Finance Department

Roles covered: Accountant · Billing Officer · Cashier · CFO / Finance Director
Main modules: Invoices · Payments · Credit Notes · Proformas · Expenses · Bank Statement · Cash Statement · Chart of Accounts · Taxes · Currencies · Account Balances · eTransport · SAGA · WinMentor · Reports

Who uses this guide

Financial module map

REVENUE                          EXPENSES
───────                          ────────
Invoices (Client invoices)       Expenses
Proformas                        Vendor Invoices
Recurring Invoices               Debit Notes (vendor debit notes)
Payments (Receipts)              Account Balances (withdrawals)
Credit Notes

BANK ACCOUNTING                  CONFIGURATION
───────────────                  ─────────────
Bank Statement                   Taxes (VAT)
Cash Statement                   Currencies (exchange rates)
Account Balances                 Payment Modes
Chart of Accounts                Billing Config (invoice series)

REPORTING & EXPORT               COMPLIANCE
──────────────────               ──────────
Financial Reports                eTransport (ANAF)
Expenses vs Income               SAGA Export
Tax Summary                      WinMentor Sync
Sales by Period                  eFactura

Recommended daily routine

Morning (20–30 min)

1. Invoices due today and overdue
/admin/invoices/list_invoices?status=4 — Overdue invoices
/admin/invoices/list_invoices?status=1 — Unpaid invoices due today

Contact overdue clients or send an automatic reminder email.

2. Payments to confirm
Check bank statements received (bank email) against payments recorded in the CRM.
/admin/bank_statement — Reconcile bank transactions vs. CRM invoices.

3. Vendor invoices due
/admin/purchase/myinvoices?payment_status=unpaid — Filter by due_date ≤ today
Approve payments or notify the manager about funds.

During the day

• Issue invoices for delivered orders or rendered services
• Record payments received (bank transfer, cash, card, online)
• Process expenses with attached receipts
• Reconcile the bank statement — match transactions with invoices

Weekly

• Revenue vs. Expenses report — /admin/reports/expenses_vs_income
• VAT report — collected and deductible VAT amounts per period
• SAGA / WinMentor export — if external accounting uses these applications
• Account balance check — Account Balances per bank account and cash register

Monthly

• Month-end close: full bank + cash reconciliation
• Generate reports for accounting (data export)
• Check recurring invoices generated automatically
• eTransport export for ANAF transport declarations
• Update exchange rate for foreign currency invoicing

Client invoices — issuing and tracking

Where: /admin/invoices

Creating an invoice

Invoice series (Billing Series)

Each company has numbering series configured at /admin/billing/config:

Invoice number format: [prefix]-[number] (e.g., CRM-001, F-2026-001).

Invoice statuses — what you do at each

Due date

Calculated automatically: invoice_date + invoice_due_after_days (default: 30 days, configurable at /admin/billing/config).

Recurring invoices

Where: /admin/invoices/recurring

For subscriptions, rentals, retainers:

• Set the amount, frequency (monthly/quarterly/annual), start date and number of cycles
• The system automatically generates the invoice at each cycle (via cron job)
• Optional: the invoice is automatically sent upon generation

→ Recurring Invoices

Proformas

Where: /admin/proformas

A proforma = unofficial advance payment or order confirmation document before delivery. It has no tax status, but the client pays based on it.

Proforma statuses

Converting Proforma → Tax Invoice

Upon receiving payment or delivering the product:

1. Open the proforma → click Convert to Invoice
2. An invoice is created with the same lines and amounts
3. The proforma remains archived with the invoice reference

Recording payments (Receipts)

Where: /admin/payments or directly from invoice → Record Payment

Payment fields

Partial payments

Record as many partial payments as needed on the same invoice. When the total amount is covered → status automatically becomes Paid.

Advance payments on client account

If the client pays before the invoice is issued:

1. Go to the client profile → Credits tab
2. Add the amount as credit on client account
3. When issuing the invoice → apply the available credit → reduces the amount due

Credit notes

Where: /admin/credit_notes

When to issue a credit note

• Invoice issued in error (wrong amount, wrong client)
• Goods returned by client
• Post-invoice discount granted
• Partial service cancellation

Credit note statuses

Applying a credit

Method 1 — Apply to an invoice:
From the credit note → Apply to Invoice → select the invoice → enter the applied amount.
Effect: tblcredits.amount reduces the balance on that invoice.

