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1. Click New the Line No field displays new number This field cannot be edited 43 Gevaert 1 Crete Wea Ee a poe ctas Enter or select the ledger account This field is compulsory When selected the department f any the code belongs ta displays immediately undemeath Enter a narrative ofthe ineimaterias The defauts o the description of the ledger account Supper payments are selected from the details so make this description Useful as possible Oplonaly enter the no of units supplied Emer he Amount The GST Amount feid updates automatically as figures are entered Enter the amount as GST inclusive invoice has the GST amount as one total at the bottom of the invoice check the Aad tax box GST to pay is hen calculated and added to he Ine amount Warning the Add ax box is lo help with calculating GST only The amounts are saved and subsequently displayed with GST added The Add GST box is visible if the ledger account entre for business purposes The GST Amount fel may bo changed n calculated GST dir fom the amount on v supplier inves When you cick Save the invoice totals are updated in the top pane Clionts Debtors You must maintain cient debtors records if using the invoice accounting basis for GST Use the debtors faciity to keep track of
2. importing Clinger par If you are using Client Invoicing or Supplier Charges click the relevant button in the Reason panel Otherwise leave it as Miscellaneous Depending on which button you clicked new form displays Select the invoice or charge the bank transaction relates to If you get the wrong one click Cancel and Add again If you have selected an Invoice or charge the next step may not be required Select the transaction type source and purpose Ledger code of the transaction You can change the narrative if you want io Best idea is to leave as it is to allow an easier match between the bank statement and the transaction when doing the bank reconciliation The transaction date and amount fields cannot be changed Once you have finished that click Accept The line will be saved removed from the grid and the fields cleared Transfers between accounts Import the transactions from both bank accounts to have a complete record of transfers The import facility does not operate in the same way as Bank Transactions when it comes to transfers If bank account is not being tracked in Business Accounts then record the transaction for the that is For example if you are transferring drawings from your cheque account to a family savings account import the cheque account data and record the Drawings as a withdrawal In the source account it is withdrawal for the destinatio
3. Depreciation is also calculated on asset items you create and that were purchased in years prior to the current one Ifthe asset has had depreciation run the maintenance form looks something like the above Disposing of assets When you sel an asset you must make allowance for whether you made a profi or loss onthe sale The calculations required to do this are quite complicated Your accountant needs to do them However you can help you accountant by recording asset item sales They are then included in the asset Schedule report dispose of an asset record the transaction against the relevant sale of assets ledger account and then against the asset in asset maintenance dispose of the asset edit the asset and check the Item disposed of box A list of asset sales defined by the income account included in the Asset Configuration form appears Ifthe asset sale is cash enter the transaction into the miscellaneous cash transactions form Then bank it a detailed bank transaction Note that the sale of assets account must have GST calculation disabled Check the Item disposed of box The following form appears B Select the relevant sales record If an asset has been disposed of the asset maintenance form appears as follows Deer Halden Us XR harap Deorscoten ie perge mena Cert Vote 8223 Domed racer anj lten deposedat karl G5 posed on Purchnsepice Datepurchas
4. Va Jem w jene i 3 mui Wale imei E L3 T imi ai 116 Cliont Balances This report provides an analysis of what a client has paid been billed and what adjustments credits debits write offs have been made to their account Start the form by clicking Client Balances on the report form Client s balances reports for James Erte Fen date 28 4 2010 Transactions between and Select Client The example above is for all clients If you have a large number of clients the report could be Quite long Check the Select client box to print a selected client s 117 Cliont statements Two sets of client statements can be produced 1 All clients This produces statements for all clients with invoices It does not matter whether they owe money or not Each client starts on a new page As a result he report can be quite long Client s statements for James Electrical Ltd Include payments rede aen stp Leave lsterhead clear 2 Selected client James Electrical Ltd 9 2 Meany m Include payments Include namen si ro 8 ves Payment dato 206007 Inelude netes Leave ieterhead clea ENABLED Gen Statements include all invoices due between selected dates
5. r7 The summary covers cash sales if Front Counter is installed invoices and stock orders You can run a stock audit report from this form The audit is by supplier Therefore any items in glock with supplir wil not be printed include them print the ful sock list fom the Inventory form Rept Selection CARTERS Suppl code 12 on Cats On dock re oe Ure You may select all tems only those in stock or from a selected number tem code The audit report is as follows 104 Reports There are over 100 reports in Business Accounts The following describes a representative sample Many reports are associated with the forms they provide reports about For example asset reports are all opened from the assets register Receipts invoices quotes and statements can be opened from their associated forms and a transactions audit report and bank statement is available in the Bank Transactions form To produce a lot of reports it is better to use the Reports form from the Company Operations Most reports can be produced for individual departments by selecting the relevant one If you have one department only there is no point using this option 105 lt reports are based on a date range from a beginning date to end date To print transactions to the current date don t check the Include From Date box Reports can be based on depar
6. tu ma IN 7 7777 E E If multiple companies have been set up make sure the correct company appears at the top of the form There three compulsory fields Code Name and GST Enabled for this department Code is used to search for the department if there is more than one and is a key field in transactions lt is part of headers on reports and identifies the department cash accounts belong to in transaction maintenance forms Enable GST for this department if checked all transactions for that department have GST calculated This setting overrides the Company GST set up The default when adding a department is checked The other information address etc is for your own purposes Defining the Accounts Ledger Before defining accounts complete Company set up Departments are optional If you want to report on whether certain parts of your business are making a profit then set up the required departments before you start entering ledger accounts General Comments Once an account has been set up the account code may not be changed Accounts may be deleted if they are not in use that is have no transactions against them Budgets may be set up for the account You create as many accounts as you like Think of how you wish to track income and expense For example if you are a plumber and suspect roofing jobs are your main source of income it would be wise to set up a s
7. Loading price lists Price lists can be loaded from supplier price lists In effect you can create an inventory of items included on the price list without the need to enter the items manually Before loading a suppliers price list create the supplier record The drop down list displays those suppliers Professional Systems know provide price lists If you have a different supplier who is prepared to do so contact Professional Systems professionalsystems professionalsystems co nz with the suppliers contact details Please Send us an example of the price ist We will contact the supplier to lat them know what we are doing and make sure we have the information required to import the price list in a manner that is useful To load a supplier price list follow the sequence below Make sure the price list is saved into a folder on your computer It is a good idea to create a folder that you always save the files into This makes it easier to find them again Select the supplier from the drop down list Get the list by clicking Get List and browsing to find it If loading from supplier price lists and software other than the Professionals Inventory the prices may not include GST In that case you need to add i The Professionals inventory prices must always include GST Stock istis tom Prfeedenabinvenioy urges E Lood Loading stock Is tom CAPSLAPSInventoy cis Add GS to pices Syene Ca
8. Depannert Selected Ledger Code This dialogue includes six reports Income and expense transaction audit and a cash only report And summary as well detailed To generate the cash transactions only report check the Cash only non bank box Generate the income and expense report by checking the Display Details box and leave everything else on the top row unchecked If the Selected Ledger Code field is blank even though you have checked the box no report is generated Cash Journal Transactions This report runs if Audit Report is checked This report is in Ledger account order If you have been running Business Accounts for some years it is a good idea to restrict the report to a set period That is select both the beginning and end period dates 108 Income and expense report This report groups the accounts by ledger account code and whether they are income or expense accounts The income and expense balances print atthe end of the report To print this report check the Display Details box and nothing else Tl 28828 Uw kil P E TU sem Bank Statement To print a bank statement report click the Bank button on the report menu The date range on this form always defaults to 30 days from the current date The following form activates Bank Statement Report Dialogue for James Flectrical Ltd Bank Acco 79905
9. Once a detail line has been created you may include text notes for it These notes can be optionally printed when printing the invoice To enter text click the Text button The following form displays To print the text on the invoice check the Include text on invoice box in the Print Controls group The text is printed immediately below its associated line The associated lie is ine that was highlighted when you clicked Text Once the invoice is complete you can print a preview copy If you send the invoice to the client you should bill the invoice Payment slips remittance advise To print invoices that include a payment slip remittance advice click the Service button These invoices are to be used when you are invoicing a client to obtain payment and wish to make things a bit simpler for them to send and you to record the payment when they pay by cheque 58 Delivery dockets may be printed instead of the invoice To print a delivery docket click the Delivery button GST Inclusive and Exclusi The final invoice totals amount to bill and GST are printed based on whether your GST is inclusive or exclusive Inclusive the GST component is included in the charges you are biling the client for To use the inclusive method you must ensure all charges already include GST The invoice prints This invoice includes GST at the bottom Exclusive the GST component is added to the invoice amount The invoice
10. can be carried out from the main joumals form ee Transactions can also be entered directly from this form as you may need to enter asset related entries such as sales Journal Control To carry out journal adjustments each company must have a journal control record The control record defines the current period adjustments belong to Entering adjustment entries outside the current period results in a waming Once the end of period adjustments have been posted the new period dates may be entered They need to be hanged manually as Business Accounts does nat over periods 70 Maintaining edger control for James and Judes Pre paid ae 31 02 2012 The example above includes a loan account If you pay provisional tax add a prepaid tax account These are balance sheet accounts and have no bearing on your profit and loss That is when if you set them up in the accounts ledger you need to make sure the Tax amount box is unchecked If there is no control record the New button is visible and active This becomes invisible and inactive once the record has been created As above Enter a description if you wish This defaults to Ledger control for etc Enter a ledger account code for the loans and prepaid tax ledger accounts if you do so you must make end of period adjustments to decrease the value of the loan s usually to the value of the amount you repaid ov
11. last transaction number overlap select transaction dates that wil not result in duplicates For example if the last cheque number in the export system is 234900 and the last one in the import system is 234690 the first cheque to be imported should be 234691 Check the date of that cheque If it is on the same date as 234690 that one wil also be imported As result it wil be duplicated you can delete such duplicates if you wish It is better to make sure the export file starts on a date that has not already been used in the import system Tools Access the tools form by clicking the Tools button on the Company Operations form The form and sub menu provide for a range of housekeeping operations The operations provided for are P Repair database Clear the previous year s transactions Optimise database space Back up full system Recover full system back up Export and import transactions Repair database Use this tool if you start getting index errors Index errors show by reports being in the wrong or no order Or you get messages such as Index out of Date If you get the last message there is a good chance the database repair tool will not be successful You may need to recover a previous back up You did make one Didn t you Do not use this tool just because things have not run expected When run this tool reports progress If the repair fails an error massage w
12. the old system s financial statement enter the balance for each account into Professionals Business Accounts cash transactions form Make sure none of these figures are for checks or deposits that have not been presented yet Produce a bank statement for each business bank account enter the opening balance for each bank account including unpresented cheques and deposits IF you are switching from MYOB QuickBooks or Cashbook Complete you can import the inventory from those systems b Switching at the end of the financial year Produce a bank statement up to the last day of the year enter the closing balance on the statement as the opening balance for each bank account Business Accounts Include any unpresented cheques and deposits There you are ready to go 2 The hard way Switching during the financial year Create bank account opening balances as at the beginning of the financial year If you can t find the records forget it and go back to 1 enter all transactions to date You need to do this as if you are starting Professionals Business Accounts from scratch This means all details must be included for each cheque and bank transaction If you are doing this for a couple of months or are switching from manual to computer system it may be achievable Other wise go back to 1 The Set up sequence Step 1 Company create at least one Modify the company already created to match your requirement
13. Depreciation for older assets is calculated once you save the new asset s entry and is up to but not including the current financial year Once the first depreciation schedule has been run the financial year definition cannot be changed manually The current year is changed when the depreciation schedule is run for that year Run the schedule once during a financial year at the end of it Creating new assets You may load assets into the register in two ways Mf the asset was purchased during the current financial year as displayed in the depreciation control form Load it from the transaction that records the payment The ledger account the transaction is for must be the same as the capital expense account in the depreciation control form Ifthe asset was purchased prior to the current financial year Create new asset from the asset maintenance form Make sure you have the chequeltransaction number purchase date and purchase price When saved depreciation is calculated and the assets current value is calculated 76 Daspoued 3002011 chase pros ehas Stag ine rate server P tikte ierta Dometic parent 000 The above form is for assets that were purchased in a year prior to the current one If the asset would be of zero current value as at the beginning of the current year there is no point loading it if you don t know the depreciation method and rate stop now The info
14. GIFT For Westpac CSV select date format dd mmlyyyy For 5 CSV For KwiBank CSV For National Bank CSV 119 Save the bank transaction fle to a folder that you can find easily Do not use the temp folder as it become cluttered and it is difficult to find a single file using Windows Explorer You can place the file in the folder To lessen the chance of confusion it is a good idea to use the same file name each time for example ANZImportcsv Each import will be saved over the previous Business Accounts browser displays files that have the csv extension Warning many banks download the transaction history with the most recent transactions at the top In that case you need to go to the bottom of the list to start importing Once you have saved the file start up Business Accounts if itis not already running 1 When the import form appears select the bank account you are importing for Warning this form uses the company that is displayed as active at the bottom of the main menu If the wrong company is displayed at the top of the form retum to the main menu and change it 2 Select your bank from the drop down menu beside the bank account panel If you do not do this when you click Add nothing will happen If you select the wrong bank the fields will not display correctly 3 Click Get File This opens file browsing form Use this form or click Browse to open the Windows browser to find t
15. Sales Slip number is required if using Front Counter If not ignore it This number increments automatically so there is no need to enter a number if you don t need to Check Use book labels if you are a book shop or stock books This wil turn on additional book related fields in the inventory maintenance form Stock lines and groups Using stock lines and groups helps to simplify the management of a large inventory Because some price lists can be very long up to 30000 plus items consider whether there is benefit in making use of lines and groups Some lines and groups are created automatically f you select that option when loading the price ists Carters Mico and Placemakers Having stock lines and groups allows an automatic discountisale rate for items within a group that has a current sale This is useful if you are using Front Counter Stock Lines these are the highest level of division possible For example timber pipes second hand books etc Stock groups these are the divisions that group stack items into categories such as framing beams piles etc under a stock line such as timber If using Front Counter group items if they are likely to share sales or GST holidays Cre Sock tire Corian Wy Apes sin mcm ree erm rz Create the stock line first Click New in the top group af buttons The line code can be quite descriptive It must be unique Click save Create the groups t
16. The CSV fle is the same format as the Professionals stock export fle When importing select the Professionals Inventory option in the Import form select Update from inventory maintenance The import file must be in the following format Stock code 20 characters Bar code 20 characters description 240 characters supplier code 20 leave blank if none unit of measure 10 RRP leave any commas out trade price leave commas out buy price leave any commas out in stock 0 if none No on order 0 if none Stock code is compulsory It must be unique Bar code is not compulsory but if importing it must be unique If you intend to leave a field blank then that field column in Excel must also be blank Warning there is no way you can be completely sure the stock code is unique in Excel So be very careful If any stock codes are not unique the wrong one may be found if entering the stock code rather than bar code in invoices orders or Front Counter Inthe money fields make sure there are no commas So 1 000 00 should be 1000 00 That means the field should be text in Excel or be set up as Custom 0 00 so no commas are created when the amount is above 999 99 Not numeric In the Load form follow these instructions From the drop down list select Professionals Inventory IMPORTANT uncheck the Includes lines and groups box Get the list from the folder you have itin by clicking Get List
17. This code can be searched in this form and in the stock list page of Front Counter The following sections relate to Front Counter functionality To run stock replenishment click Replenishing The following form displays To tum automatic replenishment on check Auto replenish on This enables you to generate supplier orders when stock items reach a set level Seta value in Minimum stock level This is the level that results in the lem being included in an order when you run the replenish process If the stock level is equal to or less than this level the item wil be include 93 Seta value for maximum order level This is the number of items units that will be ordered when the replenishment process is run If this remains at zero the settings cannot be changed Unless auto replenish has been set to off The following relate to POS functions that are only relevant if you are running Front Counter change the default sales display settings in Front Counter click Sales Settings The following form displays 17 Semi 2202 Gr cus azana B Boke walle Wan on desert E Tum on pres ceder opto If you check the Extras prompt box you may create a pop up form that appears when completing the sale of the selected item This prompt can be for such things as additional items for example batteries in battery operated toys eic The following form appears Teto desley Enter the text of th
