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Posted to commits@ofbiz.apache.org by jl...@apache.org on 2012/12/08 09:21:51 UTC
svn commit: r1418622 [2/11] - in /ofbiz/branches/webhelp-2012-12-07: ./
applications/content/ applications/content/data/helpdata/docbookhelp/
applications/content/data/helpdata/docbookhelp/accounting_en/
applications/content/data/helpdata/docbookhelp/a...
Added: ofbiz/branches/webhelp-2012-12-07/applications/content/data/helpdata/docbookhelp/accounting_en/accounting.xml
URL: http://svn.apache.org/viewvc/ofbiz/branches/webhelp-2012-12-07/applications/content/data/helpdata/docbookhelp/accounting_en/accounting.xml?rev=1418622&view=auto
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--- ofbiz/branches/webhelp-2012-12-07/applications/content/data/helpdata/docbookhelp/accounting_en/accounting.xml (added)
+++ ofbiz/branches/webhelp-2012-12-07/applications/content/data/helpdata/docbookhelp/accounting_en/accounting.xml Sat Dec 8 08:21:03 2012
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+<?xml version="1.0" encoding="UTF-8"?>
+<!--
+Licensed to the Apache Software Foundation (ASF) under one
+or more contributor license agreements. See the NOTICE file
+distributed with this work for additional information
+regarding copyright ownership. The ASF licenses this file
+to you under the Apache License, Version 2.0 (the
+"License"); you may not use this file except in compliance
+with the License. You may obtain a copy of the License at
+
+http://www.apache.org/licenses/LICENSE-2.0
+
+Unless required by applicable law or agreed to in writing,
+software distributed under the License is distributed on an
+"AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY
+KIND, either express or implied. See the License for the
+specific language governing permissions and limitations
+under the License.
+-->
+
+
+<book version="5.0" xmlns="http://docbook.org/ns/docbook"
+ xmlns:xlink="http://www.w3.org/1999/xlink"
+ xmlns:xi="http://www.w3.org/2001/XInclude"
+ xmlns:svg="http://www.w3.org/2000/svg"
+ xmlns:m="http://www.w3.org/1998/Math/MathML"
+ xmlns:html="http://www.w3.org/1999/xhtml"
+ xmlns:db="http://docbook.org/ns/docbook">
+ <info>
+ <title>OFBiz Documentation</title>
+
+ <author>
+ <personname><firstname/><surname/></personname>
+
+ <affiliation>
+ <orgname/>
+ </affiliation>
+ </author>
+
+ <pubdate/>
+ </info>
+
+ <chapter>
+ <title>OFBiz Accounting Introduction</title>
+
+ <para>The Accounting system is organized according to age old and
+ generally accepted principles such as double-entry accounting, a General
+ Ledger with hierarchical accounts, journals and posting of transactions
+ and corresponding entries.</para>
+
+ <para>The structure is primary based on the OMG GL standard and the work
+ that was done on an AR/AP extension of the OMG GL standard. This
+ correlates well with other standards such as ebXML and OAGIS.</para>
+
+ <para>The Accounting entities are structured such that accounts for
+ multiple organizations can be managed. The multiple organizations could be
+ multiple companies, or departments or other organizations within a
+ company. Each Organization can have various GL Accounts associated with it
+ so that it can operate with its own subset of the Master Chart of
+ Accounts.</para>
+
+ <para>Each Organization can also have its own set of Journals for
+ flexibility, even though the use of Journals should be as minimal as
+ possible in favor of allowing the system to automatically create and post
+ transactions based on business events triggered by standard procedures and
+ documents such as purchase and sales orders, invoices, inventory
+ transfers, payments, receipts, and so forth.</para>
+ </chapter>
+
+ <chapter xml:id="accounting_main">
+ <title>Accounting Main</title>
+
+ <screenshot>
+ <mediaobject>
+ <imageobject>
+ <imagedata align="left"
+ fileref="../accounting_en_images/main.jpg"
+ scalefit="1" width="100%"/>
+ </imageobject>
+ </mediaobject>
+ </screenshot>
+
+ <para>This is the default tab for the Accounting Manager application. The
+ screen currently shows links that will display more detailed screens
+ related to Agreements, Billing Accounts, Invoices and Payments.</para>
+ </chapter>
+
+ <chapter xml:id="accounting_findInvoices">
+ <title>Invoices</title>
+
+ <para>Sales invoices are generated when customers buy something from your
+ business. You will need to provide a detailed list of the items bought and
+ relevant taxes paid. They are often referred to a 'tax invoices' as they
+ contain information relating to the amount of sales tax (eg VAT / GST)
+ charged on the product or service.</para>
+
+ <para>Purchase invoices are generated by your suppliers when you order
+ something from them. You may send them an order in the form of a Purchase
+ Order. They will then send you the products and an invoice for payment.
+ This invoice is the Purchase Invoice and it will contain details of the
+ items bought plus any taxes.</para>
+
+ <para>Both of these documents are used as proof to various tax authorities
+ (eg Inland Revenue, Customs etc) that the required tax has been charged or
+ collected.</para>
+
+ <para>GENERAL NOTE: The following is an extract from Ian McNulty's
+ documentation work on accounting:</para>
+
+ <para>Invoices are created automatically by the system when certain
+ criteria are met for each item on an order. The criteria will vary
+ depending on the type of product associated with the order item, and the
+ type of order (ie purchase/sales).</para>
+
+ <para>For Sales Orders that include digital goods, an invoice will be
+ created when the order is placed, and that invoice will be for all digital
+ goods in the order. If there are non-digital or physical goods they will
+ go in a separate invoice.</para>
+
+ <para>For Sales Orders that include digital goods, an invoice will be
+ created when the order is placed, and that invoice will be for all digital
+ goods in the order. If there are non-digital or physical goods they will
+ go in a separate invoice.</para>
+
+ <para>For Purchase Orders an invoice will be created from a shipment when
+ the shipment goes into the Received status.</para>
+
+ <sect1>
+ <title>Invoice Roles</title>
+
+ <para>The Invoice Roles screen allows parties with specific roles to be
+ associated with and invoice. If the e-commerce or Sales Order entry
+ route has already been used then the invoice generated will already
+ contain the relevant roles from the various parties.</para>
+
+ <para>For a Sales Order examples of roles will include Bill From
+ Customer, Bill To Customer, End User Customer,Ship To Customer
+ etc.</para>
+
+ <sect2>
+ <title>How do I add a party role to an invoice?</title>
+
+ <para>Party roles will automatically be added to an invoices that have
+ been generated as a result of E-Commerce order entry or Sales Order
+ entry. They can also be added be added manually.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Roles' sub menu</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter or use the lookup to enter the party to be added to
+ the invoice in the 'Party Id' field</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter or use the lookup to enter the party to be added to
+ the invoice in the 'Party Id' field</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Date Time Performed' field blank<note>
+ <para>This field is optional and can be entered if required.
+ This field can be used to indicate the date and time this role
+ was performed by the party for this invoice</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Percentage' field blank<note>
+ <para>This field is optional and can be entered if required.
+ If roles are shared then this field can be used to indicate
+ the assigned percentage for this role</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Submit' button</para>
+ </listitem>
+
+ <listitem>
+ <para>The new role entry will be displayed on the bottom part of
+ the screen <note>
+ <para>If you select a role that is not associated with the
+ party that has been entered an error message will be
+ displayed. To fix it you will need to add the role to the
+ party or choose another party that already has that role
+ associated with it.</para>
+ </note></para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I update a party role on an invoice?</title>
+
+ <para>A party role cannot be updated via the current user interface.
+ It can only be removed. If a party role needs to be updated then the
+ entry must be deleted and then re-created.</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I remove a party role from an invoice?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Locate the entry that needs to be removed</para>
+ </listitem>
+
+ <listitem>
+ <para>Locate the entry that needs to be removed</para>
+ </listitem>
+
+ <listitem>
+ <para>The entry is now removed from the list of invoice
+ roles</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>New Invoice</title>
+
+ <para>This screen allows the user to create a new Sales or Purchase
+ Invoice. Sales Invoices are created when a customer buys something from
+ you. Purchase Invoices are created when you buy something from a
+ supplier.</para>
+
+ <sect2>
+ <title>How do I create a new Sales invoice?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Press the 'Create New' button</para>
+ </listitem>
+
+ <listitem>
+ <para>The New Sales Invoice / New Purchase Invoice screen is
+ displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Using the top part of the screen, leave Invoice type with
+ its default of 'Sales Invoice'</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave 'Organization Party Id' with its default of
+ 'Company'</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter or use the lookup to find the 'To Party Id' (eg
+ DemoCustomer)</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Create' button in the top part of the
+ screen</para>
+ </listitem>
+
+ <listitem>
+ <para>The invoice header has been created and the default header
+ screen will be displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Details on the invoice will need to be entered via the other
+ sub menus (eg Items, Time Entries etc)</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I create a new Purchase invoice?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Press the 'Create New' button</para>
+ </listitem>
+
+ <listitem>
+ <para>The New Sales Invoice / New Purchase Invoice screen is
+ displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Using the bottom part of the screen, leave Invoice type with
+ its default of 'Purchase Invoice'</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave 'Organization Party Id' with its default of
+ 'Company'</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter or use the lookup to find the 'From Party Id' (eg
+ DemoSupplier)</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Create' button in the bottom part of the
+ screen</para>
+ </listitem>
+
+ <listitem>
+ <para>The invoice header has been created and the default header
+ screen will be displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Details on the invoice will need to be entered via the other
+ sub menus (eg Items, Time Entries etc)</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Invoice Send Per Email</title>
+
+ <para>This is used to send a copy of the invoice details to one or more
+ email addresses. The invoice is included as an attachment and the user
+ can add a simple accompanying email message.</para>
+
+ <sect2>
+ <title>How do I send a copy of an invoice via email?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Send per Email' sub menu</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Send per Email' default screen will be displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the 'From Email Address'<note>
+ <para>CHECK: Shouldnt this be defaulted from the user
+ login.....????</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'To Email Address' as it is as this will be
+ defaulted using the customer details from the invoice</para>
+ </listitem>
+
+ <listitem>
+ <para>If required enter the 'Copy Email address' for anyone that
+ needs to be copied on the email</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Subject' as the default of 'Please find attached
+ invoice'</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Other Currency' box blank<note>
+ <para>CHECK: Investigate what effect this has on the
+ email.....</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a short email message in the 'Email Body'</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Submit' button</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>List Invoice Items</title>
+
+ <para>The Invoice Items screen displays the individual invoice line
+ details and allows the user to update or remove an entry. As each
+ invoice line is created it is allocated a specific sequence (or Item
+ Number) which acts as a unique identifier.</para>
+
+ <sect2>
+ <title>How do I create a new invoice line item?</title>
+
+ <para>Note that only invoices that have specific statuses can have new
+ line items created. This means that if an invoice has already been
+ paid and processed OFBiz will not allow any amendments to it.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Items' sub menu for the invoice</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Add a new invoice item' screen will be displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Item No' field blank (as it will be automatically
+ generated)</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the 'Invoice Item Type' from the drop down box<note>
+ <para>A typical line using the demo could be 'Invoice Finished
+ Good Item' but ensure that it corresponds with the type of
+ products setup in your catalog</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a description describing what the line item is<note>
+ <para>If you are going to enter a product in the Product Id
+ field from the catalog then leave the 'Description' field
+ blank as it will be used to show the product
+ description</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Override GL Account Id' field blank as it will
+ use the default account based on the Chart of Accounts
+ setup</para>
+ </listitem>
+
+ <listitem>
+ <para>Use the lookup or enter a product code in the 'Product Id'
+ field<note>
+ <para>This can be left blank if your invoice line is not
+ related to a product in the catalog</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a number in the 'Quantity' field</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a 'Unit Price' only if the Product Id field is
+ blank<note>
+ <para>If a Product Id has been entered then leave the 'Unit
+ Price' field blank as it will pick up the product price from
+ the catalog</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Inventory Item' field blank</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Product Feature Id' field blank</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'UOM' field blank</para>
+ </listitem>
+
+ <listitem>
+ <para>Select 'Yes' for the 'Taxable Flag' field</para>
+ </listitem>
+ </orderedlist>
+
+ <note>
+ <para>CHECK: Need to do some tests to see what line item type needs
+ to be used for 'Sales Tax'. I think that it could be 'Invoice Item
+ Sales Tax' since tax is currently calculated at invoice item line
+ level. Also the automatically generated invoices from Order Entry
+ and E-Commerce show taxes at the invoice item line level (think
+ there may be some work going on - see JIRA on to consolidate
+ entries). Need to do some tests using 'Invoice Sales Tax' to see how
+ it works.........</para>
+ </note>
+ </sect2>
+
+ <sect2>
+ <title>How do I update an invoice line item?</title>
+
+ <para>Not all the fields on the invoice item line can be updated. For
+ example Taxable Flag and Inventory Item cannot be updated. If these
+ fields need to be amended then the invoice item will need to be
+ removed and then re-created.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Items' sub menu for the invoice</para>
+ </listitem>
+
+ <listitem>
+ <para>Any existing line items will be displayed in the 'Items'
+ box</para>
+ </listitem>
+
+ <listitem>
+ <para>Amend the details in the line item that needs to be updated
+ (eg Quantity, Invoice Item Type, Product Id, Description, Override
+ GL Account, Unit Price)</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button displayed at the end of the line
+ item that has been updated</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I delete an invoice item?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Items' sub menu for the invoice</para>
+ </listitem>
+
+ <listitem>
+ <para>Any existing line items will be displayed in the 'Items'
+ box</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Remove' button displayed at the end of the line
+ item that needs to be deleted</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Edit Invoice Time Entries</title>
+
+ <para>The Time Entries screen displays any time logged against the
+ invoice. For example these time entries can be from employee or external
+ supplier timesheets that are tracked within OFBiz. is used to track any
+ individual work or billable hours against an invoice.</para>
+
+ <sect2>
+ <title>How do I add a new time entry for an invoice?</title>
+
+ <para>There are two options :</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Add time entry to a new invoice and add time entry to an
+ existing invoice.</para>
+ </listitem>
+
+ <listitem>
+ <para>Add time entry to a new invoice and add time entry to an
+ existing invoice.</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I update a time entry for an invoice?</title>
+
+ <note>
+ <para>To check if this can only be done via timesheets.</para>
+ </note>
+ </sect2>
+
+ <sect2>
+ <title>How do I remove a time entry from an invoice?</title>
+
+ <note>
+ <para>To check if this is done via timesheets</para>
+ </note>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Edit Invoice Applications</title>
+
+ <para>The Invoice Applications sub menu is where payments that have been
+ made (or received) can be linked or allocated to an invoice. The phrase
+ 'applying' an amount to an invoice is often used to describe this. The
+ screen is divided into 3 main areas as follows.</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>Payments Applied (which shows details of the total amount
+ 'Applied' and the total amount 'Open'. Note that 'Open' here means
+ outstanding)</para>
+ </listitem>
+
+ <listitem>
+ <para>Possible Payments to Apply (which shows all the payments that
+ have been sent from the same party id as the invoice - for a sales
+ invoice this would be the customer party id)</para>
+ </listitem>
+
+ <listitem>
+ <para>Assign Payment to Invoice (which allows you to manually assign
+ a specific payment id to this invoice)</para>
+ </listitem>
+ </itemizedlist>
+
+ <note>
+ <para>General Ledger accounting transactions are generated during the
+ payment application process but unless your GL is setup with Unapplied
+ Cash and Applied Cash accounts - I'm not sure that there will be any
+ true accounting impact. In the Sales Order process the accounting
+ transaction generated the following GL Accounting transaction is
+ generated for 'Payment Applied' o add some text here.</para>
+ </note>
+
+ <para>DR 120000 Accounts Receivable / CR 120000 Accounts Receivable -
+ This transaction doesnt really do anything!</para>
+
+ <para>It is used to link payments to invoices. It is also used to
+ allocate which part of a payment is allocated or applied to a specific
+ invoice. This is extremely useful if your customers pay multiple
+ invoices with a single payment.</para>
+
+ <para>Example:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>A customer could send a single payment of $1000 that can be
+ used to pay for two invoices (eg $400 and $600)</para>
+ </listitem>
+
+ <listitem>
+ <para>Using this applications sub menu allows you to allocate part
+ of the $400 to one invoice and the balance ($600) to the other
+ invoice</para>
+ </listitem>
+ </itemizedlist>
+
+ <para>By default all 'unapplied' payments that have been entered into
+ OFBiz from the customer will be available for selection even if they
+ have not yet been flagged as formally 'Received'. This means that these
+ are payments that have not already been linked to another invoice. If
+ only part of a payment amount has been linked to an invoice then the
+ remaining amount is left available to be allocated to another invoice.
