Accounting Features - CompuTécnicos

Overview

CompuTécnicos includes a robust accounting system designed specifically for Colombian businesses. Track purchases, manage taxes, value inventory, and generate professional reports for auditing and compliance with DIAN requirements.

Accounting features are only available to administrators. They integrate tightly with the inventory and order management systems.

Key Features

Purchase Tracking

Complete record of all purchases with supplier details

Tax Management

IVA and withholding tracking for tax reporting

Inventory Valuation

Weighted average cost method for accurate valuation

Professional Reports

Excel exports for accounting software integration

Accounting Integration

Data Sources

The accounting system pulls data from:

Inventory Movements - Purchase entries with financial data
Supplier Records - Vendor information and tax details
Product Catalog - Current stock levels and pricing
Sales Orders - Revenue and customer information

Accounting Fields

Each purchase entry (inventory movement type “Entrada”) captures:

Financial Data Fields

Supplier Information:

Supplier name
NIT (Colombian tax ID)
Address and contact details
Payment terms

Invoice Details:

Invoice number (unique identifier)
Invoice date
Payment due date
Payment status

Purchase Amounts:

Unit price (cost per item)
Quantity purchased
Subtotal (unit price × quantity)

Tax Information:

IVA amount (Value Added Tax)
IVA percentage (typically 19% in Colombia)
Retención amount (tax withholding)
Retención percentage (varies by type)

Supporting Documents:

Invoice PDF/JPG upload
Payment receipts
Delivery notes

Purchase Tracking

Recording Purchases

When products are purchased:

Create inventory movement with type “Entrada”
Select supplier from registered vendors
Enter invoice details (number, date)
Record pricing (unit price, quantity)
Calculate taxes (IVA, withholdings)
Upload invoice document
Save transaction to update stock and accounting

Purchase Validation

The system validates all purchases:

Required fields: Supplier, invoice number, unit price
Duplicate check: Warns about duplicate invoice numbers
Calculation verification: Cross-checks tax calculations
Document requirement: Prompts for invoice upload

Always upload invoice documents when recording purchases. They’re essential for audits and tax compliance.

Tax Management

IVA (Value Added Tax)

IVA Calculation and Tracking

Standard IVA Rate: 19% in Colombia (as of 2024)Calculation:

IVA = Subtotal × 0.19
Total = Subtotal + IVA

Recording:

Enter total IVA amount in purchase form
System stores for tax reporting
Included in purchase reports

Reporting:

IVA Pagado (VAT Paid) - on purchases
IVA Cobrado (VAT Charged) - on sales
IVA a Pagar (VAT Payable) - difference

Retención (Tax Withholding)

Withholding Tax Management

Common Withholding Types in Colombia:

Retención en la fuente - Income tax withholding
Retención de IVA - VAT withholding
Retención de ICA - Municipal tax withholding

Typical Rates:

2.5% - Purchase of goods
4% - Services
6% - Professional fees
Varies by transaction type and amount

Recording:

Enter withholding amount in purchase form
Specify withholding type in notes
System tracks for reporting

Reporting:

Monthly withholding certificates
Annual tax filing support
Supplier reconciliation

Tax Compliance

The system maintains all required information for Colombian DIAN compliance, including supplier NIT, invoice details, and tax amounts.

Inventory Valuation

Valuation Method

CompuTécnicos uses the Weighted Average Cost method:

Weighted Average Cost Calculation

Formula:

Average Cost = (Total Value of Inventory) / (Total Units)

Example:

Initial Inventory:
- 10 units @ $100 each = $1,000

Purchase:
- 5 units @ $120 each = $600

New Average:
- Total Value: $1,000 + $600 = $1,600
- Total Units: 10 + 5 = 15 units
- Average Cost: $1,600 / 15 = $106.67 per unit

Updates:

Recalculated with each purchase
Applied to all units in stock
Used for COGS calculation

Current Stock Value

The system calculates total inventory value:

Inventory Value = Sum(Units in Stock × Average Cost)

This appears in:

Valued inventory report
Balance sheet preparation
Financial analysis

Run the valued inventory report monthly to track your inventory investment and identify slow-moving items.