18. all invoices credisidebis and write offs and client payments It is possible to run the debtors aging report clients track cient debts and write off unpaid debts These figures are important for the end of year balances When adding a client make sure the correct company displays on the caption bar at the top of the form ifa company has no clients ali fields are empty and the edt button is disabled Clients can be shared between departments as can suppliers 3 IE Lore Client s Code and Last or Company name are compulsory fields Client s code must be unique If you have activated the option to create numeric client codes automatically the number is allocated 45 Enter an individual s name or that of a full company For example if the company is called The Mighty Moving Company Ltd enter The into first name Mighty into initials and Moving Company Lid into last or company name On all reports and stationary it print as The Mighty Moving Company Lic The client s postal address is included on invoices statements quotes and orders Enter it whether itis the same as or different from the physical address Physical address is included as well because you may need wish to visit your clients The physical address is used on delivery dockets you intend io contact the customer using reminder notices or registrations ist enter their email address Once the client has been sav
19. are presented in In that case you wil need to enter the cheque number shown in the import file Business Accounts checks to see if that number has already been used The narrative is made up of several fields from the transaction file If you have already created any cheques in cheque entry remove the matching cheques from the import fle If a cheque is in the download file and has multiple ines you may create it here then switch to Cheque Entry to complete the entry Delete the first line to zero the cheque total and add lines KiwiBank Do not import the first line Cheque details are minimal you wil need your cheque book to ensure the transactions can be matched Exporting Transactions Start the Export form from the Tools Form gt Export Transactions Select fomat Temecirsbewen 1042012 naza Professionals Business Accounts allows you to export your transactions to the following systems Quick Books MYOB Burge Cash Manager Accomplish o Professionals Business Accounts Excel csv fies 123 Find out from your accountant which software package they are using You may need to do a itle bit of work 1 2 Obtain list of account codes from your accountant Enter the Accountant Codes in the Ledger Accounts form You must enter both direct and balancing codes Although if your accountant is using you don t But you wil get a bigger bill because more time will be spent in setting up th
20. as two credit notes If you attach the total credit to the 2000 invoice your records will show that you stil owe the 1000 invoice as payment exists for it When maintaining customer invoices enter each credit or debit note against a specific invoice Credit and debit notes result in an adjustment to GST in the period they are received Not the date of the invoice they relate to The sales figure is adjusted by the amount of the note rather than appearing in the adjustments field in the GST form When you enter the note the GST adjustment is calculated and displays Credit and debit entries display on the GST imputation form as adjustments You may review any entries you have made from within that form Credits and debits may not result in money changing hands If you enter credit notes for any clients it is a good idea to start using statements regularly In fact it may be a good idea to send a statement out with the invoice so the client knows the balance owing Rather than paying the amount of the invoice Adding and Editing Credit and Debit Notes There are two credit debit forms Client credits debits enter multiple credit debit notes for invoices for the client displayed in the client s operations form click the Credit Debits button Select the required invoice on the operations form Make sure the invoice the note is for displays at the top On the caption bar Click New Select Debit or Credit note The defa
21. basis If operating on the Payments basis using creditors allows you to keep track of your commitments for budgeting purposes You must create suppliers if you intend to create supplier stock orders You also need to add the supplier code to stock item entries if you intend to run just in time replenishment If you have a large number of one off charges create a Miscellaneous supplier Do not use a supplier code of MISC as that is used in Cheques Payments to define one off payments not linked to a supplier record If you create a miscellaneous supplier cheque payments not linked to supplier are automatically defined as MISC and appear as such on the Supplier Charges report Importing Suppliers from other companies If you are acting as a bureau for others have multiple companies it is possible to import suppliers that belong another company Click the Add button then the Import button A form opens that enables you to search for the supplier you want When you find them select them on the grid Click Import and you are retumed to the supplier maintenance form with the fields now populated with the details of the selected supplier Click the Save button and the supplier is saved with a link to the currently active company The original supplier is still available to the company it was imported from rem zal ten p Compulsory fields are Supplier code and company name If
22. down list Click Select Check the Current printer displays the correct printer name The example above is not correct Select the correct printer model Select the correct label size There are four label formats 4 Based on the Avery Code 17157 also LC 33 The labels are three across and 33 to a page Includes bar codes Price tickets for placing on stock items and tickets With or without bar codes Price labels for shelf displays With or without bar codes Tickets without prices for shipping labels 97 Generating 17157 A4 label sheets You can create price labels by checking the Generate labels box When it is checked the following form activates Labels are printed in groups of three The number of labels to print is in multiples of 3 3 6 9 12 ete Number of labels to print forthis tem kem To print price labels using LC 33 labels Avery 7157 click A4 sheet The labels to print are accumulated into a file To use a complete sheet of labels generate no than 33 labels 3 labels for 11 items You may save the report as Excel or MS Word format if you wish to change the formatting To do click the Save button on the report form and select the format from the list at the bottom of the form When the labels have been printed they are cleared To reprint you need to generate again Price labels item tickets No bar codes 98 To print price labe
23. enter the budgeted amount for each period If you have transactions for the account the total amount and the average monthly value of the transactions by payment date are visible in the top left panel If you do not use the manual entry option the automatic creation process allows you to select actual or average monthly figures and adjusts those by the percentages selected When initially defining the budget if you check the Use current year figures field the monthly values for the current year period defined in the Cash Account Statistics group is used Other wise the previous year s monthly figure is used You may create a maximum of three budgets for a ledger account Active Trial Inactive When creating a new budget follow the sequences 1 Delete any currently inactive budget 2 Make the currently active budget inactive and the trial budget active 3 Create a new trial budget Or even simpler only have one budget at a time 4 Alternatively and simpler have only one budget at a ime To view all budgets for a department click on the Print Budget button and select By Department A preview report displays that sums the budget figures for each account To compare monthly figures with actuals print off the Budgets actual vs budget from the report 16 menu The financial statement report also has an option to include budgets When creating budgets an automatic spread can be used If the total annual expense f
24. for the client of the currently selected invoice click Statement The following form displays I3 soms erm rm incide payments Include pament slp Yes Yes v E Fer payments due since the dale VN2 O E notes 7 Leave letterhead clear Bea Give Ce You can optionally include payments and a payment slip remittance advise If you have only recently billed an invoice and you want it to display on the statement make sure the Payment due to date is at least the due date of that invoice Check the Leave letterhead clear box if using preprinted letterhead To include any preset notes check the Include Notes box 5i Formatting invoices You may change the format of invoice statement and quotes estimate headers In the Settings menu click InvoicelStatements The following form displays You can format the header in three sections James and Judes Electrical services and sales cora Samanta sone Company name size position and style Description size position and style itis a good idea to keep this smaller than the company name On statements description is replaced by Client statement but in tha same position and style as defined here Your logo can be included Follow the instructions in Company Control to add it Address position and style If you have linked a logo to your company control r
25. in the relevant boxes You may stil need to check the GST Adjustments sheet to be sure you have included all the required figures Print the audit report before finalising the imputation If you are satisfied with what is shown click Finalise Warning doing so sets a GST calculated flag in the relevant transactions Those records dates and transaction 66 amounts longer be modified You may print the GST return once the ledgers have been updated If you enter your GST return electronically keep this form open go to the 1 8 0 web site and use drag drop to put the relevant information on the page The LR D accepts the GST 101A generated by Professionals Business Accounts The GST form can be reprinted at any time by setting the dates to those appropriate and clicking the Print Retum button GST retum forms can also be reprinted from the Reports form Quick Quotes Estimates Star this from the Client operations form This section refers to quotes However you may print a quote as an estimate Estimates provide you with more leeway than quotes when it comes to variations The form is very similar to the invoice form and behaves in exactly the same way 6 When you click Add new quote number is created It begins with QUO Should you invoice the quote that number minus QUO is the number of the new invoice If you have an order number from the client enter it in Order number Generally you can fi
26. last payment plus 1 and the date defaults to the dale of the last transaction are set When entering opening balances the bank account cannot be changed as it was set in the opening balances form otherwise pon DENIS Enter the Bank No and Bank Account if the displayed bank account is not the one you wish to use Or select from the list You may change the bank account The looking glass button to the right of the bank account field activates a selection list of bank accounts When adding a new payment the Cheque Payment No is created automatically If you wish to use another number enter it now Be careful if you enter the cheque payment number it can only be used once and must not be a duplicate of an existing transaction Select the type of payment The default is electronic transfer If you select Cheque another transaction number replaces the Number Duplicate numbers are not permitted You cannot save the entry if the number already exists Enter the date of the payment The default is the date of the last entry If making a client refund check Client refund The supplier field switches to Client Entering a supplier s code is optional You may enter select a suppliers code or enter a short description if you do not need to keep a record of who the payment is for You may select suppliers from a selection list by clicking the Looking glass button to the right lt Once you have finished entering the infor
27. no change to the bank account balance In the case of an electronic funds transfer your bank account to the clients record the transaction as a payment inked to the original transaction CET Check the Client refund box Refunds are distinct from creditidebit notes and write offs Write offs relate to charges that have been invoiced Refunds are repayments for something the client has already paid and you have to return some or all of the payment Adding details to cheque 20110002 D Tot amar fryer 210000 fect 0 ani m merae voice 201700020 Busnessamunt 20 Tac When entering details you may only enter transactions for invoices that have been billed If you select an unbilled invoice you will be warned and the payment cannot be saved Either delete the 30 invoice or bil it Supplier Refunds Supplier refunds can be entered by using the Supplier Refund form Fram Supplier Operations or through the Payments form By clicking Supplier Refund in the Type panel A supplier refund is a payment and can be added to a bank deposit when you are recording one Cliont Payments Banking client payments may be handled in three ways fusing the cash accounting basis accumulate them in a Deposit to be banked on the current next day This does not require you use the ClientDebtors functions Enter payments a
28. no record for the client click the button to the right of the Client Code field and then New on the list form Once the client has been selected the Address field displays their postal address This is to lessen the chance of selecting the wrong client when dealing with common sumames Enter description of the order This field displays on order lists and reports and helps to identify the order Enter the date of the order This defaults to the current date Enter the Planned Delivery date This date allows you to identify which orders are overdue and provides a reminder The two boxes Closed and Placed are not checked Glick Save The details section now becomes visible To create order details Click the Add button beside the details panel usa a Coen Imm CES Enter an existing stock item code in the Stock Code field This can be either the bar code or stock code if different The description of the item displays in the Description field The retail price of the item displays in the Price per unit field Enter the quantity ordered The total field is updated as the price per unit field is changed Click the Save button beside the Details panel When you do so the Value of the order is updated When adding details the items ordered field of the stock item is updated When the items are delivered enter them into th
29. o you and not deposited For example ia clon makes a cash payment and yau retain ine money 1o pay for goods and services rfe than banking it There should be at least two entries for each payment the payment itself and the expenditure the cash pays for The payment can be spilt into many expenditure items This form is designed for those who deal in a large number of cash payments and only wish to bank what they don t immediately require Example 1 You have withdrawn 300 from the bank for domestic expenditure income derived from a partners income You use 50 to fil up the van In that case you enter 80 00 as income because you are using it for business purposes and 50 00 as expenditure Note there is no effect on the bank balance and you don t need to make a special journal adjustment Example 2 You are paid 250 in cash for carrying out a service You keep 50 for petrol and bank the 200 There is one entry in bank deposits of 200 and two entries in the General Cash Transactions entries income of 50 with the same income joumal code as the deposi for the petrol ind expense of 50 1 Toadd a new transaction click Add 2 The transaction number updates automatically 3 Select the type of transaction The default is Misc If Supplier payment is selected a Supplier Code field appears To save the record a valid supplier must be selected 4 Enter the Purpose Ledger account Depending on whether the account
30. percent horizontal and vertical 3 Once you have linked the logo to the company record you can experiment with the size to get it 10 ft propery by placing it the invoice statements System settings gt Invoices Statements and positioning it where you want it Setting up sales tax GST Include the information about GST if your business is registered One GST registration can be used for each company All departments of that company share the GST set up unless you disable GST for any department If you have multiple GST registrations and can t see why SME would want to you certainly don t need to set up a company for each registration When calculating GST imputation those transactions for departments with GST enabled are included in the calculation Sales tax selirgs cn voces 35 5 Fl montns Percent 122 29209 Account Basie Orvos Payment 1 Check the Registered box to activate GST calculation when entering transactions If this is not checked GST Is not calculated 2 Enter the correct information in the relevant fields The Accounting Basis defines how GST is calculated on the GST imputation form 3 The Exclusive on Invoices box is used to calculate and display GST on invoices and 10 quotes Check it if you prefer GST to be displayed exclusive of the sale price Once this setting has been made don t change iL Or all GST totals on invoices and q
31. something like the folowing 73 reports m ie cud xs cuim sees tien Tosh Lal eem ae a pe Iden Because this is for only one side of the ledger the entry does not balance The Active journal account panel displays a balance of 100 00 and the Post button is disabled When the other side is created the form appears as follows 4 The Post button is enabled and the phrase Account is in balance appears in the Active journal account panel The journal adjustment can now be posted Journal adjustments appear in transaction audit reports with JRNL at the beginning of their transaction number Note posted adjustments can only be removed by further adjustments Assets Register Use the asset register if you wish to carry out depreciation calculations and keep a full register of your assets Other wise it is better to leave it alone and let your accountant handle it A key to using the asset register is that you know enough about depreciation to be able to select the correct depreciation rate and method from the IRD s asset depreciation schedule Using the assets register means you can l Import assets from the transaction recording their payment To do this set up asset Control to link to a capital expenses ledger account Import transactions just before after the end of the financial ye
32. stock configuration and is created automatically Ifthe order is for a client check the Client order box Client Code and a selection bution display Select the client code You don t need to create stock orders for clients here It is better to create a client stock order using the client s order form Client orders can then be consolidated into orders for the relevant suppliers Include a description of the order if you wish to For example if the order is for a particular job It is a good idea to include a description as it makes it easier to identify the order when selecting it for fulfilment or if checking for overdue orders Select the supplier Enter the date of the order Default date is the current day The order is not placed and is open Placed status enables you to check the status of an order from within Front Counter gt Supplier Stock Orders gt List When the order has been emailed or posted change the status to placed by checking the box If you are entering an order based on a supplier invoice you can create that invoice from the order Is invoiced is checked if you have run that process You can only run it if the order has details An order can only be invoiced once So enter the invoice s complete contents before creating the invoice Once the invoice exists you can record payments for it in Cheques Payments Save the order and proceed to enter the items You only select stock items that have
33. sure the password is the one you use to get email and matches the From email address This email may not work if you have certain firewalls active It has been tested using XPPro and Windows 7 with the firewall on It also works with AVG Avast antivirus active and Microsoft security essentials installed It may nat work if you have a firewall active in addition to the Windows firewall Ifyou cannot get it to work I suggest you send invoices using your usual client To make sure this form works correctly under all conditions would result in the software being a lot more expensive that it is your email address is Gmail set up your account to use Outlook Unfortunately MicroSoft have made Hotmail so non standard it is highly unlikely this email facility will work with it Client Refunds Client refunds can be made through electronic transfer cash or cheque Use Cheques Payments to record them Write Offs Write offs enable the cancellation of bad debts Each write off must be matched to an invoice this is a requirement of the LR D It also ensures your aged debtors analysis is correct Write 61 offs are required if using the invoice or hybrid accounting basis Write offs print as credit adjustments on the GST imputation form If you accidentally bill a client and wish to remove that invoice you cannot You must enter a write off to cancel the debt Access Write offs from Client Operations To enter new write of
34. the correct supplier displays in the top panel Fi Desane LE IE EEK oen 42 To create a new invoice click Add in the top panel other wise click Edit Enter the suppliers invoice reference this field is compulsory If the supplier does not provide an invoice number you can use any other unique number Enter a description of the invoice this is not compulsory but using it makes it easier to identify the invoice when you come to pay it Enter the charge date from the invoice or enter today s date if you are adding todays date wil already be displayed Enter the date the invoice is due to be paid by This enables you to keep a track of your commitments When you are adding this is automatically set at 20 days from today To check creditors aging analysis this date must be accurate You do not need to enter anything in the amount and GST fields The amounts are updated as you add or change each ine Click Save when you are sure the new data is correct If you are adding new invoice the details part of the form displays To create a new invoice line click Add in the Details panel Otherwise click Edit Each Invoice must have at least one detail ine Maintaining Supplier Invoice Details Sape o Mee eee anny GS Tan Le e gt NN mee 5 5 E poemen rtm re Reemi eae ete Em E R e es Jim Jon
35. when certain payments and expenses cross periods For example you may have paid insurance in June for twelve months At the end of the 69 financial year assuming it is March your insurance company has been paid for three months in advance You therefore subtract 3 months of that payment from your expenses for the current year and add it to the following year Similar adjustments may be carried out for leases rates wages and salaries and for invoiced income and supplier charges out end of period adjustments follow the sequence below 1 Setup a ledger control record This is used to define the current period year Set up the required journals These journals do not appear on the trial balance or balance sheet They are buckets to hold transaction adjustments until they are posted to the account ledgers They are also used to ensure any adjustments balance You can create default credit and debit ledger links that help simplify the entry of journal adjustments 3 Enter the journal adjustment transactions Each journal adjustment must consist of at least two entries a debit and a credit Some may have more than two But all such entries must balance That is total credit value minus total debit value must equal zero If it does not you may not post the entries to the ledger Start Journal adjustments from the company control form by clicking the Balance Sheet bution All balance sheet operations including asset management
36. you are sure of the actual figure The amount is the Total Amount of the transaction that will appear in the bank statement The following recurring transactions are due rane nania 150000 7 Highlight the transaction to change Click the Change button The original amount of the currently selected transaction displays in the Change Amount panel The Change button becomes the Update button The Run button is disabled 3 Enter the new amount of the transaction 4 Click the Update bution The bank is updated with the new amount The new amount becomes the default recurring amount Bank Maintenance You may have as many bank accounts as you like For ease of use specify that one account is the default account for chequesipayments That account wil be the one to appear automatically 2 when adding new cheques Bank details and accounts must be completed in the following order 1 Bank details 2 Bank accounts 3 Opening balance Bank details Acie is z Bank omite Bei Aesth perira bles emer Bank Code 24 gt Em Bach zaitons ES Poe Crac ae poe EINES EES Eating Bank CBBanknas Bank details require that the bank s code usually the first five to seven numbers of the account code and its name be completed Everythin
37. 250 P Bank o New Zealand Cheque account 8 Make sure the correct bank displays This report should match line by line your bank statement for the same period 109 Ju ee sw O 3 een m p Profit and Loss The profit and loss report summarises the information for each ledger account Start the report dialogue by clicking the Profit and loss button If you have installed an asset register checking the Income statement box adds asset related transactions depreciation and accruals debts owed to you debts you owe to the report The Profit and loss reports dialogue is as follows 1 for James Electrical Ltd Beme 1 04 2000 m mm C Bepot fer Specife Department acocunte C stetemertfincludes depreciation Lil payable ard recievebl lax paid Co If you provide LR D with a financial summary that excludes GST check the Exclude GST box To exclude transactions such as drawings loans etc check the Taxable entries only box The start date for this report always defaults to the beginning of the current financial year 110 The report is as follows EST M dean zm a Titres ma G S T and non taxable transactions have been excluded GST Reports There are two G
38. 6 Name Company Registration Number Registration key Postal Address Email Web site 1 1 Tick if you wish to be billed for further support after 12 months 1 1 Enclose 85 00 including GST A tax invoice will be provided on receipt 1 1 Ihave deposited 85 00 into ANZ account 01 0455 0075746 01 1 understand that support consists of telephone support 09 432 8904 during the hours of 9 00am to 5 00pm Monday to Friday online access for non urgent requests updates new releases and bug fixes Also that may make suggestions for changes to the software and that participate in the selection of changes to enhance the software Signature 130
39. 8 2013 Ani Sera Py onda UB 2197 en Papen e VE ernen raare ay amass Boana Stra ordine ETT Y 257102013 EI mcm m UT NEN 3 Opere Elance 75997 Curen Balance 77 ovra Noto If you have set up a bank account so it applies to one department and you have multiple departments you cannot create transactions for ledger accounts linked to other departments Should you attempt to do so you will be warmed and the save button disabled Adding transactions 1 Select the bank account to operate on If there are any transactions in this account the last displays Reconciled transactions may not be deleted 2 Click the Add button The form will appear as follows 35 Bar Transaction 2 emm e emu Crecira court Gpeiccbdance 2500 oven 1 1 Maintain rereaction Ome Ohne z mene UNUS Pops ETD ses mme geren eave cart bleeds Ered Ed paras Saa ma gener reme me GER 8 Bawat mort E 3 Select the transaction type Click one of the buttons labelled Deposit Withdrawal Transfer interest or Fees debits Depending on which button is clicked the bottom panel changes If you click Transfer four additional fields display that relate to the destination account 4 If transferring between accounts select the source account in the top panel Select the destination ac
40. Distribution Jaycars Silver Core price list bar codes no price breaks 11 MYOB retail basics 12 Professionals Inventory file 13 QuickBooks from CSV Others wil be added as customers request them To do so please provide an example file from your supplier s web site If you are running a bookshop the following price lists can be imported first check the Use Book List box on the Stock Configuration form 1 Educational Distributors Ltd 2 HamerColins 1 David Bateman 2 Reeds E Craig Potton Publishing Prices can be updated from a current supplier price list from the relevant web site or downloaded by e mail Other price lists will be added when suppliers provide details and there is sufficient demand from Professional s users You can add stock items while entering invoice details and stock orders if item s code is not found If the inventory already has items in it use the Update option and check the Create new items box Stock Configuration Use this form to configure the stock sub system A unique code is required Description is optional put something in there if you are running more than one company lt Last bar code last stock order and last sales sii fields are optional Use book labels should be checked if you are running a bookshop This ensures the correct fields are visible in the inventory maintenance form and the correct supplier list is available to load and update the pric
41. Ifyou are updating rather than loading check the Create new items box Ifthe prices dont include GST you need to add it So check the Add GST to prices 101 Click either Load or Update Depending on which form you are using Warming The load will not run if there is already stock in the inventory In that case select Update and Create new items If you are loading from the Professionals Export file GST Is already included in the prices If you have followed the above instructions to create your own file you may need to add GST Stock Take out a stock take follow the sequence 1 Create the stock take list this consists of all existing stock items in the inventory If you have set up items by line and group you can produce stock take lists that are by line only Doing it this way makes it more manageable If carrying out the stock take by line make note of each line as you complete it Find out how many of each item you actually have and enter that number into the stock take form Click Edit The only field that is active is Number in Stock 3 Generate the stock audit form to find out what the difference is between actual stock levels as manually entered here and those in the inventory 4 Load the stock take record into the inventory this updates the inventory item count 5 Run the stock value report This is for tax purposes 6 Clear the stock take The stock take form is as f
42. Professional Systems Business Accounts Version 7 0 User Manual Copyright 2000 2014 Thank you for purchasing Professionals Business Accounts Professional Systems is committed to meeting the needs of our customers We accept that improvement is always possible If you are a registered user and consider there is anything you think could be improved about the software and this manual please contact us at 09 432 8904 or professionalsystems Qprofessionalsystems co nz Introduction Contacting Professional Systems Installation Switching Systems The Set up sequence Starting Professionals Business Accounts Using Business Accounts Starting Professionals Business Accounts Editing or Adding Data Setting up Professionals Business Accounts Using Business Accounts Set Up Company Set up Setting up sales tax GST Department Divisions Set up Defining the Accounts Ledger GST and Accounts Switching Accounts of existing transactions Ledger Account Structure Account Budgets Recurring Transactions Setting up recurring transactions Set up the transaction details Setting Up the Transaction Schedule Running recurring transactions Bank Maintenance Bank details Bank accounts Adding Bank Accounts Opening Bank balances Bank Reconciliation Supplier Payments 1 Adding cheques payments 8 2 Editing payments 3 Payment Details 4 Payments not on Bank Statement 5 Refunds Client Payments Bank Transaction M
43. ST reports One is a reprint of historical imputation forms The other is a transaction audit report of all GST related transactions for the current period Both can be run from the GST imputation form To run the imputation form click the GST button on the reports The imputation selection dialogue is as follows 1070372007 312087207 1 00 2003 30 04 2003 1 05 2003 31 10 2003 Select the period of the return you wish to reprint EXJ s u Mo pr Goods and services tax totum censeas pe meson l gt 22828 2e Aga OT webs ESI di iy m n gt on mist Cheques To activate the Cheque report dialogue click the Cheques button The following form displays Cheque reports for James Electrical Ltd Display Dei Selected spie leet Specie Supplercode Font date 23 042011 To print all cheque lines check Display Details report can be run for selected suppliers cheques and a specific check by checking the relevant buttons With details included the report is as follows a oe inccr ee 113 Budgets activate the budget report dialogue click Bu
44. Select an existing invoice from the selection list Click on the button at the right of the field enter the invoice number if you know it This results in the description of the invoice f there is displaying along with the amount due The amount due displays to the right of the invoice field invoices must be billed to appear on this list If the payment is for an invoice for exported goods and zero rated supplies was checked when creating it the zero rated supplies box will be checked Enter the ledger account the payment is for Enter tho date ofthe payment Tris defaults to todays dato Enter the amount of the payment i it differs from the amount due Enter the narrative if it differs from what was put there when the invoice was selected Ifthe payment has been made by credit card or direct credit you can create the deposit by clicking the Deposit button The following form activates 055 chee ase DC Paymert for rice 201100051 Narcive 32 Select the correct bank account and click Deposit The transaction is created a detailed bank deposit This allows you to include any credit card agents fees etc PayPal Trade Me etc as an additional line on the deposit So that the deposit amount matches the actual transfer Hybrid or Invoice Basis A payment must be matched to an existing billed invoice You may enter multiple payments against an invoice but a single payment must rela
45. Unpaid Invoices button The following form displays E n 2 Aged Diam Over cue ate due Debt Cia Codo m 2000208 UD JAMESH This form shows how much has been paid and whether there are any credits or debits To find how long these invoices have been outstanding click Outstanding The report shows how many days the invoice is overdue To preview the aged debtors analysis click Aged Debtors You can also print statements from this form Aged Debtors Analysi To review aged debtors and optionally print statements click the Statements button The following form displays 55 nein cnr rca rete if you have a large number of clients this form may take a while to display up to 1 5 minutes for 1800 clients Depending on the speed of your network and PC You can print statements for all clients by clicking the Statements button or for a selected client by clicking the Selected button Maintaining Invoices How GST is displayed on invoices is set in Company Control when setting up GST To create invoices complete a two step process 1 Create tho invoice header This consists of the due date used to calculate debtors aging and to advise the client of when payment is due by entry date invoice number created automatically and a description of up to 200 characters optional If you leave the descri
46. a known date Check recurring transactions regularly Change the date of the next run if required in the bank form Do not set up transfers between bank accounts as recurring transactions It is assumed that recurring transactions are to pay for something or are receipts Hence each must have ledger account When you enable recurring transactions make sure the next run date is in the future unless wish to run them immediately Transactions are run for all depariments of the activated company Due transactions are run when you click the Run button on the recurring transactions form Setting up recurring transactions Within the Bank form select the Recurring Transactions tab The required ledger accounts and bank accounts for the company and department must be set up If you have set up suppliers they also be used Otherwise any supplier identification is a Miscellaneous supplier There are two stages to setting up recurring transactions Sot up the transaction details 19 re JAN Janes Socal reenn TAM 57 See tocout kas 2 aues 1 Lj atl E s Ezina recuming wancecior 4 12 2012 104602 __CBBank pas Select deposit or withdrawal The default is withdrawal Select the bank account Select the ledger account Purpose the transaction belongs to Include description of the transac
47. acount Catane pas Select a bank vewlseect existing banks cick on the button to the right of the Bank Code eld Enter a new bank account number It must follow the format of the bank account use your bank statement to see what itis If this is the Default bank Account for cheques and other payments check the Use as default account box If you do so this account is the first to display when adding cheques Enter a description of the bank account Use the same name as your bank account for ease in reconciling accounts If you wish enter the Next Cheque number from your cheque book This is used to automatically increase cheque numbers when entering cheques When you get a new book enter the number of the first cheque here or it is updated when you enter the new cheque number manually when entering a cheque Ifyou wish to allocate this account to one department only check the One Dept only box This is not checked when you click the Add button If you have an overdraft facility check the Overdraft provision box The field Overdraft amount displays Enter the permitted overdraft amount in the Overdraft amount field This results in a waming if any cheque payment causes the account balance to exceed the overdraft amount 24 Opening Bank balances An opening account balance is not compulsory You can enter bank transactions without one However once you have started to enter bank transactions you may not creat
48. ails etc 2 Service invoice This includes a payment slip Use this when mailing invoices to customers You can print a statement for the customer of the currently displayed invoice by clicking the Statements button at the bottom right The statements cover all invoices with due dates up to the current date email an invoice click the Email button to the right Set the required Printer controls first as if you were printing the invoice Emailing Invoices Click the Email button If the client has an email address in their record that displays The invoice to email shows in the Attachments You can add more attachments if required 60 dpa Perindernfce 236776THA Request James This ito remind you that the service for your ar conditioning unit due Please adve f a technician can vist n the ne week In replying pease provide sever daye and Imesthat are sutable We wil get back to you wth a ime Thankyou The message may be retained and used for subsequent emails This is useful if you always send the same message Quotes statements and orders also can be emailed and standard messages retained Check the Retain message box Ifthe client already has an email address in their record that address is printed in the To field To bring up your own email address automatically add it to the Company Control record To email using this form your Internet connection must be active Make
49. anagement Bank Transactions Maintenance Adding transactions Editing transactions Miscellaneous Cash Transactions Bank Transaction Details General non bank Cash Transactions Supplier operations Supplier Maintenance Importing Suppliers from other companies Supplier Invoices Maintaining Supplier Invoice Details Clients Debtors Deleting clients Contacts management Registrations Arrangements Client Operations To operate on client Transactions Client Invoicing Client Invoices Formatting invoic Recurring invoices Running recurring invoices Reviewing Unpaid Invoices Aged Debtors Analysis Maintaining Invoices Payment slips remittance advise Temporary delivery addresses Emailing Invoices Client Refunds Write Offs Credit and Debit notes Adding and Editing Credit and Debit Notes Client credits debits Supplier credits debits GST Imputation Quick Quotes Estimates End of period adjustments Journal Control Journals Journal Adjustments Assets Register 28 29 29 29 31 34 35 37 37 38 39 40 40 40 42 43 44 46 46 47 49 49 49 49 52 52 53 55 55 56 58 59 60 61 61 62 63 63 64 65 67 69 70 72 75 Configuring Depreciation Creating new assets Running depreciation Disposing of assets Inventory Management Stock Configuration Stock lines and groups Supplier Stock Orders Client orders Order Processing Inventory Maintenance Volume discou
50. ar Make sure the capital expense account has tax disabled Capital expenses must not be taxable items if depreciation is claimed 2 Enter assets purchased in previous years and calculate the amount of depreciation to claimed This does not calculate depreciation for the current year 3 Record the disposal of assets Records the sale price of disposed assets You need to create an asset sales ledger account and enter the journal code in the Income sale of assets field of the asset configuration form 4 Calculate depreciation on assets Run this process once a year when you want to send your books to your accountant Or your accountant can run it for you if they have Business Accounts installed If they dont contact us and we will send them demonstration copy this may be loaded with your data but no editing is possible 5 Include depreciation and profitioss on asset disposal in the profit and loss statement If you run the trial balance assets are included 6 Print an asset schedule for a selected and all assets by year or for all years Access asset management from the balance sheet menu Configuring Depreciation Create ledger accounts for purchase of capital and income from asset disposal This allows automated creation of assets from your transactions and recording profitloss on disposal of asset The capital items purchase account must be included in the depreciation control form You should only have one capital le
