Openbravo Accounting Entries Documentation

Openbravo
Accounting Entries Documentation
20th February 2008
Visit as at www.openbravo.com
Table of Contents
I. Introduction.........................................................................................................................3
II. C_Invoice Accounting........................................................................................................5
II.1 -ARI & ARF: Account Receivable Invoice and Account Receivable ProForma..........5
II.2 ARC: Account Receivable Credit Memo....................................................................7
II.3 API: Account Payable Vendor Invoice........................................................................9
II.4 APC: Vendor Credit Memo.......................................................................................11
III. C_Order Accounting.......................................................................................................13
IV. C_Bank Accounting........................................................................................................14
V. C_Cash Accounting.........................................................................................................16
VI. C_DP_Management Accounting....................................................................................20
VII. A_Amortization Accounting...........................................................................................22
VIII. M_InOut Accounting.....................................................................................................24
VIII.1 Material shipment..................................................................................................24
VIII.2 Material receipt......................................................................................................24
IX. M_Inventory Accounting.................................................................................................26
X. M_Movement Accounting................................................................................................28
XI. C_Settlement Accounting...............................................................................................29
XI.1 Settlement...............................................................................................................29
XI.1.1 Collection cancellation (when they are paid).............................................................................29
XI.1.2 Payment cancellation (when they are paid)..............................................................................30
XI.1.3 Collection cancellation for manual collections(which are not direct posting and are paid)........32
XI.1.4 Payment cancellation for manual payments (which are not direct posting and are paid)..........33
XI.1.5 Payment transformation............................................................................................................35
XI.1.6 Collections transformation.........................................................................................................36
XI.2 Manual settlement (only if they are not direct posting debt/payments)..................37
XI.2.1 Collection generation................................................................................................................37
XI.2.2 Payment generation..................................................................................................................38
Accounting_Entries - Feb 20, 2008 2/38

I.Introduction
I. Introduction
In this document, the accounting in Openbravo is going to be studied, from the
point of view of the database. Accounting in Openbravo is leaded through
documents. All the application documents are reviewed in this documentation, and
for each of them, it is going to be studied which database tables are affected by
posting that document.
This is the way this operations are explained in this documentation:
 All the document types that generate accounting are reviewed:
For example, the accounting associated to invoice documents.
 For each document type, all documents of the application related with that
document type are reviewed:
For example, ARI and ARF.
 Then, the accounting entry generated by that document is shown:

For example, this accounting entry, for an invoice:
 Afterwards, each of the lines of the accounting entry are explained more
deeply:
 First of all, the location where the accounting account to be used is set.
For example, by traveling to the window business partner -> the tab
Customer -> the subTab Customer Accounting -> and the Field Customer
Receivables. You can choose any of the accounting accounts of the
accounting tree. Then, that accounting account will be used to create the
accounting entry when posting an invoice.
 Then, in which column and table is saved the value of that account.
For example, the column C_Receivable_Acct of the table
C_BP_Customer_Acct will have the value of the account where the amount
of the invoice is charged.

I.Introduction
 At last, the default account value associated to this account. It means, the
default account in the chart of accounts associated to this accounting entry.
For example, the C_Receivable_Acct default account.
 Finally where do the amounts comes from are calculated:

II.C_Invoice Accounting
II. C_Invoice Accounting
The accounting of an invoice depends on the type of invoice that is posted.
II.1-ARI & ARF: Account Receivable Invoice and Account

Receivable ProForma
Account Debit Credit Description

Customer Receivables GrandTotal One per payment
Charge Revenue ChargeAmt
Tax Due TaxAmt One per tax line
Product Revenue LineNetAmt One per invoice line
Accounts:
- Customer Receivables:
➢ Window : Business Partner
➢ Tab : Customer/Customer Accounting
➢ Field: Customer Receivables
➢ Table: C_BP_Customer_Acct
➢ Column: C_Receivable_Acct
➢ Import file: C_RECEIVABLE_ACCT
- Charge Revenue:
➢ Window : Charge
➢ Tab : Accounting
➢ Field: Charge Revenue
➢ Table: C_Charge_Acct
➢ Column: CH_Revenue_Acct
➢ Import file: CH_REVENUE_ACCT

