The financial setup determines, together with the product category setup, which accounts Sapera uses when the system automatically generates entries. Automatically generated entries occur when Sapera itself creates the entries — as opposed to manual entry in a posting journal. Sapera creates entries itself in, among others, the following situations:
When posting a sales invoice, when posting a purchase invoice, when posting a day-end closing (day-end), when executing outgoing payments (bank payouts), when calculating interest, on automatic stock adjustment, and on the year-end run (year-end closing).
Other setup areas that affect the choice of account during generation include customer categories, supplier categories, and individual overrides on the specific customer or supplier via customer setup or supplier setup. The fields in the financial setup act as default values that can be overridden by these more specific setups.
Go to Financial, select Setup in the left menu and click Financial setup. You are now on the page where all financial setup settings are visible and can be edited for the selected organisational unit.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
At the top of the page, a component for selecting an organisational unit is shown. Here you select the unit (store, warehouse, webshop, or superior level) whose financial setup you want to view or edit. Fields that are not filled in on the selected unit automatically inherit the value from a superior level in the hierarchy. Inherited values are shown as a dimmed placeholder value in the field, so you can see which account will be used, even if it is not explicitly set on the level in question. If you want to set a value other than the inherited one, you simply fill in the field — then your local value applies for the selected unit and all units below that have not set their own.
Remember to save your changes with Apply before you leave the screen.
Apply: Saves all changes on the selected organisational unit. The button is only shown when there are unsaved changes.
Cancel: Discards all unsaved changes and restores the most recently saved values. The button is only shown when there are unsaved changes.
Check Winkas settings: Runs a server validation of the Winkas connection and shows the result in a dialog. The button is only shown when the tenant is configured with Winkas integration and Send journals to Winkas is enabled.
Fill with test account (context menu): Right-click (or long-press on touch) on the page to open the context menu and select Fill with test account. This function fills all account fields with mock accounts (a mock balance account and a mock operating account) and is intended for quick setup in a test environment. Do not use it in production without subsequently adjusting the account numbers to the correct accounts.
Accounting name: Mandatory dropdown. Sapera supports several separate accountings (tax entities) in the same tenant. This is often used by chain stores, where gift cards and internal transfer take place within the chain, but where each store can have its own completely separate accounting and stock. Here you select the accounting to be used for the selected organisational unit. The field controls which accounting entity the other accounts and journals on the screen belong to.
First balance account: Mandatory, must point to a balance account. Used in connection with the balance report to indicate where the division between operating and balance accounts takes place. Accounts from and including this account number are treated as balance accounts in the balance report.
Profit for the year account: Mandatory, must point to a balance account. Used on the year-end run (year-end closing) to move the sum of operating accounts to the profit for the year on the balance sheet.
The following accounts are used as default values when a new product category is created. The values are copied down to the product category and can subsequently be edited under the product category setup. They are all mandatory.
Default sales account: The default account for recording sales on new product categories.
Default discount account: The default account for recording discounts given on the sale.
Default sales account without VAT: Default sales account used when the sale should be posted without VAT.
Default used sales account: Default sales account for the sale of used items.
Stock, increase: The default account for stock increase (when items are added to the stock).
Stock, decrease: The default account for stock decrease (when items are removed from the stock).
Default cost of goods account: The default account for recording cost of goods (cost price on sale).
Default cash account: Mandatory. Used by default to record cash transactions in the system and ensures correct posting on cash payments.
Default bank account: Mandatory. The account automatically used to record bank-related transactions such as transfers, payments, and deposits. Also used as a fallback account for a number of other functions that do not have a specific account set up.
FI advice account: Optional. Acts as a contra account when loading FI files and is normally set to the company's bank account.
Gift card account: Mandatory. Used for both the issuance and redemption of gift cards.
Rounding account: Mandatory. Handles the differences that arise from rounding amounts. Used, among others, for cash payments and point-of-sale sales, where small amount differences arise (e.g. when a price of DKK 9.95 is paid in cash with DKK 10).
Default payout contra account: Mandatory. Used as a contra account when bank payouts (outgoing payments) are generated, and is often set to the company's bank account.
Default customer account: Mandatory. Used as a debtor/customer control account. The field does not accept accounts of VAT type. Can be overridden on customer category or via customer setup on the specific customer.
Default supplier account: Mandatory. Acts as a creditor/supplier control account. Can be overridden on supplier category or via supplier setup on the specific supplier.
Too much in the cash register: Mandatory. Used to record surplus (cash difference) at cash register day-end — i.e. when the cash count shows more than the expected amount.
Too little in the cash register: Mandatory. Used to record shortage (cash difference) at cash register day-end — i.e. when the cash count shows less than the expected amount.
