Documentation/ Accounting/ How it works
How Dijit handles the accounting side
Dijit.app is not an accounting program. What it does is leave each document coded with its nominal accounts, so that the entry comes out ready made for the program that does keep the books.
Side menu › Accounting › Chart of Accounts
On this page
What it does and what it does not
| It does | It does not |
|---|---|
| Hold your chart of accounts. | Keep ledgers or day books. |
| Give suppliers and clients default accounts. | Close a financial year. |
| Code each document with its accounts. | File tax returns. |
| Prepare the entry's information. | Replace your accounting program. |
| Export to the accounting program. | Reconcile bank accounts. |
The boundary is clear. Dijit.app sees to it that the document reaches the accounting program already coded and with nothing typed. What happens beyond that point, the entry, the ledgers, the returns, belongs to the accounting program.
The whole chain
- The document comes in, by upload, by email, from a connected folder or through the API.
- Its details are read: issuer, dates, amounts and taxes.
- It is coded: which expense account it goes to, which supplier account belongs to it, which VAT and withholding sub-accounts apply.
- It is checked and approved.
- It goes out to the accounting program, by export or by direct connection.
Most of step 3 is not done document by document. It is done once, on the supplier and client records, and applies itself from then on.
Where each account lives
Accounts are held in three different places, and knowing which is which settles most of the questions:
| Level | What it holds | Where it is set |
|---|---|---|
| Chart of accounts | Every account available, with its code and its name. | Accounting › Chart of Accounts |
| The supplier's or client's record | The accounts applied to their documents by default. | Database › the relevant master |
| The document | That document's actual accounts, which may depart from the general policy. | The document's header, in the accounting section |
| The company or managed client | Contra account, sub-account and bank account. | Client or company management |
Priority runs upwards from the bottom: what the document says beats what the record says, and the record beats saying nothing at all.
The order things are set up in
- Load the chart of accounts. The quickest route is the country's general chart; you can also import your own from Excel or create the accounts by hand.
- Set the companies up, if you keep more than one: their contra account and their bank account.
- Give accounts to your biggest suppliers. Twenty records set up properly covers most of the spend.
- Go over the first few documents to check the accounts come out on their own and the policy is right.
- Set the output up towards your accounting program.
Skipping the first step is the usual mistake. With no chart of accounts loaded, the account searches on the records and on the documents come up empty and it looks as though the feature does not exist.
Who does which part
The initial set-up, the chart of accounts, the companies, the supplier accounts, is done by somebody who understands bookkeeping, once. The daily work, going over documents and approving them, can be done by anybody, because the accounts come already filled in.
That is the division that makes the system pay: the accounting policy is set once and applies itself thousands of times.
Getting it out to the accounting program
Getting the entries out to Contasol, a3, Cegid or any other destination is an integration, not an accounting feature in itself. Each destination has its own format and its own required fields.
What does depend on this section is that the document arrives complete: a document with no expense account, or with no VAT sub-account where the destination insists on one, is left out of the sending.