When you start using Procountor, the opening account balances will be saved in the program as base data. The data is imported using either a journal or an accounting data export file. Alternatively, comparison data from the previous fiscal year can also be saved in the system after which a receipt for opening the accounts will automatically be generated for the current fiscal year based on the information provided.
Journal receipt creation
The opening balances of accounts are saved using a journal receipt. Begin the creation of a new journal receipt at Accounting > New journal receipt.
Give the journal a name such as Account opening ddmmyyyy and date it to the first day of the fiscal year. Add accounting entries to the journal receipt using the Add transaction button. The total account balance is entered in the Accounting value field. Debit balance is entered as positive figures and credit balance as negative ones. You can enter additional information on the opening balance as a "Transaction description". Once you have entered the transactions, click on the Save button. If there are many rows, you should save your progress every now and then. The receipt sum must be EUR 0.00 after all rows have been entered. Verify the finished journal by clicking on the Approve button.
Using a journal receipt and the accounting data export file
Account balances can be imported to the program using the accounting data export file, from which the program will then generate a journal receipt for accounting.
Read more on saving account-opening information using an export file.
Saving the comparison data of previous fiscal years
You can save the account balances of previous fiscal years in the program to enable the creation of comparison reports covering several fiscal years. This requires importing the accounting balances from both the income statement and balance sheet. Account balances are imported in the manner described above, using either a journal receipt or an accounting data export file.
When saving comparison data or when the balances from both the income statement and balance sheet are imported on the same receipt, the current profit or loss must not be entered into the income statement or balance sheet. Procountor will calculate the profit or loss for the fiscal year automatically from the entries. Debit balance from accounts is entered as positive figures and credit balance as negative ones. The total sum of postings on the receipt must be EUR 0.00.
When the income statement and balance sheet are entered as separate journals, the current profit or loss will remain as the total sum of the transactions, so the profit or loss is entered on account 2370 Profit (loss) for the fiscal year. The entry will have no impact on the actual profit or loss for the fiscal year, since the entries from the journal receipts to account 2370 will cancel each other out (one journal contains a debit entry and the other a credit one).
You can enter comparison data for each month of the fiscal year. The saved balances will then be comprised of the balance changes during the month in question. If there is no need to track the balances of the previous fiscal year on the monthly level, the comparison data can be imported cumulatively for the final day of the previous fiscal year.
Once the comparison data has been saved and the receipts approved, update the reporting database and check the accuracy of balances from the reports. Close the fiscal year after this, and the program will generate a receipt for opening the accounts for the first day of the current fiscal year.
Opening an account in the middle of a fiscal year
When you adopt Procountor in the middle of a fiscal year, import opening balances from the balance sheet into the program using a journal receipt or an export file. The opening balances for the current fiscal year may also have been generated automatically if you have saved comparison data into the program.
Next, import the account balance changes between the start of the fiscal year and the date of Procountor adoption using a journal or an export file. Balance changes from both the balance sheet and income statement must be saved into the program. You can save the information for each month or for the last day of the month preceding the adoption of Procountor.