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diff --git a/docs/STORAGE.rst b/docs/STORAGE.rst new file mode 100644 index 0000000..29ad037 --- /dev/null +++ b/docs/STORAGE.rst @@ -0,0 +1,131 @@ +.. _storage: + +================================ +OpenBooks - file and data format +================================ + +Your administration is stored in a single **.openbooks** file. +This is a zip file with the following format: + +:: + + administration.openbooks/ + ├── administration.xml + ├── invoices/ + │ ├── invoice_0000000001.xml + │ ├── invoice_0000000002.xml + ├── documents/ + │ ├── invoice_1.pdf + │ ├── invoice_2.pdf + │ ├── receipt_3.png + +**administration.xml** contains all company settings and data. This includes company info, projects, contacts, vat rates and cost centers. + +**invoices/** Contains all incomming and outgoing invoices, stored in Peppol BIS 3.0 format. + +**documents/** Contains all documents from which invoices have been generated. + +Data structures +=============== + +Administration +-------------- + +- info — Contact information, stored as **Contact** +- next id — Id reserved for new data entry +- path — File path to save to +- program version — Version of data format +- country — Country code (used for tax reports) +- contacts **list** — List of contacts +- projects **list** — List of projects +- invoices **list** — List of invoices +- tax brackets **list** — List of available tax brackets +- AI service — Which AI service to use +- AI key — API key for selected AI service +- email service — Which email service to use +- email key — API key for selected email service + +Contact +------- + +- id **auto** — reference id **C/[id]** +- name **required** — Full name of individual or company name +- address line 1 **required** — Address +- address line 2 **required** — Zip, place +- country **required** — Country +- type **required** — Contact type, **business** or **consumer** +- tax number — Tax identification number +- business number — Business number +- email — Email address +- Phone number — Phone number +- bank account — Bank account number (to display on outgoing invoices) + +Invoice (`docs <https://accountancyeurope.eu/wp-content/uploads/2025/04/250423-VAT-and-the-Digital-Age-Factsheet-Accountancy-Europe.pdf>`_) +------------------------------------------------------------------------------------------------------------------------------------------- + +- id **auto** — reference id **I/[id]** +- sequential number **auto** — Generated sequential invoice number +- customer **required** — Customer contact information, stored as reference **C/[id]** +- supplier **required** — Supplier contact information, stored as reference **C/[id]** +- issue at **required** — Date when invoice was issued +- delivered at **required** — Date when goods or services were delivered +- expires at **required** — Date when invoice expires +- document **required** — Document associated with invoice, stored as filename +- billing items **required** **list** — List of billed items +- project — Project, stored as reference **P/[id]** +- cost center id — Cost center, stored as reference **E/[id]** (incoming invoices only) +- total **required** — Total amount billed +- tax **required** — Total tax billed +- net **required** — Total amount excl. tax +- status **required** — Payment status **paid** **expired** **cancelled** **refunded**, **corrected** +- shipping address line 1 **required** — Address +- shipping address line 2 **required** — Zip, place +- country **required** — Country +- currency **required** — Currency used for billing +- keep until **required** — Date until invoice needs to be stored legally +- payment on account date — If advance payment received and differs from invoice date (Ireland only) +- tax representative — If supplier uses tax representative in another Member State (Belgium only) +- corrected sequential number — For corrective invoices, the sequential number that identifies the original invoice to be corrected + +Billing item +------------ + +- id **auto** — reference id **B/[id]** +- invoice **auto** — reference to invoice **I/[id]** +- description **required** — Description of billed item +- tax bracket **required** — Tax bracket (e.g. 0%, 21%, exempt, reversed) +- tax section **required** — Tax section (e.g. 1a up to 4b in The Netherlands) +- amount **required** — Amount of items, or a percentage +- amount is percentage **required** — Amount of items, or a percentage +- net per item **required** — Is amount a percentage +- net **required** — Total amount excl. tax +- discount **required** — Total discount +- tax **required** — Total tax billed +- is intra-community **required** — If applicable, note like “intra-Community supply of goods” +- is triangulation **required** — For EU triangulation: note scheme and buyer liable +- currency **required** — Currency used for billing +- internal code — Article or service code + +Project +------- + +- id **auto** — reference id **P/[id]** +- description **required** — Description of project +- start date **required** — Project started at date +- status **required** — Status of project **running** **paused** **cancelled** +- end date — Project cancelled at date + +Cost center +----------- + +- id **auto** — reference id **E/[id]** +- code **required** — Internal code of cost center +- description **required** — Description of cost center + +Tax bracket +----------- + +- id **auto** — reference id **T/[id]** +- country code **required** — 2 letter country code +- description **required** — Description of tax bracket +- rate **required** — Tax rate % |