+ Also note that a single invoice could be paid by multiple payments being
+ applied to it.</para>
+
+ <sect2>
+ <title>How do I apply a payment (or payments) to an invoice?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Applications' sub menu for the invoice</para>
+ </listitem>
+
+ <listitem>
+ <para>A list of unapplied payments for the party id will be
+ displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>A list of unapplied payments for the party id will be
+ displayed<note>
+ <para>More than one entry may be used. Also only part of a
+ larger amount may be used)The Payments Applied total at the
+ top of the screen will be updated with the amount selected.
+ Also the Amount Open will be reduced by the amount
+ selected.</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>More than one entry may be used. Also only part of a larger
+ amount may be used)The Payments Applied total at the top of the
+ screen will be updated with the amount selected. Also the Amount
+ Open will be reduced by the amount selected.</para>
+ </listitem>
+
+ <listitem>
+ <para>More than one entry may be used. Also only part of a larger
+ amount may be used)The Payments Applied total at the top of the
+ screen will be updated with the amount selected. Also the Amount
+ Open will be reduced by the amount selected.</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I update an applied payment for an invoice?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Payments that have been applied to an invoice can be
+ updated. This means that you can change the details of the payment
+ transaction or adjust the amount that was applied to the
+ invoice.</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the 'Applications' sub menu for the invoice</para>
+ </listitem>
+
+ <listitem>
+ <para>A list of payments already applied to the invoice will be
+ displayed in the top part of the screen</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter or use the lookup to change the 'Payment Id' if
+ required</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the updated amount in the 'Amount to Apply' field if
+ required</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I remove an applied payment (or payments) from an
+ invoice?</title>
+
+ <note>
+ <para>CHECK: It can be done before transaction has been posted to GL
+ but also need to check if its can be done if the transaction has
+ been posted.</para>
+ </note>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Applications' sub menu for the invoice</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the 'Applications' sub menu for the invoice</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Remove' button next to the payment entry that
+ needs to be removed</para>
+ </listitem>
+
+ <listitem>
+ <para>The entry will be removed and the top part of the screen
+ will be update the 'Payments Applied' total and 'Amount
+ Open'</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Edit Invoice</title>
+
+ <para>The Invoice Header screen is used to view or update details from
+ the invoice header. Examples of the type of information that can be
+ changed are Due Date, Description, Currency.</para>
+
+ <sect2>
+ <title>How do I update the header details for an Invoice?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Header' sub menu and the header details of the
+ invoice will be displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Update the fields required</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Invoice Overview</title>
+
+ <para>The Invoice Overview screen is used to display the summary of an
+ invoice in a single view. The screen is divided into sections that show
+ various information related to the invoice (eg Roles, Status, Terms,
+ Items, Payments Applied, etc).</para>
+
+ <para>The following options are currently available from this
+ screen:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>The following options are currently available from this
+ screen:</para>
+ </listitem>
+
+ <listitem>
+ <para>Copy (Create a copy of the current invoice)</para>
+ </listitem>
+
+ <listitem>
+ <para>PDF (View a PDF of the current invoice)</para>
+ </listitem>
+
+ <listitem>
+ <para>PDF default currency<note>
+ <para>CHECK: Need to see how this is different from just the PDF
+ view......</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Status to 'Approved' (Change the status of the current invoice
+ to 'Approved)</para>
+ </listitem>
+
+ <listitem>
+ <para>Status to 'Sent' (Change the status of the current invoice to
+ 'Sent')</para>
+ </listitem>
+
+ <listitem>
+ <para>Status to 'Ready' (Change the status of the current invoice to
+ 'Ready'.<note>
+ <para>This will create the relevant accounting transactions and
+ post them to the general ledger</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Status to 'Cancelled' (Change the status of the current
+ invoice to 'Cancelled')</para>
+ </listitem>
+
+ <listitem>
+ <para>Save as Template (NOTE TO CHECK: Save the current invoice
+ format as a template)</para>
+ </listitem>
+ </itemizedlist>
+ </sect1>
+
+ <sect1>
+ <title>Find Invoices</title>
+
+ <para>The default screen is for the Invoices tab is 'Find Invoices'. It
+ is used to locate existing invoices that have been created automatically
+ by the system or manually by the user. It can also be used to create a
+ new Sales or Purchase Invoice.</para>
+
+ <sect2>
+ <title>How do I view all invoices?</title>
+
+ <para>Press the 'Search' button to view all invoices</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I locate an existing invoice?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Enter the 'Invoice ID' if known</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a word from the invoice description in the
+ 'Description' field if known</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the 'Invoice Type' if known</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the 'From Party Id' if known<note>
+ <para>In most cases for a Sales Invoices this will be Company.
+ For Purchase Invoice it will be the supplier party id</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the 'Billing Account Id' if known</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the invoice status in the 'Status Id' field if
+ known</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the 'To Party Id' if known<note>
+ <para>In most cases for a Purchase Invoice this will be
+ company. For Sales Invoices it will be the customer party
+ id</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Search' button to view all invoices</para>
+ </listitem>
+
+ <listitem>
+ <para>All invoices that meet the search criteria will be
+ displayed.</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I update an invoice?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Locate the invoice using the 'Find Invoices' screen</para>
+ </listitem>
+
+ <listitem>
+ <para>Using the relevant sub menu make the required
+ changes.</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I delete an invoice?</title>
+
+ <para>Invoices cannot be deleted through the user interface. They can
+ only be cancelled (eg if they have been entered or created by
+ mistake). <note>
+ <para>They can probably be deleted using Entity Data Maintenance
+ in the Webtools menu but this is not recommended for 2
+ reasons:<orderedlist>
+ <listitem>
+ <para>It may cause data integrity problems.</para>
+ </listitem>
+
+ <listitem>
+ <para>It may cause data integrity problems.</para>
+ </listitem>
+ </orderedlist></para>
+ </note></para>
+ </sect2>
+ </sect1>
+ </chapter>
+
+ <chapter xml:id="accounting_findPayments">
+ <title>Payments</title>
+
+ <para>This feature lets the user locate payments by common
+ criteria.</para>
+ </chapter>
+
+ <chapter xml:id="accounting_FindPaymentGroup">
+ <title>Payment Group</title>
+
+ <para>Find payments by group.</para>
+ </chapter>
+
+ <chapter xml:id="accounting_FindGatewayResponses">
+ <title>Transactions</title>
+
+ <para/>
+ </chapter>
+
+ <chapter xml:id="accounting_FindPaymentGatewayConfig">
+ <title>Payment Gateway Config</title>
+
+ <para/>
+ </chapter>
+
+ <chapter xml:id="accounting_FindBillingAccount">
+ <title>Billing Accounts</title>
+
+ <para>A billing account is a way of allowing customers to consolidate
+ several invoices into an account that is paid off at a later
+ date.Customers can be allocated a credit limit and orders can be taken up
+ to the value of the credit limit without any payment being made.
