BookTrove User Manual

The illustration: Savannah Harvest Agro-Allied Limited

Who should read what

Every step says who normally does it. Start with chapter 1 (everyone), then read the chapters for your role:

Contents

1. 1. Getting started

   This chapter shows how to reach BookTrove, set up the second sign-in step that protects every login, recover a forgotten password and find your way around the screen.

   14 steps

   1. 1.1 Two ways to sign in
   2. 1.2 Set up two-factor authentication
   3. 1.3 Scan the QR code
   4. 1.4 Save your recovery codes
   5. 1.5 Signing in on later days
   6. 1.6 Forgotten password
   7. 1.7 Check your email
   8. 1.8 The reset email
   9. 1.9 Choose a new password
   10. 1.10 Find your way around: the dashboard
   11. 1.11 Search
   12. 1.12 Companies
   13. 1.13 Your two-factor settings
   14. 1.14 Change your password and sign out other devices

2. 2. Setting up the company

   Before the first transaction, the owner or administrator records the company's details, the way the business is organised, the chart of accounts, currencies and tax settings, and the balances brought forward from the old system.

   16 steps

   1. 2.1 Company details
   2. 2.2 Tracking categories: locations and product lines
   3. 2.3 The tracking categories
   4. 2.4 Warehouses and buying centres
   5. 2.5 The warehouse list
   6. 2.6 Bank accounts in the chart of accounts
   7. 2.7 The chart of accounts
   8. 2.8 Currencies and CBN exchange rates
   9. 2.9 VAT codes and withholding tax rates
   10. 2.10 Tax and reporting settings
   11. 2.11 Controls: approvals, credit and purchasing
   12. 2.12 Opening balances
   13. 2.13 Unpaid invoices and bills at the conversion date
   14. 2.14 Opening balances of the domiciliary accounts
   15. 2.15 Opening stock
   16. 2.16 Check the opening trial balance

3. 3. Users, roles and approvals

   Each person has their own login and a role in each company. The role decides what they see and what they may do, area by area.

   11 steps

   1. 3.1 Add a person
   2. 3.2 Give the temporary password privately
   3. 3.3 The new person's first sign-in
   4. 3.4 Roles and permissions
   5. 3.5 A custom role for buying officers
   6. 3.6 What a buying officer sees
   7. 3.7 Invite the external accountant
   8. 3.8 Accept an invitation
   9. 3.9 The people list
   10. 3.10 Access review
   11. 3.11 The approvals inbox

4. 4. Customers, suppliers and prices

   Contacts are the customers and suppliers of the company. Their TIN, currency, payment terms, credit limit, WHT class and default VAT code are used on every document, so it pays to set them up carefully.

   7 steps

   1. 4.1 Import suppliers from a spreadsheet
   2. 4.2 A farmers' cooperative as a supplier
   3. 4.3 A supplier without a TIN
   4. 4.4 A foreign customer
   5. 4.5 The contact list
   6. 4.6 Export price lists
   7. 4.7 Price lists and the price check

5. 5. Buying produce

   Buying runs from the request to the payment: a requisition, the purchase order, the goods received at the buying centre, the supplier's bill and the payment with withholding tax. Each step is recorded by the person who does it, and BookTrove checks the bill against the order and the delivery.

   23 steps

   1. 5.1 Raise a purchase requisition
   2. 5.2 Requisitions waiting for a decision
   3. 5.3 Approve or send back
   4. 5.4 Turn the requisition into a purchase order
   5. 5.5 Waiting for approval
   6. 5.6 Approve the purchase order
   7. 5.7 The issued purchase order
   8. 5.8 Receive the produce at the buying centre
   9. 5.9 The goods receipt
   10. 5.10 Enter the supplier's bill
   11. 5.11 The posted bill
   12. 5.12 When a bill does not match: held
   13. 5.13 Release a held bill with a reason
   14. 5.14 Pay the supplier, deducting WHT
   15. 5.15 Approve the payment
   16. 5.16 The posted payment
   17. 5.17 The WHT deduction notice
   18. 5.18 WHT doubled: no TIN
   19. 5.19 Haulage added to the cost of the produce
   20. 5.20 An expense claim from a buying officer
   21. 5.21 Attach the receipts and submit
   22. 5.22 Approve the claim
   23. 5.23 Spend money: paying without a bill

6. 6. Inventory and manufacturing

   BookTrove keeps a perpetual inventory (IAS 2): every receipt, transfer, issue to production, sale and count updates the quantity and value of stock by warehouse, and the stock accounts in the ledger at the same time.

