10. Further accounting features

10.1       When to use the extra accounting features
AlSuite has a fullfledged accounting system, which enables the Accounts team run direct postings into the books, without going through the workflow explained in the section - Steps involved in executing an activity.
We strongly recommend that all activities executed in the AlSuite environment are managed through the formal steps in order to ensure completeness and comprehensive, i.e. every activity plan ideally should be raised with fine details and subjected to approval before execution. This process allows for more probing, including the request for a field report where required etc.
However, the Accounts team will sometimes be confronted with situations where they have to run direct postings into the books of accounts. These include but are not limited to the following situations:
  • Transfer from one account to another: Where funds have to be transferred from one bank account to another, there is no need to raise an activity plan and subject to the rigorous approval process.
  • Posting interest gained from bank accounts: Where interest is gained from saving in the bank accounts, these can be posted directly into the books without having to raise an activity plan.
  • Posting bank charges: The accounts team should be able to post bank charges for different bank accounts without having to raise activity plans for each bank charge.
  • Retrospective posting in a migration setting: Where an organization is migrating to AlSuite and would like to capture many retrospective transactions. Even this should be executed with caution.
It is important to note that every transaction in AlSuite touches so many instances within the system. Each transaction adjusts figures along the following dimensions:
  • the client financing the project
  • the project affected by the transaction
  • the charts of account in double posting
  • the outcome and output to which the activity is contributing
  • the target to which an activity is contributing
  • the work plan against which an activity is being executed
  • Any classes and sub-classes defined in accounts
  • the supplier in the case of purchase.
It is extremely difficult to run many double-post entries capturing all those dimensions. It is against this background that we strongly recommend running transactions through the formal procedure of raising an activity plan, a bill or a purchase and subjecting these to formal approval, booking and posting procedures.

All the features described below are found under the "Journal" section in the unit "Accounts".

10.2       Journal - Show entries
This section permits the Accounts team to display journal entries made.

In order to show journal entries go to the unit "Accounts" --> under Navi-Bar 2 click on "Journal" and select the link "Show Entries" --> select the project of interest and display journal entries. 

The summary list of journals are displayed in the left bar. Upon selection of any given journal entry, the details are displayed in the right pane as shown in Fig 1 below:
In Fig 1 above, there is only one journal entry in the left pane. Upon clicking on it, the details are displayed in the right pane. The journal is a transfer of funds from a EUR bank account to a UGX bank account. The journal entry is in status "Open". 

A journal entry assumes three different status:
  • Open: This is the initial status of a journal entry, immediately after is raised. At this stage, nothing has been posted through the books.
  • Filed: Once you click on "File" at the top left corner of the details section of the journal entry, it is filed. The process of filing involves posting amounts through the affected CoAs and project.
  • Revoke: A journal entry that has been filed can be revoked, if it was posted in error. When a journal entry is revoked, it can remain in a revoked state, or be edit and re-filed, in case there is need for a simple correction, e.g. correction of wrong figures posted.

10.3       Add Transfer
Use this function to transfer funds from one cash account, typically a bank account, to another.
In order to transfer funds to to unit Account --> on Navi-Bar 2 click on the tab "Journal" --> select "Add Transfer". You will be redirected to a window where you will select the project against which the transfer should be made.
After selecting the affected project, you will be directed to the window shown in Fig 2 below:
Figure 2: Add Transfer

In order to transfer funds, in the upper pane, enter transfer details, transfer date and the account from which funds are supposed to be transferred. If the account currency is different from the base currency, you will be expted to provided an exchange rate.

In the lower pane, specify destination account, amount, any pertinent contact information and transfer notes. After entering all pertinent details, click on "Save".

When a transfer is saved, it is not yet processed, i.e. not yet posted. In order to effect postings of a saved transfer, we must file it. To file a transfer, go to the section "Show Journals" and select the transfer that you would like to file, as explained under section 10.2 of this document, i.e. "Show Journals".

In Fig 3 below, a transfer of UGX 4,200,000 from a EUR Bank Account to a UGX Bank Account is selected in the left pane and the details are displayed in the right pane.
Figure 3: List of journal entries, showing transfer of funds pending filing

In order to file the transfer, click on the button "File" in the right pane. The indicated amounts will be posted across selected accounts.

10.4       Add Income
Typically most income will be booked through the invoicing process, where we raise an invoice to a client and receive funds against the invoice. In order to raise an invoice, follow steps described in the section Raise an invoice and receive funds.
However, in some instances, income is received without an invoice and this should be posted in the system. One such example is interest earned against funds present in a bank account.

In order to post such income, go to unit Account --> under Navi-Bar 2 select "Journal" --> select "Add Income". In the window following, select the Project against which the income will be posted. You will be directed to a window for posting income details as shown in Fig 4 below:
Figure 4: Add Income

In Fig 4 above, in the upper pane we are booking interest earned of UGX 36,000 from Stanbic bank during the month of Dec 2017 into the bank account in which the interest amount was posted. In the lower pane we indicate the income account that is affected, i.e. account 009 - Interest earnings.

Other situations where income may be posted without the need to invoice include XXXXX.

10.5 Add Expense
Typcially expenses are supposed to raised through the formal workflow of raising an activity plan, a bill or a purchase. For steps on how to raise an expense through the formal workflow go to the section Raise an activity plan of this manual.
However, there are situations where you need to post an expense without necessarily going through the formal workflow process, e.g. posting bank charges. This can be done directly within the unit Accounts.
In order to post an expense, go to unit Accounts --> under Navi-Bar 2 select Journal --> in the drop down select "Add Expense", select the affected project. You will be directed to the "Add Expense" window as shown in Fig 5 below.
Figure 5: Add Expense

In Fig 5 above we are posting bank charges, UGX 85,000 for Dec 2017 against bank account "001 - Bank Account - UGX". In the lower pane, we have selected the expense account "010 - Bank charges" and factored in all pertinent details. We click "SAVE" to capture the expense ready for filing.
After capturing any journal entry, the entry so captured must be filed before captured amounts can be posted to respective accounts. See section "10.2  Show journal entries" for steps involved in filing a captured journal entry.

10.6       Add Custom Debit
Coming soon.

10.7       Add Custom Credit
Coming soon.

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