Transfer to bank account at day-end: Optional. Used for transfers from day-end to bank, when the cash balance is transferred.
Default credit note account: Mandatory. Used when a credit note is issued or used in the cash register.
Balance error account: Optional, must point to a balance account. Error account for the balance (status). If the setup is missing a relevant balance account, this account is used as a safety net. It normally points to an account that does not allow postings, so errors become visible.
Operating error account: Optional, must point to an operating account. Error account for operations. If the setup is missing a relevant operating account, this account is used as a safety net. It normally points to an account that does not allow postings, so errors become visible.
Reminder run fee account: Optional, operating account. Used for posting fees in connection with a reminder run.
Account for creditor discount amount: Optional. Records discounts obtained on early payments to suppliers (cash discount).
Stock adjustment account: Optional. Used to adjust the stock value in specific cases, e.g. on partial credit notes from suppliers.
Interest account: Optional, operating account. The contra account used in interest calculation. When Sapera calculates and posts interest on debtors, the interest amount is posted against this account. The account must be filled in for interest calculation to be carried out.
Settlement account: Optional. Used for the settlement of subscription invoices that are settled via the Billwerk integration. Used when Sapera posts the settlement of a subscription itself.
The following accounts can be filled in for use with VAT reporting and duty settlement, if relevant for the company. All fields are optional and are grouped under Tax and duty accounts.
Oil and bottled gas duty account: Account for recording oil and bottled gas duty.
Electricity duty account: Account for recording electricity duty.
Natural gas and town gas duty account: Account for recording natural gas and town gas duty.
Coal duty account: Account for recording coal duty.
CO2 duty account: Account for recording CO2 duty.
Water duty account: Account for recording water duty.
These fields determine which posting journals the automatically generated entries end up in. All fields are dropdowns that show the available finance journals.
Invoice posting journal: Used when posting sales invoices.
Purchase invoice posting journal: Used when posting purchase invoices.
Purchase invoice cash posting journal: When a purchase invoice is registered as paid in cash, this journal is used for the posting.
Finance journal on stock adjustment: When Sapera adjusts the stock value, the entries are created in this journal. Example: if a product is sold before it is in stock, at a default cost price that differs from the final cost price when the item arrives in stock, Sapera creates an automatic cost price adjustment. Automatic stock adjustment can be turned completely on or off by leaving this field empty — if the journal is empty, no finance entries are created for the adjustment.
Reminder run posting journal: The posting journal used when posting a reminder run.
Interest journal: The posting journal used when the interest calculation is posted.
Default cash payment option for change: Dropdown. The payment option used when money is returned in cash in the cash register (change). Selected among the defined cash payment options (Cash type) for the organisational unit.
Automatically reconcile invoice: Checkbox. Typically used on organisational units of the type Webshop. If the webshop guarantees that the payment has taken place before the order is transferred to Sapera, this setting can be enabled, so Sapera posts the invoice as automatically paid on receipt.
Account for automatic registration of invoice payment: Only shown when Automatically reconcile invoice is enabled. Specifies the account the payment is recorded on when an invoice is reconciled automatically. The field is optional — if it is empty, Default bank account is used as a fallback.
The Winkas section is only shown for businesses configured with Winkas integration. It is not a generally available setting for all Sapera customers. Contact support if you have questions about Winkas setup.
Send journals to Winkas: Checkbox. When the setting is enabled, the created finance journal flows are forwarded to the Winkas system. Enabling this field makes the other Winkas fields visible and mandatory.
Winkas API address: Only shown when Send journals to Winkas is enabled. The address (URL) of the Winkas API endpoint that Sapera sends data to. The field validates that the address has the correct URL format.
Winkas client id: Only shown when Send journals to Winkas is enabled. The client id (tenant id) in Winkas that identifies the company data should be sent to.
Winkas user: Only shown when Send journals to Winkas is enabled. The username used for authentication against the Winkas API.
Winkas password: Only shown when Send journals to Winkas is enabled. The password belonging to the specified Winkas user.
Winkas journal (name): Only shown when Send journals to Winkas is enabled. The name of the finance journal in Winkas that the entries should be sent to.
Winkas default posting type (name): Only shown when Send journals to Winkas is enabled. The name of the default posting type in Winkas to be used when sending entries.
Use the Check Winkas settings button to validate that the entered Winkas information is correct before you save. The button is only shown when the Winkas section is active.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Accounting - Financial setup
This article explains how to configure financial setup in Financial
VAT balance
This article explains how to use the VAT balance as a control tool to ensure correct VAT accounting.
Add default accounts
This article explains how to create and use accounts from the default chart of accounts in Sapera
