Accounting & General Ledger

The Accounting module gives your store a full double-entry general ledger built on the Greek Accounting Standards (ΕΛΠ – Ελληνικά Λογιστικά Πρότυπα). Your sales, payments and purchases post to the ledger on their own, and you get standard financial reports and a VAT return whenever you need them.

Accounting is part of the Business plan. Open it from eCommerce → ERP in your WordPress admin, then choose Accounting in the sidebar.

note

Accounting is one of the ERP modules included in the Business plan. See Plans & Features for the full comparison and how to upgrade from Starter.

The module has four tabs — Chart of Accounts, Journal Entries, Reports and VAT Return — plus a fiscal-year control at the top of the page. A summary strip always shows your total accounts, the active fiscal year, and how many journal entries are posted or still in draft.

Chart of Accounts

The chart of accounts is the list of every account your bookkeeping uses — customers, cash, sales, VAT, expenses, and so on.

Setting up the standard chart

The first time you open Accounting, the chart is empty. Click Seed ΕΛΠ Accounts to install a ready-made Greek Accounting Standards chart (about 28 accounts) in one step. You only do this once; the button disappears after the chart exists.

The standard accounts are grouped by their code:

Code group	Category	Examples
1000s	Fixed assets	Machinery & equipment, furniture
2000s	Inventory	Merchandise, raw materials
3000s	Customers, cash & bank	Customers (3000), Cash (3800), Bank deposits (3801)
4000s	Equity	Capital, reserves, retained earnings (4900)
5000s	Suppliers, payables & VAT	Suppliers (5000), VAT on sales (5400), VAT on purchases (5401), VAT payable (5402)
6000s	Expenses	Staff costs, third-party services, taxes & duties, transport, depreciation
7000s	Revenue	Sales of goods (7000), sales of services (7100), other income

Every account has a type — Asset, Liability, Equity, Revenue or Expense — shown as a coloured label. The type sets whether the account is normally increased by a debit or a credit, so you never have to configure that by hand.

Customising accounts

1. Go to Accounting → Chart of Accounts.
2. Click + Add Account, then fill in:
   • Code — a unique account number (for example 3001).
   • Name (English) and, optionally, Name (Greek).
   • Type — Asset, Liability, Equity, Revenue or Expense.
   • Parent Account — pick an existing account of the same type to create a sub-account under it, or leave it as a top-level account.
   • Active — clear this to hide an account you no longer use.
3. Use the Edit button on any row to change it later.

A few rules keep your ledger consistent:

• The standard accounts installed by the seed are marked system and cannot be deleted; you also cannot change their code or type (you can still rename them and turn them on or off).
• You cannot delete an account that already has journal entries against it.
• Use the Type filter at the top of the list to view only assets, revenue, and so on.

Journal Entries

Every posting to the ledger is a balanced journal entry — its debits always equal its credits. Most entries are created for you automatically; you can also add your own.

Automatic entries

The module posts entries by itself whenever the events below happen, so your books stay in step with your store with no manual work:

When you…	The ledger records
Issue a sales invoice	Debit Customers, credit Sales — and credit VAT on sales when there is VAT
Receive a payment	Debit Cash or Bank, credit Customers
Receive purchased goods	Debit Inventory — and debit VAT on purchases — then credit Suppliers

These entries are created already posted and each one links back to the invoice, order or goods receipt it came from. The same document is never posted twice. Automatic posting relies on the standard accounts above, so make sure the ΕΛΠ chart is in place.

Manual entries

For anything the automatic postings don't cover:

1. Go to Accounting → Journal Entries and click + New Entry.
2. Enter the date and a description.
3. Add debit and credit lines. The entry can only be saved when total debits equal total credits.
4. Save it as a draft, then Post it when you're ready.

Entries move through three states:

• Draft — still editable. You can change or delete a draft.
• Posted — locked. Posting updates your account balances and the entry can no longer be edited or deleted.
• Reversed — if you need to undo a posted entry, use Reverse. This creates a matching entry with the debits and credits swapped, so the original stays on the record and the effect is cancelled out.

You can filter the journal by fiscal year, status (draft or posted), date range, or a search term, and open any entry with View.

Fiscal Years

Your ledger is organised into fiscal years. The current year is created automatically the first time it's needed, and the active year is shown in the summary strip at the top of the Accounting page.

• Create a year — click + New next to the active year, then enter a name (for example 2027) and its start and end dates. Years cannot overlap.
• Close a year — click Close on the open year. Before a year can close, every entry in it must be posted (no drafts left). Closing creates a closing entry that moves the year's net profit or loss into Retained Earnings and then locks the year, so its figures can no longer change. You cannot add or reverse entries in a closed year.

Financial Reports

Open the Reports tab, choose the fiscal year (and a date range where relevant), then click Generate. Five reports are available:

• Trial Balance — every account with its debit total, credit total and balance, with a check that the books balance.
• Profit & Loss — revenue and expenses for the period, ending in your net income.
• Balance Sheet — assets, liabilities and equity at a chosen date, with a confirmation that Assets = Liabilities + Equity.
• AR Aging (Accounts Receivable) — outstanding customer balances split into current, 1–30, 31–60, 61–90 and 90+ day buckets.
• AP Aging (Accounts Payable) — the same aging view for what you owe suppliers.

VAT Return

The VAT Return tab prepares your periodic ΦΠΑ figures.

1. Choose a period — pick start and end dates, or use the Q1–Q4 quarter buttons for a quick selection.
2. Click Generate.

The result shows three totals:

• Sales VAT (5400) — the VAT you collected on sales (ΦΠΑ Πωλήσεων).
• Purchase VAT (5401) — the VAT you paid on purchases (ΦΠΑ Αγορών).
• VAT Due or VAT Refund — the net amount, so you can see at a glance whether you owe VAT or are due a credit for the period.

Underneath, you can review the individual VAT transactions that make up those totals.

note

This page describes WP eCommerce Core 9.8.0. Because the ERP shares your store's database, invoices, payments and purchases flow into your accounts automatically — there is nothing separate to sync.