The Journal Transaction (object) is an essential tool for organizing and managing financial journal entries within an accounting or financial management system. It consolidates critical data for transactions, ensuring thorough documentation and ease of retrieval.
Key Properties:
Journal ID: This is the primary identifier for each journal entry, uniquely distinguishing each entry for easy tracking.
Tenant ID: Refers to the identifier that links each journal entry to a specific tenant or account holder within the system.
Business ID and Business Unique ID: These identifiers relate the journal entry to a specific business entity. The Business ID is a numeric identifier, while the Business Unique ID is a globally unique identifier (GUID) for more precise identification.
Business Name: The official or legal name of the business associated with the journal entry.
Journal Unique ID: A unique identifier for the journal entry facilitating individual tracking of entries.
Journal Line Unique ID: Each line item within a journal entry has its unique identifier, allowing for detailed tracking of each transaction component.
Creation Date and Posted Date: These dates record when the journal entry was initially created and when it was officially posted or recorded in the system.
Source Unique ID: This identifier is related to the origin of the journal entry, providing a means to trace the entry back to its source.
Journal Source Type Code and Name: These elements classify the source of the journal entry, indicating whether it stems from accounts payable, accounts receivable, or another financial source.
Account ID and Account Unique ID: Identifiers for the financial account associated with the journal entry.
Account Code: An optional coding system that may be used to provide additional identification or classification for the account involved.
Account Name: Names the specific account impacted by the journal entry, such as "Sales Revenue" or "Operating Expenses."
Account Classification ID and Name: These define the broader classification of the account, such as whether it is an asset, liability, revenue, or expense account.
Account Type ID and Name: More specifically categorize the account type, detailing if it is a current asset, long-term liability, etc.
Net Amount, Gross Amount, and Tax Amount: Financial figures captured within the journal entry, detailing the net amount before tax, the gross amount including tax, and the specific tax amount.
Tax Name: Identifies the type of tax applied to the transaction, providing clarity on taxation details.
Journal Number: A sequential number that may be assigned to journal entries for organizational purposes.
Platform ID: Identifies the platform or system from which the journal entry originates, useful in multi-platform environments.
Journal ID: An additional long numeric identifier for the journal entry, serving as another mechanism for tracking and identification.
Reference: Allows for the inclusion of any pertinent notes or reference information related to the journal entry.
Examples:
Problem: I need to ensure that all transactions for a particular client are up to date.
Prompt: "Retrieve all entries for 'Acme Corporation' from January 2024"
Problem: Our financial statement preparation process requires a review of all expense accounts.
Prompt: "Retrieve all entries categorized under 'Operating Expenses' for November 2023."
The Journal Master object simplifies the complexities of financial transaction management, providing a structured approach to maintaining comprehensive and accurate records within the financial system.
The Invoice (object) simplifies the tracking and handling of invoices. It consolidates invoice identifiers, financial totals, customer details, and payment statuses.
Key Properties:
Invoice UID: Unique identifier for the invoice. e.g., "a7b12345-89c0-46d2-a315-123456789abc"
Invoice Date: The date the invoice was issued. e.g., "01/04/2023"
Status Name: The current status of the invoice (e.g., "Authorized", "Paid").
Customer UID: Unique identifier for the customer. e.g., "c7d123e5-89f0-46d2-a915-987654321abc"
SubTotal: Pre-tax total of the invoice. e.g., "$3000.00"
Total Tax: The total tax amount charged. e.g., "$450.00"
Invoice Amount: Grand total of the invoice (includes SubTotal, Freight, and Tax). e.g., "$3600.00"
Amount Due: Outstanding amount to be paid. e.g., "$3600.00"
Amount Paid: Amount already paid towards the invoice. e.g., "$10.00"
Amount Credited: Any amount credited to the customer. e.g., "$200.00"
Creation Date: When the invoice record was created in the system. e.g., "31/03/2023"
Customer: Name of the customer to whom the invoice is addressed. e.g., "XYZ Corporation"
Examples:
Problem: I need to quickly find invoices that are overdue by more than 30 days to send reminders.
Prompt: "Identify invoices with a status of 'Authorized' and a due date exceeding 30 days past the invoice date."
Problem: To manage cash flow, I want to know all invoices that are due in the upcoming week.
Prompt: "List all invoices with amounts due within the next 7 days."
Invoice Management streamlines the invoicing process within a business context, offering a consolidated view of financial transactions and customer billing details. This facilitates efficient financial tracking and customer account management.
The Profit and Loss object provides a structured analysis of financial performance over specific periods, giving businesses critical insights into profitability trends, expenditure patterns, and overall financial health.
Key Properties:
Account Name: The name representing the financial account in the report. e.g., "Operational Expenses"
Gross Profit and Loss Average 12 Months: The monthly average of gross profit or loss over the past year, indicating longer-term financial trends. e.g., "$100,000"
Gross Profit and Loss Average 3 Months: The monthly average of gross profit or loss for the last quarter, highlighting recent financial performance. e.g., "$120,000"
Variance Amount: The dollar amount representing the difference between expected and actual figures, identifying discrepancies. e.g., "$2,000 under expected"
Variance Percentage: The percentage that illustrates the relative difference between expected outcomes and actual figures. e.g., "5% over projections"
Account Unique ID: A unique identifier for the specific financial account, ensuring data accuracy. e.g., "a7b4c6d9-e8f0-46d2-a315-12b3c4d5e6f7"
Account Code: A numeric or alphanumeric code that categorizes the financial account. e.g., "502"
Standard Classification Name: The classification type of the account based on standard accounting practices. e.g., "Revenue"
Amount: The total amount factored into the profit and loss calculation. e.g., "$5,000"
Report Date: The specific date the report was compiled or to which the data pertains. e.g., "September 30, 2023"
Examples:
Problem: I want to review expense accounts that have a 10% variance each month.
