Account Mapping Explained

Tax payable is money your company owes to the tax authorities. This includes VAT, environmental taxes, and wage taxes or social insurance.

Tips payable represents the sum of money given by a customer on top of the cost of a service. These amounts are usually redistributed to employees.

Sales revenue is a balance sheet account used to track the total gross revenue before it is allocated elsewhere. This account is marked as n/a – not in P&L, meaning it does not appear on the Profit & Loss statement directly.

Gross sales represent the total revenue of your company before any deductions for discounts, allowances, or returns. It reflects the total value of all products and services sold.

This account holds amounts paid by customers on a payment terminal that have not yet been confirmed by your payment service provider (PSP). Once confirmed, the balance moves to Card Receivable.

Card receivable represents amounts paid on a payment terminal by customers, confirmed by the PSP, but not yet received in your bank account.

Cash refers to money held in physical form (bank notes and coins), stored in a cash drawer or a safe.

Cash differences arise when the physical cash present in the company does not match the amount recorded in Tebi. This can be caused by mistakes or theft.

Prepayments represent payments made to Tebi outside the POS (e.g. via bank transfer), but recorded in the POS using the "Prepayment" payment method in the Tebi app.

QR / ecom payment receivable refers to amounts paid by customers via QR code, confirmed by the PSP, but not yet received from the PSP.

Other income is income from activities unrelated to your core business, such as interest received, sub-lease income, gains on asset sales, or foreign exchange gains.

This account is used for payments handled by a third-party company that has no PSP integration and no syncing with Tebi Accounts.

This is a technical clearing account for pending transactions. It should not carry a balance under normal circumstances and should not be visible in standard reporting.

This is a crosspost account for gift card transactions. When a customer pays with a gift card, this account is converted into an Accounts Receivable entry.

These accounts map your VAT rates to the correct ledger accounts in your accounting software.

Used for transactions that are exempt from VAT. No VAT is charged or posted.

Used for transactions subject to the reduced VAT rate (e.g. food and beverages in many countries).

Used for transactions subject to the standard (high) VAT rate.

Used for transactions that are zero-rated for VAT. VAT is charged at 0%, but the transaction is still VAT-reportable.

Gross sales before any deductions. See the Sales section above for a full explanation.

The net amount of any surcharge added to a payment (e.g. a card surcharge passed on to the customer), excluding tax.

Contra revenue accounts reduce gross revenue to arrive at net revenue on the P&L.

A sales return occurs when a customer returns a product. Causes include damages, order picking mistakes, or shipping delays.

A sales allowance is a price reduction given to a customer who accepts a product or service that did not meet expectations (e.g. quality issues, incorrect pricing).

A sales payment discount (also called an early payment discount, cash discount, or settlement discount) is offered to customers who pay their invoice within a specific time frame.

Cost of goods sold (COGS) represents the direct costs of producing or acquiring the products or services you sell. It is deducted from revenue to calculate gross profit.

Freight-in is the transportation cost for receiving goods or materials from a supplier. These costs are part of the total cost of purchasing inventory.

Purchase returns occur when you send goods back to a supplier, due to damages, order mistakes, or shipping delays.

A purchase allowance is a reduction in the agreed purchase price offered by a supplier (e.g. for ordering a minimum quantity, or for retaining damaged goods).

Purchase payment discounts are discounts offered by suppliers when you pay an invoice within a certain time frame. Also called early payment discounts or settlement discounts.

Costs for items needed to run the office, such as paper, notebooks, pens, and toner cartridges.

IT costs include fees for cloud and hosting services, online subscriptions, and software (e.g. POS, e-commerce, and app subscriptions).

Bad debt represents amounts that cannot be collected or reconciled. This includes unpaid customer invoices, payment discrepancies, and other irrecoverable differences.

Any expenses charged by your bank, including fees for credit or debit cards and international transaction fees.

The cost of acquiring insurance coverage over a period of time, including liability and property insurance.

Everyday legal fees associated with the operating activities of your company. One-time costs and legal settlements should be recorded as non-operating expenses instead.

A residual bucket for expenses that do not fit into any other expense category. These are not related to your primary business activities and may include write-offs for bad debt.

All costs to compensate employees for their work, including gross wages and payroll taxes.

