📘 Screen: Accounting setup

The Accounting setup is where the company tells upCampo what each event becomes in the accounting: which accounts the work order write-off debits and credits, where a payment to a supplier goes, how a purchase or sales invoice is posted. It is the heart of the generation: the Accounting entries screen only applies what is configured here.

It works like the posting templates of accounting systems. Each type of operation has an accounting operation, with one line per part of the amount (the products value, freight, ICMS, interest…) and the debit account and credit account of each line.

📍 Location in the system

Menu: Accounting > Accounting setup

It is the second item of the Accounting menu, after the Chart of accounts, which must be imported first: the accounts chosen here are the chart's posting (detail) accounts. Overview in the Quick Guide - Accounting.

🧩 Main function

The screen has six tabs at the top. The first three hold the events that have a single rule, grouped by subject; the fourth, invoices; the fifth, taxes; the sixth, reports:

In the first three tabs, each event is a panel, with just the accounts to choose and, for events that have that choice, the field that says how the event is posted.

At the top of the screen, next to the title, is the Create the standard operations button, which builds everything at once from a few accounts. It is the best place to start.

🪄 Create the standard operations

The button opens the upCampo standard operations wizard. It asks for the main accounts once, in five groups, and creates upCampo's ready-made operations with those accounts already in the lines. Each account has, below it, a sentence saying where it is used.

Create the operations creates the 19 operations below. An operation the company already has is not touched, and the screen tells you when there is nothing to create.

After creating, the screen asks for the next step: "Now link the natures of each invoice operation", in the Invoices and natures section.

📌 Crops and production, Financial and Inventory and assets

The three tabs for events that have a single rule. Each one shows these panels, in this order:

Each event is a bordered panel: the title, a sentence on when it happens and, right below, the How it is posted field, for events that have that choice (Harvest, Fueling, Requisition and Depreciation). Below come the accounts: the Debit and the Credit, side by side. When the event posts more than one part of the amount (the payment, with interest, discount and withholding; depreciation, with its destinations and disposal), the name of the part appears to the left of each pair of accounts. Below the dropdown, when applicable, the screen says which record the account can come from first: "or the supplier one", "or the crop one", "or the bank account one".

Cost that arrives dated in a closed month

Right below the work order write-off. When a month's accounting has already been closed and a write-off dated in it arrives later (the forgotten lime), it comes in as a late entry in the following month, when the accountant allowed retroactive entries at closing. If blank, that cost goes to the crop, like the others, and moves on to production at harvest. With an Expense account, it goes straight to expense, without touching the season's cost.

Financial: payables and receivables in sequence

The Financial tab follows the path of the money, in two numbered groups. In Accounts payable, the debt is created by the inbound transaction (the invoice) or the standalone bill and settled by the payment. In Accounts receivable, the right to receive is created by the contract sale or the standalone bill and settled by the receipt. Panel 1 of each group (the operation for invoices with no linked nature and the revenue from contract sales) is just a field, with no accounts: the accounts come from the operation in Invoices and natures.

How it is posted: harvest, fueling, requisition and depreciation

These four events have, right below the panel title, the How it is posted field, which says when the event becomes an entry. Choosing manual mode loses nothing: the accountant posts the event on the Accounting entries screen, with the Manual entry button, and the system builds the debit and credit lines for review.

Harvest

In the Harvest panel, in the Crops and production tab, the How it is posted field says when the growing crop moves to the production stock:

The amount is the cost the field has accumulated in the season's work order write-offs. One entry per season and crop is posted in the month, and each line keeps the season and the crop. Only a load ticket of type Harvest counts: contract, standalone or purchase load tickets do not post a harvest.

Cost of production sold

Right after Harvest, in the same tab, is the Cost of production sold panel, with the field of the same name: where the cost that the sale of production removes from inventory comes from, in the Cost of production (sale) line of the sales operation.

