3
.. i18n: single: accounts; chart
4
.. i18n: single: chart of accounts
7
single: accounts; chart
8
single: chart of accounts
10
.. i18n: Chart of Accounts
11
.. i18n: =================
17
.. i18n: single: modules; l10n_
18
.. i18n: single: module; l10n_fr
21
single: modules; l10n_
22
single: module; l10n_fr
24
.. i18n: On installation, the software is given a default chart of accounts that's the same regardless of
25
.. i18n: your country. To install the chart of accounts and tax definitions for your own country install the
26
.. i18n: module :mod:`l10n_XX` where XX represents your country code in two letters. For example to get the
27
.. i18n: chart of accounts for France install the module :mod:`l10n_fr`.
29
On installation, the software is given a default chart of accounts that's the same regardless of
30
your country. To install the chart of accounts and tax definitions for your own country install the
31
module :mod:`l10n_XX` where XX represents your country code in two letters. For example to get the
32
chart of accounts for France install the module :mod:`l10n_fr`.
34
.. i18n: Some of these pre-built modules are comprehensive and accurate, others have rather more tentative
35
.. i18n: status and are simply indicators of the possibilities. You can modify these, or build your own
36
.. i18n: accounts onto the default chart, or replace it entirely with a custom chart.
38
Some of these pre-built modules are comprehensive and accurate, others have rather more tentative
39
status and are simply indicators of the possibilities. You can modify these, or build your own
40
accounts onto the default chart, or replace it entirely with a custom chart.
42
.. i18n: You view active charts of accounts using the menu :menuselection:`Financial Management --> Charts
43
.. i18n: --> Charts of Accounts`, and :guilabel:`Open Charts` for the selected year and account moves.
45
You view active charts of accounts using the menu :menuselection:`Financial Management --> Charts
46
--> Charts of Accounts`, and :guilabel:`Open Charts` for the selected year and account moves.
48
.. i18n: .. note:: Hierarchical charts
50
.. i18n: Most accounting software packages represent their charts of accounts in the form of a list. You can
51
.. i18n: do this in Open ERP as well if you want to, but its tree view offers several advantages:
53
.. i18n: * it lets you show and calculate only the accounts that interest you,
55
.. i18n: * it enables you to get a global view of accounts (when you show only summary accounts),
57
.. i18n: * it simplifies searches semantically,
59
.. i18n: * it's more intuitive, because you can search for accounts on the basis of their classification,
61
.. i18n: * it's flexible because you can easily restructure them.
63
.. note:: Hierarchical charts
65
Most accounting software packages represent their charts of accounts in the form of a list. You can
66
do this in Open ERP as well if you want to, but its tree view offers several advantages:
68
* it lets you show and calculate only the accounts that interest you,
70
* it enables you to get a global view of accounts (when you show only summary accounts),
72
* it simplifies searches semantically,
74
* it's more intuitive, because you can search for accounts on the basis of their classification,
76
* it's flexible because you can easily restructure them.
78
.. i18n: The structure of the chart of accounts is hierarchical, with account subtotals called account views.
79
.. i18n: You can develop a set of account views to contain only those elements that interest you.
81
The structure of the chart of accounts is hierarchical, with account subtotals called account views.
82
You can develop a set of account views to contain only those elements that interest you.
84
.. i18n: To get the detail of the account entries that are important to you, all you need to do is click the
85
.. i18n: account's :guilabel:`Code` (if you have no codes, you can select the line, then click :guilabel:`Switch`
86
.. i18n: to get the acount definition, then click the :guilabel:`Entries` in the :guilabel:`LINKS` part of the toolbar).
88
To get the detail of the account entries that are important to you, all you need to do is click the
89
account's :guilabel:`Code` (if you have no codes, you can select the line, then click :guilabel:`Switch`
90
to get the acount definition, then click the :guilabel:`Entries` in the :guilabel:`LINKS` part of the toolbar).
92
.. i18n: Displaying the chart of accounts can take several seconds because Open ERP calculates the debits,
93
.. i18n: credits and balance for each account in real time. If you just want to work with a chart of accounts
94
.. i18n: that has structure but shows no totals, use the function :menuselection:`Financial Management -->
95
.. i18n: Charts --> Charts of Accounts --> Fast Charts of Accounts`.
