Bookkeeping

Bookkeeping is a full double-entry ledger built on top of everything else Gurita already tracks. You don't type most of it in: every confirmed booking, on-site room charge, booking payment, POS sale, bank line, stock and ingredient purchase, boat-maintenance cost, supplier invoice and payroll run is turned into journal entries automatically, following your chart of accounts and posting rules. On top of the automatic entries you can book manual entries yourself, set up recurring postings for things like rent or salaries, and run the standard reports — a journal, a chart of accounts, an EÜR (cash-basis income statement), a GuV (accrual profit & loss), and a VAT summary with a filing history.

Each property (asset) keeps its own books and its own month-by-month figures, but every asset in your company shares one chart of accounts and posts in the company's base currency. This chapter covers the Bookkeeping page itself, its seven tabs, the dialogs you use to book and review entries, and the rules — immutable postings, locked months, the suspense account — that make the ledger trustworthy.

Note — Premium feature. Bookkeeping needs the Accounting module active on your plan and a bookkeeping start date configured before anything can be booked. See Getting started and permissions.

In this chapter

• Getting started and permissions — what the module covers, how it turns bookings into entries, per-asset books and the shared chart, turning it on, and who can do what.
• The Bookkeeping page — the header, the period stepper, exports, the New entry menu, the tab bar and the KPI strip.
• The Journal — every entry for the period, its columns and filters, the receipt inbox, and the month-end checklist.
• Chart of accounts — account balances, groups, the account detail panel, adding and editing accounts, and the credit-balances card.
• Mapping — where each automatic source posts by default, posting rules that override the default, and the suspense queue for anything that couldn't be resolved.
• EÜR, GuV and VAT — the cash-basis and accrual statements, and the VAT summary with its filing history.
• Recurring entries — scheduled postings for rent, salaries and the like, either posted automatically or left as a draft to approve.
• Booking an entry — the manual entry dialog step by step, and the entry-details dialog: editing a draft, posting, reversing, and the audit trail.
• Supplier invoices and payroll runs — the two other ways to book something from the New entry menu.
• Rules you should understand — why posted entries can't be edited, how a locked month redirects late postings, what lands in suspense, and how the ledger relates to the Profit/Loss report.
• Error messages — what the most common messages mean and what to do about them.

Who this is for

Finance staff and bookkeepers do the day-to-day work — reviewing the journal, booking manual entries, clearing the suspense queue, running the month-end checklist. An administrator turns the module on, sets the start date and departments, locks and unlocks months, and marks VAT periods as filed — these last few actions are deliberately restricted to administrators rather than granted through a permission, because they can't be undone.

Who can access this: Requires the Bookkeeping permission (view to open the page; create to book entries and save drafts; edit to post, reverse, assign suspense items, and manage rules, accounts, recurring postings, suppliers and payroll runs). Locking or unlocking a month and marking a VAT period as filed additionally require Administrator access. Visible only when the Accounting module is active. See Settings & Administration.

Related chapters

• Finance — banks, payments and cash flow, which feed several of the automatic postings here.
• Reports — the Finance report's Profit/Loss tab, which the ledger reconciliation strip compares against.
• Settings & Administration — turning the Accounting module on, permission roles, and the raw configuration settings.