3
.. i18n: single: payable
4
.. i18n: single: receivable
5
.. i18n: single: creditor
6
.. i18n: single: debtor
14
.. i18n: Managing accounts payable / creditors and accounts receivable / debtors
15
.. i18n: =======================================================================
17
Managing accounts payable / creditors and accounts receivable / debtors
18
=======================================================================
20
.. i18n: Open ERP provides many tools for managing customer and supplier accounts. You'll see here:
22
Open ERP provides many tools for managing customer and supplier accounts. You'll see here:
24
.. i18n: * financial analysis of partners, to understand the reports that enable you to carry out an analysis
25
.. i18n: of all of your partners,
27
.. i18n: * multi-level reminders, which is an automatic system for preparing reminder letters or emails when
28
.. i18n: invoices remain unpaid,
30
.. i18n: * detailed analysis of individual partners.
32
* financial analysis of partners, to understand the reports that enable you to carry out an analysis
33
of all of your partners,
35
* multi-level reminders, which is an automatic system for preparing reminder letters or emails when
36
invoices remain unpaid,
38
* detailed analysis of individual partners.
40
.. i18n: Financial analysis of partners
41
.. i18n: ------------------------------
43
Financial analysis of partners
44
------------------------------
47
.. i18n: single: module; board_account
48
.. i18n: pair: dashboard; accounting
51
single: module; board_account
52
pair: dashboard; accounting
54
.. i18n: When members of your accounts department sign on to the Open ERP system, they can immediately be
55
.. i18n: presented with the :guilabel:`Accounting Dashboard`. By default it contains a useful graph for analyzing
56
.. i18n: Receivables. To get access to it, install the module :mod:`board_account`. Then look at it using
57
.. i18n: the menu :menuselection:`Dashboards --> Accounting --> Accounting Dashboard`.
59
When members of your accounts department sign on to the Open ERP system, they can immediately be
60
presented with the :guilabel:`Accounting Dashboard`. By default it contains a useful graph for analyzing
61
Receivables. To get access to it, install the module :mod:`board_account`. Then look at it using
62
the menu :menuselection:`Dashboards --> Accounting --> Accounting Dashboard`.
64
.. i18n: .. figure:: images/account _board.png
66
.. i18n: :align: center
68
.. i18n: *Accounting Dashboard*
70
.. figure:: images/account _board.png
74
*Accounting Dashboard*
76
.. i18n: .. index:: balance; aged
78
.. index:: balance; aged
80
.. i18n: In the dashboard, the graph at the right entitled :guilabel:`Aged Receivables` represents your
81
.. i18n: receivables week by week. That shows you at a glance the cumulative amount of your customer debtors
84
In the dashboard, the graph at the right entitled :guilabel:`Aged Receivables` represents your
85
receivables week by week. That shows you at a glance the cumulative amount of your customer debtors
88
.. i18n: All of Open ERP's graphs are dynamic. So you can, for example, filter the data by clicking
89
.. i18n: :guilabel:`Zoom` and then :guilabel:`Filter` on the Search form. Or just click on :guilabel:`Zoom`
90
.. i18n: to open in a larger window for a graph, then click :guilabel:`Search` to display this in a list
93
All of Open ERP's graphs are dynamic. So you can, for example, filter the data by clicking
94
:guilabel:`Zoom` and then :guilabel:`Filter` on the Search form. Or just click on :guilabel:`Zoom`
95
to open in a larger window for a graph, then click :guilabel:`Search` to display this in a list
98
.. i18n: To obtain a more detailed report of the aged balance (or order by past date) use the menu
99
.. i18n: :menuselection:`Finance --> Accounting --> Reporting --> Partner Accounts --> Aged Partner balance`.
101
To obtain a more detailed report of the aged balance (or order by past date) use the menu
102
:menuselection:`Finance --> Accounting --> Reporting --> Partner Accounts --> Aged Partner balance`.
104
.. i18n: .. figure:: images/account_balance.png
106
.. i18n: :align: center
108
.. i18n: *Aged balance using a 30 day period*
110
.. figure:: images/account_balance.png
114
*Aged balance using a 30 day period*
116
.. i18n: When opening that report, Open ERP asks for the name of the company, the fiscal period and the size
117
.. i18n: of the interval to be analyzed (in days). Open ERP then calculates a table of credit balance by
118
.. i18n: period. So if you request an interval of 30 days Open ERP generates an analysis of creditors for
119
.. i18n: the past month, past two months, and so on.
