Account Module
The account module defines fundamentals for most of accounting needs.
Fiscal Year
A fiscal year aggregates a set of periods that are included between
two dates. A Fiscal year can be Open, Closed or Locked. Closing a fiscal
year will close all the corresponding periods. A Locked fiscal can not be
re-open.
- Name: The name of the fiscal year.
- Code: The code, useful for fast data entry and searching.
- Starting and Ending Date: The dates in which the periods should be
included.
- Company: The company for which the fiscal year is defined.
- State: Can be Open, Closed or Locked.
- Periods: The list of periods.
- Post Move Sequence: The sequence to use for numbering moves in this
fiscal year.
The Balance Non-Deferral wizard allow to create a move that will debit/credit
each non-deferral account in such way to have a balance equals to zero for the
fiscal year and debit/credit a counter part account.
Period
A period is mainly defined by a Starting and an Ending date, a Fiscal
Year, a Type and a State (Open, Closed or Locked).
The type can be Standard or Adjustement: Periods of type
Standard on the same fiscal year can not overlap. Period of type
Adjustement can overlap other periods and are typically used for all
the accounting moves that must be created when closing a fiscal year.
By default, the system uses only Standard period when creating
moves.
Each account move must be linked to a period and a move must be
created on an open period.
Account Type
The Account Type Model defines the structure of the accounting
reports:
- Income Statement: A checkbox that tells if accounts of this type
must appear at the top level of the Income Statement report.
- Balance Sheet: A checkbox that tells if accounts of this type
must appear at the top level of the Balance Sheet report.
- Display Balance: A selection that allow to choose how the balance
should be computed (Debit - Credit or Credit - Debit)
Account
An Account is defined by these fields:
- Name
- Code
- Company
- Parent Account
- Currency
- kind: can take one of these values:
- Payable or Receivable: if the account is used respectively on
credit and debit moves of parties.
- Expense or Revenue: if the account is used respectively on expense
and revenue moves of parties.
- View: means that the account is used to group other accounts in
the account chart.
- Other: For other accounts.
- Type: The Account Type of the account.
- Deferral: A checkbox. If set to true, credit and debit are carried
over form fiscal year to fiscal year.
- Second currency: Force all moves for the account to have this
secondary currency.
- Reconcile: Allow move lines of this account to be reconciled.
- Party Required: Make party required for move lines of this account.
- Taxes: This list of tax auto-complete move with new moves lines
corresponding to thoses taxes if the user create a line linked to
the current account and if the journal type is Expense or
Revenue.
- Note
Journal
A Journal contains the following fields:
- Name
- Code
- Active: A checkbox that allow to disable the tax.
- Default Credit Account, Default Debit Account: Used as default
accounts on move lines for journals of Cash type.
- Type: By default take one of the following values: General,
Revenue, Expense, Cash, Situation.
Move
A Move groups a list of Move Lines. It contains the following fields:
- Name
- Reference
- Period
- Journal
- Effective Date: The date the move was created.
- Post Date: The date the move was posted.
- State: Can be Draft or Posted. A move should be balanced before
being posted. Once posted the move gets a Reference number, the
lines are posted and they can not be edited anymore.
- Lines: The move lines.
Moves Line:
A Move Line is an amount of money that is credited to or debited from
an account. The fields are:
- Name
- Reference
- Debit and Credit: Define the debited or credited amount. Only one
field can be filled.
- Account: The account.
- Move: The move that links all the corresponding lines.
- State: Can take one of the following value:
- Draft: The line is part of a non-balanced move.
- Valid: The line is part of a balanced move.
- Posted: The line is part of a posted move.
- Second Currency and Amount Second Currency: allow to keep track of
the original amount if the underlying transaction was made in an
other currency.
- Maturity Date: used for payable and receivable lines. The Maturity
Date is the limit date for the payment.
- Reconciliation: Hold a reconciliation number if applicable.
- Journal, Period, Date: The values on these fields comes from the
corresponding move.
- Tax Lines. Gives the distribution of the amount line on the account
chart
The Move Line is displayed using the account’s name eventualy surrounded by
parenthesis when it is a credit line.
