• Section
  Codes are being entered that allow the user to only print determined parts of the Chart of accounts, when printing the Enhanced Balance sheet by groups.
• Group
  Contains the code that defines that this is a group row. The group code is then used in the GR column to indicate the totalization of an account or group.
• Account
  The account number, cost center or segment is being entered.
• Description
  A text to indicate the name of the account, group, or section.
• Disable (only visible in the Other view)
  By entering 1, the account does not appear in the autocomplete list, but can be used in the Transactions table;
  By entering 2, the account is disabled and can not be used.
• BClass
  It indicates whether the account is 1 = Assets, 2 = Liabilities, 3 = Expenses, 4 = Revenue, see the Accounts
• Gr (Totalize in)
  It indicates a group so that the program can totalize this line in the group.
• Gr1 and Gr2
  Additional grouping codes to use with external accounting report files.
• Opening balance
  Insert the account balance at the beginning of the year.
  The amounts in credit must be entered preceded by a minus sign. The total of the debit amounts (positive) and those in credit (negative) must balance and result in zero. If the opening balances do not balance a difference is shown in the information window.
  If you have added or pasted accounts and the difference is not correct, proceed with a Recheck of the accounting (Shift + F9)
• Movement Debit and Movement Credit (Protected columns)
  The total of the debit and credit movements included in the Transactions table.
• Balance  (Protected column)
  The balance of the account includes the opening balance and the movements in debit and credit.
  The balance in debit is positive, while a credit balance is negative (minus sign).
• Budget
  The budget amount for the current year is being entered.
  The budget amount for the Expenses (debit) must be inserted in positive, the Revenue in negative (credit).
• Difference Budget (Protected column)
  The difference between Balance and Budget amount.
• Previous
  The balance of the account at the end of the preceding year.
  With the command "Create new year" or "Update opening balances", the values in the Balance column of the file of the preceding year are being carried forward.
  When a new accounting is being created and the user wants to obtain printouts with the amounts of the preceding year, the values of that year have to be entered manually.
• Prev. yr. Difference (Protected column)
  The difference between the Balance and the amount of last year.
• VATNumber
  The VAT number in case this account is linked to a client or a supplier.
• VATCode
  The VAT code that needs to be applied automatically, when this account is being entered in the debit A/c or credit A/c column of the Transactions.
• Adresses columns
  It is possible to have the program add addresses columns in order to manage customers or suppliers data.
   

Adding or moving columns

• When an Amount column is being added in the Chart of accounts, the program composes the total of the amounts according to the selected grouping scheme
• Added columns of the Number type, on the contrary, are not being totaled.
• With the Columns setup command, the columns can be made visible, the sequences can be altered and it is also possible to add other columns.
• With the Page setup command one can also define the layout of the print (portrait or landscape) and the zoom.
   

Accounts list ordered by description or other criteria

In you need to order your accounts in a different way, use the Extract and sort rows command from the Data menu.

Views

• Base Displayed are the principal columns, the grouping columns and the balances
• Transaction Displayed are the columns with the Debit and Credit transactions.
• Budget Displayed are the Budget column and the Difference Budget column. 
• Previous Displayed are the Previous column and the Difference Prior columns regarding the previous year 
• Other The Disable column, the VAT number and the Fiscal number column are being displayed.
• Print Just the Account column, the Description and the Balance is being displayed.

The views can be customized and others can be added with the command Views setup.

Bookkeeping accounts

In order to create an account, go to the Accounts table and enter a number or a code in the Account column.
This same number is then used in the Transactions table as Debit or Credit account.

• The account number can be composed by numbers, letter and separations characters.
• It is not possible to have more than one account with the same number.
• Each account must have a BClass and must belong to a group.
   

The BClass

Each account must belong to one of the following BClasses:

• 1  for Assets
• 2  for Liabilities
• 3  for Expenses
• 4  for Income

The BClasse number must be as indicated, regardless the account or group code. It is also possible to create Off Balance Sheet accounts (for example for warranty down payments, e conditional committments), that must have the following BClass:

• 5 for Off Balance Sheet: Assets
• 6 for Off Balance Sheet: Liabilities

Opening balances

The opening balance of each account is entered in the Opening + currency symbol column.

• The Assets balances are shown normally
• The Liabilities balances are entered with the minus sign (negative)
• Usually only the Assets and Liabilities opening balances are entered.

In order to automatically transfer the opening balances for the following year, please visit the Create New Year lesson.