+ Statements to the customer can then be generated (eg monthly) and payment
+ is made based on the outstanding amount.</para>
+
+ <note>
+ <para>A billing account does not change the flow of the normal Invoice
+ and Payment processes. It simply allows for a more structured
+ organisation of Invoices and Payments.</para>
+ </note>
+
+ <para>Billing Accounts can be used for the following:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>Setting credit limits for customers</para>
+ </listitem>
+
+ <listitem>
+ <para>Keeping track of credit available to customer for purchase on
+ account</para>
+ </listitem>
+
+ <listitem>
+ <para>Keeping track of payments made in advance <note>
+ <para>Could also use Financial Account for advance payments but
+ need to understand the differences in functionality and
+ process</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Keeping track of a subset of payments and invoices for a
+ specific client, i.e. allowing them to have multiple billing
+ accounts.</para>
+ </listitem>
+
+ <listitem>
+ <para>Allow multiple authorised parties to bill against the same
+ account which one party is responsible for paying (e.g. different
+ offices of the same organisation may have one single account with a
+ supplier to make use of order volume discounts)</para>
+ </listitem>
+
+ <listitem>
+ <para>Managing and generating customer statements</para>
+ </listitem>
+
+ <listitem>
+ <para>Customer specific order tracking</para>
+ </listitem>
+
+ <listitem>
+ <para>Accounts Receivable / Debt Management</para>
+ </listitem>
+
+ <listitem>
+ <para>Analysis and monitoring customer spending (creditworthiness /
+ discounts / product popularity)</para>
+ </listitem>
+ </itemizedlist>
+
+ <note>
+ <para>A payment that is applied (or matched) to a Billing Account it
+ should still be applied to an invoice. In the case where the payment
+ arrives before the invoice has been generated then once the invoice is
+ generated it should be applied to the payment or payments.</para>
+ </note>
+
+ <sect1>
+ <title>Billing Account Orders</title>
+
+ <para>This sub menu lists the details of any Sales Orders that have been
+ charged to the billing account. A Sales Order is charged to a billing
+ account by selecting the billing account as the Payment Method. <note>
+ <para>The details displayed here in conjunction with the 'Payments'
+ sub menu could also be used to generate a customer statement or
+ account showing details of customer activity during a specified time
+ period.</para>
+ </note></para>
+ </sect1>
+
+ <sect1>
+ <title>Billing Account Payments</title>
+
+ <para>This sub menu allows the creation of a payment that is
+ automatically applied to the billing account.</para>
+
+ <para>It is used when a payment has been received from a customer that
+ is used to pay off the balance (or part balance) of a billing
+ account.</para>
+
+ <para>An example of how this works is similar to a credit card statement
+ where a list of transactions have been incurred over the previous month
+ and one payment is used to settle the outstanding balance.</para>
+
+ <sect2>
+ <title>How do I add a payment to a billing account?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Payments' sub menu</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Create Payment' screen is displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter or use the lookup to enter the 'From Party Id' (NOTE:
+ By default this will be the Bill To Party of the Billing
+ Account)</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the 'Organisation Party Id' from the drop down
+ box</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the 'Payment Type Id' from the drop down box (NOTE:
+ By default this will be set to 'Customer Deposit')</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Payment Method Type' as 'Billing Account' (NOTE
+ TO CHECK: What happens if you do change this....)</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the 'Amount' of the payment</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Create' button</para>
+ </listitem>
+ </orderedlist>
+
+ <para>The new entry is displayed at the bottom of the screen.<note>
+ <para>The total amount of the payment will be applied to the
+ Billing Account. This can be verified by going to Accounting /
+ Payments menu and locating the newly created payment. The 'Amount
+ to Apply' column will be zero.</para>
+ </note></para>
+ </sect2>
+
+ <sect2>
+ <title>How do I update a payment for a billing account?</title>
+
+ <para>A payment can be updated for a billing account by amending the
+ amount of the payment that has been applied to the billing account.
+ For example if a payment of $100 has been applied to a billing account
+ it can be amended so that only $75 will be applied and $25 will be
+ available to be applied elsewhere.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Click on the 'Payment Id' of the payment that needs to be
+ removed</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Payment Overview' screen is displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button in the 'Payments Applied'
+ box</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Payment Applications' screen is displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Locate the 'Billing Account Id' and 'Amount Applied'</para>
+ </listitem>
+
+ <listitem>
+ <para>Amend the 'Amount Applied' for the billing account</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button next to the entry that refers to
+ the 'Billing Account Id'</para>
+ </listitem>
+ </orderedlist>
+
+ <para>A message will be displayed saying that the payment has been
+ removed from the billing account</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I delete a payment from a billing account?</title>
+
+ <para>A payment can be removed from billing account by removing the
+ link that has applied the payment to the billing account.<orderedlist>
+ <listitem>
+ <para>Click on the 'Payment Id' of the payment that needs to be
+ removed</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Payment Overview' screen is displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button in the 'Payments Applied'
+ box</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Payment Applications' screen is displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Remove' button next to the entry that refers to
+ the 'Billing Account Id'</para>
+ </listitem>
+ </orderedlist></para>
+
+ <para>A message will be displayed saying that the payment has been
+ removed from the billing account<note>
+ <para>The above example was done when the payment status was at
+ 'Not Paid' - need to test if it still works if the payment status
+ is at 'Received' or 'Confirmed' too.</para>
+ </note></para>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Billing Account Invoices</title>
+
+ <para>The Billing Account Find Invoices screen displays by default a
+ list of invoices that have been charged to the billing account.</para>
+
+ <para>Any invoice displayed here means that its invoice amount has been
+ deducted from the billing account credit limit.For example: If the
+ Billing Account Credit Limit is $100 and the there are 2 invoices
+ displayed with amounts $10 and $25 then the available credit for the
+ billing account will be $75.</para>
+
+ <para>The invoice can be at various statues and there is an option to
+ locate an invoice by status.</para>
+
+ <para>It is also used to apply any payments that have been made into the
+ Billing Account to an invoice. A 'Capture' button is displayed next to
+ each invoice displayed that has an amount outstanding.</para>
+
+ <para>Example:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>Two invoices are charged to a Billing Account (Invoice A $10
+ and Invoice B $25)</para>
+ </listitem>
+
+ <listitem>
+ <para>A payment of $17 has been paid into the Billing Account</para>
+ </listitem>
+
+ <listitem>
+ <para>If the Capture button is pressed for the invoice A then $10 of
+ the $17 payment will be applied to this invoice and a new payment
+ transaction of $7 will be created and available to apply to a
+ different invoice</para>
+ </listitem>
+ </itemizedlist>
+
+ <sect2>
+ <title>How do I locate an invoice by status?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Invoices' sub menu</para>
+ </listitem>
+
+ <listitem>
+ <para>Use the drop down box to select the 'Status Id' for the
+ invoice required</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Submit' button</para>
+ </listitem>
+ </orderedlist>
+
+ <para>A list of invoices with the required status will be
+ displayed</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I capture a payment for an invoice?</title>
+
+ <para><important>
+ <para>In order for this to work a payment needs to have been made
+ to the billing account that has not been completely applied to any
+ other invoices. Payments to a billing account can be done via the
+ 'Payments' sub menu for the billing account or by using Accounting
+ / Payments menu.</para>
+ </important></para>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Invoices' sub menu</para>
+ </listitem>
+
+ <listitem>
+ <para>Locate the invoice required <note>
+ <para>The 'Amount to Apply' is the same as the 'Total'
+ column</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Capture' button <note>
+ <para>The 'Amount to Apply' is different to the 'Total'
+ column</para>
+ </note></para>
+ </listitem>
+ </orderedlist>
+
+ <para>The 'Capture' button is no longer displayed next to the invoice