   19 steps

   1. 6.1 A raw-material item
   2. 6.2 A finished product with lots
   3. 6.3 The item list
   4. 6.4 Work centres
   5. 6.5 A bill of materials with a yield and a by-product
   6. 6.6 Bills of materials and cost roll-up
   7. 6.7 Plan a production order
   8. 6.8 Release the order
   9. 6.9 Issue materials and book hours
   10. 6.10 Report the output and the lot
   11. 6.11 Close the order and settle the variances
   12. 6.12 Manufacturing variances
   13. 6.13 Instant build for a simple process
   14. 6.14 Orders in progress
   15. 6.15 Material requirements planning
   16. 6.16 Move stock between warehouses
   17. 6.17 Count the stock
   18. 6.18 Stock on hand
   19. 6.19 Lots and expiry

7. 7. Sales and exports

   Sales run from the quote to the cash: quote, sales order, invoice, receipt, and a credit note if something goes wrong. Export sales are invoiced in the customer's currency and are zero-rated for VAT; the naira value is worked out at the rate on the invoice date, and the difference when the money arrives is a realised exchange gain or loss.

   17 steps

   1. 7.1 A local sale with VAT
   2. 7.2 The posted invoice
   3. 7.3 A quote in euros
   4. 7.4 Send the quote
   5. 7.5 The customer accepts: convert the quote
   6. 7.6 The sales order
   7. 7.7 Stock reserved for the order
   8. 7.8 The export invoice in euros
   9. 7.9 The posted export invoice
   10. 7.10 The printed invoice
   11. 7.11 A credit note for a quality claim
   12. 7.12 Apply the credit to the invoice
   13. 7.13 Receive dollars into the domiciliary account
   14. 7.14 The receipt
   15. 7.15 E-invoicing with the NRS
   16. 7.16 The e-invoicing queue
   17. 7.17 Check what would be sent

8. 8. Banking

   Every receipt, payment and transfer is posted to a bank account in the ledger. The bank's statement is imported (or arrives through a bank feed), matched to those entries line by line, and the account is reconciled to the statement balance at each month end.

   12 steps

   1. 8.1 The bank accounts
   2. 8.2 Transfers, including currency sales
   3. 8.3 Import the bank statement
   4. 8.4 Match the statement lines
   5. 8.5 Bank rules for recurring lines
   6. 8.6 The rules
   7. 8.7 Create an entry from a line
   8. 8.8 Reconcile the account
   9. 8.9 Finish the reconciliation
   10. 8.10 Reconciliation history
   11. 8.11 Bank feeds
   12. 8.12 Bank feed keys

9. 9. Fixed assets and leases

   The fixed asset register holds each item of property, plant and equipment with its cost, depreciation method and life (IAS 16), and alongside it the tax capital allowances. Leases are accounted for under IFRS 16: a right-of-use asset and a lease liability.

   8 steps

   1. 9.1 Import the existing register
   2. 9.2 Run depreciation
   3. 9.3 The fixed asset register
   4. 9.4 Purchases to register
   5. 9.5 Register the asset from the bill
   6. 9.6 A new lease (IFRS 16)
   7. 9.7 The lease register
   8. 9.8 A lease's schedule

10. 10. Accounting and the period end

    Most entries come from documents — invoices, bills, payments, stock and production — so manual journals are few. At each month end the accountant posts the payroll, accruals and prepayments, runs depreciation and the currency revaluation, works through the month-end checklist and closes the month with a lock date.

