0. Before you begin
In Holded, the accounting entries are automatically entered from the documents you register on the platform. If you create an expense or sales invoice, a payroll or any other document, its corresponding entry will be generated and recorded in the different accounting books.
And, while you won't have to worry about your bookkeeping, it is important that you know the logic behind each document and entry that is recorded . This way you will know how each movement impacts your accounting and you will be able to make decisions based on your business information.
Therefore, the proposal of this guide is that you get to know the Accounting section by solving the actions detailed below. So you will learn to use Holded and you will be able to keep your business accounting without setbacks.
1. Basic configuration
Before registering your first invoice in Holded, you must configure the fiscal period, the number of digits of the ledger accounts and the default accounts. In this way, you can automate different processes and avoid performing each task one by one.
To perform the basic configuration, you have to:
Access Menu > Settings > Accounting .
Click on the option you want to configure. A hint: start by defining the number of digits for ledger accounts and continue with the fiscal period.
Please note:
The date field will indicate until when it will comprise the fiscal period.
After configuring the period, you can activate the accounting closing automatically. This way you will save making the regularization and closing entries one by one.
The first digits of (official) accounts are awarded automatically, while the remaining digits ( auxiliaries) can be customized.
The number of digits will remain unchanged after the first entry is recorded.
The settings you make will not affect any notes previously made.
2. Post a test invoice and verify your entry
From the navigation bar, go to Sales > Invoices . Once there, create an invoice . Complete the fields with fictitious information and name it as test invoice, so you can identify it and delete it when finished.
After creating your test invoice, check how your entry has been recorded in the different accounting books:
Find the transaction associated with your test invoice in the list of the Journal . Click on the seat and verify that the information is correct.
Next, go to the account for Profit and Loss , select the period and search for the account associated with the accounting entry of your test invoice. Click on the expense account associated with the accounting entry, review the information and edit what is necessary.
Finally, go to the Balance sheet , look for the account associated with your entry. Review the information and, if you want to make any changes, go to the General Ledger to edit the entry.
Finally, select the test invoice from the Sales section and delete it using the Delete button located in the footer. In this way, your accounting entry will also be deleted.
3. Create an asset
An asset is a good or right that your company owns. It can be a tangible asset, such as machines or real estate, or intangible, such as your business brand, a patent, etc. Assets are subject to amortization. Therefore, it is accounted for through the acquisition amount and the monthly amount that implies amortization.
To list an asset in Holded, you have to:
Access Accounting > Assets .
Once there, you will find the blue New Asset button in the upper right corner. You will notice that you can click on New Asset or on the button dropdown.
If you click on New Asset , the following panel will open to create the asset. In this case, you will have to complete the fields with the information about the asset.
But, if you click on the dropdown , you will be able to associate the creation of the asset with its purchase invoice.
Finally, choose the way that is most comfortable for you and create the asset.
4. Define amortization table
After creating an asset in Holded, you can create its amortization table as follows:
Go to Accounting > Assets .
In the list, find the asset you want to write down and check its box. The last column of the list will show you the progress status of the amortization. In case it is a new asset or the amortization table has not yet been created, it will always indicate Pending.
After checking the box for the asset to be amortized, at the bottom of the screen a series of useful actions will appear to manage the list of assets , such as generating amortization table, creating pending entries, downloading PDF, etc.
Click on the Generate amortization table option.
Fill in all the fields and click Generate. Keep in mind that according to the General Accounting Plan (PGC), assets are recorded in Group 2, so it is advisable that you choose an accounting account from that group.
When creating the amortization table, the percentage to be amortized per year will be displayed and the status column will indicate In Progress.
As time passes, the amortization amount will automatically be noted as the amortization entry.
5. And finally: the import
In Holded, you will be able to transfer the accounting information of your business in a safe and orderly manner. To do this, you only have to download the import templates, fill them in with your business data and upload each file.
Below, you will find three articles that explain how to perform the import in each case: