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.. i18n: single: accounting; workflow
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.. i18n: single: accounting; invoicing
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.. i18n: single: invoicing
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single: accounting; workflow
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single: accounting; invoicing
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.. i18n: Accounting workflow and the automatic generation of invoices
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.. i18n: ============================================================
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Accounting workflow and the automatic generation of invoices
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============================================================
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.. i18n: The chart :ref:`fig-accfl` shows the financial workflow followed by each invoice.
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The chart :ref:`fig-accfl` shows the financial workflow followed by each invoice.
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.. i18n: .. _fig-accfl:
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.. i18n: .. figure:: images/account_flow.png
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.. i18n: :align: center
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.. i18n: *Accounting workflow for invoicing and payment*
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.. figure:: images/account_flow.png
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*Accounting workflow for invoicing and payment*
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.. i18n: In general, when you use all of Open ERP's functionality, invoices don't need to be entered
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.. i18n: manually. Draft invoices are generated automatically from other documents such as Purchase Orders.
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In general, when you use all of Open ERP's functionality, invoices don't need to be entered
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manually. Draft invoices are generated automatically from other documents such as Purchase Orders.
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.. i18n: single: invoices
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.. i18n: Draft Invoices
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.. i18n: --------------
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.. i18n: The system generates invoice proposals which are initially set to the \ ``Draft``\ state. While
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.. i18n: these invoices remain unconfirmed they have no accounting impact within the system. There's nothing
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.. i18n: to stop users creating their own draft invoices if they want to.
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The system generates invoice proposals which are initially set to the \ ``Draft``\ state. While
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these invoices remain unconfirmed they have no accounting impact within the system. There's nothing
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to stop users creating their own draft invoices if they want to.
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.. i18n: You can create draft invoice manually : Finantial Management / Invoices / Customer Invoices / New Customer Invoice
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You can create draft invoice manually : Finantial Management / Invoices / Customer Invoices / New Customer Invoice
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.. i18n: The information that's needed for invoicing is automatically taken from the Partner form (such as
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.. i18n: payment conditions and the invoice address) or from the Product (such as the account to be used) or
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.. i18n: from a combination of the two (such as applicable Taxes and the Price of the product).
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The information that's needed for invoicing is automatically taken from the Partner form (such as
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payment conditions and the invoice address) or from the Product (such as the account to be used) or
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from a combination of the two (such as applicable Taxes and the Price of the product).
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.. i18n: .. tip:: Draft invoices
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.. i18n: There are several advantages in working with Draft invoices:
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.. i18n: * You've got an intermediate validation state before the invoice is approved.
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.. i18n: This is useful when your accountants aren't the people creating the initial invoice,
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.. i18n: but are still required to approve it before the invoice is entered into the accounts.
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.. i18n: * It enables you to create invoices in advance, without approving them at the same time.
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.. i18n: You're also able to list all of the invoices awaiting approval.
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.. tip:: Draft invoices
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There are several advantages in working with Draft invoices:
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* You've got an intermediate validation state before the invoice is approved.
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This is useful when your accountants aren't the people creating the initial invoice,
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but are still required to approve it before the invoice is entered into the accounts.
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* It enables you to create invoices in advance, without approving them at the same time.
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You're also able to list all of the invoices awaiting approval.
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.. i18n: Open or Pro-Forma Invoices
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.. i18n: --------------------------
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Open or Pro-Forma Invoices
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--------------------------
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.. i18n: You can approve (or validate) an invoice in the \ ``Open``\ or \ ``Pro Forma``\ state.
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.. i18n: A Pro Forma invoice doesn't yet have an invoice number or accounting entries.
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.. i18n: It is something more formal than a draft invoice and can later be converted to
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.. i18n: an open invoice.
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You can approve (or validate) an invoice in the \ ``Open``\ or \ ``Pro Forma``\ state.
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A Pro Forma invoice doesn't yet have an invoice number or accounting entries.
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It is something more formal than a draft invoice and can later be converted to
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.. i18n: An open invoice has a unique invoice number. The invoice is sent to the customer and is marked on
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.. i18n: the system as awaiting payment.
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An open invoice has a unique invoice number. The invoice is sent to the customer and is marked on
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the system as awaiting payment.
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.. i18n: single: reconciliation
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single: reconciliation
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.. i18n: Reconciling invoice entries and payments
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.. i18n: ----------------------------------------
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Reconciling invoice entries and payments
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----------------------------------------
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.. i18n: In Open ERP an invoice is considered to be paid when its accounting entries have been reconciled
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.. i18n: with the payment entries. If there hasn't been a reconciliation an invoice can remain in the open
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.. i18n: state until you have entered the payment.
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In Open ERP an invoice is considered to be paid when its accounting entries have been reconciled
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with the payment entries. If there hasn't been a reconciliation an invoice can remain in the open
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state until you have entered the payment.
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.. i18n: .. tip:: Payment and reconciliation
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.. i18n: To avoid surprises, it's important to understand the idea of reconciliation and its link with
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.. i18n: invoice payment.
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.. i18n: You'll find both a :guilabel:`Reconciled` field and the :guilabel:`Paid` checkbox on an invoice.
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.. i18n: They differ from each other only if an invoice has been paid (using reconciliation of records)
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.. i18n: but has subsequently been marked as unreconciled.
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.. tip:: Payment and reconciliation
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To avoid surprises, it's important to understand the idea of reconciliation and its link with
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You'll find both a :guilabel:`Reconciled` field and the :guilabel:`Paid` checkbox on an invoice.
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They differ from each other only if an invoice has been paid (using reconciliation of records)
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but has subsequently been marked as unreconciled.
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.. i18n: .. note:: Reconciliation
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.. i18n: Reconciliation links entries in an account that cancel each other out – they're reconciled
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.. i18n: to each other (sum of credits = sum of debits).
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.. i18n: This is generally applied to payments against corresponding invoices.
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.. note:: Reconciliation
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Reconciliation links entries in an account that cancel each other out – they're reconciled
189
to each other (sum of credits = sum of debits).
191
This is generally applied to payments against corresponding invoices.
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.. i18n: Without the reconciliation process, Open ERP would be incapable of marking invoices that have been
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.. i18n: paid. Suppose that you've got the following situation for the Smith and Offspring customer:
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Without the reconciliation process, Open ERP would be incapable of marking invoices that have been
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paid. Suppose that you've got the following situation for the Smith and Offspring customer:
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.. i18n: * Invoice 145: 50,
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.. i18n: * Invoice 167: 120,
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.. i18n: * Invoice 184: 70.
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.. i18n: If you receive a payment of 120, Open ERP will delay reconciliation because there's a choice of
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.. i18n: invoices to pay. It could either reconcile the payment against invoices 145 and 184 or against
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.. i18n: invoice 167.
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If you receive a payment of 120, Open ERP will delay reconciliation because there's a choice of
219
invoices to pay. It could either reconcile the payment against invoices 145 and 184 or against
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.. i18n: You can cancel an invoice if the :guilabel:`Allow Cancelling Entries` function has been activated in the
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.. i18n: journal and the entries haven't yet been reconciled. You could then move it from \ ``Canceled``\ ,
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.. i18n: through the \ ``Draft``\ state to modify it and regenerate it.
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You can cancel an invoice if the :guilabel:`Allow Cancelling Entries` function has been activated in the
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journal and the entries haven't yet been reconciled. You could then move it from \ ``Canceled``\ ,
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through the \ ``Draft``\ state to modify it and regenerate it.
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.. i18n: .. tip:: Treatment in Lots
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.. i18n: Usually, different transactions are grouped together and handled at the same time rather than
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.. i18n: invoice by invoice. This is called batch work or lot handling.
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.. i18n: You can select several documents in the list of invoices: check the checkboxes of
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.. i18n: the interesting lines using the web client and click the appropriate shortcut button at the right;
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.. i18n: or shift-click the lines using the mouse in the GTK client and use the action or print button at
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.. i18n: these give you the option of a number of possible actions on the selected objects.
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.. tip:: Treatment in Lots
245
Usually, different transactions are grouped together and handled at the same time rather than
246
invoice by invoice. This is called batch work or lot handling.
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You can select several documents in the list of invoices: check the checkboxes of
249
the interesting lines using the web client and click the appropriate shortcut button at the right;
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or shift-click the lines using the mouse in the GTK client and use the action or print button at
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these give you the option of a number of possible actions on the selected objects.
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.. i18n: At regular intervals, and independently of the invoices, an automatic import procedure or a manual
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.. i18n: accounts procedure can be used to bring in bank statements. These comprise all of the payments of
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.. i18n: suppliers and customers and general transactions, such as between accounts.
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At regular intervals, and independently of the invoices, an automatic import procedure or a manual
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accounts procedure can be used to bring in bank statements. These comprise all of the payments of
261
suppliers and customers and general transactions, such as between accounts.
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.. i18n: When an account is validated, the corresponding accounting entries are automatically generated by
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When an account is validated, the corresponding accounting entries are automatically generated by
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.. i18n: Invoices are marked as paid when accounting entries on the invoice have been reconciled with
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.. i18n: accounting entries about their payment.
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Invoices are marked as paid when accounting entries on the invoice have been reconciled with
275
accounting entries about their payment.
277
.. i18n: This reconciliation transaction can be carried out at various places in the process, depending on
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.. i18n: your preference:
281
This reconciliation transaction can be carried out at various places in the process, depending on
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.. i18n: * at data entry for the accounting statement,
286
.. i18n: * manually from the account records,
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.. i18n: * automatically using Open ERP's intelligent reconciliation.
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* at data entry for the accounting statement,
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* manually from the account records,
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* automatically using Open ERP's intelligent reconciliation.
