Necotrans Compta 8 Group Procedures, translation
Contents
1. The main advantage of the daybook mode is that prior to its final confirmation accountant state an entry may be modified or corrected at any time Accountant mode signifies a definitive confirmation of entries after they have been checked Once entries have been designated as such no further modification is possible Process e Menu Entry gt Journals Entry e Select journal e Select period 3 2 2 Line item entry Saisie du journal OD1 OD sur la p riode mars 2015 pour l tat Brouillard oa Solde compte de r f rence Solde et cumuls journal EURO 97 708 13 97 708 13 Slide 0 Solde 000 gt D tail de la pi ce s lectionn e Num ro Jou Code op Date pi ce Date Taux Taux I C EuRo 6568426 65634 26 be 31 op 31 03 2015 Dossier 1 Cer EURO 65 684 26 65 684 26 D partement FS e valeur Inc TA 6626 65634 26 31 Pas 3 Imm AE 1ER TRIM 2015 31 URSSAF Forfait soci A i 31 WAS SUFE Cr dit EURO TVA S IMMOBILISATIONS 4 076 52 EURO TVA DEDUCTIBLE A 5 5 17 62 EURO TVA SUR ACHATS 19 6 48552552 0 04 EURO TVA DEDUCTIBLE 20 48552552 33 598 93 EURO TVA DEDUCTIBLE INTRACOM 48552552 3 366 93 EURO TVA DEDUCTIBLE S ACH ETRANGERS 48552552 7 740 43 EURO TVA DEDUCTIBLE 10 48552552 95 40 EURO TVA DEDUCTIBLE A REGULARISER 48552552 629 90 EURO TVA DEDUCTIBLE EN ATTENTE 20 48552552 16 157 79 EURO TVA COLLECTEE INTRACOM 48552552 3 366 93 EURO TVA2. When displaying journals the number of line items per period and per statement is seen as soon as a journal is selected 11 5 Closure of a consolidated account To reconcile carry forwards of a consolidated account perform a normal closure from financial year N 1 to the new year N 12 MAGELLAN amp GROUP PRINTOUTS Refer to the specific instructions for these operations
3. DateEcheance N Date d but Valeur v0 21 07 2015 1 VO 1J VO 7J 2 VOI 1 VO 1SJ DATES PREDEFINIES 3 VO 130 1J V0 19J ail dU date du jour ie iii IN li d1 date d but d exercice 5 VO 25J 1J VO 31J d2 date de fin d exercice d3 d20 dates libres d finies pour l exercice Several statement types are available depending on the number of date ranges 5 7 or 12 and the destination of the statement printer preview Excel or text file 5 COMPTA CLIENT amp DISBURSEMENT 5 1 Invoices amp payments Handled in Winspot This procedure is in process of modification by IDE 5 2 Client resources 5 2 1 Client aged balances The aim here is to print out client supply statements by due date ranges See also the recommended procedure for Magellan extractions for accounts of type corporate Process e Menu Printouts gt Third parties gt Aged balance Tab Main Select clients the date to be used as the calculation basis normally the due date plus the reference date for calculation of date ranges by default today s date or end of prior month P riodes Variables sp cifiques Ecritures principal Ecritures d tail S lection principale Plan comptable Comptes Filtre RS Par_d fau d faut Caract res ae m Classe la amp MZZZZZZZIIZZT Type DatePiece 7 Valeur de r f rence 21 07 2015 x su e Tab Ledger entries main Unlettered entries may be selecte
4. Creation of accounts not already in the project Check 7 List of unbalanced items by item n Check 8 IdPiece duplicated in different tables Check 9 Orphan analytical lines Important this operation is not routine 1 2 6 Incident reports In case of accidental duplication of ledger entry contact your administrator Process e Menu Utilities Actions e Function GESTION MISEAJOURINDEX e Function GESTION CONTROLEDOUBLONS e Function UTILITAIRE CORRIGECOMPTEURS In case of system incidents or unlisted incidents gt make a note of the error message displayed gt try to determine the cause of the crash e g failure of a workstation or a printer in process gt if the incident occurred during data entry check whether the data exists partly exists or does not exist gt contact your administrator 1 3 Daily operations 1 3 1 Data saving Adaptable to local agency practices Process e Menu Utilities Data saving 2 CODIFICATION RULES 2 1 General accounts The rules generally follow OHADA directives adapted for each country Scope of accounts for the whole project is at the discretion of the local CFO 2 2 Analytical axes Five axes of analytical account management are considered z Services on income statements S O 2 Vehicles used freely S O 3 Transit records for import accounts S O 4 Layover records for import accounts i O 5 Shipping records for import accounts _ o
5. OO A Group decision on handling workshop management has not yet been taken other than Axis 1 which has general application 1 2 3 4 5 2 3 Analytical sections 2 3 1 Axis 1 Service Code 2 different numerical characters depends on agency Grouping grouping code 2 different numerical characters depends on agency 2 3 2 Axis 2 Vehicle Code license plate no spaces heading vehicle Unused axis processing transferred to workshop management 2 3 3 Axis 3 Transit Code 3 letters chronological numeric sequence derived from Winspot retrieved in Compta as a 3 letter code followed by 7 numerical characters ranged right and zero filled example MAE 345 in Winspot becomes MAE0000345 2 3 4 Axis 4 Layover Code 1 letter 3 numbers 4 chr code from Winspot 2 3 5 Axis 5 Shipping Code 1 letter 3 numbers followed by Import or E Export 5 chr code from Winspot 2 4 Logs Logging is dependent on local needs with the exception of logs deriving data from Winspot which are Code ID Heading S O Sales Winspot Transit Sales Winspot Transit Wve 66___ Sales Winspot Layover __ gt o o wae 68 Purchases Winspot Layover _ gt oo o For small operations log ID 64 may be shared by Sales Winspot Shipping Transit and Layover 2 5 Grouping codes In management accounting grouping codes afford an overview of sections of an account grouped by type of transaction Every general inc
6. Select all analytic accounts or just some as needed e Inthe Select accounts tab you must declare ranking by Account Grouping CompteGene Edition budget comptes analytiques par regroupement Ea Selection comptes S lection critures P riodes Variables sp cifiques Filtre pr enregistr Par_d faut a Comptes de a Caract res joker F m Edition des comptes sans criture sold s Classement par ea CR e A budget printout may be date sensitive calculated for a given month with balance comparison and apportioning of the annual budget shown in a special column This is set up by selection of two periods the period up to the key month and the period of the financial year The first period will be in the Periods tab Edition budget comptes analytiques par regroupement S lection comptes S lection critures Penodes Variables sp cifiques P nodes Date de r f rence Nb de p riodes 1 Type DateComptable N Date d but Date fin Valeur vO 01 01 1981 m 1 01 01 2015 30 06 2015 2 Ben DATES PREDEFINIES r dU date du j jour The financial year will be in the Ledger entry selection tab Edition budget comptes analytiques par regroupement Le meza S lection comptes Selection critures Filtre pr enregistr Par_ d faut al N de compte m Date de r f rence DateComptable e Confirm all selections and use the C
7. or users It is possible to pass from one state to a higher state e g from interface to daybook 3 6 2 Provisional yearly closure at end of financial year The aim here is to gt Open the new year gt Run cumulative and or detail reports gt Work on both years in parallel As many provisional closures as necessary may be implemented Thus carry forward account sheets may easily be updated especially during a switch period between years Process Menu File 3 Financial year In Year mode select Closable Menu Management 3 Closure reopening 3 Provisional closure The system creates a new year and carries forward the ledger entries in detail or cumulative to the new year depends on the settings of the two accounts The two years are then modifiable in parallel 3 6 3 Final closure at end of financial year The final closure operation is a logical extension of the provisional closure procedure The principle is exactly the same except that the closure is irreversibly permanent Although the general principle is the same a few points should be noted for the process Process Menu Utilities gt Data saving Enter the name of a file to save your information to before final closure This file will be preserved as a precaution Menu Management gt Closure reopening gt Final closure 4 COMPTA SUPPLIER 4 1 Creation of supplier accounts This procedure is in process of modification
8. principal fields in the Class form Field Class code Coding SYSCOA OHADA or specialized Category Category of the class Account structure Structure of accounts in this class N signifies a fixed length for accounts in this class Account edit Signifies whether letterable reconcilable both or neither specified so to what income statement Reopening option Specifies reopening parameters cumulative detailed or mixed Permissions level Sets account retrieval edit permissions for a group or user Analytical breakdown Sets rules for analytic processing of classes e g on Axis option 1 complete breakdown is required for classes 6 7 and 8 Account groupings may be pre defined by default or prohibited 1 2 3 Creation modification and deletion of classes Process THALIA 8 Files 3 Account classes Go to left hand column of the class to be modified Make any modifications in the right hand pane Check Update accounts to save changes to accounts in this class if needed Confirm 1 2 4 Currency management A standard currency is defined Process e THALIA 8 Files 3 Currency e Enter exchange rate history 1 2 5 Ledger entry checking Entry checking essentially verifies the consistency of data in accounts ledger tables Process THALIA 8 Manage gt Check Check 1 2 et 3 Balance of entries Check 4 Balance of items Check 5 Suppression of ledger entries not associated with an account Check 6
9. COLLECTEE ACH ETRANGER 48552552 7 740 43 EURO TVA COLLECTEE 20 48552552 9 296 14 EURO TVA COLLECTEE EN ATTENTE 20 48552552 7 968 76 EURO D tail de l criture s lectionn e Compte 445620 VAS Eu IRC 0 00 4 076 52 gt Libell A Devise D bit Cr dit Compostage M mo 1 E UR 0 00 ol 4 076 52 M mo 2 E URC E 0 00 o 4 076 52 Ech ance 30 03 2015 Si g 958 Calcule solde F12 45620 Date valeur a ointage Nouvelle ligne F2 Supprimer ligne F3 Ech ances multiples FA P B D B Analytique F5 Importation F6 Lettrage R glement F 4 SZ x 4 y F r The line item entry screen is partitioned into these panes gt Left item list gt Upper right item header gt Lower right line detail gt Center right line by line item detail Process Menu Entry gt Journals Entry To add an item click on Insert The cursor jumps to the top of the screen for entry of item number date operation code date and global category of the item The cursor then jumps to the bottom of the screen for entry of line detail including the account the total debit credit the sub category the third party reference number the due date plus any other needed data e g memo quantity Press F2 to jump to the next line Process Ancillary functions E ay complete deletion of a line item v validation of a journal gt entry of a new item without leaving t
10. NECOTRANS Thalia Modes of operation Companion to the manual Necotrans tracking M Aouate Destination IT Mgr JB Dubois L Celis A Assouline Thalia tracking S Rouxel Last update July 2015 Title Necotrans Compta 8 Group Procedures V2 2007 V1 proposal for a common manual Group Proposal not adopted July 2015 V2 basic modification v 1 by rq JB Dubois to accompany the agency in China The purpose of this document is to describe the refinements of Thalia s modes of operation which enable adaptation and full utilization of the accounting software in conformity with Group practices It does not constitute a software user s manual The pdf file provided with the software package fulfills that purpose Users should therefore refer to both documents for a complete account of the program s functionality Table of contents LENS o ER A 3 ESRI e A e o ee UE 3 12 ao sE On o 3 1 2 1 CPS SDS ee E A A ee et eet re ee a rer errs 3 1 22 CE eo O A 3 1 2 3 Creation modification and deletion of classes 4 1 2 4 cCurreney ARS OMR ep eee eaese cent so eee te aeeeecaeececeene ees 4 1 2 5 LEG SP CIALE o e ee an as Co 4 1 2 6 MEIG PET DO eee o ee rere 4 Dal Operations vk ee caer caterer ae ee M eee te 5 1 5 1 DES A e e E II et o ea 5 2 CODIRICATMON RULES urea oo 5 IA ooo o o EOI 5 22 EE AOS E EE E E ee de T E T E E T ces 5 PREE EEE EE ONS AP PU a o e El o_o N 5 2 3 1 AS VIC D de T 5 2 3 2 ANS V a EAEE EEEE E E 6 2 3 3
11. NS TCS ID 113 Compte 04 Type ATELIER LBY M mo a Nature Charge m DIRECTION GENERALE R partition budget 1 F partition homog ne En cous E TRANSIT MARITIME TRANSIT BOIS Valeur Quantit TRANSIT AERIEN Totaux 1 500 000 T 1 500 000 MANUT CONTAINERS oF P riode Montant budget Montant revision Total ia OA T janvier 2007 125 000 SHIPPING BOIS DIVERS LEV remem LIRE ete 3 mars 2007 125 000 MANUT TC MAERSK POG ieee sae MANUT BOIS POG DIVERS aan SET 4 6 juin 2007 125 000 juillet 2007 125 000 8 ao t 2007 125 000 9 septembre 2007 125 000 10 octobre 2007 125 000 811 novembre 2007 125 O00 12 d cembre 2007 125 000 125 000 125 000 125 000 125 000 125 000 125 000 125 000 125 000 125 000 125 000 125 000 125 000 Compte g n ral Libell 16041000000 FOURNITURES DIVERSES LEW GE FOURNITURES ELECT LEY A FOURNITURES ATELIER LEW ELINGUES MANILLES LEY LUBRIFIANTS LEW CARBURANTS LBW PRODUITS D ENTRETIEN LEW PHEUMATIQUES LBY ON oe AAAA AA A R vision F Duplication F3 O JS Pipi e A general account budget is presented for a chosen section 10 3 Budget printouts 10 3 1 Analytic budget for a general account The aim here is to print out the detailed general account budget sub totaling each grouping the vast majority of groupings will correspond with flash Process e Select Axis 1 Service e Menu Budget gt Printing gt Analytic by general account e
12. OS ee o e o E AE 6 2 3 4 POS AYO VON APPO In e E o o 6 2 3 5 AI RS AON e o o 6 PE ES ZE 6 2 Gl OUDING COS E T A E T E TEE EEE E T E T nes 6 3 GENERAL ACCOUNTING PRINCIPE Success sisi 7 ls ACUN Dl do ori E E E E es 7 E lolo e arara E CE an 8 3 2 1 Br e nn e O EU O cu idee con 8 3 2 2 Hs a An E o 8 De aro a o e E O O nas E E 9 CA a oo eo No 9 3 4 1 WWIRSDOCIMT TIACR A nn PREU 9 3 4 2 MPOFTAG MAG eMail die teste 10 MEN NUMO Ss asadas 10 3 0 VallQablon OPErallONS usais AS A AT SAA A A 11 3 6 1 MONENIV COUP AR end 11 3 6 2 Provisional yearly closure at end of financial year US 11 3 6 3 Final closure atend Of financial Year aia ennui Gane 11 Ae COMPTA SURPLI ER eresien a NN eo 12 A 1s Fe atlon On SUDDINI T accounts aaa A ELU is 12 Aiea VOICI 16 RE seb ul EE EE N koran Geen ia mebonaecavenanraemverynrar once EOS 12 Las SUN per MOS OUNCES mean teen mienne tee eee nie ct aa ie rene e 12 4 3 1 Suppliers checas ad A AR SR ARR ea Rte 12 IA COMPTA CLIENTS DESBURSEMENT aa een redonne iii res 13 DL MV OICOS A payme SES MERS Res dd min Nine etes 13 D 2 CNG OSO URAC Sentada en ce ne Os l a eee ere lod 13 Did CHEAT aged DalaN ESS a Jeti e as 13 O BANK ACCOUNTS SNS Sn Am te tentent ion tn A Se ane 15 6 1 1 R CONCIIATION OCFOANK acCO0UN Susana 15 PS ETIS e a N 15 7 1 Creation Modification of properties ssssssrssrrrerenrrrsrrrerrrrrrrrrrerrrerrrrrrerrrerrrrrrnrrrrerrrerereren 15 7 2 4 Property FOCONOS cr
13. Supplier accounts must first be created in the books Process e Menu Files gt Accounting plan or Third party e Click on Third party file and fill out all details of the supplier as well as any legal requirements 4 2 Invoicing Handled in Winspot This procedure is in process of modification by IDE 4 3 Supplier resources 4 3 1 Supplier schedules The aim here is to print outstanding supplier transactions over a range of due dates The date ranges are normally derived from operation and or configuration of supplier accounts Process Menu Printouts gt Third parties gt Schedules Tab Main Select suppliers the date to be used as the calculation basis normally the due date plus the reference date for calculation of date ranges by default today s date or end of prior month P riodes Variables sp cifiques Ecritures principal Ecritures d tail S lection principale Plan comptable Comptes Filtre ee Par_ d faut Caract res Lai a Tye DateEcheance Valeur de r f rence 21 07 2015 m e Tab Ledger entries main Unlettered entries may be selected Lettrage Code lettrage a 22777 ZZZZZ Date de lettrage 01 01 1981 a 01 01 1981 e Tab Date ranges The screen capture below shows how to set up date ranges so as to obtain a breakdown by date range 5 ranges and 2 extremities shown here P riodes Variables sp cifiques P nodes Date de r f rence Nb de p riodes Type
14. TE901S1 publishing mask Example of a statement Compte 04 LIVRAISONS TCS Regroupement 2 Frais de communication Compte g n ral Budget Budget Balance Revision E Budget B Annuel consomme consomm By DA ach ST OC REDEVANCE RADE 3 219 996 ME O MO 6114300000 TRANSPORTS TERRE 13 250 004 3312 401 4 00 0 00 10 3 2 Analytic budget with 12 periods This is a budget printout for all 12 periods In this case no dates need to be selected in the Ledger entry and Periods tabs Use the CTE901S5 publishing mask Example of a statement 187 454 4461472 342 42 199 999 7 i 66 3507 19 oo ues arras 11 CONSOLI DATI ON 11 1 Principle Consolidation means grouping several accounting files so as to read only one with all its ledger entries After creation of a new accounting file called CONSO in the example herein ledger entries for the files to be consolidated are selected The entries are then copied exactly The Standard consolidation module is designed for this purpose There are a few constraints chiefly requiring homogeneity of files to be consolidated If this operation is carried out monthly it should preferably be done after validation of monthly account closure by the CFO 11 2 Prior checks 11 2 1 Journals Files for consolidation should preferably have the same journal identifiers This simplifies legibility of the result It is nevertheless necessary to create new journals in the CONSO a
15. ab and accounting data in the second 7 2 Property records Property printouts may be in the form of simple lists list of property by location list of property in service list of property disposed of in the financial year etc or in the form of allocation statements Since allocations are calculated on a monthly basis the monthly allocations statement is used to limit dates to the current month Process e Menu Printouts gt Properties Amortizations 7 3 Accounting gateway The accounting gateway generates gt A simulation of ledger entries without changing the accounting period gt Calculation of property allocations changing the accounting period but without a gateway file gt Calculation of property allocations changing the accounting period with a gateway file for allocation entries The type of gateway is a user choice normally the third type After gateway operation the accounting period switches to the following month Process e Menu Operations gt Accounting gateway 8 ANALYTICAL amp PROCESSING DISPLAYS There are 5 axes of analytical account management gt Axis 1 Services Axis 2 Vehicles unused transferred to workshop management Axis 3 Transit records Axis 4 Layover records Axis 5 Shipping records GU 4 Analytical displays of all axes are processed in general accounting There is no analytical display as such 8 1 Closure operations 8 1 1 Annual clos
16. ccounting file either manually or using the copy settings function Process e Pull up the CONSO accounting file e Menu Utilities gt Import settings to another account Import autre comptabilit Dossier Param tres Plan comptable G n rale Plan comptable Analytique Tables de crit res Autres options Recopier ces tables PJ Recopier les param tres exercice de la compta g n rale B Cc NumTab Libell Recopier les param tres exercice de la compta analytique Po 334 Index des comptes i Recopier la d finition des journaux P 335 Index des journaux Recopier la d finition des classes 336 Index des classes 337 Libell s des quantit s 338 Option des Nouveaux 339 Mode de r partition analytiques 340 Nature des critures 341 Option de ventilation analytique 342 Option de crit re 343 Choix de la date de recherche 344 Type journal 345 Table n 345 e This process is only necessary if the CONSO file does not have its own journal idents 11 2 2 Accounts Just as for journals if new accounts have been added do not forget to copy them over If this is not done new accounts will be created when ledger entries are copied Process e Pull up the CONSO accounting file e Menu Utilities gt Import settings to another account Dossier Param tres Plan comptable G n rale Plan comptable Analytique Recopier le plan comptable g n rale PJ Recopier les tiers yr Comptes manquants Compt
17. d oT 01 01 1981 cue Code lettrage Date de lettrage O1 10111981 a e Tab Date ranges The screen capture below shows how to set up date ranges so as to obtain a breakdown by date range 3 ranges and 2 extremities shown here Ecritures principal Ecritures detail S lection principale Plan comptable P riodes Variables sp cifiques P nodes Date de reference Nb de p riodes E Type DatePiece N Date d but Date fin Valeur vO 27 107 2015 4 fh VO 2M 1J VO 1MI 1J DATES PREDEFINIES VO 1J dO date du jour di date d but d exercice d date de fin d exercice d3 d20 dates libres d finies pour l exercice e Several statement types are available depending on the number of date ranges 5 7 or 12 and the destination of the statement printer preview Excel or text file 6 BANK ACCOUNTS This chapter will need updating if cash management methods are common to all agencies 6 1 1 Reconciliation of bank accounts Reconciliation of bank accounts is highly dependent on timely receipt of bank Statements It is important that they arrive with sufficient frequency for correct reconciliation to be possible The system retrieves the last statement The user then enters the new statement and ledger entries associated with the new statement are reconciled with the bank At the end of the process the bank ledger balances are the same error 0 Process Menu Display gt Accoun
18. ect an account from the file a file may include more than one account Financial year Set the year ledger entries are to be taken from Data tab Left hand pane select all journals to be consolidated Verify that all origin journals in blue correspond with destination journals in green Their codes must correspond but their ID numbers may differ If so they must be reconciled FA Consolidation Dossier Donn es Devises Equivalence des journaux Etats des pi ces ID Code Libell origine Libell destination Compta origine Tous 3 17 DDA OD Analptiques 17 004 OD Analptiques Compta destinatior Passerelle Pa 18 C 4 Caisse Brazza 3 18 BOE Cr dit Lyonnais Oil 19 BO E CI BANQUE COMME 20 CAS Caisse Transit amp CMargu 20 CAS Volant de caisse perman Changement de compte Compte d origine Mm 21 CAB Caisse DDZ amp Assistanc Date comptable 01 01 2007 m bl WAS Achats Winspot Shipping 62 WAS Achats Winepot Shipping 31 2012007 BS WCA Caisse Winspot 63 WDA Caisse Winepot Ed WS Ventes Winspot Shipping 64 WS Ventes Winspot Shipping BS WT Ventes Winspot Transit 65 WYT Ventes Winspot Transit BE WWE Ventes WinspotEscal 66 WWE Yentes Winspot Escale Filtrer lez journaux s lectionn s Fe Line items In the origin account select line items for consolidation Then in the destination account select gateway or daybook as the case may be Option to change account Leave Origin account selected Date ranges Sel
19. ect the date limits for ledger entries to be consolidated do this monthly for ease of checking and to have fewer entries to copy Process exchange rates A Consolidation Dossier Donn es Devises Table des quivalences Conversion des montants en devise dossier fies E DoCvDevise Libell DoCy AN urineren alla devise dossier de la compta origine est diff rente de la devise dossier de la compta de destination O FRF 1 EUFO Conversion partir de Devise dossier dm EEE Selon IT able de change dossier en cours appliqu e date comptable m oe A Conserver les devises de saisie 7 M4 As foption Conserver les devises de salele est coch e toutes les devices dorignet doivent galement exister dans la compta de destination Left hand pane Verify that the blue and green columns are identical If there is a currency equivalent it must be the same in both records Conversion as of Leave Account currency selected Since consolidation is done using the same currency also leave Conversion table from the record at the accounting date selected Preserve the on screen currency Leave this checked 11 4 Checks At completion of consolidation it is possible to run a check on the number of items copied and the cumulative centralizer of the accounting records consolidated It is preferable to run such checks after every consolidation operation rather than at the end of a financial period or year
20. es existants M AAA Pa gt Ajouter ces comptes Modifier ces comptes w X Compte Libell X Compte Libell MIT amp D SS TT PRICE FT BIS al mi 11 2 3 Currency All consolidation files must be in the same currency in the same order with the same settings 11 3 Consolidation of accounting records To copy ledger entries from one accounting file to another pull up the file to which entries will be copied CONSO known as the Destination account The Destination account then fetches ledger entries from the Origin account s This operation is carried out monthly after gt Validation of the monthly closure by the CFO gt Update of all new journals and accounts To perform consolidation use the function Consolidation Standard consolidation All ledger entries are transferred to the destination account Display modification addition or deletion of ledger entries in the destination account CONSO may then be effected just as for a normal account record Process choice of accounting file Menu Consolidation gt Consolidation gt Standard consolidation File tab A Consolidation Dossier Donn es Devises Comptabilit d origine Axes analytiques Type Libell origine Type Libell destination Dossier GETMACONGO m 0 Compta g n 0 Compta g n ii Compta GETMACONGO Exercice E m Exercice 2007 2 J Axes analptiques MUSA 414 File Select an origin file from the list Compta Sel
21. g several accounts sharing the same key e g group accounts No input allowed Used to inhibit editing Account type Specifies the auxiliary account type Account edit Signifies whether letterable reconcilable both or neither Direction Signifies data entry direction default required or not specified Closing option Specifies whether the account is subject to closing and if so to what income statement Reopening option Specifies reopening parameters cumulative detailed or mixed Analytical breakdown Sets rules for analytic processing of classes e g On Axis 1 complete breakdown is required for classes 6 7 and 8 Account groupings may be pre defined by default or prohibited Third party form Add the third party account and enter the details By default assumes the settings of its class when the account is created Process e Menu Files lt Accounting plan gt Edit e Select the account to be edited in the left hand pane e Edit in the right hand pane 3 2 Ledger entries 3 2 1 Data entry mode In THALIA ledger entries may be performed in four different modes gt Interface default mode for imported entries gt Daybook default mode for temporary entries entries of this type are always editable gt Simulated this mode is used for ledger entries that are subject to reversal for projected entries or for non accounting entries at the end of any edit session gt Accountant final not modifiable
22. his screen F3 deletion of one line F7 reconciliation of ledger entries F10 automatic balance of the item being entered by the suspense account specified in the journal F5 access to analytic distribution when the account is in compulsory entry the distribution window opens automatically 3 3 Account lettering Partition of the entry screen gt Select the account in line 1 of the upper pane gt Unlettered entries are displayed in the Lettering tab gt Lettered entries are displayed in the Unlettering tab together with their letter codes Process Menu Entry 3 Manual lettering all accounts accessible Select the account in the upper pane Check the checkbox at left or right beside entries that belong together F2 for group lettering When all entries belonging together have been checked see the box Balance of reconciled entries at top of the screen press F4 to make these entries switch over to the Unlettering tab Repeat as often as necessary then press F8 to move to the next account Menu Entry 3 Automatic lettering e g auto lettering by item number 3 4 Creating interfaces 3 4 1 Winspot interface Accounting interface in Winspot gt Generation of text files gt Generation of journals for interfaces 3 4 2 Importing line items This procedure is in process of modification by IDE implementation Importing files to Thalia gt Importing text files gt Winspot centralized j
