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ERP 2.50:User Manual/Financial Management

Contents

Receivables & Payables

Transactions

IconAutoForm.png Bank Statement

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View your bank statements against transactions created and edited in the application.

Keep in Mind:

Tab23.png Header

Add received bank statements to compare the completed financial transaction with application transactions.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Bank Account:A monetary account of funds held in a recognized banking institution.
Bank Statement:Bank Statement of account
Beginning Balance:Balance prior to any transactions
Client:Client for this installation.
Create Lines from:An addition of statements from pre-existing documents.
Description:A space to write additional related information.
Ending balance:Ending or closing balance
Manual:A task or process completed directly by the user, not automatically by the application.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Posted:An accounting status noting if a specified transaction was added to the general ledger.
Process Statement:
Process Statement:
Statement difference:Difference between statement ending balance and actual ending balance
Transaction Date:The date the transaction is carried out and registered in the cash journal.
Tab23.png Lines

Add bank statement lines. Each line represents a particular transaction included in the received bank statement.

Fields:

Accounting Date:The date this transaction is recorded in the general ledger.
Active:A flag indicating whether this record is available for use or de-activated.
Bank Statement:Bank Statement of account
Bank statement line:A statement displaying one transaction in the bank statement.
Charge:A cost or expense incurred during business activity.
Charge amount:The amount of a cost or expense incurred during business activity.
Client:Client for this installation.
Convert Charge amount:Convert Charge amount
Create Payment:
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
DP Management:Debt Payment Management
Effective date:Date when money is available
Line No.:A line stating the position of this request in the document.
Memo:Memo Text
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Reference No.:The number for a specific reference.
Reversal:This is a reversing transaction
Statement amount:Statement Amount
Transaction Amount:Amount of a transaction

IconAutoForm.png Tax Payment

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Tax Payment where put the payment of tax and in where tax register is recorded.

Tab23.png Header

Add cash transactions performed by the company.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Accounting schema:An Accounting Schema defines the rules used in accounting such as costing method, currency and calendar.
Business Partner:Refers to whom tax register is paid, normally government
Client:Client for this installation.
Create Vat Registers:Process that creates registers and register lines from invoices.
Ending Date:The Date To indicates the end date of a range
Generate Payment:The Generate Payment flag indicates whether a payment for this registers will be generated or not.
Journal Entry: The General Ledger Journal identifies a group of journal lines which represent invoice tax entries cancellation.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Starting Date: The Date From indicates the starting date of a range.
Settlement:Document containing the payment for this tax payment
TaxPayment Post: Post the TaxPayment.
Tab23.png Tax Register Header

Each line represents one particular register type.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Last Register Amount:Amount of last register.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Page No.:Starting page number for the report.
Tax Payment:Tax payment.
Tax Register Type:Tax Register Type.
Tax Total Amount:Total amount of the lines.
Tab23.png Lines

Each line represents one invoice tax line contained in this register type.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Document No.:Invoice document No.
Exempt Amount.:No taxable amount.
Invoice Tax:Origin invoice tax.
Invoice Date:Origin invoice date
Name:A more descriptive identifier.
No VAT Amount:No VAT Amount.
Name:A more descriptive identifier.
Name:A more descriptive identifier.
Organization:Organizational entity within client
Tax:The Tax indicates the type of tax for this line.
Taxable Amount:The Tax Base Amount indicates the base amount used for calculating the tax amount.
Tax Amount:The Tax Amount displays the total tax amount for a document.
Tax Payment:Tax payment.
Tax Register:Tax Register.
Total Amount:The Total Amount indicates the total document amount.
Undeductable Amount:Tax Undeductable Amount.

IconAutoForm.png Cash Journal

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Add individual cash transactions to be managed and viewed in the cashbook.

What are the types of cash operations?

Keep in Mind:

Tab23.png Header

Add cash transactions performed by the company.

Fields:

Accounting Date:The date this transaction is recorded in the general ledger.
Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Beginning Balance:Balance prior to any transactions
Cash Book:A document used to manage all cash transactions.
Cash Journal:Cash Journal
Client:Client for this installation.
Description:A space to write additional related information.
Ending balance:Ending or closing balance
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Posted:An accounting status noting if a specified transaction was added to the general ledger.
Process Cash:
Process Now:A request to process the respective document or task.
Project:A defined task or undertaking
Sales Campaign:An advertising effort aimed at increasing sales.
Statement difference:Difference between statement ending balance and actual ending balance
Transaction Date:The date the transaction is carried out and registered in the cash journal.
Trx Organization:The organization which performs or initiates the transaction.
1st Dimensinon:A display of optional elements that are previously defined for this account combination.
2nd Dimension:A display of optional elements that are previously defined for this account combination.
Tab23.png Lines

Add cash journal lines. Each line represents one particular cash transaction.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Amount:A monetary total.
Cash Journal:Cash Journal
Cash Journal Line:A statement displaying one transaction in the cash journal.
Cash Type:Source of Cash
Charge:A cost or expense incurred during business activity.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Discount Amount:Calculated amount of discount
Generated:This Line is generated
Line No.:A line stating the position of this request in the document.
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Sales Order:A unique and often automatically generated identifier for a sales order.
Write-off Amount:A monetary sum that can be deducted from tax obligations.

IconProcess.png Funds Transfer

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Add funds transfers to move money between your Bank Accounts and/or your Cash Journal.

IconAutoForm.png Remittance

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Edit payments by using remittances to cancel or return them.

What is a Remittance?

A set of payment obligations to be sent to the bank. In this way the bank manages the selected debt/payment obligations. A payment obligation can be invoices, expenses, and any type of manual settlement.

Keep in Mind:

Tab23.png Header

Create remittances by including specified payments.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Bank Account:A monetary account of funds held in a recognized banking institution.
Client:Client for this installation.
Create File:
Create Lines from:An addition of statements from pre-existing documents.
C_Remittance_ID:Remittance
Document No.:An often automatically generated identifier for all documents.
DP Management:Debt Payment Management
Due Date:The date when a specified request must be carried out by.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Process:
Remittance Type:Remittance Type
Settlement:The process of exchanging or carrying out a payment once a transaction is made.
Transaction Date:The date that a specified transaction is entered into the application.
Tab23.png Lines

Edit remittance lines. Each line corresponds to one payment.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
C_Remittance_ID:Remittance
C_Remittanceline_ID:Remittance line.
Debt Payment Cancelled:Debt Payment Cancelled
Line No.:A line stating the position of this request in the document.
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Returned:

IconAutoForm.png Payment Status Management

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Edit the status of payments for the accounting purposes.

Keep in Mind:

Tab23.png Header

Create and edit payments.

Fields:

Accounting Date:The date this transaction is recorded in the general ledger.
Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Client:Client for this installation.
Create Lines from:An addition of statements from pre-existing documents.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Document No.:An often automatically generated identifier for all documents.
Document Type:A value defining what sequence and process setup are used to handle this document.
DP Management:Debt Payment Management
Organization:Organizational entity within client
Post Payment Management:
Posted:An accounting status noting if a specified transaction was added to the general ledger.
Process Now:A request to process the respective document or task.
Project:A defined task or undertaking
Sales Campaign:An advertising effort aimed at increasing sales.
Transaction Date:The date that a specified transaction is entered into the application.
1st Dimensinon:A display of optional elements that are previously defined for this account combination.
2nd Dimension:A display of optional elements that are previously defined for this account combination.
Tab23.png Lines

Create and edit payment lines by changing payments status.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
C_Dp_Managementline_ID:Debt/payment management line.
Client:Client for this installation.
DP Management:Debt Payment Management
Line No.:A line stating the position of this request in the document.
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Status From:Status From
Status To:Status to

IconAutoForm.png Manual Settlement

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Create and edit payments with no corresponding document/transaction in the application.

What is a Manual Settlement?

Manual Settlement enables the user to create settlements that have not been previously generated based on any customer or vendor invoices. In its simplest terms, a manual settlement is used when there no previously created invoice exists.

Keep in Mind:

Tab23.png Manual Settlement

Create and edit manual settlements for payments with no corresponding document/transaction in the application.

Fields:

Accounting Date:The date this transaction is recorded in the general ledger.
Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Canceled not charge:Canceled not charge amount
Charged amount:Charged amount
Client:Client for this installation.
Copy from Settlement:Generates a manual settlement
Create File:
Create Lines from:An addition of statements from pre-existing documents.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Document No.:An often automatically generated identifier for all documents.
Document Type:A value defining what sequence and process setup are used to handle this document.
Organization:Organizational entity within client
Post Settlement:
Posted:An accounting status noting if a specified transaction was added to the general ledger.
Process Now:A request to process the respective document or task.
Project:A defined task or undertaking
Sales Campaign:An advertising effort aimed at increasing sales.
Settlement:The process of exchanging or carrying out a payment once a transaction is made.
Settlement amount:
Settlement Open:
Settlement Type:Settlement Type
Template:Is Template
Transaction Date:The date that a specified transaction is entered into the application.
1st Dimensinon:A display of optional elements that are previously defined for this account combination.
2nd Dimension:A display of optional elements that are previously defined for this account combination.
Tab23.png Created Payment

Create manual settlement lines. Each line represents one payment.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Amount:A monetary total.
Ballancing amount:
Bank Account:A monetary account of funds held in a recognized banking institution.
Bank statement line:A statement displaying one transaction in the bank statement.
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Cancelled Settlement No.:The settlement used to cancel the corresponding payment.
Cash Book:A document used to manage all cash transactions.
Cash Journal Line:A statement displaying one transaction in the cash journal.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Direct Posting:Direct Posting
Due Date:The date when a specified request must be carried out by.
Form of Payment:The method used to pay the request.
Generate_Processed:Generate Processed
G/L Item:An alias for the Account Combination which can be commonly used in daily operations.
Invoice:A document listing products, quantities and prices, payment terms, etc.
Manual:A task or process completed directly by the user, not automatically by the application.
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Payment Complete:A confirmation stating whether the request has been closed through a monetary transaction.
Project:A defined task or undertaking
Receipt:A confirmation stating whether the request has been closed through receipt of a monetary transaction.
Settlement:The process of exchanging or carrying out a payment once a transaction is made.
Status:A defined state or position of a payment.
Valid:A confirmation that something is correct.
Write-off Amount:A monetary sum that can be deducted from tax obligations.
Tab23.png Balance Payment

Define the G/L items that are going to be used.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Amount credit:Credit amount
Amount debit:Debit amount
C_Debt_Payment_Balancing_ID:Debt/Payment Balancing
Client:Client for this installation.
G/L Item:An alias for the Account Combination which can be commonly used in daily operations.
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Tab23.png Balance Payment Replacement

Define a G/L items which can be used to replace G/L items defined in the header tab.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Amount credit:Credit amount
Amount debit:Debit amount
Client:Client for this installation.
G/L Item:An alias for the Account Combination which can be commonly used in daily operations.
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Replace Balances:

IconAutoForm.png Settlement

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Edit payments by summing one or many into one or by dividing one into many. Here you manage payments that come from invoices generated in the application.

What is a Settlement?

Documents formed based on payment obligations from customers or vendors invoices. When an invoice is created, a need to pay/receive money is created. A settlement allows the user to break up a debt/payment obligation into smaller installations or sum up more than one obligation into few bigger ones.

Keep in Mind:

Tab23.png Cancelled Payments

View cancelled payments.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Amount:Amount in a defined currency
Bank Account:A monetary account of funds held in a recognized banking institution.
Bank statement line:A statement displaying one transaction in the bank statement.
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Cancel processed:Cancel processed
Cash Book:A document used to manage all cash transactions.
Cash Journal Line:A statement displaying one transaction in the cash journal.
Change Debt Payment:Take this Debt/Payment out of the settlement
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Due Date:The date when a specified request must be carried out by.
Form of Payment:The method used to pay the request.
Invoice:A document listing products, quantities and prices, payment terms, etc.
Manual:A task or process completed directly by the user, not automatically by the application.
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Payment Complete:A confirmation stating whether the request has been closed through a monetary transaction.
Receipt:A confirmation stating whether the request has been closed through receipt of a monetary transaction.
Settlement:The process of exchanging or carrying out a payment once a transaction is made.
Status:A defined state or position of a payment.
Valid:A confirmation that something is correct.
Write-off Amount:A monetary sum that can be deducted from tax obligations.
Tab23.png Created Payments

Create payments. The amount of all the payments created must be equal to the amount of all the payments cancelled.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Amount:A monetary total.
Ballancing amount:
Bank Account:A monetary account of funds held in a recognized banking institution.
Bank statement line:A statement displaying one transaction in the bank statement.
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Cancelled Settlement No.:The settlement used to cancel the corresponding payment.
Cash Book:A document used to manage all cash transactions.
Cash Journal Line:A statement displaying one transaction in the cash journal.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Direct Posting:Direct Posting
Due Date:The date when a specified request must be carried out by.
Form of Payment:The method used to pay the request.
Generate_Processed:Generate Processed
G/L Item:An alias for the Account Combination which can be commonly used in daily operations.
Invoice:A document listing products, quantities and prices, payment terms, etc.
Manual:A task or process completed directly by the user, not automatically by the application.
Organization:Organizational entity within client
Payment:A obligation to pay or a right to collect for a specified item or service.
Payment Complete:A confirmation stating whether the request has been closed through a monetary transaction.
Project:A defined task or undertaking
Receipt:A confirmation stating whether the request has been closed through receipt of a monetary transaction.
Settlement:The process of exchanging or carrying out a payment once a transaction is made.
Status:A defined state or position of a payment.
Valid:A confirmation that something is correct.
Write-off Amount:A monetary sum that can be deducted from tax obligations.
Tab23.png Settlement

Create settlements for selected payments.

Fields:

Accounting Date:The date this transaction is recorded in the general ledger.
Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Canceled not charge:Canceled not charge amount
Charged amount:Charged amount
Client:Client for this installation.
Create File:
Create lines from:Process which will generate a new document lines based on an existing document
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Document No.:An often automatically generated identifier for all documents.
Document Type:A value defining what sequence and process setup are used to handle this document.
Generated amount:Generated amount
Organization:Organizational entity within client
Post Settlement:
Posted:An accounting status noting if a specified transaction was added to the general ledger.
Process Now:A request to process the respective document or task.
Project:A defined task or undertaking
Sales Campaign:An advertising effort aimed at increasing sales.
Settlement:The process of exchanging or carrying out a payment once a transaction is made.
Settlement Open:
Settlement Type:Settlement Type
Transaction Date:The date that a specified transaction is entered into the application.
1st Dimensinon:A display of optional elements that are previously defined for this account combination.
2nd Dimension:A display of optional elements that are previously defined for this account combination.

IconProcess.png Remittance Cancellation/Return

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Edit pending remittances by cancelling or returning them.

IconProcess.png Change Payment Status

Edit a previously completed payment changing the status from paid to unpaid.

Setup

IconAutoForm.png Bank

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Define banks and the related accounts.

