{"id":21638,"date":"2022-04-11T13:59:50","date_gmt":"2022-04-11T11:59:50","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-smart-capture\/user-guide\/make-ledger-entries\/"},"modified":"2026-05-13T09:37:39","modified_gmt":"2026-05-13T07:37:39","slug":"make-ledger-entries","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-smart-capture\/user-guide\/make-ledger-entries\/","title":{"rendered":"Make ledger entries"},"content":{"rendered":"\n

General<\/h2>\n\n

Smart Capture allows you to make accounting entries on certain document templates and if your software has the Accounting module.<\/p>\n\n

Before making these accounting entries, you will need to videocode the information in your document or choose a document that is already videocoded.<\/p>\n\n

If you are in the process of videocoding documents, simply click on the Accounting tab<\/p>\n\n

\"\"\/<\/figure>\n\n

Editing mode of accounting entries<\/h2>\n\n

On the right side of your display you can find the information validated previously.<\/p>\n\n

To view the previously validated information, you must re-open the “information” tab and make the change<\/p>\n\n

\"\"\/<\/figure>\n\n

Accounting journal<\/h2>\n\n

Choosing the accounting journal will allow you to classify your entries in the right export batch, and to reverse the columns of these if you choose a sales journal. Its logs can be configured for each folder.<\/p>\n\n

\"\"\/<\/figure>\n\n

Smart Capture allows you to record one or more accounting entry templates for the same third party.<\/p>\n\n

To access the management of these templates, simply click on the<\/p>\n\n

\"\"\/<\/figure>\n\n

Each third party has a writing template pre-built by the software called “Standard Writing”<\/p>\n\n

Of the templates, one is designated as the default template, so Smart Capture will automatically apply it to your entry in the accounting module. Of course, you can change the model at any time. Smart Capture will then recalculate your entry lines to match the selected model.<\/p>\n\n

Add a template<\/h2>\n\n

Click on the pen icon<\/p>\n\n

\"\"\/<\/figure>\n\n

The following window appears:<\/p>\n\n

\"\"\/<\/figure>\n\n

Adding a writing template is done via the<\/p>\n\n

All you have to do is fill in the name of the new model and confirm<\/strong> or cancel<\/strong><\/p>\n\n

\"\"\/<\/figure>\n\n

Allow Discount<\/h3>\n\n

Click “Allow Discount” <\/strong>and this feature duplicates your lines with the discount calculated from the value of the third-party account.<\/p>\n\n

Allow index generation<\/h3>\n\n

This option allows you to assign an amount from a decimal index to a specific account.<\/p>\n\n

Delete a template<\/h2>\n\n

Deleting a template is done directly via the <\/p>\n\n

\"\"\/<\/figure>\n\n

You will then be asked for a confirmation of deletion before finalizing the operation.<\/p>\n\n

\"\"\/<\/figure>\n\n

To select a default template, simply tap the icon to the left of its name. This icon has two positions:<\/p>\n\n

  • : Your template is designated as the default template<\/li>
  • : Your template is not designated as the default template<\/li><\/ul>\n\n

    When you designate a default template, all other templates are changed to no longer be the default<\/p>\n\n

    The standard accounting entry model for Smart Capture looks like this:<\/p>\n\n

    Lines 2 and 3 will be duplicated for each VAT rate on the document.<\/p>\n\n

    \"\"\/<\/figure>\n\n

    Add an account<\/h2>\n\n

    To add an account to an accounting line, simply:<\/p>\n\n

    • Start typing the beginning of the account number or part of the account number label in the Account column<\/li><\/ul>\n\n
      \"\"\/<\/figure>\n\n
      • Then use the keyboard or mouse to select the desired account from the list. You can directly press the enter key if there is only one account left in it.<\/li>
      • Your account is correctly assigned to the line, to change it just do the same operation.<\/li><\/ul>\n\n

        Change the label<\/h2>\n\n

        To change the label of a row:<\/p>\n\n

        1. Double-click on the cell in the “label” column of this row<\/li>
        2. Enter the new label<\/li>
        3. Press Enter or exit the cell to commit the change only on that line OR Press CTRL+Enter to apply the change to all lines.<\/li><\/ol>\n\n

          Analytical Breakdown<\/h2>\n\n

          To activate the analytical breakdown, simply click on the <\/p>\n\n

          A window will appear, which will allow you to set the breakdown ex: by section<\/p>\n\n

          \"\"\/<\/figure>\n\n

          Then click on the “validate<\/strong>” button<\/p>\n\n

          You’ll notice that the line for the analytical breakdown has been bolded<\/p>\n\n

          \"\"\/<\/figure>\n\n

          Validate the document<\/h2>\n\n

          To validate the document, the entries must be complete and balanced:<\/p>\n\n

          All lines that have an amount in the Debit column or the Credit column must have an account populated.<\/p>\n\n

          The sum in the Debit column must be equal to the sum in the Credit column. You can find this information under your entry table. The color code is as follows:<\/p>\n\n

          Green everything is correct<\/p>\n\n

          \"\"\/<\/figure>\n\n

          Red, there’s a gap in your columns<\/p>\n\n

          \"\"\/<\/figure>\n\n

          Changing the Amount for Lines<\/strong><\/p>\n\n

          Each ledger line amount can be changed:<\/p>\n\n

          • If you enter a random amount: that is unknown to Smart Capture (not present in the document information): Smart Capture will only remember the account number for subsequent documents.<\/li>
          • If you enter an amount that corresponds to an index of the document, it will be linked to the index in the template to be automatically replaced the next time you use that template<\/li><\/ul>\n","protected":false},"excerpt":{"rendered":"

            General Smart Capture allows you to make accounting entries on certain document templates and if your software has the Accounting module. Before making these accounting entries, you will need to videocode the information in your document or choose a document that is already videocoded. If you are in the process of videocoding documents, simply click […]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":21566,"menu_order":5,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-21638","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21638","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=21638"}],"version-history":[{"count":2,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21638\/revisions"}],"predecessor-version":[{"id":21646,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21638\/revisions\/21646"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21566"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=21638"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}