    13 steps

    1. 10.1 Post the payroll from PayTrove
    2. 10.2 An accrual that reverses itself
    3. 10.3 The journal list
    4. 10.4 Spread a prepayment
    5. 10.5 Revalue foreign-currency balances
    6. 10.6 The month-end checklist
    7. 10.7 Book health
    8. 10.8 Close the month
    9. 10.9 Lock dates
    10. 10.10 Year-end close
    11. 10.11 Receivables and expected credit losses
    12. 10.12 Prepayment and deferred revenue schedules
    13. 10.13 Month-end history

11. 11. Tax

    The Tax centre brings together VAT returns, withholding tax, the companies income tax computation under the Nigeria Tax Act 2025, capital allowances, stamp duty, official exchange rates and a filing calendar. The figures come from the transactions: every line carries a VAT code and every supplier payment its WHT.

    10 steps

    1. 11.1 The monthly VAT return
    2. 11.2 Record the return as filed
    3. 11.3 The VAT schedule for the portal
    4. 11.4 WHT deducted: the monthly remittance schedule
    5. 11.5 Companies income tax computation
    6. 11.6 Capital allowances
    7. 11.7 Official exchange rates
    8. 11.8 Stamp duty on the lease
    9. 11.9 The stamp duty register
    10. 11.10 The tax calendar

12. 12. Reports, budgets and planning

    Every figure in BookTrove comes from the same ledger, so the reports always agree with each other and every amount drills down to the transactions behind it. This chapter shows the main reports for the first quarter of 2026, then the budget, the 13-week cash-flow forecast and report packs.

    24 steps

    1. 12.1 The Reports page
    2. 12.2 Profit and loss
    3. 12.3 Profit and loss by month
    4. 12.4 Balance sheet
    5. 12.5 Statement of cash flows
    6. 12.6 Trial balance
    7. 12.7 Aged receivables
    8. 12.8 Aged payables
    9. 12.9 Inventory valuation
    10. 12.10 Stock movement ledger
    11. 12.11 Sales by item — profitability
    12. 12.12 Profit and loss by product line
    13. 12.13 Executive summary and KPIs
    14. 12.14 The management pack
    15. 12.15 Enter the budget
    16. 12.16 Budget against actual
    17. 12.17 Copy a budget for a reforecast
    18. 12.18 Budget versions
    19. 12.19 13-week cash-flow forecast
    20. 12.20 Report packs
    21. 12.21 Save a report view
    22. 12.22 Saved views
    23. 12.23 The report packs
    24. 12.24 A report pack run

13. 13. More companies and group consolidation

    One BookTrove login can work in several companies, and the companies of a group can be consolidated. This chapter shows how Savannah Harvest set up its haulage subsidiary, Savannah Harvest Logistics Ltd, and how the group accounts for the first quarter are produced.

    16 steps

    1. 13.1 Create a new company
    2. 13.2 Create the group
    3. 13.3 Add the subsidiary
    4. 13.4 Mark the intercompany contacts
    5. 13.5 Run the consolidation
    6. 13.6 Consolidated profit or loss
    7. 13.7 Intercompany matching and eliminations
    8. 13.8 The consolidation worksheet
    9. 13.9 The group structure
    10. 13.10 Rates for translation
    11. 13.11 Group adjustments
    12. 13.12 Enter a group adjustment
    13. 13.13 Consolidated trial balance
    14. 13.14 Consolidated changes in equity
    15. 13.15 Rates used
    16. 13.16 Consolidation checks

14. 14. Other features

    This chapter covers the features that support the day-to-day work: AI assistance, the audit trail and control reports, access for the statutory auditors, scheduled jobs, the company export, offline working, and the practice hub for external accountants.

