Get your Money in

Get your Money in

OpenERP provides many tools for managing customer and supplier accounts. In this part we will explain:

  • financial analysis of partners, to understand the reports that enable you to carry out an analysis of all of your partners,

  • multi-level reminders, which is an automatic system for preparing reminder letters or emails when invoices remain unpaid.

  • detailed analysis of individual partners.

Financial Analysis of Partners

When members of your accounting department sign in to OpenERP, they can immediately be presented with the Accounting Dashboard. By default, it contains company analysis according to account type. You can also call the dashboard from the menu Reporting ‣ Dashboards ‣ Accounting.

To obtain a more detailed report of the aged balance (or order by past date), use the menu Accounting ‣ Reporting ‣ Generic Reporting ‣ Partners ‣ Aged Partner Balance.

When you click that report, OpenERP shows a wizard asking you for the chart of accounts, the start date of the analysis period and the size of the interval to be analysed (in days). The start date will determine which documents will be included in the report (document date until the selected start date) and it will serve as a reference date to calculate the amounts due for the selected interval. You can print an aged partner balance for Receivable Accounts or Payable Accounts of for both at the same time. The analysis direction may be Past (for entries that are due) or Future to keep track of your cash flow in the next days or weeks (according to your selection). OpenERP then calculates a table of credit balance by period. So, if you request an interval of 30 days, OpenERP generates an analysis of creditors for the past month, past two months, and so on. An ageing balance will indicate how much of the accounts receivable is overdue. It also reports how far overdue the accounts are (number of days).

Tip

Aged Partner Balance

This report works best of you use payment terms or if you set a due date yourself.

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Aged Balance in the Future using a 30-days Period

For an analysis by partner, you can use the partner balance that you get through the menu Accounting ‣ Reporting ‣ Generic Reporting ‣ Partners ‣ Partner Balance. The system then supplies you with a PDF report containing one line per partner representing debit, credit and balance. The total is displayed per account receivable.

 fi_account_partner_balance_61

Partner Balance

If you want detailed information about all invoices, credit notes and payments related to partner, print the partner ledger from the menu Accounting ‣ Reporting ‣ Generic Reporting ‣ Partners ‣ Partner Ledger. You can choose to print one partner per page.

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Partner Ledger

Furthermore, OpenERP also provides statistics about individual account entries, invoices and treasury, for instance. To look up statistic information about your accounting, explore the menu Reporting ‣ Accounting. There you will find Invoices Analysis, Entries Analysis and Treasury Analysis etc.. By default these statistics are displayed as a list which you can filter to fit your needs. Standard filter buttons, extended filters and grouping features allow you to make an in-depth analysis of your accounting. But the list is not all OpenERP has to offer. These statistic reports can be displayed as a graph simply by clicking the Graph button at the top right side of the screen. Notice that graphs allow for only one Group by function at a time.

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Entries Analysis Graph View

Tip

Exporting Entries

Remember that you can export all types of resources in OpenERP. You can go to the More button at the top centre of any view. The Export feature enables you to easily create your own analysis in tools such as Microsoft Excel or Calc (LibreOffice or OpenOffice), simply by exporting accounting entries.

Multi-step Reminders

To automate the management of follow-ups (reminders) you should install the moduleaccount_followup (or select the Manage customer payment follow-ups option in the Settings -> Configuration -> Accounting -> eInvoicing & Payments).

This module is integrated with the email features of OpenERP. Ask your system administrator to define the smtp server through the menu Settings ‣ Technical ‣ Email ‣ Outgoing Mail Servers.

Once the module is installed, configure your levels of follow-up using the menu Accounting ‣ Configuration ‣ Follow-Up Levels.

Note

Follow-ups

You can define only one follow-up cycle per company, because you cannot link the follow-up cycle to a partner.

The levels of follow-up are relative to the due date; when no payment term is specified, the invoice date will be considered as the due date.

For each level, you should define the number of days and create a note which will automatically be added into the reminder letter. The order in which you define the various follow-up levels determines the order in which letters will be sent.

Example of Configuring Follow-up Levels

Sequence

Level

Days

Description

1

Level 1

15 days net

First payment reminder

2

Level 2

30 days net

Second reminder

3

Level 3

45 days from end of month

Put on notice

To obtain a detailed statistical report of sent follow-ups go to the menu :menuselection:` Reporting –> Accounting –> Follow-ups Analysis`. This screen will let you analyse your reminder data in various ways, e.g. by follow-up level, by partner or for a combination of these data. You can also group by LatestFollowup Date or Partner, for instance.

The different reports are standard OpenERP screens, so you can filter them and explore the elements in detail

fi_account_followup_sent

Analyse your Turnover

Analyse your invoicing in OpenERP through the Invoices Analysis screen from the menu Reporting ‣ Accounting ‣ Invoices Analysis.

In this statistic report, the columns displayed will vary according to the selections and grouping made, thus making it a very flexible report to analyse your invoices.

This report provides an overview of what has been invoiced to your customer as well as the average payment delays. To see the average due delay, make sure to group by Due Date. You can easily group by partner, product category, … or select only invoices that have not been confirmed yet.

This is also an easy way to check your sales people’s impact on turnover. You can see your turnover per product category, per salesman, per partner and many more options.

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Analysing your Invoices

To quickly see the total turnover per customer in a graph view, group by Partner and click the Graphbutton to change to graph mode.



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