- Tax Due:

➢ Window : Tax
➢ Field: Tax Due
➢ Table: C_Tax_Acct
➢ Column: T_Due_Acct
➢ Import file: T_DUE_ACCT
- Product Revenue:
➢ Window : Product
➢ Field: Product Revenue
➢ Table: M_Product_Acct
➢ Column: P_Revenue_Acct
➢ Import file: P_REVENUE_ACCT
Amounts:
- Grand Total: Refers to the grand total of the invoice header
- ChargeAmt: Refers to the charge amount of the invoice header
- TaxAmt: Refers to the tax amount of each invoice tax line
- LineNetAmt: Refers to the line net amount of each invoice line

II.2 ARC: Account Receivable Credit Memo

Customer Receivables GrandTotal One per payment
Charge Revenue ChargeAmt
Tax Due TaxAmt One per tax line
Product Revenue LineNetAmt One per invoice line
Accounts:
- Charge Revenue:
➢ Window : Charge

- Tax Due:
➢ Window : Tax
➢ Field: Tax Due

➢ Column: T_Due_Acct
➢ Import file: T_DUE_ACCT
- Product Revenue:
➢ Field: Product Revenue
➢ Column: P_Revenue_Acct
➢ Import file: P_REVENUE_ACCT
Amounts:

II.3 API: Account Payable Vendor Invoice

Vendor Liability GrandTotal One per payment
Charge Expense ChargeAmt
Tax Credit TaxAmt One per tax line
Product Expense LineNetAmt One per invoice line
Accounts:
- Vendor Liability:
➢ Tab : Vendor/Vendor Accounting
➢ Field: Vendor Liability
➢ Table: C_BP_Vendor_Acct
➢ Column: V_Liability_Acct
➢ Import file: V_LIABILITY_ACCT
- Charge Expense:
➢ Window : Charge
➢ Field: Charge Expense
➢ Column: CH_Expense_Acct
➢ Import file: CH_EXPENSE_ACCT
- Tax Credit:
➢ Window : Tax
➢ Field: Tax Credit

➢ Column: T_Credit_Acct
➢ Import file: T_CREDIT_ACCT
- Product Expense:
➢ Field: Product Expense
➢ Column: P_Expense_Acct
➢ Import file: P_EXPENSE_ACCT
Amounts:

II.4 APC: Vendor Credit Memo

Vendor Liability GrandTotal One per payment
Charge Expense ChargeAmt
Tax Credit TaxAmt One per tax line
Product Expense LineNetAmt One per invoice line
Accounts:
- Vendor Liability:
- Charge Expense:
➢ Window : Charge
- Tax Credit:
➢ Window : Tax
➢ Field: Tax Credit

➢ Column: T_Credit_Acct
➢ Import file: T_CREDIT_ACCT
- Product Expense:
➢ Field: Product Expense
➢ Column: P_Expense_Acct
➢ Import file: P_EXPENSE_ACCT
Amounts:

III.C_Order Accounting
III. C_Order Accounting
An order generates no entry when it is posted. It just updates product costs in

case it is a purchase order.

IV.C_Bank Accounting
IV. C_Bank Accounting
The accounting of bank statement depends on the sign of the line amount.

Bank Asset Stmt Amount One per statement line
Bank In Transit Trx Amount One per statement line
Bank Expense Charge Amount One per statement line
Bank Revaluation Gain or Loss Convert charge Amt One per statement line

Bank Asset Stmt Amount One per statement line
Bank In Transit Trx Amount One per statement line
Bank Expense Charge Amount One per statement line
Bank Revaluation Gain or Loss Convert charge Amt One per statement line
Accounts:
- Bank Asset:
➢ Window : Bank
➢ Field: Bank Asset
➢ Table: C_BankAccount_Acct
➢ Column: B_Asset_Acct
➢ Import file: B_ASSET_ACCT
- Bank In Transit:
➢ Window : Accounting Schema
➢ Tab : Defaults
➢ Field: Bank In Transit
➢ Table: C_Acctschema_Default
➢ Column: B_Intransit_Acct

IV.C_Bank Accounting
➢ Import file: B_INTRANSIT_ACCT
- Bank Expense:
➢ Window : Bank
➢ Field: Bank Expense
➢ Table: C_Bankaccount_Acct
➢ Column: B_Expense_Acct
➢ Import file: B_EXPENSE_ACCT
- Bank Revaluation Gain or Loss:

➢ Window : Bank
➢ Field: Bank Revaluation Gain or Bank Revaluation Loss
➢ Table: C_BankAccount_Acct
➢ Column: B_Revaluationloss_Acct, B_Revaluationgain_Acct
➢ Import file: B_REVALUATIONLOSS_ACCT,
B_REVALUATIONGAIN_ACCT
Amounts:
- Stmt Amount: Refers to the statement amount of the bank statement line
- Trx Amount: Refers to the transaction amount of the bank statement line
- Charge Amount: Refers to the charge amount of the bank statement line
- Convert charge Amt: Refers to the converted charge amount of the bank
statement line

V.C_Cash Accounting
V. C_Cash Accounting
The accounting of cash depends on the line type

Cash Book Asset Asset Amount One per cash
Cash Book Expense - Amount One per cash line
Cash Book Receipt Amount One per cash line
Charge Expense - Amount One per cash line
Charge Revenue - Amount One per cash line
Cash Book Differences - Amount - Amount One per cash line (Debit or Credit)
Cash Transfer Amount Amount One per cash line (Debit or Credit)
Bank In Transit - Amount Amount One per cash line (Debit or Credit)
Accounts:
- Cash Book Asset:
➢ Window : Cashbook
➢ Field: Cash Book Asset
➢ Table: C_CashBook_Acct
➢ Column: CB_Asset_Acct
➢ Import file: CB_ASSET_ACCT
- Cash Book Expense:

➢ Field: Cash Book Expense
➢ Column: CB_Expense_Acct
➢ Import file: CB_EXPENSE_ACCT

V.C_Cash Accounting
- Cash Book Receipt:

➢ Field: Cash Book Receipt
➢ Column: CB_Receipt_Acct
➢ Import file: CB_RECEIPT_ACCT
- Charge Expense:
➢ Window : Charge
- Charge Revenue:
➢ Window : Charge
- Cash Book Differences:


V.C_Cash Accounting
➢ Field: Cash Book Differences
➢ Column: CB_Differences_Acct
➢ Import file: CB_DIFFERENCES_ACCT
- Cash Transfer:
➢ Field: Cash Transfer
➢ Column: CB_CashTransfer_Acct
➢ Import file: CB_CASHTRANSFER_ACCT
- Bank In Transit:
➢ Tab : Defaults
Amounts:

V.C_Cash Accounting
- Asset Amount: Refers to the remaining amount of the cash

- Amount: Refers to the amount of the cash line

VI.C_DP_Management Accounting
VI. C_DP_Management Accounting
The accounting of debt/payments management depends on the line

(debt/payment). If it is a receipt it will refer to customer accounts otherwise it will
refer to vendor accounts.

Customer Receivables (status from) Amount One per DP Management line
Customer Receivables (status to) Amount One per DP Management line

Vendor Liability (status from) Amount One per DP Management line
Vendor Liability (status to) Amount One per DP Management line
Accounts:
- Vendor Liability:

VI.C_DP_Management Accounting
Amounts:
- Amount: Refers to the amount of the line debt/payment

VII.A_Amortization Accounting
VII. A_Amortization Accounting
The accounting of debt/payments management depends on the line

(debt/payment). If it is a receipt it will refer to customer accounts otherwise it will
refer to vendor accounts.

