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

            defaulting to &quot;Bill Payment&quot;.</para>

          </listitem>

        </orderedlist>

      </para>

      <para>After creating the payment, the next screen should show 
      this payment and the payment application for it below, rather 
      than another blank payment screen.</para>

    </section>

    <section>

      <title>Applying payments</title>

      <para>Once a payment has been created, there should be a list of 
      applications for this payment. To apply payments, enter the 
      invoice, billing account, etc. number and the amount and click on 
      &quot;Update&quot;.</para>

      <para>For invoices whose status is not &quot;Paid&quot;, there 
      should also be a link to &quot;Apply Payments&quot;. Click on 
      this link and you will find a list of Payments whose amount is 
      greater than all the applications of this payment. These payments 
      have not been fully applied. It should also show the date, party 
      Id From, party Id To, and total amount applied of the payments. 
      Click on one of these payments and you will be taken to the 
      payment editing/application screen to apply your payment.</para>

    </section>

    <section>

      <title>Printing checks</title>

      <para>On the initial Payments screen, before &quot;Lookup 
      Payments&quot;, there is a link for &quot;Print Checks&quot;. 
      Click on &quot;Print Checks&quot;, and you will see a list of 
      outgoing checks. They are actually Payments where the partyIdFrom 
      is that of an internal organization, the status is &quot;Not 
      Paid&quot;, and the method is a &quot;Check&quot; (&quot;Personal 
      Check&quot;, &quot;Certified Check&quot;, &quot;Company 
      Check&quot;). The list will show date, party Id From, party Id To 
      (with a link to the profiles page in party manager), amount. Next 
      to it is a button &quot;Print Check&quot; which will generate a 
      PDF of a check in three part form. Next to &quot;Print 
      Check&quot; is a link &quot;Sent&quot;. After you have printed 
      and sent the check, click on &quot;Sent&quot; to mark this check 
      sent.</para>

    </section>

    <section>

      <title>Configuring Payment Methods</title>

      <para><emphasis>There should be screens to create payment methods 
      for internal organizations, used for making outgoing payments and 
      receiving incoming payments.</emphasis></para>

    </section>

  </chapter>

  <chapter>

    <title>Reconciliation</title>

    <para>The process of reconciling an account involves checking the 
    transactions in the account versus an external copy to make sure 
    they are equal. At the end, the balance for the account in our 
    records must equal to the balance from the external source. 
    Reconciliation is typically done for banking accounts, where 
    someone verifies that the company&apos;s record of receipts and 
    payments is the same as the bank&apos;s and the final balances 
    agree. It can also be done for vendor accounts and invoices and 
    employee accounts.</para>

    <para>To reconcile an account, click on Companies &gt; Admin and 
    then &quot;Reconcile accounts&quot; You will be taken to a form 
    where you can select the account to reconcile, the as of date for 
    the reconciliation, and the ending balance of the external source. 
    You may view all reconciliations for the selected account by 
    clicking on the &quot;View Balance&quot; button. Once all 
    information is entered, click on &quot;Reconcile&quot; to begin the 
    reconciliation process.</para>

    <para>

      You will see, at the top of the reconciliation page, the account 
      code and name, followed by:
      <itemizedlist>

        <listitem>

          <para>Beginning balance and as of date</para>

        </listitem>

        <listitem>

          <para>Ending balance and as of date</para>

        </listitem>

        <listitem>

          <para>Calculated balance</para>

        </listitem>

        <listitem>

          <para>Difference between the ending balance and calculated 
          balance</para>

        </listitem>

      </itemizedlist>

    </para>

    <para>The beginning balance is the amount from the last 
    reconciliation. If the account has never been reconciled before, it 
    is zero.</para>

    <para>The ending balance and as of date are input by the user in 
    the previous form and will be the ending balance and as of date for 
    this reconciliation.</para>

    <para>The calculated balance is what an ending balance which is 
    calculated from the beginning balance and the entries which the 
    user has checked off. When the reconciliation is done, the 
    calculated balance and the ending balance should equal.</para>

    <para>Below it is a list of entries to the GL account since the 
    last reconciliation, with a link to the accounting transaction to 
    help you verify the transaction.</para>

    <para>Next to each entry is a small check box. If the entry is 
    correct, click on the check box. Once an entry has been checked 
    off, the calculated balance is updated. For example, if it&apos;s a 
    debit account (like a Checking account), a debit entry (Receipt) 
    will increase this value and a credit entry (Disbursement) will 
    decrease its value.</para>

    <para>There are two actions on the page: &quot;Save&quot; and 
    &quot;Reconcile&quot;. You can press &quot;Save&quot; at any time 
    to save your work so far. The entries you have checked off will be 
    marked as &quot;partly reconciled&quot; in the system, so that the 
    next time you start, they will already be checked off.</para>

    <para>Once the calculated balance and the user input ending balance 
    agree, the &quot;Reconcile&quot; button comes to life. Click on it, 
    and the system will mark the checked off entries as reconciled and 
    record the ending balance and as of date in a new reconciliation 
    entry.</para>

    <para>There are three other buttons for convenience: 
    &quot;Refresh&quot;, &quot;Check All&quot; and &quot;Uncheck 
    All&quot;. The refresh button will recalculate the balances and 
    also force the &quot;Reconcile&quot; button to activate if the 
    balances are correct. The other two will uncheck and check all 
    entries and recalculate the balance.</para>

