Accountant

JupitaPos keeps the books as the business trades: every sale, payment, refund, stock movement, expense and supplier invoice posts to the ledger by itself. Your job is to check it, add what only an accountant can, keep the bank right, pay the suppliers and close each month. This manual shows the guides for each of those jobs.

Who this manual is for

• System role: Accountant (accountant) — ledgers and journals, periods, the bank, expenses, supplier invoices and payments, customer credit, taxes and payment methods, financial reports, exports and the audit trail. You can read sales, cash, stock and events, but you do not sell or handle cash.
• Auditors: the Auditor role reads everything and changes nothing. An auditor’s manual is the Audit trail manual, with Accounting & finance and Reports & analytics for the figures.
• In the pictures: Andrew, the accountant of Jupita Restaurant Demo, working for both branches. Grace is the owner, Peter the procurement officer and Moses the branch manager.
• Where you work: in the office at a laptop, signed in with your e-mail and password and two-step sign-in — almost everything you do is sensitive.

Where you start

• Your landing screen: Finance › Finance Overview (/accounting) — the books at a glance: periods, journals waiting, the bank and what is owed to and by the business. The tabs of Accounting are Journals, General ledger, Chart of accounts, Banking, Financial statements, Periods & close and Posting log.
• What must be on: nothing extra for the books. Wellness, rooms and event figures appear in the reports only when their modules are on (Reports & Analytics › Report Library hides a section whose module is off).
• Branch: all branches — the books are the business’s; branch figures are filters on the reports and the till lists.
• Working offline: none of the finance pages work without the connection (cloud mark in the menu); Cash & Tills shows the last known state of the tills.
• If you hold more than one role: the first rule that fits wins, in this order — managers and administrators (Overview), accountant (Finance), events and catering managers, retreat coordinator, procurement, store, reception, housekeeping, spa desk and therapists, trainer, instructors, gym desk, sauna attendant, cashier, waiter, host, kitchen and bar, riders. Someone who is both a manager and a cashier lands on the Overview; a cashier who is also a waiter lands on the Point of Sale. Every screen your roles allow is in the menu whatever you land on, and a till’s Open menu reaches it from a full screen.
• Finding your way: the menu (Daily operations, Business management, Shared tools, Administration & support), the page tabs, the breadcrumb and Help above every page, the star for favourites, Recent, Search (Ctrl+K) and + New are described in Find your way around.

A day at work

1. Sign in and open the finance overview — Sign in, Read the finance overview.
2. Check that yesterday’s trading posted — Check the posting log.
3. Check the tills’ offline sync, so no sale is missing — See every till’s sync status.
4. Record the bank movements: yesterday’s cash banked, provider settlements, charges — Record money moved.
5. Approve or reject the expenses waiting for you — Approve or reject an expense.
6. Post the supplier invoices that passed the three-way match — Match and post the supplier’s invoice.
7. Run the supplier payments that are due — Pay a supplier.
8. Follow up what customers owe on house accounts — See what customers owe.
9. Post the journals only you can: accruals, corrections — Post a manual journal.
10. Once a week, reconcile the bank and mobile money accounts — Reconcile the bank.
11. At month end, read the profit and loss, the balance sheet and VAT, and close the month — Read the financial reports, Close a month.

Guides you will use

The ledger

• Read the finance overview.
• Post a manual journal.
• Reverse or correct a posted entry.
• Look up an account: the general ledger and the chart of accounts.
• Check the posting log — what posted, what waits, what failed.
• Enter the opening balances at go-live.
• Close a month.

Bank and cash

• Record money moved: bank the cash, top up petty cash.
• Reconcile the bank.
• Record an expense or petty cash and approve or reject an expense — never one you recorded yourself.
• Find an order and read its history — to trace a sale.
• Verify mobile money and card payments — what the cashiers confirm; you can read the Payments list.
• Count and close the till and approve a till close — how drawers are closed, to read the cash reports.

Suppliers

• Approve a purchase order.
• Match and post the supplier’s invoice.
• Pay a supplier — and apply credit notes.
• See what the business owes suppliers and what we owe one supplier.

Customers

• See what customers owe and take a payment on account.
• Give a customer credit (house account) — limit, terms, hold.
• Find a customer.

Set-up you own

• Taxes and service charges — and the posting map.
• Set up payment methods.

Rooms in the books (if your business has rooms)

• Check room revenue, deposits and guest folios in the books — 4070 Room revenue at checkout, 2130 Deposits held, 2100 payments on open folios, what companies owe.

Reports

• Read the profit and loss, balance sheet and VAT.
• Read the reports overview, open a report and filter it, read the day’s sales.
• Export a report to PDF, Excel or CSV and share a file with a link.
• Know how fresh the figures are.
• Read an item’s cost and margin and compare theoretical and actual use.
• Read the bar reports, the café reports, the catering reports, a function’s profitability.

Control

• Search the audit trail, read an audit record and verify its integrity.
• Work a security alert — you can read the alerts; a manager or the owner works them.
• See every till’s sync status.

Signing in and your time

• Sign in, change your password and turn on two-step sign-in.
• Clock in and out, see your shifts, ask for leave.

Quick reference

Getting help

• The owner decides on write-offs and large payments, and on reopening a month that was closed.
• The branch manager answers for a till variance, an expense or a refund at the branch; the procurement officer (Peter) for purchase orders and deliveries.
• The administrator fixes logins and access; the owner grants the Auditor role to your external auditor.
• The Help Center: Help & Training › Role-Based Manuals in the menu, with a search box; the ? button, Help for this screen, opens the accounting manual from the accounting screens. See Find help: the Help Center.
• Troubleshooting you will need most: in Check the posting log, Reconcile the bank, Close a month and Pay a supplier.

Manuals you can also read

• None: the other role manuals are for jobs with permissions this role does not hold.

What you can do

These are the permissions of the Accountant role. Most are sensitive (●): sign in with your password, and use two-step sign-in.