121
When opening that report, Open ERP asks for the name of the company, the fiscal period and the size
122
of the interval to be analyzed (in days). Open ERP then calculates a table of credit balance by
123
period. So if you request an interval of 30 days Open ERP generates an analysis of creditors for
124
the past month, past two months, and so on.
126
.. i18n: For an analysis by partner you can use the partner balance that you get through the menu
127
.. i18n: :menuselection:`Financial Management --> Reporting --> Partner Accounts --> Partner balance`. The
128
.. i18n: system then supplies you with a PDF report containing one line per partner representing the
129
.. i18n: cumulative credit balance.
131
For an analysis by partner you can use the partner balance that you get through the menu
132
:menuselection:`Financial Management --> Reporting --> Partner Accounts --> Partner balance`. The
133
system then supplies you with a PDF report containing one line per partner representing the
134
cumulative credit balance.
136
.. i18n: .. figure:: images/account_partner_balance.png
138
.. i18n: :align: center
140
.. i18n: *Partner balances*
142
.. figure:: images/account_partner_balance.png
148
.. i18n: .. index:: ledger
152
.. i18n: If you want detailed information about a partner you can use the partner ledgers that you reach
153
.. i18n: through the menu :menuselection:`Financial Management --> Reporting --> Partner Accounts --> Partner
156
If you want detailed information about a partner you can use the partner ledgers that you reach
157
through the menu :menuselection:`Financial Management --> Reporting --> Partner Accounts --> Partner
160
.. i18n: .. figure:: images/account_partner_ledger.png
162
.. i18n: :align: center
164
.. i18n: *Partner ledger*
166
.. figure:: images/account_partner_ledger.png
172
.. i18n: Finally you can look up individual account entries by searching for useful information. To search
173
.. i18n: for account entries:
175
Finally you can look up individual account entries by searching for useful information. To search
178
.. i18n: * by journal, go through the menu :menuselection:`Financial Management --> Entries Encoding -->
179
.. i18n: Entries Encoding by Line`,
181
.. i18n: * by account, go through the menu :menuselection:`Financial Management --> Charts --> Chart of
182
.. i18n: Accounts` and double-click the appropriate account,
184
.. i18n: * by making a global search, go through the menu :menuselection:`Financial Management --> Entries Encoding
185
.. i18n: --> Entries Encoding by Move` and searching,
187
.. i18n: * by partner, do it by navigating from a :guilabel:`Partner` field in any form that shows it to the partner then
188
.. i18n: using the buttons to the right of the partner form.
190
* by journal, go through the menu :menuselection:`Financial Management --> Entries Encoding -->
191
Entries Encoding by Line`,
193
* by account, go through the menu :menuselection:`Financial Management --> Charts --> Chart of
194
Accounts` and double-click the appropriate account,
196
* by making a global search, go through the menu :menuselection:`Financial Management --> Entries Encoding
197
--> Entries Encoding by Move` and searching,
199
* by partner, do it by navigating from a :guilabel:`Partner` field in any form that shows it to the partner then
200
using the buttons to the right of the partner form.
202
.. i18n: .. tip:: Exporting entries
204
.. i18n: It's helpful to remember that you can export all types of resource in Open ERP.
205
.. i18n: From the web client you need to navigate to a search list for the resource then click
206
.. i18n: the :guilabel:`Export` link at the bottom left of the list.
207
.. i18n: From the GTK client you'd use the menu :menuselection:`Form --> Export`.
208
.. i18n: This enables you to easily make your own analysis in Microsoft Excel or OpenOffice.org Calc,
209
.. i18n: by exporting accounting entries.
211
.. tip:: Exporting entries
213
It's helpful to remember that you can export all types of resource in Open ERP.
214
From the web client you need to navigate to a search list for the resource then click
215
the :guilabel:`Export` link at the bottom left of the list.
216
From the GTK client you'd use the menu :menuselection:`Form --> Export`.
217
This enables you to easily make your own analysis in Microsoft Excel or OpenOffice.org Calc,
218
by exporting accounting entries.
