Part 1 of 2: Invoice creation
After selecting transaction type (invoice), recipient
Additional information: recipients are configured using the "contacts" button of the main screen (Hide additional information)
and transaction date you can add items Additional information: Products can be customized using the "products" button of the main screen (Hide additional information)
to your invoice.
On the next page you will be presented with a editable preview. This preview is based on the OpenOffice.org template defined for this transaction type in Administration|Template designer. The according template file is stored as
The last page will give you opportunity to print the invoice and/or to send the invoice by mail. Additional information: Sending by mail requires a mail server set up in Administration|Settings and an email address for the customer, which can be entered via the "contacts" button of the main screen. (Hide additional information)
Gnuaccounting will automatically assign the invoice a number Additional information: These numbers can be customized via Administration|Numbers and formats (Hide additional information)
, save the .odt and .pdf locally, attach the PDF to the mail and book your invoice. You can mark the invoice balanced by either
- entering the correct transaction number when you update your books (see part 2) or
- clicking the according "book payment" link in your todo window. By checking the "balance" checkbox there this will also give you the opportunity to use HBCI to ask your bank to withdraw the amount from your customers account. Additional information: This requires your bank details in Administration|Settings, the HBCI configuration in Administration|Configuration, your customer’s bank details and payment (method) debit via the main window "contacts" button. Your bank might have to assign you special HBCI privileges and will in general ask you to have the according customers sign debit agreements which you are supposed to archive. (Hide additional information)
Part 2 of 2: Bookkeeping
Double entry bookkeeping is a set of different practises with mutual checks. Gnuaccounting suggests to takes one of these checks as constructive help for valid bookkeeping instead of non-constructive check (if the bank account turnover matches the entries in the according ledger).
You can import your bank account via Interface|Bank account import, either from HBCI, Starmoney or Moneyplex. Additional information: There is a sample file called toimport-moneyplex-sample.xml in the samples directory. When you have performed all your tests and wish to switch to productive use please quit gnuaccounting and uninstall: a clean database will be created when Gnuaccounting is restarted. (Hide additional information)
Gnuaccounting currently uses the german "Standard Kontenrahmen", SKR accounting frame which means that one side of the imported entries (the credit or the debit side, according to whether you spend or receive money) will be "1200 Bank".
Please select the according contra accounts and enter a document reference in the Reference column. For outgoing, scanned or imported documents (the latter two via the main window’s documents button) you will have the possibility to select them from a drop down list.
Otherwise: Please number incoming documents on your own.
If the according entry contains a single VAT rate Additional information: VAT rates can be maintained on the Administration|Tax rates page (Hide additional information)
, please select it from the drop down box.
Please select one (click in the according row) or more (CTRL+Click) table entries and drag&drop them in the queue to be booked directly ("Book") or in the queue to specify additional processing ("More"), e.g. if the invoice contains multiple VAT rates or if you want to use HBCI to sent your bank an order to balance an incoming invoice Additional information: This requires your bank details in Administration|Settings, the HBCI configuration in Administration|Configuration, your customer’s bank details and payment (method) debit via the main window "contacts" button and of course the selection of the according contact in the details window (Hide additional information)
Should you have entries in your "More" queue the according window will show when you press the finish button.
- electronically submit your monthly VAT announcement to the german IRS offices using the Winston programme (Interface|Export VAT announcement) Additional information: This requires Winston to be installed and Winston’s outbox to be configured in Administration|Configuration (Hide additional information)
- export an overview of your bookings as OpenOffice.org calc document (Interface|Export as spread sheets). This you can use to do the rest of your taxes, either by using the data in the net income determination tab or by passing the report to your tax adviser to create your annual balance sheet.