Accounting and books

Accounting keeps your workspace's double-entry books from the records you already make: every installment that falls due, every approved payment, every discount, write-off, deposit and expense becomes a journal entry on its own. Nothing is typed twice, and nobody writes an entry for rent or for a maintenance bill.

Turning it on

Accounting is off until a workspace admin turns it on under Settings → Configuration → Modules. It is available on the Starter and Professional plans and during the free trial. On the Free and Solo plans the switch shows a lock and an upgrade link instead.

If the switch reads Not available yet instead, Accounting is not offered yet: no upgrade or setting turns it on, and the switch appears once it is.

Once it is on, Accounting appears in the sidebar, and its tile under Modules shows a Set up the books link until the books are open. A workspace admin sets the books up in three steps, shown on the Overview page until the books open:

1. Start date and VAT registration: choose the start date, which suggests the first day of your current fiscal year, then answer the VAT registration question.
2. Posting your records: wait while your records are posted; this happens on its own.
3. Open the books: enter the opening balances and open the books. The steps disappear once the books are open.

Everyone else who reads the books sees the same steps, read only, with "A workspace admin does this" beside the first and the third. Someone holding "Keep the books" also gets a link to map payment methods and categories to accounts, which works before the books start. When the Team and roles module is on, a workspace admin also gets a link to give their accountant access to the books from Settings → Member Access.

On a computer, hover over Accounting in the sidebar to jump straight to any of its sections or reports.

The start date

The start date is the day you know your real bank and cash balances, usually the first day of your fiscal year. Once it is chosen, the system posts all your records, even those before the date, so tenant receivables, deposits and what you owe suppliers reach the books exactly as your records have them, without being typed.

You can change the start date until the books are opened.

VAT registration

The business files one VAT return under one registration, however many sellers e-invoicing keeps. When the books start, the workspace admin is asked whether the business is registered for VAT, and the VAT number of the workspace's own e-invoicing seller is suggested when there is one. After the start, the registration is changed on the VAT registration card in Overview.

• Registered: enter the VAT number (15 digits, starting and ending with 3), the registration date if it falls after the start of your records, and the deregistration date if it ended. A purchase bill's VAT is reclaimed when it carries the supplier's VAT number and is dated within the registration; otherwise it becomes part of the bill's cost.
• Not registered: all purchase VAT is part of the cost, and there is no VAT return and no VAT period to close. While Accounting is on, a lease or a sale that charges VAT asks for confirmation before it saves, because a document that shows VAT counts as a tax invoice, which only a registered business may issue.
• Decide later: entries post as they did before this choice existed, but closing a VAT period needs the registration declared first.

When a change reposts earlier bills, you see before saving how many, how much of their VAT moves to cost or to input VAT, and how many fall in a closed period and post as late corrections on the first open day. A mixed-use purchase bill counts only the share it reclaims at the provisional percentage in force on its date. The change is kept in the books' change history.

If the registration starts after the start of your records, the first VAT period starts on the registration date: no period before it is offered or can be closed, and one already closed stays as it is. A bill dated before the registration that reposts as a late correction corrects no return, so it does not show under corrections from previous periods, unless its period was already closed.

Because boxes 1 to 14 of a filed return never change, a change to the registration date, or from registered to another answer, is not saved when it would change the figures of a closed VAT period that holds such a correction. You are shown that period: undo its close, and that of any later period, first.

Opening balances

The product does not know your real bank balance, or a loan, a building or the owner's capital. So in this step you enter the real balance of each at the end of the day before the start date:

• Bank and cash: each account shows what your records hold; you enter the real balance and the difference is posted. With more than one bank account, add each one in the chart of accounts before you enter its balance, so two balances never share one account.
• Other balances (optional): VAT, the other accounts and the year's totals are under Enter other balances, which opens by itself when any of them already holds a balance. In every section, an empty field keeps the figure from your records.
• VAT: enter what was still due, or recoverable, on that day from your VAT return, or zero if it was all settled. The figure from your records adds up all VAT since the beginning and does not know what you paid.
• Accounts the product does not record, such as a loan, a building or capital: enter a balance if there is one. An empty field keeps what your records show.
• What comes from your records, such as tenant receivables, deposits, what you owe suppliers and rent received in advance: shown, never typed.
• Side: each balance you type is a debit or a credit, starting on the account's usual side. Change it for a balance on the other side, such as the owner's drawings, a debit balance in equity.
• When your books start partway through the fiscal year: income and expense accounts are listed too. Type each one's total from the fiscal year's first day to the opening day, so this year's profit and loss is complete; the difference is measured against your records since the start of the year only.

The remaining difference goes to Opening balance equity, then the books open and everything before the start date is locked. A workspace admin can change the opening balances later from Accounting → Overview → Change the opening balances.

What posts automatically

A tax invoice for a rent installment does not post on its own, because the installment itself already posted. The installment follows its invoice, though: an invoice issued before the due date moves the charge (and its VAT) to the day it was issued, and when the invoice charged a different VAT from the payment schedule on the day it was issued (a service taxed on a residential lease, say), the installment carries the invoice's VAT and the Overview says by how much tenant balances differ from the Receivables page. An invoiced installment's VAT in the books is always its invoice's VAT, to the halala: when the invoice rounded its amount due to the installment (an amount Ejar prints that cannot be split exactly into rent and 15% VAT), that halala or two goes to Rounding differences, and the tenant's balance stays the installment. Later changes post on their own days: a discount after the invoice, and its credit note. If one comes without the other, the Overview says so, so you can issue the credit note or record the discount. A manual tax invoice for a charge already recorded against the tenant (damage, utilities) takes that charge's place in the books; if the invoice and the charge come to say different amounts, the Overview says that too. Records post within minutes of being recorded, and the Overview says when the books were last brought up to date.

The Overview shows customer receivables apart from tenant receivables, each customer's balance with a link to their statement of account, and customers not saved as contacts on one line. See Customers.

When rent becomes income

Rent is income evenly over the days of the lease, not when it falls due and not when it is paid. That is the lessor's rule in the international financial reporting standards, including the standard the Saudi Organization for Chartered and Professional Accountants adopted for small and medium-sized entities.

