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Getting Started with

the Accounting Module

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Welcome to the Accounting Module of

WinBooks on Web With the Accounting module, you can:

Manage your sales and purchases activities

Manage your bank activities and petty cash funds; be notified of the immediate balance of your

cash after each transaction

Manage your specific miscellaneous operations

Import customers, suppliers, and documents directly into your accounting journals using the

CSV and Excel files

Manage all your VAT information: Compute, export VAT statements as XML files and go directly

to http://finances.belgium.be/fr/E-services/Intervat/ from the application to submit your VAT

statements, customer annual VAT list, Intracom statements and so on

Close/lock your Purchases and Sales journals for the periods that you already compute VAT

Manage multiple fiscal years

Export all data to Excel and CSV files

Access to different types of accounting reports

Export accounting reports as Excel, PDF, and HTML files

To learn more about other versions and modules of WinBooks on Web and their prices, go to

http://www.winbooks.be/fr/prices

We would love to hear from you! If you have any questions or comments about the Accounting module,

please contact your reseller.

Thank you for using WinBooks on Web. We hope you will enjoy accounting with WinBooks on Web and let

us help you run your business more efficiently.

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Logging in To log in, you will need your username and password which were emailed to you by WinBooks on Web

after you purchase your license.

Check your email to see your user name and password

Go to website www.winbooksonweb.be. Enter username and password. Then click Login

**Before we start

- For security purpose, if your application is inactive for 10 minutes, your work session will be

automatically ended. In this case, just refresh your browser and continue working

- You can use shortcut keys to save inputting time. For example, instead of using the mouse to click

button “Save”, you can press Ctrl+Q on the keyboard. Note that these shortcuts are user-defined so

feel free to configure them (go to Control Panel – Users Preferences – Shortcuts)

- This “lookup” button allows you to open the associated forms

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Creating your first folder

After clicking “log in”, you will be prompted to create your folder. A folder is understood as a company.

1. Check this option to

create your first folder

Then click Next

2. Fill in your company

information correctly since

this information will be

printed on invoices if you

use the Invoicing module

Then click Next

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Note: If you start a new fiscal year in 2014, for example, we suggest that you define 2013 for the first fiscal

year. This will allow you to import the final balance of 2013 and get the comparison 2013-2014 for the

official balance.

3. Select the country’s

legislation applicable to

your company and the

length of general account

numbers

Check this option if your company

is an NPO. The general accounts

loaded and the internal balance

sheet will be different.

Check this option to manage VAT

in your accounting and invoicing

activities

5. Click Next

4. Select folder currency,

folder language

Folder language:

accounting report language

– VAT language

6. Define fiscal year

You can change fiscal year

name, period begin, and

period end

Then click Next

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7. Select data that you

want to load from the

standard template into

your folder

It is recommended that

you select at least General

Accounts

Then click Next

8. Check “Accounting

management” to activate

Accounting module

When finished, click Next

to go to the next step to

create folder

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After the folder is created, you will be led to the Home page of WinBooks on Web

Toolbar: where you can

gain access to all forms

9. Check this box and

click Next

Click Ok and Finish

Your folder has been

created

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Accounting options

On the Toolbar, click

Settings – Control Panel

In the Control Panel – click

Accounting Options

Click on the blue-squared

tabs to check the default

settings

Suggested settings for tab

Purchases

Default values and default

VAT codes will be

automatically displayed

when you encode. You can

overwrite the default

values.

See “Questions and

Answers” section to know

more about “Partly

deductible VAT rate”

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Suggested settings for tab

Sales

Suggested settings for tab

Bank&Cash

Suggested settings for tab

Miscellaneous Operations

Click Save when finished

all the settings

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Create a new customer

You can see that there are 3 different areas on the customer form: the “Company” area, the “Default values”

area, and the “Address – Terms” area.