Opening balances differences

In a correct accounting file, the total of the Assets opening balance should be equal to the total of the Liabilities opening balance, so no differences are shown.
If the totals do not match, the program will show a warning message telling you that there is a opening balances difference (Information window).
If you have changed some account numbers and you think the error message is not correct, please Recheck the accounting.
When using Banana Accounting for the first time, the opening balances must be entered manually.

Accounts with addresses

It is possible to add a few columns in the chart of accounts, to include the addresses management:
Tools menu -> Add new functionalities command

This command will add in the Chart of accounts the following things:

• several columns (name, last name, company, town, ...) where you can enter the client / supplier / member address and data
• the Address view where you can see the added columns (in order to change the view or the views organization please consult the Tables setup page)

Clients/supplier register
When in the accounting plan you need to manage a clients/supplier register, meaning a specific account list for all clients, you need to have complete data with address, phone number, email, VAT number, etc. in this case adding the columns of the Address view is very useful.

The grouping and totaling system

Banana has developed a very practical and immediate grouping system, which allows you to set in the Accounts table all the information necessary to define the structure of the balance sheet, profit & statement and other reports. You can therefore setup:

• Titles
• All the needed accounts, including client and customer records, cost centers and segments
• All groups and totaling levels you need (up to 100)

The grouping system is flexible; it allows you to implement any national chart of accounts and at the same time to adapt it to the specific needs of your business. Both very simple and very complex plans and presentations can be created.
Another advantage of this system is that it allows you to see the results immediately. Next to each account and group, you immediately see balance, movement and budget. Totals are updated istantly as you edit your file.

How the grouping system works

The Banana grouping and totaling system is based on the following columns of the Accounts table:

• Group (Total row)
  When, in a row, a group identifier is being entered, the row becomes a TOTAL row.
  In this row the amounts of the Gr column, that contain the same identifier, are being totaled. 
  When a group is present, there cannot be an account.
• Gr (Adds this row into the TOTAL row)
  The number here must be one of the numbers defined in the Group column.

With this system, an account can be totaled in a group row, the group in another group and so on... in order to create different totaling levels. 
This totaling system is very flexible, but it takes some "getting used" to, in order to be able use it well.

Examples of the main groups in the Double-entry accounting

Every accounting file template uses its own totaling system. Hereunder the main groupes of the Double-entry accounting are being explained.

In the Double-entry accounting, the total of the Debit balances (positive) together with the Credit balances (negative) have to result in 0 (zero).

• The 00 is the row where all the amounts are being added together.
  It is the grand total of all the Debit & Credit balances.
  In case the Balances columns do not amount to zero, it means there is a Debit/Credit difference and thus most likely a mistake. In these cases it is useful to proceed with a checking of the accounting
  In the Debit and Credit columns of the Transactions view (Accounts table), there are only positive amounts, so also in the row of the 00 group, there will be the total of the transctions not equal to zero.

The calculation sequence to arrive at 00 is therefore as follows:

• The 1000 account -> group 1 (Total Assets)-> Group 00
• The 2000 account -> group 2 (Total Liabilities) -> Group 00
• The 3000 account -> group 3 (Total Revenue) -> Group 02 (result Profit & Loss Statement)  ->  Group 297 (Profit/Loss of the current year in the Balance Sheet) -> Group 2 (Total Liabilities) -> Group 00.
• The 4000 account -> group 4 (Total Expenses) -> Group 02 (result Profit & Loss Statement)  ->  Group 297 (Profit/Loss of the current year in the Balance Sheet) -> Group 2 (Total Liabilities) -> Group 00.
   

The result of profit & loss statement is added in equity

As you can see in the example, the Group 02 (Profit /Loss from Profit & Loss statement) is totalized in the 297 liabilities group (current year result).
With this group organization, we have several advantages:

• In current year operating result is displayed in the balance sheet
• The Total Liabilities will match the Total Assets (provided that there is no accounting error).

Adding or deleting subgroups

Adding a totaling level

With this system it is easy to add totaling levels.
When we want to create a subgroup for the Cash & Cash equivalents accounts:

• Enter an empty row after the bank account
  • Enter the value 10 into the Group column
  • Enter the value 1 into the Gr column
• Indicate the Gr 10 in the accounts 1000 et 1020
• The sequence for the calculation becomes:
  The 1000 account -> Group 10 (Cash & Cash equivalents) -> Group 1 (Total Assets) -> Group 00. 

In case you want to insert another subgroup, "Current Assets", proceed in the same way.

