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FrontAccounting forum → Posts by joe
I have just tested the cash invoices (with AR set to bank accounts) in customer balances and the debit/credit amount is the same as the allocation and the balance is 0 for these amounts. Was currency involved? It shouldn't really matter. Are you using 2.1 or 2.0.6? The allocation is set immediately when this is a cash invoice/credit note, so this has nothing to do with payments.
This is strange. Tu, can you give me a test scenario?
/Joe
Hello again. IF THIS WAS A NORMAL INVOICE.
You cannot credit an allocated invoice in Customer Transactions. You must first unallocate it.
Here is how to unallocate an earlier allocated invoice.
Go to Customers tab. Select 'Allocate Customer Payments or Credit Notes. Select the customer.
Mark the box 'Show settled'. Now the payment is shown with a 0 left to allocate.
Press the allocate link. Look up the invoice that have been allocated with this payment.
Press 'None' in the right column. Press Process.
Now the invoice is unallocated again and the payment is restored.
You can now go into Customer Transactions and Credit the Invoice.
This credit operation will handle the allocations automatically, and you are left with a payment you can return to the customer or use for future allocations of invoices to the customer.
IF THIS WAS A CASH INVOICE WiTH AR set in customer branch to a bank account, the operations is much easier. You don't have to unallocate, but instead you go directly to 'Customer Credit Notes'. Select the customer and the branch with the AR account set to the bank account. Credit the same item and process. The allocation is done immediately, so everything is settled.
If you look at the GL posting, you will see a credit value from the bank account and that is exactly what the customer should have, right?
I hope you can follow these operations 
/Joe
I am a little in a hurry just now with other stuff, but if the payment has already been done, then you will need to pay your customer back. But if this is a POS, and you don't want to do that, you can probably use this credit note to allocate future invoices. I hope you understand.
Otherwise we can continue the discussion later.
/Joe
Yes, but the allocation is done immediately, so there should be no exchange variances.
/Joe
We have plans to ship this end of month, if everything is ok.
/Joe
Hi,
My recommendation is to issue a credit note instead of voiding. You don't have to send it to the customer if he doesn't need it, but keep it locally for your own records. This way you get all the dates correctly. And this is probably also a more correct way of doing it.
Regards
Joe
Hello again,
We have implemented this feature in 2.1 Beta that are going to ship soon. It will work via the edit link when you add a line. Pressing the edit link pops down the line and the description field is editable as well.
This feature is established for all direct sales documents. We have set a limit of 150 characters. It can be increased up to 255 characters if needed.
The document prints are also fixed to handle multiple line descriptions.
When you start a document, f.i. a direct invoice, there is a built in search fascility to find the correct item records, so there are no room for an entrybox for placing your own text, but!
If you start with a direct delivery and use the standard item with the standard text and after processing the delivery go to invoice against sales delivery, you can override the item text and it will remain on the record. The same if you start with a sales order, then you can correct the text on the delivery and so on.
/Joe
Just go to tab 'Suppliers' and select ''Allocate Supplier Payments and Credit Notes'. Select your payment and start allocation of the Invoices.
When there are now more left on the Payment you process your allocations. That's it. Then you can print the cheque again and you will see that there are references on the slips of the invoices etc.
/Joe
Your observation is correct. We have no so called free lines to enter only with a price.
But you can set these services up as, yes, service and there will be no inventory handling on them. You can name the item units in a suitable way. You can always override the prices as you probably already know.
/Joe
All the customer/supplier transactions have a field for allocations to keep track of the remainder. Even payments can have a remainder for more allocations. This is what the allocation fields are used for. A transaction can all have one or more allocations and there are specific tables to hold the history. The allocation field on the transactions is an accumulator of all this history.
Generally speaking:
For invoices: The allocation field is what has been paid on that invoice.
For credit notes and payments: The allocation field is what has been used of the credit notes or payments for allocations of other invoices.