51. ate cheque numbers already in the system Because transaction numbers are used to connect transactions duplicated numbers will cause problems that may require a full restore Carry out a system backup before doing the import The import facility allocates transactions to departments based on the matching ledger account code For example if account 100 is allocated to Department 1 in the source 124 system but to Department 2 in the destination the transaction will be allocated to Department 2 Make sure the ledger accounts are allocated to matching departments in both systems or to the company only If errors occur while importing they can be examined by clicking the Error Log button If you find any it is necessary to enter them manually Do not use the import facility to start a new system To create a new system on another PC that matches an existing system restore a system backup You will lose any data already entered into that system import transactions first create the required company department s and any suppliers and clients If you have suppliers and clients in the source system the transactions include those codes The imported transactions do not include client invoices and supplier charges All transactions are imported as un reconciled Make sure there is no overlap of cheque numbers between the two systems A quick way of checking is to look at the bank accounts form in both systems If the last cheque number and
52. count by clicking on the button to the right of the destination bank account field 5 Select the source of the transaction from the drop down list If entering a detailed transaction the source defaults to DETAILS IMPORTANT The selected transaction type determines how balances are calculated make sure you have selected the correct oni C Dens C FeevDeblt There are two ways of entering deposits and withdrawals bank transaction and a single ledger account entry Enter everything on the main bank transaction form Leave the Has details box unchecked As above It is useful if the narrative matches the bank statement s narrative This helps with reconciling 36 bank statements Although this may nat be a good idea if the bank statement has narratives that don t identify the purpose of the transaction in any way One bank transaction with multiple ledger account entries As above Note the Details button at the top right and the Receipts and Misc buttons at the bottom right To allocate multiple transactions check the Has details box A button displays labelled Details This button enables you to view the transactions once they have been added not enter total transaction amount if depositing customer payments click Receipts If miscellaneous transactions click the Misc button A bank deposit can consist of details from both and the net value of the details incl
53. cture Setting up the account structure correctly is crucial to getting the best out of Business Accounts In the simplest form the ledger can consist of two accounts Expense and Income However this is itle use if you wish to track important components of your business Spend some time thinking over how you want to report things Is it important to know how one of your business is doing as well as the whole business Are you running a home office Do you want to divide certain sales from others Do you wish to track the cost involved in selling certain items Also review the LR Ds IR 10 form to see what accounts are required to be reported to them Do you wish to track the performance of certain sales and expenses If the answer is yes you need a ledger account at least one each of income and expenditure for each one An example ledger account structure follows The GST allocation is shown here because it is defined at same time as you create the accounts Note each account must have a unique code If you are going to use numeric codes it is a good idea to group them For example income account codes could be in the range 100 to 199 expense not overhead in the range 200 to 299 and overhead expenses in the range 300 to 399 If you think that you will need more than 100 accounts for any group then you can start at 1000 to 1999 etc You can use your accountants coding system Be aware Professionals Business Accoun
54. d accounting bases Discounts Three types of discounts are possible 1 Using stock a sale price based on the sale discount set in the relevant stock line This is a percentage of the retail price 59 2 One off discounts enter the discount percent in the discount field This is a percentage of the total price 3 Flat amounts Enter the amount as a negative figure in the Charges field The details are fairy free form The alternatives are 1 Simple a description and the charge amount of the line This can be a minus amount if you are cancelling a charge included in a previous invoice but don t wish to enter a credit note write off 2 Discounts decrease the normal price by a set percent The normal price and discount are printed on the invoice 3 Unit rates non stock enter the unit rates and units of measure Hr Km Mtr Liters etc and number of units The price is calculated as the units or rates are changed 4 Unit rates stock use the inventory to set the description price and units of measure You need to have eniries in the inventory to use this option You can create inventory items the fly by clicking the button to the right of the Item code and then the New button on the selection form Two types of invoices can be printed from the invoice form 1 Standard invoice You can include notes on this invoice that explain such things as warranties retur to base policies direct credit det
55. d on the stock valuation In addition don t include a buy price for non stock items That way no value will be calculated even if you put them in stock lines with normal stock items Creating and printing price labels The Professional Series can generate price labels for items and shelf displays It also generates mailing labels for all clients You can produce price labels for three label printers Brother QL series Dymo LabelWriter 40 0 series and the Zebra Peacock Bros LP series For the Brother the following labels can be printed 29mm by 30 5mm DK 22210 62mm by 30 5mm DK 22205 These fit all the QL series P Touch printers For the Dymo the following labels can be printed S2mm by 57mm i 11354 36mm by 98012 For the Zebra the following labels can be printed 40mm by 28mm L11384 imm by 36mm L10005 Exit Microsoft XPS Document Writer Current default printer is DEVELOPADMIN Brother HL 2040 series Printer Brother Ql series Zebra LP series Dymo 400 series Label size 11354 32 57mm 99012 36 89mm SelectF2 PrintF7 Preview F8 The codes in brackets are what to ook for when purchasing The Zebra printer labels are only available online Search for Peacock Bros Because people often have more than one label printer a printer selection form activates when you click any of the labels buttons Select the printer from the drop
56. dger account Dont create one for every major asset you purchase Note Calculating profitloss on the disposal of assets is a major operation If you keep your asset register up to date and properly record the sale price your accountant can do this for you Don t attempt to do it yourself Send your accountant the asset schedule at the end of the year if you want them to do this When they give you the information enter it into the sale of assets account 75 Core tip Descrpion metes Beers sureta d ono E INS B Fireh Lat mert Care yor D When you click New a description of the configuration is created for you You can change this if you wish In the above example the New button is invisible because thera is already assets configuration record Enter or select the purchase of assets capital expense account code from the ledger Enter or select the sale of assets income account from the ledger This account is non taxable and not subject to GST Define the days and months at the beginning and end of the financial year These control whether depreciation for an asset is for an entire year or a fraction of the year For example assets are not depreciated for the entire year in the year they were purchased unless they are purchased in the first month of the year Select the current financial year Note this assumes your financial year crasses calendar years
57. dgets on the Report form This dialogue provides for two budget reports All budgets by their status active trial or inactive For a specific budget The following form is for all budgets by status s Hectrical Lid Ten singe budget Select Repu Oria ny Or inscive On selected Deparment only select a specific budget check the View single budget box 114 Budget and Actuals report for James Electrical Lid AccourtOade 100 Sales end general income BudgetisActwe Vew srate budget selected Deparment or men bo iiam um mm p m man Sus Supplier Charges activate the supplier charges report click the Supplier Charges button us The dialogue form is a follows Supplier chareos roport selection for Jamos Electrical Lid Charges Statue Repar Corn On Obos O suway DEn fron dete m wam For selected depart E Bepon lo selected upp Sunnie Code EUN A ere tee al GE Coin g oe U Use this form to find out which suppliers you owe money to To report on a selected suppliers charges check the Report for specific supplier box Several reports can be generated from this dialogue Their layout is identical The example below is for all suppliers and summary information av 28228 0 om
58. e Opening Balances Complete the entire set up sequence before entering current transactions If you have created any they must be deleted before proceeding further Sce the details for Cheques payments entry and Bank Transactions for how to complete the above tasks correctly Bank Reconciliation Bank reconciliation enables you to match the bank transaction record with the bank account statement s You may run recurring transactions from this form Run any due recurring transactions before carrying out the reconciliation You are presented with list of bank transactions that have not been reconciled Bark New dnd gue Usa OGG 17945290 Deo J lt Jn Gea Gener Descen DENSON Cion 2028317 EGCIZNTASI 0108 200 Beste Bearne Tondo 0111 OEM 00000 2AD osten s ETT pd Lr po Lr am 25 01 2011 Select the bank account to reconcile It must display in the top panel The account s unreconciled transactions display on the bottom panel Enter the Statement balance from the bank statement Select each transaction that matches those on the bank statement and click the Present button A running total updates as selection is made and the Presented box is ticked If you present an incorrect transaction you may cance by clicking the Cancel button Note th Prosent bu
59. e Qty provided field When you save the number provided is added to the number of the selected itam in stock and the number ordered is decreased The Total provided also updates Client orders are designed to support customer management in Front Counter That is why the font size differs from supplier orders Because client orders often include items from multiple suppliers emailing the order sends it to the client Not the supplier Email or print for order confirmation from the customer Close the order to prevent further items being added Or you can delete it if not using the stock tum report Notes 1 Ifa stock item does not have a supplier you cannot include that item in a consolidated supplier order when running Order Processing 89 2 When order processing has been run and all the items of a client order included in the relevant supplier orders the client s order status is switched to Placed 3 When an inventory item has items on order you cannot change the number on order from within the stock form Make the changes by recording the number provided in the client order s or the consolidated supplier order 4 To email the order to a client the client record must include their email address On the order form click email and attach the order file shown as Order pdr to the email 5 To create an invoice from the order click the Invoice button The following form activates Billing date 3102 2014 G Dato payment d
60. e a Ingat Includes ines and goun Make sure you have the correct supplier s code showing in the Suppliers Code is field Required if loading from supplier price lists This allows the supplier code to be allocated to the inventory items as they are loaded If ready to go click Load Make sure the Loading price list fror matches the file you need If it does not the load wil fail lescription If loading from Carters or Mico MasterTrade stock lines and groups can be created as the load proceeds To do so check the relevant box in the panel at the bottom of the form Updating price lists Price updates operate in a similar way to loading price lists Use this to replace old prices with new ones And adding new items to the existing inventory by checking the Creato new items box 100 Update price fists from selected supplere James and Pios ie Fofessonal Stems Um Elide tare Updating price ist rom CAPSLE PStwentony csv ledere and groupe Updating the price list looks for the existing code and updates the price s This means new prices become effective immediately If the Create new items box is checked any item not found is created Loading from Professionals Inventory file Excel CSV file import stock from an Excel CSV file the fields must be in a particular order And certain fields must have something in them and be unique
61. e an opening account balance You must have created at least one company department and bank account before using this page If No company account links set displays on the page you cannot enter opening balances Make sure you have not entered any cheques or other bank transactions before you If you are using CI to and bill them even though you do not mail the invoice Creato the necessary clients and ledger accounts If you are using Creditors make sure you have recorded the supplier s charges that any cheque relates to the opening balance nt invoicing complete any invoices that payments deposits relato Company is Berk Horses nk Accu boo Feci S2 emen E 7 Stetup Date EEE m wm re deposte noton Was Minus cregues wien rel on deberent peri Emm mem m rousing am CBanepae 1 Make sure the caption at the top displays the company the opening balances are for I it does not click the Bank Account tab and change to the required company the bank account has been allocated to a specific department that department displays at the top of the page 2 Select the bank account the opening balances are for Either click the navigation arrows at the bottom of the page or click the magnify button to select from the list of accounts 25 set up fo
62. e bookkeeping knowledge If you have sympathetic accountant look at the list below decide if it applies to you and then ask how n to set up joumals The three shown are the usual joumal accounts that require adjustments for most businesses balances A puma aij have teen post Dast race 20 A 1 a Frepadrauance II Journal Adjustments To enter a new set of adjustments make sure the correct journal appears in the Active journal account panel If there are any current unposted joumal entries they wil appear in the grid at the bottom The first is displayed in the Active journal entry panel The current period as per the journal control displays in the Current period panel Ifthe selected journal has any posted entries they appear in the Posted Entries list on the right To create a new adjustment click the New button The form appears as follows r3 u Main is we The first entry defaults to a credit entry If you have previously entered default ledger accounts for the selected journal the credit account displays You can change it if required The description defaults to Journal adjustment plus the description of the ledger account This is the description that appears in the transaction reports Enter the correct date and the amount When you click save the form appears
63. e day of the run as in On the 3rd day of every 2nd month etc The example above is set to run on the 20th day of every month with no set end Ifa bank transaction occurs weekly click Weekly If you have made the mistake of entering days and months they reset to 1 lt Fora set finish date or number of transactions the relevant fields display If you select the No set end option the Number of Transactions and Finish Date fields are not visible pum aes za e Sato Dae ER eee m RARE Hs sonas VE Emina Transaction Sehedl om Running recurring transactions Run recurring transactions at least once a month To run recurring transactions select Recurring Trans from the Company Operations form or Recurring Transactions on the banking management form If any transactions are due to run they display on the form WARNING recurring transactions do not check for overdrafts They behave in exactly the 21 same manner as the bank s automatic transactions This means even if the bank account is not set up to allow an overdraft it could occur It is wise to check your bank balances before running recurring transactions You can change the amount of each transaction if you do not wish to change the amount click the Run button as each record is highlighted on the grid Once the transaction has completed itis removed from the display Only change the amount if
64. e import Enter the matching accountants code for your Bank Accounts It wil be the one labeled Bank If your accountant is using Accomplish you need to provide them with a list of your ledger accounts Importing Professionals Transactions Importing transactions adds them to the database Importing should only be carried out in situations where transactions are entered in the source PC and none in the destination This does not apply if the intention is to stop using the data on the source Before importing the data copy them to the same folder Business Accounts uses for its database The default folder for the database is C PSL Database If you have placed them anywhere else the export files into it The import form is opened from the Tools form Importing Professionals Transaction les Company JEC Jemes and Judes 4 To run the import facility the transactions have to be first exported from Professionals Business Accounts using the export form Be aware of the following If you are running multiple companies make sure the correct company code and name display at the top of the form Set up the same clients and suppliers using the same codes as on the system you are importing from There is no check for duplicate transactions Imported transactions are added to the existing transactions if any The transaction numbers in the import file are retained Make sure cheques being imported do not duplic
65. e lists If itis not checked the suppliers are assumed to be trade 81 i Stock Configuration Uniaue code JAMES Descrtin Stock coral Last bar code Last Sook Odor 3 E Use book labels Your customer ruber ForSunpier EUNN 1455 7265 Customer numbers are required if you intend to use stock orders and send orders to the supplier Your customer number identifies you to your supplier To complete these fields create the supplier frst The last bar code field is necessary if you intend to generate bar codes Barcodes must comply with the EANTSIISEN UPC standard A word of warning about bar codes If you intend to create your own make sure yours don t conflict with those of supplied items The following link is to web page that allows you to generate bar codes that meet the required standard hitpJiwww asinz orgicheck digiphp If you generate unique codes of no more than 12 characters along the following lines 842100000001 The first two digits can be used as your businesses identifier code The other 10 must be unique for each item in the inventory If there is any chance your codes may duplicate those of any supplied items then use the bar codes that come on the items lt Last stock order is used every time new stock order is created To identity orders by year create an order number that looks something like the following 200700001 The same applies to the sales slip number lt Last
66. e message you want displayed when the item is being sold Buy price is not visible on Front Counter If you wish to make it visible you must do so for each stock item by checking the Buy price visible box enable manual price calculation check the Turn on price calculation box A panel displays in Front Counter that includes the buy price if set to visible trade price retail price and a manual override It allows you to select trade or enter a one off unit rate price for the sale If you wish to run the item special not a store sale or customer discount check the On special box Enter the percent of the discount and the dates the special starts and finishes Checking Buy price visible results in the buy price becoming visible in Front Counter The default is not visible Checking warn on discount results in warning that the item is not usually available at a discount Checking Turn on price calculation option allows you to display all prices and select manual override if you wish to change the price Volume discounts Volume discounts be applied when including stock items on invoices If using Front Counter and you select an with price breaks the POS goes to manual mode and allocates the per unit price based on the number of units entered You may create up to three levels of volume discounts price breaks per item Click Price Breaks on the inventory maintenance form If the item doesn t have exi
67. ecord it displays by default If you don t want it to print on invoices statements etc remove the fle logobmp from the folder CAPSLiDatabaselimages It is a good idea to check the settings on a completed invoice as the display font sizes are not always the same as printed font sizes Recurring invoices To operate recurring invoices contact Professional Systems for the required fles You must be registered for support To set up recurring invoices click Recurring on the main invoice form The following form activates Tha folowing nics ara rad o un Running recurring invoices Before running recurring invoices set them up Make sure you have created at least one invoice that is identical to what you want to set up as recurring Recurring invoices can be run from the Invoices menu If the Recurring invoices button is not visible you don t have the correct release of Business Accounts To obtain that release you must currently be registered for support Activate recurring invoice running from the Invoice menu When you click the Recurring invoices button the following form activates Any invoices ready to be run are listed If an invoice is set to run a certain number of times or to certain date itis sel to inactive when that number or date is reached After that it wil no longer appear on the list Prior to clicking Run select the relevant controls in the Print Controls panel These behave in exactly the same
