Automatic journal entries

The screens of this module are currently only in Serbian (the owner’s decision for v1). Labels below are shown in Serbian with the English meaning in brackets.

Every document that becomes legally valid in the programme gets a journal entry immediately — with no click and without waiting for the accountant. The entry takes effect from the moment it arises; the accountant reviews it and, if needed, corrects it afterwards (this is a deliberate difference from programmes in which an entry waits for approval). The only source of truth for balances and ledgers is the journal entries — there are no manual “paid” marks.

Posting runs in the background for every company; the Accounting add-on unlocks the view. When the trial is started or the add-on is switched on, the programme also posts the company’s history.

What is posted

Issued invoices (type IR) — an invoice, advance invoice and credit note with the status issued or paid. Invoice: customer debit, revenue (services/products or goods, domestic or foreign customer) and, if the company is VAT-registered, VAT by rate. A credit note posts the reverse and clears the item of the linked invoice. An advance invoice goes to advances received and VAT on advances. A foreign-currency document is posted in dinars at the locked NBS (National Bank of Serbia) rate; without a rate it stays in „Nije proknjiženo“ (Not posted).

Received invoices (type PR) — an invoice from SEF (the national e-invoicing system) that you have approved (and a supplier’s credit note). Supplier credit, expense or inventory by purpose (line items you have imported to the item list as goods or material go to inventory, imported subcontracted services to manufacturing services 530, everything else to non-production services 550), VAT as deductible if the company is VAT-registered, otherwise as an expense. A supplier’s advance invoice posts only the VAT on the advance (VAT on advances given / advances given) when the company is VAT-registered; the advance paid itself arrives from the bank statement as a payment, and offsetting it against the final invoice is done by the accountant with a manual entry. Supplier debit notes are not posted for now. A manually entered invoice (flat-rate entrepreneur, foreign supplier, fiscal receipt) is posted the same way, by the purpose on the invoice; with the “VAT not deductible” tick box (or the business entertainment purpose) the VAT goes to expense instead of input VAT.

Imports (type UV) — a customs debt assessment is posted as soon as it is entered: VAT paid on import to 274 (reduced rate 275; a company that is not VAT-registered has no deduction, so the VAT goes into the inventory value), customs duty and other duties into the inventory value by purpose (goods 131, material 101), all against liabilities for customs 482 under the assessment number. The customs value is not posted — the value of the goods is already on inventory and on the supplier by their invoice. A payment to customs from the bank statement posts the bank against 482 under the same number (matching on the Bank statements page), and the “Paid by the freight forwarder” mark posts 482 against the freight forwarder as a supplier (their e-invoice and the payment to them are allocated by the accountant through „Ispravi“ — Correct). Editing an assessment re-posts it (reversal + new entry), cancelling an assessment reverses the entry; an assessment without an entry stands in „Nije proknjiženo“.

Cash payment (type BL) — when on the page of a received invoice you mark it as paid in cash, the programme posts the supplier (clearing the item by invoice number) against cash (account 243; changed in the automatic accounts). The entry goes into „Za pregled“ (For review) like the other automatic entries (with a record of who marked the payment); undoing the payment reverses it, and a payment whose posting failed stands in „Nije proknjiženo“. A cash withdrawal from the bank account (paid into the cash register) on the bank statement goes to the suspense account — the accountant allocates it to cash through „Ispravi“.

Payroll (type PL) and other personal income (type DP) — when you close a payroll run, the programme posts gross pay, employer contributions and the commuting allowance as expenses, and net pay for payment, tax, contributions (from and on pay) and deductions as liabilities — in total for the whole run (the breakdown per employee is on the payslip). Cancelling a closed run reverses the entry. Other personal income posts the expense by contract type (service contract, copyright contract, other), the net liability to recipients and the tax with contributions. Salary payments and tax payments on the bank statement go to the suspense account for now — the accountant allocates them to those liabilities through „Ispravi“.

Depreciation (type OS) — every depreciation run posts the depreciation expense against the accumulated depreciation of fixed assets (a sub-account of the plant and equipment account); undoing a run reverses the entry. The purchase of a fixed asset stays on the account by the purpose of the received invoice (the transfer to fixed assets is done by the accountant with a manual entry — planned to be automatic).

Travel orders (type PN) — a settled travel order posts the business trip expenses against the liability to the employee; undoing the settlement or cancelling the order reverses the entry. A cash advance paid earlier on the bank statement is allocated to that liability through „Ispravi“.

