Your first month of accounting in POSfix

Moving to a new accounting system is a critical moment. This guide walks you step by step through the first 30 days — from creating the account to the first month-end close. Follow the proposed schedule and you will have a fully working system by the end of the first month.

Recommendation

Start the transition at the beginning of a quarter or of a fiscal year. If that isn't possible, pick the beginning of a calendar month — reconciling the opening balances will be significantly simpler.

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Day 1: Account and organization

Create the account and add the company

1. Create Account on cp.posfix.md — enter your email, confirm it, set the password
2. Fill in the organization's data — Sidebar → Settings → the Organization Settings tab
   • Enter the IDNO — POSfix pulls the data from the State Register automatically (name, address, legal form)
   • Check and fill in what's missing: phone, email, administrator
3. Check the active modules — Sidebar → Settings → the Billing tab. On registration you get every module on trial; once the trial expires, only the modules in your contract stay active. A module you haven't contracted stays visible in the menu, but locked

Check the data you filled in

Check right away:

What you check	Where to find it	Why it matters
The official name	Settings → the Organization Settings tab	Appears on every document and report
IDNO / Tax code	Settings → the Organization Settings tab	Required for E-Factura and the SFS reports
Legal address	Settings → the Organization Settings tab	Shows on the invoices you issue
Legal form (SRL, SA etc.)	Settings → the Organization Settings tab	Determines the applicable forms and reports
The main bank account	Money → the Bank Accounts tab	Required for payment orders

Several companies on the same account

If you keep the books of several firms, you add them from Sidebar → Settings → the Companies tab.

Important note

POSfix creates the chart of accounts automatically, in line with the National Accounting Standards (SNC) of the Republic of Moldova — 654 accounts. You don't have to enter it by hand.

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Days 2-3: Basic setup

Set the accounting policy — this comes first

Where to find it: Sidebar → Settings → the Accounting policy tab

This is the first thing you do in these days, before the balances and before the first document. The policy pre-fills every document created after it, and its versions are tied to dates: each one has an Applies from, and documents take their rules from the version in force on their own date. What you configure later does not apply retroactively.

What you decide here:

• Typed price on new documents — VAT included, VAT on top, or no VAT
• VAT on purchases — deductible or included in cost, plus the account and the cost article for non-deductible VAT
• Inventory valuation method and Retail goods valuation
• Fixed-asset depreciation starts and Intangible-asset amortization starts
• Fiscal year starts in

Check the chart of accounts

Where to find it: Sidebar → Accounting → Classifiers → the Chart of Accounts tab

The chart of accounts comes preloaded per SNC — 654 accounts. Your job is not to recreate it, but to check that you have the analytical accounts your company's activity needs:

• Stock accounts — 217.1 Goods purchased for resale, 211.1 Raw materials and basic materials (if you have production)
• Cash accounts — 241.1 Cash in national currency, 241.2 Cash in foreign currency (if you work in foreign currency)
• Bank accounts — 242.1 Cash at accounts in lei, 243.1 Cash at accounts in foreign currency
• Customer/supplier accounts — 221.1 Domestic trade receivables, 521.1 Domestic trade payables
• Expense accounts — check that you have analytical accounts for your main expense categories
• Revenue accounts — 611.1 Revenue from the sale of products, 611.2 Revenue from the sale of goods, 611.3 Revenue from services rendered

Group or analytical

Accounts without a dot (e.g. 217) are group accounts: in reports they total the analytical accounts under them. Accounts with a dot (e.g. 217.1) are the analytical accounts operations are recorded on. Post to the analytical ones — otherwise you lose the detail and the reconciliation by subconto.

Check the accounting periods

Where to find it: Sidebar → Accounting → the Accounting Periods tab

• Check the current fiscal year (normally it matches the calendar year)
• Check the months' statuses — the month you start working from must be Open
• If a month shows as not created, open it with the Open the period button

Reporting deadlines

You see the current month's tax deadlines in Sidebar → Fiscal Calendar. The working days and holidays, used for timesheets and the salary calculation, are configured in Accounting → the Production Calendar tab.

Add the main partners

Where to find it: Sidebar → Partners

You don't have to enter every partner at the start. Focus on the ones you work with often:

1. Top 10 suppliers — the ones whose invoices you receive monthly
2. Top 10 customers — the ones you invoice monthly
3. For each partner fill in: name, IDNO, address, bank account

info

New partners can be added any time, including straight from the invoice form. Don't hold up the setup to enter every partner — add them as documents come in.

