Further set up of administration

Once the basic administrative details have been entered, you can grant the client immediate access. To ensure the smooth processing of documents and bank transactions from the start, it is recommended to complete the setup steps listed below first.

Preliminary setup (Recommended)

Complete the following steps before beginning daily processing:

• Record opening financial balances
  • Enter or import the opening balance.
  • Import or enter the list of outstanding items for accounts receivable and accounts payable.
• Align the chart of accounts
  • Review the list of general ledger accounts.
  • Activate necessary accounts, deactivate unused accounts, or create new ones.
• Add bank accounts (activate bank accounting links)
  Add all relevant bank accounts to the system to enable future connections and statement processing.
• Import contact details
  Import the address book (customers and suppliers) to improve automatic document recognition.
• Activate countries and currencies
  Check and activate the necessary countries and currencies if applicable to the administration.

Record opening financial balances

If accounting records from previous years were maintained in a different software program and are not being entered retroactively into Nmbrs Accounting, it is necessary to enter or import an opening balance sheet.

For a detailed description, see article Enter opening balance sheet and Enter outstanding items debtors and creditors.

Align chart of accounts

A properly configured chart of accounts forms the foundation for accurate bookkeeping. By deactivating unnecessary accounts and adding missing ones, you prevent users from selecting the wrong general ledger accounts when processing documents.

Linki firm template

If you use a standard chart of accounts for your firm, first link this domain's chart of accounts to the firm's template chart of accounts. If your firm uses multiple templates (e.g., for specific industries), select the template applicable to this domain.

For a detailed description, see article Update chart of accounts from other domain.

Create and activate missing GL accounts

Add new GL accounts for specific business processes:

• Revenue accounts: create accounts to properly categorize revenue streams.
• Cost of sales accounts: Immediately create the corresponding cost of sales or purchase accounts.

Next, consult a recent trial balance (or similar report) to identify which accounts are needed in the administration but may not yet be active. Create general ledger accounts to properly categorize revenue and create the corresponding cost of sales accounts.

Deactivate unnecessary GL accounts

Disable accounts that are not relevant to this business to prevent incorrect postings.

1. Example 1: Deactivate vehicle expense accounts if the company does not have vehicles on its balance sheet or in use.
2. Example 2: Deactivate rent accounts if the company owns its own premises.

For a detailed description, see article Set up chart of accounts (GL accounts).

Set up bank accounts

Creating bank accounts and credit card accounts in a timely manner is essential for correctly processing bank transactions and expenses. By immediately selecting the correct type and entering any opening balance, the appropriate GL account is assigned and the balance structure is set up correctly.

Setup steps

• Inventory bank accounts and credit cards
  • Determine which business bank accounts need to be included in the administration(s).
  • List the business credit cards used, where expenses are settled via one of the business accounts.
• Create the account and select the type
  Create the bank account or credit card account in the administration.
  
  ATTENTION!
  Immediately define the correct account type: current account, savings account, and/or time deposit account.
  
  The selected type automatically determines which GL account is linked to the bank account.

• Enter the opening balance (if applicable)
  If the account in question appears on the opening balance sheet, enter the opening balance immediately in the bank account settings.
  Result: Nmbrs Accounting uses this starting balance, along with all processed transactions, to calculate the current closing balance.

For a detailed description, see article Create account (bank account, credit card and/or online payment provider).

Next steps

Have the customer activate the bank accounting links(s) for the automatic import of bank statements

• Rabobank accounting link
• Accounting link with ABN AMRO
• Accounting link with ING
• Accounting link with Knab
• Ponto PSD2 links (Other banks).
  
  

Import contacts

Is a company switching from another software program? Export the contact details (customer and supplier addresses) from the old prkgram and import them directly into Nmbrs Accounting. This eliminates the need for manual data entry and improves automatic document recognition.

Key data per contact

To ensure an optimal import, make sure the export file from the old package includes at least the following fields:

• Contact details: company name, contact type (customer and/or supplier), and contact number.
• Contact and address details: address, postal code, city, country, and email address (for sending or receiving invoices digitally).
• Financial details: IBAN/bank account number and VAT identification number.

TIP!

Export the contacts/master data from the previous software to a CSV or Excel file.

Then, verify that the columns correspond to the required fields in Nmbrs Accounting.

For a detailed description, see article Import contacts.

Activate countries and foreign currencies

To save you from navigating through an endless list when entering addresses or transactions, Nmbrs Accounting sets only the most common countries and currencies to 'active' by default. Does the company do business with foreign parties or use other currencies? You can easily activate these in advance.

For a detailed description, see articles Activate countries or Activate currencies.