97
Displaying the chart of accounts can take several seconds because Open ERP calculates the debits,
98
credits and balance for each account in real time. If you just want to work with a chart of accounts
99
that has structure but shows no totals, use the function :menuselection:`Financial Management -->
100
Charts --> Charts of Accounts --> Fast Charts of Accounts`.
102
.. i18n: Creating a chart of accounts
103
.. i18n: ----------------------------
105
Creating a chart of accounts
106
----------------------------
108
.. i18n: .. figure:: images/account_form.png
110
.. i18n: :align: center
112
.. i18n: *Definition of an account*
114
.. figure:: images/account_form.png
118
*Definition of an account*
120
.. i18n: To add, modify or delete existing accounts, use the menu :menuselection:`Financial Management -->
121
.. i18n: Configuration --> Financial Accounting --> Financial Accounts --> List of Accounts`.
123
To add, modify or delete existing accounts, use the menu :menuselection:`Financial Management -->
124
Configuration --> Financial Accounting --> Financial Accounts --> List of Accounts`.
127
.. i18n: single: multi-lingual
130
single: multi-lingual
132
.. i18n: .. tip:: Multi-lingual fields
134
.. i18n: In Open ERP multi-lingual fields are marked by a small flag to their right.
135
.. i18n: Click on the flag to get a translation of the value of the field in the different installed
137
.. i18n: You can also edit the translation.
139
.. i18n: This enables you to efficiently manage other languages as you need them.
140
.. i18n: The field's value appears in the language of the logged-in user or, in the case of reports printed
141
.. i18n: for a partner, that of the partner.
143
.. tip:: Multi-lingual fields
145
In Open ERP multi-lingual fields are marked by a small flag to their right.
146
Click on the flag to get a translation of the value of the field in the different installed
148
You can also edit the translation.
150
This enables you to efficiently manage other languages as you need them.
151
The field's value appears in the language of the logged-in user or, in the case of reports printed
152
for a partner, that of the partner.
154
.. i18n: The main account fields are:
156
The main account fields are:
158
.. i18n: * :guilabel:`Name` : the name of the account is a multi-lingual field, which is why there's a
159
.. i18n: little flag to the right. Give the field a name.
161
.. i18n: * :guilabel:`Active` : if you deactivate an account (by unchecking the box) it will no longer be
162
.. i18n: visible in the chart of accounts but can be reactivated later. Only accounts which aren't needed for
163
.. i18n: account entries can be deactivated.
165
.. i18n: * :guilabel:`Account Type` : account types determine an account's use in each journal.
166
.. i18n: By default the following types are available:
167
.. i18n: :guilabel:`View`,:guilabel:`Receivable`, :guilabel:`Payable`, :guilabel:`Income`,
168
.. i18n: :guilabel:`Expense`, :guilabel:`Tax`, :guilabel:`Cash`, :guilabel:`Asset`, :guilabel:`Equity`.
169
.. i18n: You can add new types through the menu
170
.. i18n: :menuselection:`Financial Management -->
171
.. i18n: Configuration --> Financial Accounting --> Financial Accounts --> Account Types`.
172
.. i18n: Use the :guilabel:`View` type for accounts that make up the structure of the charts and have no
173
.. i18n: account data inputs of their own.
175
* :guilabel:`Name` : the name of the account is a multi-lingual field, which is why there's a
176
little flag to the right. Give the field a name.
178
* :guilabel:`Active` : if you deactivate an account (by unchecking the box) it will no longer be
179
visible in the chart of accounts but can be reactivated later. Only accounts which aren't needed for
180
account entries can be deactivated.
182
* :guilabel:`Account Type` : account types determine an account's use in each journal.
183
By default the following types are available:
184
:guilabel:`View`,:guilabel:`Receivable`, :guilabel:`Payable`, :guilabel:`Income`,
185
:guilabel:`Expense`, :guilabel:`Tax`, :guilabel:`Cash`, :guilabel:`Asset`, :guilabel:`Equity`.