    11 steps

    1. 14.1 AI assistance: set it up
    2. 14.2 AI assistance: ask BookTrove
    3. 14.3 The audit trail
    4. 14.4 Control exceptions
    5. 14.5 Give the statutory auditors access
    6. 14.6 Copy the token
    7. 14.7 Scheduled jobs
    8. 14.8 Export the whole company
    9. 14.9 Make the company available offline
    10. 14.10 Offline copy and changes
    11. 14.11 The practice hub

15. 15. Plans, users and your subscription

    BookTrove is sold by TroveUniverse as a prepaid subscription with three plans (tiers). The subscription is bought and managed on troveuniverse.com: you pay first, and what you have paid for is what BookTrove lets you use.

    5 steps

    1. 15.4 Adding a person above the plan
    2. 15.5 The plan's limit is reached
    3. 15.6 The notice on every page
    4. 15.7 A feature that is not in the plan
    5. 15.8 A payment is overdue

16. 16. Projects and time sheets

    Projects collect the time people spend and the costs incurred on a job, so that the work can be billed to the customer and its profit measured. A project can be billed on time and materials, at a fixed price in progress stages, or not billed at all (internal work).

    12 steps

    1. 16.1 Let the buying officers record time
    2. 16.2 Create the project
    3. 16.3 Charge-out and cost rates
    4. 16.4 Record a week's time
    5. 16.5 Approve the time
    6. 16.6 A cost recharged to the customer
    7. 16.7 The posted bill
    8. 16.8 The projects list
    9. 16.9 Inside a project
    10. 16.10 Bill the project
    11. 16.11 The project invoice
    12. 16.12 Project profitability

17. 17. More everyday tasks

    This chapter covers tasks that did not come up in the first quarter: returning goods to a supplier, repeating bills, serial-numbered stock, stock write-offs, statements, review notes, selling a fixed asset and withholding tax credit notes. The illustration continues into April 2026.

    27 steps

    1. 17.1 The sales lists
    2. 17.2 The purchase lists
    3. 17.3 Return goods to a supplier: a vendor credit
    4. 17.4 Apply the credit to the bill
    5. 17.5 The applied credit
    6. 17.6 Repeat a bill every month
    7. 17.7 Repeating schedules
    8. 17.8 Auto-reversing journals
    9. 17.9 A serial-numbered item
    10. 17.10 Record the serial numbers on receipt
    11. 17.11 Serial numbers
    12. 17.12 Serial number trace
    13. 17.13 Write off damaged stock
    14. 17.14 Adjustments, transfers and counts
    15. 17.15 Customer statements
    16. 17.16 Payment terms
    17. 17.17 All expense claims
    18. 17.18 Raise a query on a document
    19. 17.19 Resolve the query
    20. 17.20 An asset's record
    21. 17.21 Sell a fixed asset
    22. 17.22 Asset categories
    23. 17.23 Chargeable gains
    24. 17.24 Deferred tax
    25. 17.25 WHT suffered: credit notes to collect
    26. 17.26 Record the credit note
    27. 17.27 Credit notes received

18. 18. Settings, connections and data

    This chapter covers the settings not shown earlier, and the three connections that need the company's own accounts and keys with an outside service: NRS e-invoicing, bank feeds and AI assistance. BookTrove does not supply these accounts.

    20 steps

    1. 18.1 Document numbering
    2. 18.2 The VAT schedule layout
    3. 18.3 The month-end checklist
    4. 18.4 Auditor access tokens
    5. 18.5 Connect NRS e-invoicing
    6. 18.6 The e-invoicing queue
    7. 18.7 Connect bank feeds
    8. 18.8 Set up AI assistance
    9. 18.9 AI usage log
    10. 18.10 The prompt library
    11. 18.11 Import template: Chart of accounts
    12. 18.12 Import template: Customers and suppliers
    13. 18.13 Import template: Items
    14. 18.14 Import template: Opening invoices
    15. 18.15 Import template: Opening bills
    16. 18.16 Import template: Opening trial balance
    17. 18.17 Import template: Journals
    18. 18.18 Import template: Fixed asset register
    19. 18.19 Import template: Budget
    20. 18.20 Post payroll from a journal file

19. 19. Report gallery

    Every report in BookTrove, in the order of the Reports page, with a one-line explanation. All were run for Savannah Harvest on 30 April 2026: period reports for 1 January to 30 April, as-at reports at 30 April.

