Change to GUI

ACRES users will see all options but Calendar Updater only to see Booking and Provisional Booking.

The Report Start/End Date selection will be for the reporting period which is the {expense_ledger.tax_date].

The Expense Ledger Payment Start/End date selection will be for the Expense Ledger payment period, the {payment_ledger.payment_date}.

In this example the reporting period is 01 Jan 2013 to 31 Dec 2013 and the payment period is the same. The report will show all Expense Ledger Payments in 2013 for Expense Ledger Entires with a 2013 {expense_ledger.tax_date}.

{bank_account_id}
{bank_account_account_name}
{bank_account.contact.id} display {contact.company_name}
total per bank.id

In order to calculate Expense Ledger entires with an amount not equal to zero at any particular date a new date field will be added to the existing reports Expenses by Date, Category and Creditor.

Expesne Reports

Start Date

As a very high percentage of descriptions are repeated over HoS so these can be pre-defined.

Users will be able to select multiple Descriptions when preparing a HoS such as 'bulb stock', 'a/c filter stock' that have been inherited from {ACRES} or input under their own {database}.

below to be checked once module live
By default inactive records whose {Status} is set to TRUE will not be displayed. If a user creates an entry where the {Description} is an exact match then the staus flag will just be set to FALSE (unchecked).

When user selects menu item no records will be displayed. Items available will be:

<Custom Filter>, Checkbox with label 'display inactive records'
radio control x 3 <ACRES> <local> <ACRES & local> 'ACRES & local' selected as default.
<Apply Filter> <reset filter>
<Add record>.

Where <Apply Filter> is selected with default radio control the default record display will be:

The function of {pm_el_connector} will connect {expense_ledger} records to {pm_expense_ledger}.

Applying a zero value (P)ercentage or (A)mount will have the same effect as using the E(x)act setting.

This is specified as a standalone table which may connect to {expense_ledger} through a connector table {pm_el_connector}.

This is specified as a standalone table which may connect to the Expense Ledger table through a connector table {pm_el_connector}.

This process covers expenses that are to be allocated to a HoS that are independent of a regular Expense Ledger entry where PMC is not paying out such as a Call Out fee and PMC self repair.

Expenses to be allocated to a HoS where the PMC is paying out will utilize {pm_el_connector}.
<start of code verify
Selecting this menu item will show the PM Expense Ledger window.
No records will be displayed until selected.
<input field> <filter field> <add record> <apply filter> will show as in Expense Ledger.
(filter field selection will be decided once module near completion)
end of code verify>(incomplete 06Oct2013)
<start of code verify
Selecting <Apply filter> with no filter criteria will display records in DESCENDING order by HoS Date.
end of code verify>(incomplete 06Oct2013)
The PM Expense Ledger window will be a combination of the PM Expense Ledger and the PM EL Connector tables among others. Although there will be a single input system ACRES may generate mutiple records on save. However, when editing a record, only a single record at a time is permitted.

When creating records in Expense Ledger, on SAVE/POST ACRES to prompt user to update PMM.

If No then just save reord in Expense Ledger.

If Yes, save record in Expense Ledger and open PM Expense Ledger Window with Expense Ledger ID for user to complete PMM record.

change
{book_transaction_type}
to
{sale_type}

Update ACRES system wide to reflect the name change and all connected fields.

Fields to be added:

Currently there are check-in, checkout dates and times in
{calendar}
AND
{sale_transaction} (formerly {book_transaction})

The logic would be to put {calendar_id} in {sale_transaction}.
For exisitng records {calendar_id} would be NULL so use information in table.
For new records use {calendar_id} and lock off dates/times in {book_transaction}.

[Calendar Update] GUI will display dates/times from {sale_transaction} IF values not NULL.

Need to discuss this before next step as {sale_transaction} and new {pm_sale} should just connect to {calendar}.

Looks like {calendar} needs parent_calendar_id and child_calendar_id

Insert a message box 300px wide and same height as header on the right hand side of the header.

Approx 20-25px have a header with 'Message Box' and a <clear> button.

The Message Box will be used to display ACRES message for user reference.

[Calendar Update] GUI currently displays date/time fields from {sale_transaction} (formerly {book_transaction})

Under existing '<checkbox> Whole words only'
INSERT
<checkbox Display deleted record>

By default, no deleted records to be displayed unless checkbox is selected.

New code to also display date/time fields from {calendar}.

