Set up bookkeeping for a client

This is a job for an office administrator or the person responsible for bookkeeping.

Complete setup

1. Open the client and choose Set up finance, or choose Prepare bookkeeping now while creating a client.
2. Choose single-entry or double-entry bookkeeping and an account-index source: system defaults or a suitable completed client file.
3. Continue to the definitions. During client creation, open Review and customize. Check the base currency and each tab.
4. Review ledger accounts, sorting codes, expense classifications, and transaction types.
5. Resolve errors, review warnings, and choose Finish setup. During client creation, continue through the remaining steps instead.

An account index is the organized list of accounts used to record the client’s financial activity. Copying definitions does not copy another client’s customer and vendor cards.

Edit the definitions

Double-click an editable cell or press Enter to edit it. Tab saves and moves to the next cell; Escape cancels. Use the add action in each tab to add a row to the copied setup. Review account keys, names, sorting codes, and references before finishing.

A transaction type defines the journal entry: debits, credits, input VAT, and how amounts are split between accounts. An expense classification selects that transaction type and maps its account variables to ledger accounts, a counterparty, or a manual choice. There is no additional VAT rate to enter in the classification. To change VAT posting in Office, edit the transaction type used by the expense classification.

Under Ledger accounts, Additional account tax settings opens supplementary data: recoverable input VAT, deductible expense percentages, and an account’s default transaction type. These settings are also used when creating classifications in SmartBill; changing the percentages here does not change Office journal entries. An empty list does not mean zero VAT recovery, and you can continue. Choose Back to account index to return to the table.

Imported definitions already exist

Preserve the imported structure when the screen requires it. If completion reports that the source changed while you were working, select it again and review the updated definitions before finishing.

Connect SmartBill

If you also connect SmartBill, review which system supplies the initial definitions. Read the connection guide before confirming.