Accounting configuration: setup, activation and change history

In this article you will learn how to set up, activate and manage the accounting configuration that you can share with other studios, and how to follow changes and activations.

Contents

• Quick Guide
• What is the accounting configuration?
• Prerequisites
• Create a configuration
• Edit accounts and rules
• Activate a configuration
• Change history and activation history

Quick Guide

1. Open Settings / Finance / Accounting configuration.
2. Select Create accounting configuration, enter a Name and choose the Base configuration.
3. Open the configuration and adjust the accounts on the Posting accounts tab and the rules on the Booking rules tab.
4. Open the three-dot menu of the configuration and select Activate Configuration.
5. Choose the studios under Select location, set the Activation date and continue with Next.

What is the accounting configuration?

In the accounting configuration you set up your accounting accounts, your booking rules and the use of posting periods and booking codes. You can share a configuration with other studios, so that all of them post to the same accounts with the same rules.

Once a configuration is activated, it can no longer be edited. To change it, create a new configuration, select Copy existing configuration as the Base configuration and activate the new one.

Prerequisites

Your role needs these permissions, all in the category Settings, subcategory Finance:

• Edit accounting configuration: open and edit configurations and view the change history and the activation history.
• Configure accounting: manage posting accounts and booking rules.
• Activate accounting configuration: activate a configuration for studios.

Create a configuration

1. Open Settings / Finance / Accounting configuration. The table lists your configurations with their Booking code configuration. The badge Activated in this studio shows which configuration this studio uses.
2. Select Create accounting configuration.
3. Enter a Name.
4. Choose the Base configuration: SKR03, SKR04, IFRS, GAAP or Copy existing configuration.
5. Optional: choose a Booking code configuration.
6. Optional: select Activate deferred income account if you want to use deferred income. The deferred income export then offers more types, see Deferred income export: calculation and columns.
7. Use Edit sharing settings at the top of the dialog to choose the studios that can use the configuration.
8. Select Save.

Edit accounts and rules

Open the configuration. It has four tabs: Posting accounts, Booking rules, Change history and Activation history.

On the Posting accounts tab you see the accounts with their account number, description, accounting category and VAT rate. Select Create P&L account to add an account. Use only custom to show only the accounts you created yourself and Only active to hide inactive accounts.

On the Booking rules tab you manage the rules that post revenues to your accounts. For details, see Managing booking rules.

Important: You can only edit a configuration that has not been activated yet.

Activate a configuration

1. Open the three-dot menu of the configuration. It offers Edit Configuration, Activate Configuration and Delete Configuration. You can only delete a configuration that has never been activated.



2. Select Activate Configuration.
3. Under Select location, choose the studios for which you want to activate the configuration.
4. Set the Activation date. The date cannot be in the past.



5. Select Next. The software shows a summary with the configuration, the activation date and the studios.
6. Check the summary. If an activation is already planned for some of the selected studios, the software points this out and lists them. Your planning overwrites the existing activation.
7. Enter Confirm in the field and select Save to activate the configuration.

Only one configuration is active per studio at a time. If another configuration is active on the activation date, it ends the day before. Activations that were planned for the same date or later are replaced.

The badge Activated in this studio shows where a configuration is in use. The studios you share a configuration with get access to it.

Change history and activation history

The Change history tab lists every change of the configuration, grouped by month. Each entry shows the kind of change, for example Accounting rule created, the date and time, the user and the changed values.

The Activation history tab shows for each studio the Facility, the Activation date, the Configuration and the User who activated it.

Note: This article was created with the help of artificial intelligence and editorially reviewed.