BUILDSMART DEBTORS. SmartAct. Authorized Training Manual

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1 BUILDSMART DEBTORS SmartAct Authorized Training Manual

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3 - 2 - SmartAct Authorized Training Manual Notice This document and the Buildsmart software may be used only in accordance with the accompanying Buildsmart User License Agreement. You may not use, copy, modify, or transfer the Buildsmart software or this documentation except as expressly provided in the license agreement. Visit our website at or call our office at /90 for any queries and to learn more about training classes that are added throughout the year.

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5 - 4 - Contents SmartAct Section 1 Log-in 6 Log in Procedure 8 Data Capture 12 Set Up 14 Debtors Set Up 16 To Process Debtor 20 Manual Debtors Capturing 21 Once off Debtors Invoicing 21 Before you calculate 26 After you calculate 27 Standard Debtors invoice with no mark up 29 Debtors Reconciliation 32 Section 3 Period End 44 Monthly Debtor Period End 46

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7 - 6 - Section 1 Log in Log in Procedure 8

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9 Log in Section Log in Procedure Double Click on the above icon The following screen will appear Type in your User name TAB Type in your Password TAB Type in your Enterprise ID TAB Click on LOGIN

10 Log in Section The following screen will appear Under user the name of the person that has logged in will appear Double Click on User to change your password Complete your old password TAB Complete your New Password TAB Confirm your New Password TAB Click on Save Password You can now login with your new Password

11 Log in Section Always make sure that you are in the correct Financial Period and Month The Financial Year will be setup by the Administrator when the Year end is done once a year You can always move the date forward to be able to capture in future periods Only the administrator can go back to previous periods Double Click next to the Financial Year; 2008 This will give you the option to move the period forward Click on OK Select the correct Period you want to change to Do not change the financial year The System has 14 Periods Period '13' is the yearend where the auditor s adjustments will be done Period '0' is the Opening Period where the Brought Forward Balances from the previous year will appear Period '1' to '12' is the normal months for the year

12 Log in Section Click on the Period The following screen will appear The period has now moved to a future period NB: it will default back to the previous period if you logout On the left hand side you will see the menu options; this is a user role that will be decided on and set up by the Administrator You will only be able to see the Menu items that has been linked to you as a user Always Click on Log Off before closing the system

13 Data Capture Set Up 14 Debtors Set Up 16 To Process Debtor 20 Manual Debtors Capturing 21 Once off Debtors Invoicing 21 Before you calculate 26 After you calculate 27 Standard Debtors invoice with no mark up 29 Debtors Reconciliation 32

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15 Set Up Always make sure that you are in the correct Organisation (Company) before you start capturing The Number next to the Company name will indicate your Organisation number in the system You will have transaction types to capture This will also be setup by the Administrator You will then capture the Contract Debtor, Sundry Debtors Invoice under Data Capture Ledger Transactions Select 'Contract Debtor, Sundry Debtors Invoice' Vat Types are important to select when you capture data It is also setup by the Administrator The wrong selection will affect your Vat Reports

16 The Administrator will open a Ledger Code for the Debtors Control under Setup Ledger Codes The Administrator will also link this code to Control Codes The Control Codes is under Setup Control Codes NB: the Contract Revenue and Debtors Control is very important in the Master file Click on to close the Menu for a full screen The Menu Selection will close Double click on the word MENU to bring back the Menu selection screen

17 Debtors Set Up To get the Debtors Master capturing done you have to open Debtors Under Click on Debtors Tick Show All to see the list of Debtors already opened Or Click TAB This will also display the Debtors List

18 Click on Add Debtor Make sure that you select the correct Debtor Number as it cannot be edited or deleted after it was saved All the other Details can be edited Make sure that you select Contract Revenue Make sure that you select the correct Debtor Selection Only tick when you use the plant module Save when completed

19 The New Debtor will appear on the Debtor Listing Show - Shortcut to see transactions on Debtor Will show the Recons on Debtor Edit - Allow editing of Debtors Details accept the Debtors Number Match - use for manual matching when transaction hasn t been processed with Payment Balance - Use when you want to bring only a Balance through and not the individual Invoices Add Attachment-Special Note on the Debtor View Special Note Attachments Open your attachment in Word or an Excel Document Click on Add Attachment This is like a filing system to attach all Debtor Correspondence and to view at any time Click on Browse to find your saved document Select Attachment Type Save Select the attachment and save

