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author	http://www.cse.unsw.edu.au/~willu/ <http://www.cse.unsw.edu.au/~willu/@web>	2008-08-02 22:20:53 -0400
committer	Joey Hess <joey@kitenet.net>	2008-08-02 22:20:53 -0400
commit	4cdf41df0cd1383f50060922ea9dafb8c5323051 (patch)
tree	4d05de370f57250a7edd82520091eb1e93eb03ed /doc/bugs/Problems_with_graphviz.pm_plug-in.mdwn
parent	35a3559ebe6fe5fbcfc655629ff7458414885a54 (diff)

small patch update

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a">/>

</head><body

   <div class="maketitle">

<h2 class="titleHead">Ledger-SMB Manual v. 1.2</h2>

<div class="author" ><span 

class="pplr8t-x-x-120">The LedgerSMB Core Team</span></div>

<div class="date" ><span 

class="pplr8t-x-x-120">March 26, 2007</span></div>

</div>Copyright <span

class="cmsy-10">&#169;</span>2006 The LedgerSMB Core Team. Permission is granted to copy, distribute and/or modify this

document under the terms of the GNU Free Documentation License, Version 1.2 or any later version

published by the Free Software Foundation; with no Invariant Sections, no Front-Cover Texts, and no

Back-Cover Texts. A copy of the license is included in the section entitled "GNU Free Documentation

License" (Appendix <a

href="#x1-223000E">E<!--tex4ht:ref: fdl --></a>).

   <h3 class="likesectionHead"><a 

 id="x1-1000"></a>Contents</h3>

   <div class="tableofcontents">

   <span class="partToc">I&#x00A0;&#x00A0;<a 

href="#x1-3000I" id="QQ2-1-3">Ledger-SMB and Business Processes</a></span>

<br />   <span class="sectionToc">1 <a 

href="#x1-40001" id="QQ2-1-4">Introduction to Ledger-SMB</a></span>

<br />   &#x00A0;<span class="subsectionToc">1.1 <a 

href="#x1-50001.1" id="QQ2-1-5">Why Ledger-SMB</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">1.1.1 <a 

href="#x1-60001.1.1" id="QQ2-1-6">Advantages of Ledger-SMB</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">1.1.2 <a 

href="#x1-70001.1.2" id="QQ2-1-7">Key Features</a></span>

<br />   &#x00A0;<span class="subsectionToc">1.2 <a 

href="#x1-80001.2" id="QQ2-1-8">Limitations of Ledger-SMB</a></span>

<br />   &#x00A0;<span class="subsectionToc">1.3 <a 

href="#x1-90001.3" id="QQ2-1-9">System Requirements of Ledger-SMB</a></span>

<br />   <span class="sectionToc">2 <a 

href="#x1-100002" id="QQ2-1-10">User Account and Database Administration Basics</a></span>

<br />   &#x00A0;<span class="subsectionToc">2.1 <a 

href="#x1-110002.1" id="QQ2-1-11">Companies and Datasets</a></span>

<br />   &#x00A0;<span class="subsectionToc">2.2 <a 

href="#x1-120002.2" id="QQ2-1-12">How to Create a User</a></span>

<br />   &#x00A0;<span class="subsectionToc">2.3 <a 

href="#x1-130002.3" id="QQ2-1-13">Permissions</a></span>

<br />   &#x00A0;<span class="subsectionToc">2.4 <a 

href="#x1-140002.4" id="QQ2-1-14">User Account Types</a></span>

<br />   &#x00A0;<span class="subsectionToc">2.5 <a 

href="#x1-150002.5" id="QQ2-1-15">Other Features</a></span>

<br />   <span class="sectionToc">3 <a 

href="#x1-160003" id="QQ2-1-16">Chart of Accounts</a></span>

<br />   &#x00A0;<span class="subsectionToc">3.1 <a 

href="#x1-170003.1" id="QQ2-1-17">Introduction to Double Entry Bookkeeping</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">3.1.1 <a 

href="#x1-180003.1.1" id="QQ2-1-18">Business Entity</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">3.1.2 <a 

href="#x1-190003.1.2" id="QQ2-1-19">Double Entry</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">3.1.3 <a 

href="#x1-200003.1.3" id="QQ2-1-20">Accounts</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">3.1.4 <a 

href="#x1-210003.1.4" id="QQ2-1-21">Debits and Credits</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">3.1.5 <a 

href="#x1-220003.1.5" id="QQ2-1-22">Accrual</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">3.1.6 <a 

href="#x1-230003.1.6" id="QQ2-1-23">References</a></span>

<br />   &#x00A0;<span class="subsectionToc">3.2 <a 

href="#x1-240003.2" id="QQ2-1-24">General Guidelines on Numbering Accounts</a></span>

<br />   &#x00A0;<span class="subsectionToc">3.3 <a 

href="#x1-250003.3" id="QQ2-1-25">Adding/Modifying Accounts</a></span>

<br />   &#x00A0;<span class="subsectionToc">3.4 <a 

href="#x1-260003.4" id="QQ2-1-26">Listing Account Balances and Transactions</a></span>

<br />   <span class="sectionToc">4 <a 

href="#x1-270004" id="QQ2-1-27">Administration</a></span>

<br />   &#x00A0;<span class="subsectionToc">4.1 <a 

href="#x1-280004.1" id="QQ2-1-28">Taxes, Defaults, and Preferences</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.1.1 <a 

href="#x1-290004.1.1" id="QQ2-1-29">Adding A Sales Tax Account</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.1.2 <a 

href="#x1-300004.1.2" id="QQ2-1-30">Setting a Sales Tax Amount</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.1.3 <a 

href="#x1-310004.1.3" id="QQ2-1-31">Default Account Setup</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.1.4 <a 

href="#x1-320004.1.4" id="QQ2-1-32">Currency Setup</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.1.5 <a 

href="#x1-330004.1.5" id="QQ2-1-33">Sequence Settings</a></span>

<br />   &#x00A0;<span class="subsectionToc">4.2 <a 

href="#x1-340004.2" id="QQ2-1-34">Audit Control</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.2.1 <a 

href="#x1-350004.2.1" id="QQ2-1-35">Explaining transaction reversal</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.2.2 <a 

href="#x1-360004.2.2" id="QQ2-1-36">Close books option</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.2.3 <a 

href="#x1-370004.2.3" id="QQ2-1-37">Audit Trails</a></span>

<br />   &#x00A0;<span class="subsectionToc">4.3 <a 

href="#x1-380004.3" id="QQ2-1-38">Departments</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.3.1 <a 

href="#x1-390004.3.1" id="QQ2-1-39">Cost v Profit Centers.</a></span>

<br />   &#x00A0;<span class="subsectionToc">4.4 <a 

href="#x1-400004.4" id="QQ2-1-40">Warehouses</a></span>

<br />   &#x00A0;<span class="subsectionToc">4.5 <a 

href="#x1-410004.5" id="QQ2-1-41">Languages</a></span>

<br />   &#x00A0;<span class="subsectionToc">4.6 <a 

href="#x1-420004.6" id="QQ2-1-42">Types of Businesses</a></span>

<br />   &#x00A0;<span class="subsectionToc">4.7 <a 

href="#x1-430004.7" id="QQ2-1-43">Misc.</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.7.1 <a 

href="#x1-440004.7.1" id="QQ2-1-44">GIFI</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.7.2 <a 

href="#x1-450004.7.2" id="QQ2-1-45">SIC</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.7.3 <a 

href="#x1-460004.7.3" id="QQ2-1-46">Overview of Template Editing</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">4.7.4 <a 

href="#x1-470004.7.4" id="QQ2-1-47">Year-end</a></span>

<br />   &#x00A0;<span class="subsectionToc">4.8 <a 

href="#x1-480004.8" id="QQ2-1-48">Options in the ledger-smb.conf</a></span>

<br />   <span class="sectionToc">5 <a 

href="#x1-490005" id="QQ2-1-49">Goods and Services</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.1 <a 

href="#x1-500005.1" id="QQ2-1-50">Basic Terms</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.2 <a 

href="#x1-510005.2" id="QQ2-1-51">The Price Matrix</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.3 <a 

href="#x1-520005.3" id="QQ2-1-52">Pricegroups</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.4 <a 

href="#x1-530005.4" id="QQ2-1-53">Groups</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.5 <a 

href="#x1-540005.5" id="QQ2-1-54">Labor/Overhead</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.6 <a 

href="#x1-550005.6" id="QQ2-1-55">Services</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">5.6.1 <a 

href="#x1-560005.6.1" id="QQ2-1-56">Shipping and Handling as a Service</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.7 <a 

href="#x1-570005.7" id="QQ2-1-57">Parts</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.8 <a 

href="#x1-580005.8" id="QQ2-1-58">Assemblies and Manufacturing</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">5.8.1 <a 

href="#x1-590005.8.1" id="QQ2-1-59">Stocking Assemblies</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.9 <a 

href="#x1-600005.9" id="QQ2-1-60">Reporting</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">5.9.1 <a 

href="#x1-610005.9.1" id="QQ2-1-61">All Items and Parts Reports</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">5.9.2 <a 

href="#x1-620005.9.2" id="QQ2-1-62">Requirements</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">5.9.3 <a 

href="#x1-630005.9.3" id="QQ2-1-63">Services and Labor</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">5.9.4 <a 

href="#x1-640005.9.4" id="QQ2-1-64">Assemblies</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">5.9.5 <a 

href="#x1-650005.9.5" id="QQ2-1-65">Groups and Pricegroups</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.10 <a 

href="#x1-660005.10" id="QQ2-1-66">Translations</a></span>

<br />   &#x00A0;<span class="subsectionToc">5.11 <a 

href="#x1-670005.11" id="QQ2-1-67">How Cost of Goods Sold is tracked</a></span>

<br />   <span class="sectionToc">6 <a 

href="#x1-680006" id="QQ2-1-68">AP</a></span>

<br />   &#x00A0;<span class="subsectionToc">6.1 <a 

href="#x1-690006.1" id="QQ2-1-69">Basic AP Concepts</a></span>

<br />   &#x00A0;<span class="subsectionToc">6.2 <a 

href="#x1-700006.2" id="QQ2-1-70">Vendors</a></span>

<br />   &#x00A0;<span class="subsectionToc">6.3 <a 

href="#x1-710006.3" id="QQ2-1-71">AP Transactions</a></span>

<br />   &#x00A0;<span class="subsectionToc">6.4 <a 

href="#x1-720006.4" id="QQ2-1-72">AP Invoices</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">6.4.1 <a 

href="#x1-730006.4.1" id="QQ2-1-73">Correcting an AP Invoice</a></span>

<br />   &#x00A0;<span class="subsectionToc">6.5 <a 

href="#x1-740006.5" id="QQ2-1-74">Cash payment And Check Printing</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">6.5.1 <a 

href="#x1-750006.5.1" id="QQ2-1-75">Rapid Payment Entry Screen</a></span>

<br />   &#x00A0;<span class="subsectionToc">6.6 <a 

href="#x1-760006.6" id="QQ2-1-76">Transaction/Invoice Reporting</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">6.6.1 <a 

href="#x1-770006.6.1" id="QQ2-1-77">Transactions Report</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">6.6.2 <a 

href="#x1-780006.6.2" id="QQ2-1-78">Outstanding Report</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">6.6.3 <a 

href="#x1-790006.6.3" id="QQ2-1-79">AP Aging Report</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">6.6.4 <a 

href="#x1-800006.6.4" id="QQ2-1-80">Tax Paid and Non-taxable Report</a></span>

<br />   &#x00A0;<span class="subsectionToc">6.7 <a 

href="#x1-810006.7" id="QQ2-1-81">Vendor Reporting</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">6.7.1 <a 

href="#x1-820006.7.1" id="QQ2-1-82">Vendor Search</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">6.7.2 <a 

href="#x1-830006.7.2" id="QQ2-1-83">Vendor History</a></span>

<br />   <span class="sectionToc">7 <a 

href="#x1-840007" id="QQ2-1-84">AR</a></span>

<br />   &#x00A0;<span class="subsectionToc">7.1 <a 

href="#x1-850007.1" id="QQ2-1-85">Customers</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">7.1.1 <a 

href="#x1-860007.1.1" id="QQ2-1-86">Customer Price Matrix</a></span>

<br />   &#x00A0;<span class="subsectionToc">7.2 <a 

href="#x1-870007.2" id="QQ2-1-87">AR Transactions</a></span>

<br />   &#x00A0;<span class="subsectionToc">7.3 <a 

href="#x1-880007.3" id="QQ2-1-88">AR Invoices</a></span>

<br />   &#x00A0;<span class="subsectionToc">7.4 <a 

href="#x1-890007.4" id="QQ2-1-89">Cash Receipt</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">7.4.1 <a 

href="#x1-900007.4.1" id="QQ2-1-90">Cash Receipts for multiple customers</a></span>

<br />   &#x00A0;<span class="subsectionToc">7.5 <a 

href="#x1-910007.5" id="QQ2-1-91">AR Transaction Reporting</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">7.5.1 <a 

href="#x1-920007.5.1" id="QQ2-1-92">AR Transactions Report</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">7.5.2 <a 

href="#x1-930007.5.2" id="QQ2-1-93">AR Aging Report</a></span>

<br />   &#x00A0;<span class="subsectionToc">7.6 <a 

href="#x1-940007.6" id="QQ2-1-94">Customer Reporting</a></span>

<br />   <span class="sectionToc">8 <a 

href="#x1-950008" id="QQ2-1-95">Projects</a></span>

<br />   &#x00A0;<span class="subsectionToc">8.1 <a 

href="#x1-960008.1" id="QQ2-1-96">Project Basics</a></span>

<br />   &#x00A0;<span class="subsectionToc">8.2 <a 

href="#x1-970008.2" id="QQ2-1-97">Timecards</a></span>

<br />   &#x00A0;<span class="subsectionToc">8.3 <a 

href="#x1-980008.3" id="QQ2-1-98">Projects and Invoices</a></span>

<br />   &#x00A0;<span class="subsectionToc">8.4 <a 

href="#x1-990008.4" id="QQ2-1-99">Reporting</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">8.4.1 <a 

href="#x1-1000008.4.1" id="QQ2-1-100">Timecard Reporting</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">8.4.2 <a 

href="#x1-1010008.4.2" id="QQ2-1-101">Project Transaction Reporting</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">8.4.3 <a 

href="#x1-1020008.4.3" id="QQ2-1-102">List of Projects</a></span>

<br />   &#x00A0;<span class="subsectionToc">8.5 <a 

href="#x1-1030008.5" id="QQ2-1-103">Possibilities for Using Projects</a></span>

<br />   <span class="sectionToc">9 <a 

href="#x1-1040009" id="QQ2-1-104">Quotations and Order Management</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.1 <a 

href="#x1-1050009.1" id="QQ2-1-105">Sales Orders</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.2 <a 

href="#x1-1060009.2" id="QQ2-1-106">Quotations</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.3 <a 

href="#x1-1070009.3" id="QQ2-1-107">Shipping</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.4 <a 

href="#x1-1080009.4" id="QQ2-1-108">AR Work Flow</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">9.4.1 <a 

href="#x1-1090009.4.1" id="QQ2-1-109">Service Example</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">9.4.2 <a 

href="#x1-1100009.4.2" id="QQ2-1-111">Single Warehouse Example</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">9.4.3 <a 

href="#x1-1110009.4.3" id="QQ2-1-113">Multiple Warehouse Example</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.5 <a 

href="#x1-1120009.5" id="QQ2-1-115">Requests for Quotation (RFQ)</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.6 <a 

href="#x1-1130009.6" id="QQ2-1-116">Purchase Orders</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.7 <a 

href="#x1-1140009.7" id="QQ2-1-117">Receiving</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.8 <a 

href="#x1-1150009.8" id="QQ2-1-118">AP Work Flow</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">9.8.1 <a 

href="#x1-1160009.8.1" id="QQ2-1-119">Bookkeeper entering the received items, order completed in full</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">9.8.2 <a 

href="#x1-1170009.8.2" id="QQ2-1-121">Bookkeeper entering received items, order completed in part</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">9.8.3 <a 

href="#x1-1180009.8.3" id="QQ2-1-123">Receiving staff entering items</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.9 <a 

href="#x1-1190009.9" id="QQ2-1-125">Generation and Consolidation</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">9.9.1 <a 

href="#x1-1200009.9.1" id="QQ2-1-126">Generation</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">9.9.2 <a 

href="#x1-1210009.9.2" id="QQ2-1-127">Consolidation</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.10 <a 

href="#x1-1220009.10" id="QQ2-1-128">Reporting</a></span>

<br />   &#x00A0;<span class="subsectionToc">9.11 <a 

href="#x1-1230009.11" id="QQ2-1-129">Shipping Module: Transferring Inventory between Warehouses</a></span>

<br />   <span class="sectionToc">10 <a 

href="#x1-12400010" id="QQ2-1-130">HR</a></span>

<br />   <span class="sectionToc">11 <a 

href="#x1-12500011" id="QQ2-1-131">POS</a></span>

<br />   &#x00A0;<span class="subsectionToc">11.1 <a 

href="#x1-12600011.1" id="QQ2-1-132">Sales Screen</a></span>

<br />   &#x00A0;<span class="subsectionToc">11.2 <a 

href="#x1-12700011.2" id="QQ2-1-133">Possibilities for Data Entry</a></span>

<br />   &#x00A0;<span class="subsectionToc">11.3 <a 

href="#x1-12800011.3" id="QQ2-1-134">Hardware Support</a></span>

<br />   &#x00A0;<span class="subsectionToc">11.4 <a 

href="#x1-12900011.4" id="QQ2-1-135">Reports</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">11.4.1 <a 

href="#x1-13000011.4.1" id="QQ2-1-136">Open Invoices</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">11.4.2 <a 

href="#x1-13100011.4.2" id="QQ2-1-137">Receipts</a></span>

<br />   <span class="sectionToc">12 <a 

href="#x1-13200012" id="QQ2-1-138">General Ledger</a></span>

<br />   &#x00A0;<span class="subsectionToc">12.1 <a 

href="#x1-13300012.1" id="QQ2-1-139">GL Basics</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">12.1.1 <a 

href="#x1-13400012.1.1" id="QQ2-1-140">Paper-based accounting systems and the GL</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">12.1.2 <a 

href="#x1-13500012.1.2" id="QQ2-1-141">Double Entry Examples on Paper</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">12.1.3 <a 

href="#x1-13600012.1.3" id="QQ2-1-142">The GL in Ledger-SMB</a></span>

<br />   &#x00A0;<span class="subsectionToc">12.2 <a 

href="#x1-13700012.2" id="QQ2-1-143">Cash Transfer</a></span>

<br />   &#x00A0;<span class="subsectionToc">12.3 <a 

href="#x1-13800012.3" id="QQ2-1-144">GL Transactions</a></span>

<br />   &#x00A0;<span class="subsectionToc">12.4 <a 

href="#x1-13900012.4" id="QQ2-1-145">Payroll as a GL transaction</a></span>

<br />   &#x00A0;<span class="subsectionToc">12.5 <a 

href="#x1-14000012.5" id="QQ2-1-147">Reconciliation</a></span>

<br />   &#x00A0;<span class="subsectionToc">12.6 <a 

href="#x1-14100012.6" id="QQ2-1-148">Reports</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">12.6.1 <a 

href="#x1-14200012.6.1" id="QQ2-1-149">GL as access to almost everything else</a></span>

<br />   <span class="sectionToc">13 <a 

href="#x1-14300013" id="QQ2-1-150">Recurring Transactions</a></span>

<br />   <span class="sectionToc">14 <a 

href="#x1-14400014" id="QQ2-1-151">Financial Statements and Reports</a></span>

<br />   &#x00A0;<span class="subsectionToc">14.1 <a 

href="#x1-14500014.1" id="QQ2-1-152">Cash v. Accrual Basis</a></span>

<br />   &#x00A0;<span class="subsectionToc">14.2 <a 

href="#x1-14600014.2" id="QQ2-1-153">Viewing the Chart of Accounts and Transactions</a></span>

<br />   &#x00A0;<span class="subsectionToc">14.3 <a 

href="#x1-14700014.3" id="QQ2-1-154">Trial Balance</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">14.3.1 <a 

href="#x1-14800014.3.1" id="QQ2-1-155">The Paper-based function of a Trial Balance</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">14.3.2 <a 

href="#x1-14900014.3.2" id="QQ2-1-156">Running the Trial Balance Report</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">14.3.3 <a 

href="#x1-15000014.3.3" id="QQ2-1-157">What if the Trial Balance doesn&#8217;t Balance?</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">14.3.4 <a 

href="#x1-15100014.3.4" id="QQ2-1-158">Trial Balance as a Summary of Account Activity</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">14.3.5 <a 

href="#x1-15200014.3.5" id="QQ2-1-159">Trial Balance as a Budget Planning Tool</a></span>

<br />   &#x00A0;<span class="subsectionToc">14.4 <a 

href="#x1-15300014.4" id="QQ2-1-160">Income Statement</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">14.4.1 <a 

href="#x1-15400014.4.1" id="QQ2-1-161">Uses of an Income Statement</a></span>

<br />   &#x00A0;<span class="subsectionToc">14.5 <a 

href="#x1-15500014.5" id="QQ2-1-162">Balance Sheet</a></span>

<br />   &#x00A0;<span class="subsectionToc">14.6 <a 

href="#x1-15600014.6" id="QQ2-1-163">What if the Balance Sheet doesn&#8217;t balance?</a></span>

<br />   &#x00A0;<span class="subsectionToc">14.7 <a 

href="#x1-15700014.7" id="QQ2-1-164">No Statement of Owner Equity?</a></span>

<br />   <span class="sectionToc">15 <a 

href="#x1-15800015" id="QQ2-1-165">The Template System</a></span>

<br />   &#x00A0;<span class="subsectionToc">15.1 <a 

href="#x1-15900015.1" id="QQ2-1-166">Text Templates</a></span>

<br />   &#x00A0;<span class="subsectionToc">15.2 <a 

href="#x1-16000015.2" id="QQ2-1-167">HTML Templates</a></span>

<br />   &#x00A0;<span class="subsectionToc">15.3 <a 

href="#x1-16100015.3" id="QQ2-1-168"><span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span> Templates</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">15.3.1 <a 

href="#x1-16200015.3.1" id="QQ2-1-169">What is <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span> ?</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">15.3.2 <a 

href="#x1-16300015.3.2" id="QQ2-1-170">Using LY X to Edit <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span> Templates</a></span>

<br />   &#x00A0;<span class="subsectionToc">15.4 <a 

href="#x1-16400015.4" id="QQ2-1-171">Customizing Logos</a></span>

<br />   &#x00A0;<span class="subsectionToc">15.5 <a 

href="#x1-16500015.5" id="QQ2-1-172">How are They Stored in the Filesystem?</a></span>