Accounting Reports

Available Reports

Access reports from Admin → Reportes → Reporte Contable Profesional:

General Report

All inventory movements with complete financial data

Purchase Report

Detailed purchase history with suppliers and taxes

Valued Inventory

Current stock valued at weighted average cost

Excel Export

Professional spreadsheets for accounting software

General Report

Includes all movements: Columns:

Date and time
Movement type (Entry/Exit/Adjustment)
Product name
Quantity
Supplier
Invoice number
Unit price
IVA amount
Withholding amount
Reason/notes
User who recorded

Filters:

Date range selection
Movement type filter
Supplier filter
Product filter

Purchase Report

Focuses on purchases (entries only): Additional Details:

Purchase totals by supplier
Total IVA paid
Total withholdings
Average purchase price
Purchase frequency

Use Cases:

Supplier analysis
Tax filing preparation
Cost trend analysis
Purchasing decisions

Purchase Report Example

Supplier: TechDistribuciones SAS
Period: January 2024

Purchases:
- 15/01: Invoice 1234, 10 units, $1,000,000
- 22/01: Invoice 1245, 5 units, $650,000

Totals:
- Total Purchases: $1,650,000
- Total IVA Paid: $313,500 (19%)
- Total Withheld: $41,250 (2.5%)
- Net Paid: $1,922,250

Valued Inventory Report

Shows current stock with values: For Each Product:

Product name and category
Current stock quantity
Average unit cost
Total value (quantity × average cost)
Percentage of total inventory

Summary:

Total inventory value
Total units in stock
Average value per product
Value by category

The valued inventory report is essential for balance sheet preparation and insurance purposes.

Excel Export

All reports can be exported to Excel: Export Features:

Professional formatting
Company header with logo
Formulas for calculations
Totals and subtotals
Charts and graphs
Print-ready layout

File Format:

XLSX (Excel 2007+)
Compatible with LibreOffice
Can be imported to accounting software

Use Excel exports to integrate with QuickBooks, Siigo, or other accounting platforms.

Cost of Goods Sold (COGS)

The system tracks data needed for COGS calculation:

COGS Calculation

Formula:

COGS = Beginning Inventory + Purchases - Ending Inventory

Data Available:

Beginning inventory: From previous period report
Purchases: From purchase report
Ending inventory: From current valued inventory

Example:

Beginning Inventory (Jan 1): $5,000,000
Purchases (January): $2,000,000
Ending Inventory (Jan 31): $4,500,000

COGS = $5,000,000 + $2,000,000 - $4,500,000
COGS = $2,500,000

This COGS figure goes on the income statement.

Profit Analysis

While profit reporting is handled by the order management system, accounting features provide the cost data: Profit Calculation:

Revenue - COGS - Operating Expenses = Net Profit

Available Data:

Revenue: From sales orders
COGS: From inventory valuation
Inventory investment: Current value
Purchase trends: Historical data

Supplier Management

Supplier Records

Comprehensive supplier database: Supplier Information:

Legal name
NIT (tax ID)
Contact person
Phone and email
Address
Bank account details
Payment terms (30, 60, 90 days)
Default withholding rate

Supplier Reports

Analyze supplier relationships: Metrics:

Total purchases per supplier
Average order value
Payment history
Price trends
Delivery reliability

Use supplier reports to negotiate better terms with high-volume vendors.

Document Management

Invoice Storage

Supporting documents are stored securely: Storage Location:

Server directory: uploads/soportes/
Named: soporte_[product]_[timestamp].[ext]
Linked to inventory movements

Document Types:

Purchase invoices
Payment receipts
Delivery notes
Credit notes
Withholding certificates

Document Retrieval

Access Methods:

Click “Ver” in inventory movements table
Export with accounting reports
Bulk download for period
Direct file system access (admin)

Documents are stored for 5 years to comply with Colombian legal requirements for business records.

Integration with Accounting Software

Export Formats

Data can be exported for: Supported Software:

Siigo
ContaFácil
Alegra
World Office
Generic Excel format

Export Fields:

Account codes
Debit/credit entries
Cost centers
Tax codes
Vendor codes

Contact support for custom export formats to match your specific accounting software requirements.