186
You can add new types through the menu
187
:menuselection:`Financial Management -->
188
Configuration --> Financial Accounting --> Financial Accounts --> Account Types`.
189
Use the :guilabel:`View` type for accounts that make up the structure of the charts and have no
190
account data inputs of their own.
193
.. i18n: pair: account; type
198
.. i18n: .. note:: Type of account
200
.. i18n: The account types are mainly used as an informative title.
201
.. i18n: The only two types that have any particular effect are :guilabel:`Receivables` and :guilabel:`Payables`.
203
.. i18n: These two types are used by reports on partner credits and debits.
204
.. i18n: They're calculated from the list of unreconciled entries in the accounts of one of these two types.
206
.. note:: Type of account
208
The account types are mainly used as an informative title.
209
The only two types that have any particular effect are :guilabel:`Receivables` and :guilabel:`Payables`.
211
These two types are used by reports on partner credits and debits.
212
They're calculated from the list of unreconciled entries in the accounts of one of these two types.
214
.. i18n: * :guilabel:`Account Number` : the code length isn't limited to a specific number of digits. Use code 0 for
215
.. i18n: all root accounts.
217
.. i18n: * :guilabel:`Currency` : the default currency for that account.
219
.. i18n: * :guilabel:`Deferral Method` : determines how to treat the account and its entries at the closing of the
220
.. i18n: books at the end of the year. Four methods are available:
222
.. i18n: - :guilabel:`Balance` : an entry is generated for the account balance and carried across to the new year
223
.. i18n: (generally used for bank accounts),
225
.. i18n: - :guilabel:`None` : no accounting entries are transferred across to the new financial year (generally for
226
.. i18n: classes 6 and 7),
228
.. i18n: - :guilabel:`Detail` : all entries are kept for the new fiscal year,
230
.. i18n: - :guilabel:`Unreconciled` : only unreconciled entries are carried over to the new fiscal year (usually used for
231
.. i18n: third-party accounts).
233
.. i18n: * :guilabel:`Reconcile` : determines if you can reconcile the entries in this account. Activate this field
234
.. i18n: for partner accounts and for chequing (checking) accounts.
236
.. i18n: * :guilabel:`Parents` : determines which account is the parent of this one, to create the tree structure of
237
.. i18n: the chart of accounts.
239
.. i18n: * :guilabel:`Default Taxes` : this is the default tax applied to purchases or sales using this account. It
240
.. i18n: enables the system to generate tax entries automatically when entering data in a journal manually.
242
* :guilabel:`Account Number` : the code length isn't limited to a specific number of digits. Use code 0 for
245
* :guilabel:`Currency` : the default currency for that account.
247
* :guilabel:`Deferral Method` : determines how to treat the account and its entries at the closing of the
248
books at the end of the year. Four methods are available:
250
- :guilabel:`Balance` : an entry is generated for the account balance and carried across to the new year
251
(generally used for bank accounts),
253
- :guilabel:`None` : no accounting entries are transferred across to the new financial year (generally for
256
- :guilabel:`Detail` : all entries are kept for the new fiscal year,
258
- :guilabel:`Unreconciled` : only unreconciled entries are carried over to the new fiscal year (usually used for
259
third-party accounts).
261
* :guilabel:`Reconcile` : determines if you can reconcile the entries in this account. Activate this field
262
for partner accounts and for chequing (checking) accounts.
264
* :guilabel:`Parents` : determines which account is the parent of this one, to create the tree structure of
265
the chart of accounts.
267
* :guilabel:`Default Taxes` : this is the default tax applied to purchases or sales using this account. It
268
enables the system to generate tax entries automatically when entering data in a journal manually.
270
.. i18n: The tree structure of the accounts can be altered as often and as much as you wish without
271
.. i18n: recalculating any of the individual entries. So you can easily restructure your account during the
272
.. i18n: year to reflect the reality of the company better.
274
The tree structure of the accounts can be altered as often and as much as you wish without
275
recalculating any of the individual entries. So you can easily restructure your account during the
276
year to reflect the reality of the company better.
