Putting analytic accounts in place¶
For the initial setup of good analytic accounts you should:
create the different journals.
Setting up the chart of accounts¶
Start by choosing the most suitable analytic representation for your company before entering it into Open ERP. To create the different analytic accounts, use the menu Financial Management ‣ Configuration ‣ Analytic Accounting ‣ Analytic Accounts ‣ New Analytic Account.
To create an analytic account you have to complete the main fields:
the Account Name,
the Account Code : used as a shortcut for selecting the account,
the Account type : just like general accounts the View type is used for virtual accounts which are used only to create a hierarchical structure and for subtotals, and not to store accounting entries,
the Parent analytic account : defines the hierarchy between the accounts.
If the project is for a limited time you can define a start and end date here. The State field is used to indicate whether the project is running (Open ), waiting for information from the client (Pending), Draft or Closed .
Finally, if the analytic account is a client project you can complete the fields about the partner, which you'd need so that you can invoice the partner:
the Associated partner,
a Sale Pricelist, which shows how services linked to the project should be charged,
a Max. Invoice Price, showing the maximum invoice price regardless of actual overspend,
a Max. Quantity, for contracts with a fixed limit of hours to use,
an Invoicing field, which defines an invoicing rate and whether the project should be invoiced automatically from the services represented by the costs in the analytic account.
You have several methods available to you in Open ERP for automated invoicing:
Service companies usually use invoicing from purchase orders, analytic accounts or, more rarely, project management tasks.
Manufacturing and trading companies more often use invoicing from deliveries or customer purchase orders.
Once you've defined the different analytic accounts you can view your chart through the menu Financial Management ‣ Charts ‣ Analytic Chart of Accounts.
Setting up an analytic account
The setup screen for an analytic account can vary greatly depending on the modules installed in your database. For example, you'll only see information about recharging services if you have the module hr_timesheet_invoice installed.
Some of these modules add helpful management statistics to the analytic account. The most useful is probably the module account_analytic_analysis, which adds such information as indicators about your margins, invoicing amounts, and latest service dates and invoice dates.
Once the analytic chart has been created for your company you have to create the different journals. These enable you to categorize the different accounting entries by their type:
situation entries (special situations, such as installation of the software).
At a minimum you have to create one analytic journal for Sales and one for Purchases. If you don't create these two, Open ERP won't validate invoices linked to an analytic account because it wouldn't be able to create an analytic accounting entry automatically.
To define your analytic journals, use the menu Financial Management ‣ Configuration ‣ Analytic Accounting ‣ Analytic Journal Definition then click New..
It's easy to create an analytic journal. Just give it a Name, a Code and a Type. The types available are:
Sales , for sales to customers and for credit notes,
Purchases , for purchases and miscellaneous expenses,
Cash , for financial entries,
Situation , to adjust accounts when starting an activity, or at the end of the financial year,
General , for all other entries.
The type of journal enables the software to automatically select the analytic journal based on the nature of the operation. For example if you enter an invoice for a customer, Open ERP will automatically search for an analytic journal of type Sales .