Prompt: "Detect expense accounts that have a 10% variance month on month"
Problem: The client operates a retail business and had a substantial cash sale of $10,000 for high-value merchandise. However, the cash sale was not properly recorded in the system due to oversight, leading to an understatement of revenue in the cash-based P&L statement.
Prompt: "Identify any cash transactions above a threshold of $5,000, to flag potentially significant transactions that may impact cash-based P&L statements."
The Profit and Loss Report object simplifies financial performance analysis, offering comprehensive insights into profit margins, expense tracking, and variances, enabling effective financial planning and decision-making.
The Contact (object) helps organize contact information for tenants. It stores details like business names, addresses, financial data, and more.
Key Properties:
Business Name: Name of the tenant's business. e.g. "XYZ Company"
ABN: Australian Business Number associated with the tenant. e.g. "51 824 753 556"
Address: Street and postal address details. e.g. "123 Main Street", "10001"
Accounts Receivable/Payable: Money owed or due by the tenant. e.g. "$5000.00"
Accounts Receivable/Payable Overdue: Overdue Amount owed or due by the tenant.
Creation Time: When the contact record was made. e.g. "28/03/2024"
Payment Terms: Agreed-upon payment conditions.
Bank Account Details: Tenant's banking info.
Bank Account Name: Name associated with the tenant's bank account.
Accounts Receivable/Payable Tax Type: Tax type associated with accounts receivable or payable.
Discount: Any discount offered.
Company Number: Tenant's company identifier.
Here are some examples -
Problem: I want to be alerted for overdue payments from tenants with a specific set amount.
Example prompt: "Identify tenant contacts with overdue accounts receivable exceeding $1000."
Problem: I’m doubtful about the address details of my tenant contacts and don’t want to have any billing issues.
Prompt: "Detect tenant contacts with incomplete address details."
The Tenant Contact streamlines tenant contact management within XBert. It helps organize data and interactions with tenants, making it easier for you to manage tenant relationships effectively.
The Bank Account (object) helps manage information related to bank accounts. It stores details like account codes, names, balances, transaction history, and more.
Key Properties:
Account Code: Code associated with the account. e.g. "123456"
Account Name: Name of the bank account. e.g. "Business Checking"
Status: Current status of the account.
Description: Description of the account.
Account Classification Name: Classification name of the account.
Account Type Description: Description of the account type.
Account Type: Type of account.
Bank Account Name: Name of the bank associated with the account.
Bank Account Number: Bank account number.
Currency Code: Currency code used for transactions. e.g. "AUD"
Current Balance: Current balance of the account. e.g. "$900,000.00"
Last Transaction Date: Date of the last transaction. e.g. "15/12/2023"
Three Month Total Trans: Total number of transactions in the last three months.
Three Month Average: Average transaction amount in the last three months.
Creation Time: Date and time when the bank account record was created.
Here are some examples -
Problem: I’m worried some of the bank accounts are not maintaining a sufficient balance.
Prompt: "Create an alert if a bank account's current balance drops below $3000."
Problem: There have been cases of unusual patterns in transaction amounts for bank accounts.
Prompt: "Detect unusual patterns in transaction amounts for these bank accounts: Aaron Wittman, Troy Brown."
The Bank Account is a vital component within XBert, facilitating the management and monitoring of bank account information. By utilizing the capabilities of the Bank Account (object), users can efficiently track account details, analyze transaction data, and identify potential issues or discrepancies.
The Bank Statement Transaction (object) is an essential component for managing and analyzing bank statement data like bank account name or currency, etc.
Key Properties:
Bank Statement ID: Unique identifier assigned to each bank statement.
Client: Name of the client associated with the bank statement. e.g. "Client X"
Bank Account Name: Name of the bank account.
Bank Account Currency: Currency used in the bank account.
Transaction Date: Date of the transaction.
Amount: Amount of the transaction.
Description: Description of the transaction. e.g. "Payment Received"
Reference: Reference associated with the transaction.
Is Reconciled: Indicates whether the transaction is reconciled.
Balance: Current balance of the bank account after the transaction.
Creation Time: Date and time when the bank statement record was created.
Here are some examples -
Problem: I’m having a hard time checking missing or incorrect reference numbers in bank statement which may lead to documentation and auditing issues.
Prompt: "Flag bank statement entries with missing or incorrect reference numbers."
Problem: I want to see any discrepancies between the source and actual transaction data in bank statement entries for accurate reconciliation.
Prompt: "Highlight bank statement entries with discrepancies between source and actual transaction data."
The Bank Statement helps facilitate the storage, retrieval, and analysis of bank statement data. Users can effectively monitor transaction activities by using its properties to reconcile bank statements, and identify discrepancies or irregularities.