This function can be used for creating balance sheet specifications, on the monthly reconciliation as well as when closing the accounts. You can find the Balance sheet specification as a separate menu item in the Accounting menu section.
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. Each specification is 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 on the accounting page, not on the basis of the 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 the first balance specification is performed 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 use the Ctrl and Shift keys to select more than one row at a time. You can also select several rows by holding down the Shift key (select a range of rows) or the Ctrl key (add rows to or remove rows from selection).
Instructions for creating balance sheet specifications can be found in the Reconciliation guide.
The page has buttons on two rows. Not all of the buttons are shown all of the time. Some of the functions can be made 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. Because only one version of the balance sheet specifications is retained for each fiscal year, 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 times 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 on 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 convert it into a 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 for which you can make balance sheet specifications. The fiscal years must be entered in the Accounting basic information, but do not have to be open.
You can update the database used in the balance sheet specifications by clicking the Update reporting database button (after changing the fiscal year for which you make balance sheet specifications) from the end date of the previous fiscal year to the first date of the new fiscal year. If there already are specification rows in the new fiscal year, a notification is given where it is ensured from the user that rows are added.
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 since 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 retrieves the accounting transactions of the selected account into the specification rows. The button opens a window where you can select the time period and receipt types to be included in the search. The default is the start and end dates of the specification and all receipt types. The function retrieves all accounting transactions for the selected account for the selected time period and for the selected receipt types, independent of the receipt status. If you search the transactions several times, the new search results will be written after the previous specification rows. You cannot use this function to retrieve the opening balance of the account or the net profit for the fiscal year.
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. This 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 January 31 €500.00, February 28 €400.00, March 31 €300.00, ..., and June 30 €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 net profit for the fiscal year up to the end of the selected fiscal year into the specification rows. This 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 periodic 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 into one row. This 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 for 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.