Accounting¶

Track revenue, costs, taxes, and profitability without leaving FilaOps.

What You'll Learn¶

• How FilaOps records financial data automatically from your orders and invoices
• How to read the accounting dashboard for a quick financial snapshot
• How to drill into the Sales Journal, Payments, COGS, and Tax Center reports
• How to generate and record payment on invoices
• How to use the Payments page to manage individual transactions
• How to export data for your accountant or tax software

Prerequisites¶

• Admin access to FilaOps
• At least a few shipped orders and recorded payments (see Taking and Fulfilling Orders)
• Tax settings configured if you collect sales tax (see System Settings)

How Accounting Works in FilaOps¶

FilaOps uses accrual-basis accounting — revenue is recognized when an order ships, not when payment is received. This aligns income with the period when work was actually completed.

You do not need to enter journal entries for day-to-day operations. FilaOps records financial data automatically as you work:

• Ship an order → Revenue and COGS are recognized; a GL journal entry is posted
• Create and send an invoice → Accounts receivable is posted (DR 1100 AR / CR 4000 Revenue)
• Record a payment → Cash and AR are updated (DR 1000 Cash / CR 1100 AR)
• Collect sales tax → Tax liability (account 2100) is calculated and tracked

The accounting module lives under the Money section of the sidebar and has three separate pages: Invoices, Payments, and Accounting.

The Accounting Page¶

Navigate to Accounting in the Money section of the sidebar. The page opens on the Dashboard tab and contains seven tabs total. Five tabs are available to all users; two (GL Reports and Periods) require the PRO tier.

Tabs Overview¶

Dashboard Tab¶

The Dashboard gives you a real-time snapshot split into two rows of cards.

Revenue and Payments (top row)¶

Tax and Profitability (bottom row)¶

Sales Journal Tab¶

Click Sales Journal to see a detailed record of every shipped order in a date range.

Filtering by Date¶

Use the Start Date and End Date pickers to narrow the report. The default range is the last 30 days. The table and summary cards update immediately when you change either date.

Summary Cards¶

The top of the tab shows five summary cards for the selected period:

Journal Table¶

Exporting¶

Click Export CSV to download a spreadsheet named sales-journal-{start}-to-{end}.csv covering the selected date range.

Payments Tab (inside Accounting)¶

Click Payments to see all payment and refund transactions recorded against your orders within a date range.

Filtering by Date¶

Use the Start Date and End Date pickers to narrow the journal. Default is the last 30 days.

Summary Cards¶

By Payment Method¶

Below the summary cards, a grid shows total amounts broken down by payment method (cash, check, credit card, PayPal, Stripe, Venmo, Zelle, wire, other). Use this to reconcile each payment channel.

Payments Table¶

Exporting¶

Click Export CSV to download payments-journal-{start}-to-{end}.csv.

COGS & Materials Tab¶

Click COGS & Materials to understand your production costs and gross profitability over a rolling time window.

Selecting a Period¶

Use the Period dropdown to choose a rolling window:

Summary Cards¶

COGS Breakdown¶

The breakdown panel shows each cost component individually:

• Materials — Raw material costs calculated from your Bills of Materials
• Labor — Labor costs from production routing operations
• Packaging — Packaging material costs
• Total COGS — Sum of the three lines above (highlighted in red)
• Shipping Expense — Carrier costs shown separately below the COGS total, because outbound shipping is an operating expense rather than a production cost

Tax Center Tab¶

Click Tax Center to prepare sales tax information for filing.

Selecting a Period¶

Use the Period dropdown to choose a reporting window:

A blue banner below the controls confirms the exact date range being reported.

Summary Cards¶

By Tax Rate¶

A table breaks down tax collection by rate, useful if you operate under multiple tax jurisdictions:

Monthly Breakdown¶

A second table shows month-by-month totals for the selected period, making it easy to fill in monthly or quarterly tax returns:

Exporting¶

Click Export for Filing to download tax-summary-{period}.csv. Give this file to your accountant or use it to complete your sales tax return.

Invoices Page¶

Navigate to Money > Invoices in the sidebar to manage your invoices and track accounts receivable.