+ and an additional payments transaction will be created for any
+ difference between the invoice total and the amount paid (Eg Invoice
+ Total $100, Payment Amount $125, the new payment transaction amount
+ will be $25)<note>
+ <para>The above example assumes that the payment available will
+ cover the total amount outstanding for the invoice</para>
+ </note></para>
+ </sect2>
+
+ <sect2>
+ <title/>
+
+ <para/>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Billing Account Terms</title>
+
+ <para>This sub menu allows terms to be associated with a billing
+ account. Currently these can be the following:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>payment terms (discounted if paid within specified
+ days)</para>
+ </listitem>
+
+ <listitem>
+ <para>payment terms (due on a specified day per month)</para>
+ </listitem>
+
+ <listitem>
+ <para>payment terms (net days)</para>
+ </listitem>
+
+ <listitem>
+ <para>penalty terms (late fee)</para>
+ </listitem>
+
+ <listitem>
+ <para>penalty terms (collection agency fee)</para>
+ </listitem>
+
+ <listitem>
+ <para>miscellaneous (non returnable sales item)</para>
+ </listitem>
+ </itemizedlist>
+
+ <note>
+ <para>There is an overlap here with the terms that can be specified in
+ an agreement. Would a billing account party also have an agreement for
+ payment terms...? .</para>
+ </note>
+
+ <sect2>
+ <title>How do I add terms to a billing account?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Terms' sub menu</para>
+ </listitem>
+
+ <listitem>
+ <para>Select a 'Term Type' from the drop down box (eg. Payment net
+ days)</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'UOM' field blank</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a number in the 'Term Value' field (eg. 30 which would
+ mean '30 days' when related to 'Payment net days')</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Save' button</para>
+ </listitem>
+ </orderedlist>
+
+ <para>The term is displayed in the top part of the screen</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I update terms for a billing account?</title>
+
+ <para>Select the 'Terms' sub menu<orderedlist>
+ <listitem>
+ <para>Press the 'Edit' button next to the entry that needs to be
+ amended</para>
+ </listitem>
+
+ <listitem>
+ <para>The details are displayed in the 'Edit Billing Account
+ Terms' box</para>
+ </listitem>
+
+ <listitem>
+ <para>Update the 'Term Type', 'UOM' or 'Term Value' as
+ required</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Save' button</para>
+ </listitem>
+ </orderedlist></para>
+
+ <para>The updated term is displayed in the top part of the
+ screen</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I remove terms from a billing account?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Terms' sub menu</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Delete' button next to the entry that needs to be
+ removed</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Billing Account Roles</title>
+
+ <para>This sub menu allows parties with specific roles to be associated
+ with to a Billing Account. Roles allows you to specify a party
+ role.</para>
+
+ <para>It is used to specify which party should be billed for the billing
+ account. It can be used as follows:<itemizedlist>
+ <listitem>
+ <para>Simple billing account for a single party</para>
+ </listitem>
+
+ <listitem>
+ <para>More complex billing account where multiple parties (eg
+ company subsidiaries) charge invoices to the billing account but a
+ different party (eg head office) will pay the account</para>
+ </listitem>
+ </itemizedlist></para>
+
+ <sect2>
+ <title>How do I add a party role to a billing account?</title>
+
+ <para>Select the 'Roles' sub menu</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Enter or use the lookup to select the 'Party Id'</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the 'Role Type Id' from the drop down box (eg Bill To
+ Customer)</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'From Date' blank (NOTE: If left blank it will
+ default to the current date and time)</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Thru Date' blank</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Add' button</para>
+ </listitem>
+ </orderedlist>
+
+ <para>The new party role is displayed at the bottom of the
+ screen</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I update a party role for a billing account?</title>
+
+ <para>The only field that can be updated for a party role is the 'Thru
+ Date'. If any other details need to be amended then the entry will
+ need to be deleted and then recreated.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Roles' sub menu</para>
+ </listitem>
+
+ <listitem>
+ <para>Locate the entry that needs to be amended</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter or use the lookup to enter the 'Thru Date'</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button for the entry</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I delete a party role from a billing account?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Locate the entry that needs to be deleted</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Delete' button next to the entry</para>
+ </listitem>
+
+ <listitem>
+ <para>The entry will be removed from the bottom of the
+ screen</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Edit Billing Account</title>
+
+ <para>The 'Account' sub menu is used to enter the basic details required
+ for setting up a new billing account or editing an existing one.</para>
+
+ <para>It can be used to create or update the following details for a
+ Billing Account:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>Billing Account Identification</para>
+ </listitem>
+
+ <listitem>
+ <para>Party to be Billed</para>
+ </listitem>
+
+ <listitem>
+ <para>Billing Account Limit (NOTE: This is how much credit the
+ customer will be given eg $5000)</para>
+ </listitem>
+
+ <listitem>
+ <para>Currency to be used for Billing Account</para>
+ </listitem>
+
+ <listitem>
+ <para>Start and End Dates</para>
+ </listitem>
+ </itemizedlist>
+
+ <note>
+ <para>There are currently two ways to add a party to a billing
+ account.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Enter a party id in the 'Party Billed To' field</para>
+ </listitem>
+
+ <listitem>
+ <para>Use the 'Roles' sub menu to add a party id with the role of
+ 'Bill To Customer'</para>
+ </listitem>
+
+ <listitem>
+ <para>If using the first method then when you press the update
+ button this removes the party id from this field and automatically
+ creates the party under the Roles sub menu with the role of 'Bill
+ To Customer'</para>
+ </listitem>
+ </orderedlist>
+ </note>
+
+ <sect2>
+ <title>How do I create a new Billing Account?</title>
+
+ <para>Example: To create a new Billing Account</para>
+
+ <note>
+ <para>Check if the party doesnt have the role 'Bill To Customer' is
+ it automatically added when the billing account is created or will
+ the creation fail?..</para>
+ </note>
+
+ <orderedlist>
+ <listitem>
+ <para>Press the 'New' button and the 'Edit Billing Account' screen
+ is displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a code or number for the 'Billing Account Id'<note>
+ <para>If this is left blank a number will be automatically
+ generated</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a number for the 'Billing Account Limit' (eg
+ 5000)</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Account Currency UOM Id' as it is <note>
+ <para>This should be the default currency for
+ Company...</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a description that can be used to identify the Billing
+ Account (eg Joe Bloggs Builders Billing Account)</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Contact Mech' field as it is<note>
+ <para>This field cannot be filled in until either the 'Party
+ Billed To' has been filled in or a party with the role of
+ 'Bill To Customer' has been added under the 'Roles' sub
+ menu.</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the Billing Account start date in the 'From Date'
+ field. <note>
+ <para>If left blank then this will default to the current date
+ and time. NOTE TO CHECK: Can this date be in the
+ future.....?</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Thru date' field blank</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter or use the lookup to select the 'Party Billed
+ To'</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button</para>
+ </listitem>
+ </orderedlist>
+
+ <para>After the 'Update' button has been pressed then the 'Contact
+ Mech Id' field will either be automatically filled in or will allow
+ you to select a contact mech from a drop down list</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I update an existing Billing Account?</title>
+
+ <para>Billing Account details can be updated. A key field that may
+ need to be updated is the actual Billing Account Limit if a customer
+ reduces or improves their credit rating</para>
+
+ <para>Example: To Update a Billing Account</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Click on the 'Billing Account Id' of the Billing Account to
+ updated</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Edit Billing Account' screen is displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the changes required</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I delete a Billing Account?</title>
+
+ <para>Billing Accounts cannot be deleted. They can only be expired.