Click Files (on the Toolbar) –

Common – Customers

Click Save when finished

If your license contains

“Internet DB of third

parties” feature, click here

to retrieve the information

of the company from the

Internet

For the “Company” area:

Enter the customer

identification information

For the “Default values” area: Enter the

default values if you want these values

to be automatically proposed when

encoding customer transactions

Don’t forget to fill in the

information for the

“Address” and “Terms” tab

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Create a new supplier

Similar to the customer form, the supplier form also has 3 different areas: the “Company” area, the “Default

values” area, and the “Address – Terms” area.

Click Files (on Toolbar) –

Common – Suppliers

Enter information for the

supplier in a similar way as

for the customer

Click Save when finished

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General accounts

Matchable: Check this if you want to manage general accounts like thirds and match transactions together (see “Type

C – Customer” on page 17 to see how this works).

Reclassification : This allows you to define a specific behavior for this general account in the internal Balance sheet

(very common used for a financial general account ‘55’ with a credit side and reclassified as a ‘43’, for example).

Click Files – Accounting

– General accounts

You can view all the

accounts coming from

the template (PCMN)

and their balance in the

tab List

Select one account, go to

tab Transactions to view

all the transactions of

that account

In tab Form, you can

view the settings and

default information of

the account

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Encoding purchases and sales

Note: Encoding sales is done exactly the same way as encoding the purchases. You just need to select the Sales

journal.

3. Enter the supplier reference (Supp.

Ref.) and the date of the document.

Click the blue arrow to switch to Supp.

Name or Supp. VAT number.

1. Click Encoding –

Accounting – Purchases

and CN

2. Select the journal

PURCHASE and the period of

the document; enter the

document number

5. Enter comment

6. Enter the general account, VAT

code, and VAT-excluding amount 7. Click Save when finished

When you create your

folder, one journal of each

type is automatically

created

If you want to create other

journals, go to Settings –

Control Panel –

Accounting - Journals

4. Enter amount

Click the drop down

arrow to switch to

Struct.com. when you

need to enter the VCS

Click History when you

want to view the

generally used accounts

for this supplier

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Encoding Bank and cash statements

Since this is your first time encoding BankCash documents and there is no journal for bank and cash yet,

you need to create one.

Creating journals for Bank&Cash

1. Click Encoding –

Accounting – Bankcash

Click “lookup” button on

the Bank&Cash form to

open Journals form

Click New to create a new

journal

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Enter Reference, Description, and

Contra account for the journal

Contra account: the specific general

account linked to this bank journal.

Each time you enter bank statements;

a transaction is posted to this general

account to balance the operation in

accounting. Each journal has a

dedicated general account.

If this is a normal cashbook, you need

to enter the bank information in tab

Bank

Note: tab Bank will be disabled if this

journal manages Petty cash

Enter the bank information

in tab Bank

Click Save when finished

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Encoding documents in the Bank&Cash journal

1. Select journal and period

of the document

2. Click Add

4. Select the type of

transaction. You can

choose:

- C: For a payment from

you customer

- S: For a payment you

made to one of your

suppliers

- ? If you want to search in

your accounting for an

opened amount

3. Enter the posting date –

when you encode the

transaction into the journal

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Type C - Customer

If you choose type C, enter

the Reference of the

customer

Press “Space” on the

keyboard to view the list of

open invoices of the

customer

Select the invoice that you

want to match

Note: If you select more

than 1 invoice, the sum of all

the invoices will be matched

Click Select to take this

amount in your bank journal

Enter the comment for the

document

The document is saved

automatically after you

finish each line

If the amount of the

invoice is fully matched to

the document, the scale

will turn green

When you close the

Bank&Cash form, a message

with the final balance of

current statement will display

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Type S - Supplier

The way to input supplier transactions in the bank and cash journal is similar to the one for customers. Just do not

forget to indicate the values with a ‘-‘, just as on your bank statement.

Type G – General account

After that, follow the same steps as for type C – Customer to create documents

If your customer does not

pay exactly the total

amount of the related

invoices:

- Select the related invoice

after pressing “Space”

- Enter the amount

appeared on your bank

statement

- A payment difference

form will pop up allowing

you to allocate this

difference (discount,…)

If you choose type G, enter

the Reference of the

general account

If the account is

matchable, you can press

“Space” on the keyboard

to view the list of

transactions of the general

account

When you encode the next

transaction, the initial

balance and final balance of

the current statement are

automatically calculated.

