The problem with this over simplified solution is that it only allows filtering by a very generalised type of the variable affected. An accountant would certainly want to distinguish some more details, e. A simplified chart of accounts looks like that:.
A classical chart of accounts is organized according to a numerical system. Thus, each major category will begin with a certain number, and then the sub-categories within that major category will all begin with the same number. If current assets are classified by numbers starting with the digit 2, then cash accounts might be labelled , accounts receivable might be labelled , supplies might be labelled , and so on. Whereas, if liabilities accounts are classified by numbers starting with the digit 4, then accounts payable might be labelled , short-term debt might be labelled 44, and so on.
Such labelling conventions allows for grouping of different resources under the same category. Sometimes child accounts are used to distinguish some transactions from common ones. In this case, common transactions use modify parent account and some specific transactions — child account.
As always in the wild, there are exceptions. However, those are rare exceptions and, to my mind, could hardly be considered as good practice. It is also a natural key in the database design terms. As discussed in the previous article , I will use it as a primary key.
If the double entry accounting method had been invented a couple of hundred years later, than it was, the accounting method would be that simple — plainly record a transaction as a collection of changes deltas in various accounts making sure that the fundamental accounting equation is observed. However, when the double entry accounting method was invented around X century A.
Therefore, negative numbers are not used in accounting. Instead, there is a debit - credit concept. The concept is relatively simple — instead of subtracting some amount from an account, we do exactly the same, but refer to that by different name — either debit or credit.
Moreover, to reflect the sides of the fundamental equation, we switch the naming convention subject to the base type of the account:. If the total debit amount in an account is greater than the total credit amount in the same account, we say that the account has a debit balance, which is no surprise equal to total debit amount minus total credit amount.
If the total credit amount in an account is greater than the total debit amount in the same account, we say that the account has a credit balance, which is again no surprise equal to total credit amount minus total debit amount.
The database schema to keep the data for the modified example is very similar to the previous — just add a table for chart of accounts instead of variable type enumeration and extra column for entry type:. This is it. We implemented core financial accounting functionality for double entry method. Actually, it is almost ready to use model. We only need a few changes to make it fully functional, as an accountant would expect to:. It is obvious that an accountant will want to filter transactions and ledger entries accounts turnover by a person or a costs centre.
For now, the important aspect is the place table where these foreign keys are added. Actually, you would see that in multiple examples found on web.
You could also wonder how the model could be almost complete if the transactions table only has two columns — date and description — while documents obviously are described by more data fields. Though every transaction is related to some source document e. As discussed in the previous article , the source document implementation should be extendable, i. This requirement also implies that the base document implementation should be generic — the table should only contain fields that are definitely common for all of the source document types.
These requirements leads us to a very simple table schema:. At least I never found a way to map general ledger accounts balances to tax reports. However, there is one simple tax reporting requirement that emerged recently.
The requirement is the ability to export general ledger accounts using a state provided account classificatory, i. There is no requirement to support multiple code versions for different SAF-T versions. The code does not affect any real taxes and only used by the tax inspectorate for full-scale audit. Which means, it is not sensitive to input errors and simple text field is sufficient. After implementing all the changes, the almost final schema relevant portion will be the following:.
The only option proposed, that I would disagree with, is one row per two entries schema, that uses two account fields and one amount. The credit equals debit rule is a business rule, not data integrity rule. Therefore, it belongs to the application model and shall not be duplicated in database. Moreover, it does not correspond to the real world ledger entries that are not always paired. For that purpose, I created test databases for each of the schemas with 1 million transactions and 2,5 million ledger entries.
For the bit flag version, I also added an index on the bit flag field. Conclusion — all of those schema variations have identical performance stats. Therefore, the choice is a matter of personal taste. As a side result, we can see that the general ledger schema is viable for a company with With appropriate hardware and SQL server configuration, the performance will likely increase by a factor. While a couple of seconds per query is quite acceptable. Performance is the same. As discussed in the previous article , financial accounting is the field of accounting concerned with the summary, analysis and reporting of financial transactions related to a business.
This involves the preparation of financial statements available for public use. Financial statements aka financial reports are formal records of the financial activities and position of a business, person, or other entity.
Well, if we use only one source then there will be many redundant data. That can be reduced by dividing the source into two. One for the transactions and one for the accounts. You're right again. But that's too detail. I'm not trying to show the duplication here. I divided it into two because they are obviously different. The Account is not a transaction.
