Double-Entry Accounting System · 01
The books balance. That is not the same as being right.
Four things we have found in every set of books we were asked to replace.
Two systems, one month-end
Operations is in one system and the books are in another, and the job at month-end is making the two agree by hand.
The entry that changed
A voucher was edited after it was posted. The trial balance still balances. It is simply not the same trial balance it was in February.
The reversal that was a delete
Somebody corrected an error by removing the entry. The correction is invisible, so the error is too.
The month that is «closed»
Which periods are shut is something people know, not something the system enforces, so a back-dated entry lands in a month that was reported three weeks ago.
02 · The spine
One peso, from account to statement.
Nine steps, and the interesting thing about them is where they stop being reversible.
01
Chart of Accounts
- Code and title
- One of five classes
- A category a statement subtotals by
Header accounts exist to group. They never appear in the line dropdown.
03 · The rule
A posted voucher can never be edited. There is no delete.
Every accounting package says it is auditable. This is what auditable costs.
Edit VCH#00000412 · change ₱18,400.00 to ₱14,800.00
Why would an accounting system refuse a correction that makes the books more accurate?
The correction is a reversal, and a reversal is a new document: a mirror voucher, debits and credits swapped, the two linked as a pair. Both stay in the ledger forever. It is slower, and it is the only version an auditor, a bank or the BIR can be shown, because books where every correction is visible can be defended, and books where an entry quietly became a different entry cannot be, even when the new number is the right one.
04 · The detail · 31 tables
Some of it is yours. Some of it is not negotiable.
An accounting system that lets an operator invent a sixth account class is not flexible, it is broken. So the vocabulary splits: the parts accounting itself fixes are locked, and the parts that differ by company are yours.
Fixed by accounting
- Asset
- Liability
- Equity
- Revenue
- Expense
Fixed by the machine
- Draft
- Approved
- Posted
- Reversed
Yours: categories
- Current Assets
- Non-Current Assets
- Current Liabilities
- Non-Current Liabilities
- Owners' Equity
- Operating Revenue
- Non-Operating Revenue
- Cost of Sales
- Operating Expenses
- Non-Operating Expenses
Yours: voucher types
- Journal Voucher
- Cash Voucher
- Check Voucher
- Official Receipt
- Payable Voucher
- Receivable Voucher
The small print we already handle
- Voucher numbers stored whole, never reused
- A gap in the sequence is a fact, not a bug
- Posting into a locked period refused inside the transaction
- (account, year, month) unique, or a concurrent post doubles every statement
- Supporting documents on the voucher, not on a line
- Base-currency amount stored per line
05 · The count
Small on purpose.
A hundred accounting modules would be a hundred places for the books to disagree with themselves. This pack is deliberately tight.
- Working partsThe whole ledger
- 11
- Access-controlled areasSix of them view-only
- 30
- Financial statementsRead from balances
- 5
- Way to fix a postingA reversal, never an edit
- 1
06 · Request a demo
Bring us a month you had trouble closing.
A period that would not reconcile, an entry somebody had to correct, a report two people got different numbers from. We will walk it through the ledger in front of you.
The other domains
- Human Resource Information System
From the requisition that opens a role to the final pay that closes it.
- Something we have not listed
Tell us the domain and we will walk it the same way.