• When an installment falls due, the tenant owes all of it, and the rent waits in Rent received in advance. VAT and the VAT return do not change: the sale is read from the charge, on its tax point.
• As each month ends, its share moves from rent received in advance to Rent income. An annual installment paid in January becomes income a twelfth a month.
• When the rent rises from year to year, every month of the lease earns the same. Early in the lease income runs ahead of the installments, which shows as a debit on rent received in advance.
• When a lease ends early, what stayed live of its installments is fully earned by the day it ended. What the tenant paid toward a cancelled installment stays, with its VAT, in rent received in advance and is not earned, because a refund may be due; the Overview says how much.
• A change to the lease (an early end, a discount, a rescheduled installment) never moves a month in a closed period or before your opening balances; what is left spreads over the days after them. A month that is not closed follows your records, so a typing mistake is corrected in place. If every month of the lease is closed, the difference posts as one entry on the lease's last month.
• This month's rent is not in the profit and loss figures until the month is over, because its entry posts once the month ends, but the profit and loss and the Overview show what it has earned so far in a note beside them.

A discount on an installment not yet due is earned with the rent over the lease's remaining months, so it shows as a rent discounts line each month. A discount on an installment already due is a loss on the day it is given. A write-off is a bad debt that leaves income as it was.

Management offices

A workspace's books are the books of one entity: the company or person whose money the workspace's records are, as in any accounting software, so they never hold other owners' money. If you are a management office running properties you do not own, choose one of two setups, or mix them:

• A workspace per owner: put the owner's properties in a workspace of their own, with Accounting and e-invoicing on under the owner's name and VAT number. Your team are members of it, and the owner's accountant can join it to keep the owner's books and file their VAT return. The rent there is the owner's income and its VAT is theirs; your fee is a supplier's bill in their books. This suits an owner registered for VAT, or one who needs full books.
• An operations workspace, with your office's books in another: run every property you manage in one operations workspace, and leave Accounting off there. Your office's own books (management fees, salaries, office rent, your VAT return) live in a second workspace with no properties, and your fee invoices are issued from there. From the operations workspace you can still issue a VAT-registered owner's rent invoices through an owner's seller.

So the books cannot be started in a workspace with an owner's seller connected to ZATCA, and once they have started no owner's seller is added there, an owner's seller issues no new invoices there (When issuing is refused), and an owner's seller that issued invoices or notes the books take, or invoices or notes carrying VAT under a VAT number other than the workspace's registration, is not switched to "We are the seller"; credit notes on its earlier invoices can still be issued. Invoices an owner's seller issued never post in the workspace's books, whatever their date. The Due to owners account (2410) stays in the chart for you to use with a manual entry if your office really holds money for owners; no record posts to it. On its line you can pick the owner the amount belongs to, so each owner's balance is counted on its own: an owner you paid more than they are owed shows on the balance sheet under "Owed back by owners" instead of reducing what you owe the others.

When a bill's VAT is reclaimed

A supplier's bill posts line by line, and every line carries its code for the VAT return. A line's VAT is reclaimed unless the first of these that fails stops it, in this order:

1. Registration and the supplier's VAT number: the bill carries the supplier's Saudi VAT number, and the workspace was registered on the bill's date (registration).
2. Billed to: only a bill addressed to your business. A bill addressed to the property owner, the tenant or anyone else is their purchase, so its VAT is part of your cost.
3. Document type: "No tax invoice" reclaims nothing. When the type is not said, a bill carrying the supplier's VAT number is a tax invoice. A paper invoice reclaims with the VAT number; keep the original.
4. The category: a category marked "VAT not reclaimable (Art 50)" reclaims nothing on its lines.
5. The use: from the leases and units linked to the bill. A bill for residential leases without VAT (exempt rent) reclaims nothing. One linked to commercial leases with VAT, or to nothing, reclaims. One linked to both kinds (mixed use) reclaims its year's provisional recovery percentage.

VAT not reclaimed stays in the cost as its own line on the category's account, and is in no box of the return, neither box 7 nor box 11. A line without VAT takes its category's code: exempt in box 11 (the default), zero-rated in box 10, or outside VAT. Salaries and government fees are outside VAT, so they no longer show in box 11.

A bill from a supplier outside the Kingdom (reverse charge)

When the document type is "Invoice from a supplier outside the Kingdom" and your workspace was registered for VAT on the bill's date, the supplier charged no Saudi VAT, so you account for it yourself: 15% of each line's net, as VAT you owe in box 9, reclaimed in box 9 as far as you are entitled to. What you may not reclaim (a bill addressed to someone else, a category whose VAT is not reclaimable, an exempt use, or the share of a mixed use set by the recovery percentage) shows in box 9's adjustment column and stays in the cost. The supplier's VAT number is not asked for, since a foreign supplier has none. The supplier is owed only what the bill says, and any foreign tax written on it is part of the cost and is never reclaimed. For example, advertising from abroad of 1,000 riyals at a 60% recovery percentage: you owe 150, reclaim 90, and 60 stays in the cost. A workspace that has not declared its registration, or that declared it is not registered, posts the bill as before.

The recovery percentage

A purchase that serves both taxed and exempt rent, such as maintenance of a building with shops and flats, reclaims only a share of its VAT (Article 51 of the Implementing Regulations). The percentage is one for the whole business, and each calendar year has its own. Find it under Accounting → Overview → Input VAT recovery percentage. The card shows a year only when there is something for you there: a percentage set, a year-end true-up, mixed-use bills with no percentage, or supplies before the books to confirm in a year with mixed use, these last only for whoever may set the percentage in a registered business. Whoever cannot set it sees, read only, a year that has a percentage set or a true-up, never next year. If the VAT registration is not set yet, the card shows only the years that have a percentage set or a true-up, because a percentage set there still applies to mixed-use bills, and asks for no supplies to confirm, because no VAT return closes. A business not registered for VAT puts all the VAT on its purchases to cost, so the card shows it only the years up to this one that have a percentage set or a true-up, read only for every reader of the books, with nothing to change. When there is nothing, whoever may set the percentage in a registered business sees one line with Set this year's percentage, and Set next year's percentage to set it before 1 January, because a percentage never carries into the next year.