279
.. i18n: single: consolidation (accounting)
280
.. i18n: pair: chart of accounts; virtual
283
single: consolidation (accounting)
284
pair: chart of accounts; virtual
286
.. i18n: Using virtual charts of accounts
287
.. i18n: --------------------------------
289
Using virtual charts of accounts
290
--------------------------------
292
.. i18n: The structure of a chart of accounts is imposed by the legislation in effect in the country of
293
.. i18n: concern. Unfortunately that structure doesn't always correspond to the view that a company's CEO
296
The structure of a chart of accounts is imposed by the legislation in effect in the country of
297
concern. Unfortunately that structure doesn't always correspond to the view that a company's CEO
300
.. i18n: In Open ERP you can use the concept of virtual charts of accounts to manage several different
301
.. i18n: representations of the same accounts simultaneously. These representations can be shown in real time
302
.. i18n: with no additional data entry.
304
In Open ERP you can use the concept of virtual charts of accounts to manage several different
305
representations of the same accounts simultaneously. These representations can be shown in real time
306
with no additional data entry.
308
.. i18n: So your general chart of accounts can be the one imposed by the statutes of your country, and your
309
.. i18n: CEO can then have other virtual charts as necessary, based on the accounts in the general chart. For
310
.. i18n: example the CEO can create a view per department, a cash-flow and liquidity view, or consolidated
311
.. i18n: accounts for different companies.
313
So your general chart of accounts can be the one imposed by the statutes of your country, and your
314
CEO can then have other virtual charts as necessary, based on the accounts in the general chart. For
315
example the CEO can create a view per department, a cash-flow and liquidity view, or consolidated
316
accounts for different companies.
318
.. i18n: The most interesting thing about virtual charts of accounts is that they can be used in the same way
319
.. i18n: as the default chart of accounts for the whole organization. For example you can establish budgets
320
.. i18n: from your consolidated accounts or from the accounts from one of your companies.
322
The most interesting thing about virtual charts of accounts is that they can be used in the same way
323
as the default chart of accounts for the whole organization. For example you can establish budgets
324
from your consolidated accounts or from the accounts from one of your companies.
326
.. i18n: .. tip:: Virtual accounts
328
.. i18n: Virtual accounts enable you to provide different representations of one or several existing charts
329
.. i18n: of accounts.
330
.. i18n: Creating and restructuring virtual accounts has no impact on the accounting entries.
331
.. i18n: You can then use the virtual charts with no risk of altering the general chart of accounts or
332
.. i18n: future accounting entries.
334
.. i18n: Because they're used only to get different representation of the same entries they're very useful
337
.. i18n: * consolidating several companies in real time,
339
.. i18n: * depreciation calculations,
341
.. i18n: * cash-flow views,
343
.. i18n: * getting more useful views than those imposed by statute,
345
.. i18n: * presenting summary charts to other users that are appropriate to their general system rights.
347
.. i18n: So there are good reasons for viewing the execution of financial transactions through virtual
348
.. i18n: charts, such as budgets and financial indicators based on special views of the company.
350
.. tip:: Virtual accounts
352
Virtual accounts enable you to provide different representations of one or several existing charts
354
Creating and restructuring virtual accounts has no impact on the accounting entries.
355
You can then use the virtual charts with no risk of altering the general chart of accounts or
356
future accounting entries.
358
Because they're used only to get different representation of the same entries they're very useful
361
* consolidating several companies in real time,
363
* depreciation calculations,
367
* getting more useful views than those imposed by statute,
369
* presenting summary charts to other users that are appropriate to their general system rights.
371
So there are good reasons for viewing the execution of financial transactions through virtual
372
charts, such as budgets and financial indicators based on special views of the company.
374
.. i18n: To create a new chart of accounts you should create a root account using the menu
375
.. i18n: :menuselection:`Financial Management --> Configuration --> Financial Accounting --> Financial Accounts
376
.. i18n: --> List of Accounts`. Your top level account should have :guilabel:`Code` \ ``0``\ and :guilabel:`Type` \ ``View``\ . Then
377
.. i18n: you can choose your structure by creating other accounts of :guilabel:`Type` \ ``View``\ as necessary.
378
.. i18n: Check your virtual structure using the menu :menuselection:`Financial Management --> Charts -->
379
.. i18n: Charts of Accounts`.