The quantity is what left inventory: the invoice's own, when it moves inventory, or that of the outbound load tickets linked to it. Without that quantity, the invoice stays pending with "Missing the quantity that left inventory for the cost of production".

Fueling, requisition and depreciation

In the Inventory and assets tab, the How it is posted field of the three panels has the same two options: Automatic, in the month generation or Manual (Accounting entries screen).

• Fueling: fuel leaving the pump, at the inventory average cost, in one entry per day. Calibration and transfers do not post. External fueling, at a gas station, comes in through the invoice.
• Requisition: inventory issued through the requisition, at average cost, in one entry per requisition. The maintenance work order does not post: what leaves inventory for it leaves through the requisition.
• Depreciation: every month, for the assets on the Depreciation screen, calculated by upCampo or entered by the accountant, asset by asset. Each asset says where its depreciation goes: expense, indirect costs or the crop, by work order hours. In the month an asset is disposed of, the disposal entry is posted too. The same panel appears there, in the Configuration tab.

Tax depreciation

Right below the Depreciation panel is the Tax depreciation panel. It does not post anything: the accounting always posts book depreciation. The field says how upCampo calculates the tax column of the Book × tax report, on the Depreciation screen:

For payments and receipts, the Amount is the instalment amount. Interest, discount and withholding adjust what actually left or entered the bank.

The two panels that open each group in the Financial tab have just one field:

Each tab has its own Save button, at the top right, which saves only that tab. Each line needs the debit account and the credit account (for depreciation, only the To expense line); a side that has "or the record one" can be left blank, and then only the record applies. If an account is missing on a side without a record, the screen tells you which event and which line.

🧾 Invoices and natures

The Invoices and natures section shows the Accounting operation list, with only the invoice operations, with Code, Name/Description and Active, and the New and Reload buttons. Selecting one opens its form.

The operation header

The buttons are Save, Cancel/View list and Delete. An operation linked to a nature cannot be deleted: deactivate it.

Accounts tab

The accounts posted when an invoice comes in with one of this operation's natures. One line per part of the amount. The grid shows Amount, Debit, Credit, Description, Validity and Posts, and each side reads as a sentence: "1.1.04.02 Inventory, or the product class one".

The line buttons are Save line, Cancel and Delete. Each line needs, on each side, an account or a record it comes from.

Cost of production (sale)

In the Sale of production operation, the Cost of production (sale) line removes the sold production from inventory: D Cost of production (or the product, class or crop one) · C Production stock (or the product or class one). The amount is the quantity that left inventory times the cost per kg. The outflow is the invoice's own, when it moves inventory, or that of the outbound load tickets linked to the invoice.

Where the cost per kg comes from is chosen once, in the Cost of production sold field, in the Crops and production tab: the inventory average cost, the cost calculated by accounting from the harvest (the default), a fixed value from the season's harvest parameter, or manual.

With Stock average cost, when inventory has no average cost for the product (no history, zero or negative cost), the header's Product sold with no cost in stock option applies: the invoice stays pending, or goes out without that product's cost.

Natures tab

The natures of operation whose invoices use this operation: this is what decides, invoice by invoice, which operation applies. The grid shows Code and Nature of operation.

• Choose the nature in the Nature of operation field and click Link. If it was in another operation, the list shows "now in …" next to the name, and linking it here removes it from there.
• Unlink selected removes the nature from this operation.

The same link can be made from the other side: the nature of operation record has the Accounting tab, with its accounting operation.

🧮 Taxes

The Taxes tab has what the tax calculation uses, in three panels:

📊 Reports

The Reports tab, the last on the screen, shows one card per accounting report: General Journal, Ledger, Trial balance, DRE (income statement), Balance sheet, Accounting open items and Crop cost by season and crop (codes CTB.01.01 to CTB.04.02). Click the card to open the report. What each one shows and what goes into them is in Accounting entries, which has the same tab.

❓ Frequently asked questions