THIS IS A TEST INSTANCE. ALL YOUR CHANGES WILL BE LOST!!!!
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Basic
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General
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Accounting
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Setup
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Below
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is
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a
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basic
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checklist
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to
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do
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a
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basic
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general
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accounting
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setup
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for
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OFBiz.
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The
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assumption
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is
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that
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you
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have
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downloaded
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and
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installed
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OFBiz
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with
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the
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demo
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data.
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All
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the
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following
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options
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can
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be
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found
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under
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the
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'Accounting
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Tab'.
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Default
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Organisation
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OFBiz
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comes
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with
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a
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default
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party
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called
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'Company'
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that
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represents
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the
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main
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business.
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This
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will
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be
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your
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company.
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Dont
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forget
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to
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update
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the
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description,
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address
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and
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other
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contact
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details
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with
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your
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own
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ones
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in
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Party
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Manager
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Default
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Currency
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OFBiz
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comes
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with
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an
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accounting
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default
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currency
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of
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'USD'.
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If
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you
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need
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to
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change
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this
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then
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there
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are
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a
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couple
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of
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places
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where
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this
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needs
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to
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be
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done:
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In
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the
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'framework/common/config/'
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directory
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there
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is
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a
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file
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called
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'general.properties'
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where
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the
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following
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entries
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need
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to
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be
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changed
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from
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default
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US
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settings.
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In
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the
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example
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below
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I've
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used
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New
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Zealand
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as
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the
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default
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country
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and
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currency.
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- currency.uom.id.default=NZD
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- country.geo.id.default=NZL
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The
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default
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organisation
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(Company)
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is
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also
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setup
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with
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a
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default
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currency
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of
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USD.
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You
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can
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change
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this
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as
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follows:
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- Using
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- the
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- Webtools
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- menu
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- at
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- the
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- bottom
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- of
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- the
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- screen
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- Select
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- Entity
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- Data
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- Maintenance
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- from
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- the
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- 'Entity
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- Engine
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- Tools'
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- list
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- of
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- items
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- Find
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- the
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- entity
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- 'PartyAcctgPreference'
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- and
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- click
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- the
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- 'All'
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- button
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- View
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- the
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- entry
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- that
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- has
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- PartyId
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- =
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- 'Company'
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- (you
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- will
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- see
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- that
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- the
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- baseCurrencyUOMId'
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- field
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- is
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- set
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- to
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- USD'
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- Click
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- on
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- the
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- 'Edit'
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- button
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- and
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- change
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- the
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- baseCurrencyUOMId
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- this
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- field
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- to
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- the
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- currency
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- of
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- your
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- choice
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- using
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- the
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- standard
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- international
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- 3
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- letter
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- abbreviation
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- (eg
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- GBP,
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- EUR,
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- AUS,
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- NZD
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- etc)
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- Save
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- the
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- record.
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Tip:
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If
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you
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want
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to
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change
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the
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prefix
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or
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numbering
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of
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Sales
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Orders,
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Quotes
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or
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Invoices
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they
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can
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all
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be
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amended
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in
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a
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similar
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manner
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in
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this
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record.
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Financial
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Periods
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As
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a
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default
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OFBiz
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is
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installed
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with
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some
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pre
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defined
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financial
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accounting
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or
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time
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periods.
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You
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will
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probably
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need
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to
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close
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these
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and
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create
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time
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periods
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that
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are
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relevant
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to
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your
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organisation.
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As
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a
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minimum
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you
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will
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need
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a
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financial
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year
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period.
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Note:If
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your
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financial
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period
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is
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1
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st
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April
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2008
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to
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31
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st March
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2009
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then
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you
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will
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need
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to
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set
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this
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up
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in
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OFBiz
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with
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a
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start
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date
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of
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1
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st April
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2008
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and
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an
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end
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date
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of
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1
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st April
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2009
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as
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the
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test
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for
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the
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end
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date
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uses
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a
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'less
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than
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'
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test
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rather
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than
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an
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'equal
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to
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or
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less
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than'
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one.
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You
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may
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also
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want
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to
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setup
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other
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periods
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such
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as
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the
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ones
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that
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relate
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to
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your
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VAT
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or
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GST
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periods.(eg
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monthly
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or
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quarterly)
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Global
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Chart
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of
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Accounts
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OFBiz
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comes
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with
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a
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master
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template
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for
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a
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very
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comprehensive
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chart
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of
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accounts.
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This
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can
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be
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found
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in
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'Global
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GL
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Defaults'
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under
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the
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'Accounting'
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tab.
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A
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couple
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of
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points
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to
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note
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- you
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- do
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- not
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- need
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- to
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- use
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- all
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- the
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- accounts
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- defined
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- in
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- this
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- master
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- template
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- (but
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- it
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- may
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- be
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- simpler
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- to
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- look
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- for
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- the
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- accounts
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- that
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- you
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- can
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- use
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- or
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- rename)
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- you
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- can
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- create
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- your
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- own
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- additional
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- accounts
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- if
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- you
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- dont
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- want
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- to
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- use
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- the
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- ones
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- in
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- the
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- master
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- template
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Tip:
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You
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need
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to
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be
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careful
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if
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you
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do
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decide
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to
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create
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your
...
own
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accounts
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that
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they
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contain
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all
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the
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details
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required
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and
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that
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they
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are
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linked
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into
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the
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relevant
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configuation
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for
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the
...
setup
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of
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the
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GL
...
defaults.
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This
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means
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that
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if
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you
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change
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an
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account
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(eg
...
Inventory)
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to
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one
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of
...
your
...
own
...
-
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you
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need
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to
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check
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the
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GL
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defaults
...
setup
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and
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replace
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any
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reference
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to
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the
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Inventory
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account
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to
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the
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one
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you
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have
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created.
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Chart
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of
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Accounts
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for
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'Company'
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The
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chart
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of
...
accounts
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for
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the
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default
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organisation
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(Company)
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is
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built
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up
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by
...
selecting
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the
...
accounts
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that
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you
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want
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to
...
use
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from
...
the
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global
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chart
...
of
...
accounts
...
master
...
template.
...
This
...
means
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that
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if
...
you
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want
...
to
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create
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a
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new
...
account
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then
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you
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need
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to
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create
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it
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first
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in
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the
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Global
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Chart
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of
...
Accounts
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and
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then
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link
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(or
...
assign)
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it
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to
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the
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chart
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of
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accounts
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for
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Company.
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Note:
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to
...
un-link
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or
...
un-assign
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accounts
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from
...
the
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default
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company
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-
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Use
...
the
...
Entity
...
Data
...
Maintenance
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from
...
the
...
Webtools
...
menu.
...
Look
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for
...
the
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entity
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'GlAccountOrganization'
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and
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delete
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the
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record
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to
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remove
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the
...
link.
...
Journal
OFBiz comes with a default 'ERROR_JOURNAL'
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already
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setup
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an
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assigned
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to
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the
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default
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organisation.
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The
...
error
...
journal
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is
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used
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as
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a
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'catch
...
all'
...
for
...
any
...
accounting
...
transaction
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that
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the
...
system
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cant
...
automatically
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post
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to
...
the
...
GL.
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In
...
other
...
words
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this
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usually
...
means
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that
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there
...
is
...
setup
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missing
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in
...
the
...
GL
...
account
...
defaults
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for
...
a
...
particular
...
type
...
of
...
transaction
...
so
...
the
...
system
...
doesnt
...
know
...
where
...
to
...
post
...
it
...
to.
...
The
...
transactions
...
in
...
the
...
ERROR_JOURNAL
...
can
...
be
...
viewed
...
by
...
using
...
the
...
'Un-posted
...
transactions'
...
button.
...
Ensure
...
that
...
you
...
check
...
the
...
'Un-posted
...
transactions'
...
regularly
...
to
...
see
...
what
...
type
...
of
...
transactions
...
are
...
falling
...
into
...
error
...
as
...
you
...
may
...
need
...
to
...
amend
...
your
...
setup.
GL Account Defaults
This maps the type of transaction to a GL account. If you have changed the Chart of Accounts for Company (eg adding or removing assignments) then check all the defaults carefully as you may need to change some of the entries here.
Exchange Rates for Multiple Currencies
You can input exchange rates from the base currency to other currencies.
TO DO : Need to test the case of currency revalutaion where for example a tax authority publishes an exchange rate to be used at the end of the month for all transactions using that currency that occurred within that month.