Tab23.png Bank

Create your banks to be used in application transactions.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Bank Code:Code of the bank (Mandatory only for previous bank account encoding).
BIC code:Bank International Code. Also known as Swift Code (Society of Worldwide Interbank Financial Telecommunications)
Branch Code:Code of the branch (Mandatory only for previous bank account encoding).
Business Partner :Each bank can have a business partner in the system, with more information about the bank.
Client:Client for this installation.
Control Digit:Digit control (Mandatory only for previous bank account encoding).
Country:If the bank specifies an international bank account number (IBAN), the country of the bank must be specified.
INE Number:INE Number.
Location / Address:Address where bank is located.
Name:Name of the Bank
Organization:Organizational entity within client
Tab23.png Account

Create and edit bank accounts for a selected bank.

Fields:

Account Type:Whether the bank account is a checkings or a savings account.
Active:A flag indicating whether this record is available for use or de-activated.
Bank:Bank to which this bank account belongs to.
Client:Client for this installation.
Control Digit:Control Digit (Mandatory only for previous bank account encoding). If filled in, bank code, branch code and control digit must be indicated in the Bank tab.
Credit limit:Amount of Credit allowed
Currency:An accepted medium of monetary exchange that may vary across countries.
Current balance:Current Balance
Default:A value that is shown whenever a record is created.
Displayed Account:Aspect that this bank account will have when showed anywhere in the application.
Generic Account:Account code in a free format.
IBAN:International Bank Account Number. If filled in, bank country must be indicated in the Bank tab.
Organization:Organizational entity within client
Partial Account No:Partial Account Number (Mandatory only for previous bank account encoding). If filled in, bank code, branch code and control digit must be indicated in the Bank tab.
Show Generic:A flag indicating that this bank account will be shown in an Generic format, using the bank account code contained in the Generic Account textbox.
Show IBAN:A flag indicating that this bank account will be shown in an IBAN format, using the bank account code contained in the IBAN textbox, and checking that honors the IBAN control check.
Show Spanish:A flag indicating that this bank account will be shown in an Spanish format, using the bank account code contained in the Partial Account No. textbox, and checking that Control Digits are ok.

IconAutoForm.png Cashbook

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Define cashbooks to be used for the company's cash transactions.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Cash Book:A document used to manage all cash transactions.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Default:A value that is shown whenever a record is created.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client

IconAutoForm.png Remittance Type

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Create and edit remittance types with corresponding parameters according to your business needs.

Tab23.png Remittance Type

Create and edit remittance types.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Consolidate:Consolidate
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Payment Rule Consolidated:Payment Rule Consolidated
Remittance Type:Remittance Type
Returned Status:Returned Status
Status To:Status to
Tab23.png Parameter

Add parameters for a selected remittance type according to your business needs.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Content:Content
C_Remittance_Parameter_ID:Parameter
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Remittance Type:Remittance Type

IconAutoForm.png Tax Register Type

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Create and edit tax register types with corresponding lines according to your business needs.

Tab23.png Tax Register Type

Create and edit tax register types.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Description: A description is limited to 255 characters.
Sales Transaction:The Sales Transaction checkbox indicates if this item refers to Sales Transactions.
Help / Comment: The Help field contains a hint, comment or help about the use of this item.
G/L Item: General ledger item relate to this register type.
Tab23.png Lines

Add lines to this tax register type to indicate tax rates and document types included.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Organization:Organizational entity within client
Tax Register Type:Type of Tax Register
Tax:The Tax indicates the tax rate for this register type.
Document Type:Invoice document type in which system will look for taxes.

IconAutoForm.png Promissory Note Format

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Using the promissory note window to create and edit the structure of printed promissory notes or checks.

Understanding promissory note or check like:

Promissorynote.gif

Although all the banks use the same promissory note structure, they are not exactly the same. There are millimeter differences. That is way this window was created. So the user can adjust the promissory printing in its own.

The promissory note is structured with four lines. And each line has different blanks. All together, there are nine blanks. Setting up the relative spaces between lines, we will be able to setup a promissory template for each bank. This way, a proper promissory note will be printed.

So, what are the parameters for?

Line 1 Left: Left margin for line 1

Line 2 Left: Left margin for line 2

Line 3 Left: Left margin for line 3

Line 4 Left: Left margin for line 4

Line 1 Top: First line's top margin.

Line 2 Top: The space between the first and the second line.

Line 3 Top: The space between the second and the third line.

Line 4 Top: The space between the third and the fourth line.

Param11: The space between the first blank and the second one, in line 1.

Param12: The space between the second blank and the third one, in line 1.

Param13: The space between the third blank and the fourth one, in line 1.

Param31: The space between the first blank and the second one, in line 3.

Param32: The space between the second blank and the third one, in line 3.

Param41: The space between the first blank and the second one, in line 4.

Param42: The space between the second blank and the third one, in line 4.

Param43: The space between the third blank and the forth one, in line 4.

All the source fields are just to set up the font size for each filled blank.

"Print bank location" flag is to configure whether we want to write the bank location or not, depending if the bank location is already defined on the promissory note.

So, using all this configuration, it is possible to have different banks and print different promissory notes for each bank.

Analysis Tools

IconReport.png Bank Operations

Create a report showing all the operations performed using selected bank accounts during a specified time period.

IconReport.png Cash Operations

Create a report showing all the operations performed using selected cashbooks during a specified time period.

IconReport.png Cashflow Forecast

Create cash flow forecasts for your bank accounts.

IconReport.pngPayment Report

Create a report showing your receivables and payables.

IconReport.png Invoice Tax Report

Create a report showing the tax amounts applied to completed invoices.

IconReport.png Payment Tracker

Create a report showing the payments lifecycle.


Accounting

Transactions

IconAutoForm.png G/L Journal

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Create and edit manual G/L journal entries.

Keep in Mind:

Tab23.png Batch

Create G/L Journal batches in order to group journals of similar characteristics. Each batch may have many journals.

Fields:

Accounting Date:The date this transaction is recorded in the general ledger.
Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Control Amount:If not zero, the Debit amount of the document must be equal this amount.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Document Date:The time listed on the document.
Document No.:An often automatically generated identifier for all documents.
G/L Category:A classification used to group lines in the general ledger.
Journal Batch:General Ledger Journal Batch.
Organization:Organizational entity within client.
Period:A specified time period.
Posting Type:A distinct posting amount characteristic used for processes and sometimes grouped within a category.
Processed:A confirmation that the associated documents or requests are processed.
Template:Is Template
Total Credit:Total Credit in document currency.
Total Debit:Total debit in document currency.

Process Buttons:

Copy Details:Copy Journal/Lines from other Journal Batch
Process Batch:


Tab23.png Journal

Create G/L Journals for specified fiscal periods.

Fields:

Accounting Date:he structure used in accounting including costing methods, currencies, and the calendar.
Accounting Schema:A flag indicating whether this record is available for use or de-activated.
Active:A flag indicating whether this record is available for use or de-activated.
Approved:Indicates if this document requires approval

Budget A group of planned expenses for a task.||

Client:Client for this installation.
Control Amount:If not zero, the Debit amount of the document must be equal this amount.
Currency:An accepted medium of monetary exchange that may vary across countries.
Currency Rate Type:A distinct currency rate characteristic used for processes.
Description:A space to write additional related information.
Document Date:The time listed on the document.
Document No.:An often automatically generated identifier for all documents.
Document Status:A specified position resulting from processes which have/have not been executed.
Document Type:A value defining what sequence and process setup are used to handle this document.
G/L Category:A classification used to group lines in the general ledger.
Journal Batch:x
Journal Entry:One transaction with a debit and credit and entered into the general ledger.
Organization:Organizational entity within client.
Period:A specified time period.
Posted:An accounting status noting if a specified transaction was added to the general ledger.
Posting Type:A distinct posting amount characteristic used for processes and sometimes grouped within a category.
Print:A reference stating whether or not the document has been printed at any time in the past.
Processed:A confirmation that the associated documents or requests are processed.
Rate:The percentage to be multiplied by the source to arrive at the tax or exchange amount.
Total Credit:Total Credit in document currency.
Total Debit:Total debit in document currency.

