This document explains the user defined accounting report in Openbravo.
There are two main report engines in Openbravo ERP:
- User Defined Accounting Report
- Balance sheet and P&L structure.
The difference between the two is that in the Balance sheet and P&L structure, the user chooses nodes of the accounting tree, that are normally summary, and obtains the report with any kind of detail of the accounts belonging to that node (account, breakdown, heading or subaccount). In the User defined accounting report, the user must select each one of the rows to display in the report. The report will not show any data about the son nodes. Moreover, in the Balance sheet and P&L structure the user obtains a report between two specific dates. In the accounting report it can only be obtained monthly, quarterly or yearly.
Creating an Accounting Report
In the menu option go to Financial Management > Accounting > Analysis Tools > User Defined Accounting Report Setup. You will see the following screen:
Define the elements –accounts– that are going to be part of the report. For each report, create a “Report” element, and some elements that can be summary, or not. Click on “New”:
In this window you create a new element of an accounting report. If the “Report” checkbox is ticked, then the element will be the root element of a new report. The structure of an accounting report is hierarchical. One node can have child nodes (it will be summary), and all nodes will have a parent node, in except of the “Report” node. Normally, if the node is “Report”, then it will also be “Summary”. This means that it can have other nodes belonging to it. If a node is “Report”, then the user will have to choose either the report is filtered by organization or not, and the temporary filter: annual, monthly or quarterly. If a node is not summary, then the system asks as for an accounting account from where take the data associated to the node:
In this example an accounting report that contains a header node named “Example”, with two summary child nodes: sales and costs will be created. Sales will include sales, services, and bank revaluation gain (but not interest income, or others sales accounts). Costs will have two child nodes: costs of good sold and service costs (but not inventory loss, depreciation expenses, or other cost accounts).
Notice that this report would not be possible to obtain through the general user defined accounting report because we don’t want to have all the sales and costs accounts, but only some of them! Go to Financial Management > Accounting > Analysis Tools > Accounting Report.
Click on New.
Write “Example” in the name box. Tick the boxes for Summary, Active and Shown. Set the the temporary filter to Monthly.
Save and create another node. Write “Sales” in the name box, and tick the boxes for Active, Shown and Summary:
Create a new node, also named “Sales”, but do not tick the box for Summary. Choose the sales account for it. In the US accounting case, it is account number 411:
Repeat for the rest of the sales accounts:
Now, do the same for the accounts of costs:
Now, with all the nodes of our report’s tree created (final nodes and summary nodes), build the tree: this means, telling the system under which summary nodes each final node belongs. To do this, click on the button :
This window is a “Drag-And-Drop” window that allows you to set the parent – child dependencies between the nodes of the report. Drag and drop the nodes to build the tree:
Close, and go to Financial Management > Accounting > Analysis Tools > User Defined Accounting Report. Choose the account “Example” and the desired period, and click on Ok:
The obtained report will look like this: