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This master file refers to the books of accounts or document(s) used by the company in recording billings for services rendered. Most service companies used Billing Invoice (BI) to record collections. Setup the this master file based on your accountable forms registered with the BIR. The system is shipped with pre-defined books of accounts. You can add or delete the books based on your company requirements. If you are required to maintain separate books for the branch, you can create books for each branch but you have to update first the Branch master file.
Step-by-step instructions:
1. Click Cenral Menu. Your Central Menu maybe different from the screenshot below as each user can have different menu and access rights.
2. Select Systems->Project Contract Managemeng.or Systems->SALE OF SERVICES-Simplified
3. Double-click Master Files -> Books Of Accounts Setup - Billings. You will be redirected to Books of Accounts Setup - Billings tab window.
For SALE OF SERVICES-Simplified system:
4. Add or delete the documents to be used in recording Billings. It's recommended to set Inactive than deleting the records.
5. Click Save when done. You can update this file from time to time.
Data Definition:
Database Table Name: ar_BooksOfAccount
Primary Keys: CoID+DocType
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Column Name
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Sample Value
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Description
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CoID
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ABC
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This is automatically filled-up by the system based on the current company
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DocType
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BI
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DocType refers to the document type. This is usually printed as part of the document number. Ex: BI-00001 = BI is the doctype and 00001 is the document number of DocNo. For branch, you can add the branch code. Ex: HO-BI
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DocDesc
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Billing Invoice
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Document description of the book.
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DocModeID
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Manual
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Manual = the DocNo is manually encoded
Continues = the DocNo is automatically supplied by the system in chronological order
Yearly = the DocNo is reset every year and it contains the Year as prefix: Ex: 2019000001
Monthly = the DocNo is reset every month and it contains the Year and Month as prefix: Ex: 20190100001 (Year=2020 and Month=01 and actual no. = 00001
Refers to the document numbering mode that the system will be used to generate the document number. See Document Numbering Mode for details.
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DocDefinedLength
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5
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Refers to the length of the document number. The system uses 0 padding for uniformity of length. Ex: 00001 for DocDefinedLength = 5. It will be padded with 0.
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Status
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A
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A=Active; I=InActive
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Createdby, DateCreated, Modifiedby, DateModified
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These columns are called audit trails. Their values are auto-generated. One who created or modified the app. It is assumed that the current user is the one who created or modified the record.
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