from django.db import models from django.db import models from django.contrib.auth.models import User from django.utils import timezone import re from human_resource.models import PayrollSheet, StaffProfile from procurement.models import ProductPurchaseInstance, PurchaseOrder, Supplier from sales_and_marketing.models import CustomerOrder, LandedCostInstance, OrderItemReturn from system_administration.models import CompanyBranch, CompanyProfile # --------------------------------------------------------------------------- # ACCOUNT TYPE SYSTEM (mirrors the 16-type structure from Ocean ERP) # --------------------------------------------------------------------------- ACCOUNT_TYPE_CHOICES = [ ("accounts_receivable", "Accounts Receivable"), ("current_assets", "Current Assets"), ("cash_and_cash_equivalents", "Cash and Cash Equivalents"), ("fixed_assets", "Fixed Assets"), ("non_current_assets", "Non-Current Assets"), ("accounts_payable", "Accounts Payable"), ("credit_card", "Credit Card"), ("current_liabilities", "Current Liabilities"), ("non_current_liabilities", "Non-Current Liabilities"), ("owners_equity", "Owner's Equity"), ("income", "Income"), ("other_income", "Other Income"), ("cost_of_sales", "Cost of Sales"), ("expenses", "Expenses"), ("other_expense", "Other Expense"), ("bank", "Bank"), ] NORMAL_BALANCE_CHOICES = [("debit", "Debit"), ("credit", "Credit")] FINANCIAL_STATEMENT_CHOICES = [ ("balance_sheet", "Balance Sheet"), ("income_statement", "Income Statement"), ] ACCOUNT_CATEGORY_MAP = { "accounts_receivable": ("balance_sheet", "debit"), "current_assets": ("balance_sheet", "debit"), "cash_and_cash_equivalents": ("balance_sheet", "debit"), "fixed_assets": ("balance_sheet", "debit"), "non_current_assets": ("balance_sheet", "debit"), "accounts_payable": ("balance_sheet", "credit"), "credit_card": ("balance_sheet", "credit"), "current_liabilities": ("balance_sheet", "credit"), "non_current_liabilities": ("balance_sheet", "credit"), "owners_equity": ("balance_sheet", "credit"), "income": ("income_statement", "credit"), "other_income": ("income_statement", "credit"), "cost_of_sales": ("income_statement", "debit"), "expenses": ("income_statement", "debit"), "other_expense": ("income_statement", "debit"), "bank": ("balance_sheet", "debit"), } class AccountType(models.Model): name = models.CharField(max_length=100, unique=True) type_key = models.CharField( max_length=50, choices=ACCOUNT_TYPE_CHOICES, unique=True) financial_statement = models.CharField( max_length=20, choices=FINANCIAL_STATEMENT_CHOICES, default="balance_sheet") normal_balance = models.CharField( max_length=10, choices=NORMAL_BALANCE_CHOICES, default="debit") created_on = models.DateTimeField(auto_now_add=True) def __str__(self): return self.name class AccountTypeDetail(models.Model): account_type = models.ForeignKey( AccountType, on_delete=models.CASCADE, related_name="type_details") name = models.CharField(max_length=200) description = models.CharField(max_length=500, default="", blank=True) statement_of_cash_flows = models.CharField( max_length=50, default="", blank=True) def __str__(self): return self.name # --------------------------------------------------------------------------- # CHART OF ACCOUNTS (enhanced with account type, hierarchy, opening balance) # --------------------------------------------------------------------------- class ChartOfAccount(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="branch_chart_of_accounts") # GL classification account_type = models.ForeignKey( AccountType, null=True, blank=True, on_delete=models.SET_NULL, related_name="accounts") account_detail_type = models.ForeignKey( AccountTypeDetail, null=True, blank=True, on_delete=models.SET_NULL, related_name="accounts") parent_account = models.ForeignKey( "self", null=True, blank=True, on_delete=models.SET_NULL, related_name="sub_accounts") account_name = models.CharField(max_length=100, unique=False) account_number = models.CharField(max_length=50, unique=True) account_descriptions = models.CharField( max_length=500, default="", blank=True) # Opening balance for imported/migrated accounts opening_balance = models.DecimalField( max_digits=15, decimal_places=2, default=0) opening_balance_date = models.DateField(null=True, blank=True) # Legacy running balance (kept for backward compatibility) running_balance = models.CharField(max_length=50, default="0.00") # Banking details banking_institution_name = models.CharField( max_length=100, default="", blank=True) bank_branch_name = models.CharField( max_length=100, default="", blank=True) bank_branch_code = models.CharField( max_length=100, default="", blank=True) bank_swift_code = models.CharField( max_length=100, default="", blank=True) bank_sort_code = models.CharField( max_length=100, default="", blank=True) is_mpesa_account = models.BooleanField(default=False) is_default_account = models.BooleanField(default=False) is_active = models.BooleanField(default=True) currency_choices = [("usd", "USD"), ("gbp", "GBP"), ("eur", "EUR"), ("kes", "KES"), ("not_selected", "Not Selected")] account_currency = models.CharField( choices=currency_choices, default="kes", max_length=30) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="financial_account_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="financial_account_last_updated_by") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) def __str__(self): return f"{self.account_number} – {self.account_name}" class CustomerOrderPayment(models.Model): payment_number = models.CharField(max_length=50, unique=True, default="") customer_order = models.ForeignKey( CustomerOrder, null=True, on_delete=models.SET_NULL, related_name="customer_order_payments") account_paid_to = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="account_order_payments") payment_amount = models.CharField( max_length=50, default="0.00",) payment_type_choices = [("m_pesa", "M-Pesa"), ("cash", "Cash"), ("bank_transfer", "Bank Transfer"), ("bankers_cheque", "Bankers Cheque"), ("not_selected", "Not Selected")] payment_method = models.CharField( max_length=20, choices=payment_type_choices, default="not_selected", blank=False) # will store the mobile number or account number that has made the payment payer_account_number = models.CharField( max_length=30, default="", blank=True) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="payment_created_by") # used for payment of offline orders to capture the sales team that serves the order payment last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="payment_last_updated_by") # used for payment of offline orders to capture the sales team that serves the order payment recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) def save(self, *args, **kwargs): if not self.pk: numberReg = re.sub( r'[^0-9]', '', self.timestamp.strftime('%Y-%m-%d %H:%M:%S')) self.payment_number = "PN"+numberReg super().save(*args, **kwargs) class Refund(models.Model): # refund will be created by sales team and not customer payment = models.ForeignKey( CustomerOrderPayment, null=True, on_delete=models.SET_NULL, related_name="payment_refunds") order_item_return = models.OneToOneField( OrderItemReturn, null=True, on_delete=models.CASCADE, related_name="order_items_requesting_refunds") refund_amount = models.CharField( max_length=50, default="0.00",) refund_approved = models.BooleanField(default=False) refund_fullfilled = models.BooleanField(default=False) recycle_bin = models.BooleanField(default=False) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="refund_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="refund_last_updated_by") created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) class Expense(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="branch_expenses") expense_number = models.CharField(max_length=50, unique=True, default="") expense_title = models.CharField(max_length=100, default="",) expense_description = models.CharField( max_length=500, default="", blank=True) expense_type_choices = [("capital_expenditure", "Purchase of Fixed Assets"), ("purchase_expense", "Inventory Purchase Expense"), ("salary_expense", "Salary Expense"), ("loan_repayment_expense", "Loan Repayment Expense"), ("utility_expense", "Utility Expense"), ("rent_expense", "Rent Expense"), ("operations_expense", "Operations Expense"), ("refund_expense", "Refund Expense"), ("tax_and_license_expense", "Tax and License Expense"), ("entertainment_and_private_expense", "Entertainment and Private Expense"), ("other", "Other"), ("not_selected", "Not Selected")] expense_type = models.CharField( max_length=50, choices=expense_type_choices, default="not_selected", blank=False) # expense_account = models.ForeignKey( # ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="account_expenses") payroll_sheet = models.OneToOneField( PayrollSheet, null=True, on_delete=models.SET_NULL, related_name="payroll_sheet_expense") # not null for expense of type salary, otherwise null product_purchase_instance = models.ManyToManyField( ProductPurchaseInstance, blank=True, related_name="product_purchase_expense") # same as above landed_cost_instance = models.ForeignKey( LandedCostInstance, null=True, on_delete=models.SET_NULL, related_name="expense_landed_cost") refund = models.OneToOneField( Refund, null=True, on_delete=models.SET_NULL, related_name="refund_expense") # same as above expense_amount = models.CharField( max_length=50, default="0.00",) expense_approved = models.BooleanField(default=False) expense_approved_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="expense_approved_by") expense_settled = models.BooleanField(default=False) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="expense_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="expense_last_updated_by") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) def save(self, *args, **kwargs): if not self.pk: numberReg = re.sub( r'[^0-9]', '', self.timestamp.strftime('%Y-%m-%d %H:%M:%S')) self.expense_number = "EP"+numberReg super().save(*args, **kwargs) # if deposit is deleted, the balance must be subtracted from the account class Deposit(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="branch_deposits") deposit_number = models.CharField(max_length=50, unique=True, default="") # deposit_account = models.ForeignKey( # ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="account_deposits") source_choices = [("sales_revenue", "Sales Revenue"), ("loans", "Loans"), ("other", "Other"), ("vehicle_and_equipment_lease_revenue", "Vehicle and Equipment Lease Revenue"), ("share_capital", "Share Capital"), ("not_selected", "Not Selected")] deposit_source = models.CharField( max_length=50, choices=source_choices, default="not_selected", blank=False) deposit_amount = models.CharField( max_length=50, default="0.00",) order_payment_reference = models.CharField( max_length=50, blank=True, default="") created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="deposit_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="deposit_last_updated_by") # payment = models.ForeignKey( # CustomerOrderPayment, null=True, on_delete=models.SET_NULL, related_name="deposit_from_order_payments") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) def save(self, *args, **kwargs): if not self.pk: numberReg = re.sub( r'[^0-9]', '', self.timestamp.strftime('%Y-%m-%d %H:%M:%S')) self.deposit_number = "DN"+numberReg super().save(*args, **kwargs) class LoanPortfolio(models.Model): company_profile = models.ForeignKey( CompanyProfile, null=True, on_delete=models.CASCADE, related_name="company_loan_portfolio") loan_title = models.CharField( max_length=100,) loan_type_choices = [ ("term_loan", "Term Loan"), ("line_of_credit", "Line of Credit"), ("vehicle_loan", "Vehicle Loan"), ("business_loan", "Business Loan"), ("other", "Other"), ("not_selected", "Not Selected")] loan_type = models.CharField( max_length=20, choices=loan_type_choices, default="not_selected", blank=False) lender_name = models.CharField( max_length=100,) lender_phone = models.CharField( max_length=20,) lender_email = models.EmailField(max_length=50, default="", blank=False) loan_amount = models.CharField( max_length=15,) interest_rate = models.CharField( max_length=15,) repayment_period = models.CharField( max_length=15, default="0") # months currency_choices = [("kes", "KES"), ("not_selected", "Not Selected")] loan_currency = models.CharField( choices=currency_choices, default="not_selected", max_length=30,) total_repayment_amount = models.CharField( max_length=15, default="0") principal_paid = models.CharField( max_length=15, default="0") created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="loan_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="loan_last_updated_by") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) class Dividend(models.Model): dividend_title = models.CharField( max_length=100,) account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="account_dividend_drawn_from") financial_year = models.CharField( max_length=5, default="2024",) dividend_amount_paid = models.CharField( max_length=10, default="0.00",) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="dividend_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="dividend_last_updated_by") recycle_bin = models.BooleanField(default=False) dividend_comment = models.CharField( max_length=500, default="", blank=True) class Transaction(models.Model): transaction_number = models.CharField( max_length=50, unique=True, default="") transaction_mode_choices = [ ("inflow", "Inflow"), ("outflow", "Outflow"), ("not_selected", "Not Selected")] transaction_mode = models.CharField( max_length=20, choices=transaction_mode_choices, default="not_selected", blank=False) transaction_amount = models.CharField( max_length=50, default="0.00",) currency_choices = [("usd", "USD"), ("gbp", "GBP"), ("eur", "EUR"), ("kes", "KES"), ("not_selected", "Not Selected")] transaction_currency = models.CharField( max_length=30, choices=currency_choices, default="kes") exchange_rate = models.CharField( max_length=12, blank=True, default="1.00") expense = models.OneToOneField( Expense, null=True, on_delete=models.SET_NULL, related_name="expense_transaction") deposit = models.OneToOneField( Deposit, null=True, on_delete=models.SET_NULL, related_name="deposit_transaction") account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="account_transactions") loan_payment = models.ForeignKey( LoanPortfolio, null=True, on_delete=models.CASCADE, related_name="loan_payment_history") customer_order_payment = models.OneToOneField( CustomerOrderPayment, null=True, on_delete=models.CASCADE, related_name="order_payment_transaction") dividend = models.OneToOneField( Dividend, null=True, on_delete=models.CASCADE, related_name="dividend_transaction") transaction_reference = models.CharField( max_length=50, blank=True, default="",) # used to store mpesa code or bank transaction code for identification of the transaction # invoice = CustomerOrderInvoice() created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="transaction_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="transaction_last_updated_by") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) def save(self, *args, **kwargs): if not self.pk: numberReg = re.sub( r'[^0-9]', '', self.timestamp.strftime('%Y-%m-%d %H:%M:%S')) self.transaction_number = "TN"+numberReg super().save(*args, **kwargs) class CustomerOrderInvoice(models.Model): customer_order = models.OneToOneField( CustomerOrder, null=True, on_delete=models.SET_NULL, related_name="customer_order_invoice") invoice_number = models.CharField( max_length=50, unique=True, default="") invoice_amount_due = models.CharField( max_length=50, default="0.00",) invoice_amount_paid = models.CharField( max_length=50, default="0.00",) currency_choices = [("usd", "USD"), ("gbp", "GBP"), ("eur", "EUR"), ("kes", "KES"), ("not_selected", "Not Selected")] invoice_currency = models.CharField( max_length=30, choices=currency_choices, default="kes") invoice_settled = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="customer_order_invoice_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="customer_order_invoice_last_updated_by") def save(self, *args, **kwargs): if not self.pk: numberReg = re.sub( r'[^0-9]', '', self.timestamp.strftime('%Y-%m-%d %H:%M:%S')) self.invoice_number = "INV"+numberReg super().save(*args, **kwargs) class JournalAccountDebit(models.Model): account_name_choices = [("cash", "Cash"), ("m_pesa", "M-PESA PAYBILL"), ("bank", "Bank"), ("accounts_receivable", "Accounts Receivable"), ("inventory", "Inventory"), ("loans_receivable", "Loans Receivable"), ("loans_payable", "Loans Payable"), ("rent_expense", "Rent Expense"), ("operations_expense", "Operations Expense"), ("refund_expense", "Refund Expense"), ("fixed_assets", "Fixed Assets"), ("accumulated_depreciation", "Accumulated Depreciation"), ("salary_and_wages_expense", "Salary and Wages Expense"), ("utility_expense", "Utility Expense"), ("marketing_expense", "Marketing Expense"), ("transportation_expense", "Transportation Expense"), ("office_supply_expense", "Office Supply Expense"), ("insurance_expense", "Insurance Expense"), ("interest_expense", "Interest Expense"), ("tax_and_license_expense", "Tax and License Expense"), ("miscellaneous_expense", "Miscellaneous Expense"), ("not_selected", "Not Selected"), ("retained_earnings", "Retained Earnings"),] account_name = models.CharField( max_length=100, choices=account_name_choices, default="not_selected", unique=True) # class Meta: # db_table = 'finance_and_accounting_journalaccountdebit' class JournalAccountCredit(models.Model): account_name_choices = [ ("accounts_payable", "Accounts Payable"), ("accrued_expense", "Accrued Expense"), ("accounts_receivable", "Accounts Receivable"), ("cash", "Cash"), ("m_pesa", "M-PESA PAYBILL"), ("bank", "Bank"), ("loans_payable", "Loans Payable"), ("customer_overpayment", "Customer Overpayment"), ("taxes_payable", "Taxes Payable"), ("supplier_advances", "Supplier Advances"), ("unearned_revenue", "Unearned Revenue"), ("owners_equity", "Owners Equity"), ("retained_earnings", "Retained Earnings"), ("sales_revenue", "Sales Revenue"), ("services_revenue", "Services Revenue"), ("interest_income", "Income Revenue"), ("miscellaneous_income", "Miscellaneous Income"), ("vehicle_and_equipment_lease_revenue", "Vehicle and Equipment Lease Revenue"), ("not_selected", "Not Selected")] account_name = models.CharField( max_length=100, choices=account_name_choices, default="not_selected", unique=True) # class Meta: # db_table = 'finance_and_accounting_journalaccountcredit' class Journal_Entry(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="branch_journal_entries") transaction = models.ForeignKey( Transaction, null=True, on_delete=models.SET_NULL, related_name="transaction_journal_entries") customer_order_invoice = models.ForeignKey( CustomerOrderInvoice, null=True, on_delete=models.SET_NULL, related_name="journal_entry_customer_order_invoices") journal_entry_number = models.CharField( max_length=50, unique=True, default="") journal_description = models.CharField( max_length=500, default="", blank=True) created_on = models.DateTimeField(auto_now_add=True) journal_reference = models.CharField( max_length=500, default="", blank=True) # will include customer order/invoice/payroll sheets/purchase order journal_tag = models.CharField( max_length=500, default="", blank=True) # will store additional tags eg, for inventory sale, it will store the name of the inventory sold last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="journal_entry_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="journal_entry_last_updated_by") def save(self, *args, **kwargs): if not self.pk: numberReg = re.sub( r'[^0-9]', '', self.timestamp.strftime('%Y-%m-%d %H:%M:%S')) self.journal_entry_number = "JN"+numberReg super().save(*args, **kwargs) class JournalEntryDocs(models.Model): journal_entry = models.ForeignKey( Journal_Entry, null=True, on_delete=models.CASCADE, related_name="journal_entry_documents") saved_document_path = models.CharField( max_length=100, default="not_selected", blank=True) class DebitEntry(models.Model): journal_entry = models.ForeignKey( Journal_Entry, null=True, on_delete=models.CASCADE, related_name="journal_debit_entries") journal_account_debit = models.ForeignKey( JournalAccountDebit, null=True, on_delete=models.CASCADE, related_name="debit_entry_journal_account") debit_amount = models.CharField( max_length=50, default="0.00",) class CreditEntry(models.Model): journal_entry = models.ForeignKey( Journal_Entry, null=True, on_delete=models.CASCADE, related_name="journal_credit_entries") journal_account_credit = models.ForeignKey( JournalAccountCredit, null=True, on_delete=models.CASCADE, related_name="credit_entry_journal_account") credit_amount = models.CharField( max_length=50, default="0.00",) class Asset(models.Model): asset_name = models.CharField( max_length=100,) asset_category_choices = [ ("office_equipment", "Office Equipment"), ("machinery", "Machinery"), ("vehicle", "Vehicle"), ("property", "Property"), ("not_selected", "Not Selected"),] asset_category = models.CharField( max_length=100, choices=asset_category_choices, default="not_selected",) serial_number = models.CharField( max_length=50, default="", blank=True) purchase_date = models.DateField() purchase_cost = models.CharField( max_length=10, default="0.00",) # should be in the company's preferred currency vendor_name = models.CharField( max_length=100, default="", blank=True) invoice_number = models.CharField( max_length=100, default="", blank=True) useful_life_years = models.CharField( max_length=5, default="1",) residual_value = models.CharField( max_length=50, default="0.00", blank=True) # the expected scrap value at the end of its useful life depreciation_method_choices = [ ("straight_line", "Straight Line"), ("declining_balance", "Declining Balance"),] status_choices = [ ("active", "Active"), ("disposed", "Disposed"), ("under_maintanenance", "Under Maintenance"), ("not_selected", "Not Selected"),] depreciation_method = models.CharField( max_length=100, choices=depreciation_method_choices, default="not_selected",) depreciation_rate = models.CharField( max_length=5, default="0.00", blank=True) status = models.CharField( max_length=100, choices=status_choices, default="not_selected",) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="asset_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="asset_last_updated_by") recycle_bin = models.BooleanField(default=False) # class AssetFinancialYear(models.Model): # asset = models.ForeignKey( # Asset, null=True, on_delete=models.CASCADE, related_name="asset_financial_years") # opening_value = models.CharField( # max_length=50, default="0.00",) # depreciation_expense = models.CharField( # max_length=50, default="0.00",) # closing_value = models.CharField( # max_length=50, default="0.00",) # financial_year = models.CharField( # max_length=5, default="0000",) # create a default value for this year class RetainedEarningFinancialYearOpening(models.Model): financial_year = models.CharField(max_length=6, default="", blank=True) opening_quantity = models.CharField(max_length=20, default="0", blank=True) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) class CashBalanceFinancialYearOpening(models.Model): financial_year = models.CharField(max_length=6, default="", blank=True) cash_balance = models.CharField(max_length=20, default="0", blank=True) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) # --------------------------------------------------------------------------- # ACCOUNT HISTORY (General Ledger – every debit/credit posts here) # --------------------------------------------------------------------------- REL_TYPE_CHOICES = [ ("journal_entry", "Journal Entry"), ("invoice", "Invoice"), ("payment", "Payment"), ("expense", "Expense"), ("deposit", "Deposit"), ("transfer", "Transfer"), ("payroll", "Payroll"), ("purchase_order", "Purchase Order"), ("opening_balance", "Opening Balance"), ("other", "Other"), ] class AccountHistory(models.Model): account = models.ForeignKey( ChartOfAccount, on_delete=models.PROTECT, related_name="account_history") journal_entry = models.ForeignKey( "ManualJournalEntry", null=True, blank=True, on_delete=models.SET_NULL, related_name="ledger_lines") debit = models.DecimalField(max_digits=15, decimal_places=2, default=0) credit = models.DecimalField(max_digits=15, decimal_places=2, default=0) description = models.CharField(max_length=500, default="", blank=True) transaction_date = models.DateField() rel_id = models.IntegerField(null=True, blank=True) rel_type = models.CharField( max_length=30, choices=REL_TYPE_CHOICES, default="other") reconciled = models.BooleanField(default=False) company_branch = models.ForeignKey( CompanyBranch, null=True, blank=True, on_delete=models.SET_NULL, related_name="branch_account_history") created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="account_history_created_by") created_on = models.DateTimeField(auto_now_add=True) class Meta: ordering = ["-transaction_date", "-id"] def __str__(self): return f"{self.account} | Dr:{self.debit} Cr:{self.credit} on {self.transaction_date}" # --------------------------------------------------------------------------- # ACCOUNT MAPPINGS (configure which GL accounts are used for each event) # --------------------------------------------------------------------------- MAPPING_TYPE_CHOICES = [ ("payment_method", "Payment Method"), ("expense_category", "Expense Category"), ("deposit_source", "Deposit Source"), ("tax", "Tax"), # Automatic posting rules (operational event → GL) ("invoice_posting", "Invoice Posting"), ("payment_posting_sale", "Payment Posting – Sales"), ("payment_posting_expense", "Payment Posting – Expenses"), ("delivery_posting", "Delivery / COGS Posting"), ("purchase_posting", "Purchase Bill Posting"), ("credit_note_posting", "Credit Note Posting"), ("payroll_posting", "Payroll Posting"), ] class AccountMapping(models.Model): """ Maps a business event key (e.g. payment method, expense type) to specific debit and credit GL accounts. """ mapping_type = models.CharField( max_length=30, choices=MAPPING_TYPE_CHOICES) source_key = models.CharField(max_length=100) source_label = models.CharField(max_length=200, default="", blank=True) debit_account = models.ForeignKey( ChartOfAccount, null=True, blank=True, on_delete=models.SET_NULL, related_name="mapping_debit_account") credit_account = models.ForeignKey( ChartOfAccount, null=True, blank=True, on_delete=models.SET_NULL, related_name="mapping_credit_account") description = models.CharField(max_length=300, default="", blank=True) company_branch = models.ForeignKey( CompanyBranch, null=True, blank=True, on_delete=models.SET_NULL, related_name="branch_account_mappings") created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="mapping_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="mapping_last_updated_by") created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) class Meta: unique_together = [["mapping_type", "source_key", "company_branch"]] def __str__(self): return f"{self.mapping_type}:{self.source_key}" # --------------------------------------------------------------------------- # ENHANCED