• The actual percentage: the year's taxable supplies (standard-rated and zero-rated sales, exports included) divided by taxable and exempt supplies together. It is read from the entries' tax codes, and the sale of a capital asset never counts: a building sold from the asset register, or a sale in Sales recorded as a building the business owns.
• The provisional percentage: applied to the year's bills as they post. In the first year, type an estimate; after that, last year's actual percentage is suggested and you adopt it with one click. Until it is set, these bills reclaim their VAT in full, the card tells you how many there are this year, and from the first VAT return that holds one of them, no return of that year closes until you set it; the close preview names the bills. It is set by someone holding Keep the books in their role, or Keep the books as a workspace permission.
• On the return: a mixed-use bill shows in box 7 at its full value, and the share not reclaimed in box 7's adjustment column, kept in the cost.
• The year-end true-up: mandatory. It is the difference between what the actual percentage allows and what the provisional one reclaimed, over all of the year's mixed-use bills. You see it in the preview of the year's final return (the fourth quarter, or December for monthly filers), and nothing posts it before that. Closing that return posts it: its VAT dated 31 December, in that return's box 7 adjustment column, and its effect on cost on the same day, or on the first open day as a late correction if the books are closed over 31 December, so a closed period's profit never changes and the books need no reopening. Its effect on cost posts to one expense account, Input VAT recovery adjustment (5720), split by property, never to the bills' own accounts: a debit when you could reclaim less than the provisional percentage did, a credit when more. On the VAT return of the period that effect posts in, the note under the return shows it on its own, apart from the VAT bills could not reclaim. So an asset bought on a mixed-use bill keeps the cost it was registered at, as in Odoo and under the Spanish, German and French accounting rules. Once that return is closed the true-up stays as posted: a mixed-use bill of that year approved later posts on its own, as a late correction in the next open period, and the true-up is not redone. Reopening that return reverses the true-up together with the period's settlement.

Changing the percentage shows, before it saves, how many bills repost and how much VAT moves between input VAT and cost; any in a closed period post as late corrections. In the year the books started, it also says how many mixed-use bills from before the start are affected: they do not repost, but the year-end true-up will treat them as having reclaimed at the new percentage. Every change stays in the percentage history with who made it and why. Once the year's final return is closed, its percentage no longer changes.

Fixed assets

Register what you own that serves you for years, such as buildings, lifts, air conditioning, furniture and vehicles, under Accounting → Fixed assets, and its depreciation is worked out and posted every month on its own, the way Odoo's Assets app does it.

• A model fills in the depreciation method, the useful life and the accounts. A workspace starts with models for buildings (33 years), fit-out and building equipment (10 years), furniture and appliances and vehicles (5 years), computers (4 years) and land, and you can change them under Asset models.
• Where the cost comes from: "Bought now" posts to the asset account against the bank, or whoever the price is still owed to. "From an expense" is for an expense whose category posts to an asset account: the cost is already in the books, so it is not acquired again, and the assets page reminds you of those not registered yet. "From before the books" is for anything bought before the start date: its cost and the depreciation so far are in the opening balances, and what is left depreciates from the start date.
• Methods: straight line, declining (a yearly rate on the value left), and declining then straight line, which never falls below straight line. The first period is counted by actual days, with every month as 30 days, or as a whole period. Land is not depreciated.
• The depreciation board shows before you save. Once the asset is confirmed, each month's depreciation posts once the month is over, tagged with the asset's property so it shows in that property's profit and loss.
• After confirming, only the asset's name and note change. Changes are dated after the last depreciation posted, so nothing posted moves: decreasing the value (posted to "Impairment losses"), increasing it (registered as a new linked asset depreciated over the life left), changing the useful life, and pausing and resuming depreciation.
• Selling or scrapping stops depreciation on the day, takes the cost and accumulated depreciation out of the books, and books the difference from the price as a gain or a loss. If the sale carries VAT, enter it so the sale shows in the VAT return. Real estate transaction tax on selling a property is recorded with a manual entry.
• Cancel the asset if it was registered by mistake: everything posted for it is reversed.

If an asset was bought on a mixed-use bill, the year-end recovery true-up touches neither the asset account nor the register, so the asset keeps the cost it was registered at. A true-up posted by an earlier version of the books did change the bill's cost on the asset account; if one remains, the asset's page and Check the books say so, because the register keeps the cost the asset was registered at. To clear it, if that year's final VAT close is still the latest VAT close and no VAT payment is recorded for it, a workspace admin can reopen it, after marking its return as not filed if it is marked filed, and it can then be closed again: the true-up then posts to Input VAT recovery adjustment. A return with a payment recorded is not reopened: the difference then stays, and the register keeps the right cost.

Assets are registered once the books are open. A building's rise in market value is not recorded: an asset stays at its cost less depreciation, as in Odoo. The Depreciation schedule under Reports shows, per asset account and per asset, the cost and depreciation at the start and end of the period, additions, disposals and the book value.

VAT on a capital asset (Article 52)

Each asset's page has a VAT on a capital asset (Article 52) card. If the asset's use changes in a year of its adjustment period, such as a commercial building whose VAT was reclaimed in full and that is then let residentially, or it is sold within that period, the input VAT deducted when it was bought is adjusted.

• The three facts: the input VAT deductible at purchase, the share of it recovered then, and the adjustment period: ten years for an immovable asset and six for a movable one, shorter when its useful life is shorter. The year of purchase is the first year, and a part year counts as a whole year. For an asset registered from an expense, the VAT and the share are suggested from its bill; for any other, you type them. For a mixed-use bill the suggested share is its year's actual percentage after the year-end true-up, and it becomes final only when that year's final return is closed, not when the year itself ends, because the true-up keeps changing until that close with every supply entered late. Before then the suggestion is marked as not final, with the reason: the year is still running (the provisional percentage), it has ended but its final return is not closed (the actual percentage as it stands today), or its actual percentage cannot be worked out yet (the provisional percentage). Review it once the year's final return is closed; if you saved a share before then and the final one differs, the page tells you.
• They change neither the depreciation board nor any entry, so they can be edited after the asset is confirmed too (not once it is cancelled), and the change history keeps every edit with who made it. They are edited by someone holding Keep the books in their role, or Keep the books as a workspace permission.
• Each year's use is read from the leases on the asset's unit or property: taxable when the rent carries VAT, exempt when it does not, and mixed when both, which takes that year's recovery percentage. In the year of purchase only the time from the purchase day counts, so a lease that ended before it never served the asset. An asset linked to no property has no use to read.
• The estimate, for each year whose use differs from the use at purchase: (input VAT ÷ years in the period) × (the share at purchase minus the actual share). A sale within the period adjusts all the remaining years at once, in the period of the sale: an exempt sale at 0%, a taxed one at 100%. A positive figure is VAT you pay back; a negative one is VAT you can reclaim. An asset bought on a mixed-use bill has no estimate for its first year, because the year-end true-up already moves that whole bill to the actual percentage.
• The VAT close preview names the adjustments that fall in its period, with their estimates: a change of use in its year's final return, a sale in the return of its own period. An adjustment recorded after the return it falls in was closed (facts typed in later, or a sale dated in a closed period) is named once, in the preview of the period it was recorded in, so you can ask your accountant whether that return needs correcting. It does not stop the close.

