Books

36Books: accounting & invoicing

Books is the accounting inside PosMasr Cloud: a chart of accounts made for Egypt, the till's sales posted by themselves, quotes and invoices for companies, supplier bills, the bank, and the VAT return figures ready for your accountant — in the same account, with no second program.

Plans: Business and Chain, and the {{cloud.trial_days}}-day trial. Online only: it is not in the program on your PC.

36.1 Switching it on and the first setup

1. The owner opens Settings → Features and switches Books on. A Books entry appears in the menu.
2. Books → Set up Books: the business details and the header of your documents (three templates, a colour, your logo if you want), the start of the financial year, then create the chart: 60 numbered accounts in Arabic and English, with the system accounts locked. You can add your own accounts and rename them; the setup can be left and picked up again.
3. Opening balances, with your accountant: choose the opening date and type each account's balance once; they become one balanced entry. Closing the first month freezes them.
4. Who sees it: the owner only. A manager sees nothing of Books until you give them one of its rights in Team → Rights.

36.2 What fills itself, and what you write

• The till's sales post themselves every 15 minutes, one entry per day (or per receipt, if you choose): sales, returns, VAT, credit and expenses. A receipt that arrives late from an offline till becomes a correction entry; nothing is posted twice. A posted entry is never edited: a mistake is corrected by a reversal with a reason.
• Selling to companies: quotes the customer accepts from a link, orders, deliveries (the stock goes out first-expiring-first), invoices, credit notes, receipts allocated to invoices, recurring invoices, the customer statement and unpaid invoices by age. Send a document by e-mail, or by a prefilled WhatsApp message you send with one tap.
• Buying: supplier bills (typed, or taken from a receiving or an invoice photo, 41.11), supplier payments, expenses and recurring expenses, with what is due this week.
• Banks and cash: bank accounts, transfers between them, card settlements, cheques, the bank statement imported (CSV, Excel, OFX, MT940), matched and reconciled.
• Reports: trial balance, account ledgers, profit and loss (against the period before and last year), balance sheet, the owner's summary and a 13-week cash forecast; CSV and Excel. Month end: a closing checklist, then lock the month (reopened only with a reason). An approval limit can make a second person approve entries above an amount.

Fixed assets and their monthly depreciation are no longer a Books page: since 10 October they are the Fixed assets module, which posts its journals into Books. The assets Books held came over once with the same book values, and the old Books links open the new pages — see 44.8.

36.3 VAT: prepared, not filed

Books → VAT return: choose monthly or quarterly. The figures come from your documents and from the till's tax-collected report: output tax, input tax, zero-rated and exempt, with every amount traceable to its document. You (or your accountant) file on the Tax Authority's portal, then write the filing reference in Books: it settles the VAT accounts and locks the months it covers. A separate step records the payment.

More: Books, the page · Accounting and invoices inside your POS