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FrontAccounting forum → Posts by joe
I just want to clarify things a bit. OpenAccounting was a fork of WebErp, but the code was totally rewritten by the authors of OA.
We have got a permission from the author of OpenAccounting to increase the license to GPL v.3. OA was discontinued back in 2005. And the GPL v3 and AGPL v.3 are compatible, so there should be no problems by using the license GNU AGPL v.3 (or later) for FA.
/Joe
Hello,
I'm not sure if I fully understand what you are trying to achieve by doing these operations. You said you have uploaded the GL balances. How?
If you have done this by a script directly through phpMyAdmin or so, then you have no sync with the bank accounts.
Normally you enter you opening balances (as admin) in the GL Journal entries the first time you start your company accounting. If you have entered an account that is also a bank account, the bank account balance will also be updated.
Therefore it is a good idea to first create your bank accounts.
The bank account reconciliation feature is implemented in release 2.1 Beta, that are shipping next week.
It is a little dangerous to export/import data outside FrontAccounting due to the relationship between the data tables in the database.
/Joe
We have prepared an extension manager for release 2.1. Look at the sticky topic in this forum. We do not have the resources to develop these types of extensions ourselves, but concentrating on the accounting core. This is our main duty.
A couple of companies have been interesting in making a CRM extension to FA and at least one is almost ready. They are waiting for the release 2.1 Beta to ship next week.
I guess they will tell us more when time is ready.
/Joe
Thanks, a new release has been uploaded.
/Joe
Hello,
The document texts are taken from these two files, doctext.inc and doctext2.inc in /reporting/includes directory. The doctext.inc is for domestic documents (the text inside is gettextized), the doctext2.inc is for your foreign documents. Unfortunately we only have these two to choose among. Initially this foreign document is in English, but can be made to whatever language you want.
/Joe
Extensions to FrontAccounting
We have prepared for installation of Extensions. Like installed modules.
In the root directory there is a file, installed_extensions.php. This file contains an array over installed extensions, $installed_extensions.
There is an example array in the file.
app_file = the application to be put inside the /applications directory
name = array key name of the application
title = menu title
folder = directory where the extension resides. Use same structure inside this as the core extensions.
The Extension will be placed as the second last menu, before 'Setup'.
At present there is no automatic installation of the extensions. They will have to be done manuelly.
Bank Reconciliation
1. Select the account you want to reconcile.
2. Get your bank statement (from the bank)
3. The first time you reconcile you will need to enter a reconcile date and a start balance... Or 0 for the start balance if it is actually a new account.
4. Enter the end balance from the statement
5. Check entries that match the entries from your bank statement
6. If all entries match, 'Difference' should be 0. If it is, you are done and you have reconciled your account for the period. If you have some transactions unchecked, they will wait for next bank statement to be reconciled. If you have some transactions on bank statement but absent in system, go to the Bank Payments/Deposits and enter missing transactions, then repeat step 5.
7. All checked items are recorded as reconciled in the bank_trans table and the last ending balance and reconciled date is recorded for that account in the bank_accounts table.
8. The next time you reconcile against a bank statement, the ending balance from the last reconciliation is automatically used as the starting balance for this reconciliation. You enter the ending balance for this reconciliation and repeat steps 5-7
9. If you want for some reason to find transactions reconciled with bank statement on given date select the document date with the selector. If you have a lot of bank statements entered you can skip the bank statement selector and enter date of bank statement in Reconcile Date directly. If there is no bank statement reconciled on given date the selector will display 'New'.
Quick Entries (Preset transactions)
Preparing
Go into the Quick Entries on Banking and General Ledger tab, Maintenance.
Enter/Modify existing entries. Choose a name for your quick entry and default amount used as a base for calculations. Determine type of entry i.e. page for which the quick entry is designed for. Last two input fields defines default base amount used at the start of calculations, and description of base amount used as remainder during quick entry usage.
If you press the Edit link on a Quick Entry you get a new form below where you can edit the sequence of operations performed on base amount (Quick Entry Lines).
Every operation defines how the amount posted to selected account is calculated.
