Account Module

The account module defines fundamentals for most of accounting needs.

The module generates minimal chart of accounts for many languages. The XML files for each language are generated from the same original XML file thanks to the localize.xsl XSLT script. The script will produce on the standard output the desired XML file. The XSLT script can be launched with the following command:

xsltproc --stringparam lang <lang> localize.xsl minimal_chart.xml

where lang is one of the languages.

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 as balance sheet and income statement. It also defines check boxes to filter its accounts by usage.

Account

An Account is defined by these fields:

  • Name
  • Code
  • Company
  • Parent Account
  • Currency
  • Type: The Account Type of the account.
  • Debit Type: The Account Type of the account when debit > credit.
  • Start and End Date: The period for which the account can be used.
  • Replaced By: the account to use after end date.
  • Second currency: Force all moves for the account to have this secondary currency.
  • Closed: Forbid move on the account.
  • 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.
  • Type: By default take one of the following values: General, Revenue, Expense, Cash, Situation.

Reconcile Write Off

A reconcile write off is used to set the writeoff options when reconciling unbalanced moves. It has the following fields:

  • Name
  • Company
  • Journal: Will be used for creating the write off move
  • Credit Account and Debit Account: The accounts used for the write off move depending on the amount sign.
  • Active: A checkbox that allow to disable the writeoff.

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.

The Group Lines wizard allow to group payable and/or receivable lines in order to have a unique payable or receivable line.

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 following 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.

  • Start and End date: The period for which the tax code is reported.

  • Amount: The sum of lines for the selected periods:

    • Operator: + or -
    • Tax
    • Amount: Tax or Base
    • Type: Invoice or Credit

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

If a code field is left empty, the corresponding amounts will be ignored by the tax reports.

Tax Rule

The tax rule defines a set of rules that will be applied when computing taxes. It’s composed by a name, it’s kind and a list of lines. If a tax matches a tax rule line, it will be replaced by the Substituion Tax. The Original Tax will be included only if the Keep Origin check is checked.

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:
    • Char
    • Numeric
    • Date
    • Party
  • 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