Accounting

2022-05-21 21:57
by Riluwana

Introduction

Accounting in Billbox pos and ERP are tightly integrated to the POS system. Any transactions you do on Billbox POS or ERP will be automatically fed into the integrated accounting module . That includes all sales, purchases and payments. All of these transactions are also tied to a current close cash session. Below content is applicable to both Billbox POS and ERP.

Enabling accounting module

If these buttons are not available in your screen, then make sure you activate the accounting modules under Maintenance → Roles → Administrator Role, select Accounts management under All permissions. Also make sure to enable below code under Maintenance → Resources → Menu.Root. These will enable entry screens and reports specific to accounting.

//Accounting
submenu = group.addSubmenu("/com/openbravo/images/bookmark22.png", "Menu.Accounts", "com.openbravo.pos.forms.MenuAccounts");
submenu.addTitle("Menu.Accounts");
//submenu.addPanel("/com/openbravo/images/bookmark.png", "Menu.Departments", "com.openbravo.pos.accounts.DepartmentsPanel");
//submenu.addPanel("/com/openbravo/images/bookmark.png", "Menu.Schedules", "com.openbravo.pos.accounts.SchedulesPanel");
//submenu.addPanel("/com/openbravo/images/bookmark.png", "Menu.SubSchedules", "com.openbravo.pos.accounts.SubSchedulesPanel");
//submenu.addPanel("/com/openbravo/images/bookmark.png", "Menu.AccountHeads", "com.openbravo.pos.accounts.AccountHeadsPanel");
//submenu.addPanel("/com/openbravo/images/package_settings.png", "Menu.AccountsConfig", "com.openbravo.pos.accounts.JPanelAccountsConfig");

submenu.addTitle("Menu.Reports");
submenu.addPanel("/com/openbravo/images/reports.png", "Menu.CashBook", "com.openbravo.pos.accounts.JReportCashBook");
submenu.addPanel("/com/openbravo/images/reports.png", "Menu.BankBook", "com.openbravo.pos.accounts.JReportBankBook");
submenu.addPanel("/com/openbravo/images/reports.png", "Menu.Ledger", "com.openbravo.pos.accounts.JReportLedger");
//submenu.addPanel("/com/openbravo/images/reports.png", "Menu.TrialBalance", "com.openbravo.pos.accounts.JReportTrialBalance");
//submenu.addPanel("/com/openbravo/images/reports.png", "Menu.TradingAccount", "com.openbravo.pos.accounts.JReportTradingAccount");
//submenu.addPanel("/com/openbravo/images/reports.png", "Menu.PLAccount", "com.openbravo.pos.accounts.JReportPLAccount");
//submenu.addPanel("/com/openbravo/images/reports.png", "Menu.TradingPLAccount", "com.openbravo.pos.accounts.JReportTradingPLAccount");
//submenu.addPanel("/com/openbravo/images/reports.png", "Menu.BalanceSheet", "com.openbravo.pos.accounts.JReportBalanceSheet");

Creating Account Heads

You can keep separate account heads to keep track of each type of accounts. For example, you can include salary and transportation charges under different accounts. There are default account heads provided by the system to keep track of sales and purchases. You can also create your own custom account heads as per your requirement. To create a new account head, on the menu, click, Accounts → ‘Account Heads’ or ‘Expenses Accounts’ and add your custom account heads. These account heads will then appear in their scope, for example in payments.

Creating Schedules and Sub schedules

Each account head will be under a sub schedule and each sub schedule will be under a schedule. Custom schedule can be created by using the for,m under menu Accounts → Schedules and custom sub schedules can be created using Accounts → Sub schedules.

Department wise accounting

To set up department wise accounting, you have to set up various departments for your business. You can use the form under main menu, Accounts → Departments for this purpose.

Accounts Configuration

To change default account heads against each transaction types, you can use the Account Configurations section available under main menu, Accounts → Accounts Configuration

Reports

Accounting reports are available under main menu, Accounts → under reports. Some of the major reports covered as part of accounting module are as follows.

SL	Report	Description
1	Cash book	A summary of cash transaction
2	Bank book	A summary of bank transactions
3	Ledger	A ledger is a book containing accounts in which the classified and summarized information from the journals is posted as debits and credits. It is also called the second book of entry. The ledger contains the information that is required to prepare financial statements.
4	Trial balance	A trial balance is a bookkeeping worksheet in which the balance of all ledgers are compiled into debit and credit account column totals that are equal. A company prepares a trial balance periodically, usually at the end of every reporting period.
5	Trading account	It shows the gross profit of business activities (Sales and Purchase) during a specific period. It is based on transactions recorded against schedule, TRADING
6	Profit and Loss Account (P/L Account)	A profit and loss (P&L) statement summarizes the revenues, costs and expenses incurred during a specific period of time. It is based on transactions recorded against schedule, PROFIT & LOSS
7	Trading and P/L Account	A report combining both Trading and P/L Account
8	Balance sheet	A balance sheet provides both investors and creditors with a snapshot as to how effectively a company's management uses its resources. This financial statement provides a snapshot of what a company owns and owes. Assets shown in the report are based on the transactions recorded against accounting head ASSET

Other reports like Expenses sheet, Profit and Loss by day, Profit and Loss by month, Tax Summary, Monthly Summary etc. are also included as part of the accounting module

Vouchers

A voucher is a document used by a company's accounts payable department containing the supporting documents for an invoice. A voucher is essentially the backup documents for accounts payable, which are bills owed by companies to vendors and suppliers. Every transaction in billbox is connected to a voucher. To view voucher details, follow below steps.

Under menu, Maintenance → Roles, select payments. Under menu, Maintenance → Resources → Menu.Root, uncomment below codes.

//PAYMENTS
submenu = group.addSubmenu("/com/openbravo/images/payments.png", "Menu.Payments", "com.openbravo.pos.forms.MenuPayments");
submenu.addTitle("Menu.Payments");
submenu.addPanel("/com/openbravo/images/cashin.png", "Menu.CashReceipt", "com.openbravo.pos.accounts.JPanelCashReceipt");
submenu.addPanel("/com/openbravo/images/cashout.png", "Menu.CashPayment", "com.openbravo.pos.accounts.JPanelCashPayment");
submenu.addPanel("/com/openbravo/images/cashin.png", "Menu.BankReceipt", "com.openbravo.pos.accounts.JPanelBankReceipt");
submenu.addPanel("/com/openbravo/images/cashout.png", "Menu.BankPayment", "com.openbravo.pos.accounts.JPanelBankPayment");
submenu.addPanel("/com/openbravo/images/bookmark22.png", "Menu.JournalEntry", "com.openbravo.pos.accounts.JPanelJournalEntry");

You can view vouchers by following the menu payments. There are 5 types of vouchers supported by billbox pos.

SL	Voucher Type	Description
1	Credit Receipt (CR)	This voucher is used to record cash receipt. This can be used to record for example sales paid in the form of cash.
2	Cash Payment (CP)	This voucher is used to record cash payment. This can be used to record for example purchase paid in the form of cash.
3	Bank Receipt (BR)	This voucher is used to record bank receipt. This can be used to record for example sales paid in the form of debit cards or other bank transactions.
4	Bank Payment (BP)	This voucher is used to record bank payment. This can be used to record for example purchase paid in the form of debit cards or other bank transactions.
5	Journal entry (JE)	This is the transfer voucher which records any movement of transaction or property between account heads. Transfers can be initiated from journal entry form.

Accounting

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