Payroll expenses beyond wages, such as bonuses, paid leave, insurance, pensions, and other company benefits.

Reimbursable costs incurred by employees on behalf of the business, such as travel, meals, laptops, phones, and internet — paid outside of payroll.

Costs incurred to advertise your products or services, including online advertising, agency fees, and promotional gifts.

Transactional fees charged for processing payments (e.g. PSP fees).

Regular (often monthly) fees paid for the right to use a property, asset, or piece of equipment.

The gradual reduction in the book value of a tangible fixed asset (e.g. computers, furniture, machinery) over its useful life. Depreciation is a non-cash expense.

The incremental expensing of an intangible fixed asset (e.g. intellectual property, goodwill) over its period of use. Amortization is a non-cash expense.

The cost of renting your business premises from a landlord over a period of time.

Costs to repair or maintain the condition of an asset. When costs extend the useful life or increase the productive capacity of an asset, they may be capitalised instead.

Costs for using public infrastructure services: electricity, gas, water, sewage, waste disposal, and telephone services.

Income from activities unrelated to the main focus of your business, such as interest received, rent from sub-leasing, gains on asset sales, and foreign exchange gains.

These accounts handle special, technical, or non-operating entries.

Personal or professional costs that cannot be deducted from gross income when filing taxes. Examples include penalties and fines.

A special income statement account used for inventory level adjustments. Booking to this account triggers the system at subledger closing to create an additional journal entry that books the balance to inventory.

An income statement account used to track changes made to inventory after adjustments have been processed.

An income statement account used to book the equivalent of the RESTOCK account when converting sales items back to inventory.

See Cash Difference under Cash Payments above.

Card differences occur when the card payments coming in from your PSP do not match the card payments recorded in Tebi. Causes include manual payment mistakes or PSP errors.

Deprecated. Previously used during shift closing when entering terminal totals. This has been replaced by direct Adyen callback bookings to Card Receivable.

Gains or losses incurred as a result of exchange rate changes on foreign currency balances.

Rounding differences arise when amounts with more than two decimal places are rounded, or when a supplier uses a different method to calculate discounts or taxes.

The cost of a loan, expressed as a percentage of the principal. Note: the principal repayment itself is not booked here - it is posted to the loan liability account.

Price adjustments booked directly on a sale (e.g. manual price corrections).

Inventory differences occur when the physical stock in the warehouse does not match the stock recorded in Tebi. Causes include order picking mistakes, damages, and theft.

The tax owed on your company's profit for the period.

Physical money (bank notes and coins) stored in a cash drawer or safe.

A checking account used for deposits and withdrawals. Funds are available on demand.

Amounts imported from your bank statement that have not yet been reconciled with outstanding transactions in Tebi.

Cash that has been physically deposited at the bank but has not yet been added to your bank account balance.

Cash withdrawn from a bank or ATM that has not yet been placed in a cash drawer, safe, or other cash location.

This account holds amounts paid by customers on a payment terminal that have not yet been confirmed by your payment service provider (PSP). Once confirmed, the balance moves to Card Receivable.

Cash transactions awaiting further accounting details (e.g. a matching purchase invoice). This is a temporary classification until the correct expense account is determined.

Amounts paid by customers via QR code that have not yet been confirmed by the PSP. Once confirmed, the balance moves to Ecom Payment Receivable.

Amounts paid on a payment terminal, confirmed by the PSP, but not yet received in your bank account.

QR payment amounts confirmed by the PSP but not yet received in your bank account.

Payments handled by a third party with no PSP integration and no syncing with Tebi Accounts.

The amount owed to you for goods or services delivered, recorded after reconciliation with incoming payments. This occurs when customers purchase on credit.

A parent-level ledger account that consolidates reconciled receivable entries for reporting purposes.

This account is used to transfer the reconciled receivable balance between ledger entries, ensuring the correct amounts are reflected after payment matching.

The total amount owed to your company by customers for goods or services delivered on credit.

A technical clearing account for pending transactions. Should not carry a balance under normal operations.

An allowance for doubtful accounts - an estimation of the percentage of accounts receivable that is expected to be uncollectible.

Money your company expects to receive back from the tax authorities. This may be VAT or income tax paid in excess.

Receivables that do not fall into any other receivable category. Examples include interest receivables and wage advances.

