4 Secrets to comply with the Electronic Accounting

4 Secrets to comply with the Electronic Accounting

Ramon Aduna – May 17, 2016

Electronic accounting is not resolved within the accounting area; it is the result of an operation in control.


From fiscal reforms, published in previous years, this 2016 will focus on electronic accounting and compliance with the tax authorities. Therefore, it is important to emphasize that Electronic Accounting is defined by the SAT as “the obligation to keep records and accounting entries through electronic means”.

Electronic accounting is not resolved within the accounting area; it is the result of an operation in control. For example, the SAT asks the UUID of each receivable and payable account issued by the company. To be able to have each UUID it is necessary to control all the above processes.

As we can see, it is necessary to have a comprehensive enterprise operating system involving all business processes. This system must operate 24/7, online and in real time to cover today’s needs. An example of this, we have the travel allowances records from sellers which influence directly to the correct generation of accounting information. This process should be ordered and should follow the authorization steps that the company has established. In addition to this, vendors will record the UUID within their travel expenses; information must be correct in order to generate the XML thereof.

Another key point in business is the possibility of having the balance sheet of the previous month within the first two days of the current month. Normally, this closure requires a superhuman effort and is hardly achieved in less than ten days. To meet this point, it is necessary to have well defined processes and that the information is generated from the operation. In other words, if processes are well defined and the operation is able to upload the information in the system at the same time that happens, then you would reduce the effort required to close the accounts each month (or whenever you want). It is also essential to have a system that automatically generates the accounting.

Finally, if you need to break down the structure of an accounting catalog to the level requested by the SAT, even if it is different from the accounting structure that you use as a company, you could do it effortlessly with an EOS, regardless of the level of accounts you use in your daily operation.

In conclusion, in order to comply with electronic accounting, it is essential to have a full business system, online and in real time, in which information is generated naturally. Moreover, processes by themselves should ensure that the information entered is correct. You do not need a system that only emits XML files, you need the new LOVIS EOS.