svn commit: r1418622 [2/11] - in /ofbiz/branches/webhelp-2012-1
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Added: ofbiz/branches/webhelp-2012-12-07/applications/content/data/helpdata/docbookhelp/accounting_en/accounting.xml
URL: http://svn.apache.org/viewvc/ofbiz/branches/webhelp-2012-12-07/applications/content/data/helpdata/docbookhelp/accounting_en/accounting.xml?rev=1418622&view=auto ============================================================================== --- ofbiz/branches/webhelp-2012-12-07/applications/content/data/helpdata/docbookhelp/accounting_en/accounting.xml (added) +++ ofbiz/branches/webhelp-2012-12-07/applications/content/data/helpdata/docbookhelp/accounting_en/accounting.xml Sat Dec 8 08:21:03 2012 @@ -0,0 +1,6497 @@ +<?xml version="1.0" encoding="UTF-8"?> +<!-- +Licensed to the Apache Software Foundation (ASF) under one +or more contributor license agreements. See the NOTICE file +distributed with this work for additional information +regarding copyright ownership. The ASF licenses this file +to you under the Apache License, Version 2.0 (the +"License"); you may not use this file except in compliance +with the License. You may obtain a copy of the License at + +http://www.apache.org/licenses/LICENSE-2.0 + +Unless required by applicable law or agreed to in writing, +software distributed under the License is distributed on an +"AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY +KIND, either express or implied. See the License for the +specific language governing permissions and limitations +under the License. +--> + + +<book version="5.0" xmlns="http://docbook.org/ns/docbook" + xmlns:xlink="http://www.w3.org/1999/xlink" + xmlns:xi="http://www.w3.org/2001/XInclude" + xmlns:svg="http://www.w3.org/2000/svg" + xmlns:m="http://www.w3.org/1998/Math/MathML" + xmlns:html="http://www.w3.org/1999/xhtml" + xmlns:db="http://docbook.org/ns/docbook"> + <info> + <title>OFBiz Documentation</title> + + <author> + <personname><firstname/><surname/></personname> + + <affiliation> + <orgname/> + </affiliation> + </author> + + <pubdate/> + </info> + + <chapter> + <title>OFBiz Accounting Introduction</title> + + <para>The Accounting system is organized according to age old and + generally accepted principles such as double-entry accounting, a General + Ledger with hierarchical accounts, journals and posting of transactions + and corresponding entries.</para> + + <para>The structure is primary based on the OMG GL standard and the work + that was done on an AR/AP extension of the OMG GL standard. This + correlates well with other standards such as ebXML and OAGIS.</para> + + <para>The Accounting entities are structured such that accounts for + multiple organizations can be managed. The multiple organizations could be + multiple companies, or departments or other organizations within a + company. Each Organization can have various GL Accounts associated with it + so that it can operate with its own subset of the Master Chart of + Accounts.</para> + + <para>Each Organization can also have its own set of Journals for + flexibility, even though the use of Journals should be as minimal as + possible in favor of allowing the system to automatically create and post + transactions based on business events triggered by standard procedures and + documents such as purchase and sales orders, invoices, inventory + transfers, payments, receipts, and so forth.</para> + </chapter> + + <chapter xml:id="accounting_main"> + <title>Accounting Main</title> + + <screenshot> + <mediaobject> + <imageobject> + <imagedata align="left" + fileref="../accounting_en_images/main.jpg" + scalefit="1" width="100%"/> + </imageobject> + </mediaobject> + </screenshot> + + <para>This is the default tab for the Accounting Manager application. The + screen currently shows links that will display more detailed screens + related to Agreements, Billing Accounts, Invoices and Payments.</para> + </chapter> + + <chapter xml:id="accounting_findInvoices"> + <title>Invoices</title> + + <para>Sales invoices are generated when customers buy something from your + business. You will need to provide a detailed list of the items bought and + relevant taxes paid. They are often referred to a 'tax invoices' as they + contain information relating to the amount of sales tax (eg VAT / GST) + charged on the product or service.</para> + + <para>Purchase invoices are generated by your suppliers when you order + something from them. You may send them an order in the form of a Purchase + Order. They will then send you the products and an invoice for payment. + This invoice is the Purchase Invoice and it will contain details of the + items bought plus any taxes.</para> + + <para>Both of these documents are used as proof to various tax authorities + (eg Inland Revenue, Customs etc) that the required tax has been charged or + collected.</para> + + <para>GENERAL NOTE: The following is an extract from Ian McNulty's + documentation work on accounting:</para> + + <para>Invoices are created automatically by the system when certain + criteria are met for each item on an order. The criteria will vary + depending on the type of product associated with the order item, and the + type of order (ie purchase/sales).</para> + + <para>For Sales Orders that include digital goods, an invoice will be + created when the order is placed, and that invoice will be for all digital + goods in the order. If there are non-digital or physical goods they will + go in a separate invoice.</para> + + <para>For Sales Orders that include digital goods, an invoice will be + created when the order is placed, and that invoice will be for all digital + goods in the order. If there are non-digital or physical goods they will + go in a separate invoice.</para> + + <para>For Purchase Orders an invoice will be created from a shipment when + the shipment goes into the Received status.</para> + + <sect1> + <title>Invoice Roles</title> + + <para>The Invoice Roles screen allows parties with specific roles to be + associated with and invoice. If the e-commerce or Sales Order entry + route has already been used then the invoice generated will already + contain the relevant roles from the various parties.</para> + + <para>For a Sales Order examples of roles will include Bill From + Customer, Bill To Customer, End User Customer,Ship To Customer + etc.</para> + + <sect2> + <title>How do I add a party role to an invoice?</title> + + <para>Party roles will automatically be added to an invoices that have + been generated as a result of E-Commerce order entry or Sales Order + entry. They can also be added be added manually.</para> + + <orderedlist> + <listitem> + <para>Select the 'Roles' sub menu</para> + </listitem> + + <listitem> + <para>Enter or use the lookup to enter the party to be added to + the invoice in the 'Party Id' field</para> + </listitem> + + <listitem> + <para>Enter or use the lookup to enter the party to be added to + the invoice in the 'Party Id' field</para> + </listitem> + + <listitem> + <para>Leave the 'Date Time Performed' field blank<note> + <para>This field is optional and can be entered if required. + This field can be used to indicate the date and time this role + was performed by the party for this invoice</para> + </note></para> + </listitem> + + <listitem> + <para>Leave the 'Percentage' field blank<note> + <para>This field is optional and can be entered if required. + If roles are shared then this field can be used to indicate + the assigned percentage for this role</para> + </note></para> + </listitem> + + <listitem> + <para>Press the 'Submit' button</para> + </listitem> + + <listitem> + <para>The new role entry will be displayed on the bottom part of + the screen <note> + <para>If you select a role that is not associated with the + party that has been entered an error message will be + displayed. To fix it you will need to add the role to the + party or choose another party that already has that role + associated with it.</para> + </note></para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I update a party role on an invoice?</title> + + <para>A party role cannot be updated via the current user interface. + It can only be removed. If a party role needs to be updated then the + entry must be deleted and then re-created.</para> + </sect2> + + <sect2> + <title>How do I remove a party role from an invoice?</title> + + <orderedlist> + <listitem> + <para>Locate the entry that needs to be removed</para> + </listitem> + + <listitem> + <para>Locate the entry that needs to be removed</para> + </listitem> + + <listitem> + <para>The entry is now removed from the list of invoice + roles</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>New Invoice</title> + + <para>This screen allows the user to create a new Sales or Purchase + Invoice. Sales Invoices are created when a customer buys something from + you. Purchase Invoices are created when you buy something from a + supplier.</para> + + <sect2> + <title>How do I create a new Sales invoice?