Avoid mistakes with Banana Accounting Plus

In order to facilitate checking your accounting work and to immediately find differences, in Banana Accounting Plus, our new version, we added the Balance column in the Transaction table. You can now see potential differences on each row and you can correct them right away. It is a very useful feature when closing the accounting period.
Many of our clients have already tried it and are enthusiastic about it. We advise you to switch now to Banana Accounting Plus and take advantage of the many new features.

Simple transactions

Simple transactions are the ones regarding two accounts (one Debit account and one Credit account) and entered in one single row. Each transaction has its own document number.


 

Composed transactions

Composed transactions with more than two accounts involved, have to be entered on several rows. The user should enter one account per row. The counterpart account for the entire transaction has to be entered on the first row.
The document number, entered on the different rows, is the same because we are dealing with one and the same transaction.

Note:
In composed transactions, the dates of the transaction rows should be the same, otherwise, when doing calculations by period, there may be differences in the accounting.

 

Recurring Transactions table

In order to avoid rewriting always the same texts, it is possible to store transaction groups in the Recurring transactions table (Account2 menu). These groups are identified with a code and can be retrieved and entered into the Transactions table just by entering the corresponding code.

When positioned on the Doc column of the Transactions table, the program proposes the list of the recurring transactions, grouped bycode. If one of these codes is selected:

• the program enters the recurring rows that have the same code
• the program completes the entered rows with the date and other values that have been entered earlier
• the program enters the progressif number in the Doc column (based on earlier entered values)

Entering recurring transactions

• You need to enter into the Recurring transactions table (or copy from the Transactions table) the transaction rows that should be retrieved regurlarly.
• Enter the code related to the recurring transactions group into the Doc column.
  Rows with the same group code will be retrieved together (transaction on multiple rows).

• Progressive numbering of documents "docnum"
  If, when retrieving recurring transactions, you wish to have a Doc number different from the automatic one, you need to create a row containing the code "docnum" in the Doc column, and your desired text in the Description column. For the following rows, the text specified in the Description column, will be applied in the Doc column when retrieving the transactions
  • "0" when no automatic numberting is desired
  • "1"  progressive numbering
  • "cash-1" progressive numbering with the prefix "cash-" (cash-2, cash-3)
    The program replaces the number indicated at the end of the text with the next progressive number.
     
• If you wish the program to suggest just one row per code, the description has to be preceded by:
  • An "*": displays just this row and not the others with the same code.
  • An "**" displays just this row, but don't retrieve this row (only title row).
  • An "\*" allows the user to start the description with an asterisk, without it being interpretated as a command.

It is not possible to save customized setups in the Recurring transactions table; it uses the views and columns setup of the Transactions table.

Retrieving the recurring transactions into the Transactions table

• Enter the date and the information of the other columns that should not be modified
• In the Doc column, choose one of the codes defined in the Recurring Transactions table and press Enter.
  • The program enters all the transactions with the same code, repeating the data column and other already entered values.
  • In the Doc column, a progressive number is being inserted or one as specified in the docnum
• Or indicate the code in the Doc column and press F6

Copying transaction rows into the Recurring Transactions table

In order to copy rows from the Transactions table into the Recurring transactions table:

• In the Transactions table, select the rows that need to be copied;
• Edit menu -> Copy rows command;
• Go into the Recurring transactions table;
• Edit menu -> Insert copied rows command;

 

To enter issued bank checks, the user needs to insert an Issued checks account in the Liabilities. 

The check is issued at the moment of paying a supplier and later on is being debited from the Bank current account.

The Issued checks account card after the transactions.  

 

Customers & Suppliers Management

In order to manage the invoices issued or received, we advise you to use the Customers Menu and the Suppliers Menu.

Associate an expiry date to a transaction

As an alternative to the customers and suppliers management, or for simpler checking purposes, you can also enter the payment date in the transaction row.

This is an operating mode that consents simplified checkup.

With the Columns Setup command (from the Data menu), you should make visible the Date Exp. and Date Pay columns.

You should then enter the invoice expiration date in the Date Exp. column, and the invoice payment date in the Date Pay. column.

 

Show expiry dates

With the Show expiry dates command from the Account2 menu, the program displays the transaction rows that have an expiry date but no payment date.
 

 

 

The DocLink Column

The DocLink column (Transactions table) makes it possible to enter a link to an external file (usually a scan of a receipt or an invoice).

• The DocLink column is usually not visible.
  In order to display it, use the Columns setup function.
• Once the Link column is visible, you can directly edit the file name.
• The file name is related to the accounting file; if the documents are in a sub-folder, the file name - in the DocLink column - will be preceded by the directory name.
• It is equally possible to manually enter a web address in the Link cell.
  In order to open the linked document, click on the Open link command of the Account2 menu, or click on the small square that appears on the upper right hand corner of the cell that contains the link.

 

Entering a link to a file

There are two ways to enter a link to a document:

• Place yourself on the row of the Transactions table and the activate the Add link command from the Account2 menu -> Links;
• Select the file that corresponds to the document which needs to be linked and click on the Open button; the program inserts the link automatically. 
  The program enters the file name in the DocLink column, even if this last one would be invisible.

Or

• Display the DocLink column in the Transactions table. See: Columns setup;
• Click on the small square at the upper right hand corner of the cell;
• Indicate the path where the file can be found and select it.

 

Editing a link

Proceed in the same way as when entering a new link.
 

Open link

There are two ways to open the link:

• Place yourself on the row of the Transactions table and the activate the Open link command from the Account2 menu -> Links;
• Place yourself on the DocLink cell and click on the icon to open the link.

For security reasons, the program opens only files with an extension that is considered secure, see Program Options -> Advanced, from the Tools menu.

Remove link

There are two ways to remove the link:

• Place yourself on the row of the Transactions table and the activate the Remove link command from the Account2 menu -> Links;
• Delete the contents of the DocLink cell.

 

Blockchain certification

Banana uses a digital certification system for the accounting data, using what is now called blockchain technology. Transactions can be locked and marked with digital codes that can guarantee, even after many years, that the accounting data are authentic. They also allow the user to make sure that the accounting data have not been modified. 

Banana.ch was the first company in the world to use the blockchain technology in the accounting field. This method (US Patent No. 7,020,640) was developped and patented in 2002..

This method guarantees one of the highest levels of data integrity and conformity to international law prescriptions. You can also see the evaluations on this matter of the audit company Ernst&Young, who verified the system conformity to the legislation requirements. The new versions of the Banana Accounting software don't use the MD5 method anymore (the one mentioned in the documents), but use the Hash SH256 method.

• Ernst&Young, compatibility check to Swiss legislation (pdf in German)
  See also: Verordnung über die Führung und Aufbewahrung der Geschaftsbücher, 24.04.2002 (in German)
• Ernst&Young, compatibility check to German legislation (pdf in German)

This method, based on the blockchain calculation system, is considered so reliable that it is employed to ensure the validity of the bitcoin and of all other modern crypto-currency.

The lock transactions command

With the Lock transactions command of the Account2 menu, the accounting transactions are locked and marked with control codes that can certify, over the years, that the transactions have not been modified.

• The validity of a possible already existing lock is being verified
• The transactions until the lock date are being numbered progressively and are being locked. For each transaction, the digital code of the row and the progressive one are being calculated.
  The calculation of the digital codes is being done according to the sequence of the columns.
• In the accounting is being indicated that transactions with an equal or earlier date than the lock date will no longer be accepted.

 

Date of new lock (inclusive)
Specify the date up until when the transactions will be locked.

Password (optional)
It is possible to insert a password to eventually unlock the transactions or to carry out a new lock in the future.
If the program finds no errors in the transactions included in the lock date, it will lock the transactions, calculate and assign individual numbers and codes to each row of transactions which can be viewed in the Lock view on the Transactions table.

Last lock
The data of the following fields are automatically filled out by the program based on the last executed lock.

Lock valid
A "Yes" is shown if the lock is valid.

Date of lock
The date of the last executed lock is shown.

Lock number
This is the value automatically entered by the program in the last row of the LockNum column.
When the lock is repeated, if the value of the last row lock number is unchanged, it means that the lock is valid and that the data have not been altered; if however the value is changed, the program shows the following codes:

• (-1) if the lock is invalid from the first row
• (-2) if there are rows that have the same LockNum.

Progressive Hash
This is the control code present in the last transaction.

Lock View

All digital codes are shown along with all the information that the program used to create the digital signature.

• LockNum: the progressive number that identifies the row
• LockAmt: the cumulative transactions total, similar to the total at the end of the page, as required by some national regulations
• LockLine (hidden column): the digital code calculated according to the row values.
• LockProg: the global electronic signature (SHA-256).

The digital code LockProg
This is the main element of the certification; it uses the blockchain methodology.
The digital code is calculated according to the following values:

• The contents of the current entry, including amounts, descriptions and the description of the account at the moment of the lock
• The progressive number (LockNum)
• The cumulative balance (LockAmt)
• The progressive code of the preceding entry (LockProg).

In case the accounting data undergo even the slightest modification (for example, a date or an amount is changed), the digital code will be different. If the control number remains the same, it implies that the data are original and therefore have not been changed.

Check Lock

With the Check lock info command of the Account2 menu, the program verifies the validity of the lock and displays the data.

• The program recalculates the digital control codes and verifies if they correspond with the ones related to the transactions.
  • If the codes correspond, the lock is considered valid, and therefore the data are original
  • If they do not correspond, it means that the data have been changed and that they are not the original ones calculated at the time of the lock. 

Unlock transactions

The Unlock transactions command removes the lock and the control codes. If the lock was set with a password it will be necessary to reenter the password in order to remove the lock.
If later on you want to relock the transactions, and they have not been modified, the control numbers will be the same as the ones of the earlier lock; if however some data have been changed, the control numbers will be different.

Partial lock

If the transactions have been locked, it is possible to unlock them even partially, from a specified date. If a lock password has been set, in order proceed unlocking the transactions, you need to enter it in the specific field.

Why unlock the accounting?

In principle, the locked accounting should not be unlocked. It might happen that, after the lock, you find errors in the accounting and see the need to make corrections.
To have the opportunity to make further changes, users kept a copy of the file before the lock. If they found errors, they would restore the previous situation. In the meantime other transactions had perhaps been made, so often it happened that restoring previous versions of the accounting proved wrong. To avoid this unnecessary waste of time it was decided to make the Unlock transactions command available.

The certification must not be confused with data security. The data certification is a methodology that ensures that the accounting data are original. To prevent data from being modified, the methodology is the one related to data security. Data security procedures, however, can only be implemented in an environment that limits data access.

If the file is fully available to the user, such as when it is on a PC, people have complete control of the data. They can thus replace files easily. With a certification one cannot prevent that the data are being altered, but it will allow you to know if the data are the original ones.

The person who keeps the books is responsible for the accounting and decides whether a change is permissible or not.

Organizing the certification and data verification

Once you locked the transactions of the period, you need to:

• Print the lock information or print the last certified transaction row with its specific certification number (LockProgr).
• Sign and store this information along with the accounting documentation or in any other safe place.

In order to check that the accounting data are the original ones, you need to proceed as follows:

1. Impart the Show lock info command.
2. Go back to the document that shows the digital control number 
3. Check whether the row identified with the LockNum still has the same digital control number

• If the number matches , the accounting data are the same as those certified
• If the number does not match , it means that the accounting data have been modified.      

Banana works on developing applications that make it possible to compare two files and obtain indications regarding data that have been altered.

Data security

Digital certification ensures that the data are still the original ones. It does not prevent the modification of data.
It is the responsability of the accountant to ensure that the data are not altered. Each administration must be organized according to its size and needs.
Those who want to make sure that the data are not being altered by unauthorized persons , must employ other methods and tools, such as :

• Save the data to a secure system (protected network drive), password protected.
• Keep the copies of the data.
• Encrypt archives.   

Long-term archiving

The accounting file contains the entered data. In order to open the file and obtain a report or an account card, you need to have the program at your disposition. 

Banana Accounting gives the possibility to export all the accounting data, and its printouts as well, to Pdf, Html and Xml.
The generated file can be saved on a CD and accessed on any computer even after many years, even by persons who do not have the Banana Accounting software.