When you deliver goods or services to a customer but do not immediately send an invoice, the earned revenue is recorded here. As soon as the invoice is sent, the amount is transferred to Accounts Receivable.

A deposit is an amount of money that you transfer to another party, used as security or collateral for the delivery of a good. This may include a security deposit paid when renting something, or a down payment when buying something.

A cost that has been paid in advance but has not yet been consumed. Deferred expenses are recognised as an asset in the period they are paid, and are charged as an expense on the income statement in a later period. An example is the yearly prepayment for your insurance coverage.

Costs that are paid upfront but will be matched to future revenue or periods. Similar to deferred expenses but typically tied to specific contracts or projects.

A general account for other deferred amounts that do not fit into deferred expenses or deferred costs - used to hold balances temporarily until they are allocated to the correct period.

Goods that have been purchased or manufactured and are ready to be sold in the ordinary course of business.

Inventory that has already been invoiced to you by a supplier but has not yet physically arrived.

The basic materials needed to produce a finished product. Raw materials are not sold directly to customers - they are converted into work in progress or finished inventory. Examples include wood (to make furniture) or butter (to bake goods).

Products that are currently in the production process and are not yet finished. Raw materials are consumed to create work-in-progress items, which will eventually become finished inventory.

Land and buildings that are permanently attached to the land, held as long-term assets of the business.

Cars, trucks, bicycles, and other vehicles used for business purposes.

Tangible assets used in the business that are not real estate or vehicles — for example, computer equipment, furniture, and machinery.

Non-physical assets with long-term value, such as patents, trademarks, software licenses, and goodwill. These assets are amortised over their useful life.

An outgoing payment that is handled outside of Tebi — for example, a payment processed by a third party that does not sync with Tebi Accounts.

A sub-ledger account that tracks individual amounts payable to suppliers after reconciliation with purchase invoices.

The total amount your company owes to suppliers for goods or services received but not yet paid for. Accounts payable must be settled within a short period.

Used to record adjustments to purchase invoices - for example, when a supplier corrects a billing error or applies a retroactive price change.

Money your company owes to the tax authorities. This may include VAT, environmental taxes, and wage taxes or social insurance.

The amount of corporate income tax your company still has to pay to the tax authorities for the current period.

The total tips collected from customers that are still to be paid out to employees.

Amounts payable that have been submitted to your bank (e.g. as a payment instruction), but have not yet been reconciled with outgoing amounts on your bank account.

The total amount of salaries that your company still has to pay to employees for work already performed.

Expenses that have been incurred but not yet invoiced or paid. These are recognised in the period they occur to ensure costs are matched to the correct accounting period. Examples include accrued wages, accrued interest, and outstanding utility bills.

Payments received from customers outside the POS (e.g. via bank transfer) and recorded in the Tebi app using the "Prepayment" payment method. This is a liability until the associated goods or services are delivered.

Money received from a customer for a good or service that has not yet been delivered. This is a liability until the obligation is fulfilled. Common examples include prepayments for reservations and issued gift cards.

A crosspost account for gift card transactions. When a customer pays with a gift card, this account is converted into an Accounts Receivable entry.

Unearned revenue booked on the gift card wallet. The balance represents the outstanding value of issued gift cards that have not yet been redeemed.

The central account in the foreign exchange (FOREX) mechanism. It holds the company's current net position in foreign currencies and is used to calculate and record revaluation gains and losses.

Liabilities that do not fall into any other liability category. Examples include dividends payable, interest payable, and consumer deposits.

Essentially a loan account between the owner and the company. Funds taken out or put in by the owner, private expenses paid by the company, or business expenses paid personally by the owner are all recorded here.

Funds set aside for liabilities with an uncertain timing or amount. Examples include warranty provisions, restructuring costs, and severance payments.

A fund lent to your company by another party to provide liquidity. In exchange, your company pays interest to the lender. Note: only the principal balance is recorded here - interest payments are expensed separately.

The funds invested into your company by shareholders in return for stock. This is the core funding used to operate the business.

The accumulated profit that has not been distributed to shareholders, but reinvested into the company. At the end of each financial year, the net profit (or loss) is transferred to retained earnings.

A component of shareholders' equity set aside to meet future financial contingencies. Examples include reserves for bad debts, asset revaluation reserves, and foreign currency translation reserves.