Posting rules
Posting rules are the automatic engine of accounting in POSfix. When you press Post on a document, a rule reads the document's data, applies the accounting logic and generates the corresponding formulas — without you entering Dr/Cr by hand on every operation.
The result: every posted document produces an entry in the general journal, with accounts, amounts and dimensions filled in automatically, and the document moves from Draft to Posted.
Where you configure the accounts: Sidebar → Accounting → the Entry Templates tab
How the process works
When you press Post, POSfix goes through, in this order:
- Checks the document's state — only a Draft can be posted
- Checks the period — the document's month has to be Open or Closing
- Runs the rule for the document type and generates the Dr/Cr lines
- Fills in the dimensions — reads which analytical slots each account asks for and fills them from the line's context (partner, contract, warehouse, nomenclature, employee…)
- Splits the amounts across the accounting plane and the tax plane, according to the deductibility declared on the account
- Checks every line — both accounts filled in
- Checks the balance — sum of debits = sum of credits, with a tolerance of 1 ban
- Writes the entry in accounting, together with the rows of the VAT ledger, when the document generates them
- Marks the document as Posted and attaches the entry to it
If any step fails, the document stays a Draft and you get a message with the reason. Nothing is written halfway.
The accounts on the document win. If you picked a specific account on a line — say the revenue account of the product sold — the rule uses that account. If you didn't, it takes the operation's default account, from the Default Accounts tab (see Posting templates). That's how you customize posting per transaction, without touching the global settings.
What you can control and what you can't
There is nowhere to open a rule and nothing in it to edit. What you can change are the accounts it uses, and that is done in three different places.
A rule holds the logic: how the amounts are calculated, which lines are produced, how the dimensions are linked. It does not appear in the interface and cannot be modified. What you control are the accounts, through three mechanisms.
1. The operation type on the document
The first decision is taken by the Operation type field. It decides which default account the rule asks for: "Goods purchase" leads to the stock account, "Services purchase" to the expense account, "Materials purchase" to the materials account. When an invoice lands on the wrong account, check this field first.
2. Default accounts (global setting)
The account behind each situation is changed in Accounting → Entry Templates → the Default Accounts tab. See Posting templates. Any account changed there applies to documents posted from then on.
The Entry Templates tab itself does not enter this flow: it only pre-fills the Manual Operations.
3. Accounts on the document (per transaction)
On the document's lines you can pick a different account. This beats any default value, but only for that document.
Changes do not touch documents that are already posted. The entries already emitted stay as they are. To reflect a correction in a posted document, you unpost it, correct it and post it again.
Documents with multiple lines
The rule works on each line of the document, not on its total. An invoice with goods, materials and packaging produces three groups of entry lines, each on the account of its own line — plus as many again for VAT.
That is why an invoice with five items can generate ten or more entry lines. It is not an error, it is the breakdown you will be looking for later in the account card.
The account is chosen per line, not per document. If one item has to go somewhere other than what the rule proposes, you change its account on its own line, before posting. The other items stay untouched.
The VAT ledger
Posting does not produce only the entry. For documents with VAT, the same operation also writes the rows of the VAT ledger — the separate tax record from which the return is filled in. You see them on the document, in the Accounting entries panel, the VAT ledger section: taxable base, rate, VAT amount, tax treatment and the tax invoice it is tied to.
The journal entry alone would not be enough: account 534.4 does not break VAT down by rate, and the special treatments (reverse charge, import, advance) would have nowhere to fit.
Unposting
Unpost does the reverse: it deletes the entry, deletes the associated tax rows and puts back the side effects (the stock movement, the asset's book value, the subledgers). The document returns to Draft and can be corrected.
The operation is refused if the period has closed in the meantime.
It is not a free button on the document. Unlike Post, which sits visibly in the header, Unpost is in the ⋯ menu next to it (or in the Actions ▾ list, when the document has other actions too). Delete and Restore live there as well.