68. ed 08 2007 E Dewesan schecue arth ten eris Vere Avot Tar Voue S OS When you click Save any the residual depreciation is not calculated as depreciation may not be included in the year an asset is disposed of You will need to print off the assets register and give to your accountant so they can calculate any gain or loss on disposal The following report is for all assets to date 79 Inventory Management If you intend to maintain a full inventory use the Inventory form to carry out inventory related operations Professionals Business Accounts includes a comprehensive set of stock management functions If you think your inventory may become very large it is a good idea to divide it into diferent lines and each line into different groups This makes it easier to find things and manage them If you are running Front Counter it also makes it easier to set up sales specials and run stock take It may be possible to load the inventory table from your supplier s price list Currently the inventory can be loaded using the folowing 1 Placemakers 2 Carters S MasterTrade also Corys and EquipSafety select comma separated 4 Mico select extended comma separated 5 Russell 6 ideal Electrical select NZA Gold 7 Tefers Redpath Radcliff B Electus Distribution initial load no bar codes includes price breaks 9 NZAGold stock inventory 10 Electus
69. ed and the Save button disabled Existing stock items must be for the selected supplier or you may inadvertently change the supplier If this is a new item enter the description Enter the buy price per unit if the value is zero or you want to update the inventory with the new buy price This field is optional but if the field is zero when saved that is the buy price in the inventory a result you wil not be able to produce a proper stock valuation at the end of the year Enter the number ordered This updates the On order field in the inventory and enables you to advise clients if an item is on order by viewing the stock list in Front Counter Ifthe item is new one or you wish to update the retail price enter a new value into Retail price per unit If entering order fulfilment enter the Number Provided This always displays as zero as the number provided is added to the total provided Current amount displays the total value of the items provided Invoice the order if required after it is complete Items cannot be not added to an existing maintain supplier charges click the Charge button If you created the invoice before completing the order delete the charge Anew invoice can be created Order fulfilment can be carried out in three different ways 86 1 For each individual item line by line Edit the details And enter the actual number provided 2 All items at once click Fulfilled 3 Al ite
70. ed you can enter contacts for them Contacts are people you regulary deal with They may also be people who are referenced on invoices to identify the place you carried out work Or who authorised the work For example when carrying out contracts for landlords or company departments Deleting clients Clients can only be deleted if there are no active undeposited unpaid invoices When you delete a cient all information about that client is removed from the database So be careful If you intend to delete a client print off their invoice payment and write off history first This ensures that wil be able to find the details should they decide to audit your accounts If you have activated a company that has no clients set up when you enter client maintenance the form defaults to Add mode Contacts management create a new contact click Add in the Contacts panel The following form displays Enter a unique code Enter their first and last name This prints on invoices statements orders and quotes if you include the contact Role is optional It prints on the reminders list Ifthe physical address is diferent from the postal address enter it Postal address is optional The customer s address is used for mailing The contact s postal address can be used as the address on invoices Enter a reminder date and Notes if you wish to be reminded of anything in relation to the contact Leave the Notes blank if you d
71. ements and orders So it needs to be your postal address if it differs from your physical address Ifyou want to be reminded to backup your records check the box Activate system save on shut down You wil then be prompted to connect your backup media when you shut down the software Ifyou want the software to generate client codes for you check the Auto generate client codes box and enter the number of the last client you created on the old system Or leave itas zero You can still enter non numeric client codes if you wish Mf you have a logo you want to include on invoices statements quotes and delivery dockets click Logo The following form displays Load company logo into the Company make sure the logo fie logo bmp s nthe folder c est Database Vrnages CUm See Click Load and go to the folder where you saved the logo bmp file Click Confirm The logo will now be placed into the folder CAPSLiDatabaselimages If you need to change the logo s size open the fle in that folder Not the you originally worked To include a logo you need to do the following fist 1 Create a bit map file called If you have an existing logo for example logo jpg that you include on your website open itin Paint and Save as a bit map fle called logo bmp 2 You may need to change the size of the logo To do that in Windows Paint click Image Stretch Skew Initially decrease the size by 50
72. eparate account for roofing jobs If you sell several lines it would be sensible to set up income and possibly expense accounts for each line Or you can set them up as separate departments if you wish to keep separate account information O uses UERTAT Bad December 012 Copas Form Use To create a new ledger account or edit an existing one click the New or Edit buttons The following form displays hune O Expense EN E fect tax anon Zl Aepiyanloriax Active If editing an Edit button is also visible Click that to start editing Consider most fields compulsory select expense or income This is used to calculate profit and loss The Account Code field must be unique for the company currently active If you are using numbers and have multiple departments the account codes could be something like the following 100 company level sales 1000 Sales for department 1 1001 Sales for department 2 The Description field is not compulsory but you are advised to fil it as it helps to find the correct account from selection lists The description is also printed in account reports lt Department Division is optional if the field is left empty the account is a company level one Once transactions have been entered for the account this field cannot be changed Affects tax amount Check this if the account i
73. er the year Do not enter any codes if you are uncertain about how to do this You must also enter joumal adjustments to deal with prepaid tax at the end of the year Entering the codes here ensures the balances appear in the correct places the balance sheet The balances must also be correct hence the need to do journal adjustments Enter the beginning date of the current year or period Business Accounts does not use these dates for any other reason than checking that journal adjustments have the correct date so they can appear correctly on the trial balance Enter the end of period date Select the year range the period relates to Note You can define each period as a month or year If you define it as a month then it is assumed that journal adjustments will be made on a monthly basis Journals To carry out journal adjustments the journals must be defined These are purely to ensure that adjustments balance correctly and they do not appear on the trial balance or balance sheet Click New to create a new journal Enter a unique code This can be alphabetic as above or numeric It must be unique Enter a description of the journal Select the default credit and debit accounts These wil appear automatically when creating a new joumal adjustment entry You don t need to use the defaults as any valid ledger account is acceptable If you are uncertain about how to do this stop now Setting the journals up correctly requires som
74. evant bution Client Invoicing preview copy of the invoice can be printed prior to billing it Invoices can be printed as often as you like Once an invoice is billed write offs or credits and debits must be used to adjust the debt GST is calculated and displayed on the invoice based on the GST set up If itis inclusive each line includes it otherwise it shows as a separate subtotal Client Invoices Invoice processing can be carried out from the Invoice Management form This provides access to a range of forms to manage client debts maintain invoices print statements and review outstanding debt 49 LL To review invoices and out related actions click the Invoice operations button The following form displays pee Murena cedem AEAN pr Seat mov DARN YE a Ecc You can display list of invoices based on their status The default is invoices To enter quick payment select Unpaid invoices and click Quick Pay The following form appears 10 Sake and mln a ERURI G di Ca ton ma Ta rJ kd Ses Bruns Once this form has been used the Account selected appears in the Account field Select the Pay Method and from then on that same pay method is used The payment defaults to the invoice s balance due You can enter partial payments To print a statement
75. formatted and is rewriteable RW If backing up to a data stick you can create folders This process should be run at least once a month You can run it immediately before switching Business Accounts to another PC In that case make sure you install Business Accounts on the PC first Business Accounts does not clear previous years transactions when you start a new financial year The total amount of data can become quite large if you have not cleared them by running the Clear Previous Year s Transactions tool The system back up form appears as follows Select a dive to seveta Select a folder to seve to E Boy Archana to C Frodib Scurce Database s C PSU Daabese Space on dives 488202 100 yes Select the relevant drive or folder from the drop down list on the left Make sure the correct media is already in place before selecting it Memory sticks and CD DVDs show as drives in the list The folder must be double clicked to activate it You can set up the software to prompt you to carry out a system back up In Company control check the Activate System save on shutdown box You don t need to carry out the backup But at least you will be prompted Recovering full back up This tool enables you to restore a full system backup This may be necessary if you are often geting error messages about the indexes and an index rebuild falls Or you have switched to another PC have installed Business Accounts and now wish t
76. fs click the Write offs button Write off maintenance for Jere and I corer wine n int co nt gt F1 telp Adding wit of Today is 07 December 2012 Wrobeda paz Select the client to apply the write off to The form opens in add mode with the code of the client displayed on the operations form already in the Client code field Select the invoice the write is for The amount defaults to the full amount of the invoice The date defaults to the current date Enter a description reason of the write off The total written off the selected invoice displays under the description field A write off has a different purpose from a credit or debit Its purpose is to record the removal of an existing debt So it must be linked to an existing invoice If you are writing off multiple invoices enter a write off for each invoice Credit and Debit notes Credit and debit notes are required if using the Invoice or Hybrid accounting basis They influence the amount owed to suppliers or how much a client owes you When entering client payments or cheques they modify the amount due Each credit note must be linked to an invoice If you receive a credit note that covers multiple invoices spit it based on the invoices it relates to For example if one invoice is for 1000 and another is for 2000 and you receive a credit note of 31500 1000 for the first and 500 for the second enter it
77. g else is optional You may set up as many banks as you have accounts for Bank accounts Each bank can have multiple accounts If for example you have both a cheque and a savings account creating both enables you to keep a record af all Bank transactions When entering the bank account numbers make sure their format complies with your bank s format If you are setting up multiple bank accounts and companies it is a good idea to create the accounts for each company immediately after you have created it and at least one department bank account can be shared between departments If you wish to allocate an account to one 23 department check the box labelled dept only A list of all departments belonging to the currently active company displays Select the one to allocate the bank account to This prevents other departments from using the bank account You would be advised to indicate in the description which department if any the account is predominantly for 1f all departments are to share it make no other changes Adding Bank Accounts companys ek Herde Knut Oper balances eei Terme 1 send ies a C tow ean account Number 172985280 soda account Decus Cheque accaunt Lax Craque b Ld Bore det posse E Passo teraso Fang Bank
78. hat belong to the stock line If using Front Counter and you intend to hold store sales check the Sale on box The form appears as follows 3 ure Sock ine Coron Lin Cade UG Deep So re Lina mcm ewm erm 2 Sastre Sod Ug LP Seius DANI Br aw wea B Gua Ose ie The sale begins on 7th December and finishes the 14th of December The sale price is retail minus 10 percent Setting up sales this way means you can define the sale prices ahead of me and carry out the required store organisation prior to the sale starting With the Sale on box checked the sale starts on the date period defined and automatically finishes on the last date defined This also allows you to extend a sale while the sale is Should you desire Just change the date it finishes Supplier Stock Orders Supplier orders enable you to consolidate all items for the supplier For these orders to work properly you must make sure items in the inventory are linked to suppliers you have loaded the inventory from MYOB Retail Basics you need to go through the inventory and create that link You can e mail orders to suppliers Orders can be placed for clients When an order is for a client the order displays in the Client Operations form Warning price changes and order fulfilment update the inventory a tones Click Add Order number is obtained from
79. he file 4 If you think you have the correct file make sure the File to import is field displays the correct fle 5 Click Confirm to return to the import form with the file displayed line by ine on the grid 6 Click Add to display the highlighted row in the fields on the form The fields that should display something are 1 Amount 2 Narrative 3 Date 4 Ref No if the transaction is a cheque Ifthe felds are not displaying what you expect a couple of things could have gone wrong You have selected the wrong bank from the bank list You have attempted to display row that is not a transaction For example the ASB sends across a lot of stuff to help describe the bank accounts current situation it is at the beginning of the fie Scroll down unti you have reached an actual transaction line it should be highlighted The sends across balances you need to ignore those lines 120 080 pening Balance 34737 Cant fence 2127887 oa 900007 menm ern eae Coot same FOS TN pae Mese CHEQUE 27 Reon prm Payo Seer 1 Zinazo 5728 CREOLE T a 2 DANZO 20000 ARN ATM WITHDRAWAL AZ WHANGAREI WHANGAREI NZ B TRAMIQR 38327 CHEQUE T218 4 040088678 CHEQUE 1218 B MAII 23178 CHEQUE 1214 73735 CHEQUE 1208 7 anayaona 50 CHEQUE 1212 D 5 6 7000 00 DC HSE ee Cow 20282117 EG C1217260 Da d
80. il tell you which table it failed on Contact Professional Systems with that information You will be asked to run some tests Make sure you have the latest back up available 126 Uso the clear up nda that have become complet Make sure no one lae ia using the database and beck t up before you dart Clear previous year transactions Run this process if you have no further use for a set of transactions The process can free up lot of space and may result in improvement to the speed Business Accounts runs at especialy if running it on a network Running this process clears all transactions between the selected dates so they cannot be recovered The form is as follows Clea tersactions between E The above form shows that an entire year s transactions will be cleared Shorter periods can be cleared Backing up your data Itis important to regularly backup your data Things do go wrong Sometimes they can be fixed Other times all you can do is recover the last backup If that backup was done a long time ago you have a lot of historic data to re enter If you have never done a backup you really need to read this Run full system backup at least once a month Keep record of when each backup was System backup should be made to media like flash drives CDs or another network drive or directory This process carries out a complete back If backing up to a CD DVD make sure it has no data on t is
81. is company level or departmental a description of that status shows underneath 5 Enter the narrative Make this as descriptive as necessary It defaults to the description of the ledger account Enter the date of the transaction Check Zero rated ifthe item was sold to an overseas client i Enter the Amount GST is calculated automatically unless Zero rated is checked 39 if transaction has been included in GST imputation run only the account code and narrative be changed Suppl r operations Use this form when working on suppliers and entering transactions related to existing supplier charges such as creditidebit notes and refunds The form provides an overview of the situation in relation to the supplier It displays how much they have been paid and how much is owed Activate by clicking Supplier Operations in Company Operations The form includes the facility to display financial summaries for the current and previous years To display the current year s summary and define the previous enter the dates transactions between and click Recalculate add or edit suppliers click the Suppliers button The supplier maintenance form opens Supplier Maintenance It is not necessary to create any suppliers creditors if using the Payments accounting basis If GST is set up on the Invoice basis use Suppliers as GST is based on supplier invoices Creditors can be used regardless of the GST
82. ld To print a quote click the Quote button at the bottom of the form If the quote is to be sent as an estimate check the Estimate box To include notes these are the same as the invoice notes check the Include notes on quote box If using preprinted letterhead check the Leave letterhead free box You may clone quotes to an invoice when the client accepts it The clone quotes form is as follows Cloning quote QUO 201100106 to invoice number ER FITenserte Bin date Eum D Daepsmetde 502204 De Descrpton lex Note The invoice is cloned with the same number as the quote less QUO So the above example wil create an invoice with the number 2011000070 Billing date defaults to the current date Date payment due defaults to 30 days after the biling date You can change that date if you like Description defaults to the description of the quote It may need to be changed Ifyou have entered any text associated with detail lines you can include that in the cloned invoice Check Transfer text Click Clone You will be informed when cloning has finished The form then closes Once a quote has been cloned it cannot be cloned again If you attempt to you will be wared End of period adjustments Warning end of period adjustments requires a fairly high level of accountingfbookkeeping knowledge Do not carry out these operations if you are not sure what you are doing You may out end of period adjustments
83. ll this field in after the client has accepted the quote and immediately before you clone the quote to an invoice Enter a date in the Valid to field When the quote is printed this date displays as part of the sentence This quote is valid unti The Date field always defaults to the current date Enter description of the quote For example the reason for the quote as in the example below This prints on the quote form Once you have finished click Save Quotes can be printed as either a quote or estimate 67 avian D Cem ES o mum mm C Once you have saved the quote header the details buttons become active To add a new line to the quote click Add in the Details panel The following form activates SHY idera smien me canes ia S sac TZ omar Gg pice Tiens a1 Um EE Savs F2 G Caros F5 Motines DE 68 The above example is using a stock item a result fields but No of units Charge and GST display information from the inventory 1 The Charge field is the only compulsory field on this form Obviously itis a good idea to include something in the description field 2 Ifyou enter a unit rate you must enter No of units 3 Ifthe line is for a stock ilem leave the description field blank until the item code has been selected 4 Ifyou to provide a discount enter a discount percentage in the Discount fie