381
To create a new chart of accounts you should create a root account using the menu
382
:menuselection:`Financial Management --> Configuration --> Financial Accounting --> Financial Accounts
383
--> List of Accounts`. Your top level account should have :guilabel:`Code` \ ``0``\ and :guilabel:`Type` \ ``View``\ . Then
384
you can choose your structure by creating other accounts of :guilabel:`Type` \ ``View``\ as necessary.
385
Check your virtual structure using the menu :menuselection:`Financial Management --> Charts -->
388
.. i18n: Finally, when you've got your structure, you must make the general accounts and virtual accounts
389
.. i18n: match. For that search the general accounts and ensure that each non-\ ``View``\ account there
390
.. i18n: also has a virtual account in the field :guilabel:`Parents`.
392
Finally, when you've got your structure, you must make the general accounts and virtual accounts
393
match. For that search the general accounts and ensure that each non-\ ``View``\ account there
394
also has a virtual account in the field :guilabel:`Parents`.
396
.. i18n: You can then check through your general chart of accounts as well as your virtual charts which give
397
.. i18n: you another representation of the company. All the actions and states in your general account are
398
.. i18n: also available in the virtual accounts.
400
You can then check through your general chart of accounts as well as your virtual charts which give
401
you another representation of the company. All the actions and states in your general account are
402
also available in the virtual accounts.
404
.. i18n: Finally you can also make virtual charts of accounts from other virtual charts. That can give an
405
.. i18n: additional dimension for financial analysis.
407
Finally you can also make virtual charts of accounts from other virtual charts. That can give an
408
additional dimension for financial analysis.
410
.. i18n: .. Copyright © Open Object Press. All rights reserved.
412
.. Copyright © Open Object Press. All rights reserved.
414
.. i18n: .. You may take electronic copy of this publication and distribute it if you don't
415
.. i18n: .. change the content. You can also print a copy to be read by yourself only.
417
.. You may take electronic copy of this publication and distribute it if you don't
418
.. change the content. You can also print a copy to be read by yourself only.
420
.. i18n: .. We have contracts with different publishers in different countries to sell and
421
.. i18n: .. distribute paper or electronic based versions of this book (translated or not)
422
.. i18n: .. in bookstores. This helps to distribute and promote the Open ERP product. It
423
.. i18n: .. also helps us to create incentives to pay contributors and authors using author
424
.. i18n: .. rights of these sales.
426
.. We have contracts with different publishers in different countries to sell and
427
.. distribute paper or electronic based versions of this book (translated or not)
428
.. in bookstores. This helps to distribute and promote the Open ERP product. It
429
.. also helps us to create incentives to pay contributors and authors using author
430
.. rights of these sales.
432
.. i18n: .. Due to this, grants to translate, modify or sell this book are strictly
433
.. i18n: .. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
434
.. i18n: .. written authorisation for this.
436
.. Due to this, grants to translate, modify or sell this book are strictly
437
.. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
438
.. written authorisation for this.
440
.. i18n: .. Many of the designations used by manufacturers and suppliers to distinguish their
441
.. i18n: .. products are claimed as trademarks. Where those designations appear in this book,
442
.. i18n: .. and Open Object Press was aware of a trademark claim, the designations have been
443
.. i18n: .. printed in initial capitals.
445
.. Many of the designations used by manufacturers and suppliers to distinguish their
446
.. products are claimed as trademarks. Where those designations appear in this book,
447
.. and Open Object Press was aware of a trademark claim, the designations have been
448
.. printed in initial capitals.
450
.. i18n: .. While every precaution has been taken in the preparation of this book, the publisher
451
.. i18n: .. and the authors assume no responsibility for errors or omissions, or for damages
452
.. i18n: .. resulting from the use of the information contained herein.
454
.. While every precaution has been taken in the preparation of this book, the publisher
455
.. and the authors assume no responsibility for errors or omissions, or for damages
456
.. resulting from the use of the information contained herein.
458
.. i18n: .. Published by Open Object Press, Grand Rosière, Belgium
460
.. Published by Open Object Press, Grand Rosière, Belgium