</title> + + <orderedlist> + <listitem> + <para>Press the 'Create New' button</para> + </listitem> + + <listitem> + <para>The New Sales Invoice / New Purchase Invoice screen is + displayed</para> + </listitem> + + <listitem> + <para>Using the top part of the screen, leave Invoice type with + its default of 'Sales Invoice'</para> + </listitem> + + <listitem> + <para>Leave 'Organization Party Id' with its default of + 'Company'</para> + </listitem> + + <listitem> + <para>Enter or use the lookup to find the 'To Party Id' (eg + DemoCustomer)</para> + </listitem> + + <listitem> + <para>Press the 'Create' button in the top part of the + screen</para> + </listitem> + + <listitem> + <para>The invoice header has been created and the default header + screen will be displayed</para> + </listitem> + + <listitem> + <para>Details on the invoice will need to be entered via the other + sub menus (eg Items, Time Entries etc)</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I create a new Purchase invoice?</title> + + <orderedlist> + <listitem> + <para>Press the 'Create New' button</para> + </listitem> + + <listitem> + <para>The New Sales Invoice / New Purchase Invoice screen is + displayed</para> + </listitem> + + <listitem> + <para>Using the bottom part of the screen, leave Invoice type with + its default of 'Purchase Invoice'</para> + </listitem> + + <listitem> + <para>Leave 'Organization Party Id' with its default of + 'Company'</para> + </listitem> + + <listitem> + <para>Enter or use the lookup to find the 'From Party Id' (eg + DemoSupplier)</para> + </listitem> + + <listitem> + <para>Press the 'Create' button in the bottom part of the + screen</para> + </listitem> + + <listitem> + <para>The invoice header has been created and the default header + screen will be displayed</para> + </listitem> + + <listitem> + <para>Details on the invoice will need to be entered via the other + sub menus (eg Items, Time Entries etc)</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>Invoice Send Per Email</title> + + <para>This is used to send a copy of the invoice details to one or more + email addresses. The invoice is included as an attachment and the user + can add a simple accompanying email message.</para> + + <sect2> + <title>How do I send a copy of an invoice via email?</title> + + <orderedlist> + <listitem> + <para>Select the 'Send per Email' sub menu</para> + </listitem> + + <listitem> + <para>The 'Send per Email' default screen will be displayed</para> + </listitem> + + <listitem> + <para>Enter the 'From Email Address'<note> + <para>CHECK: Shouldnt this be defaulted from the user + login.....????</para> + </note></para> + </listitem> + + <listitem> + <para>Leave the 'To Email Address' as it is as this will be + defaulted using the customer details from the invoice</para> + </listitem> + + <listitem> + <para>If required enter the 'Copy Email address' for anyone that + needs to be copied on the email</para> + </listitem> + + <listitem> + <para>Leave the 'Subject' as the default of 'Please find attached + invoice'</para> + </listitem> + + <listitem> + <para>Leave the 'Other Currency' box blank<note> + <para>CHECK: Investigate what effect this has on the + email.....</para> + </note></para> + </listitem> + + <listitem> + <para>Enter a short email message in the 'Email Body'</para> + </listitem> + + <listitem> + <para>Press the 'Submit' button</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>List Invoice Items</title> + + <para>The Invoice Items screen displays the individual invoice line + details and allows the user to update or remove an entry. As each + invoice line is created it is allocated a specific sequence (or Item + Number) which acts as a unique identifier.</para> + + <sect2> + <title>How do I create a new invoice line item?</title> + + <para>Note that only invoices that have specific statuses can have new + line items created. This means that if an invoice has already been + paid and processed OFBiz will not allow any amendments to it.</para> + + <orderedlist> + <listitem> + <para>Select the 'Items' sub menu for the invoice</para> + </listitem> + + <listitem> + <para>The 'Add a new invoice item' screen will be displayed</para> + </listitem> + + <listitem> + <para>Leave the 'Item No' field blank (as it will be automatically + generated)</para> + </listitem> + + <listitem> + <para>Select the 'Invoice Item Type' from the drop down box<note> + <para>A typical line using the demo could be 'Invoice Finished + Good Item' but ensure that it corresponds with the type of + products setup in your catalog</para> + </note></para> + </listitem> + + <listitem> + <para>Enter a description describing what the line item is<note> + <para>If you are going to enter a product in the Product Id + field from the catalog then leave the 'Description' field + blank as it will be used to show the product + description</para> + </note></para> + </listitem> + + <listitem> + <para>Leave the 'Override GL Account Id' field blank as it will + use the default account based on the Chart of Accounts + setup</para> + </listitem> + + <listitem> + <para>Use the lookup or enter a product code in the 'Product Id' + field<note> + <para>This can be left blank if your invoice line is not + related to a product in the catalog</para> + </note></para> + </listitem> + + <listitem> + <para>Enter a number in the 'Quantity' field</para> + </listitem> + + <listitem> + <para>Enter a 'Unit Price' only if the Product Id field is + blank<note> + <para>If a Product Id has been entered then leave the 'Unit + Price' field blank as it will pick up the product price from + the catalog</para> + </note></para> + </listitem> + + <listitem> + <para>Leave the 'Inventory Item' field blank</para> + </listitem> + + <listitem> + <para>Leave the 'Product Feature Id' field blank</para> + </listitem> + + <listitem> + <para>Leave the 'UOM' field blank</para> + </listitem> + + <listitem> + <para>Select 'Yes' for the 'Taxable Flag' field</para> + </listitem> + </orderedlist> + + <note> + <para>CHECK: Need to do some tests to see what line item type needs + to be used for 'Sales Tax'. I think that it could be 'Invoice Item + Sales Tax' since tax is currently calculated at invoice item line + level. Also the automatically generated invoices from Order Entry + and E-Commerce show taxes at the invoice item line level (think + there may be some work going on - see JIRA on to consolidate + entries). Need to do some tests using 'Invoice Sales Tax' to see how + it works.........</para> + </note> + </sect2> + + <sect2> + <title>How do I update an invoice line item?</title> + + <para>Not all the fields on the invoice item line can be updated. For + example Taxable Flag and Inventory Item cannot be updated. If these + fields need to be amended then the invoice item will need to be + removed and then re-created.</para> + + <orderedlist> + <listitem> + <para>Select the 'Items' sub menu for the invoice</para> + </listitem> + + <listitem> + <para>Any existing line items will be displayed in the 'Items' + box</para> + </listitem> + + <listitem> + <para>Amend the details in the line item that needs to be updated + (eg Quantity, Invoice Item Type, Product Id, Description, Override + GL Account, Unit Price)</para> + </listitem> + + <listitem> + <para>Press the 'Update' button displayed at the end of the line + item that has been updated</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I delete an invoice item?</title> + + <orderedlist> + <listitem> + <para>Select the 'Items' sub menu for the invoice</para> + </listitem> + + <listitem> + <para>Any existing line items will be displayed in the 'Items' + box</para> + </listitem> + + <listitem> + <para>Press the 'Remove' button displayed at the end of the line + item that needs to be deleted</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>Edit Invoice Time Entries</title> + + <para>The Time Entries screen displays any time logged against the + invoice. For example these time entries can be from employee or external + supplier timesheets that are tracked within OFBiz. is used to track any + individual work or billable hours against an invoice.</para> + + <sect2> + <title>How do I add a new time entry for an invoice?</title> + + <para>There are two options :</para> + + <orderedlist> + <listitem> + <para>Add time entry to a new invoice and add time entry to an + existing invoice.</para> + </listitem> + + <listitem> + <para>Add time entry to a new invoice and add time entry to an + existing invoice.</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I update a time entry for an invoice?</title> + + <note> + <para>To check if this can only be done via timesheets.</para> + </note> + </sect2> + + <sect2> + <title>How do I remove a time entry from an invoice?</title> + + <note> + <para>To check if this is done via timesheets</para> + </note> + </sect2> + </sect1> + + <sect1> + <title>Edit Invoice Applications</title> + + <para>The Invoice Applications sub menu is where payments that have been + made (or received) can be linked or allocated to an invoice. The phrase + 'applying' an amount to an invoice is often used to describe this. The + screen is divided into 3 main areas as follows.