webBooks-Accounting

The vast majority of organizations will require the use of a module that will handle the accounting aspects of the business. Currently this extension allows interaction with the accounts receivables, accounts payable, general journal, general ledger, and the balance sheet. The appointed personel of the company that will manage the accounting will typically only use the first three tabs of this module, and the actual accountant utilizing the final two in order to get the balance sheet to balance. Of course either of those groups of people can manipulate the data in all the tabs, but generally the usage described above will occur.

Tabs

Each module will contain several tabs that help group the various types of associated information. Below we will cover the details of each one currently available in the latest release of the module.

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This tab is found in each module as the way to access helpful documentation and, when clicked, will load this wiki page for the module. Of course, you can always go directly to our wiki and read through the entire software documentation.

Receivables

For simplicity of user interaction, ALL receivables collected by the organization are input in webBooks using this tab, no matter what particular ledger the item may actually belong. If the company has the 'Quotes And Invoices' module installed, you will find automatic population of all non-quotes within this tab. In instances where the organization does not use that module, this tab will still operate with other ledger accounts that have been created.

The first thing you will see is the familiar group of buttons, '*', '+', '-', and 'Update' which will clear the form for new input, add a new record, delete a selected record, and update a selected record respectively. This particular tab has a few of these that are disabled, '+' and '-', because the records contained within the list are pulled from a particular module, not something that can be added or removed from this area of webBooks.

Account

This listbox contains all the default and user-defined accounts that the selected entry from the below list belongs to. By selecting an entry from this list, you can assign the account that the invoice or lease is associated with. More often than not, this value should remain 'Receivables', but for flexibility the employee can attribute certain entries with a different account. It is important to note, however, that the values contained in this tabs' listbox will only be the 'Receivables' and all user-defined accounts since the other default accounts are not applicable here.

Invoice No

A non-editable field, this value represents the invoice number of the selected entry from the list.

Invoice Amt

Another non-editable field, this textbox will contain the invoice amount.

PO Number

As the name suggests, here you will find any Purchase Order (PO) number that is associated with the selected invoice.

PO Amount

Another easy to identify field, this one relates to the amount of the associated Purchase Order (PO).

Note

This field will allow you to associate a note with the selected invoice.

The section to the right of the above fields contains the ability to enter all the payments for the selected invoice. It is broken down into several values that are explained below. It should also be noted that any amount of payments can be entered per selected invoice in order to satisfy the total owed. They can be all of the same or different types.

Received

The date that the payment was received, not the day the deposit was made at the bank! See the 'Deposited' field below for additional information.

Type

The selection with this listbox will specify the type of payment currently being entered. You should also notice that changing this value will also change the value to be entered in the 'Tag' field. For example, if the value here is 'card', then the 'Tag' would become the confirmation number of the credit card charge.

Amount

The amount associated with the charge currently being entered.

Deposited

Since bank deposited funds are not always available the same day, this field allows you to specify when they have cleared and become available for use.

Tag

This field contains a variety of values based on the 'type' value from above. To help make sure the employee knows what value is supposed to be entered here, the placeholder text will change dynamically as the 'type' is adjusted.

NOTE: After the above fields, there is a list so that multiple payments can be entered per invoice if necessary.

Payables

Similar to the 'Receivables' tab, this tab lists all the invoices from your debtors (e.g. vendors, service providers, etc) but require manual input if your webBooks is not paired with their organization. Also, the page contains the same basic layout as the 'Receivables', but with a few additional fields. You may also notice at times there are entries that are entered in the list below that no employee has entered. That is because anyone that you have paired your webBooks with will automatically have their invoices sent electronically to you (and vice versa).

Again, you will notice the first several form object are the typical series of buttons, '*', '+', '-', and 'Update'. Unlike the 'Recievables' tab, all the buttons are available for use on this tab.

Account

This listbox contains all the default and user-defined accounts that the selected entry from the below list belongs to. By selecting an entry from this list, you can assign the account that the invoice or lease is associated with. More often than not, this value should remain 'Payables', but for flexibility the employee can attribute certain entries with a different account. It is important to note, however, that the values contained in this tabs' listbox will only be the 'Payables' and all user-defined accounts since the other default accounts are not applicable here.

Invoice No

This value represents the invoice number of the selected entry from the list.

Invoice Amt

This textbox will contain the invoice amount.

Payment Terms

The payment terms set forth by the originator of the invoice.

Due On

The date which specifies the due date of the invoice.

Receipient

The name of the debtor who sent the invoice. Entering a value and pressing 'Enter' will bring up a results list so you can find the correct account to assign the bill.

Note

This field will allow you to associate a note with the selected invoice.

Also like the 'Receivables' tab, this one is broken into two section so that you can enter a single or multiple types of payments to fulfill the invoice amount. Some of these fields are different than the ones used on the 'Receivables' tab, so they will be covered below:

Created

This is the date in which your payment to the debtor was created. See the 'Cleared' value below for additional information.

Type

The selection with this listbox will specify the type of payment currently being entered. You should also notice that changing this value will also change the value to be entered in the 'Tag' field. For example, if the value here is 'card', then the 'Tag' would become the confirmation number of the credit card charge.

Amount

The amount associated with the charge currently being entered.

Cleared

Since bank deposited funds are not always available the same day, this field allows you to specify when they have cleared and been removed from your bank account.

Tag

This field contains a variety of values based on the 'type' value from above. To help make sure the employee knows what value is supposed to be entered here, the placeholder text will change dynamically as the 'type' is adjusted.

NOTE: After the above fields, there is a list so that multiple payments can be entered per invoice if necessary.

Journal

This tab allows employees to add any additional transactions that have not been entered in the prior two tabs and should constitute ALL the transactions of the business regardless of their associated ledger.

Account

This listbox contains most of the default and all of the user-defined accounts setup from the 'Ledger' tab. By selecting an entry from this list, you can assign the account that the journal entry is associated with.

Date

The value here defines the date that the journal entry occurred.

Description

As the name suggests, this is a small description of the journal entry.

Reference

Another variable value entry, you can enter any reference information associated with the journal entry. This can be things like check numbers, credit card approval numbers, and more.

Amount

This is the amount of the journal transaction. The values here can be negative or positive indicating a debit or credit respectively.

Note

This field will allow you to associate a note with the selected (or new) ledger entry.

Ledger

This tab is used to create any user-defined accounts that will get added to all the 'Account' listboxes throughout this module. The information selected in the header when creating a new account will be used on the 'Balance' tab to create the proper layout for the organizations accountants.

Payoff Date

The date associated with the payoff of the account. Because all accounts don't have a payoff date (e.g. bank account as opposed to a car loan account), this value is optional when adding new accounts to the list.

Description

The short description of the account.

Account No

The account number associated with the ledger account.

Account Type

This field is also used by the 'Balance' tab and identifies where the account belongs within that table.

Note

This field will allow you to associate a note with the selected (or new) ledger account.

Balance

This tab is a non-editable tab. It is configured based on the information from all the other tabs and is used to make sure that all your accounting balances properly. This can also be used to quickly see the balances in the various accounts that were setup for your organization.

Buttons

This module currently does not have any buttons mentioned in this section.