TexaCore is a general ERP for business owners and accountants, bringing accounting, inventory, and sales together in a free-forever desktop edition that works offline. Check the current subscription catalogue for cloud pricing, trial terms, and current limits.
· TexaCore
The short answer
Accounting-only software records money after the event: somebody types into the ledger what already happened at the counter, in the warehouse or on the delivery van. The cost is not the typing alone; it is that the books and the operation drift apart, so the stock in the ledger disagrees with the shelves and every month-end becomes a reconciliation job. A comprehensive system lets the entries come from the work itself: a direct sale issues the stock and posts the invoice in one step, a purchase books the stock and the entry together, a count posts its own adjustments. TexaCore’s accounting module is the ledger that sales, purchasing, inventory and production post into. Bank reconciliation, budgets from the screen and closing a single month are not available yet.
Where accounting-only breaks
Accounting-only software is a good fit while the books are the only record you keep. It starts to hurt when goods, people and currencies move faster than someone can type:
- The same sale is typed more than once. It is written in an order book or a chat, again in a spreadsheet, and a third time in the accounts.
- Stock in the books and stock on the shelves disagree. They only meet at the count, and nobody can say which one is wrong.
- Cost of sales is a month-end estimate. With no stock record behind each sale, the cost is worked out afterwards by hand.
- Foreign currencies are converted by hand. Invoices in one currency and receipts in another leave an exchange rate that nobody can reproduce.
- Customers dispute their balance. The statement does not match the delivery notes, and the reply comes back as a chat message.
- Entries can be changed after the fact. With a shared login there is no answer to who changed a figure, and a closed period is closed only by agreement.
- Damage and write-offs vanish. A broken carton is adjusted by editing a number, with no reason, photo or approval.
What it costs the business
Typing is the visible cost. The larger costs are quieter and qualitative; how large they are depends on your volume and can only be measured on your own data.
- Numbers arrive late. Decisions on prices, purchasing and credit wait until the accountant has finished reconciling.
- Accountants reconcile instead of analyse. The time goes into matching files, not into reading what the figures mean.
- Disputes take longer to settle. Without a trail from the document to the entry, each disagreement with a customer or supplier becomes a search.
- Errors surface at the worst moment: at the stock count, at the year end or in front of an inspector.
- The owner stops trusting the reports and goes back to asking people.
- Growth multiplies the typing. A second branch or a new currency doubles the places where a fact can be entered wrongly.
What “books that follow the work” means
The idea is simple: an entry should be created by the event that causes it, not typed afterwards by someone who heard about it. A sale reduces stock and creates a receivable; a receipt reduces the receivable and increases cash; a count that finds a shortage writes the loss. When documents create the entries, the ledger, the stock list and the customer statement are three views of the same events, so they cannot drift apart unnoticed. For the wider picture see how double-entry bookkeeping works and accounting software or ERP.
Two accounting standards show why this matters. IAS 2 carries inventory at the lower of cost and net realisable value, so a stock figure that nobody can trace to movements is a problem when the statements are prepared, not only at the count. IAS 21 asks that a foreign-currency transaction be recorded at the spot rate on its date, which is far easier to follow when the rate is stored with each line than when it is remembered.
How TexaCore solves it
The accounting module is the ledger. The rows below show how the other modules post into it and what the ledger enforces. Everything listed is available today.