</para> + + <itemizedlist> + <listitem> + <para>Payments Applied (which shows details of the total amount + 'Applied' and the total amount 'Open'. Note that 'Open' here means + outstanding)</para> + </listitem> + + <listitem> + <para>Possible Payments to Apply (which shows all the payments that + have been sent from the same party id as the invoice - for a sales + invoice this would be the customer party id)</para> + </listitem> + + <listitem> + <para>Assign Payment to Invoice (which allows you to manually assign + a specific payment id to this invoice)</para> + </listitem> + </itemizedlist> + + <note> + <para>General Ledger accounting transactions are generated during the + payment application process but unless your GL is setup with Unapplied + Cash and Applied Cash accounts - I'm not sure that there will be any + true accounting impact. In the Sales Order process the accounting + transaction generated the following GL Accounting transaction is + generated for 'Payment Applied' o add some text here.</para> + </note> + + <para>DR 120000 Accounts Receivable / CR 120000 Accounts Receivable - + This transaction doesnt really do anything!</para> + + <para>It is used to link payments to invoices. It is also used to + allocate which part of a payment is allocated or applied to a specific + invoice. This is extremely useful if your customers pay multiple + invoices with a single payment.</para> + + <para>Example:</para> + + <itemizedlist> + <listitem> + <para>A customer could send a single payment of $1000 that can be + used to pay for two invoices (eg $400 and $600)</para> + </listitem> + + <listitem> + <para>Using this applications sub menu allows you to allocate part + of the $400 to one invoice and the balance ($600) to the other + invoice</para> + </listitem> + </itemizedlist> + + <para>By default all 'unapplied' payments that have been entered into + OFBiz from the customer will be available for selection even if they + have not yet been flagged as formally 'Received'. This means that these + are payments that have not already been linked to another invoice. If + only part of a payment amount has been linked to an invoice then the + remaining amount is left available to be allocated to another invoice. + Also note that a single invoice could be paid by multiple payments being + applied to it.</para> + + <sect2> + <title>How do I apply a payment (or payments) to an invoice?</title> + + <orderedlist> + <listitem> + <para>Select the 'Applications' sub menu for the invoice</para> + </listitem> + + <listitem> + <para>A list of unapplied payments for the party id will be + displayed</para> + </listitem> + + <listitem> + <para>A list of unapplied payments for the party id will be + displayed<note> + <para>More than one entry may be used. Also only part of a + larger amount may be used)The Payments Applied total at the + top of the screen will be updated with the amount selected. + Also the Amount Open will be reduced by the amount + selected.</para> + </note></para> + </listitem> + + <listitem> + <para>More than one entry may be used. Also only part of a larger + amount may be used)The Payments Applied total at the top of the + screen will be updated with the amount selected. Also the Amount + Open will be reduced by the amount selected.</para> + </listitem> + + <listitem> + <para>More than one entry may be used. Also only part of a larger + amount may be used)The Payments Applied total at the top of the + screen will be updated with the amount selected. Also the Amount + Open will be reduced by the amount selected.</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I update an applied payment for an invoice?</title> + + <orderedlist> + <listitem> + <para>Payments that have been applied to an invoice can be + updated. This means that you can change the details of the payment + transaction or adjust the amount that was applied to the + invoice.</para> + </listitem> + + <listitem> + <para>Select the 'Applications' sub menu for the invoice</para> + </listitem> + + <listitem> + <para>A list of payments already applied to the invoice will be + displayed in the top part of the screen</para> + </listitem> + + <listitem> + <para>Enter or use the lookup to change the 'Payment Id' if + required</para> + </listitem> + + <listitem> + <para>Enter the updated amount in the 'Amount to Apply' field if + required</para> + </listitem> + + <listitem> + <para>Press the 'Update' button</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I remove an applied payment (or payments) from an + invoice?</title> + + <note> + <para>CHECK: It can be done before transaction has been posted to GL + but also need to check if its can be done if the transaction has + been posted.</para> + </note> + + <orderedlist> + <listitem> + <para>Select the 'Applications' sub menu for the invoice</para> + </listitem> + + <listitem> + <para>Select the 'Applications' sub menu for the invoice</para> + </listitem> + + <listitem> + <para>Press the 'Remove' button next to the payment entry that + needs to be removed</para> + </listitem> + + <listitem> + <para>The entry will be removed and the top part of the screen + will be update the 'Payments Applied' total and 'Amount + Open'</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>Edit Invoice</title> + + <para>The Invoice Header screen is used to view or update details from + the invoice header. Examples of the type of information that can be + changed are Due Date, Description, Currency.</para> + + <sect2> + <title>How do I update the header details for an Invoice?</title> + + <orderedlist> + <listitem> + <para>Select the 'Header' sub menu and the header details of the + invoice will be displayed</para> + </listitem> + + <listitem> + <para>Update the fields required</para> + </listitem> + + <listitem> + <para>Press the 'Update' button</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>Invoice Overview</title> + + <para>The Invoice Overview screen is used to display the summary of an + invoice in a single view. The screen is divided into sections that show + various information related to the invoice (eg Roles, Status, Terms, + Items, Payments Applied, etc).</para> + + <para>The following options are currently available from this + screen:</para> + + <itemizedlist> + <listitem> + <para>The following options are currently available from this + screen:</para> + </listitem> + + <listitem> + <para>Copy (Create a copy of the current invoice)</para> + </listitem> + + <listitem> + <para>PDF (View a PDF of the current invoice)</para> + </listitem> + + <listitem> + <para>PDF default currency<note> + <para>CHECK: Need to see how this is different from just the PDF + view......</para> + </note></para> + </listitem> + + <listitem> + <para>Status to 'Approved' (Change the status of the current invoice + to 'Approved)</para> + </listitem> + + <listitem> + <para>Status to 'Sent' (Change the status of the current invoice to + 'Sent')</para> + </listitem> + + <listitem> + <para>Status to 'Ready' (Change the status of the current invoice to + 'Ready'.<note> + <para>This will create the relevant accounting transactions and + post them to the general ledger</para> + </note></para> + </listitem> + + <listitem> + <para>Status to 'Cancelled' (Change the status of the current + invoice to 'Cancelled')</para> + </listitem> + + <listitem> + <para>Save as Template (NOTE TO CHECK: Save the current invoice + format as a template)</para> + </listitem> + </itemizedlist> + </sect1> + + <sect1> + <title>Find Invoices</title> + + <para>The default screen is for the Invoices tab is 'Find Invoices'. It + is used to locate existing invoices that have been created automatically + by the system or manually by the user. It can also be used to create a + new Sales or Purchase Invoice.</para> + + <sect2> + <title>How do I view all invoices?</title> + + <para>Press the 'Search' button to view all invoices</para> + </sect2> + + <sect2> + <title>How do I locate an existing invoice?</title> + + <orderedlist> + <listitem> + <para>Enter the 'Invoice ID' if known</para> + </listitem> + + <listitem> + <para>Enter a word from the invoice description in the + 'Description' field if known</para> + </listitem> + + <listitem> + <para>Enter the 'Invoice Type' if known</para> + </listitem> + + <listitem> + <para>Enter the 'From Party Id' if known<note> + <para>In most cases for a Sales Invoices this will be Company. + For Purchase Invoice it will be the supplier party id</para> + </note></para> + </listitem> + + <listitem> + <para>Enter the 'Billing Account Id' if known</para> + </listitem> + + <listitem> + <para>Enter the invoice status in the 'Status Id' field if + known</para> + </listitem> + + <listitem> + <para>Enter the 'To Party Id' if known<note> + <para>In most cases for a Purchase Invoice this will be + company. For Sales Invoices it will be the customer party + id</para> + </note></para> + </listitem> + + <listitem> + <para>Press the 'Search' button to view all invoices</para> + </listitem> + + <listitem> + <para>All invoices that meet the search criteria will be + displayed.</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I update an invoice?</title> + + <orderedlist> + <listitem> + <para>Locate the invoice using the 'Find Invoices' screen</para> + </listitem> + + <listitem> + <para>Using the relevant sub menu make the required + changes.</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I delete an invoice?</title> + + <para>Invoices cannot be deleted through the user interface. They can + only be cancelled (eg if they have been entered or created by + mistake). <note> + <para>They can probably be deleted using Entity Data Maintenance + in the Webtools menu but this is not recommended for 2 + reasons:<orderedlist> + <listitem> + <para>It may cause data integrity problems.</para> + </listitem> + + <listitem> + <para>It may cause data integrity problems.</para> + </listitem> + </orderedlist></para> + </note></para> + </sect2> + </sect1> + </chapter> + + <chapter xml:id="accounting_findPayments"> + <title>Payments</title> + + <para>This feature lets the user locate payments by common + criteria.</para> + </chapter> + + <chapter xml:id="accounting_FindPaymentGroup"> + <title>Payment Group</title> + + <para>Find payments by group.</para> + </chapter> + + <chapter xml:id="accounting_FindGatewayResponses"> + <title>Transactions</title> + + <para/> + </chapter> + + <chapter xml:id="accounting_FindPaymentGatewayConfig"> + <title>Payment Gateway Config</title> + + <para/> + </chapter> + + <chapter xml:id="accounting_FindBillingAccount"> + <title>Billing Accounts</title> + + <para>A billing account is a way of allowing customers to consolidate + several invoices into an account that is paid off at a later + date.Customers can be allocated a credit limit and orders can be taken up + to the value of the credit limit without any payment being made. + Statements to the customer can then be generated (eg monthly) and payment + is made based on the outstanding amount.</para> + + <note> + <para>A billing account does not change the flow of the normal Invoice + and Payment processes. It simply allows for a more structured + organisation of Invoices and Payments.</para> + </note> + + <para>Billing Accounts can be used for the following:</para> + + <itemizedlist> + <listitem> + <para>Setting credit limits for customers</para> + </listitem> + + <listitem> + <para>Keeping track of credit available to customer for purchase on + account</para> + </listitem> + + <listitem> + <para>Keeping track of payments made in advance <note> + <para>Could also use Financial Account for advance payments but + need to understand the differences in functionality and + process</para> + </note></para> + </listitem> + + <listitem> + <para>Keeping track of a subset of payments and invoices for a + specific client, i.e. allowing them to have multiple billing + accounts.</para> + </listitem> + + <listitem> + <para>Allow multiple authorised parties to bill against the same + account which one party is responsible for paying (e.g. different + offices of the same organisation may have one single account with a + supplier to make use of order volume discounts)</para> + </listitem> + + <listitem> + <para>Managing and generating customer statements</para> + </listitem> + + <listitem> + <para>Customer specific order tracking</para> + </listitem> + + <listitem> + <para>Accounts Receivable / Debt Management</para> + </listitem> + + <listitem> + <para>Analysis and monitoring customer spending (creditworthiness / + discounts / product popularity)</para> + </listitem> + </itemizedlist> + + <note> + <para>A payment that is applied (or matched) to a Billing Account it + should still be applied to an invoice. In the case where the payment + arrives before the invoice has been generated then once the invoice is + generated it should be applied to the payment or payments.</para> + </note> + + <sect1> + <title>Billing Account Orders</title> + + <para>This sub menu lists the details of any Sales Orders that have been + charged to the billing account. A Sales Order is charged to a billing + account by selecting the billing account as the Payment Method. <note> + <para>The details displayed here in conjunction with the 'Payments' + sub menu could also be used to generate a customer statement or + account showing details of customer activity during a specified time + period.</para> + </note></para> + </sect1> + + <sect1> + <title>Billing Account Payments</title> + + <para>This sub menu allows the creation of a payment that is + automatically applied to the billing account.</para> + + <para>It is used when a payment has been received from a customer that + is used to pay off the balance (or part balance) of a billing + account.</para> + + <para>An example of how this works is similar to a credit card statement + where a list of transactions have been incurred over the previous month + and one payment is used to settle the outstanding balance.</para> + + <sect2> + <title>How do I add a payment to a billing account?</title> + + <orderedlist> + <listitem> + <para>Select the 'Payments' sub menu</para> + </listitem> + + <listitem> + <para>The 'Create Payment' screen is displayed</para> + </listitem> + + <listitem> + <para>Enter or use the lookup to enter the 'From Party Id' (NOTE: + By default this will be the Bill To Party of the Billing + Account)</para> + </listitem> + + <listitem> + <para>Select the 'Organisation Party Id' from the drop down + box</para> + </listitem> + + <listitem> + <para>Select the 'Payment Type Id' from the drop down box (NOTE: + By default this will be set to 'Customer Deposit')</para> + </listitem> + + <listitem> + <para>Leave the 'Payment Method Type' as 'Billing Account' (NOTE + TO CHECK: What happens if you do change this....)</para> + </listitem> + + <listitem> + <para>Enter the 'Amount' of the payment</para> + </listitem> + + <listitem> + <para>Press the 'Create' button</para> + </listitem> + </orderedlist> + + <para>The new entry is displayed at the bottom of the screen.<note> + <para>The total amount of the payment will be applied to the + Billing Account. This can be verified by going to Accounting / + Payments menu and locating the newly created payment. The 'Amount + to Apply' column will be zero.</para> + </note></para> + </sect2> + + <sect2> + <title>How do I update a payment for a billing account?</title> + + <para>A payment can be updated for a billing account by amending the + amount of the payment that has been applied to the billing account. + For example if a payment of $100 has been applied to a billing account + it can be amended so that only $75 will be applied and $25 will be + available to be applied elsewhere.</para> + + <orderedlist> + <listitem> + <para>Click on the 'Payment Id' of the payment that needs to be + removed</para> + </listitem> + + <listitem> + <para>The 'Payment Overview' screen is displayed</para> + </listitem> + + <listitem> + <para>Press the 'Update' button in the 'Payments Applied' + box</para> + </listitem> + + <listitem> + <para>The 'Payment Applications' screen is displayed</para> + </listitem> + + <listitem> + <para>Locate the 'Billing Account Id' and 'Amount Applied'</para> + </listitem> + + <listitem> + <para>Amend the 'Amount Applied' for the billing account</para> + </listitem> + + <listitem> + <para>Press the 'Update' button next to the entry that refers to + the 'Billing Account Id'</para> + </listitem> + </orderedlist> + + <para>A message will be displayed saying that the payment has been + removed from the billing account</para> + </sect2> + + <sect2> + <title>How do I delete a payment from a billing account?</title> + + <para>A payment can be removed from billing account by removing the + link that has applied the payment to the billing account.<orderedlist> + <listitem> + <para>Click on the 'Payment Id' of the payment that needs to be + removed</para> + </listitem> + + <listitem> + <para>The 'Payment Overview' screen is displayed</para> + </listitem> + + <listitem> + <para>Press the 'Update' button in the 'Payments Applied' + box</para> + </listitem> + + <listitem> + <para>The 'Payment Applications' screen is displayed</para> + </listitem> + + <listitem> + <para>Press the 'Remove' button next to the entry that refers to + the 'Billing Account Id'</para> + </listitem> + </orderedlist></para> + + <para>A message will be displayed saying that the payment has been + removed from the billing account<note> + <para>The above example was done when the payment status was at + 'Not Paid' - need to test if it still works if the payment status + is at 'Received' or 'Confirmed' too.</para> + </note></para> + </sect2> + </sect1> + + <sect1> + <title>Billing Account Invoices</title> + + <para>The Billing Account Find Invoices screen displays by default a + list of invoices that have been charged to the billing account.</para> + + <para>Any invoice displayed here means that its invoice amount has been + deducted from the billing account credit limit.For example: If the + Billing Account Credit Limit is $100 and the there are 2 invoices + displayed with amounts $10 and $25 then the available credit for the + billing account will be $75.</para> + + <para>The invoice can be at various statues and there is an option to + locate an invoice by status.</para> + + <para>It is also used to apply any payments that have been made into the + Billing Account to an invoice. A 'Capture' button is displayed next to + each invoice displayed that has an amount outstanding.</para> + + <para>Example:</para> + + <itemizedlist> + <listitem> + <para>Two invoices are charged to a Billing Account (Invoice A $10 + and Invoice B $25)</para> + </listitem> + + <listitem> + <para>A payment of $17 has been paid into the Billing Account</para> + </listitem> + + <listitem> + <para>If the Capture button is pressed for the invoice A then $10 of + the $17 payment will be applied to this invoice and a new payment + transaction of $7 will be created and available to apply to a + different invoice</para> + </listitem> + </itemizedlist> + + <sect2> + <title>How do I locate an invoice by status?</title> + + <orderedlist> + <listitem> + <para>Select the 'Invoices' sub menu</para> + </listitem> + + <listitem> + <para>Use the drop down box to select the 'Status Id' for the + invoice required</para> + </listitem> + + <listitem> + <para>Press the 'Submit' button</para> + </listitem> + </orderedlist> + + <para>A list of invoices with the required status will be + displayed</para> + </sect2> + + <sect2> + <title>How do I capture a payment for an invoice?</title> + + <para><important> + <para>In order for this to work a payment needs to have been made + to the billing account that has not been completely applied to any + other invoices. Payments to a billing account can be done via the + 'Payments' sub menu for the billing account or by using Accounting + / Payments menu.</para> + </important></para> + + <orderedlist> + <listitem> + <para>Select the 'Invoices' sub menu</para> + </listitem> + + <listitem> + <para>Locate the invoice required <note> + <para>The 'Amount to Apply' is the same as the 'Total' + column</para> + </note></para> + </listitem> + + <listitem> + <para>Press the 'Capture' button <note> + <para>The 'Amount to Apply' is different to the 'Total' + column</para> + </note></para> + </listitem> + </orderedlist> + + <para>The 'Capture' button is no longer displayed next to the invoice + and an additional payments transaction will be created for any + difference between the invoice total and the amount paid (Eg Invoice + Total $100, Payment Amount $125, the new payment transaction amount + will be $25)<note> + <para>The above example assumes that the payment available will + cover the total amount outstanding for the invoice</para> + </note></para> + </sect2> + + <sect2> + <title/> + + <para/> + </sect2> + </sect1> + + <sect1> + <title>Billing Account Terms</title> + + <para>This sub menu allows terms to be associated with a billing + account. Currently these can be the following:</para> + + <itemizedlist> + <listitem> + <para>payment terms (discounted if paid within specified + days)</para> + </listitem> + + <listitem> + <para>payment terms (due on a specified day per month)</para> + </listitem> + + <listitem> + <para>payment terms (net days)</para> + </listitem> + + <listitem> + <para>penalty terms (late fee)</para> + </listitem> + + <listitem> + <para>penalty terms (collection agency fee)</para> + </listitem> + + <listitem> + <para>miscellaneous (non returnable sales item)</para> + </listitem> + </itemizedlist> + + <note> + <para>There is an overlap here with the terms that can be specified in + an agreement. Would a billing account party also have an agreement for + payment terms...? .</para> + </note> + + <sect2> + <title>How do I add terms to a billing account?</title> + + <orderedlist> + <listitem> + <para>Select the 'Terms' sub menu</para> + </listitem> + + <listitem> + <para>Select a 'Term Type' from the drop down box (eg. Payment net + days)</para> + </listitem> + + <listitem> + <para>Leave the 'UOM' field blank</para> + </listitem> + + <listitem> + <para>Enter a number in the 'Term Value' field (eg. 30 which would + mean '30 days' when related to 'Payment net days')</para> + </listitem> + + <listitem> + <para>Press the 'Save' button</para> + </listitem> + </orderedlist> + + <para>The term is displayed in the top part of the screen</para> + </sect2> + + <sect2> + <title>How do I update terms for a billing account?</title> + + <para>Select the 'Terms' sub menu<orderedlist> + <listitem> + <para>Press the 'Edit' button next to the entry that needs to be + amended</para> + </listitem> + + <listitem> + <para>The details are displayed in the 'Edit Billing Account + Terms' box</para> + </listitem> + + <listitem> + <para>Update the 'Term Type', 'UOM' or 'Term Value' as + required</para> + </listitem> + + <listitem> + <para>Press the 'Save' button</para> + </listitem> + </orderedlist></para> + + <para>The updated term is displayed in the top part of the + screen</para> + </sect2> + + <sect2> + <title>How do I remove terms from a billing account?</title> + + <orderedlist> + <listitem> + <para>Select the 'Terms' sub menu</para> + </listitem> + + <listitem> + <para>Press the 'Delete' button next to the entry that needs to be + removed</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>Billing Account Roles</title> + + <para>This sub menu allows parties with specific roles to be associated + with to a Billing Account. Roles allows you to specify a party + role.</para> + + <para>It is used to specify which party should be billed for the billing + account. It can be used as follows:<itemizedlist> + <listitem> + <para>Simple billing account for a single party</para> + </listitem> + + <listitem> + <para>More complex billing account where multiple parties (eg + company subsidiaries) charge invoices to the billing account but a + different party (eg head office) will pay the account</para> + </listitem> + </itemizedlist></para> + + <sect2> + <title>How do I add a party role to a billing account?</title> + + <para>Select the 'Roles' sub menu</para> + + <orderedlist> + <listitem> + <para>Enter or use the lookup to select the 'Party Id'</para> + </listitem> + + <listitem> + <para>Select the 'Role Type Id' from the drop down box (eg Bill To + Customer)</para> + </listitem> + + <listitem> + <para>Leave the 'From Date' blank (NOTE: If left blank it will + default to the current date and time)</para> + </listitem> + + <listitem> + <para>Leave the 'Thru Date' blank</para> + </listitem> + + <listitem> + <para>Press the 'Add' button</para> + </listitem> + </orderedlist> + + <para>The new party role is displayed at the bottom of the + screen</para> + </sect2> + + <sect2> + <title>How do I update a party role for a billing account?</title> + + <para>The only field that can be updated for a party role is the 'Thru + Date'. If any other details need to be amended then the entry will + need to be deleted and then recreated.</para> + + <orderedlist> + <listitem> + <para>Select the 'Roles' sub menu</para> + </listitem> + + <listitem> + <para>Locate the entry that needs to be amended</para> + </listitem> + + <listitem> + <para>Enter or use the lookup to enter the 'Thru Date'</para> + </listitem> + + <listitem> + <para>Press the 'Update' button for the entry</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I delete a party role from a billing account?</title> + + <orderedlist> + <listitem> + <para>Locate the entry that needs to be deleted</para> + </listitem> + + <listitem> + <para>Press the 'Delete' button next to the entry</para> + </listitem> + + <listitem> + <para>The entry will be removed from the bottom of the + screen</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>Edit Billing Account</title> + + <para>The 'Account' sub menu is used to enter the basic details required + for setting up a new billing account or editing an existing one.</para> + + <para>It can be used to create or update the following details for a + Billing Account:</para> + + <itemizedlist> + <listitem> + <para>Billing Account Identification</para> + </listitem> + + <listitem> + <para>Party to be Billed</para> + </listitem> + + <listitem> + <para>Billing Account Limit (NOTE: This is how much credit the + customer will be given eg $5000)</para> + </listitem> + + <listitem> + <para>Currency to be used for Billing Account</para> + </listitem> + + <listitem> + <para>Start and End Dates</para> + </listitem> + </itemizedlist> + + <note> + <para>There are currently two ways to add a party to a billing + account.</para> + + <orderedlist> + <listitem> + <para>Enter a party id in the 'Party Billed To' field</para> + </listitem> + + <listitem> + <para>Use the 'Roles' sub menu to add a party id with the role of + 'Bill To Customer'</para> + </listitem> + + <listitem> + <para>If using the first method then when you press the update + button this removes the party id from this field and automatically + creates the party under the Roles sub menu with the role of 'Bill + To Customer'</para> + </listitem> + </orderedlist> + </note> + + <sect2> + <title>How do I create a new Billing Account?</title> + + <para>Example: To create a new Billing Account</para> + + <note> + <para>Check if the party doesnt have the role 'Bill To Customer' is + it automatically added when the billing account is created or will + the creation fail?..