Currently following type of operations are defined:
a) Post constant amount to selected GL account.
b) Post percent part of base amount to selected GL account
c) Post taxes for selected tax type , using base amount as net value.
d) Post taxes for selected tax type , using base amount as value with tax included.
e) Post remainder from previous calculations to selected GL acount.
After most operations the base amount can be increased, decreased or not changed depending on option selected. For every operation you can also select a dimension(s) if you want to keep track of a dimension.
You normally don't need more lines for this quick entry if this is type Phone bill, gazolin or other kind of simple bills. Later on you can create
more sophisticated entry lines.
If tax should be includes in the base amount you can first select a line 'Tax included, reduce base' and select the correct tax type.
And a line with 'Remainder' put on the account you want to put the rest on.
That's it!
Operation
In the Bank Payments / Deposits form there are an option for selecting Quick Entries, if you have defined some. After that a list shows up with the quick entries for the respective Payments / deposits and an amount field.
Here you enter the base amount for calculations performed during the quick entry to make ready for you. Then press the 'Go' button to enter GL lines.
Advanced
The quick entries can do a lot more than this simple kind of entry. You can define them to be used in the GL entry form as well by selecting type 'Journal'. Then they will show up in the Journal Entry page.
The constraints on negative values has been taken away, so you can create very sophisticated lines. F.i. if you want to post import VAT for something
bought overseas, you can enter a VAT line with incoming VAT. This will be the same sign as the amount. You select the 'Post percent part' and enter the percent amount in the amount field, f.i. 9 for 9% VAT. And another line with the outgoing VAT with the same percent and amount (remember to set this as -9 for correct posting).
You can also use the 'Post percent part' for depreciations, create fixed amount lines (Post Amount) etc. etc. You can have as many lines as you want or need. Remember nothing is posted before you press the Process button in the bank payments/deposits/journal entry/supplier invoice/credit forms. You can always delete the lines or leave the form and nothing has been performed. You might have entered something wrong on one or more quick entry lines and want to go to Quick Entries again and change something.
OBS
2009-08-19. The new change to Tax Types instead of Item Tax Types has now been done and committed to CVS Main.
Please remember to change your Quick Entries including tax to the above.
If more lines with other Tax Types are needed, group them together and use the same action.
Attaching documents
In the Setup tab, Maintenance you can attach scanned documents to transactions. You can do that here, but you
can also do it after you have entered a supplier invoice or supplier credit note. There will be a direct link
so you don't have to remember the transaction number.
You can attach documents to other types of transactions by using the selector at the top.
Dimensions on sales delivery notes, sales invoices and sales credit notes
We now have the option to select a dimension on these documents.
Here is how it works.
If there are 2 levels in company setup, 2 dimension lists are shown with respective types. if 1 level,
only one list and of course if none there is no list shown.
If there are dimension(s) set on a customer these will be set as default in the dimension(s) lists.
If you choose a dimension for your invoice it will overwrite eventually dimension set by item. And the dimension(s)
are saved on the cust_trans table.
To be used when going from delivery to invoice, so there is a match between the 2 links.
These dimension(s) goes to the GL trans. If delivery and there are standard_cost values they will show up on all COGS accounts.
If invoicing the dimensions will go to the SALES accounts, so it is easy to monitor a dimension (project or whatever).
Credit notes goes the other way round. The same procedure but opposite.
Recurrent Invoices
There are two ways of using recurrent invoices. You can either select a group or single customer/branches.
If you are going to use groups, start by creating the groups you want to later put on the branches, Fi. Large, Medium and Small
Go into the branches. If you want any of a custumers branch to belong to a group, mark it and update the branch.
Definition.
You are now ready to make some recurrent invoice definitions, by clicking the 'Recurrent Invoices' in the Sales tab, Maintenance section.
The recurrent invoices uses the Template Orders, that are shown under Template Delivery/Template Invoice.
First enter a Discription of the item. Select the appropriate template. If this should be adressed to a single customer/branch, select a customer and a branch.
If it should be based on a group, set the customer to an empty value and select the group you want to send the recurrent invoices to.
Now it is time to consider the interval of the recurrency. If you select days and set the monthly value to 0, it will be due after every days interval.
If you select a monthly value, it will be sent on a monthly base and if you select a days value it will be due on that day in the month. A value of -1 would be the last day in the previous month. A monthly value of 3 indicated a due every quarter of a year and 12 every year and so on.
The begin date is the date to start the recurrency and end date is the close date of the recurrency.
Create and print the recurrent invoices.
Before creating recurring invoices, check that the price factor in company setup is set. Also check that a sales prices are set in the item sales prices. It must not be zero. If you have foreign customers the price is automatically calculated.
Go to 'Create and Print Recurring Invoices'. The due items are marked and a link 'Create invoices' are there.
Pressing this link creates all the invoices belonging to this group or single customer/branch.
An info line tells you how many invoice-numbers that are created.
There is also a link to Print the Invoices.
That's it. Happy Recurrent Invoicing.
PS. If you need more groups on a customer, create new branches with this different group. Maybe call the branch something similar as the group to easily find it.
In release 2.1 you can put a dimension on the sales document. You can set up a dimension for every shift and let the staff put their staff on the sales document.
This doesn't give you a sales made by a shift particularily, but you can run a P/L report for a single day for a dimension.
/Joe
In release 2.1 you can put a dimension on the sales document. You can set up a dimension for every shift and let the staff put their staff on the sales document.
This doesn't give you a sales made by a shift particularily, but you can run a P/L report for a single day for a dimension.
/Joe
Hello,
We will prepare for this in 2.1 Beta, so that an inactive field will be available on all master tables, debtor_master, (branch already has one), items, suppliers, accounts, just to mention a few that can have a huge amount of records.
Then we can fix the things during some 2.1.X release.
/Joe
It seems that an auto_increment number in some of the tables is out of sync. Not normal, but.
If you have access to phpMyAdmin on your server, maybe you can look at the next auto_increment number and see if this number is already in use. You should look in the bank_trans table and in the supp_trans table.
Otherwise I have no idea at present.
/Joe
Well, we will have an internal discussion about that. I can see the idea.
/Joe
Go into the Bank Account Inquiry and try to find the last bank payment entry. Memorize this number and go back to form setup and have a look again. The next number should be bigger than the one you memorized. I hope you find the problem. Why this has happened? Maybe the number has mistakenly been set back.
/Joe
Hello guys,
I understand that you are waiting for this wonderful release 
We will ship release 2.1 Beta the first week in February on Sourceforge.net, so in 1-2 weeks. We just have to assemble various things.
But expect it do be a little buggy. But most of them have already been taken.
/Joe
Would it help if the sales person was selectable from a list on the document (delivere/invoice)?
/Joe
You should start with Purchase order entry and receival. Supplier invoice. Payments to suppliers and finally allocation.
If you don't use the items, you can go directly to supplier invoice and enter GL lines only. Then Payment to suppler and allocation.
/Joe
The cash invoicing has changed in release 2.1. From 2.1 you simply select cash invoicing in the selector Cash / Delayed in Direct Invoice .
You don't need to set the AR account on the branch to a bank account. Let it be an AR account and the new selector Cash fixes it all.
/Joe
The cash invoicing has changed in release 2.1. From 2.1 you simply select cash invoicing in the selector Cash / Delayed in Direct Invoice .
/Joe
Yes you are right regarding the relationship. On the download page, documentations, there is an item, Entity Relationsship diagram for 2.0. This presents the database with the master relationships. This is a good start to get that. This combined with the database description on the same page would be of good help for you.
We are going to update this ER diagram and database description for the upcoming release 2.1 as soon as possible.
/joe
Janusz has a solution to this. He will commit it in a while.
/Joe
wait a minute, I guess I understand what you mean. In the customer balance and the aged customer analysis there are no payments to deduct the cash invoices/credit notes. The records show the amounts without allocations. Yes.
I will have a look into that. This is only for the special case of cash invoices with the AR set to a bank account.
/Joe
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