/Joe
You can void the supplier invoice in the Setup tab, Void a Transaction. Then you can start all over again. But remember to setup your taxes and GL accounts before invoicing
/Joe
Hello,
First you set up all you taxes in the Setup tab, Taxes section. Then you combine all the different Tax setup in the Tax Groups section.
Then you go into Item Tax Types and creates some Item Tax Types. Eventually remove some tax exempts (manufacturing or so). In your situation don't mark any exemptions.
Now you can set the Tax Group on your Customer Branches. Chose the right one for the branch. If a customer has different taxes, create a new branch and set another Tax Group on this and so on.
So you see, the Tax Group on the branch overrides the Item Tax Type (if no exemptions).
FA should be flexible enough to handle all situations.
/Joe
I guess you forgot to do some allocation(s) for the payment before printing the cheques.
/Joe
Hello,
When you read a customer/supplier balance, you see the values in either charges or credits column. The right most column (Outstanding) gives you what the customer ows you. The 'Allocated' column is just a mirror of how much of the absulute value that has been allocated.
/Joe
My advise is when closeing fiscal year you should create an account (the last one of the expense accounts) and call Year End Result (or something like that). After you have done your depreciations and other year end posting you should create an income statement to see the calculated return.
This calculated return value should then be posted in debit on the newly created account and credited Retained Earnings account (counterwards if the calculated return is a loss).
If you later want an income statement for the closed year, the calculated return will be 0, but you will have the year result in the Year End Result account.
/Joe
I am not sure if I understand your question right? Did you use the Automatic install process? Have you created a new company? Are the company/0 and company/1 folders writable? Please give some more information.
/Joe
One solution would be to export all the company by company backup.
There is a freeware program called 'Replace'em, I guess it was named. Google the internet. There might be other similar free tools.
Here you can make a list of strings with old strings (item codes) and replacement strings (new item codes). This will only work if there are differences between all the original strings and the new strings. Remember also to use exact match.
Then you can run a replacement of all the values.
When you are ready and the created script looks correct, you can upload and restore the company again.
Because there are key constraints on the item_code in many places it is rather difficult to create a script to handle this.
The procedure above will work and you are sure you get all the values correct.
/Joe
BTW. Remenber to backup your company with another script before you begin, should it go wrong.
The CVS repository for unstable 2.1 is now updated with Bank Reconciliation. I will ask Janusz to upload this to Demo 2.1 unstable.
Here is how it works according to hugerobot:
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.
7. Click reconcile to record the reconciliation.
8. All checked items are recorded as reconciled in the bank_trans table and the ending balance
and reconciled date is recorded for that account in the bank_accounts table.
9. 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 5-8/Joe
Yes, I detected that. The beginning and ending balance was not updated into the table bank_accounts.
The file you copied from was from release 2.0.6, therefore I had to change the file a bit. I also eliminated some warnings. But it doesn't matter. This is only minor things, so please resend the file as you have it and I will extract the changes into the 2.1 file.
I think this is nice work, Rob.
/Joe
Thank you very much Rob, I will start immediately fixing it into the core source at 2.1 unstable.
/Joe
Hello again hugerobot. I like your persistence
When you explain this it makes sense.
Please continue with the job you have started, and please try to not do it complicated. We try to use the KISS (keep it simple st....). I guess you know that expression, right? . We will then incorporate it in the program core.
We were planning to ship release 2.1 beta next week, but we are willing to wait for this wonderful thing. Do you think you can have it finished next week? We will not stress you, just curiousity.
/Joe
In release 2.1 you can define Quick Entries for doing this. Look at the demo 2.1 unstable (link on the frontpage).
/Joe
NO, there are no plans to extend the quick entries at present, but maybe in the future, when 2.1 has been released and tested.
/Joe
No, this is not possible. But you can always write a special module that does that. Look on the Download Modules for how to do this.
/Joe
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