Recording an entry

An entry puts one account on the debit side and one account on the credit side. In the journal, click Add and choose: Simple Entry (one debit, one credit), Multiple Entry (one common account against several accounts) or Template Entry (an entry saved in advance).

1. 1Date and Piece No.the date must fall within the fiscal year; GestiClub suggests today's, or that of the entry you have just entered. The piece number follows the fiscal year's last number; you can change it.
2. 2Label and attachmentthe label is required. The paperclip adds attachments (see "Attachments").
3. 3Debit and Credittype a number or part of a label to find the account. The two accounts must be different.
4. 4Amount and CCthe amount, greater than zero. CC chooses a cost center; it appears as soon as an active cost center exists (see "Cost centers").
5. 5Reverse in next fiscal yearfor an accrual entry, such as an expense paid in advance: at the closing, GestiClub records the reverse entry on the first day of the next fiscal year.
6. 6Save as templatekeeps the accounts, the amount and the label for a future entry (see "Entry templates").
7. 7Save and CancelSave records the entry.

After Save, the window stays open and empties, with the next piece number and the same date: you enter the entries of a batch of documents one after the other. Cancel closes the window. When you edit an existing entry, the window closes on saving.

The multiple entry spreads an amount over several accounts: an invoice split over three expense accounts, a tournament's takings (registrations, refreshment stand, sponsors). A single account, the common account, faces all the lines.

1. 1Date, Piece No., Type and Common accountType says which side the common account is on: Debit or Credit. For an invoice paid, the bank account is on the credit side; for income collected, it is on the debit side.
2. 2Label and attachmentthe entry's label.
3. 3Detail Linesfor each line, the Counterpart (the account), a Line Description, the Amount and the CC. A multiple entry has at least two lines.
4. 4Add a lineadds a detail line. Beyond two lines, the cross on the right of a line removes it.
5. 5Reverse in next fiscal yearas for the simple entry.
6. 6Totalthe sum of the lines: it is the amount of the common account.

A template saves you from entering a recurring entry again: the quarter's bank charges, a match's takings. To create one, fill in an entry, simple or multiple, and click Save as template: GestiClub asks for a name: it suggests the label, and two templates cannot have the same name. The template keeps the accounts and the amounts, not the date or the piece number.

To use it, click Add › Template Entry.

1. 1The searchby template name.
2. 2All, Simple Entry and Multiple Entryfilter the list by type.
3. 3A templateits name and a badge: S for a simple entry, M for a multiple entry. Click it to open the entry, already filled in.
4. 4The bindeletes the template, after confirmation.

The entry opens with the suggested date and the next piece number; complete it, then click Save. The window stays open on the template, ready for the next entry. A template cannot be edited: create a new one, then delete the old one.

Each entry can carry up to five supporting documents, of 10 MB each: PDF, JPG, PNG, GIF, Word and Excel. Click the paperclip in the entry's window. On a new entry, the files are attached when you click Save.

1. 1Add Attachmentchooses a file on your computer.
2. 2The listeach file with its type and its size. Click it to display it.
3. 3The binremoves the attachment, after confirmation.
4. 4The previewa PDF or an image is shown here; another file is downloaded with Download.

In the journal, a paperclip marks the entries that have attachments: click it to open them. In a closed fiscal year, you look them up but can no longer add or remove any.

On cash basis, the entry window asks the question differently: you do not have to think in debit and credit.

1. 1TypeExpense, Income or Free entry.
2. 2Cash account and Expense accountthe account the money leaves from (the cash box or the bank), and the account of the expense.
3. 3Save and Cancelas for any entry.

The rest of the window is that of the simple entry, without the Reverse in next fiscal year box.

• In the simple entry, for an Expense, choose a Cash account (the cash box, the bank) and an Expense account; for Income, a Cash account and an Income account. Free entry keeps the Debit and Credit fields.
• In the multiple entry, the Type field offers Expense, Income, Free (D) and Free (C); the common account is a cash account for an expense or income.