Sales

With Sales turned on, sales reach the books on their own, the way rent does:

• A buyer's payment before the sale completes posts to cash or bank, against "Advances from buyers". If the sale carries VAT, the payment's share of it is due the day it arrives.
• When the sale completes (the deed transfer day), whatever the buyer has not paid yet is owed in "Buyer receivables", with the rest of the VAT if any.
• Payments after completion settle what the buyer owes.

The books cannot tell on their own what was sold, so you choose it in the In the books card on the sale's page, once the sale completes:

• A unit built for sale: its price becomes sales revenue on the completion day.
• Buildings we owned (fixed assets): you pick the assets sold from the fixed-asset register, a building and its land say; they leave it on the completion day, the price is split between them by their cost, and the difference between each one's price and its book value is a gain or a loss. Depreciation already posted for days after the sale is reversed. On a sale of units, only assets registered for those units are offered: the register cannot yet sell part of a building registered as one asset.

Until you choose, the price stays in "Advances from buyers" and the Overview reminds you about the sale. If every sale you make is a unit you built, turn on Record a completed sale as a unit built for sale unless I choose otherwise on the Mapping tab; it does not decide for a property that has a registered fixed asset. You can change the choice later, and the entries follow.

If you issue a tax invoice for a payment on a sale or for its completion, choose the sale on the invoice (For a sale), so it is not recorded a second time. If a sale is cancelled after verified payments, they stay in "Advances from buyers" and the Overview reminds you: returning or keeping them is not recorded yet.

The real estate transaction tax and the commission stay out of the seller's books while the buyer bears them; if the seller bears them, record them with a manual entry. A sale made on behalf of an owner is not recorded in these books yet.

Changes and corrections

A posted entry is never edited or deleted. If you change a record after it posted, for example by correcting a payment's amount, deleting it, or cancelling an expense, the system posts a reversal that cancels the old entry, then a new entry with the right figures. Both stay in the journal, so every change leaves a trace.

If the old entry is in a locked period, the correction posts on the first open day, marked as a late correction with the day it belongs to, so a locked period's figures never change.

A record dated before the start date that you add or change after opening the books, such as an old payment or a lease imported from Ejar, changes only tenant receivables, deposits and what you owe suppliers. Its effect on the bank, cash, VAT and income goes to opening balance equity, because the opening balances already set those.

When an update changes how records post, such as the update that gave every sale its tax code, the records it affects post again once: each one's entry is reversed and posted under the new rule, as a late correction where its period is locked. The figures change only where the update says so, and the entries and their reversals show in the journal.

Changing how a bill's line posts

A bill's page has an In the books section that shows how the bill posts, line by line: the account, tax code, return box and taxable amount of each line. Anyone who may view the books sees it once Accounting is on and the books are started. They can open the bill for it even with no permission on expenses, for example a member given View the books from workspace access, and they see its amounts in full, as in the journal, while the rest of the bill's page keeps its own rules on amounts.

Anyone who may keep the books can correct how one line posts without touching the bill itself, with Change how it posts beside the line:

• Account: for example, a loan installment posts to Loans rather than to the category's account.
• Tax code: for a line without VAT, zero-rated, exempt or outside the scope of VAT; for a line with VAT, reclaimed or kept in the cost.
• Share of the VAT reclaimed, from 0 to 100.
• Property and unit the line is tagged with.
• Tax facts for the line: the document type, who the invoice was billed to, and the supplier's VAT number.

A reason is required, and you preview the effect before saving: the entry's lines now and after the change, and the day it posts. The bill's entry is then reversed and posted again, and the change and its reason are kept in the change history.

A change never alters an amount or a date: the amount belongs to the bill, and the date is the VAT tax point. It does not move the supplier's account or a VAT account, and it does not reclaim VAT dated outside your VAT registration. On a reverse-charged bill, only the account and the property and unit change. A line with VAT on a mixed-use bill cannot be changed here at all: its VAT is apportioned by the year's recovery percentage, and the year-end adjustment reads the line as recorded, so moving it would separate the two. Correct the bill itself instead.

A change follows the line as it was when it was made. If the line's category, amount or description changes afterwards, or the line is deleted or recreated, the change is not applied and never moves to another line. Any edit that changes a bill's lines, on the web or in the phone app, recreates all of them, so it sets aside every change on that bill; an edit that leaves the lines as they were (a note, the supplier, the invoice number) keeps them. If an edit changes the bill's tax details so that a VAT reclaim you set now goes against the rules (no tax invoice, billed to the owner, an exempt use, no supplier VAT number, or a category whose VAT cannot be reclaimed), that change is set aside too, until you make it again and confirm the warning. A change set aside is listed under Changes that no longer apply on the bill's page and on the Overview, to review and then dismiss or redo on the current line. If the bill was deleted, dismiss it from the Overview. Return to default makes the line post by the rules again.

Changing how income or a payment posts

The In the books section also shows on a contract, a tax invoice, a payment and a tenant charge (such as damages) to whoever may view the books. Whoever may keep the books can choose, from Change how it posts:

• A contract's rent or service income, per unit: the account only, for example this contract's rent to its own income account.
• A tenant charge or a contract charge: the income account, and the property and unit it is tagged to. If you choose another property and no unit, the line posts to the new property with no unit, never to a unit of the old one.
• A line of an issued tax invoice (a manual one, or a note on it): the income account, and the property and unit. Its tax category never changes after issue; a credit note corrects it. A credit note on a line you changed follows that change unless you change the note itself.
• A payment's cash account: another cash or bank account than the payment method's. It asks you to confirm, because the method's bank statement will no longer show the amount.

The amount, the date and the tax code never change, nor the tenant's account or a VAT account. An out-of-scope charge never posts to the rent account, nor to an account rent posts to through the income mapping or a change on a contract, because rent is a standard-rated or exempt supply. A change moves the books only: never what the tenant is asked for, the reminders or an issued invoice. A reason is required, and the preview shows how many entries repost and from when. Rent income never changes in closed months or before the opening; it changes from the first open month.

A change follows the record as it was when you made it: if the charge's amount or type changes, the unit leaves the contract, or the record is deleted, the change stops and shows under Changes that no longer apply, and it never moves to another record. The Overview lists it too, with a link to the record's page to review it, or with Dismiss the change when the record is gone or has no page.

The same section shows on a journal entry's page, below its lines, when you open from the Journal an entry posted from a contract, a tenant charge, a tax invoice, a payment or a bill. There you see how that record's lines post, and change it if you may keep the books, without opening its page, which is what a member given Keep the books or View the books from workspace access, with no property, needs, since the record's page does not open for them. The section does not show on a reversing entry or a manual entry.

The chart of accounts and mapping

Every workspace starts with a short Arabic chart of accounts built for property. Under Accounting → Chart of accounts you can add an account, change an account's name and code, and archive what you do not use. System accounts, the ones the automatic rules post to, can be renamed and renumbered but not archived.

On the Mapping tab you choose:

• the account each payment method posts to: cash or a bank, or the owner's or a partner's current account for what they paid or received themselves;
• the expense account each expense category posts to;
• the revenue account the manual invoice lines of each product or service you add in E-invoicing post to. A line with no product or service, or one whose product has no account, posts to Sales and service revenue (4510). Changing a product's account applies only to what is posted from then on and never moves what posted before, even if it had no account until then. A credit note follows the product's mapping when it is issued, not the account its invoice posted to: if you change the mapping and then credit an earlier invoice, the note posts to the new account while the invoice's revenue stays on the old one. That sale's revenue is then split between the two accounts, while total revenue and VAT stay right. So map a product to its account before its first sale.

A mapping change applies to what is posted from then on and does not change entries already posted. The exception is a payment method or category that had no account of its own: what it posted to the main bank account or "Other expenses" moves to the account you choose the first time. If that period is closed, the move is booked on the first open day, so a closed period's figures never change.

Every expense category without an account gets an expense account named after it, so the income statement shows it on its own line rather than inside "Other expenses". To keep a category on "Other expenses", choose that account for it explicitly. You can turn this off with Give every expense category an account of its own on the Mapping tab; a category without an account then posts to "Other expenses", and the Overview reminds you about it.

A new payment method posts to the main bank account until you map it, and the Overview reminds you. If it is a cash box or another bank account, create its account in the chart and map the method to it.

Income by property or unit type

On the Mapping tab you can post rent earned, and service income if you wish, to an account you choose for each unit type (residential or commercial) or each property, for example to keep commercial rent on its own account. A property row beats a unit-type row, and an accountant's change on one contract beats both.

The mapping is dated: you choose the day it applies from, the first open day or later, and each month posts by the mapping in force on its last day. Closed months and the history before the opening never change, and a change saves a new version with its reason without erasing the earlier one. Before saving, the preview shows how many contracts and months repost and from which month, and you confirm.

Owner and partner accounts

The chart keeps Capital (3110), what was registered and changes only by a formal amendment, apart from the Owner's / partners' current account (3130), which carries the owner's everyday movements with the business. Owner's drawings (3120) stays for those who keep drawings on an account of their own.

• What the owner paid from their own money, or received personally: add a payment method such as "Owner" under Settings → Payment methods, then choose their current account for it on the Mapping tab. A supplier bill paid that way, or rent the owner received into a personal account, then posts to their current account, not the bank.
• Cash the owner put in or took out: a manual entry between the bank and their current account.
• Distributing profit: earlier years' profit shows as "Undistributed earnings". To distribute it, write a manual entry debiting "Undistributed earnings" and crediting each partner's current account, then pay each partner from their current account. Undistributed earnings move only to capital, another equity account or an owner's or partner's current account; a loss the partners cover is entered the other way round.
• Several partners: add an account for each partner in the chart (for example 3131, Partner Ahmed current account) and tick Owner's or partner's current account. It can be equity, or a liability if you present partners' balances as amounts due to them.
• VAT paid from the owner's money: when you Record payment to the authority, you can choose the owner's current account instead of the bank.

Manual entries

Some of what belongs in the books is not recorded by the system, such as bank charges, loan instalments, an owner's drawings and profit distributed to partners. Write these under Accounting → Journal → Manual entry: the date and a description, then a line for each account with its amount as a debit or a credit, optionally tied to a property. The entry posts only once debits equal credits.

Choose an account by typing its code or part of its name. While the two sides differ, the entry says which is larger and by how much, and Balance it puts the difference on the line that has no amount yet.

• You can adjust a tenant's, customer's, buyer's or supplier's balance, a tenant's deposit or unallocated receipts in the books: pick the party the line concerns, since a line on these accounts is not accepted without one. On a line on tenant receivables, pick the lease after the tenant, from their leases you can see, because the books keep what tenants owe lease by lease. This changes the books only, so you are asked to confirm it: the Receivables page, reminders, escalation, court orders and the contract statement stay as your records say, and a tenant whose balance you lowered in the books is still asked for the amount in reminders. To forgive a tenant's debt, write it off on the Receivables page; to ask for a new amount, add it as a charge on the contract. If the line pays a supplier's bill, stands for an unallocated receipt you will link later, or takes part of a deposit you will later refund in full from the records, reverse the entry when you record that, or the books count the amount twice. Readers of the books see a Books differ marker on that lease's rows on the Receivables page and on the contract page, with a link to the entries (Books differ).
• A manual entry cannot touch rent received in advance or advances from buyers, because the system computes their balance from your records and clears it itself. Use an account of your own.
• A date in a closed period is not refused: the entry posts on the first open day as a late correction that keeps its date, so the closed period's figures do not change, and you are asked to confirm that before it posts. A date before the books start is not accepted, because the opening balances say what every account held that day, and neither is a date in a closed VAT period when the VAT return reads the entry (VAT, income or a purchase), because a closed return keeps its figures. Nor is an entry the return reads when the first open day falls in a later VAT period than its date, because that period's return would read it as a correction of an earlier one: reopen the books to date it on its own day, or date it in the open period.
• "Undistributed earnings" move only to capital, another equity account or an owner's or partner's current account.
• Every line on VAT output or VAT input names its tax code and box of the return, and the amount the VAT was charged on (filled from the entry's income or expense line when there is just one, and you can change it). On VAT output: standard-rated sales (box 1), the VAT you self-assess on a supply from abroad (box 9), or an adjustment to box 1. On VAT input: standard-rated purchases (box 7), import VAT paid at customs on the customs value (box 8), the reclaim of a reverse charge (box 9), or adjustments to these boxes. The VAT on the line is 15% of the amount you give; for a difference that is not 15% of an amount, choose the box's adjustment. A reverse charge is written with both halves on the same amount: the VAT you owe on VAT output and its reclaim on VAT input, with any part not reclaimed as an adjustment to box 9. An adjustment line needs no taxable amount (base): it is recorded in the box's adjustment column at its VAT amount, as the system records its own adjustments. The line shows in the return as you wrote it.
• Or mark a VAT line Outside the return (moving a VAT balance between its accounts, for example): it shows in no box, but closing the period still moves it to VAT owed to the authority, so you confirm it when you post and the VAT close lists it. A VAT line with neither a box nor "Outside the return" is refused.
• An entry with income and no VAT line, such as revenue you accrue yourself over a contract, can be marked Not a supply: it then shows in no box of the return, and the entry's page says so once it is posted. Without the mark, income with no VAT is read as an exempt sale in box 5.
• A sale with VAT to a named customer cannot be typed as a manual entry: a supply needs a tax invoice, so issue one from E-invoicing.
• An entry that moves VAT output with no income beside it, or VAT input with no purchase beside it (an expense or an asset), looks like paying or settling the authority whatever the other side is: cash or a bank, a liability such as VAT payable, an owner's account or a customer's balance. So you are asked to confirm it, whether or not you named a box. Import VAT paid at customs, and both halves of a reverse charge together, are not asked about. Paying the authority is recorded from Closing, not as a manual entry.
• A manual entry is never edited once posted. If it is wrong, open it and select Reverse, choose a date in a period open for that entry (a closed VAT period does not hold back the reversal of an entry the return does not read), then write the correct entry.
• Attach its supporting documents, such as the bank statement, the loan schedule or the invoice, up to ten: they are what an auditor asks for behind every manual entry. Pick them while writing the entry and they upload when it is posted, or add them later from the entry's page. A document you remove stays on record, with who removed it and when.

Books differ

The Receivables page and reminders always follow your records, so a manual entry on a tenant's receivable does not change what they are asked for. When a lease's balance in the books differs from the records because of manual entries, anyone with View the books sees a Books differ by marker under the tenant's name on that lease's rows on the Receivables page and in the payment schedule on the contract page, with the amount and whether the books show less or more than the records. The difference is per lease, so the tenant's other leases do not carry it. Its link opens that lease's manual entries on tenant receivables. The amount shows to whoever sees receivables on that property; anyone else sees the marker without the amount. Nothing shows while Accounting is off or before the books are opened.

Closing periods

Under Accounting → Closing:

• VAT return filing: choose Monthly or Quarterly, as you file with ZATCA. Monthly filing is required above 40 million riyals of taxable supplies a year, and may be chosen below that. The choice sets where the open period ends (the end of the month or of the quarter) and its deadline: the return is filed, and the VAT paid, by the last day of the month after the period ends. It changes nothing already posted or closed. A business that declared it is not registered has no VAT period, so the Closing tab shows it no period, deadline or filing choice.
• Close the books through a day: no entry can then be dated on or before that day, except a VAT period's settlement and the VAT side of the recovery true-up, which touch only balance-sheet accounts and say so on their entries. If an older record changes, its correction posts on the first open day, marked as a late correction. Whoever may Keep the books closes them; only a workspace admin undoes a close.
• Close a VAT period: after filing your return, choose the period's last day, which is suggested once the period has ended. Its figures are shown before you close, then a settlement entry moves output and input VAT to the "VAT payable" account and VAT is locked through that day, so boxes 1 to 14 of the filed return never change. Box 15 (the credit carried forward from earlier periods), and box 16 (the net VAT due) with it, are the exception: they follow the "VAT payable" account, so a refund received or a payment recorded for an earlier period, or a manual entry on the "VAT payable" account, dated on or before the period's last day, still moves them when you read the return again. The copy kept when you mark the return as filed holds every box as filed. A period does not close before the registration is declared, nor while it holds a tax document issued under a VAT number other than the registration's, or an installment's rent invoice or a property sale invoice issued by a seller who is an owner and not credited in full, because the books record that rent or sale as the workspace's own supply while ZATCA holds its VAT under the owner's number: issue a credit note on it, then an invoice from the workspace's own seller if the supply is the workspace's. A credit note counts once ZATCA accepts it; if one is still waiting for ZATCA, close again once it is accepted. An owner's seller's other documents do not block a close, because they never post in the books; their numbers are listed before you close. Closing a year's final return posts its recovery true-up with it, and reopening it reverses the true-up. No period closes while its year, up to the period's last day, holds a mixed-use bill reclaiming its VAT in full because no provisional percentage is set. A later change to anything the return reports (a taxed or exempt sale, a purchase, or VAT) shows in the next period, as a correction of earlier periods.
• Mark the return as filed: once you have filed a closed period's return on the ZATCA portal, select Mark as filed in the closing history, with ZATCA's reference if you like. The period then reads "Filed with ZATCA", and a copy of the return's figures and of its settlement entry, with each account's code and name as they stand that day, is kept with who marked it and when. Nothing in the books changes: the VAT lock is the one the period's close set. A period stays closed and not marked as filed until you mark it, including every period closed before this feature.
• Pay the authority: paying VAT is not an expense, so do not record it in Expenses: the VAT you collected is held for the authority and was never your income. Under Paying the authority, each closed period shows what it settled, what is paid, what remains and when it is due. Select Record payment, choose the date, the account it was paid from (a bank or cash, or the owner's current account if they paid it from their own money), and the amount (all that remains unless you split it). A refund due from the authority is recorded the same way with Record refund. A payment recorded by mistake is reversed from its entry's page. A period with a payment recorded cannot be reopened.

When a period holds a manual VAT line marked "Outside the return", the VAT close lists it with its amount, because the settlement moves it to VAT owed to the authority although it shows in no box. This is a warning and does not stop the close.

The Overview reminds you of the return for a period that has ended, before and after its deadline, and of the VAT of every closed period not yet paid, with a Record payment link.

Undoing the latest close of the books or of a VAT period is for a workspace admin alone, whoever made the close, and the admin gives a reason, which the change history keeps. Undoing a VAT period's close reverses its settlement, so the admin first confirms that its return was, or may have been, filed with ZATCA, and that any change to its figures must be filed there as an amended return. A period marked as filed is not reopened until it is marked as not filed, with Mark as not filed, again by an admin, with a reason and the same confirmation; the copy of what was filed is kept. A period with a payment recorded cannot be reopened. Closing a month's books does not stop you closing the VAT period that covers it afterwards: the settlement only moves VAT between VAT accounts and changes no income or expense.

To correct a balance an earlier period already reported: a write-off on tenant receivables takes an earlier date (As of), and one dated on or before the opening day corrects the opening receivables instead of this year's result. A workspace admin can correct an approved or paid expense bill instead of cancelling and re-entering it: it goes back for approval and the books follow the corrected figures, unless the workspace is connected to Odoo.

Return adjustments and corrections of earlier periods

At the bottom of the VAT return page, under Return adjustments, anyone with Manage the books can add an adjustment of box 1 (sales VAT) or box 7 (purchase VAT) in the open period, with its taxable amount, its VAT, the counter account and a reason. Every adjustment posts an entry in the books, so the VAT balances, the settlement and the return stay in step. You can change it, or void it with a reason, while its period is open and the books are not closed over its date; once either is closed it stays as it is, and a change is a new adjustment. An adjustment's date decides which return it goes in, so a new one is dated on the last day of the VAT period on screen, or today if that period has not ended yet, and a capital-asset adjustment on the last day of the open period; change it if it belongs in another period. There are four kinds:

• Correction of an earlier period: an error in a return already filed. Name the period it corrects; it goes in box 14. Each filed period is counted on its own (Article 63 of the Implementing Regulations and the authority's guide): if its VAT was underpaid by less than SAR 15,000, the correction goes in the next return; at SAR 15,000 or more, file an amended return for that period at the authority within 20 days of finding the error. The system warns you when you post it, and shows each period's route and deadline; then select Record correction filed with ZATCA, with the date and reference, and the correction leaves box 14 and the net VAT due, so you never pay it twice, and an amended copy of that period's figures is kept. If the period's VAT was overpaid there is no limit on the amount, but it is not accepted once five years have passed since the end of the period's year. The same applies when an old record is changed after its period's return was filed.
• Bad-debt relief: once the debt is written off, it reduces the sales VAT of box 1. You confirm the five conditions one by one: the VAT was declared and paid, the customer is not a related person, 12 months have passed since the supply, the debt is written off with an accountant's certificate, and, if the customer owes more than SAR 100,000 in all, legal collection was tried. Attaching the certificate is required. If you issued a credit note for the same written-off installment, do not add this adjustment: the note reduces the VAT itself.
• Capital-asset adjustment: when a capital asset changes use or is sold within its adjustment period (Article 52), pick the asset under Fill from the estimate and the estimated amount fills in on box 7. It lists only the adjustments due in the open period: one due after it ends, such as a sale after the period's last day, appears once that period is closed. It is an estimate: check it with your accountant before you post it.
• Other adjustment of this period: on box 1 or box 7.

A late supplier bill is not a correction: a bill dated in a period whose return was filed, and entered later, reclaims its VAT in box 7 of the return it posts in, not box 14 (Article 49(8)). Once five calendar years have passed since the end of the year of supply it cannot be reclaimed, and the system will not close the period until its VAT is kept in the cost under In the books on the bill's page.

A credit note on a written-off installment: when an installment is written off and a credit note is then issued on its invoice, the books take that installment's VAT out of "VAT output" and out of "Bad debts and write-offs" together, so bad debts end net of VAT and no VAT stays on money that will never be collected. Nothing posts if the installment was cancelled by ending the lease, since its VAT left the books when it was cancelled.

Paying more than was settled: if the authority assessed more VAT than the period settled, enter the amount you actually paid under Record payment and confirm the warning. What the period settled posts to "VAT payable" and the difference to "Other expenses". If the difference is VAT the return left out, record a correction of that period instead.

Reports

Figures in parentheses are negative, as a printed statement shows them, and a single rule marks a total, a double rule a grand total.

• Journal: every entry with its date and source, and a link to the payment, expense or contract it was posted from.
• Trial balance: each account's opening balance, the period's debits and credits, and its closing balance. Income and expense accounts restart at zero at the start of the fiscal year, and earlier years' profit shows in "Undistributed earnings", so no year-end closing entry is needed.
• General ledger: one account's movements with their dates and a running balance. Open it by selecting any account.
• Customer aging: what each customer owes on a day you choose, split by age: current, 1 to 30 days, 31 to 60, 61 to 90 and over 90 days, then what a customer who paid more than they owe is owed back. Select a customer to see their statement of account.
• Profit and loss: income, expenses and net profit for a period you choose, in total, by month or by property, optionally beside the same period last year. Rent in it is income over the days of the lease.
• Balance sheet: assets, liabilities and equity on a day you choose, with the current year's result, optionally beside the end of the previous fiscal year. A tenant who paid ahead or overpaid shows as money owed back to tenants, not as less owed by the others, and rent earned ahead of billing shows as accrued rent among the assets. A supplier you paid ahead shows as an advance to suppliers among the assets, not as less owed to the other suppliers, and the Overview reads it the same way.
• VAT return: laid out as the authority's return, boxes 1 to 16, each with its amount, adjustment and VAT: one return for the business, under its registration. A business that declared it is not registered has no return, and the page says so. It opens on the VAT period not yet closed, to the end of its month or quarter as set in VAT return filing. Adjustments are what reduced a box (a discount, or a sale or purchase reversed after an earlier period). A correction of an earlier, filed period shows in box 14, each period counted on its own as Return adjustments explains. Every sale the system posts carries its tax code: rent and sales with VAT go to box 1 and without VAT to box 5, whatever the unit type, and the lines of a manual tax invoice go where their treatment puts them (15% to box 1, exempt, real estate or financial services, to box 5, zero-rated by its reason: private education and healthcare to a citizen to box 2, international transport, medicines, qualifying metals and military goods to box 3, exports to box 4, see Zero-rated and other exemptions; outside the scope of VAT to no box). Tenant charges (damage, utilities, other) and contract charges are outside the scope of VAT, so they are in no box, and rent earned month by month is not a second sale. Imports with VAT paid at customs (box 8) and the reverse charge (box 9) come from bills of suppliers outside the Kingdom and from manual entries that name their box: box 9 at its full value with what is not reclaimed in its adjustment column, and under box 13 how much of it you self-assessed. Zero rated purchases (box 10) come from bill lines without VAT in a category whose code is "Zero-rated purchase", or that were given that code under In the books on the bill's page, and exempt purchases are in box 11. Select any item to see the entries behind it.

Every report exports as a spreadsheet from its Export button. An entry posted from a payment or an expense shows its number on that payment's or expense's page, under In the books.

In the journal, the chart of accounts and fixed assets, sort a list by selecting a column heading; select it again to reverse the order, and a third time to go back to the usual order. The general ledger always stays in date order, so its running balance reads down the page. These lists and the ledger have optional columns you show or hide from the Columns button at the end of the heading row, and your browser remembers your choice for you alone. Export exports exactly the columns shown, in their order, and in the journal it asks whether you want the list as you see it or every line, account by account.

