Accounting Report

Introduction

This document explains the accounting report in Openbravo. Please, notice that the accounting report is different from the general accounting report! The difference is that in the general accounting report, the user chooses nodes of the accounting tree, that are normally summary, and obtain the report with any kind of detail of the accounts belonging to that node (account, breakdown, heading or subaccount). On the other hand, when defining the accounting report the user must select each one of the rows that must be shown in the report. The report will not show any data about the son nodes. Moreover, in the general accounting report, the user obtains a report from a concrete date, to another date. In the accounting report, can only be obtained monthly, yearly, etc.

Creating An Accounting Report

In the menu option Financial Management > Accounting > Analysis Tools > Accounting Report, the application will show the next 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 the user creates a new element of an accounting report. If the “Report” checkbox is clicked, then the element will be the root element of a new report. The structure of an accounting report is hierarchical. One node can have son 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:

An Example

In this example we are going to create an accounting report that contains a header node named “Example”, with two summary son nodes: sales and costs. Sales will include sales, services sales, and bank revaluation gain, but not interest income, or others sales accounts. Costs will have two son-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 accounting report, because we don’t want to have all the sales and costs accounts, but yes some of them! Go to Financial Management > Accounting > Analysis Tools > Accounting Report, and click on New. Write down the name “Example”, and click on Summary, Active, and Shown. The temporary filter will be Monthly:

Save and create another one. Write down the name “Sales”, and mark Active, Shown and Summary:

Create a new one, also named “Sales”, but not Summary. Choose the sales account for it. In the US accounting case, it is the account number 411:

And repeat for the rest of the sales accounts:

Now, do so for the accounts of costs:

Now, with all the nodes –final nodes and summary nodes– of our report’s tree created, build the tree: this means, telling the system under which summary nodes belongs each final node. For that, click on the button :

This window is a “Drag-And-Drop” window that allows us to set the father-son dependencies existing between the nodes of our report. Drag and drop the nodes, and build the tree:

Close, and go to Financial Management > Accounting > Analysis Tools > Create Accounting Report. Choose the account “Example”, and the desired period, and click on Ok:

The obtained report wil be like this: