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OPENBRAVO CHART OF ACCOUNTS

TESTING GUIDE
With Accounting For Goods Shipments

17th December 2007

Version 1.3

Visit as at www.openbravo.com
Table of Contents
I.  Introduction.................................................................................................................. 3 
II.  Tests Available ............................................................................................................ 4 
III.  Test Spreadsheet ........................................................................................................ 5 
IV.  Working in Openbravo with the Chart Of Accounts ..................................................... 6 
IV.1.1  Introduction ............................................................................................................................... 6 
IV.1.2  Initial Client Setup ..................................................................................................................... 6 
IV.1.3  Uploading the Operands Of The Chart Of Accounts .............................................................. 10 
IV.1.4  Creating the Fiscal Calendar ..................................................................................................11 
IV.1.5  Fixing Expenses Account ........................................................................................................ 14 
IV.1.6  Creating Taxes ........................................................................................................................ 16 
IV.1.7  Creating The Balance Accounting Report .............................................................................. 18 
IV.1.8  Creating a Bank Account ........................................................................................................ 20 
IV.1.9  Creating A Vendor................................................................................................................... 22 
IV.1.10  Selecting The Cost And Taxes For The Product ............................................................... 23 
IV.1.11  Creating A Purchase Invoice ............................................................................................. 24 
IV.1.12  Creating A Sales Invoice.................................................................................................... 29 
IV.1.13  Bank Statements................................................................................................................ 34 
IV.1.14  Posting Settlement Canceled ............................................................................................ 37 
IV.1.15  Creating Some More Invoices ........................................................................................... 40 
IV.1.16  New Invoice Payment Allocation In Cash .......................................................................... 47 
IV.1.17  Printing Accounting Reports .............................................................................................. 53 

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I. Introduction
This is a guide of how to test if a new Chart Of Accounts for Openbravo ERP is
correct or not.
As the accounting is different in each country, when we want Openbravo to
support a new country, we will need to configure it, and customize it. The tasks
performed in order to adapt the software to a concrete accounting system, is
known as localization.
The Chart Of Accounts is a spreadsheet, in csv format, which contains all the
accounts of one country accounting. It defines, also, the hierarchical tree of
accounting. This spreadsheet is provided to Openbravo when creating a new
client.
This is just a guide about how to test an already built Chart Of Accounts. For
previous -necessary- information about how to build this chart, please visit the
localization guide home page available in our wiki
(http://wiki.openbravo.com/wiki/index.php/Creating_Accounts_Files).

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II. Tests Available
This are the tests proposed:
1. The Test spreadsheet.
2. Provide some accounting data to Openbravo and obtain some
accounting reports.
3. Import in Openbravo a testing client, and obtain some accounting
reports.
Let’s see them in detail.

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III. Test Spreadsheet
In order to test if the Chart Of Accounts built is ok, there is a spreadsheet
where we paste the new Chart Of Accounts, and it will tell as how many errors -if
existing- does your Chart Of Accounts have.
The link to the spreadsheet is:
http://wiki.openbravo.com/wiki/index.php/Char_of_Accounts_Testing

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IV. Working in Openbravo with the Chart Of
Accounts
IV.1.1 Introduction
If the accounting system implemented in the chart of accounts takes into
account the goods shipments, then this is the suitable documentation. Otherwise,
if the documents of goods shipments are not valuable for the accounting, then go
to Chart Of Accounts Testing Guide –Only Invoices Posting Documentation-.
IV.1.2 Initial Client Setup
Once a Chart Of Accounts is debugged with the Excel Sheet Test, the next
step will be to create a new client -through the Initial Client Setup process-. It is
necessary to be a System Administrator in order to launch an Initial Client Setup
process, so go to the next button:

And select the System Administrator role:

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Now go to General Setup > Initial Client Setup.
When launching the Initial Client Setup process, you are asked to provide a
Chart Of Accounts file, in “.csv” format. Fill it up, and fill up the rest of the fields:

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Click on Ok. If everything goes as it should, a screen like this will be shown:

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If the Chart Of Accounts didn't throw any error in the Excel Sheet Test, then it
shouldn't obtain any error in this step. Anyway, if something fails during the initial
client setup, a detailed error description about the errors contained in the provided
Chart Of Accounts will be shown.
IV.1.3 Uploading the Operands Of The Chart Of Accounts
First of all, login as the Admin user of the new client created in the previous
step. In this case, ChartOfAccountsTestingAdmin.

