! -> Note
$ -> Affected files
+23-Jan-2009 Joe Hunt
++ Added new files in doc subdirectory
+$ /doc/attachments.txt
+ /doc/bank_reconciliation.txt
+ /doc/dim_on_invoice.txt
+ /doc/license.txt
+ /doc/quick_entries.txt
+ /doc/recurrent_invoice.txt
+
22-Jan-2009 Janusz Dobrowolski
# Added attachments to company sub_dirs
$ /update_db.php
--- /dev/null
+Attaching documents
+-------------------
+
+In the Setup tab, Maintenance you can attach scanned documents to transactions. You can do that here, but you
+can also do it after you have entered a supplier invoice or supplier credit note. There will be a direct link
+so you don't have to remember the transaction number.
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+Bank Reconciliation
+-------------------
+1. Select the account you want to reconcile.
+2. Get your bank statement (from the bank)
+3. The first time you reconcile you will need to enter a reconcile date and
+ a start balance... Or 0 for the start balance if it is actually a new
+ account.
+4. Enter the end balance from the statement
+5. Check entries that match the entries from your bank statement
+6. If all entries match, 'Difference' should be 0. If it is, you are done
+ and you have reconciled your account for the period.
+ If you have some transactions unchecked, they will wait for next bank
+ statement to be reconciled. If you have some transactions on bank statement
+ but absent in system, go to the Bank Payments/Deposits and enter missing
+ transactions, then repeat step 5.
+7. All checked items are recorded as reconciled in the bank_trans table and
+ the last ending balance and reconciled date is recorded for that account
+ in the bank_accounts table.
+8. The next time you reconcile against a bank statement, the ending balance
+ from the last reconciliation is automatically used as the starting balance
+ for this reconciliation..
+ You enter the ending balance for this reconciliation and repeat steps 5-7
+9. If you want for some reason to find transactions reconciled with bank
+ statement on given date select the document date with the selector.
+ If you have a lot of bank statements entered you can skip the bank
+ statement selector and enter date of bank statement in Reconcile Date
+ directly. If there is no bank statement reconciled on given date the
+ selector will display 'New'.
--- /dev/null
+Dimensions on sales delivery notes, sales invoices and sales credit notes
+-------------------------------------------------------------------------
+
+We now have the option to select a dimension on these documents.
+Here is how it works.
+
+If there are 2 levels in company setup, 2 dimension lists are shown with respective types. if 1 level,
+only one list and of course if none there is no list shown.
+
+If there are dimension(s) set on a customer these will be set as default in the dimension(s) lists.
+
+If you choose a dimension for your invoice it will overwrite eventually dimension set by item. And the dimension(s)
+are saved on the cust_trans table.
+To be used when going from delivery to invoice, so there is a match between the 2 links.
+
+These dimension(s) goes to the GL trans. If delivery and there are standard_cost values they will show up on all COGS accounts.
+
+If invoicing the dimensions will go to the SALES accounts, so it is easy to monitor a dimension (project or whatever).
+
+Credit notes goes the other way round. The same procedure but opposite.
+
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+Quick Entries
+-------------
+
+Preparing
+---------
+
+Go into the Quick Entries on Banking and General Ledger tab, Maintenance.
+
+Enter/Modify existing entries. Choose a name for your quick entry and default amount
+used as a base for calculations. Determine type of entry i.e. page for which
+the quick entry is designed for. Last two input fields defines default base
+amount used at the start of calculations, and description of base amount used
+as remainder during quick entry usage.
+
+If you press the Edit link on a Quick Entry you get a new form below where you
+can edit the sequence of operations performed on base amount (Quick Entry Lines).
+
+Every operation defines how the amount posted to selected account is calculated.
+Currently following type of operations are defined:
+
+a) Post constant amount to selected GL account.
+b) Post percent part of base amount to selected GL account
+c) Post taxes for selected item tax type, using base amount as net value.