Method 2 — Cash refund:
From the credit note → Refund → amount returned to client recorded in tblcreditnote_refunds.

Credit note balance

Total credit = Amount from the credit note
Applied = SUM(tblcredits.amount) on invoices
Refunded = SUM(tblcreditnote_refunds.amount)
Available = Total - Applied - Refunded

Expenses

Where: /admin/expenses

Creating an expense

Key fields:

VAT on expenses

Automatic calculation: total = amount + (tax1% × amount) + (tax2% × amount)

Example: 500 RON expense + 19% VAT:

• amount = 500
• tax_amount = 95
• total = 595

Recurring expenses

Configure an expense as recurring (rent, software subscription, insurance):

• recurring = 1, repeat_every, recurring_type (monthly/quarterly/annual)
• Cron job automatically generates the expense at each cycle
• Each recurrence → new record with the same data

Billable expenses

Expenses with billable = 1 appear available when invoicing the client or project:

1. Create the expense + check Billable + associate the client
2. When issuing the client invoice → Unbilled Expenses section → select expenses to include
3. The expense becomes Invoiced — no longer appears in future invoicing

Bank Statement

Where: /admin/bank_statement

Bank statement structure

BANK ACCOUNT (tblbilling_bank)
  │  IBAN, bank, currency, associated GL account
  │
  └── STATEMENT (tblbank_statements)
        │  period, opening balance, closing balance
        │
        └── TRANSACTIONS (tblbank_statement_transactions)
              │  description, amount, date, transaction code
              │
              └── RECONCILIATION (tblbank_statement_transaction_reconciles)
                    link to invoice / expense / credit note

Reconciliation process

1. Receive bank statement (PDF / CSV from bank)
   ↓
2. Import or manually enter transactions in CRM
   ↓
3. Per transaction: system automatically looks for matching invoice
   (by description, amount, payment reference)
   ↓
4. Confirm match or manually choose the invoice
   ↓
5. Transaction marked as reconciled
   ↓
6. Balance verified: opening_balance + inflows − outflows = closing_balance ✓

Importing bank statement

Supported format: CSV or DBF (import via /bank_statement/import_dbf)

Transaction types from the statement:

Bank account balance

Balance = opening_balance
        + SUM(client invoice payments)
        + SUM(incoming transfers)
        + SUM(miscellaneous income)
        − SUM(expenses)
        − SUM(outgoing transfers)
        − SUM(withdrawals)

Cash Statement

Where: /admin/cash_statement

Identical to the bank statement, but for the cash register (physical cash).

Technical difference: the cash register account has cash = 1 in tblpayment_modes.

Cash register specific operations:

Chart of Accounts

Where: /admin/chart_of_accounts

Account structure

Code format: XXXX.NNNN (e.g., 4111.0001 = Client 1, 401.0001 = Vendor 1)

Main types:

Practical use

The Chart of Accounts is used in:

• Bank reconciliation — each transaction can be associated with a GL account
• Expenses — the id_chart_of_account field allocates the expense to an account
• Clients — the coa_input field on the client profile links the client to the receivables account
• SAGA/WinMentor export — account codes are mapped in the accounting export

Automatic account code generation

The generate_next_account_code() method automatically assigns the next available code in a prefix sequence. Generated codes do not duplicate within the same company.

Taxes and VAT

Where: /admin/taxes

VAT rates configured in Romania

Multi-tax per invoice line

Each line in an invoice / expense can have two simultaneous taxes (tax and tax2):

• Useful for excise duty + VAT
• Or for specific tax splits

VAT report

Monthly, extract from Reports the collected VAT (on sales) and deductible VAT (on purchases):

• Collected VAT = SUM(tax_amount) from issued invoices
• Deductible VAT = SUM(tax_amount) from expenses and vendor invoices
• VAT payable = Collected VAT − Deductible VAT

Multi-currency and exchange rates

Where: /admin/currencies

Configuration

Updating exchange rates

Automatic (BNR): The daily_bnr() function fetches daily rates from the National Bank of Romania — runs via daily cron job.

Manual: From /admin/currencies → edit the rate directly.

