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What are system accounts and why are they needed?

bexio automatically performs certain posts for you. For example, when you create an invoice, an entry is automatically posted under the clients (accounts receivable). These posts are only possible because bexio keeps system accounts.

All accounts in your bexio chart of accounts that are marked by a small padlock icon are system accounts. You can edit these accounts but they cannot be removed from the system, i.e. they cannot be deleted.

System accounts are used for the posts that bexio performs automatically on your behalf. Below you will find a brief explanation of each system account:
(Please note that the account numbers and designation could differ depending on the legal form. This example uses the chart of accounts for a stock corporation (Aktiengesellschaft or AG).)

Account no. Account designation Description of the system function
1020 ff Banking accounts All other banking accounts are created automatically when you create a banking relationship as described in "How can I create a new cash/postal/banking account?" Of course the account numbers and designations can be modified in the chart of accounts. To find out how, please refer to "How can I manage the account groups and the chart of accounts?"
1029 Bank balance There is no visible link here. This account is used in case all banking accounts have been deleted. We recommend assigning this account a number you don't need and simply using it as a "backup account".
1100 Trade receivables (clients) This is linked to the invoices since a post is automatically made to accounts receivable whenever you create an invoice.
1170 Input tax for material, merchandise, services, energy, cl. 4 This is linked to the vendor invoices and expenditures; input tax is posted automatically when you create a vendor invoice or an expenditure.
1171 Input tax for investments, other operating expenses, cl. 1/5-8 This is linked to the vendor invoices and expenditures; input tax is posted automatically when you create a vendor invoice or an expenditure.
1172 Input tax reconciliation reporting method This account is needed for the VAT statement based on collected payments.
1173 Input tax reduction All VAT postings for code 420 are posted using this account.
1174 Input tax adjustment All VAT postings for code 415 are posted using this account.
2000 Trade payables (vendors) This is linked to the vendor invoices. If you create a vendor invoice, an entry is automatically posted to accounts payable.
2030 Advance payments received from third parties Customer account postings and overpayments are posted to this account.
2200 VAT - output tax due This is linked to the invoices. Output tax is automatically posted when an invoice is created.
2201 VAT billing account This account is required for balancing the VAT accounts.
2202 Output tax reconciliation reporting method This account is needed for the VAT statement based on collected payments.
2203 Service import tax This account is required for the automatic posting of the service import tax.
3401 Gross proceeds from banking products This is a standard income account. If you do not select an income account for an invoice, the amount is automatically posted to this account.
3800 Discounts This is linked to the invoices. If you post a discount on an invoice, this account is used.
3809 VAT net tax rate This account is used for posting VAT if companies are permitted to use the net tax rate.
4200 Purchase of merchandise This is a standard expense account. If you do not select a specific expense account for a vendor invoice or expenditure, the system automatically uses this account.
4900 Discounts This is linked to the vendor invoices. If you post a discount on an invoice, this account is used.
6949 Foreign currency losses This account is needed to post differences in currency exchange rates. These can arise if the exchange rate at the time of invoicing is different than at the time of payment.
6999 Foreign currency gains This account is needed to post differences in currency exchange rates. These can arise if the exchange rate at the time of invoicing is different than at the time of payment.
9000 Income statement You need this account for the annual closing of accounts and when opening the accounts again. These are system accounts because they need to be traceable for evaluation at a later date.
9100 Opening balance You need this account for the annual closing of accounts and when opening the accounts again. These are system accounts because they need to be traceable for evaluation at a later date.
9101 Closing balance You need this account for the annual closing of accounts and when opening the accounts again. These are system accounts because they need to be traceable for evaluation at a later date.
9200 Profit or loss for the year You need this account for the annual closing of accounts and when opening the accounts again. These are system accounts because they need to be traceable for evaluation at a later date.
9900 Corrections You need this account for the annual closing of accounts and when opening the accounts again. These are system accounts because they need to be traceable for evaluation at a later date.

 

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