The Reconcile Lines wizard allow to link move lines of the same
acount for whose the credit sum is equal to the debit sum. If the
selected lines are not balanced, the wizard offer to create a
write-off line with the difference to make the reconciliation.
The Unreconcile Lines wizard allow to do the inverse operation (but
doesn’t reverse other operations that could have triggered by the
reconciliation).
The Reconcile Accounts wizard allow to process one by one each party and
account for reconciliation. The wizard tries to propose the best reconciliation
possible. The configuration reconciliation_chunk in account section allow
to define the length of lines that is allowed to search for proposal. The
default is 10.
Tax Code
The tax codes defines a tree structure and are used to create the tax
reports. They are used to collect the tax amounts and the base amounts
of the invoices. The Tax Code model contains the followong fields:
- Name
- Code
- Active: A checkbox that allow to disable the tax code.
- Company: The company for which the tax code is defined.
- Parent, Children: Parent and children tax codes.
- Sum: The sum of all amounts corresponding to this tax code.
Tax
The tax model defines taxes, how the tax amount are computed and which
tax code to use when creating invoices. The Tax model is defined by
the following fields:
- Name
- Description
- Group
- Active: A checkbox that allow to disable the tax code.
- Sequence
- Type: May be Percentage, Fixed, or None for empty tax.
- Amount: If Type is Fixed, defines a fix amount for the tax.
- Percentage: If Type is Percentage, defines the percentage of the
tax.
- Update Unit Price: If checked then the unit price for further tax calculation
will be increased by the amount of this tax.
- Parent, Children: Parent and children taxes
- Company: The company for which the tax is defined.
- Invoice Account: The account to use when creating move lines for
invoicing with this tax, for credit on revenue or for debit on
expense.
- Credit Note Account: The account to use when creating move lines for
credit notes with this tax, for debit on revenue or for credit on
expense
- Invoice Base Code: The code to use for the base amount when this tax
is used on invoices.
- Invoice Base Sign: The sign of the base amount when summed for the
above tax code.
- Invoice Tax Code: The code to use for the tax amount when this tax
is used on invoices.
- Invoice Tax Sign: The sign of the tax amount when summed for the
above tax code.
- Credit Note Base Code: The code to use for the base amount when this tax
is used on credit notes.
- Credit Note Base Sign: The sign of the base amount summed for the
above tax code.
- Credit Note Tax Code: The code to use for the tax amount when this tax
is used on credit notes.
- Credit Note Tax Sign: The sign of the tax amount when summed for the
above tax code.
If a code field is left empty, the corresponding amounts will be
ignored by the tax reports.
Templates
The Template models (Account Template, Account Type Template, Tax
Template, Tax Code Template, etc) are the equivalent of their
counterparts except that they are not linked to a company. Two wizard
(Create Chart of Account from Template and Update Chart of Account
from Template) allow to create and update the accounts from the
account templates (and consequently all other models associated to
templates).
Move Template
A move template allows to configure predefined moves. A Move Template is
defined by the following fields:
- Name
- Company
- Keywords: The list of keywords used in the template.
- Journal
- Date: The date of the move. It must be leaved empty for today.
- Description: The description of the move. The keyword values can be
substituted using the name surrounded by braces (‘{‘ and ‘}’).
- Lines: The list of template lines.
- Active
A wizard to create moved base on templates is available in the Entries menu.
The templates are also available as actions when opening a journal.
Move Template Keywords
The keywords define the values asked to user to create the move based on the
template. The fields are:
- Name
- String: The label used in the wizard form.
- Sequence: The sequence used to order the fields in the wizard form.
- Type:
- Required
- Digits: Only for numeric keyword.
Move Line Template
- Operation: Debit or Credit
- Amount: An expression that can use any keywords to compute the amount.
- Account
- Party: Only for account that requires a party.
- Description
- Taxes: The list of template tax lines
Tax Line Template
- Amount: An expression that can use any keywords to compute the amount.
- Code: The tax code to use.
- Tax