Create file templates

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The first step is to create a new accounting file (File new) by choosing the more suitable type and language.

  • It is suitable to start by choosing a predefined template that looks like the one you desire. You can then change everything you want.
  • In the following examples we assume you use the double entry accounting system for a company.
  • Once you have created a file you save it by giving it a name. This file can be used for your accounting or serve as a template for other companies.

Accounting in a language not available

You can create an accounting file that is in the desired language, even if your the software is not available in the local language.

  1. Create a new template, using a template in another language that is similar to you needs.
  2. Translate the accounting plan
    Translate adapt the Description in the accounting plan as needed.
  3. Translate the column headers.
    1. Menu Data -> Column settings.
    2. For each column change the header.

Create an accounting file with different settings

If the template setting are not suitable for you:

  • Tools -> Convert to new file command, you will create a copy of the file
  • Choose the file type
  • Set the language, decimals rounding that is more suitable.

The Accounting properties

You insert the name of the company, the opening and closing date of the accounting year.

You can chose the accounting currency. If a currency is not on the list type the new currency code.

The accounting plan

Your country will probably have its own accounting numbering and grouping.

You will have to write or copy and paste the data in the Accounts table.

  • Sections will define the main separations in the accounting.
    • Balance sheet
    • Income Statements
    • Cost Centers
    • Segments
  • Account (Account number)
    Is where you put the account number.
  • Group is where you insert the group number.
  • Gr is where you insert the Group code where this Account or group should be totalized.

When creating a new accounting structure keep in mind:

  • Add the accounts you will need. Don’t create a huge accounting plan in case you do not really need it.
    Users can always add new accounts.
  • Keep the grouping simple, so that you have the groping required for your country.
    The grouping usually also conforms to the country specific requirements.
  • For tax purposes you will probably need also a different grouping scheme that is different from the normal one that you use for Balance sheet or Income presentation:  
    • Use the column Gr1, Gr2, to assign to each account a different grouping scheme.
      You will use then use the external report or create a BananaApps that will use the number to group different accounts together.
    • If you have a strict accounting numbering scheme, you can also create BananaApps that groups account based on specific number.
  • In case you need specific report for other need consider creating a BananaApps or an Excel sheet that takes the data from the accounting file.

Cost centers and segments

Consider using Cost Centers and Segments for more detailed reporting. If you do not have this specific need, you can add later.

In Banana you can define up to

  • 3 types of cost centers, with an unlimited number of cost centers for each type.
  • 10 levels of segments, with an unlimited number of segments for each type.

You can use the cost centers and segments while booking.

You specify the transaction code for the transaction. Cost centers are very flexible, and they are usually used for:

  • Project income and expenses management
  • Taking note of special transactions
  • Have a parallel accounting scheme (for example large international NGO)
    With the debit and credit account they have their internal accounting.
    With the cost centers they have the transactions recorded by the donors accounting scheme. At any time they have reports for internal use or to presents to the donors.

You specify the segment in the transaction when you enter the account. You can have a segment that is different for account debit and credit. Consider using for managing:

  • Branches, Organisations, Departments
  • Different types of businesses

Vat Code

In the Accounts table you can setup all the VAT or sales tax percentage you will need. Basically there are two types of VAT Codes:

  • VAT Due.
  • VAT recoverable.

You can setup codes for all the percentages and purposes you will need.

Your country will have a specific reporting. With BananaApps you can create a printout that is a facsimile of the state form, with the amounts already grouped and summed as needed.

Use the column Gr1 or Gr2 to enter the number of the Tax form, were the VAT Code should be grouped. If a VAT code needs to be grouped in more than one place, separate the form number with a semicolon “;”.

The advantage of using Vat Code is that you can configure the accounting so that only useing the appropiate VAT code it is possible to extract the data necessary for the VAT reporting. You can have just one account where all the vat plus or minus is recorded. The accounting plan remain very simple and can focus on the company's need. 
There are other approaches. For example in Germany the Datev accounting plan use the accounts as a base for the VAT reporting. For each specific VAT cases there must be a corresponding account. . The disadvantage of this approach is that there are accounts with special meaning (for example automatic accounts) with predefined VAT percentage and rules that are not visible for the users. This kind of accounting are more difficult to use unless you know exactly the purpose. With the VAT code the VAT complexity is resolved in the VAT table.

You will therefore have a choice to create an accounting plan, that is based on the need of a company and use the VAT code functionality for reporting, or mantain each VAT transaction separated for each case and have many VAT Accounts in the accounting plan.

Exchange rate table

If you have chosen the multi-currency option in the Exchange rate table you will setup the currency you will use.

Once you have declared a currency you can use it for an account.

Composition Balance sheet and Income statements

You can create predefined printouts of Balance Sheets and Income statements by creating a new composition.

It could be interesting to create predefined composition for:

  • End of year report
  • Trial balance
  • Actual vs. Budget
  • Columns with amount by Quarter
  • Columns with amount by Segments




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