<br />   &#x00A0;<span class="subsectionToc">15.6 <a 

href="#x1-16600015.6" id="QQ2-1-173">Upgrade Issues</a></span>

<br />   <span class="sectionToc">16 <a 

href="#x1-16700016" id="QQ2-1-174">An Introduction to the CLI</a></span>

<br />   &#x00A0;<span class="subsectionToc">16.1 <a 

href="#x1-16800016.1" id="QQ2-1-175">Conventions</a></span>

<br />   &#x00A0;<span class="subsectionToc">16.2 <a 

href="#x1-16900016.2" id="QQ2-1-176">Preliminaries</a></span>

<br />   &#x00A0;<span class="subsectionToc">16.3 <a 

href="#x1-17000016.3" id="QQ2-1-177">First Script: lsmb01-cli-example.sh</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">16.3.1 <a 

href="#x1-17100016.3.1" id="QQ2-1-178">Script 1 (Bash)</a></span>

<br />   &#x00A0;<span class="subsectionToc">16.4 <a 

href="#x1-17200016.4" id="QQ2-1-179">Second Script: lsmb02-cli-example.pl</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">16.4.1 <a 

href="#x1-17300016.4.1" id="QQ2-1-180">Script 2 (Perl)</a></span>

<br />   <span class="partToc">II&#x00A0;&#x00A0;<a 

href="#x1-174000II" id="QQ2-1-181">Technical Overview</a></span>

<br />   <span class="sectionToc">17 <a 

href="#x1-17500017" id="QQ2-1-182">Basic Architecture</a></span>

<br />   &#x00A0;<span class="subsectionToc">17.1 <a 

href="#x1-17600017.1" id="QQ2-1-183">The Software Stack</a></span>

<br />   &#x00A0;<span class="subsectionToc">17.2 <a 

href="#x1-17700017.2" id="QQ2-1-185">Capacity Planning</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">17.2.1 <a 

href="#x1-17800017.2.1" id="QQ2-1-186">Scalability Strategies</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">17.2.2 <a 

href="#x1-17900017.2.2" id="QQ2-1-187">Database Maintenance</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">17.2.3 <a 

href="#x1-18000017.2.3" id="QQ2-1-188">Known issues</a></span>

<br />   <span class="sectionToc">18 <a 

href="#x1-18100018" id="QQ2-1-189">Customization Possibilities</a></span>

<br />   &#x00A0;<span class="subsectionToc">18.1 <a 

href="#x1-18200018.1" id="QQ2-1-190">Brief Guide to the Source Code</a></span>

<br />   &#x00A0;<span class="subsectionToc">18.2 <a 

href="#x1-18300018.2" id="QQ2-1-191">Data Entry Screens</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">18.2.1 <a 

href="#x1-18400018.2.1" id="QQ2-1-192">Examples</a></span>

<br />   &#x00A0;<span class="subsectionToc">18.3 <a 

href="#x1-18500018.3" id="QQ2-1-193">Extensions</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">18.3.1 <a 

href="#x1-18600018.3.1" id="QQ2-1-194">Examples</a></span>

<br />   &#x00A0;<span class="subsectionToc">18.4 <a 

href="#x1-18700018.4" id="QQ2-1-195">Templates</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">18.4.1 <a 

href="#x1-18800018.4.1" id="QQ2-1-196">Examples</a></span>

<br />   &#x00A0;<span class="subsectionToc">18.5 <a 

href="#x1-18900018.5" id="QQ2-1-197">Reports</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">18.5.1 <a 

href="#x1-19000018.5.1" id="QQ2-1-198">Examples</a></span>

<br />   <span class="sectionToc">19 <a 

href="#x1-19100019" id="QQ2-1-199">Integration Possibilities</a></span>

<br />   &#x00A0;<span class="subsectionToc">19.1 <a 

href="#x1-19200019.1" id="QQ2-1-200">Reporting Tools</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">19.1.1 <a 

href="#x1-19300019.1.1" id="QQ2-1-201">Examples</a></span>

<br />   &#x00A0;<span class="subsectionToc">19.2 <a 

href="#x1-19400019.2" id="QQ2-1-202">Line of Business Tools on PostgreSQL</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">19.2.1 <a 

href="#x1-19500019.2.1" id="QQ2-1-203">Known Issues</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">19.2.2 <a 

href="#x1-19600019.2.2" id="QQ2-1-204">Strategies</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">19.2.3 <a 

href="#x1-19700019.2.3" id="QQ2-1-205">Examples</a></span>

<br />   &#x00A0;<span class="subsectionToc">19.3 <a 

href="#x1-19800019.3" id="QQ2-1-206">Line of Business Tools on other RDBMS&#8217;s</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">19.3.1 <a 

href="#x1-19900019.3.1" id="QQ2-1-207">Strategies</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">19.3.2 <a 

href="#x1-20000019.3.2" id="QQ2-1-208">Integration Products and Open Source Projects</a></span>

<br />   <span class="sectionToc">20 <a 

href="#x1-20100020" id="QQ2-1-209">Customization Guide</a></span>

<br />   &#x00A0;<span class="subsectionToc">20.1 <a 

href="#x1-20200020.1" id="QQ2-1-210">General Information</a></span>

<br />   &#x00A0;<span class="subsectionToc">20.2 <a 

href="#x1-20300020.2" id="QQ2-1-211">Customizing Templates</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">20.2.1 <a 

href="#x1-20400020.2.1" id="QQ2-1-212">Page Breaks in <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span></a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">20.2.2 <a 

href="#x1-20500020.2.2" id="QQ2-1-213">Conditionals</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">20.2.3 <a 

href="#x1-20600020.2.3" id="QQ2-1-214">Loops</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">20.2.4 <a 

href="#x1-20700020.2.4" id="QQ2-1-215">File Inclusion</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">20.2.5 <a 

href="#x1-20800020.2.5" id="QQ2-1-216">Cross-referencing and multiple passes of <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span></a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">20.2.6 <a 

href="#x1-20900020.2.6" id="QQ2-1-217">Variable Substitution</a></span>

<br />   &#x00A0;<span class="subsectionToc">20.3 <a 

href="#x1-21000020.3" id="QQ2-1-218">Customizing Forms</a></span>

<br />   &#x00A0;<span class="subsectionToc">20.4 <a 

href="#x1-21100020.4" id="QQ2-1-219">Customizing Modules</a></span>

<br />   &#x00A0;&#x00A0;<span class="subsubsectionToc">20.4.1 <a 

href="#x1-21200020.4.1" id="QQ2-1-220">Database Access</a></span>

<br />   &#x00A0;<span class="subsectionToc">20.5 <a 

href="#x1-21300020.5" id="QQ2-1-221">CLI Examples</a></span>

<br />   <span class="partToc">III&#x00A0;&#x00A0;<a 

href="#x1-214000III" id="QQ2-1-222">Appendix</a></span>

<br />   <span class="sectionToc">A <a 

href="#x1-215000A" id="QQ2-1-223">Where to Go for More Information</a></span>

<br />   <span class="sectionToc">B <a 

href="#x1-216000B" id="QQ2-1-224">Quick Tips</a></span>

<br />   &#x00A0;<span class="subsectionToc">B.1 <a 

href="#x1-217000B.1" id="QQ2-1-225">Understanding Shipping Addresses and Carriers</a></span>

<br />   &#x00A0;<span class="subsectionToc">B.2 <a 

href="#x1-218000B.2" id="QQ2-1-226">Handling bad debts</a></span>

<br />   <span class="sectionToc">C <a 

href="#x1-219000C" id="QQ2-1-227">Step by Steps for Vertical Markets</a></span>

<br />   &#x00A0;<span class="subsectionToc">C.1 <a 

href="#x1-220000C.1" id="QQ2-1-228">Common Installation Errors</a></span>

<br />   &#x00A0;<span class="subsectionToc">C.2 <a 

href="#x1-221000C.2" id="QQ2-1-229">Retail With Light Manufacturing</a></span>

<br />   <span class="sectionToc">D <a 

href="#x1-222000D" id="QQ2-1-230">Glossary</a></span>

<br />   <span class="sectionToc">E <a 

href="#x1-223000E" id="QQ2-1-231">GNU Free Documentation License</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-232">1. APPLICABILITY AND DEFINITIONS</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-233">2. VERBATIM COPYING</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-234">3. COPYING IN QUANTITY</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-235">4. MODIFICATIONS</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-236">5. COMBINING DOCUMENTS</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-237">6. COLLECTIONS OF DOCUMENTS</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-238">7. AGGREGATION WITH INDEPENDENT WORKS</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-239">8. TRANSLATION</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-240">9. TERMINATION</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-241">10. FUTURE REVISIONS OF THIS LICENSE</a></span>

<br />   &#x00A0;<span class="subsectionToc"> <a 

href="#Q1-1-242">ADDENDUM: How to use this License for your documents</a></span>

</div>

<!--l. 44--><p class="noindent">

   <h3 class="likesectionHead"><a 

 id="x1-2000"></a>List of Figures</h3>

   <div class="tableofcontents"><span class="lofToc">1&#x00A0;<a 

href="#x1-1090011">Simple AR Service Invoice Workflow Example</a></span><br /><span class="lofToc">2&#x00A0;<a 

href="#x1-1100012">AR Workflow with

Shipping</a></span><br /><span class="lofToc">3&#x00A0;<a 

href="#x1-1110013">Complex AR Workflow with Shipping</a></span><br /><span class="lofToc">4&#x00A0;<a 

href="#x1-1160014">Simple AP Workflow</a></span><br /><span class="lofToc">5&#x00A0;<a 

href="#x1-1170015">AP

Workflow with Receiving</a></span><br /><span class="lofToc">6&#x00A0;<a 

href="#x1-1180016">Complex AP Workflow</a></span><br /><span class="lofToc">7&#x00A0;<a 

href="#x1-1390017">Payroll as a GL Transaction (Purely

fictitious numbers)</a></span><br /><span class="lofToc">8&#x00A0;<a 

href="#x1-1760018">The Ledger-SMB software stack in a Typical Implementation</a></span><br />

</div>

   <h1 class="partHead"><span class="titlemark">Part&#x00A0;I<br /></span><a 

 id="x1-3000I"></a>Ledger-SMB and Business Processes</h1>

   <h3 class="sectionHead"><span class="titlemark">1    </span> <a 

 id="x1-40001"></a>Introduction to Ledger-SMB</h3>

<!--l. 56--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">1.1    </span> <a 

 id="x1-50001.1"></a>Why Ledger-SMB</h4>

<!--l. 59--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">1.1.1    </span> <a 

 id="x1-60001.1.1"></a>Advantages of Ledger-SMB</h5>

     <ul class="itemize1">

     <li class="itemize">Flexibility and Central Management

</li>

     <li class="itemize">Accessibility over the Internet (for some users)

</li>

     <li class="itemize">Relatively open data format

</li>

     <li class="itemize">Integration with other tools

</li>

     <li class="itemize">Excellent accounting options for Linux users

</li>

     <li class="itemize">Open Source

</li>

     <li class="itemize">Flexible, open framework that can be extended or modified to fit your business.

</li>

     <li class="itemize">Security-conscious development community.</li></ul>

<!--l. 73--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">1.1.2    </span> <a 

 id="x1-70001.1.2"></a>Key Features</h5>

     <ul class="itemize1">

     <li class="itemize">Accounts Receivable

         <ul class="itemize2">

         <li class="itemize">Track sales by customer

</li>

         <li class="itemize">Issue Invoices, Statements, Receipts, and more

</li>

         <li class="itemize">Do job costing and time entry for customer projects

</li>

         <li class="itemize">Manage sales orders and quotations

</li>

         <li class="itemize">Ship items from sales orders</li></ul>

</li>

     <li class="itemize">Accounts Payable

         <ul class="itemize2">

         <li class="itemize">Track purchases and debts by vendor

</li>

         <li class="itemize">Issue RFQ&#8217;s Purchase Orders, etc.

</li>

         <li class="itemize">Track items received from purchase orders</li></ul>

</li>

     <li class="itemize">Budgeting

         <ul class="itemize2">

         <li class="itemize">Track expenditures and income across multiple departments

</li>

         <li class="itemize">Track all transactions across departments</li></ul>

</li>

     <li class="itemize">Check Printing

         <ul class="itemize2">

         <li class="itemize">Customize template for any check form</li></ul>

</li>

     <li class="itemize">General Ledger

</li>

     <li class="itemize">Inventory Management

         <ul class="itemize2">

         <li class="itemize">Track sales and orders of parts

</li>

         <li class="itemize">Track cost of goods sold using First In/First Out method

</li>

         <li class="itemize">List all parts below reorder point

</li>

         <li class="itemize">Track ordering requirements

</li>

         <li class="itemize">Track, ship, receive, and transfer parts to and from multiple warehouses</li></ul>

</li>

     <li class="itemize">Localization

         <ul class="itemize2">

         <li class="itemize">Provide Localized Translations for Part Descriptions

</li>

         <li class="itemize">Provide Localized Templates for Invoices, Orders, Checks, and more

</li>

         <li class="itemize">Select language per customer, invoice, order, etc.</li></ul>

</li>

     <li class="itemize">Manufacturing

         <ul class="itemize2">

         <li class="itemize">Track cost of goods sold for manufactured goods (assemblies)

</li>

         <li class="itemize">Create assemblies and stock assemblies, tracking materials on hand</li></ul>

</li>

     <li class="itemize">Multi-company/Multiuser

         <ul class="itemize2">

         <li class="itemize">One isolated database per company

</li>

         <li class="itemize">Users can have localized systems independent of company data set</li></ul>

</li>

     <li class="itemize">Point of Sale

         <ul class="itemize2">

         <li class="itemize">Run multiple cash registers against main Ledger-SMB installation

</li>

         <li class="itemize">Suitable for retail stores and more

</li>

         <li class="itemize">Credit card processing via TrustCommerce

</li>

         <li class="itemize">Supports some POS hardware out of the box including:

             <ul class="itemize3">

             <li class="itemize">Logic Controls PD3000 pole displays (serial or parallel)

</li>

             <li class="itemize">Basic text-based receipt printers

</li>

             <li class="itemize">Keyboard wedge barcode scanners

</li>

             <li class="itemize">Keyboard wedge magnetic card readers

</li>

             <li class="itemize">Printer-attached cash drawers</li></ul>

</li></ul>

</li>

     <li class="itemize">Price Matrix

         <ul class="itemize2">

         <li class="itemize">Track different prices for vendors and customers across the board

</li>

         <li class="itemize">Provide discounts to groups of customers per item or across the board

</li>

         <li class="itemize">Store vendors&#8217; prices independent of the other last cost in the parts record</li></ul>

</li>

     <li class="itemize">Reporting

         <ul class="itemize2">

         <li class="itemize">Supports all basic financial statements

</li>

         <li class="itemize">Easily display customer history, sales data, and additional information

</li>

         <li class="itemize">Open framework allows for ODBC connections to be used to generate reports using third

party reporting tools.</li></ul>

</li>

     <li class="itemize">Tax

         <ul class="itemize2">

         <li class="itemize">Supports Retail Sales Tax and Value Added Tax type systems

</li>

         <li class="itemize">Flexible framework allows one to customize reports to change the tax reporting framework

to meet any local requirement.</li></ul>

</li></ul>

<!--l. 173--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">1.2    </span> <a 

 id="x1-80001.2"></a>Limitations of Ledger-SMB</h4>

     <ul class="itemize1">

     <li class="itemize">No payroll module (Payroll must be done manually)

</li>

     <li class="itemize">Some integration limitations

</li>

     <li class="itemize">Further  development/maintenance  requires  a  knowledge  of  a  relatively  broad  range  of

technologies</li></ul>

<!--l. 182--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">1.3    </span> <a 

 id="x1-90001.3"></a>System Requirements of Ledger-SMB</h4>

     <ul class="itemize1">

     <li class="itemize">PostgreSQL

</li>

     <li class="itemize">A CGI-enabled Web Server (for example, Apache)

</li>

     <li class="itemize">Perl 5.8.x

</li>

     <li class="itemize">An  operating  system  which  supports  the  above  software  (usually  Linux,  though  Windows,

MacOS X, etc. do work)

</li>

     <li class="itemize"><span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;(optional) is required to create PDF or Postscript invoices

</li>

     <li class="itemize">The following CPAN modules:

         <ul class="itemize2">

         <li class="itemize">Data::Dumper

</li>

         <li class="itemize">Locale::Maketext

</li>

         <li class="itemize">Locale::Maketext::Lexicon

</li>

         <li class="itemize">MIME::Base64

</li>

         <li class="itemize">Digest::MD5

</li>

         <li class="itemize">HTML::Entities

</li>

         <li class="itemize">DBI

</li>

         <li class="itemize">DBD::Pg

</li>

         <li class="itemize">Math::BigFloat

</li>

         <li class="itemize">IO::File

</li>

         <li class="itemize">Encode

</li>

         <li class="itemize">Locale::Country

</li>

         <li class="itemize">Locale::Language

</li>

         <li class="itemize">Time::Local

</li>

         <li class="itemize">Cwd

</li>

         <li class="itemize">Config::Std

</li>

         <li class="itemize">MIME::Lite</li></ul>

</li></ul>

<!--l. 214--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">2    </span> <a 

 id="x1-100002"></a>User Account and Database Administration Basics</h3>

<!--l. 216--><p class="noindent">These functions are accessed via the admin.pl script in the installed directory of Ledger-SMB.

</p><!--l. 220--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">2.1    </span> <a 

 id="x1-110002.1"></a>Companies and Datasets</h4>

<!--l. 222--><p class="noindent">Ledger-SMB stores its information in locale-specific data sets. When a dataset is created, it sets various

defaults such as currency, a basic chart of accounts setup, and so forth. Note that the default setup is for

Canada, where the author of the software resides.

</p><!--l. 227--><p class="indent">   Datasets are stored as PostgreSQL databases. The application is designed with the idea that each dataset

will represent exactly one company. If a customer is working with multiple companies, he/she must create a

dataset to for each.

</p><!--l. 232--><p class="indent">   When creating a dataset, the application asks for both a username and a superusername. If the

superuser’s information is not filled in, Ledger-SMB will attempt to populate an existing dataset, but if this

information is filled in, the program will log into the PostgreSQL cluster with the superusername and

password, create the database, and attempt to add Plpgsql to it.

</p><!--l. 238--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">2.2    </span> <a 

 id="x1-120002.2"></a>How to Create a User</h4>

<!--l. 240--><p class="noindent">Users are created by going to the admin.pl page and clicking on "Add User." One then fills out the form and

when it is saved, the user is created.

</p><!--l. 245--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">2.3    </span> <a 

 id="x1-130002.3"></a>Permissions</h4>

<!--l. 247--><p class="noindent">The permissions system is not rigorously enforced within Ledger-SMB, in the sense that the

permissions API is generally not used in the application itself. Instead permissions are used to

enable/disable menu options. Setting an enforcement of such permissions would require some custom

programming at the present time. Most organizations, however, find that the current system is

adequate.

</p><!--l. 254--><p class="indent">   The checkboxes which are marked enable menu entries. Those that are unchecked disable those entries on

the menu.

</p><!--l. 258--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">2.4    </span> <a 

 id="x1-140002.4"></a>User Account Types</h4>

     <ul class="itemize1">

     <li class="itemize">User is a general user of the system

</li>

     <li class="itemize">Managers often are able to see a larger amount of data

</li>

     <li class="itemize">Administrators have full access to the system</li></ul>

<!--l. 266--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">2.5    </span> <a 

 id="x1-150002.5"></a>Other Features</h4>

     <ul class="itemize1">

     <li class="itemize">Lock System allows one to lock users out of the system while maintenance is performed. This is

only necessary during upgrades or maintenance which results in the RDBMS being offline.

</li>

     <li class="itemize">Change Admin Password changes the administrative password.

</li>

     <li class="itemize">Logout terminates the admin session.</li></ul>

<!--l. 276--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">3    </span> <a 

 id="x1-160003"></a>Chart of Accounts</h3>

<!--l. 278--><p class="noindent">The Chart of Accounts provides a basic overview of the logical structure of the accounting program. One can

customize this chart to allow for tracking of different sorts of information.

</p><!--l. 283--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">3.1    </span> <a 

 id="x1-170003.1"></a>Introduction to Double Entry Bookkeeping</h4>

<!--l. 284--><p class="noindent">In order to set up your chart of accounts in LedgerSMB you will need to understand a bit about double entry

bookkeeping. This section provides a brief overview of the essential concepts. There is a list of references for

further reading at the end.

</p><!--l. 289--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">3.1.1    </span> <a 

 id="x1-180003.1.1"></a>Business Entity</h5>

<!--l. 290--><p class="noindent">You don&#8217;t want to mix your personal expenses and income with that of the business or you will

not be able to tell how much money it is making (if any). For the same reason you will want

to keep track of how much money you put into and take out of the business so you will want

to set up a completely seperate set of records for it and treat it almost as if it had a life of its

own.

</p><!--l. 297--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">3.1.2    </span> <a 

 id="x1-190003.1.2"></a>Double Entry</h5>

<!--l. 298--><p class="noindent">Examples: </p>

     <ul class="itemize1">

     <li class="itemize">When you buy you pay money and receive goods.

</li>

     <li class="itemize">When you sell you get money and give goods.

</li>

     <li class="itemize">When you borrow you get money and give a promise to pay it back.

</li>

     <li class="itemize">When you lend you give money and get a promise to pay it back.

</li>

     <li class="itemize">When you sell on credit you give goods and get a promise to pay.

</li>

     <li class="itemize">When you buy on credit you give a promise to pay and get goods.</li></ul>

<!--l. 308--><p class="indent">   You need to record both sides of each transaction: thus double entry. Furthermore, you want to organize

your entries, recording those having to do with money in one place, value of goods bought and sold in

another, money owed in yet another, etc. Hence you create accounts, and record each half of each transaction

in an appropriate account. Of course, you won’t have to actually record the amount in more than one place

yourself: the program takes care of that.

</p><!--l. 316--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">3.1.3    </span> <a 

 id="x1-200003.1.3"></a>Accounts</h5>

<!--l. 318--><p class="noindent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">Assets</span> </dt><dd 

class="description">Valuable stuff the business owns such as money and goods available for sale

     </dd><dt class="description">

<span

class="pplb8t-">Liabilities</span> </dt><dd 

class="description">Debts owned by the business such as bank loans and unpaid bills

     </dd><dt class="description">

<span

class="pplb8t-">Equity or Capital</span> </dt><dd 

class="description">What would be left for the owner if all the assets were converted to money and

all the liabilities paid off ("Share Capital" on the LedgerSMB default chart of accounts: not to be

confused with "Capital Assets".)

     </dd><dt class="description">

<span

class="pplb8t-">Revenue</span> </dt><dd 

class="description">Income from business activity: increases Equity

     </dd><dt class="description">

<span

class="pplb8t-">Expense</span> </dt><dd 

class="description">The light bill, the cost of goods sold, etc: decreases Equity</dd></dl>

<!--l. 330--><p class="noindent">All other accounts are subdivisions of these. The relationship between the top-level accounts

is often stated in the form of the Accounting Equation (don’t worry: you won’t have to solve

it):

</p><!--l. 334--><p class="indent">   Assets = Liabilities + Equity + (Revenue - Expense)

</p><!--l. 336--><p class="indent">   You won&#8217;t actually use this equation while doing your bookkeeping, but it&#8217;s a useful tool for

understanding how the system works.

</p><!--l. 339--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">3.1.4    </span> <a 

 id="x1-210003.1.4"></a>Debits and Credits</h5>

<!--l. 341--><p class="noindent">Traditional paper accounting systems used a two-column form in which all increases went in one column

and all deceases in the other. For asset and expense accounts increases went in the left column and decreases

in the right. For liability and capital accounts decreases went in the left column and increases in the right.

