Bookkeeping: vouchers, balance adjustments and SIE files

Every bookkeeping entry in Quiddly is a voucher: a set of postings on bookkeeping accounts that add up to zero. This guide covers the everyday tasks around vouchers: finding out how something was booked, correcting a booking, registering a manual entry, moving a client’s balance, and exporting the bookkeeping as a SIE file.

Posted bookkeeping is never edited. A wrong booking is corrected by reversing the voucher and booking again.

Find out how something was booked

Go to Accounting > Vouchers. The list shows the voucher Id, Date, Topic, Currency, Type, Description and Status.

• The chips above the list narrow it by topic: All, Internal, Client and Internal export.
• All filters narrows it to the vouchers that relate to one event, for example by Client ID, Invoice ID, Payment Transaction ID or Payout Batch ID.
• The arrow at the start of a row expands the voucher and shows its postings: account, account code, debit and credit in the original currency and in the system currency, and the exchange rate (FX).
• The link icon on a row, Related Business Events, lists the business events the voucher was created for: the invoice, payment, payout or client account transaction behind it.

Click a row to open the voucher itself. Its Related Business Events link icon is in the card header, and Reverse Voucher is in the card’s menu.

Rebook an entry that was booked on the wrong account

1. Open the voucher at Accounting > Vouchers.

2. Open the card’s menu and choose Reverse Voucher.

3. Optionally type a Reverse Voucher Description. If you leave it empty, Quiddly writes “Reversed voucher:” followed by the description of the original.

4. Press Confirm. Quiddly creates a new voucher with the opposite postings and opens it. The original voucher stays as it was.

5. Book the entry again on the right accounts, with Register a voucher.

Both internal and client vouchers can be reversed. The reversing voucher is dated today, not on the date of the original, so it is refused if today falls inside a closed period (see Closing of Accounts).

Reversing a voucher needs a right. See Rights, roles and users and the rights catalogue.

Register a voucher

Use a manual voucher for an entry that no event in Quiddly creates, for example a bank fee. Press the + next to Vouchers in the Accounting menu to open Register Voucher.

1. Under General information, set the Transaction date, the Original currency and a Description. Client, Invoice ID and Comment are optional.

2. Under Postings, pick an Account on each row and enter the amounts in the Debit and Credit columns that are labelled with the original currency. Rows without an account are dropped when you save.

3. Check the Summary. Create & bookkeep is available when every point under Before you register is met: a date and a description are set, at least one row has an account, and debit equals credit, in the original currency and in the system currency.

4. Press Create & bookkeep.

Choose the Original currency before you enter any amounts. For a foreign currency the columns for the system currency are calculated from the FX rate of each row, so you only type in the original currency.

Foreign currency and the SIE export

By default the SIE file uses the system currency amounts. If your environment exports SIE files with amounts in the original currency, a posting that has 0 in the original currency counts as zero and the voucher is left out of the file, even if it has an amount in the system currency. After you save a foreign currency voucher, expand it in the voucher list and check that the debit and credit in the original currency are not 0. To switch the export between the two ways, contact Quiddly support.

Adjust the balance of a client account

Use Adjust balance to add an amount to, or deduct an amount from, a client’s account. It is the way to keep an amount that is a balance item and not an income item out of the next payout, for example a loan amortisation. It also corrects the value in the system currency of a client’s foreign currency account.

1. Open the client at Registry > Clients and go to the Bookkeeping tab.

2. In the Client Fund Accounts list, open the row menu of the account and choose Adjust balance. The same action is in the header of the client account page.

3. Set the Transaction Date and the Bookkeeping Date. Both start on today.

4. Enter the Amount. A positive amount adds to the balance and a negative amount deducts from it. For an account in a foreign currency there is also Amount (locale), the value in the system currency. It is filled in from the current exchange rate when you type the amount, and you can change it.

5. Check the Description, then select the Internal bookkeeping account and the Client bookkeeping account to book against.

6. Press Confirm.

The adjustment creates a voucher on the internal bookkeeping account and one on the client bookkeeping account. If the Bookkeeping Date falls inside a closed period, it is refused.

To move an amount to another account of the same client instead, press New transfer on the same tab. In the Transfer amount window, pick the From Account and the To Account among the client’s fund and pledge accounts, set the dates, the Amount and a Description, and press Transfer.

Adjusting a balance needs a right. See Rights, roles and users and the rights catalogue. Payouts read the account balance, see Client fund accounts.

Generate a SIE file

The SIE file carries Quiddly’s internal bookkeeping to your ERP.

1. Go to Accounting > Bookkeeping and open the Export accounting tab.

2. Press Generate files.

3. In Generate SIE files, set Include from and Include until. They start on one month back and today.

4. Press Generate. The file is built in the background and appears in the list when it is ready.

5. Use the download menu on the row to get SIE file and Report, a summary of the same entries.

The list shows the Type, From Date, To Date, Created Date, Created by, No. Dates and No. Transactions of each file, newest first. Only one generation can run at a time.

To let an accountant generate SIE files, see User administration.

What goes into a file

Rule	What it means
Unexported vouchers only	A voucher is exported in one file only, so nothing is booked twice in your ERP. A run over a range where every voucher is already exported produces no file. The window does not say so: the new file is simply missing from the list, and the file you see at the top is the latest one generated.
Dated inside the range	The voucher’s transaction date must fall between Include from and Include until.
Accounts starting with 9 are left out	Postings on accounts with an account number starting with 9 are not exported.
Summed per day and currency	The file holds one entry per day and currency, with the postings summed per account, client, currency and country. This keeps your ERP from receiving thousands of separate entries. Postings that add up to zero are left out.

A correction made by reversing a voucher is dated on the day of the reversal. It is exported by a file whose range includes that day. Running the range of the original period again produces no file, because those vouchers are already exported. Generate a file that includes the day of the reversal to get the correction into your ERP.

Reconcile against the bank

Because the file is summed, an incoming and an outgoing payment can end up in the same entry. Reconcile single transactions in Quiddly instead: in Reports, run Intern Huvudbok for the bookkeeping account of the bank. An imported payment is booked on its payment date. For a payment registered through the API, that is the date the sending system supplied, so a date that differs from the bank’s comes from that integration.

For how the totals in the general ledger are compared with Quiddly’s reports at period end, see Closing of Accounts.