Invoicing in foreign currency

When issuing an invoice in EUR:

1. Select EUR currency on the invoice
2. The system applies the current rate stored in tblcurrencies.rate
3. The amount is displayed in EUR on the PDF and stored with the rate at the issue date
4. Reports can consolidate in the default currency (RON) at the day's rate

Important: The exchange rate is fixed at the invoice issue date. Subsequent rate changes do not affect an already issued invoice.

Payment Modes

Where: /admin/paymentmodes

Configuring payment accounts

Each payment mode represents a distinct bank account or cash register:

Per-staff access control: The active_staff field (JSON with IDs) restricts which staff can see a particular account — useful for separating access to sensitive accounts.

Transfers between accounts

Where: From Account Balances → Transfer

Example: transfer RON from the cash register to the bank account:

• Source: Cash Register RON (cash = 1)
• Destination: BRD — IBAN
• Transfer amount
• Date

Effect: cash register balance − X, bank balance + X. Recorded in tblpayment_modes_transfer.

Account Balances — real-time financial balance

Where: /admin/account_balances

The module provides a consolidated view of all payment accounts with the current balance calculated from all transactions.

Balance formula per account

Current balance =
  + Opening balance (opening_balance)
  + Client invoice payments received
  + Incoming transfers
  + Miscellaneous income
  − Expenses paid
  − Outgoing transfers
  − Withdrawals

Operations from Account Balances

eTransport (ANAF transport declaration)

Where: /admin/etransport

What eTransport is

A mandatory reporting system for road freight transport on Romanian territory — per ANAF requirements. You generate the declaration electronically before the physical shipment.

eTransport document structure

eTransport flow

1. Issue client invoice / delivery note
   ↓
2. Create eTransport document linked to the relevant invoice/note
3. Fill in: operation type, route, vehicle, carrier
   ↓
4. Generate XML → upload to ANAF portal or via API
5. Receive `upload_index` confirmation
   ↓
6. Goods can be physically shipped (eTransport document is active)

→ eTransport

Accounting export — SAGA and WinMentor

SAGA Integration

Where: /admin/saga

What is exported:

• Clients (with CUI, address, banking details)
• Vendors
• Items (products/services catalog)
• Issued invoices (with lines, VAT, payment status)
• Vendor invoices (with lines, VAT)

Format: XML or SAGA proprietary format.

Trigger: Manually from the SAGA module or periodically via cron.

Typical use: The external accountant works in SAGA — periodically receives the CRM export for accounting entry.

→ SAGA Integration

WinMentor Integration

Where: /admin/winmentor

What is synchronized:

• Partner directory (clients + vendors)
• Mapped fields: Denumire, CodFiscal, CodExtern, Sedii (registered office + work points), Conturi (IBANs with default flag)
• Date format: DD.MM.YYYY (automatically converted)

Sync type: Upsert on (name, CUI) pair — updates existing partners, adds new ones.

Typical use: The internal accountant works in WinMentor — the CRM is the source of truth for partner records.

→ WinMentor Integration

Financial Reports

Where: /admin/reports

Available reports

Revenue vs. Expenses report — the most important monthly

Displays per month:

• Revenue = SUM(invoice totals) for invoices in the selected period
• Expenses = SUM(expense totals with VAT) for the same period
• Profit = Revenue − Expenses
• Monthly trend chart (Highcharts)

Important filter: Select whether you want revenue by invoice date or payment date — the difference matters for cash basis vs. accrual reporting.

Exporting reports

Each report has an Export Excel button (if show_table_export_button is active in settings). The export includes all columns with applied filters.

Billing Configuration

Where: /admin/billing/config

Essential settings

Fields visible on PDF (configurable)

view_phone, view_fax, view_email, view_website, view_logo, view_signature, view_send_date, view_client_code, use_product_code, view_product_code, use_description

Useful automations for Finance

Configurable in Workflow Automation (/admin/workflow_automation):

Common permissions for the Finance team

Ask the administrator at /admin/roles:

Quick references

Workflows: Lead → Cash · Purchase to Pay · Full Commercial Cycle

Modules: Invoices · Recurring Invoices · Proformas · Payments · Credit Notes · Expenses · Bank Statement · Cash Statement · Chart of Accounts · Billing · Taxes · Payment Modes · Currencies · Account Balances · eTransport · SAGA Integration · WinMentor Integration

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