Actually, the Initial Client Setup process does not support operands, but yes do
the Import of Accounts process. So, now an Import of Accounts process will be
run, so the “Operands” column of our Chart of Accounts file is imported.
Go to your database manager software (i.ex. TOAD). Write down a mark in the
existing accounting tables, by running the next statement:
update c_elementvalue set value = 'xx' || value where ad_client_id =
10000XX
Now, delete also the existing operands:
delete c_elementvalue_operand
where, 10000XX is the ID of the created client. This ID can be obtained by running
the next sentence:
select * from ad_client where name = 'Accounting Test'

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or whatever the client name is. The value is the one at the ad_client_id column.
Go to Master Data Management > Import Data > Import File Loader. Select the
same Chart Of Accounts used in the Initial Client Setup. Format File, Accounting –
Accounts, Header First Line –if necessary–, and click on Process. Note that you
can preview the file imported if you click first in Ok:

Go to Data Management > Import Data > Import Account, and then click on the
Import Accounts button. De-select the Create New Combination checkbox, and
click on Ok.

Finally, run the SQL sentence that deletes the tables marked before:
delete c_elementvalue where value like 'xx%' and ad_client_id = 10000XX
IV.1.4 Creating the Fiscal Calendar
Go to Financial Management > Accounting > Setup > Fiscal Calendar. Click on
the Year tab, double click on the actual year, and click on the Create Periods
button:
If the year is still not created you must create a new one.

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Now, open the corresponding month (period), as the periods are not open
when creating them. In order to do this, go to the Period tab, double click on
present month. Click on the Open/Close All button, and select Open Period and
Ok.

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Just to finish, go to the Period Control tab, and deactivate the accounting for
the goods receipts: double click on Material Receipt:

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Choose Close Period in Period Action:

Save, and click on Open/Close.


IV.1.5 Fixing Expenses Account
It is necessary to fix a little bug in the US Chart of Accounts. Go to Financial
Management > Accounting > Setup > Accounting Schema, and then go to the
Default tab. Change now the Product Expense account.

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In stead of 512, it is 122, the same that in Fixed Assets:

At last, click on the Copy Accounts button:

Go to Master Data Management > Product Setup > Product Category, choose
the Standard category and click on the Accounting tab:

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and click on the Copy Accounts button:

Now, the accounting is prepared to receive data!


IV.1.6 Creating Taxes
Create now some taxes, so afterwards, they can be applied in the invoices.
Then, go to Financial Management > Accounting > Setup > Tax Category. Click on
New, fill the fields up, and save it:

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Then go to Tax Rate, and create a new one. Choose a name, a Valid-from
Date, the category that we have just created, write down a rate of 15%, and save
it:

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IV.1.7 Creating The Balance Accounting Report
Let’s define now how must Openbravo build the Balance Sheet Report. Go to
Finnancial Management > Accounting > Analisys Tools > General Account Report
Setup. We click on New, name it “Balance”, and save it. Then we click on
Category and then on New:

Write down the name “Assets”, save everything, and enter into the Node tab:

Write down, again, the name “Assets”, choose the Account Element
corresponding to assets in the accounting tree, and save:

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Now click on the Category tab, and create a new one:

Write down the name “Liabilities & Owner's Equity”, save, and click on the
Node tab:

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Write down the name “Liabilities”, and choose the Account Element belonging
to liabilities. Save, and click on New, write down the name “Owner’s Equity”,
choose the corresponding account, and save:

IV.1.8 Enabling In-Out Document Accounting


In order to make a full accounting test, enable the In Out Document
Accounting. Go to Financial Management > Accounting > Setup > Accounting
Schema > Account Schema Tables, and select the M_InOut table, select the
Active checkbox, and save:

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When activating this option, Openbravo will do the accounting of the material
shipments and receipts, and not only the purchase and sales invoices.
IV.1.9 Creating a Bank Account
Go to Financial Management > Receivables & Payables > Setup > Bank.
Create a new one, and save it:

Now click on the Account tab, and select New. Write down an account number
and a control digit, and save:

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IV.1.10 Creating A Vendor
Now create a new Business Partner, and mark it as “Vendor”. So, travel to
Master Data Management > Business Partner. Click on New, write down a name,
search key, a description, and save:

Now save, and go to the Vendor/Creditor tab, activate the Vendor checkbox,
and save everything:

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Then, at last, add a location for the business partner by clicking on the
Location/Address tab, clicking on New, and on the button. Write down any
address, and save everything:

IV.1.11 Selecting The Cost And Taxes For The Product


Now go to Master Data Management > Product. Choose the Standard Product.
Change the tax to “VAT” –the one we created before– and save:

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Now, go to Costing, click on New, fill up the cost, starting and ending date,
price, select the manual and permanent checkboxes, and save:

We also set up a price for the product of $50, by clicking on the Price tab:

IV.1.12 Creating A Purchase Invoice


Now create a new Purchase Order for this vendor. Go to Procurement
Management > Transactions > Purchase Order, click on New. Choose the
business partner we created in the previous steps, save it, and click on the Lines
tab:

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Add to it one new line with the next data: Product: standard; Units: 120; Price:
$ 50; Tax: “VAT 15%”. Then save everything and, in the Header tab, click on
Complete:

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Now create the Goods Receipt for this Purchase Order. Go to Procurement
Management > Transactions > Goods Receipt, and click on New:

Fill up the business partner, the date, and the partner address. Then save, and
paste the lines from the Purchase Order by clicking in Create Lines From,
choosing the Order, filling up the Standard warehouse position, and click on ok:

Save and complete it.