    83 steps

    1. 19.1 Profit and loss
    2. 19.2 Balance sheet
    3. 19.3 Statement of cash flows
    4. 19.4 Notes to the financial statements
    5. 19.5 Statement of changes in equity
    6. 19.6 Management pack (super report)
    7. 19.7 Executive summary and KPIs
    8. 19.8 Budget vs actual
    9. 19.9 Profit and loss by month
    10. 19.10 Profit and loss by tracking category
    11. 19.11 Trial balance
    12. 19.12 General ledger
    13. 19.13 Journal report
    14. 19.14 Aged receivables summary
    15. 19.15 Aged receivables detail
    16. 19.16 Overdue invoices — collections
    17. 19.17 Sales by customer
    18. 19.18 Sales by item — profitability
    19. 19.19 Open sales orders
    20. 19.20 Open quotes
    21. 19.21 Customer receipts
    22. 19.22 Aged payables summary
    23. 19.23 Aged payables detail
    24. 19.24 Purchases by supplier
    25. 19.25 Purchases by item
    26. 19.26 Open purchase orders
    27. 19.27 Goods received not invoiced
    28. 19.28 Supplier payments
    29. 19.29 Cash summary
    30. 19.30 Bank reconciliation
    31. 19.31 VAT return
    32. 19.32 WHT deducted (to remit)
    33. 19.33 WHT suffered (credit notes due)
    34. 19.34 Capital allowances schedule
    35. 19.35 Companies income tax computation
    36. 19.36 Deferred tax (IAS 12)
    37. 19.37 WHT credit notes
    38. 19.38 VAT schedule (for the portal upload)
    39. 19.39 Stamp duty register
    40. 19.40 Tax calendar
    41. 19.41 Inventory valuation
    42. 19.42 Stock on hand
    43. 19.43 Stock movement ledger
    44. 19.44 Reorder and MRP suggestions
    45. 19.45 Inventory aging
    46. 19.46 Inventory turnover
    47. 19.47 Lots and expiry
    48. 19.48 Lot traceability
    49. 19.49 Stock count variances
    50. 19.50 Production order status
    51. 19.51 Work in progress
    52. 19.52 Manufacturing variances
    53. 19.53 Labour and overhead absorption
    54. 19.54 Production history
    55. 19.55 Bill of materials cost roll-up
    56. 19.56 Where used
    57. 19.57 Fixed asset register
    58. 19.58 Depreciation schedule
    59. 19.59 Year-end checklist
    60. 19.60 Expected credit losses (provision matrix)
    61. 19.61 Prepayment and deferred revenue schedules
    62. 19.62 Numbering gaps
    63. 19.63 Audit trail
    64. 19.64 Control exceptions
    65. 19.65 User access review
    66. 19.66 Chargeable gains (CGT)
    67. 19.67 Foreign-currency expenses above the official rate
    68. 19.68 Project profitability
    69. 19.69 Project work in progress (unbilled)
    70. 19.70 Time by person and project
    71. 19.71 Backorders
    72. 19.72 Stock reservations
    73. 19.73 Serial number trace
    74. 19.74 Three-way match status
    75. 19.75 Purchase requisitions
    76. 19.76 Book health check
    77. 19.77 Month-end close status
    78. 19.78 13-week cash-flow forecast
    79. 19.79 Budget versions and scenarios
    80. 19.80 Lease register (IFRS 16)
    81. 19.81 Lease liability maturity analysis
    82. 19.82 Impairments, revaluations and transfers
    83. 19.83 Depreciation forecast

20. 20. Troubleshooting and questions

    Answers to the questions people ask most often, and what to do when something does not work as expected.

    4 topics

    1. Signing in
    2. Entering transactions
    3. Reports, banking and tax
    4. Your subscription

Also in this guide

• About this manual
• BookTrove at a glance
• Roles: who can do what
• Features by plan
• Frequently asked questions
• Glossary