Configure the bank accounts

Where to find it: Sidebar → Money → the Bank Accounts tab

For each of the company's bank accounts:

1. Write the IBAN. POSfix validates it and fills in the Bank Name and the BIC from it on its own; if it is a treasury account, you have the Treasury lookup button
2. Fill in the Account Name — how you want to recognize it in lists
3. Choose the Currency
4. Turn on Set as default on the account you usually pay from — it shows pre-filled in new documents

The form has no accounting-account field: POSfix picks the account from the chart of accounts by the bank account's currency, not you.

If you accept card payments

The Card acceptance (acquiring) section opens with a toggle and asks for four things: Card clearing account, Card commission (%), Acquiring bank and Acquiring contract.

This is the only accounting account in the whole form. The data here is carried over automatically into retail sales, and the commission is recognized at the bank settlement — not at the sale.

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Days 4-5: Data migration

This is the most important stage. The opening balances are the starting point of your accounting in POSfix.

Prepare the trial balance

From your previous system — Excel or another accounting program — export the trial balance as at the transition date. You need:

• Debit and credit balance for each analytical account
• The balance must be balanced: Total Debit = Total Credit

Entering the opening balances

Where to find it: Sidebar → Accounting → the Opening Balances tab

The document has three sections, chosen from the Section field: General Balances, Fixed Assets and Intangible Assets.

1. Choose the section and the date of the opening balances (the last day of the month before the starting one)
2. For each analytical account with a balance, enter the debit or the credit amount
3. Press Validate Balances. The header shows the breakdown by section, then the verdict: Document balanced (all sections) or Document difference, with the exact amount

The balance is checked across the whole document, not on the current section — a section subtotal that doesn't close on its own is normal.

The section can no longer be changed after the first save

On save, the Section field locks for good. If you picked the wrong one, you delete the document and make it again.

Migrating from 1C?

The Import from 1C button is on the opening-balances list, not on the form — at the top, next to New Document. It opens a three-step wizard: File Selection (.contfix or .json, at most 50 MB, with a password if it is encrypted) → Account Mapping onto the POSfix chart → Preview. Don't retype hundreds of rows.

If you migrate on 1 January

The revenue and expense accounts start from zero, so you don't enter balances on classes 6 and 7. The result of previous years goes on 332.

Watch the balance

The opening balances must be balanced. If the difference isn't zero, check:

• Did you forget an account?
• Did you swap debit and credit on some account?
• Was the balance from the previous system correct?

Entering the fixed assets

Where to find it: Sidebar → Accounting → Assets → the Fixed Assets tab

If the company owns fixed assets, enter for each asset:

• Name and classification
• The commissioning date
• The initial (entry) value and the residual value
• The accumulated depreciation at the migration date
• The depreciation method: Straight-line, Reducing balance or Units of production
• The remaining useful life

Accounting and tax depreciation are computed separately

The tax column is straight-line and has no residual value. It serves the income tax return, not the accounting, and it does not have to match the accounting column.

Check the final balance

After entering all the balances:

1. Generate the trial balance — Sidebar → Accounting → the Trial Balance tab
2. Compare it with the balance from the previous system — every account must match
3. Check Total Debit = Total Credit

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Week 2: The first documents

Now you have the system configured. It's time to start the day-to-day work.

The first supplier invoices

Where to find it: Sidebar → Purchases → the Supplier Invoices tab

1. Select the supplier → fill in the series and number, the document date and the supplier's document date
2. Check the toggles in the header — they decide what happens at posting
3. Add the lines: product/service, quantity, price, VAT rate
4. Check the journal entry generated in the entries panel at the bottom of the form
5. Save → Post

The toggles from step 2, in the order they appear:

Toggle	What changes when you turn it on	If you leave it off
Include reception	The invoice takes the goods into the warehouse by itself	The goods don't move; you need a goods receipt
Import invoice	Asks you to link a customs declaration	The document stays a domestic purchase
Price includes VAT	The prices on the lines are gross	The prices are net, VAT is added on top
Document without VAT	Brings the document's VAT to zero	Each line keeps its rate

Details and the import case: Purchase flow.

The entry composes itself from the document's lines — the value of the goods on the stock account, the VAT on the receivable from the budget, the total on the payable to the supplier.

A tip for efficiency

First check whether the invoice arrived through E-Factura: Sidebar → Purchases → the E-Factura tab. Invoices received from SFS can be turned into supplier invoices without retyping.