MANUAL JOURNAL ENTRY (uses real ChartOfAccount lines) # --------------------------------------------------------------------------- RECURRING_TYPE_CHOICES = [ ("none", "None"), ("daily", "Daily"), ("weekly", "Weekly"), ("monthly", "Monthly"), ("yearly", "Yearly"), ] JOURNAL_STATUS_CHOICES = [ ("draft", "Draft"), ("posted", "Posted"), ("reversed", "Reversed"), ("cancelled", "Cancelled"), ] JOURNAL_SOURCE_TYPE_CHOICES = [ ("manual", "Manual Entry"), ("sales_invoice", "Sales Invoice"), ("customer_payment", "Customer Payment"), ("expense", "Expense"), ("deposit", "Deposit"), ("payroll", "Payroll"), ("purchase", "Purchase / AP"), ("inventory", "Inventory"), ("depreciation", "Depreciation"), ("year_end", "Year-End Close"), ("reversal", "Reversal"), ("other", "Other"), ] class ManualJournalEntry(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="branch_manual_journals") entry_number = models.CharField(max_length=50, unique=True, default="") entry_date = models.DateField() description = models.CharField(max_length=500, default="", blank=True) reference = models.CharField(max_length=200, default="", blank=True) status = models.CharField( max_length=12, choices=JOURNAL_STATUS_CHOICES, default="draft") source_type = models.CharField( max_length=30, choices=JOURNAL_SOURCE_TYPE_CHOICES, default="manual") source_id = models.CharField(max_length=100, default="", blank=True) is_recurring = models.BooleanField(default=False) recurring_type = models.CharField( max_length=10, choices=RECURRING_TYPE_CHOICES, default="none") recurring_cycles = models.IntegerField(default=0) cycles_created = models.IntegerField(default=0) parent_entry = models.ForeignKey( "self", null=True, blank=True, on_delete=models.SET_NULL, related_name="child_entries") reversal_of = models.ForeignKey( "self", null=True, blank=True, on_delete=models.SET_NULL, related_name="reversal_entries") posted_at = models.DateTimeField(null=True, blank=True) posted_by = models.ForeignKey( StaffProfile, null=True, blank=True, on_delete=models.SET_NULL, related_name="manual_journal_posted_by") created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="manual_journal_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="manual_journal_updated_by") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) def save(self, *args, **kwargs): if not self.pk and not self.entry_number: # Microsecond resolution avoids collisions when many entries are # created within the same second (e.g. batch/depreciation runs). numberReg = re.sub( r'[^0-9]', '', self.timestamp.strftime('%Y-%m-%d %H:%M:%S.%f')) self.entry_number = "MJ" + numberReg super().save(*args, **kwargs) def __str__(self): return self.entry_number class ManualJournalLine(models.Model): journal_entry = models.ForeignKey( ManualJournalEntry, on_delete=models.CASCADE, related_name="journal_lines") account = models.ForeignKey( ChartOfAccount, on_delete=models.PROTECT, related_name="journal_entry_lines") debit = models.DecimalField(max_digits=15, decimal_places=2, default=0) credit = models.DecimalField(max_digits=15, decimal_places=2, default=0) description = models.CharField(max_length=300, default="", blank=True) line_order = models.PositiveSmallIntegerField(default=0) class Meta: ordering = ["line_order", "id"] def __str__(self): return f"{self.journal_entry.entry_number} | {self.account} Dr:{self.debit} Cr:{self.credit}" # --------------------------------------------------------------------------- # ACCOUNTING PERIOD (fiscal period lock / close management) # --------------------------------------------------------------------------- class AccountingPeriod(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="branch_accounting_periods") period_name = models.CharField(max_length=100) period_start_date = models.DateField() period_end_date = models.DateField() period_locked = models.BooleanField(default=False) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="period_created_by") last_updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="period_updated_by") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) class Meta: ordering = ["-period_start_date"] def __str__(self): return self.period_name # --------------------------------------------------------------------------- # ACCOUNTING SETTINGS (per-branch general configuration) # --------------------------------------------------------------------------- MONTH_CHOICES = [ ("january", "January"), ("february", "February"), ("march", "March"), ("april", "April"), ("may", "May"), ("june", "June"), ("july", "July"), ("august", "August"), ("september", "September"), ("october", "October"), ("november", "November"), ("december", "December"), ] class AccountingSettings(models.Model): company_branch = models.OneToOneField( CompanyBranch, on_delete=models.CASCADE, related_name="accounting_settings") fiscal_year_start_month = models.CharField( max_length=20, choices=MONTH_CHOICES, default="january") tax_year_start_month = models.CharField( max_length=30, default="same_as_fiscal", help_text="'same_as_fiscal' or a month slug") accounting_method = models.CharField( max_length=10, choices=[("cash", "Cash"), ("accrual", "Accrual")], default="accrual") close_books = models.BooleanField(default=False) closing_date = models.DateField(null=True, blank=True) enable_account_numbers = models.BooleanField(default=True) show_account_numbers = models.BooleanField(default=True) updated_by = models.ForeignKey( StaffProfile, null=True, blank=True, on_delete=models.SET_NULL, related_name="settings_updated_by") updated_on = models.DateTimeField(auto_now=True) def __str__(self): return f"Settings – {self.company_branch}" # --------------------------------------------------------------------------- # EXTENDED FINANCE — multi-currency, audit, AP invoices, tax, depreciation # --------------------------------------------------------------------------- class CurrencyExchangeRate(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.CASCADE, related_name="currency_exchange_rates") from_currency = models.CharField(max_length=10, default="usd") to_currency = models.CharField(max_length=10, default="kes") rate_date = models.DateField() exchange_rate = models.DecimalField(max_digits=18, decimal_places=6, default=1) notes = models.CharField(max_length=300, default="", blank=True) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="fx_rate_created_by") created_on = models.DateTimeField(auto_now_add=True) class Meta: ordering = ["-rate_date", "-id"] unique_together = [("company_branch", "from_currency", "to_currency", "rate_date")] class FinanceAuditLog(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.CASCADE, related_name="finance_audit_logs") entity_type = models.CharField(max_length=80) entity_id = models.CharField(max_length=50) action = models.CharField(max_length=50) actor = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="finance_audit_actions") notes = models.TextField(default="", blank=True) before_data = models.TextField(default="", blank=True) after_data = models.TextField(default="", blank=True) created_on = models.DateTimeField(auto_now_add=True) class Meta: ordering = ["-created_on"] class VendorInvoice(models.Model): MATCH_STATUS = [ ("pending", "Pending"), ("matched", "Matched"), ("partial", "Partial Match"), ("exception", "Exception"), ] company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="vendor_invoices") purchase_order = models.ForeignKey( PurchaseOrder, null=True, on_delete=models.SET_NULL, related_name="vendor_invoices") supplier_invoice_number = models.CharField(max_length=100, default="") invoice_date = models.DateField() invoice_amount = models.CharField(max_length=50, default="0.00") po_amount = models.CharField(max_length=50, default="0.00") received_amount = models.CharField(max_length=50, default="0.00") match_status = models.CharField(max_length=20, choices=MATCH_STATUS, default="pending") match_notes = models.TextField(default="", blank=True) attachment_reference = models.CharField(max_length=200, default="", blank=True) account_manager_id = models.CharField(max_length=50, default="", blank=True) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="vendor_invoice_created_by") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) class TaxLossCarryForward(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.CASCADE, related_name="tax_loss_carry_forwards") tax_year = models.PositiveIntegerField() assessed_loss = models.DecimalField(max_digits=15, decimal_places=2, default=0) utilized = models.DecimalField(max_digits=15, decimal_places=2, default=0) balance = models.DecimalField(max_digits=15, decimal_places=2, default=0) notes = models.TextField(default="", blank=True) created_on = models.DateTimeField(auto_now_add=True) updated_on = models.DateTimeField(auto_now=True) class Meta: unique_together = [("company_branch", "tax_year")] class DepreciationScheduleLine(models.Model): asset = models.ForeignKey( Asset, on_delete=models.CASCADE, related_name="depreciation_schedule") period_month = models.DateField() depreciation_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) posted = models.BooleanField(default=False) journal_entry = models.ForeignKey( ManualJournalEntry, null=True, blank=True, on_delete=models.SET_NULL, related_name="depreciation_lines") created_on = models.DateTimeField(auto_now_add=True) class Meta: ordering = ["period_month"] unique_together = [("asset", "period_month")] class MpesaStatementLine(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.CASCADE, related_name="mpesa_statement_lines") mpesa_account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="mpesa_import_lines") transaction_date = models.DateField() reference_code = models.CharField(max_length=100, default="") payer_name = models.CharField(max_length=200, default="", blank=True) amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) matched = models.BooleanField(default=False) matched_history = models.ForeignKey( AccountHistory, null=True, blank=True, on_delete=models.SET_NULL, related_name="mpesa_matches") created_on = models.DateTimeField(auto_now_add=True) class Meta: ordering = ["-transaction_date", "-id"] class ScheduledPaymentReminder(models.Model): REMINDER_TYPES = [ ("ar_due", "AR Due"), ("ap_due", "AP Due"), ("credit_follow_up", "Credit Follow Up"), ] company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.CASCADE, related_name="payment_reminders") reminder_type = models.CharField(max_length=30, choices=REMINDER_TYPES) entity_type = models.CharField(max_length=50) entity_id = models.CharField(max_length=50) recipient_email = models.EmailField(max_length=100, default="", blank=True) due_date = models.DateField(null=True, blank=True) amount_due = models.CharField(max_length=50, default="0.00") sent = models.BooleanField(default=False) sent_on = models.DateTimeField(null=True, blank=True) last_error = models.CharField(max_length=300, default="", blank=True) created_on = models.DateTimeField(auto_now_add=True) # --------------------------------------------------------------------------- # WITHHOLDING TAX (WHVAT 2% / WHT) — KRA filing register # --------------------------------------------------------------------------- class WithholdingTaxEntry(models.Model): TAX_TYPES = [ ("vat_withholding", "Withholding VAT (2%)"), ("income_withholding", "Withholding Income Tax"), ] STATUS = [ ("pending", "Pending Filing"), ("filed", "Filed"), ] company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.CASCADE, related_name="withholding_tax_entries") supplier = models.ForeignKey( Supplier, null=True, blank=True, on_delete=models.SET_NULL, related_name="withholding_tax_entries") purchase_order = models.ForeignKey( PurchaseOrder, null=True, blank=True, on_delete=models.SET_NULL, related_name="withholding_tax_entries") vendor_invoice = models.ForeignKey( VendorInvoice, null=True, blank=True, on_delete=models.SET_NULL, related_name="withholding_tax_entries") tax_type = models.CharField(max_length=30, choices=TAX_TYPES, default="vat_withholding") supplier_name = models.CharField(max_length=200, default="", blank=True) supplier_pin = models.CharField(max_length=30, default="", blank=True) invoice_number = models.CharField(max_length=100, default="", blank=True) gross_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) wht_rate = models.DecimalField(max_digits=6, decimal_places=2, default=2) wht_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) certificate_number = models.CharField(max_length=80, default="", blank=True) period_date = models.DateField() status = models.CharField(max_length=20, choices=STATUS, default="pending") notes = models.CharField(max_length=300, default="", blank=True) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="withholding_tax_created_by") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) class Meta: ordering = ["-period_date", "-id"] # --------------------------------------------------------------------------- # MPESA DARAJA API CONFIG (per-branch credentials for live pulls) # --------------------------------------------------------------------------- class MpesaApiConfig(models.Model): ENVIRONMENTS = [("sandbox", "Sandbox"), ("production", "Production")] company_branch = models.OneToOneField( CompanyBranch, on_delete=models.CASCADE, related_name="mpesa_api_config") environment = models.CharField(max_length=20, choices=ENVIRONMENTS, default="sandbox") consumer_key = models.CharField(max_length=200, default="", blank=True) consumer_secret = models.CharField(max_length=200, default="", blank=True) short_code = models.CharField(max_length=20, default="", blank=True) pass_key = models.CharField(max_length=200, default="", blank=True) initiator_name = models.CharField(max_length=100, default="", blank=True) security_credential = models.TextField(default="", blank=True) mpesa_account = models.ForeignKey( ChartOfAccount, null=True, blank=True, on_delete=models.SET_NULL, related_name="mpesa_api_accounts") is_active = models.BooleanField(default=False) last_synced_on = models.DateTimeField(null=True, blank=True) updated_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="mpesa_config_updated_by") updated_on = models.DateTimeField(auto_now=True) def __str__(self): return f"M-Pesa API – {self.company_branch} ({self.environment})" # --------------------------------------------------------------------------- # BATCH / SCHEDULED SUPPLIER PAYMENTS # --------------------------------------------------------------------------- class BatchPayment(models.Model): STATUS = [ ("draft", "Draft"), ("executed", "Executed"), ("cancelled", "Cancelled"), ] company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="batch_payments") batch_number = models.CharField(max_length=50, unique=True, default="") payment_date = models.DateField() source_account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="batch_payment_source_accounts") payable_account = models.ForeignKey( ChartOfAccount, null=True, blank=True, on_delete=models.SET_NULL, related_name="batch_payment_payable_accounts") total_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) status = models.CharField(max_length=20, choices=STATUS, default="draft") notes = models.CharField(max_length=300, default="", blank=True) journal_entry = models.ForeignKey( ManualJournalEntry, null=True, blank=True, on_delete=models.SET_NULL, related_name="batch_payments") created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="batch_payment_created_by") executed_by = models.ForeignKey( StaffProfile, null=True, blank=True, on_delete=models.SET_NULL, related_name="batch_payment_executed_by") executed_on = models.DateTimeField(null=True, blank=True) recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) timestamp = models.DateTimeField(default=timezone.now) class Meta: ordering = ["-id"] def save(self, *args, **kwargs): if not self.pk: stamp = re.sub(r"[^0-9]", "", self.timestamp.strftime("%Y-%m-%d %H:%M:%S")) self.batch_number = f"BP{stamp}" super().save(*args, **kwargs) def __str__(self): return self.batch_number class BatchPaymentLine(models.Model): batch_payment = models.ForeignKey( BatchPayment, on_delete=models.CASCADE, related_name="lines") purchase_order = models.ForeignKey( PurchaseOrder, null=True, blank=True, on_delete=models.SET_NULL, related_name="batch_payment_lines") supplier_name = models.CharField(max_length=200, default="", blank=True) amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) wht_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) net_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) reference = models.CharField(max_length=120, default="", blank=True) # --------------------------------------------------------------------------- # PETTY CASH / IMPREST # --------------------------------------------------------------------------- class PettyCashFund(models.Model): company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="petty_cash_funds") fund_number = models.CharField(max_length=50, unique=True, default="") fund_name = models.CharField(max_length=120, default="") petty_cash_account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="petty_cash_fund_accounts") employee_advances_account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="employee_advances_fund_accounts") bank_account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="petty_cash_replenish_bank_accounts") custodian = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="petty_cash_custodian_funds") imprest_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) current_balance = models.DecimalField(max_digits=15, decimal_places=2, default=0) is_active = models.BooleanField(default=True) notes = models.TextField(default="", blank=True) created_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="petty_cash_funds_created") recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) class Meta: ordering = ["-id"] def save(self, *args, **kwargs): if not self.pk: stamp = re.sub(r"[^0-9]", "", self.timestamp.strftime("%Y-%m-%d %H:%M:%S")) self.fund_number = f"PCF{stamp}" if not self.current_balance and self.imprest_amount: self.current_balance = self.imprest_amount super().save(*args, **kwargs) class PettyCashRequest(models.Model): STATUS = [ ("draft", "Draft"), ("pending_approval", "Pending Approval"), ("approved", "Approved"), ("rejected", "Rejected"), ("disbursed", "Disbursed"), ("cancelled", "Cancelled"), ] fund = models.ForeignKey( PettyCashFund, on_delete=models.CASCADE, related_name="requests") request_number = models.CharField(max_length=50, unique=True, default="") requested_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="petty_cash_requests") purpose = models.TextField(default="") amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) status = models.CharField(max_length=30, choices=STATUS, default="draft") approved_by = models.ForeignKey( StaffProfile, null=True, blank=True, on_delete=models.SET_NULL, related_name="petty_cash_requests_approved") approved_on = models.DateTimeField(null=True, blank=True) rejection_reason = models.TextField(default="", blank=True) recycle_bin = models.BooleanField(default=False) created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) timestamp = models.DateTimeField(default=timezone.now) class Meta: ordering = ["-id"] def save(self, *args, **kwargs): if not self.pk: stamp = re.sub(r"[^0-9]", "", self.timestamp.strftime("%Y-%m-%d %H:%M:%S")) self.request_number = f"PCR{stamp}" super().save(*args, **kwargs) class PettyCashDisbursement(models.Model): request = models.OneToOneField( PettyCashRequest, on_delete=models.CASCADE, related_name="disbursement") disbursement_number = models.CharField(max_length=50, unique=True, default="") amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) disbursed_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="petty_cash_disbursements") journal_entry = models.ForeignKey( ManualJournalEntry, null=True, blank=True, on_delete=models.SET_NULL, related_name="petty_cash_disbursements") disbursed_on = models.DateTimeField(auto_now_add=True) timestamp = models.DateTimeField(default=timezone.now) class Meta: ordering = ["-id"] def save(self, *args, **kwargs): if not self.pk: stamp = re.sub(r"[^0-9]", "", self.timestamp.strftime("%Y-%m-%d %H:%M:%S")) self.disbursement_number = f"PCD{stamp}" super().save(*args, **kwargs) class PettyCashRetirement(models.Model): STATUS = [ ("draft", "Draft"), ("posted", "Posted"), ] disbursement = models.OneToOneField( PettyCashDisbursement, on_delete=models.CASCADE, related_name="retirement") retirement_number = models.CharField(max_length=50, unique=True, default="") retired_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) receipt_reference = models.CharField(max_length=120, default="", blank=True) status = models.CharField(max_length=20, choices=STATUS, default="draft") journal_entry = models.ForeignKey( ManualJournalEntry, null=True, blank=True, on_delete=models.SET_NULL, related_name="petty_cash_retirements") retired_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="petty_cash_retirements") retired_on = models.DateTimeField(null=True, blank=True) timestamp = models.DateTimeField(default=timezone.now) class Meta: ordering = ["-id"] def save(self, *args, **kwargs): if not self.pk: stamp = re.sub(r"[^0-9]", "", self.timestamp.strftime("%Y-%m-%d %H:%M:%S")) self.retirement_number = f"PCRT{stamp}" super().save(*args, **kwargs) class PettyCashRetirementLine(models.Model): retirement = models.ForeignKey( PettyCashRetirement, on_delete=models.CASCADE, related_name="lines") expense_account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="petty_cash_retirement_lines") description = models.CharField(max_length=250, default="", blank=True) amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) class PettyCashReplenishment(models.Model): STATUS = [ ("draft", "Draft"), ("posted", "Posted"), ] fund = models.ForeignKey( PettyCashFund, on_delete=models.CASCADE, related_name="replenishments") replenishment_number = models.CharField(max_length=50, unique=True, default="") amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) bank_account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="petty_cash_replenishments") journal_entry = models.ForeignKey( ManualJournalEntry, null=True, blank=True, on_delete=models.SET_NULL, related_name="petty_cash_replenishment_journals") status = models.CharField(max_length=20, choices=STATUS, default="draft") replenished_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="petty_cash_replenishments") replenished_on = models.DateTimeField(null=True, blank=True) notes = models.TextField(default="", blank=True) timestamp = models.DateTimeField(default=timezone.now) class Meta: ordering = ["-id"] def save(self, *args, **kwargs): if not self.pk: stamp = re.sub(r"[^0-9]", "", self.timestamp.strftime("%Y-%m-%d %H:%M:%S")) self.replenishment_number = f"PCRP{stamp}" super().save(*args, **kwargs) class PettyCashReconciliation(models.Model): STATUS = [ ("pending", "Pending"), ("reconciled", "Reconciled"), ] fund = models.ForeignKey( PettyCashFund, on_delete=models.CASCADE, related_name="reconciliations") reconciliation_number = models.CharField(max_length=50, unique=True, default="") period_date = models.DateField() book_balance = models.DecimalField(max_digits=15, decimal_places=2, default=0) physical_count = models.DecimalField(max_digits=15, decimal_places=2, default=0) variance = models.DecimalField(max_digits=15, decimal_places=2, default=0) status = models.CharField(max_length=20, choices=STATUS, default="pending") notes = models.TextField(default="", blank=True) reconciled_by = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="petty_cash_reconciliations") reconciled_on = models.DateTimeField(null=True, blank=True) timestamp = models.DateTimeField(default=timezone.now) class Meta: ordering = ["-period_date", "-id"] unique_together = [("fund", "period_date")] def save(self, *args, **kwargs): if not self.pk: stamp = re.sub(r"[^0-9]", "", self.timestamp.strftime("%Y-%m-%d %H:%M:%S")) self.reconciliation_number = f"PCRC{stamp}" self.variance = (self.physical_count or 0) - (self.book_balance or 0) super().save(*args, **kwargs) class EmployeeAdvance(models.Model): SOURCE_CHOICES = [ ("petty_cash", "Petty Cash"), ("hr", "HR"), ] RECOVERY_MODULE_CHOICES = [ ("full", "Full Balance"), ("percentage", "Percentage of Balance"), ("fixed", "Fixed Installment"), ] STATUS_CHOICES = [ ("open", "Open"), ("partial", "Partial"), ("recovered", "Recovered via Payroll"), ("settled", "Settled via Receipt"), ] staff_profile = models.ForeignKey( StaffProfile, on_delete=models.CASCADE, related_name="employee_advances") company_branch = models.ForeignKey( CompanyBranch, null=True, on_delete=models.SET_NULL, related_name="employee_advances") fund = models.ForeignKey( PettyCashFund, null=True, on_delete=models.SET_NULL, related_name="employee_advances") employee_advances_account = models.ForeignKey( ChartOfAccount, null=True, on_delete=models.SET_NULL, related_name="employee_advance_gl_accounts") petty_cash_disbursement = models.OneToOneField( PettyCashDisbursement, null=True, blank=True, on_delete=models.CASCADE, related_name="employee_advance") source = models.CharField(max_length=30, choices=SOURCE_CHOICES, default="petty_cash") recovery_module = models.CharField( max_length=20, choices=RECOVERY_MODULE_CHOICES, default="fixed") recovery_value = models.DecimalField(max_digits=15, decimal_places=2, default=100) reference_number = models.CharField(max_length=50, default="", blank=True) description = models.TextField(default="", blank=True) original_amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) balance_outstanding = models.DecimalField(max_digits=15, decimal_places=2, default=0) amount_recovered_via_payroll = models.DecimalField(max_digits=15, decimal_places=2, default=0) amount_settled_via_receipt = models.DecimalField(max_digits=15, decimal_places=2, default=0) status = models.CharField(max_length=20, choices=STATUS_CHOICES, default="open") last_payroll_sheet = models.ForeignKey( "human_resource.PayrollSheet", null=True, blank=True, on_delete=models.SET_NULL, related_name="employee_advance_recoveries") recorded_by = models.ForeignKey( StaffProfile, null=True, blank=True, on_delete=models.SET_NULL, related_name="employee_advances_recorded") created_on = models.DateTimeField(auto_now_add=True) last_updated_on = models.DateTimeField(auto_now=True) class Meta: ordering = ["-created_on"] class PayrollAdvanceRecovery(models.Model): STATUS_CHOICES = [ ("scheduled", "Scheduled"), ("recovered", "Recovered"), ("cancelled", "Cancelled"), ] employee_advance = models.ForeignKey( EmployeeAdvance, on_delete=models.CASCADE, related_name="payroll_recoveries") payroll_sheet = models.ForeignKey( "human_resource.PayrollSheet", on_delete=models.CASCADE, related_name="advance_recoveries") staff_profile = models.ForeignKey( StaffProfile, null=True, on_delete=models.SET_NULL, related_name="payroll_advance_recoveries") amount = models.DecimalField(max_digits=15, decimal_places=2, default=0) status = models.CharField(max_length=20, choices=STATUS_CHOICES, default="scheduled") recovered_on = models.DateTimeField(null=True, blank=True) created_on = models.DateTimeField(auto_now_add=True) class Meta: ordering = ["-created_on"]