Register of Accounting Entries

Register of Accounting Entries

In this application, you can enter, modify, delete, update, search and print the accounting entries for the open month and subsequent open months. 
Go to: Administration (Back Office) - General Accounting - Register of Accounting Entries
The initial screen shows the following sections:
Search Accounting Entries Registered in the Period: you can search for registered entries, according to the search filters.  
Accounting Entries Registered in the Period: shows all the entries registered in the open month and subsequent months. In addition, it allows you to perform massive actions to the entries such as printing, updating and reverse.


Type of Accounting Entries

In Novohit the accounting entries are:
Automatic: those that are generated in the operational modules (Front Office and POS) and administrative modules (Accounts Receivable, Warehouse incoming/departures, Accounts Payable, Banking). With these entries, the accounting register of the entire company's operation is covered. The accounting entries generated automatically, either partially or completely, are not subject to any modification of information.
Manual: those whose registration is typed directly by the user, it can be any type of accounting entry such as income, banks, warehouse incoming or departures. However, with the use of automatic registers, they should only be used to register the "Journal/Transfer" type of entry for recording adjustments or re-classification of errors in the operation, recording taxes, valuations of foreign currency accounts, etc.

Accounting Entry Status 

New: the accounting entry has no details recorded, only the header of the entry. The actions of printing, modifying the information, deleting and updating can be performed.
Register: the accounting entry is at register level, you can print, modify the information, delete and update.
Update: the data or information of the accounting entry cannot be modified, since when updating, the balances of the accounting accounts are affected, which will allow the accounting and financial reports to be made. In order to update the accounting entry, it must be balanced (i.e., it must have the same amount in debits and credits). The accounting entries status must be changed to Register from Update in case any change needs to be made to the entry.

Register Accounting Entries

To register manual accounting entries, perform the following steps: 
Go to: Administration (Back Office) → General Accounting → Register of Accounting Entries
To record the header of the journal entry, click on the Insert icon in the Accounting Entry Registered un the Period section.
Enter the information corresponding to the journal entry in the Accounting Entry Register section, in the following fields: 
Field
Description
Entry Type *
Select the type of entry you are entering. For example, income, receipts, warehouse issues, etc. 
Date *
Enter the date of the accounting entry in dd/mm/yyyy format. 
# of Entry *
Consecutive number corresponding to the type of entry selected. The field is numeric and can have up to 10 digits.
Verification Amount *
Total of the accounting entry, which at the end of the capture will serve as verification with the total of the debit and credit columns. The field is numeric and can contain up to 12 digits. 
Concept
Brief description of the transaction that is recorded in the accounting entry. 

Press the Add button, otherwise click on the Ignore button to delete the information entered and return to the initial Accounting Entries Registered in the Period screen. 

Enter each of the details of the accounting entry in the Register Accounting Entry Detail No. ### section with the corresponding information from the following fields:
Field
Description
Accounting Account *
Select the accounting accounts to be affected both in debit and credit. You can enter the account number or name or select from the catalog. 
Business ID
Novohit can be implemented for corporations with branches (several business units) or one company. This field will be enabled only if there is more than one business unit, allowing the profit and loss accounts to be assigned to the corresponding business unit. If it is a balance sheet account (assets, liabilities, equity) the business unit will be assumed by default. 
Operation *
Select the type of operation that is the object of the Accounting Entry.
Document *
Type of document giving rise to the accounting entry
No.
Number of the document (check, credit or debit memo, invoice, etc.) subject of the accounting entry. 
Concept *
Brief description of the transaction that is recorded in the accounting entry.
Date
Date of the accounting entry in dd/mm/yyyy format. It automatically displays the date entered in the header of the accounting entry, but a different date can be entered if necessary. This date must be within the open period. 
Debit *
Enter the amount that corresponds to you. It must not be empty, in which case a "0" will appear by default.
Credit *
Enter the amount that corresponds to you. It must not be empty, in which case a "0" will appear by default. 

Press the Add button, otherwise click on the Ignore button to Ignore the information entered. 


* Required Fields. 