Looking at the accounting equation we see that assets are on the left, so it is logical that asset increases would

go on the left. Libilities, capital, and revenue are on the right so it is logical that their increase would go on

the right. Expenses, however, are on the right, so why do their increases go on the left? Because expenses are

subtracted from the right side of the equation and so expense increases decrease the right side of the

equation.

</p><!--l. 353--><p class="indent">   Entries in the left column of the traditional form are called debits, while entries on the right are called

credits. Neither is "negative".

     <ul class="itemize1">

     <li class="itemize">Debits increase assets

</li>

     <li class="itemize">Debits increase expense

</li>

     <li class="itemize">Credits increase liabilities

</li>

     <li class="itemize">Credits increase capital

</li>

     <li class="itemize">Credits increase revenue</li></ul>

<!--l. 364--><p class="indent">   Examples:

</p><!--l. 366--><p class="indent">   You go to the bank and make a deposit. The teller tells you that he is going to credit your

account. This is correct: your account is money the bank owes you and so is a liability from their

point of view. Your deposit increased this liability and so they will credit it. They will make an

equal debit to their cash account. When you return you will debit your bank deposits account

because you have increased that asset and credit cash on hand because you have decreased that

one.

</p><!--l. 375--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">3.1.5    </span> <a 

 id="x1-220003.1.5"></a>Accrual</h5>

<!--l. 377--><p class="noindent">Early accounting systems were usually run on a cash basis. One generally did not consider money owed to

affect the financial health of a company, so expenses posted when paid as did income.

</p><!--l. 381--><p class="indent">   The problem with this approach is that it becomes very difficult or impossible to truly understand the

exact nature of the financial health of a business. One cannot get the full picture of the financial health of a

business because outstanding debts are not considered. Futhermore, this does not allow for revenue to

be tied to cost effectively, so it becomes difficult to assess how profitable a given activity truly

is.

</p><!--l. 388--><p class="indent">   To solve this problem, accrual-based systems were designed. The basic principle is that income and

expense should be posted as they are incurred, or accrued. This allows one to track income relative to

expense for specific projects or operations, and make better decisions about which activities will help one

maximize profitability.

</p><!--l. 394--><p class="indent">   To show how these systems differ, imagine that you bill a customer for time and materials for a project

you have just completed. The customer pays the bill after 30 days. In a cash based system, you would post

the income at the time when the customer pays, while in an accrual system, the income is posted at the time

when the project is completed.

</p><!--l. 400--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">3.1.6    </span> <a 

 id="x1-230003.1.6"></a>References</h5>

<!--l. 402--><p class="noindent"><span class="obeylines-h"><a 

href="http://www.accounting-and-bookkeeping-tips.com/learning-accounting/accounting-basics-credit.htm" class="url" >http://www.accounting-and-bookkeeping-tips.com/learning-accounting/accounting-basics-credit.htm</a></span>

<br class="newline" />Discussion of debits and credits as well as links to other accounting subjects.

<br class="newline" />

</p><!--l. 405--><p class="noindent"><span class="obeylines-h"><a 

href="http://www.computer-consulting.com/accttips.htm" class="url" >http://www.computer-consulting.com/accttips.htm</a></span>

<br class="newline" />Discussion of double entry bookkeeping.

<br class="newline" />

</p><!--l. 408--><p class="noindent"><span class="obeylines-h"><a 

href="http://www.minnesota.com/~tom/sql-ledger/howtos/" class="url" >http://www.minnesota.com/~tom/sql-ledger/howtos/</a></span>

<br class="newline" />A short glossary, some links, and a FAQ (which makes the "credit=negative number" error). The FAQ focuses

on SQL-Ledger, LedgerSMB’s ancestor.

<br class="newline" />

</p><!--l. 412--><p class="noindent"><span class="obeylines-h"><a 

href="http://bitscafe.com/pub2/etp/sql-ledger-notes#expenses" class="url" >http://bitscafe.com/pub2/etp/sql-ledger-notes#expenses</a></span>

<br class="newline" />Some notes on using SQL-Ledger (LedgerSMB&#8217;s ancestor).

<br class="newline" />

</p><!--l. 415--><p class="noindent"><span class="obeylines-h"><a 

href="http://en.wikipedia.org/wiki/List_of_accounting_topics" class="url" >http://en.wikipedia.org/wiki/List_of_accounting_topics</a></span>

<br class="newline" />Wikipedia articles on accounting.

<br class="newline" />

</p><!--l. 418--><p class="noindent"><span class="obeylines-h"><a 

href="http://www.bized.ac.uk/learn/accounting/financial/index.htm" class="url" >http://www.bized.ac.uk/learn/accounting/financial/index.htm</a></span>

<br class="newline" />Basic accounting tutorial.

<br class="newline" />

</p><!--l. 421--><p class="noindent"><span class="obeylines-h"><a 

href="http://www.asset-analysis.com/glossary/glo_index.html" class="url" >http://www.asset-analysis.com/glossary/glo_index.html</a></span>

<br class="newline" />Financial dictionary and glossary.

<br class="newline" />

</p><!--l. 424--><p class="noindent"><span class="obeylines-h"><a 

href="http://www.geocities.com/chapleaucree/educational/FinanceHandbook.html" class="url" >http://www.geocities.com/chapleaucree/educational/FinanceHandbook.html</a></span>

<br class="newline" />Financial glossary.

<br class="newline" />

</p><!--l. 427--><p class="noindent"><span class="obeylines-h"><a 

href="http://www.quickmba.com/accounting/fin/" class="url" >http://www.quickmba.com/accounting/fin/</a></span>

<br class="newline" />Explanation of fundamentals of accounting, including good discussions of debits and credits and of

double-entry.

</p><!--l. 432--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">3.2    </span> <a 

 id="x1-240003.2"></a>General Guidelines on Numbering Accounts</h4>

<!--l. 434--><p class="noindent">In general, most drop-down boxes in Ledger-SMB order the accounts by account number. Therefore by

setting appropriate account numbers, one can affect the default values.

</p><!--l. 438--><p class="indent">   A second consideration is to try to keep things under each heading appropriate to that heading.

Thus setting an account number for a bank loan account in the assets category is not generally

advisable.

</p><!--l. 443--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">3.3    </span> <a 

 id="x1-250003.3"></a>Adding/Modifying Accounts</h4>

<!--l. 445--><p class="noindent">These features are listed under System-&#x003E;Chart of Accounts. One can list the accounts and click on the

account number to modify them or click on the "add account" option to create new accounts.

     <ul class="itemize1">

     <li class="itemize">Headings are just broad categories and do not store values themselves, while accounts are used

to store the transactional information.

</li>

     <li class="itemize">One cannot have an account that is a summary account (like AR) and also has another function.

</li>

     <li class="itemize">GIFI is mostly of interest to Canadian customers but it can be used to create reports of account

hierarchies.</li></ul>

<!--l. 459--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">3.4    </span> <a 

 id="x1-260003.4"></a>Listing Account Balances and Transactions</h4>

<!--l. 461--><p class="noindent">One can list the account balances via the Reports-&#x003E;Chart of Accounts report. Clicking on the account number

will provide a ledger for that account.

</p><!--l. 466--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">4    </span> <a 

 id="x1-270004"></a>Administration</h3>

<!--l. 468--><p class="noindent">This section covers other (non-Chart of Accounts) aspects to the setup of the Ledger-SMB accounting

package. These are generally accessed in the System submenu.

</p><!--l. 473--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">4.1    </span> <a 

 id="x1-280004.1"></a>Taxes, Defaults, and Preferences</h4>

<!--l. 474--><p class="noindent">One of the new features in 1.2 is the modular sales tax system and the simple sales tax module. This allows

one to install different tax modules and then select which taxes are applied by which programming modules.

The sales tax module has access to everything on the submitted form so it is able to make complex

determinations on what is taxable based on arbitrary criteria.

</p><!--l. 480--><p class="indent">   The tax rules drop-down box allows one to select any installed tax module (LedgerSMB 1.2 ships only

with the simple module), while the ordering is an integer which allows one to specify a tax run which occurs

on the form after any rules with lower entries in this box. This allows for compounding of sales tax (for

example, when PST applies to the total and GST as well).

</p><!--l. 485--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.1.1    </span> <a 

 id="x1-290004.1.1"></a>Adding A Sales Tax Account</h5>

<!--l. 487--><p class="noindent">Sales Tax is collected on behalf of a state or national government by the individual store. Thus a sales tax

account is a liability– it represents money owed by the business to the government.

</p><!--l. 491--><p class="indent">   To add a sales tax account, create an account in the Chart of Accounts as a liability account, check all of

the "tax" checkboxes, and answer the following question as "yes:"

</p><!--l. 495--><p class="indent">   "Include this account on the customer/vendor forms to flag customer/vendor as taxable?"

</p><!--l. 498--><p class="indent">   Once this account is created, one can set the tax amount.

</p><!--l. 501--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.1.2    </span> <a 

 id="x1-300004.1.2"></a>Setting a Sales Tax Amount</h5>

<!--l. 503--><p class="noindent">Go to System-&#x003E;Defaults and the tax account will be listed near the bottom of the page. The rate can be set

there.

</p><!--l. 507--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.1.3    </span> <a 

 id="x1-310004.1.3"></a>Default Account Setup</h5>

<!--l. 509--><p class="noindent">These accounts are the default accounts for part creation and foreign exchange tracking.

</p><!--l. 513--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.1.4    </span> <a 

 id="x1-320004.1.4"></a>Currency Setup</h5>

<!--l. 515--><p class="noindent">The US accounts list this as USD:CAD:EUR. One can add other currencies in here, such as IDR (Indonesian

Rupiah), etc. Currencies are separated by colons.

</p><!--l. 520--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.1.5    </span> <a 

 id="x1-330004.1.5"></a>Sequence Settings</h5>

<!--l. 522--><p class="noindent">These sequences are used to generate user identifiers for quotations, invoices, and the like. If an identifier is

not added, the next number will be used.

</p><!--l. 526--><p class="indent">   A common application is to set invoices, etc. to start at 1000 in order to hide the number of issued invoices

from a customer.

</p><!--l. 529--><p class="indent">   Leading zeros are preserved. Other special values which can be embedded using <span 

class="cmmi-10">&#x003C;</span>?lsmb ?<span 

class="cmmi-10">&#x003E; </span>tags

include:

</p><!--l. 532--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">DATE</span> </dt><dd 

class="description">expands to the current date

     </dd><dt class="description">

<span

class="pplb8t-">YYMMDD</span> </dt><dd 

class="description">expands to a six-digit version of the date. The components of this date can be re-arranged

in any order, so MMDDYY, DDMMYY, or even just MMYY are all options.

     </dd><dt class="description">

<span

class="pplb8t-">NAME</span> </dt><dd 

class="description">expands to the name of the customer or vendor

     </dd><dt class="description">

<span

class="pplb8t-">BUSINESS</span> </dt><dd 

class="description">expands to the type of business assigned to the customer or ventor.

     </dd><dt class="description">

<span

class="pplb8t-">DESCRIPTION</span> </dt><dd 

class="description">expands to the description of the part. Valid only for parts.

     </dd><dt class="description">

<span

class="pplb8t-">ITEM</span> </dt><dd 

class="description">expands to the item field. Valid only for parts.

     </dd><dt class="description">

<span

class="pplb8t-">PERISCOPE</span> </dt><dd 

class="description">expands to the partsgroup. Valid only for parts.

     </dd><dt class="description">

<span

class="pplb8t-">PHONE</span> </dt><dd 

class="description">expands to the telephoen number for customers and vendors.</dd></dl>

<!--l. 546--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">4.2    </span> <a 

 id="x1-340004.2"></a>Audit Control</h4>

<!--l. 548--><p class="noindent">Auditability is a core concern of the architects of any accounting system. Such ensures that any modification

to the accounting information leaves a trail which can be followed to determine the nature of the change.

Audits can help ensure that the data in the accounting system is meaningful and accurate, and that no foul

play (such as embezzlement) is occurring.

</p><!--l. 556--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.2.1    </span> <a 

 id="x1-350004.2.1"></a>Explaining transaction reversal</h5>

<!--l. 558--><p class="noindent">In paper accounting systems, it was necessary to have a means to authoritatively track corrections of

mistakes. The means by which this was done was known as "transaction reversal."

</p><!--l. 562--><p class="indent">   When a mistake would be made, one would then reverse the transaction and then enter it in correctly. For

example, let us say that an office was renting space for $300 per month. Let us say that they inadvertently

entered it in as a $200 expense.

</p><!--l. 567--><p class="indent">   The original transaction would be:

   <div class="tabular"><table class="tabular" 

cellspacing="0" cellpadding="0" rules="groups" 

><colgroup id="TBL-2-1g"><col 

id="TBL-2-1" /></colgroup><colgroup id="TBL-2-2g"><col 

id="TBL-2-2" /></colgroup><colgroup id="TBL-2-3g"><col 

id="TBL-2-3" /></colgroup><tr  

 style="vertical-align:baseline;" id="TBL-2-1-"><td  style="white-space:nowrap; text-align:left;" id="TBL-2-1-1"  

class="td11">Account                          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-2-1-2"  

class="td11">Debit</td><td  style="white-space:nowrap; text-align:right;" id="TBL-2-1-3"  

class="td11">Credit</td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-2-2-"><td  style="white-space:nowrap; text-align:left;" id="TBL-2-2-1"  

class="td11">5760 Rent                       </td><td  style="white-space:nowrap; text-align:right;" id="TBL-2-2-2"  

class="td11">  $200</td><td  style="white-space:nowrap; text-align:right;" id="TBL-2-2-3"  

class="td11">           </td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-2-3-"><td  style="white-space:nowrap; text-align:left;" id="TBL-2-3-1"  

class="td11">2100 Accounts Payable</td><td  style="white-space:nowrap; text-align:right;" id="TBL-2-3-2"  

class="td11">          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-2-3-3"  

class="td11">   $200</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-2-4-"><td  style="white-space:nowrap; text-align:left;" id="TBL-2-4-1"  

class="td11">                                         </td> </tr></table>

</div>

<!--l. 582--><p class="indent">   The reversal would be:

   <div class="tabular"><table class="tabular" 

cellspacing="0" cellpadding="0" rules="groups" 

><colgroup id="TBL-3-1g"><col 

id="TBL-3-1" /></colgroup><colgroup id="TBL-3-2g"><col 

id="TBL-3-2" /></colgroup><colgroup id="TBL-3-3g"><col 

id="TBL-3-3" /></colgroup><tr  

 style="vertical-align:baseline;" id="TBL-3-1-"><td  style="white-space:nowrap; text-align:left;" id="TBL-3-1-1"  

class="td11">Account                          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-3-1-2"  

class="td11">Debit</td><td  style="white-space:nowrap; text-align:right;" id="TBL-3-1-3"  

class="td11">Credit</td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-3-2-"><td  style="white-space:nowrap; text-align:left;" id="TBL-3-2-1"  

class="td11">5760 Rent                       </td><td  style="white-space:nowrap; text-align:right;" id="TBL-3-2-2"  

class="td11">          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-3-2-3"  

class="td11">   $200</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-3-3-"><td  style="white-space:nowrap; text-align:left;" id="TBL-3-3-1"  

class="td11">2100 Accounts Payable</td><td  style="white-space:nowrap; text-align:right;" id="TBL-3-3-2"  

class="td11">  $200</td><td  style="white-space:nowrap; text-align:right;" id="TBL-3-3-3"  

class="td11">           </td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-3-4-"><td  style="white-space:nowrap; text-align:left;" id="TBL-3-4-1"  

class="td11">                                         </td> </tr></table>

</div>

<!--l. 597--><p class="indent">   This would be followed by re-entering the rent data with the correct numbers. This was meant to ensure

that one did not erase data from the accounting books (and as such that erasing data would be a sign of foul

play).

</p><!--l. 602--><p class="indent">   Ledger-SMB has a capability to require such reversals if the business deems this to be necessary. When

this option is enabled, existing transactions cannot be modified and one will need to post reversing

transactions to void existing transactions before posting corrected ones.

</p><!--l. 608--><p class="indent">   Most accountants prefer this means to other audit trails because it is well proven and understood by

them.

</p><!--l. 612--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.2.2    </span> <a 

 id="x1-360004.2.2"></a>Close books option</h5>

<!--l. 614--><p class="noindent">You cannot alter a transaction that was entered before the closing date.

</p><!--l. 617--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.2.3    </span> <a 

 id="x1-370004.2.3"></a>Audit Trails</h5>

<!--l. 619--><p class="noindent">This option stores additional information in the database to help auditors trace individual transactions. The

information stored, however, is limited and it is intended to be supplemental to other auditing

facilities.

</p><!--l. 624--><p class="indent">   The information added includes which table stored the record, which employee entered the

information, which form was used, and what the action was. No direct financial information is

included.

</p><!--l. 629--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">4.3    </span> <a 

 id="x1-380004.3"></a>Departments</h4>

<!--l. 631--><p class="noindent">Departments are logical divisions of a business. They allow for budgets to be prepared for the individual

department as well as the business as a whole. This allows larger businesses to use Ledger-SMB to meet their

needs.

</p><!--l. 637--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.3.1    </span> <a 

 id="x1-390004.3.1"></a>Cost v Profit Centers.</h5>

<!--l. 639--><p class="noindent">In general business units are divided into cost and profit centers. Cost centers are generally regarded as

business units where the business expects to lose money and profit centers are where they expect to gain

money. For example, the legal department in most companies is a cost center.

</p><!--l. 645--><p class="indent">   One of the serious misunderstandings people run up against is that Ledger-SMB tends to more narrowly

define cost and profit centers than most businesses do. In Ledger-SMB a cost center is any department of the

business that does not issue AR transactions. Although many businesses may have cost centers (like

technical support) where customer fees may subsidize the cost of providing the service, in Ledger-SMB, these

are profit centers.

</p><!--l. 653--><p class="indent">   Ledger-SMB will not allow cost centers to be associated with AR transactions. So if you want this

functionality, you must create the department as a profit center.

</p><!--l. 658--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">4.4    </span> <a 

 id="x1-400004.4"></a>Warehouses</h4>

<!--l. 660--><p class="noindent">Ledger-SMB has the ability to track inventory by warehouse. Inventory items can be moved between

warehouses, and shipped from any warehouse where the item is in stock. We will explore this concept more

later.

</p><!--l. 665--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">4.5    </span> <a 

 id="x1-410004.5"></a>Languages</h4>

<!--l. 667--><p class="noindent">Languages allow for goods and services to be translated so that one can maintain offices in different

countries and allow for different goods and service descriptions to be translated to different languages for

localization purposes.

</p><!--l. 673--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">4.6    </span> <a 

 id="x1-420004.6"></a>Types of Businesses</h4>

<!--l. 675--><p class="noindent">One can create types of businesses and then give them discounts across the board. For example, one might

give a firm that uses one’s services as a subcontractor a 10% discount or more.

</p><!--l. 680--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">4.7    </span> <a 

 id="x1-430004.7"></a>Misc.</h4>

<!--l. 683--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.7.1    </span> <a 

 id="x1-440004.7.1"></a>GIFI</h5>

<!--l. 685--><p class="noindent">GIFI is a requirement for Canadian customers. This feature allows one to link accounts with

Canadian tax codes to simplify the reporting process. Some European countries now use a similar

system.

</p><!--l. 689--><p class="indent">   People that don&#8217;t otherwise have a use for GIFI can use it to create reports which agregate accounts

together.

</p><!--l. 692--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.7.2    </span> <a 

 id="x1-450004.7.2"></a>SIC</h5>

<!--l. 694--><p class="noindent">Standard Industrial Classification is a way of tracking the type of business that a vendor or customer is in.

For example, an accountant would have an SIC of 8721 while a graphic design firm would have an SIC of

7336. The classification is hierarchical so one could use this field for custom reporting and marketing

purposes.

</p><!--l. 701--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.7.3    </span> <a 

 id="x1-460004.7.3"></a>Overview of Template Editing</h5>

<!--l. 703--><p class="noindent">The templates for invoices, orders, and the like can be edited from within Ledger-SMB. The submenus within

the System submenu such as HTML Templates, Text Templates and <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span> templates provide access to this

functionality.

</p><!--l. 709--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">4.7.4    </span> <a 

 id="x1-470004.7.4"></a>Year-end</h5>

<!--l. 711--><p class="noindent">Although the Year-end functionality in Ledger-SMB is very useful, it does not entirely make the process

simple and painless. One must still manually enter adjustments prior to closing the books. The extent to

which these adjustments are necessary for any given business is a matter best discussed with an

accountant.

</p><!--l. 717--><p class="indent">   The standard way books are normally closed at the end of the year is by moving all

adjusted<span class="footnote-mark"><a 

href="LedgerSMB-manual2.html#fn1x0"><sup class="textsuperscript">1</sup></a></span><a 

 id="x1-47001f1"></a> 

income and expenses to an equity account usually called "Retained Earnings." Assets and liabilities are not

moved. Equity drawing/dividend accounts are also moved, but the investment accounts are not. The

reasoning behind this process is that one wants a permanent record of the amount invested in a business, but

any dividends ought not to count against their recipients when new investors are brought on

board.

</p><!--l. 729--><p class="indent">   Ledger-SMB automatically moves all income and expense into the specified year-end/retained earnings

account. It does not move the drawing account, and this must be done manually, nor does it automate the

process of making adjustments.

</p><!--l. 734--><p class="indent">   Contrary to its name, this function can close the books at any time, though this would likely be of limited

use.

   <h4 class="subsectionHead"><span class="titlemark">4.8    </span> <a 

 id="x1-480004.8"></a>Options in the ledger-smb.conf</h4>

<!--l. 740--><p class="noindent">The ledger-smb.conf configures the software by assigning site-wide variables. Most of these should be left

alone unless one knows what one is doing. However, on some systems some options might need to be

changed, so all options are presented here for reference:

</p><!--l. 745--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">templates</span> </dt><dd 

class="description">is the directory where the templates are stored.

     </dd><dt class="description">

<span

class="pplb8t-">sendmail</span> </dt><dd 

class="description">is the command to use to send a message. It must read the email from standard input.

     </dd><dt class="description">

<span

class="pplb8t-">language</span> </dt><dd 

class="description">allows one to set the language for the login screen and admin page.

     </dd><dt class="description">

<span

class="pplb8t-">latex</span> </dt><dd 

class="description">tells Ledger-SMB whether <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span> is installed. <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span> is required for generating Postscript and

PDF invoices and the like.

     </dd><dt class="description">

<span

class="pplb8t-">Environmental variables</span> </dt><dd 

class="description">can be set here too. One can add paths for searching for <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>, etc.

     </dd><dt class="description">

<span

class="pplb8t-">Printers</span> </dt><dd 

class="description">section can be used to set a hash table of printers for the software. The primary example is

     <br class="newline" /><span 

class="cmr-10">[</span>printers<span 

class="cmr-10">]</span>

     <br class="newline" />Default = lpr

     <br class="newline" />Color = lpr -PEpson

     <br class="newline" />However,  this  can  use  any  program  that  can  accept  print  documents  (in  Postscript)  from

standard input, so there are many more possibilities.</dd></dl>

<!--l. 765--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">5    </span> <a 

 id="x1-490005"></a>Goods and Services</h3>

<!--l. 767--><p class="noindent">The Goods and Services module will focus on the definition of goods and services and the related accounting

concepts.

</p><!--l. 771--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.1    </span> <a 

 id="x1-500005.1"></a>Basic Terms</h4>

<!--l. 773--><p class="noindent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">COGS</span> </dt><dd 

class="description">is Cost of Goods Sold. When an item is sold, then the expense of its purchase is accrued as

attached to the income of the sale.

     </dd><dt class="description">

<span

class="pplb8t-">List</span> </dt><dd 

class="description">Price is the recommended retail price.

     </dd><dt class="description">

<span

class="pplb8t-">Markup</span> </dt><dd 

class="description">is the percentage increase that is applied to the last cost to get the sell price.

     </dd><dt class="description">

<span

class="pplb8t-">ROP</span> </dt><dd 

class="description">is re-order point. Items with fewer in stock than this will show up on short reports.

     </dd><dt class="description">

<span

class="pplb8t-">Sell</span> </dt><dd 

class="description">Price is the price at which the item is sold.</dd></dl>

<!--l. 784--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.2    </span> <a 

 id="x1-510005.2"></a>The Price Matrix</h4>

<!--l. 786--><p class="noindent">It is possible to set different prices for different groups of customers, or for different customers individually.

Similarly, one can track different prices from different vendors along with the required lead time for an

order.

</p><!--l. 792--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.3    </span> <a 

 id="x1-520005.3"></a>Pricegroups</h4>

<!--l. 794--><p class="noindent">Pricegroups are used to help determine the discount a given customer may have.

</p><!--l. 798--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.4    </span> <a 

 id="x1-530005.4"></a>Groups</h4>

<!--l. 800--><p class="noindent">Groups represent a way of categorizing POS items for a touchscreen environment. It is not fully functional

yet, but is sufficient that with some stylesheet changes, it could be made to work.

</p><!--l. 805--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.5    </span> <a 

 id="x1-540005.5"></a>Labor/Overhead</h4>

<!--l. 807--><p class="noindent">Labor/overhead is usually used for tracking manufacturing expenses. It is not directly billed to a customer. It

is associated with an expense/Cost of Goods Sold (COGS) account.

</p><!--l. 812--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.6    </span> <a 

 id="x1-550005.6"></a>Services</h4>

<!--l. 814--><p class="noindent">Services include any labor that is billed directly to the customer. It is associated with an expense/COGS

account and an income account. Services can be associated with sales tax.

</p><!--l. 819--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">5.6.1    </span> <a 

 id="x1-560005.6.1"></a>Shipping and Handling as a Service</h5>

<!--l. 821--><p class="noindent">One approach to dealing with shipping and handling is to add it as a service. Create a service called

&#8220;Shipping and Handling&#8221;, with a sell price $1 per unit, and a 0% markup. Bill it as $1 per unit. This allows

one to add the exact amount of shipping and handling as necessary.

</p><!--l. 828--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.7    </span> <a 

 id="x1-570005.7"></a>Parts</h4>

<!--l. 830--><p class="noindent">A part is any single item you might purchase and either might resell or use in manufacturing an assembly. It

is linked to an expense/COGS account, an income account, and an inventory account. Parts can be associated

with sales tax.

</p><!--l. 836--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.8    </span> <a 

 id="x1-580005.8"></a>Assemblies and Manufacturing</h4>

<!--l. 838--><p class="noindent">Manufacturers order parts but they sell the products of their efforts. Ledger-SMB supports manufacturing

using the concept of assemblies. An assembly is any product which is manufactured on site. It consists of a

selection of parts, services, and/or labor and overhead. Assemblies are treated as parts in most other

regards.

</p><!--l. 844--><p class="indent">   However, one cannot order assemblies from vendors. One must instead order the components and stock

them once they are manufactured.

</p><!--l. 848--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">5.8.1    </span> <a 

 id="x1-590005.8.1"></a>Stocking Assemblies</h5>

<!--l. 850--><p class="noindent">One stocks assemblies in the Stock Assembly entry on the Goods and Services submenu. When an assembly

is stocked the inventory is adjusted properly.

</p><!--l. 854--><p class="indent">   The Check Inventory option will cause Ledger-SMB to refuse to stock an assembly if the inventory

required to produce the assembly would drop the part below the reorder point.

</p><!--l. 859--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.9    </span> <a 

 id="x1-600005.9"></a>Reporting</h4>

<!--l. 862--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">5.9.1    </span> <a 

 id="x1-610005.9.1"></a>All Items and Parts Reports</h5>

<!--l. 864--><p class="noindent">The All Items report provides a unified view of assemblies, parts, services, and labor for the company, while

the Parts report confines it to parts.

</p><!--l. 867--><p class="indent">   Types of reports are:

</p><!--l. 869--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">Active</span> </dt><dd 

class="description">lists all items not marked as obsolete.

     </dd><dt class="description">

<span

class="pplb8t-">On</span> </dt><dd 

class="description">Hand lists current inventory .

     </dd><dt class="description">

<span

class="pplb8t-">Short</span> </dt><dd 

class="description">Lists all items which are stocked below their ROP.

     </dd><dt class="description">

<span

class="pplb8t-">Obsolete</span> </dt><dd 

class="description">Lists all items which are marked as obsolete.

     </dd><dt class="description">

<span

class="pplb8t-">Orphaned</span> </dt><dd 

class="description">Lists all items which have never had a transaction associated with them.</dd></dl>

<!--l. 877--><p class="noindent">One can also list these goods by invoice, order, or quotation.

</p><!--l. 879--><p class="indent">   For best results, it is a good idea to enter some AR and AP data before running these reports.

</p><!--l. 883--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">5.9.2    </span> <a 

 id="x1-620005.9.2"></a>Requirements</h5>

<!--l. 885--><p class="noindent">This report is designed to assist managers determine the quantities of goods to order and/or stock. It

compares the quantity on hand with the activity in a given time frame and provides a list of goods which

need to be ordered and the relevant quantity.

</p><!--l. 891--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">5.9.3    </span> <a 

 id="x1-630005.9.3"></a>Services and Labor</h5>

<!--l. 893--><p class="noindent">This is similar to the Parts and All Items menu but only supports Active, Obsolete, and Orphaned

reports.

</p><!--l. 897--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">5.9.4    </span> <a 

 id="x1-640005.9.4"></a>Assemblies</h5>

<!--l. 899--><p class="noindent">This is similar to the Parts and All Items reports but it also provides an ability to list individual items in the

assemblies as well.

</p><!--l. 902--><p class="indent">   AP Invoices, Purchase Orders, and RFQ&#8217;s are not available on this report.

</p><!--l. 906--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">5.9.5    </span> <a 

 id="x1-650005.9.5"></a>Groups and Pricegroups</h5>

<!--l. 908--><p class="noindent">These reports provide a simple interface for locating groups and pricegroups. The report types are similar to

what they are for services.

</p><!--l. 912--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.10    </span> <a 

 id="x1-660005.10"></a>Translations</h4>

<!--l. 914--><p class="noindent">One can add translations so that they show up in the customer&#8217;s native language in the issued

invoice.

</p><!--l. 917--><p class="indent">   To issue translations, one must have languages defined. One can then add translations to descriptions and

part groups.

</p><!--l. 921--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">5.11    </span> <a 

 id="x1-670005.11"></a>How Cost of Goods Sold is tracked</h4>

<!--l. 923--><p class="noindent">Cost of Goods Sold is tracked on a First-In, First-out (FIFO) basis. When a part is purchased, its cost is

recorded in the database. The cost of the item is then added to the inventory asset account. When the good is

sold, the cost of the item is moved to the cost of goods sold account.

</p><!--l. 929--><p class="indent">   This means that one must actually provide invoices for all goods entered at their actual cost. If one enters

in $0 for the cost, the cost of goods sold will also be $0 when the item is sold. We will cover this entire process

in more depth after we cover the AP and AR units below.

</p><!--l. 936--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">6    </span> <a 

 id="x1-680006"></a>AP</h3>

<!--l. 939--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">6.1    </span> <a 

 id="x1-690006.1"></a>Basic AP Concepts</h4>

<!--l. 941--><p class="noindent">The Accounts Payable module tracks all financial commitments that the company makes to other businesses.

This includes rent, utilities, etc. as well as orders of goods and services.

</p><!--l. 946--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">6.2    </span> <a 

 id="x1-700006.2"></a>Vendors</h4>

<!--l. 948--><p class="noindent">A vendor is any business that the company agrees to pay money to.

</p><!--l. 950--><p class="indent">   One can enter vendor information under AP-&#x003E;Vendors-&#x003E;Add Vendor. The vendor list can be searched

under AP-&#x003E;Vendors-&#x003E;Reports-&#x003E;Search.

</p><!--l. 954--><p class="indent">   Enter start and end-dates for each vendor. This will make searches and drop-down boxes faster when

some vendors are no longer actively supporting your company.

</p><!--l. 958--><p class="indent">   A few fields that need explanation are:

</p><!--l. 960--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">BIC</span> </dt><dd 

class="description">Bank  Identifier  Code  is  often  the  same  as  the  S.W.I.F.T.  code.  This  is  a  code  for  the  bank  a

customer uses for automated money transfers.

     </dd><dt class="description">

<span

class="pplb8t-">IBAN</span> </dt><dd 

class="description">International  Bank  Account  Number  is  related  to  the  BIC  and  is  used  for  cross-border

automated money transfers.

     </dd><dt class="description">

<span

class="pplb8t-">Terms</span> </dt><dd 

class="description">is the number of days one has to pay the invoice.

     </dd><dt class="description">

<span

class="pplb8t-">Vendor</span> </dt><dd 

class="description">Number is automatically generated.</dd></dl>

<!--l. 970--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">6.3    </span> <a 

 id="x1-710006.3"></a>AP Transactions</h4>

<!--l. 972--><p class="noindent">AP Transactions are generally used for items other than goods and services. Utilities, rent, travel expenses,

etc. could be entered in as an AP transaction.

</p><!--l. 976--><p class="indent">   If the item is paid partially or in full when the transaction is entered, one can add payments to the

payment section.

</p><!--l. 979--><p class="indent">   All other payments can and should be entered under cash payment (below).

</p><!--l. 981--><p class="indent">   The PO Number and Order Number fields are generally used to track associations with purchase orders

sent to vendors, etc. These fields can be helpful for adding misc. expenses to orders for reporting

purposes.

</p><!--l. 985--><p class="indent">   The department drop-down box appears when one has created one or more departments. A

transaction is not required to be associated with a department, but one can use this feature for budget

tracking.

</p><!--l. 989--><p class="indent">   With AP Transactions, there is no option for internal notes. All notes will appear on any printed version of

the transaction.

</p><!--l. 992--><p class="indent">   Note: Printing a transaction does not post it. No data is committed until the invoice is posted.

</p><!--l. 996--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">6.4    </span> <a 

 id="x1-720006.4"></a>AP Invoices</h4>

<!--l. 998--><p class="noindent">AP Invoices are used to enter in the receipt of goods and services. Goods and services are deemed entered

into the inventory when they are invoiced.

</p><!--l. 1002--><p class="indent">   This screen is reasonably similar to the AP Transaction Screen, though the part entry section is a bit

different.

</p><!--l. 1005--><p class="indent">   The AP Invoice section has a capacity to separate internal notes from notes printed on the invoice. Note,

however, that since these are received invoices, it is rare that one needs this ability.

</p><!--l. 1009--><p class="indent">   Note that Ledger-SMB can search for partial part numbers or descriptions.

</p><!--l. 1011--><p class="indent">   Also if you have a group you can use this to select the part.

</p><!--l. 1013--><p class="indent">   To remove a line item from an invoice or order, delete the partnumber and click update.

</p><!--l. 1017--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">6.4.1    </span> <a 

 id="x1-730006.4.1"></a>Correcting an AP Invoice</h5>

<!--l. 1019--><p class="noindent">If an invoice is entered improperly, the methods used to correct it will vary depending on whether

transaction reversal is enforced or not. If transaction reversal is not enforced, one can simply correct the

invoice or transaction and repost. Note, however, that this violates generally accepted accounting

principles.

</p><!--l. 1025--><p class="indent">   If transaction reversal is in effect, one needs to create a duplicate invoice with exactly opposite values

entered. If one part was listed as received, then one should enter a negative one for the quantity. Then one

can enter the invoice number as the same as the old one. Add an R to the end to show that it is a reversing

transaction. Once this is posted, one can enter the invoice correctly.

</p><!--l. 1033--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">6.5    </span> <a 

 id="x1-740006.5"></a>Cash payment And Check Printing</h4>

<!--l. 1035--><p class="noindent">It is a bad idea to repost invoices/transactions just to enter a payment. The Cash-&#x003E;Payment window allows

one to enter payments against AP invoices or transactions.

</p><!--l. 1039--><p class="indent">   The printing capability can be used to print checks. The default template is NEBS 9085, though you can

use 9082 as well (as Quickbooks does).

</p><!--l. 1042--><p class="indent">   The source field is used to store an identifying number of the source document, such as the check

number. One must select the item to have it paid, and then enter the amount. One can then print a

check.

</p><!--l. 1047--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">6.5.1    </span> <a 

 id="x1-750006.5.1"></a>Rapid Payment Entry Screen</h5>

<!--l. 1049--><p class="noindent">One can also use the rapid payment entry screen to print multiple checks. However, this does not allow you

to print the multiple checks to the screen as a separate document is created for each check. In this event, one

must print directly to a printer as postscript.

</p><!--l. 1055--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">6.6    </span> <a 

 id="x1-760006.6"></a>Transaction/Invoice Reporting</h4>

<!--l. 1058--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">6.6.1    </span> <a 

 id="x1-770006.6.1"></a>Transactions Report</h5>

<!--l. 1060--><p class="noindent">This report is designed to help you locate AP transactions based on various criteria. One can

search by vendor, invoice number, department, and the like. One can even search by the shipping

method.

</p><!--l. 1064--><p class="indent">   The summary button will show what was placed where, while the details button will show all debits and

credits associated with the transaction.

</p><!--l. 1067--><p class="indent">   To view the invoice, click on the invoice number. In the detail view, to view the account transactions as a

whole, click on the account number.

</p><!--l. 1071--><p class="indent">   Open invoices are ones not fully paid off, while closed invoices are those that have been

paid.

</p><!--l. 1075--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">6.6.2    </span> <a 

 id="x1-780006.6.2"></a>Outstanding Report</h5>

<!--l. 1077--><p class="noindent">The outstanding report is designed to help you locate AP transactions that are not paid yet. The

ID field is mostly useful for locating the specific database record if a duplicate invoice number

exists.

</p><!--l. 1082--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">6.6.3    </span> <a 

 id="x1-790006.6.3"></a>AP Aging Report</h5>

<!--l. 1084--><p class="noindent">This report can tell you how many invoices are past due and by how much.

</p><!--l. 1087--><p class="indent">   A summary report just shows vendors while a detail report shows individual invoices.

</p><!--l. 1091--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">6.6.4    </span> <a 

 id="x1-800006.6.4"></a>Tax Paid and Non-taxable Report</h5>

<!--l. 1093--><p class="noindent">These reports have known issues. It is better to use the GL reports and filter accordingly.

</p><!--l. 1096--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">6.7    </span> <a 

 id="x1-810006.7"></a>Vendor Reporting</h4>

<!--l. 1099--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">6.7.1    </span> <a 

 id="x1-820006.7.1"></a>Vendor Search</h5>

<!--l. 1101--><p class="noindent">The Vendor Search screen can be used to locate vendors or AP transactions associated with those

vendors.

</p><!--l. 1104--><p class="indent">   The basic types of reports are:

</p><!--l. 1106--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">All</span> </dt><dd 

class="description">Lists all vendors

     </dd><dt class="description">

<span

class="pplb8t-">Active</span> </dt><dd 

class="description">Lists those vendors currently active

     </dd><dt class="description">

<span

class="pplb8t-">Inactive</span> </dt><dd 

class="description">Lists those vendors who are currently inactive. time frame.

     </dd><dt class="description">

<span

class="pplb8t-">Orphaned</span> </dt><dd 

class="description">Lists those vendors who do not have transactions associated with them. These vendors

can be deleted.</dd></dl>

<!--l. 1114--><p class="noindent">One can include purchase orders, Requests for Quotations, AP invoices, and AP transactions on this report as

well if they occur between the from and to dates.

</p><!--l. 1119--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">6.7.2    </span> <a 

 id="x1-830006.7.2"></a>Vendor History</h5>

<!--l. 1121--><p class="noindent">This report can be used to obtain information about the past goods and services ordered or received from

vendors. One can find quantities, partnumber, and sell prices on this report. This facility can be used to

search RFQ’s, Purchase Orders, and AP Invoices.

</p><!--l. 1127--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">7    </span> <a 

 id="x1-840007"></a>AR</h3>

<!--l. 1130--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">7.1    </span> <a 

 id="x1-850007.1"></a>Customers</h4>

<!--l. 1132--><p class="noindent">Customers are entered in using the AR-&#x003E;Customers-&#x003E;Add Customer menu.

</p><!--l. 1135--><p class="indent">   The salesperson is autopopulated with the current user who is logged in. Otherwise, it looks fairly similar

to the Vendor input screen. Customers, like vendors can be assigned languages, but it is more important to

do so because invoices will be printed and sent to them.

</p><!--l. 1140--><p class="indent">   The credit limit field can be used to assign an amount that one is willing to do for a customer on

credit.

</p><!--l. 1144--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">7.1.1    </span> <a 

 id="x1-860007.1.1"></a>Customer Price Matrix</h5>

<!--l. 1146--><p class="noindent">The price list button can be used to enter specific discounts to the customer, and groups of customers can be

assigned a pricegroup for the purpose of offering specific discounts on specific parts to the customer. Such

discounts can be temporary or permanent.

</p><!--l. 1152--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">7.2    </span> <a 

 id="x1-870007.2"></a>AR Transactions</h4>

<!--l. 1154--><p class="noindent">AR Transactions are where one can add moneys owed the business by customers. One can associate these

transactions with income accounts, and add payments if the item is paid when the invoice is

issued.

</p><!--l. 1158--><p class="indent">   The PO number field is used to track the PO that the customer sent. This makes it easier to find items

when a customer is asking for clarification on a bill, for example.

</p><!--l. 1163--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">7.3    </span> <a 

 id="x1-880007.3"></a>AR Invoices</h4>

<!--l. 1165--><p class="noindent">AR Invoices are designed to provide for the delivery of goods and services to customers. One would

normally issue these invoices at the time when the everything has been done that is necessary to get paid by

the customer.

</p><!--l. 1170--><p class="indent">   As with AP invoices, one can search for matches to partial part numbers and descriptions, and enter

initial payments at this screen.

</p><!--l. 1174--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">7.4    </span> <a 

 id="x1-890007.4"></a>Cash Receipt</h4>

<!--l. 1176--><p class="noindent">The Cash-&#x003E;Receipt screen allows you to accept prepayments from customers or pay single or multiple

invoices after they have been posted. One can print a receipt, however the current templates seem to be

based on check printing templates and so are unsuitable for this purpose. This presents a great opportunity

for improvement.

</p><!--l. 1183--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">7.4.1    </span> <a 

 id="x1-900007.4.1"></a>Cash Receipts for multiple customers</h5>

<!--l. 1185--><p class="noindent">The cash-&#x003E;receipts screen allows you to accept payments on all open customer invoices of all

customers at once. One could print (directly to a printer only) all receipts to be sent out if this was

desired.

</p><!--l. 1191--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">7.5    </span> <a 

 id="x1-910007.5"></a>AR Transaction Reporting</h4>

<!--l. 1193--><p class="noindent">The AR Outstanding report is almost identical to the AP Outstanding report and is not covered in any detail

in this document.

</p><!--l. 1197--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">7.5.1    </span> <a 

 id="x1-920007.5.1"></a>AR Transactions Report</h5>

<!--l. 1199--><p class="noindent">This is almost identical to the AP Transactions Report.

</p><!--l. 1201--><p class="indent">   If a customer&#8217;s PO has been associated with this transaction, one can search under this field as

well.

</p><!--l. 1205--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">7.5.2    </span> <a 

 id="x1-930007.5.2"></a>AR Aging Report</h5>

<!--l. 1207--><p class="noindent">This report is almost identical to the AP Aging report, with the exception that one can print up statements for

customer accounts that are overdue. One more application is to calculate interest based on balance owed so

that these can be entered as AR transactions associated with the customer.

</p><!--l. 1214--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">7.6    </span> <a 

 id="x1-940007.6"></a>Customer Reporting</h4>

<!--l. 1216--><p class="noindent">These reports are almost identical to the AP Vendor reports and are not discussed in these notes.

</p><!--l. 1220--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">8    </span> <a 

 id="x1-950008"></a>Projects</h3>

<!--l. 1223--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">8.1    </span> <a 

 id="x1-960008.1"></a>Project Basics</h4>

<!--l. 1225--><p class="noindent">A project is a logical collection of AR and AP transactions, orders, and the like that allow one to better

manage specific service or product offerings. Ledger-SMB does not offer comprehensive project management

capabilities, and projects are only used here as they relate to accounting.

</p><!--l. 1230--><p class="indent">   One can also add translated descriptions to the project names as well.

</p><!--l. 1233--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">8.2    </span> <a 

 id="x1-970008.2"></a>Timecards</h4>

<!--l. 1235--><p class="noindent">Timecards allow one to track time entered on specific services. These can then be used to generate invoices

for the time entered.

</p><!--l. 1238--><p class="indent">   The non-chargeable is the number of hours that are not billed on the invoice.

</p><!--l. 1241--><p class="indent">   One can then generate invoices based on this information.

</p><!--l. 1243--><p class="indent">   The project field is not optional.

</p><!--l. 1246--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">8.3    </span> <a 

 id="x1-980008.3"></a>Projects and Invoices</h4>

<!--l. 1248--><p class="noindent">One can select the project id for line items of both AR and AP invoices. These will then be tracked against the

project itself.

</p><!--l. 1252--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">8.4    </span> <a 

 id="x1-990008.4"></a>Reporting</h4>

<!--l. 1255--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">8.4.1    </span> <a 

 id="x1-1000008.4.1"></a>Timecard Reporting</h5>

<!--l. 1257--><p class="noindent">The Timecard Report allows one to search for timecards associated with one or more projects. One can then

use the total time in issuing invoices (this is not automated yet).

</p><!--l. 1262--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">8.4.2    </span> <a 

 id="x1-1010008.4.2"></a>Project Transaction Reporting</h5>

<!--l. 1264--><p class="noindent">The Standard or GIFI options can be used to create different reports (for example, for Canadian Tax reporting

purposes).

</p><!--l. 1267--><p class="indent">   This report brings up a summary that looks sort of like a chart of accounts. Of one clicks on the account

numbers, one can see the transactions associated with the project.

</p><!--l. 1272--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">8.4.3    </span> <a 

 id="x1-1020008.4.3"></a>List of Projects</h5>

<!--l. 1274--><p class="noindent">This provides a simple way of searching for projects to edit or modify.