20 Click on view attachment to open the document

21 To Process a Debtor To process a Debtor e.g. Staff Debtor through the Ledger Transactions The system will ask for the Debtor Code Select Age of transaction Select if retention

22 Manual Debtors Capturing Once off Debtors Invoicing If Once off Debtor Invoices is Preferred Go to Data Capture Debtors Invoicing Or Click on Show Posted to see the list of Posted Invoices Click with Mouse in Blank space Click on Tab to display list Click to add new Invoice Debtors Invoice Data Capture Debtors Invoicing Click to Save and Capture the Detail

23 Click on Return to go back to the main menu Click on Add Line to capture an invoice If Discount is applicable Click on Save Click Add Line

24 Click on Save Click on Add a Line to Capture Detail

25 Click on Save Select ADD Line

26 Add Line Click on Save Click on Return

27 Before you calculate

28 After you calculate After you calculate print the Invoice Calculate to bring the mark-up in Click on Return

29 Edit Header Print Calculate if Mark-up Edit Transactions Click to Post Delete Posted No Edit Print Posted Delete will delete the header but not the transaction

30 Standard Debtor Invoice with no Mark-up Click Save to Add Details Add Line Click Save

31 Or Select Return To go back to menu Add Line to add more line items To Add Line To Return Edit Header Print Invoice Calculate if Mark-up Edit Transactions Click to Post Delete

32 Print

33 Debtors Reconciliation Debtors Reconciliation under Data Capture is used if the Debtor is used more than once It is a recurring document Click with the mouse in the blank space Tab to Display list Click on Add Recon to add new Valuation Certificate

34 Click on Save Will display on the List of Valuation List

35 Click to Post Transactions Click to edit for next Certificate Click to print NB: if it was edited you can t go back to print the previous Certificate If posted the will appear (POSTED)

36 Click to Print Hard Copy

37 Click to Export to PDF Exell or to Select the Format and Destination that you want to use Unlimited Valuations can be done in one month, remember to do the Valuation Month End This month end has no effect on the actual month end; it just move current values to previous Click on the Edit to go back into the certificate Click on Month End The Values in This Month has now moved to Previous and you can start to capture in Total to Date This Month Values will automatically update Remember cumulative is the previous plus this month added together and captured in Total to Date

38 If you want to claim R ; add it to the previous of R and capture in Total to date R NB: do not Capture Value in Valuation Amount, But in Client Certified Amount The This Month will now show the R that is claimed When it is saved for the first time the Variation option will open and you will be able to do a variation Click on The word Variation to add variations Click on Add New

39 Complete Click on Save Click on Exit to add to the certificate TAB through on this screen Click on Save Click to Post Transactions

40 The Post button will appear if the transaction was successful The New Valuation Certificate can now be printed Please note that the values has changed Transactions on Debtors can be viewed under Master Files Click to Print Hard Copy The Debtors Transaction report can be used to do the Monthly Reconciliations It can be printed by Debtor Or Blank will print all

41 If you want to see only this month do not tick all transactions All reports can be downloaded to exell Payments can be done as follows: You should do this preferably not through the Cashbook but through the Payments NB: The Date and Period is very important on all transactions For Payments Received Go to Master File Debtors

42 Click on Show RECONS to see if there are transactions Click on Payment to Post the Payment to the Cashbook (Bank) and the Debtor This way the matching will happen automatically when you do the Debtors Month Ends every month Click what is not paid

43 Please select the correct Date Period and Cashbook to Post to Type in the Cheque amount; the difference will show zero Type in the Cheque Number Will only put the payment on Hold to the Debtor Save and Submit will Post the transaction to the Cashbook and Click on Save and Submit when all details is completed correctly Click OK

44 Matching will show what happened on the debtor The Cashbook will be debited and the Debtor will be credited

45 Section 3 Period End Monthly Debtor Period End 46

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47 Monthly Debtor Period End Debtors Month End has to be done every month end; this will move the ageing and match the payments Make sure about the correct period and date This can only be done once a month as it move your ageing and match the payments and Invoices Click on OK Please remember to move the date to the next period if you capture