+d) Post taxes for selected item tax type, using base amount as value with tax included.
+e) Post remainder from previous calculations to selected GL acount.
+
+After most operations the base amount can be increased, decreased or not changed
+depending on option selected. For every operation you can also select a dimension(s)
+if you want to keep track of a dimension.
+
+You normally don't need more lines for this quick entry if this is type Phone
+bill, gazolin or other kind of simple bills. Later on you can create
+more sophisticated entry lines.
+
+If tax should be includes in the base amount you can first select a line
+'Tax included, reduce base and select the correct item tax type.
+And a line with 'Remainder' put on the account you want to put the rest on.
+That's it!
+
+Operation
+---------
+
+In the Bank Payments / Deposits form there are an option for selecting Quick
+Entries, if you have defined some. After that a list shows up with the quick
+entries for the respective Payments / deposits and an amount field.
+Here you enter the base amount for calculations performed during the quick
+entry to make ready for you. Then press the 'Go' button to enter GL lines.
+
+Advanced
+--------
+
+The quick entries can do a lot more than this simple kind of entry.
+You can define them to be used in the GL entry form as well by
+selecting type 'Journal'. Then they will show up in the Journal Entry page.
+The constraints on negative values has been taken away, so you can create
+very sophisticated lines. F.i. if you want to post import VAT for something
+bought overseas, you can enter a VAT line with incoming VAT. This will be
+the same sign as the amount. You select the 'Post percent part' and enter
+the percent amount in the amount field, f.i. 9 for 9% VAT. And another line
+with the outgoing VAT with the same percent and amount (remember to set
+this as -9 for correct posting).
+You can also use the 'Post percent part' for depreciations,
+create fixed amount lines (Post percent part = 100%) etc. etc. You can have as many lines as you want
+or need. Remember nothing is posted before you press the Process button in
+the bank payments/deposits/journal entry/supplier invoice/credit forms. You can always delete the lines
+or leave the form and nothing has been performed. You might have entered
+something wrong on one or more quick entry lines and want
+to go to Quick Entries again and change something.
+
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--- /dev/null
+Recurrent Invoices
+------------------
+
+There are two ways of using recurrent invoices. You can either select a group or single customer/branches.
+
+If you are going to use groups, start by creating the groups you want to later put on the branches, Fi. Large, Medium and Small
+
+Go into the branches. If you want any of a custumers branch to belong to a group, mark it and update the branch.
+
+Definition.
+-----------
+You are now ready to make some recurrent invoice definitions, by clicking the 'Recurrent Invoices' in the Sales tab, Maintenance section.
+
+The recurrent invoices uses the Template Orders, that are shown under Template Delivery/Template Invoice.
+
+First enter a Discription of the item. Select the appropriate template. If this should be adressed to a single customer/branch, select a customer and a branch.
+If it should be based on a group, set the customer to an empty value and select the group you want to send the recurrent invoices to.
+
+Now it is time to consider the interval of the recurrency. If you select days and set the monthly value to 0, it will be due after every days interval.
+If you select a monthly value, it will be sent on a monthly base and if you select a days value it will be due on that day in the month. A value of -1 would
+be the last day in the previous month. A monthly value of 3 indicated a due every quarter of a year and 12 every year and so on.
+
+The begin date is the date to start the recurrency and end date is the close date of the recurrency.
+
+Create and print the recurrent invoices.
+---------------------------------------
+Before creating recurring invoices, check that the price factor in company setup is set. If you have foreign customers the price is automatically calculated.
+Go to 'Create and Print Recurring Invoices'. The due items are marked and a link 'Create invoices' are there.
+Pressing this link creates all the invoices belonging to this group or single customer/branch.
+An info line tells you how many and invoice-numbers that are created.
+There is also a link to Print the Invoices.
+
+That's it. Happy Recurrent Invoicing.
+
+PS. If you need more groups on a customer, create new branches with this different group. Maybe call the branch something similar as the group to easily find it.
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