Accounting Journal

The accounting journal is the central bookkeeping feature in FewohBee. It is specifically designed for small hotels and vacation rentals in the DACH region and fully replaces the previous cash book. Day-to-day work in FewohBee — issuing invoices, recording payments — automatically builds a clean monthly batch that can be exported to your accountant as a DATEV file with a single click.

Overview

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The accounting journal is accessible via the Accounting Journal menu item. The overview lists all monthly batches in order. Each month shows its status (open, closed, or exported) and the current cash balance.

Clicking on a monthly batch opens the detail view with all entries for that month. The Settings button provides access to chart of accounts, booking accounts, and tax rates.

Setup: Chart of Accounts & Tax Rates

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Under Accounting Journal → Settings , five tabs group the configuration thematically:

• Chart of accounts – choose and load a preset (SKR03, SKR04, EKR, KMU), optionally create example workflows
• Accounts – manage booking accounts (create, edit, delete)
• Tax rates – manage tax rates including the DATEV posting keys for output and input tax
• DATEV export – DATEV-specific master data (consultant number, client number, fiscal year start, account length, dictation code)
• Booking text labels – optional labels used exclusively for automatic workflow bookings

The active tab is preserved on save and on reload, so work can continue in the same area at any time.

Choosing a chart of accounts

On the Chart of accounts tab, the following presets are available:

• SKR03 – Germany (standard chart of accounts for freelancers and SMEs)
• SKR04 – Germany (alternative variant)
• EKR – Austria
• KMU – Switzerland

Loading a preset automatically creates the appropriate booking accounts (cash, bank, revenues, etc.) and the standard tax rates for that country. All accounts and tax rates can be individually adjusted, added, or deleted afterwards on their respective tabs.

DATEV master data

For the DATEV export, the DATEV export tab holds the consultant number , client number , fiscal year start , and account length . These details are usually provided by the accountant.

Recording Entries

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Entries are organised month by month in so-called booking batches . When a new month is opened for the first time, the batch is created automatically.

A new entry is added via the Add Entry button within a monthly batch. The following fields are available:

• Date – the booking date of the transaction
• Amount – gross amount
• Tax rate – e.g. 0 %, 7 %, or 19 % (DE); the selection is based on the configured tax rates
• Debit account – the account to be debited (e.g. cash for an income entry)
• Credit account – the account to be credited (e.g. revenues)
• Receipt number – own reference, e.g. invoice number
• Note – free text field for additional remarks

Entries can be edited or deleted as long as the batch still has the status open . A closed or exported batch is read-only.

Automatic entries from invoices

When an entry is created automatically from an invoice (e.g. via a workflow on payment), the system generates one booking line per combination of service type, tax rate and revenue account . A distinction is made between:

• Room services – all room-related positions
• Miscellaneous services – extras such as breakfast, final cleaning, etc.

If an invoice contains a package price (e.g. breakfast with 7 % for food and 19 % for beverages), the system automatically creates multiple booking lines with the correct tax rates and revenue accounts – without any manual effort.

Note: Even with an identical tax rate , main services and miscellaneous services are not merged but kept separate. Within the same group (main service or miscellaneous), positions sharing the same account and tax rate are summed into a single booking line.

Booking text labels

On the Booking text labels tab under Accounting Journal → Settings , two optional labels can be configured – separately for main services (room/main positions) and miscellaneous services . The label is combined with the account name and used as the booking text (e.g. “Overnight stay – Revenues 7 %” ). If the fields are left empty, only the account name is used as the booking text.

These labels apply exclusively to automatic entries created via workflows (for example when an invoice payment is booked automatically). Manually recorded entries use the note set in the entry form.

Cash Book and Bank Book Views

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The cash book and bank book are no longer separate pages but filter views within the accounting journal. A dropdown in the monthly view allows switching between three displays:

• Accounting Journal – shows all entries with debit and credit columns (full double-entry view)
• Cash Book – shows only cash movements with income/expense columns, contra account and opening/running cash balance
• Bank Book – shows bank movements with the same style: income, expense, contra account and opening/closing bank balance

The entry form also adapts: in cash book or bank book mode, one simply selects whether it is an income or an expense and chooses a category. The correct debit/credit assignment is handled automatically.