Audit Trail

Complete audit trail for all transactions: Tracked Information:

User who created entry
Creation timestamp
Modification history
Document uploads
Stock level changes

Audit Report:

Filter by date range
Filter by user
Filter by transaction type
Export for external auditors

Best Practices

Daily Recording

Record all purchases on the day they occur

Document Upload

Always attach invoice copies immediately

Monthly Reconciliation

Reconcile with bank statements monthly

Regular Backups

Export reports and back up documents weekly

Month-End Procedures

Recommended Month-End Checklist

Record all transactions - Ensure all purchases are entered
Upload documents - Verify all invoices are attached
Run reports - Generate all accounting reports
Export to Excel - Create backups of financial data
Reconcile accounts - Match with supplier statements
Physical inventory - Count stock and adjust discrepancies
Calculate COGS - Use beginning + purchases - ending
Review taxes - Verify IVA and withholding calculations
Close period - Mark period as closed in accounting
Backup everything - Store reports and documents securely

Colombian Compliance

DIAN Requirements

The system supports Colombian tax authority (DIAN) requirements:

Invoice Details

Complete invoice information stored

Supplier NIT

Tax ID tracked for all vendors

Tax Calculations

IVA and withholdings properly recorded

Document Retention

5-year document storage

Reporting to DIAN

Generate required reports:

Monthly IVA declarations
Bimonthly withholding reports
Annual income tax preparation
Supplier information reports

While the system provides necessary data, consult with your accountant or tax advisor for final DIAN submissions.

Troubleshooting

Common Issues

Issue	Solution
Missing IVA	Enter IVA amount manually if not auto-calculated
Duplicate invoice	Use unique invoice numbers per supplier
Export fails	Check that PhpSpreadsheet is installed
Document missing	Re-upload using inventory movement edit
Valuation incorrect	Verify all purchases have prices entered

System Requirements

For Accounting Features

Server-side:

PHP 7.4 or higher
PhpSpreadsheet library (for Excel)
PDO MySQL extension
File upload permissions

Client-side:

Modern web browser
PDF reader for documents
Excel or compatible spreadsheet software

Support and Training

For accounting system assistance:

User manual: Complete documentation available
Video tutorials: Step-by-step recording guides
Support email: [email protected]
Accountant access: Special read-only access available

Consider scheduling a training session with your accounting team to maximize use of these features.

Get Started

Features

Configuration

Deployment

​Overview

​Key Features

Purchase Tracking

Tax Management

Inventory Valuation

Professional Reports

​Accounting Integration

​Data Sources

​Accounting Fields

​Purchase Tracking

​Recording Purchases

​Purchase Validation

​Tax Management

​IVA (Value Added Tax)

​Retención (Tax Withholding)

​Tax Compliance

​Inventory Valuation

​Valuation Method

​Current Stock Value

​Accounting Reports

​Available Reports

General Report

Purchase Report

Valued Inventory

Excel Export

​General Report

​Purchase Report

​Valued Inventory Report

​Excel Export

​Cost of Goods Sold (COGS)

​Profit Analysis

​Supplier Management

​Supplier Records

​Supplier Reports

​Document Management

​Invoice Storage

​Document Retrieval

​Integration with Accounting Software

​Export Formats

​Audit Trail

​Best Practices

Daily Recording

Document Upload

Monthly Reconciliation

Regular Backups

​Month-End Procedures

​Colombian Compliance

​DIAN Requirements

Invoice Details

Supplier NIT

Tax Calculations

Document Retention

​Reporting to DIAN

​Troubleshooting

​Common Issues

​System Requirements

​For Accounting Features

​Support and Training

Build docs developers (and LLMs) love

Overview

Key Features

Accounting Integration

Data Sources

Accounting Fields

Purchase Tracking

Recording Purchases

Purchase Validation

Tax Management

IVA (Value Added Tax)

Retención (Tax Withholding)

Tax Compliance

Inventory Valuation

Valuation Method

Current Stock Value

Accounting Reports

Available Reports

General Report

Purchase Report

Valued Inventory Report

Excel Export

Cost of Goods Sold (COGS)

Profit Analysis

Supplier Management

Supplier Records

Supplier Reports

Document Management

Invoice Storage

Document Retrieval

Integration with Accounting Software

Export Formats

Audit Trail

Best Practices

Month-End Procedures

Colombian Compliance

DIAN Requirements

Reporting to DIAN

Troubleshooting

Common Issues

System Requirements

For Accounting Features

Support and Training