A customer's statement of account

A customer's statement is read from the books: their balance at the start of the period, then every movement on Customer receivables under their name with its date and running balance, then their balance at the end, so it matches the general ledger on every day. The movements are manual tax invoices, debit and credit notes on them, payments and refunds recorded on them and their voids, and a line an accountant writes under the customer's name, which reads "Accountant adjustment" with a link to its entry. Each movement links to its document and to its entry. Open it from Customer aging, from the Overview, or from the customer's contact page.

• Ages count from the invoice's issue date, because a tax invoice carries no due date and cannot be changed once issued, so each invoice is due on the day it was issued, as accounting software treats an invoice with no payment terms. That is why Current is only what was issued on the chosen day itself.
• A payment comes off the invoice it was recorded on, and a credit note off the invoice it credits; anything left of them, and accountant adjustments that reduce what the customer owes, come off the oldest invoice.
• A customer who paid or was credited more than they owe shows a credit. When it comes from a credit note on a manual invoice, record the refund on that invoice's payments card (Record refund); it shows on the statement as "Refund to the customer" and the credit is cleared.
• The statement is customer receivables only: if the customer is also a tenant, their rent is on their contract's statement, not here.
• A deposit invoice is marked as a deposit, and a final invoice names the deposits it deducts, on the screen and on the PDF, so its row reads less than the invoice for a reason you can see.
• If the books post a document again on the same day without changing what the customer owes (because how it is booked changed, such as its revenue account), it shows on the statement once.

The statement exports as a spreadsheet, or as a PDF titled "Statement of account" in the page's language, which says it is not a tax invoice and carries the seller's name and VAT number when the workspace has one seller. It never prints the accountant's notes on adjustments. The statement and the aging show to whoever holds View the books or Keep the books and to workspace admins, once the books are started, and to nobody else, even someone who issues the invoices.

Check the books

Open Check the books from the Accounting tabs. The page reads the books and changes nothing, and anyone who may view the books or keep the books can open it. It runs five checks:

1. Record accounts: each record account's balance (what tenants, customers and buyers owe, suppliers, deposits, unallocated receipts) split into what the records posted automatically and what a person wrote in a manual entry, with the parties that carry manual lines. It also names records waiting to post or failing to post.
2. VAT control: the VAT accounts' balance today against the open period's return, itemised: what was carried in from before the period, the VAT due in the return with its adjustments and corrections, and the lines outside the return. Any difference left after that needs your attention.
3. Decisions that no longer apply: an accountant's decisions on lines that were deleted or changed. They are not applied until you return them to default or decide again.
4. Filed returns: each return you marked as filed is compared with a fresh read of its period, boxes 1 to 14. Returns of periods more than five years old are not read, because they can no longer be corrected.
5. Obligations: a recovery true-up of an ended year not posted yet; supplier bills whose VAT was reclaimed and that are still unpaid 12 months after their date; VAT charged or reclaimed on days outside the registration; leases that will charge VAT on upcoming installments on days the workspace is not registered; a VAT registration not declared; capital asset VAT adjustments (Art 52) not yet recorded as a return adjustment; lines outside the return; documents the VAT close will refuse (a VAT number that is not the registration's, or an owner seller's invoices); tenant receivables still open on an installment that no longer stands; debit notes on an installment that also grew in the schedule; corrections that need an amended return within 20 days; late bills reclaiming VAT on a supply more than five years old; and bad-debt adjustments relieving more than still stands written off.

Each item carries its name and its reference (the contract, bill, invoice or entry number) and links to the page in Accounting where it is fixed: the entry itself, the journal filtered to it, the return, the Closing page, or the asset. A decision whose record was deleted opens the Changes in the books that no longer apply card on the Overview, where you dismiss it. The check posts nothing and corrects nothing on its own.

Working out every record again

At the bottom of Check the books, or on the Overview, select Check now. The check works out again what every record should have posted and compares it with what was posted. If records are not up to date, someone who may keep the books can queue them for posting with one click on the Overview (the Check the books page changes nothing), and they reach the books within minutes. The check also lists assets whose cost an earlier recovery true-up changed in the books while the register keeps the old cost (a true-up posted by an earlier version of the books, see Fixed assets); posting again does not change those, so review each from its page.

Change history

Under Accounting, Change history lists every change to how the books are kept, newest first: starting the books and their opening balances, closing the books and VAT periods and undoing a close, marking a return filed and recording VAT payments, manual entries, their reversals and their documents, adding, editing and archiving accounts, pointing payment methods, expense categories and products at accounts, the accountant's decisions on lines, how each sale is recorded, a fixed asset's life from registering it to selling or cancelling it, and changes to the settings.

Each line says what changed, from what to what, who made the change (by name) and when (Riyadh time), the reason if one was given, and the warnings they acknowledged. What the system does on its own, such as the account it adds for a new expense category or an account the system needs that an update adds, shows as System. Select what a line concerns to open its page, or Show only its changes to see its history alone.

Filter by kind of change, between two dates or by who made it, and export the list as a spreadsheet with the same filters. Nothing in this history is ever edited or deleted, it stays after the user who made a change is removed, and anyone who can see the books can read it.

Permissions

• Turning Accounting on, choosing the start date, the opening balances, the VAT registration, undoing any close and marking a filed return as not filed: workspace admins only.
• View the books: held by default by General Manager, Accountant and Treasurer.
• Keep the books (the chart of accounts and mapping, manual entries, closing the books and VAT periods, marking a return as filed, fixed assets, changing how a bill's line posts): held by default by Accountant.

The books are one per workspace, so granting either permission on one property grants it across all of them, and whoever may read the books sees every amount in them. The details are in the Permissions reference.

In a workspace with no properties, or for a member with no role on them, an admin can give one member View the books or Keep the books from the Workspace access section of the member's page, and it reaches the whole workspace. A member who keeps the books this way closes the books and VAT periods and marks returns as filed, but undoes no close and no filing, not even their own: that stays with the admin.

Not included yet

• For management offices: a workspace's books never hold other owners' money (Management offices); owner statements, management fees and paying the owners out, a sale made on behalf of an owner included, are not included yet.
• What a unit built for sale cost to build is not tracked: record the cost of sales with a manual entry.
• Accounting is not in the mobile app in this release.

When the account is deleted, its books are deleted with it (the journal, the trial balance and the other records), while the filed VAT returns, their adjustments and amended-return records are kept for 15 years as tax records (Keeping records). Before you delete, you are offered all of them as one download: the books and VAT records, as a ZIP file.

Related

• Payments, receivables and expenses
• Sales
• E-invoicing
• Permissions reference