Finance and accounting

In Finance you record everything that comes into and goes out of the business: expenses, purchases, other income and transfers between your accounts. Invoice payments come in on their own. Your accountant gets the entries ready to import into Memory, or the journal in Excel.

What you see in Finance

  • The month: income, expenses and result, in each currency.
  • Your accounts (cash, bank, wallet, card) with their balance.
  • What is pending: purchases to pay and income to collect.
  • Expenses by category (fuel, rent, salaries…).
  • The movements, filtered by type, account and pending.

Recording an expense or a purchase

  1. In Finance tap Expense.
  2. Enter the total with tax included, the date, the account the money came out of and the category.
  3. If you haven't paid it yet, turn off Already paid and enter the due date. When you pay it, open it and tap Mark as paid.
  4. In Supplier, document and tax choose the supplier (or create one with its tax ID), the tax type (the amount is worked out and you can correct it), the document type, series and number, and the vehicle if it is a fleet expense.
  5. Save.

Income without an invoice (a cash sale, a service) is recorded the same way with Income, and transfers between two accounts in the same currency with Transfer.

Invoice payments

Each payment you record on an invoice shows up as income in Sales and payments received, only once. If you change or delete the payment, the income changes too. In Finance settings › Payments you choose which account each payment method goes to (cash to the cash box, transfers to the bank…).

Accounts, categories and suppliers

In Finance settings:

  • Accounts: add your money accounts with their currency and opening balance. Archive the ones you no longer use.
  • Categories: for income and expenses. Some come by default; add or archive as you like.
  • Suppliers: name, tax ID, email and phone.

Accounting (for your accountant)

In Accounting (Administrator, Administration or Accountant role):

  • Journal: the month's double-entry entries, built on their own from sales, payments received, expenses and purchases:
    • sales go to Receivables against Sales for each tax rate;
    • payments received, to the money account against Receivables;
    • purchases, to the category and input tax against the money account, or against Payables if they are still unpaid;
    • credit notes subtract.
  • Chart of accounts: the accountant enters each account's code (cash and banks, receivables, payables, sales per tax rate, output and input tax, each category) as it is in their chart.
  • Include: if the accountant already imports sales from e-invoicing, untick Sales so they are not duplicated.

Exporting to Memory Conty

  1. In Accounting › Memory fill in the company's Memory data: the code of each book (sales, purchases, cash, general journal), the tax code of each rate and the code of each currency (0 is the local currency). Your accountant has them.
  2. Choose the month and tap Export to Memory. If something is missing (an account or a tax without a code), the app tells you what and doesn't create the file.
  3. In Memory Conty: Empresa › Herramientas › Importar › Importar archivos, add the file (for example EZ261101.TXT) and enter the month.

Exporting the same month again replaces what was imported before with the same origin, without duplicates. Every export is listed in Exports.

Journal in CSV

For any other accounting system, Journal (CSV) downloads the month with account, debit, credit, description, document and tax ID. It opens in Excel.