</para> + </note> + + <orderedlist> + <listitem> + <para>Press the 'New' button and the 'Edit Billing Account' screen + is displayed</para> + </listitem> + + <listitem> + <para>Enter a code or number for the 'Billing Account Id'<note> + <para>If this is left blank a number will be automatically + generated</para> + </note></para> + </listitem> + + <listitem> + <para>Enter a number for the 'Billing Account Limit' (eg + 5000)</para> + </listitem> + + <listitem> + <para>Leave the 'Account Currency UOM Id' as it is <note> + <para>This should be the default currency for + Company...</para> + </note></para> + </listitem> + + <listitem> + <para>Enter a description that can be used to identify the Billing + Account (eg Joe Bloggs Builders Billing Account)</para> + </listitem> + + <listitem> + <para>Leave the 'Contact Mech' field as it is<note> + <para>This field cannot be filled in until either the 'Party + Billed To' has been filled in or a party with the role of + 'Bill To Customer' has been added under the 'Roles' sub + menu.</para> + </note></para> + </listitem> + + <listitem> + <para>Enter the Billing Account start date in the 'From Date' + field. <note> + <para>If left blank then this will default to the current date + and time. NOTE TO CHECK: Can this date be in the + future.....?</para> + </note></para> + </listitem> + + <listitem> + <para>Leave the 'Thru date' field blank</para> + </listitem> + + <listitem> + <para>Enter or use the lookup to select the 'Party Billed + To'</para> + </listitem> + + <listitem> + <para>Press the 'Update' button</para> + </listitem> + </orderedlist> + + <para>After the 'Update' button has been pressed then the 'Contact + Mech Id' field will either be automatically filled in or will allow + you to select a contact mech from a drop down list</para> + </sect2> + + <sect2> + <title>How do I update an existing Billing Account?</title> + + <para>Billing Account details can be updated. A key field that may + need to be updated is the actual Billing Account Limit if a customer + reduces or improves their credit rating</para> + + <para>Example: To Update a Billing Account</para> + + <orderedlist> + <listitem> + <para>Click on the 'Billing Account Id' of the Billing Account to + updated</para> + </listitem> + + <listitem> + <para>The 'Edit Billing Account' screen is displayed</para> + </listitem> + + <listitem> + <para>Enter the changes required</para> + </listitem> + + <listitem> + <para>Press the 'Update' button</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I delete a Billing Account?</title> + + <para>Billing Accounts cannot be deleted. They can only be expired. + This means that they will no longer be able to be used to associate + invoices or payments against.</para> + + <para>Example: To Expire a Billing Account</para> + + <orderedlist> + <listitem> + <para>Click on the 'Billing Account Id' of the Billing Account to + be expired</para> + </listitem> + + <listitem> + <para>The 'Edit Billing Account' screen is displayed</para> + </listitem> + + <listitem> + <para>Enter the current date in the 'Thru date' field</para> + </listitem> + + <listitem> + <para>Press the 'Update' button</para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>Find Billing Account</title> + + <para>The default screen is for the Billing Account tab is 'Find Billing + Account'. It is used to locate existing billing accounts that have been + created.</para> + + <para>The user has the option to select an existing billing account or + create a new one by clicking on the 'New' button.</para> + </sect1> + </chapter> + + <chapter xml:id="accounting_FinAccountMain"> + <title>Financial Account</title> + + <para>A financial account is a tool (similar to bank account statement) + that is used for monitoring monetary transactions. Normally they will be + linked to a party and the various transactions details (eg payments or + receipts) will be shown as entries.</para> + + <para>The entries for a financial account can be displayed using the + 'Financial Account' tab in Accounting or in Party Manager if you enter a + party as the owner of the financial account.</para> + + <para>Currently in OFBiz financial accounts can have the following + types:</para> + + <itemizedlist> + <listitem> + <para>Bank Account (by default this type will post to 213500 CUSTOMER + DEPOSIT ACCOUNTS)</para> + </listitem> + + <listitem> + <para>Deposit Account (by default this type will post to 213500 + CUSTOMER DEPOSIT ACCOUNTS)</para> + </listitem> + + <listitem> + <para>Gift Certificate (by default this type will post to 213200 GIFT + CERTIFICATES UNREDEEMED)</para> + </listitem> + + <listitem> + <para>Investment Account (by default this type will post to 213500 + CUSTOMER DEPOSIT ACCOUNTS)</para> + </listitem> + + <listitem> + <para>Replenish Account (no default posting account in demo data + setup)</para> + </listitem> + + <listitem> + <para>Service Credit Account (no default posting account in demo data + setup)</para> + </listitem> + </itemizedlist> + + <note> + <para>:</para> + + <orderedlist> + <listitem> + <para>In GL Account Defaults there is a specific tab 'FinAccount + Type Gl Account' for specifying which type of Financial accounts are + posted to which general ledger account.</para> + </listitem> + + <listitem> + <para>In GL Account Defaults there is also a tab 'Payment Method Id + / GL Account ID' for specifying the account to post transactions to + if 'Financial Account' is selected as the Payment Method instead of + (Cash, Cheque, Credit Card, etc). By default the demo setup posts + transactions to 111100 GENERAL CHECKING ACCOUNT.</para> + </listitem> + </orderedlist> + </note> + + <para>You can also setup each financial account to post to a specific + general ledger account for each party. This is done via a specific field + during the creation or update of a financial account. This will override + the default setting by type.</para> + + <para>Financial Accounts can be used for the following</para> + + <orderedlist> + <listitem> + <para>Managing and Tracking Customer Prepaid Accounts</para> + </listitem> + + <listitem> + <para>Managing and Tracking Customer Credit Limit <note> + <para>Need to verify this</para> + </note></para> + </listitem> + + <listitem> + <para>Managing Electronic Gift Certificates / Gift Vouchers/ Gift + Card</para> + </listitem> + + <listitem> + <para>Reload of Electronic Gift Card</para> + </listitem> + + <listitem> + <para>Company Bank Account Transaction Tracking</para> + </listitem> + </orderedlist> + + <sect1> + <title>Financial Account Main Screen</title> + + <para>The default screen for Financial Accounts displays a list of any + bank accounts that have been created. Details listed include the account + the following:</para> + + <itemizedlist> + <listitem> + <para>account name</para> + </listitem> + + <listitem> + <para>organisation the account is linked to</para> + </listitem> + + <listitem> + <para>account balances (available and actual)</para> + </listitem> + </itemizedlist> + </sect1> + + <sect1> + <title>Find Financial Account Reconciliations</title> + + <para>This screen displays the details of any reconciliations in + progress for a financial account. Only reconciliations that have actual + transactions associated with them will be displayed. If a reconciliation + group has no transactions assigned to it then it will not be + displayed.</para> + </sect1> + + <sect1> + <title>View GL Reconciliation</title> + + <para>This screen gives an overview of a reconciliation group / bank + reconciliation. Note that a reconciliation must have at least one + transaction associated with it for this screen to be displayed. It is + used as follows:</para> + + <itemizedlist> + <listitem> + <para>to view transactions associated with a reconciliation group / + bank reconciliation</para> + </listitem> + + <listitem> + <para>to remove transactions from a reconciliation group / bank + reconciliation</para> + </listitem> + + <listitem> + <para>to reconcile the reconciliation group / bank + reconciliation</para> + </listitem> + </itemizedlist> + + <para>The screen displays the current reconciliation details plus + details of the previous reconciliation if one exists. This ensures the + closing balance of the previous reconciliation is the same as the + opening balance for the current one.</para> + + <sect2> + <title>How do I edit reconciliation?</title> + + <orderedlist> + <listitem> + <para>Press the 'Edit' button in the 'Current Bank + Reconciliation'part of the screen</para> + </listitem> + + <listitem> + <para>The 'Edit Financial Account Reconciliations' screen + isdisplayed</para> + </listitem> + + <listitem> + <para>Update the details required</para> + </listitem> + + <listitem> + <para>Press the 'Update' button</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I remove a transaction from a bank + reconciliation?</title> + + <para>On the lower part of the screen a list of all transactions + associated with the reconciliation is displayed.</para> + + <orderedlist> + <listitem> + <para>Press the 'Remove' button next to the entry that needs to be + removed</para> + </listitem> + + <listitem> + <para>The transaction is removed</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I reconcile a bank reconciliation?</title> + + <orderedlist> + <listitem> + <para>A total of all transactions associated with the + reconciliation is shown in the lower part of the screen</para> + </listitem> + + <listitem> + <para>Press the 'Reconcile' button next to the total</para> + </listitem> + + <listitem> + <para>Each transaction status will be changed to 'Approved' and + the reconciliation / bank reconciliation status will be changed to + 'Reconciled'<note> + <para>This means that no new transactions can be added to this + reconciliation and it will no longer be available to assign + transactions to</para> + </note></para> + </listitem> + </orderedlist> + </sect2> + </sect1> + + <sect1> + <title>Edit Financial Account Reconciliations</title> + + <para>This screen is used to create or update a reconciliation group / + bank reconciliation. The following details can be input or updated for + the reconciliation:</para> + + <itemizedlist> + <listitem> + <para>GL Reconciliation Name or Identifier</para> + </listitem> + + <listitem> + <para>Description for the reconciliation</para> + </listitem> + + <listitem> + <para>Organisation Party Id for the reconciliation</para> + </listitem> + + <listitem> + <para>Opening Balance for the reconciliation</para> + </listitem> + + <listitem> + <para>Reconciliation date</para> + </listitem> + </itemizedlist> + </sect1> + + <sect1> + <title>Deposit Slips</title> + + <para>This section describes how to create, find, and edit deposit + slips.</para> + + <sect2> + <title>New Deposit Slip</title> + + <para>This screen allows the user to create an Payment Group and the + transactions associated with the Payment Group will generate a deposit + slip. .</para> + + <sect3> + <title>How do I create a New Deposit Slip?</title> + + <orderedlist> + <listitem> + <para>Press the 'Find' button to list all the available + transactions</para> + </listitem> + + <listitem> + <para>Select the transactions to include in the Payment Group by + using the 'Select All' or the check box that corresponds to the + transactions required</para> + </listitem> + + <listitem> + <para>Enter a 'Payment Group Name' if required (If none is + entered then by default this will be 'Payment Group + Name')</para> + </listitem> + + <listitem> + <para>Press the 'Create Batch' button</para> + </listitem> + + <listitem> + <para>A button to print the deposit slip will be displayed as + well as the edit screen to make any further changes to the + Payment Batch</para> + </listitem> + </orderedlist> + </sect3> + </sect2> + + <sect2> + <title>Find Deposit Slips</title> + + <para>This screen is used to locate payment groups and their + associated deposit slips that have been created. Deposit slips are + created by grouping transactions together into a Payment Group. This + can be done using the 'Accounting / Payment Group' tab, the 'Financial + Account / Deposit Withdraw' tab or the 'Create New Deposit Slip' + button.</para> + + <para>Currently Deposit Slips are created for AR Batch Payments + only.</para> + + <para>The deposit slips are available in PDF format and there is an + option to cancel the batch that generated the deposit slip if + required.</para> + + <sect3> + <title>How do I locate an existing Deposit Slip?</title> + + <para>Enter some characters from the 'Payment Group Id' or 'Payment + Group Name' if known</para> + + <para>Press the 'Search' button</para> + </sect3> + + <sect3> + <title>How do I update an existing Deposit Slip?</title> + + <para><orderedlist> + <listitem> + <para>Locate the Payment Group required</para> + </listitem> + + <listitem> + <para>Select the Payment Group by clicking on the Payment + Group Id</para> + </listitem> + </orderedlist>The 'Edit Payment Group' screen is displayed Add any + new payment deposits or update existing deposits for the Payment + Group All changes in the Payment Group will automatically be updated + to the Deposit Slip</para> + </sect3> + + <sect3> + <title>How do I delete an existing Deposit Slip?</title> + + <para>A deposit slip can not be directly deleted but it is removed + when a Payment Group is cancelled Press the 'Cancel' button next to + the Payment Group required to cancel a payment group The Payment + Group is removed from the 'Find Deposits' screen and no deposit + slips can be viewed or printed.</para> + </sect3> + </sect2> + + <sect2> + <title>Edit Deposit Slip</title> + + <para>This screen displays the details of a Payment Group and its + transactions. The Deposit Slip for the Payment Group can be printed if + required and the Payment Group itself can be updated. Details that can + be updated include the name of the Payment Group itself and the + addition, removal or update of transactions.</para> + + <note> + <para>Any changes to the Payment Group will be automatically updated + to the Deposit Slip.</para> + </note> + + <sect3> + <title>How do I update a Deposit Slip?</title> + + <orderedlist> + <listitem> + <para>Select the Payment Group required</para> + </listitem> + + <listitem> + <para>Update the 'Payment Group Name' if required</para> + </listitem> + + <listitem> + <para>Use the lookup for 'Payment Id' to add new transactions to + the Payment Group if required</para> + </listitem> + + <listitem> + <para>Use the 'Cancel' button next to a particular transaction + to remove it from the Payment Group</para> + </listitem> + + <listitem> + <para>Press the 'Update' or 'Add' buttons as required</para> + </listitem> + + <listitem> + <para>Press the 'Print Deposit Slip' button</para> + </listitem> + </orderedlist> + + <para>The Deposit Slip will be displayed with the latest details of + the transactions for the Payment Group</para> + </sect3> + </sect2> + </sect1> + + <sect1> + <title>Financial Account Deposit / Withdraw</title> + + <para>By default this screen will display all payment transactions both + incoming and outgoing that have not already been associated with a + financial account that represents one of the company's bank + accounts.</para> + + <para>This screen also gives the option to create new deposit or + withdrawal payments. The user can select a number of incoming deposit + payments (eg Customer Payments etc) and group them together into a + payment group (i.e AR Batch of Payments) that will create a 'deposit + slip'.</para> + + <para>If you select a number of incoming payments and dont group them + then no payment group is created (and therefore not deposit slip either) + but the individual transactions will be created for the 'bank account' + financial account.</para> + + <para>Note that outgoing payments cannot be grouped together and will + not create a 'deposit slip'.</para> + + <sect2> + <title>How do I list Deposit or Withdrawal Payments not linked to a + Bank Account?</title> + + <para>Press the 'Find' button on the 'Deposit/Withdraw' screen.</para> + + <para>All deposit and withdrawal transactions not associated with a + bank 'financial account' will be displayed.</para> + </sect2> + + <sect2> + <title>How do I group payments and create a deposit slip?</title> + + <orderedlist> + <listitem> + <para>Press 'Find' to list all Deposit or Withdrawal + payments</para> + </listitem> + + <listitem> + <para>Use the 'Select All' or click on the check box associated + with the transactions required</para> + </listitem> + + <listitem> + <para>Enter a name for the Payment Party Group Name (eg XYZ + Deposits) to group the transactions together</para> + </listitem> + + <listitem> + <para>Press the 'Deposit/Withdraw' button</para> + </listitem> + </orderedlist> + + <para>A deposit will be created that can be viewed under the 'Deposit + Slip' tab and grouped transaction will be created under the + 'Transactions' tab with a link to the deposit slip breakdown</para> + </sect2> + </sect1> + + <sect1> + <title>Financial Account Authorizations</title> + + <para>An authorization is a temporary transaction showing a commitment + to take money from a financial account. It is like a 'transaction in + progress' where there can be delay between when you buy something and + the time it actually appears on your statement.</para> + + <para>Authorizations can be time limit specific meaning that they can be + controlled by entering a start and end date so that they are only valid + for a certain length of time. They can also be expired. When an + authorization is expired it removes the commitment from the financial + account. The history of expired authorizations are shown on the + financial account.</para> + + <note> + <para>This could be very useful in ensuring that customers are not + overcommitted and keeping within their approved credit limits.</para> + </note> + + <sect2> + <title>How do I add an authorization?