Help center / Guide 06

invoicing, accounting& currencies

Books that write themselves, and stay written.

How the books work

Simbako ERP keeps a full double-entry ledger. You rarely need to write journal entries yourself: posting an invoice or bill, registering a payment, paying a payslip and similar actions write the correct entries automatically. Every entry balances (debits equal credits) or it isn't saved.

Posted means locked. A posted invoice or journal entry can't be edited or deleted. To correct a mistake, cancel the invoice (if it has no payments) or reverse the journal entry, which posts a mirror entry and keeps the history honest.

Invoices and bills

  1. Invoicing → New invoice (or create one from a sales order, purchase order, rental, project or subscription).
  2. Add lines with quantity, price and tax rate. A draft can be edited freely.
  3. Post (needs Invoicing: post). The invoice gets the next number in an unbroken sequence and the ledger is updated.
  4. Register payment: enter the amount and date. Partial payments are fine; the invoice shows what's still due, and becomes Paid when nothing remains.
  5. Overdue invoices are flagged on the dashboard and in the list.

Vendor bills work the same way, created from purchase orders or by hand.

Journal entries

Accounting → Entries → New entry for adjustments the system can't know about (accruals, opening balances, corrections). Add at least two lines, make debits equal credits, save, then Post. Posting needs Accounting: post.

Chart of accounts

Accounting → Accounts lists your accounts by type (asset, liability, equity, income, expense). A standard chart is created with your workspace; add or rename accounts to suit your business.

Reports

Accounting → Reports gives you the income statement (profit & loss), balance sheet and trial balance for the dates you choose, built only from posted entries.

Multi-currency

Your base currency (set by your business location) is what the books are kept in. You can still invoice and buy in other currencies:

  1. Accounting → Exchange rates: add rates by hand, or press Import ECB rates to fetch the European Central Bank's daily reference rates. Rates are stored as how much base currency one unit of the foreign currency is worth, by date.
  2. On a quotation, order, invoice or bill, choose the currency. The rate for the document date is applied and frozen once the document is posted, so later rate changes never rewrite history.
  3. The ledger records amounts in your base currency and keeps the foreign amount alongside.
  4. When a payment arrives at a different rate, the difference is booked automatically to Exchange rate gains or Exchange rate losses, and the last payment always clears the balance to exactly zero.

Contacts can have a default currency, so new documents for them start in the right one.

Expenses

  1. Employees create an expense with the date, amount, category (travel, meals, lodging, supplies, software or other) and a photo or PDF of the receipt, then Submit it.
  2. A reviewer with Expenses: approve approves or rejects it. Nobody can approve their own expense.
  3. Approved expenses are reimbursed, which records the payment in the books.

ESG & carbon

ESG & Carbon turns activity (for example kWh of electricity or litres of fuel) into emissions using emission factors you maintain, so you can report your footprint with your financials.