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| xmlns="http://docbook.org/ns/docbook"> |
| <title>The GL Account Type Defaults help screen</title> |
| <para>The GL Account Defaults screens are are method to setup rules |
| that are used to translate business transactions into accounting |
| transactions. It currently is made up of 12 sub menus that can be used |
| to map various transaction type codes to a specific general ledger |
| account</para> |
| <para>Accounting transactions are made up of a Debit Entry and a Credit |
| Entry. The GL Account defaults screens help map which accounts are to |
| be used to generate a each part of the transaction. This means that |
| certain mappings will be used to generate the Debit (or DR) entry part |
| of the transaction and others used to generate the Credit (or CR) |
| entry part of the transaction.</para> |
| <para>NOTE: Many of the accounting transactions are generated |
| 'automatically' (or in the background) using the the accounting |
| services SECAS / EECAS. </para> |
| <para>The GL Account Type is used to specify the default account that |
| certain transactions (eg Accounts Payable, Accounts Receivable, etc) |
| are posted to. An accounting transaction (or journal entry) is made up |
| of two parts - a Debit Entry and a Credit Entry that balance each |
| other. The GL Account Type is used to translate one side of the |
| journal entry. </para> |
| <para>GL Account Types are stored in Entity GLAccountType which can be |
| viewed via Entity Data Maintenance in the Webtools menu. There are |
| currently 57 different GL Account Types that are part of the OFBiz |
| demo data but only 19 of these are setup as mappings</para> |
| <para>How the GL Account Type is 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 first part step of 3 in more detail.</para> |
| <itemizedlist> |
| <listitem> |
| <para>The vendor has checked their bank statement and seen that the |
| customer has paid</para> |
| </listitem> |
| <listitem> |
| <para>In OFBiz Order Manager they will then look up the relevant |
| Sales Order and then click the 'Receive Payment' button to log the |
| payment in the system</para> |
| </listitem> |
| <listitem> |
| <para>The 'Receive Payment' button is a trigger for an 'automatic' |
| accounting transaction</para> |
| </listitem> |
| <listitem> |
| <para>The transaction type that is triggered is called 'Incoming |
| Payment'</para> |
| </listitem> |
| <listitem> |
| <para>The accounting entries generated are: DR 112000 Undeposited |
| Funds , CR 120000 Accounts Receivable </para> |
| </listitem> |
| </itemizedlist> |
| <para>The CR (or Credit) entry for the transaction is created by the GL |
| Acccount Type mapping for 'Accounts Receivable' (which by using the |
| demo data default will go the 120000 Accounts Receivable)</para> |
| <para>The DR (or Debit) entry for the transaction is created by a |
| different GL Account default, the Payment Method Id / GL Account Id |
| mapping (eg Cash is setup as 112000 Undeposited Receipts)</para> |
| <section> |
| <title>How do I create a new GL Account Type default mapping?</title> |
| <para>There are currently 57 different GL Account Types that come as |
| part of the demo data with OFBiz. This should be enough to manage the |
| vast majority of business transactions. These instructions show how |
| to add a mapping using the default data</para> |
| <orderedlist> |
| <listitem> |
| <para>Select the 'GL Account Type Id' from the drop down list</para> |
| </listitem> |
| <listitem> |
| <para>Select the 'GL Account' to map it to from the drop down list |
| </para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Save' button</para> |
| </listitem> |
| <listitem> |
| <para>The new GL Account Type mapping is displayed in the list at |
| the bottom of the screen </para> |
| </listitem> |
| </orderedlist> |
| <para>NOTE: If none of the demo data GL Account Types are sufficient |
| then new ones can be added using Entity Data Maintenance and the |
| entity 'GLAccountType' in the Webtools menu.</para> |
| </section> |
| <section> |
| <title>How do I update a GL Account Type default mapping?</title> |
| <para>A GL Account Type mapping cannot be updated directly but needs |
| to be removed then re-created. If you try to update an existing entry |
| you will get an 'duplicate key' error message.</para> |
| <orderedlist> |
| <listitem> |
| <para>Press the 'Remove' button next to the entry that you want to |
| update</para> |
| </listitem> |
| <listitem> |
| <para>The entry is removed from the list of entries displayed</para> |
| </listitem> |
| <listitem> |
| <para>Select the 'GL Account Type Id' from the drop down list</para> |
| </listitem> |
| <listitem> |
| <para>Select the updated 'GL Account' to map it to from the drop |
| down list</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Save' button</para> |
| </listitem> |
| <listitem> |
| <para>The new GL Account mapping is displayed in the list at the |
| bottom of the screen</para> |
| </listitem> |
| </orderedlist> |
| </section> |
| <section> |
| <title>How do I delete a GL Account Type default mapping?</title> |
| <orderedlist> |
| <listitem> |
| <para>Press the 'Remove' button next to the entry that you want to |
| delete</para> |
| </listitem> |
| <listitem> |
| <para>The entry is removed from the list of entries displayed</para> |
| </listitem> |
| </orderedlist> |
| </section> |
| </section> |