Process Buttons:

Process Journal:
Tab23.png Lines

Add G/L Journal lines. Each line corresponds to one G/L Journal entry.

Fields:

Accounting Combination:An identification code comprised of an individual account number and additional dimensions such organization, product, and business partner.
Accounting Date:The date this transaction is recorded in the general ledger.
Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Credit:The amount credited to an account, converted to the organization default currency.
Currency:An accepted medium of monetary exchange that may vary across countries.
Currency Rate Type:A distinct currency rate characteristic used for processes.
Debit:The amount debited to an account, converted to the organization default currency.
Description:A space to write additional related information.
Foreign Currency Credit:The amount credited from the account, given in provider currency.
Foreign Currency Debit:The amount debited from the account, given in provider currency.
Generated:This Line is generated.
Journal Entry:One transaction with a debit and credit and entered into the general ledger.
Journal Line:General Ledger Journal Line.
Line No.:A line stating the position of this request in the document.
Organization:Organizational entity within client.
Quantity:The number of a certain item.
Rate:The percentage to be multiplied by the source to arrive at the tax or exchange amount.
UOM:A non monetary unit of measure.

IconProcess.png GL Posting by DB Tables

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Recreate accounting information and add transactions for the General Ledger, grouped by defined database tables.

IconProcess.png Reset Accounting

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Delete all accounting records/information and set the status of all documents to "not-processed." They can then be re-created by running the accounting processes again.

IconAutoForm.png Budget

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Create budgets for a selected year to be used for informative purposes.

Tab23.png Header

Create budgets for a selected year to be used for informative purposes.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Budget:A group of planned expenses for a task.
Budget Type:x
Client:Client for this installation.
Description:A space to write additional related information.
Name:An identifier for a document which can be used as a search tool.
Organization:Organizational entity within client.
Year:Calendar Year.
Export Actual Data:A flag indicating whether the actual data should be also exported.

Process Buttons:

Copy Budget:'Create a new budget, copying data of the selected one.'
Export Budget to Excel:'Export Budget data to a spreadsheet.'
Tab23.png Lines

Add budget lines. Each line may refer to a specified period, business partner, product, etc.

Fields:

Accounting Combination:An identification code comprised of an individual account number and additional dimensions such organization, product, and business partner.
Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Amount:A monetary total.
Budget:A group of planned expenses for a task.
Budget line:
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Business Partner Category:A classification of business partners based on defined similarities.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Organization:Organizational entity within client
Period:A specified time period.
Price:The cost or value of a good or service.
Product:An item produced by a process.
Product Category:A classification of items based on similar characteristics or attributes.
Project:A defined task or undertaking
Quantity:The number of a certain item.
Sales Campaign:An advertising effort aimed at increasing sales.
Sales Region:A defined section of the world where sales efforts will be focused.
Sequence:The order of records in a specified document.
Trx Organization:The organization which performs or initiates the transaction.
UOM:A non monetary unit of measure.
1st Dimensinon:A display of optional elements that are previously defined for this account combination.
2nd Dimension:A display of optional elements that are previously defined for this account combination.

IconProcess.png Create Budget Report in Excel

Create a structured excel file to import your budgets to the application.

Open / Close Period Control

Create an opening / closure event for an organization's specified accounting period. Fields

OrganizationSelect the organization for which you want to open or close this period.
Open also all child organizationsSelect the check box to open or close the period for all child organizations of the selected organization.
CalendarThe financial calendar of the selected organization will be displayed.
YearSelect the financial year.
Until Period No.Specify the final period that will be opened or closed. For example, if you select period 4 for closure, periods 1,2,3 and 4 will all be closed.
Document CategorySelect the document category (for example sales invoices) for which you want to open or close the period. If no document category is selected, it will open or close for all the document categories
Period ActionSpecify the action you want to perform on the selected period. You can choose to open, close or permanently close the selected period.
Description - type a description of the opening / closure event if required.

Setup

IconAutoForm.png Fiscal Calendar

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Create multiple fiscal calendars and periods for accounting purposes.

Tab23.png Calendar

Create multiple fiscal calendars to be used by one or all your organizations.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Calendar:A table showing the days of the week for each month of the year.
Client:Client for this installation.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Tab23.png Non Business Day

Define non business days for a selected fiscal calendar.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Calendar:A table showing the days of the week for each month of the year.
Client:Client for this installation.
Date:Date when business is not conducted
Name:A identifier for a document which can be used as a search tool.
Non Business Day:Day on which business is not transacted
Organization:Organizational entity within client
Tab23.png Period

Create and edit fiscal periods according to your needs, as well as open/close selected periods.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Ending Date:A parameter stating when a specified request will end.
Name:A identifier for a document which can be used as a search tool.
Open/Close All:Open/Close all Base Document Types for this Period
Organization:Organizational entity within client
Period:A specified time period.
Period No:Unique Period Number
Period Type:Period Type
Start Date:A parameter stating when a specified request will begin.
Year:Calendar Year
Tab23.png Period Control

Add and edit document types to be included in the accounting process during the selected fiscal period.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Document Category:A classification of document types that are shown and processed in the same window.
Open/Close:
Organization:Organizational entity within client
Period:A specified time period.
Period Action:Action taken for this period
Period Control:Period Control
Period Status:Current state of this period
Tab23.png Year

Create fiscal years with the possibility of automatically adding fiscal periods.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Calendar:A table showing the days of the week for each month of the year.
Client:Client for this installation.
Create Periods :Create 12 standard calendar periods (Jan-Dec)
Create Reg Fact Acct:
Description:A space to write additional related information.
Drop Reg Fact Acct:
Fiscal Year:Calendar Year
Organization:Organizational entity within client
Year:Calendar Year

IconAutoForm.png Account Tree

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Create and edit account elements and add them to your defined chart of accounts or account trees.

Tab23.png Customized Elements

Edit elements and add or subtract them according to your needs.

Fields:

Account:The identification code used for accounting.
Account Element:A identification code for an account type.
Active:A flag indicating whether this record is available for use or de-activated.
C_Elementvalue_Operand_ID:Element value operand
Client:Client for this installation.
Organization:Organizational entity within client
Sequence:The order of records in a specified document.
Sign:Sign
Tab23.png Element

Create account elements structures to be used in the accounting schema.

Fields:

Accounting Element:A unique identifier for an account type.
Active:A flag indicating whether this record is available for use or de-activated.
Additional Tree (1):For parallel Reporting
Additional Tree (2):For parallel Reporting
Balancing:All transactions within an element value must balance (e.g. cost centers)
Client:Client for this installation.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Natural Account:The primary natural account
Organization:Organizational entity within client
Tree:Identifies a Tree
Type:A distinct item characteristic used for processes and sometimes grouped within a category.
Value Format:Value Format
Tab23.png Element Value

Add and edit elements and edit elements tree structures.

Fields:

Account Element:A identification code for an account type.
Account Sign:Indicates the Natural Sign of the Account as a Debit or Credit
Account Type:Indicates the type of account
Accounting Element:A unique identifier for an account type.
Active:A flag indicating whether this record is available for use or de-activated.
Bank Account:A monetary account of funds held in a recognized banking institution.
Bank Account:A monetary account of funds held in a recognized banking institution.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Document Controlled:Control account - If an account is controlled by a document, you cannot post manually to it
Element Level:Element Level
Foreign Currency Account:Balances in foreign currency accounts are held in the nominated currency
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Post Actual:Actual Values can be posted
Post Budget:Budget values can be posted
Post Encumbrance:Post commitments to this account
Post Statistical:Post statistical quantities to this account?
Search Key:A fast method for finding a particular record.
Show element:Show element
Show Value Condition:Show Value Condition
Summary Level:A means of grouping fields in order to view or hide additional information.
Valid from Date:A parameter stating the starting time of a specified request.
Valid until Date:A parameter stating the ending time of a specified request.

