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 or Closed. Closing a fiscal year will close all the corresponding periods.

  • 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 or Closed.
  • 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 or Closed ).

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, credits and debits 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.
  • 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.
  • View: Defines how the moves lines on this journal should be displayed.
  • Update Posted: if true it allow to upate posted moves of this journal.
  • 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 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).

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.
  • 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).