sql-ledger-users

Re: More invoices

[Gordon H. <gha...@ma...>]

I did try to figure out how things worked, and I did ask questions.
And I did try to follow suggestions put forward.

How is it that I am crying wolf, to notice that when I enter
the information for something I have been billed, that it
always undoes the setting of the tax included button?  Is
this how an accounting program is supposed to work?  Sorry,
I haven't been using them for long.  Where is the insult
I've thrown?

Heck, I've just come to the conclusion that all the stuff 
which I have entered over the last 0.75 days needs to be 
deleted and redone anyway.  And it's going to be a long 
process if I have to hit update twice before I post either 
a vendor or a customer invoice.

To avoid anyone thinking I'm crying wolf or throwing insults,
how do I redo this work?  I am recieving bills from vendors
for 2 kinds of services: one from a US company where I never
was charged GST (maybe I should have been, but wasn't), the
other from a Canadian company where I was charged GST.  These
are being forwarded to a customer, and I am not charging
GST (yet)?  I will eventually have to charge GST, but until
I reach some magic number I don't need to.

I think it's going to take me an hour or so to delete
all the stuff I've entered.  If someone has some ideas as
to how I can do this correctly, I would be happy to hear them.
Otherwise, I'll continue to struggle and maybe things will
work out this time.

Gord

Re: More invoices

[Gordon H. <gha...@ma...>]

Maybe I am misunderstanding something.  If I purchase a service
from someone else, and resell it at a (nominally) constant
markup; is that a service or is it a part?  I thought that parts
had to be physical matter, and not something virtual.  When I
set up some accounts to for me to buy and resell these services,
I must have done something wrong since when I looked at the
chart of accounts all the money from the invoices were going
in the "wrong" places (most of the income ended up in hardware
sales, and I hadn't made any hardware sales).

So, I am starting to read code and see if I can figure out from
that where I should be adding stuff (accounts, services, parts,
etc.) as what I have read of the documentation isn't helping enough
in my case.

Gord

Re: More invoices

[Dieter S. <dsi...@sq...>]

In your preference screen there is a section with default accounts. When
you add parts or services from a vendor invoice, the very same accounts
are used. If your default account for sales happen to be a "Hardware Sales
Account" and you do not edit the part, then when you sell the item, income
is recorded in "Hardware Sales".

The proper way is to establish an inventory with goods and services. You
do this by adding parts and services. This lets you setup the proper links
for income, expense and taxes. This step does not add to physical
inventory, it only establishes the inventory with descriptions and links.

The inventory is *stocked up* by creating vendor invoices or in the case
of assemblies by stocking the assembly. When you make a purchase, parts
are added (the quantity in inventory is increased), expenses and income
are posted, but only if the part has already been sold, taxes are
recorded.

When you stock assemblies, the individual items are taken out of stock
(the quantity is reduced) and the quantity for the assemblies is
increased. When you sell an assembly income is recorded, expenses for
individual items are recorded, the inventory level is reduced and taxes
are posted to the appropriate accounts.

All this is available online, most of it in the screenshots page. It's a
condensed version but nonetheless a starting point to look for clues
how things work.


Dieter Simader    http://www.sql-ledger.org   (780) 472-8161
DWS Systems Inc.     Accounting Software       Fax: 478-5281
=========== On a clear disk you can seek forever ===========

On Sun, 16 Sep 2001, Gordon Haverland wrote:

> 
> Maybe I am misunderstanding something.  If I purchase a service
> from someone else, and resell it at a (nominally) constant
> markup; is that a service or is it a part?  I thought that parts
> had to be physical matter, and not something virtual.  When I
> set up some accounts to for me to buy and resell these services,
> I must have done something wrong since when I looked at the
> chart of accounts all the money from the invoices were going
> in the "wrong" places (most of the income ended up in hardware
> sales, and I hadn't made any hardware sales).
> 
> So, I am starting to read code and see if I can figure out from
> that where I should be adding stuff (accounts, services, parts,
> etc.) as what I have read of the documentation isn't helping enough
> in my case.
> 
> Gord
> 
> 

Re: More invoices

[Gordon H. <gha...@ma...>]

Okay, I can see how the toggling of the tax included button
is working.  Is then the correct procedure to create an
invoice:
 1) Pick a customer name, hit update, fill in rest of form,
    hit update, hit post.
 2) Fill in form including choosing customer, hit update,
    change tax included status if need be, update form,
    post.
 3) Something else?

Gord

Re: More invoices

[Dieter S. <dsi...@sq...>]

You can select the customer at the same time you fill in the first item.
Additionally you can specify a quantity for the item at the same time and
even fill in the paid field and select the account. All of which will
remain when you hit "Update Form". This saves two button clicks.

Generally it goes like this.

customer invoice

 1. select customer
 2. update form
 3. enter part number or description and optionally a quantity and discount
 4. update form
 5. edit price, enter quantity, discount, change description
 6. update form
 7. repeat step 3 & 6 for as many items you have
 8. enter amount in paid field
 9. select account
10. post invoice


Dieter Simader    http://www.sql-ledger.org   (780) 472-8161
DWS Systems Inc.     Accounting Software       Fax: 478-5281
=========== On a clear disk you can seek forever ===========

On Sun, 16 Sep 2001, Gordon Haverland wrote:

> 
> Okay, I can see how the toggling of the tax included button
> is working.  Is then the correct procedure to create an
> invoice:
>  1) Pick a customer name, hit update, fill in rest of form,
>     hit update, hit post.
>  2) Fill in form including choosing customer, hit update,
>     change tax included status if need be, update form,
>     post.
>  3) Something else?
> 
> Gord
> 
> 

Re: More invoices

[Gordon H. <gha...@ma...>]

I guess the concensus is I'm an idiot.  Fine, lets move on.

Entering all this old billing I have yet again, somehow I
ended up with 2 vendor invoices on the same date with the
same invoice number for the same amount.  I would bet the
only thing different between the 2 entries was the PostgreSQL
OID.  So, I deleted on of these duplicate vendor invoices,
and everything seems okay.  Everything balances anyway.

Next, I have run into a situation where my cost on purchasing
something from a vendor has gone down (it turns out quite a bit,
but I don't think the size of the decrement is involved).
If I update the "parts" entry for the new price on the day I
go to invoice the part, it invoices the part at the old price.
If I move the day that the part price decrease took effect a
day or a month, it still uses the old (higher) price.  I can
manually over-ride the price.

Gord

Re: More invoices

[Dieter S. <dsi...@sq...>]

If you enter an invoice again it is recorded again. The internal link
mechanism doesn't care whatsoever what you enter. For anyone who wonders
how you can add more than one invoice with the same information, you go
back in your browser's history and post it again. This is actually a
shortcut to post similar invoices.

The parts inventory works on a FIFO basies. What you put in first is taken
out first.


Dieter Simader    http://www.sql-ledger.org   (780) 472-8161
DWS Systems Inc.     Accounting Software       Fax: 478-5281
=========== On a clear disk you can seek forever ===========

On Sun, 16 Sep 2001, Gordon Haverland wrote:

> 
> I guess the concensus is I'm an idiot.  Fine, lets move on.
> 
> Entering all this old billing I have yet again, somehow I
> ended up with 2 vendor invoices on the same date with the
> same invoice number for the same amount.  I would bet the
> only thing different between the 2 entries was the PostgreSQL
> OID.  So, I deleted on of these duplicate vendor invoices,
> and everything seems okay.  Everything balances anyway.
> 
> Next, I have run into a situation where my cost on purchasing
> something from a vendor has gone down (it turns out quite a bit,
> but I don't think the size of the decrement is involved).
> If I update the "parts" entry for the new price on the day I
> go to invoice the part, it invoices the part at the old price.
> If I move the day that the part price decrease took effect a
> day or a month, it still uses the old (higher) price.  I can
> manually over-ride the price.
> 
> Gord
> 
> 

Re: More invoices

[Gordon H. <gha...@ma...>]

>> Next, I have run into a situation where my cost on purchasing
>> something from a vendor has gone down (it turns out quite a bit,
>> but I don't think the size of the decrement is involved).
>> If I update the "parts" entry for the new price on the day I
>> go to invoice the part, it invoices the part at the old price.
>> If I move the day that the part price decrease took effect a
>> day or a month, it still uses the old (higher) price.  I can
>> manually over-ride the price.

> ... parts sold as FIFO

This explanation doesn't work here.  I sell the part as soon
as it comes in, the inventory is only there for a few seconds.

Gord

Re: More invoices

[Dieter S. <dsi...@sq...>]

For anyone, Gord is Canadian, so his woes are related to the Canadian
version of the Gouge and Screw Tax (GST) The tax is a rather complex
matter on top of it too.

To clarify a few things for you, Gord.

 a) invoices from companies in the US to you are subject to GST (it
doesn't matter if you are registered or not) The company in the US does
not levi the tax but you or your broker are responsible for it.
 b) since you are not registered, tax for you is *not* an input tax credit
but is an expense


Now to your tax included woes.

you can check the box GST to indicate that a vendor / customer is taxable.
When you first create an invoice you get a selection menu with names, etc.
Everything is set for the initial vendor / customer. NOW, how do you think
the tax included field is affected when you change the name?

You created an invoice, selected a name, checked the box tax included,
entered the item and pressed "Update Form". Hmm, three things happened at
once here. The name changed from the initial, so we have to retrieve the
information for the vendor / customer, the part number was entered, so we
get the information for the part, we recalculate the prices in accordance
to the tax included field.

Do you understand now why the tax included field changed?


Dieter Simader    http://www.sql-ledger.org   (780) 472-8161
DWS Systems Inc.     Accounting Software       Fax: 478-5281
=========== On a clear disk you can seek forever ===========

On Sun, 16 Sep 2001, Gordon Haverland wrote:

> I did try to figure out how things worked, and I did ask questions.
> And I did try to follow suggestions put forward.
> 
> How is it that I am crying wolf, to notice that when I enter
> the information for something I have been billed, that it
> always undoes the setting of the tax included button?  Is
> this how an accounting program is supposed to work?  Sorry,
> I haven't been using them for long.  Where is the insult
> I've thrown?
> 
> Heck, I've just come to the conclusion that all the stuff 
> which I have entered over the last 0.75 days needs to be 
> deleted and redone anyway.  And it's going to be a long 
> process if I have to hit update twice before I post either 
> a vendor or a customer invoice.
> 
> To avoid anyone thinking I'm crying wolf or throwing insults,
> how do I redo this work?  I am recieving bills from vendors
> for 2 kinds of services: one from a US company where I never
> was charged GST (maybe I should have been, but wasn't), the
> other from a Canadian company where I was charged GST.  These
> are being forwarded to a customer, and I am not charging
> GST (yet)?  I will eventually have to charge GST, but until
> I reach some magic number I don't need to.
> 
> I think it's going to take me an hour or so to delete
> all the stuff I've entered.  If someone has some ideas as
> to how I can do this correctly, I would be happy to hear them.
> Otherwise, I'll continue to struggle and maybe things will
> work out this time.
> 
> Gord
> 
> 
>