====== Accounting Settings — Accounts, Bank Accounts & Periods ======
**Section:** Finance → Settings\\
**Updated:** 2026-05-05

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===== 1) Overview =====

**Accounting Settings** contains the configuration tables that underpin the Finance module. These are found under **Finance → Settings** in the sidebar:

  * **Chart of Accounts** (Accounts) — all general ledger accounts
  * **Bank Accounts** — the NVG bank accounts used in payments and banking
  * **Accounting Periods** (Periods) — the fiscal months/years used for reports and posting

These settings are managed by administrators or accounting leads. Regular users generally only need to **select** from these values when entering transactions.

> **[[ SCREENSHOT: Finance → Settings sub-menu expanded — Accounting Periods, Chart of Accounts, Bank Accounts links ]]**

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===== 2) Chart of Accounts =====

Navigate to **Finance → Settings → Chart of Accounts**.

Every vendor bill line, sales invoice line, and voucher entry posts to a GL account from the Chart of Accounts. The chart follows the Swiss accounting plan structure.

> **[[ SCREENSHOT: Chart of Accounts list — table showing account number, account name, type, currency, active status ]]**

==== Account Types ====

| **Type** | **Examples** |
| Asset | Bank account, Accounts receivable, Fixed assets |
| Liability | Accounts payable, VAT payable, Loans |
| Equity | Share capital, Retained earnings |
| Revenue | Service revenue, Interest income |
| Expense | Office costs, Salaries, Subscriptions |

==== Creating an Account ====

  - Click **"Add Account"**.
  - Enter the account number (following your chart structure), name, type, and currency.
  - Save.

> **[[ SCREENSHOT: Add Account form — number, name, type dropdown, currency field ]]**

> **Note:** Only create or modify accounts if you understand the chart of accounts structure. Incorrect accounts affect all financial reports.

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===== 3) Bank Accounts =====

Navigate to **Finance → Settings → Bank Accounts**.

**Bank Accounts** represent the physical bank accounts held by each NVG tenant. They are used when recording payments and importing bank statements in the Banking module.

> **[[ SCREENSHOT: Bank Accounts list — table showing bank name, IBAN, tenant, currency, and active status ]]**

==== Bank Account Detail ====

Each bank account record includes:

  * **Bank name** and BIC / SWIFT code
  * **IBAN** — full international account number
  * **Tenant** — the NVG legal entity that owns this account
  * **Currency** — account currency (CHF, EUR, USD, etc.)
  * **Linked GL Account** — the asset account in the chart of accounts corresponding to this bank balance

==== Creating a Bank Account ====

  - Click **"Add Bank Account"**.
  - Select the Tenant, enter Bank Name, BIC, IBAN, Currency.
  - Link the matching GL Account from the chart of accounts.
  - Save.

> **[[ SCREENSHOT: Add Bank Account form — tenant selector, bank name, BIC, IBAN, currency, GL account fields ]]**

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===== 4) Accounting Periods =====

Navigate to **Finance → Settings → Accounting Periods**.

**Periods** define the fiscal reporting windows. Every invoice, payment, and voucher is dated within a period. When a period is closed, no further transactions can be posted to it.

> **[[ SCREENSHOT: Accounting Periods list — table with period name, start date, end date, and status badge (Open / Closed) ]]**

==== Period Statuses ====

| **Status** | **Meaning** |
| Open | Transactions can still be posted to this period |
| Closed | Period is locked — no further postings allowed |

==== Creating a Period ====

  - Click **"Add Period"**.
  - Select the Tenant, enter the Period Name, Start Date, and End Date.
  - Save — the period is Open by default.

Periods are typically created in advance for all months of the coming fiscal year.

> **[[ SCREENSHOT: Add Period form — tenant, period name, start date, end date fields ]]**

==== Closing a Period ====

Once all entries for a period have been reviewed and reconciled, an administrator closes it to prevent further changes:

  - Find the period in the list.
  - Click **Close Period** (or the equivalent action button).
  - Confirm. The status changes to **Closed**.

After closing, all invoices and vouchers dated within this period are locked from editing.

> **[[ SCREENSHOT: Period row — "Open" status badge, Close button visible; and another row showing "Closed" badge ]]**

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===== 5) Common Tasks — Quick Reference =====

| **Task** | **Steps** |
| Find a GL account by number | Finance → Settings → Chart of Accounts → search by number |
| Add a missing expense account | Chart of Accounts → Add Account → number, name, type Expense → Save |
| Add a new bank account | Finance → Settings → Bank Accounts → Add Bank Account → fill form → Save |
| Create next year's periods | Finance → Settings → Accounting Periods → Add Period for each month |
| Close a completed month | Accounting Periods → find period → Close Period |