Summary Cards¶

Filtering and Searching¶

Use the status tabs to filter by All, Draft, Sent, Paid, or Overdue. Use the search box to search by invoice number, customer name, or order number.

Invoices Table¶

Click any row to open the invoice detail panel.

Invoice Detail Panel¶

Clicking an invoice row opens a detail panel showing customer information, line items, a totals block (subtotal, discount, tax, shipping, total, amount paid, balance due), and action buttons.

Invoice Actions¶

Recording a Payment from the Invoices Page¶

1. Open an invoice from the list.
2. Click Record Payment.
3. Enter the payment amount, method, and an optional reference (transaction ID or check number).
4. Click Save. The invoice status updates to Partially Paid or Paid and GL entries are posted automatically.

Payments Page¶

Navigate to Money > Payments in the sidebar to manage individual payment transactions.

Dashboard Cards¶

Payment Method Breakdown¶

Below the cards, a "This Month by Method" bar shows totals broken down by cash, check, credit card, and other configured methods.

Recording Payments and Refunds¶

Two action buttons appear in the top right:

• Record Payment — opens the payment modal linked to a specific sales order
• Record Refund — opens the same modal pre-filled as a refund (negative amount)

Payments Table¶

Voiding a Payment¶

Click Void on a completed payment to reverse it. A GL reversal entry is posted automatically. Voided payments remain visible in the table with a voided status badge.

Filtering¶

Use the filter row to narrow results by search text, payment method, payment type (payments vs. refunds), and date range.

GL Reports Tab (PRO)¶

The GL Reports tab inside Accounting is available to PRO and Enterprise users. It contains three sub-reports selectable from a tab bar:

• Trial Balance — Lists all GL account balances with debit and credit columns. A "Balanced" or "Out of Balance" badge at the top tells you immediately whether debits equal credits. Click any account row to jump to its Transaction Ledger.
• Inventory Valuation — Compares physical inventory value (on-hand quantity × standard cost) to the corresponding GL balances for Raw Materials (1200), Finished Goods (1220), and Packaging (1230). A variance card turns green when the books and inventory reconcile within $1 or 0.1%.
• Transaction Ledger — Enter a GL account code (e.g., 1200) and click Load Ledger to see every journal entry affecting that account with a running balance. Shows opening balance, each debit and credit, and closing balance.

A Refresh button in the top-right corner reloads the active report on demand.

Periods Tab (PRO)¶

The Periods tab is available to PRO and Enterprise users and lets you manage fiscal accounting periods (monthly by default).

A highlighted banner at the top always shows the Current Period and its status (open or closed).

Periods Table¶

Closing a Period¶

1. Find the period you want to close in the table.
2. Click Close.
3. Confirm the dialog. FilaOps checks for any unbalanced journal entries before closing. If any exist, the close is blocked and the entry numbers are listed.
4. Once closed, the period status changes to Closed and no further entries can be backdated into it.

Tips and Best Practices¶

• Review the dashboard weekly. A quick glance at Revenue MTD, Accounts Receivable, and Gross Profit MTD keeps you aware of financial health without spending time on bookkeeping.
• Generate invoices promptly. AR is only tracked through invoices. Create an invoice as soon as an order is confirmed to get accurate accounts receivable figures.
• Record payments promptly. The Accounts Receivable figure on the dashboard is accurate only if payments are recorded when they come in.
• Ship orders to recognize revenue. Until an order is marked as shipped, its revenue does not appear in your reports. If your numbers look low, check for unshipped orders.
• Export at month-end. At each month's end, export the sales journal, payments journal, and tax summary for your records. These CSV files are your audit trail.
• COGS depends on BOMs. Cost of goods sold is calculated from your Bills of Materials. If COGS looks wrong, verify that your product BOMs have accurate material quantities and standard costs.
• Set up tax correctly first. Configure your tax rate and tax name in System Settings before creating orders. Tax settings do not retroactively update existing orders.

What's Next?¶

• Taking and Fulfilling Orders — where revenue and payments originate
• Managing Your Product Catalog — maintaining accurate BOMs for COGS
• System Settings — configuring tax rates and invoice prefix
• Month-End Close — a checklist for closing your books each month

Quick Reference¶