Post online sales of products and vouchers in the financial accounting
We recommend discussing the procedure described in this guide with your accounting department.
In this article
This article explains how to record the online sales of your products in your accounting software. Please note that the sold products will be reflected in the sales report of the vouchers.
Preparation
Accounts
Temporary receivable account
Use a temporary receivable account in your accounting software for the temporary recording of sales.
Liability Account for Vouchers
Create an account in your accounting software named Vouchers e-guma. This is a liability account without VAT. We recommend separating your existing and new vouchers in accounting. However, if you import your existing vouchers into e-guma, this point is not applicable.
Revenue Account for Products
Create an account in your accounting software named Product Sales e-guma. This is a revenue account with VAT.
Revenue Account for Shipping Costs
Create an account in your accounting software named Shipping Costs e-guma. This is a revenue account with VAT.
Payment methods
Record accounts receivable for each payment method you offer. Below is a list of possible accounts:
- QR Invoice (e-guma) or Invoice (depending on settings)
- Online Credit Cards (VISA and MasterCard)
- Online TWINT
- Online AMEX
- PostFinance E-Payment
- PayPal
If you are already working with the voucher system and/or ticket system of e-guma, use the same accounts.
Post according to sales report
You will automatically receive the e-guma Sales Report via email. The amounts in the Online Shop and Paid Invoices sections must be recorded.
In this example, you would make the following entries in accounting:
| Debit | Credit | Amount | Note |
| Online Credit Cards (VISA and MasterCard) | Accounts receivable | 20.00 | Recording in the temporary receivable account. Since VISA and MasterCard payments are processed by the same acquirer, you can book the payments to the same account. |
| Online TWINT | Accounts receivable | 110.00 | Recording in the temporary receivable account. |
| QR Invoice | Accounts receivable | 50.00 | Recording in the temporary receivable account. |
| Accounts receivable | Vouchers e-guma | 70.00 | Transfer from the temporary receivable account to the voucher account with 0% VAT. |
| Accounts receivable | Products e-guma | 100.00 | Transfer from the temporary receivable account to product revenue with 8.1% VAT. |
| Accounts receivable | Shipping Costs e-guma | 10.00 | Transfer from the temporary receivable account to shipping cost revenue with 8.1% VAT. |
Post cash flow
Once you receive the money from the various payment processors, you can record the cash flow. The duration and frequency of payouts vary depending on the payment method/partner.
Credit Cards and Twint
An example of the payout of online payments.
| Debit | Credit | Amount | Booking Text | Note |
| Bank | Online Credit Cards (VISA and MasterCard) | 19.70 | Credit of credit card payments | The credit card acquirer deducts the fees during the transfer. In this example, we assume that 1.5% fees apply to the credit card payments. You can specify which bank account the credit should be transferred to in the contract with the acquirer. |
| Fees | Online Credit Cards (VISA and MasterCard) | 0.30 | Fees for credit card payments | |
| Bank | Online TWINT | 108.35 | Credit of TWINT payments | TWINT deducts the fees during the transfer. In this example, we assume that 1.5% fees apply to the payments. You can specify which bank account the credit should be transferred to in the contract with TWINT. |
| Fees | Online TWINT | 1.65 | Fees for TWINT payments | |
QR Invoice
Paid QR invoices can be found in the Credit Report. This report serves as a payment receipt for the following entry.
| Debit | Credit | Amount | Booking Text | Note |
| Bank | QR Invoice (e-guma) |
50.00 | Credit of paid QR invoices | |
Discount
Discounts are listed as a payment method in the sales report and can be recorded as a whole. We recommend recording discounts as revenue reductions.
| Debit | Credit | Amount | Booking text | Note |
| Revenue Reductions | Accounts receivable | 25.50 | Discount | |