IconAutoForm.png Accounting Dimension

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Create and edit accounting dimensions to be used in dimensional reports.

Tab23.png Activity Dimension

Maintain Acitivity Accounting Dimension Tree

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Client:Client for this installation.
Description:A space to write additional related information.
Help/Comment:A comment that adds additional information to help users work with fields.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Search Key:A fast method for finding a particular record.
Summary Level:A means of grouping fields in order to view or hide additional information.
Tab23.png Business Partner Dimension

Create and edit business partner dimensions to be used in the dimensional reports.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Client:Client for this installation.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Search Key:A fast method for finding a particular record.
Summary Level:A means of grouping fields in order to view or hide additional information.
Tab23.png Campaign Dimension

Maintain Marketing Campaign Accounting Dimension Tree

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Channel:Sales Channel
Client:Client for this installation.
Costs:Costs in accounting currency
Description:A space to write additional related information.
Ending Date:A parameter stating when a specified request will end.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Sales Campaign:An advertising effort aimed at increasing sales.
Search Key:A fast method for finding a particular record.
Start Date:A parameter stating when a specified request will begin.
Tab23.png Organization Dimension

Create and edit organizational dimensions to be used in the dimensional reports.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Search Key:A fast method for finding a particular record.
Summary Level:A means of grouping fields in order to view or hide additional information.
Tab23.png Product Dimension

Create and edit products dimensions to be used in the dimensional reports.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Attribute Set:A group of attributes which are assigned to a selected product.
Attribute Set Value:An attribute associated with a product as part of an attribute set.
Bill of Materials:Bill of Materials
Classification:Classification for grouping
Client:Client for this installation.
Comments:A space to write additional related information.
Description:A space to write additional related information.
Description URL:An address for the product description which can be accessed via internet.
Discontinued:A statement mentioning that this product will no longer be available on the market.
Discontinued by:The name of the person who discontinues an item.
Download URL:URL of the Download files
Expense Type:Expense report type
Freight Category:A classification used to help calculate shipping company freight amounts.
Guarantee Days:Number of days the product is guaranteed or available
Help/Comment:A comment that adds additional information to help users work with fields.
Image URL:An address for the product image which can be accessed via internet.
Mail Template:A template used to organize and send mail using a standard format.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Print detail records on invoice :Print detail BOM elements on the invoice
Print detail records on pick list:Print detail BOM elements on the pick list
Product:An item produced by a process.
Product Category:A classification of items based on similar characteristics or attributes.
Product Type:An important classification used to determine the accounting and management of a product.
Purchase:An indication that an item may be purchased by a business partner.
Resource:Resource
Revenue Recognition:Method for recording revenue
Sale:An indication that an item may be sold by a business partner.
Sales Representative:The person in charge of carry out an order.
Search Key:A fast method for finding a particular record.
Shelf Depth:Shelf depth required
Shelf Height:Shelf height required
Shelf Width:Shelf width required
SKU:A "stock keeping unit" used to track items sold to business partners.
Stocked:Organization stocks this product
Storage Bin:A set of coordinates (x, y, z) which help locate an item in a warehouse.
Summary Level:A means of grouping fields in order to view or hide additional information.
Tax Category:A classification of tax options based on similar characteristics or attributes.
Units Per Pallet:Units Per Pallet
UOM:A non monetary unit of measure.
UPC/EAN:A bar code with a number to identify a product.
Verified:The BOM configuration has been verified
Verify BOM:Verify BOM Structure
Version No:Version Number
Volume:Volume of a product
Weight:Weight of a product
Tab23.png Project Dimension

Create and edit projects dimensions to be used in the dimensional reports.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Client:Client for this installation.
Close Project:
Comments:A space to write additional related information.
Commitment:Is this document a (legal) commitment?
Contract Amount:The maximum legal monetary price a project may be billed for.
Contract Date:The date a contract is registered into the application.
Contract Quantity:The maximum legal quantity for a project.
Copy Details:Copy Lines/Phases/Tasks from other Project
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Finish Date:The date that a task, process, or action is to be completed or delivered by.
Generate Order:Generate Order from Project
Invoice Amount:The monetary sum that is invoiced for a specified item or service.
Invoice Quantity:The total number of a product included in an invoice to a business partner.
Name:A identifier for a document which can be used as a search tool.
Order Reference:A reference or document order number as listed in business partner application.
Organization:Organizational entity within client
Partner Address:The location of the selected business partner.
Payment Terms:The setup and timing defined to complete a specified payment.
Planned Amount:The monetary sum expected to be involved for a transaction line.
Planned Margin:The expected or provisional margin to be earned due to this transaction.
Planned Quantity:The expected or provisional quantity to be involved for a transaction line.
Price Ceiling:An indication that the highest possible contract amount and quantity are being charged (may depend on government regulations.
Price List Version:A price list with a specified validity range.
Processed:A confirmation that the associated documents or requests are processed.
Project:A defined task or undertaking
Project Balance:Total Project Balance
Project Category:Project Category
Project Type:A distinct project characteristic used for processes and sometimes grouped within a category.
Sales Campaign:An advertising effort aimed at increasing sales.
Sales Representative:The person in charge of carry out an order.
Search Key:A fast method for finding a particular record.
Standard Phase:One section or part of a project which is potentially made up of one or many tasks.
Summary Level:A means of grouping fields in order to view or hide additional information.
User/Contact:An acquaintance to reach for information related to the business partner.
Warehouse / Service Point:The location where products arrive to or are sent from.
Tab23.png Sales Region Dimension

Create and edit sales regions dimensions to be used in the dimensional reports.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Default:A value that is shown whenever a record is created.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Sales Region:A defined section of the world where sales efforts will be focused.
Sales Representative:The person in charge of carry out an order.
Search Key:A fast method for finding a particular record.
Summary Level:A means of grouping fields in order to view or hide additional information.

IconAutoForm.png Accounting Schema

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Create and edit multiple accounting schemas and assign them account elements; define DB tables to be included in the accounting processes, and define the GL accounts to be used by default.

Tab23.png Account Schema Element

Add and edit account elements to be used for a specified accounting schema.

Fields:

Account Element:A identification code for an account type.
Accounting Element:A unique identifier for an account type.
Accounting Schema:The structure used in accounting including costing methods, currencies, and the calendar.
Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Balanced:Balanced
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Client:Client for this installation.
Location / Address:A specific place or residence.
Mandatory:An indication noting that completing in a field is required to proceed.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Product:An item produced by a process.
Project:A defined task or undertaking
Sales Campaign:An advertising effort aimed at increasing sales.
Sales Region:A defined section of the world where sales efforts will be focused.
Sequence:The order of records in a specified document.
Type:A distinct item characteristic used for processes and sometimes grouped within a category.
Tab23.png Account Schema Tables

Add and edit DB tables to be included in accounting processes.

Fields:

Accounting Schema:The structure used in accounting including costing methods, currencies, and the calendar.
Acct description:Acct description
Active:A flag indicating whether this record is available for use or de-activated.
Disable for Background:Disables the selected table for accounting in background process.
Client:Client for this installation.
Organization:Organizational entity within client
Table:A dictionary table used for this tab that points to the database table.
Tab23.png Accounting Schema

Create multiple accounting schemas.

