Accountings settings

Selection of the accounting module

Wile the installation of the software, it is important to select the accounts chartcorresponding to your country. To do that, you have to install the corresponding module. Certain modules are in the basic distribution, others can be downloaded on http://tinyforge.org.

The locations for different countries are in the named modules l10_XX, where XX are the code of the country. Some examples of french accounts charts: l10n_simple, l10n_fr, l10n_be, l10n_qc. It is preferable to select the good account module before the software installation. For more information on the module installation, consult the section implemented.

Fiscals years

Then You have to define the fiscals years. Those can start or finish on any calendar date. To define one year fiscal, use the menu: Accountings and finances > Definitions > fiscal Years.

Start by indicating the name and the code of the fiscal year. If you work in multi-companies mode, you have to indicate the company to which this year corresponds. Then, indicate the depatures dates and end of the year.

The fiscal years make up periods, generally monthly or quarterly. You can encode the periods in the 'Periods' section. To avoid encoding all periods of one year fiscal you can use one of the two 'Create monthly periods' or 'Create 3 months periods' buttons “. Then, Tiny ERP calculates automatically the periods corresponding to the definite dates.

The terms of payment

You can as many define terms of payment necessary in Tiny ERP. The terms of payment define the dates expires for the payment of an invoice. To define of new terms of payment, use the menu: Accountings and finances > Definitions > Period of payment > Terms of payment.

The above figure represents the following conditions:

35% cash payment,
the balance after 15 end days of month.

To define new terms of payment, start by giving a name to the conditions. The field description can be taken again on the invoices, enter there a clear french description of the terms of payment.

Then, you have to give the different calculation lines of the terms, in the 'Calcul Mode' section.

For each line you have to indicate a name. This one is given as a rough guide and doesn't have an effect on terms calculation. The sequence field allows to define in which order the rules are evaluated.

The field value allows to calculate the amount to pay for this line:

Percent: The line corresponds to a percent of the total amount, the factor is given by the 'Amount' field. This one has to take a value between 0.0 and 1.0.
Value: A fixed value, given by the 'amount' field.
Balance: The balance remaining compared to the other lines.

Think to put the last calculation line to 'balance', to avoid any round error. This one must have the sequence most raised to be evaluated in the last.

The last two fields allow to calculate the term of payment for this line. This extra time can be expressed in net days or end days of month. For example, if you indicate 15 end days of month, Tiny ERP adds 15 days to the current date and request the payment at the end of the month given by this calculated date.

After, You can allocate terms of payment to a partner thanks to the properties of the partner feature.

Levels of reminders

The levels of reminders allow to define the frequency of the automatic reminds customers. Those have nothing to do with the terms of payment. They can thus be sent before or after the limit of payment.

To define levels of reminder, use the menu: Accountings and finances > Definitions > Payment terms > Reminders. For each line of the reminder, you have to give the number of days in nets days or end days of month. The description given for each level is displayed on the reminding letter.

Here a simple example of reminder customer:

30 Net days: Remind 1st Level
45 Net days: Remind 2nd Level
60 Net days: demand
75 Net days: Bailiff.

When you wish automatically to print the reminding letters, use the menu: Accountings and finances > Processings > Print reminders.

Setup

Once the different setup defined, you have to adapt your accounts chart compared to the basic plan installed on Tiny ERP. To do that, you can deactivate accounts and create the new ones via the menu: Accountings and finances > Definitions > Generals Accounts > Accounts.

Make then in the same way for the accountings journal thanks to the menu: Accountings and finances > Definitions > Accountings journals > Journals. In general, a voucher at least is defined and a journal associated by case and account banks. You need also a book sales and a purchases journal.

If you want to use the analytical accouting, think to make in the same way for the analytical accounts and journals. It's important to at least create an analytical journal for the sales and purchases, otherwise Tiny ERP cannot generate the writings compared to the invoices automatically.

Departure writings

For the levellings of your different accounts, create a journal of the situation type. This one can be centralizing. Encode writings for each account which has to be levelled in this journal. For this operation, use the menu: Accountings finances > Entries seized > Fast seized.