Accounting settings

The Accounting tab is the small set of switches that decide whether Fexl Lite produces a real ledger or just sales records. By default a fresh tenant runs in sales-only mode — invoices, payments, and inventory movement, no journal entries. Flip the master switch and every transaction starts posting double-entry; the retroactive migration backfills the historical record so the books open against day one.

Updated 5 May 2026·For v2.2.0·4 min read

The master switch

Enable accounting is a one-way flag for most installs. Off, it skips the JE chokepoint on every handler — sales, restocks, expenses, returns, shifts. On, every money-touching action posts to the ledger and balanced-JE invariants kick in.

!

Off → On is fine. On → Off is not.

Turning accounting on opens the books. Turning it back off leaves a ledger frozen at the moment of the flip — new transactions don’t post, but reports keep showing the historical data. Don’t toggle this mid-period to “skip” a hard month; the only legitimate path off is closing the tenant entirely.

Retroactive migration

For tenants that ran sales-only for any length of time, switching accounting on creates a gap: months of invoices, restocks, and expenses with no JE behind them. The retroactive migration replays the historical record and posts the missing entries.

1

Open Settings → Accounting

The migration row sits below the master switch. It shows the date range of the gap (oldest unjournaled record → newest) and the count of records that will be backfilled.

2

Run the dry-run first

Dry-run previews the JE volume per category — how many invoice JEs, how many restock JEs, how many expense JEs — without writing anything. The first read should match the record counts. If they don’t, an audit is needed before running for real.

3

Run the migration

Click Run migration. A progress bar reports per-table progress. The job is idempotent — every backfill posts via source_type + source_id, so re-running checks for an existing JE before writing. Safe to interrupt and resume.

4

Verify the trial balance

Open Trial Balance for the period that was backfilled. DR must equal CR. If they don’t match, the migration log records which record failed — the most common cause is a deleted product whose cost_price is gone, leaving a sale with no 5010 leg. Edit the affected invoice to add a manual cost or restore the product.

ⓘ

What the migration won't do

The migration backfills missing JEs against existing records. It does not invent records. If a sale was deleted (not cancelled) before accounting was enabled, no JE shows up because the source row doesn’t exist anymore. Cancelled invoices keep their reversal pair. Always cancel — never hard-delete — when accounting matters.

Costing method per tracking type

Each product carries a tracking mode (Quantity / Batch / Serialized) — that selection determines its costing method. There is no global “use FIFO everywhere” override:

• Quantity-tracked → Weighted Average Cost (WAC). Each restock blends new cost into the running average.
• Batch-tracked → FIFO via the BatchPicker (oldest non-empty batch auto-selected on sale).
• Serialized → Specific identification. Per-unit cost stored on the serial row.

This tab doesn’t change costing — it lives on the product itself. Product editor → Inventory tracking. The selector labels surface the costing method.

Prepaid amortization cadence

For prepaid expenses (rent, insurance, annual subscriptions), the recognition runner posts a monthly slice from 1300 Prepaid to the matching expense account. The cadence is configurable here:

• Monthly (default) — runs on the 1st of every month at 02:00 local time. The right answer for nearly every retailer.
• Daily — slices the prepaid period across calendar days. Useful for retailers who close the books mid-month.
• Manual — the runner doesn’t fire on its own; the operator runs it from the Accounting tab when ready. Reserved for accountants who want explicit control.

✦

Manual is for advanced setups only

If you forget to run a Manual cadence, the prepaid balance just sits on the balance sheet — your monthly P&L will look better than reality until you catch up. Most retailers should leave this on Monthly.

Related

LEDGER

Accounting overview

The double-entry model in plain English, plus a tour of the chart of accounts.

MIGRATION

Retroactive migration deep dive

What gets backfilled, the order of operations, and how to read the migration log.

REPORT

Trial balance

The first report to check after every migration run. DR must equal CR.