221
.. i18n: single: follow-up
222
.. i18n: single: reminder
223
.. i18n: single: module; account_followup
228
single: module; account_followup
230
.. i18n: Multi-step follow-ups
231
.. i18n: ---------------------
233
Multi-step follow-ups
234
---------------------
236
.. i18n: To automate the management of followups (reminders) you must install the module
237
.. i18n: :mod:`account_followup`. This is installed automatically as part of the accounting profile, but is
238
.. i18n: not part of the other profiles. Or you can install it alone.
240
To automate the management of followups (reminders) you must install the module
241
:mod:`account_followup`. This is installed automatically as part of the accounting profile, but is
242
not part of the other profiles. Or you can install it alone.
244
.. i18n: Once the module is installed configure your levels of followup using the menu
245
.. i18n: :menuselection:`Financial Management --> Configuration --> Follow-Ups`.
247
Once the module is installed configure your levels of followup using the menu
248
:menuselection:`Financial Management --> Configuration --> Follow-Ups`.
250
.. i18n: The levels of follow-up are relative to the date of creation of an invoice and not the due date.
251
.. i18n: This enables you to put payment conditions such as 'payable in 21 days' and send a reminder in 30
252
.. i18n: days, or the converse.
254
The levels of follow-up are relative to the date of creation of an invoice and not the due date.
255
This enables you to put payment conditions such as 'payable in 21 days' and send a reminder in 30
256
days, or the converse.
258
.. i18n: For each level you should define the number of days and create a note which will automatically be
259
.. i18n: added into the reminder letter. The sequence determines the order of the level in ascending order.
261
For each level you should define the number of days and create a note which will automatically be
262
added into the reminder letter. The sequence determines the order of the level in ascending order.
264
.. i18n: .. csv-table:: Example of configuring followup levels
265
.. i18n: :header: "Sequence","Level","Days","Description"
266
.. i18n: :widths: 5, 5, 15, 15
268
.. i18n: "1","Level 1","30 days net","First payment reminder"
269
.. i18n: "2","Level 2","45 days net","Second reminder"
270
.. i18n: "3","Level 3","60 days from end of month","Put on notice"
272
.. csv-table:: Example of configuring followup levels
273
:header: "Sequence","Level","Days","Description"
274
:widths: 5, 5, 15, 15
276
"1","Level 1","30 days net","First payment reminder"
277
"2","Level 2","45 days net","Second reminder"
278
"3","Level 3","60 days from end of month","Put on notice"
280
.. i18n: You can send your reminders by mail and/or email with the menu :menuselection:`Financial Management
281
.. i18n: --> Periodical Processing --> Send followups`.
283
You can send your reminders by mail and/or email with the menu :menuselection:`Financial Management
284
--> Periodical Processing --> Send followups`.
286
.. i18n: .. figure:: images/account_followup_wizard.png
288
.. i18n: :align: center
290
.. i18n: *Form for preparing follow-up letters*
292
.. figure:: images/account_followup_wizard.png
296
*Form for preparing follow-up letters*
298
.. i18n: Open ERP presents you with a list of partners who are due reminders, which you can modify before
299
.. i18n: starting the procedure. On the second tab of the form you can supply the information you'll send in
300
.. i18n: the email reminder.
302
Open ERP presents you with a list of partners who are due reminders, which you can modify before
303
starting the procedure. On the second tab of the form you can supply the information you'll send in
306
.. i18n: The system then gives you a PDF report with all of the reminder letters for each partner. Each
307
.. i18n: letter is produced in the language of the partner (if that's available) and you can therefore get
308
.. i18n: letters in several languages in the same PDF on several pages.
310
The system then gives you a PDF report with all of the reminder letters for each partner. Each
311
letter is produced in the language of the partner (if that's available) and you can therefore get
312
letters in several languages in the same PDF on several pages.
314
.. i18n: To check the due date of customers and/or suppliers before starting the reminder procedure, use
315
.. i18n: the menu :menuselection:`Financial Management --> Periodical Processing --> Send followups`.
316
.. i18n: You get a list of unreconciled entries accounts. You can then modify
317
.. i18n: the date and the last follow-up and the level of reminder for each entry.
319
To check the due date of customers and/or suppliers before starting the reminder procedure, use
320
the menu :menuselection:`Financial Management --> Periodical Processing --> Send followups`.
