System map

Potential deals are recorded on a Kanban board in Sales → Leads and moved between stages. Nothing is posted. See Leads.

A quote is made on the sales board for the customer, with prices that take discounts and fixed prices into account. A quote has no accounting effect. See Quotes.

The quote is converted to an order, or an order is created directly. A confirmed order reserves the goods in stock. A deposit on an order is posted as Prepayment and remains a credit until an invoice is issued. See Sales orders.

A delivery note deducts the goods from stock at cost from the FIFO layers, partially or in full. Missing goods go to Pending deliveries. A shipment with Pósturinn or Dropp is created from Shipments. See Delivery notes.

The invoice is created from the order or the delivery. On issue, an entry of type Sales invoice is created (receivable, revenue and output VAT). The invoice is sent as PDF, by email or as XML. See Sales invoices.

A bank claim can be created from the invoice in the payer online bank. When payment arrives, a payment is recorded on the invoice as an entry of type Payment. Interest and fees on a paid claim are posted as Bank claim. See Payments.

An overpayment or prepayment becomes a credit that can be used on the next invoice. All the entries appear in Journal entries, and the bank movements are reconciled in Reconciliation.

A requisition is recorded manually or created automatically when a product falls below minimum stock, and goes through approval. See Purchase requisitions.

An approved requisition becomes an order to the supplier. Goods bought for a specific sales order appear in Related purchases. See Purchase orders.

On receipt the stock level rises (a movement of type Purchase) and a new FIFO cost layer is created from the unit price on the order line. Nothing is posted to the ledger in this step. See Goods receipts.

The supplier invoice is recorded in Expense registration or arrives in Incoming emails and is read automatically. Duplicate detection warns about an invoice that is already recorded.

When the expense is posted, an entry of type Expenses is created (expense account, input VAT and payable to the creditor). See Post expenses. Import duties on imported goods are posted from Customs declarations.

A payment on an expense is posted as Expense payment and reduces the amount owed to the creditor. One bank transaction can pay many invoices at once with a batch payment. The exchange difference on a foreign currency invoice is posted on payment. See Record payment.

The bank payout is matched with the payment entry in Reconciliation. Each supplier balance is shown under Creditors.

The product is created in Products, individually or with bulk entry, in a category and with suppliers. Serial and lot numbers are optional tracking.

Goods come in through a goods receipt against a purchase order. Each receipt creates a cost layer with a quantity and unit price.

The cost layers determine the cost price of the product when sold. Margin on orders, invoices and in sales reports is calculated from them.

A delivery note or sale draws quantity from the oldest layers first. The movement appears in Stock movements with a link to the source document.

A stock count corrects the recorded quantity to the actual quantity. A write-off removes damaged or lost goods at cost. Neither posts to the ledger.

Inventory reports show stock value at cost, turnover and stock age.

Purchases of goods are posted to the ledger through expenses. To make the inventory account in the ledger show the correct balance, the inventory account is brought into line with the valuation from the inventory report using Change in inventory, for example at month or year end.

The employee is created in Staff → Employees & access with an ID number, role and system access. See Employees.

In Payroll → Employees the employee gets a salary table or rates, a union, a pension fund and a personal tax credit. See Payroll employees and Vacation pay and advances.

Hours of hourly paid staff are recorded in Time entry and can come from work orders, including job hours that employees clock in the Time clock (working time without a work order does not go into the payroll run automatically). Holidays and sick leave are recorded in Absences and affect the calculation.

The run calculates salaries, withholding tax, pension and other contributions. After approval it is posted, creating a payroll entry (PAYROLL) in the ledger. See Payroll periods.

Payslips are sent by email, and a payment file for the online bank is created in Payroll payments.

Withholding tax is filed with the tax authority (Withholding tax) and remittance reports go to pension funds and unions. Each year wage statements are sent to the tax authority.

The payroll entry expenses salaries, employer contributions and social security tax and records liabilities for unpaid wages, withholding tax, pension funds and unions. It does not post the bank: the payout is posted when the bank movement is reconciled in Reconciliation.

A customer request arrives as a ticket on the Helpdesk from email, a web form or My pages. If work is needed at the customer site, a work order is created with a work type, technicians and an estimate. A quote can be linked to the work order. Tickets from email automatically get a category and a spam assessment (see Classification and spam).

The job is placed on a technician calendar in the Schedule with drag and drop.

The work order is broken down into a task list. Technicians record hours and materials on the work order. Recorded hours can go into payroll time entry.

In invoicing, hours and materials are transferred to a sales order or an invoice is posted directly. Hourly rates come from the work order settings.

The invoice follows the same path as other sales invoices: an entry of type Sales invoice, a bank claim and a payment.

Products, images and categories come from Products. Prices take discounts, fixed prices and discount codes into account. Discount periods apply to every visitor; fixed prices and tier discounts only apply to a logged-in customer who is linked to the customer register.

The product is sold in the PayGo online store or in a connected Shopify or WooCommerce store, where products and stock are synced.

The order becomes a sales order in PayGo and reserves the goods in stock. It appears in Sales orders.

The customer pays by card, bank claim, Netgíró or Aur, or pays on collection. A confirmed online payment is posted as Prepayment. The sales invoice is issued at fulfilment, not at payment.

The order is delivered with a delivery note and shipped by the shipping option the customer chose. The invoice is then issued and the prepayment is applied to it.

The customer signs in to My pages with the same account as in the online store and sees invoices, transactions, balance and orders there. Access is managed in Customer accounts.

All bank movements for the period are matched with entries or posted in Reconciliation. Loan repayments are posted from there to the loan.

Card acquirer settlements are fetched and posted in Card settlements as an entry of type Settlement.

Output VAT and input VAT for the period are compared, the settlement posted and filed with the tax authority. See VAT.

Foreign currency accounts are revalued at the exchange rate on the reporting date. See FX revaluation.

A depreciation run in the Fixed asset register posts the period depreciation for all active assets.

The Trial balance shows the balance of every account. It is reviewed before the period is closed in Fiscal periods.

Income statement and balance sheet in Financial reports, compared with the budget.

At year end the annual statements are prepared, and the year-end carry-forward in Opening balances moves balances into the new year.

The business tax return is prepared from the year accounts and filed electronically in Tax return.