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Encoding in Miscellaneous Operations journal

1. Click Encoding –

Accounting –

Miscellaneous Operations

2. Click “lookup” button to

view the list of

Miscellaneous Operations

journals

List of journals available by

default in Miscellaneous

Operations form

REOPENING: journal for

entering beginning

balance

CLOSING: journal for year-

end entries

MISCOP: journal for other

miscellaneous operations

3. Click Select to select a

journal

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4. Select period for the

document

If you select Reopening,

only period REP will be

available

If you select Closing, only

period CLO will be available

5. Click Add to create a new

document

6. Enter the posting date –

when you encode the

transaction into the journal

7. Enter the transaction

date – when the

transaction takes place

8. Select the type of

the transaction: C; S; or

G

9. Enter the reference

according to the type

selected

10. Indicate the debit and

credit sign of the document

Enter amount and comment

Note: for Miscellaneous

Operations journals, you

have to enter both the

debit and credit sign for

the document

If total Debit + total Credit

does not equal 0; it means

the operation is not

balanced and the

document cannot be

saved

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Tools

If you license contains the “Excel import” feature, you can spare a lot of time by importing customers,

suppliers or miscellaneous operations directly from Excel.

Import Excel files

Step 1: Open the form that you want to import data into. In this example, the form is the Suppliers form

Step 2: Click Tools – Other – Excel Import

Step 3: Click on the button (…) to select a file to import

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Step 4: After you select the file, the Import Information and the data table will pop up.

Step 5: Drag the header of each column in the Excel file and drop at the field that has the same name or

contains the similar values. After you finish dragging and dropping, the colors of the column and the

matched field will be alike

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Step 6: Click Import

Step 7: Click Process at the confirmation question

Step 8: Click Ok

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Accounting reports

There are 5 types of reports available in the Accounting module of WinBooks on web:

- Journals

- Current Trial Balances

- Periodical Trial Balances

- History

- Official Reports

These reports provide you quick and summarized accounting information to help you make improved

business decisions

Click Output – Accounting

– Reports

5. Three available formats for

reports

Just click on the format that you

would like your report to be printed

1. Select 1 report 2. Select fiscal year and

“Since” and “To” period

3. You can select some options

to customize the display of the

data in the report

4. Click to select region and

desired language for the

report layout and data

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Below is a sample of “Internal balance sheet” report with the format selected above

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VAT statements

VAT statement: the monthly (or quarterly) report to declare all your national operations VAT to Belgian government

via the Intervat

Intracom statement: the report to declare all your Intra-EU operations VAT to Belgian government via the Intervat

Annual VAT statement: the annual report to declare all your customers and their turnovers to Belgian government via

the Intervat

VAT Consistency: the form used to test the consistency between the VAT statement and your accounting data

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VAT statement

1. Click Output –

Accounting - VAT

statement

2. Select period

Note that VAT statement is

either monthly or quarterly

report

3. Click Compute

The column ‘Computed’

will be filled regarding to

all the transactions

encoded and VAT codes

used

If you want to adapt some

amounts, use the

‘Rectification’ column

Click on tab Base to view

the total base amount

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Tab % VAT shows the

payable and deductible

VAT amounts

Tab Summary shows

whether you need to pay

VAT tax for the period or

you will receive VAT refund

from the government

Tab Detail shows, field by

field, all the transactions

that originate all the

calculated amounts

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Tab Checks helps check

that all amounts are correct

regarding to the tests that

are ran on the Intervat

platform

Tab Options: where you

enter the information of

the representative and/or

the declarant

Note: you need to enter

the information completely

for the XML file to be

generated

4. Click Save after you

are done entering all

the information

You can generate the

statement as Intervat XML

Click here to go to Intervat

website to submit your VAT

statement

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Close a period after computing the VAT statement

After you compute and generate an XML file for the VAT statement, you will be proposed to close the

periods

An XML version of the VAT

statement will be

generated after you click

XML button

Click ‘Yes’ if this XML will

be the one uploaded on

Intervat.