84. ls without bar codes click the Bar codes no prices button The following form activates Select printer to print bar code abe ll Select printer Exit Microsoft XPS Document Writer Current default printer is DEVELOPADMIN Brother HL 2040 series Printer Brother Ql series Zebra LP series Dymo 400 series Label size 11354 32 57mm J 99012 36 89mm SelectF2 PrintF7 PreviewF8 You may need to change printers Make sure the label printer is connected and on Select the printer from the list of printers your system recognises It must be one of the Brother QL series Dymo LabelWriter 400 series or Zebra LP series When you exit from this form the original default printer is reselected automatically activate the printer cick Select Select the printer model Select the label size If you preview the label it is possible to print multiple copies of the label To print multiple copies click the printer with the green wrench across it The bar code format used is EAN13 This is the correct format for ISBN codes as well If your bar code scanner won t read the bar code the code may not comply with the EAN13 standard Other problems reading bar codes relate to the printer not producing bars that are sharp enough This is more likely if you are using an inkjet printer and low quality paper In addition if your glass is dirty the bar code may not read properly
85. manner as the same controls on the invoices form Highlight the invoice to create and click Run That invoice is removed from the list Unless you have a backlog of invoices to send If you have checked the Preview invoice box the preview form activates You can print the invoice from that form Ifthe invoice includes stock items the inventory wil be decreased by the number of units included Only invoices that are active display If you wish to discontinue an invoice go to the recurring invoices form edit and click the Schedule button Uncheck the Active box To create recurring invoices click Set up invoice The following form activates 53 PUR ae Ouch amens E Purchase order d amy Tosk sae samang order te Gea Mets E2202 4120202 Ge Desshon nedet on each out Wende 2010075 Book ee standin tek s enam qEFETTITTPERENEREES Select the client the invoice is for Select the client s invoice you wish to use as the recurring invoice When the recurring invoice process is run this invoice is duplicated From then on the last invoice run is duplicated to create the new invoice The amount of the invoice selected displays AS does the date it was due for payment If the source invoice has a purchase order it wil display Other wise you may enter it now Enter the description of the invoice if it differs from
86. mation in the Cheque Payment Header panel click Save You may now enter details about this cheque 2 Editing payments You cannot change the cheque payment number or Bank account when editing the header if there are any detail lines If a payment has been reconciled you may not change the date the amounts WARNING If you created a payment for the wrong bank account it will have the wrong number unless you entered it manually If it has the wrong number and there are cheque details you must delete and re enter it 3 Payment Details Enter as many detail lines as required Each line is for the ledger account the payment is allocated to You may pay a single supplier s invoice using multiple account codes po a eo Teas aan Conector rites costs timber AM 2500 00 ite mee Bees Click Add in the Details panel The above form activates with the fields cleared Ifthe detail is for a supplier invoice enter the invoice code into Invoice ref The only valid invoice s is for the supplier previously selected Enter or select the ledger account code in the Account field Enter the amount into the Amount field To enter the amount exclusive of GST check the Add GST box If making up a cheque for a regular supplier and the supplier invoice has been created in supplier charges select the invoice line s to be included in this cheque by clicking on the elipsis b
87. means you do not have to concem yourself with them until something changes Using Business Accounts Set Up While on the Company Operation center active you may switch companies If you have used another accounting program or a manual set of accounts consider what changes need to be made before you start entering data into Professional s Business Accounts review your requirements read the help for the two main set up forms Account and Bank set up Company Set up Company set up can be accessed from the Operations menu Company Control Center or the Settings menu Set up at least one company Edit the existing company MYCOY Change Name to the name of your business and the other fields to uniquely identify the company If creating an additional company enter a unique code so it can be identified easily This can be ignored if there is only one company The Company name is included on the top of reports and Gan Geo e FI te svn En P EC Lenina aoe ju es Laurier To use the GST imputation form provided include your address details as well All the rest of the information is optional Company Name and Code are compulsory fields as are the GST related fields Include description if you wish it to be printad on invoices To ensure your GST imputation form is correct enter the address that is the same the LR D has on fle This address is printed on invoices stat
88. ms but different amount each click Selected If you click Selected the following form activates If you click the All button the number proved for each line will be set as equal to the number on order You may manually enter the number of each item provided in the Provided field In above example some lines already have items provided That is why the Provided field displays number smaller than the number on order Client orders Client orders work in much the same way as supplier orders The major difference is that ordered items can be from multiple suppliers Running the order processing function consolidates the items of multiple client orders into single supplier orders for all client orders that include items for that supplier Enter order fulfiment into either supplier or client orders If you enter fulfiment into client orders it is easier to keep track of the state of those orders However be careful not to carry out fulfiment in both client and supplier orders as that will result in incorrect stock levels Because client orders are set fo Placed as soon as all items have been included in supplier consolidated orders you can see that as telling you the order has been sent to the supplier 87 Stock Description 473084435 John Pascoe Author Climber 1 1 TLS 5 5 create new order click Add The order number is created automatically Select an existing client If there is
89. n account a deposit The fact that it is a 121 transfers recorded in the narrative which is obtained from the import fle ANZ Import fi This can be imported directly line by line You don t need to remove anything If you have created any cheques remove them from the file If a cheque is in the download file and you needed to create it with multiple detail ines you may create it here then switch to Cheque Entry to complete the entry You need to delete the first detail entry to zero the cheque total and then start adding detail li BNZ Import file This download file has a lot information that Professionals Business Accounts also creates Such as opening and closing balances You may wish to delete those lines as doing so makes il easier to know which lines to highlight and then click Accept The lines you must import are those that start with 3 No other lines can be imported If you have created any cheques that are included in this file remove them If a cheque is in the download fle and you needed to create it with multiple detail ines you may create it here then switch to Cheque Entry to complete the entry You need to delete the first detail entry to zero the cheque total and then start adding detail li WestPac Import file You must delete or make sure you don t accept the first line This line describes the file contents All other lines can be imported unless they are for cheques that ha
90. nts Non stock items Creating and printing price labels Generating L7157 A4 label sheets Price labels item tickets No bar codes Loading price lists Updating price lists Loading from Professionals Inventory file Excel CSV file Stock Take Stock Card Reports Cash Journal Transactions Income and expense report Bank Statement Profit and Loss GST Reports Cheques Budgets Supplier Charges Client Balances Client statements Importing Bank Transactions ANZ Import file BNZ Import file WestPac Import fil ASB Import file Taranaki Savings Bank KiwiBank Exporting Transactions Importing Professionals Trans Tools Repair database Clear previous year transactions Backing up your data Recovering full back up Optimising system space 75 16 T 78 80 81 82 84 87 90 91 95 96 96 98 98 99 100 101 102 103 105 108 109 109 110 111 113 114 115 117 118 119 122 122 122 122 123 123 123 124 125 126 127 127 128 129 Appendix 1 130 Introduction Thank you for purchasing Professionals Business Accounts This Manual provides the information required to get the best out of Business Accounts Contacting Professional Systems If you wish to contact us for assistance using Business Accounts please make sure you have your registration number available You also need to be currently paid up for support 565 incl GST per year Before contacting us be
91. nts installed when the software was installed Once an account is set up you can create budgets for it The accounts already installed are company level accounts That means the Department field is empty Once transactions have been entered for an account you may not change this field Create the bank record The main bank record may be shared between a company s departments For each company created create the required bank accounts You may create as many bank accounts as you need It is a good idea to finish all the bank accounts for each company at a time Bank accounts can be made exclusive to a specific department Create the bank account s opening balance and transactions not included on the statement to ensure that when the system siarts you have the correct bank account balances If you want to keep supplier records or are using the invoices accounting basis create supplier records in Supplier Details before entering the opening balances as cheques need to be linked to supplier s invoices If you are using the Hybrid or Invoices accounting basis enter all current clients If you are using Professionals Job Costing client records including their jobs are available from within Business Accounts and do not need to be created Once you are ready to start running set up any recurring transactions These are fixed amounts that occur at known times such as lease and mortgage payments Setting them up in Recurring Transactions
92. o recover the entire database The system recovery form is as follows 128 Select elder rector fom fro Resting to CAFSL Databese Make sure the recovery media is in place before starting the tool Once the process has started not interrupt it unless you absolutely have to If you do interrupt it there is a good chance that the system will not operate correctly as some records depend on others to display correctly Optimising system space This tool enables you to clear up the database This is Business Accounts version of the defrag tool When records are deleted the space they took up is not automatically cleared This tool clears that space Make sure no one is using any of the Professional systems If they are this tool reports a failure Backup the systems before starting Tris utlty alons you to provide more space on the de dive Nake sue cre else ls vang ay of the Prefeasional systema when you un this ity ord leo meke sure you have backed p the database fist Appendix 1 Professional Systems Ltd Software for the Small and Medium Business Fill out this form to register for software support If you have been using Professional Systems software for some time and have never paid for support you may do so online at wwv professionalsystems co nz Or you may fil in this form and send with payment to Professional Systems Lid 258 Kuparu Place Ruakaka WHANGAREI 011
93. ollows 102 Que Tt gh Cem E prm SANTOS Creer TALISKER Tari vies To enter the audited stock count for the displayed item click Edit Enter the Number in stock and click Save When you are ready to update the inventory with the stock take click Update Stock This changes the stock item count in the inventory to the amount you entered find out the value of stock that has been processed click Stock value If carrying out the stock take using lines you ll need to note the total value for each line as you complete it Stock valuation is based on buy price This means that any item with buy price of zero will have a stock take value of zero When finished click Clear stock take You are now ready to carry out another Stock Card This form provides an overview of the situation for any one stock item It includes summary statistics that serve to indicate whether the should be kept in stock You can use it to assess whether there is sufficient demand for an ilem to be retained in the inventory In addition if someone was sold the item and has lost the receipt it is possible you may be able to find it by checking the sales and invoices lists They will need to know roughly when they bought it If the itam is a high demand one this won t work 103 pom Sey tance HM erum secum rw sm Tas rid m s Ole 00 E RT Die 5
94. on t 46 The other details are optional If they are entered the information is included on the reminders list and phone numbers listing If the contacts address differs from that of the client enter it It can be used to identify their location when printing a contacts list You can set up reminder notices that print from the Contacts menu Enter Notes to describe what the reminder is about The Contacts management form is as follows and is activated from company control poi e pt pats reper O on omen pere Tem cream If you sell items or provide services that are warranted or for which you provide support you can use Registrations to recor and then track cents for wich this apples Registrations can also used to set up contact reminders because you can email them to the contacts Registrations Arrangements The registrations form is as follows Use this list to check who has current arrangementiragistration If the arrangement is due for renewal you can email a reminder by clicking Email 47 If you need to change the client s details click Client The client s maintenance form is activated with the current client displayed Yau exclude closed registrations by checking the Open only bution in the Status panel default all Generally registrations are linked to the invoice paid To maintain arrangements click Arrange The following form ac
95. or something is 1200 it can be allocated evenly across the year on a monthly bimonthly quarterly six monthly division Budget amounts can be modified once set up You may create trial budgets as a form of what if Trial budgets are not used in comparing actual account totals with budgeted amounts Once a trial budget is complete ils status may be changed Creating a Budget Make sure the correct ledger account displays in the panel at the top left If using multiple departments check the account is for the correct department Transaction statistics are displayed by changing the dates in the from to date fields and clicking the Recalculate button For example if you think the last four months of the current year are a better indicator of how the next year is going to go set the current year s From date to the beginning of four months ago The previous year s figures are there for comparison purposes and can be used to create the budget Statice acount 100 Type done Account belongs to James Beciical Desoto Sales ard ceneral income Yearfem 10472012 B gt 3 0203 gt Rame ad 1430364 avergete dete 190750 Frevous Year Gr mayan fastens Taal 297897 Moritiy average B Click the New button Enter the relevant information in the fields of the budget control record To extend a budget across multiple years set
96. or up to the current date Al payments credits debits and write offs are shown The date used is the invoice s due date This means you may need to make the To date a month in the future if an created invoice has recently been Statements are formatted as a tax invoice and can be sent to clients with overdue invoices You optionally include payments and a payment slip If payment details value of any payments is printed above the amount due totals are not included the total You may email statements to the respective cients To enable this to be done include their email address in the client not contact record Statements produced from this dialog include remittance advice You may include standard notes If using preprinted letterhead paper the title section can be left clear dur ees ov D o mam pe Tee three min E Importing Bank Transactions It is possible to import bank transactions from your bank To do this you must have access to internet banking All banks have a transfer download or export facility usually from their View transactions balances web page To import transactions select File then Import and From Bank Account as below Or click the Import button on the bank menu When you go to the relevant web page make sure you select one of the following import formats For ANZ Bank CSV For ASB Bank CSV For BNZ
97. perce cy VAN WD 77 This form provides a list of all transactions created between the two dates To edit a highlighted transaction double click it You can print bank transactions and statements from this form as well as from the Bank Transactions form Bank Transactions Maintenance Use this form to carry out all operations on bank accounts except for supplier payments They Deposits Withdrawals Transfers between accounts Bank fees Interest payments If the transaction displayed is a supplier payment clicking Edit results in the Cheques Payments form opening Before you can use this form you must have set up the following 1 Company details 2 Bank accounts at least one must be set up for each company transfer between bank accounts set up at least two bank accounts 3 Atleast one income and one expense ledger account You can accumulate transactions for multiple ledger accounts into a single detailed bank transaction Beier Ek Ace 0905 SIMA mm PES rem n eo m Taranee eem me Temm Goch come EDS Tena 10071 im ANEMONE VITHERANAL EVARE Wat mum 5 TAa DCMS Coen INET E DAE 100 mm emos ANON rea amm ervos S208 TERNET BANNING ELLPYMENTENZUSHGLOBA PLU 200 ETHOS RAS S ant Bova Euri Tander 10078 Timm E RAAT Fac pet tenus 2
98. ption blank the invoice selection lists wil not be very informative You may wish to leave it blank if you don t wish to print it the invoice 56 1 An order number if your cient requires one 2 The payment duo date defaults to the 20th of the following month 3 The Billing Date defauts to todays date 4 Ifthe client has a contact who should be either dealing with the invoice or is used to identify who the work for enter their name into Who for Or select them from list of the curent Clients contacts 5 Enter a description of the invoice 6 Ifthe invoice is for an export sale check Zero rated supplies 7 Save the head Create the invoice details Click Add in the Maintain Details group to creat blank new line A new form is opened with the fields 57 1 Enter the description of the item on the line his is not necessary if the line is for a stock item In that case the description of the item is used Select a stock code i using the inventory In that case Unit price is entered for you Enter Unit price if entering a manual non stock line This optional You can enter the Charge amount instead if appropriate enter a discount rate If this is not a stock item enter the Units EA M Lir Km tc if desired Enter the No of units Ifyou have entered Unit price and No of units the charge amount is calculated As is GST if enabled 8 Click Save You are retumed the the main invoice form
99. r cancel the operation first Key code fields have a button beside them You can view more about the key by clicking the button If the form is in edit or add mode a record may be selected from a list of the keys by clicking the Select button Deleting key records such as ledger account definitions is only possible if there are records dependent on that key For example account transactions If you are adding a record and must create a key field the save button is not enabled until you do so When entering certain key fields the database will be searched as you enter data for that code This means cannot be found displays until the correct code has been entered At which time the description of that code displays beside the field 2 Reports Report forms allow the selection of either a preview or to print the report immediately If you select preview you can print the report from the preview Preview allows you to change printers and save the report in a form that allows it to be emailed Acrobat reader comma separated Excel or Word All reports work on certain key fields and a date range Make sure you select the required key codes When you select key codes their descriptions display to the right of the entry field Make sure that is the correct description Because most reports work on a date range usually the date of the transactions you may find nothing on the report This is one of the reasons for using p
100. r the active company 3 Enter the opening balance date and the balance amount from the relevant bank statement 4 Enter deposits not on the bank statement Click the button to the right of the deposits field and enter the details Each deposit can have multiple ledger transactions The total of the deposits appears in the deposits field when you click the Export Balance button on the bank transactions form 5 Enter any cheques that are not on the bank statement Click the button to the right of the Cheque field The cheque total appears in the cheques field when you click the Export Balance button in the Cheques Payment form 6 Once you have completed the transactions not on your bank statement click the Update button This creates the opening balance for the selected bank account If you do wish to update at this point you may retur to this form later Make sure you do not enter any current transactions until you enter the required opening balance You can no longer run this process for this account without removing all transactions first 7 Ifyou retum after entering the historic cheques and deposits but have not run the update Tepeat steps 4 and 5 this ime without altering anything the unpresented transaction value is totalled automatically click the Export button to update the relevant fields and then click the Update button The transaction and cheque payments forms behave differently when started from th
