Manage invoices
Keeping the accounts with the general ledger
Journal, accounts, profit and loss, balance sheet and year-end closing
The Plugin.ch accounting module keeps the club's double-entry accounts. Invoices, payments and cash register receipts are included automatically; you add the other entries (purchases, salaries, bank charges…). The page Manage the general ledger only appears in the menu if the module is enabled for your club: contact Plugin.ch to enable it.
Open the general ledger
In the left side menu, open Invoices then Manage the general ledger. The banner shows the period displayed, from the start of the financial year to today. Five tabs organise the page: Log, Account, Profit and loss, Bilan and Camt.053.
The “Journal” tab of the general ledger
Consult the journal
The Log lists all entries of the period: date, voucher number (#), Debit account, Credit account, description and amount. Entries for invoices (for example “Adult member: name (No. 2121)” debited to the debtors account) and payments appear automatically. Change the Period then click Show; the search field filters by account, description or amount. The buttons Copy, Excel, CSV, PDF and Print export the journal.
Are you taking over the accounts of previous years? The Import accounts, button to the right of the journal search bar imports your balance sheets and income statements from Excel. See Import accounts from Excel.
Add an entry
Click New entry (the button is available from all tabs). In the panel:
- Accounting document : Date, Document number, Name, Amount ;
- Accounts : Debit account, Credit account. Type the number or name of an account from the chart of accounts and choose it from the list; the two accounts must be different;
- Justificatif (optional): an image, a PDF or an Office document attached to the entry.
The “New entry” panel
Click Add to the journal. The entry appears in the journal and in the details of both accounts.
Consult an account
In the tab Account, choose an account in Choose an account, enter the date in Account balance as at and click Show. You get the account statement: each debit or credit movement, the balance after each movement and the total of the movements. Useful for checking the bank account or the debtors account.
Profit and loss and balance sheet
In the tabs Profit and loss and Bilan, choose the reporting date, then click Voir le Pertes & Profits or View balance sheet. Accounts are grouped by category with their total; the Result for the financial year is displayed at the top. The badges Debit and Credit recall the colour code of the balances; Print produces a paper version.
The profit and loss account for the financial year
The balance sheet at a given date
Import a bank statement (camt.053)
The Camt.053 imports the bank's account statement. Choose the camt.053 (or camt.054) file and the Bank account linked to the file, then click Read the file. Each movement of the statement is displayed: assign it an account (for example an expense account for a supplier invoice), then click Add to the journal.
Importing a camt.053 bank statement
Invoice payments by QR-bill are better processed with Manage invoices → Import payments: they are then matched to their invoice and posted to the journal. See Processing via bank files.
Close the financial year
At the end of the financial year, once all entries have been posted, click Close the year (tab Profit and loss or Bilan) and confirm. Plugin.ch generates the closing entries: the result for the year is carried to the balance sheet and the balances of the balance sheet accounts are carried forward to the new financial year (opening balance sheet).
Before closing: check the balance sheet and the profit and loss, and have the accounts approved. The previous year's result must have been allocated (result account at 0) before closing the following financial year. If in doubt, contact Plugin.ch support.
Plugin.ch Tutorial — Manage invoices