| The problem | What TexaCore does | Status |
|---|---|---|
| The same sale is typed more than once | A direct sale issues the stock and posts the invoice in one server step. A purchase runs from request and quotation through goods receipt to posting, and one server transaction books the stock and the entry. | Available today |
| Stock and books disagree | Receipts and deliveries each run as one server transaction. A stock count is finalised in one server step that posts its adjustments, and the inventory list shows stock per material and warehouse. | Available today |
| Write-offs vanish | A write-off needs a reason and at least one photo, goes through approval, posts to the ledger and can be reversed. | Available today |
| Foreign currencies are converted by hand | One base currency, locked once entries exist, with buy, sell and mid rates; a foreign-currency line cannot be saved without an exchange rate. A statement opens in the account’s currency, the company currency or another one, at each transaction’s rate or today’s. | Available today |
| Customers dispute their balance | Statements for customers, suppliers and funds with Print, PDF, Excel and Google Sheets, and a frozen public link with an expiry that the customer can confirm or dispute. A confirmed receipt moves the invoice to partly paid or paid. | Available today |
| Entries change after the fact | Drafts, posting, and reversal of a posted entry with a written reason, with a cost centre and currency per line and a warning about likely duplicates. Posted entries are protected from ordinary edits, and a per-document activity timeline and an audit log of permission and role changes show who did what. | Available today |
| Closing the year | Closing a fiscal year zeroes income and expenses into retained earnings and blocks posting into it; reopening needs a separate permission. | Available today |
| Statements arrive late | The trial balance, income statement and balance sheet read posted entries live, with opening balances, a date range and an optional second presentation currency. | Available today |
Know what is not there yet. The module has no bank reconciliation, no budget creation from the screen and no closing of a single month, and the live financial statements are viewed on screen without export. Financial reports are per company: there are no consolidated multi-company reports and no per-branch reports. TexaCore does not publish certified e-invoicing, tax-filing or fiscal-device integrations for any country, so confirm what your country requires before choosing any system.
How to start
- List where each fact is born today: the counter, the warehouse, the bank, the phone. Mark the flow that is typed most often, usually sales together with stock.
- Bring the opening position in. Start the chart of accounts from a standard or extended template, or import your own, and import customers and suppliers with their opening balances from Excel or CSV.
- Set the base currency and enter the rates you really use; the base currency is locked once entries exist.
- Run the new flow beside the old one for a month, then compare the stock, the balances and the statement of one customer.
- Agree with your accountant which reports and closing rules you need, keeping the limits above in mind.
You can try the ledger on the free Desktop Edition, which runs on your own computer and keeps working offline, or start a 30-day cloud trial. Modules and limits per plan are on the pricing page.
About this article
Published by TexaCore. It explains general ideas in plain terms; accounting policy, tax and statutory rules are not covered, so confirm them with a qualified accountant. Statements about TexaCore describe the module’s published pages on the date above, and each feature row carries its status. The outside standards used are listed under Sources.
Related reading
- Accounting software or ERP? The difference, and which one fits your business
- From the notebook to production orders: how a factory finds out what a batch really costs
- Warehouses and raw materials: keeping units, locations, serial numbers and rolls under control
- Customer statement of account: how to follow invoices, payments and the balance
FAQ
- What is the difference between accounting-only software and a comprehensive system?
- Accounting-only software records money: the ledger, invoices and statements. A comprehensive system also manages the work that creates the entries, so sales, stock, purchasing and production post into the same ledger instead of being retyped.
- Why do the stock in the books and the stock on the shelves disagree?
- Usually because stock is recorded in one place and the books in another, and every movement is typed twice. When receipts, deliveries, counts and write-offs post their own entries, the two are views of the same movements.
- Can I start with accounting and add stock and sales later?
- Often yes. Check that your customers, items and documents stay usable as modules are added, and that you can export your data. In TexaCore, accounting, inventory and sales are modules of one system, and the pricing page shows what each plan includes.
- Does TexaCore reconcile bank statements?
- Not yet. There is no bank reconciliation, no budget creation from the screen and no closing of a single month. Year-end closing is available.
- Does TexaCore handle several currencies?
- Yes. The company keeps one base currency with buy, sell and mid rates, documents and entries can be in other currencies, every foreign-currency line needs an exchange rate, statements open in any currency, and the financial statements can show a second presentation currency.
- Does TexaCore file taxes or issue certified e-invoices?
- No. TexaCore does not publish certified e-invoicing, tax-filing or fiscal-device integrations for any country. Confirm what your country requires, and rely on a qualified accountant for filings.
Sources
- IAS 2 Inventories — IFRS Foundation / IASBInventories are measured at the lower of cost and net realisable value, which is why stock records must be traceable to movements.
- IAS 21 The Effects of Changes in Foreign Exchange Rates — IFRS Foundation / IASBA foreign-currency transaction is recorded at the spot exchange rate on the date of the transaction.