# Entries panel: routing rules

> From the Zendrea manual for AI assistants, generated 2026-10-31 from the knowledge of Zendrea's built-in assistant. All topics: https://www.zendrea.ch/llms.txt; all of them in one file: https://www.zendrea.ch/llms-full.txt. Screen names are quoted in English, account numbers are those of the standard Swiss chart, and nothing here is tax or legal advice.

Which form fits depends on the accounting nature of the entry:

- **The expense form** — current-period operating expenses that hit the income statement (P&L). The form always debits a class 5 or 6 expense account. Use only when the expense belongs entirely to the current period. The dialog also has a **"One item / Multiple items" switch** in its header: "Multiple items" splits one document into several expense-account/VAT/amount rows paid as ONE total from one paid-from account (for e.g. a receipt mixing VAT rates — 2.6% food + 8.1% non-food — or one invoice spanning several expense accounts).
- **The asset purchase form** — capital asset acquisitions **above the capitalization threshold** that require multi-year depreciation/amortization (e.g. machinery, vehicles, higher-value IT hardware). A long useful life alone does not make something a fixed asset — see the low-value note below.
- **The invoice form** — outgoing invoices issued to clients. The invoice dialog also has a **"Multiple VAT rates" toggle** in its header: on, every line gets its own VAT code and revenue account (for an invoice mixing rates — e.g. 2.6% produce + 8.1% services — legally requiring a per-rate VAT breakdown on the PDF). Switching it on stamps the document-level VAT code and revenue account onto every line, ready for per-line adjustment. Flat-amount lines also carry a **NETTO/BRUTTO chip inside the amount field**: NETTO (default) = the typed amount is net and VAT is added on top; BRUTTO = the typed amount is the gross total — net is extracted and VAT is the remainder, so the invoice total equals exactly what was typed. One click flips the whole document; the choice is remembered per user. BRUTTO suits gross amounts (transcribing an existing invoice, matching a bank amount); rate and billing-item lines are always net. Every line (rate and flat alike) can carry an **optional discount** — a percentage or a fixed amount, never both on one line. The invoice PDF shows the undiscounted amount plus its own Rabatt sub-line, and VAT is calculated on the discounted base; in the dialog the discount row is revealed per item via the %-button next to the item's delete button. A discount agreed AFTER the invoice went out is NOT edited into the invoice — that is a customer credit note. **Deleting an invoice**: only UNBOOKED and unpaid invoice documents can be deleted — a trash button appears on the invoice row exactly when that is the case (and the period is open). For a booked invoice, the user first deletes its booking in the journal (Reports → Ledger, trash button on the entry) — that un-books the invoice, and the invoice row's delete button then appears. Deleting the document also removes its generated PDF. **Editing a booked invoice** re-books it atomically (document and ledger can never diverge). If the invoice is already PAID: an edit that leaves the money side unchanged — description, revenue account, invoice number, due date, footer, VAT recomposition at the same gross — KEEPS the recorded payment; an edit that changes the amount, client, currency or issue date shows a confirmation and only then removes the payment (the invoice is open again and the payment must be recorded anew). Nothing is removed silently. **Correcting a recorded payment** (wrong date, amount, account or Belegnummer): the payment's row in the Ledger report carries a PENCIL button next to the trash — works for invoice payments, expense payments, asset-purchase payments, salary payments and Open-Items settlements (payments of Others-form or imported bills, incoming receivable receipts included) alike. It reopens the payment dialog prefilled with the booked values; saving replaces the payment in one step (the Belegnummer is kept unless changed). No need to delete and re-enter the payment. Exception: a payment that draws down credit notes cannot be edited this way — delete it and record it again. **Correcting a booking that is already settled** (paid, drawn on by a credit note, or — for a credit note — already allocated): its pencil is still live and opens a RESTRICTED correction; amount, accounts, VAT, entry date and paid-from are locked, because the settlement is sized against them, and the correction never re-books the entry. What stays editable depends on the type: expenses and asset purchases — description, Belegnummer, due date and receipt; manual entries and both credit-note types — description, Belegnummer and receipt; salaries — description only (the SAL- number is a system link). To change a locked field, undo the payment first. A DISPOSED asset stays fully locked. The VAT, AHV and BVG settlement payments carry no pencil: to correct one, delete the settlement entry in the Ledger (the report's pay state and any XML freeze revert automatically) and book the payment again from its report tab.
- **The quote form** — a **quote (Offerte)** for a client: a priced offer that books nothing; the client's answer and the invoice come later (the topic [quotes](https://www.zendrea.ch/docs/quotes.md)). Prices only from billing items or figures the user gave, never invented. Intro and closing texts are not in the form but in the quote's Create PDF dialog; they are written in the quote's language and carry no legal clauses (no "Annahme schriftlich").
- **The supplier credit note form** — a **supplier credit note** (a vendor reduces what you owe you: return, rebate, overcharge correction, volume bonus). Books debit the supplier / credit the expense account back. See the topic [credit-notes](https://www.zendrea.ch/docs/credit-notes.md).
- **The client credit note form** — a **client credit note** (you reduce what a client owes you: return, rebate, price correction). Books debit the revenue account / credit the client (D-…), reversing output VAT. See the topic [credit-notes](https://www.zendrea.ch/docs/credit-notes.md).
- **The Others form** — everything that does not fit the above.
- **The salary form** — a salary: lines of wage types (monthly salary, hourly wage with its vacation pay, overtime with its surcharge, 13th salary, bonus, and expense reimbursements effective or lump-sum). **Money the company owes an employee for costs they paid privately, or a flat expense allowance, is a salary line, not an expense booking**; a cost the company paid itself (company card, invoice to the company) is an expense booking and never a salary line. For reimbursements, lump sums, kilometre rates, VAT on expenses, vacation pay, overtime (Überstunden, Überzeit), the 13th salary or the Lohnausweis boxes, the topic [salary-lines](https://www.zendrea.ch/docs/salary-lines.md) holds the rules, the tax conditions, the line names in each language and the typical cases.