+ This means that they will no longer be able to be used to associate
+ invoices or payments against.</para>
+
+ <para>Example: To Expire a Billing Account</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Click on the 'Billing Account Id' of the Billing Account to
+ be expired</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Edit Billing Account' screen is displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter the current date in the 'Thru date' field</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Find Billing Account</title>
+
+ <para>The default screen is for the Billing Account tab is 'Find Billing
+ Account'. It is used to locate existing billing accounts that have been
+ created.</para>
+
+ <para>The user has the option to select an existing billing account or
+ create a new one by clicking on the 'New' button.</para>
+ </sect1>
+ </chapter>
+
+ <chapter xml:id="accounting_FinAccountMain">
+ <title>Financial Account</title>
+
+ <para>A financial account is a tool (similar to bank account statement)
+ that is used for monitoring monetary transactions. Normally they will be
+ linked to a party and the various transactions details (eg payments or
+ receipts) will be shown as entries.</para>
+
+ <para>The entries for a financial account can be displayed using the
+ 'Financial Account' tab in Accounting or in Party Manager if you enter a
+ party as the owner of the financial account.</para>
+
+ <para>Currently in OFBiz financial accounts can have the following
+ types:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>Bank Account (by default this type will post to 213500 CUSTOMER
+ DEPOSIT ACCOUNTS)</para>
+ </listitem>
+
+ <listitem>
+ <para>Deposit Account (by default this type will post to 213500
+ CUSTOMER DEPOSIT ACCOUNTS)</para>
+ </listitem>
+
+ <listitem>
+ <para>Gift Certificate (by default this type will post to 213200 GIFT
+ CERTIFICATES UNREDEEMED)</para>
+ </listitem>
+
+ <listitem>
+ <para>Investment Account (by default this type will post to 213500
+ CUSTOMER DEPOSIT ACCOUNTS)</para>
+ </listitem>
+
+ <listitem>
+ <para>Replenish Account (no default posting account in demo data
+ setup)</para>
+ </listitem>
+
+ <listitem>
+ <para>Service Credit Account (no default posting account in demo data
+ setup)</para>
+ </listitem>
+ </itemizedlist>
+
+ <note>
+ <para>:</para>
+
+ <orderedlist>
+ <listitem>
+ <para>In GL Account Defaults there is a specific tab 'FinAccount
+ Type Gl Account' for specifying which type of Financial accounts are
+ posted to which general ledger account.</para>
+ </listitem>
+
+ <listitem>
+ <para>In GL Account Defaults there is also a tab 'Payment Method Id
+ / GL Account ID' for specifying the account to post transactions to
+ if 'Financial Account' is selected as the Payment Method instead of
+ (Cash, Cheque, Credit Card, etc). By default the demo setup posts
+ transactions to 111100 GENERAL CHECKING ACCOUNT.</para>
+ </listitem>
+ </orderedlist>
+ </note>
+
+ <para>You can also setup each financial account to post to a specific
+ general ledger account for each party. This is done via a specific field
+ during the creation or update of a financial account. This will override
+ the default setting by type.</para>
+
+ <para>Financial Accounts can be used for the following</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Managing and Tracking Customer Prepaid Accounts</para>
+ </listitem>
+
+ <listitem>
+ <para>Managing and Tracking Customer Credit Limit <note>
+ <para>Need to verify this</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Managing Electronic Gift Certificates / Gift Vouchers/ Gift
+ Card</para>
+ </listitem>
+
+ <listitem>
+ <para>Reload of Electronic Gift Card</para>
+ </listitem>
+
+ <listitem>
+ <para>Company Bank Account Transaction Tracking</para>
+ </listitem>
+ </orderedlist>
+
+ <sect1>
+ <title>Financial Account Main Screen</title>
+
+ <para>The default screen for Financial Accounts displays a list of any
+ bank accounts that have been created. Details listed include the account
+ the following:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>account name</para>
+ </listitem>
+
+ <listitem>
+ <para>organisation the account is linked to</para>
+ </listitem>
+
+ <listitem>
+ <para>account balances (available and actual)</para>
+ </listitem>
+ </itemizedlist>
+ </sect1>
+
+ <sect1>
+ <title>Find Financial Account Reconciliations</title>
+
+ <para>This screen displays the details of any reconciliations in
+ progress for a financial account. Only reconciliations that have actual
+ transactions associated with them will be displayed. If a reconciliation
+ group has no transactions assigned to it then it will not be
+ displayed.</para>
+ </sect1>
+
+ <sect1>
+ <title>View GL Reconciliation</title>
+
+ <para>This screen gives an overview of a reconciliation group / bank
+ reconciliation. Note that a reconciliation must have at least one
+ transaction associated with it for this screen to be displayed. It is
+ used as follows:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>to view transactions associated with a reconciliation group /
+ bank reconciliation</para>
+ </listitem>
+
+ <listitem>
+ <para>to remove transactions from a reconciliation group / bank
+ reconciliation</para>
+ </listitem>
+
+ <listitem>
+ <para>to reconcile the reconciliation group / bank
+ reconciliation</para>
+ </listitem>
+ </itemizedlist>
+
+ <para>The screen displays the current reconciliation details plus
+ details of the previous reconciliation if one exists. This ensures the
+ closing balance of the previous reconciliation is the same as the
+ opening balance for the current one.</para>
+
+ <sect2>
+ <title>How do I edit reconciliation?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Press the 'Edit' button in the 'Current Bank
+ Reconciliation'part of the screen</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Edit Financial Account Reconciliations' screen
+ isdisplayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Update the details required</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' button</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I remove a transaction from a bank
+ reconciliation?</title>
+
+ <para>On the lower part of the screen a list of all transactions
+ associated with the reconciliation is displayed.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Press the 'Remove' button next to the entry that needs to be
+ removed</para>
+ </listitem>
+
+ <listitem>
+ <para>The transaction is removed</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I reconcile a bank reconciliation?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>A total of all transactions associated with the
+ reconciliation is shown in the lower part of the screen</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Reconcile' button next to the total</para>
+ </listitem>
+
+ <listitem>
+ <para>Each transaction status will be changed to 'Approved' and
+ the reconciliation / bank reconciliation status will be changed to
+ 'Reconciled'<note>
+ <para>This means that no new transactions can be added to this
+ reconciliation and it will no longer be available to assign
+ transactions to</para>
+ </note></para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Edit Financial Account Reconciliations</title>
+
+ <para>This screen is used to create or update a reconciliation group /
+ bank reconciliation. The following details can be input or updated for
+ the reconciliation:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>GL Reconciliation Name or Identifier</para>
+ </listitem>
+
+ <listitem>
+ <para>Description for the reconciliation</para>
+ </listitem>
+
+ <listitem>
+ <para>Organisation Party Id for the reconciliation</para>
+ </listitem>
+
+ <listitem>
+ <para>Opening Balance for the reconciliation</para>
+ </listitem>
+
+ <listitem>
+ <para>Reconciliation date</para>
+ </listitem>
+ </itemizedlist>
+ </sect1>
+
+ <sect1>
+ <title>Deposit Slips</title>
+
+ <para>This section describes how to create, find, and edit deposit
+ slips.</para>
+
+ <sect2>
+ <title>New Deposit Slip</title>
+
+ <para>This screen allows the user to create an Payment Group and the
+ transactions associated with the Payment Group will generate a deposit
+ slip. .</para>
+
+ <sect3>
+ <title>How do I create a New Deposit Slip?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Press the 'Find' button to list all the available
+ transactions</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the transactions to include in the Payment Group by
+ using the 'Select All' or the check box that corresponds to the
+ transactions required</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a 'Payment Group Name' if required (If none is