Fields:

Accounting Schema:The structure used in accounting including costing methods, currencies, and the calendar.
Accrual:Indicates if Accrual or Cash Based accounting will be used
Active:A flag indicating whether this record is available for use or de-activated.
Automatic Period Control:If selected, the periods are automatically opened and closed
Client:Client for this installation.
Correct tax for Discounts/Charges:Correct the tax for payment discount and charges
Costing Method:Indicates how Costs will be calculated
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Element Separator:Element Separator
Future Days:Number of days to be able to post to a future date (based on system date)
GAAP:Generally Accepted Accounting Principles
History Days:Number of days to be able to post in the past (based on system date)
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Period:A specified time period.
Post Trade Discount:Generate postings for trade discounts
Use Account Alias:Ability to select (partial) account combinations by an Alias
Use Account Combination Control:Combination of account elements are checked
Tab23.png Defaults

Add and edit detailed G/L accounts to be used by default in the application.

Tab23.png General Ledger

Add and edit G/L accounts to be used by default in the application.

IconAutoForm.png G/L Item

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Create and edit accounting items to be used in manual settlements.

Fields:

Client:Client for this installation.
Organization:Organizational entity within client
Active:A flag indicating whether this record is available for use or de-activated.
Name:A identifier for a document which can be used as a search tool.
Description:A space to write additional related information.
Enable in Financial Invoices:A check to setup a G/L item as "enabled" for "finacial invoices" which means non-product related invoices but G/L account related invoices
Tax CategoryA field which allow the end-user to setup the tax category related to the G/L item which will be using while entering "financial invoices" in either procuremente or sales management
G/L Item:An alias for the Account Combination which can be commonly used in daily operations.

IconAutoForm.png Account Combination

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Create accounting combinations to be used in Openbravo's accounting process.

Fields:

Account:The identification code used for accounting.
Accounting Combination:An identification code comprised of an individual account number and additional dimensions such organization, product, and business partner.
Accounting Schema:The structure used in accounting including costing methods, currencies, and the calendar.
Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Alias:Defines an alternate method of indicating an account combination.
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Client:Client for this installation.
Combination:Unique combination of account elements
Description:A space to write additional related information.
Fully Qualified:This account is fully qualified
Location from Address:The location where items are sent from.
Location to Address:The location where items are sent to.
Organization:Organizational entity within client
Product:An item produced by a process.
Project:A defined task or undertaking
Sales Campaign:An advertising effort aimed at increasing sales.
Sales Region:A defined section of the world where sales efforts will be focused.
Trx Organization:The organization which performs or initiates the transaction.
1st Dimensinon:A display of optional elements that are previously defined for this account combination.
2nd Dimension:A display of optional elements that are previously defined for this account combination.

IconAutoForm.png G/L Category

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Define G/L Categories to be used in the General Ledger.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Category Type:Source of the Journal with this category
Client:Client for this installation.
Default:A value that is shown whenever a record is created.
Description:A space to write additional related information.
Document Category:A classification of document types that are shown and processed in the same window.
G/L Category:A classification used to group lines in the general ledger.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client

IconAutoForm.png Document Type

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Create and edit document types that can be created by the application.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Approval:Type of Approval
Approved:Indicates if this document requires approval
Batch is Number Controlled:Batch has a document sequence
Batch Sequence:Document Sequence for Batch
Charges:Charges can be added to the document
Client:Client for this installation.
Comments:A space to write additional related information.
Create Pick List:
Default:A value that is shown whenever a record is created.
Description:A space to write additional related information.
Document Cancelled:
Document Category:A classification of document types that are shown and processed in the same window.
Document is Number Controlled:The document has a document sequence
Document Sequence:Document sequence determines the numbering of documents
Document Type:A value defining what sequence and process setup are used to handle this document.
Document Type for Invoice:Document type used for invoices generated from this sales document
Document Type for ProForma:Document type used for pro forma invoices generated from this sales document
Document Type for Shipment:Document type used for shipments generated from this sales document
Enforce Batch Control:Enforce control total and it's entry
Filter by Organization:Filters by organization. This is used to calculate the document number by document type.
G/L Category:A classification used to group lines in the general ledger.
Has Batch:The document is part of a batch
Ismaxtable:Calculates the highest document number for documents associated with this document type.
Name:A identifier for a document which can be used as a search tool.
Number of Copies:The number of copies of each document that will be printed.
Organization:Organizational entity within client
Print:A reference stating whether or not the document has been printed at any time in the past.
Print Format:The structure in which a document will be printed.
Print Text:The displayed text of an element.
Pro forma Invoice:Indicates if Pro Forma Invoices can be generated from this document
Sales Transaction:An indication that a transfer of goods and money between business partners is occurring.
SO Sub Type:Sales Order Sub Type
Table:A dictionary table used for this tab that points to the database table.
Transferred:Transferred to General Ledger (i.e. accounted)

IconAutoForm.png Document Sequence

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Create an auto numbering system to uniquely identify document types.

Fields:

Activate Audit:Activate Audit Trail of what numbers are generated
Active:A flag indicating whether this record is available for use or de-activated.
Auto numbering:Automatically assign the next number
Client:Client for this installation.
Current Next (System):Next sequence for system use
Description:A space to write additional related information.
Increase by:An addition to a starting number by a specified value.
Name:A identifier for a document which can be used as a search tool.
Next Assigned Number:The next number that will be assigned to an item.
Organization:Organizational entity within client
Prefix:Characters which are added at the beginning of a statement or number.
Restart sequence every Year:Restart the sequence with Start on every 1/1
Sequence:The order of records in a specified document.
Start No.:The first number that will be used in a standard or control sequence.
Suffix:One or many characters which are added at the end of a statement or number.
Used for Record ID:The document number will be used as the record key
Value Format:Value Format


IconAutoForm.png Report Templates

Separate Document templates can be defined for different organizations.

Fields:

Client:Client for this installation.
Organization:Organizational entity within client
Active:A flag indicating whether this record is available for use or de-activated.
Template Location:The location where the document template can be found. The Template Location can have the following tags:
  • @basedesign@ => The location of the 'design' folder (normally: src-loc/design)
  • @baseattach@ => The location of the 'attachment' folder
Template Filename:The filename of the jasper reports file. The Report Filename can use the following tags that will be replaced with the proper values when a document is send:
  • @cus_ref@ => The reference of the document which the customer specified
  • @our_ref@ => The reference of the document within openbravo
Report Filename:The name of the resulting report

IconAutoForm.png Email Definitions

Each Report template can have email definitions which are used as a default message when sending the report to the customer. These templates can be defined per language.

Fields:

Client:Client for this installation.
Organization:Organizational entity within client
Active:A flag indicating whether this record is available for use or de-activated.
Default:A flag indicating which email template would be used when there is not a record for the business partner's language.
Subject:The template subject that will be provided to the email
Body:The template body that will be provided to the email
Language:The language used in the Subject and Body, to match the language used by the business partner

IconAutoForm.png Tax Category

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Create tax categories to manage tax rates with similar characteristics or attributes.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Commodity Code:Commodity code used for tax calculation
Default:A value that is shown whenever a record is created.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Tax Category:A classification of tax options based on similar characteristics or attributes.

IconAutoForm.png Tax Rate

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Create tax rates to be used in application transactions.

