diff --git a/content/applications/finance/accounting/reporting/analytic_accounting.rst b/content/applications/finance/accounting/reporting/analytic_accounting.rst index c9a229e106..59b53e9a7c 100644 --- a/content/applications/finance/accounting/reporting/analytic_accounting.rst +++ b/content/applications/finance/accounting/reporting/analytic_accounting.rst @@ -2,130 +2,188 @@ Analytic accounting =================== -Analytic accounting helps you track costs and revenues, as well as analyze the profitability of a -project or service. When creating your journal entries, the analytic widget allows the distribution -of costs in one or more analytic accounts. +Analytic accounting helps track costs and revenues and analyze a project's or service's +profitability. When creating journal entries, costs can be :ref:`distributed +` across one or more analytic accounts. -Configuration -============= +To activate this feature, go to :menuselection:`Accounting --> Configuration --> Settings` and +enable :guilabel:`Analytic Accounting` in the :guilabel:`Analytics` section. -Enable the :guilabel:`Analytic Accounting` feature by going to :menuselection:`Accounting --> -Configuration --> Settings --> Analytics`. +.. seealso:: + :doc:`Analytic budget ` + +.. _accounting/analytic_accounting/analytic_accounts: Analytic accounts ================= -The analytic accounts give an overview of your costs and revenue. +Analytic accounts give an overview of costs and revenue. -Access your existing analytic accounts by going to :menuselection:`Accounting --> Configuration --> -Analytic Accounting: Analytic Accounts`. To create a new analytic account, click :guilabel:`New`, -and fill in the required information: +To access analytic accounts, go to :menuselection:`Accounting --> Configuration --> Analytic +Accounts`. To create a new analytic account, click :guilabel:`New` and fill in the following +information: -- :guilabel:`Analytic Account`: add the name of your analytic account; -- :guilabel:`Customer`: select the customer related to your project; -- :guilabel:`Reference`: add a reference to make it easier to find the account when you are on your - bill; -- :guilabel:`Plan`: add an :ref:`analytic plan `; -- :guilabel:`Company`: if you are managing multiple companies, select the company for which the - analytic account will be used; -- :guilabel:`Currency`: select the currency of the analytic account; +- :guilabel:`Analytic Account`: Assign the name of the analytic account. +- :guilabel:`Customer`: Select the customer linked to the project, if applicable. +- :guilabel:`Reference`: Include a reference to make the account easier to find, if needed. +- :guilabel:`Plan`: Link the :guilabel:`Analytic Account` to an :ref:`analytic plan + `. +- :guilabel:`Company`: In a :doc:`multi-company ` environment, + select which company uses the analytic account. To make the analytic account accessible to all + companies, leave the field blank. +- :guilabel:`Currency`: Update the currency of the analytic account, if needed. -Then, fill in your :doc:`budget ` information. +Then, the :doc:`budget ` information can be filled in. -.. _analytic_accounting/analytic_plans: +.. _accounting/analytic_accounting/analytic_plans: Analytic plans ============== -The analytic plans allow you to analyze your accounting. For example, to track costs and revenues by -project or department. - -You can access the analytic plans by going to :menuselection:`Accounting --> Configuration --> -Analytic Accounting: Analytic Plans`. Click :guilabel:`New` to create a new plan. - -.. image:: analytic_accounting/analytic_plans.png - :align: center - :alt: create an analytic plan +Analytic plans group :ref:`analytic accounts `, +allowing the company to analyze its accounting, such as tracking costs and revenues by project or +department. -The following information must be completed: +To access analytic plans, go to :menuselection:`Accounting --> Configuration --> Analytic Plans`. +Click :guilabel:`New` to create a new plan, add a name, and fill in the following information: -- :guilabel:`Parent`: link your plan to another :guilabel:`Analytic Plan` to build a hierarchy - between your plans; -- :guilabel:`Default Applicability`: decide how your plan behaves in the widget when creating a new - journal entry: +- :guilabel:`Parent`: Link the plan to another analytic plan if a hierarchy between plans must be + built. +- :guilabel:`Default Applicability`: Define how the plan is applied when creating a new journal + entry: - - :guilabel:`Optional`: if selected, it is not mandatory to add the analytic plan in the widget; - - :guilabel:`Mandatory`: if selected, an orange bullet is visible in the widget next to the plan - until the analytic distribution is done (the bullet then turns to green); it is not possible to - confirm the entry if no analytic account is selected; - - :guilabel:`Unavailable`: if selected, the plan is not available in the widget. + - :guilabel:`Optional`: Adding the analytic plan is not mandatory. + - :guilabel:`Mandatory`: The entry cannot be confirmed if no analytic account is selected. + - :guilabel:`Unavailable`: The plan is not available. -- :guilabel:`Color`: select the color of the tag related to this specific plan; -- :guilabel:`Company`: add the company to which the plan applies; +- :guilabel:`Color`: Set a color for the tag related to this specific plan. -You can also fine-tune your plans' applicability by filling in the :guilabel:`Applicability` tab: +To fine-tune a plan's applicability, create a new line in the :guilabel:`Applicability` tab and set +the following fields: -- :guilabel:`Domain`: choose to which accounting document your plan applies; -- :guilabel:`Financial Accounts Prefix`: select the prefix of the account(s) to which this plan - should be applied; -- :guilabel:`Product Category`: decide to which product category the plan applies; -- :guilabel:`Applicability`: decide how your plan behaves in the widget when creating a new journal - entry. The applicability you set here always overrides the default applicability. +- :guilabel:`Domain`: Choose the accounting documents to which the plan applies. +- :guilabel:`Financial Accounts Prefix`: Enter the prefix of the account(s) to which this plan will + apply. +- :guilabel:`Product Category`: Choose the product category to which the plan applies. +- :guilabel:`Applicability`: Define how the plan is applied when creating a new journal entry. The + applicability set here always overrides the default applicability. +- :guilabel:`Company`: In a :doc:`multi-company ` environment, + select which company uses the plan. To make the analytic plan accessible to all companies, leave + the field blank. -Two smart buttons are available in the top-right corner: +Two smart buttons are available: - - :guilabel:`Subplans`: can be created to have a more complex analytic structure. Click the - :guilabel:`Subplans` smart button, and then :guilabel:`New` to add a subplan; - - :guilabel:`Analytic Accounts`: to reach the analytic accounts related to the plan. +- :guilabel:`Subplans`: To have a more complex analytic structure. Click the smart button, then + click :guilabel:`New` to add a subplan. This creates a parent-child relationship between the two + plans, and the :guilabel:`Parent` field of the subplan is automatically populated with the + original plan. +- :guilabel:`Analytic Accounts`: To access the :ref:`analytic accounts + ` linked to the plan. .. note:: - - The analytic widget is prefilled based on the applicability, and the - :ref:`Analytic Distribution Models `; - - Each analytic plan must have at least one analytic account. + Each analytic plan must have at least one analytic account. + +.. _accounting/analytic_accounting/analytic-distribution: Analytic distribution ===================== -Add a plan in the :guilabel:`Analytic` column when creating an invoice or bill. This field is -mandatory only if you previously linked your analytic plan to at least one analytic account. After -adding the plan, a **widget** opens where you can fill in the different information. You can add -**tags** to reflect the related analytic accounts and decide how to split the costs between the +The distribution of costs in one or more analytic accounts can be set in each :ref:`invoice/bill +` or :ref:`en masse +`. + +.. note:: + The analytic distribution is prefilled based on the applicability and the :ref:`analytic + distribution models `. + +.. _accounting/analytic_accounting/distribution-invoices-bills: + +Analytic distribution on invoices or bills +------------------------------------------ + +To add analytic distribution, click the :guilabel:`Analytic Distribution` column when creating an +:ref:`invoice ` or :ref:`bill `. + +.. note:: + The :guilabel:`Analytic Distribution` field is mandatory only if the :ref:`analytic plan + ` has been set as :guilabel:`Mandatory` in either + the :guilabel:`Default Applicability` field on an analytic plan or the :guilabel:`Applicability` + field on an analytic plan line. + +In the :guilabel:`Analytic` window, select the desired :guilabel:`Analytic Accounts` in the +different :guilabel:`Analytic Plans` displayed in columns. Then, split the costs between the accounts by modifying the percentage. -.. image:: analytic_accounting/analytic_distribution.png - :align: center +.. image:: analytic_accounting/analytic-distribution.png :alt: create a distribution template -.. _analytic_distribution_models: +.. _accounting/analytic_accounting/distribution-mass: + +Analytic distribution en masse +------------------------------ + +To mass-edit analytic accounts in several entries simultaneously, go to :menuselection:`Accounting +--> Accounting --> Journal items`, and select the ones that need to be updated. Click the +:guilabel:`Analytic Distribution` column and add the required distribution in the +:guilabel:`Analytic` column, then click the :icon:`oi-close` :guilabel:`(cross)` and +:guilabel:`Confirm`. The analytic distribution is then added to the selected journal items. + +.. _accounting/analytic_distribution_models: Analytic distribution models ---------------------------- -The analytic distribution models automatically apply a specific distribution based on defined -criteria. +Analytic distribution models automatically apply a specific distribution based on defined criteria. To create a new analytic distribution model, go to :menuselection:`Accounting --> Configuration --> -Analytic Distribution Models`, click :guilabel:`New` and set the conditions your model has to meet -to automatically apply: - -- :guilabel:`Accounts Prefix`: this