Preparing the accounts and invoicing

At his first login, Luc arrives on the treasurer's dashboard. The Debtors block warns him that no fiscal year is open: this is the first thing to do, because invoicing does not open without a fiscal year either.

1. 1Accountingthe module's icon, the last one in the navigation bar.
2. 2No fiscal year openthe reminder of the Debtors block.

Click Accounting: the New fiscal year wizard opens. It also opens if you start with Invoicing. It has neither a cross nor a Cancel button: the module only opens once the fiscal year is created.

1. 1Designationthe name of the fiscal year, suggested from its dates.
2. 2Start and Endthe start follows the season start set in the club's general settings: 1 July for FC Les Tilleuls. The end is suggested one year later, minus one day.
3. 3Accounting methodthe most important choice, explained below.
4. 4Currency and chart of accounts templatethe club's currency and the chart of accounts that will be installed, here the one for Swiss associations, in the club's language.
5. 5Create Fiscal Yearcreates the fiscal year and installs the chart of accounts.

The method decides how invoices enter the accounts:

• Double-entry with debtors: full bookkeeping. Each invoice sent is posted, then its payment: the balance sheet shows at any time what the members still owe the club. It is the recommended choice as soon as the club invoices with GestiClub.
• Double-entry without debtors: accounts that are just as complete, but an invoice only enters them once it is paid.
• Cash basis: a simple list of the income and expenses of the cash box and the bank accounts, without debit or credit. It suits small clubs.

FC Les Tilleuls invoices its subscriptions with GestiClub: Luc keeps Double-entry with debtors, already selected, and clicks Create Fiscal Year. The journal is shown, still empty.

The new fiscal year does not contain any amount yet. For the accounts to start from reality, take over what the club owns on the first day of the fiscal year: the money in the cash box and the bank account and, opposite, the club's capital, that is what it owns once its debts are paid. These amounts are in your old accounts or on your statements. Click Tools › Opening balance: the Opening balances window opens.

1. 1Click an account in the list, here 1000 Cash.
2. 2Enter its Opening balance, then press the Enter key.
3. 3Do the same for 1020 Current account 1, the bank account, and for 2800 Association capital.
4. 4When the total of the assets equals that of the liabilities, click Save.

1. 1The accounts filled inwith Show only accounts with a non-zero opening balance ticked, only the cash box (320.00), the bank (14'680.00) and the capital (15'000.00) are left.
2. 2The account chosen and its balancethe Enter key confirms the amount and moves to the next account.
3. 3The totals15'000.00 on the assets side as on the liabilities side. If they differ, GestiClub shows the difference in orange.
4. 4Saverecords the balances in the journal.

GestiClub creates one opening entry per account, dated the first day of the fiscal year:

1. 1The opening entriesone per account, on 1 July, with the label "Opening balance". Opposite each one, the opening account 9100.