Standard Accounting

MRPeasy has a built-in standard accounting module.

To use it, it should be enabled in Settings -> System settings -> Software settings -> Standard Accounting module: Yes.

It consists of:

chart of accounts,
general ledger,
balance sheet,
profit and loss statement.

All transactions, that are made in manufacturing, stock, procurement, and CRM, are automatically reflected in the accounting.

Demo video.

Jump to:

Setting up accounting.
Automatic accounting transactions.
Inventory tracking.
Configuring custom accounts for product groups.
Locking previous financial periods.
Payroll.

Setting up accounting

To enable accounting, do the following:

Go to Settings -> System settings -> Software settings, and enable the Standard Accounting module.
Go to Accounting. The software will create default accounts.
After the chart of accounts is created, the software will ask you for the accounts start date.

If you do not see menu point Accounting, then check your user rights.

When accounts are created, and the start date is saved, the standard accounting is enabled.

If you want to enter initial account values, please go to Accounting -> Settings -> Accounts -> Manual Journals and create a new journal.

Trialing the standard accounting

We understand that you may want to test the accounting module for a while, and then to discard testing transactions.

There are two options on how to do that:

If all your data (including orders and stock levels) is for testing, please delete it at Settings -> Database Maintenance -> Delete orders and stock only;
If you are using MRPeasy already, and your data is valid, please go to Accounting -> Settings, and change the Accounts start date. All transactions that took place prior to that date, will be ignored.

Chart of accounts

Core principles:

The accounts are divided into different categories.
An account can be a sub-account to a parent account.
Initially, a default chart of accounts is loaded.
For every account, it is possible to choose which kind of automatic journal entries are posted to it.
Journals are automatically generated when specific transactions occur.

Categories of accounts

#	Category	Type	Credit- or Debit-positive	On balance sheet	On profit and loss statement
1	Bank	Asset	Debit	Yes	No
2	Current assets	Asset	Debit	Yes	No
3	Fixed assets	Asset	Debit	Yes	No
4	Current liability	Liability	Credit	Yes	No
5	Future liability	Liability	Credit	Yes	No
6	Equity	Equity	Credit	Yes	No
7	Sales	Revenue	Credit	No	Yes
8	Other income	Revenue	Credit	No	Yes
9	Direct expenses	Expense	Debit	No	Yes
10	Indirect expenses	Expense	Debit	No	Yes

Default chart of accounts

In the default chart of accounts:

the automatic transaction types are pre-configured for certain accounts.
Accounts do not have parent accounts.

The default chart of accounts:

#	Code	Name	Category	Default account for
1	1010	Checking	Bank	payments (Bank)
2	1020	Cash	Bank
3	1100	Accounts receivable	Current assets	unpaid invoices (Accounts receivable)
4	1210	Purchases	Current assets	not received ordered items (Purchases)
5	1220	Materials on hand	Current assets	received parts
6	1230	Work in progress	Current assets	work in progress
7	1240	Finished goods	Current assets	finished goods
8	1260	Non-inventory items	Current assets	non-inventory items
9	1500	Property and equipment	Fixed assets
10	2000	Accounts payable	Current liability	unpaid purchase orders (Accounts payable)
11	2310	Sales tax payable	Current liability	sales tax
12	2350	Customer prepayments	Current liability	customer prepayments
13	2400	Applied manufacturing overhead	Current liability	applied manufacturing overhead costs
14	2500	Accrued payroll	Current liability	direct labor costs
15	2700	Transfer orders liability	Current liability	transport costs at transfer orders
16	3000	Equity	Equity
17	4000	Sales	Sales	sales
18	5000	Cost of goods sold	Direct expenses	shipped goods (Cost of goods sold)
19	5800	RMA service	Direct expenses	RMA service orders
20	5900	Inventory adjustments	Direct expenses	manual stock lots, manual write-offs
21	6000	Wages expense	Indirect expenses
22	6200	Income tax expense	Indirect expenses
23	6400	Utilities expense	Indirect expenses
24	6450	Office supplies	Indirect expenses
25	6600	Advertising expense	Indirect expenses
26	6700	Bank fees	Indirect expenses

Configuring an account

Accounts can be created and managed at Accounting -> Chart of accounts.

For creating a new account:

Go to Accounting -> Chart of accounts.
Click '+' to add a new account.
Choose the Category, enter the Number, and the Name.
Optionally, choose the Parent account.
Optionally, under Default account for, select transaction types for which this account is used when journal entries are automatically made.