• Add an empty row above the row of the Total Assets.
• In the new row:
  • Indicate the number 11 in the Group column
  • Indicate the number 1 in the Gr column
• In the Clients and Goods for resale (inventory) rows, indicate the Gr 11.

Deleting subgroups

In case the Chart of accounts shows subgroups that are no longer needed or not wanted, these can be deleted. Just delete the row of the subgroup and modify the Gr of every account that was part of that subgroup.

Checking of the structure

Once the Chart of accounts has been set up, execute the Check accounting command of the Account1 menu. In case there are errors, the program issues a warning.

Infinite loop error

This warning appears when a Group is being totaled in a Group of a lower level, reason for which an infinite error loop is being created.
There would be an infinite loop when, in the preceding example, the Assets Group (1) would be totaled in Group 10.
The program, after having calculated the Group 1, would total the amount in Group 10, which in turn would total the amount in Group 1, and then again in 10 without ending.

Profit & Loss Statement with Gross Profit

It is also possible to use a Profit & Loss Statement that starts with the total Business result and that subtracts the costs.
Hereunder the example of the Swiss PME Chart of Accounts is shown.

Extended use of the totaling system

The totaling system is very flexible:

• In one Group, it is possible to add Groups as well as Accounts
  This can be seen in the earlier shown example where the Group Cash & cash equivalents (10) and the accounts (1100 and 1300) are being totaled in the Assets
• You can use whatever kind of numbering
• You can create up to a hundred totaling levels
  • The Total row can be after the rows
  • The Total row can be before the rows
  • The Total row can be completely elsewhere, in a separate position
    This is being used to create registers (for example, a client register)
• The accounts and the Groups can be totaled in one single other Group.
  It is not possible to total one and the same account at the same time in two groups.
• This system is also being used to total the Cost centers and the Segments
  Pay attention though to not use different groups for normal accounts and for cost centers, because the resulting amounts will not be correct. 

Totaling of the Amount columns

The calculation procedure totals the amount columns

• The amount columns defined by the system are being totaled.
• The amount columns added by the user are being totaled.

The sequence of the calculation

The programme calculates the totals in the following manner:

• Sets the values of the Amount columns of the Groups rows on zero
• Totals the amounts of the Account rows into the Group rows (first calculation level)
• Adds the balance of the Group rows into the Group(s) of a superior level
  Repeats the operation until all the levels have been calculated.

Related Documents

• Opening balances

In order to create automatically an Enhanced Balance Sheet with groups, the chart of accounts needs to be configured with special codes that are to be entered in the Section column:

Sections in the Assets

• Enter a * on the same row as the Balance Sheet title
• Enter 1 on the same row as the Assets title

Sections in the Liabilities

• Enter 2 on the same row as the Liabilities title

Sections in the Profit & Loss Statement

• Enter a * on the same row as the Profit/Loss Statement title
• Enter 4 on the empty row below the Profit/Loss Statement title

Note: when there is a clear distintion between Revenue and Expenses in the Chart of accounts, you need to:

• Enter 3 on the same row as the Expenses title
• Enter 4 on the same row as the Revenue (Income) title .

Sections in the clients/suppliers register

• Enter * in the same row as the Clients/Suppliers register title or on a empty row (as in the following example)
• Enter 01 on the same row as the Clients register title
• Enter 02 on the same row as the Suppliers register title

The amounts will be shown in the same way as for the Assets and the Liabilities.
This encoding is also valid when the clients and suppliers are configured as cost centers.

In case there are cost or profit centers configured, enter the following elements

• An * on the row of the Costs and Profit Centers title, or on a empty row
• 03 on the same row as the Cost centers title or on an empty row preceeding the Cost Centers
• 04 on the same row as the Profit centers title or on an empty row preceeding the Profit Centers

The Cost Centers amounts will be shown as positive (in black) like the expenses; the Profit Centers amounts will be shown in negative (in red)  like the revenue;

For more information please vist the Sections logic page

Related document: Enhanced Balance Sheet with groups

Adding a new account or category

• Position yourself in the row above the one where you want to add the new account
• Add a new empty row with the command Add rows from the Edit menu
• In the columns, insert the account number, the description, the BClass (1 for the Assets, 2 for the Liabilities, 3 for the Expenses and 4 for the Revenue), and the Gr which needs to be the same as the one inserted for the accounts belonging to the same Group.

Note: If you first enter a transaction with a non existing account and later you create the new account in the accounting plan, you will first get an error message, that will go away only if you recheck the accounting with the Shift + F9 key, or the Recheck accounting command from the Account1 menu.

