accounting example for purchasing inventory, and physical varience

I know in Sharon Foga's book on accounting there is  a nice tutorial for doing a sale.
Has all the steps to configure ofbiz, including tax auth etc.
Is there any examples of purchasing inventory, and adjustments.
My boss does not want to use sales order in ofbiz. He wants to use physical varience via service from our POS. He does want to use the requirements->P.O.-> receiving to get inventory in the system.
My next task is to do some reports Cost of goods dsold was top of the list. I am thinking of using inventory counts for begining +purchases - ending = COGS.  In any event if any one knows of tutorials let me know, if you have had to set up Ofbiz to record adjustments in inventory, or receiving maybe you could let me know what needs to be configured in the Chart of accounts etc. I can try to figure it out by looking at the example for sales.

[Sharan-F]

Hi Joel

I’m not very familiar with POS but off the top of my head I would say that it sounds like just like an immediately fulfilled sale.

If I assume that your ‘shop’ is also your warehouse then when your customers buy things you want the stock levels to be immediately adjusted.  I’m not sure if you’ve seen it but you can set the generation of ‘Requirements’ at a product level in the ‘Inventory’ drop down on the main product screen. (Requirement Method Enum Id)

At the point of sale you will probably want the Sales Invoice Transaction (to print as the Sales receipt) and Sales Shipment Transaction (to adjust inventory and remove the products that have been sold). You might be able to do it with configuration but I’m not sure how POS will handle an Incoming Payment transaction with no Sales Order.

If you ‘re going to be using Purchase Orders then OFBiz will manage the receiving and inventory part of that pretty much out of the box.  

Thanks
Sharan

[Pierre Smits]

Joel,

It seems you're getting quite versed regarding using the POS functionality
of OFBiz. Would you mind considering to evaluate the existing issues
related to the POS component? And perhaps also the issues to the WebPOS
component?

For an overview of the POS issues, have a look at:
https://issues.apache.org/jira/issues/?jql=project%20%3D%20OFBIZ%20AND%20resolution%20%3D%20Unresolved%20AND%20component%20%3D%20%22specialpurpose%2Fpos%22%20ORDER%20BY%20priority%20DESC

For an overview of the WebPOS issues, have a look at:
https://issues.apache.org/jira/issues/?jql=project%20%3D%20OFBIZ%20AND%20resolution%20%3D%20Unresolved%20AND%20component%20%3D%20%22specialpurpose%2Fwebpos%22%20ORDER%20BY%20priority%20DESC

Best regards,

Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

On Tue, Oct 21, 2014 at 1:41 PM, Sharan-F <[hidden email]> wrote:

> Hi Joel
>
> I’m not very familiar with POS but off the top of my head I would say that
> it sounds like just like an immediately fulfilled sale.
>
> If I assume that your ‘shop’ is also your warehouse then when your
> customers
> buy things you want the stock levels to be immediately adjusted.  I’m not
> sure if you’ve seen it but you can set the generation of ‘Requirements’ at
> a
> product level in the ‘Inventory’ drop down on the main product screen.
> (Requirement Method Enum Id)
>
> At the point of sale you will probably want the Sales Invoice Transaction
> (to print as the Sales receipt) and Sales Shipment Transaction (to adjust
> inventory and remove the products that have been sold). You might be able
> to
> do it with configuration but I’m not sure how POS will handle an Incoming
> Payment transaction with no Sales Order.
>
> If you ‘re going to be using Purchase Orders then OFBiz will manage the
> receiving and inventory part of that pretty much out of the box.
>
> Thanks
> Sharan
>
>
>
>
> --
> View this message in context:
> http://ofbiz.135035.n4.nabble.com/accounting-example-for-purchasing-inventory-and-physical-varience-tp4657115p4657163.html
> Sent from the OFBiz - User mailing list archive at Nabble.com.
>

Thank you Sharon,
I guess what I was asking was what setups in ofbiz need to be made to see P.O.
You have in your tutorial how to do it for a sale (using ecomerce).
I was able to do that tutorial and see the accounts updated in the trial balance (even with a sale using Order entry).

What I need to see in the GL is activity involving physical inventory varience (available through facility).
Also I need to see purchase orders (us buying stuff) the way I see sales.

I am not 100% sure it posts physical inventory variances to the GL (but I dont see how it can not and still do accounting).

If I study your example a bit (ran through it again yesterday) maybe it will sink in how you get from sales order to GL, and I can figure out what needs to be configured for physical variance and P.O.

Pierre,

I wish I could say that was true. The POS we are using is something written in ruby by another worker.
I am using ofbiz to automate the inventory control of a restaurant.
I fired up POS in 12.04 just to check it out, but I am not versed, sorry to say.

I did modifications to the front end of several screens to get a simpler interface for our users.
I have screens for adding a supplier, setting min qty and supplier for products, requirements (moved MRP to this screen to generate requirements based on min qty), P.O., receiving, and Inventory Qty adjustment.
The idea is our POS creates the products, and as sales are created it removes them. Everything else is in ofbiz. I did convert QTY based on a factor (so we can stock it in one qty and the P.O. and receiving uses a different qty, inventory is placed into the system in the original qty based on the min qty set. (stocking versus supplier). I did an EDI system as well, and new screens for shipping address, and company address.

