Under Admin > Accounts you can manage the library service's accounts. Accounts can be used for acquisition, such as a material account and a preparation account, or for handling balances, such as a fee account and a compensation account. In addition, an invoice reminder account can be created for registering reminder fees from material suppliers. You can also manage account periods.
This shows the configuration of accounts.
Accounts
Creating accounts
You can create an account by hovering the mouse over an existing account in the account hierarchy and clicking the create icon , or by clicking "Create base account" to create your first account.
Here a new account can be created.
Then enter a unique account number along with additional information and click "Save" to create the account. Accounts can be organised into hierarchies as needed. Note that a preparation account, fee account and compensation account must be open and cannot have sub-accounts.
External account number
To add an external account number, which is necessary for communicating with an external financial system, select a provider under ”External account type”, and depending on the provider, enter the required information as a comma-separated list under ”External account details”.
Read more under Implementing invoice integration.
Editing and closing accounts
To edit an account, click the desired account in the hierarchy. You can now edit account details and save changes with "Save". If an account needs to be closed, this is also done here. Note that certain conditions must be fulfilled before closing. If the conditions are not fulfilled, a message will be shown.
Deleting accounts
An account can be deleted by opening the relevant account and clicking "Delete". After confirming the deletion, an attempt is made to delete the account. If this is not possible, a message is shown. For example, you cannot delete an account with associated sub-accounts or periods with open movements. A deleted account cannot be restored.
Account periods
Creating account periods
Accounts can have one or more account periods in which movements are made. Account periods can only be created on the base account, and automatically apply to all open sub-accounts. Create a period by clicking "Create period" on the main page, or in the period tab for the base account, by clicking the create icon . If the dates overlap with another period, it cannot be created. Allocations and payments take place in the current period. That is, a payment made in 2024 takes place in the 2024 account period, and a payment in 2025 takes place in the 2025 account period.
This shows the creation of a new period
Editing account periods
The budget for an account period can be changed by opening the account and selecting the period tab. Select the desired period, and adjust the budget and period settings. Save the changes by clicking "Save". Remember that certain conditions must be fulfilled to close a period. If the conditions are not fulfilled, you will receive a message. The changes only affect the selected account.
Deleting account periods
To delete an account period, select the base account and the desired period. Then click "Delete" and confirm. If the period cannot be deleted, you will be notified. For example, you cannot delete an account period if it has account movements associated with it. Deletion takes place on the base account and all sub-accounts.
History of budget changes
A history of budget changes for an account period can be shown by opening the account and selecting the history tab. Here you can see the changes and understand how the budget has been adjusted over time for a given period.