Depreciation Amount One per amortization line
Accumulated Depreciation Amount One per amortization line
Accounts:
- Depreciation:
➢ Window : Assets
➢ Tab : Asset Accounting
➢ Field: Depreciation
➢ Table: A_Asset_Acct
➢ Column: A_Depreciation_Acct
➢ Import file: A_DEPRECIATION_ACCT
- Accumulated Depreciation:
➢ Window : Assets
➢ Tab : Asset Accounting
➢ Field: Accumulated Depreciation
➢ Table: A_Asset_Acct
➢ Column: A_AccumDepreciation_Acct
➢ Import file: A_ACCUMDEPRECIATION_ACCT

VII.A_Amortization Accounting
Amounts:
- Amount: Refers to the amortization amount of the amortization line

VIII.M_InOut Accounting
VIII. M_InOut Accounting
VIII.1 Material shipment

Product COGS Costs One per shipment line
Product Asset Costs One per shipment line
VIII.2 Material receipt

Product Asset Costs One per receipt line
Not-invoiced Receipts Costs One per receipt line
Accounts:
- Product COGS:
➢ Field: Product COGS
➢ Column: P_Cogs_Acct
➢ Import file: P_COGS_ACCT
- Product Asset:
➢ Field: Product Asset
➢ Column: P_Asset_Acct
➢ Import file: P_ASSET_ACCT

VIII.M_InOut Accounting
- Not-invoiced Receipts:
➢ Window : Business Partner Group
➢ Field: Not-invoiced Receipts
➢ Table: C_BP_Group_Acct
➢ Column: NotInvoicedReceipts_Acct
➢ Import file: NOTINVOICEDRECEIPTS_ACCT
Amounts:
- Costs: Refers to the line cost (quantity x cost of the product)

IX.M_Inventory Accounting
IX. M_Inventory Accounting
The accounting of physical inventory depends on the sign of the quantity count to update
inventory valuation.

Warehouse Differences Costs One per shipment line

Warehouse Differences Costs One per shipment line
Accounts:
- Product Asset:
- Warehouse Differences:
➢ Window : Warehouse
➢ Field: Warehouse Differences
➢ Table: M_Warehouse_Acct
➢ Column: W_Differences_Acct
➢ Import file: W_DIFFERENCES_ACCT

IX.M_Inventory Accounting
Amounts:

X.M_Movement Accounting
X. M_Movement Accounting

Accounts:
- Product Asset:
Amounts:

XI.C_Settlement Accounting
XI. C_Settlement Accounting
XI.1 Settlement
XI.1.1 Collection cancellation (when they are paid)

Customer Receivables Converted Amt One per receipt debt / payment
Bank In Transit Final Amt To One per receipt debt / payment
Amount
Bank Revaluation Gain Difference Only with currency differences (+)
Amount
Bank Revaluation Loss Difference Only with currency differences (-)
Accounts:
- Bank In Transit:
➢ Tab : Defaults

- Bank Revaluation Gain:

➢ Tab : Defaults
➢ Field: Bank Revaluation Gain
➢ Column: B_Revaluationgain_Acct
➢ Import file: B_REVALUATIONGAIN_ACCT
- Bank Revaluation Loss:

➢ Tab : Defaults
➢ Field: Bank Revaluation Loss
➢ Column: B_Revaluationloss_Acct
XI.1.2 Payment cancellation (when they are paid)

Vendor Liability Converted Amt One per receipt debt / payment
Amount
Bank Revaluation Gain Difference Only with currency differences (+)
Bank Revaluation Loss Amount Difference Only with currency differences (-)
Accounts:
- Vendor Liability:

➢ Column: C_ Liability_Acct
- Bank In Transit:
➢ Tab : Defaults

➢ Tab : Defaults

➢ Tab : Defaults

➢ Import file: B_REVALUATIONLOSS_ACCT
XI.1.3 Collection cancellation for manual collections(which are not

direct posting and are paid)

Glitem Acct Transitory Amount One per Glitem
Bank Revaluation Gain Amount Difference Only with currency differences (+)
Accounts:
- Glitem Acct:
➢ Window : GL Item
➢ Tab : Gl Item Acct
➢ Field: Glitem Credit Acct
➢ Table: C_Glitem_Acct
➢ Column: Glitem_Credit_Acct
➢ Import file: - -
- Bank In Transit:
➢ Tab : Defaults


➢ Tab : Defaults

➢ Tab : Defaults
XI.1.4 Payment cancellation for manual payments (which are not direct
posting and are paid)

