Getting Started and Configuration

Configure Accounting before daily transactions are allowed to post. Most setup is branch-scoped; legal entities and global dimensions can span branches. Open pages from Admin → Accounting → Accounting Configuration.

Initial Setup

Open Initial Setup, select the Branch, and choose Seed Default Chart. Forkiva creates or safely updates the baseline account groups, system accounts, financial accounts, and required mappings. Existing posted journals are not changed.

The readiness result shows Accounts, Groups, and Mappings counts and either Ready or Pending. Pending means at least one required mapping or active account still needs attention. Run setup once for each new branch, and rerun it safely after upgrading when new required system mappings are introduced.

The default structure includes cash, bank/card clearing, receivables, inventory, tax, supplier and payroll liabilities, equity, sales, discounts, COGS, variances, delivery, gift-card, deposit, payroll, gratuity, and cash-over/short accounts. They are starting controls, not a substitute for reviewing the business's reporting needs.

Chart of Accounts

Open Chart of Accounts to search, filter, create, edit, or remove eligible accounts. The list shows Code, Name, Type, Normal Balance, Parent, System, and whether Manual journals are allowed. Filters include account type, normal balance, and cash-flow activity.

Account fields

Field	What to enter and what it controls
Branch	The branch that owns the account. Required for branch-scoped accounts.
Parent account / Account group	Places the account in the reporting hierarchy. A parent groups child accounts; post only to accounts intended for transactions.
Code	A stable, unique reporting code, such as 6100.
Name	The user-facing account name.
Type	Asset, liability, equity, revenue, expense, or COGS. Type controls statement presentation and balance behavior.
Normal balance	Debit or credit—the side on which this account normally increases.
Control account	Marks an account expected to agree with a subledger such as AR, AP, tax, or inventory.
Cash account	Includes the account in cash reporting and cash-flow reconciliation.
Cash-flow activity	Operating, investing, financing, or none. This classifies the Statement of Cash Flows.
Allow manual journal	Allows users to select the account on manual journal lines. Disable it for protected control accounts.
Currency	The account currency. Keep it consistent with connected financial accounts and mappings.
Description	Optional explanation of intended use.
Active	Inactive accounts remain in history but cannot be used for new activity.

System accounts are protected because operational mappings depend on them. Do not delete or repurpose an account with posted history. Create a new account and update future mappings instead.

Account Mappings Wizard

Mappings tell Forkiva which account receives each operational event. Open Account Mappings → Mappings Wizard, choose a branch, and work through each section. The header shows configured, missing, inactive, inherited, overridden, and unsaved mappings. Posting Ready means every required source resolves to an active account.

Wizard section	What it controls
Payment Methods	Cash, card, bank transfer, wallet, and processor settlement accounts.
Taxes	Output tax liability and related tax controls.
Revenue Categories	Sales revenue by category.
Product Charges	Revenue for service or product charges.
Discounts and Vouchers	Contra-revenue accounts for reductions.
Inventory and COGS	Inventory asset, transfer clearing, and cost of goods sold.
Procurement and Payables	Goods received not invoiced, AP, input tax, advances, discounts, rounding, and price variance.
Stock Variances and Losses	Waste, spoilage, staff meals, complimentary use, gains, and losses.
Delivery and COD	Driver/provider COD clearing, fee expense, and payable accounts.
Gift Cards	Liability, promotion, adjustment, and breakage accounts.
Customer Deposits	Deposit liability and forfeiture income.
Payroll and Statutory Payables	Payroll expense, net pay, tax, deductions, social security, and employer costs.
Tips and Service Charges	Employee gratuity liability.

For each source, Using branch default means it inherits the generic mapping; Source override means a specific mapping was selected; Missing mapping blocks affected posting; Inactive account requires reactivation or a replacement. Save changes, then review Recent Mapping Failures and diagnostics.

Dimensions

Dimensions add analysis without creating a separate GL account for every combination. The list shows Code, Name, Type, Scope, and System. Types available in the product include branch, department, cost center, revenue center, employee, supplier, customer, product category, channel, project, and other.

Fields are Branch (for branch scope), Scope (branch or global), Type, Code, Name, Effective from/to, and Active. A value outside its effective dates or an inactive value cannot be used in new journals.

Dimension Rules

Open Dimension Rules to make a dimension Required, Optional, or Prohibited for an optional account, journal source, and source event. Enter Branch, stable Code, bilingual Name, governed Dimension type, optional Allowed dimensions/combinations, Priority, Effective from/to, and Active. Lower priority numbers run first.

Create a new effective-dated version instead of rewriting a rule already used by posted journals. Rules are checked during journal validation and posting; an invalid or missing dimension blocks the journal.

Revenue Centers

Revenue centers group operating activity such as dining, takeaway, delivery, drive-through, catering, bar, room service, or production. The list shows Code, Name, Operating Type, Parent Center, and linked Ledger Dimension.

Enter the branch, parent, code, name, operating type, and dimension. Optional automatic source rules match Channels, Order Types, and numeric POS Terminal IDs. Empty selectors match every value. Optional Packaging Cost per Item and Payment Fee Percentage provide documented profitability fallbacks when operational data does not provide those costs.

Legal Entities and Tax Registrations

A legal entity is the registered company represented in statutory and group accounting. Enter Code, Name, Legal Name, Registration Number, Country, Base Currency, Fiscal Calendar, and active status.

Use Effective Branch Assignments to define which branches belong to the entity and for which dates. Date ranges must not conflict. Add tax registrations with the Registration identity, tax type (VAT, GST, sales tax, withholding, corporate tax, or other), authority/jurisdiction, active dates, and optional branch restriction. Entity-wide registrations apply to all effectively assigned branches.

These dates determine which entity and registration own a transaction, tax return, e-invoice, intercompany entry, and consolidation balance. Correct overlaps before preparing compliance work.

Financial Accounts

Open Banking & Cash Management → Financial Accounts. The list shows name, branch, linked GL account, type, currency, opening balance, bank name, masked account number, and status.

Field	Meaning
Branch	Owner of the account.
Ledger Account	GL account updated by transfers, payments, and reconciliation.
Type	Cash, bank, wallet, processor, clearing, or other.
Name	Operational name users select, such as Main Bank.
Bank Name / Masked Account Number	Optional safe identification; store only a masked number.
Opening Balance	Starting operational balance when onboarding. It is not a replacement for a balanced opening journal.
Active	Controls whether new operations can select the account.

Accounting Settings

Under Accounting Settings → Reliability, set pending-warning and critical minutes, stale-processing minutes, retry-attempt threshold, health-heartbeat freshness, reconciliation freshness, health-run interval, daily reconciliation time, and alert email. These settings change alerting and readiness evidence; they do not change posted journals.

Under Restaurant, set the daily sales-summary time and profitability-refresh time. Times use the application timezone, apply to all branches, and require the scheduler to be running.

Setup Verification

Before going live, confirm:

• Initial Setup says Ready for every branch.
• Mapping diagnostics show no missing required or inactive accounts.
• Fiscal years and current periods are open.
• Financial-account currency agrees with its linked ledger account.
• Dimension rules accept a test journal.
• Required tax registrations and e-invoice adapters are effective.
• One operational transaction produces one posted journal; retrying the same event does not duplicate it.
• Control Center readiness and alert delivery have been reviewed.

Continue with Ledger & Journal Entries and Dashboard & Control Center.