Print Accounting Entries

The accounting entries can be printed with the registered or updated status on two occasions: when the accounting entry is being entered and later, by performing the following steps: 
To perform the printing at the moment of the entry of the accounting entry: 
In the header: in the field of the Accounting Entries Registered in the Period section, click on the Print button.
To print an accounting entry at a later date:
Go to Administration (Back Office) → General Accounting → Register of Accounting Entries
Locate the journal entry you want to print through a search in the Search Accounting Entries Registered in the Period section or directly in the Accounting Entries Registered in the Period section.
Click on the Edit icon of the journal entry you wish to print in the Accounting Entries Registered in the Period section.
Or in the header: field of the Accounting Entries Registered in the Period section, click on the Print button.
To print the accounting entries in a month's register: 
Click on the Print button in the Accounting Entries Registered in the Period section. 
In the Accounting Entry Report section, enter the following information:
Field
Description
Year and Month
Indicate the year and month of the accounting entries in capture that you wish to consult.
Type of Accounting Entry
Select if you want to consult a specific type of accounting entry or all of them. 
Sequence Number From
Indicate the initial sequence number of the range of accounting entries you wish to consult. 
Sequence Number  To
Indicate the final sequence number of the range of accounting entries you wish to consult. 
Indicate how you wish to issue the report, in PDF or Excel format. 
Press the Show button.

Modify Accounting Entries

The accounting entries can be modified both in the header and in the details at the moment the entry is being made or afterwards, by performing the following steps: 
To make the modifications at the moment of the accounting entry: 
Header: in the Sel column of the Accounting Entries Registered in the Period section, click on the Edit icon to modify, then press the Add button. 
Details: Select the entry by clicking on the Edit icon and modify the required fields, then press the Add button.
To modify an entry at a later date:
Go to: Administration (Back Office) → General Accounting → Register of Accounting Entries
Locate the journal entry you want to modify through the Search Accounting Entries Registered in the Period section or directly in Accounting Entries Registered in the Period 
Click on the Edit icon of the journal entry you wish to modify, in the Accounting Entries Registered in the Period section. 
Header: in the Sel column of the Accounting Entries Registered in the Period section, click on the Edit icon to modify, then press the Add button. 
Details: Select the entry by clicking on the Edit icon and modify the required fields, then press the Add button.

Delete Accounting Entries

Accounting entries can be deleted or eliminated at the time of entry and after the entry, by following the steps below: 
To delete or eliminate at the time of entry: 
Press the Delete button. 
Confirm the deletion of the journal entry by pressing the Ok button, you will return to the initial Accounting Entries Registered in the Period 
You can cancel the deletion of the entry by pressing the Cancel button. 
If you need to delete or remove a registered Detail: 
In the Accounting Entry Detail No. ### section select the detail by clicking on the Edit icon. 
Click on the Delete button in the Register Accounting Entry Detail No. ### section. 
You can cancel the deletion of the detail by clicking on the Ignore button. 
To remove or delete an entry at a later date:
Go to: Administration (Back Office) → General Accounting → Register of Accounting Entries
Locate the journal entry you want to delete through the Search Accounting Entries Registered in the Period or Accounting Entries Registered in the Period section. 
Press the Delete button.
Confirm the deletion of the accounting entry by pressing the Ok button and you will return to the initial Accounting Entries Registered in the Period screen. 
If you wish to cancel the deletion of the journal entry, press the Cancel button, returning to the Accounting Entries Registered in the Period