The first sales documents

Where to find it: Sidebar → Sales → the Sales Invoices tab

The process is similar to supplier invoices, but from the opposite side:

1. Select the customer → add the lines
2. Save → Post
3. Optionally: press Generate E-Factura straight from the posted document

The first bank operations

Where to find it: Sidebar → Money → the Bank Operations tab

You can enter bank operations manually or by import:

• Manually: new document → select the bank account → fill in the operation's data
• Bank statement import: Money → the Bank Statements tab → import the file received from the bank; POSfix matches the rows with the existing operations automatically

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Week 3: The daily routine

At this point you should already have a rhythm. Here is the recommended daily flow:

The daily work flow

Morning:
  1. Check the received E-Facturas (Purchases → the E-Factura tab)
  2. Import yesterday's bank statement (Money → the Bank Statements tab)

During the day:
  3. Record the supplier invoices you receive
  4. Create the customer invoices
  5. Process the cash operations (Money → the Cash Desks tab)

End of the day:
  6. Check the balance quickly — Total Debit = Total Credit

A quick check

You don't have to generate the full report daily. A quick check of the trial balance at the end of the day is enough to catch errors before they pile up.

Weekly bank reconciliation

Once a week, check:

1. The balance of account 242.1 (or 243.x for foreign currency) from the trial balance = the balance from the bank statement
2. There are no bank operations left in Draft
3. There are no payments without an associated document

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Week 4: The first month-end close

The moment of the first close has come. Follow the full closing checklist, but here is a summary:

Quick checklist for the first close

#	Step	Where to find it / check
1	Every invoice of the month is recorded	Purchases → the Supplier Invoices tab; no invoice left unposted on the desk
2	Check the received E-Facturas	Purchases → the E-Factura tab; all processed
3	The last bank statement imported	Money → the Bank Statements tab; POSfix balance = statement balance
4	Zero documents left in Draft	Filter status = Draft in every register
5	Salary calculation (if you have employees)	Team → the Salary Calculation tab; timesheet filled in → calculation run → posted
6	Depreciation of the fixed assets	The Depreciation step of the closing wizard
7	The trial balance	Accounting → the Trial Balance tab; Total Debit = Total Credit
8	Check the main accounts	Accounting → the Account Card tab: 242.1, 521.1, 221.1 — sensible balances
9	Close the period	Accounting → the Accounting Periods tab → Start Closing → the Confirmation step → Close Period

The first close

Allow extra time for the first close. Check every main account on the account card — make sure you have no reversed journal entries or wrong amounts. The first month sets the base for the rest of the year.

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Tips for the first 3 months

What you check weekly

• Balance equilibrium — Total Debit = Total Credit (always, no exception)
• Bank balance — account 242.x = the real balance at the bank
• Supplier payables — account 521.x matches the unpaid invoices
• Customer receivables — account 221.x matches the uncollected invoices

How you grow your productivity

Week	Goal
1-2	Learn the navigation, create documents step by step
3-4	Use E-Factura to import without retyping
Month 2	Configure entry templates for repetitive operations (Accounting → the Entry Templates tab)
Month 3	Use the bank statement import as your main flow

Common mistakes in the first month

1. Unbalanced opening balances — press Validate Balances and settle the difference before you start the day-to-day work
2. Group accounts instead of analytical accounts — record on 217.1, not on 217, or you lose the detail and the subcontos
3. VAT on the wrong account — deductible VAT goes on 225.2 (receivable from the budget), collected VAT on 534.4 (payable)
4. Bank operations without a document — every payment must be linked to an invoice or to a payment order

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Frequently asked questions

Can I work in POSfix and in the old system in parallel?

Yes, and for the first month it is even recommended. Enter the same documents in both systems and compare the balances at the end of the month. When you are convinced everything matches, you can drop the old system. Usually a single quarter in parallel is enough.

What do I do if I got the opening balances wrong?

If the opening balances document is still a Draft:

1. Go to Sidebar → Accounting → the Opening Balances tab
2. Correct the values directly and press Validate Balances

If the document is already Posted:

1. Press Unpost — the document goes back to Draft and the journal entry is deleted
2. Correct the values and post again
3. Regenerate the trial balance to confirm it balances

Documents posted afterwards don't need rechecking as long as the GL accounts stay the same.

Do I have to enter every document from day one?

No. You can enter the documents gradually, in the order you process them. What matters is that by the end of the month all documents are recorded. The chronological order of entry doesn't affect the accounting's correctness — what counts is the document's date, not the entry date.

How do I know I configured everything correctly?

Check these 5 points:

1. The trial balance is balanced (Total Debit = Total Credit)
2. The bank balance in POSfix = the real balance in the account
3. You can create and post a supplier invoice without errors
4. You can create and post a customer invoice without errors
5. You can import a bank statement and the operations match

If all 5 points work, you are ready for the day-to-day work.