From the edienterprise suite of Forwarding and Logistics Software

Transcription

1 From the edienterprise suite of Forwarding and Logistics Software

2 Accounts Setups From the edienterprise suite of Forwarding and Logistics Software Eagle Datamation International Pty Ltd Level 2, 184 Bourke Road Alexandria NSW Australia Phone Fax training@edi.com.au

3 Table of Contents 1 EDIACCOUNTS SETUPS SYSTEM FEATURES OVERVIEW FEATURES 4 2 LEARNING OUTCOMES 5 3 SYMBOLS 6 4 SHORTCUT KEYS 7 5 OPEN MODULE 8 6 CONFIGURATION ACCOUNTS HOW TO DEFINE THE GENERAL LEDGER ACCOUNT HOW TO DESIGN THE GENERAL LEDGER HOW TO DEFINE THE GENERAL LEDGER ACCOUNT FORMAT HOW TO CONFIGURE THE GENERAL LEDGER ACCOUNT How to Add/Edit GL Account Number How to Modify/Move a GL Account Number HOW TO ADD/EDIT A GST TAX ID HOW TO ADD/EDIT WHT TAX ID (APPLICABLE TO THAILAND) HOW TO ADD/EDIT SALES & EXPENSES GROUPS HOW TO ADD/EDIT A DEBTOR GROUP HOW TO ADD/EDIT A CREDITOR GROUP HOW TO ADD/EDIT A CHARGE CODE HOW TO CONFIGURE BANK ACCOUNTS HOW TO ADD/EDIT A BANK ACCOUNT HOW TO SETUP BANK ACCOUNTS How to Set Up New Bank Accounts How to Set Up Existing Bank Accounts HOW TO ADD/EDIT A CHEQUE BOOK 34 7 SYSTEM CONFIGURATION - ACCOUNTS GLOBAL OPTION HOW TO SET DEFAULT TO ALLOW BACK POSTING SUBLEDGER TRANSACTIONS GENERAL LEDGER DEFAULTS How to Set General Ledger Frame work How to Set Control Accounts How to Set Link Accounts ACCOUNTS RECEIVABLE DEFAULTS How to Set Accounts Receivable Defaults Form Configurations How to Set Invoice Form Defaults How to Set PPN Invoice Defaults (Applicable to Indonesia) How to Set Statement Defaults 49 Page 2 of 65 Accounts Setups How To Guide 1 June 2004

4 How to Set Collection Letter Defaults How to Set Demand Letter Defaults PAYABLE DEFAULTS How to Set Accounts Payable Defaults How to Set Default to Allow user to modify GST/TAX Id in AP How to Set Default to Allow user to modify WHT Id in AP How to Set Default to Show Payment Voucher/Remittance Advice Dialogue How to Set Default Payment Voucher/Remittance Advice Print Option HOW TO SET JOB INVOICING DEFAULTS HOW TO SET DEFAULT DEPARTMENTS HOW TO SET ACCOUNT NOTIFICATIONS DEFAULTS HOW TO SET JOB COSTING DEFAULTS HOW TO SET ACCOUNTING NEXT NUMBERS 61 8 PERIOD MANAGEMENT HOW TO SET ACCOUNTING PERIODS 63 Page 3 of 65 Accounts Setups How To Guide 1 June 2004

5 1 ediaccounts Setups System Features 1.1 Overview Accounts Setups must be done before the system can be used. Accounts Setups include designing of Chart of Accounts, Charge Codes and Tax Settings as well as any settings and defaults related to all Accounting Modules. 1.2 Features The features of Accounts Setups include: Design of Chart of Accounts Charge Codes Tax Settings Link Control Accounts Accounts Receivables Defaults Accounts Payables Defaults Bank Accounts & Cheque Book Settings Page 4 of 65 Accounts Setups How To Guide 1 June 2004

6 2 Learning Outcomes By using this guide you will be able to: Design Chart of Accounts Configure Chart of Accounts Set Debtors & Creditors Groups Configure Charge Codes Set Bank Accounts Set Cheque Books Set Control & Link Accounts Set All Accounts Module Defaults Set Invoice & Statement Defaults Set Accounting Numbers (e.g. Invoice Number) Page 5 of 65 Accounts Setups How To Guide 1 June 2004

7 3 Symbols In each module of edienterprise you will find the following symbols, next to each symbol is a brief description of what each symbol is and how to use the symbol. Search Button: When you see this button it allows you to search for a reference file. Drop Down Menu: When you see this symbol it means that there is more than one menu item Calendar When you see this symbol it will enable you to pop up and view a calendar Error Warning Message When you see this message it means that you have not entered information in a required field. If you see this warning you will not be able save the information you are entering. Warning Message: Tool Tip: if you hover over a field the tool tip will appear explaining what the field is for. Bubble Tool Tip To have the bubbles options (as sample above) appear automatically all the time select: Main Menu Screen Help Training Mode If Selecting Expert or Standard the Bubbles will only display if you hover over a field. Page 6 of 65 Accounts Setups How To Guide 1 June 2004

8 4 Shortcut Keys In each module of edienterprise you will find the following shortcut keys may help you in certain examples. Next to each shortcut key is a brief description of what each one is and how to use it. Description of Type of Shortcut To Turn on Training Mode Shortcut Key Ctrl+Alt+H What this Shortcut Key will do This will turn on Training Mode for you so that the bubbles options appear Find Box = Completion on a Find box Date / Time Box F5 Ctrl+Up Ctrl+Down Ctrl+Right Ctrl+Left Insert today s date This will Add 1 day to the displayed date This will Subtract 1 day from the displayed date This will Add 1 hour to the displayed time This will Subtract 1 hour from the displayed time Drop Down Box Alt+Down Will show drop down list General F2 Enter F3 F4 F10 To edit current text selection Move to next field To add a new record for the field you are currently on To view a list of available choices for that field Access to top menu items In Grid Enter Tab Move to next row Move to next column Page 7 of 65 Accounts Setups How To Guide 1 June 2004

9 5 Open Module This User Guide is divided in two main Chapters: 1. Accounts Configuration 2. System - Registry (Accounts Options) 1. Accounts Configuration Page 8 of 65 Accounts Setups How To Guide 1 June 2004

10 3. System - Registry (Accounts Options) Page 9 of 65 Accounts Setups How To Guide 1 June 2004

