Putting Analytic Accounts in Place¶
For the initial setup of good analytic accounts you should:
set up the chart of accounts,
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 OpenERP. To create the different analytic accounts, use the menu Accounting ‣ Configuration ‣ Analytic Accounting ‣ Analytic Accounts and click the New button.
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 would need so that you can invoice the 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 Maximum Quantity, for contracts with a fixed limit of hours to use,
an Invoicing Rate per Journal 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 OpenERP for automated invoicing:
Service companies usually use invoicing from purchase orders, analytic accounts or project management tasks.
Manufacturing and trading companies more often use invoicing from deliveries or customer purchase orders.
Once you have defined the different analytic accounts, you can view your chart through the menu Accounting ‣ Charts ‣ Chart of Analytic 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 will see information about recharging services only 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:
purchases of materials,
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 do not create these two, OpenERP will not validate invoices linked to an analytic account, because it would not be able to create an analytic accounting entry automatically.
To define your analytic journals, use the menu Accounting ‣ Configuration ‣ Analytic Accounting ‣ Analytic Journals then click New.
It is easy to create an analytic journal. Just give it a Journal Name, a Journal 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, OpenERP will automatically search for an analytic journal of type Sales .
Working with Analytic Levels¶
You can work with analytic levels using OpenERP by installing account_analytic_default module.
It allows you to automatically select analytic accounts based on some criteria:
You can configure these criteria using the menu Accounting ‣ Configuration ‣ Analytic Accounting ‣ Analytic Defaults and click the New button.