Manage an e-commerce business in FreeAgent
This article outlines how to explain transactions received and paid out for a stock-based e-commerce business. It also explains how to adjust your stock inventory using FreeAgent.
FreeAgent integrates with a number of e-commerce platforms. Whichever platform you're using, you’ll need to follow the steps below to:
Please note that following the steps below will mean that you won’t use FreeAgent’s stock item functionality and don’t need to create stock items. You’ll need full (level 8) access to your FreeAgent account to follow the steps.
Before you start
If you had any stock as at your FreeAgent start date, you’ll need to enter this as part of your opening balances as a debit entry to account number ‘610 - Stock Adjustments’. The figure will be exclusive of VAT unless your business is not VAT-registered.
If you’re unsure which figure to enter in your opening balances, please speak to your accountant.
1. Recording income
Once the bank transaction relating to the online sale of stock has been imported into your FreeAgent account via a bank feed or uploaded from a bank statement, you’ll need to explain it as ‘Sales’. Don’t use the ‘Sale of Stock’ category.
You can add a custom category if you want to track different income streams separately.
If you’re not using one of FreeAgent’s integrations, you can split the transaction for commission or charges deducted.
Find out more about how to record income without creating invoices.
2. Recording stock purchases
Once the bank transaction relating to the purchase of stock has been imported into your FreeAgent account via a bank feed or uploaded from a bank statement, you’ll need to explain it as ‘Cost of Sales’. Don’t use the ‘Purchase of Stock’ category.
You can add a custom category if you want to track different cost streams separately.
3. Adjusting the stock inventory
FreeAgent's stock system is best suited to service-based businesses that occasionally supply small quantities of goods. However, you can record stock movements each month or year by creating journal entries.
You’ll need to create opening and closing stock journal entries because you need to account for stock that you had at the beginning and at the end of each month or year. You’ll then need to create journal entries at the end of the following month or year. If you’re unsure which journals are required, please speak to your accountant.
Opening stock
At the end of the first month or year, you’ll need to create the following journal entries for the amount of stock you had as at your FreeAgent start date:
This will move that figure from the balance sheet to the profit and loss account.
Closing stock
Next, you’ll need to count how much stock you had on hand and work out what it was worth. This is called the ‘closing stock’ figure and will be excluding VAT unless your business is not VAT-registered. If you’re unsure what this figure should be, please speak to your accountant or you may be able to see the closing stock figure from your stock management system.
You’ll need to create the following journal entries dated the last day of the month or year for the amount of the closing stock figure:
- Debit code ‘610 - Stock Adjustments’
- Credit code ‘101 - Cost of Sales’
Additional journal entries
Then, at the end of the following month or year, you’ll need to create the above journals in reverse:
- Debit code ‘101 - Cost of Sales’ for the amount of the closing stock figure
- Credit code ‘610 - Stock Adjustments’ for the amount of the closing stock figure
You’ll also need to create the following journal entries for the amount you had in stock at the end of that month or year:
- Debit code ‘610 - Stock Adjustments’
- Credit code ‘101 - Cost of Sales’
You’ll need to repeat this process each month or year. If you’re unsure which journals are required, please speak to your accountant.