[BRUKERHISTORIE] Adding accounting information to database entry [NSG]

[MadsBDamgaard]

As a system user (of Reference Implementation or actual business system) I wish to add a 4- or 5-digit accounting code to any database entry. So that I can categorize and instantly aggregate the price information, VAT charge and other taxes from each database entry and its associated transaction documents.

Relatert til brukerhistorie: Informasjonsforvaltning/behov_NSG#6 Relatert til epos: Informasjonsforvaltning/behov_NSG#2

Lenke til design: Lenke til løsningsarkitektur:

[ekoskent]

• I think we shouldn't limit the length of accounting code/reference.
• Instead of database entry, I would suggest we use accounting entry
• Transaction document = voucher document (?)
• The accounting information is not static but in certain periods (for some a month end, for most the fiscal period end) the books need to be closed and nothing can be changed after that.
• instead of changing the entry already made, we can create another entry with the same accounting reference but with opposite sign (+/-). This way the balance is nulled for instance in accounts payable when the we see the payment in the bank statement and we can reconcile the payment to the open invoice and to which account it was written. There are samples of this in the NSG2 Taltio demo materials.

[Makinvu]

Every accounting entry has two sides (debit/kredit). So when the purchase invoice is coming in, it gets payables account no (kredit), this can be set as default. the other side is cost account (debit), purchase, phone, transport etc. If we want to upload transactions immediately in to DB, then the cost account will be added later (or edited afterwards from some default account no). Payable amount is always the total amount of the invoice and the other side is divided between cost and VAT accounts (if there is deductible VAT). Payment doesn't influence to the account numbers. An open invoice is first payable and the payment sets payable account to 0. So in the end there will be only bank account no with total amount (kredit (-)) and cost without VAT (debit (+)) and VAT receivable (debit (+)).

[MadsBDamgaard]

I will go ahead and remove this from the initial user story: "The accounting information added is not static, in the case of database entries related to transactions (invoices). These are always dependent on the eventual payment of the invoice, so that the incoming or outgoing invoice first receives one accounting code upon receival/creation. When payment is registered (that is, when a bank statement is loaded in the database that matches the invoice), then the first accounting code is overwritten with a new code."

[ekoskent]

The accounting information is added automatically to the structural vouchers during the XSLT transformation. For the vouchers that are missing accounting reference data / non-structural vouchers we must use the create entries / update entries API.

[MadsBDamgaard]

reference document of the used accounts in the synthetic data: https://docs.google.com/document/d/136VTlmAjHU79XBIhFqIVhYns-H3X_-Se3K7dvnRuweI/edit

[ekoskent]

The accounting details may be updated to the transaction details by using the update transaction API. See Informasjonsforvaltning/behov#354