And transaction is a transaction. Now we are moving into designing a simple data storage for a simple accounting software. Before we begin, remember that this is only a sample application. If you find it that you can use it in the real life. Use it at your own risk. The target is to provide storage for accounting transactions and to provide an ease of trial balances and financial statements generations.
We'll use relational database for this one. First the basic storage, we will need three storage for the transactions and the accounts.
Two for the transactions and one for the accounts. Actually it is enough if we just replace it with just AccountClass. But I want it to have more meaning so I added one more table for describing the account class:.
That's enough for transactions storage. If you prefer, you can change the name and company name before you click on the Next button. Click on the Next button once you have changed the name and the company name. In this screen, you will be required to read the terms and condition of the License Agreement.
Press the Page Down key to see the rest of the agreement. Once you have read and agreed to the License Agreement, proceed to the next step by clicking on the Yes button. Under the Installation Definition screen, you need to select the type of installation that you want to install in your local computer. For our purpose, we will accept the default second option, as we want to make use of the Server and Client tools with administration capabilities.
Click the Next button to move to the next screen. If this is your first installation, the default checkbox will be checked by default. If you have previously installed SQL Server, the default checkbox would be grayed out, and you would have to give an instance name for this current installation.
The new instance name must be 16 characters or less and should begin with a letter or other acceptable character. Proceed to our next screen once your have given an instance name. On this screen, you are required to select the type of setup. By default, the program files and data files are directed to windows C drive. If you prefer to relocate the installation folder, you can do so by clicking on the Browse button. Click the Next button once you have completed this step.
Under the Select Component screen, you can view all the main and sub- component that allows you to select and install in your local computer. For our purpose, we will select all components; together will its individual sub- components. Under the Description label, you can view the function of each sub- component by checking on each of the sub-component checkbox.
Click next, once you have selected all components. Under the Services Accounts screen, you will have the option of selecting different account for each service or assigning the same account for each service. For our purpose, we choose the first option, as this would eliminate any unnecessary problem that a domain user account would normally encounter.
Click on the Next button to proceed to our next screen. This screen allows you to configure the type of authentication mode that you prefer in order to gain access to SQL Server. If you choose the first option, SQL Server will use windows domain user account to verify the authenticity of the user, before granting access to SQL Server. If you choose the second option, SQL Server will require an additional level of validation that would require a user login password.
For our purpose, we will select the windows authentication mode option. Under the Collation Settings, will allow you to specify a set of guidelines that determine how information is being compared and collated in SQL Server. For our purpose, we select the SQL Collations option. If you are installing a named instance, the instance name would appear on the textbox, with a 0 port number specified.
If you are installing SQL Server for the first time, the port number is specified, by default. Once you have specified the Named Pipe name and the port number click on the Next button to move to our next step. This is the last setup screen that will begin installing your SQL Server in your local computer. Click the next button to begin the installation, or click the Back button if you want to change some of the previous setting.
First, open your Enterprise Manager 2. Click on the Database folder, and select Tools from the Menu bar, and then click on Wizard. Expand the Database, and then select Create Database Wizard. You would see a screen as shown below. Next Click on the OK button to proceed to the next step. The next step of the Wizard will show you a summary of the installation guide that we will go through in the following setup process.
Click the Next button to proceed to the next screen. In our next screen, we specify a name for our database. We can change the default location directory for the database and transaction log file, if you want to, by clicking on the three dotted button beside the textbox. For our purpose, we shall accept the default location for both database and transaction log file.
The transaction log file is used to record all transactions performed in your database and can be used for recovery purposes. Next, we specify the name and the size of our database files. By default, 1 megabyte size is allocated, but we change it to 5 megabytes for our current database. Click on the Next button to proceed to the next screen. We want to allow our database to grow automatically and with unrestricted file size, thus we accept the default options as specified on the below screen.
Proceed to the next step by clicking on the Next button. We are required to specify the size for our transaction log file. The default 1 megabyte is sufficient for us, thus proceed to the next step by clicking on the Next button. Similarly, we also need to specify the size for our transaction log files.
By default, the below setting is specified and it should be sufficient for our purpose. This is the last screen in the Database Wizard. You can now begin to create your first database by clicking on the Finish button, or if you decide to change your previous setting, you can do so by moving backward.
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