An accounting set-up builds the framework for the accounting the company will run with its own team or with its accountant: which accounts are opened, how documents circulate, how the software is configured and who does which job. In this service we build the set-up together with you and then train the people who will use the system on your own documents.
When is it needed?
| Situation | Focus of the set-up |
|---|---|
| The company has just been formed | Chart of accounts, opening entry, document flow, e-transformation |
| The accounting software is changing | Balance matching, data transfer, trial balance comparison |
| The company starts importing or exporting | Import file, foreign-currency accounts, export document chain |
| Accounting staff changed or the team is growing | Division of tasks, written work instructions, training |
| A foreign shareholder wants group reporting | Account mapping table, monthly reporting pack |
What we do in the set-up
- Review of the current workflow and records; a written list of gaps and errors
- A sub-account structure specific to the business and in line with the Uniform Chart of Accounts: bank and customer/supplier accounts by currency, cost centres, import files
- Putting the document flow and approval responsibilities in writing
- Configuring the software: chart of accounts, VAT codes, currency and rate settings, inventory and costing method
- Checking e-Invoice, e-Archive and e-Ledger integration (Ledgers and e-Ledger)
- The opening entry, or balance transfer on a software change
- Closing the first month together
Software fit
The set-up is not tied to a particular program; it is done in the packaged software, ERP system or cloud bookkeeping application the business uses or chooses. On a software change, data are transferred by mapping the export and import files of the old and new programs field by field; where needed, small conversion tools are prepared for the transfer. After the transfer the trial balances of the two programs are compared, and posting in the new program does not start until the differences are cleared.
For companies that import and export
- Separate cost tracking for each imported lot, with the inventory value finalised on receipt
- Bringing together documents from the supplier, the carrier and the customs broker under the same shipment
- For sales abroad, consistency of the invoice with customs records, and tracking of currency collections and refund rights
- Keeping commitment deadlines tied to tax-free purchases and incentive certificates on a separate list
- A routine for recording exchange-rate movements during and at the end of the period
Detailed checklist: Setting up bookkeeping and general accounting in an import-export company · Customs duties and currency rules: Customs and foreign trade
Staff training
Training is role-based, hands-on and uses the company's own documents. Separate content is prepared for staff at every stage, from incorporation onwards.
| Role | Topics worked through in practice |
|---|---|
| Bookkeeping | Testing whether an incoming invoice is correct, e-document inbox and outbox, posting collections and payments to accounts, opening a shipment file |
| General accounting | Spreading shipment cost over inventory, period-end treatment of currency balances, pre-return checks, the steps of the month-end close |
| Purchasing and sales | Which details travel from order to invoice, how the Incoterms delivery term affects the books, when documents must reach accounting |
| Management | Interpreting the monthly reports: trial balance, balance sheet, income statement, currency short and long positions |
Each training ends with written work instructions; a new employee can start work with them.
How we work
- Introduction and review: We go through your workflow, your software and your recent records together.
- Set-up plan: We set out the work, the people responsible and the switch-over date in writing.
- Set-up: Chart of accounts, software settings, document flow and, if needed, data transfer.
- Training: By role, on your own documents.
- First closing: We close the first month-end together and add the questions that come up to the instructions.
After the set-up you can continue the accounting with your own team or carry on with one of the monthly service models: Monthly accounting service and changing accountant
What we need from you
- Access to your software, or the latest trial balance and sub-ledger listings
- A meeting with someone who knows the sales, purchasing and foreign-trade processes
- A list of the staff who will attend training and their available times
Legal basis: Tax Procedure Law No. 213, arts. 175 and 253; General Communiqués on the Accounting System; Turkish Commercial Code No. 6102, art. 64.