Now I need reporting.

[Sharan-F]

Hi Joel

I’m not sure I completely understand you.

Are you asking about any (or) all the following

• setting up the chart of accounts for managing purchase orders ? (GL account type mappings etc)
• processing purchase orders (e.g creating them manually or from requirements and then receiving the products from suppliers)
• creating the supplier invoice and generating the outgoing payment to the supplier
• verifying that the inventory balances have been updated and also the chart of accounts based on the inventory receipt

Or was it something else?

Thanks
Sharan

Sharan-F wrote

• setting up the chart of accounts for managing purchase orders ? (GL account type mappings etc)
• creating the supplier invoice and generating the outgoing payment to the supplier
• verifying that the inventory balances have been updated and also the chart of accounts based on the inventory receipt

The above. I have the create a P.O. and receive it down ok. I did confirm my invoice does not have any items on it (I must of broke that, and will have to figure it out before I can get it to update accounting).
But what do I need to configure in GL account mapping. I have it set up to show sales orders, so all that mapping is complete. In the book I think you say something like this can work for P.O. as well. But I assume I have more to do. I tried adding a purchase map (like I did for Order entry).
Also can physical inventory adjustments be mapped so If I remove inventory because it was damaged it reflects in the gL? The ultimate goal is reporting. I can probably do something using inventory detail, but if it can all be mapped properly to the GL it would be better. I did not see any accounting reports for inventory other than inventory values which does not appear to show physical inventory variance changes.

You do a great job of describing it in your book, and I did read it.
I gave it a shot, and am sure I can figure it out eventually if your busy.
But if you know off the top of your head what stuff needs to be hit that would help much in regards to that.

Also you go over the whole invoice stuff very well, so I understand that ok. Thats when I discovered I have an issue when I was looking to see what my P.O. Invoice was looking like.

I should go try one using the original ofbiz P.O. and see if any post to GL in my first try at mapping.
I mean in Order entry (sales ) you have me do inventory, so I figured I just need a purchase map?

I like the section where you talk about agreements. I simplified my P.O., so some of that stuff is not visible to my users. I am pretty sure thats why my P.O. Invoice is empty. It said it created a shipment, but I dont think its getting created.

Maybe it did work ok with what I added, (or perhaps out of the box with the stuff I did for sales from the books tutorial).

I did some stuff in the P.O.  interface and see trial balance entries for Inventory, Uninvoiced item receipts and inventory shrinkage.

I will have to play around and see if I can under stand it. Maybe it is because I did the changes yesterday and the report today shows them, but the same day might be an issue, or perhaps I just messed up the code that processes P.O. and variances.

I will study it and see if I can figure out whats up.

Am I correct in saying there is not a cost of goods report?
If my boss does not use sales to remove inventory, I will not get that information from accounting?

Well I like the Accounting module (first time I looked at it much).
I did the report (transaction totals) you mentioned in your book.
I could see the inventory shrinkage and confirmed it was a result of physical inventory variance.
I have a unique problem because of my customization. I will play with it more.
I like the way you can select a account and then drill into the detail.
Whoever coded it did a very easy to use interface.

[Sharan-F]

Hi Joel

Here's what I can quickly put together for you so hope it helps.

Setting up the chart of accounts for managing purchase orders
Global GL Accounts: Invoice Item Types
On a global level you can setup the invoice item types (Look for the purchase invoice ones – they are the ones that start PINVOICE or PINV). You can setup the account that each line item type will map to.

Organization GL Settings : Purchase Invoice
At an organisation level check that the default invoice item types are being brought through from the global setup by checking the “Purchase Invoice” GL Account default.  (I’m assuming that your Sales Invoice default already contains some mappings) .

I did find an error with the demo data purchase invoice setup. The details of the Jira are here.

https://issues.apache.org/jira/browse/OFBIZ-5641

Essentially don’t map a purchase product invoice line to the Inventory Account. Map it instead to Uninvoiced Item  Receipts (or else your accounting figures will be wrong).

GL Account Type Default
Here you will probably need to setup a mapping for the following:

-Accounts Payable
-Accounts Payable Unapplied Payments
-Inventory
-Inventory Item Value Adjustment

Payment Type / GL Account ID
Map Vendor Payment to Accounts Payable – Unapplied Payment

Variance Reason Account ID Default
This is where you map which account to use if you have a variance due to damage, theft or overstock. Your manual adjustments should work.  (NOTE: In Facility when you do a physical inventory variance, you enter the reason code and this should link to the account you mapped). I dont see any reason why the chart shouldnt be updated on an manual adjustment - so hopefully OFBiz should track this for you.

In the demo they have an Inventory Shrinkage account that they use except for the Sample that is marketing/promotion

Hope this helps.

Thanks
Sharan

It is a big Help. Much appreciated.

I will have to solve my custom issue (conversion factor is used when purchasing/receiving, and the GL is getting the non factored values) first if I am to do any accounting reports off accounting information. I may go to the inventory detail.

I guess it must have some default accounts configured as I am seeing variances, but doing different account for each of the values will be essential (have to choose one for sales activity, so I can see P.O.).

Essentially I need to get (beginning inventory + purchases) - ending inventory = COG.