Adding a new group

• Position yourself in the row above the one where you want to add the new group
• Add a new empty row with the command Add rows from the Edit menu
• In the columns, insert the group number, the description and the Gr which needs to be the same as the group you wish this group to be totalized.

Renaming an account or a group

• Position yourself in the Account or Group column in the Accounts table, or in the Category column of the Categories table (or in the VAT code column in the VAT codes table)
• Choose the Rename command from the Data menu
• Enter the new account, group, category or code number

The program will automatically update the Transactions table with the new number or code.

Deleting an account or a group

• Position yourself on the row number that contains the account that is to be deleted
• From the Edit menu, click on the Delete rows command
• Enter the number of rows that you wish to delete

After deleting an account, a category or a group it is necessary to use the Recheck accounting command from the Account1 menu. The program will give you a warning message if the deleted account, category or group was used in the Transactions table.

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.

At the opening of the Accounting year, the amounts of the Total Assets should correspond to the Total Liabilities, otherwise it is not possible to have a correct balancing. You need to check that in the information window there is no Opening balances difference message. If there is, you first need to correct the opening balances of the Balance Sheet so that the Total Assets balances the Total Liabilities (Opening balance column).

In the following example the program shows an error message reporting a difference of 150.- CHF.

After having corrected the opening balances the Total Assets must correspond to the Total Liabilities.

It is also possible to check the balancing in the Totals Table.

The Transactions table has a series of columns and views already set.

The columns of the Transactions table

The columns listed hereunder and preceded by an * are usually not visible.
In order to make them visible, use the Columns setup command from the Data menu.

Date
The date the program uses to attribute the transaction to a certain time frame. The date should be within the limits of the accounting period defined in the Basic data of the accounting. In the Options tab, one can indicate whether the transaction date is required, if not this value can also be left empty.
If there are locked transactions, the program gives an error message when an equal or earlier date than the one of the lock is being entered. 

*Date Document
The date of the document can be entered, for example the date of issue for an invoice.

*Date Value
The value date of the bank operation can be indicated. This value is being imported from an electronic bank statement.

Document
The number of the voucher that serves as a base for the accounting transaction. When entering transactions, it is advisable to indicate a progressive number on the document, so that the accounting document can be easily traced from the transaction.
The autocomplete feature proposes progressive values as well as transaction codes that have been defined earlier in the Recurring transactions table.

The program proposes the next document number, that can be resumed with the F6 key.

• In case of a numeric numbering, the program simply increases the highest value found in the Doc column.

• Alphanumeric numbering: the program increases the final numeric part; this is useful when one would like to keep a separate numbering for cash and bank movements.
  If earlier Doc number C-01 has been entered, and one starts to type C, the program proposes C-02.
  If earlier Doc number B104 has been entered, and one starts to type B, the program proposes B-105.
  If earlier Doc number D10-04 has been entered, and one starts to type D, the program proposes D10-05.

In the recurring transactions you can setup transactions groups that can be reloaded with a single code.

In order to add a large number of document numbers, you can also use Excel. You can create in Excel the desired quantity of document numbers and then copy and paste it into Banana, in the column of the Transactions Table.

*Document Protocol
An extra column in case an alternative numbering for the transactions or for the document is needed.
The autocomplete feature proposes progressive values that function in the same way as the ones in the Document column.

*Document Type
Contains a code that the program uses to identify a type of transaction. If you prefer to use your own codes, it is advisable to add a new column.

• 01 In the reports, this transaction is considered an opening transaction, so it doesn't show in the period but in the opening balances.
• from 10 to 19: codes for customers' invoices
• from 20 to 29: codes for suppliers' invoices
• from 30 to 1000: codes reserved for future purposes.

*Document Invoice
A number of an issued or paid invoice that will be used together with the invoice control feature for customers/suppliers

*Document Original
The reference number present on a document, to enter, for example, the number of a credit note.

*Link to external file
Serves to enter a link to an external file, usually the accounting voucher.
Pressing on the little arrow on the upper part of the cell, the program opens the document.

*External reference
Any reference number all allocated by a program that generated this operation. This value can be used to check whether a given task is imported twice.

Description
The text of the transaction.
The autocomplete feature proposes the text of an already entered transaction, or of one that has been entered in the preceding year when the appropriate option has been activated. When pressing the F6 key, the program retrieves the data of the preceding row with the same description and completes the columns of the active row.

