Financial Accounting with factoris.onesocial

A Dedicated Finance Workspace for Your Organisation

In factoris.onesocial, financial accounting is not an add-on but a workspace of its own, alongside documentation and the control centre. The German standard charts of accounts SKR03 and SKR04 are included; build your own chart of accounts from them and add accounts for services, funding bodies and sites. Tax rates, payment terms and payment methods are maintained as master data in one place.

Because service billing, outgoing invoices and incoming invoices originate in the same system, they belong to the same finance workspace in factoris.onesocial – no re-keying in a second program, no gap between care teams and bookkeeping. Who may see and post what is governed by your organisation's permission model, down to the individual organisational unit.

Journal, Receipts, Open Items and Dunning

In the journal you post transactions with account, contra account and tax rate, and every entry stays traceable in the order it was recorded. Receipts are captured with date, amount and account and linked to their postings, so an auditor can move from the entry to the receipt. Receipts and postings add up to a journal that answers questions from management, the board or your tax advisor without digging through binders.

Open items show, per debtor and creditor, what is due, what is overdue and how old a receivable already is – bucketed at 30, 60 and 90 days. Dunning builds reminder runs from them, with dunning levels, fees and interest set by you, and produces the reminder letters as PDF. Incoming payments clear the items.

Cash Books, Bank and SEPA

Cash books are set up as areas in the file – for a residential group's petty cash, a site's household cash or the main cash desk of administration – and kept as sub-ledgers linked to the general ledger. Whoever keeps a cash book sees only that one; accounting sees them all. Balances and movements remain traceable at all times.

Generate transfers and direct debits as SEPA files straight from factoris.onesocial and submit them to your bank – for pocket money, payments to foster families or collecting parental contributions, for example. Direct-debit mandates from funding bodies, parents and clients are managed centrally, so every debit rests on a mandate on file.

VAT, Fiscal Year, Fixed Assets and Reports

factoris.onesocial calculates the advance VAT return from your postings – using the tax rates you have configured – and files it electronically with ELSTER, monthly or quarterly as your tax office requires. You review and release the figures before anything leaves the building.

Create fiscal years and close them step by step; keep fixed assets in the asset register with their depreciation. Closed periods are locked against later postings – so year-end figures hold up, and a question from your tax advisor is answered with one look into the locked period.

Trial balance, BWA, balance sheet and P&L, cash-basis income statement (EÜR) and open-items list are available at any time – for the executive board, trustees, the works committee or the next meeting with your tax advisor. Cost centres and budgets add the cost-accounting view, so you can see which service pays its way.

E-Invoicing & Document Capture

Create and send outgoing invoices as ZUGFeRD PDFs or as XRechnung – the formats public-sector clients and a growing number of funding bodies require. Before sending, factoris.onesocial validates each e-invoice against the European standard EN 16931, so it is not rejected for formal errors on arrival. The PDF stays readable for people, the embedded XML for machines.

On request, factoris.onesocial collects incoming invoices itself – from e-mail inboxes, from supplier portals or via the Peppol network – and presents them as incoming invoices for review. Instead of pulling documents from the inbox and typing them in, your bookkeeping starts at the review: category, cost centre, approval.

Optionally, scanned or photographed documents are read by text recognition: invoice data such as sender, date and amounts are recognised and proposed into the incoming invoice – you check and confirm. Enable this recognition for your organisation when you need it; without it, you capture documents manually as before. Automation grows at the pace that suits your team.

Handover to Your Tax Advisor

If your tax advisor works with DATEV, hand over booking batches, account descriptions and debtor and creditor master data in DATEV format – the export is built into factoris.onesocial. The reverse route works too: read postings and accounts back in from DATEV, for instance after the practice has completed the year-end closing.

If your practice uses a different system, connect other accounting systems via file export. For a tax audit, provide your accounting data in IDEA format in line with GoBD – as a ZIP file with index description, exactly as the tax authority's audit software expects it. There is nothing to gather: the export comes from the same books you work in every day.

Posting decisions stay with you and your tax advisor: factoris.onesocial proposes, checks, exports and documents – it does not replace tax advice and makes no decisions about your books. What is automated stays traceable; what calls for judgement stays in the hands of your professionals.