Case 1: Industrial Manufacturing Enterprise

199 • 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. Tip: Invoicing 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 or- ders. Once you have defined the different analytic accounts you can view your chart through the menu Accounting → Charts → Chart of Analytic Accounts. Figure 16.2: Example of an analytic chart for projects Tip: 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 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.

16.2.2 Creating Journals

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: • services, • expense reimbursements, • purchases of materials, • miscellaneous expenditure, • sales, • situation entries special situations, such as installation of the software. Note: Minimal journals 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. 200 Figure 16.3: Creating an analytic journal 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 .

16.2.3 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: • Product • Partner • User • Company • Date You can configure these criteria using the menu Accounting → Configuration → Analytic Accounting → Analytic Defaults and click the New button. Figure 16.4: Specify criteria to select analytic account automatically

16.3 Analytic Entries

16.3.1 Integrated with General Accounting

Just as in general accounting, analytic entries must belong to an account and an analytic journal. Analytic records can be distinguished from general records by the following characteristics: