CountServa
Chart of Accounts and Journals
The Chart of Accounts in CountServa is the list of every account your company posts to, from bank and receivables to sales, expenses and equity. Journal Vouchers let accountants post manual double-entry adjustments on top of the entries CountServa creates automatically from invoices, bills, receipts and payroll. Both live under the Accounting menu.
Before You Start
You need the Accounting right. Posting and reversing entries needs Create and Void rights.
Add or Edit an Account
- Go to Accounting > Chart of Accounts and press New Account.
- Enter the Code and Name.
- Choose the Type (such as asset, liability, equity, income or expense) and, if useful, a Subtype.
- Choose a Parent Account to group it under another account, or leave None (top level).
- Choose the Normal Balance: Debit or Credit.
- Optionally choose a System Role if CountServa should use this account for a built-in purpose, or leave None (ordinary account).
- Press Add Account (or Save Changes when editing).
To stop using an account, open it and press Deactivate. Press Reactivate to bring it back.
| Field | What It Means | Example |
|---|---|---|
| Code | Unique account number | 4000 |
| Name | Account name shown on reports | Sales - Local |
| Type | Where the account appears in the statements | Income |
| Parent Account | Groups accounts for sub-totals | 4000 Revenue |
| Normal Balance | The side that increases the account | Credit |
| System Role | Marks the account CountServa uses for a built-in purpose | Accounts Receivable |
Map System Accounts
CountServa posts automatically to accounts such as Accounts Receivable, Accounts Payable, Output Tax and Retained Earnings. Tell it which of your accounts to use:
- Go to Settings > GL Account Mapping.
- For each Role, pick the Mapped Account. Roles still marked Not Mapped need attention.
- Press Save Mapping.
Post a Journal Voucher
- Go to Accounting > Journal Vouchers and press New Journal Voucher.
- Enter the Date, a Reference and a Memo.
- For each line, Select Account and enter a Debit or a Credit. Press Add Line for more lines.
- Optionally pick a Project, or tick This is an Audit Adjustment for an adjustment agreed with your auditor.
- Press Post Entry. The Difference must be zero: debits and credits must balance.
From a posted entry you can also press Make Recurring to turn it into a recurring template.
To correct a posted entry, open it and use Reverse Entry with a Reversal Date. CountServa posts an equal and opposite entry, so the audit trail stays complete.
Recurring Entries
For monthly items such as rent or depreciation adjustments:
- Go to Accounting > Recurring and press New Recurring.
- Enter a Title, choose Repeat Every, the Next Run Date and an optional End Date.
- Under When it is due, who runs it?, choose Manual (it waits in the list until someone presses Run Due Now) or Automatic (generated on its due date with nobody watching).
- Enter the lines with Account, Debit and Credit, and set the Status.
- Press Create Recurring.
You can also make an invoice or bill recurring: open it and choose Make Recurring.
Other Accounting Records
| Menu | Use It For |
|---|---|
| Contras | Offset what a customer owes you against what you owe the same party as a supplier |
| Deemed Payments | Record settlements that did not pass through your bank |
| Loans & Hire Purchase | Term loans and hire purchase with an amortisation schedule |
| Contracts & Agreements | Keep contracts with their key dates |
| Company Letters | Draft and keep formal company letters |
| Budgets | Annual budget per account, compared in Budget vs Actual |
| Projects | Tag income and costs to a project for Project P&L |
| Sales Agents and Sales Areas | Analyse sales by salesperson and region |
| Timesheets | Record time and bill it to customers |
The Accounting menu is split into four sub-headings: Records, Opening & Go-Live, Period-End & MFRS and Planning. Period-end tools include FX Revaluation, Impairment (ECL), Bad Debt Write-Off, Leases (MFRS 16), Revenue Contracts, Consolidation, Auditor Queries and CP58 Forms Received. These are normally used by your accountant at year end.
General Ledger and Trial Balance
- Go to Accounting > General Ledger, choose an account, set From and To and press Apply to see every posting with a running balance. Press Export CSV to download it.
- Go to Reports > Trial Balance, pick the As At date and press Apply to check that total debits equal total credits. Use Export CSV or Export Excel to download it.
Frequently Asked Questions
Can I Remove an Account I No Longer Use?
Open the account and press Deactivate. Its history stays in the ledger, and you can press Reactivate later.
How Do I Undo a Journal Voucher?
Open it and use Reverse Entry. The original and the reversal both stay visible for audit.
Why Does My Journal Not Post?
Total debits must equal total credits, every line needs an account, and the date must not fall in a locked period.
Can I Filter Journals by Source?
Yes. In Journal Vouchers, the Source filter offers All, Manual only, Recurring, System-generated and Audit Adjustments. Press Filter to apply it.