NPO-Accounting/npo-ledger-cli Changeset - 68d036aa0292

Changeset - 68d036aa0292

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Bradley Kuhn (bkuhn) - 11 years ago 2013-04-29 20:27:45
bkuhn@ebb.org

Documentation of Receipt: tag and its appropriate uses.

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npo-ledger-cli-tutorial.md

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npo-ledger-cli-tutorial.md

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 ### Earmarked Accounts
 Many fiscal sponsor NPOs keep earmarked accounts for their member/affiliated
 projects.  Furthermore, these projects often may either (a) terminate their
 agreement with the NPO, and thus deserve a copy of their books that they can
 "take away" with them, or (b) might be affiliated with *other* NPOs that also
 hold accounts.  This system of earmarked accounts is designed to make it easy
 for projects to have a copy of their own accounts, but not interfere with nor
 even be aware of (a) the books of other member/affiliated projects, and (b)
 the overall books of the entire NPO.
 On the latter point, this system utilizes a directory structure and separate
 `.ledger` files to separate out the different projects into different
 structures.  This allows member/affiliated projects to take their data and
 run `ledger` commands against it, separately and without access to the other
 `.ledger` files of the NPO.
 Proper Documentation For Accounts
 ---------------------------------
 Ledger CLI offers a flexible structure of tagging any entry, including
 separate tags for parts of a split transaction.  This system uses those tags
 to ensure proper entry is included.
 to ensure proper documentation is included for each financial transaction
 that occurs for the organization.
 ### Tags Used In This System
 A list of tags can be found in the file `accounts/config/config-tags.ledger`
 in this project.
 #### Receipt Tag
 The `Receipt:` tag refers to receipt of some sort.  Typically, this is a
 document that shows clear confirmation that the transaction has already
 occurred.  The value of the `Receipt:` tag is always a valid pathname in the
 repository to the document.
 Some examples of appropriate uses of the `Receipt:` are:
 * a point-of-sale credit card receipt from a purchase, given by a cashier or
   sent via email after the purchase has occurred.
 * a deposit slip given at the bank upon making an over-the-counter deposit of
   paper checks.
 * a confirmation document showing an outgoing wire transfer made by a bank.
 * a confirmation document showing transfer of funds between two bank
   accounts.
 * A pay advice document generated upon payment of an invoice.
 ### Expense Account Documentation
 Each Expense account entries need to be tagged with an `Invoice`, `Receipt`,
 or `Statement` tag.  The value of the tag is a relative path name of a file
 elsewhere in the same repository that documents the specific expense.  For
 example, an entry like this:
 -02-05 Office Supply Galore - Online Order
          Expense:Main Org:Office Supplies      $35.00
              ;Receipt: accounts/documentation/org/receipts/2012-02-05_office-supply-galore.txt
          Liabilities:Credit Card:Visa         -$35.00
 shows that a purchase was made at Office Supply Galore's online store for
 $35.00, and the file `accounts/documentation/org/receipts/2012-02-05_office-supply-galore.txt`
 contains the receipt from that purchase.
 #### payee with "NEVER CHARGED"
 The only exception to the standard tagging requirement is when the payee has
 been modified to indicate that the expense was `NEVER CHARGED`.  This is an
 historical special-case.  The solution was originally design for the
 following scenario:

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