The Calendar Update GUI displays records from {sale_transaction} (formerly book_transaction}).
Any record with {parent_record_id} value NULL and {child_calendar_id} value not NULL will be the latest record in that series.
Calendar Update GUI to display latest record only with {child_calendar_id} hidden in the background.
Insert a column after the <Delete> column.
Display a <+> symbol in the new column for any records which meets the criteria.
On mouseover <+> symbol show text 'show previous calendar records'.
Selecting <+> will EXPAND the display area under the record and show all connected records {parent_calendar_id} DESCENDING.
<+> next to original record will change to <-> symbol.
On mouseover <-> symbol show text 'hide previous calendar records'.
Selecting <-> will COLLAPSE the dusplay area under the record.

The same logic must be applied to {calendar}

Calendar Update GUI must check both {sale_transactions} and {calendar} to show dates/times. The display will be a combination of data until all dates/times in {sale_transaction} are historic.

This will affect ALL calendar displays and must be reflected system wide in @acres.
Calendars viewed in ACRES
PLUS
Calendar viewed on a public website of PMC or HO.

Table used to track field values unique to {account_id}

This option will only be available on <Add record>

Will NOT be available on <edit>

On <view><edit> field value will display but be LOCKED.
If not set when record created then field display will be blank.

{sale} to be amended to accommodate multiple {sale_type}.

[Sale] GUI currently displays date/time fields from {sale_transaction} (formerly {book_transaction})

Step A GUI change:

Look to incorporate into {sale}{sale_product}{sale_transaction}
use {sale_type} for Sale/PM Sale
Owner will generate zero sale with {sale_type} PM Sale.
{sale_id} used throughout and will be consistently unique ACRES wide.

Documentation will show ACRES {sale_id} and User Sale ID (Man ref). Can set starting number on system setup.

***

{pm_sale} term is used for new table but new table may not be required if the PM Sale process can be incorporated into existing tables which is prefered.

{pm_sale} to store values and taxes for Property Management Company rentals Homeowner rentals and will include optional extras made by PMC and HO.

HoS Date is paramount in this module.
HoS Date controls when record will appear on HoS
AND
when taxes are declared

Where a charge is required by PMC that does NOT get reflected on the HoS, the PM portion will be reflected in {pm_sale} with additional revenue reflected {sale}.
Example:
HO creates record in {pm_sale}
Guest contacts PMC for bbq rental which PMC has to account for but does not appear on HoS.
PMC creates record in {sale} for bbq and LINKS to {pm_sale} record so when PMM reports are done for arrivals, the bbq requirement will show even though not in {pm_sale} record.
Example:
HO creates record in {pm_sale}
Guest contacts PMC for late checkout with fee payable which PMC has to account for but does not appear on HoS.
PMC amends checkout time in {pm_sale}
PMC creates record in {sale} for late checkout fee and LINKS to {pm_sale} record. Checkout time was changed in {pm_sale} so when PMM reports are done, the late checkout shows for cleaning crew.

A limited version of this module may be used to allow owners to create their own bookings which will be an extension to the calendar update functionality.

A review of {sale} {book_transaction} {calendar} {optional_extra} may be adapted to facilitate {pm_sale}.

For the existing reports Expenses by Date, Category and Creditor add an extra column on the report inbetween Date Paid and Ref Paid.

The column heading is Bank and the value bank_account_id from the bank_account table (1, 2, 3, 4 etc).

For the existing reports Expenses by Date, Category and Creditor add another Date selector on the right of Report Start Date:
Report Outstanding Date

In this example acres will calculate any expenses with a due out amount NOT EQUAL TO ZERO as at the Report End Date.

Report Start Date: 01 Jan 2009
Report End Date: 31 Dec 2009
Report Outstanding Date: 31 Dec 2009

Acres will calculate any expenses within and including the Report Start and End Date (tax dates) where:
Due Out is NOT EQUAL TO ZERO
Date Paid is GREATER THAN Report Outstanding Date

This will duplicate the MDB function but become more sophisticated for the next audit process.

In both Add Record and Edit modes the new Client Connector function will be available.

The Client must already exist in the ACRES User database from Contact_ID (amended 03Dec2012).
The Client must be flagged as an Agent or Tour Operator.

Add email address as a search field criteria from the drop down menu

When a Sale Receipt is by card, the follwed fields are offered for input.

The Issue Number and input needs to be under Ref Number and the Start and End Date drop down one row.
The order of AVS Code and input need to be swapped with CVV Code and input.

The TAB order would shpould be:
Ref Number; Issue Number; Start Date; Exp Date; Security Code; Auth Code; CVV Code; AVS Code

Where a product is included in a booking and the

prop_type_id = 5 (Hotel)

then the Accommodation details section should display the Property Name in place of the vacation home sub division name and the address should show (address title, address line 1) as per invoice style with access codes).

The hotel address should then display as normal. See Sale ID: 1569 for example.

20Jul2013 check if the functionality has been done even though not as specified.

For this module we are dealing with payments to Expense Ledger Suppliers.

