FAQ: accounting questions

1. Is there a full accounting module in the system?

There is, there is one-time accounting in the eHÁZ. In addition, there is a logbook, a reporting/budgeting and accounts system, as well as an accounting reporting module. Cash vouchers, vouchers in lieu of invoices can be issued and an integrated invoicing software can be used.

2. How can I set the closing balance of the previous year to be the same as the opening balance?

Under the Accounting menu of the house, you need to click on the Data recording and then on the tab "Group recording of opening balances of sub-deposits", click on the button "Copy previous year's closing balances as opening balances".

3. When importing the bank, I get the message that the house does not have such a bank account number.

It is likely that the bank account you wanted to import from is not listed or is incorrectly listed in the condominium's bank accounts. In the header, next to the name of the condominium, you will find a gear icon, click on it, and under the bank accounts tab, see which bank accounts are assigned to the condominium. If the bank account number is misspelled, please let our colleague know, as only he/she can change it. If the bank account you want to import from is not listed above, add it as a new bank account!

4. How are POSTA JOBs booked in the system?

We usually recommend that you add a POSTA JOB provider to your SERVICE PROVIDERS and when you do the accounting or import a bank export, the items that you see as POSTA JOB are booked as a service provider payment to the POSTA JOB provider. Subsequently, when we receive the details of the payments on paper or in any other form, we select the operating account in the ACCOUNT-BANKING menu and find the relevant accounting item and modify it to a sub-deposit type payment, specifying the sub-deposit from which the payment was received. If a POSTA JOB accounting entry contained more than one sub-deposit payment, then the amount must also be adjusted down to one of the sub-deposits and then the other sub-deposit payment must be manually entered in the ACCOUNTING-REDIT menu item in the time series entry of accounting entries.

5. How should a home loan be accounted for in the system?

There are two main ways of accounting for home savings. One is that the housing savings account is added to the condominium's bank accounts and each payment is booked as a transfer, since it is essentially a savings rather than an expense, even though the segregated assets are not liquid in the housing savings account. The problem with this is that, for the reasons just mentioned, the annual plan thus does not include housing savings as an expected 'expense', so that one has to keep it in mind per house and add it, so to speak, manually to the expected expenses, since, although it is not a real expense, it is incurred on the expense side in the year. The other way is not to include the housing savings in the condominium bank accounts, but to book it as a Housing Savings Fund, and to book the annual interest or government subsidy as accrued housing savings interest or accrued government subsidy (LTP) in income. The disadvantage of this is that there will be no relevant information on the current financial situation of the condominium in the system, which can only be maintained and managed from the housing savings notices. It is recommended to display the amount of money in the savings account at least on an annual basis on the notice board and to indicate it in the comment section of the report.

6. Can I register invoices in the system?

The eHÁZ basically supports single-entry bookkeeping, which, according to the Law on Condominiums, can be kept by condominiums under HUF 50 million of annual common cost income. Despite the cash-based single-entry accounting, it is possible to record in eHÁZ the headings of incoming and outgoing invoices in order to keep track of receivables and payables that exist but have not yet been settled by the condominium for some reason. The use of the account register must be activated on a house-by-house basis, in the header, under the NUMBER tab, in the gear icon next to the name of the condominium. Here you can also specify whether, when using the account register, the values of the incoming and outgoing accounts entered should appear in the liability or receivable rows of the logbook, in order to obtain a true picture of the financial situation of the condominium, not only in a cash flow perspective.

If we use the Invoice Register, we have the opportunity to specify which unpaid invoices have been settled with the given item when recording the accounting entries. This allows the system to record the outstanding debts and receivables of the condominium not only in a cash flow but also in a double-entry accounting logic, using a single-entry hybrid accounting solution.

7. Can cash vouchers be issued in the system?

Yes, it is also possible to issue receipts and payments vouchers in the system, which are produced by strict accounting in accordance with the Accounting Act in the dedicated ACCOUNTING - DOCUMENTS menu. In each case, you must specify in the house settings whether you wish to print cash vouchers for the house in question, and the corresponding menu item will then appear under the PAYMENTS menu. If a cash register voucher is corrupted, it can only be corrupted, not modified.

