The Other closing of accounts tools contain reports on open invoices at the end of the fiscal year and balance sheet specifications. The balance sheet specifications can be found as a menu item in the Accounting section, i.e. balance sheet specifications are not created in the Closing of accounts tools view.
The Edit button allows you to edit the balance sheet specifications.
The Show button shows a list of open invoices.
Balance sheet specifications
The function can be used for creating balance sheet specifications, not only when closing accounts but also on the monthly reconciliation.
The default fiscal year is the oldest open fiscal year and the time period is the period from the start date to the end date of the fiscal year. The specification is always created from the beginning of the fiscal year to the end of a certain month. The field Specified accounting account shows which account is being processed. The balance sheet specifications are created on the basis of the receipt date in the accounting page, not on the basis of entry period.
The upper table shows the account number, account name, starting balance at the beginning of the fiscal year, closing balance on the specification end date, balance change in the period, Balance specification and Undetailed balance. Before performing the first balance specification the Balance specification is zero and the Undetailed balance is equal to the Closing balance. When balance specifications have been created, the Undetailed balance is the difference between the Closing balance and the Balance specification. When the undetailed balance exists, the value is shown highlighted in red. When the undetailed balance is zero, the value is shown highlighted in green. The fields in the upper table are not editable.
The lower table shows the specification rows created for the selected account. The columns in the specification rows are Date, Explanation, Receipt type, Receipt number, Value, and Cumulative balance. The Date, Explanation and Value are editable fields. The row information comes from the receipt’s accounting page. Actions on the specification rows can be performed using the buttons above the rows. You can select more than one row at the same time by using the Ctrl and Shift keys.
Instructions for creating balance sheet specifications can be found in the Reconciliation guide.
The page has buttons on two rows. Not all buttons are shown all the time. Some of the functions are available by clicking the right mouse button.
The buttons in the upper section
The Save button saves the balance sheet specifications. The saved balance sheet specifications can be edited later. Only one version of the balance sheet specifications is retained for each fiscal year, so you cannot view the previous month’s specification if you have already started the next month’s specification. When creating the specification, it is advisable to save the situation in between in case the session might time out.
The Show account button shows the selected row’s specifications in the table in the lower section. This can also be done by double-clicking the account row.
The In printable form button shows the specification in HTML, Excel or PDF format. When you have finished the specification up to the end of a certain month, it is advisable to take it in printable format and save it on your own computer.
The Export to archive button saves the specification in PDF format in the Archive.
The Change period button allows you to select another fiscal year to make balance sheet specifications to. The fiscal years must be entered in the Accounting basic information, but they do not have to be open.
You can update the database used in the balance sheet specifications by clicking the Update reporting database button. The database used in the balance sheet specifications is updated automatically every night, but if you have edited or entered receipts after the update and want to include the changes in the balance sheet specifications, you must update the database.
The Help button opens the user instructions window.
The buttons at the bottom
The Search opening balance button retrieves the opening balance of the selected account from the opening balance receipt to the specification rows.
The Search transactions button searches the accounting transactions of the selected account to the specification rows. The button opens a window, where you can select the time period and receipt types to include in the search. The default is the start and end dates of the specification and all receipt types. The function retrieves all accounting transactions of the selected account in the selected time period and of the selected receipt types, independent of the receipt status. If you search the transactions several times, the new search results are written after the previous specification rows. You cannot use this function for retrieving the opening balance of the account or the fiscal year net profit.
The Search open balance sheet items button retrieves the balance sheet entries from accrual journals and other receipts containing balance items that have not been set off until the end date of the specifications. The search is performed automatically based on the identifications. For example, an expense of €600.00 dated January and allocated for January - June is shown in balance sheet specifications 31.1. €500.00, 28.2. €400.00, 31.3. €300.00, ..., and 30.6. €0.00. In the journal, this is shown so that in January the balance contains 5 x €100.00 entries and entries in February-June are one per month. The Search open balance sheet items function searches all entry identifications and calculates the respective open balance sheet balances.
The Search fiscal year net profit button retrieves the fiscal year net profit up to the end of the selected fiscal year to the specification rows. The button is valid for the account Fiscal year net profit.
The Search open invoices button retrieves information from the sales, purchase, travel and expense invoices open on the end date of the specification and from the VAT summary and period tax return if they contain entries in the selected account.
The Add row button adds an empty specification row, where you can freely add information in the editable fields.
The Delete row button deletes the selected specification row or rows.
The Select all button selects all specification rows.
The Combine rows button combines the selected specification rows to one row. The button opens a window where you can select one of the dates of the selected rows as the date and one of the explanations of the selected rows as the explanation of the combined row. The suggested value of the combined row is the total value of the selected rows.
The Clear button deletes all specification rows for the account.
The Accounting button takes you to the accounting page of the selected specification row.
Selections in the mouse button menu
The Move up option moves the selected specification row upwards by one row.
The Move down option moves the selected specification row downwards by one row.
The Accounting option takes you to the accounting page of the selected specification row.
Lists of open invoices
The Show button in the Open sales invoices creates an HTML-format list of open sales invoices at the end of the fiscal year.
The Show button in the Open purchase invoices creates an HTML-format list of open purchase invoices at the end of the fiscal year.