Opening Balance & Opening Entries

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At the beginning of a new fiscal year, the closing balances of the previous year are carried over as opening entries (EB values). Typically these are the opening balances of cash and bank accounts.

The + Add → Opening Balance dropdown in the journal overview opens a dialog for conveniently recording the opening entries. Entries are booked against the appropriate opening balance account of the selected chart of accounts – in SKR03 e.g. 9000 (balance carry-forward), 9100 (bank) or 9800 .

Opening entries appear chronologically on January 1st and are correctly considered in all overviews and calculations. In the cash book and bank book views they are shown as the opening balance rather than as individual entries.

Automatic Entries via Workflows

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Accounting entries do not always need to be entered manually. The workflow engine can create entries automatically when certain events occur — for example when an invoice is marked as paid.

Typical use cases:

When loading a chart of accounts preset, it is possible to have sample workflows created at the same time. They can be adjusted or extended at any time.

DATEV Export

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Entries can be exported as a DATEV transaction file . The generated CSV file in EXTF format can be imported directly by the accountant into DATEV.

Two export variants are available:

• Monthly export: Contains all entries of a single monthly batch. Opening entries (EB values) are excluded, as they should not be re-transmitted with each monthly export.
• Yearly export: Contains all entries of a full year including the opening entries dated January 1st – ideal for handing over the complete bookkeeping to the accountant.

How the export works:

1. Open the desired monthly or yearly view
2. Click DATEV Export
3. The system automatically checks for completeness (missing accounts, missing posting keys) and displays warnings if needed
4. The CSV file is downloaded and can be handed over to the accountant

A prerequisite for a complete export is the one-time configuration of the DATEV settings (consultant number, client number, fiscal year, account length) under Accounting Journal → Settings .

Automatic accounts

Individual booking accounts can be marked as automatic accounts in the settings (e.g. revenue accounts 8300/8400 in SKR03). For entries on such accounts, DATEV derives the tax rate directly from the account itself – therefore no posting key (BU-Schlüssel) is transmitted during export. When in doubt, the accountant should decide which accounts are kept as automatic accounts.

Output tax and input tax keys

Each tax rate has two separate DATEV posting keys: one for output tax (for income entries) and one for input tax (for expense entries). During export, the system automatically selects the correct key depending on the booking direction. The standard posting keys are already set correctly when loading a chart of accounts preset.

PDF Export

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In addition to the DATEV export, the accounting journal and cash book can also be exported as a PDF . This uses the existing template system already familiar from invoices and confirmations.

The PDF export is useful e.g. for printing a monthly cash inventory or as a record for personal filing. Existing cash book templates from the previous version continue to work without modification.

Importing a Bank Statement

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The built-in bank import reads bank statements directly into the accounting journal. Supported formats are CSV files and the standardised ISO 20022 format <strong>camt.052/053</strong> (XML) provided by many banks. Matching invoices are detected automatically, saved categorisation rules are applied, and all entries are presented in a clear preview for review.

One-time setup: create a bank CSV profile

For CSV imports, a bank CSV profile needs to be created once. The profile describes how the CSV file of the respective bank is structured. No profile is required for camt XML imports, as the format is standardised.

The profile form is available under Accounting Journal → Bank Import → New Profile .

Uploading a bank statement

The bank statement is first downloaded from the online banking as a CSV file or in camt XML format. It can then be uploaded under Accounting Journal → Bank Import → New Import .

The Import type dropdown offers:

• XML: camt.052/053 from v08 – ISO 20022 standard format for account reports (camt.052) and bank statements (camt.053)
• CSV: <profile name> – a previously created CSV profile

For camt XML imports, multiple files can be selected at once – for example when each booking day is delivered as a separate file. All files must refer to the same account, otherwise the import is rejected. For camt.052, only booked entries are imported; pending entries are skipped.