Update Accounting Entries 

It is necessary that the accounting entry is correct in order to perform the update process (if the accounting entry is not correct, the Update button will not appear). With this process the corresponding accounting accounts will be affected. The update can be performed individually (a single accounting entry) or by groups (several accounting entries at once), by performing the following steps:
Go to Administration (Back Office) → General Accounting → Register of Accounting Entries
Locate the journal entry to be updated through the Search Accounting Entries Registered in the Period or Accounting Entries Registered in the Period section.
Click on the Edit icon of the journal entry to be updated in the Accounting Entries Registered in the Period section.
Click on the Update button.
In the Update Accounting Entry section, confirm the update of the journal entry by pressing the Update button.
In the Update Accounting Entry section, click the Back button to return to the Accounting Entries Registered in the Period section.
To update a group of accounting entries: 
Go to Administration (Back Office) → General Accounting → Register of Accounting Entries
Click on the Update button in the Accounting Entries Registered in the Period section.
In the Update Accounting Entry section, select the journal entries to be updated by clicking on the "Select All" check box.
Confirm the update of the journal entries by clicking on the Update button.
In the Update Accounting Entries section, press the Back button to return to the initial Accounting Entries Registered in the Period screen.
In the Update Accounting Entry section, it displays the Search Accounting Entry section where you can search for the journal entries you wish to update. 
To perform the search, you can fill in one, several or all of the following fields: 
Field
Description
Type
Select the type of accounting entry you want to search for from those shown in the inbox, for example: income, receipts, warehouse outflows, etc. If you do not select any, it will show all types of journal entries. 
Date
Enter the date in dd/mm/yyyy format of the accounting entry in which it was recorded.
Source
Select the origin (module where it was created) of the accounting entry you are looking for, for example: Front, POS, CxC, automatic, etc. If you do not select any, it will show the accounting entries of all the origins.
Status
Select the status of the accounting entry you are looking for from those shown in the inbox, e.g.: capture, updated, etc. If you do not select any, it will show the accounting entries of all statuses. 
Press the Search button.

Reverse Accounting Entries 

If it is necessary to modify updated accounting entry, with this process, the accounting entry will return to register status. The update can be done individually (a single accounting entry) or by groups (several accounting entries at once). 
To update an accounting entry, perform the following steps:  
Go to Administration (Back Office) → General Accounting → Register of Accounting Entries
Locate the journal entry to be updated through the Search Registered Accounting Entries for the Period section or directly in Registered Accounting Entries for the Period
Click on the Edit icon of the journal entry you wish to update in the Registered Accounting Entries for the Period section.
Click on the update button.
In the Update Accounting Entry section, confirm the changes by pressing the update button.
In the Update Accounting Entry section, press the Back button to return to the Register of Accounting Entries.
To deactivate a group of accounting entries:
Go to Administration (Back Office) → General Accounting → Register of Accounting Entries
Click on the Update button in the Register of Accounting Entries for the Period section.
In the Update Accounting Entry section, select the journal entries to be deactivated by clicking on the check box or "Select All".
Confirm the update of the journal entries by clicking on the Update button.
In the Update Accounting Entry section, press the Back button to return to the initial Register of Accounting Entries screen.
In the section Update Accounting Entry, the window Search Accounting Entry is displayed, where the entries to be deactivated can be found through the following fields: 
Field
Description
Type
Select the type of accounting entry you are looking for, e.g.: receipts, warehouse issues, etc. If you do not select any, all journal entry types will be displayed. 
Date
Enter date in dd/mm/yyyy format of the accounting entry in which it was recorded.
Source
Select the origin (module where it was created) of the accounting entry you want to search, for example: Front, POS, CxC, etc. If you do not select any, the accounting entries of all origins will be displayed.
Status
Select the status of the accounting entry you are looking for, e.g.: capture, updated, etc. If you do not select any, it will show the accounting entries of all statuses. 
Press the Search button. 

Search Accounting Entries 

The initial screen of the Register of Accounting Entries application shows the section Search Accounting Entries Registered in the Period, where the journal entries of the period/month and subsequent periods are searched according to the data entered in the following fields: 

Field
Description
Entry Type
Select the type of accounting entry you are looking for from those shown in the inbox, e.g.: income, receipts, warehouse issues, etc. If you do not select any, all journal entry types will be displayed. 
# of Entry
Number of the accounting entry to search for.
Status
Select the status of the accounting entry you want to search for, e.g., captured, updated, etc. If you do not select any, the accounting entries of all statuses will be displayed. 
Date
Enter dd/mm/yyyy of the accounting entry in which it was recorded. 
Source
Select the origin (module where it was created) of the accounting entry, e.g. Front, POS, CxC, etc. If you do not select any, the accounting entries from all origins will be displayed. 
Registered User
Enter the user who recorded the accounting entry.
Month
Capture the month you are looking for, it will display the month entries for all years e.g. 1-2019, 1-2020, 1-2021. 
User Modified
Capture the user who modified/changed the accounting entry record. 
# Document
Enter the document number recorded in the accounting entry in the document column. 
Amount
Amount of the detail of the accounting entry or of the total of debits and credits. 
Press the Search button. 

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