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Now go to Purchase Invoice, click on New, fill up the Business Partner, date,
etc. and choose AP Invoice in the Transaction Document field. Then save the
record, and click on Create Lines From:

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choose the Goods Receipt created before, click on Ok, save everything,
complete the document, and post it:

In this point, a new purchase invoice in the system will have been created
(when the document was completed) and added this event to the accounting
(when posted the document).
IV.1.13 Creating A Sales Invoice
Now, repeat the process, but for a sales invoice: go to Sales Management >
Transactions > Sales Order, and click on New, choose Standard Order in
Transaction Document, and Standard in business partner:

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Then create a new line with the next values: Product: standard; Ordered
Quantity: 200; Unit Price: 150; Tax: VAT 15%. Then save, and complete it:

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Now create a new Goods Shipment, copying lines from this Sales Order, save,
close and post it.

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Create a new Sales Invoice, choose AR_Invoice in Transaction Document,
copy the lines from the Sales Order. Save it, and post it:

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IV.1.14 Bank Statements
Go now to Financial Management > Receivables & Payables > Transactions >
Bank Statement. Create a new one, write down a name and save:

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Then click on Create Lines From. It will appear a new window where an active
debt payment can be choosen. Select no account, and Collection in the Receipt
Type, and search. The sales invoice will appear:

Select it, save, process and post:

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Now create another bank statement, save it, and click on “Create Lines From”.
Select “Payment” in “Receipt Type”, select no bank account, and search. The
purchase invoice will appear. Select it, save, process and post:

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IV.1.15 Posting Settlement Canceled
Now let’s make the accounting of the debts payments. This can be done
automatically, but for this example, they are going to be done manually. Go to
Procurement Management > Transactions > Purchase Invoice. Then to the
Payment tab:

Click on . And then post:

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Now repeat for the sales invoice. Go to Sales Management > Transactions.
Then click on the “Payment” tab:

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Now click on :

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And post:

IV.1.16 Creating Some More Invoices


Now repeat steps IV.1.10 and IV.1.11 for creating one purchase invoice, and
one sales invoice.

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Now repeat, but for a new sales invoice:

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If there appears some message about the credit limit, don’t take into account.

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IV.1.17 New Invoice Payment Allocation In Cash
The last step is to create a new Sales Invoice, as in the step IV.1.11:

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Again, please do not worry about the credit limit warning messages.

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The difference is that now, the payment is going to be done through the cash,
and not through the bank account. Go to Financial Management > Receivables &
Payables > Transactions > Cash Journal. Choose New, save and go to the Lines
tab, and New again:

Then, choose Debt-Payment, in Cash Type:

And then, click on the Payment button. Choose the Standard Business
Partner, click on Search, and choose the new sales invoice created above, and
click on Ok:

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Now save the line, go to the Header tab, and click on Process and then on
Post:

Finnaly, post this settlement. Go to the Payment tab of the sales invoice just
created, and click on the Settlement Cancelled button:

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IV.1.18 Printing Accounting Reports
Once all this accounting data is introduced in the system, let’s perform the test
of the Chart Of Accounts: let’s ask Openbravo to generate some accounting
reports, and check if the accounting is well done acoording to our Chart Of
Accounts.
First of all, ask the application to show the General Ledger Journal. Go to
Financial Management > Accounting > Analysis Tools > General Ledger Journal.
All the elements of the next list should be shown, but not necessarily in the same
order:

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Then, the general ledger: Financial Management > Accounting > Analysis
Tools > General Ledger Report:

We fill up the From and To date, and then click on the HTML Format button.
The obtained report should be like this:

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Now, let’s obtain the Balance Sheet. Go to Financial Management >
Accounting > Analysis Tools > Balance Sheet. Fill up the From and To date, the
Organization, and the Breakdown in account level. Then click on HTML Format.
The next report should appear:

Now let’s ask Openbravo to generate the Balance. Go to Financial


Management > Accounting > Analysis Tools > General Accounting Report.
Choose the Year, select the Balance Accounting Report, the Subaccount Account
Level. Select also Show only accounts with value, and Show Accounting Codes:

Now click on the button and the obtained balance report


should be like this:

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© Openbravo S.L. 2006

This work is licensed under the Creative Commons Attribution-ShareAlike 2.5 Spain License. To
view a copy of this license, visit http://creativecommons.org/licenses/by-sa/2.5/es/ or send a letter
to Creative Commons, 559 Nathan Abbott Way, Stanford, California 94305, USA.

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