23. iia 16 ore A CEOUMUING Gate WV aa a T a e a T e aa aa trie 16 o ANALYTICAL G PROCESSING DISPLA Suicidas lidiar 16 Bl eX ClOSUle OPET atO tai A A a a aa a n Aa 17 8 1 1 Annual closure annual report aii ia ete 17 9 2 ANALY TIC RECORDS amaia A A ad A 17 HL AN alte Dalan O ieo A ASA AA RA 17 92 Grouped analYtHE DalaNnCe nao A a a a e 18 9 2 1 SIMD GROUPING RE alacant aaa 18 9 2 2 Validated general accounts summary or detailed 18 9 3 Analytic balance Single ACCOUN E anise dans Sousse A A NE E AEE 19 TO BUDGET MANAGEMENT SSSR A dues a E 19 10 1 AIOCAUION KEYS otra aora 19 102 Budget dermito li ei aaa 19 LOS Baden orto US didas A 20 10 3 1 Analytic budget for a general account cnn AAEE rr 20 10 3 2 Analyte DUAQet WIEN 12 DE Od S auna andara 21 Ll CONSOLIDATION curras E A 22 A A O 22 1122 TON 22 OS O aE aca mbiena act taatn hacen ceasaenontetua vata hpncicaRebaaiaeeeacnrntrea 22 DEZA ACCOUN Soor Ne Ur E RME cute Canne Mens 23 112253 CUNO V dd dede ados 23 Ties CONSONdatioA Or accounting records a As 23 a A RRA 25 TLS Closure OF a CcONSOMd atea account lios 25 12 MAGELLAN S GROUP PRINTOU Sidra AAN AA A 25 1 SETTINGS 1 1 Task List cion Teens wher Who cesta CO E CS A COMO E O ES Carro meme mews RO Annual closing CFO Draft annual report CFO 1 2 Immediate operations 1 2 1 Criteria tables Process e THALIA 8 Parameters gt Criteria tables gt Update 1 2 2 Classes Description of the
24. n is in the table header The table rows show the groupings and if required the associated general accounts There are many options for data sorting on the selection screen 9 2 1 Simple grouping Publishing mask Analytic balance validated grouped CTE40350 Process Menu Printouts 3 Balance 3 Grouped analytic balance Select as needed from four tabs Uncheck the checkbox Detailed ledger entries if you just want a summary table selection d taill e Gestion des quantit s Tous E Option de salsie Option de suppression Tous LLL Option des Nouveaux Tous Ecritures d taill es Axe 1 Crit re compte 1 Tous LLL Ave 1 Crit re cormmnte 2 Trae Press F8 Select a publishing mask 9 2 2 Validated general accounts summary or detailed Publishing mask gt Analytic balance validated grouped detailed CTE403S0 printout of the general ledger gt Analytic balance validated grouped summary CTE403S1 printout of the balance of general accounts Process Menu Printouts 3 Balance Grouped analytic balance Select as needed from four tabs Check the checkbox Detailed ledger entries to include justified ledger entries S lection d taill e Gestion des quantit s Tou Option de saisie Option de suppression Option des Nouveaux Tous E Ecritures d taill es w LLL Axe 1 Crit re compte 1 Tous Axe 1 Critere compte 2 Tous LLL LLL Axe 1 Crit re compte 3 Tous Pres
25. ome statement has an associated grouping code according to its configuration and the applicable data entry rules in the accounting plan column 3 of the pane Breakdown and grouping by analytical axis The code in Axis 1 reveals the customer associated with the charge whereas the grouping code shows what type of transaction it is Thus between a section by section analysis showing the balance in each section and an account by account analysis presenting for each section the general account assignments the analytical balance may be developed per grouping presenting in readable format the types of charges products in each section The grouping table is criteria table 351 updated as required We recommend the establishment of a grouping plan common to all agencies trade by trade Process Menu Settings 3 Criteria tables gt Update Select table 351 fill and confirm all fields leave O empty Menu Files gt Accounting plan gt Edit Select the required grouping from the pane Breakdown and grouping by analytical axis 3 GENERAL ACCOUNTING PRINCIPLES 3 1 Accounting plan The structure of the accounting plan depends on the needs of the individual agency By default an account takes on the characteristics of its class All fields are modifiable The most important fields in the account form are as follows Field Account Category Account category Alphabetic key Shorthand key used for quick search or for linkin
26. ournal edit gt Checking gt Validation of Winspot journals in accounting mode Process Menu Entry gt Journals import Specify the name of the file to be imported Check the checkbox New account creation Check the checkbox Creation of analytic accounts Importation d critures Fichiers multiples Po PO Liste fichiers Nomdufichies 0 Creation des comptes g n raux D Cr ation des comptes analytiques M Modification des comptes existants D Importation journal des nouveaux D Importation journal de cl ture D lgnorer le contr le de l quilibre analytique Po lgnorer le contr le de la TVA sur encaissement UN lgnorer le calcul de la TVA sur facture Po Traitement apr s importation Traitement du fichier Renomm en bak Select any other options for this file F8 to confirm Menu Entry 3 Ledger entry validation 3 5 Item numbers Follow local rules for each agency 3 6 Validation operations 3 6 1 Monthly closure At the end of every month that month is considered closed This implies gt Validation of ledger entries gt Prohibition of all entries in closed periods Process Menu Entry 3 Ledger entry validation In the right hand pane select the period and state s to be validated In the left hand pane check the journals to be validated first column on the left Press F8 Menu Files gt Journals gt F4 Period entry Specification of prohibited groups and
27. s F8 Select a publishing mask 9 3 Analytic balance single account This type of analytic balance offers printouts on all axes of the Debit Credit and Balance D C of each section with justification of the general accounts There are many options for data sorting on the selection screen Publishing mask Analytic balance single account mask CTE40450 Process Menu Printouts gt Balance gt Analytic balance single account Select as needed from four tabs Press F8 Select a publishing mask 10 BUDGET MANAGEMENT 10 1 Allocation keys Six standard allocation keys are built in manual monthly invariant bi monthly even bimonthly odd three monthly and six monthly The following keys are customizable as needed by an individual agency e g monthly allocation with seasonal variations Process Select Axis 1 Service Menu Budget 3 Definition 3 Allocation keys Starting from key 6 enter a label for each key Enter the allocation period for each key on the right including monthly weighting 10 2 Budget definition Budgeting is handled general account by general account in each analytic section Thus detailed budgeting of sections may be printed out broken down by account and sorted into groupings Process e Select axis 1 Service e Menu Budget gt Definition gt General account budget LA Budget analytique saisie par compte g n ral Compte Libell Donn es d ent te e 04 LIVRAISO
28. t reconciliation Select the bank account to be reconciled The system automatically retrieves the balance of the last reconciled statement In the middle of the screen define the balance and direction of the new statement The difference is shown in the red box In the lower pane check double click or F2 all transactions on the new statement As reconciliation proceeds transactions move to the upper pane At the end of reconciliation the error shown should be 0 Any ledger entries not reconciled with the bank statement should be collected and printed out for reference Process e Menu Printouts gt Bank gt Comparison e Select the account and the date of the statement 7 ASSETS 7 1 Creation Modification of properties A property is created in the Assets part of the program on receipt of an invoice from the supplier Properties may be created even after the commissioning period However in such a case since allocations are processed on a monthly basis do not forget to allow for allocation catch up in the accounting It is preferable to create new properties within the accounting month in which they are put into service to avoid any catch up problems Likewise this will avoid any problems if properties are created in anticipation that is to say with a commissioning date later than the current accounting month Process e Menu Assets File gt Properties e Enter descriptive information in the first t
29. ure annual report Axes 3 4 et 5 need to be reopened from one financial year to another In practice it is necessary to keep track of import export records which may not necessarily be closed at end of year Process Select the analytic axis either 3 4 et 5 axis 1 is not extended THALIA 8 Management 3 Closure reopening 3 Analytic reopening Letter the records for which this is possible to limit reports R ouverture analytique Exercice num ro 15 Ex du 01 01 15 au 31 12 Num ro du journal Po q Date criture 01 01 2015 Etat criture Brouillard Br Code op ration l Nouveaux AN Libell R ouverture exercice du 01 01 2014 au 31 12 20 ee Option MERGER If necessary change the wording of the report title Select the report mode normally Reopening detailed unlettered records only 9 ANALYTIC RECORDS 9 1 Analytic balance The analytic balance module offers printouts on each axis of the Debit Credit and Balance D C of each section There are many options for data sorting on the selection screen Publishing mask Analytic balance CTE402S0 Process Select the required analytic axis Menu Printouts 3 Balance 3 Analytic balance Select as needed from four tabs Press F8 Select a publishing mask 9 2 Grouped analytic balance The grouped analytic balance module offers printouts on axis 1 of the Debit Credit and Balance D C of each section grouped by type of transaction The current sectio
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