analytic distribution will apply to all financial accounts - sharing the prefix specified; -- :guilabel:`Partner`: select a partner for which the analytic distribution will be used; -- :guilabel:`Partner Category`: this field is not visible by default: add it by clicking on the - columns selection button, and tick the :guilabel:`Partner Category` box. Add the partner category - for which the analytic distribution will be used; -- :guilabel:`Product`: select a product for which the analytic distribution will be used; -- :guilabel:`Product Category`: this field is not visible by default: add it by clicking on the - columns selection button, and tick the :guilabel:`Product Category` box. Select a product category - for which the analytic distribution will be used; -- :guilabel:`Analytic`: add the analytic accounts and their distribution; -- :guilabel:`Company`: select a company for which the analytic distribution will be used; -- :guilabel:`Analytic Distribution`: if the above conditions are met, the :guilabel:`Analytic plan` - defined in this field as well as the distribution to be applied between the different analytic - accounts is selected automatically on the entry. +Analytic Distribution Models`, click :guilabel:`New`, and set the conditions the model has to meet +to apply automatically: + +.. note:: + All specified conditions of an analytic distribution model must be met for the model to be + applied. To apply an analytic distribution model based on individual conditions, create separate + analytic distribution models for each condition. + +- :guilabel:`Accounts Prefix`: Apply the distribution model only to journal items involving an + account that begins with this prefix. +- :guilabel:`Partner`: Apply the distribution model only to journal items involving this partner. +- :guilabel:`Product`: Apply the distribution model only to journal items involving this product. +- :guilabel:`Company`: In a :doc:`multi-company ` environment, + apply the distribution model only to journal items involving this company. To apply it across all + companies, leave the field blank. +- :guilabel:`Analytic Distribution`: :ref:`Analytic distribution + ` that will be applied when the above + conditions are met. + +.. example:: + Any time a journal item is posted to the :guilabel:`Utilities (601000)` account, it should be + automatically distributed in the :guilabel:`Departments` analytic plan as follows: + + - 60% to the :guilabel:`Manufacturing` analytic account + - 30% to the :guilabel:`Marketing` analytic account + - 10% to the :guilabel:`Admin` analytic account + + To automate this distribution, the :guilabel:`Accounts Prefix` can be set to `601`, as + :guilabel:`Utilities (601000)` is the only account in the chart of accounts that begins with + `601`. + + If additional accounts such as :guilabel:`Electricity (601100)` or :guilabel:`Gas (601200)` are + available in the chart of accounts, the distribution will also apply to both since they share the + same prefix. + +To define more criteria, use the :icon:`oi-settings-adjust` :guilabel:`(adjust settings)` icon to +reveal more columns or click :guilabel:`View` on an individual analytic distribution model. + +- :guilabel:`Partner Category`: Apply this distribution model only to journal items involving a + partner in this category. +- :guilabel:`Product Category`: Apply this distribution model to journal items involving a product + in this category. .. tip:: - To **mass edit** several entries simultaneously, go to :menuselection:`Accounting --> Accounting - --> Journal items`, and select the ones that need to be updated. Add the required distribution in - the :guilabel:`Analytic Distribution` column, and click on the :guilabel:`floppy disk` icon to - save. The analytic distribution template pops up, and you can save it for later use. + Alternatively, it is possible to create an analytic distribution model from the + :guilabel:`Analytic` window by clicking :guilabel:`New Model`: + + - either when creating an invoice/bill and filling in the :ref:`analytic distribution + `; + - or when :ref:`mass-editing analytic accounts + ` in several entries simultaneously. diff --git a/content/applications/finance/accounting/reporting/analytic_accounting/analytic-distribution.png b/content/applications/finance/accounting/reporting/analytic_accounting/analytic-distribution.png new file mode 100644 index 0000000000..fa376a9eb8 Binary files /dev/null and b/content/applications/finance/accounting/reporting/analytic_accounting/analytic-distribution.png differ diff --git a/content/applications/finance/accounting/reporting/analytic_accounting/analytic_distribution.png b/content/applications/finance/accounting/reporting/analytic_accounting/analytic_distribution.png deleted file mode 100644 index f965fc08dc..0000000000 Binary files a/content/applications/finance/accounting/reporting/analytic_accounting/analytic_distribution.png and /dev/null differ diff --git a/content/applications/finance/accounting/reporting/analytic_accounting/analytic_plans.png b/content/applications/finance/accounting/reporting/analytic_accounting/analytic_plans.png deleted file mode 100644 index 53a1bbeec3..0000000000 Binary files a/content/applications/finance/accounting/reporting/analytic_accounting/analytic_plans.png and /dev/null differ