SQL-Ledger Accounting Screens

For a full size picture click on the images.
The screens are a bit outdated and a lot of things have been added. What you see here is about 25% of all the things you can do but it gives you a general idea what it is all about. Bear with me I'll update the screens when I get around to it.

Chart of Accounts

Debits and Credits are added and displayed at the bottom. The links from the account numbers let you produce a report for each account for any time period. Further links point to the original transaction which then can be edited or deleted. Tables can be sorted by clicking on the headers.


Account Detail

A detailed list can be produced for all transactions for one account or limited to a date range. The list includes transaction posted entered though the AR, AP and GL module. Every transaction may be edited by clicking on the source.


Add GL transaction

You can split your GL transactions into as many accounts as needed. Debits and credits are compared before posting. If the amounts do not equal you cannot post until corrected. The source and comment fields are free-form text fields.


Search for Accounts Receivables transactions

You can select a customer, enter an invoice number, transactions dates, a from date and/or a to date select open invoices (invoices which have not been fully paid for). If you do not enter any data and click on the Search button all transactions will be listed.


List Accounts Receivables transactions

Transaction can be sorted by Invoice, Transaction Date, Due Date or Customer.


Add Accounts Receivables transactions

You can chose to which accounts you want to record your receivables, where to record the sales, taxes and the amount paid. Tax fields are added dynamically from the chart of accounts.


Inventory Received

Parts and services are recorded through the inventory received module. This is a replica of the invoice from your vendor. Parts are placed in inventory or if they were sold already expensed to a COGS account.


Inventory List

The list shows all your parts and services or a subset of parts and services limited by the search screen preceding this screen. To edit the part or service item you simply click on the number. Parts and services are linked to various account numbers to keep track of sales and expenses. The list can be sorted by number or description.


Edit Inventory

Every item is linked to an inventory account, sales and cost of goods account and tax accounts.


Edit Assembly

Assemblies can be made up from parts, services and assemblies. The assembly is linked to an income and tax accounts so when you sell the assembly, income and taxes are recorded in the accounts. Expenses and taxes paid for by the individual items are recorded in their respective accounts. Individual items can be edited right from the assembly screen. When you save the item your assembly will be updated too. Assemblies are always created and if you change your mind that you do not want the assembly simply delete it.


Stock Assembly

Since you build and not purchase assemblies there is a function to stock your assembly. When you stock the assembly inventory levels for the individual items are adjusted and the item is then no longer in inventory but part of the assembly. The Re-Order Point for the assembly is used to calculate how many should be in stock.


Add Service

Services are entered through the same screens as inventory items except not all the information shows up on screen.

The account links are used to automatically record income and expenses.


Detail screen for Invoices

This is where items are added to the invoice. You can enter a number or description to retrieve the item. If more than one item is found you can chose from a list. All retrieved items are linked to accounts and when posted all account balances are updated.


Select Item

If more than one item is found you can chose from a list.


Print Invoices

Invoices are produced from a template. You can also setup different templates for the same company to provide a different invoice.


Vendor List

List of vendors on file. Can be limited by a search criteria entered.


Edit Vendor

Lets you edit or delete a vendor.
The customer screen is almost the same as the vendor screen except for additional fields for shipping information.


User Preferences

Every user can edit their own preferences. Some items such as template directory or database to use are only available to the administrator. Default accounts and tax rates are the same for everyone working with the same database. Fields for tax accounts are dynamically added based on the chart of accounts.


Chart of Accounts Setup

The chart of accounts is the heart of the whole system. Anything done here will change transactions throughout the system. If an account is deleted, all the individual entries you have made to the GL, AR, AP, invoicing system are also deleted. If you change the account number all the transactions are also updated.


Edit Account

Here you can specify what type of account, account number, description, how to link it, edit the balance and if you want to include the account in selection lists in the AR, AP and IC system. You can also indicate if the account should be listed as a Tax account in the AR, AP screens and if it should be included in the customer / vendor / parts / service screen to flag the customer / vendor / part / service taxable at the rate set for the tax.


Administration

The admin script is a front-end to edit the members file, create the template directory if it does not exist and remove the directory if you delete a user. The screen to add / edit a user is the same as for editing preferences with additional fields to specify the template directory and parameters for the database.


Access Control

Access to all menu items can be enabled / disabled. Here is a screen with access to some Inventory menus only. The "Setup" link is also disabled so the user cannot change the preferences either.