userdocs.sgml

Sequoia ERP是一个真正的企业级开源ERP解决方案。它提供的模块包括：电子商务应用(e-commerce), POS系统(point of sales),知识管理,存货与仓库管理

      the difference between original purchase order prices and actual invoice
      prices.  When purchase invoices are actually posted to the general ledger,
      the system will go back and match the prices on the invoice with the
      prices on the original purchase order.  If actual purchase invoice prices
      were higher, the differences will be expensed with this account.</para>

      <para>For inventory variance, configure the GL account for 
      expensing inventory at the product-specific level (using 
      ProductGlAccount), which can be done in the Catalog 
      Manager&apos;s &quot;GL account&quot; tab for a product. Or, use 
      the VarianceReasonGlAccount entity to configure a default 
      glAccountId for your organization for each variance reason (found 
      in VarianceReason entity.)</para>

      <para>For customer credits to work correctly, be sure to 
      configure the EXT_BILLACT payment method type to the right G/L 
      account (ie, ACCOUNTS RECEIVABLE) using the 
      PaymentMethodTypeGlAccount entity.  This is because customer 
      credits are all created as payments to a billing account with 
      paymentMethodTypeId of &quot;EXT_BILLACT&quot;.</para>

    </section>

    <section>

      <title>Initial Company Financials</title>

      <para>

        To set up a company&apos;s initial financial information, 
        follow the following steps:
        <itemizedlist>

          <listitem>

            <para>Create a time period immediately preceding the 
            current one. For example, if you&apos;re implementing the 
            GL system as of August 1, 2005, create a time period that 
            ends August 1, 2005.</para>

          </listitem>

          <listitem>

            <para>Then, create accounting transactions and entries in 
            that time period which describe the company&apos;s 
            financial condition before it was transferred into the 
            OFBiz accounting/GL component. These can be done as a 
            series of transactions all as of the last second of the 
            time period (ie, July 31, 2005 at 23:59:59). You can create 
            one transaction for the entire balance sheet with entries 
            for every GL account, or a series of transactions.</para>

          </listitem>

          <listitem>

            <para>If you are importing inventory values, create an 
            accoutning transaction entry for <emphasis>each 
            product</emphasis> in your inventory, with their productId 
            and amount of inventory value for the product.</para>

          </listitem>

          <listitem>

            <para>Next, if these transactions were created in a file, 
            import them into OFBiz.</para>

          </listitem>

          <listitem>

            <para>Once the transactions are in the system, go to 
            Companies &gt; Admin &gt; Manually Post Transactions. You 
            should see the transactions there and can post them one by 
            one.</para>

          </listitem>

          <listitem>

            <para>After posting the transactions, check that your trial 
            balances and balance sheets are corrected.</para>

          </listitem>

          <listitem>

            <para>If everything is correct, close out this time period. 
            Then the initial financial conditions can no longer be 
            changed, and you can start using your company in the OFBiz 
            GL system.</para>

          </listitem>

        </itemizedlist>

      </para>

    </section>

    <section>

      <title>Taxes</title>

      <para>Set up the GL account for tracking tax liabilities in the 
      TaxAuthorityGlAccount entity. Tax liabilities are tracked by tax 
      authority party and geo id&apos;s. You can thus set up a 
      different GL account for each geo id covered by the same tax 
      authority.</para>

    </section>

    <section>

      <title>Integration</title>

      <para>

        Integration is done at the General Ledger to General Ledger 
        level, where AcctgTransEntries are exported from OFBiz to an 
        outside accounting system in its chosen format. To configure 
        integration:
        <orderedlist>

          <listitem>

            <para>Create an EntitySync entity which synchs the 
            AcctgTrans entity alone. Point it to the 
            <code>exportGLToFile</code> service.</para>

          </listitem>

          <listitem>

            <para>Create a template which translates AcctgTrans and a 
            list of acctgTransEntries to a format acceptable to the 
            outside accounting system, such as QBXML.</para>

          </listitem>

          <listitem>

            <para>Create a config/GLExport.properties file which has a 
            property &quot;file.name&quot; for the name file to write 
            the exported GL transactions; a &quot;template.name&quot; 
            property for the name of the template created in (2), and a 
            list of &quot;glAccountId.&quot; plus actual glAccountId 
            from OFBiz which map into the GL account Id of the external 
            accounting system.</para>

          </listitem>

        </orderedlist>

      </para>

      <para>For an example, see the files data/GLExport.xml for an 
      example of setting an EntitySync entity and a template for 
      writing to the QBXML for Quickbooks and the file 
      config/GLExport.properties which has some sample mappings of 
      OFBiz accounts to sample Quickbooks GL accounts.</para>

      <para>

        For Quickbooks, the template is set up to use the ListIDs 
        rather than the names of the accounts. You can obtain an XML 
        file of all your accounts&apos; names and ListIDs from 
        Quickbooks using the following snippet of QBXML:
        <programlisting>&lt;QBXML&gt;
   &lt;QBXMLMsgsRq onError = &quot;continueOnError&quot;&gt;
        &lt;AccountQueryRq&gt;
        &lt;/AccountQueryRq&gt;
    &lt;/QBXMLMsgsRq&gt;
&lt;/QBXML&gt;</programlisting>
      </para>

      <para>In addition, Quickbooks requires certain transactions to 
      have a party (the &lt;EntityRef&gt; tag in QBXML.) It seems this 
      is the case for Accounts Receivables and Accounts Payables 
      transactions. This can be handled by configuring 
      party.&lt;external gl account number&gt; to the Quickbooks party 
      names for customers and vendors.</para>