+ entered then by default this will be 'Payment Group
+ Name')</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Create Batch' button</para>
+ </listitem>
+
+ <listitem>
+ <para>A button to print the deposit slip will be displayed as
+ well as the edit screen to make any further changes to the
+ Payment Batch</para>
+ </listitem>
+ </orderedlist>
+ </sect3>
+ </sect2>
+
+ <sect2>
+ <title>Find Deposit Slips</title>
+
+ <para>This screen is used to locate payment groups and their
+ associated deposit slips that have been created. Deposit slips are
+ created by grouping transactions together into a Payment Group. This
+ can be done using the 'Accounting / Payment Group' tab, the 'Financial
+ Account / Deposit Withdraw' tab or the 'Create New Deposit Slip'
+ button.</para>
+
+ <para>Currently Deposit Slips are created for AR Batch Payments
+ only.</para>
+
+ <para>The deposit slips are available in PDF format and there is an
+ option to cancel the batch that generated the deposit slip if
+ required.</para>
+
+ <sect3>
+ <title>How do I locate an existing Deposit Slip?</title>
+
+ <para>Enter some characters from the 'Payment Group Id' or 'Payment
+ Group Name' if known</para>
+
+ <para>Press the 'Search' button</para>
+ </sect3>
+
+ <sect3>
+ <title>How do I update an existing Deposit Slip?</title>
+
+ <para><orderedlist>
+ <listitem>
+ <para>Locate the Payment Group required</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the Payment Group by clicking on the Payment
+ Group Id</para>
+ </listitem>
+ </orderedlist>The 'Edit Payment Group' screen is displayed Add any
+ new payment deposits or update existing deposits for the Payment
+ Group All changes in the Payment Group will automatically be updated
+ to the Deposit Slip</para>
+ </sect3>
+
+ <sect3>
+ <title>How do I delete an existing Deposit Slip?</title>
+
+ <para>A deposit slip can not be directly deleted but it is removed
+ when a Payment Group is cancelled Press the 'Cancel' button next to
+ the Payment Group required to cancel a payment group The Payment
+ Group is removed from the 'Find Deposits' screen and no deposit
+ slips can be viewed or printed.</para>
+ </sect3>
+ </sect2>
+
+ <sect2>
+ <title>Edit Deposit Slip</title>
+
+ <para>This screen displays the details of a Payment Group and its
+ transactions. The Deposit Slip for the Payment Group can be printed if
+ required and the Payment Group itself can be updated. Details that can
+ be updated include the name of the Payment Group itself and the
+ addition, removal or update of transactions.</para>
+
+ <note>
+ <para>Any changes to the Payment Group will be automatically updated
+ to the Deposit Slip.</para>
+ </note>
+
+ <sect3>
+ <title>How do I update a Deposit Slip?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the Payment Group required</para>
+ </listitem>
+
+ <listitem>
+ <para>Update the 'Payment Group Name' if required</para>
+ </listitem>
+
+ <listitem>
+ <para>Use the lookup for 'Payment Id' to add new transactions to
+ the Payment Group if required</para>
+ </listitem>
+
+ <listitem>
+ <para>Use the 'Cancel' button next to a particular transaction
+ to remove it from the Payment Group</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Update' or 'Add' buttons as required</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Print Deposit Slip' button</para>
+ </listitem>
+ </orderedlist>
+
+ <para>The Deposit Slip will be displayed with the latest details of
+ the transactions for the Payment Group</para>
+ </sect3>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Financial Account Deposit / Withdraw</title>
+
+ <para>By default this screen will display all payment transactions both
+ incoming and outgoing that have not already been associated with a
+ financial account that represents one of the company's bank
+ accounts.</para>
+
+ <para>This screen also gives the option to create new deposit or
+ withdrawal payments. The user can select a number of incoming deposit
+ payments (eg Customer Payments etc) and group them together into a
+ payment group (i.e AR Batch of Payments) that will create a 'deposit
+ slip'.</para>
+
+ <para>If you select a number of incoming payments and dont group them
+ then no payment group is created (and therefore not deposit slip either)
+ but the individual transactions will be created for the 'bank account'
+ financial account.</para>
+
+ <para>Note that outgoing payments cannot be grouped together and will
+ not create a 'deposit slip'.</para>
+
+ <sect2>
+ <title>How do I list Deposit or Withdrawal Payments not linked to a
+ Bank Account?</title>
+
+ <para>Press the 'Find' button on the 'Deposit/Withdraw' screen.</para>
+
+ <para>All deposit and withdrawal transactions not associated with a
+ bank 'financial account' will be displayed.</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I group payments and create a deposit slip?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Press 'Find' to list all Deposit or Withdrawal
+ payments</para>
+ </listitem>
+
+ <listitem>
+ <para>Use the 'Select All' or click on the check box associated
+ with the transactions required</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a name for the Payment Party Group Name (eg XYZ
+ Deposits) to group the transactions together</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Deposit/Withdraw' button</para>
+ </listitem>
+ </orderedlist>
+
+ <para>A deposit will be created that can be viewed under the 'Deposit
+ Slip' tab and grouped transaction will be created under the
+ 'Transactions' tab with a link to the deposit slip breakdown</para>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Financial Account Authorizations</title>
+
+ <para>An authorization is a temporary transaction showing a commitment
+ to take money from a financial account. It is like a 'transaction in
+ progress' where there can be delay between when you buy something and
+ the time it actually appears on your statement.</para>
+
+ <para>Authorizations can be time limit specific meaning that they can be
+ controlled by entering a start and end date so that they are only valid
+ for a certain length of time. They can also be expired. When an
+ authorization is expired it removes the commitment from the financial
+ account. The history of expired authorizations are shown on the
+ financial account.</para>
+
+ <note>
+ <para>This could be very useful in ensuring that customers are not
+ overcommitted and keeping within their approved credit limits.</para>
+ </note>
+
+ <sect2>
+ <title>How do I add an authorization?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Enter an amount in the 'Amount' field (Eg 1000)</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Currency' field blank as the default currency
+ will be used</para>
+ </listitem>
+
+ <listitem>
+ <para>Enter a date in the 'Authorisation Date' field</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'From Date' field blank</para>
+ </listitem>
+
+ <listitem>
+ <para>Leave the 'Thru Date' field blank</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Add' button<note>
+ <para>When you now view the Financial Account detail the
+ 'Actual Balance' and 'Available Balance' fields will be
+ different.</para>
+ </note></para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>How do I update an authorization?</title>
+
+ <para>An authorization cannot be updated. It can only be expired. If
+ you have made a mistake and need to change an authorization then it
+ needs to expired and then re-created correctly.</para>
+ </sect2>
+
+ <sect2>
+ <title>How do I delete an authorization?</title>
+
+ <para>Authorizations are not deleted they are instead expired. This
+ means that the history of the authorizations will remain on the
+ account as an audit trail.</para>
+
+ <para>Example: To expire an authorisation</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Select the 'Authorizations' tab for the Financial
+ Account</para>
+ </listitem>
+
+ <listitem>
+ <para>Any authorizations will be displayed at the bottom of the
+ screen</para>
+ </listitem>
+
+ <listitem>
+ <para>If the authorization is still current the 'Thru Date' field
+ will be blank<note>
+ <para>CHECK: May not always be true as you can specify a
+ future date for it to expire......!!!</para>
+ </note></para>
+ </listitem>
+
+ <listitem>
+ <para>Select the 'Expire' button next to the authorisation to be
+ expired</para>
+ </listitem>
+ </orderedlist>
+
+ <para>The authorization is removed from the financial account and the
+ screen is redisplayed with the 'Thru Date' field completed</para>
+ </sect2>
+ </sect1>
+
+ <sect1>
+ <title>Find Financial Account Transactions</title>
+
+ <para>A transaction is an entry that is shown on the financial account.