321
You get a list of unreconciled entries accounts. You can then modify
322
the date and the last follow-up and the level of reminder for each entry.
324
.. i18n: To obtain a detailed report per partner use the menus in :menuselection:`Financial Management -->
325
.. i18n: Reporting --> Follow-Ups`.
327
To obtain a detailed report per partner use the menus in :menuselection:`Financial Management -->
328
Reporting --> Follow-Ups`.
330
.. i18n: The different reports are standard Open ERP screens, so you can filter them and explore the elements
333
The different reports are standard Open ERP screens, so you can filter them and explore the elements
336
.. i18n: .. figure:: images/account_followup.png
338
.. i18n: :align: center
340
.. i18n: *Summary screen for follow-ups*
342
.. figure:: images/account_followup.png
346
*Summary screen for follow-ups*
349
.. i18n: single: overdue payments
352
single: overdue payments
354
.. i18n: Partner situation
355
.. i18n: -----------------
360
.. i18n: In daily use of Open ERP a manager will often need to search quickly for financial
361
.. i18n: information amongst partner data. For this she can use the buttons to the right of form when she
362
.. i18n: opens a partner form, to go directly to:
364
In daily use of Open ERP a manager will often need to search quickly for financial
365
information amongst partner data. For this she can use the buttons to the right of form when she
366
opens a partner form, to go directly to:
368
.. i18n: * a follow-up letter from the :guilabel:`Overdue payments` Report button,
370
.. i18n: * the list of open :guilabel:`Invoices`,
372
.. i18n: * a shortcut to :guilabel:`All account entries`,
374
.. i18n: * the unclosed CRM requests from :guilabel:`Open cases`,
376
.. i18n: * a shortcut to the unreconciled :guilabel:`Receivables and Payables`.
378
* a follow-up letter from the :guilabel:`Overdue payments` Report button,
380
* the list of open :guilabel:`Invoices`,
382
* a shortcut to :guilabel:`All account entries`,
384
* the unclosed CRM requests from :guilabel:`Open cases`,
386
* a shortcut to the unreconciled :guilabel:`Receivables and Payables`.
388
.. i18n: The exact links depend on the modules that are installed in Open ERP.
390
The exact links depend on the modules that are installed in Open ERP.
392
.. i18n: These links are also available to her using the navigation features such as right-clicking partner
393
.. i18n: fields in the GTK client.
395
These links are also available to her using the navigation features such as right-clicking partner
396
fields in the GTK client.
398
.. i18n: The :guilabel:`Overdue payments` report produces a PDF document which is used for follow-up but it
399
.. i18n: doesn't modify any of the partner's accounting entries. Its use doesn't increase the follow-up
400
.. i18n: level so you can run this report repeatedly without any problem.
402
The :guilabel:`Overdue payments` report produces a PDF document which is used for follow-up but it
403
doesn't modify any of the partner's accounting entries. Its use doesn't increase the follow-up
404
level so you can run this report repeatedly without any problem.
406
.. i18n: In Open ERP you can search for a partner on the basis of the value of its trade receivables. So
407
.. i18n: search for partners with a credit amount between 1 and 99999999 and you'll get a list of partners
408
.. i18n: that owe you payment. You can then select the whole list and print follow-up letters for them all.
410
In Open ERP you can search for a partner on the basis of the value of its trade receivables. So
411
search for partners with a credit amount between 1 and 99999999 and you'll get a list of partners
412
that owe you payment. You can then select the whole list and print follow-up letters for them all.
414
.. i18n: To the right of the partner form there's a shortcut to :guilabel:`Invoices`. This link includes
415
.. i18n: all of the invoices defined in the systems, namely:
417
To the right of the partner form there's a shortcut to :guilabel:`Invoices`. This link includes
418
all of the invoices defined in the systems, namely:
420
.. i18n: * customer invoices,
422
.. i18n: * supplier invoices,
424
.. i18n: * credit notes,
426
.. i18n: * supplier credit notes.
434
* supplier credit notes.
436
.. i18n: .. tip:: Reminders from accounting entries
438
.. i18n: Companies that do not have computerized records tend to keep track of payments from invoices and
439
.. i18n: paperwork and not from a formal partner account.
