipts. Closing a financial year creates an opening receipt for the next financial year. The closed financial year’s chart of accounts, income statement, balance sheet, general journal and general ledger will also be saved in the Archive. Note! You must update the reporting database before closing a financial year to ensure that the balances of accounting reports will be up to date. The update is performed by clicking on the Update reporting database button and may take some time. This function will not update the database used by Graphic, or Voyant, reports.
Read more on tracking periods.
Chart of accounts
Read more on Charts of accounts.
Read more on the Default postings of sales and purchase invoices.
Read more on the Default postings of travel invoices and bills of charges.
Read more on the Default postings of salaries.
You can specify the dimensions and items used in cost accounting by clicking on the Dimensions button. In Procountor, these correspond to cost centres or tracked items. The first dimensions are Project and Person by default. These can be changed. Dimensions 3-6 can be named to suit the company’s needs, e.g. City, Cost centre or Unit. You can save the desired number of items in each dimension. In the Usage settings section of Company info, you can use the Dimensioning amt field to specify the number of items on which sums can be distributed on the dimension pages of invoices and accounting. The options are 1, 2, 4, 6 and 10. The default value is 4. If no items have been specified for any dimensions, information related to dimensions will not be displayed in the other parts of the program. You can change the name of the selected dimension by clicking on the Edit dimensions button. Clicking on the Edit items button will let you edit the items in the selected dimension.
You can import a file containing dimension and item data into Procountor by clicking on the Select file button. See the instructions for creating dimension data. By clicking on the In printable form button, you can list active or all dimensions and items, sorted either by dimension or alphabetically by item.
In the Add items section, you can add items to the selected dimension and edit them. You cannot delete items, but you can render them inactive or rename them. A dimension cannot have two items with identical names. You can enter a free-form description of the item in the Additional information field. The additional information text will be displayed in the search window that opens from the button when specifying dimensions.
Clicking on the Add item button will add an empty item row on which you can enter the item’s details. Each dimension should have an item titled Other. Semicolons may not be used in the titles of items.
You can edit items by selecting the desired field from the selected row.
From Taxing information, you can select the tax office used by the company and enter the details required for paying the company’s periodic tax returns.
The VAT rates changed on 1 January 2013, with the new rates being 24%, 14% and 10%. In this view, you can specify the VAT rates and VAT statuses used in the program’s menus.
Read more on VAT defaults.