</title> + + <orderedlist> + <listitem> + <para>Enter an amount in the 'Amount' field (Eg 1000)</para> + </listitem> + + <listitem> + <para>Leave the 'Currency' field blank as the default currency + will be used</para> + </listitem> + + <listitem> + <para>Enter a date in the 'Authorisation Date' field</para> + </listitem> + + <listitem> + <para>Leave the 'From Date' field blank</para> + </listitem> + + <listitem> + <para>Leave the 'Thru Date' field blank</para> + </listitem> + + <listitem> + <para>Press the 'Add' button<note> + <para>When you now view the Financial Account detail the + 'Actual Balance' and 'Available Balance' fields will be + different.</para> + </note></para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>How do I update an authorization?</title> + + <para>An authorization cannot be updated. It can only be expired. If + you have made a mistake and need to change an authorization then it + needs to expired and then re-created correctly.</para> + </sect2> + + <sect2> + <title>How do I delete an authorization?</title> + + <para>Authorizations are not deleted they are instead expired. This + means that the history of the authorizations will remain on the + account as an audit trail.</para> + + <para>Example: To expire an authorisation</para> + + <orderedlist> + <listitem> + <para>Select the 'Authorizations' tab for the Financial + Account</para> + </listitem> + + <listitem> + <para>Any authorizations will be displayed at the bottom of the + screen</para> + </listitem> + + <listitem> + <para>If the authorization is still current the 'Thru Date' field + will be blank<note> + <para>CHECK: May not always be true as you can specify a + future date for it to expire......!!!</para> + </note></para> + </listitem> + + <listitem> + <para>Select the 'Expire' button next to the authorisation to be + expired</para> + </listitem> + </orderedlist> + + <para>The authorization is removed from the financial account and the + screen is redisplayed with the 'Thru Date' field completed</para> + </sect2> + </sect1> + + <sect1> + <title>Find Financial Account Transactions</title> + + <para>A transaction is an entry that is shown on the financial account. + Transactions can be one of the following types:</para> + + <itemizedlist> + <listitem> + <para>Deposits</para> + </listitem> + + <listitem> + <para>Withdrawals</para> + </listitem> + + <listitem> + <para>Adjustments</para> + </listitem> + </itemizedlist> + + <para>Transactions are used to show entries and the financial history of + the financial account. Similar to a bank account or credit card + statement the transaction will show details of what was spent or paid + into the account.</para> + + <para>Some transaction totals have been added to this screen to help as + part of the reconciliation processes. Additional details available + include number of transactions, transaction totals and status.</para> + + <sect2> + <title>How do I find transactions for a Financial Account?</title> + + <orderedlist> + <listitem> + <para>Press the 'Search' button</para> + </listitem> + + <listitem> + <para>A list of transactions for the financial account will be + displayed</para> + </listitem> + </orderedlist> + </sect2> + + <sect2> + <title>Financial Account Bank Reconciliation</title> + + <para>Bank Reconciliation is a regular task where transactions from + the company bank statement are matched against transactions that have + occurred in the General Ledger. This is done based on a specific + date(NOTE: This can be done daily, weekly but is usually an end of + month). A specific GL account is normally used to represent the + company bank account and any accounting transaction that involves the + bank account will automatically record and entry in the GL</para> + + <para>The bank reconciliation process ensures that the GL account and + the bank statement reconcile to the same amounts. Differences can + occur between the GL and the bank statement for a variety of valid + reasons including the following:</para> + + <itemizedlist> + <listitem> + <para>Payments or Deposits in process (especially cheques)</para> + </listitem> + + <listitem> + <para>Interest or Bank Charges that are not known in advance but + are applied to the bank account</para> + </listitem> + + <listitem> + <para>Currency or Exchange Rate variations / charges</para> + </listitem> + + <listitem> + <para>Any outstanding</para> + </listitem> + </itemizedlist> + + <note> + <para>The differences will occur because of timing differences of + when and how transactions are recorded. Examples are as + follows:</para> + + <orderedlist> + <listitem> + <para>Bank charges are known to the bank first and only once + they have applied the charge to the bank account can the company + duplicate the transaction in the GL to make the balance + reconcile.</para> + </listitem> + + <listitem> + <para>A customer cheque payment may be recorded in the GL first + before it is paid into the bank account</para> + </listitem> + </orderedlist> + </note> + + <sect3> + <title>How do I create a Bank Reconciliation?</title> + + <para>The bank reconciliation process is made up of 3 steps.</para> + + <orderedlist> + <listitem> + <para>Creating an account reconciliation group</para> + </listitem> + + <listitem> + <para>Assigning transactions to the reconciliation</para> + </listitem> + + <listitem> + <para>Validating the figures and confirming the + reconciliation</para> + </listitem> + </orderedlist> + </sect3> + + <sect3> + <title>How do I create an account reconciliation group for Bank + Reconciliation?</title> + + <orderedlist> + <listitem> + <para>Go to the Financial Account 'Reconciliation' sub menu for + the bank account to be reconciled</para> + </listitem> + + <listitem> + <para>Press the 'Create New Financial Account Reconciliations' + button</para> + </listitem> + + <listitem> + <para>Complete the details (eg name, description, organisation + and opening balance) required on the 'Add New Financial Account + Reconciliations' screen and press the 'Create' button</para> + </listitem> + + <listitem> + <para>The new account reconciliation group is created and may be + used to assign transactions to</para> + </listitem> + </orderedlist> + </sect3> + + <sect3> + <title>How do I locate transactions that have not been assigned to a + Bank Reconciliation?</title> + + <orderedlist> + <listitem> + <para>Go to the Financial Account 'Transactions' sub menu of the + bank account to be reconciled</para> + </listitem> + + <listitem> + <para>The 'Find Transactions For Financial Account: XXXX' is + displayed</para> + </listitem> + + <listitem> + <para>Use the dropdown box for 'GL Reconciliation Id' field to + select 'Not Assigned' and then press the 'Search' button</para> + </listitem> + + <listitem> + <para>A list of transactions (deposits, withdrawals or + adjustments) that have not been reconciled will be displayed + (NOTE: If no transactions are displayed then there are no + transactions to reconcile)</para> + </listitem> + + <listitem> + <para>Click on the 'check box' at the end of the transaction + line that corresponds to the entry that needs to be assigned + (NOTE:More than one transaction can be selected at a + time)</para> + </listitem> + + <listitem> + <para>Above the 'check box' is the 'Assign to Reconciliation' + button and to the left of this is a dropdown box to select the + reconciliation that the transaction is to be assigned to.</para> + </listitem> + + <listitem> + <para>Using the drop down box select the reconciliation required + and press the 'Assign to Reconciliation' button</para> + </listitem> + + <listitem> + <para>The transaction is removed from the 'Not Assigned' status + and added to the specified reconciliation group</para> + </listitem> + </orderedlist> + </sect3> + + <sect3> + <title>How do I validate and confirm the Bank + Reconciliation?</title> + + <para>Validation can be done for individual transactions or for the + complete account reconciliation group. The user controls this by the + search criteria entered on this screen.</para> + + <orderedlist> + <listitem> + <para>Go to the 'Transactions' sub menu for the bank account and + press the 'Bank Reconciliation' button</para> + </listitem> + + <listitem> + <para>Select the 'GL Reconciliation Id' that is to be + reconciled</para> + </listitem> + + <listitem> + <para>Click on the 'Select All' check box on the right hand side + of the screen. (NOTE: All transactions in this group will be + reconciled)</para> + </listitem> + + <listitem> + <para>Press the 'Reconcile' button above the 'Select All' check + box</para> + </listitem> + </orderedlist> + </sect3> + + <sect3> + <title>How do I view a Bank Reconciliation?</title> + + <para>Once all the transactions in a reconciliation group have been + reconciled then the status of the group is changed to 'Reconciled'. + This means that no new transactions can be added to the is group and + the reconciled balance is fixed.</para> + + <orderedlist> + <listitem> + <para>Go to the 'Reconciliation' sub menu for the bank + account</para> + </listitem> + + <listitem> + <para>A list of all the bank reconciliation groups are displayed + with details of the status (eg Created or Reconciled)</para> [... 3941 lines stripped ...] |
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