Finance
Find the finance screens in the Web admin, see which one fits the job, and know what Suvaiq records in the ledger.
Where the finance screens are
All finance work is done in the Web admin. There is nothing for it in the POS app. The screens sit in three menus:
| Menu | What it holds | Guide |
|---|---|---|
| Accounting > Chart of Accounts | Your list of accounts | Chart of Accounts |
| Accounting > Journal Entries | The journal entries in your ledger | See "Journal entries and ledger reports" on this page |
| Accounting > Trial Balance, Balance Sheet, Income Statement, General Ledger | Reports built from the ledger | See "Journal entries and ledger reports" on this page |
| Inventory > Supplier Bills, Credit Notes, Recurring Bills, Pay Bills, Supplier Outstanding | What you owe suppliers, and paying it | Supplier Bills |
| Books | A daily record of sales and expenses that you type in, with a profit and loss report | Books |
The Accounting menu appears only for some users:
- Chart of Accounts and Journal Entries (under the heading Ledger) need permission to edit finance settings.
- The four reports (under the heading Reports) need permission to view financial reports.
See Users and Roles to give a user these permissions.
Which screen to use
| You want to | Use |
|---|---|
| Know each day's sales, expenses and profit, and check the cash against the cash drawer | Books. It needs no setup. |
| Record what you owe a supplier, pay it, and see what is still outstanding | Supplier Bills |
| Label supplier bills with the account they belong to | Chart of Accounts, then choose the account on each bill |
What is recorded in the ledger
The ledger is the set of journal entries behind the Accounting menu. Most of what you do in Suvaiq does not create journal entries.
Not recorded
These never create a journal entry:
- Orders, payments and refunds taken in the POS app or the Web admin
- Cash drawer movements and the expenses under Point of Sale > Expenses
- Stock movements, goods received notes, stock counts and production orders
- Sales and expenses entered in Books
Supplier bills and payments
Posting a supplier bill creates a journal entry only when all of these are true:
- Your account has a fiscal period that covers the bill date.
- Your chart of accounts has a Liability account whose code starts with 2100 or whose name contains "Payable".
- An account is chosen on the bill.
If any of them is missing, the bill is still posted and you can still pay it. It just has no journal entry.
Paying a supplier bill creates a journal entry only when a fiscal period covers the payment date, the Liability account above exists, and your chart of accounts has an Asset account whose code starts with 1000 or whose name contains "Cash". Otherwise the payment is still recorded against the bill, without a journal entry.
There is no screen in the Web admin for creating fiscal years and periods yet. Until your account has them, supplier bills and payments are saved without journal entries.
Journal entries and ledger reports
Accounting > Journal Entries lists the journal entries in your ledger with their number, date, description, type, debit and credit totals and status. You can filter the list by status and date.
A journal entry can only be saved when a fiscal period covers its date. Because fiscal periods cannot be set up from the Web admin yet, this guide does not cover entering journal entries by hand or the four ledger reports (Trial Balance, Balance Sheet, Income Statement and General Ledger).
For a profit figure today, use Books > Profit & Loss. For what you owe suppliers, use Inventory > Supplier Outstanding.