Just for Gl item in debt/payment
Glitem acct Transitory Amount generate tab
Bank In Transit Final Amt To Final Amt To One per debt / payment
Accounts:
- Glitem (debit or credit) acct:
➢ Field: Glitem (debit or credit) acct
➢ Column: Glitem_Debit_Acct or Glitem_Credit_Acct

- Bank In Transit:
➢ Tab : Defaults

➢ Tab : Defaults

➢ Tab : Defaults

Amounts:
XI.1.5 Payment transformation

Vendor Liability Converted Amt One per cancelled payment
Vendor Liability Converted Amt One per generated payment
Accounts:
- Vendor Liability:
➢ Column: C_Liability_Acct

➢ Tab : Defaults


➢ Tab : Defaults
XI.1.6 Collections transformation

Customer Receivables Converted Amt One per cancelled payment
Customer Receivables Converted Amt One per generated payment
Accounts:

➢ Tab : Defaults


➢ Tab : Defaults
XI.2 Manual settlement (only if they are not direct posting

debt/payments)
XI.2.1 Collection generation

Glitem acct Transitory Amt One per collection Glitem
Glitem acct Debit Amt Credit Amt One per Glitem
Accounts:

XI.2.2 Payment generation

Glitem acct Transitory Amt One per payment Glitem
Glitem acct Debit Amt Credit Amt One per Glitem
Accounts:

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Accounting Entries Documentation

20th February 2008

Accounting_Entries - Feb 20, 2008 2/38

 Then, the accounting entry generated by that document is shown:

Accounting_Entries - Feb 20, 2008 3/38

 Finally where do the amounts comes from are calculated:

Accounting_Entries - Feb 20, 2008 4/38

II. C_Invoice Accounting

The accounting of an invoice depends on the type of invoice that is posted.

II.1-ARI & ARF: Account Receivable Invoice and Account

Account Debit Credit Description

➢ Import file: C_RECEIVABLE_ACCT

➢ Import file: CH_REVENUE_ACCT

Accounting_Entries - Feb 20, 2008 5/38

➢ Import file: T_DUE_ACCT

➢ Import file: P_REVENUE_ACCT

Accounting_Entries - Feb 20, 2008 6/38

II.2 ARC: Account Receivable Credit Memo

Account Debit Credit Description

➢ Import file: C_RECEIVABLE_ACCT

➢ Import file: CH_REVENUE_ACCT

Accounting_Entries - Feb 20, 2008 7/38

➢ Import file: T_DUE_ACCT

➢ Import file: P_REVENUE_ACCT

Accounting_Entries - Feb 20, 2008 8/38

II.3 API: Account Payable Vendor Invoice

Account Debit Credit Description

➢ Import file: V_LIABILITY_ACCT

➢ Import file: CH_EXPENSE_ACCT

Accounting_Entries - Feb 20, 2008 9/38

➢ Import file: T_CREDIT_ACCT

➢ Import file: P_EXPENSE_ACCT

Accounting_Entries - Feb 20, 2008 10/38

II.4 APC: Vendor Credit Memo

Account Debit Credit Description

➢ Import file: V_LIABILITY_ACCT

➢ Import file: CH_EXPENSE_ACCT

Accounting_Entries - Feb 20, 2008 11/38

➢ Import file: T_CREDIT_ACCT

➢ Import file: P_EXPENSE_ACCT

Accounting_Entries - Feb 20, 2008 12/38

III. C_Order Accounting

An order generates no entry when it is posted. It just updates product costs in

Accounting_Entries - Feb 20, 2008 13/38

IV. C_Bank Accounting

Account Debit Credit Description

Account Debit Credit Description

➢ Import file: B_ASSET_ACCT

Accounting_Entries - Feb 20, 2008 14/38

➢ Import file: B_INTRANSIT_ACCT

➢ Import file: B_EXPENSE_ACCT

- Bank Revaluation Gain or Loss:

Accounting_Entries - Feb 20, 2008 15/38

The accounting of cash depends on the line type

Account Debit Credit Description

➢ Import file: CB_ASSET_ACCT

- Cash Book Expense:

➢ Import file: CB_EXPENSE_ACCT

Accounting_Entries - Feb 20, 2008 16/38

- Cash Book Receipt:

➢ Import file: CB_RECEIPT_ACCT