8. Can I modify the accounting entries that have been imported or added?

If you go to the BANKING-BANK ACCOUNTS menu, you will find in the top box the previously registered bank accounts and their current balances for the condominium. Click on the relevant bank account and you will see all the items, filtered by type, that have been entered for that account. By clicking on the individual items, we can modify them. In the same way, by clicking on the individual journal entries in the ACCOUNTING LOGBOOK module, we can also modify accounting entries, or we can do so in the SERVICERS - RELATED ACCOUNTING ITEMS tab, per service provider.

9. The imported accounting entries are restored in the analytics, but how do I put them in the logbook?

After import or item-by-item accounting, the system displays a red box at the top of the ACCOUNTING - LOGBOOK menu indicating how many accounting entries have not yet been entered at the logbook level. By clicking on this box, it is possible to enter all the income or expenditure by item.

10. I can't find the item I want to book in the diary, what should I do?

Please contact our colleague at the office@www.ehaz.hu and he will add the necessary line if necessary! Please be precise in your request, preferably with the exact logbook number and name of the item you wish to record.

11. Can I work with a custom logbook structure in eHÁZ?

The eHÁZ works with a standardised logbook structure, it is not possible to create an individual logbook. If you do not want to see the items for which the house does not keep records, tick the Hide 0-items option in the CALENDAR-LOGBOOK menu.

12. Would you like to receive a bill for the common costs as a company, can eHÁZ do this?

If the condominium is set up to use the invoice substitute document in the condominium's settings, it is possible to print an invoice substitute document in the CUSTOMS menu under the CUSTOMS-BILLS tab. For each cost bearer, it is necessary to set whether the cost bearer usually requests such a document (and to enter the address of the head office), and then it is possible to produce such documents in the required number of copies and with comments, with strict invoicing. This is accepted by most accountancy firms as an accounting document for common costs. eHÁZ includes an invoicing software module, but according to the legislation, no invoice can be issued for the costs of maintaining common areas, this can only be used if the condominium uses/leases common areas and issues an invoice for the costs of this. The biller must be registered with the NAV!

13. Is there a payroll module or program included in eHÁZ?

The ePayroll module is not included in the ePayroll.

14. In our company, all resident payments are entered in the common cost ledger, how can this be automated?

If all sub-deposit payments are automatically booked as common costs in the ledger, it is possible to automate this. In the condominium settings, in the header, next to the name of the condominium, click on the small gear in the PAYMENT tab to select the option automatic booking, which will then automatically book all sub-deposit payments to the common cost line of the logbook.

15. How can I create reports and annual plans with the system?

In the ACCOUNTING-Accounting-Accounting menu, you must first click on the TRANSFER menu to specify which bank accounts should be included in the report. Here we can also add a comment to the annual accounts. Below, for each journal entry, we can enter the amount of the annual plan against which the system will later compare the current status. You can print out the annual plan here and the logbook as a preliminary status of the annual plan and the logbook in the logbook menu.

16. The condominium consists of several buildings and I would like to keep separate accounts for each building, while preparing a logbook and accounts for the building. This is the way the owners want it.

If the buildings have separate bank accounts, the report can be downloaded separately for each bank account, or if the condominium has a joint bank account, the cost allocation function for each building must be activated in the accounting tab of the building settings.

17. The condominium is made up of several buildings and each building has its own cash box, can the system handle this?

The eHÁZ can basically manage a cash register and generate receipts. It is possible to add several cash registers as bank accounts, but it is not possible to print cash register vouchers for these cash registers in eHÁZ, as the system basically treats them as bank accounts.

18. I have incorrectly recorded the amount of the cash deposit, can I correct it?

It is not possible to amend the cash voucher, as the law does not allow this for vouchers with strict numbering. In such cases, we usually recommend that incorrectly issued vouchers be corrected and replaced by new ones.

19. I would like to extract a list from the eHÁZ where both disbursements and payments are broken down by title with opening and closing balances.

The system can provide a breakdown where the above data is shown by sub-item, but in order to show the contribution to and payment of common costs by cost item, it is necessary to record the payments by type of provision. This statement can be downloaded from the Accounting/Analytics menu in the Summary section.

20. For each Internet Banking import, do I have to manually assign the payer or provider to each item?

No, you basically have to match each provider or sub-deposit once with the data entered in the system, and the system learns for subsequent import processes which sub-deposit or provider to book the item to based on the source bank account number or name.