Tab23.png Tax

Create and edit tax rates to be used in the application transactions.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Base Amount:Base Amount to be used as base for the calculation. Line net amount or alternate line net amount can be selected as base for the tax calculation.
BP Tax Category:Bussines Partner Tax Category as a Vendor
Cascade:Any additional discount built upon the remaining total after applying previous discounts.
Client:Client for this installation.
Country:A state or a nation.
Default:A value that is shown whenever a record is created.
Description:A space to write additional related information.
Destination Country:The country receiving a shipment
Destination State/Province:The state/province inside of a country receiving the shipment.
Document Level:Tax is calculated on document level (rather than line by line)
Document Tax Amount Calculation:Criteria used for the calculation of tax base at document level.
Isprinttax:Print taxes on the document
Line No.:A line stating the position of this request in the document.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Parent Tax:Parent Tax indicates a tax that is made up of multiple taxes
Rate:The percentage to be multiplied by the source to arrive at the tax or exchange amount.
Region:An area of a specific country.
Requires Tax Certificate:This tax rate requires the Business Partner to be tax exempt
SO/PO Type:Sales Tax applies to sales situations, Purchase Tax to purchase situations
Summary Level:A means of grouping fields in order to view or hide additional information.
Tax:The percentage of money requested by the government for this specified product or transaction.
Tax Base:The amount of the tax selected here will be used as tax base amount for the tax calculation.
Tax Category:A classification of tax options based on similar characteristics or attributes.
Tax Exempt:A condition stating that for a specific case, taxes must not be applied.
Tax Search Key:A fast method for finding a a specific tax.
Valid from Date:A parameter stating the starting time of a specified request.
Tax Not Deductible:If this flag is checked, Purchase VAT will be posted as an expense in the Product Expense account, overriding Tax Not Deductible value in Client-Information tab.
Tax Deductible:The end-user to setup deductible purchase VAT for Tax Not Deductible Organizations in case it is required.
Deductible Rate:Deductible rate will be posted in VAT account and rest will be posted in product expense account.
Tab23.png Tax Zone

Create tax zones to which the selected tax zone will be applied.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Country:A state or a nation.
C_Tax_Zone_ID:Tax zone identifier
Destination Country:The country receiving a shipment
Destination State/Province:The state/province inside of a country receiving the shipment.
Organization:Organizational entity within client
Region:An area of a specific country.
Tax:The percentage of money requested by the government for this specified product or transaction.

IconAutoForm.png Bussines Partner Tax Category

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Create tax categories to be applied to one or a group of business partners.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
BP Tax Category:Bussines Partner Tax Category as a Vendor
Client:Client for this installation.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client

IconAutoForm.png ABC Activity

File:ABC240.jpg
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Define activities for which you are interested in managing costs.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Client:Client for this installation.
Description:A space to write additional related information.
Help/Comment:A comment that adds additional information to help users work with fields.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Search Key:A fast method for finding a particular record.
Summary Level:A means of grouping fields in order to view or hide additional information.

Analysis Tools

IconReport.png Balance sheet and P&L structure

Create your balance sheet and P&L structure report choosing one of the predefined balance sheet and P&L structure reports.

IconReport.png Trial Balance Report

Create your trial balance for a specified time period. You can modify the analysis according to your needs.

IconReport.png General Ledger Report

Create a report showing all general ledger entries grouped by account for a specified time period. It is possible to group the results by the Business Partner, Product or Project accounting dimensions. It is also possible to filter the results by a range of amounts, organization, range of accounts and a selection of Business Partners, Products and Projects accounting. Additionally it is possible to hide the matched Debt/Payments.

There are 3 ways available to get the results, the Search button and the pdf and Excel exports.

The Search button shows the result in the same window using pagination, so you might need to move to Next and Previous pages if the result has too many entries.

The result is grouped by the selected accounting dimension (if there is one selected) and by the account. The displayed entries are ordered by accounting date. The Previous amount is the sum of the amounts of that account based on the selected dates with accounting date prior the selected date range. If entries of one account does not fit on one page the subtotal shows the sum of the amounts that are present on the page plus the previous balance, in this case the next page the will include in the previous amounts will be the subtotal of the previous page.

The pdf export generates a pdf file that can be printed or stored in the computer for later reviews. It has the same grouping rules as the search button. In this case the subtotal amounts are the sum of the amounts not including the initial balance amounts.

IconReport.png General Ledger Journal

Create a report showing all general ledger entries for a specified time period.

IconReport.png Not Posted Transaction Report

Create a report showing application documents that are not posted to the G/L.

IconProcess.png User Defined Accounting Report

Create your personal accounting report using predefined analysis specifications.

IconProcess.png Tax Report

Create your personal tax report using predefined analysis specifications.

IconReport.png Withholding Report

TBD

IconReport.png Cash Flow Statement

TBD

IconAutoForm.png Balance sheet and P&L structure Setup

Create a report showing profits and losses as well as the balance sheet.

Tab23.png Setup

Create a new accounting report.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Description:A space to write additional related information.
General Accounting Report:General Accounting Report
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Report Type:Indicates whether the report is a "Point in Time" or a "Periodic" report.
A Point in Time report is obtained as of a given date, taking into account the whole historical financial movements; an example of point in time report is the Balance Sheet.
A periodic report is executed for a date range and it does not carry forward the balance of accounting movements previous to the range; an example of periodic report is the Income Statement.
Tab23.png Grouping category

Define desired categories to group nodes.

Fields:

Acct Rpt Group:Acct Rpt Group
Active:A flag indicating whether this record is available for use or de-activated.
Accounting Schema:The structure used in accounting including costing methods, currencies, and the calendar.
Client:Client for this installation.
Description:A space to write additional related information.
General Accounting Report:General Accounting Report
Line No.:A line stating the position of this request in the document.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Tab23.png Node

Create the node which determines the information that is shown in a report.

Fields:

Account Element:A identification code for an account type.
Acct Rpt Group:Acct Rpt Group
Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Description:A space to write additional related information.
Line No.:A line stating the position of this request in the document.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client

IconAutoForm.png User Defined Accounting Report Setup

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Define parameters and methods of showing reports.

Fields:

Account:The identification code used for accounting.
Accounting Schema:The structure used in accounting including costing methods, currencies, and the calendar.
Active:A flag indicating whether this record is available for use or de-activated.
AD_Accountingrpt_Element_ID:Accounting report element
Client:Client for this installation.
Description:A space to write additional related information.
Filtered by Organization:
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Report:An indication whether something is a document, or a report which summarizes information.
Report Type:Report Type
Shown:Shown.
Summary Level:A means of grouping fields in order to view or hide additional information.
Temporary Filter Type:

IconAutoForm.png Tax Report Setup

Define parameters and methods of showing reports.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Client:Client for this installation.
Description:A space to write additional related information.
Name:A identifier for a document which can be used as a search tool.
Negative:
Organization:Organizational entity within client
Report:An indication whether something is a document, or a report which summarizes information.
Sales Transaction:An indication that a transfer of goods and money between business partners is occurring.
Shown:Shown.
Summary Level:A means of grouping fields in order to view or hide additional information.
Tax:The percentage of money requested by the government for this specified product or transaction.
Tax Report:

IconProcess.png Generate Cash Flow Statement

TBD

IconAutoForm.png Accounting Transaction Details

View detailed general ledger entries for a specified time period.

Assets

IconAutoForm.png Assets

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Define assets owned by your company their amortization characteristics.

Tab23.png Assets

Define assets owned by your company and create an amortization for them.

