Accounts and balances

This article covers two different notions that are easy to confuse:

• Account/cash register — a place where money is kept (a bank account, a cash register, a wallet), with its own balance.
• Counterparty balance — settlements: who owes whom.

Currencies and exchange rates are explained here as well.

Where this is configured and who has access

Accounts, currencies and exchange rates belong to the reference data. They are managed by the administrator and the head (see Reference data). A client sees their own operations but does not manage reference data. The "Finances" section is not displayed for managers and warehouse workers.

Accounts and cash registers

An account in LogiFlow is a source/store of money: a bank account, a cash register, an electronic wallet, a corporate card. Every account has a currency and a current balance.

Why create accounts

• To see the money balance in each source at any moment.
• To attach payments to a specific account — "this came into Tochka-Bank RUB, this was withdrawn from Alfa-Bank USD".
• To calculate the company's cash movements correctly in analytics.

Creating an account

Reference data → Accounts (see Reference data). Available to the administrator and the head.

1. Click New account.
2. Fill in:
   • Name — short and clear: "Tochka current account", "Main cash register", "Alfa card USD". Within a company the account name is unique.
   • Currency — from the company's currencies reference data. If the currency you need is missing, add it to the currencies reference data first. The currency is set when the account is created and is thereafter inherited by financial documents: when creating a bill or a payment you first choose the account, and its currency is filled into the document automatically (you do not need to choose the currency separately in the document).
   • Requisites — the legal form and a set of requisites: INN/KPP/OGRN(IP), bank name, bank account, correspondent account, BIK and others, as well as the signatories (full name, position, basis of authority). The set of fields depends on the chosen legal form. These requisites are used in the printable forms (see below).
   • VAT mode and VAT rate — see the next section: this is a single setting made of two fields, and they are filled in together.
   • Active — clear the checkbox if the account is closed. Closed accounts are not offered in the dropdowns when creating operations, but their history is preserved.
3. Save.

VAT mode and rate

VAT is set on the account, not in the operation: an account in LogiFlow represents your legal entity (it also carries the requisites and the signatories), and one company may have several legal entities with different modes.

The mode is chosen from three options:

Mode	When	Rate
Subject to VAT	ordinary activity with VAT	enter your own: 22, 10, … — greater than zero
Zero-rated VAT (Art. 164 of the Tax Code)	international carriage — a taxable supply at a zero rate	always 0
VAT-exempt (exemption, simplified tax system)	exemption under Art. 145/149 of the Russian Tax Code, the simplified tax system	always 0

By default a new account is "VAT-exempt" with a rate of 0. The system does not invent a rate: a silently filled-in percentage would end up in the printable form and in the electronic waybill.

The "VAT rate" field appears only when the "Subject to VAT" mode is selected. In the other modes there is no rate at all — neither zero nor any other.

"Zero-rated VAT" and "VAT-exempt" are different things

Arithmetically they coincide: there is no tax in either case. The difference is in what you declare in the document. "Zero-rated VAT" means the supply is taxable and the tax is presented as 0.00, and the right to deduct input VAT is preserved (section 4 of the VAT return, with a supporting document package required). "VAT-exempt" means there is no tax at all (section 7). In the printable form and in the waybill header these are also different entries: "0%" versus "without VAT".

That is why the zero rate must not be selected "just in case": choose it only if you really do carry out international carriage under subclause 2.1 of clause 1 of Art. 164 of the Russian Tax Code.

Amounts are stored in the system VAT-inclusive

The bill amount, the price and the line total are always tax-inclusive amounts. VAT is not added on top but extracted from within at the derived rate (clause 4 of Art. 164 of the Russian Tax Code):

VAT = amount × rate ÷ (100 + rate)
net = amount − VAT

For example, 122,000 RUB at a rate of 22% is 100,000 RUB net of VAT plus 22,000 RUB of tax, and not 122,000 + 26,840.

The rate here is an example. The system uses whatever rate is set on the cash account and never substitutes one of its own.

This has an important consequence for tariffs: the tariff rate is also entered VAT-inclusive — see Tariffs. If you enter the rate "as in the contract, net of VAT", every bill based on it will be understated by the amount of the tax.

The system will not let the rate and the mode fall out of sync: a non-zero rate is only possible in the "Subject to VAT" mode, and in that mode the rate must be greater than zero. Attempting to save a pair such as "VAT-exempt + 22%" returns an error.

Do not duplicate accounts

If you have one bank but several currencies, create one account per currency: "Sber RUB", "Sber USD", "Sber EUR". Not "Sber multi-currency": one account — one currency.

Account deletion is protected

An account cannot be deleted "blindly" if operations refer to it. A closed (inactive) account stops cluttering the lists but remains in the history.

