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Accounting Setup Checklist

Purpose

This guide gives an ADMIN a safe setup order for Supply Weave accounting. It is written for operators who are not accountants. Complete the setup with the person responsible for the books and the chartered accountant (CA); do not invent account classifications or opening balances to make a check pass.

  1. Open Settings -> Company and complete the company information used on documents and report exports.
  2. Open Accounting Setup -> Chart of Accounts (/accounts). Review account types, parent and leaf structure, report sections, active status, and CASH/BANK classifications.
  3. Open Accounting Setup -> Accounting Settings (/accounting/settings). Set the Financial Year Start Month before creating any fiscal year, and select an eligible retained-earnings account.
  4. Open Accounting Setup -> Fiscal Periods (/accounting/fiscal-periods). Generate the required fiscal year calendars and verify that each year contains 12 complete monthly periods.
  5. Open Accounting Setup -> Opening Balances (/accounting/opening-balances). Load only CA-approved, balanced opening data for an opening date in an OPEN period.
  6. Open Accounting Setup -> Readiness (/accounting). Refresh the checks, investigate every WARNING and BLOCKER, and retain evidence of the review.

This order matters. The financial-year start month becomes locked after the first fiscal year exists. Opening-balance rows must resolve to active leaf accounts, and the opening date must belong to an OPEN period.

Printable Setup Checklist

Company

  • I am signed in with the ADMIN role.
  • Settings -> Company contains the correct legal or reporting name.
  • Company contact and document information has been reviewed.
  • The company name is not blank, so report CSV and PDF exports can be produced.

Chart Of Accounts

  • Every account has a stable, unique code and a clear name.
  • Every account uses the correct type: ASSET, LIABILITY, EQUITY, REVENUE, or EXPENSE.
  • Parent and child accounts have the same account type.
  • Parent accounts are used for grouping; postings go to leaf accounts only.
  • Active Revenue and Expense accounts have the correct effective P&L Section.
  • Asset, Liability, and Equity accounts with balances have the correct effective Balance Sheet Section.
  • Every account used to receive or pay money is an active ASSET leaf, effectively classified as Current Asset, and marked CASH or BANK.
  • Required system accounts remain active leaves with their expected types.
  • Old accounts that must no longer be selected are inactive, not deleted or repurposed.
  • The proposed retained-earnings account is an active EQUITY leaf with an effective Equity balance-sheet classification.

Accounting Settings

  • Financial Year Start Month agrees with the approved accounting calendar.
  • The start month was saved before any fiscal year was generated.
  • Base currency displays BDT.
  • Retained Earnings Account is selected and eligible.
  • Opening Balance Cutover Date agrees with the approved migration plan, or is blank when no cutover applies.
  • Default Report Hierarchy has been agreed for normal report presentation.

For field-by-field guidance, see Accounting Settings.

Fiscal Calendar

  • At least one fiscal year exists.
  • Each fiscal year begins on the first day of the configured start month.
  • Each fiscal year contains exactly 12 contiguous calendar-month periods.
  • The periods cover the whole fiscal year with no gaps or overlaps.
  • Every date expected for initial posting belongs to a generated period.
  • Periods intended to accept postings show OPEN.
  • Historical and future fiscal years join the existing calendar without a gap.

Opening Balances

  • The CA has approved the opening date, account mapping, debit and credit amounts, and supporting workpaper.
  • The opening date belongs to an OPEN accounting period.
  • Every account code resolves to an active leaf account.
  • Total debit equals total credit exactly.
  • The validated row count, totals, normalized content, and content hash match the approval evidence.
  • The posted opening journal and resulting reports have been verified.

Use the detailed Opening-Balance Import Guide before posting.

Readiness And Handover

  • Accounting Setup -> Readiness has been refreshed after setup changes.
  • Every non-passing check has been read, not only the overall status.
  • Every affected account code and correction link has been investigated.
  • Global diagnostic findings have been separated from blockers recalculated for a specific opening-balance or fiscal-year-close action.
  • Trial Balance and relevant ledgers have been reviewed after opening balances.
  • The CA has received the setup evidence and unresolved-item list.

Verification

Use this short acceptance test after setup:

  1. Confirm Chart of Accounts shows the intended hierarchy and classifications.
  2. Confirm Accounting Settings shows the approved start month and retained- earnings account.
  3. Confirm Fiscal Periods shows 12 monthly periods for each generated year and the expected status for the posting dates in use.
  4. Confirm Opening Balances shows the authoritative import as POSTED, if an opening import is required.
  5. Refresh Readiness and record the generated time, overall status, counts, and any unresolved findings.
  6. Run the Trial Balance and relevant General Ledgers. Investigate any imbalance, unresolved account, or unexpected balance; a dashboard status is not a substitute for report reconciliation.

Common Mistakes

  • Generating a fiscal year before confirming Financial Year Start Month. The month cannot be changed after a fiscal year exists.
  • Posting directly to a parent account instead of a leaf account.
  • Treating CASH or BANK as an account type. They are liquidity classifications for qualifying current-asset leaf accounts.
  • Assigning a P&L section to an Asset, Liability, or Equity account, or a balance- sheet section to a Revenue or Expense account.
  • Selecting a parent, inactive, non-Equity, or unclassified account for retained earnings.
  • Deactivating or changing the meaning of an account with history instead of preserving its identity.
  • Assuming the current calendar month controls posting. The source document’s posting date must belong to its own generated OPEN period; an OPEN future period can accept a future-dated posting.
  • Treating a global BLOCKER as proof that every action is disabled. Readiness is diagnostic; only applicable workflows enforce their contextual blockers.
  • Treating PASS as accounting or audit approval.

Responsibility Boundaries

Supply Weave enforces account-hierarchy rules, fiscal-calendar integrity, posting period locks, exact double-entry checks, opening-import controls, and audit records. The business and its CA remain responsible for source-document completeness, account selection, opening balances, tax and VAT, depreciation, accruals and provisions, audit procedures, statutory disclosures, and filing. CA-approved adjustments appear in reports only after they are posted through journals.

Return to the Accounting User Guides index.

Reviewed against the application on: 2026-08-21