When you start accounting with bexio, our Setup Wizard will help you through the process in nine easy steps.
- Customising financial accounts
- Customising VAT rates
- Customising account groups
- Customising accounts
- Start date
- Open items
- Transferring balance from previous year
- Transferring profit and loss account from previous year
- Completing setup
Please have the following documentation ready before you start the Wizard:
- Balance sheet and profit and loss account from the previous year
- Open invoices (debitors) and supplier invoices (creditors)
If this documentation is not currently to hand, you can start the Wizard again later to set up your accounting properly.
If you are ready to start setting up bexio accounting, navigate to "Accounting" and then click on "Set up accounting” at the bottom, on the left-hand side. This will take you to the Setup Wizard.
If you want to delay the setup until a later time, or have just started your company and thus have no accounting data from a previous fiscal year, please click on “Back to bexio accounting” and you will start with a zero balance. You will find this option at the bottom, on the right-hand side.
Customising financial accounts
Please register all your financial accounts (cash account, PostFinance, bank) so that these are available when making bookings. These accounts will be appear in the “Liquid Assets” group of your account plan. You will have the possibility of editing the numbers and descriptions of these accounts in Step 4.
One account has already been created by default as a sample bank account. First, you need to edit this account and complete all the necessary details. We suggest that you turn the sample account into your first real bank account. Simply click on the account and enter all the necessary information. You can find out how to do that in the article "How do I register a new cash account, PostFinance account or bank account?".
If you need to add another bank when you are working with the bexio accounting system, you can do this in the "Banking” section.
It is important that these bank accounts are system accounts so that you can select them for documents (invoices, etc.).
Customising VAT rates
By default, bexio offers all the normal VAT rates used in Switzerland. You will not need to use all of them. The rates which you don't require can simply be deactivated - just click on the appropriate tax rate and disable it with the checkbox.
You can also adjust and expand your tax rates retroactively: to find out how to do this, see the article "How do I add a new VAT rate?"
Customising account groups
The account groups reflect the the currently applicable accounting legislation and will be registered in the appropriate group according to the legal entity (GmbH, AG, private company, sole proprietorship, etc.) that you select in the Setup Wizard, in order to meet the necessary statutory minimum requirements.
You can expand or delete the groups to suit your needs. To delete groups, just click on those that you do not require. You can only delete groups that have no associated account or sub-group and are not system groups (which have a lock symbol).
Additional account groups can be added or edited later, at any time. Find out how to do that in this article: "How do I manage my account groups and account plan?".
The account groups reflect the currently applicable accounting legislation and will be registered in the appropriate group according to the legal entity (GmbH, AG, private company, sole proprietorship, etc.) that you select in the Setup Wizard, in order to meet the necessary statutory minimum requirements.
If you want to edit an account because details such as the number or description are not correct, simply click on the account to edit it. It is important to note that account numbers can only be assigned once and that system accounts are not used inappropriately. System accounts are all those which have a lock symbol, for example the financial accounts or customer account which you created in Step 1.
The green “Add account” button can also be used to extend your account plan according to your requirements.
Additional accounts can be added or edited at any time. To find out how, see the article "How do I manage my account groups and account plan?".
In this step, you define when your bexio accounting starts. bexio currently offers only fiscal years which correspond to a calendar year. You should therefore always choose the 1st of January of the appropriate year.
If you want your accounting to cover a previous business year, no problem - simply select a past year when choosing the start date.
If you do not yet have the figures prepared for the previous year, you can start the Wizard again when you're ready.
There are two different ways of recording open items in bexio:
1. You enter them as open items and then book them later, which offers the advantage that you will be able to book them directly, because the documents already exist in bexio.
2. You enter the closing balance in the next step - but then you will have no supporting documents in bexio.
Transferring balance from previous year
Now enter the final balance of your previous fiscal year. If the final balance is not yet available, go two steps back and then click on "Save and continue later".
The “Current balance” column is calculated by means of the bookings which have already been made in the system. You have the option of transferring these figures into the column "Target balance". The required adjusting entries will then be created automatically.
N.B.: In this step, the figures from the previous year are (provisionally) carried over and the initial bookings are generated. Subsequently, these will appear in the journal.
Please note that total assets and total liabilities must be balanced in order to proceed to the next step. This has usually already been performed for a closed annual account.
Transferring profit and loss account from previous year
Enter the balances of the previous year's profit and loss account.
The “Current balance” column is calculated by means of the bookings which (may) have already been made in the system. You have the option of transferring these figures into the column "Target balance". The required adjusting entries will then be created automatically.
In this step, the figures from the previous year are (provisionally) carried over. Subsequently, these will appear in the journal.
Please note that total income and total expenditure must be balanced in order to proceed to the next step. This has usually already been performed for a closed annual account.
You’re nearly finished!
When you click on "Complete", the setup is finished and you will have access to the full functionality of bexio accounting. You are now ready to book your business transactions.
N.B.: When you select the checkbox “Close the year XXXX for further bookings (recommended)”, your financial accounts for bookings in this period will be blocked and the figures will be carried over definitively. The block can only be revoked by our Support team. Should you need to do this, please contact our Support team by e-mail: firstname.lastname@example.org.