The file is read on upload and is not stored permanently – only the generated booking suggestions are kept temporarily for editing.

Lines that have already been committed in a previous import are automatically marked as Duplicate and skipped during booking. The same statement can therefore be uploaded multiple times without risk.

Reviewing and editing the preview

After uploading, a tabular preview of all statement lines is shown with date, counterparty, payment reference, amount and a status:

• Pending – no accounts assigned yet, manual assignment required
• Ready – debit and credit accounts are set, the line can be committed
• Duplicate – already committed in a previous import, will be skipped
• Ignored – intentionally excluded from booking, e.g. internal transfers

The filters above the table restrict the view to a single status.

Editing a single line

Clicking a line opens an edit panel for debit account, credit account, tax rate, receipt no. and note. The bank side (debit for incoming, credit for outgoing) is filled in automatically.

The receipt no. field can hold an external receipt number, e.g. a supplier's invoice number or a utility/office-supply invoice. It is independent of the application's internal invoice numbers and is exported to document field 1 in the DATEV export.

Splitting a transaction

If a payment covers multiple cost types (e.g. cleaning and advertising), it can be divided into several partial amounts via Split . Each partial entry has its own account, its own tax rate, and is defined as a fixed amount, a percentage, or an automatically calculated remainder. A receipt number entered on the bank line applies to the whole transaction and is copied to all partial entries – keeping related entries identifiable in the journal and in the DATEV export.

Bulk editing

Multiple lines can be selected via the checkboxes and assigned to an account or marked as Ignored together using the bulk action that appears.

Automatic invoice matching

Statement lines are automatically matched against open invoices. Complex search patterns are not required – one to three example invoice numbers under Accounting Journal → Bank Import → Settings are sufficient (e.g. INV-2024-001 , INV-2024-015 , INV-2024-123 ). The system automatically derives a matching recognition pattern from them.

During import, the payment reference of each line is checked for a matching invoice number. If an invoice is found:

• the line switches to status Ready and the invoice number is stored as the receipt reference
• if multiple candidates match, the invoice whose gross amount equals the transferred amount exactly is preferred
• if a workflow entry already exists for the invoice, its date is updated instead of creating a duplicate entry

Import rules: automatic categorisation

Recurring transactions such as monthly software fees, energy costs, or commission payments can be taught once via import rules and are then categorised automatically on the next import.

Creating a rule from the preview

Via Save as rule in the edit view of a line, the rule form is pre-filled automatically:

• Condition – e.g. “counterparty contains XYZ” or “amount between 50 and 60 EUR”
• Action – assign an account, ignore the line, or split according to a saved scheme
• Tax rate – set automatically on every match
• Priority – when multiple rules match, the one with the highest value wins

Detecting the receipt number automatically

A rule can read the receipt number directly from the payment reference. Two detection modes are available:

• Marker before receipt no. – the simple option for clearly worded payment references: with a marker such as Invoice , the number that follows it is taken over
• Regex – for advanced users, when the number follows a fixed pattern, e.g. INV-\d{4}-\d{4}

The detected receipt number is shown directly in the preview. If a rule with active detection finds no matching number, the line stays open and is not committed without a receipt number by mistake.

Managing rules

All rules are listed under Accounting Journal → Import Rules and can be enabled, disabled, edited, or deleted there. Conditions and action are shown per rule in plain, readable text.

Committing entries to the journal

Once all lines have been reviewed and set to Ready , Book now finalises the import. The bar at the bottom of the screen always shows the number of ready, pending, and ignored lines.

On committing, the following happens in a single step:

• a new journal entry is created for every Ready line – including tax rate and any splits
• for a matched invoice with an existing workflow entry, that entry's booking date is updated instead of a duplicate being created
• Ignored and Duplicate lines are skipped but recorded as “already processed” – uploading the same file again does not produce duplicate entries

Right after committing, the entries are visible in the accounting journal of the corresponding month and can be edited, exported, or printed as PDF like any other journal entry.