101. re clicked Then the status bar displays Browsing data If you are interrupted check here for the current status of the form Click the Cancel button if you make a major mistake This returns the fields to their previous contents if you are editing them or to the current record when adding data Certain fields have a button beside them with a magnifying glass in it Clicking it results in selection list displaying When adding a new record editing you may select existing code to be displayed in the relevant code fiel Most forms include a search facility to search for key fields such as joumal codes bank accounts invoices clients and suppliers Setting up Professionals Business Accounts Business Accounts has to be set up in a particular order As follows 1 Set up at least one company This will generally be the only one you need If you intend to use more set them all up at once Modify the one that was installed when you first started Business Accounts to match your requirements Setting up departmentidivisions is optional f you wish to set up any departments complete all those required for each company created lf you are running separate operations eg Floor sanding painting house valet from the same bank account and do not share costs and income between them set up a department for each This allows you to keep track of the performance of each and your total financial situation Review the ledger accou
102. review before printing the report 3 Help You may view the help file at any time It is in the folder CAPSL and is BAHelpGO chm If you click on the file Windows wil run the help facility You may also place the file on your desktop All forms have context sensitive help To view the help information about any form press the F1 key when the form is activated Some fields have hints attached To view any hints move the mouse cursor over the field Starting Professionals Business Accounts You can start Professionals Business Accounts from the Start Menu Programs or the PSL If more the desktop than one company has been set up it is possible to change to another company on the company operations form by changing the company displayed The following form displays This is the company operations form sn LL Sega mate omm 1 Genes ona management suponer operaens sS See e en ES Seem From this form you can carry out all operations as well as providing an up to date view of the financial situation There are similar operations forms for clients and suppliers Editing or Adding Data When adding or entering data the following applies on all forms 1 When the AddiNew button is clicked intially but the Cancel buttons are disabled The Save button becomes active when compulsory informa
103. rmation is available from the IRD s website Ifthe asset was loaded from the purchase record the description used there displays in the description Enter the depreciation rate for the item Select the depreciation method for the item is an inventory item and you intend to write off depreciation on such inventory define a link to the inventory record Generally assets are not inventory items Enter the current value if it is a new item You cannot change this once the first depreciation has completed To include assets purchased during the current financial year in the register click the Load Existing Asset button on the depreciation control form The asset is loaded if the transaction is for the defined capital asset expense account Once the asset has been loaded use asset maintenance to define the depreciation rate and method If you are unsure of the depreciation rate and method to use check with your accountant or check the IRD s website Running depreciation Run depreciation after the end of the financial year The result enables you to include asset valuation in the revenue statement trial balance and balance sheet reports When the depreciation schedule has been run the year is rolled over into the next year assets lames Doprsoaten ate i poryea invert Curent Value gt Etem deposed of Purchase pice Yera Vereni Tar Value TUM 14324
104. s more You can change these dates if you need to 65 Fi Help Dato payment due 28 71 2011 B7 GST between Boa G 3102011 sales and income ncudes GST and zo rated suppl Zeo ated cape Subtotal Bax Sinus Boe Multiply Box by thee 3 and divide by twenty tree 23 Aduamevsfron sheet erter manual Ad baxes 8 ard 9 total GST collected Tetel purchases and expenses tchy Box 11 by tree ard dde bytwentystree Q3 Cre sient trom cac ton sheet arua zdustrenia eg pre paid tax added to Bor 13 Add bases 12nd 13 tctal GST ced Diference between 10 and Box 14 i Tens Aut Date payment due should match the date on the GST form from the L R D This is required if you intend sending the GST 101A form to the IRD Most of the time this defaults tot he correct date You may have to change it from time to time because of variations by the IRD If the period dates are changed click the Calc button A new set of totals displays It you make GST prepayments enter the amount of that payment into the box immediately under Box 13 and click the Calc button The value of the prepayment is added to the total in Box 13 and the Manual adjustments field cleared You need to set up a special non GST ledger account for these payments Enter them into cash transactions and add them to bank transactions using the Detailed option You may produce a GST audit report from this form to validate what is
105. s Step 2 Department departments are optional Create them if you wish to generate profit and loss reports for different areas of your business You can then produce departmental and consolidated company level reports Stop 3 Set up banks and bank accounts You must set up at least one bank and one bank account Step 4 Set up ledger accounts Review the existing ledgers to make sure they will work for you You can add ledger accounts on the fy as you need to Step 5 Create opening balances for each bank account You need bank statements that cover the period of the first entries often 1 Apri Step 6 Set up recurring transactions if required Starting Professionals Business Accounts You can start Business Accounts from Start Menu gt Programs or from the desktop Using Business Accounts There are two main form types in Professionals Business Accounts Data entry and report forms 1 Data Entry Al the data entry forms behave in the same way lt bottom of each form is a status bar ETE ES This shows you whether you are browsing editing or adding to the records If browsing the left most panel displays Browsing if editing Editing data and if creating a new record Adding data The right most panel displays the name of the form If you have difficulty with the form and contact Professional Systems for help please give that When editing or adding data you cannot exit from the form Save o
106. s before creating any inventory items If you have a large inventory using lines and groups can help make stock take more manageable because you can do it by stock lines Enter a description of the item Enter the Supplier if required If the item was loaded from a supplier price list or order this field already has the supplier code in it If this is a one off entry that will be subsequently kept up to date using the price list update facility the supplier code is required If you intend to use stock orders it is a very good idea to enter the supplier To run stock replenishment you must enter a supplier code Enter the number in stock This field is optional in that negative stock amounts are permitted If you intend to run the stock valuation report this field has to be accurate at least once a year after stock take Enter the Buy Price This field is used to calculate stock valuation Enter the Trade price This is optional This price is loaded from some supplier price lists Enter the Retail Price This must be filed in if using Front Counter client invoicing or quotes Ifyou have a special distributor s price enter that You can include distributor s 92 prices on invoices All prices must include GST Enter the Unit for example MTR EA LTR KM This is optional and prints on sales slips and invoices Enter an alternate search code if you want to use a code that is more descriptive than a numeric code
107. s they come in into Client Payments or Cash Payments and ink the transactions into the deposit record when it is put together as a Detail Transaction Use this method if using the Hybrid or Invoice accounting basis and the payments are to be recorded as part of a deposit If a payment is not to be banked immediately it can be entered and deposited later Ifthe payment is a single deposit direct credit or credit card then create the payment and deposit it from the payments form In this case you can record the payment from the invoicing form once you have completed and billed the invoice There are two client payments forms Maintain Client Payments Displays all cient payments Ss Ses ETT Waa b 53 ET DNE NE De If a payment has been deposited it may not be edited or deleted If Deposited displays the payment has been deposited Adding payments 1 Click the Add button The editable fields are cleared and enabled 31 2 If this is a supplier refund check the Supplier Refund button in the Type panel The default is Client Invoice 3 In the Paid by field enter the cient code If entering a cient payment enter or select a client code other wise a supplier code In Project Management if the selected client has a project set up and the invoice is for one a Client Project panel displays Invoices linked to projects display the relevant project code and de n 4
108. s to appear on the profit and loss report Some accounts for example loans do not lt Apply GST check this if the code is to have GST applied Most accounts wil The ones that don t are payroll tax payments etc This setting overrides the company and department GST status That is both have GST enabled any account to which it does not apply results in transactions for that account not having GST calculated If you are going to change it so GST does not apply do so immediately after you calculate GST Imputation Active is checked Generally this is all you need If you uncheck it the account cannot be used GST and Accounts When adding or editing accounts specify whether GST applies to the account Regardless of Whether itis activated for the current company or department This makes it easier to change your mind about which accounts are GST assessable and which ones aren t For example you suspect a company will register for GST at some point but is not to begin with Rather than having to change every account by checking the GST Applies box you only need to enable GST for the company to activate iL Generally the rule is If the Company is registered for GST most accounts created for a Business depariment with specific exceptions have GST applied Switching Accounts of existing transactions You can switch ledger accounts if the entry is reconciled but not if GST has been run 4 Ledger Account Stru
109. shows separate subtotal for GST The line amounts do not include GST Stock items must include GST in their price If you are updating the inventory through orders GST is added to the price if the option Buy price is GST exclusive is checked That is often the case when you are entering order fulfilment from a supplier s invoice To email an invoice or statement click the Email If the clients record includes their email address it appears on the email form Temporary delivery addresses You may arrange for a temporary delivery address This address can be entered by checking the Insert manual delivery address box Once you accept the address it is retained and can be reused by checking the box again When the box is checked the following form activates when you click the Invoice bution Click Accept to include the temporary address on the invoice statement or delivery docket To reprint the invoice using the same address check the Insert manual delivery address box again The form will open with the previous address already visible Click Accept to print the invoice using that address If you change it the changes then become the temporary address Deleting Invoices You can only delete invoices that do not have any payments made for them If you wish to cancel the debt of a partially paid invoice create a write off that balance or create a credit entry This enables GST to be adjusted if you are using the Invoice or Hybri
110. sting price breaks the following form aclivates Creating new price breaks for 1000553 200 X 50 RAD NOI HL2 PG 66M SL aA How many price breaks I Fist break m 00 If you enter three price levels the form appears as follows Creating new price breeks for 1000553 200 K 50 RAD NOL HL2 PG 66M SL How many pice breaks BO 1 Second break 2 95 The maximum number of price breaks is three Change the figure in the Second break and Third break fields The break is defined as one above the number displayed So 1 means 2 up to the next break 4 means 5 and greater The first break cuts off at 3 The second at 6 As follows Creating new price breaks 1000553 200 X 50 RAD NOL H12 PG 66M SL How many price breaks Fist break Maintaining price breaks volume discounts for 1200 SO RAD NO1 H12 PG 6 5M SL C 20 um lt You can delete existing price breaks from this form Non stock items Professionals stock can be drawn down to below zero This means you can include non stock items in the inventory However you need to be aware of the issue of stock valuation for the end of year Non stock items can include stock packages services freight It is better to include such items in their own stock line When you do the stock take select that stock line and zero the stock level That will prevent those items being include
111. supplier has provided you with a new price ist click the Update from file button Inventory can deal with book lists clothing or trade supplies The form below has the book list display off Inventory items can be created on the fly while you are dealing with stock items for example if adding a stock item to an invoice Activate the selection list and the New button To create a new click Add 91 Enter the bar code if the item has one This enables you to use a bar code scanner when using Front Counter The Bar Code field activates and if you have a scanner scan the bar code into the field If the bar code is to be the main search code click the arrow to the right of the bar code field to place the code into the Code PLU field In Front Counter the inventory is searched first for the bar code and then the item code if the bar code is not found Both codes can therefore be different The Code PLU field is compulsory If the tem has a suppliers stock code that differs from either the bar code or CodelPLU enter t into the Supplier s stock code field If this field has anything in it the code is used when printing stock orders If lines and groups are defined select the relevant ones These fields are optional even when set up To search for items on the inventory list you must check the Display all items box If using Front Counter it may be a good idea to set up lines and group
112. sure the answer to your question is not readily available by using help F1 or looking in this manual To contact us call 09 432 8904 or email professionalsystems professionalsystems co nz if the problem is not urgent Registered users may contact us with ideas to improve Business Accounts Periodically Professional Systems polls registered users with ideas that have been submitted to see if there is a significant demand for those ideas to be included If you are not paying for support and wish to go to Appendix 1 fil in the form and send it to us with your payment You may also pay for support online at wwwprofessionalsystems co nz Payment entiles you to regular free updates of the software and inclusion in email contacts about ideas to improve the software and tips to help you get the most out of the software Installation 1 Place the CD in the CD drive 2 The installation procedure starts automatically 3 Accept everything that is make no changes to the set up and finally click Install 4 Business Accounts icons are set up on the Desktop and Start menu You are now ready to go Switching Systems If you are switching from another accounting system you can do it in two different ways Both assume you want to have a reasonable record of the full financial year on the one system 4 The Easy Way a Switching during the financial year Produce summary financial statements or profit and loss statements on the old system From
113. t button The following form activates Br D sippe tege Cusen Buen m The total of the selected invoice appears in the Supplier charge field GST Imputation The process of calculating GST depends on the accounting basis you are using 1 The Payments Basi The imputation form obtains all its information from cash income and expense transactions Even if you are using the customer invoices and supplier charges GST is only calculated on the actual transactions that is entries in the cash journal 2 The Invoice Basis GST is calculated based on customer invoices and supplier charges only This means you must keep these current Adjustments are made based on any write offs credits or refunds All write offs must be entered against an existing invoice so the adjustment calculation can be carried out correctly If a supplier charge resulted in a credit you must enter that so a credit adjustment can be calculated The Hybrid Basis This is a combination of both of the above Income related non cash transactions write offs credit debit notes and invoice payments are included in the current calculation Cash expense transactions are added as part of the calculation Generating a new Imputation form 1 When you open the imputation form not the first ime the fields display the transaction totals for the current GST imputation period The GST period dates displayed based on the last imputation period plu
114. t details line click Edit and enter the budget figure Note Budget details cannot be deleted delete the entire budget and start again You can edit the budget details regardless of the criteria you used to set it up Once a budget has been set up you only change the description and the budget s status Changing the Active Budget 18 To inactivate a budget click Edit the only section activated is the Status Group You can make an active budget into trial or inactive one Recurring Transactions Set up Recurring Transactions after you have completed all other set up tasks Recurring transactions are for transactions that occur regularly and for which the amount is fixed They include mortgages rents insurance payments Internet fees etc If the amounts vary but payment is also regular such as power and telephone you can set up a recurring transaction but only if you don t pay them by cheque When you run recurring transactions specify the actual amount lt Recurring transactions can be used for receipts and payments that are paid automatically or by electronic transfer from your bank account not use recurring transactions to pay suppliers if you are paying by cheque need to update the creditors account Running recurring transactions towards the end of the month and immediately prior to bank reconciliation makes the process simpler and ensures you have an accurate reconciliation as at
115. t the end date of that period as well as the beginning of the second period lt Define the period The default is monthly If you have an account that is likely to see activity a quarterly basis the financialibudget reports wil be inaccurate between months when incomelexpenditure is actually zero You can prevent this problem by creating a manual monthly budget if you are setting up a series of budgets to form part of a business plan select the 12 months and Manual options Make sure the budget is either a trial or inactive one otherwise the actual vs budget figures will not make much sense eu i E mas TE To use the current years transaction figures for the new budget check the Use current year box If you have just started to use Business Accounts and have entered transactions for a couple of months checking this box is a good idea You may want to set the first two months of the budget back to their actual figures in that case Select the calculation basis if Actuals is selected the previous years monthly if that is the period selected figures are changed by the percent entered Other wise an average figure the otal year value divided by 12 is used Actuals is likely to be more accurate if tumover is strongly seasonal Click Save The budget definition is saved and the details created If Manual Entry is the criteria select the first budge
116. te to only one invoice This enables the system to calculate possible write offs and also overdue debt A client may pay part of an invoice and it is possible to track what has not been paid If a payment is for multiple invoices create a payment for each invoice it relates to When entering an existing invoice number in the payments form how much is owed displays Cash payments can be banked when they are not the result of an invoice by using the deposits miscellaneous details Cash payments used to pay invoices can be entered using the Payments form If accepting cash payments create a ledger account for them for example with a code CASHR or whatever your accountant is using and a description Cash receipts You can create a cient called CASH to enable the generation of cash invoices when required for GST purposes for example if using Front Counter In that case enter those payments in this form Bank Transaction Management You may carry out most bank transaction maintenance from the Company Operations form Or from the Bank Management form To open the bank management form click Banking on the Company operations form The following form activates 33 maan aasan CHa Aas Sony iere Tani tas com DC MSD OST EG erzi 7am eine OO e 200068 Sine ar geez noms LNSCN NGA WOH Wore