The account as a legal entity: requisites in printable forms

An account in LogiFlow is not only a money balance but also a set of requisites of a legal entity: the legal form, INN/KPP/OGRN(IP), bank requisites (bank, bank account and correspondent account, BIK), signatories (full name, position, basis of authority) and, if needed, a machine-readable power of attorney (MPA).

Thanks to this, a single company can run several legal entities: create a separate account for each legal entity (and for each currency) — each one will have its own requisites and signatories. This is convenient when a logistics company has several legal entities for different lines of business.

Where printable forms take your organisation's requisites from

When a document is printed (a bill, for instance), the requisites of your side are taken from the requisites of the account selected in the financial document. So, to have the document printed on behalf of the required legal entity, select the corresponding account in it. More about templates — Print templates.

The account balance

Account balance = the sum of all posted payments that went through it: incoming payments are added, outgoing ones are subtracted.

Bills (documents) do not change the account balance

The account/cash balance is moved only by posted payments. Documents of type Bill do not affect the account balance — they only change the counterparty balance (the obligation). See What "posting" means.

Where to see account balances:

• The "Balance" section → the "Company accounts" tab — the current balances of all accounts and the total by currency (see The "Balance" section).
• The dashboard — a widget with the balances of the main accounts (see Dashboard).

Unposted operations are not counted

A draft expense of 100,000 RUB is not withdrawn from the account until it is posted. This is by design: balances show the actual state, not the plan.

Counterparty balances

Besides account balances, LogiFlow maintains counterparty balances — settlements broken down by currency. A balance is maintained separately for each counterparty and each currency.

There are two kinds of counterparties:

• Client — a system user (the client balance).
• External counterparty — from the counterparties reference data (the counterparty balance).

The sign of the balance — read carefully

In LogiFlow the sign of the balance is the same for clients and for external counterparties:

Sign of the balance	What it means
Negative	The counterparty owes the company (our accounts receivable).
Positive	The company owes the counterparty (our accounts payable, or an overpayment/prepayment).
Zero	Settlements are closed.

The sign is counter-intuitive

"The client owes us" = a negative balance, not a positive one. This is often confused. Remember: negative — owed to us, positive — owed by us.

Examples:

• The client received services but did not pay → the client's balance is negative (they owe us).
• The client paid a prepayment larger than the amount of the services → the client's balance is positive (we owe them / this is their overpayment).
• We received an acceptance certificate from the carrier but have not paid yet → the carrier's balance is positive (we owe them).
• We overpaid the carrier → the carrier's balance is negative (they owe us).

Balances are visible in the counterparty/client card and in the counterparty lists. Details about working with debts — Receivables and aging.

Only posting changes the counterparty balance

The counterparty balance changes when an operation (a bill or a payment) is posted. Creating a draft and allocating documents do not affect the counterparty balance.

The "Balance" section

A separate "Balance" menu item brings all of the company's balances together on a single screen. It is available to the administrator and the head (the menu item is not shown to managers, warehouse workers and clients). It contains three tabs:

Tab	What it shows
Company accounts	The balance of each account (name, currency, balance) and the "Total balance by currency" block — the sum of the balances for each currency.
Counterparties	The balances of external counterparties — one column per company currency. Search and sorting are available.
Clients	The balances of client-users — one column per currency. Search and sorting are available.

Balances are shown for every currency configured in the company settings (a separate column/row per currency). The sign is interpreted the same way everywhere: negative (red) — owed to us, positive (green) — owed by us (see The sign of the balance). For accounts the sign simply means a positive or a negative money balance.

This is a "snapshot as of now"

The section shows the current balances (based on posted operations) and does not build history over a period. To analyse debt by due dates, use the Debt aging report.

Multi-currency and exchange rates

Company currencies

The Currencies reference data holds the set of the company's currencies (see Reference data). One of the currencies is designated as the base currency (the default one) — usually the rouble. A company has exactly one base currency.

Exchange rates

The exchange rate is set manually for each non-base currency for a specific date (the currency rate model). Specifics:

• The rate is stored by date: for one date and one currency there is one rate.
• A rate cannot be set for the base currency (its rate against itself is always 1).
• To be able to set rates, the company must have a base currency assigned.

An operation itself has no separate "rate"

Only the amount and the currency are stored in an operation — there is no separate "rate at the time of the operation" field. Converting amounts to the base currency is done by analytics, using the rates from the reference data. That is why entering rates promptly matters for correct multi-currency analytics.

In analytics, amounts in different currencies are converted to the base (or the selected) currency at the rates from the reference data. If there is no rate for the required date, the report may warn about an incomplete conversion.

What's next

• Financial operations — what to enter and how.
• What "posting" means — why drafts are not counted and what posting changes.
• Receivables and aging — debt management.
• Reference data — accounts, currencies, rates, items, services.