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| <section xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" |
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| xmlns="http://docbook.org/ns/docbook"> |
| <title>The Sales Invoice help screen</title> |
| <para>The Sales Invoice sub menu is used to specify the default account |
| to be used for the individual line items that appear on a Sales |
| Invoice. The items are identified by a line description which can be |
| mapped to a specific general ledger account. Sales invoices can be |
| made up of a variety of items as well as the product that is being |
| sold (eg discounts, promotions, work effort or labour costs etc). The |
| majority of businesses will want to track these type of items |
| separately in the general ledger and this screen will allow this type |
| of setup.</para> |
| <para>This setup will translate to one side of the journal entry only. |
| </para> |
| <para>A key mapping used is linked directly to the Product Type (eg |
| Invoice Digital Good Item, Invoice Finished Good Item, Invoice |
| Finished/Digital Good Item....). This controls where the sales revenue |
| received from the sale of the product is stored in the general ledger |
| </para> |
| <para>Only a limited number of general ledger accounts that are |
| available to be mapped. Currently this is 7 and limited to the |
| accounts that have been assigned to the organisation from the Global |
| Chart of Accounts that have a 'GL Account Class Id' = 'Revenue' (NOTE: |
| You will see that Discounts on Sales is not available to be selected |
| because it's GL Account Class Id = 'Cost of Goods Sold Expense'. It |
| appears as a default because it is setup in the Global GL settings |
| that doesnt seem to have any limitations of the account.)</para> |
| <para>IMPORTANT: This screen is one of the screens where the default |
| entries that are displayed here are entered via the Global GL Settings |
| under the sub menu 'Invoice Item Type'. This screen allows users to |
| override the global settings for the Sales Invoice item type. An |
| example of why this could be necessary could be that a company many |
| want to isolate the sales reporting of a specific department or |
| business unit separately (eg subledgers etc) but still have the option |
| of a 'catch all' global general ledger account.</para> |
| <para>If an override account is added it will appear in the Override GL |
| Account column on the screen.</para> |
| <para>The only mapping that seems a bit out of place here is Sales Tax. |
| It is blank because Sales Tax is setup using Tax Authorities so dont |
| know why you would want to override the Sales Tax account to a Sales |
| Revenue Account.</para> |
| <para>NOTE: Also need to highlight that in the Global Settings it uses |
| the ENUM description to select the item and there are duplicate |
| descriptions between the Sales Invoice and the Purchase Invoice. Not |
| too much of a problem here but it does cause problems in Agreements |
| when setting up things like Commissions based on line items as you |
| cant tell the difference between the description of a Sales Invoice |
| item called 'Invoice Adjustment' and a Purchase Invoice item called |
| 'Invoice Adjustment' ..... except by trial and error</para> |
| <para>How the Sales Invoice mappings are used is best shown by an |
| example. A very simple description of an online Sales Order Process |
| could be as follows:</para> |
| <orderedlist> |
| <listitem> |
| <para>Customer Orders a Product (and Creates a Sales Order)</para> |
| </listitem> |
| <listitem> |
| <para>Customer Pays for Product (via Credit Card, Internet Banking |
| etc)</para> |
| </listitem> |
| <listitem> |
| <para>Vendor confirms Payment and Dispatches the Product to the |
| Customer</para> |
| </listitem> |
| </orderedlist> |
| <para>Let's focus on the second part step of 3 in more detail.</para> |
| <itemizedlist> |
| <listitem> |
| <para>The vendor has verified that the customer payment has been |
| received</para> |
| </listitem> |
| <listitem> |
| <para>In OFBiz Order Manager they will then look up the relevant |
| Sales Order and then click the 'Quick Ship Entire Order' button to |
| log the dispatch of the order in the system</para> |
| </listitem> |
| <listitem> |
| <para>The 'Quick Ship Entire Order' button is a trigger for an |
| 'automatic' accounting transaction</para> |
| </listitem> |
| <listitem> |
| <para>The transaction type that is triggered is called 'Sales |
| Invoice' </para> |
| </listitem> |
| </itemizedlist> |
| <para>Transaction Type: Sales Invoice DR 120000 Accounts Receivable, DR |
| 410000 Discounts on Sales, DR 400000 Sales, CR 22????? Sales Tax |
| Collected </para> |
| <para>DR Sales is used for item promotions where product cost is simply |
| reversed. Only order promotions are coded to Discounts. The Sales Tax |
| account will be dependent on your sales tax setup. The demo data posts |
| to tax accounts by US state.</para> |
| <para>One of the CR (or Credit) entries for the Sales Invoice |
| transaction is created using the Sales mapping defined here in the |
| Sales Invoice (and the other is created another GL Account default for |
| 'Tax Authority GL Accounts')</para> |
| <para>All of the the DR (or Debit) entries for the Sales Invoice |
| transaction (except for Accounts Receivable which is comes from the GL |
| Account Type defaults) are created using the mappings defined here in |
| the Sales Invoice</para> |
| <section> |
| <title>How do I add a Sales Invoice override mapping?</title> |
| <para>By default there are no Sales Invoice override mappings that are |
| configured as part of the OFBiz demo data.</para> |
| <orderedlist> |
| <listitem> |
| <para>Select the 'Invoice Item Type' from the drop down list</para> |
| </listitem> |
| <listitem> |
| <para>Select the ' Override Revenue GL Account Id' to map it to from |
| the drop down list</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Save' button</para> |
| </listitem> |
| <listitem> |
| <para>The new mapping will be displayed in the 'Override GL Account' |
| column in the list at the bottom of the screen</para> |
| </listitem> |
| </orderedlist> |
| </section> |
| <section> |
| <title>How do I update a Sales Invoice override mapping?</title> |
| <para>An existing Sales Invoice override mapping cannot be updated but |
| needs to be removed and a new mapping added. If you try to add an |
| override to an item that already has an override you will get a |
| duplicate record error message.</para> |
| </section> |
| <section> |
| <title>How do I remove a Sales Invoice override mapping?</title> |
| <para>NOTE: Only the override mapping can be deleted. The default |
| mapping record cannot be deleted here (even though the Remove button |
| is displayed next to it!)</para> |
| <orderedlist> |
| <listitem> |
| <para>Locate the entry that needs the override deleted in the list |
| of Sales Invoice override mappings</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Remove' button next to the entry</para> |
| </listitem> |
| <listitem> |
| <para>he override mapping will be removed from the 'Override GL |
| Account' column of the entry</para> |
| </listitem> |
| </orderedlist> |
| </section> |
| </section> |