In case the description begins with #CheckBalance, the transaction is being considered as one that serves to checkup the balance.
Please consult our page Check accounting for more information on the subject.

*Notes
Useful to add notes to the transaction.

Debit Account
The account that will be charged.
It is possible to also enter a segment in the Debit account column. These are usually separated by a ":" or a "-".
In the accounts list, pressing the key with the segment separator symbol, one goes immediately to the next segment.
If instead the Enter key is being pressed, the input finishes and one moves to the next column.
The autocomplete feature proposes the accounts and segments. One can also enter a search text and the program shows all the accounts that contain that text in one of the columns.

*Debit Account Description
The description of the entered account retrieved from the Chart of accounts.

Credit Account
The account that will be credited. We refer to the explanation under Debit account for the rest of the information.

*Credit Account Description
The description of the entered account retrieved from the Chart of accounts.

Amount
The amount that will be entered unto the debit- and credit account.

VAT columns
Information on the VAT columns can be found att the VAT columns in the Transactions table page

CC1
The Cost center account preceded by "."

*CC1 Description
The description of the Cost centre, retrieved from the Chart of accounts.

CC2
The Cost center account preceded by ","

*CC2 Description
The description of the Cost centre, retrieved from the Chart of accounts.

CC3
The Cost center account preceded by ";"

*CC3 Description
The description of the Cost centre, retrieved from the Chart of accounts.

*Expiry date
The date before which the invoice has to be paid.

*Payment date
Used in combination with the Show Expiry dates command.
When instead using the invoices customers/suppliers control feature in order to check on the payments, a transaction has to be entered for an issued invoice and another one for the payment thereof.

*Lock Number, Lock Amount, Lock Progressive, Lock Line
More information at the Lock Transactions page.

Additional columns

The following columns are added with the 'Tools' -> 'Add new functionality command, Add items columns in the Transactions table'  (Refer to the Items columns in the Transactions table documentation for further information:

Item

Quantity
The quantity multiplied by the unit price will produce the total amount (can also be a negative number).

Unit
A description referring to the quantity, for example: mq, ton, pz.

Unit/Price
The unit price multiplied by the quantity, will produce the total amount (can also be a negative number).

If a value is entered in the Quantity or Unit Price columns, the amount is calculated on the basis of the contents in these two columns and converted to a positive value.

Adding new columns

With the Columns setup command, it is possible to display, hide or move the order of columns, add new ones, or indicate that a column should not be included in the printout.

• The added columns in the Transactions table will be added also in the Recurring transactions table, in the Account card and in the VAT report, without being made visible.
  In order to display these columns in the other tables, use the Columns setup command.
• If a column of the "amount" type is being added, the entered amounts will be added up in the Account card. 

Views

When a new accounting is being created, the following views are being automatically created as well: 

• Base: the main columns are being displayed
• Cost centres:  the CC1, CC2 and CC3 columns are being displayed
• Expiry dates:  the columns Expiry date and Payment date are being displayed
• Lock: the columns relative to the Lock function are being displayed.

With the Views setup command, the views can be customized and personal, added views can be created.
With the Page setup command, you can modify the print mode of the view.

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 progressive 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 regularly.
• 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 numbering 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 interpreted 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;

Formatting columns and views

The Recurring transactions table uses the same formats and views as the Transactions table.
It is not possible to have a separate format only for the Recurring transactions table.
It is however possible, from the Transactions table, to add a new View, setup a new columns format, and use this same view in the Recurring transactions table.

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.  

Advance payment on Credit cards

Before taking you through the procedure, check that an account for Credit card exists in the liabilites part of the Chart of Accounts. Create it if that is not the case.

The credit card account is added to the group or sub-group of short-term debts, as long as this is pre-requisite in the chosen Chart of Accounts.If there are no sub-groups, it must be listed in the liabilities section.

Example:

As per 10.01.2019 CHF 1'000.- are transferred from the bank account to the credit card.

• The bank account is credited and the Credit card account is debited.

Register your credit card bill

Upon reception of the credit card bill, you must record all the costs listed on the credit card.

Example:

On 15.02.2019 we receive the January credit card bill for a total of CHF 790.- (details: CHF 560.- for computer purchases, CHF 150.- for hotel expenses, CHF 80.- purchase of office supplies) (Doc.25)

• It will be registered on several rows. All the costs relating to the expenses listed in the credit card are recorded in the Debit column; we register one expense per row; in Credit, the credit card account is registered (total of the bill).

Check the credit card account balance

Each time you pay an advance towards the credit card and once all the costs listed on the credit card have been recorded, you must verify that the credit card balance matches the balance stated on the credit card.

Credit Card with an accounting using the Cash principle

If no down payments are made on the credit card and the invoice is paid in full with the bank, you should record the credit card invoice at the time of payment when the costs also should be recorded.

You need to record in several rows:

• Enter the same date and document number for each movement on all rows that make up the registration.
• In the Debit A/C column enter the cost account, depending on the type of purchase (even those made abroad). One cost per row is recorded.
• In the Credit A/C column enter the bank or post account used to pay the invoice.
• In the Amount column enter the total amount of the credit card invoice.

After recording all movements, check your credit card balance by opening the credit card account card.
 

Credit Card with an accounting using the Accrual principle

If you have a turnover accounting, based on the accrual principle, all costs relating to credit card purchases are recorded when you receive the invoice:

• All costs are recorded in the Debit A/C column
• On the Credit A/C column you register the card debt, just like any other supplier

When the credit card invoice is paid, you need to register as follows:

•  In the Debit A/C column you enter the credit card debit account
• Credit A/C column enter the bank account or post account used to pay the credit card invoice.

Banana Accounting allows the importation of movements from the credit card into the main accounting file.

A couple of requirements are necessary to perform the import:

• The giro account must have been set up in the Chart of Accounts.
• The format of data provided by the credit card issuing bank must be compatible with the formats provided by Banana Accounting.

To find and determine the formats you need to:

• Open BananaApps in the Account1 menu → Import to accounting ..., click on the Manage Apps... button, select Import.
• Select the bank that issued the credit card and click on the Install button. The format will be displayed in the Import to Accounting dialog.

When data from the credit card, and even bank transactions, are imported, the problem of recorded down payments needs to be addressed. In this case, two registrations are created on the credit card account:

• Presence of a credit card account as a counterpart to bank charges for credit card payments.
• Presence of the credit card account in the movements imported from the credit card.

To avoid any overlap, the giro account is used at the moment of import.

How to perform the import:

• From the Account 1 menu → Import to accounting... select Transactions.
• Select the type of format of the credit card issuing bank.
• Using the Browse button, select the file provided by the bank and confirm with OK.
• Enter the period and indicate the giro account. Confirm with OK. All movements will be imported into the Transactions table.
• Indicate the cost account for each row.

• The Balance Sheet represents all the Assets, Liabilities, Expenses and Income in a specific moment. The difference between Assets and Liabilities gives the personal capital.
• The grouping of the accounts is done according to the contents of the BClass column.
• The Enhanced Balance Sheet, shown in the preview, can be saved in different formats (PDF, HTML, MS Excel) and can be copied in the clipboard.
• In order to calculate, display and print it at the end of year or the end of a period, activate the Enhanced balance sheet command from the Account1 menu.
• Transactions without date are being considered as opening transactions and will not appear in the printouts of the Profit & Loss Statement.

Including a logo in the Enhanced Balance Sheet

From the Banana version 9.0.3  it is possible to include a logo and to define its settings (width, height, position) from the File meu > Logo setup command. It is also possible to create and save Compositions with different logo settings.
This feature is a simpler alternative to the logo setting with the Documents Table.

From the following window several printing options can be activated, appears.
See also Print Examples.

Page header

Rows 1 thru 4
In this field, enter texts to use as headers when printing.

Print cover page / Print date / Print page numbers
The activated options will be shown in the print-out.

Column header (Balance / Profit and Loss)
The first two vertical fields refer to the Balance Sheet, the two second ones refer to the Profit and Loss Statement.

Current year
Insert the final date of the current accounting.

Previous year
In this field, enter the final date of the previous year's accounting.

Print pages / Include in printout
By selecting the appropriate cells, it is possible to choose the options that should be activated in the printouts.

Other tabs

The explanations for the other tabs are available at the following pages:

• Period
• Style
• Texts
• Margins
• Composition

Results

The Balance sheet with groups differs from the Balance sheet for the following characteristics:

• Includes also subgroups in the printout, as in the chart of accounts (and not only groups).
• Offers the possibility to exclude groups or accounts (for instance, to display only the total of the group and not the accounts of which the total is composed).
• In the Chart of accounts - Sections it is possible to select which accounts to include or leave out in the printouts
• It is possible to choose, for a given period, what kind of subdivision you want (for example in the first semester, you can choose wether to obtain the data by month or by quarter)
• It is possible to have a subdivision by segment
• ... and much more!

