Questions about Finance and Accounting
Question 1. How to update the opening balances of accounts in Getfly?
To upload the opening balances of accounting financial accounts, follow these steps:
Step 1: Go to Getfly → Settings → System Configuration → Accounting → Account Setup → Upload Opening Balance
Step 2: Download the template file and edit the opening balance data for each account on Getfly.
Step 3: Upload the template file to update the opening balance of the accounts.
Note:
After uploading the opening balances, all funds related to the accounts will be updated based on the uploaded data and cannot be reverted to the previous data.
If you wish to edit the opening balance of a single account, simply download the template, modify only the account you want to update, and leave the other accounts as they are.
In the Account Setup section, there is an option to select the Closing Date for Opening Balance.
Meaning of Closing Date for Opening Balance: The selected date will be the reference date for recording the opening balance. It will not be based on the date when you upload the data.
Question 2. How to view the reason for canceling receipts or payment vouchers on Getfly?
To view the reason for canceling receipts or payment vouchers, follow these steps:
1- For vouchers that have been recorded in the fund: When canceling a voucher that has been recorded in the fund, it is mandatory to provide a reason for cancellation.
To view the cancellation reason, go to the voucher details and check the logs in the Exchange section.
2- For vouchers that have not been recorded in the fund or processed: If a voucher has been created but not yet recorded in the fund or processed and is canceled by:
The creator of the voucher clicking cancel
The fund manager not approving the voucher
The fund manager approving it, but the cashier or approver clicks cancel without marking it as paid
No reason for cancellation is required as the funds have not been processed yet.
You can set up an internal process to require a cancellation reason to keep track of this information.
Question 3. Can additional fields be added to payment vouchers?
Currently, Getfly does not allow custom fields to be added to receipt/payment vouchers.
However, you can consider these two alternatives for adding reasons for receipts/payments:
1- Write directly in the content or note the reason in the voucher description. When creating a receipt/payment voucher, you can write the reason in the content or description section.
2- Use budget categories. You can use budgets within the system. In the budget section, you can add categories for different purposes (e.g., business management expenses, advertising expenses, sales expenses). Detailed instructions can be found [here]. When creating a payment voucher, you select the budget and corresponding category for the reason.
Question 4. How to create a new payment voucher in Getfly?
A payment voucher is a crucial tool for managing corporate finances, helping to record money paid out from the company’s funds. Managing payment vouchers effectively in Getfly CRM will help your business:
Track transaction history: Payment vouchers will help track all fund withdrawal transactions, making it easier to control finances.
Confirm expenses: A payment voucher serves as a key document to confirm payments made by the business.
Easy reconciliation and approval: Manage and approve payment vouchers quickly from anywhere.
Ways to create a payment voucher:
Create from Finance → Payment Voucher → Add New.
Create a payment voucher from the Fund module: Select Fund Details → Create Payment Voucher.
Create from a Purchase Order: Create a payment voucher based on a purchase order.
Create from an Expense Request: When there is an expense request (payment, advance), you can create a payment voucher.
Information required when creating a payment voucher:
Voucher content: Describe the reason for the payment.
Payment request date: The date of the payment request.
Select payment fund: Choose the fund from which the money will be withdrawn.
Payment source:
Direct payment: Payment not related to an order, made directly.
Payment according to request: Payment based on a cost request (only shows unpaid vouchers).
Payment based on purchase order: Payment linked to a purchase order.
Customer payment: Pay for multiple orders from a customer.
Budget: Choose the payment budget.
Accounting information: Select the journal entry for accounting.
Attach related supporting documents: If any documents are available.
Voucher approval process:
Once the payment voucher is created, it will be in the Pending Approval status.
The fund manager will approve the voucher.
The cashier will process the fund withdrawal.
Authorized users will perform the accounting entries to record the transaction.
Payment vouchers are categorized by status (approved, pending approval, processed, canceled).
Filter and manage payment vouchers: You can filter payment vouchers by criteria such as:
Payment content
Voucher code
Voucher creator
Fund, date, voucher type
Status (approved, pending approval, processed)
Budget category, voucher status (accounted, unaccounted, canceled, in use).
Question 5. How to edit the transaction date when creating payment receipts or vouchers in Getfly?
The transaction date is the date indicated on the accounting document, representing when the transaction or event related to that document occurred. This is crucial for verifying the validity and timing of a transaction, ensuring that business activities are recorded accurately.
The inability to edit the transaction date usually stems from the following reasons:
Legal requirements: According to accounting regulations (e.g., the Vietnamese Accounting Law), the transaction date must reflect when the transaction occurred. Editing the transaction date may violate legal requirements or distort accounting information.
Accounting period lock: If the accounting period related to the transaction date has been closed or the financial report has been generated, the accounting software will not allow changing the transaction date to maintain data integrity.
Internal controls: Some organizations set up strict internal controls to prevent changes to important information, such as the transaction date, to avoid fraud or errors.
Currently, when creating a receipt/payment voucher in Getfly, the transaction date defaults to the current date. If you need to create a receipt/payment voucher for a past or future date, you can edit the requested date to the desired time.
Question 6. What is the process to cancel a receipt or payment voucher in Getfly?
Currently, after a receipt/payment voucher is created in Getfly:
1- For receipts/payment vouchers that are pending approval or have been approved but not processed: Both the cashier, fund approver, and the voucher creator can cancel the voucher without needing additional permissions.
2- For vouchers that have been processed or recorded in the fund: Only the voucher creator can cancel the voucher by using the Cancel option.
Steps to cancel a receipt voucher: Step 1:
Click on the Voucher Content you want to cancel.
Select “Cancel Report”.
Provide a reason for the cancellation.
Click Save to complete the cancellation.
The voucher will now be in the Canceled status.
Step 2: The cashier or fund manager will review the canceled voucher and click on the relevant voucher to either:
Click “Accept Cancellation” to agree to cancel the voucher, and the amount will be deducted from the fund.
Click “Reject Cancellation” to keep the voucher in the Processed status.
To view canceled vouchers, go to the Canceled Vouchers section to review them.
Question 7. How to create a sub-fund in Getfly?
To create a sub-fund under a parent fund, follow these steps:
Go to Finance → Fund → Add New.
Enter the information for the sub-fund and select the parent fund it will be attached to.
Click Add New to complete.
The newly created sub-fund will be placed under the parent fund you selected. The system will automatically update the parent fund’s balance based on the sum of all sub-fund balances.
Note: If both the parent fund and sub-fund have balances, the system will calculate the total balance by adding the parent fund balance to the sub-fund balances.
Question 8. Does the system aggregate receipts from reward points?
Currently, the system does not aggregate receipts from reward points. However, the system can filter orders based on the payment method of reward points.
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