Accounting

Journals in Quickenerp

A journal groups similar types of transactions. Each journal has a default account and a numbering sequence. Go to Accounting > Configuration > Journals.

Journal Types

Journal Configuration Fields

• Journal Name - "Customer Invoices", "Vendor Bills", "Main Bank Account".
• Type - Determines available features (invoice creation, payment registration, etc.).
• Short Code - Abbreviation used in entry names (e.g. INV for Sales Journal).
• Default Account - The main account this journal posts to (e.g. AR account for Sales journal, Bank account for Bank journal).
• Sequence - Numbering: prefix + automatic number (e.g. "INV/2026/0001"). Each journal can have its own sequence.
• Entry Posting Mode - "Draft & Post" (entries draft first) or "Post Directly" (no draft state).
• Lock Date - Prevent posting entries before this date. Useful after closing a period.
• Currency - For multi-currency journals (e.g. USD Bank Account, EUR Bank Account).
• Payment Methods - Which payment methods are available in this journal (Manual, Check, SEPA, etc.).

Creating a New Journal

1. Go to Journals → Create.
2. Enter Name (e.g. "EUR Current Account").
3. Select Type (Bank).
4. Set Short Code (e.g. "BNK-EUR").
5. Select the Default Account (the bank account in the chart).
6. Choose sequence or let Quickenerp auto-create one.
7. Set the currency to EUR.
8. Save.

Journal Entries (General Ledger)

Each posted journal entry is visible in Reporting → General Ledger. Key fields:

• Journal Entry Number - Auto-assigned from sequence.
• Date - Entry date. Must be within open fiscal periods.
• Reference - Invoice/bill number or payment reference.
• Lines (Debit/Credit) - Must balance: sum of debits = sum of credits.
• Partner - Customer or vendor. Enables AR/AP reporting.
• Reconciled? - Green checkmark if fully reconciled.

Recent Journal Improvements

• Journal Dashboard - Each journal shows a mini-dashboard with total debits/credits, last entry date, and reconciliation status.
• Per-Journal Lock Dates - Set different lock dates for different journals (e.g. lock Sales journal earlier than Bank).
• Journal Grouping - Group related journals for consolidated reporting.

Customer Invoices in Quickenerp

Customer invoices are created from Sales (via sales orders) or directly in Accounting. Go to Accounting > Customers > Invoices.

Invoice Form - All Fields Explained

Creating an Invoice - Step by Step

1. Go to Accounting > Customers > Invoices → Create.
2. Select Customer. Addresses and terms auto-fill.
3. Set Invoice Date and verify Due Date.
4. Add Invoice Lines: product, description, quantity, unit price, taxes.
5. Add a Journal Entry Label (appears in the General Ledger).
6. Click Confirm to post the invoice. Status changes to "Posted" (green).
7. Invoice number is auto-assigned (e.g. INV/2026/0001).
8. Click Send & Print to email the invoice PDF to the customer.

Invoice Statuses

• Draft - Being edited. Not yet posted to the general ledger.
• Posted - Confirmed. Creates journal entries and updates AR balance.
• Paid - Full payment received and reconciled.
• In Payment - Partial payment received.
• Overdue - Past due date without full payment.
• Cancelled - Voided. No accounting impact.

Invoice Reports & PDF Layout

Quickenerp generates a professional PDF for each invoice. Customise via:

• Company Logo - Upload in Settings → Companies.
• Invoice Report Template - Technical → Reports → Invoice. Modify QWeb template.
• Footer Text - Company settings → Terms & Conditions.
• Paper Format - Settings → General Settings → Paper Format (A4, Letter).

Recent Invoicing Improvements

• Batch Invoice Creation - Create multiple invoices at once from a list of sales orders.
• Invoice Auto-Send - Automatically email invoice when posted (toggle in settings).
• PDF Preview in Form - See invoice PDF preview without clicking Print.
• Invoice Line Sorting - Drag-and-drop reorder invoice lines.

Vendor Bills

Vendor bills record money you owe to suppliers. Go to Accounting > Vendors > Bills.

Bill Form Fields

• Vendor - Select supplier. Pre-fills addresses, currency, payment terms.
• Bill Date - Date on the vendor's invoice.
• Due Date - Auto-calculated from payment terms.
• Vendor Reference - The vendor's invoice number. Important for matching.
• Bill Lines - Products/services purchased. Each line: description, quantity, unit price, taxes, accounts.
• Journal - Defaults to Purchases journal.
• Fiscal Position - Auto-detected for correct tax treatment.

Three-Way Matching

When integrated with Purchases and Inventory, Quickenerp supports three-way matching:

1. Purchase Order - What was ordered.
2. Receipt - What was received (inventory validation).
3. Bill - What was invoiced.

Quickenerp flags discrepancies: billed quantity vs received quantity, billed price vs PO price. Enabled in Settings → "Three-Way Matching".

Creating a Bill

1. Go to Bills → Create.
2. Select vendor. Verify dates.
3. Enter vendor reference (their invoice number).
4. Add lines. For tracked products, enter quantities received.
5. If a purchase order exists, click "Add from Purchase Order" to auto-fill lines.
6. Click Confirm to post the bill.

Vendor Credit Notes

Create from a posted bill: Open bill → Add Credit Note. Same process as customer credit notes but in reverse - reduces AP and reverses the expense.

Paying Bills

1. Go to Accounting → Vendors → Payments → Create.
2. Select vendor, payment method, bank journal, amount.
3. Optionally select specific bills to pay (full or partial).
4. Validate. Payment is posted and reconciled with the bills.