The term account assignment describes the classification of documents in the income and expense accounts based on an individual chart of accounts. The individual receipts serve as proof of the correctness of the bookings and must be kept for ten years. When assigning the account, the processor notes numbers on the receipts and invoices. In this way, the specialist recognizes how the receipt is assigned to the account.
External and internal documents
The accounting documents are divided into two sections. A distinction is made between external documents (external documents), e.g. supplier invoices, account statements, bank receipts and credit notes as well internal receipts (own receipts). This includes copies of the outgoing invoices, payrolls, wage slips, booking instructions and replacement receipts if no original receipt is available.
Account assignment steps
Before the account assignment, the documents are provided with an entry or date stamp; in the second step, they are sorted chronologically. This is followed by a mathematical and factual check with regard to the correctness of the invoice itself: Are the prices or conditions correct and so on.
- Incoming capture
- chronological order
- Check whether the invoice is correct
Once these three preparation steps have been completed, the individual documents can be assigned and posted.