Welcome to the accounting module user guide !
This article aims to help you get started with this module. You will learn how to configure and generate your invoices and payments.
ℹ️ Before you begin
Before you begin configuring the module, here’s some information you should know :
- The accounting module is available with the Castle subscription plan ;
- The module can be activated from Settings › Modules ;
- Hector does not process transactions. Rather, it records them for better tracking and management.
📃 Invoices
● Settings
📍 Invoices configurations are available from Settings › Accounting › Invoices.
Configuration
1. Prefix : If a prefix is entered, it will be displayed before each invoice number automatically generated by Hector.
2. Invoice Issuer : Allows you to choose whether invoices will be issued in the name of your organization (Instance option) or in the name of a specific store (Stores option). You can also select both options in the settings. This will allow you to choose between these options when creating an invoice.
3. Default Invoice Issuer : If you have selected both Instance AND Stores in the Invoice Issuer configuration, this option allows you to specify which will be selected by default when creating an invoice.
4. Billed Entity : Allows you to choose whether invoices will be billed to users (Users option) or to customers (Customers option). You can also select both options in the settings. This will allow you to choose between these options when creating an invoice.
5. Default Billed Entity : If you have selected both Users AND Customers in the Billed Entity setting, this option allows you to specify which entity will be selected by default when creating an invoice.
6. Payment Terms : Allows you to create and customize payment terms. The expiration date of each invoice will be automatically calculated based on the selected payment term.
Display
This section allows you to customize the display of the invoices grid, which is available from the Hector side menu under the Accounting module.
Forms
Invoices forms are fully customizable. Learn more.
● Generation of an invoice
Below are the different options available for generating an invoice :
From scratch
It is possible to create a new invoice from scratch. Here are three ways to do so :
1. Horizontal Menu
2. Side Menu
3. Invoices Grid
From a user card
It is possible to create an invoice from a user. When doing so, the field below will be automatically populated in the invoice form :
- Billed to : User from whom the invoice was generated
From a customer card
It is possible to create an invoice from a customer. When doing so, the field below will be automatically populated in the invoice form :
- Billed to : Customer from whom the invoice was generated
From a loan
It is possible to create an invoice from a loan. By doing so, the following fields will be automatically filled in the invoice form :
- Issuer : Stockroom associated with the loan
- Billed to : User (requester) associated with the loan
- Lines : All assets associated with the loan
💡 Don’t want all assets associated with a loan to be added to your invoice? You can choose which assets will be billed via the loan card.
From a loan penalty
It is possible to create an invoice from a penalty to bill for a delay, equipment damage, or even theft. When doing so, the fields below will be automatically filled in the invoice form :
- Issuer : Stockroom associated with the loan
- Billed to : User (requester) associated with the loan
- Lines : The penalty associated with the loan (and its amount)
Option 1
Option 2
It is possible to create an invoice from a penalty by going through the penalty grid of the relevant loan stockroom :
💳 Payments
● Settings
📍 Payments configurations are available from Settings › Accounting › Payments.
Configuration
1. Prefix : If a prefix is entered, it will be displayed before each payment number automatically generated by Hector.
2. Payer Entity : Allows you to choose whether payments are made by users (Users option) or by customers (Customers option). You can also select both options in the settings. This will allow you to choose between these options when creating a payment.
3. Default Payer Entity : If you have selected both Users AND Customers in the Payer Entity setting, this option allows you to specify which one will be selected by default when creating a payment.
4. Payment Methods : Allows you to create and customize payment methods.
Display
This section allows you to customize the display of the payments grid, which is available from the Hector side menu under the Accounting module.
Forms
Payments forms are fully customizable. Learn more.
● Generation of a payment
Below are the different options available for generating a payment :
From scratch
It is possible to create a new payment from scratch. Here are three ways to do so :
1. Horizontal Menu
2. Side Menu
3. Payments Grid
From a user card
It is possible to create a payment from a user. When doing so, the field below will be automatically populated in the payment form :
- Payer : User from whom the payment was generated
From a customer card
It is possible to create a payment from a customer. When doing so, the field below will be automatically populated in the payment form :
- Payer : Customer from whom the payment was generated
From an invoice
It is possible to create a payment from an invoice. Here are two ways to achieve this :
1. From the invoice creation form
2. From the invoices grid (available for invoices in the Sent state)
From a loan penalty
It is possible to create a payment from a penalty by going through the penalty grid of the relevant loan stockroom :
📈 Reports
Several invoice and payment reports are available from the Reports › Accounting module.
📖 Suggested reading : Report Subscription User Guide
That concludes this article on the accounting module! If you have any questions or would like personalized support, please feel free to contact our sales team at sales@hectorassetmanager.com or your account manager.