Books of an sp. z o.o.: journal and trial balance

An sp. z o.o. keeps its books (księgi rachunkowe) in Norman in złoty, on its own chart of accounts. Norman creates entries from documents, and you review them.

Where the books are

Open Accounting, tab Polish general ledger. There are four views:

• Journal: entries in booking order,
• General ledger accounts: the entries and balance of each account,
• Trial balance: opening balance, debit and credit turnover and closing balance of each account for the chosen period, with totals,
• Chart of accounts: the company's accounts. You can add your own accounts and switch accounts on or off.

You choose the period in From and To. Search entries by description or account number.

Where entries come from

Entries come from domestic sales invoices, approved purchase documents and PLN operations. Payments only settle receivables and payables.

The source posting status shows how many documents are posted and how many need review, with the reason for each. After you fill in what is missing, click Check and refresh postings.

Foreign purchases, reverse-charge purchases and imports of goods, among others, go to review: for them Norman does not create output and input VAT entries automatically. Each purchase document with Polish VAT must be reviewed before it goes into the JPK_V7. See Purchase documents and input VAT.

Operations from documents

An operation with a purchase document goes into the books at once, without finalization. Finalizing is your own check. An operation without a category, a date or a VAT rate waits for review until you complete it.

• When the payment came on a different day from the document, there are two entries. The document entry, on the document date: the cost and the input VAT on account 220-1 (debit) against the supplier payable on account 210 (credit). The payment entry, on the payment date: 210 (debit) against the bank account 130 or cash 100 (credit).
• When the payment came on the same day, there is one entry.
• When you remove a payment, Norman reverses only the payment entry.
• With payment in instalments, the cost arises once, from the document's operation, and the payments only settle the payable. An overpayment goes to review.
• When you change an operation of a closed period, Norman books a reversal and a new entry on the first day of the open period.

Manual entries

1. Click Add entry.
2. Fill in the Booking date, the debit and credit accounts (Choose account), the Amount (PLN) and the Document and description.
3. Save.

You cannot book to an inactive account, into a closed period or before the business start date.

Corrections by reversal

Journal entries are not edited. Correct a wrong manual entry with a reversal: on the entry, click Reverse and enter the Reversal reason. Norman adds the reversing entry and marks the original as reversed. Then add the correct entry. Entries created from documents you correct in the document itself.

Opening balance from the previous books

If the books in Norman start later than the company's business, bring the balances of the previous books in under Account → Taxes → Books in Norman, part Opening balance.

1. Export the trial balance (zestawienie obrotów i sald) on the day before the start in Norman from your previous program (for example Comarch Optima, Symfonia, enova365, wFirma, inFakt or Rewizor), best with the BO columns, as a CSV or XLSX file. Norman cannot read the amounts of a PDF.
2. Click Upload the trial balance. Norman maps each account to its chart of accounts. Mappings worth a second look show AI suggestion, check it or by the balance side. You choose an account Norman left open yourself. Accounts that cancel out, such as 490 with group 5, can be left out.
3. Check that the Wn total equals the Ma total and read the notes under the table.
4. If accounts 010 or 020 hold fixed assets, add them with their initial value and umorzenie on the day before the start. Norman then goes on depreciating them.
5. Click Save the opening balance.

A small company can type its balances in: Type in the balances, then a Norman account and its Wn or Ma balance.

What Norman books:

• the opening balance on 1 January, or on the day the business started in its first year: the balances of the balance-sheet accounts;
• for a start during the year, the turnover from 1 January to the day before the start, revenue and costs included, dated that day. The trial balance, the balance sheet and the profit and loss account therefore cover the whole year;
• Norman's own entries before the start, for example from bank statements, leave the books: the trial balance covers that period. A payment after the start for an invoice from before it settles the receivable or payable of the opening balance.

For the CIT advances, Norman takes the revenue and costs before the start from the trial balance unless you enter other figures. You enter the CIT advances of those months yourself, in the same part of the settings.

Kapitał zapasowy, reserves, accruals and loans have no accounts in Norman's chart of accounts yet. Agree with your accountant which account to bring them to. If you change the start month, upload the trial balance for the new day: a new import replaces the earlier one.

CIT from the books

From the books, Norman works out the CIT advances and a draft CIT-8. See CIT in an sp. z o.o.. You can also download the books for your accountant: see Exporting data for your accountant.

Financial statements and year-end close

Prepare and validate small-entity XML, then close the books after approval. Signing and filing with the KRS are separate. See Closing the year and preparing financial statements.

Norman is software: you keep the books in it yourself or with your accountant.