    <para>Upon pressing &quot;Reconcile&quot;, the GL Account will be 
    reconciled for all checked transaction entries. Then, you will be 
    taken to a listing of all reconciliations for that GL account, 
    which will incude the one just completed. This listing provides an 
    overview of the ending balances, dates and IDs for each 
    reconciliation. Clicking on a reconciliation ID will take you to a 
    listing of every transaction entry and reconciled amount that was 
    part of that reconciliation.</para>

  </chapter>

  <chapter>

    <title>Taxes</title>

    <para>Tax GL accounts are configured in TaxAuthorityGlAccount 
    entity (see above.) and automatically recorded in OrderAdjustment 
    and InvoiceItem entries. They are automatically posted when 
    invoices and returns are posted.</para>

    <para>

      The cycle of accounting for taxes is as of the following:
      <itemizedlist>

        <listitem>Initial sale: Debit accounts receivable, Credit taxes 
        collected (liability) account</listitem>

        <listitem>Payment from customer: Debit cash or equivalent, 
        Credit accounts receivable</listitem>

        <listitem>Payment to tax authority: Debit taxes collected, 
        Credit cash or equivalent</listitem>

      </itemizedlist>

    </para>

    <para>The party in an accounting transaction entry for taxes 
    (including sales tax) is the tax authority partyId rather than the 
    partyId of the transaction (ie, customer for sales tax.)</para>

    <para>To see the amount of taxes due, go to Companies &gt; Reports 
    and click on one of the tax reports available.</para>

    <para>To pay sales tax, use the Payments tab to create a new 
    payment and follow the specific directions for payments. Since a 
    tax authority can be set up with different GL accounts for each of 
    geo&apos;s, you should indicate both the tax authority and the geo 
    when making tax payments.</para>

  </chapter>

  <chapter>

    <title>Accounting Transactions</title>

    <section>

      <title>Introduction</title>

      <para>Accounting transactions are financial records that mirror 
      business transactions such as invoices and payments. The best way 
      to understand this is to imagine a simple shop with two people, 
      Mom and Pop. Pop works behind the counter, selling to customers. 
      Mom works in the office, keeping the books (accounts.) When Pop 
      makes a sale, he writes an invoice for the sale. Later, Mom will 
      take his invoices and enter them into her books to record how 
      much the store has sold, how much each customer now owes the 
      store, and how the store&apos;s inventory has changed. Still 
      later, Mom may have to do taxes for the store based on her 
      records.</para>

      <para>In this simplified example, Pop is creating &quot;business 
      transactions,&quot; and Mom is creating &quot;accounting 
      transactions.&quot; In OFBiz, each accounting transaction record 
      can have as many line items, or entries, as needed. The 
      AcctgTrans entity records all the accounting transactions 
      created. Each AcctgTrans in turn has a series of AcctgTransEntry 
      records that record each line item of an accounting 
      transaction.</para>

      <para>This section will discuss the accounting transactions that 
      will be created against business transactions in OFBiz.</para>

    </section>

    <section>

      <title>Invoices</title>

      <para>

        Different accounting transactions are created for SALES (AR) 
        and PURCHASE (AP) invoices. For SALES invoices:
        <itemizedlist>

          <listitem>

            <para>Debit Accounts Receivable for total of invoice</para>

          </listitem>

          <listitem>

            <para>Credit Sales for each invoice item line</para>

          </listitem>

          <listitem>

            <para>Debit Cost of Goods Sold for each invoice item 
            line</para>

          </listitem>

          <listitem>

            <para>Credit Inventory for each invoice item line</para>

          </listitem>

        </itemizedlist>

        An exception are the invoice line items for sales tax. In those 
        cases, the postings are:
        <itemizedlist>

          <listitem>

            <para>Debit Accounts Receivable</para>

          </listitem>

          <listitem>

            <para>Credit Tax Collected (a liabilities account)</para>

          </listitem>

        </itemizedlist>

        For PURCHASE invoices:
        <itemizedlist>

          <listitem>

            <para>Debit Uninvoiced Shipment Receipts for each invoice line item
                  based on the original price on the purchase order</para>

          </listitem>

          <listitem>

            <para>Debit Purchase Price Variance for each invoice line item for
                  the difference between the purchase order and the actual invoice price</para>

          </listitem>

          <listitem>

            <para>Credit Accounts Payable for full amount of the 
            invoice</para>

          </listitem>

        </itemizedlist>

      </para>

    </section>

    <section>

      <title>Inventory Receipts</title>

      <para>

      When inventory is received from a vendor, an accounting transaction is created
      immediately to account for the increased value of the inventory.  This increase
      in inventory value is offset using a temporary account for "Uninvoiced Shipment Receipts",
      which is later cleared out when the purchase (accounts payable) invoice is received 
      (see above.)  The actual transactions are:

         <itemizedlist>
            <listitem>
               <para>Debit Inventory for QOH quantity * original purchase order price
               </para>
            </listitem>

            <listitem>
               <para>Credit Uninvoiced Shipment Receipts for the same amount
               </para>
            </listitem>
         </itemizedlist>

      </para>

    </section>

    <section>

      <title>Refunds</title>

      <para>

        Refunds are the opposite of invoices. When a refund is issued 
        to a customer:
        <itemizedlist>

          <listitem>

            <para>Debit Sales for each invoice item line</para>

          </listitem>

          <listitem>

            <para>Credit Customer Credits for total of refund</para>