Fields:

Acctvalueamt:Accounting value amount
Active:A flag indicating whether this record is available for use or de-activated.
Amortize:Asset schedule
Asset:An item which is owned and exchangeable for cash.
Asset Category:A classification of assets based on similar characteristics.
Asset Depreciation Date:Date of last depreciation
Asset Disposal Date:Asset disposal date
Asset value:Asset value
Attribute Set Value:An attribute associated with a product as part of an attribute set.
Business Partner :Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Calculate type:Calculate type
Cause:
Client:Client for this installation.
Create Amortization:
Currency:An accepted medium of monetary exchange that may vary across countries.
Date Cancelled:Cancellation date
Date Purchased:Purchase date
Depreciate:The asset will be depreciated
Depreciated plan:Depreciated plan
Depreciated Previous Amt:
Depreciated value:Depreciated value
Depreciation Amt:Depreciation Amount
Depreciation annual %:Depreciation annual %
Depreciation end date:Depreciation end date
Depreciation Start Date:Depreciation Start Date
Depreciation Type:Depreciation Type
Description:A space to write additional related information.
Disposed:The asset is disposed
Document No.:An often automatically generated identifier for all documents.
Expiration Date:The date upon which an item is guaranteed to be of good quality.
Fully depreciated:The asset is fully depreciated
Help/Comment:A comment that adds additional information to help users work with fields.
In Possession:The asset is in the possession of the organization
In Service Date:Date when Asset was put into service
Life use:Units of use until the asset is not usable anymore
Location / Address:A specific place or residence.
Location comment:Additional comments or remarks concerning the location
Lot:A group of identical or similar items organized and placed into inventory under one number.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Owned:The asset is owned by the organization
Partner Address:The location of the selected business partner.
Product:An item produced by a process.
Profit:
Quantity:The number of a certain item.
Residual Asset Value:Residual asset value amount
Search Key:A fast method for finding a particular record.
Serial No.:An attribute used as a unique identifier for a product.
Storage Bin:A set of coordinates (x, y, z) which help locate an item in a warehouse.
Usable Life - Months:Months of the usable life of the asset
Usable Life - Years:Years of the usable life of the asset
Use units:Currently used units of the assets
User/Contact:An acquaintance to reach for information related to the business partner.
Version No:Version Number

Tab23.png Asset Amortization

Add asset amortizations for a selected asset.

Fields:

A_Amortizationline_ID:Amortization line
Active:A flag indicating whether this record is available for use or de-activated.
Amortization:The depreciation or reduction of a product value over time.
Amortization Amt:Amortization Amount
Amortization Percentage:Amortization Percentage
Asset:An item which is owned and exchangeable for cash.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Line No.:A line stating the position of this request in the document.
Organization:Organizational entity within client

IconAutoForm.png Asset Category

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Create and edit categories to group assets with similar characteristics together.

Fields:

Active:A flag indicating whether this record is available for use or de-activated.
Asset Category:A classification of assets based on similar characteristics.
Client:Client for this installation.
Depreciate:The asset will be depreciated
Description:A space to write additional related information.
Help/Comment:A comment that adds additional information to help users work with fields.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Owned:The asset is owned by the organization

IconAutoForm.png Amortization

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Create and edit amortization for a selected year.

Keep in Mind:

  • Depending on the state of the document, Processed, Posted, ... Some fields of the document will appear as read only in order to prevent the user to modify the values. At the database level there is a trigger that prevents the modification of some fields depending on document's state.

Tab23.png Header

Create amortizations for particular periods.

Fields:

Accounting Date:The date this transaction is recorded in the general ledger.
Active:A flag indicating whether this record is available for use or de-activated.
Activity:A distinct activity defined and used in activity based management.
Amortization:The depreciation or reduction of a product value over time.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Description:A space to write additional related information.
Ending Date:A parameter stating when a specified request will end.
Name:A identifier for a document which can be used as a search tool.
Organization:Organizational entity within client
Post Amortization:
Posted:An accounting status noting if a specified transaction was added to the general ledger.
Process Now:
Project:A defined task or undertaking
Sales Campaign:An advertising effort aimed at increasing sales.
Start Date:A parameter stating when a specified request will begin.
Total Amortization:Total Amortization
1st Dimensinon:A display of optional elements that are previously defined for this account combination.
2nd Dimension:A display of optional elements that are previously defined for this account combination.

Tab23.png Lines

Add amortized assets and details of amortization.

Fields:

A_Amortizationline_ID:Amortization line
Active:A flag indicating whether this record is available for use or de-activated.
Amortization:The depreciation or reduction of a product value over time.
Amortization Amt:Amortization Amount
Amortization Percentage:Amortization Percentage
Asset:An item which is owned and exchangeable for cash.
Client:Client for this installation.
Currency:An accepted medium of monetary exchange that may vary across countries.
Line No.:A line stating the position of this request in the document.
Organization:Organizational entity within client

Overview

Purpose

User Data Synchronisation project aims to add a project to synchronise data from Openbravo using the Funambol synchronisation server. And then write documentation on how to synchronise the data (email, tasks, contacts, etc...) from one user with his communication devices or his accounts.

Scope

This project will require to add the client funambol library. It needs the development of various functions to get the emails, tasks, events, notes and contacts descriptions from the current user, generate the funambol objects (vcard and sift objects) and send them to the funambol server. It needs also various functions to get the emails, tasks, events, notes and contacts descriptions from the funambol server, and register them in the openbravo ERP server.

It will require to create a new tab in User options window with three fields, five check buttons and one button.

  • one field for username, one field for password on the funambol server and one field to now the periodicity of the synchronisation
  • five check buttons to activate each synchronisation type (email, task, event, note, contact)
  • one field to start the synchronisation with the funambol server

No existing functionality of Openbravo ERP will be modified.

References

Design Considerations

Dependencies

This project depends on the Funambol project

Glossary

In this document I call a device, whatever type of object with which we can do a synchronisation of data (Laptop, iphone, outloock, gmail, google calendar, mozilla thunderbird, etc...)

Functional Requirements

User roles & profiles

Today user have an intense use of devices to register their contacts, events, email. They are wasting a lot of time to get all their devices data synchronised. The use of a synchronisation server like funambol allow them to save it.

Business process definition

  1. Synchronisation from device to openbravo ERP server
  2. Synchronisation from openbravo ERP server to device

User stories

  1. User synchronise its device with the openbravo server and knows he has a meeting tomorrow with a client.
  2. Next day user goes to the meeting and learn their is a new business partner on the client side.
  3. User registers the phone and the mail of this new business partner in his device.
  4. Back to the office, User synchronise its device with openbravo and all the company knows their is a new business partner in the relation with the client.

Functional requirements based on business processes

To achieve the desired functionalities the following elements need to be added.

Num Requirement Importance Status
1.1 Create a new tab in User options called 'Funambol Sync' with the fields
  • 'Username' text field (Openbravo username by default - mandatory)
  • 'Password' password field (mandatory)
  • 'Contacts' check button
  • 'Email' check button
  • 'Tasks' check button
  • 'Events' check button
  • 'Notes' check button
  • 'Periodicity' input field
  • 'Start Synchronisation' button
Must have To be done
1.2 Functions to use Funambol library and synchronises the different objects between Openbravo and Funambol server. This functions must be a periodic background process Must have To be done
1.3 Documentation on how to install and use Funambol server. Must have To be done

User Interface Mockups

Project-User-Data-Sync.png

Technical Requirements

Application Dictionary elements as well as all type of files involved in Model - View - Controller (MVC) stucture (*.html, *.xml, *.java and *.xsql files) will have to be created. Besides, communication functions using funambol API will also be created.

Non-Functional Requirements

Creation of documentation to know how to install and use funambol server with other devices

Open Discussion Items

  • IMHO, it would be clearer having a new window to synchronize devices and not use the User Options - Session Options window. I would create a new one called "User Data Synchronization" or "Funambol Synch". I agree, I should create a new session options window.
  • The Synchronize button makes both synchronizations (Dev-Ob, Ob-Dev) at the same time or it should need both buttons? Yes the synchronise button makes both synchronizations at the same time.
  • I need to upload a document to specify the mapping between an Openbravo contact, task, notes,... object and the vcard, sift field.
  • I would like also to have the way to configure this synchronization as a task, and to be able to do it periodically without user interaction. What do you think? This could be done easily as a Periodic background process (like any of the existing periodic background processes).
  • Synchronise (more British) or Synchronize? Take into account that base language for Openbravo ERP's design is en_US.

Closed Discussion Items

Retrieved from "http://wiki.openbravo.com/wiki/ERP_2.50:User_Manual/Financial_Management"

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