</p><!--l. 1277--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">8.5    </span> <a 

 id="x1-1030008.5"></a>Possibilities for Using Projects</h4>

     <ul class="itemize1">

     <li class="itemize">One can use them similar to departments for tracking work done for a variety of customers.

</li>

     <li class="itemize">One can use them for customer-specific projects, such as this training.</li></ul>

<!--l. 1285--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">9    </span> <a 

 id="x1-1040009"></a>Quotations and Order Management</h3>

<!--l. 1287--><p class="noindent">This unit will introduce the business processes that Ledger-SMB allows. These processes are designed to

allow various types of businesses to manage their orders and allow for rudimentary customer

relationship management processes to be built around this software. In this section, we will

introduce the work flow options that many businesses may use in their day-to-day use of the

software.

</p><!--l. 1295--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.1    </span> <a 

 id="x1-1050009.1"></a>Sales Orders</h4>

<!--l. 1297--><p class="noindent">Sales orders represent orders from customers that have not been delivered or shipped yet. These orders can

be for work in the future, for back ordered products, or work in progress. A sales order can be generated

form an AR invoice or from a quotation automatically.

</p><!--l. 1303--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.2    </span> <a 

 id="x1-1060009.2"></a>Quotations</h4>

<!--l. 1305--><p class="noindent">Quotations are offers made to a customer but to which the customer has not committed to the work.

Quotations can be created from Sales orders or AR Invoice automatically.

</p><!--l. 1310--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.3    </span> <a 

 id="x1-1070009.3"></a>Shipping</h4>

<!--l. 1312--><p class="noindent">The Shipping module (Shipping-&#x003E;Shipping) allows one to ship portions or entireties of existing sales orders,

printing pick lists and packing slips.

</p><!--l. 1316--><p class="indent">   One can then generate invoices for those parts that were shipped.

</p><!--l. 1318--><p class="indent">   In general, one will be more likely to use these features if they have multiple warehouses that they ship

from. More likely most customers will just generate invoices from orders.

</p><!--l. 1323--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.4    </span> <a 

 id="x1-1080009.4"></a>AR Work Flow</h4>

<!--l. 1326--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">9.4.1    </span> <a 

 id="x1-1090009.4.1"></a>Service Example</h5>

<!--l. 1328--><p class="noindent">A customer contacts your firm and asks for a quote on some services. Your company would create a

quotation for the job and email it to the customer or print it and mail it. Once the customer agrees to pay, one

creates a sales order from the quotation.

</p><!--l. 1333--><p class="indent">   When the work is completed, the sales order is converted into a sales invoice and this is presented to the

customer as a bill.

</p><!--l. 1336--><p class="indent">   Note that in some cases, this procedure may be shortened. If the customer places an order without

asking for a quotation and is offered a verbal quote, then one might merely prepare the sales

order.

   <hr class="figure" /><div class="figure" 

><table class="figure"><tr class="figure"><td class="figure" 

 id="x1-1090011"></a>

<br /><table class="caption" 

><tr style="vertical-align:baseline;" class="caption"><td class="id">Figure&#x00A0;1: </td><td  

class="content">Simple AR Service Invoice Workflow Example</td></tr></table><!--tex4ht:label?: x1-1090011 -->

<!--l. 9--><p class="center">   <img 

src="LedgerSMB-manual0x.png" alt="PICT"  />

   </td></tr></table></div><hr class="endfigure" />

   <h5 class="subsubsectionHead"><span class="titlemark">9.4.2    </span> <a 

 id="x1-1100009.4.2"></a>Single Warehouse Example</h5>

<!--l. 1354--><p class="noindent">A customer contacts your firm and asks for a quotation for shipping a part. You would create the quotation

and when you get confirmation, convert it to an order. Once the parts are in place you could go to shipping

and ship the part.

</p><!--l. 1359--><p class="indent">   The billing department can then generate the invoice from the sales order based on what merchandise has

been shipped and mail it to the customer.

</p><!--l. 1363--><p class="indent">   Note that this requires that you have the part in your inventory.

   <hr class="figure" /><div class="figure" 

><table class="figure"><tr class="figure"><td class="figure" 

 id="x1-1100012"></a>

<br /><table class="caption" 

><tr style="vertical-align:baseline;" class="caption"><td class="id">Figure&#x00A0;2: </td><td  

class="content">AR Workflow with Shipping</td></tr></table><!--tex4ht:label?: x1-1100012 -->

<!--l. 9--><p class="center">   <img 

src="LedgerSMB-manual1x.png" alt="PICT"  />

   </td></tr></table></div><hr class="endfigure" />

   <h5 class="subsubsectionHead"><span class="titlemark">9.4.3    </span> <a 

 id="x1-1110009.4.3"></a>Multiple Warehouse Example</h5>

<!--l. 1379--><p class="noindent">A customer contacts your firm and asks for a quotation for a number of different parts. You would create a

quotation and when you get confirmation, convert it to a sales order. When you go to ship the item, you

would select the warehouse in the drop-down menu, and select the parts to ship. One would repeat with

other warehouses until the entire order is shipped.

</p><!--l. 1386--><p class="indent">   Then the billing department would go to the sales order and generate the invoice. It would then be

mailed to the customer.

   <hr class="figure" /><div class="figure" 

><table class="figure"><tr class="figure"><td class="figure" 

 id="x1-1110013"></a>

<br /><table class="caption" 

><tr style="vertical-align:baseline;" class="caption"><td class="id">Figure&#x00A0;3: </td><td  

class="content">Complex AR Workflow with Shipping</td></tr></table><!--tex4ht:label?: x1-1110013 -->

<!--l. 9--><p class="center">   <img 

src="LedgerSMB-manual2x.png" alt="PICT"  />

   </td></tr></table></div><hr class="endfigure" />

   <h4 class="subsectionHead"><span class="titlemark">9.5    </span> <a 

 id="x1-1120009.5"></a>Requests for Quotation (RFQ)</h4>

<!--l. 1403--><p class="noindent">A request for quotation would be a formal document one might submit to a vendor to ask for a quote

on a product or service they might offer. These can be generated from Purchase Orders or AP

Invoices.

</p><!--l. 1408--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.6    </span> <a 

 id="x1-1130009.6"></a>Purchase Orders</h4>

<!--l. 1410--><p class="noindent">A purchase order is a confirmation that is issued to the vendor to order the product or service. Many

businesses will require a purchase order with certain terms in order to begin work on a product. These can be

generated from RFQ’s or AP Invoices.

</p><!--l. 1416--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.7    </span> <a 

 id="x1-1140009.7"></a>Receiving</h4>

<!--l. 1418--><p class="noindent">The Shipping-&#x003E;Receiving screen allows you to track the parts received from an existing purchase order. Like

shipping, it does not post an invoice but tracks the received parts in the order.

</p><!--l. 1423--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.8    </span> <a 

 id="x1-1150009.8"></a>AP Work Flow</h4>

<!--l. 1426--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">9.8.1    </span> <a 

 id="x1-1160009.8.1"></a>Bookkeeper entering the received items, order completed in full</h5>

<!--l. 1428--><p class="noindent">Your company inquires about the price of a given good or service from another firm. You submit an RFQ to

the vendor, and finding that the price is reasonable, you convert it to an order, adjust the price to what they

have quoted, and save it. When the goods are delivered you convert the order into an AP invoice and post

it.

   <hr class="figure" /><div class="figure" 

><table class="figure"><tr class="figure"><td class="figure" 

 id="x1-1160014"></a>

<br /><table class="caption" 

><tr style="vertical-align:baseline;" class="caption"><td class="id">Figure&#x00A0;4: </td><td  

class="content">Simple AP Workflow</td></tr></table><!--tex4ht:label?: x1-1160014 -->

<!--l. 9--><p class="center">   <img 

src="LedgerSMB-manual3x.png" alt="PICT"  />

   </td></tr></table></div><hr class="endfigure" />

   <h5 class="subsubsectionHead"><span class="titlemark">9.8.2    </span> <a 

 id="x1-1170009.8.2"></a>Bookkeeper entering received items, order completed in part</h5>

<!--l. 1448--><p class="noindent">Your company inquires about the price of a given good or service from another firm, You submit an RFQ to

the vendor, and finding that the price is acceptable, you convert it into an order, adjusting the price to what

they have quoted, and save it. When some of the goods are received, you open up the purchase order, enter

the number of parts received, convert that order into an invoice, and post it. Repeat until all parts are

received.

   <hr class="figure" /><div class="figure" 

><table class="figure"><tr class="figure"><td class="figure" 

 id="x1-1170015"></a>

<br /><table class="caption" 

><tr style="vertical-align:baseline;" class="caption"><td class="id">Figure&#x00A0;5: </td><td  

class="content">AP Workflow with Receiving</td></tr></table><!--tex4ht:label?: x1-1170015 -->

<!--l. 9--><p class="center">   <img 

src="LedgerSMB-manual4x.png" alt="PICT"  />

   </td></tr></table></div><hr class="endfigure" />

   <h5 class="subsubsectionHead"><span class="titlemark">9.8.3    </span> <a 

 id="x1-1180009.8.3"></a>Receiving staff entering items</h5>

<!--l. 1470--><p class="noindent">Your company inquires about the price of a given good or service from another firm, You submit an RFQ to

the vendor, and finding that the price is acceptable, you convert it into an order, adjusting the price to

what they have quoted, and save it. When some or all of the goods are received, the receiving

staff goes to Shipping-Receiving, locates the purchase order, and fills in the number of items

received.

</p><!--l. 1477--><p class="indent">   The bookkeeper can then determine when all items have been received and post the invoice at that

time.

   <hr class="figure" /><div class="figure" 

><table class="figure"><tr class="figure"><td class="figure" 

 id="x1-1180016"></a>

<br /><table class="caption" 

><tr style="vertical-align:baseline;" class="caption"><td class="id">Figure&#x00A0;6: </td><td  

class="content">Complex AP Workflow</td></tr></table><!--tex4ht:label?: x1-1180016 -->

<!--l. 9--><p class="center">   <img 

src="LedgerSMB-manual5x.png" alt="PICT"  />

   </td></tr></table></div><hr class="endfigure" />

   <h4 class="subsectionHead"><span class="titlemark">9.9    </span> <a 

 id="x1-1190009.9"></a>Generation and Consolidation</h4>

<!--l. 1495--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">9.9.1    </span> <a 

 id="x1-1200009.9.1"></a>Generation</h5>

<!--l. 1497--><p class="noindent">The Generation screen allows you to generate Purchase Orders based on sales orders. One selects the sales

orders one wants to use, and clicks "Generate Purchase Orders." Then one selects clicks on the parts to order,

adjusts the quantity if necessary, and clicks "Select Vendor." This process is repeated for every vendor

required. Then the Generate Orders button is clicked.

</p><!--l. 1505--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">9.9.2    </span> <a 

 id="x1-1210009.9.2"></a>Consolidation</h5>

<!--l. 1507--><p class="noindent">One can consolidate sales and/or purchase orders using this screen. For the consolidation to work you must

have more than one order associated with the relevant customer or vendor.

</p><!--l. 1512--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.10    </span> <a 

 id="x1-1220009.10"></a>Reporting</h4>

<!--l. 1514--><p class="noindent">The reporting functionality in the order management is largely limited to the ability to locate purchase

orders, sales orders, RFQ’s, and quotations.

</p><!--l. 1519--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">9.11    </span> <a 

 id="x1-1230009.11"></a>Shipping Module: Transferring Inventory between Warehouses</h4>

<!--l. 1521--><p class="noindent">One can transfer inventory between warehouses if necessary by using the Shipping-&#x003E;Transfer Inventory

screen.

</p><!--l. 1525--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">10    </span> <a 

 id="x1-12400010"></a>HR</h3>

<!--l. 1527--><p class="noindent">The HR module is currently limited to tracking employees for and their start and end dates. It

has very little other functionality. One could build payroll systems that could integrate with it

however.

</p><!--l. 1532--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">11    </span> <a 

 id="x1-12500011"></a>POS</h3>

<!--l. 1534--><p class="noindent">LedgerSMB 1.2 includes a number of components merged from Metatron Technology Consulting&#8217;s SL-POS.

Although it is still not a perfect solution, it is greatly improved in both workflow and hardware support. It is

suitable for retail establishments at the moment.

</p><!--l. 1538--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">11.1    </span> <a 

 id="x1-12600011.1"></a>Sales Screen</h4>

<!--l. 1540--><p class="noindent">The sales screen looks very much like a normal invoice entry screen with a few differences.

     <ul class="itemize1">

     <li class="itemize">The discount text field is not available, nor is the unit field..

</li>

     <li class="itemize">The next part number is automatically focused when the data loads for rapid data entry.

</li>

     <li class="itemize">Hot keys for the buttons are Alt-U for update, Alt-P for print, Alt-O for post, and Alt-R for print

and post.

</li>

     <li class="itemize">Part Groups appear at the bottom of the screen.

</li>

     <li class="itemize">Alt-N moves the cursor to the next free payment line.</li></ul>

<!--l. 1553--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">11.2    </span> <a 

 id="x1-12700011.2"></a>Possibilities for Data Entry</h4>

     <ul class="itemize1">

     <li class="itemize">Barcode scanners can be used to scan items in as they are being rung in.

</li>

     <li class="itemize">One  could  use  touch  screens,  though  this  would  ideally  require  some  custom  stylesheets  to

make it efficient.</li></ul>

<!--l. 1562--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">11.3    </span> <a 

 id="x1-12800011.3"></a>Hardware Support</h4>

<!--l. 1564--><p class="noindent">As LedgerSMB is a web-based application, the web browser usually does not allow the page to write to

arbitrary files. Therefore hardware support for pole displays, etc. is not readily possible from the application

itself. LedgerSMB gets around this limitation by using an additional set of network sockets from the server to

the client to control its hardware. This naturally requires that other software is also running on the

client.

</p><!--l. 1571--><p class="indent">   Notes for specific types of hardware are as follows:

</p><!--l. 1573--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">Touch</span> </dt><dd 

class="description">screens: The default stylesheet is not really usable from a touchscreen as the items are often

too small. One would need to modify the stylesheets to ensure that the relevant items would be

reasonable. Setting down the resolution would also help.

     </dd><dt class="description">

<span

class="pplb8t-">Receipt</span> </dt><dd 

class="description">Printers:  ESC/POS  printers  generally  work  in  text  mode.  Control  sequences  can  be

embedded in the template as necessary.

     </dd><dt class="description">

<span

class="pplb8t-">Pole</span> </dt><dd 

class="description">Displays: Generally supported. Only the Logic Controls PD3000 is supported out of the box,

but making this work for other models ought to be trivial.

     </dd><dt class="description">

<span

class="pplb8t-">Cash</span> </dt><dd 

class="description">Drawers: These should be attached to the printer. The control codes is then specified in the

pos.conf.pl so that the command is sent to the printer when the open till button is pushed.

     </dd><dt class="description">

<span

class="pplb8t-">Barcode</span> </dt><dd 

class="description">Scanners:  Most  customers  use  decoded  barcode  scanners  through  a  keyboard  wedge

interface. This allows them to scan items as if they were typing them on the keyboard.</dd></dl>

<!--l. 1591--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">11.4    </span> <a 

 id="x1-12900011.4"></a>Reports</h4>

<!--l. 1594--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">11.4.1    </span> <a 

 id="x1-13000011.4.1"></a>Open Invoices</h5>

<!--l. 1596--><p class="noindent">The POS-&#x003E;Open screen allows one to find any POS receipts that are not entirely paid off.

</p><!--l. 1600--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">11.4.2    </span> <a 

 id="x1-13100011.4.2"></a>Receipts</h5>

<!--l. 1602--><p class="noindent">The POS-&#x003E;Receipts screen allows one to bring up a basic record of the POS terminals. It is not sufficient for

closing the till, however, though it may help for reconciliation.

</p><!--l. 1606--><p class="indent">   The till column is the last component or octet of the terminal&#8217;s IP address. Therefore it is a good idea to

try to avoid having IP addresses where the last octet is the same.

</p><!--l. 1610--><p class="indent">   All entries are grouped by date and source in this report.

</p><!--l. 1613--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">12    </span> <a 

 id="x1-13200012"></a>General Ledger</h3>

<!--l. 1616--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">12.1    </span> <a 

 id="x1-13300012.1"></a>GL Basics</h4>

<!--l. 1618--><p class="noindent">The General Ledger is the heart of Ledger-SMB. Indeed, Ledger-SMB is designed to be as close as possible to

a software equivalent of a paper-based accounting program (but with no difference between the General

Ledger and General Journal).

</p><!--l. 1624--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">12.1.1    </span> <a 

 id="x1-13400012.1.1"></a>Paper-based accounting systems and the GL</h5>

<!--l. 1626--><p class="noindent">In order to understand the principle of the General Ledger, one must have a basic understanding of the

general process of bookkeeping using double-entry paper-based accounting systems.

</p><!--l. 1630--><p class="indent">   Normally when a transaction would be recorded, it would first be recorded in the "General Journal"

which would contain detailed information about the transaction, notes, etc. Then the entries from the

General Journal would be transcribed to the General Ledger, where one could keep closer tabs on what was

going on in each account.

</p><!--l. 1636--><p class="indent">   In the general journal, all transactions are listed chronologically with whatever commentary is deemed

necessary, while in the general ledger each account has its own page and transactions are recorded in a

simple and terse manner. The General Journal is the first place the transaction is recorded and the General

Ledger is the last.

</p><!--l. 1642--><p class="indent">   At the end of the accounting period, the GL transactions would be summarized into a trial balance

and this would be used for creating financial statements and closing the books at the end of the

year.

</p><!--l. 1647--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">12.1.2    </span> <a 

 id="x1-13500012.1.2"></a>Double Entry Examples on Paper</h5>

<!--l. 1649--><p class="noindent">Let us say that John starts his business with an initial investment of $10,000.

</p><!--l. 1652--><p class="indent">   This is recorded in the General Journal as follows (in this example, suppose it is page 1):

   <div class="tabular"><table class="tabular" 

cellspacing="0" cellpadding="0" rules="groups" 

><colgroup id="TBL-4-1g"><col 

id="TBL-4-1" /></colgroup><colgroup id="TBL-4-2g"><col 

id="TBL-4-2" /></colgroup><colgroup id="TBL-4-3g"><col 

id="TBL-4-3" /></colgroup><colgroup id="TBL-4-4g"><col 

id="TBL-4-4" /></colgroup><colgroup id="TBL-4-5g"><col 

id="TBL-4-5" /></colgroup><tr 

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-4-1-"><td  style="white-space:nowrap; text-align:left;" id="TBL-4-1-1"  

class="td11">Date      </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-1-2"  

class="td11">Accounts and Explanation</td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-1-3"  

class="td11">Ref  </td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-1-4"  

class="td11">   DEBIT</td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-1-5"  

class="td11">CREDIT</td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-4-2-"><td  style="white-space:nowrap; text-align:left;" id="TBL-4-2-1"  

class="td11">March 1</td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-2-2"  

class="td11">Checking Account              </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-2-3"  

class="td11">1060</td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-2-4"  

class="td11">10000.00</td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-2-5"  

class="td11">               </td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-4-3-"><td  style="white-space:nowrap; text-align:left;" id="TBL-4-3-1"  

class="td11">              </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-3-2"  

class="td11">John Doe Capital                 </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-3-3"  

class="td11">3011</td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-3-4"  

class="td11">               </td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-3-5"  

class="td11">10000.00</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-4-4-"><td  style="white-space:nowrap; text-align:left;" id="TBL-4-4-1"  

class="td11">              </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-4-2"  

class="td11">John Doe began a business</td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-4-3"  

class="td11">        </td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-4-4"  

class="td11">               </td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-4-5"  

class="td11">               </td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-4-5-"><td  style="white-space:nowrap; text-align:left;" id="TBL-4-5-1"  

class="td11">              </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-5-2"  

class="td11">with an investment of        </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-5-3"  

class="td11">        </td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-5-4"  

class="td11">               </td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-5-5"  

class="td11">               </td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-4-6-"><td  style="white-space:nowrap; text-align:left;" id="TBL-4-6-1"  

class="td11">              </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-6-2"  

class="td11">$10000                                   </td><td  style="white-space:nowrap; text-align:left;" id="TBL-4-6-3"  

class="td11">        </td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-6-4"  

class="td11">               </td><td  style="white-space:nowrap; text-align:right;" id="TBL-4-6-5"  

class="td11">               </td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-4-7-"><td  style="white-space:nowrap; text-align:left;" id="TBL-4-7-1"  

class="td11">              </td> </tr></table>

</div>

<!--l. 1692--><p class="indent">   This would then be transcribed into two pages of the General Ledger. The first page might be the

Checking Account page:

   <div class="tabular"><table class="tabular" 

cellspacing="0" cellpadding="0" rules="groups" 

><colgroup id="TBL-5-1g"><col 

id="TBL-5-1" /></colgroup><colgroup id="TBL-5-2g"><col 

id="TBL-5-2" /></colgroup><colgroup id="TBL-5-3g"><col 

id="TBL-5-3" /></colgroup><colgroup id="TBL-5-4g"><col 

id="TBL-5-4" /></colgroup><colgroup id="TBL-5-5g"><col 

id="TBL-5-5" /></colgroup><colgroup id="TBL-5-6g"><col 

id="TBL-5-6" /></colgroup><colgroup id="TBL-5-7g"><col 

id="TBL-5-7" /></colgroup><colgroup id="TBL-5-8g"><col 

id="TBL-5-8" /></colgroup><tr 

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-5-1-"><td  style="white-space:nowrap; text-align:left;" id="TBL-5-1-1"  

class="td11">DATE    </td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-1-2"  

class="td11">EXPLANATION</td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-1-3"  

class="td11">REF.</td><td  style="white-space:nowrap; text-align:right;" id="TBL-5-1-4"  

class="td11"> DEBITS</td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-1-5"  

class="td11">DATE</td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-1-6"  

class="td11">EXPLANATION</td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-1-7"  

class="td11">REF.</td><td  style="white-space:nowrap; text-align:right;" id="TBL-5-1-8"  

class="td11">CREDITS</td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-5-2-"><td  style="white-space:nowrap; text-align:left;" id="TBL-5-2-1"  

class="td11">March 1</td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-2-2"  

class="td11">                             </td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-2-3"  

class="td11">J1     </td><td  style="white-space:nowrap; text-align:right;" id="TBL-5-2-4"  

class="td11">10000.00</td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-2-5"  

class="td11">           </td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-2-6"  

class="td11">                             </td><td  style="white-space:nowrap; text-align:left;" id="TBL-5-2-7"  

class="td11">        </td><td  style="white-space:nowrap; text-align:right;" id="TBL-5-2-8"  

class="td11">                 </td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-5-3-"><td  style="white-space:nowrap; text-align:left;" id="TBL-5-3-1"  

class="td11">              </td> </tr></table>

</div>

<!--l. 1719--><p class="indent">   On the John Doe Capital page, we would add a similar entry:

   <div class="tabular"><table class="tabular" 

cellspacing="0" cellpadding="0" rules="groups" 

><colgroup id="TBL-6-1g"><col 

id="TBL-6-1" /></colgroup><colgroup id="TBL-6-2g"><col 

id="TBL-6-2" /></colgroup><colgroup id="TBL-6-3g"><col 

id="TBL-6-3" /></colgroup><colgroup id="TBL-6-4g"><col 

id="TBL-6-4" /></colgroup><colgroup id="TBL-6-5g"><col 

id="TBL-6-5" /></colgroup><colgroup id="TBL-6-6g"><col 

id="TBL-6-6" /></colgroup><colgroup id="TBL-6-7g"><col 

id="TBL-6-7" /></colgroup><colgroup id="TBL-6-8g"><col 

id="TBL-6-8" /></colgroup><tr 

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-6-1-"><td  style="white-space:nowrap; text-align:left;" id="TBL-6-1-1"  

class="td11">DATE</td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-1-2"  

class="td11">EXPLANATION</td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-1-3"  

class="td11">REF.</td><td  style="white-space:nowrap; text-align:right;" id="TBL-6-1-4"  

class="td11">DEBITS</td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-1-5"  

class="td11">DATE    </td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-1-6"  

class="td11">EXPLANATION</td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-1-7"  

class="td11">REF.</td><td  style="white-space:nowrap; text-align:right;" id="TBL-6-1-8"  

class="td11">CREDITS</td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-6-2-"><td  style="white-space:nowrap; text-align:left;" id="TBL-6-2-1"  

class="td11">           </td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-2-2"  

class="td11">                             </td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-2-3"  

class="td11">        </td><td  style="white-space:nowrap; text-align:right;" id="TBL-6-2-4"  

class="td11">              </td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-2-5"  

class="td11">March 1</td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-2-6"  

class="td11">                             </td><td  style="white-space:nowrap; text-align:left;" id="TBL-6-2-7"  

class="td11">J1     </td><td  style="white-space:nowrap; text-align:right;" id="TBL-6-2-8"  

class="td11">  10000.00</td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-6-3-"><td  style="white-space:nowrap; text-align:left;" id="TBL-6-3-1"  

class="td11">           </td> </tr></table>

</div>

<!--l. 1746--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">12.1.3    </span> <a 

 id="x1-13600012.1.3"></a>The GL in Ledger-SMB</h5>

<!--l. 1748--><p class="noindent">The paper-based accounting procedure works well when one is stuck with paper recording requirements but

it has one serious deficiency— all of this transcribing creates an opportunity for errors.