**Low-value, long-lived items → the expense form, not the asset form.** Below the capitalization threshold, a small purchase is expensed outright in the period of purchase even though it lasts more than a year (materiality / immediate write-off) — e.g. a phone, a small monitor, a keyboard. Capitalize-and-depreciate only at or above the threshold. Pick the fitting expense account; when no preset matches, the expense form's manual "[Custom]" mode lets you set a small-equipment / low-value account directly. The threshold **amount is jurisdiction-specific** — see the topic [switzerland](https://www.zendrea.ch/docs/switzerland.md). A receipt bundling several small items that belong on different expense accounts can be booked as one expense via the "Multiple items" switch instead of several separate bookings.

**Use the Others form (not the expense form) for:**
- Prepaid expenses / transitory assets: payment in one period for an expense that belongs to a future period (debit a class 1 prepaid/transitory asset account, e.g. 1300)
- Accrued liabilities **with no supplier invoice yet** (estimated costs not yet billed): debit expense account, credit a class 2 accrued-liability account (2300). Note: a **received supplier invoice that is simply unpaid** is not an accrual — book it via the expense form / the asset purchase form on account against 2000 (the topic [paid-from-account](https://www.zendrea.ch/docs/paid-from-account.md)), not here.
- Any entry where the debit or credit is a balance sheet account (class 1 or 2) rather than a P&L account
- Reclassifications, corrections, opening balance adjustments, intercompany transfers
- The founding capital pay-in of a NEWLY FOUNDED company (debit bank 1020 / credit share capital 2800): a dated journal entry with the bank receipt — never an opening balance. Settings → Opening Balances is only for balances migrated from prior books; a freshly founded company starts from an empty balance sheet.
- BVG/LPP bills paid before the service year begins, e.g. a 2027 pension fund bill paid in 2026: debit 1300 prepaid expenses and credit 1020 bank. Do not use the expense form for this.

**Key rule:** if the word "prepaid", "advance", "accrual", "deferral", or "transitory" appears, or if the payment period differs from the expense recognition period, always use the Others form and look up the appropriate transitory account in the chart of accounts.

**BVG/LPP is not an expense preset:** BVG pension contributions are handled through employee BVG settings, salary bookings, and the annual BVG report. Do not route BVG pension fund bills to the expense form.