In order to calculate, display and print the Enhanced Balance sheet by groups, click on the Enhanced balance sheet with groups command from the Account1 menu; a window appears, with different sections that allow the user to define the print setup.

See also Print Examples.

FAQ

• If I exclude the groups with a zero balance, the title rows that refer to the excluded groups are still being displayed; how can I erase them?
  Go to Sections and activate Hide current row on the title rows that you wish to exclude.
• I would like to exclude the display of the period in the titles of the printouts ("1st Semester 2013"); how can i do it?
  Go to the Headers section and deactivate the Print period option.
• On the cover page, when there are long titles, I would like to be able to choose how to subdivide the texts on two rows and whether I wish to apply bold print. Is it possible?
  It is impossible to change the fonts on the cover page.
• Some amounts are not included in the indicated period. Why?
  Transactions without a date are being counted as openings and do not appear in the printouts of the Profit & Loss statement. Be sure to enter the date into all the transactions.
• The Total groups that contain all the accounts of the classes 3 and 4 are being renamed with the text Profit or Loss, depending on the result of the accounting period. Can I change that?
  Go to the Sections and overwrite the original text in the Alternate text zone of the active row.
• In case the Show previous year option is being activated, and in the previous year file there are groups that are no longer present in the current year, the program will give error messages. Can I do something about it?
  In order to print the Balance sheet with data of the previous and the current year, the groups of the previous year have to also be present in the current year.

With Banana Accounting the Journal corresponds to the Transactions table. It is possible to print the whole journal or just a part of it, selecting the rows that you wish to print.

In order to personalize the journal printout you can change the columns order and headings: you can find all the information on how to proceed in the Columns setup page; you can also choose several options in the printout; please visit the Page setup page.

There are different ways to print:

• place yourself in the Transactions table and click on the Print icon
• place yourself in the Transactions table and launch the Print command form the File menu
• from the Account1 menu click on the Print journal by period command; in this case you should then indicate if you wish to print the whole table or just a specific period

The information on the Period tab are explained in detail in the Period page of the General settings.
 

In the Sort column tab in is possible to choose the criteria the journal should be sorted and printed.

• This command allows the user to visualize the amounts of accounts with a specific grouping, for a specific period or with a specific subdivision.
• In order to calculate, obtaine and print reports, choose the Accounting reports command form the Account1 menu.
• Transactions without date are being considered as opening transactions and will not appear in the printouts of the Profit & Loss Statement.

Include a logo in the accounting report printout

From Banana Accounting 9 it is possible to include a logo in the accounting report printout as well. After obtaining your accounting report , go to File menu -> Print preview command. From the print preview click on the the Setup icon, and in the dialog window that will open, in the Logo option, seleg your logo insted of the none option.
You can also check the how to setup a logo page.

Base tab

Report
You can select the desired grouping scheme:

• As on Accounts table - the Report will show a list of all accounts just as in the Accounts table with the Opening balance and Balance columns
• Accounts by class - the Report will show the list of the accounts but without subgroups
• External accounting report - the Report will show the data according to a grouping system preset in a separate file (File menu, New command,  Double-entry accounting group, Accounting Report).

Options
You can select the accounts to be included or excluded:

• Show group totals only - only the group totals will be shown
• Include accounts with transactions - only accounts with transactions will be printed
• Include accounts with 0 balance -  accounts with zero balance will be printed as well
• Exclude groups without accounts - groups that contain only accounts with zero balance will not be printed.

Other tabs

The explanations for the other tabs are available at the following pages:

• Period tab
• Subdivision tab
• Composition tab

Report result

A new table is created where the results are shown.

The account card corresponds to the  Ledger and allows you to have a complete list of accounting movements concerning the same account, the same categories (income & expense accounting and cash manager), a cost centre, segments and groups.

Opening the Account card

There are two methods to open an account card or a category card:

• Select the Account/category Card (Cash book and Income & Expense accounting) command or the Account card (Double-entry accounting) command of the Account1 menu in order to open and print several or all account cards.
• On the account number cell there is a small blue symbol; click on it just once in order to obtain the account card.
  The groups of the Chart of accounts have the same symbol available as well, in order to display the account card.

Updating the accounting card

The account card table is temporary and it is calculated when the command is given to do so. If, in the Transactions table, transactions are altered or added, they are not automatically updated on the account card - the user needs to select the Account Cards command again or click, in the Transactions table, once more on the account number's blue symbol, or in case the account card is still open, click on the small Refresh button on the right side (see image hereunder).