</p><!--l. 1752--><p class="indent">   Relational databases relieve the need for such transcription as it is possible to store everything

physically in a way similar to the way a General Journal is used in the paper-based systems and then

present the same information in ways which are more closely related to the General Ledger

book.

</p><!--l. 1758--><p class="indent">   This is the exact way that the General Ledger is used in Ledger-SMB. The actual data is entered and

stored as if it was a general journal, and then the data can be presented in any number of different

ways.

</p><!--l. 1762--><p class="indent">   All modules of Ledger-SMB that involve COA accounts store their data in the General Ledger (it is a little

more complex than this but this is very close to the actual mechanism).

</p><!--l. 1767--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">12.2    </span> <a 

 id="x1-13700012.2"></a>Cash Transfer</h4>

<!--l. 1769--><p class="noindent">The simplest form of GL entry in Ledger-SMB is the Cash-&#x003E;Transfer screen. This screen shows two

transaction lines, and fields for reference, department, description, and notes.

</p><!--l. 1773--><p class="indent">   The field descriptions are as follows:

</p><!--l. 1775--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">Reference</span> </dt><dd 

class="description">refers to the source document for the transfer. One can use transfer sheets, bank receipt

numbers, etc for this field.

     </dd><dt class="description">

<span

class="pplb8t-">Description</span> </dt><dd 

class="description">is optional but really should be filled in. It ought to be a description of the transaction.

     </dd><dt class="description">

<span

class="pplb8t-">Notes</span> </dt><dd 

class="description">provide supplemental information for the transaction.

     </dd><dt class="description">

<span

class="pplb8t-">FX</span> </dt><dd 

class="description">indicates whether foreign exchange is a factor in this transaction.

     </dd><dt class="description">

<span

class="pplb8t-">Debit</span> </dt><dd 

class="description">indicates money going <span 

class="pplb8t-">into </span>the asset account.

     </dd><dt class="description">

<span

class="pplb8t-">Credit</span> </dt><dd 

class="description">indicates money coming <span 

class="pplb8t-">out </span>of the asset account.

     </dd><dt class="description">

<span

class="pplb8t-">Source</span> </dt><dd 

class="description">is the source document for that portion of the transaction.

     </dd><dt class="description">

<span

class="pplb8t-">Memo</span> </dt><dd 

class="description">lists additional information as necessary.

     </dd><dt class="description">

<span

class="pplb8t-">Project</span> </dt><dd 

class="description">allows you to assign this line to a project.</dd></dl>

<!--l. 1788--><p class="noindent">The credit and debit options seem to be the opposite of what one would think of concerning one&#8217;s bank account.

The reason is that your bank statement is done from the bank’s point of view. Your bank account balance is

an asset to you and therefor you show it as having a debit balance, but to the bank it is money they owe you

and so they show it as having a credit balance.

</p><!--l. 1795--><p class="indent">   Note that in this screen, when an item is updated, it will reduce the number of lines to those already filled

in plus an extra line for the new line in the data entry.

</p><!--l. 1800--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">12.3    </span> <a 

 id="x1-13800012.3"></a>GL Transactions</h4>

<!--l. 1802--><p class="noindent">The GL Transaction screen (General Ledger-&#x003E;Add Transaction) is identical to the Cash Transfer screen with

the exception that it starts with nine lines instead of two. Otherwise, they are identical.

</p><!--l. 1806--><p class="indent">   Again, one must be careful with debits and credits. Often it is easy to get confused. It is generally worth

while to go back to the principle that one tracks them with regard to their impact on the equity accounts. So

expenses are credits because they debit the equity accounts, and income is a debit because it credits the

retained earning equity account.

</p><!--l. 1813--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">12.4    </span> <a 

 id="x1-13900012.4"></a>Payroll as a GL transaction</h4>

<!--l. 1815--><p class="noindent">Currently payroll must be done as a GL transaction. The attempts to create a payroll system that would ship

with LSMB have largely stalled.

</p><!--l. 1818--><p class="indent">   Most customers running their businesses will have an idea of how to do this.

   <hr class="figure" /><div class="figure" 

><table class="figure"><tr class="figure"><td class="figure" 

 id="x1-1390017"></a>

<br /><table class="caption" 

><tr style="vertical-align:baseline;" class="caption"><td class="id">Figure&#x00A0;7: </td><td  

class="content">Payroll as a GL Transaction (Purely fictitious numbers)</td></tr></table><!--tex4ht:label?: x1-1390017 -->

   <div class="tabular"><table class="tabular" 

cellspacing="0" cellpadding="0" rules="groups" 

><colgroup id="TBL-7-1g"><col 

id="TBL-7-1" /></colgroup><colgroup id="TBL-7-2g"><col 

id="TBL-7-2" /></colgroup><colgroup id="TBL-7-3g"><col 

id="TBL-7-3" /></colgroup><tr 

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-7-1-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-1-1"  

class="td11">Account                                 </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-1-2"  

class="td11">Debit</td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-1-3"  

class="td11">Credit</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-7-2-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-2-1"  

class="td11">5101 Wages and Salaries     </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-2-2"  

class="td11">    500</td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-2-3"  

class="td11">           </td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-7-3-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-3-1"  

class="td11">2032 Accrued Wages            </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-3-2"  

class="td11">          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-3-3"  

class="td11">     450</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-7-4-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-4-1"  

class="td11">2033 Fed. Income Tax wthd</td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-4-2"  

class="td11">          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-4-3"  

class="td11">       30</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-7-5-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-5-1"  

class="td11">2034 State Inc. Tax. wthd     </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-5-2"  

class="td11">          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-5-3"  

class="td11">       15</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-7-6-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-6-1"  

class="td11">2035 Social Security wthd   </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-6-2"  

class="td11">          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-6-3"  

class="td11">         3</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-7-7-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-7-1"  

class="td11">2036 Medicare wthd            </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-7-2"  

class="td11">          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-7-3"  

class="td11">         2</td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-7-8-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-8-1"  

class="td11">2032 Accrued Wages            </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-8-2"  

class="td11">    450</td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-8-3"  

class="td11">           </td>

</tr><tr

 style="vertical-align:baseline;" id="TBL-7-9-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-9-1"  

class="td11">1060 Checking Acct             </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-9-2"  

class="td11">          </td><td  style="white-space:nowrap; text-align:right;" id="TBL-7-9-3"  

class="td11">     450</td>

</tr><tr

class="hline"><td><hr /></td><td><hr /></td><td><hr /></td></tr><tr  

 style="vertical-align:baseline;" id="TBL-7-10-"><td  style="white-space:nowrap; text-align:left;" id="TBL-7-10-1"  

class="td11">                                                </td> </tr></table>

</div>

   </td></tr></table></div><hr class="endfigure" />

   <h4 class="subsectionHead"><span class="titlemark">12.5    </span> <a 

 id="x1-14000012.5"></a>Reconciliation</h4>

<!--l. 1865--><p class="noindent">To reconcile an account (say, when one would get a checking account statement), one would

go to cash/reconciliation, and check off the items that have cleared. One can then attempt to

determine where any errors lie by comparing the total on the statement with the total that LSMB

generates.

</p><!--l. 1871--><p class="indent">   This can be done for other accounts too, such as petty

cash.<span class="footnote-mark"><a 

href="LedgerSMB-manual3.html#fn2x0"><sup class="textsuperscript">2</sup></a></span><a 

 id="x1-140001f2"></a> 

   <h4 class="subsectionHead"><span class="titlemark">12.6    </span> <a 

 id="x1-14100012.6"></a>Reports</h4>

<!--l. 1880--><p class="noindent">The most flexible report in Ledger-SMB is the GL report because it has access to the entire set of financial

transactions of a business. Every invoice posted, payment made or received, etc. can be located

here.

</p><!--l. 1885--><p class="indent">   The search criteria include:

</p><!--l. 1887--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">Reference</span> </dt><dd 

class="description">is the invoice number, or other reference number associated with the transaction.

     </dd><dt class="description">

<span

class="pplb8t-">Source</span> </dt><dd 

class="description">is the field related to the source document number in a payment or other transaction.<span class="footnote-mark"><a 

href="LedgerSMB-manual4.html#fn3x0"><sup class="textsuperscript">3</sup></a></span><a 

 id="x1-141001f3"></a> 

     </dd><dt class="description">

<span

class="pplb8t-">Memo</span> </dt><dd 

class="description">relates to the memo field on a payment.

     </dd><dt class="description">

<span

class="pplb8t-">Department</span> </dt><dd 

class="description">can be used to filter results by department.

     </dd><dt class="description">

<span

class="pplb8t-">Account</span> </dt><dd 

class="description">Type can be used to filter results by type of account (Asset, Liability, etc.)

     </dd><dt class="description">

<span

class="pplb8t-">Description</span> </dt><dd 

class="description">can be used to filter by GL description or by customer/vendor name.</dd></dl>

<!--l. 1902--><p class="noindent">The actual format of the report looks more like what one would expect in a paper accounting system&#8217;s general

journal than a general ledger per se. A presentation of the data that is more like the paper general ledger is

found in the Chart of Accounts report.

</p><!--l. 1908--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">12.6.1    </span> <a 

 id="x1-14200012.6.1"></a>GL as access to almost everything else</h5>

<!--l. 1910--><p class="noindent">The GL reports can be used to do all manner of things. One can determine, for example, which AP invoice or

transaction was paid with a certain check number or which invoice by a specific customer was paid by a

specific check number.

</p><!--l. 1916--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">13    </span> <a 

 id="x1-14300013"></a>Recurring Transactions</h3>

<!--l. 1918--><p class="noindent">Any transaction or invoice may be repeated a number of times in regular intervals. To schedule any GL, AR,

or AP transaction or invoice, click the schedule button.

</p><!--l. 1922--><p class="indent">   In general the reference number should be left blank as this will force Ledger-SMB to create a new invoice

or transaction number for each iteration. The rest of the options are self-explanatory. Note that a blank

number if iterations will result in no recurrences of the transaction.

</p><!--l. 1928--><p class="indent">   To process the recurring transactions, click on the Recurring Transactions option on the main menu select

the ones you want to process and click "Process Transactions."

</p><!--l. 1933--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">14    </span> <a 

 id="x1-14400014"></a>Financial Statements and Reports</h3>

<!--l. 1935--><p class="noindent">Financial statements and reports are a very important part of any accounting system. Accountants and

business people rely on these reports to determine the financial soundness of the business and its prospects

for the next accounting period.

</p><!--l. 1941--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">14.1    </span> <a 

 id="x1-14500014.1"></a>Cash v. Accrual Basis</h4>

<!--l. 1943--><p class="noindent">Financial statements, such as the Income Statement and Balance Sheet can be prepared either on a cash or

accrual basis. In cash-basis accounting, the income is deemed earned when the customer pays it, and the

expenses are deemed incurred when the business pays them.

</p><!--l. 1948--><p class="indent">   There are a number of problems with cash-basis accounting from a business point of view. The most

serious is that one can misrepresent the wellbeing of a business by paying a large expense after a deadline.

Thus cash-basis accounting does not allow one to accurately pair the income with the related expense as

these are recorded at different times. If one cannot accurately pair the income with the related expense, then

financial statements cannot be guaranteed to tell one much of anything about the well-being of the

business.

</p><!--l. 1957--><p class="indent">   In accrual basis accounting, income is considered earned when the invoice is posted, and

expenses are considered incurred at the time when the goods or services are delivered to the

business. This way, one can pair the income made from the sale of a product with the expense

incurred in bringing that product to sale. This pairing allows for greater confidence in business

reporting.

</p><!--l. 1965--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">14.2    </span> <a 

 id="x1-14600014.2"></a>Viewing the Chart of Accounts and Transactions</h4>

<!--l. 1967--><p class="noindent">The Reports&#8211;&#x003E;Chart of Accounts will provide the chart of accounts along with current totals in each

account.

</p><!--l. 1970--><p class="indent">   If you click on an account number, you will get a screen that allows you to filter out transactions in that

account by various criteria. One can also include AR/AP, and Subtotal in the report.

</p><!--l. 1974--><p class="indent">   The report format is similar to that of a paper-based general ledger.

</p><!--l. 1977--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">14.3    </span> <a 

 id="x1-14700014.3"></a>Trial Balance</h4>

<!--l. 1980--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">14.3.1    </span> <a 

 id="x1-14800014.3.1"></a>The Paper-based function of a Trial Balance</h5>

<!--l. 1982--><p class="noindent">In paper-based accounting systems, the accountant at the end of the year would total up the debits and

credits in every account and transfer them onto another sheet called the trial balance. The accountant

would check to determine that the total debits and credits were equal and would then transfer

this information onto the financial statements. It was called a trial balance because it was the

main step at which the error-detection capabilities of double-entry accounting systems were

used.

</p><!--l. 1992--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">14.3.2    </span> <a 

 id="x1-14900014.3.2"></a>Running the Trial Balance Report</h5>

<!--l. 1994--><p class="noindent">This report is located under Reports &#8211;&#x003E;Trial Balance. One can filter out items by date, accounting period, or

department. One can run the report by accounts or using GIFI classifications to group accounts

together.

</p><!--l. 1999--><p class="indent">   From this report, you can click on the account number and see all transactions on the trial balance as well

as whether or not they have been reconciled.

</p><!--l. 2004--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">14.3.3    </span> <a 

 id="x1-15000014.3.3"></a>What if the Trial Balance doesn&#8217;t Balance?</h5>

<!--l. 2006--><p class="noindent">If the trial balance does not balance, get technical support immediately. This usually means that transactions

were not entered properly. Some may have been out of balance, or some may have gone into non-existent

accounts (believe it or not, Ledger-SMB does not check this latter issue).

</p><!--l. 2013--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">14.3.4    </span> <a 

 id="x1-15100014.3.4"></a>Trial Balance as a Summary of Account Activity</h5>

<!--l. 2015--><p class="noindent">The trial balance offers a glance at the total activity in every account. It can provide a useful look at financial

activity at a glance for the entire business.

</p><!--l. 2020--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">14.3.5    </span> <a 

 id="x1-15200014.3.5"></a>Trial Balance as a Budget Planning Tool</h5>

<!--l. 2022--><p class="noindent">By filtering out departments, one can determine what a department earned and spent during a given

financial interval. This can be used in preparing budgets for the next accounting period.

</p><!--l. 2027--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">14.4    </span> <a 

 id="x1-15300014.4"></a>Income Statement</h4>

<!--l. 2029--><p class="noindent">The Income Statement is another tool that can be used to assist with budgetary planning as well as provide

information on the financial health of a business.

</p><!--l. 2033--><p class="indent">   The report is run from Reports&#8211;&#x003E;Income Statement. The report preparation screen shows the following

fields:

</p><!--l. 2036--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">Department</span> </dt><dd 

class="description">allows  you  to  run  reports  for  individual  departments.  This  is  useful  for  budgetary

purposes.

     </dd><dt class="description">

<span

class="pplb8t-">Project</span> </dt><dd 

class="description">allows you to run reports on individual projects. This can show how profitable a given project

was during a given time period.

     </dd><dt class="description">

<span

class="pplb8t-">From</span> </dt><dd 

class="description">and To allow you to select arbitrary from and to dates.

     </dd><dt class="description">

<span

class="pplb8t-">Period</span> </dt><dd 

class="description">allows you to specify a standard accounting period.

     </dd><dt class="description">

<span

class="pplb8t-">Compare to</span> </dt><dd 

class="description">fields allow you to run a second report for comparison purposes for a separate range of

dates or accounting period.

     </dd><dt class="description">

<span

class="pplb8t-">Decimalplaces</span> </dt><dd 

class="description">allows you to display numbers to a given precision.

     </dd><dt class="description">

<span

class="pplb8t-">Method</span> </dt><dd 

class="description">allows you to select between accrual and cash basis reports.

     </dd><dt class="description">

<span

class="pplb8t-">Include</span> </dt><dd 

class="description">in Report provides various options for reporting.

     </dd><dt class="description">

<span

class="pplb8t-">Accounts</span> </dt><dd 

class="description">allows you to run GIFI reports instead of the standard ones.</dd></dl>

<!--l. 2051--><p class="noindent">The report shows all income and expense accounts with activity during the period when the report is run, the

balances accrued during the period, as well as the total income and expense at the bottom of each section.

The total expense is subtracted from the total income to provide the net income during the period. If there is

a loss, it appears in parentheses.

</p><!--l. 2059--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">14.4.1    </span> <a 

 id="x1-15400014.4.1"></a>Uses of an Income Statement</h5>

<!--l. 2061--><p class="noindent">The income statement provides a basic snapshot of the overall ability of the business to make money. It is one

of the basic accounting statements and is required, for example, on many SEC forms for publicly traded

firms.

</p><!--l. 2066--><p class="indent">   Additionally, businessmen use the income statement to look at overall trends in the ability of the business

to make money. One can compare a given month, quarter, or year with a year prior to look for trends so that

one can make adjustments in order to maximize profit.

</p><!--l. 2071--><p class="indent">   Finally, these reports can be used to provide a look at each department&#8217;s performance and their

ability to work within their budget. One can compare a department or project’s performance to

a year prior and look for patterns that can indicate problems or opportunities that need to be

addressed.

</p><!--l. 2078--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">14.5    </span> <a 

 id="x1-15500014.5"></a>Balance Sheet</h4>

<!--l. 2080--><p class="noindent">The balance sheet is the second major accounting statement supported by Ledger-SMB. The balance sheet

provides a snapshot of the current financial health of the business by comparing assets, liabilities, and

equity.

</p><!--l. 2085--><p class="indent">   In essence the balance sheet is a statement of the current state of owner equity. Traditionally, it does not

track changes in owner equity in the same way the Statement of Owner Equity does.

</p><!--l. 2089--><p class="indent">   The Balance Sheet report preparation screen is much simpler than the Income Statement screen.

Balance sheets don’t apply to projects, but they do apply to departments. Also, unlike an income

statement, a balance sheet is fixed for a specific date in time. Therefore one does not need to select a

period.

</p><!--l. 2095--><p class="indent">   The fields in creating a balance sheet are:

</p><!--l. 2097--><p class="indent">

     </p><dl class="description"><dt class="description">

<span

class="pplb8t-">Department</span> </dt><dd 

class="description">allows you to run separate balance sheets for each department.

     </dd><dt class="description">

<span

class="pplb8t-">As</span> </dt><dd 

class="description">at specifies the date. If blank this will be the current date.

     </dd><dt class="description">

<span

class="pplb8t-">Compare to</span> </dt><dd 

class="description">specifies the date to compare the balance sheet to.

     </dd><dt class="description">

<span

class="pplb8t-">Decimalplaces</span> </dt><dd 

class="description">specifies the number of decimal places to use.

     </dd><dt class="description">

<span

class="pplb8t-">Method</span> </dt><dd 

class="description">selects between cash and accrual basis.

     </dd><dt class="description">

<span

class="pplb8t-">Include</span> </dt><dd 

class="description">in report allows you to select supplemental information on the report.

     </dd><dt class="description">

<span

class="pplb8t-">Accounts</span> </dt><dd 

class="description">allows you to select between standard and GIFI reports.</dd></dl>

<!--l. 2108--><p class="noindent">The balance sheet lists all asset, liability, and equity accounts with a balance. Each category has a total listed, and

the total of the equity and liability accounts is also listed.

</p><!--l. 2112--><p class="indent">   The total assets should be equal to the sum of the totals of the liability and equity accounts.

</p><!--l. 2116--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">14.6    </span> <a 

 id="x1-15600014.6"></a>What if the Balance Sheet doesn&#8217;t balance?</h4>

<!--l. 2118--><p class="noindent">Get technical support immediately, This may indicate that out of balance transactions were entered or that

transactions did not post properly.

</p><!--l. 2122--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">14.7    </span> <a 

 id="x1-15700014.7"></a>No Statement of Owner Equity?</h4>

<!--l. 2124--><p class="noindent">The Statement of Owner Equity is the one accounting statement that Ledger-SMB does not support.

However, it can be simulated by running a balance sheet at the end of the time frame in question and

comparing it to the beginning. One can check this against an income statement for the period in question

to verify its accuracy. The statement of owner equity is not as commonly used now as it once

was.

</p><!--l. 2132--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">15    </span> <a 

 id="x1-15800015"></a>The Template System</h3>

<!--l. 2134--><p class="noindent">Ledger-SMB allows most documents to be generated according to a template system. This allows financial

statements, invoices, orders, and the like to be customized to meet the needs of most businesses. Company

logos can be inserted, the format can be radically altered, one can print letters to be included

with checks to vendors instead of the checks themselves, and the like. In the end, there is very

little that cannot be accomplished regarding modification of these documents with the template

system.

</p><!--l. 2143--><p class="indent">   One can define different templates for different languages, so that a customer in Spain gets a different

invoice than a customer in Canada.

</p><!--l. 2147--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">15.1    </span> <a 

 id="x1-15900015.1"></a>Text Templates</h4>

<!--l. 2149--><p class="noindent">The only template that uses a text-only format is the POS receipt. This example provides the simplest way to

understand the template system.

