Cloud ERP by Business Layers

Financial Guide — Accounting and iCount Integration

Business Layers' accounting system integrates with any accounting system that supports token-based API access, with full synchronization. We chose iCount and built a full integration.

What the Accounting Integration Does

Business Layers' accounting system integrates with any accounting system with full synchronization, provided it supports token-based API access. We chose iCount and built a full integration with it.

Business Layers is the work system: quotes, orders, delivery notes and invoices are created there. iCount is the official accounting system: every numbered tax document is reported from there. Each document is sent to iCount with one click, and the corresponding document link appears in the biz document — everything is visible in one place.

Golden rule: every sales event is based on an order. Starting directly from a receipt, delivery note or transaction invoice? The system first creates a numbered order, and the document is built from it.

What You Get with the iCount Integration

  • Full synchronization: quotes, orders, delivery notes, receipts, tax invoices, tax invoices/receipts, credit notes and transaction invoices.
  • "iCount doc" link in every document, in printouts, emails and the document list.
  • draft / confirmed status for every document, with filtering by status.
  • Update an existing document in iCount after changes — without creating a duplicate.
  • Deleting in biz cancels the document in iCount; a tax document is corrected with a credit note.
  • A separate company in iCount for each site, with its own token.
  • VAT report for review, fixed assets with depreciation, expenses with recoverable VAT, and double-entry accounting.

What Is Done in biz and What in iCount

Quotes, Orders and Delivery Notes
Created and managed in biz, and synchronized to iCount.
Invoices, Receipts and Credit Notes
The official document is in iCount; biz displays a mirror document with a link.
VAT Report
In biz — review report; in iCount — official filing.
Fixed Assets, Expenses and Journal
Recorded and tracked in biz.

How to Connect a Site to iCount, Step by Step

Each site is connected to one company in iCount. Someone with three companies has three sites, and each one issues documents only for its own company.

  1. Create a Token in iCount

    Log in to iCount with the desired company: Settings ← Automation ← API Access Tokens ← Create Token, with expiration set to "Never expires".

  2. Open the connection page

    On the "iCount link to bizlayers by site" page (super admin only), select the site from the list.

  3. Save the token

    Enter the company name, paste the token, check "Active," and save. The token is stored hidden; leaving the field blank on the next save keeps the existing token.

  4. Test connection

    Click "Test connection" — "Connection to iCount is valid" should appear. From now on, every document for the site is created in this company's iCount account.

The token is an account key. Do not send it by email or chat; if it is exposed, revoke it in iCount and create a new one.

Working in another site

A super admin can enter any site without logging in again: click "Sites" on the dashboard, then "Enter." While working, an orange "Back to my account" button is displayed, and every document created is issued in that site's iCount account.

Sales documents and what is created in iCount

All documents are managed in the Document Center. The large "New document" button above the search box opens the document type selection in workflow order.

Quote
Created in iCount as a quote. Not a tax document.
Customer order
Created in iCount as an order. Not a tax document.
Delivery note
Created in iCount as a delivery note. Not a tax document.
Delivery note and receipt
Created in iCount as a receipt. Tax document.
Tax invoice / receipt
Created in iCount as a tax invoice/receipt. Tax document.
Tax invoice
Created in iCount as a tax invoice linked to the order. Tax document.
Credit invoice
Created in iCount as a credit invoice linked to the invoice. Tax document.
Transaction account (proforma)
Created in iCount as a transaction account. Not a tax document.

Draft, approval and update

draftDraftEvery new document is created as a draft — blue status to the left of the document number.
✓ApprovalAfter filling in the required fields, a blue button appears above the title. Clicking it creates the document in iCount.
confirmedApprovedThe status turns green, and "iCount doc" appears below the number. Clicking it opens the document in iCount.

Changes after approval

Quotes, orders, delivery notes, and transaction invoices remain open for editing. "Update in iCount" updates the same document in iCount. Tax documents are locked after issuance and can be corrected with a credit invoice.

Deletion

Deleting an approved non-tax document also cancels it in iCount. Tax documents cannot be deleted; they are canceled with a credit invoice.

Zero amount

Zero pricing is allowed in non-tax documents, with a warning. iCount requires at least one line with a price on a tax invoice, so biz blocks it as well.

Below the blue button in the document list are filter buttons for each status (yes/no). They work together with the search box.

VAT report

The VAT report in biz is a control report based on documents issued from biz. The official report is submitted from iCount; this report helps preview and compare the expected figures.

Period
Bimonthly (January–February through November–December) or annually.
Transactions
Tax invoices and tax invoices/receipts; credit invoices are shown as negative amounts. Receipts are not included.
Inputs
Input VAT on expenses, based on the deductible VAT percentage for each expense.
Fixed assets
VAT on assets purchased during the period, based on the deductible VAT percentage for each asset.
VAT payable / refundable
Output VAT minus input VAT minus fixed-asset VAT.