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.. i18n: You can create the accounting records directly, without using the invoice and account statements. To
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.. i18n: do this, use the rapid data entry form in a journal. Some accountants prefer this approach because
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.. i18n: they're used to thinking in terms of accounting records rather than in terms of invoices and
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You can create the accounting records directly, without using the invoice and account statements. To
304
do this, use the rapid data entry form in a journal. Some accountants prefer this approach because
305
they're used to thinking in terms of accounting records rather than in terms of invoices and
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.. i18n: You should really use the forms designed for invoices and bank statements rather than manual data
309
.. i18n: entry records, however. These are simpler and are managed within an error-controlling system.
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You should really use the forms designed for invoices and bank statements rather than manual data
313
entry records, however. These are simpler and are managed within an error-controlling system.
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.. i18n: A records-based system
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.. i18n: ----------------------
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A records-based system
320
----------------------
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.. i18n: All the accounting transactions in Open ERP are based on records, whether they're created by an
323
.. i18n: invoice or created directly.
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All the accounting transactions in Open ERP are based on records, whether they're created by an
327
invoice or created directly.
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.. i18n: So partner reminders are generated quickly from the list of unreconciled entries in the trade
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.. i18n: receivables account for that partner. In a single reminder you'll find the whole set of unpaid
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.. i18n: invoices as well as unreconciled payments, such as advance payments.
334
So partner reminders are generated quickly from the list of unreconciled entries in the trade
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receivables account for that partner. In a single reminder you'll find the whole set of unpaid
336
invoices as well as unreconciled payments, such as advance payments.
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.. i18n: Similarly, financial statements such as the general ledger, account balance, aged balance (or
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.. i18n: chronological balance) and the various journals, are all based on accounting entries. It doesn't
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.. i18n: matter if you generated the entry from an invoice form or directly in the invoice journal. It's the
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.. i18n: same for the tax declaration and other statutory financial statements.
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Similarly, financial statements such as the general ledger, account balance, aged balance (or
345
chronological balance) and the various journals, are all based on accounting entries. It doesn't
346
matter if you generated the entry from an invoice form or directly in the invoice journal. It's the
347
same for the tax declaration and other statutory financial statements.
349
.. i18n: When using integrated accounting, you should still go through the standard billing process because
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.. i18n: some modules are directly dependent on invoice documents. For example, a customer sale order can be
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.. i18n: configured to wait for payment of the invoice before triggering a delivery. In such a case,
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.. i18n: Open ERP automatically generates a draft invoice to send to the client.
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When using integrated accounting, you should still go through the standard billing process because
356
some modules are directly dependent on invoice documents. For example, a customer sale order can be
357
configured to wait for payment of the invoice before triggering a delivery. In such a case,
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Open ERP automatically generates a draft invoice to send to the client.
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.. i18n: .. Copyright © Open Object Press. All rights reserved.
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.. Copyright © Open Object Press. All rights reserved.
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.. i18n: .. You may take electronic copy of this publication and distribute it if you don't
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.. i18n: .. change the content. You can also print a copy to be read by yourself only.
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.. You may take electronic copy of this publication and distribute it if you don't
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.. change the content. You can also print a copy to be read by yourself only.
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.. i18n: .. We have contracts with different publishers in different countries to sell and
373
.. i18n: .. distribute paper or electronic based versions of this book (translated or not)
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.. i18n: .. in bookstores. This helps to distribute and promote the OpenERP product. It
375
.. i18n: .. also helps us to create incentives to pay contributors and authors using author
376
.. i18n: .. rights of these sales.
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.. We have contracts with different publishers in different countries to sell and
380
.. distribute paper or electronic based versions of this book (translated or not)
381
.. in bookstores. This helps to distribute and promote the OpenERP product. It
382
.. also helps us to create incentives to pay contributors and authors using author
383
.. rights of these sales.
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.. i18n: .. Due to this, grants to translate, modify or sell this book are strictly
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.. i18n: .. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
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.. i18n: .. written authorisation for this.
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.. Due to this, grants to translate, modify or sell this book are strictly
391
.. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
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.. written authorisation for this.
394
.. i18n: .. Many of the designations used by manufacturers and suppliers to distinguish their
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.. i18n: .. products are claimed as trademarks. Where those designations appear in this book,
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.. i18n: .. and Open Object Press was aware of a trademark claim, the designations have been
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.. i18n: .. printed in initial capitals.
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.. Many of the designations used by manufacturers and suppliers to distinguish their
401
.. products are claimed as trademarks. Where those designations appear in this book,
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.. and Open Object Press was aware of a trademark claim, the designations have been
403
.. printed in initial capitals.
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.. i18n: .. While every precaution has been taken in the preparation of this book, the publisher
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.. i18n: .. and the authors assume no responsibility for errors or omissions, or for damages
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.. i18n: .. resulting from the use of the information contained herein.
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.. While every precaution has been taken in the preparation of this book, the publisher
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.. and the authors assume no responsibility for errors or omissions, or for damages
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.. resulting from the use of the information contained herein.
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.. i18n: .. Published by Open Object Press, Grand Rosière, Belgium
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.. Published by Open Object Press, Grand Rosière, Belgium
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i18n/ru/source/book/3/3_7/accounting_workflow.rst