Inventory (type ZA and part of IR) — issuing an invoice takes goods out of inventory and in the same entry posts the cost of goods sold (material and goods to cost of goods sold, own products to the decrease in inventory value) at average cost; a delivery note and a work order (which have no IR entry) get their own entry — a work order posts material consumption. An invoice created from a delivery note does not take stock out again. A stocktake posts a shortfall or surplus; a manual minus adjustment posts consumption (goods and material built into your own product), and a plus adjustment with a price for a product posts your own production. An item’s opening stock and purchases outside an invoice are not posted from inventory — the inventory value is brought into the books by the opening balance entered by the accountant, or by a manually entered supplier invoice. A stocktake or adjustment of an item that has no valuation at that moment (no average cost) is an opening balance, not a difference against the books — it is not posted and is not in „Nije proknjiženo“; the value of that inventory is brought in by the accountant’s opening balance. Stock out of such an item on an invoice or delivery note is skipped without a trace, so value the goods before selling them.

VAT return (type PV) — on the VAT page the „Proknjiži obračun PDV-a“ (Post the VAT return) button closes the period’s turnover on the accounts of VAT charged and input VAT and posts the difference as a liability payable or a tax credit; clicking again reverses the previous entry for the period and posts anew.

Bank statements (type IZ) — every transaction from an imported statement. A matched incoming payment clears the customer, a matched outgoing payment clears the supplier (a combined payment is allocated pro rata across the invoices). Bank charges go to payment transaction costs. A transaction the programme does not recognise goes to the suspense account — the bank in the books always equals the statement, and the accountant allocates it later. A foreign-currency statement is converted at the NBS rate on the day.

Journal entries

The Accounting → Journal entries page lists all entries: number (NK-year-sequence number), date, type, description, amount and status. An entry opens its lines with the account and its name, the partner, the reference (document number), the due date and how much of the line is cleared, as well as a link to the source document. Search by number or description, filter by type.

Editing and reversal

Entries are never deleted. Editing an issued document reverses the old entry (an entry of type ST with the sides swapped) and creates a new one; cancelling a document or unmatching on a bank statement creates only the reversal. The original gets the status „storniran“ (reversed) and a link to the reversal entry — the trace remains.

Open items and clearing

For sub-ledger accounts (customers, suppliers, advances) the programme tracks how much of each line is cleared. Clearing is calculated per group partner + account + document number: a payment with the invoice number as its payment reference clears that invoice, a credit note reduces the linked invoice, and the order of entry does not change the result. The partner ledger and the IOS rest on this.

Manual entry, correction and reversal

On the Journal entries page the „+ Novi nalog“ (+ New entry) button opens a manual entry (type RN): date, description and lines — account (system or your sub-account), partner for sub-ledger accounts, reference (the document number by which the line is cleared), due date, debit or credit. The entry must balance; the programme checks this as you type and does not let an unbalanced entry be posted. Typical uses: offsetting (supplier debit / customer credit, with the invoice numbers as references — both lines are cleared), allocating a transaction from the suspense account, a VAT correction, a write-off.

On an entry’s page (an automatic one too) there are three actions: „Ispravi“ (Correct) — the original is reversed, and in the same form you change the account, amount or partner and post a new entry with the same source (this is “changing the account with a trace”: the ledger sees only the new entry, while the original, the reversal and the correction stay in the journal); „Kopiraj“ (Copy) — a new entry with the same lines; „Storniraj“ (Reverse) — a reversal with a mandatory reason. A manual reversal and a correction do not go into „Za pregled“ (the accountant made them themselves). When correcting the entry of a received invoice, the form offers the „Zapamti konto za dobavljača“ (Remember the account for this supplier) tick box — the programme then posts that supplier’s future invoices to the chosen account by itself (see Partner ledger).

If the document itself is later edited (for example an issued invoice), the programme re-posts it automatically and the manual correction of its entry is lost — it is visible in the journal through the reversal trace. An automatic entry that was reversed manually is not posted again by the programme during synchronisation or when posting history (the reversal is a conscious decision); if the document nevertheless needs to be posted, do it through „Ispravi“ or a manual entry. A reversal entry (ST) is not reversed — the original is corrected. A financial year that has been closed does not accept entries.

What does not work yet

Manual clearing of items without a reference (offsetting goes through a manual entry with references), exchange differences on settlement (the 31 December differences are posted by the year-end closing), transferring the purchase of a fixed asset from expense to fixed assets, writing off low-value items and disposing of a fixed asset, as well as recognising salary, tax and VAT payments on the bank statement (they go to the suspense account). You still change the account for the future in the automatic accounts — confirm the account mapping for payroll, depreciation, travel and inventory with your accountant on the first run.