The information (filing

date, user, and period…)

can be founded with the

History button

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You can view the result by going to Process – Close periods

A question will pop up to ask

if you want to close Purchase

and Sales journals for the

period(s) that you just

computed the VAT

Click ‘Yes’ if you want to

definitively lock these 2

journals. Note that you will

not be able to encode any

transactions for these periods

and journal types.

Click Process –

Accounting – Close

periods

You can see that the

Purchases and Sales journals

are closed for October and

the previous periods. This

means that you can only

input data in the Purchases

and Sales journals for the

periods after October.

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Annual VAT statement

1. Click Output –

Accounting – Annual VAT

statement

2. Select the year for the

statement

3. Click Compute

Tab Operations shows the

detailed turnover and VAT

amount of each customer

and the total amount of

the year

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To view information in tab

Detail, first you need to

select 1 customer in tab

Operations

In tab Detail, you can see

the period, journal, and

number of document of

this customer’s transactions

Tab Checks gives you

information about some

possible issues: different

customers with the same

VAT number, for example

Tab Options: where you

find the information about

the representative and/or

the declarant

Note:

1. This information is taken

from the company VAT

info in Control Panel

2. You need to enter the

information completely for

the XML file to be

generated

4. Click Save if you

modified anything

Click here to export

the statement as XML

file for Intervat

Click here to go to Intervat website

to submit your annual VAT statement

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Questions and answers

1. How to manage partly deductible VAT rates?

The “VAT deductibility” feature allows you to manage several partly deductible VAT rates.

When the Deductibility

Rates form opens, click New

In tab Purchases, click

“lookup” button to create

new rate

Click Settings – Control

Panel – Accounting options

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The base account is 611003. The non-deductible VAT 230.13€ is allocated to the base account 611003. The deductible

VAT 123.92€ is allocated to account 411000

Enter VAT Rate and

Description

Click Save when finished

When you create

documents with VAT code

BSP, the column ‘Ded.’ will

display on Purchase form

with the previously chosen

rate in the Accounting

options form.

In this example, the VAT

amount is 354.05€.

The chosen rate is 35%.

Note that if you have more

than 1 rate, the non-

deductible VAT will be

allocated to the base account

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2. How to create a new fiscal year

Note:

A fiscal year cannot be longer than 24 months

You cannot create a fiscal year that is earlier than the latest fiscal year of the folder. For example, if

you create two fiscal year 2013 and 2014 already. You cannot go back to create the fiscal year 2012.

You can only create a fiscal year after the year 2014.

1. Click Process –

Accounting – Add fiscal

year

Based on the “To” (ending

period) of the current fiscal

year, a new fiscal year will

be added. For example, the

ending period of the

current fiscal year is

December 2014. The new

fiscal year will begin in

January 2015

2. Select the “To” (ending

period) of the fiscal year

3. Click Save when finished

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3. How to import the beginning balances of thirds?

Let’s say you start using WinBooks on web in 2014. You should import the beginning balances of customers

and suppliers for period “Open2013”. This can help you gain a year-to-year comparison (year-to-year

comparison internal balance sheet).

Step 1: When you create the new folder, remember to define the first fiscal year as 2013

Step 2: Open Miscellaneous Operations form

Step 3: Create the Excel file to import: make sure that each column in the Excel file corresponds to a label in

the Miscellaneous Operations form. Below is the sample Excel file to import the beginning balance of

customers:

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Step 4: Click Tools on Toolbar – Other – Excel Import and still have the Miscellaneous Operations form open

Step 5: Click the (…) to select the file to import.

Follow steps 6, 7, 8 on page 22 and 23 to import the file. Below is the result shown on the Miscellaneous

Operations form.

End of document – Thank you for using WinBooks on web

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