Journals and rules
Create and configure the journals of a company file, then route imported documents automatically to the right invoice book.
The Journals tab groups the invoice books, the financial journals and the miscellaneous journals of the file, together with the rules that decide in which journal an imported document will be booked.
Journal types
| Type | Use | Usual counterpart |
|---|---|---|
| Purchases | Supplier invoices | 440000 Suppliers |
| Purchase credit notes | Credit notes received | 440000 Suppliers |
| Sales | Customer invoices | 400000 Customers |
| Sales credit notes | Credit notes issued | 400000 Customers |
| Financial | Banks and cash | The 55xxxx or 57xxxx sub-account of the journal |
| Miscellaneous | Free entries, centralisations, closing | None |
Each file starts with the journals ACH, NCA, VEN, NCV, OD, CAI and one bank journal. The type of a journal determines the direction of invoice entries and the way they feed the VAT return: it cannot be changed after creation.
Creating a journal
- Open Journals and click New journal.
- Choose the type and enter the Code (for example
VST) and the Label ("Sales Stripe"). - Indicate the Control account: customer, supplier or bank account. For a financial journal, also enter the IBAN.
- Tick Default journal for this type if this journal must receive the documents without a routing rule.
- Save. The message "Journal saved." confirms the creation.
The code of a journal is unique within the file. It appears in the reference of each entry, for example VST 2026/000001.
Create one invoice book per sales channel or per numbering series (shop, online sales, expense reports). The number continuity checks and the exported books are easier to read.
Editing, deactivating or deleting
- Edit: the label, the description, the control account, the IBAN and the default status remain editable.
- Delete: only possible for a journal that has never received an entry. Deletion places the journal in the trash; its code becomes usable again.
- Deactivate: for a journal that has already been used, the application proposes Deactivate journal. Its entries are kept, but it is no longer proposed for entry nor chosen by the rules.
Only one journal per type can be the "default" one. Ticking a new one removes the mark from the previous one.
Invoice series
The Invoice series section lists the number series observed in the imported documents, with for each one the direction (sales or purchases), the payment method, the number of documents, the number of pending documents, an example number and the journal that will be used.
The series is the alphabetical prefix of the number: FAC-2026-045 belongs to the series FAC, BD686808-0307 to the series BD.
To assign a series to a journal:
- On the line of the series, click Assign….
- Choose an Existing journal or Create a new journal.
- Confirm. A rule is created and the message "Rule saved: documents will go to journal …" is displayed.
Routing rules
A rule associates a criterion with a journal. It applies when imported documents are booked, whether they come from Novadesko or from the importer.
| Criterion | The rule applies when… |
|---|---|
| Payment method | the payment method of the document equals the value (Bank transfer, Cash, Card, SEPA direct debit...). |
| Number series | the series of the number equals the value. |
| Number prefix | the number of the document starts with the value. |
| Third party | the name of the third party contains the value, or the third party is exactly the one designated. |
A rule applies to one direction (sales or purchases) and carries a Priority.
How the journal is chosen
When a document is booked, NovaFisko proceeds in this order:
- It determines the type required: purchases, sales, or the corresponding credit note.
- It goes through the active rules of the same direction in ascending priority and keeps the first one whose criterion matches and whose journal is active and of the right type.
- Failing a rule, it takes the default journal of this type.
- Failing a default journal, it takes the first active journal of this type.
If no active journal of the required type exists, booking is refused and the document stays pending.
A rule that targets a sales journal does not apply to a sales credit note: the latter requires a journal of the "Sales credit notes" type. Create one rule per type if you also separate your credit notes.
Deleting a rule
In Routing rules, click the trash icon of the rule and confirm. Documents already booked are not changed; the following ones go back to the default journal of their type.