For configuring an existing account:

Go to Accounting -> Chart of accounts.
Click on the account to open its details for viewing and editing.

Different inventory accounts per product group

It is possible to set different inventory accounts per product group at Stock -> Stock settings -> Product groups -> Product group details -> Inventory account.

Changing the account of a product group when items are in stock

The change of the product group mapping to a general ledger account has no back-value effect. That is, parts accounted for on the previous account will still be reflected on that account after the configuration change.

If you need the product group inventory value reflected fully on the new account, you must calculate the inventory value of it on the old account for the date, when the setting was changed, and make a manual journal to transfer the amount from the old account to the new account.

Transactions

When some transaction happens in MRPeasy, a journal entry is automatically made.

#	Source document	Event	Posting date	Debit account	Credit account
Purchasing
1	Purchase Order	Purchase Order is created	No transaction
1.1	Purchase Order or Purchase Invoice	Invoice is received and entered (the 'Invoice ID' is saved).	"Invoice date" of PO, or “Created” date of PI	Purchases, Sales Tax Payable	Accounts Payable
1.2	Purchase Order or Purchase Invoice	Payment is saved	"Date" of payment	Accounts Payable	Bank (e.g. Checking)
1.3	Purchase Order or Purchase Invoice	Goods are received	"Arrival date" of PO, or "Created" date of PI. *Transaction date is fixed after it is created.	Materials on Hand	Purchases
1.4	Purchase Order or Purchase Invoice	Non-inventory items are received	"Arrival date" of PO, or "Created" date of PI. *Transaction date is fixed after it is created.	Non-Inventory Items	Purchases
Manufacturing
2	Manufacturing Order	Manufacturing Order is created	No transaction
2.1	Manufacturing Order	Parts are consumed	Date when the "consume" button is pressed	Work in Progress	Materials on Hand
2.2	Manufacturing Order	A worker finishes a manufacturing operation at a workstation	Operation's "Actual finish" date	Work in Progress	Accrued Payroll
2.2	Manufacturing Order		Operation's "Actual finish" date	Work in Progress	Applied Manufacturing Overhead
2.3	Manufacturing Order	Manufacturing Order is finished	MO "Finish" date, or the date when "Finish production as planned" is pressed (whichever is earlier)	Finished Goods	Work in Progress
3	Manufacturing Order	A service order is created to repair a rejected stock lot	No transaction
3.1	Manufacturing Order	Parts (incl. the original stock lot) are consumed	Date when the "consume" button is pressed	Work in Progress	Materials on Hand
3.2	Manufacturing Order	A worker finishes an operation at a workstation	Operation's "Actual finish" date	Work in Progress	Accrued Payroll
3.2	Manufacturing Order	A worker finishes an operation at a workstation	Operation's "Actual finish" date	Work in Progress	Applied Manufacturing Overhead
3.3	Manufacturing Order	The service order is finished	MO "Finish" date, or the date when "Finish production as planned" is pressed (whichever is earlier)	Materials on Hand / Finished Goods	Work in Progress
Sales
4	Customer Order	Customer Order is created	No transaction
5	Shipment	Shipment is created (planned)	No transaction
5.1	Shipment	Goods are picked from stock	Date when the "pick" button is pressed	Cost of Goods Sold	Finished Goods
6.1	Invoice	An invoice is created and confirmed (type is ‘Invoice’ and status is changed from 'Dummy' to 'Unpaid')	"Created" date of invoice	Accounts Receivable	Sales, Sales Tax Payable
