The health of your books

To Bill checks your books continuously: is the journal balanced and intact, are all your documents posted, is your bank reconciled? Health of the books gives the result, says what to do for each point and takes you to where the correction is made.

Before you start

Everyone can read the checks. To correct, you need the right to keep the books.

Read the diagnosis

Open Accounting › Health of the books, or click See the points in Situation & to-do.

The diagnosis (2) covers the current financial year. Its title sums up the state of your books:

Title	What it means
Your books are coherent	All checks pass.
A few points to check	Your accounts can still be presented, but your fiduciary will ask about them.
Corrections needed	At least one blocking anomaly: your accounts cannot be presented as they are.
Partial diagnosis	No financial year is open: only a few checks could run.

The counters give the number of Critical points, Warnings, Information and Checks passed. Run the analysis again runs the checks again at once.

Correct a point

Further down, the points are grouped: To fix for critical points, To check, then For information. Each point says what is wrong, for which period, and what needs to be done.

1. Read What to do (1): the steps to follow, in one sentence.
2. Under Items concerned, click an item: the invoice, expense, entry or bank line opens.
3. Make the correction where it opens, for example post the expense or reconcile the bank line.
4. Go back to Health of the books and click Run the analysis again: the point disappears.

Prepare the closing leads to the year-end closing: see Close the financial year.

The checks

Check	Severity	What it verifies
Balanced journal	Critical	Total debits equal total credits.
Journal integrity (hash chain)	Critical	No entry has been changed after it was posted.
Documents booked	Warning	Each invoice, expense and payment has its entry.
Bank reconciliation	Warning	Each line of your statements is reconciled or marked as ignored.
VAT pending (account 2202)	Warning	The VAT parked on account 2202 matches invoices that are still open.
Accounts with a reversed balance	Warning	No account has a balance against its nature.
Financial years covering your documents	Warning	Each document falls within a financial year.
Orphan entries	Information	No entry refers to a deleted document.
Suspected duplicates	Information	No amount appears twice on the same account on the same date.
Missing supporting documents	Information	Each entry has its voucher. See Attach a supporting voucher.

The night agent

Every night, the night agent runs the checks again, explains what it finds and prepares the corrections. It posts nothing without you. Check now (1) starts it straight away.

Its proposals appear on its card, and their number next to Health of the books in the menu:

• To confirm: a correction that is ready, for example Post a forgotten document or Reverse a duplicate. Read it, then confirm. The entry is posted in your name.
• To handle on screen: a point to settle yourself. Click Open.
• Dismiss sets aside a proposal that does not concern you.

AI is needed

Without AI, the checks run, but without explanations or a night run. An administrator turns it on in Settings › AI. See AI assistant.

A complement, not an audit

This diagnosis complements your fiduciary’s review; it does not replace it. An entry already posted cannot be changed: it is corrected with a reversal. See The journal and entries.

Legal basis

• The accounts record transactions completely, truthfully and systematically, and every entry is supported by a voucher: Art. 957a para. 2 CO.
• The books cannot be changed without the change being visible: Art. 3 GeBüV, the Ordinance on the Keeping and Retention of Accounting Records (German version: fedlex has no English one).