</p><!--l. 2153--><p class="indent">   The first two lines are:

<br class="newline" />&#x003C;%company align=center width=40%&#x003E;

<br class="newline" />&#x003C;%address align=center width=40%&#x003E;

<br class="newline" />

</p><!--l. 2158--><p class="indent">   The first line tells Ledger-SMB to print the company name as passed to it via a variable, centered, with a

page width of 40 characters. The second line does the same thing with the address.

</p><!--l. 2162--><p class="indent">   These variables are usually passed to the invoice using form fields (hidden or otherwise) in the

submitting web page. The printing script, however, can disable some of these fields or add others via

database lookups and the like.

</p><!--l. 2167--><p class="indent">   In all types of templates, variable substitution occurs between &#x003C;% and %&#x003E;. One can optionally specify an

alignment or a width but these are really only useful in text templates.

</p><!--l. 2172--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">15.2    </span> <a 

 id="x1-16000015.2"></a>HTML Templates</h4>

<!--l. 2174--><p class="noindent">The following templates exist in HTML format:

     <ul class="itemize1">

     <li class="itemize">Income Statement

</li>

     <li class="itemize">Balance Sheet

</li>

     <li class="itemize">Invoice (AR)

</li>

     <li class="itemize">AR Transaction

</li>

     <li class="itemize">AP Transaction

</li>

     <li class="itemize">Packing List

</li>

     <li class="itemize">Pick List

</li>

     <li class="itemize">Sales Order

</li>

     <li class="itemize">Work Order

</li>

     <li class="itemize">Purchase Order

</li>

     <li class="itemize">Bin List

</li>

     <li class="itemize">Statement

</li>

     <li class="itemize">Quotation

</li>

     <li class="itemize">RFQ

</li>

     <li class="itemize">Time Card</li></ul>

<!--l. 2193--><p class="noindent">These templates can be edited by an HTML editor. However, it is generally recommended that one back up

templates first. The reason is that some HTML editors will fully re-parse the HTML and save it back without

what they see as invalid tags. Most editors, however, will save the variable substitution tags because similar

tags are also used by Microsoft’s active server pages.

</p><!--l. 2200--><p class="indent">   Finally, some editors are known to mangle formatting, so many problems can be avoided by ensuring that

one has a backup of the templates, especially if they have already been customized.

</p><!--l. 2205--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">15.3    </span> <a 

 id="x1-16100015.3"></a><span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;Templates</h4>

<!--l. 2207--><p class="noindent">The following templates, by default, are available in <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;:

     <ul class="itemize1">

     <li class="itemize">Invoice

</li>

     <li class="itemize">AR Transaction

</li>

     <li class="itemize">AP Transaction

</li>

     <li class="itemize">Packing List

</li>

     <li class="itemize">Pick List

</li>

     <li class="itemize">Sales Order

</li>

     <li class="itemize">Work Order

</li>

     <li class="itemize">Purchase Order

</li>

     <li class="itemize">Bin List

</li>

     <li class="itemize">Statement

</li>

     <li class="itemize">Check

</li>

     <li class="itemize">Receipt

</li>

     <li class="itemize">Quotation

</li>

     <li class="itemize">RFQ

</li>

     <li class="itemize">Time Card</li></ul>

<!--l. 2226--><p class="noindent"><span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;templates allow one to generate PDF and postscript documents and print directly to a postscript-enabled

printer or print software (like CUPS).

</p><!--l. 2230--><p class="indent">   <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;templates can be edited using a standard text editor (like vim or emacs), or using a synchronous

<span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;implementation such as LY X.

</p><!--l. 2235--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">15.3.1    </span> <a 

 id="x1-16200015.3.1"></a>What is <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;?</h5>

<!--l. 2237--><p class="noindent"><span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;(pronounced LAY-tech) is an extension on the <span class="TEX">T<span 

class="E">E</span>X</span>&#x00A0;typesetting system. It largely consists of a set of

macros that allow one to focus on the structure of the document while letting the <span class="TEX">T<span 

class="E">E</span>X</span>&#x00A0;engine do the heavy

lifting in terms of determining the optimal formatting for the page. <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;is used in a large number of

academic journals (including those of the American Mathematics Association). It is available at <span class="obeylines-h"><a 

href="http://www.tug.org" class="url" >http://www.tug.org</a></span> and is included in most Linux distributions.

</p><!--l. 2245--><p class="indent">   Like HTML, <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;uses plain text documents to store the formatting information and then when the

document is rendered, attempts to fit it onto a page. <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;supports the concept of stylesheets, allowing

one to separate content from format, and this feature is used in many higher-end applications, like journal

publication.

</p><!--l. 2252--><p class="indent">   Unlike HTML, <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;is a complete though simple programming language that allows one to redefine

internals of the system for formatting purposes.

</p><!--l. 2256--><p class="indent">   This document is written in <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>.

</p><!--l. 2259--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">15.3.2    </span> <a 

 id="x1-16300015.3.2"></a>Using LY X to Edit <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;Templates</h5>

<!--l. 2261--><p class="noindent">LY X is a synchronous <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;editor that runs on Windows, UNIX/Linux, and Mac OS X. It

requires an installed <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>-2e implementation and can be obtained at <span class="obeylines-h"><a 

href="http://www.lyx.org" class="url" >http://www.lyx.org</a></span>. Like

the most common <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;implementations, it is open source and is included with most Linux

distributions.

</p><!--l. 2267--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">15.4    </span> <a 

 id="x1-16400015.4"></a>Customizing Logos</h4>

<!--l. 2269--><p class="noindent"><span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;requires different formats of logos depending on whether the document is going to be

generated as a PDF or as postscript. Postscript requires an embedded postscript graphic, while PDF

requires any type of graphic other than embedded postscript. Usually one uses a PNG’s for

PDF&#8217;s, though GIF&#8217;s could be used as well. The logo for a <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;document resides in the users

directory.

</p><!--l. 2276--><p class="indent">   HTML documents can have logos in many different formats. PNG&#8217;s are generally preferred for printing

reasons. The image can be stored anywhere and merely referenced in the HTML.

</p><!--l. 2280--><p class="indent">   Note: Always test the an invoice with images to ensure that the rest of the page format is not thrown off

by it.

</p><!--l. 2284--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">15.5    </span> <a 

 id="x1-16500015.5"></a>How are They Stored in the Filesystem?</h4>

<!--l. 2286--><p class="noindent">The template directory ("templates" in the root Ledger-SMB install directory) contains all the root templates

used by Ledger-SMB. These follow a naming convention of COAType-templatename.ext where COAType is

the type of dataset that was created when the user was created, templatename is the name of the template,

and ext is either txt, html, or tex (for text, html, and <span class="LATEX">L<span class="A">A</span><span class="TEX">T<span 

class="E">E</span>X</span></span>&#x00A0;respectively).

</p><!--l. 2293--><p class="indent">   Inside this directory are one or more subdirectories where the relevant templates have been copied as

default language templates for the user. Many users can use the same user directory (which bears the name

of the Ledger-SMB username). Within this directory are more subdirectories for translated templates, one for

each language created.

</p><!--l. 2300--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">15.6    </span> <a 

 id="x1-16600015.6"></a>Upgrade Issues</h4>

<!--l. 2302--><p class="noindent">When Ledger-SMB is upgraded, the templates are not replaced. This is designed to prevent the upgrade

script from overwriting changes made during the course of customizing the templates.

</p><!--l. 2306--><p class="indent">   Occasionally, however, the data model changes in a way which can cause the templates to stop printing

certain information. When information that was showing up before an upgrade stops showing up, one can

either upgrade the templates by copying the source template over the existing one, or one can edit the

template to make the change.

</p><!--l. 2312--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">16    </span> <a 

 id="x1-16700016"></a>An Introduction to the CLI</h3>

<!--l. 2314--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">16.1    </span> <a 

 id="x1-16800016.1"></a>Conventions</h4>

<!--l. 2316--><p class="noindent">The command-line API will be referred to as the API.

</p><!--l. 2318--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">16.2    </span> <a 

 id="x1-16900016.2"></a>Preliminaries</h4>

<!--l. 2320--><p class="noindent">Logging into Ledger-SMB (1.2+) updates a row in the users_conf table containing your account configuration

defaults and other information. The implication for API users of LSMB is that you must login as part of

running API scripts. For security purposes, it is recommended that scripts prompt for a password rather than

storing it.

</p><!--l. 2326--><p class="indent">   All scripts included in the documentation can also be found in the doc/samples directory.

</p><!--l. 2329--><p class="indent">   Consider a simple example:

</p><!--l. 2331--><p class="indent">   cd /usr/local/ledger-smb ./ct.pl "login=name&amp;path=bin&amp;password=xxxxx&amp;action=search&amp;db=customer"

</p><!--l. 2334--><p class="indent">   The cd command moves your terminal session&#8217;s current working directory into the main Ledger-SMB

directory. Then the Ledger-SMB perl script ct.pl is called with one long line as an argument. The argument is

really several variable=value pairs separated by ampersands (&). The value for the login variable is the

username that Ledger-SMB is to use, and the value for the password variable is the plaintext

password.

</p><!--l. 2340--><p class="indent">   To build our examples we will use a username of "clarkkent" who has a password of "lOis,lAn3".

</p><!--l. 2343--><p class="indent">   cd /usr/local/ledger-smb ./ct.pl "login=clarkkent&amp;path=bin&amp;password=lOis,lAn3&amp;action=search&amp;db=customer"

</p><!--l. 2346--><p class="indent">   If we execute these commands we will get the html for the search form for the customer database. This

result isn’t useful in itself, but it shows we are on the right track.

</p><!--l. 2351--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">16.3    </span> <a 

 id="x1-17000016.3"></a>First Script: lsmb01-cli-example.sh</h4>

<!--l. 2353--><p class="noindent">With a working example, we can start to build reproducible routines that we can grow to do some useful

work.

</p><!--l. 2356--><p class="indent">   This is a bash script which:

</p><!--l. 2358--><p class="indent">   1. sets NOW to the current working directory 2. prompts for and reads your Ledger-SMB login 3. prompts

for and reads (non-echoing) your Ledger-SMB password 4. changes directory to /usr/local/ledger-smb 5.

constructs login and logout commands and a transaction command 6. logins into ledger-smb (in a real

program, output would be checked for success or failure) 7. executes the transaction 8. logs out

of ledger-smb (although this is not necessary) 9. returns to the original working directory 10.

exits

</p><!--l. 2370--><p class="indent">   Running lsmb01-cli-example.sh produces:

</p><!--l. 2372--><p class="indent">   $ lsmb01-cli-example.sh

</p><!--l. 2374--><p class="indent">   Ledger-SMB login: clarkkent

</p><!--l. 2376--><p class="indent">   Ledger-SMB password:

<table

class="verbatim"><tr class="verbatim"><td 

class="verbatim"><div class="verbatim">

<body>

&#x00A0;<br />&#x003C;form&#x00A0;method=post&#x00A0;action=ct.pl&#x003E;

&#x00A0;<br />&#x003C;input&#x00A0;type=hidden&#x00A0;name=db&#x00A0;value=customer&#x003E;

&#x00A0;<br />&#x003C;table&#x00A0;width=100%&#x003E;

&#x00A0;<br />&#x00A0;&#x00A0;&#x003C;tr&#x003E;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x003C;th&#x00A0;class=listtop&#x003E;Search&#x003C;/th&#x003E;

.

</div>

</td></tr></table>

<!--l. 2391--><p class="nopar">

</p><!--l. 2393--><p class="indent">   A script like this would work well for simple batch transactions, but bash is not a very friendly language

for application programming.

</p><!--l. 2397--><p class="indent">   A nicer solution would be to use a language such as perl to drive the command line API.

</p><!--l. 2400--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">16.3.1    </span> <a 

 id="x1-17100016.3.1"></a>Script 1 (Bash)</h5>

<table

class="verbatim"><tr class="verbatim"><td 

class="verbatim"><div class="verbatim">

#!/bin/bash

#######################################################################

#

&#x00A0;<br />#&#x00A0;lsmb01-cli-example.sh

&#x00A0;<br />#&#x00A0;Copyright&#x00A0;(C)&#x00A0;2006.&#x00A0;Louis&#x00A0;B.&#x00A0;Moore

#

&#x00A0;<br />#&#x00A0;$Id:&#x00A0;$

#

&#x00A0;<br />#&#x00A0;This&#x00A0;program&#x00A0;is&#x00A0;free&#x00A0;software;&#x00A0;you&#x00A0;can&#x00A0;redistribute&#x00A0;it&#x00A0;and/or&#x00A0;modify

&#x00A0;<br />#&#x00A0;it&#x00A0;under&#x00A0;the&#x00A0;terms&#x00A0;of&#x00A0;the&#x00A0;GNU&#x00A0;General&#x00A0;Public&#x00A0;License&#x00A0;as&#x00A0;published&#x00A0;by

&#x00A0;<br />#&#x00A0;the&#x00A0;Free&#x00A0;Software&#x00A0;Foundation;&#x00A0;either&#x00A0;version&#x00A0;2&#x00A0;of&#x00A0;the&#x00A0;License,&#x00A0;or

&#x00A0;<br />#&#x00A0;(at&#x00A0;your&#x00A0;option)&#x00A0;any&#x00A0;later&#x00A0;version.

#

&#x00A0;<br />#&#x00A0;This&#x00A0;program&#x00A0;is&#x00A0;distributed&#x00A0;in&#x00A0;the&#x00A0;hope&#x00A0;that&#x00A0;it&#x00A0;will&#x00A0;be&#x00A0;useful,

&#x00A0;<br />#&#x00A0;but&#x00A0;WITHOUT&#x00A0;ANY&#x00A0;WARRANTY;&#x00A0;without&#x00A0;even&#x00A0;the&#x00A0;implied&#x00A0;warranty&#x00A0;of

&#x00A0;<br />#&#x00A0;MERCHANTABILITY&#x00A0;or&#x00A0;FITNESS&#x00A0;FOR&#x00A0;A&#x00A0;PARTICULAR&#x00A0;PURPOSE.&#x00A0;&#x00A0;See&#x00A0;the

&#x00A0;<br />#&#x00A0;GNU&#x00A0;General&#x00A0;Public&#x00A0;License&#x00A0;for&#x00A0;more&#x00A0;details.

&#x00A0;<br />#&#x00A0;You&#x00A0;should&#x00A0;have&#x00A0;received&#x00A0;a&#x00A0;copy&#x00A0;of&#x00A0;the&#x00A0;GNU&#x00A0;General&#x00A0;Public&#x00A0;License

&#x00A0;<br />#&#x00A0;along&#x00A0;with&#x00A0;this&#x00A0;program;&#x00A0;if&#x00A0;not,&#x00A0;write&#x00A0;to&#x00A0;the&#x00A0;Free&#x00A0;Software

&#x00A0;<br />#&#x00A0;Foundation,&#x00A0;Inc.,&#x00A0;675&#x00A0;Mass&#x00A0;Ave,&#x00A0;Cambridge,&#x00A0;MA&#x00A0;02139,&#x00A0;USA.

#

#######################################################################

&#x00A0;<br />NOW=&#8216;pwd&#8216;

&#x00A0;<br />echo&#x00A0;-n&#x00A0;~Ledger-SMB&#x00A0;login:&#x00A0;~

&#x00A0;<br />read&#x00A0;LSLOGIN

echo

&#x00A0;<br />echo&#x00A0;-n&#x00A0;~Ledger-SMB&#x00A0;password:&#x00A0;~

&#x00A0;<br />stty&#x00A0;-echo

&#x00A0;<br />read&#x00A0;LSPWD

&#x00A0;<br />stty&#x00A0;echo

echo

&#x00A0;<br />ARG=~login=${LSLOGIN}&amp;password=${LSPWD}&amp;path=bin&amp;action=search&amp;db=customer~

&#x00A0;<br />LGIN=~login=${LSLOGIN}&amp;password=${LSPWD}&amp;path=bin&amp;action=login~

&#x00A0;<br />LGOT=~login=${LSLOGIN}&amp;password=${LSPWD}&amp;path=bin&amp;action=logout~

&#x00A0;<br />cd&#x00A0;/usr/local/ledger-smb

&#x00A0;<br />./login.pl&#x00A0;$LGIN&#x00A0;2&#x003E;&amp;1&#x00A0;&#x00A0;&#x003E;&#x00A0;/dev/null

&#x00A0;<br />./ct.pl&#x00A0;$ARG

&#x00A0;<br />./login.pl&#x00A0;$LGOT&#x00A0;2&#x003E;&amp;1&#x00A0;&#x00A0;&#x003E;&#x00A0;/dev/null

&#x00A0;<br />cd&#x00A0;$NOW

&#x00A0;<br />exit&#x00A0;0

</div>

</td></tr></table>

<!--l. 2451--><p class="nopar">

</p><!--l. 2454--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">16.4    </span> <a 

 id="x1-17200016.4"></a>Second Script: lsmb02-cli-example.pl</h4>

<!--l. 2456--><p class="noindent">Our second script is written in perl and logs you in but it still uses the API in its simplest form, that is, it

builds commands and then executes them. This type of script can be used for more complex solutions than

the simple bash script above, though it is still fairly limited. If your needs require, rather than have the script

build and then execute the commands it could be written to generate a shell script which is executed by

hand.

</p><!--l. 2463--><p class="indent">   This script begins by prompting for your Ledger-SMB login and password. Using the supplied

values a login command is constructed and passed into the runLScmd subroutine. runLScmd

changes directory to /usr/local/ledger-smb/ for the length of the subroutine. It formats the

command and executes it and returns both the output and error information to the caller in a

scalar.

</p><!--l. 2469--><p class="indent">   The script checks to see if there was an error in the login, exiting if there was.

</p><!--l. 2471--><p class="indent">   Next, the script reads some records which are stored in the program following the __END__ token. It

takes each record in turn, formats it then feeds each transaction through runLScmd and looks at the results

for a string that signals success.

</p><!--l. 2475--><p class="indent">   Once all the transactions are processed, runLScmd is called one last time to logout and the script

exits.

</p><!--l. 2478--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">16.4.1    </span> <a 

 id="x1-17300016.4.1"></a>Script 2 (Perl)</h5>

<table

class="verbatim"><tr class="verbatim"><td 

class="verbatim"><div class="verbatim">

#!/usr/bin/perl -w

#

&#x00A0;<br />#&#x00A0;&#x00A0;File:&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;lsmb02-cli-example.pl

&#x00A0;<br />#&#x00A0;&#x00A0;Environment:&#x00A0;&#x00A0;Ledger-SMB&#x00A0;1.2.0+

&#x00A0;<br />#&#x00A0;&#x00A0;Author:&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;Louis&#x00A0;B.&#x00A0;Moore

#

&#x00A0;<br />#&#x00A0;&#x00A0;Copyright&#x00A0;(C)&#x00A0;&#x00A0;&#x00A0;2006&#x00A0;&#x00A0;Louis&#x00A0;B.&#x00A0;Moore

#

&#x00A0;<br />#&#x00A0;&#x00A0;This&#x00A0;program&#x00A0;is&#x00A0;free&#x00A0;software;&#x00A0;you&#x00A0;can&#x00A0;redistribute&#x00A0;it&#x00A0;and/or

&#x00A0;<br />#&#x00A0;&#x00A0;modify&#x00A0;it&#x00A0;under&#x00A0;the&#x00A0;terms&#x00A0;of&#x00A0;the&#x00A0;GNU&#x00A0;General&#x00A0;Public&#x00A0;License

&#x00A0;<br />#&#x00A0;&#x00A0;as&#x00A0;published&#x00A0;by&#x00A0;the&#x00A0;Free&#x00A0;Software&#x00A0;Foundation;&#x00A0;either&#x00A0;version&#x00A0;2

&#x00A0;<br />#&#x00A0;&#x00A0;of&#x00A0;the&#x00A0;License,&#x00A0;or&#x00A0;(at&#x00A0;your&#x00A0;option)&#x00A0;any&#x00A0;later&#x00A0;version.

#

&#x00A0;<br />#&#x00A0;&#x00A0;This&#x00A0;program&#x00A0;is&#x00A0;distributed&#x00A0;in&#x00A0;the&#x00A0;hope&#x00A0;that&#x00A0;it&#x00A0;will&#x00A0;be&#x00A0;useful,

&#x00A0;<br />#&#x00A0;&#x00A0;but&#x00A0;WITHOUT&#x00A0;ANY&#x00A0;WARRANTY;&#x00A0;without&#x00A0;even&#x00A0;the&#x00A0;implied&#x00A0;warranty&#x00A0;of

&#x00A0;<br />#&#x00A0;&#x00A0;MERCHANTABILITY&#x00A0;or&#x00A0;FITNESS&#x00A0;FOR&#x00A0;A&#x00A0;PARTICULAR&#x00A0;PURPOSE.&#x00A0;&#x00A0;See&#x00A0;the

&#x00A0;<br />#&#x00A0;&#x00A0;GNU&#x00A0;General&#x00A0;Public&#x00A0;License&#x00A0;for&#x00A0;more&#x00A0;details.

#

&#x00A0;<br />#&#x00A0;&#x00A0;You&#x00A0;should&#x00A0;have&#x00A0;received&#x00A0;a&#x00A0;copy&#x00A0;of&#x00A0;the&#x00A0;GNU&#x00A0;General&#x00A0;Public&#x00A0;License

&#x00A0;<br />#&#x00A0;&#x00A0;along&#x00A0;with&#x00A0;this&#x00A0;program;&#x00A0;if&#x00A0;not,&#x00A0;write&#x00A0;to&#x00A0;the&#x00A0;Free&#x00A0;Software

&#x00A0;<br />#&#x00A0;&#x00A0;Foundation,&#x00A0;Inc.,&#x00A0;59&#x00A0;Temple&#x00A0;Place&#x00A0;-&#x00A0;Suite&#x00A0;330,&#x00A0;Boston,&#x00A0;MA&#x00A0;&#x00A0;02111-1307,&#x00A0;USA.

#

&#x00A0;<br />#&#x00A0;&#x00A0;Revision:

&#x00A0;<br />#&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;$Id$

#

&#x00A0;<br />use&#x00A0;File::chdir;

&#x00A0;<br />use&#x00A0;HTML::Entities;

&#x00A0;<br />print&#x00A0;~\n\nLedger-SMB&#x00A0;login:&#x00A0;~;

&#x00A0;<br />my&#x00A0;$login&#x00A0;=&#x00A0;&#x003C;STDIN&#x003E;;

chomp($login);

&#x00A0;<br />print&#x00A0;~\nLedger-SMB&#x00A0;password:&#x00A0;~;

&#x00A0;<br />system(~stty&#x00A0;-echo~);

&#x00A0;<br />my&#x00A0;$pwd&#x00A0;=&#x00A0;&#x003C;STDIN&#x003E;;

&#x00A0;<br />system(~stty&#x00A0;echo~);

chomp($pwd);

&#x00A0;<br />print&#x00A0;~\n\n~;

&#x00A0;<br />$cmd&#x00A0;=&#x00A0;~login=~&#x00A0;.&#x00A0;$login&#x00A0;.&#x00A0;&#8217;&amp;password=&#8217;&#x00A0;.&#x00A0;$pwd&#x00A0;.&#x00A0;&#8217;&amp;path=bin&amp;action=login&#8217;;

&#x00A0;<br />$signin&#x00A0;=&#x00A0;runLScmd(~./login.pl~,$cmd);

&#x00A0;<br />if&#x00A0;(&#x00A0;$signin&#x00A0;=~&#x00A0;m/Error:/&#x00A0;)&#x00A0;{

&#x00A0;<br />print&#x00A0;~\nLogin&#x00A0;error\n~;

exit;

}

&#x00A0;<br />while&#x00A0;(&#x003C;main::DATA&#x003E;)&#x00A0;{

chomp;

&#x00A0;<br />@rec&#x00A0;=&#x00A0;split(/\|/);

&#x00A0;<br />$arg&#x00A0;=&#x00A0;&#8217;path=bin/mozilla&amp;login=&#8217;&#x00A0;.&#x00A0;$login&#x00A0;.&#x00A0;&#8217;&amp;password=&#8217;&#x00A0;.&#x00A0;$pwd&#x00A0;.