6.2	Invoice	Payment is saved	"Date" of payment	Bank (e.g. Checking)	Accounts Receivable
7.1	Credit-Invoice	A credit-invoice is created and confirmed (type is ‘Credit-invoice’ and status is changed from 'Dummy' to 'Unpaid')	"Created" date of credit-invoice	Sales, Sales Tax Payable	Accounts Receivable
7.2	Credit-Invoice	Payment is saved	"Date" of payment	Accounts Receivable	Bank (e.g. Checking)
8.1	Prepayment invoice	A prepayment invoice is created and confirmed (type is ‘Prepayment invoice’ and status is changed from 'Dummy' to 'Unpaid')	"Created" date of prepayment invoice	Accounts Receivable	Customer Prepayments, Sales Tax Payable
8.2	Prepayment invoice	Payment is saved	"Date" of payment	Bank (e.g. Checking)	Accounts Receivable
8.3	Invoice	Prepayment is allocated to an invoice (type is ‘Invoice’ and status is changed from 'Dummy' to 'Unpaid')	"Created" date of invoice	Customer Prepayments	Sales
8.4	Credit-Invoice	Prepayment is allocated to a credit-invoice (type is ‘Credit-invoice’ and status is changed from 'Dummy' to 'Unpaid')	"Created" date of credit-invoice	Customer Prepayments	Accounts Receivable
Inventory
9.1	Stock lot	A manual stock lot is created during the stock-taking	"Available" date of the stock lot when its status is saved as "On hold" or "Received". Or date when it was added with the Stock -> Inventory function. *Transaction date is fixed after it is created.	Materials on Hand / Finished Goods	Inventory Adjustments
9.2	Write-off	A manual write-off is created during the stock-taking	"Created date" of the write-off	Inventory	Materials on Hand / Finished Goods
Subcontracting
10	Purchase Order	Subcontracting PO is created.	No transaction
10.1	Purchase Order or Purchase Invoice	Invoice is received and entered (the 'Invoice ID' is saved).	"Invoice date" of PO, or "Created" date of PI	Purchases	Accounts Payable
10.2	Shipment for PO	Parts are picked from stock, issued to the subcontractor.	Date when the "pick" button is pressed	Work in Progress	Materials on Hand
10.3	Purchase Order or Purchase Invoice	Subcontracting PO (not for an operation in a MO) is received	"Arrival date" of PO, or "Created" date of PI. *Transaction date is fixed after it is created.	Finished Goods	Work in Progress, Purchases
10.4	Purchase Order or Purchase Invoice	Subcontracting PO, made for an operation in a Manufacturing Order, is received.	"Arrival date" of PO, or "Created" date of PI. *Transaction date is fixed after it is created.	Work in Progress	Purchases
RMA
11	RMA order	RMA order is created and received	No transaction
11.1	Stock lot	The received item is returned into general stock (status of the stock lot is changed from 'RMA returned' to 'Received', the cost is manually assigned)	"Available" date of the stock lot when its status is saved as "On hold" or "Received". *Transaction date is fixed after it is created.	Materials on Hand / Finished Goods	Inventory Adjustments
11.2	Manufacturing Order	RMA service order: a worker finishes an operation at a workstation	Operation "Actual finish" date	RMA service	Accrued payroll
11.2	Manufacturing Order		Operation "Actual finish" date	RMA service	Applied manufacturing overhead
Other transactions
12	Transfer Order	A transfer order is shipped and fees are applied	"Shipment date" of transfer order	Materials on Hand / Finished Goods	Transfer orders liability
13	Any document	When a source document is updated so that values change original transactions, then these transactions are updated.	The date of the original transaction.	The original transaction is changed.
14	Any document	When a source document is deleted/canceled, then transactions are canceled.	The date of the original transaction.	The original transaction is canceled.

