Module guide · Financial

Financials

A full OHADA SYSCOHADA Révisé general-ledger accounting system: define the chart of accounts, record double-entry journal entries through an approval workflow, track budgets and fixed assets, reconcile the bank, file taxes, and generate the statutory Bilan, Compte de Résultat, and TAFIRE reports.

Overview Dashboard Chart of accounts Fiscal years Journal entries General ledger Cost centers & budgets Fixed assets Bank reconciliation Tax declarations Financial statements Good practices

What this module is for

Every screen in this module is restricted to finance-tier staff, nobody else can see it.

Who uses it

Only super admins, admins, directors, CFOs, finance managers, and accountants can open any screen in this module. No clinical or other administrative role has access.

Where to find it

Open Financials from the sidebar. A dashboard, plus Chart of Accounts, Fiscal Years, Journal Entries, General Ledger, Cost Centers & Budgets, Fixed Assets, Bank Reconciliation, Tax Declarations, and Statements.

1
Set up the books
Seed or build the chart of accounts, then open a fiscal year and its monthly periods.
2
Record transactions
Every journal entry uses double-entry bookkeeping and moves through Draft → Approve → Post to GL.
3
Track budgets and assets
Compare cost-center spending against budget, and run monthly depreciation on fixed assets.
4
Close and report
Reconcile the bank, file statutory tax declarations, close the period/year, and generate the Bilan, Compte de Résultat, and TAFIRE.

A few terms you'll see throughout

This module follows OHADA SYSCOHADA Révisé, the standardized accounting framework used across French-speaking West and Central Africa, account names, classes, and statutory report formats all follow it.

Dashboard

A month's financial health at a glance, and a 90-day cash forecast.

Stat tiles

Field	What it means
Total Revenue, Total Expenses, Net Income	Net Income flags red if it's a loss.
Cash & Equivalents, Receivables, Payables
Posted Entries (Period), Pending Approval	Pending Approval flags red when greater than zero.

Revenue by Module breaks revenue down by department. The Cash Flow Forecast area chart projects the next 90 days from expected receivable collections and payable due dates, flagging a red Projected Closing if it goes negative.

Chart of accounts

The master list of every accounting bucket the hospital uses, grouped by OHADA account class.

"New Account" form

Field	What it means
Account Code, Normal Balance, Account Name (French), Account Type*	Normal Balance is Debit or Credit. Type: Asset, Liability, Equity, Revenue, or Expense.
Account Name (English), Hospital Module, Description

Seed Default Chart auto-populates the standard OHADA hospital chart for a new setup. Deactivating an account is reversible and keeps its history; it just can no longer be posted to.

Fiscal years

The accounting calendar: a fiscal year breaks into monthly periods that open and close.

Open — normal, postable state

Soft Closed — preliminary close, can be reopened

Closed — no further posting

Locked — most restrictive, applies to a fully closed year

Each month starts Open; Close a period at month-end (still Reopen-able), and Close Year at year-end locks every period underneath it against further posting, a largely irreversible step.

Journal entries

Every accounting transaction, recorded with double-entry bookkeeping and a staged approval workflow.

"New Entry" form

Field	What it means
Entry Type, Entry Date, Fiscal Period, Description, Source Document Ref*	Type: Standard, Opening Balance, Closing, Reversing, Adjustment, Depreciation, Accrual, and more. Source Document Ref traces the entry back to a supporting document, required per OHADA rules.
Lines*	One row per account touched: Account Code, Description, Debit or Credit amount. The Create button stays disabled until debits equal credits.

Lifecycle: Draft → Submit for Approval → Approve → Post to GL. Posted entries can be Reversed with a reason (creates an offsetting entry rather than editing history); Draft or Pending entries can be Voided.

General ledger

Look up one account's transaction history, or the whole trial balance for a period.

Account Statement shows opening/closing balance and a running balance per transaction for one account. Trial Balance (Balance de Vérification) lists every account's period activity with a green Balanced or red Not Balanced check, total debits should always equal total credits. Recompute Balances forces a recalculation if numbers look off.

Cost centers & budgets

Track spending by department and compare it against budget.

"New Cost Center" and "New Budget" forms

Field	What it means
Code, Type, Name*	Cost Center Type: Clinical, Ancillary, Administrative, Support, Research, Revenue Generating.
GL Account Code, Annual Budget
Cost Center, Budget Type, Original Budget, Effective From/To*	Budget Type: Operating, Capital, Departmental, Project, Contingency.

Utilization over 100% shows in red throughout, and the Budget Variance report lists every over-budget cost center as its own warning row.

Fixed assets

The equipment/buildings/vehicles register, with monthly depreciation.

"Register Fixed Asset" form

Field	What it means
Asset Number, Asset Class, Asset Name, GL Account Code, Acquisition Date, Acquisition Cost*	Asset Class is an OHADA Class-2 sub-code.
Depreciation Method, Useful Life (Years)*	Linear (straight-line) or Degressive (accelerated).
Residual Value	Expected value at end of useful life.

Run Monthly Depreciation posts a journal entry for every eligible asset for the chosen month in one action. Dispose retires an asset with a reason and optional proceeds.

Bank reconciliation

Match the books' cash balance against the actual bank statement each month.

Start Reconciliation enters the bank statement's ending balance for a period; the system compares it to the GL balance and flags any Difference. A second person Approves the reconciliation to close out the month.

Tax declarations

Statutory filings: TVA, IS, IRPP, CNPS, DSF, and PATENTE.

"New Declaration" form

Field	What it means
Tax Type, Declaration Period, Period Start/End, Due Date*
Taxable Base, Tax Due

An alerts banner surfaces anything due within 30 days, overdue ones marked explicitly. Submit files it; Mark Paid records the amount actually paid.

Financial statements

Seven OHADA statutory reports, each exportable to PDF or Excel.

Report types

Field	What it means
Livre Journal, Grand Livre	Journal book and general ledger book, period-scoped.
Bilan	Balance sheet: Actif vs. Passif, with a Balanced/Imbalance check. Requires a fiscal year.
Compte de Résultat	Income statement: Produits vs. Charges, with Net Result colored green (profit) or red (loss). Requires a fiscal year.
TAFIRE	Statutory cash-flow statement: Ressources vs. Emplois. Requires a fiscal year.
Variation des Stocks	Inventory variation; can Post to GL directly from this screen.
Comptes en T	Classic T-account visualization per account.

Full Package (PDF) exports Bilan, Compte de Résultat, and TAFIRE together for a chosen fiscal year.

Good practices

Close periods monthly, not just at year-end

A closed period blocks new postings into that month, catching stray entries before they pile up until year close.

Recompute Balances if the General Ledger looks off

It's a one-click way to rule out a display glitch before assuming there's a real bookkeeping error.

Don't edit a posted entry, reverse it instead

Reversing creates an offsetting entry and preserves the audit trail; posted entries in a double-entry system are meant to stay immutable.

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