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This page concerns Ardoise School in the OHADA scope, subject to enabled modules and permissions. School, school accounting and payroll are not offered in Austria. Check local requirements; CountryConfig does not certify compliance.
This page guides the founder or the administrator through the initial accounting setup. Configuration is reached from Finance → Configuration and Finance → Chart of accounts.

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1. Enable the accounting modules

Ardoise is modular: enable only what your school needs.
Some modules require another: depreciation assumes fixed assets, and cost centres assume management accounting. An inconsistent activation is refused, with the exact reason.
No entry is generated for a disabled module. This is not merely a hidden screen: the operation is refused, with a message naming the module to enable. That is deliberate - an accounting entry is not deleted, it is reversed, so an entry posted for a module the school had deliberately disabled would cost it a permanent correction in its journal.
Disabling a module does not disable the accounting framework itself: it removes the corresponding operational feature, nothing else.

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2. Choose the accounting system

Depending on the size of your school, choose:
  • Normal system: revenue is recognised progressively (e.g. tuition paid in advance is spread across the year).
  • Minimal treasury system: revenue is recognised on collection.
The choice of system can have regulatory consequences depending on your country and your size. Have it validated by your accountant.

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3. Configure the financial year and its periods

Define your accounting year (the reference year) then its periods (monthly, for example). See Financial years and periods.

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4. Review the chart of accounts

Open Chart of accounts and check that the accounts you will need are active. Do use the search by class or by label.

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5. Configure the accounting mappings

This is the key step: you associate each of the school’s activities with the account that reflects it. You do not have to remember any numbers - you pick an account from the list. Here are the typical mappings to check:
These examples are illustrative. The exact account depends on your accounting policy; your accountant can help you determine it.

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6. Configure the social contribution rates

In the configuration, enter the contribution rates (employee share and employer share) and the income tax applicable in your country, if they differ from the default values.

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7. Configure fixed assets (if enabled)

Create asset categories (furniture, IT equipment, vehicles and so on) with a useful life. Each asset recorded is then depreciated over that life, on demand: the charge is run period by period, which leaves you in control of when the entry lands in a financial year.
Asset categories, recording a fixed asset and running a depreciation charge are available to the accountant, the director and the founder.

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8. Check the permissions

The accounting configuration (modules, mappings, rates, chart of accounts) and fixed assets are available to the founder, the director and the accountant. Teaching staff, pupils and parents have no access to them.
One deliberate exception: off-balance-sheet commitments (deposits, guarantees) stay reserved for the founder and the director. A commitment binds the school to a third party - that is a management decision, not a bookkeeping entry.

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9. Validate the configuration

Use the built-in validation (see Financial statements) to detect anything missing: an unconfigured account, a balance sheet that does not balance, and so on.

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10. Generate a test statement

Generate a first test financial statement to check that everything is consistent before the first real closing.
Always have your first closing and your filings validated by a qualified accounting professional.