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| xmlns="http://docbook.org/ns/docbook"> |
| <title>The Accounting Preferences help screen</title> |
| <para>Accounting Preferences are a set of configuration details that |
| are related to a party. To appear on this screen the party must be |
| setup with the role of 'Internal Organisation'. This means that you |
| can add the internal organisation role to a party and they will be |
| added to this screen and then can be configured.</para> |
| <para>The master default party is 'Company' but preferences can also be |
| setup for internal departments. The demo data shows some examples of |
| this (eg Marketing, Accounting, Sales, Development etc). Unless |
| overridden then then all other parties appearing on this screen will |
| take their default setup from 'Company'</para> |
| <para>NOTE: The majority of the configuration information displayed in |
| Accounting Preferences are taken from the Enumeration entity.</para> |
| <para>It is used for setting specifying information related to the |
| accounting setup for a specific organisation or parties that exist |
| within an organisation such as business units, cost centres, |
| departments ,subsidiaries etc. Information that can be setup include |
| the following:</para> |
| <itemizedlist> |
| <listitem> |
| <para>The start date of the Time Periods and Fiscal or Accounting |
| Year (eg 1st April, 1st January, 1st June etc)</para> |
| </listitem> |
| <listitem> |
| <para>Tax Return Form (NOTE: Need to check how important this is and |
| where it is used.......possibly some kind of reporting???)</para> |
| </listitem> |
| <listitem> |
| <para>The method to be used for calculating Cost of Goods Sold (COGS) |
| </para> |
| </listitem> |
| <listitem> |
| <para>Base Currency - eg USD, GBP, EUR etc (NOTE: May have main |
| company in USD but a subsidiary in EUR etc)</para> |
| </listitem> |
| <listitem> |
| <para>Invoice prefix, numbering and sequencing (eg you may want each |
| business unit / subsidiary to have its own invoice numbering or |
| sequence etc)</para> |
| </listitem> |
| <listitem> |
| <para>Quote prefix, number and sequencing</para> |
| </listitem> |
| <listitem> |
| <para>Method to be used for refunds (eg cheque, direct bank credit, |
| voucher credit etc...)</para> |
| </listitem> |
| <listitem> |
| <para>Specify which journal will be used to store error transactions |
| </para> |
| </listitem> |
| </itemizedlist> |
| <para>NOTE: Key things that are usually need to be amended include the |
| base currency for the company, fiscal year information and invoice |
| numbering prefix or sequencing.</para> |
| <section> |
| <title>How do I create or setup a new Accounting Preference?</title> |
| <para>IMPORTANT NOTE: A party must be setup with the role of 'Internal |
| Organisation' before it will appear on the Accounting Preferences |
| screen so that it can be setup.</para> |
| <orderedlist> |
| <listitem> |
| <para>Select the 'Setup' button next to the party to be setup</para> |
| </listitem> |
| <listitem> |
| <para>The Accounting Preferences screen is displayed. (IMPORTANT: |
| The first time this screen is displayed all of the fields will be |
| modifiable. Once this has been saved only certain fields will be |
| modifiable!!)</para> |
| </listitem> |
| <listitem> |
| <para>The default entries will be based on (or inherited from) |
| 'Company'</para> |
| </listitem> |
| <listitem> |
| <para>Enter any changes that are required (eg Invoice Prefix, Error |
| Journal name - as you may want error transactions from separate |
| departments to be handled differently...)</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Add' button</para> |
| </listitem> |
| </orderedlist> |
| </section> |
| <section> |
| <title>How do I update an Accounting Preference?</title> |
| <orderedlist> |
| <listitem> |
| <para>Select the 'Setup' button next to the party to be setup</para> |
| </listitem> |
| <listitem> |
| <para>The Accounting Preferences screen is displayed but only |
| certain fields will be modifiable</para> |
| </listitem> |
| <listitem> |
| <para>Enter any changes required</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Update' button</para> |
| </listitem> |
| </orderedlist> |
| <para>NOTE: If you need to change any of the fields that are not |
| modifiable then it can be done via the Entity Data Maintenance on |
| Webtools menu using the PartyAcctgPreference entity. You will need to |
| be careful in editing an existing preference especially if the |
| configuration already been used for transactions.</para> |
| </section> |
| <section> |
| <title>How to I delete an Accounting Preference?</title> |
| <para>There is currently no delete option via the user interface but |
| an Accounting Preference can be removed by deleting the role of |
| 'Internal Organisation' from the party record.</para> |
| <para>NOTE TO CHECK: Need to investigate the impact of using an |
| accounting preference then removing it. What happens to the |
| transactions in process etc......???</para> |
| </section> |
| </section> |