Note:

It is not possible to modify the data in the Account card. Double-click on the row number to go back to the original corresponding row of the Transactions or Budget table.

The AccountSelected column

In the AccountSelected column, which can be made visible, starting from any Account card, through the Data menu -> Columns setup, the account on which the transaction took place is being displayed.
When you get an account card of one or more accounts, groups and segments, you will see the exact account that has been used.

The contra account in the account cards

In the Account cards, the Contra Account column (C-Acct.), which indicates the account that completes the transaction, is being shown.

When there are transactions on multiple accounts (transactions on multiple rows) as in the example hereunder, and there is one account entered in debit and several accounts in credit, or the other way around, the software deducts the possible contra account using the following logic:

• In the first transaction row, the 1020 account is considered the common contra account of the transactions that follow.

• On the Account card 1020, the composed transaction (Payment various invoices) shows the contra account indicated by the [*] symbol. It is impossible to have the indication of the contra accounts directly in the account card, because the account has several contra accounts (4500, 6700, 6700). For this reason the program indicates the [*] symbol in the C-Acct (Conta-Account) column, which means that we are dealing with a transaction on multiple accounts.

• On the Account cards of the next transaction rows (4500, 6700, 6700), the common contra account is indicated between square brackets ("[1020]"), and indicates a deducted contra account.

Cards of groups and classes

In the Account card of a group or a class, all the transactions of the accounts that belong to the selected group or class are being grouped together.
The accounts of the group or the class can be displayed by making the AccountSelected column visible.

Print the Ledger (all account cards)

To print the Account cards:

• Account1 menu, Account cards command
• By means of the Filter, all the account cards that need to be printed completely or partially (for example, only accounts, cost centers, segments) can be automatically selected
• In the various sections Period, Options, Composition, activate the desired options (for ex. period, 1 account per page, ...) 
• Press OK to confirm, after having selected the desired options.

For the explanations of the different tabs, please visit the next few pages: Accounts/Categories tab, Period and Options.
The program will show the selected account cards.

In order to print, choose the Print command from the File menu.

When you have activated the Budget table in your file, you may choose which transactions you want to see (actual transactions or budget transactions).

Include a logo in the account cards

From Banana Accounting 9 it is possible to include a logo in the account cards printout as well. After obtaining your account cards details (with the Account1 -> Account cards command), go to File menu -> Print preview command. From the print preview click on the the Setup icon, and in the dialog window that will open, in the Logo option, seleg your logo insted of the none option.
You can also check the how to setup a logo page.

Save the settings

In case you regularly print the account cards of specific accounts, for example, all those that concern the Sales accounts, it is useful to create a specific composition.

• Go to the Composition tab
• Create a new composition, using the New button
• Indicate the name of the composition, for example "Sales accounts", in the Description field of the window
• Select the accounts that you want to be printed.

Every time you wish to print these accounts, you can select the composition that you created.

Page setup

In Page setup, you can specify the margins & other settings of the page.

From the print preview of a document, you can save in PDF format and print.

You can save in a PDF format the following documents:

• Balance sheet and Profit and Loss Statement
• Accounts, Transactions, VAT, Totals tables
• VAT Reports
• Account cards

This PDF file will have an index that will allow to access easily the different printouts.
If you save this file on a non rewritable CD (to be kept along with the accounting documents), you will meet the law requirements for accounting data archiving.

A statement over several years allows a simple and immediate comparison of the evolution of your business. Banana Accounting can display the balances up to two previous years in the same report, so for example the balances of the years 2019, 2018 and 2017 on a single page.

In order to use this feature though, you need to make sure that in the basic accounting data the "previous year's file" option is activated and that the correct file is entered (File menu -> File properties (Basic data) -> Options tabn -> Previous year file), otherwise Banana Accounting cannot recover the balances of the previous accounting periods, and they won't appear in the report.
In the following example we will show you how to obtain a report over the years 2017, 2018 and 2019. Here is how to proceed:

• from the Account1 menu choose the Enhanced balance sheet with groups...
• from the Columns section, check the Current and Previous year boxes

• then click on the Advanced button (this operation must be done both for the Balance sheet and for the Profit & Loss statement) and,
  from the dialog window that opens, click on the Add button to add a column
• scroll down the list of possibilities until you reach -2 Years - we are indeed in the year 2019 and in order to have a 2017 report we have to go 2 years back

• confirm with OK and enjoy your report