&#x00A0;<br />&#8217;&amp;action=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[0],0,35))&#x00A0;.

&#x00A0;<br />&#8217;&amp;db=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;$rec[1]&#x00A0;.

&#x00A0;<br />&#8217;&amp;name=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[2],0,35))&#x00A0;.

&#x00A0;<br />&#8217;&amp;vendornumber=&#8217;&#x00A0;.&#x00A0;$rec[3]&#x00A0;.

&#x00A0;<br />&#8217;&amp;address1=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[4],0,35))&#x00A0;.

&#x00A0;<br />&#8217;&amp;address2=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[5],0,35))&#x00A0;.

&#x00A0;<br />&#8217;&amp;city=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[6],0,35))&#x00A0;.

&#x00A0;<br />&#8217;&amp;state=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[7],0,35))&#x00A0;.

&#x00A0;<br />&#8217;&amp;zipcode=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[8],0,35))&#x00A0;.

&#x00A0;<br />&#8217;&amp;country=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[9],0,35))&#x00A0;.

&#x00A0;<br />&#8217;&amp;phone=&#8217;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;&#x00A0;.&#x00A0;escape(substr($rec[10],0,20))&#x00A0;.

&#x00A0;<br />&#8217;&amp;tax_2150=1&#8217;&#x00A0;.

&#x00A0;<br />&#8217;&amp;taxaccounts=2150&#8217;&#x00A0;.

&#x00A0;<br />&#8217;&amp;taxincluded=0&#8217;&#x00A0;.

&#x00A0;<br />&#8217;&amp;terms=0&#8217;;

$rc=runLScmd(~./ct.pl~,$arg);

&#x00A0;<br />if&#x00A0;($rc&#x00A0;=~&#x00A0;m/Vendor&#x00A0;saved!/)&#x00A0;{

&#x00A0;<br />print&#x00A0;~$rec[2]&#x00A0;SAVED\n~;

&#x00A0;<br />}&#x00A0;else&#x00A0;{

&#x00A0;<br />print&#x00A0;~$rec[2]&#x00A0;ERROR\n~;

}

}

&#x00A0;<br />$cmd&#x00A0;=&#x00A0;~login=~&#x00A0;.&#x00A0;$login&#x00A0;.&#x00A0;&#8217;&amp;password=&#8217;&#x00A0;.&#x00A0;$pwd&#x00A0;.&#x00A0;&#8217;&amp;path=bin&amp;action=logout&#8217;;

&#x00A0;<br />$signin&#x00A0;=&#x00A0;runLScmd(~./login.pl~,$cmd);

&#x00A0;<br />if&#x00A0;(&#x00A0;$signin&#x00A0;=~&#x00A0;m/Error:/&#x00A0;)&#x00A0;{

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;print&#x00A0;~\nLogout&#x00A0;error\n~;

}

exit;

#*******************************************************

&#x00A0;<br />#&#x00A0;Subroutines

#*******************************************************

&#x00A0;<br />sub&#x00A0;runLScmd&#x00A0;{

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;my&#x00A0;$cmd&#x00A0;&#x00A0;=&#x00A0;shift;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;my&#x00A0;$args&#x00A0;=&#x00A0;shift;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;my&#x00A0;$i&#x00A0;&#x00A0;&#x00A0;&#x00A0;=&#x00A0;0;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;my&#x00A0;$results;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;local&#x00A0;$CWD&#x00A0;=&#x00A0;~/usr/local/ledger-smb/~;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;$cmd&#x00A0;=&#x00A0;$cmd&#x00A0;.&#x00A0;~&#x00A0;\~~&#x00A0;.&#x00A0;$args&#x00A0;.&#x00A0;~\~~;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;$results&#x00A0;=&#x00A0;&#8216;$cmd&#x00A0;2&#x003E;&amp;1&#8216;;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;return&#x00A0;$results;

}

&#x00A0;<br />sub&#x00A0;escape&#x00A0;{

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;my&#x00A0;$str&#x00A0;=&#x00A0;shift;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;if&#x00A0;($str)&#x00A0;{

decode_entities($str);

&#x00A0;<br />$str&#x00A0;=~&#x00A0;s/([^a-zA-Z0-9_.-])/sprintf(~%%%02x~,&#x00A0;ord($1))/ge;

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;}

&#x00A0;<br />&#x00A0;&#x00A0;&#x00A0;&#x00A0;return&#x00A0;$str;

}

#*******************************************************

&#x00A0;<br />#&#x00A0;Record&#x00A0;Format

#*******************************************************

#

&#x00A0;<br />#&#x00A0;action&#x00A0;|&#x00A0;db&#x00A0;|&#x00A0;name&#x00A0;|&#x00A0;vendornumber&#x00A0;|&#x00A0;address1&#x00A0;|&#x00A0;address2&#x00A0;|&#x00A0;city&#x00A0;|&#x00A0;state&#x00A0;|&#x00A0;zipcode&#x00A0;|&#x00A0;country&#x00A0;|&#x00A0;phone

#

__END__

&#x00A0;<br />save|vendor|Parts&#x00A0;are&#x00A0;Us|1377|238&#x00A0;Riverview|Suite&#x00A0;11|Cheese&#x00A0;Head|WI|56743|USA|555-123-3322|

&#x00A0;<br />save|vendor|Widget&#x00A0;Heaven|1378|41&#x00A0;S.&#x00A0;Riparian&#x00A0;Way||Show&#x00A0;Me|MO|39793|USA|555-231-3309|

&#x00A0;<br />save|vendor|Consolidated&#x00A0;Spackle|1379|1010&#x00A0;Binary&#x00A0;Lane|Dept&#x00A0;1101|Beverly&#x00A0;Hills|CA|90210|USA|555-330-7639&#x00A0;x772|

</div>

</td></tr></table>

<!--l. 2635--><p class="nopar">

   <h1 class="partHead"><span class="titlemark">Part&#x00A0;II<br /></span><a 

 id="x1-174000II"></a>Technical Overview</h1>

   <h3 class="sectionHead"><span class="titlemark">17    </span> <a 

 id="x1-17500017"></a>Basic Architecture</h3>

<!--l. 2646--><p class="noindent">Ledger-SMB is a web-based Perl program that interfaces with PostgreSQL using the relevant Perl modules.

The code is well partitioned, and the main operation modules are written in an object oriented

way.

</p><!--l. 2651--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">17.1    </span> <a 

 id="x1-17600017.1"></a>The Software Stack</h4>

   <hr class="figure" /><div class="figure" 

><table class="figure"><tr class="figure"><td class="figure" 

 id="x1-1760018"></a>

<!--l. 9--><p class="center">   <img 

src="LedgerSMB-manual6x.png" alt="PICT"  />

<br /></p><table class="caption" 

><tr style="vertical-align:baseline;" class="caption"><td class="id">Figure&#x00A0;8: </td><td  

class="content">The Ledger-SMB software stack in a Typical Implementation</td></tr></table><!--tex4ht:label?: x1-1760018 -->

   </td></tr></table></div><hr class="endfigure" />

<!--l. 2662--><p class="indent">   Ledger-SMB runs in a Perl interpreter. I do not currently know if it is possible to run it with Perl2C or

other language converters to run in other environments. However, except for high-capacity environments,

Perl is a good language choice for this sort of program.

</p><!--l. 2667--><p class="indent">   Ledger-SMB used to support DB2 and Oracle as well as PostgreSQL. However, currently some of the

functionality is implemented using PostgreSQL user-defined functions. These would need to be ported to

other database managers in order to make the software work on these. It should not be too hard, but the fact

that it has not been done yet may mean that there is no real demand for running the software under other

RDBMS’s.

</p><!--l. 2674--><p class="indent">   One can substitute other web servers for Apache. Normally Ledger-SMB is run as a CGI program

but it may be possible to run it in the web server process (note that this may not be entirely

thread-safe).

</p><!--l. 2678--><p class="indent">   The operating system can be any that supports a web server and Perl (since PostgreSQL need not run on

the same system). However, there are a few issues running Ledger-SMB on Windows (most notably in trying

to get Postscript documents to print properly).

</p><!--l. 2683--><p class="indent">   On the client side, any web-browser will work. Currently, the layout is different for Lynx (which doesn&#8217;t

support frames), and the layout is not really useful under eLinks (the replacement for Lynx which does

support frames). Some functionality requires Javascript to work properly, though the application is usable

without these features.

   <h4 class="subsectionHead"><span class="titlemark">17.2    </span> <a 

 id="x1-17700017.2"></a>Capacity Planning</h4>

<!--l. 2692--><p class="noindent">Some companies may ask how scalable Ledger-SMB is. In general, it is assumed that few companies are

going to have a need for a high-concurrency accounting system. However, with all the features available in

Ledger-SMB, the staff that may have access to some of the application may be senior enough to make the

question worthwhile.

</p><!--l. 2698--><p class="indent">   This question also becomes more important when companies might look at integrating Ledger-SMB with

a CRM solution, online store, or other environment. This section looks at a number of the known issues and

their solutions.

</p><!--l. 2704--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">17.2.1    </span> <a 

 id="x1-17800017.2.1"></a>Scalability Strategies</h5>

<!--l. 2706--><p class="noindent">Ledger-SMB is a fairly standard web-based application. However, sometimes the database schema changes

during upgrades. In these cases, it becomes impossible to use different versions of the software against the

same database version safely. Ledger-SMB checks the version of the database and if the version is higher than

the version of the software that is running, will refuse to run.

</p><!--l. 2713--><p class="indent">   Therefore although one strategy might be to run several front-end web servers with Ledger-SMB, in

reality this can be a bit of a problem. One solution is to take half of the front-end servers off-line while

doing the initial upgrade, and then take the other offline to upgrade when these are brought back

online.

</p><!--l. 2719--><p class="indent">   The database manager is less scalable in the sense that one cannot just add more database servers and

expect to carry on as normal. However, aside from the known issues listed below, there are few performance

issues with it. If complex reports are necessary, these can be moved to a replica database (perhaps using

Slony-I).

</p><!--l. 2725--><p class="indent">   If this solution is insufficient for database scalability, one might be able to move staff who do not need

real-time access to new entries onto a PG-Pool/Slony-I cluster where new transactions are entered on the

master and other data is looked up on the replica. In certain circumstances, one can also offload a number of

other queries from the master database in order to minimize the load. Ledger-SMB has very few issues in the

scalability of the application.

</p><!--l. 2734--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">17.2.2    </span> <a 

 id="x1-17900017.2.2"></a>Database Maintenance</h5>

<!--l. 2736--><p class="noindent">PostgreSQL uses a technique called Multi-version Concurrency Control (MVCC) to provide a snapshot of the

database at the beginning of a statement or transaction (depending on the transaction isolation level). When a

row is updated, PostgreSQL leaves the old row in the database, and inserts a new version of that row into the

table. Over time, unless those old rows are removed, performance can degrade as PostgreSQL has to search

through all the old versions of the row in order to determine which one ought to be the current

one.

</p><!--l. 2745--><p class="indent">   Due to the way the SQL statements are executed in Ledger-SMB, most inserts will also create a dead

row.

</p><!--l. 2748--><p class="indent">   A second problem occurs in that each transaction is given a transaction id. These id&#8217;s are numbered using

32-bit integers. If the transaction id wraps around (prior to 8.1), data from transactions that appear

(due to the wraparound) to be in the future suddenly becomes inaccessible. This problem was

corrected in PostgreSQL 8.1, where the database will refuse to accept new transactions if the

transaction ID gets too close to a wraparound. So while the problem is not as serious in 8.1, the

application merely becomes inaccessible rather than displaying apparent data loss. Wraparound

would occur after about a billion transactions between all databases running on that instance of

PostgreSQL.

</p><!--l. 2759--><p class="indent">   Prior to 8.1, the main way to prevent both these problems was to run a periodic vacuumdb command

from cron (UNIX/Linux) or the task scheduler (Windows). In 8.1 or later, autovacuum capabilities are part of

the back-end and can be configured with the database manager. See the PostgreSQL documentation for

treatment of these subjects.

</p><!--l. 2765--><p class="indent">   In general, if performance appears to be slowly degrading, one should try to run vacuumdb -z from the

shell in order to attempt to reclaim space and provide the planner with accurate information about the size

and composition of the tables. If this fails, then one can go to other methods of determining the bottleneck

and what to do about it.

</p><!--l. 2773--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">17.2.3    </span> <a 

 id="x1-18000017.2.3"></a>Known issues</h5>

<!--l. 2775--><p class="noindent">The PostgreSQL planner assumes a minimum page size of ten pages for a physically empty table. The

reasoning behind this choice is that a table could grow rapidly and one could end up with bad database

performance if the planner assumes a very small table.

</p><!--l. 2780--><p class="indent">   However, if you end up with joins between a very large table with millions of rows and a physically

empty table, one can end up with a very bad query plan. In this case, the planner will choose a nested loop

join and run through this loop for every row in the large table. As a result, performance will suddenly drop

once the large table becomes too large to effectively do index scans of the join criteria on both tables.

This problem most often occurs when people have no warehouses, departments, or projects

defined and are running systems with a large number of transactions (such as a point of sale

environment).

</p><!--l. 2790--><p class="indent">   Last time I saw this problem, the server would wait for thirty seconds to display a new point of sale

screen while the server CPU activity would spike to 100%.

</p><!--l. 2794--><p class="indent">   One solution is to define one warehouse, department, and project, and then run vacuumdb -z from the

shell to force the planner to acknowledge these tables as single-row tables. The other option is to go into the

source code and edit the database queries to omit unused tables.

</p><!--l. 2800--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">18    </span> <a 

 id="x1-18100018"></a>Customization Possibilities</h3>

<!--l. 2802--><p class="noindent">Ledger-SMB is designed to be customized relatively easily and rapidly. In general, the source

code is well written and compartmentalized. This section covers the basic possibilities involving

customization.

</p><!--l. 2807--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">18.1    </span> <a 

 id="x1-18200018.1"></a>Brief Guide to the Source Code</h4>

<!--l. 2809--><p class="noindent">Ledger-SMB is an application with over 34000 lines of code. While it is not possible to cover the entire

application here, a brief overview of the source code is in order.

</p><!--l. 2813--><p class="indent">   In the root of the install directory, one will find a setup.pl program, a number of other .pl programs, and a

number of directories. The setup.pl program is used to update or install Ledger-SMB. The other .pl programs

provide a basic set of services for the framework (including authentication) and then pass the work on to the

data entry screen file in the bin directory.

</p><!--l. 2820--><p class="indent">   The bin directory contains another directory for each terminal type. The main two offered are lynx and

mozilla. Lynx would be used for web browsers that do not support frames and is ideal for a text-mode VGA

terminal. Mozilla is the terminal type used for most other web browsers. The perl files within these

directories provides the user interface of the software.

</p><!--l. 2827--><p class="indent">   The css directory in the root install directory contains CSS documents to provide various stylesheets one

can select for changing various aspects of the look and feel of the application.

</p><!--l. 2831--><p class="indent">   The locale directory contains translation files that Ledger-SMB uses to translate between different

languages. One could add translations to these files if necessary.

</p><!--l. 2835--><p class="indent">   The LSMB directory is where the Perl modules reside that provide the core business logic in Ledger-SMB.

These modules provide functionality such as form handling, email capabilities, and access to the database

through its at least partially object oriented API.

</p><!--l. 2840--><p class="indent">   Finally, the sql directory provides the database schemas and upgrade scripts.

</p><!--l. 2844--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">18.2    </span> <a 

 id="x1-18300018.2"></a>Data Entry Screens</h4>

<!--l. 2846--><p class="noindent">One can customize the data entry screens to optimize work flow, display additional information,

etc.

</p><!--l. 2850--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">18.2.1    </span> <a 

 id="x1-18400018.2.1"></a>Examples</h5>

<!--l. 2852--><p class="noindent">We set up hot keys for payment lines, automatically focused the keyboard on the last partnumber field,

removed separate print and post buttons to ensure that invoices were always printed and posted together,

and removed the ability to print to the screen, and even the ability to scan items in when an invoice was

received (using a portable data terminal) and import this data into Ledger-SMB. Finally we added the ability

to reconcile the till online in a paperless manner.

</p><!--l. 2860--><p class="indent">   For another customer, we added the ability to print AR invoices in plain text format and added templates

(based on the POS sales template) to do this.

</p><!--l. 2865--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">18.3    </span> <a 

 id="x1-18500018.3"></a>Extensions</h4>

<!--l. 2867--><p class="noindent">One can add functionality to the Perl modules in the LSMB directory and often add missing functions

easily.

</p><!--l. 2871--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">18.3.1    </span> <a 

 id="x1-18600018.3.1"></a>Examples</h5>

<!--l. 2873--><p class="noindent">For one customer, we added a module to take data from a portable data terminal collected when inventory

items were taken and use that to add shrinkage and loss adjustments. We also extended the parts model to

add a check id flag (for alcohol sales) and added this flag to the user interface.

</p><!--l. 2879--><p class="indent">   For another customer, we added a complex invoice/packing slip tracking system that allowed one to

track all the printed documents associated with an order or invoice.

</p><!--l. 2884--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">18.4    </span> <a 

 id="x1-18700018.4"></a>Templates</h4>

<!--l. 2886--><p class="noindent">As noted before templates can be modified or extended, though sometimes this involves extending the user

interface scripts. Most templates are easy enough to modify.

</p><!--l. 2891--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">18.4.1    </span> <a 

 id="x1-18800018.4.1"></a>Examples</h5>

<!--l. 2893--><p class="noindent">For one customer we added text-only invoices for AR and AP transactions/Invoices and an ability to use

Javascript in them to automatically print them on load.

</p><!--l. 2898--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">18.5    </span> <a 

 id="x1-18900018.5"></a>Reports</h4>

<!--l. 2900--><p class="noindent">The fact that all the data is available within the database manager is a huge advantage of Ledger-SMB over

Quickbooks and the like. The rapid development of reports allows for one to easily develop reports of any

sort within Ledger-SMB.

</p><!--l. 2906--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">18.5.1    </span> <a 

 id="x1-19000018.5.1"></a>Examples</h5>

<!--l. 2908--><p class="noindent">For one customer, we developed a report of parts sold and received during arbitrary time frames. The report

allows one to go back and look up the invoices involved.

</p><!--l. 2913--><p class="noindent">

   <h3 class="sectionHead"><span class="titlemark">19    </span> <a 

 id="x1-19100019"></a>Integration Possibilities</h3>

<!--l. 2915--><p class="noindent">An open database system and programming API allows for many types of integration. There are some

challenges, but in the end, one can integrate a large number of tools.

</p><!--l. 2920--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">19.1    </span> <a 

 id="x1-19200019.1"></a>Reporting Tools</h4>

<!--l. 2922--><p class="noindent">Any reporting tool which can access the PostgreSQL database can be used with Ledger-SMB for custom

reporting. These can include programs like Microsoft Access and Excel (using the ODBC drivers), PgAccess

(A PostgreSQL front-end written in TCL/Tk with a similar feel to Access), Rekall, Crystal Reports,

OpenOffice and more.

</p><!--l. 2929--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">19.1.1    </span> <a 

 id="x1-19300019.1.1"></a>Examples</h5>

<!--l. 2931--><p class="noindent">We have created spreadsheets of the summaries of activity by day and used the ODBC driver to import these

into Excel. Excel can also read HTML tables, so one can use PostgreSQL to create an HTML table of the result

and save it with a .xls extension so that Windows opens it with Excel. These could then be served via the

same web server that serves Ledger-SMB.

</p><!--l. 2939--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">19.2    </span> <a 

 id="x1-19400019.2"></a>Line of Business Tools on PostgreSQL</h4>

<!--l. 2941--><p class="noindent">Various line of business tools have been written using PostgreSQL in large part due to the fact that it is far

more mature than MySQL in areas relating to data integrity enforcement, transactional processing, and the

like. These tools can be integrated with Ledger-SMB in various ways. One could integrate this program with

the HERMES CRM framework, for example.

</p><!--l. 2949--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">19.2.1    </span> <a 

 id="x1-19500019.2.1"></a>Known Issues</h5>

<!--l. 2951--><p class="noindent">Ledger-SMB uses a single &#8217;id&#8217; sequence across many tables. At the same time it is expected that these tables

do not have identical id values in their records as they are used as a sort of pseudo-foreign key by the

acc_trans table which stores the financial transaction information.

</p><!--l. 2957--><p class="indent">   If the integration solution does not keep this in mind, it is possible to create a situation where the account

transactions are ambiguously associated with a number of different types of financial transactions. This

would lead to a large number of problems.

</p><!--l. 2963--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">19.2.2    </span> <a 

 id="x1-19600019.2.2"></a>Strategies</h5>

<!--l. 2965--><p class="noindent">In general, it is advisable to run all such programs that benefit from integration in the same database but

under different schemas. This allows PostgreSQL to become the main method of synchronizing the data in

real time. However, sometimes this can require dumping the database, recreating the tables etc. in a different

schema and importing the data back into Ledger-SMB.

</p><!--l. 2972--><p class="indent">   One possibility for this sort of integration is to use database triggers to replicate the data between the

applications in real-time. This can avoid the main issue of duplicate id’s. One issue that can occur however

relates to updates. If one updates a customer record in HERMES, for example, how do we know which

record to update in Ledger-SMB? There are solutions to this problem but they do require some

forethought.

</p><!--l. 2979--><p class="indent">   A second possibility is to use views to allow one application to present the data from the other as its own.

This can be cleaner regarding update issues, but it can also pose issues regarding duplicate id

fields.

</p><!--l. 2985--><p class="noindent">

   <h5 class="subsubsectionHead"><span class="titlemark">19.2.3    </span> <a 

 id="x1-19700019.2.3"></a>Examples</h5>

<!--l. 2987--><p class="noindent">Others have integrated L&#8217;ane POS and Ledger-SMB in order to make it work better with touch screen

devices. Still others have successfully integrated Ledger-SMB and Interchange. In both cases, I believe that

triggers were used to perform the actual integration.

</p><!--l. 2993--><p class="noindent">

   <h4 class="subsectionHead"><span class="titlemark">19.3    </span> <a 

 id="x1-19800019.3"></a>Line of Business Tools on other RDBMS&#8217;s</h4>


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