11 6 Configuration Accounts There are several set up stages that are required to be undertaken before the Accounting System can be activated. It is essential that these stages are addressed in the correct order; otherwise the system may not work correctly. This stage covers the configuration relating to Accounting Modules. The configuration must be properly setup prior to commencement of the edienterprise accounting operation. Page 10 of 65 Accounts Setups How To Guide 1 June 2004

12 6.1 How to Define the General Ledger Account Before you proceed to setup the General Ledger Account for the system, it is important to understand how the General Ledger is being designed How to Design the General Ledger This General Ledger is designed for Businesses with Single Company, Single Branch or Multiple Companies, Multiple Branches. You can also start with Single Company, Single Branch and subsequently upgrade to Multiple Companies, Multiple Branches as the Organisation grows. The General Ledger numbering structure is defined as follows: 1. There are a combination of numbers and group separators (denoted by a dot) of up to 10 characters to form the Account number. You can create main groups and sub groups by inserting a group separator after at least one number. For example, Final account Toyota Camry - Cost Sub group Toyota Camry AXZ Main group Motor Vehicle Value store in can be aggregated and displayed under sub group account For example: Instead of showing individually: Motor Vehicle BSH Toyota Camry AXZ1025 BSH Toyota Camry - Cost BSH 30, Accumulated Depreciation BSH (5,000.00) BMW Z10 BSH BMW Z10 Cost BSH 90, Accumulated Depreciation BSH (15,000.00) Value of Final Account can be aggregated and displayed under the sub group: Motor Vehicle BSH Toyota Camry AXZ1025 BSH 25, BMW Z10 BSH 75, Alternatively, the value can be aggregated and displayed under the main group: Motor Vehicle BSH 100, Page 11 of 65 Accounts Setups How To Guide 1 June 2004

13 By default the system is defaulted to GL Account Number format of with first 4 numbers forming the Main Group or Core followed by 2 Suffix of 2 numbers. E.g The suffix is used to allow a different form of reporting based on all the suffixes rolled up into the sub group or main group (or 000) account as illustrated earlier in the above example. Note: This is one of the ways that you can setup the General Ledger to generate the report. Value should not be posted to the main or sub group allowing the system to sum up the value of the final account to the group account. 2. The Branches and Departments are appended to the data records during the creation of Receivable transactions as well as the entry of Payable transactions. These designators then control where the General Ledger data is stored and eventually how the data is reported. During reporting, Departmental, Branch or Company reports can be generated through filtering on the required Companies, Branches or Departments. As such, there is no requirement to create multiple revenue accounts for each of the Companies, Branches or Departments. 3. The system uses a Total Level adding routine. This is different from the group separator concept. The Total Levels are used to group a range of Profit & Loss, Balance Sheet and Alternate Account type Accounts to produce a General Ledger report. Base on the current Total Level, the system will add up BSH, P&L and ALT account values until it hits another Total Level that is greater than or equal to it s value or right to the first GL Account ie The larger the total level, the more Accounts it will add up. TTL = BSH + P&L + ALT Page 12 of 65 Accounts Setups How To Guide 1 June 2004

14 For example, (abstract of a Balance Sheet) Shareholder Equity TTL , ========= Represented by; HDR Current Asset HDR Cash in Hand BSH 5, Cash at Bank BSH 150, Trade Debtor BSH 255, Other Debtor BSH 15, Provisions BSH 45, Total Current Asset TTL , ======== Fixed Asset HDR Motor Vehicle BSH 100, Office Equipment BSH 20, Total Fixed Asset TTL , ======== Total Asset TTL , ======== Less: Liabilities HDR Current Liabilities HDR Cash at Bank (O/D) BSH 25, Trade Creditor BSH 220, Other Creditor BSH 15, Total Current Liabilities TTL , ======== Long-Term Liabilities HDR Loan from HQ BSH 80, Total Long-Term Liabilities TTL-10 80, ======== Total Liabilities TTL , ======== Net Asset and Liabilities TTL , Page 13 of 65 Accounts Setups How To Guide 1 June 2004

15 4. The Consolidation function is another way to aggregate value. It is not included in the summation of the Total through the Total Level method. It differs from Total Level Method which adds up prior GL Account figures in sequential order. Consolidation has the ability to consolidate GL Account figures in random order. For example (abstract of a Profit and Loss) Consolidate to Freight Revenue P&L Freight Revenue P&L , Freight Cost P&L , Handling Revenue P&L Handling Revenue P&L , Handling Cost P&L , Storage Revenue P&L Storage Revenue P&L , Storage Cost P&L , Documentation Revenue P&L Documentation Revenue P&L , Documentation Cost P&L , Total Job Revenue CSL 330, Total Job Cost CSL 267, Total Profit/Loss TTL-2 63, ======== 5. An Alternate Account can also be used to show negative Asset as positive Liabilities. An Asset is setup as a Debit Source and linked to an Alternate Account setup as Credit Source. During the generation of a Report, if an Asset value returns as Credit, it will be shown as a positive figure in the Alternate GL Account. For example (abstract of a Balance Sheet) Instead of showing the CITIBANK USD O/D as follows: Alternate to Current Assets HDR Cash at Bank BSH DR CITIBANK LOCAL BSH DR , CITIBANK USD BSH DR (25,000.00) The report can be setup to display as follows: Current Assets HDR Cash at Bank BSH DR CITIBANK LOCAL BSH DR , Current Liabilities HDR Cash at Bank ALT CR CITIBANK USD ALT CR 25, Page 14 of 65 Accounts Setups How To Guide 1 June 2004

16 6.1.2 How to Define the General Ledger Account Format Select Config -> Accounts -> General Ledger Account Format Field GL Account No. Format Description Select the desired General Ledger Account Number Format. Page 15 of 65 Accounts Setups How To Guide 1 June 2004

17 6.1.3 How to Configure the General Ledger Account A default Chart of Accounts has been installed together with the ediaccountant, you can either modify the existing Chart or recreate your own according to your requirements. Page 16 of 65 Accounts Setups How To Guide 1 June 2004

18 How to Add/Edit GL Account Number Select Config -> Account -> GL Account -> New or Edit Field GL Account Debit or Credit Name Type Description Enter the General Ledger Account, including the Suffix. DR - signifies that the balance in this Account would normally be a Debit balance. CR signifies a balance that is normally a Credit. Enter a short description for the GL Account Name Enter the Charge Type or Select from the Charge Type Listing. BSH - Balance Sheet Account. P&L - Profit & Loss Account. TTL - Total, an Account that totals up P&L, BSH or ALT type accounts. HDR - Header, an Account that is a Header or Notation Account. CLN - Consolidation Account, an account to which other accounts are accumulated, but are not added into the totals. ALT - Alternate (used where this account is to be the Alternate of another BSH type account, e.g. Bank Accounts). N.B. Only P&L or BSH type can accept postings. Page 17 of 65 Accounts Setups How To Guide 1 June 2004

19 Control Account Percentage of Consolidate Alternate Total Level Print Sequence Notes Un-tick if the account is a standard account and Not a Control Account. Tick if the account is a Debtors/Creditors Control A/c or something similar: - Accrual/WIP Controls, Discounts W/Off, Journals Control, GST Tax Controls, GST Tax Rates Controls, Bank Accounts, Exchange Gain/Loss. These accounts MUST be set up as Control Accounts and NO Charge Codes should be linked to these Accounts (Refer to System Manual for more information on Control Accounts). Enter the GL Account of which this account is to show a Percentage of. This option can be used where it is required to show further information in addition to that shown in the P&L or Balance Sheet. For example, assume in the Chart of A/C s Customs Revenue is added to Total Revenue, and Customs Expenses is added to Total Costs. Should further information be required such as Net Customs Revenue, Customs Revenue can be added to Total Revenue, and consolidated to Customs in a separate section of the Chart of A/C s used for comparisons. Likewise, Customs Expenses will be added to Total Costs, and consolidated to an expense a/c in the comparisons section. This way, there is further information about what makes up Total Net Revenue by Revenue Types (Freight Import, Freight Export, Customs) and thus, what areas of Operation are most (and least) profitable. N.B. These figures DO NOT ADD into the figures, they are a notation only. This is used where an Account such as Bank may go into overdraft. To correctly show the account as a positive Liability instead of a negative Asset, use an ALTERNATE account. Only a Balance Sheet account can be linked to an Alternate account. The Alternate account MUST be flagged as an ALT type. N.B. The actual postings go to the main Bank A/C, not the Alternate. If the Type of Account was selected as a Total type, then this box will appear. The required Total Level should be entered here. Total Levels are required in order to add the individual accounts or other Total Accounts to produce a desired report layout. e.g. A Total Level of 2 will add all P&L, BSH or ALT type accounts prior to this Total level back to the last Level 2 or a higher Total Level. A total Level of 4 will add all P&L, BSH or ALT type accounts prior to this Total level back to the last Level 4 or a higher Total Level, and so on. If the GL report is to display this account in a different sequence to the G/L Number, enter a number between 0 & 999. Accounts with 0 (the normal numeric sequence) will print first, then 1, 2, etc up to 9. If any notes are required, enter them here. Page 18 of 65 Accounts Setups How To Guide 1 June 2004

20 How to Modify/Move a GL Account Number Select Config -> Account -> GL Account -> Edit When you modify the GL Account number, the details of the GL Account will be moved from one location (i.e. number) to another location. It is used when it discovered that an account is appearing in the incorrect order or location. There is no need to edit the Charge Code links to the new General Ledger account numbers, as they are updated automatically as part of the MOVE function. Note: The Modification option must not be used to move an Account from the Trading/Profit & Loss area to the Balance Sheet, or vice versa. Doing so will create data corruption in regard to holding balances for the Balance Sheet Items. The system will look at all posted transactions and change all the G/L references to the new code. Because the transactions in the A/R & A/P modules are Charge Code driven, any modification of G/L Account Number will automatically update the current month transactions. Note: Remember that there is no need to edit Charge Codes or the Control or Link Account to update the new GL Account numbers, as they are updated automatically. Page 19 of 65 Accounts Setups How To Guide 1 June 2004

21 6.2 How to Add/Edit a GST Tax Id Select Config -> Account -> GST Tax Id. GST Tax Id will be preset at the point of installation according to the tax rule applicable in your country of operation. For example, A. GST Tax Id for Australia will be preset with: 1. GST - Standard 10% GST for Non-Capital Acquisition transactions 2. CAP - Standard 10% GST for Capital Acquisition transactions 3. FREE - GST Free transactions at 0% for Export transactions 4. EXEMPT - Input Taxed Supplies at 0% for Finance transactions. B. GST Tax Id other countries will be preset with: 1. GST - Standard GST rated according to the tax rule. 2. ZERO - Zero Rated GST for Export transactions. 3. EXEMPT - Exempted Supplies for Finance transactions. Page 20 of 65 Accounts Setups How To Guide 1 June 2004

22 Field Tax ID Is Active Description Tax Rate Description Enter a short code of up to 10 alpha-numeric characters. Check for Active or Uncheck for Inactive. Enter a short description for the Tax Id. Enter the applicable Tax Percentage. Page 21 of 65 Accounts Setups How To Guide 1 June 2004

23 6.3 How to Add/Edit WHT Tax Id (Applicable to Thailand) Select Config -> Account -> WHT Tax Id. WHT Tax Id will be preset at the point of installation according to Thailand s tax rule. The system will be preset with 1% and 3% Withholding Tax currently applicable to Thailand Freight Forwarding Industry. Field Tax ID Is Active Description Tax Rate Description Enter the Tax Id Check for Active or Uncheck for Inactive Enter a short description for the Tax Id Enter the applicable Tax Percentage Page 22 of 65 Accounts Setups How To Guide 1 June 2004

24 6.4 How to Add/Edit Sales & Expenses Groups Select Config -> Account -> Sales/Expenses Groups Sales/Expenses Group Code is created to enable you to classify a set of Charge Code to a particular Sales and/or Expense Group under the Charge Code configuration which then allows you to print a Report by this grouping. Field Groups Description Description Enter a short code of up to 10 alphanumeric characters. Enter a short description for the Accounting Group. Page 23 of 65 Accounts Setups How To Guide 1 June 2004

25 6.5 How to Add/Edit a Debtor Group Select Config -> Account -> Debtor Groups Similar to Sales/Expenses Group, the Debtor Group Code enables you to classify various Debtors into a specify group. Eg. Inter-company Debtors, Canon Project, etc. Field Code Description Description Enter a short code of up to 3 alphanumeric characters. Enter a short description for the Debtor Group. Page 24 of 65 Accounts Setups How To Guide 1 June 2004

26 6.6 How to Add/Edit a Creditor Group Select Config -> Account -> Creditor Groups Similar to Sales/Expenses Group, the Creditor Group Code enables you to classify various Creditors into a specify group. Eg. Inter-company Creditor, Canon Project, etc. Field Code Description Description Enter a short code of up to 3 alphanumeric characters. Enter a short description for the Creditor Group. Page 25 of 65 Accounts Setups How To Guide 1 June 2004

