Chart of accounts & journals

The accounts your books are kept in, and manual journals for accruals, corrections and adjustments.

These pages are the Books app, which every organisation starts with. See App Center.

Your books without this app

Entirova keeps your books whether or not this app is installed. Every invoice, payment, bill and other document posts its journal entry as it is saved. The app adds the pages to see the accounts and the journals, to add accounts of your own, to post manual journals and to lock a period.

• Installing it later: nothing has to be imported. The accounts and every entry since your first document are there the moment the app is installed.
• Without it: there is no Chart of accounts or Journals page, but you can still see what one document did to your books. Select Journal entry on an invoice, or View journal on a payment, a bank line or a voucher, and the entry opens in a side panel with its accounts, debits and credits. It is read-only.

Chart of accounts

Find it under Accounting Chart of accounts. Account codes have four digits, and the first digit tells you the kind of account:

Open any account to see its ledger: every posting, with a running balance. Accounts that have never been used, and aren't needed by Entirova itself, can be archived. The list shows active accounts; choose Archived or All accounts in its filter to see archived ones and restore them.

Accounts Entirova uses

Some accounts are used automatically, for example 1100 Accounts receivable, 1150 VAT input, 1200 Inventory, 1900 Intercompany balances, 2000 Accounts payable, 2100 VAT output, 2200 Payroll liabilities, 4900 FX gains and 7000 FX losses. These can't be archived.

Fixed assets

Fixed assets is an app: if it isn't in your menu, an owner or admin can install it from the App Center.

Accounting Fixed assets is the register of what the business owns: equipment, vehicles, furniture, buildings. Each asset has its cost, the date it was bought, and how it depreciates, either straight line over a life in months or reducing balance at a yearly rate, down to a value at the end.

• New asset: for something already in the books (a bill or journal to 1500), add it with any depreciation it had before. For something bought now, choose the bank account and Entirova posts debit 1500, credit Bank.
• Each month, Post depreciation (here or in Month-end close) posts one journal, debit 6900, credit 1510, split by asset. Each asset shows its schedule, month by month.
• Sell or scrap takes the asset's cost and depreciation off and posts the gain (4850) or loss (7200) against what you received.

The data integrity check confirms the register agrees with accounts 1500 and 1510.

Manual journals

Use a journal, under Accounting Journals, for accruals, prepayments, corrections and anything else no other document covers.

1. Select New manual journal and enter the date, entity and a memo explaining it.
2. Add at least two lines. Each line has a debit or a credit, not both.
3. Debits must equal credits before you can post.

By default a journal of 500,000 or more needs approval from an Owner, Admin or Manager other than the person who prepared it.

Reversing a journal

Select Reverse journal to post the exact opposite entry, dated today. Only manual journals can be reversed this way. Documents such as invoices are corrected on the document itself.

Audit trail

Every change in Entirova is recorded with who made it and when, under Accounting Audit trail. The trail can't be edited. Filter it by user, action, entity or month, and select Copy as CSV to take it elsewhere.