Click the triangle ▼ to expand each summary row and view its details.

Fixed assets and depreciation

The fixed assets module records assets used by the business for years: computers, equipment, furniture, and vehicles. For each asset: name, category, purchase date, cost, VAT, deductible VAT percentage, depreciation rate, and disposal date.

VATDeducted onceIn the period when the asset was purchased, based on the deductible VAT percentage. It is included in the VAT report.
DepreciationSpread over the yearsStraight-line depreciation by month. Affects income tax, not VAT. Table: annual depreciation, accumulated depreciation, and net book value.
Computers and peripherals, software
33% per year
Vehicles, tools
15% per year
Machinery and equipment
10% per year
Office equipment
7% per year
Furniture
6% per year

The depreciation rate is set by category and can be changed for each asset. It determines the depreciation period and end date. For private vehicles, purchase VAT is generally not deductible (0%), while 2/3 or 1/4 of the VAT on ongoing vehicle expenses is generally deductible. Verify with the Tax Authority.

Expenses and supplier payments

In the Expenses program, record every business expense. You can photograph a supplier invoice, and the details will be filled in automatically. Each expense has a recognized VAT percentage (100%, 2/3, 1/4, or 0%), which determines how much VAT is included in the report as input tax.

Payment to a supplier for a purchase order is recorded using the "Pay Supplier" button. Each payment creates a journal entry: debit Purchases, credit Credit Card / Alipay or Bank, and a fee if applicable. You can attach supporting documentation (image or PDF). Customs duties are not recorded here - they are paid during the import process.

Double-entry bookkeeping

The accounting program uses double-entry bookkeeping - every transaction is recorded as a debit and a credit for the same amount.

Chart of accounts
Assets, liabilities, equity, income, and expenses. Each site has its own chart.
Journal entries
Saved as drafts and posted to the books only after "Post". A posted entry is canceled with a reversing entry.
Ledger
All transactions for one account.
Trial balance
Total debits and total credits in all accounts - always equal.
Profit and loss
Income less expenses for the period.
Period locking
After a month is closed, no more entries can be posted for it.

Related programs

icount_settings.php

Connecting a site to a company in iCount - token, active status, connection test. Super-admin only.

Sales_order_print.php

Sales document center - issue, approve, and update in iCount.

vat_report.php

Bi-monthly and annual VAT report for review.

fixed_assets.php

Fixed assets - recognized VAT and depreciation.

expenses.php

Expense management and invoice scanning.

bookkeeping.php

Double-entry bookkeeping - journal, ledger, trial balance, profit and loss.

po_payment.php

Supplier payment from a purchase order, with journal entry and supporting document.

site_switch.php

Access another site without logging in - super-admin.

Tips for proper use

  • Start every sale with an order - even if the customer has already paid.
  • Check the connection after every token change.
  • Before issuing a tax document, check the customer, lines, and amounts - it is locked after issuance.
  • At the end of each period, compare the VAT report in biz with the report in iCount.
  • Set the correct recognized VAT percentage for every expense and asset.

Frequently asked questions about bookkeeping and iCount

Can another accounting system be connected instead of iCount?

Yes. Business Layers is designed to connect to any accounting system that supports an API with a token. We chose iCount and built a full integration with it.

Where is the official document - in biz or iCount?

In iCount. Invoices, receipts, and credit notes are numbered and reported by iCount. biz stores a mirror document with an "iCount doc" link to the original.

I have several companies. How does it work?

Each company in iCount is connected to a separate site in biz, with its own token. A super-admin switches between sites using the "Sites" button on the dashboard, without logging in again.

Can an order be changed after it is approved?

Yes. Quotes, orders, delivery notes, and transaction invoices remain editable, and the "Update in iCount" button updates the same document in iCount.

How do I correct a tax invoice that has already been issued?

A tax document is locked after issuance and cannot be deleted. Issue a credit invoice: click "Credit Invoice", select the invoice, and the credit is created in iCount and linked to it.

Why can't I issue a tax invoice for zero?

iCount requires a tax invoice to have at least one line with a price, so biz blocks this as well. A price of 0 is allowed in non-tax documents, with a warning.

Does the VAT report in biz replace the filing?

No. The report in biz is a control report based on documents issued from biz. The official filing with the Tax Authority is done from iCount.

What is the difference between depreciation and VAT on fixed assets?

VAT is deducted once, in the period when the asset was purchased, and included in the VAT report. Depreciation is spread over the years of use and affects income tax only.

Take me to the Document Center