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Accounting configuration: create, share and activate for several studios

  • Updated

In this article you will learn how to manage posting accounts and booking rules centrally as an accounting configuration, share it with several studios and activate it on a planned date, including the change and activation history.

Contents

Quick Guide

  1. Open Settings / Finance / Accounting configuration.
  2. Click Create accounting configuration.
  3. Enter a Name and select the Base configuration: SKR03, SKR04, IFRS, GAAP or Copy existing configuration.
  4. Under Edit sharing settings, select the studios that should use the configuration.
  5. Select the Booking code configuration and click Save.
  6. Check and adjust the Posting accounts and Booking rules in the detail view.
  7. Open the action menu and click Activate Configuration, select the studios under Select location and set an Activation date from today onwards.

Overview

An accounting configuration bundles posting accounts and booking rules. You manage it centrally, use it in several studios and plan its activation in advance, for example for the start of a month. Per studio, only one configuration is active at a time; further configurations can be scheduled for a later date.

Prerequisites

Two separate permissions control this feature:

  • Managing configurations: create, view, edit and delete accounting configurations. By default, the admin and office roles have full access; the counter and read-only roles can only view configurations.
  • Activating configurations: a separate permission that allows you to activate a configuration. By default, the admin and office roles have it.

You can find the feature under Settings / Finance / Accounting configuration. The overview has two tabs:

  • Configuration: all configurations with their Name and Booking code configuration, the studios they are shared with and the status Activated in this studio.
  • Activation history: shows per studio which configuration is or was active. You can filter by studio and period.

Click a configuration to open its detail view. It shows the Booking code configuration and the Activation date and has four tabs: Posting accounts, Booking rules, Change history and Activation history. The action menu contains Edit Configuration, Activate Configuration and Delete Configuration.

Create an accounting configuration

  1. Open Settings / Finance / Accounting configuration and click Create accounting configuration.
  2. Enter a Name.
  3. Select the Base configuration:
    • SKR03, SKR04, IFRS or GAAP: a suitable set of posting accounts is loaded.
    • Copy existing configuration: accounts and rules are taken over from an existing configuration.
  4. Select the Booking code configuration.
  5. Optional: tick Activate deferred income account and complete the additional field that appears.
  6. Define which studios may use the configuration via Edit sharing settings (see next section).
  7. Click Save.

Share with several studios

In the create and edit dialog, use Edit sharing settings to select the studios that may use the configuration. Only studios in the same tax region are offered. You can also add further studios later via Edit Configuration.

Manage posting accounts

In the detail view, open the Posting accounts tab. The table shows Account number, Description, Accounting category and VAT rate.

  • Use the search to find accounts by account number or name.
  • Turn on only custom to show only accounts you created yourself, and Only active to hide inactive accounts.
  • Click Create P&L account to add a new account.

Manage booking rules

In the detail view, open the Booking rules tab. The table shows Revenue category, Account, the type of revenue, VAT rate and Revenue account. Rules supplied by the system carry the badge system.

  • Use the search to find a rule, and turn on only custom to show only the rules you created yourself.
  • Click Create booking rule to add a new rule. In the dialog, choose a Revenue category (Rates, Additional modules, Flat fees, Articles, Article variants or Booking code), then select the entry in Type of revenue. The list of entries depends on the category.

Edit an accounting configuration

As long as a configuration has never been activated, you can change everything. Once it has been activated, its posting accounts, its booking rules and the deferred income setting are locked. The Name, the sharing settings and the Booking code configuration remain editable via Edit Configuration.

Schedule the activation

  1. Open the configuration and click Activate Configuration in the action menu.
  2. Under Select location, choose the studios in which the configuration should become active.
  3. Set the Activation date. Dates in the past cannot be selected.
  4. Click Next and follow the remaining steps of the wizard.

On activation, the previous configuration ends automatically on the day before the activation date, and the new one is active from the date you chose. If activations are already planned for a selected studio on or after this date, they are replaced by the new activation.

Change history and activation history

  • Change history: logs every change to the configuration, its accounts, rules and activations with a timestamp and the user who made it.
  • Activation history: shows when, in which studio and by whom a configuration was activated. You can filter by studio and period.

Delete a configuration

Only configurations that were never activated can be deleted. Open the configuration and click Delete Configuration in the action menu. This is useful for cleaning up test setups.

FAQ

Can I change the accounts or rules of an activated configuration?
No. Create a new configuration instead (for example with Copy existing configuration), adjust it and schedule its activation for the desired date. The name, the sharing settings and the booking code configuration stay editable.

What exactly happens during activation?
On the chosen date, the new configuration becomes active; the previous one ends automatically the day before. Activations already planned for the same studio on or after that date are replaced.

Is there a search?
Yes. In the Posting accounts and Booking rules tabs you can search, and the only custom switch shows only your own entries.

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

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