Tutorial
Tutorial content:
- creation of business units;
- setting number series;
- account codings settings;
- creation of centres;
- creation of Petty cash funds;
- exchange rate setting;
- setting payment types;
- definition of default texts.
Settings of module Finance
Before starting work with the FINANCE module, the module must first be set up appropriately. In the navigation bar of the module, click on the Settings application. On the Business units view page, press the New business unit button and save the record to create a new business unit. By business unit we mean the company or company on whose behalf we will invoice our customers. Once we have created at least one business unit, we go to the Bank accounts view page and create a bank account record. At the same time, we assign the bank account to the business unit created in the previous step.
The initial creation of at least one business unit record and bank account is required to work with the FINANCE module.
We can also adjust the created number series for invoicing according to the default settings. On the Global codes view page, we can find records of number series for each agenda, namely for outgoing and incoming invoices, outgoing and incoming advance invoices, other receivables and payables, cash received and cash paid. For one agenda, we can have several number series records created, for example, for the agenda Incoming invoices it can be the number series of Incoming invoices and Incoming credit notes.
On the view page Global codes rules we can change the way the number series will be formed. The type of series “A” is based on the standards of the accounting software Money, the type of series “B” is based on the accounting software Pohoda. Based on the setting of the number series, the records of the number series and prepayments were automatically created when the FINANCE module was activated. When changing the setting of the number series, these records will have to be regenerated again based on the selected setting of the number series – for this operation it is necessary to contact the administrator of our FINANCE module.
On the view page Account codings we find records of prepayments, which serve to facilitate the import of accounting documents created in the FINANCE module into specialized accounting software. When imported into the accounting software, documents with a set advance payment will be automatically posted to the accounting journal based on the set advance payments. If we do not count on exporting accounting documents from NET Genium to the accounting software in the future, it is not necessary to fill in prepayments when creating accounting documents.
We can define the centres on the Centres view page in case we want to introduce a breakdown of costs and revenues. When creating several centre records and setting them in the accounting documents of the FINANCE module, we can then easily filter these documents in the statistical overviews according to the centre.
If we use more than one cash register (e.g. Czech and Euro), we can create relevant cash register records within the Petty cash fund view page. If we do not create cash registers, all income or expenses from the cash register will be assigned to a common default cash register.
On the view page Uniform exchange rates we have the option to create records of exchange rates for foreign currencies. This is suitable if we want to invoice in a foreign currency and at the same time we want to use the uniform exchange rate of the given foreign currency for a certain period of time (usually the whole year). If we want to use the current foreign exchange market rates announced by the Czech National Bank, we leave the table of foreign currency rates empty and do not create any records.
The Payment types overview page combines records that are used to define payment methods for invoices. By default, the Finance module contains the most common payment methods, but if necessary, we can add additional records of payment methods or change/delete existing ones.
On the Default texts view page, we can create records defining very frequently used texts in invoices, e.g. “Dear customer, we would like to invoice you for the following goods and services:”. We can then copy these texts in the invoices by pressing a single button and then edit them as needed. Default texts can be set both for invoice headers and their items.
In the Units view page, we can define in which physical units the goods will be provided to customers; then it will be possible to select them, for example, when creating orders.
Setting up the module also involves the creation of approval processes if Invoices, Orders, Documents or Internal documents need to be approved. This can be done in the Finance application group and the Process settings application (not in the Settings application). The procedure for creating approval processes/schemes is described in detail on the page Processes.
With this, we have set up the FINANCE module and can start working with its main functions.