441
.. i18n: It's better to create reminder letters from a partner's account receivable than from unpaid bills,
443
.. i18n: By using the Open ERP system you can easily take account of all advances, unreconciled payments,
444
.. i18n: credit notes and credit payments.
446
.. i18n: So it's better to send a letter based on the accounting entries of invoices and unreconciled
447
.. i18n: payments than just on a list of unpaid invoices.
449
.. tip:: Reminders from accounting entries
451
Companies that do not have computerized records tend to keep track of payments from invoices and
452
paperwork and not from a formal partner account.
454
It's better to create reminder letters from a partner's account receivable than from unpaid bills,
456
By using the Open ERP system you can easily take account of all advances, unreconciled payments,
457
credit notes and credit payments.
459
So it's better to send a letter based on the accounting entries of invoices and unreconciled
460
payments than just on a list of unpaid invoices.
462
.. i18n: In the links appearing on the partner form, two buttons enable the opening of partner accounting
465
In the links appearing on the partner form, two buttons enable the opening of partner accounting
468
.. i18n: * :guilabel:`All account entries`,
470
.. i18n: * :guilabel:`Receivables & Payables`.
472
* :guilabel:`All account entries`,
474
* :guilabel:`Receivables & Payables`.
476
.. i18n: The first button is useful for obtaining a historical analysis of the customer or supplier. You can
477
.. i18n: get information about such significant items as sales volume and payment delays. The second button
478
.. i18n: is a filter which shows only the open trade credits and debits for the partner.
480
The first button is useful for obtaining a historical analysis of the customer or supplier. You can
481
get information about such significant items as sales volume and payment delays. The second button
482
is a filter which shows only the open trade credits and debits for the partner.
484
.. i18n: .. Copyright © Open Object Press. All rights reserved.
486
.. Copyright © Open Object Press. All rights reserved.
488
.. i18n: .. You may take electronic copy of this publication and distribute it if you don't
489
.. i18n: .. change the content. You can also print a copy to be read by yourself only.
491
.. You may take electronic copy of this publication and distribute it if you don't
492
.. change the content. You can also print a copy to be read by yourself only.
494
.. i18n: .. We have contracts with different publishers in different countries to sell and
495
.. i18n: .. distribute paper or electronic based versions of this book (translated or not)
496
.. i18n: .. in bookstores. This helps to distribute and promote the Open ERP product. It
497
.. i18n: .. also helps us to create incentives to pay contributors and authors using author
498
.. i18n: .. rights of these sales.
500
.. We have contracts with different publishers in different countries to sell and
501
.. distribute paper or electronic based versions of this book (translated or not)
502
.. in bookstores. This helps to distribute and promote the Open ERP product. It
503
.. also helps us to create incentives to pay contributors and authors using author
504
.. rights of these sales.
506
.. i18n: .. Due to this, grants to translate, modify or sell this book are strictly
507
.. i18n: .. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
508
.. i18n: .. written authorisation for this.
510
.. Due to this, grants to translate, modify or sell this book are strictly
511
.. forbidden, unless Tiny SPRL (representing Open Object Press) gives you a
512
.. written authorisation for this.
514
.. i18n: .. Many of the designations used by manufacturers and suppliers to distinguish their
515
.. i18n: .. products are claimed as trademarks. Where those designations appear in this book,
516
.. i18n: .. and Open Object Press was aware of a trademark claim, the designations have been
517
.. i18n: .. printed in initial capitals.
519
.. Many of the designations used by manufacturers and suppliers to distinguish their
520
.. products are claimed as trademarks. Where those designations appear in this book,
521
.. and Open Object Press was aware of a trademark claim, the designations have been
522
.. printed in initial capitals.
524
.. i18n: .. While every precaution has been taken in the preparation of this book, the publisher
525
.. i18n: .. and the authors assume no responsibility for errors or omissions, or for damages
526
.. i18n: .. resulting from the use of the information contained herein.
528
.. While every precaution has been taken in the preparation of this book, the publisher
529
.. and the authors assume no responsibility for errors or omissions, or for damages
530
.. resulting from the use of the information contained herein.
532
.. i18n: .. Published by Open Object Press, Grand Rosière, Belgium
534
.. Published by Open Object Press, Grand Rosière, Belgium