Inventory tracking in MRPeasy

In MRPeasy, the principles of inventory tracking are the following:

All items in inventory are tracked using stock lot tracking within MRPeasy. I.e. each batch of physical items is accounted for separately.

A stock lot is an internal business object in the MRPeasy software, used for providing the FIFO method of using goods, and also for specific functionality, like expiry date, or batch traceability. Without such specifics, you do not need to operate with stock lots in your daily business (MRPeasy does it in the background).
By default, MRPeasy uses FIFO (FEFO, when Expiry dates are used) principle when booking goods for consuming or shipping goods from inventory.

It is possible to manually manage and override the bookings and consumption of inventory, e.g. for actual costing and/or for very detailed tracking and traceability.
Financial transactions are automatically made when specific events happen with the inventory.

Inventory tracking financial transactions step-by-step

In MRPeasy, together with all automatic accounting transactions, the inventory tracking and financial transactions work as follows:

All items in inventory are tracked using stock lot tracking within MRPeasy. I.e. each batch of physical items is accounted for separately.

A stock lot is an internal business object in the MRPeasy software, used for providing FIFO method of using goods, and also for specific functionality, like expiry date, or batch traceability. Without such specifics, you do not need to operate with stock lots in your daily business (MRPeasy does it in the background).
When a purchase order is ordered and a purchase invoice ID is entered, but items are not yet received, then the cost of items is posted on a purchases account:
D Purchases (Current assets)
C Accounts payable (Liabilities)
When purchased items are received, then items are transferred from purchases to materials on hand:
D Materials on hand (Current assets)
C Purchases (Current assets)
Additional expenses incurred with purchases (e.g. transport, customs) can be accounted into the cost of the procured items, by entering them as “Additional fees” on the Purchase Order (or Purchase Invoice).
D Purchases (Current assets)
C Accounts payable (Liabilities)

Once the PO is received:
D Materials on hand (Current assets)
C Purchases (Current assets)
When a manufacturing order is planned, then according to the bill of materials, the materials are reserved for this job.
When materials are reported consumed in production, they are moved to work in progress (WIP):
D Work in progress (Current assets)
C Materials on hand (Current assets)
When an operation is paused/finished, then the performed direct labor and the applied manufacturing overhead costs are posted to WIP according to recorded start-stop times:
D Work in progress (Current assets)
C Accrued payroll (Liabilities)
D Work in progress (Current assets)
C Applied manufacturing overhead (Liabilities)
Once a manufacturing order is finished, WIP is cleared and posted to finished goods:
D Finished Goods (Current assets)
C Work in progress (Current assets)
When additional fees are posted to transfer orders, these increase the cost of the transferred items:
D Materials on hand / Finished goods (Current assets)
C Transfer Orders liability (Liabilities)
When products are shipped to the customer, then the cost of the products is posted to cost of goods sold account:
D Cost of goods sold (Expenses)
C Finished Goods (Current assets)
When a manual inventory adjustment is made:
D Materials on hand / Finished goods (Current assets)
C Inventory adjustments (Expense)

or
D Inventory adjustments (Expense)
C Materials on hand / Finished goods (Current assets)

Locking historical financial records

To prevent modification of historical financial records, the books closing date should be set at Accounting -> Settings -> Books closing date.

The date is inclusive. Any action in the system, which would affect accounts on that day or earlier, will be blocked.

How can previous financial records change, when books are not closed

Primarily, historical records can change if documents are changed. E.g. a modification or deletion of a Purchase Order will have cascading effects through the system, as the cost of materials changes.

Using planned goods

By default, the software allows using (consume, ship, transfer) goods which are not received, i.e. goods that are planned.

In such a case, when planned goods are used, then when goods finally are received (e.g. PO is received), financial transactions are done retrospectively.

The software works as follows when a stock action (shipment, consumption, transfer, write-off, etc.) has been made for items which are not received yet:

When the action is saved, an accounting transaction with 0 value is recorded for that date, because the items are not in stock.
Once items are received, then that value is updated. If books are closed, this action is blocked.

When the software setting "Use planned goods = No" is used, it is not possible to use (consume, ship, transfer) goods that have not been received.

Additional fees on Purchase orders

When adding "Additional fees" to Purchase Orders, the cost of all items on that PO will be updated, incl. items that were received in the earlier periods. When books are closed, this action is blocked.

Payroll

Payroll report

This report shows the performance pay per employee during the period.

When the Professional function Piece Payment is enabled, then it is possible to choose how employees are paid:

Time-payment - Operation duration x Hourly rate
Piece-payment – Price per piece x Quantity
or both.

When the Piece Payment function is disabled, then only time-payment can be applied, when an hourly rate is set in employees’ details.

If you have a right to view users, it is possible to click on the user’s name and see the list of operations that were performed by the employee during the period.

Processing payroll

It is possible to process payroll with manual journal entries.

When you are making payroll, you should:

Use manual journal entries to enter the payroll and payments at Accounting -> Manual journals.
Use manual journal entries to zero the accrued payroll account periodically.

A simplified example with numbers:

The following automatic journals happen:
1. When work is reported in a Manufacturing Order (MO) (Assumption: materials costs and applied manufacturing overhead costs are 0.)
D Work in progress (Current assets) 100
C Accrued payroll (Current liability) 100

2. When the MO is finished
D Finished goods (Current assets) 100
C Work in progress (Current assets)100

3. When the product is shipped
D Cost of goods sold (Expense) 100
C Finished goods (Current assets) 100
When payroll is made, the following manual journals could be made:
4. When payroll is calculated:
D Wages and salaries (Expense) 1000
C Payroll (Current liability) 1000

5. When payroll is paid:
D Payroll (Current liability) 1000
C Bank (Current assets) 1000

6. Periodically accrued payroll account is zeroed:
D Accrued payroll (Current liability) 100
C Wages and salaries (Expense) 100 (This expense will be reported in the COGS account, in the same period when the product is sold.)

As the above is only a generic simplified example, please always consult your account and be sure to follow local laws and regulations.