27 6.7 How to Add/Edit a Charge Code Select Config -> Account -> Charge Codes After you have configured the Chart of Accounts, GST Tax Id, Sales/Expenses Group, etc, you can now create or modify the Charge Codes. Charge Codes are the mechanism by which the data entered in the Accounts Receivable & Payable modules are posted to the General Ledger. Page 26 of 65 Accounts Setups How To Guide 1 June 2004

28 Field Charge Code Is Active Description Department Filter Description Enter the Code for the Charge Code. Once it has been created, it CANNOT be altered. Once data has been entered using this Charge Code, the Charge Code cannot be deleted. Check if the Code is still active. Otherwise Uncheck if the Code is no longer applicable. System defaults to Checked. Where a Charge Code is no longer required the system will not allow the Charge Code to be deleted because there are transactions. Enter the description. This will be the Default description on both Sales & Cost Invoices it can be over-ridden for individual Invoices. Enter Department Codes that will be restricted to this charge code. If multiple Departments are entered separate with comma (,). Page 27 of 65 Accounts Setups How To Guide 1 June 2004

29 Charge Type Margin (%) GST Tax Id WHT Tax Id Charge Group Sales Group Expense Group Revenue Account WIP Account Cost Account Accrual Account Rate Calculator Description Show on Quote DSB - Disbursement. Where 100% of the Revenue is to be accrued no Profit. MRG - Margin. REV - Revenue. Where there are NO Costs PURE REVENUE. OVR - Overhead. Where there is NO Revenue - PURE OVERHEADS NON (Non-Offset) Non-accruing. Where both Revenue and/or Costs may be entered, but only the SALES side will generate Accruals or WIP. If the charge Code Type is set to MRG then the Trigger can be set to any required percentage. Where a cost is expected when a revenue is charged, set the relevant percentage in reference to the revenue. Eg. If a cost estimated at 80% of the Revenue, set the margin (%) to 80%. Where a cost is not expected when a revenue is charged or vice versa, set the margin (%) to 0%. If the Charge Code is DSB, it will be preset to 100% and cannot be changed. The default is 100%. If the Current Company is GST Registered, this field will be able to be filled in, otherwise it will be disabled. If GST is applicable for the current Code, select the default GST Id from the lookup or enter the GST Id. If this Charge Code is not GST applicable and is not to be part of the GST Return Report, leave Blank. In Australia answer Y if the data is to be reported on the BAS return. In other countries, Y to be included in the respective GST/TAX returns. The Rates are maintained in Config -> Account -> GST Tax Id. If the Current Company is WHT Registered, this field will be able to be filled in, otherwise it will be disabled. If WHT is applicable for the current Code, select the default WHT Id from the lookup or enter the WHT Id. If this Charge Code is not WHT applicable leave Blank. The Rates are maintained in Config -> Account -> WHT Tax Id. If Reports by particular Charge Group Codes are required, attach the Charge Code to that Charge Group. If Reports by particular Sales Groups are required, attach the Charge Code to that Sales Group. If Reports by particular Expense Groups are required, attach the Charge Code to that Expense Group.. The GL Account Number to which all Revenue will be posted. The GL Account Number to which all WIP will be posted. The GL Account Number to which all Costs will be posted. The GL Account Number to which all Accruals will be posted. If this Charge Code will be part of the Autorating System, enter the Method that will be used. If not used, leave Blank. (For more information on Rating Calculator refer to Sales & Rating Manual) A generic explanation of selected Rate Calculator is displayed. Tick this option if you want the rate calculator to print on Quote to Client. Page 28 of 65 Accounts Setups How To Guide 1 June 2004

30 With the use of codes, operation staff need not memorize the GL Account Number or anything about the General Ledger or what each GL Account is used for, as this has already been established by the creation of Charge Codes. The users only have to select the appropriate Charge Code for their invoicing or costing needs which can be a short code of the full charge description. For example, FRT can be a short code for Freight Charges. The General Ledger structure must exist prior to creation of any Charge Codes. If a New Charge Code is required for a non-existing GL Account, that GL Account must be created in the GL Chart of Accounts first. These Codes perform three vital functions, namely: - They control the way the Accruals system (Accruals/WIP) works. This is done by the Charge Type. They control the billing of GST/VAT to the Client, which may or may not be over-ridden (depending on the system setting) at the time of Invoicing the Client through AR Transactions or the Job Invoicing function. Similar rules apply to the entry of AP Transactions. They are the links between charging a Sales Invoice &/or entering a Purchase Invoice and the General Ledger. Page 29 of 65 Accounts Setups How To Guide 1 June 2004

31 6.8 How to configure Bank Accounts How to Add/Edit a Bank Account Select Config -> Account -> Bank Accounts Multiple Bank Accounts of any foreign currency can be added to the system. There is no restriction to the number of bank accounts that can be added but each bank account must be linked to a unique GL Account Number. If this is a new Bank Account without any un-presented or un-credited transactions, simply add a new bank account with this menu option. However, should this be an existing bank account with un-presented or un-credited transactions, these transactions will have to be entered as an Opening Payment or Opening Receipt to enable you to reconcile the bank account properly. (Refer to Cash Book Guide) Page 30 of 65 Accounts Setups How To Guide 1 June 2004

32 Field Bank Code Is Active Company Branch Description GL Account Bank Name Description Enter a short code of up to 10 alphanumeric characters. Tick if the Account is currently Active. Un-tick if not active and no transactions will be allowed to be posted to this Bank Account. Enter the Company Code or Click to select from the Company Code Listing that is on this bank account. Enter the Branch Code or Click to select from the Branch Code Listing for that branch that uses this bank account. If all branches can use the Bank Account, leave this field as blank. Enter a short description for this bank account. Enter the GL Account Number or Click to select from the GL Account Number Listing of which this bank account is link to. Enter the Name of the Bank. Page 31 of 65 Accounts Setups How To Guide 1 June 2004

33 Address Branch Number Account Number Swift Code Bank Abbreviation User ID No. Currency Allowed Auto DDR DDR File Format Detailed Deposit Slip Is Default Receipt Account Opening OS Balance Opening Local Balance Closing OS Balance Closing Local Balance Enter the Address of the Bank. Enter the Branch Number of the Bank (Bank Sorting Code #, or Routing #) if known. Enter the Account Number. Enter the Swift Code if known. Enter the 3-letter code specific to the Bank. Enter the Branch Number, as this is usually the same as the Bank Identification Number. Enter the Currency in which this bank account is to be kept. Tick if automatic deductions by the bank are allowed. Un-tick, if not permitted. Note: Auto DDR is restricted to local currency only. Enter the File Format Code or Click to select from Code Listing. Tick to enable Printing of Detailed Deposit Supplement. Un-tick to disable Printing of Detailed Deposit Supplement. Tick to set the current Bank Account as the default Bank Account. Un-tick to undo the setting. Note: You can only set a single Bank Account per Currency as the default for a Branch or Company. Enter the Foreign Currency Balance carried forward to the opening cashbook period. This is used when the Account is first set up after migrating from another accounting system. Enter the Local Currency Balance equivalent of the Opening OS Balance carried forward to the opening cashbook period. This is used when the Account is first set up after migrating from another accounting system. The closing OS Balance will be calculated automatically by the system at the point of opening the bank accounting configuration screen. The closing Local Currency Balance will be calculated automatically by the system at the point of opening the bank accounting configuration screen. Page 32 of 65 Accounts Setups How To Guide 1 June 2004

34 6.8.2 How to Setup Bank Accounts The following check list will help the initial set up Bank Accounts and to add new ones at a later date How to Set Up New Bank Accounts If a new Bank Account has just been opened and therefore has no unpresented or un-credited transactions, proceed as follows: Select Config - Account Bank Account and set up the Bank Account as described under How to Add/Edit Bank Account. In this case the opening balance has to be zero. No Opening Entries are to be entered, as no un-presented or un-credited transactions exist. The first Receipt or Bank Transfer to this Cash Book will raise the account balance. If the first money put into this Bank Account comes for example from another Bank Account, use Bank Transfer How to Set Up Existing Bank Accounts When the Bank Account is initially set up, the data must represent the Bank Accounts just prior to starting work with ediaccountant. This means, all Bank Accounts set up in the system have to show an Opening Balance (in Bank Account s Currency and local Currency) as per the last cash book balance in the last Balance Sheet. All un-presented payment (cheque) and un-credited receipt (deposit) items which are not listed on this last Bank Statement, have to be entered separately as Opening Payment (OPY) and Opening Receipt (ORC) transaction types for Bank Reconciliation purposes. OPY and ORC transactions will not be included in the calculation of Current Cash Book balance. Proceed as follows: Ensure that the last Bank Statements and full Bank Reconciliation details are available. For Foreign Currency Bank Accounts the Local Currency amounts will also need to be known. Each Bank Account in ediaccountant represents one of your Bank Accounts. Select Config - Account Bank Account and set up the Bank Account as described under How to Add/Edit Bank Account. Enter all un-presented cheque and un-credited deposits under Account - Cash Book - Transactions - Opening Receipt / Payment (refer to Cash Book Guide) Page 33 of 65 Accounts Setups How To Guide 1 June 2004

35 6.9 How to Add/Edit a Cheque Book Select Config -> Account -> Cheque Books Multiple Cheque Books can be added to the system for each of the bank accounts added. At the point of entering a payment by cheque, you will be prompted to select the cheque book relating to the bank account selected and the next cheque number will be assigned to that transaction. As different users may be issuing a cheque from different cheque books, each user can select the cheque book code relevant to the physical cheque book that they are holding. Page 34 of 65 Accounts Setups How To Guide 1 June 2004

36 Field Code Is Auto Print Cheque Description Bank Account Branch Start No Branch Number Branch Number Description Enter the Code of up to 10 alphanumeric characters Tick if cheques are in A4 size with remittance section. (Not implemented yet). Enter a short description for this cheque book. It is recommended that you indicate the bank name, currency and cheque number range for easy identification. Enter the Bank Account Code or Select from the Bank Account Code Listing of which this cheque book is linked to. Enter the Branch Code or Select from the Branch Code Listing of which this cheque book will be used. Enter the Starting Number of the Cheque Book Enter the Last Number for the Cheque Book. Enter the Current (Next) Cheque Number. This number must not be less than the start number or greater than the last number. Page 35 of 65 Accounts Setups How To Guide 1 June 2004

37 7 System Configuration - Accounts 7.1 Global Option How to Set Default to Allow Back Posting Subledger Transactions By default, all users can only post to today s date in the Accounting modules. These modules include Accounts Receivable, Accounts Payables, Cash Book and Job Costing. To give the users/staff the ability to back post accounts transactions you will need to set: 1. Set System Registry Default Select Config -> System ->Registry -> Enterprise -> Global Options -> Accounting Allow Back Posting Sub Ledger Transaction By default, this function is disabled. Note: When this registry is set to Yes, this function will be switched on for all Companies in this Enterprise system. Page 36 of 65 Accounts Setups How To Guide 1 June 2004

38 2. Allow Security to Users Select Config -> System ->Groups or Staff -> Security Rights -> In All Accounting Module Allow Back Posting Accounting Allow Back Posting Sub Ledger Transaction Page 37 of 65 Accounts Setups How To Guide 1 June 2004

39 7.1.2 General Ledger Defaults General Ledger Defaults outlines the system environments relating to the edienterprise General Ledger operation. These settings are only available at Enterprise (System) Level How to Set General Ledger Frame work Select Config -> System ->Registry -> Enterprise -> Global Options -> Accounting -> Framework Once the General Ledger has been set up the system needs to know where the Retained Earnings at the year end are to be kept and where the Balance Sheet starts. Field PL Appropriation Account Balance Sheet Account Starts At Description Enter the GL Account Number to which Prior Years profits will be posted. When a report on the Accounts are requested for a period in a new accounting year, the system takes all the prior years accumulated profits and displays them in this account. This GL Account must be a BSH type Control Account. Enter the GL Account Number from which the Balance Sheet starts. This GL Account must be a HDR type which marked the starting point of the Balance Sheet report printing. Page 38 of 65 Accounts Setups How To Guide 1 June 2004

40 How to Set Control Accounts Select Config -> System ->Registry -> Enterprise -> Global Options -> Accounting -> General Ledger Defaults -> Control Account Control Accounts include such accounts as A/R & A/P Controls and WIP/Accruals. Control Accounts must be established so that the system knows where to post the transactions in the Sub Ledger. It is suggested that individual GL Accounts should be set up for each Link Account. Once these control accounts have been established, they do not need to be changed. Field AR Control Account AP Control Account Realised GST Input Control Account Realised GST Output Control Account Description This account records the NET AR transactions for each Accounting period. This account records the NET AP transactions for each Accounting period. This account reflects the Input GST transactions that has been realised. For accrual basis GST, any input GST entered will be realised immediately. This account reflects the Output GST transactions that has been realised. For accrual basis GST, any output GST entered will be realised immediately. Page 39 of 65 Accounts Setups How To Guide 1 June 2004

41 Unrealised GST Input Control Account Unrealised GST Output Control Account Realised WHT Input Control Account Realised WHT Output Control Account Accrued Revenue or WIP Control Account Accrued Cost or Accrual Control Account Overpayment Control This account reflects the Input GST transactions that has not been realised. This is only applicable when GST is recorded in Cash Basis. During entry of invoice, unrealised GST will be recorded and will only become realised at the point of settlement. This account reflects the Output GST transactions that has not been realised. This is only applicable when GST is recorded in Cash Basis. During entry of invoice, unrealised GST will be recorded and will only become realised at the point of settlement. This account reflects the Input WHT transactions that has been realised at the point of settlement. This account reflects the Output GST transactions that has been realised at the point of settlement. This account records the NET WIP transactions in & out for each Accounting period. This account records the NET Accruals transactions in & out for each Accounting period. This account reflects the total amount of overpayment from receipt from the Debtors during the period. Note: At no time should Charge Codes link to these Control Accounts. For Control Accounts, they MUST NOT have entries posting to them from any other sources other than the figures generated as period end control figures. Recommendation: The Control Accounts such as for Accounts Receivable & Payable, WIP/Accruals and Bank Accounts should be reconciled on a regular basis to ensure that the Sub Ledgers are in balance with these Control Accounts. Page 40 of 65 Accounts Setups How To Guide 1 June 2004

42 How to Set Link Accounts Select Config -> System ->Registry -> Enterprise -> Global Options -> Accounting -> General Ledger Defaults -> Link Account Link Accounts needs to be setup for the same reason as the Control Accounts except that these accounts are not control in nature. Meaning, the sum of the values stored in these General Ledger Accounts is not representative of any sub ledgers. E.g. GL Journal Clearing and Finance Charge. Link Accounts must be established so that the system know where to post the transaction to in the Sub Ledger. It is suggested that individual GL Accounts should be set up for each Link Account. Once these link accounts have been established, they do not need to be changed. Field Description GL Journal Clearing This account reflects the temporary imbalances in General Journals. A tool to allow a user to temporary post a GL Journal. This GL Account must be a non-control Balance Sheet Account. AR Journal Clearing This account reflects the One-Sided Journals raised from within A/R. This GL Account must be a non-control Balance Sheet Account. Page 41 of 65 Accounts Setups How To Guide 1 June 2004

43 AP Journal Clearing Exchange Differences Discount Account Finance Charges Account CFX Account Fringe Benefit Account This account reflects the One-Sided Journals raised from within A/P. This GL Account must be a non-control Balance Sheet Account. This reflects the Exchange Gains/Losses created when writing off balances from within AR, AP systems when settling Foreign Currency Receipts or Payments as well as Revaluation of Bank Account. This would normally be a Profit & Loss account but it can be a Balance Sheet Account depending on requirement. This account reflects the total amount of discount written off from the Debtors during the period. This would normally be a Profit & Loss account. This account reflects the bank charges incurred during Bank Transfer. This would normally be a Profit & Loss account. This account reflects the CFX mark up during Job Invoicing billed as a provision for exchange rate fluctuation. This would normally be a Balance Sheet Account called Exchange Reserve. This account reflects the Fringe Benefit Tax to be shown in the BAS Statement. (Applicable to Australia Only). This would normally be a Profit & Loss account. Note: At no time should Charge Codes link to these Link Accounts. Page 42 of 65 Accounts Setups How To Guide 1 June 2004

44 7.1.3 Accounts Receivable Defaults How to Set Accounts Receivable Defaults These defaults can be set at Enterprise System Level or Company Level. If company settings are left blank, the system will default to settings from System level for All Companies. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Receivable Defaults Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Receivable Defaults Field Allow user to modify GST/TAX Id Description Check to allow user to modify the GST/Tax Id during the creation of Receivable Invoice, Credit Note and Adjustment Note. Uncheck to disallow user to modify the GST/Tax Id during the creation of Receivable Invoice, Credit Note and Adjustment Note and the GST/Tax Id will be defaulted based on the Page 43 of 65 Accounts Setups How To Guide 1 June 2004

45 Allow user to modify WHT Id Allow Invoice Term to be modify setting in the Charge Code Master. Defaults to NO. Check to allow user to modify the WHT Id during the creation of Receivable Invoice, Credit Note and Adjustment Note. Uncheck to disallow user to modify the WHT Id during the creation of Receivable Invoice, Credit Note and Adjustment Note and the WHT Id will be defaulted based on the setting in the Charge Code Master. Defaults to NO. Check to allow user to modify Invoice Terms and Term days during the creation of Invoice, Credit Note and Adjustment Note. Defaults to NO. Page 44 of 65 Accounts Setups How To Guide 1 June 2004

46 Form Configurations Form Configurations, relates to the formatting of documents in edienterprise system such as Invoice, Statement of Account, etc. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Receivable Defaults -> Form Configurations Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Receivable Defaults -> Form Configurations Page 45 of 65 Accounts Setups How To Guide 1 June 2004

47 How to Set Invoice Form Defaults Invoice Defaults (Applicable to All Invoices, Credit Notes and Adjustment Notes) System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Receivable Defaults -> Form Configurations -> Invoice Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Receivable Defaults -> Form Configurations -> Invoice Field Tax Code Non Tax Invoice Title Tax Invoice Title Non Tax Credit Note Title Tax Credit Note Title Non Tax Adjustment Note Title Tax Adjustment Note Title Description Override to select the applicable tax code: GST, VAT or PPN. Defaults to GST Enter the Document Title to appear on Non-Tax Invoices. Enter the Document Title to appear on Tax Invoices. Enter the Document Title to appear on Non-Tax Credit Note. Enter the Document Title to appear on Tax Credit Note. Enter the Document Title to appear on Non-Tax Adjustment Note. Enter the Document Title to appear on Tax Adjustment Note. Page 46 of 65 Accounts Setups How To Guide 1 June 2004

48 Non Tax Disbursement Invoice Title Tax Disbursement Invoice Title Invoice Message Credit Note Message Adjustment Note Message Disbursement Message Print OS Currency Print Invoice Comments Use Job Number Based Invoice Numbers ONLY available at Branch Level Settings: Print Branch Address in Footer Enter the Document Title to appear on Non-Tax Disbursement Invoices. Enter the Document Title to appear on Tax Disbursement Invoices. Enter the Text that is required to print at the bottom of Standard Invoices. Enter the Text that is required to print at the bottom of Credit Notes. Enter the Text that is required to print at the bottom of Adjustment Notes. Enter the Text that is required to print at the bottom of Disbursement Invoices. Check to print only the currency code when billing in Foreign Currency. Uncheck to print the currency code including Local Currency at all times. Defaults to YES. Check to print Invoice Comments on the Invoice Uncheck if it is not required. Defaults to NO. Check to print Job Number based Invoice Numbers. Eg. C /A if consol collect invoice, S /A if shipment invoice. Uncheck if it is not required. Defaults to NO. Check to print Branch Address in Footer of Invoice. Uncheck to print Company Address in Footer of Invoice. Page 47 of 65 Accounts Setups How To Guide 1 June 2004

49 How to Set PPN Invoice Defaults (Applicable to Indonesia) This option normally only applies to countries where such a Receipt printing is required. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Receivable Defaults -> Form Configurations Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Receivable Defaults -> Form Configurations To enable such an option, ensure that the first box is set as Y for yes. Field Enabled Tax Lines Only Enable Additional Reference Additional Ref Prefix Additional Ref Next Number Additional Ref Number Size Additional Ref Date Description Check to enable this function. Defaults to NO. Check to print only those lines that have Tax on them. Defaults to NO. Check to enable additional references. Defaults to NO. If the Additional Reference is Enabled, enter the required prefix. If the Additional Reference is Enabled, enter the next or starting number. If the Additional Reference is Enabled, enter the required number size. If the Additional Reference is Enabled, enter the required date (registration date of the PPN). Page 48 of 65 Accounts Setups How To Guide 1 June 2004

50 How to Set Statement Defaults The Statement Defaults are to be entered when the A/R system is initially set up or when a statement layout has to be changed. Each statement form requires its own statement setting in order to print properly on the form. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Receivable Defaults -> Form Configurations -> Statement Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Receivable Defaults -> Form Configurations -> Statement Field 3 Aged Period Message 2 Aged Period Message 1 Aged Period Message Current Message Description Enter the message that will appear if the account is up to 3 Aged Periods in arrears. Enter the message that will appear if the account is up to 2 Aged Periods in arrears. Enter the message that will appear if the account is more than 1 Aged Period in arrears. Enter the message that will appear if the account is within the current Aged Period. Page 49 of 65 Accounts Setups How To Guide 1 June 2004

51 How to Set Collection Letter Defaults This setting determines the Opening and Closing text for Collection Letter. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Receivable Defaults -> Form Configurations -> Collection Letter Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Receivable Defaults -> Form Configurations Collection Letter Field Opening Text Closing Text Description Enter the text that will appear at the top of the document. Enter the text that will appear at the bottom of the document How to Set Demand Letter Defaults This setting determines the Opening and Closing text for Demand Letter. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Receivable Defaults -> Form Configurations -> Demand Letter Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Receivable Defaults -> Form Configurations-> Demand Letter Field Opening Text Closing Text Description Enter the text that will appear at the top of the document. Enter the text that will appear at the bottom of the document. Page 50 of 65 Accounts Setups How To Guide 1 June 2004

52 7.1.4 Payable Defaults How to Set Accounts Payable Defaults These defaults can be set at Enterprise System Level or Company Level. If company settings are left blank, the system will default to settings from System level for All Companies. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Payable Defaults Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Payable Defaults Payable Defaults outline the system environments relating to the edienterprise Payable Operation. Page 51 of 65 Accounts Setups How To Guide 1 June 2004

53 How to Set Default to Allow user to modify GST/TAX Id in AP System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Payable Defaults Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Payable Defaults Check to allow user to modify the GST/Tax Id during the creation of Payable Invoices, Credit Notes and Adjustment Notes. Uncheck to disallow user to modify the GST/Tax Id during the creation of Payable Invoices, Credit Notes and Adjustment Notes and the GST/Tax Id will be defaulted base on setting in the Charge Code Master. Default Value is NO How to Set Default to Allow user to modify WHT Id in AP System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Payable Defaults Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Payable Defaults Check to allow user to modify the WHT Id during the creation of Payable Invoices, Credit Notes and Adjustment Notes. Uncheck to disallow user to modify the WHT Id during the creation of Payable Invoices, Credit Notes and Adjustment Notes and the WHT Id will be defaulted base on setting in the Charge Code Master. Default Value is NO. Page 52 of 65 Accounts Setups How To Guide 1 June 2004

54 How to Set Default to Show Payment Voucher/Remittance Advice Dialogue System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Payable Defaults Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Payable Defaults Default Value is Yes. A dialogue box will display when a user posts a Payment or tries to print a Payment or Direct Payment from Listing. If this value is set to No, the system will print only the document as set in the defaults under the Default Payment Voucher / Remittance Advice Print Option (Next option). Page 53 of 65 Accounts Setups How To Guide 1 June 2004

55 How to Set Default Payment Voucher/Remittance Advice Print Option System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Payable Defaults Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Payable Defaults Default Value is Print Remittance Advice. This function gives you the ability to print a Payment Voucher for internal authorisation of payment and/or a Remittance Advice as an external advice to the Payee of the details of the payment. This function is available when posting a Payment of cost in Job Invoicing under the Operations module as well as under Accounts Payables and Cash Book modules. Page 54 of 65 Accounts Setups How To Guide 1 June 2004

56 7.1.5 How to Set Job Invoicing Defaults These defaults can be set at Enterprise System Level or Company Level. If company settings are left blank, the system will default to settings from System level for All Companies. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Job Invoicing Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Job Invoicing Field Enable CFX Warn Operator If They Change A Rated Line Prevent Operator From changing Rated Line Prompt User to select Invoice Posting option? Description Check to apply CFX in Job Invoicing. CFX will be posted as a separate transaction and will not be included as profit on the job. Uncheck if you do not wish to apply CFX in Job Invoicing. Defaults to YES. Not Implemented yet. Not Implemented yet. Check to request system to prompt user to select whether to post Invoice with Disbursement charges as Standard or Disbursement Invoice. Defaults to NO. Page 55 of 65 Accounts Setups How To Guide 1 June 2004