      <para>Finally, another quirk of Quickbooks: debit lines must come 
      before credit lines.</para>

    </section>

  </chapter>

  <chapter>

    <title>Invoices</title>

    <section>

      <title>Creating an invoice</title>

      <para>In the accountingext webapp, click on Invoices. There will 
      be two small boxes, one for &quot;Find Invoices&quot; and one for 
      &quot; Create Invoice&quot;.</para>

      <para>Click on &quot;Create Invoice&quot; to create a new 
      invoice.</para>

      <para>Creating an invoice requires &quot;ACCOUNTING_CREATE&quot; 
      permissions. The first screen asks you the type of the invoice 
      (Purchase or Sales), the Party from, the Party to. Fill these 
      out, click &quot;Create&quot;, and you are taken to the next 
      screen.</para>

      <para>This next screen will look a lot like the the screen 
      displaying an invoice. There will be a box which shows invoice #, 
      From, and To. Status is &quot;In Process&quot; (InvoiceStatus = 
      INVOICE_IN_PROCESS).</para>

      <para>Below is a list of the items already on this invoice, if 
      you have already added them. It shows the type of the item, a 
      productId if there is one, a description, a quantity, amount, and 
      a line total (quantity * amount.) The productId, description, 
      quantity, and amount fields should be be open to text input. 
      There is an &quot;Update&quot; button to the right of each line 
      of invoice item and a &quot;Delete&quot; button. 
      &quot;Update&quot; records your changes to this invoice item. 
      &quot;Delete&quot; removes it from the invoice. Below all the 
      items is a total of all the line totals. If no items have been 
      entered, there should be nothing in this box.</para>

      <para>At the bottom of the screen, there is a form for adding 
      items to the invoice. The invoiceId is already filled in, and the 
      user can select the type of invoice item from a pull down list 
      (from InvoiceItemType entity), a productId, a description, 
      quantity, and an amount.</para>

    </section>

    <section>

      <title>Modifying an invoice</title>

      <para>First use &quot;Find Invoices&quot; to find your invoice. 
      Then click on the link next to the invoice # (before PDF) for 
      &quot;Update Invoice&quot;.</para>

      <para>The invoice line items show up with description, quantity, 
      and amount fields open to text input. There is an 
      &quot;Update&quot; button to the right of each line of invoice 
      item and a &quot;Delete&quot; button. &quot;Update&quot; records 
      your changes to this invoice item. &quot;Delete&quot; removes it 
      from the invoice.</para>

    </section>

  </chapter>

  <chapter>

    <title>Payments</title>

    <section>

      <title>Looking up a payment</title>

      <para>Go to &quot;Payments&quot; and look up payments using the 
      menu. Also from the Party Manager, find a party, and on the 
      Profile screen, there should be a link to &quot;Payments&quot; 
      for this party.</para>

    </section>

    <section>

      <title>Creating payments</title>

      <para>Click on &quot;New payments&quot; from the 
      &quot;Payments&quot; screen. Select the payment type, payment 
      method type, from party, and to party from select boxes. Select a 
      payment (ie, checking or savings account.) Enter the amount. 
      Enter the payment method id. Enter the status id.</para>

      <note>

        <para>Payment type is for distinguishing disbursements vs. 
        receipts.</para>

        <para>Payment method types are different ways a payment can be 
        made: checks, cash, credit card, etc.</para>

        <para>Payment method is a particular method of payment, such as 
        a particular credit card or particular checking account.</para>

      </note>

      <para>

        Payment types should support (at this time):
        <itemizedlist>

          <listitem>

            <para>Customer Payment</para>

          </listitem>

          <listitem>

            <para>Customer Deposit</para>

          </listitem>

          <listitem>

            <para>Customer Refund</para>

          </listitem>

          <listitem>

            <para>Vendor payment (ie, for a bill)</para>

          </listitem>

          <listitem>

            <para>Vendor prepayment</para>

          </listitem>

          <listitem>

            <para>Tax payment</para>

          </listitem>

          <listitem>

            <para>Sales tax payment</para>

          </listitem>

        </itemizedlist>

      </para>

      <important>

        <para>When making outgoing payments (ie, from your 
        organization), make sure you specify a Payment Method.</para>

      </important>

      <important>

        <para>When making tax payments, create a payment first of 
        status &quot;Not Paid&quot;, then apply that payment to the 
        correct tax authority Geo (ie, country, state, or city.) Only 
        then mark it as &quot;Sent.&quot; Otherwise, the correct tax GL 
        account will not be debited, because the GL accounts are tax 
        authority party and geo-specific, and the system cannot know 
        which GL account to use unless the geo is also specified.</para>

      </important>

      <para>

        Also should be possible to click on &quot;Make Payment&quot; 
        and &quot;Receive Payment&quot; from:
        <orderedlist>

          <listitem>

            <para>Party Manager&apos;s Profile page and have the Party 
            Id To and the Party Id From automatically filled out.</para>

          </listitem>

          <listitem>

            <para>Invoice screen if the invoice status is not 
            &quot;Paid.&quot; The Party Id To, Party Id From, and 
            payment type filled out. If it&apos;s a sales invoice, then 
            &quot;Receive Payment&quot; should be available with a 
            payment type defaulting to &quot;Customer Payment.&quot; If 
            it&apos;s a purchase invoice, then &quot;Make 
            Payments&quot; should be available with a payment type