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| <title>The Chart of Accounts help screen</title> |
| <para>OFBiz comes with a master template for a very comprehensive chart |
| of accounts. This can be found in 'Global GL Defaults' under the |
| 'Accounting' tab.</para> |
| <para>A couple of points to note</para> |
| <itemizedlist> |
| <listitem> |
| <para>you do not need to use all the accounts defined in this master |
| template (but it may be simpler to look for the accounts that you |
| can use or rename)</para> |
| </listitem> |
| <listitem> |
| <para>you can create your own additional accounts if you dont want to |
| use the ones in the master template</para> |
| </listitem> |
| </itemizedlist> |
| <para>The chart of accounts for the default organisation (Company) is |
| built up by selecting the accounts that you want to use from the |
| global chart of accounts master template. This means that if you want |
| to create a new account then you need to create it first in the Global |
| Chart of Accounts and then link (or assign) it to the chart of |
| accounts for Company.</para> |
| <para>Details of the Chart of Accounts can be exported as a CSV file or |
| PDF using the buttons displayed.</para> |
| <para>IMPORTANT NOTE: You need to be careful if you do decide to create |
| your own accounts that they contain all the details required and that |
| they are linked into the relevant configuation for the setup of the GL |
| defaults. This means that if you change an account (eg Inventory) to |
| one of your own - you need to check the GL defaults setup and replace |
| any reference to the Inventory account to the one you have created. |
| </para> |
| <para>This Chart of Accounts screen is used to define the list of |
| accounts (or chart) that will be actively used by the company.For |
| example the Global chart of accounts may contain 100 different |
| accounts but only 20 need to be used for your specific business. This |
| means the you need only to create assignments to the accounts that you |
| actively want to use.</para> |
| <para>The Chart of Accounts is a mixture of business needs (ie being |
| able to track the information you need for your business) and tax |
| requirements (i.e. legal or government requirements necessary for |
| operating a business). The type of Chart that you setup will be |
| dependent of your business type.</para> |
| <section> |
| <title>How do I create a Chart of Accounts?</title> |
| <para>As mentioned above the chart of accounts for the default |
| organisation (Company) is built up by selecting the accounts that you |
| want to use from the global chart of accounts master template. This |
| means that if you want to create a new account then you need to |
| create it first in the Global Chart of Accounts and then link (or |
| assign) it to the chart of accounts for Company. By creating an |
| assignment to an account it is then added to the Chart of Accounts. |
| </para> |
| <orderedlist> |
| <listitem> |
| <para>Select the account Gl Account Id that you need from the drop |
| down box</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Create Assignment' button</para> |
| </listitem> |
| <listitem> |
| <para>The account is added to the Chart of Account</para> |
| </listitem> |
| </orderedlist> |
| </section> |
| <section> |
| <title>How do I update a Chart of Accounts?</title> |
| <para>Updating the Chart of Accounts will involve either creating a |
| new assignment or removing an existing one. A new assignment is |
| created using the instructions above. The added complication may be |
| that the account that you need does not exist in the Global Chart of |
| Accounts. As mentioned above it will need to be created and then |
| linked.</para> |
| <para>See the instructions below to remove an existing account |
| assignment. </para> |
| <para>NOTE: If a completely new account is required that does not |
| already exist as part of the Global Chart of Accounts template then |
| it will need to be created as part of the Global template first |
| before it can be used as an assignment in the Organisation Chart of |
| Accounts.</para> |
| </section> |
| <section> |
| <title>How do I delete a Chart of Accounts?</title> |
| <para>Accounts are not deleted from the Chart of Accounts - they are |
| simply no longer selected to be used.</para> |
| <para>It is important that you do not remove accounts that are active |
| and have already been used for transactions. Even if the net balance |
| of the account is zero then from an audit perspective then you should |
| not be removing accounts.</para> |
| <para>You should only be looking to remove accounts that have not been |
| used. To un-link or un-assign accounts from the default company then |
| use the Entity Data Maintenance from the Webtools menu. Look for the |
| entity 'GlAccountOrganization' and delete the record to remove the |
| link.</para> |
| </section> |
| <section> |
| <title>How do I update the details for an account in the Chart of |
| Accounts?</title> |
| <para>Details of the accounts that make up the Chart of Accounts can |
| be accessed from this screen. </para> |
| <orderedlist> |
| <listitem> |
| <para>Click on the 'GL Account Id' of the account required</para> |
| </listitem> |
| <listitem> |
| <para>The 'Edit GL Account' screen is displayed showing the details |
| of the account selected (NOTE:This screen is also accessible via |
| 'Global GL Settings / Chart of Account / Navigate Accounts '</para> |
| </listitem> |
| <listitem> |
| <para>Amend the fields required (NOTE: The GL Account Id and Posted |
| Balance fields cannot be amended)</para> |
| </listitem> |
| <listitem> |
| <para>Press the 'Update' button </para> |
| </listitem> |
| </orderedlist> |
| </section> |
| </section> |