+ Transactions can be one of the following types:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>Deposits</para>
+ </listitem>
+
+ <listitem>
+ <para>Withdrawals</para>
+ </listitem>
+
+ <listitem>
+ <para>Adjustments</para>
+ </listitem>
+ </itemizedlist>
+
+ <para>Transactions are used to show entries and the financial history of
+ the financial account. Similar to a bank account or credit card
+ statement the transaction will show details of what was spent or paid
+ into the account.</para>
+
+ <para>Some transaction totals have been added to this screen to help as
+ part of the reconciliation processes. Additional details available
+ include number of transactions, transaction totals and status.</para>
+
+ <sect2>
+ <title>How do I find transactions for a Financial Account?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Press the 'Search' button</para>
+ </listitem>
+
+ <listitem>
+ <para>A list of transactions for the financial account will be
+ displayed</para>
+ </listitem>
+ </orderedlist>
+ </sect2>
+
+ <sect2>
+ <title>Financial Account Bank Reconciliation</title>
+
+ <para>Bank Reconciliation is a regular task where transactions from
+ the company bank statement are matched against transactions that have
+ occurred in the General Ledger. This is done based on a specific
+ date(NOTE: This can be done daily, weekly but is usually an end of
+ month). A specific GL account is normally used to represent the
+ company bank account and any accounting transaction that involves the
+ bank account will automatically record and entry in the GL</para>
+
+ <para>The bank reconciliation process ensures that the GL account and
+ the bank statement reconcile to the same amounts. Differences can
+ occur between the GL and the bank statement for a variety of valid
+ reasons including the following:</para>
+
+ <itemizedlist>
+ <listitem>
+ <para>Payments or Deposits in process (especially cheques)</para>
+ </listitem>
+
+ <listitem>
+ <para>Interest or Bank Charges that are not known in advance but
+ are applied to the bank account</para>
+ </listitem>
+
+ <listitem>
+ <para>Currency or Exchange Rate variations / charges</para>
+ </listitem>
+
+ <listitem>
+ <para>Any outstanding</para>
+ </listitem>
+ </itemizedlist>
+
+ <note>
+ <para>The differences will occur because of timing differences of
+ when and how transactions are recorded. Examples are as
+ follows:</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Bank charges are known to the bank first and only once
+ they have applied the charge to the bank account can the company
+ duplicate the transaction in the GL to make the balance
+ reconcile.</para>
+ </listitem>
+
+ <listitem>
+ <para>A customer cheque payment may be recorded in the GL first
+ before it is paid into the bank account</para>
+ </listitem>
+ </orderedlist>
+ </note>
+
+ <sect3>
+ <title>How do I create a Bank Reconciliation?</title>
+
+ <para>The bank reconciliation process is made up of 3 steps.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Creating an account reconciliation group</para>
+ </listitem>
+
+ <listitem>
+ <para>Assigning transactions to the reconciliation</para>
+ </listitem>
+
+ <listitem>
+ <para>Validating the figures and confirming the
+ reconciliation</para>
+ </listitem>
+ </orderedlist>
+ </sect3>
+
+ <sect3>
+ <title>How do I create an account reconciliation group for Bank
+ Reconciliation?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Go to the Financial Account 'Reconciliation' sub menu for
+ the bank account to be reconciled</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Create New Financial Account Reconciliations'
+ button</para>
+ </listitem>
+
+ <listitem>
+ <para>Complete the details (eg name, description, organisation
+ and opening balance) required on the 'Add New Financial Account
+ Reconciliations' screen and press the 'Create' button</para>
+ </listitem>
+
+ <listitem>
+ <para>The new account reconciliation group is created and may be
+ used to assign transactions to</para>
+ </listitem>
+ </orderedlist>
+ </sect3>
+
+ <sect3>
+ <title>How do I locate transactions that have not been assigned to a
+ Bank Reconciliation?</title>
+
+ <orderedlist>
+ <listitem>
+ <para>Go to the Financial Account 'Transactions' sub menu of the
+ bank account to be reconciled</para>
+ </listitem>
+
+ <listitem>
+ <para>The 'Find Transactions For Financial Account: XXXX' is
+ displayed</para>
+ </listitem>
+
+ <listitem>
+ <para>Use the dropdown box for 'GL Reconciliation Id' field to
+ select 'Not Assigned' and then press the 'Search' button</para>
+ </listitem>
+
+ <listitem>
+ <para>A list of transactions (deposits, withdrawals or
+ adjustments) that have not been reconciled will be displayed
+ (NOTE: If no transactions are displayed then there are no
+ transactions to reconcile)</para>
+ </listitem>
+
+ <listitem>
+ <para>Click on the 'check box' at the end of the transaction
+ line that corresponds to the entry that needs to be assigned
+ (NOTE:More than one transaction can be selected at a
+ time)</para>
+ </listitem>
+
+ <listitem>
+ <para>Above the 'check box' is the 'Assign to Reconciliation'
+ button and to the left of this is a dropdown box to select the
+ reconciliation that the transaction is to be assigned to.</para>
+ </listitem>
+
+ <listitem>
+ <para>Using the drop down box select the reconciliation required
+ and press the 'Assign to Reconciliation' button</para>
+ </listitem>
+
+ <listitem>
+ <para>The transaction is removed from the 'Not Assigned' status
+ and added to the specified reconciliation group</para>
+ </listitem>
+ </orderedlist>
+ </sect3>
+
+ <sect3>
+ <title>How do I validate and confirm the Bank
+ Reconciliation?</title>
+
+ <para>Validation can be done for individual transactions or for the
+ complete account reconciliation group. The user controls this by the
+ search criteria entered on this screen.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Go to the 'Transactions' sub menu for the bank account and
+ press the 'Bank Reconciliation' button</para>
+ </listitem>
+
+ <listitem>
+ <para>Select the 'GL Reconciliation Id' that is to be
+ reconciled</para>
+ </listitem>
+
+ <listitem>
+ <para>Click on the 'Select All' check box on the right hand side
+ of the screen. (NOTE: All transactions in this group will be
+ reconciled)</para>
+ </listitem>
+
+ <listitem>
+ <para>Press the 'Reconcile' button above the 'Select All' check
+ box</para>
+ </listitem>
+ </orderedlist>
+ </sect3>
+
+ <sect3>
+ <title>How do I view a Bank Reconciliation?</title>
+
+ <para>Once all the transactions in a reconciliation group have been
+ reconciled then the status of the group is changed to 'Reconciled'.
+ This means that no new transactions can be added to the is group and
+ the reconciled balance is fixed.</para>
+
+ <orderedlist>
+ <listitem>
+ <para>Go to the 'Reconciliation' sub menu for the bank
+ account</para>
+ </listitem>
+
+ <listitem>
+ <para>A list of all the bank reconciliation groups are displayed
+ with details of the status (eg Created or Reconciled)</para>
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