Create a new file
To create a new File, go to the File menu and click the New command
The appearing window will allow you the possibility to create a new file in three different ways:
Start with one of our templates adapted to your business
This will generate a new File based on one of the existing templates.
- File Menu, New command
- Select your country
- Select your language
- Select your category
- Select your Accounting template
- From the dropdown list of templates that will display in the dialog box, select the template that most closely matches your needs.
Clicking on the file will automatically open it and can then be saved with the name you wish.
All the files with the VAT option have the VAT codes table adjusted to the new rates.
The Chart of Accounts can be adapted to your requirements (change of account description, insert or delete groups, sub-groups, etc.)
You can search for a template by entering a keyword in the search box.
Save the file with a name
Once you have opened the template with Banana you need to use the Save as command from the File menu
- Chose the destination folder
It might be useful to create a separate folder for each year, so you are able to store documents, other than the accounting file that are related to that year. - Chose a file name containing the company name and the accounting year, for example smith_company_2018.
- The software will add the .ac2 extension, typical for the Banana files
- Chose a file name containing the company name and the accounting year, for example smith_company_2018.
The software will add the .ac2 extension that distinguishes the Banana files.
Adapt the template
- Edit the File properties
- Enter the headings and the accounting period
- Enter the address
- You can now adapt your Chart of accounts
- Enter your bank accounts.
- Enter or edit the chart of account to fit it to your requirements.
While going along with your work, you will still be able to add or edit, if new needs arise.
Start with an existing File
Starting from an existing file or template, without modifying the existing file.
There are several possibilities to copy data:
- Open the File that is to be your template via the Browse button and indicate the path to locate your file.
- Create a copy of the open file, using the Save As command from the File menu
- Else, you may create a copy of the open file via the Tools menu, click on the Create File Copy command, the window that will appear allows you to choose which data to keep. If none of the three options are activated, a file is created with the Plan of Accounts only.
Save the file in the folder where you wish to keep the data (normally in the documents folder)
- Enter the company name and the accounting year as file name, for example smith_company_2018.
- If you are taking over an existing accounting file, you will also need to enter the opening balances in the Opening column.
- If you are working in a multi-currency file, you need to update the opening exchange rates.
Starting from a New empty File
You will be starting from scratch, so you will need to set up the basic accounting data and the entire Plan of Accounts (not recommended).
- File Menu, New command
- Click New empty
- Select your language
- Select your category
- Select your Accounting template
- From the dropdown list of templates that will display in the dialog box, select the template that most closely matches your needs.
Clicking on the file will automatically open it and can then be saved with the name you wish. - Setup the Outline to create new file
- Setup the File and accounting properties
- Save with File Name.
- Create the Plan of Accounts structure
Related documents
- Start a new Income and expenses accounting and Cashbook file
- Start a new Double-entry accounting file
- Start a new Double-entry accounting with multicurrency file
- Utilities documents
Transferring to a new year
When transferring to a new year, there is a specific procedure to follow, in order to create a new year's file and automatically carry forward the opening balances.
New file settings
When the program creates a file with new characteristics, you need to setup the outline of the new file.
Outline to create new file
Language
The language used for the columns headers of the various tables.
Decimal points for amounts
In order to avoid accounting differences, the number of decimal points for the amounts is fixed for each file. Two decimal points are normally used, but there are currencies where decimal points are not required so 0 needs to be inserted.
Decimal points for amounts in foreign currency
If using multi-currency accounting, then it is necessary to define the number of decimal points for the amounts in the foreign currency as well.
Rounding type
The amounts are rounded up or down to the closest whole number. In the case of exactly half (for example: 100.5 / 101.5 / 102.5 / 103.5) the following systems are being used:
- Banking (Half at even) is being rounded up or down towards the nearest even number (100 / 102 / 102 / 104).
- Commercial/Arithmetic (Half up) is being rounded up to the next whole number (101 / 102 / 103 / 104). In accounting, this is the system most used.
- Compatible version 4. A minor precision is being used, which in very special cases, can bring forth a different rounding.
Address fields in accounts table
When this option is activated, the Address view is created in the Accounts table. In this view, the user can enter the addresses of clients, suppliers and members.
Budget Table
When this option is activated a Budget Table is created, where the user can enter his budget transactions.
The user can thus create different accounting files, in different languages, and with different decimal points. In order to change the language or the decimal points once the accounting file has been created, the accounting type must be converted by selecting Convert to new file from the Tools menu.