Selecting 'Bank Transactions' in the 'Accounting' menu will display the options:

Receipts - Transfers - Payments

Selecting 'Payments' will generate the following screen:

Supplier - Expense Ledger / Supplier - Sales Purchase

This can be shown as a drop down menu or radio controls.

Select: Suppliers - Expense Ledger

Inputs:
1) Payment date: [input date]
2) Bank Account: [select from bank_account_id]
3) Payment to: [see search below]
4) Payment Type [bank_transaction_type_id]
5) Transaction Number: [input or auto filled]
6) Clear date: [input date]

Seach options:
Company [Company name field from contact_id]
Last Name [lastname field from contact_id]
Expense ID [id from expense table]
Reference [value from expense table]
Manual Ref [value from expense table]


Notes
1) Standard acres date input. Can also offer calendar as per Make Sale for accommodation. Current date by default.
4) Will typically be a direct debit or check.
5) Will be generated by acres if no user input.
6) Standard acres date input. Can also offer calendar as per Make Sale for accommodation. Null by default

section completed. Below for future dev.

RTD = Received To Date
If there could be an option to [+] expand RTD to see any breakdown of funds received (like gets printed on documentation with Sales Receipt ID and Bank Transaction ID) then this would be useful but not essential at this stage.

In order for ACRES users to insert their own sales references, if they wish, when first using the system there is already a field for sale_ref_manual in {sale}.

There is also a field ttd_ref_manual which has the same function.

All the sale_ref_manual fields are NULL

Delete current sale_ref_manual

Rename current ttd_ref_manual to new sale_ref_manual

When accounting is done on an accruals basis, the 'summary by month' will enable users to obatain a Sales Receipt debtor figure or Sales Receipt deposit figure for a reporting period.

Using 'matching records only' will enable users to obtain Sales Receipt analysis for specific records only rather than every record in a Sales/Service start/end date range.

When reporting on Sales/Service transactions post year end only the records with receipts post year end will be included in the report rather than every record in the reporting period. This saves displaying multiple 'zero' transactions in the receipt type columns that do not match the Sales/Service start/end date range.

The function of this module is to provide dynamic property display on a URL based on stored data in ACRES.

Once the module is functional the ability to change table sizes and/or image sizes can be looked at.

The ability to control this functionality will ONLY be available for two sources. ACRES will be able to support Account holder without logging into their account.
1) ACRES
2) Account holder

The control area will be:
System > Base Data > Manage Accounts

When an Account selects [Base Data] the only row visible to them will be 'account_name'.

Below the Account information will be a new External Website Control Window (EWCW).

This will be a Add / Show/Hide Window. On first use only the Add (+) function will be available until the first record is created. Thereafter the Add and the Show/Hide with record number indicator function will display.

Extension for {external_website_control} to control image display.

Extend table {external_website_control}

Property Image Display

The Property Image Display Table is defined by fields starting;
{external_website_control_image_x2......

The table is 1 row by two columns so there are 2 adjcent cells.
The lefthand cell is set to left align.
The righthand cell is set to right align.

Within each cell is a Property Image Ttable defined by fields starting;
{external_website_control_image_table.... (without the x2)Property Image Table is 2 rows by 1 column.

The first row is the Image Label.
The second row holds the image.

Each pair of property images will display in a property display table. If there is an odd number of images then the left hand cell of the image display is to be left blank on the final table.

An image filler will be incorporated at a later date which most likely will be the form of a corporate logo.

Set first Property Image Display Table

Only to be printed for style 2 - Access Codes
{pm_section} to be set as ACRES on
Will be printed on Accommodation Voucher

In this example the reporting period is 01 Jan 2009 to 31 Dec 2009. The report will display all Sales Purchases for the reporting period.

Select Report by Service Date
Sales Purchase Start Date: 01 Jan 2009 (greater than or equal to this date)
Sales Purchase End Date: 31 Dec 2009 (less than or equal to this date)
[ ] summary by month (unchecked)

Report Order by Service Date:
Service Date | Man Ref | Sale ID |Check-In | Checkout | Supplier | Supplier Ref | Amount | Tax | Total Purchase | PTD | Due Out | Sale Date

Sort by service date then Man Ref then Sale ID then Supplier. Summary totals for each calendar month.

If there is no accommodation product in the sale then the service date will be derived from the Sale Level Optional Extra earliest start date used.

Supplier = Contact ID

Where there is more than one Contact ID in a booking, expand the display to show each contact_id and the corresponding purchase amounts. A summary option can be done later.

If there are 3 contacts, a Sales Purchase 1,000; optional extra 200.00; optional extra 50.00 the report should display:

PTD = Paid To Date

The amounts in the PTD field should only reflect payments to the specific contact_id for the specific booking and not the total amount paid out as that could include multiple bookings.