The menu requires Delete-level permission on the document's feature, not Write. If you only have write rights, you can post, but the menu shows as inactive, with the explanation next to it — ask the organization's administrator for delete rights on that feature.
Troubleshooting
| Problem | Likely cause | Solution |
|---|---|---|
| "The period is closed" | The document's month no longer accepts entries | See Accounting periods — reopen it or move the date |
| "Account missing" on a line | Neither the document nor the default key has an account on one of the sides | Fill in the account on the document line or in Default Accounts |
| "Debit ≠ Credit" | The document's amounts don't balance | Check the document totals and the VAT rates on the lines |
| "Unknown account" | The default account does not exist in the organization's chart | Create the account or change it in Default Accounts |
| Posting is refused on a blocked account | The account was blocked or deactivated | Unblock it or pick another account |
| The document posted on the wrong accounts | Wrong operation type, wrong default account, or wrong account picked on the line | Unpost, correct, post again |
| "VAT is not calculated" | The line has no VAT rate selected | Check the rate on every line |
| The document was changed in the meantime | Someone else saved it in parallel | Reload the document and repeat the operation |
How this connects to other documents
Posting rules are the central point of accounting. They connect:
- Posting templates — the default accounts the rules use
- General journal — the destination of the generated entries
- Chart of accounts — the accounts and the dimension slots declared on them
- Accounting periods — posting checks the period's state before generating formulas
- Foreign-currency operations — how exchange differences appear
Frequently asked questions
What happens if the rule cannot generate formulas?
The document stays in the Draft state and you get a message that says exactly what is missing: a closed period, an account not filled in, an imbalance between debit and credit, a non-existent account. You fix it and try again.
Can I see the formula before posting?
Not for operational documents — the Accounting entries panel on the document shows the entry after posting. The exception: the month-end closing wizard, where each step previews the entries it would generate, with the total to be recorded.
Why does an invoice with 5 items generate more than 5 lines?
Each item produces lines for every economic component: the net value, the VAT and, on sales, the cost. An invoice with five items and VAT generates at least ten lines.
Do the rules work differently on foreign-currency documents?
Yes. For documents in foreign currency, each entry line additionally carries the currency amount, the currency code and the rate, and the lei amount is calculated at that rate. On payment or collection, the exchange difference is generated automatically. See Foreign-currency operations.
Can I create new, custom posting rules?
No. The rules are implemented in the system and cover the document types in POSfix. You control the result through templates and through the accounts picked on the document. For a formula that has no document behind it, use Manual Operations.
What happens if I unpost?
The entry is deleted entirely, together with the tax rows, and the side effects are put back. The document becomes a Draft again. No "reversal entry" is left behind — unlike a correction through a document with negative values, where both entries stay visible.
How do the rules affect the trial balance?
Every generated entry is balanced: the sum of the debits equals the sum of the credits. If your trial balance does not close, the cause is usually a document left unposted or an incomplete opening balance.
Can I change an entry after the document has been posted?
Not directly. You unpost, correct the document and post it again. If the period has closed, you record the correction in the current month, through a new document with negative values.
How does posting work for payroll?
The salary calculation document emits, on posting, several lines for each employee: the expense, the salary payable and the withholdings.
You pick the expense account on the employee's line, in the calculation document — it follows the nature of the position, not a global account. The contribution and tax rates are not entered here: POSfix takes them from the organization's tax settings.
The actual payment is a separate operation — bank or cash.
Why does the partner appear automatically on the entry line?
Because the dimension slots are declared on the account, and at posting the system fills them from the line's context. That's how you see the balance per partner straight from the account card, without creating separate analytical accounts.
What is the "role" in a template?
A role is the accounting function of a line: net value, deductible VAT, output VAT, the advance settled. Roles appear in the entry templates, which pre-fill the Manual Operations. Posting of operational documents does not go through them — see Posting templates.
Can I disable a rule?
No. If you don't want a document to produce entries, simply don't post it — it stays in the Draft state and affects neither the journal nor the balances.