Bookkeeping review in InsERT Rewizor nexo: in order before the year end

In short

• › Original database untouched, all work on a copy
• › Every item with a document, account and date
• › The copy from before the fixes stays, in case you need to go back
• › The accountant decides on every fix

About the project

A Polish limited company keeps its books in Rewizor nexo, at an external accounting office. For several years some errors carried over from one year to the next: counterparty balances, euro settlements, settlements with the shareholder.

The challenge

The office had no time to go through thousands of open items one by one, and without that the year could not be closed with confidence. Every fix in an accounting program also needs a document. A correction the accountant does not understand is a bigger problem than the error itself.

Goals

• Find discrepancies between the books, the bank and JPK
• Give evidence and the simplest fix for each
• Leave the original database alone
• Prepare the year end

Technical challenges

A program you cannot see inside

Rewizor nexo stores its data in an SQL database, and much of its logic cannot be inspected. So the agents only read the database and test every change on a copy first.

A fix has to look like the program made it

A new document is modelled on one nexo created itself, and its notes say where it came from. The accountant opens it in the program and sees an ordinary document.

Solution and implementation

An agent team like an office team

Some agents collect facts from the books and the bank, others assess them for VAT, corporate tax and law. An independent auditor checks the facts alone before seeing the proposed solution.

A list laid out the way the office asked

Past years and the current year apart, with a column for the simplest fix. Closed years stay closed, and a counterparty fixes its own error.

A package to check in nexo

The office gets a corrected copy of the database, a list of what to check after opening it, and draft documents to sign, such as balance confirmations. If anything does not match, it goes back to the copy from before the changes.

A new year without risk

The fiscal year is opened by the wizard in the program, and only the opening balance comes from the copy. Where nobody knows how the program does something, the program decides.

Results

The accountant decides instead of searching

Instead of going through thousands of entries, the office gets a list of items with evidence and a proposal.

A consistent database after the fixes

The database consistency check after the changes found no errors, and a comparison with the original showed only the intended changes.

Every entry shows where it came from

A document added by a script says so in its notes and keeps its real creation date.

Takeaways

Copy first

In an accounting program database I only do what one backup restore can undo.

Technologies

Frequently asked questions

No. They work on a copy of the database and prepare proposals with evidence. The office approves every change in Rewizor nexo.

The copy from before the fixes stays. The office restores it and is back where it started.

It restores the copy as a new database, opens the period in nexo and goes through the list: documents, trial balance, open items.

Want something similar in your company?

If something eats hours in your company every week, I will show you on a 30-minute call whether it can be automated and whether it pays off.