What does an open items (OI) list contain?
An OI list contains all of the open items as of the reporting date. The reporting date can be chosen freely. For example, you can choose annual financial statements that are dated December 31, 20XX. There are two types of open items: receivables (invoices and credit memos that are issued to your customers) and payables (suppliers whose invoices you receive). Summary:
The OI list of receivables contains:
- Credit memos
The OI list of payables contains:
- Supplier invoices
What is posted in bexio in accounts receivable or accounts payable and on which page?
|1100 - Receivables|
|2000 - Payables|
What does not appear in the OI list?
- Opening postings
- Provisional balances carried forward
- Manual postings (these are not recorded in the accounts receivable)
What can I do if I discover a discrepancy between the OI list and my accounts receivable or accounts payable?
The balance sheet accounts are carried forward each year. For example, if you discover a discrepancy in 2016, it will automatically be carried forward to 2017 (balance carried forward). Thus, in this example, the cause of the discrepancy lies in 2016 rather than 2017.
Principle: bexio is able to post directly to collective accounts, e.g., 1100 Receivables (though you are given the option to confirm each posting). Because the data in the OI lists are from sales and purchases, manual postings are not taken into account. This can lead to discrepancies.
Tip: Filter for 1100 or 2000 to obtain manual postings in the accounting sheet.
There are various reasons why you may obtain a discrepancy with the OI list. The following situations are possible reasons for this:
Situation: I have imported the closing balances (for accounts receivable and accounts payable) from another accounting program.
When importing balances from a third-party accounting program, you must post the payments using manual postings. Reason: Imported receivables will not be recognized in bexio accounts receivable unless they have been explicitly entered as invoices. Until the imported receivables balances are finally reconciled, there may be a discrepancy between the OI list and the receivables balance.
Situation: I entered invoices in bexio, but I was already using financial accounting.
Were the OI lists subsequently reconciled with the accounts receivable or accounts payable?
If not, then you must check them from the beginning. For example, if you have been working with bexio and financial accounting since 2015, you need to start there.
Tip: Check your OI list every month and save time making adjustments.
Situation: I entered invoices in bexio, but I did not start using financial accounting until a later date.
If you entered invoices from 2017 and 2018 in bexio, but you did not start using financial accounting until 2019, then you may experience discrepancies. This is an example of importing a balance from a third-party accounting program.
If you are not sure what to do, it is best to consult with a specialist, such as your trustee, for example.