57 7.1.6 How to Set Default Departments You can specify the department default to display on the Job Header (Invoicing Form). These defaults can be set at Enterprise System Level or Company Level. If company settings are left blank, the system will default to settings from System level for All Companies. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Job Invoicing -> Default Departments Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Job Invoicing -> Default Departments The department defaults can be set to 4 modules: Forwarding Customs Transport CFS Page 56 of 65 Accounts Setups How To Guide 1 June 2004

58 When selecting one of those options, a list containing all related departments will display. Select a Department Tick Override Default check box on the right Select Department code from the system base departments. Page 57 of 65 Accounts Setups How To Guide 1 June 2004

59 7.1.7 How to Set Account Notifications Defaults These defaults can be set at Enterprise System Level or Company Level. If company settings are left blank, the system will default to settings from System level for All Companies. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Notification Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Notification Account Notification outlines the system environments relating to the Notification in the occurrence of certain events in edienterprise. Field Debt Control Breach Notify Group Credit Control Breach Notify Group Description Enter or Click to select from Notification Group when Debtor Credit Limit is exceeded. Addressee will be informed of the Debtor Code, Full Name, Credit Limit, Outstanding Balance, Last Transaction Date, Type, Number, Currency, Amount and User. Enter or Click to select from Notification Group when Creditor Credit Limit is exceeded. Page 58 of 65 Accounts Setups How To Guide 1 June 2004

60 Job Reopen Notify Group Transaction Reverse Notify Group Transaction Unmatched Notify Group Auto Rated Line Override Notify Group Posting with Overridden Warning Notify Group Addressee will be informed of the Creditor Code, Full Name, Credit Limit, Outstanding Balance, Last Transaction Date, Type, Number, Currency, Amount and User. Enter or Click to select from Notification Group when Closed Job is re-opened. Addressee will be informed of the Job Number, User, Transaction Date, Type, Account and Number. Enter or Click to select from Notification Group when Transaction is being reversed. Addressee will be informed of the Transaction Date, Type, Number, Currency, Amount and User for both the original and reversed transaction. Enter or Click to select from Notification Group when a Matched Transaction is being unmatched. Addressee will be informed of the Transaction Date, Type, Number, Paid Date and Paid Amount together with the match number. Not Implemented yet. Not Implemented yet. Page 59 of 65 Accounts Setups How To Guide 1 June 2004

61 7.1.8 How to Set Job Costing Defaults These defaults can be set at Enterprise System Level or Company Level. If company settings are left blank, the system will default to settings from System level for All Companies. System: Select Config -> System -> Registry -> Enterprise -> Global Options -> Accounting -> Job Costing Defaults Company: Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Job Costing Defaults Field Create WIP where CST > ACR Description Check to create WIP when CST > ACR. Example: If Cost entered = $ Accrual = $ WIP Created = $ (and ACR removed) Uncheck if you do not wish to create WIP when CST > ACR. Defaults to NO. Page 60 of 65 Accounts Setups How To Guide 1 June 2004

62 7.1.9 How to Set Accounting Next Numbers These Defaults are only available at Company Level. It allows you to enter starting numbers throughout the accounting system. Select Config -> System -> Registry -> Company -> Company Options -> Accounting -> Accounting Next Numbers Receivable Numbers: Next Invoice Next Credit Note Next Adjustment Note Next Journal Next Transfer Enter number to start the next Invoice. Enter number to start the next Credit Note. Enter number to start the next Adjustment Note. Enter number to start the next Journal. Enter number to start the next Transfer. Receivable & Payable Numbers: Next Contra Enter number to start the next Contra. Next Receipt Enter number to start the next Receipt. Next Payment Enter number to start the next Payment. Next Overpayment Enter number to start the next Overpayment. Next Discount Enter number to start the next Discount. Next Exchange Difference Enter number to start the next Exchange Difference. Cashbook Numbers: Next Bank Batch Next DDR Batch Enter number to start the next Bank Batch. Enter number to start the next DDR Batch. Page 61 of 65 Accounts Setups How To Guide 1 June 2004

63 8 Period Management Accounting Periods need to be setup for each financial year and this can be setup in advance especially if user will be posting transactions to a period in subsequent or past financial years. Note: The rollover process in the system is controlled by the time clock of the system against the period setup under the Period Management Function. The system will automatically rollover when the last day of the period crosses to the new period. For instance, when the end date of period is 31 March 2004, the system rollover to period on 12 mid night which crosses over to 1 April Select Accounts -> General Ledger -> Period Management Page 62 of 65 Accounts Setups How To Guide 1 June 2004

64 8.1 How to Set Accounting Periods Select Accounts -> General Ledger -> Period Management Set up Accounting Year Each financial year has to be a complete calendar year and accounting period format can be set as follows: 1. CAL Calendar Month equivalent to 12 Accounting Periods 2. 4WK 4 Weeks equivalent to 13 Accounting Periods Weeks equivalent to 12 Accounting Periods divided in 4 quarters each with 3 periods comprising of two 4 weeks period of 28 days each and one 5 weeks period of 35 days. 4. 1WK Calendar Week equivalent to 52 Accounting Periods. Each financial year must start from the 1 st day of any calendar month and end on the last day of the calendar month of the end of financial year. Financial year has to be setup sequentially with one year followed by another year. You can opt for a change in period format for subsequent financial years but once this is saved, you will not be allowed to make modifications to the accounting period. Page 63 of 65 Accounts Setups How To Guide 1 June 2004

65 Step 1: Select the desired Period format Step 2: Select or enter the Start Date of the financial year. Start date must be 1 st day of any calendar month. Once start date has been entered or selected, end date will be automatically calculated by the system. Also, the start date or end date must be within the current calendar year. Step 3: Applicable if the period format is not CAL Select the period end week day. First period must be at least comprised of 4 weekdays. Scenario 1 If the end day for each period is FRI and the first day of the financial year commences on WED. The first period will be extend to 8 weekdays and the first period will end on the following FRI. Scenario 2 If the end day for each period is FRI and the first day of the financial year commences on TUE. The first period will comprise of 4 weekdays and the first period will end on the current FRI. Last period will end on the last day of the financial year and contain the balance days from start of the last period until last day of the financial year. Once OK button is clicked, the system will populate the accounting period and display on the grid. To setup Next or Previous financial year, click on Set up next accounting year, user will then be prompted whether to change the period format where required. Note: As the user is setting up the next financial year, the start date will be the first day of the next financial year. As such, user will not be asked to enter the start date. Page 64 of 65 Accounts Setups How To Guide 1 June 2004