117. the Finish date at the end of the last year it is to apply to Example From 01 03 2007 to 31 02 2010 Warning Including many years and multiple periods per year and selecting manual entry can create a daunting data entry task Better to use either 6 monthly or 12 month divisions and only use such budgets for business planning purposes not actual comparisons The budget code defaults to the same one as the displayed ledger account Enter a description of the budget The description defaults to the same as that of the selected ledger account Select the status If there is an active budget select trial as you can only have budget active ata time Define the criteria for calculating the budget Flat rate and Split Percent automatically add defined percent to the previous years Set amount requires that you enter the amount for each period in the Set Amount field Manual requires that you enter the figures for each period Ifyou have selected Flat Rate Split Percent or Set Amount an additional field displays enter the percentage in the case of Flat Rate or Split Percent or the planned monthly budget for Set Amount If you think the budget will be less than the previous year enter a 17 negative amount in the Percentage field Uf you have selected Split percent enter two percentages and define the date ranges the rates will apply to enter a figure in the Second percentage field and se
118. the bottom right of the bank transactions form 37 When this form is activated from the bank transactions form the Deposit button is visible Bank Transaction Details The form displays the ledger transactions that make up detailed bank transactions deposit or withdrawal displayed on the bank transaction form You can edit or remove the transaction If you edit the transaction the following form activates if you remove the transaction the bank transaction balance changes by the amount removed if you remove all ines the bank transaction is removed Tren Dein E pose 10 Dai p lace Zi senem d ux Busnes anout aem 4 rousing taneactions 23 November 012 Ifthe bank transaction has not been reconciled or GST imputation run all transaction details can be edited here If the transaction has been reconciled or GST run the transaction can be edited but not the date or amount If the transaction should not be there click Remove The transaction highlighted is removed and the bank transaction value adjusted accordingly When you remove a transaction you may add it to future bank transactions To delete it entirely go to the Client Receipts or miscellaneous transactions form Depending on whether it is a Payment or a cash transaction 38 General non bank Cash Transactions Use this form when dealing with cash that has been paid
119. the order s supplier linked to them If you select a stock item from another supplier you will be warned and wil not be able to save the item Ifthe item exists and has a supplier stock code that code displays in the Supplier stock code field This field is only required if the supplier stock code differs from the stock code you use to identify the item 85 All existing inventory items include GST as part of the price When adding details Add GST to buy price is checked by default Uncheck it unless youre ordering an item not currently in the inventory and the supplier s prices dont include GST Ifthe item is selected from the current inventory the buy price will already include GST unless you updating it from the supplier invoice If not updating it uncheck Buy price is GST exclusive because other wise the buy price will have GST added to it again and will no longer be accurate To load the order from sold items sourced from the supplier click the From Sales button You have the option of loading all tems sold within a selected period or selecting items Retail price must be inclusive of GST Ifthe order is for existing stock items uncheck the Add GST to buy price box If you dont GST will be added to the prices of items that already include it Enter a stock code If this is a new stock item the description field displays New stock item Ifthe item selected is not for the same supplier as the order you will be warn
120. the original description It you wish to change the due date to another one change it Enter the date the recurring invoice is to be created You must make sure this date is in C as ce i chat sein ch ca ove m a Date Fired number cf ransactona dE dead ee dom LE LE Select transaction type Three types are available 1 No set date it will continue Tunning until you delete it 2 Set stop date 3 Fixed number of transactions 54 Select a weekly run fortnightly three weekly or on which day of the month and which months the transaction wil run Specify which date of month This is based on the run being On the 3rd day of every 2nd month elc The example above is set to run on the 15th day of every month four times For a set finish date or number of transactions the relevant fields display If you select the No set end option the Number of Transactions and Stop Date fields are not visible Recurring invoices are duplicates of the one they are based on That means if tere are multiple lines in the original invoice there will be multiple lines in each recurring invoice You wil need to manually bill the invoice once you have changed it The amended invoice will be used to create the next and subsequent invoice s Reviewing Unpaid Invoices To review unpaid invoices including how long they have been outstanding click the
121. the other for your partner You can enable GST for one department Don t do this if your business is a limited liability company you think you may register in the future What follows applies to sole proprietors operating from home Where taxable income is based on the total eamed by the household For the department that is not registered disable GST so it is not calculated when entering transactions for that department Uncheck the Enable GST for this department box If the company does not have GST enabled the check box is not visible because all departments must have the same state as the company A company can have multiple bank accounts They can be shared by the departments or allocated to a specific department ILis simpler to have one main cheque account However you allocate a separate cheque account to each department if you wish For descriptive purposes fil in the name of the department the name is printed on reports If than one department is set up be careful to select the correct accounts the department displays when entering transactions If more than one company is created select the active one when Starting Business Accounts The form appears as follows when in browse mode Professionals Busnes and ledger account Divers Ledger Accounts iidem ones Bei rea Nene Deest wa q Prone
122. tion has been entered 2 When the Add button is clicked all fields are blanked Except on the bank transaction where the first bank account displays 3 When you click the Edit button buttons but the Save and Cancel buttons are disabled You cannot exit from a form when in add or edit mode Move from field to field using the Tab key Do not use the enter key The fields are set up so that if you are in the first one pressing the tab key will take you to the next 6 You cannot enter anything in certain fields Such fields are displayed because if necessary those fields can be used to search for the relevant data But the data in them is generated by the system and is used by the system to link records or as a unique key that decreases the chance of user errors For example invoice numbers You can enter the first invoice number in the company set up and from then on the system generates new invoice numbers 7 Many forms have data grids on them These provide a view of a number records at once When you click on the arrows below the grid or scroll the list the content of the fields on the form changes to show the details of the selected record The grid and navigation buttons are disabled in add or edit mode 8 When the Add or Edit buttons are clicked the status bar at the bottom of the form displays the words Adding data or Editing data in the leftmost segment until the E 10 11 Save or Cancel buttons a
123. tion so reports can be more informative the description is included in the transaction journal when run with AP added For example if you have a single ledger account for morigages but several mortgages describe each payment here The default is to use the ledger account description Ifyou have set up suppliers you may include the supplier code Enter the amount of the transaction Enter the date of the next transaction run for the process to run After the first run this date is updated automatically You can change this after you have completed the schedule fading a transaction the schedule form displays when Save is clicked To edit the schedule click the Schedule bution This button is disabled when adding transactions Setting Up the Transaction Schedul 20 Tere Fan Fenensy 9 Seely which dete of morth Exi Dao e e Every two weeks CEN eRe peas Wich day cl which marth Brey PO day teach S enne Eling Transaction Schedul Select transaction type 1 No set end it will continue running until you delete it 2 Set stop date requires a date after which the transactions will no longer run 3 Fixed number of transactions you know exactly how many times the transaction is to run Specify the run frequency Set date of the month weekly two weekly or every three weeks Set date is based on th
124. tivates Ext New F2 Main Id Edi Fa Allemale Ids Starts 8 12 2012 Finishes 5 01 2013 B Hours 24h 12 Minutes To create a new arrangement click New You can select the item from the inventory or enter a one off Enter the Main id This serves to identify the item covered If there are multiple such ids you can enter up to three Select the date the arrangement starts from Select the date and time it finishes Ifthe client has paid for an extended warranty you can enter that payment Registrations can be used for a range of things rentals warranty checks reminders of service warranty expiration and coverage for service calls as Client Operations This form provides an overview of clients what they have paid and how much they owe including invoices payments write offs and credits and debits and stock orders The above form displays buttons for jobs because Project Management has been installed out invoice related operations select Client Invoices from the Company operations form operate on client Transactions Select the client required To edit or create new transaction click the relevant button The transaction form displays create a new write off or client s stock order double click the relevant grid Entering write offs and credit and debit notos Make sure the relevant record is selected in the Debtors Ledger and click the rel
125. tments If there is only one department there is no need to use this option Click the relevant check box to display the department field Select which if any codes bank joumal clients suppliers etc to report Click the relevant check box to display the code field Reports may be printed immediately or previewed The preview option allows you to save the report in another form such as text rich tex format useful if you are using a word processor or a range of other formats lt All reports have two amount columns total amount and business amount Where the ledger account is set to split the transactions the amount in each column will differ Other wise the figures are identical The report preview form allows you to carry out various tasks 1 Select the number of reports to print Use the printer set up button the printer with the wrench across it Search for key information Use the Binocular button Change the size of the preview so it is easier to read Save the report to load again later son an Nt a Rosis Nige between papas Search Pinter setup Pirt report 106 Report Preview AlICShTRDt Ash The following is an example of a report dialogue form 107 Cash journal transaction reports for James Flectr KlDpsDesk Cleveiudes 57 C Cason norbank Ente Fen date T 23 042011 T Eeoat lor Speci
126. ts does not display expenses as minus amounts eg 100 00 so you need to use the code or its description to know at a glance if an account is expense or income Company GST enabled Department Business 1 GST enabled income 100 Sales miscellaneous GST 101 Sales product X GST 102 Sales product Y GST 103 Sales both produci X and Y GST 104 Sales Cash GST 201 Refunds from suppliers GST 202 GST Refunds no GST 300 Bank interest no GST Expenditure 500 Materials miscellaneous GST 501 Materials Product X GST 502 Materials Product Y GST 600 Rates Local Council GST 601 Vehicle delivery van GST 602 Insurance company X GST 603 Sundry expenditure GST 604 Credit cheques GST 700 Refunds to customers GST 800 Capital items GST 701 Salaries GST not enabled 702 Tax to pay GST not enabled 15 Account Budgets Use budgets to create business plans trial expected income and expense if you are looking at changing your charges or to assess actual progress against planned if your business includes employee performance criteria You can create budgets to calculate the possible tax liability for a coming year a model profit and loss statement is available be aware you will need to include depreciation separately General Information This is a comprehensive budgeting tool You can add modify and delete budgets very easily However the n
127. tton becomes a Cancel button once the transaction is confirmed as presented Ifthe transaction needs to be changed highlight the transaction and click Edit this transaction You can exit from this form and return All the transactions selected for reconciliation remain checked When you have finished click the Update button Make sure the running balance equals the bank statement balance before doing so When you click Update the transactions reconciled with the bank statement disappear from the bottom panel Warning You cannot change the date amount or type of reconciled transactions You can change their description and ledger account Supplier Payments Use this form when entering cheques and other supplier payments The default cheque account displays Change bank accounts by entering another account code in the Bank Acct field If using the Invoice accounting basis all payments must be for supplier invoice s When each line is saved the payment is recorded against the relevant invoice single payment can be used to pay the same supplier for supplies to more than one ledger account If bank account is allocated to a single department you are wamed if selecting a ledger account attached to another department 27 1 Adding cheques payment Think of this panel as the cheque butt Click the Add button in the top panel The bank account number which is the default account the Number the number of the
128. uding any expenses displays as the total on the form Once you exit either form the new total amount of the deposit or withdrawal displays and the transaction is saved automaticaly Details can only be entered for deposits and withdrawals A deposit can consist of a combination of income or expense transactions Providing the total is greater than zero Warning if you have recorded an invoice payment you must include that payment record as part of a detailed bank transaction If you create a separate bank deposit for the value of the payment there are then two transactions for that value Your income is now recorded incorrectly Editing transactions When editing transactions the transaction type cannot be changed This is because it is used to set how bank balances are updated other visible fields may be edited When editing or adding the Details button is disabled Miscellaneous Cash Transactions Use this form to make up bank transactions consisting of cash transactions allocated to different ledger accounts The entries made here accumulate a running total that is added to the total of a bank transaction Once bank reconciliation has been carried out for the transaction no further entries can be added Changes to the amounts entered in this form automatically update the value of the bank transaction when the transaction is selected There is no need to remember the amount Activate the form by clicking the Mise button at
129. ult is credit note Enter the date The default is the current date Enter the amount of the credit debit note Enter the description reason for the note Click Save Once saved you can print a note to send to the client Or run a statement so they know their current balance If GST Imputation has been run and the invoice accounting basis is being used creditdebit notes cannot be changed or deleted When using the Payments basis there is no effect GST They have an effect on the revenue statement Trial Balance and Balance sheet Supplier credits debits This form restricts entry of creditidebit notes to invoices for the supplier displayed in the Supplier s Operations form cmn Chase Nara Chae 288000 228000 pai prem ET ber iva 00 00 To view all creditidebits notes for a supplier click the View Credits Debits button on the supplier s main form or the supplier charges form When you click Add the Credit and Debit radio buttons have the Credit button selected Click on the Debit button if the supplier has issued a debit note To print a credit or debit note to send to the client click Print When maintaining supplier invoices you can enter cradivdebit notes from that form When you do that entry is restricted to the invoice displayed on the maintenance form Click the Credit Debi
130. umber of options available is quite extensive You may want to experiment a bit aware you can have only one active budget for any account in any one year So remember to delete a budget if you no longer need Account budgets are optional A budget may be spread across multiple years Create budgets based on the following lt Use the previous or current years actual transactions based on the amount within the selected month plus minus a percentage adjustment based above except that the budget is split into two periods with different rates of change Eg 6 months at 2 5 and another 6 months at 3 5 Or you can create a budget that crosses two years based on similar criteria A set amount for each period month 3 months 6 months etc of the budget No set amount The amount varies enter the budget amounts after the detail has been created Budgets enable the creation of a business plan and allow you to compare expected expenditure and income with actual If budgets are created you can run the Actuals vs Budgets report Creating multiple year budgets is sensible to model a steady increaseldecrease Having different rates of change splitting the percentage is likely to be unrealistic over multiple years Entering budget figures for multiple years is somewhat time consuming You should only bother if your bank is demanding the figures or you have another pressing business need Manual entry requires that you
131. uo 51032014 G Purchase order Description Invoice for order number 19 Tax exempt applies if the invoice is for a non resident with GST exemption status Biling date defaults to the current date and the due date to 30 days from that date The description includes the order number If you want to make it easy to cross reference the order leave itas is Order Processing Order processing provides the facility to consolidate items in client orders into a stock order for the relevant supplier Those orders must be open To run order processing click Process Orders the inventary form To be included in a consolidated order the items must be linked to the supplier in the inventory That is there must be supplier code in the Supplier field You need to select the relevant supplier in the Order Processing form If that supplier does not have any items included in client orders the Run button will be disabled and the message XXX has no open unplaced client order entries displays Orders created using order processing appear as follows Note the description Consolidated supplier order You can change that if you like The order is not placed when first created using the process Inventory Maintenance load inventory from a supplier price list click Load from file Make sure you have the latest price list before going any further If you have already loaded the price list and your
132. uotes wil become completely wrong if you modify any that were created with the old setting You wil need to delete the invoice or quote to get things back to the proper amounts 4 Enter the No of Months of your GST period This enables the system to calculate the begin and end dates of GST periods automatically based on the last GST retum 5 Select one of three methods of accounting for GST Most small businesses use the payments accounting basis Cash Basis GST is calculated based on cash transactions Invoices issued and received are ignored The use of creditors and debtors is optional Hybrid Basi GST is calculated based on invoices you issue and expenses you pay You must use the debtors components of Business Accounts Use of creditors is optional GST is calculated based on invoices received and issued You must use creditors and debtors Business Accounts makes no attempt to find cash payments made to you by you prior to the issuing or receipt of an invoice It assumes that no money changes hands unless you have issued or received an invoice Use creditsidebits and write offs to change the value of such invoices when required When you run the transaction audit report from the GST imputation form the report matches the GST set up DepartmentiDivisions Set up If you run your business from home and share bank accounts with your partner it may be practical to Set up at least two departments one for you and
133. utton beside the Invoice Ref field When you select a supplier charge the details placed in the relevant fields If you cancel the changes are reversed and the cheque line disappears If you do not use supplier charges enter the details Invoice number is not compulsory because itis for information purposes Once satisfied with the details click Save in the cheque details panel If the bank account does not permit an overdraft the overdraft limi is exceeded by the cheque total you are warned You may still proceed as it is possible the bank account has the required funds In that case update the bank account balance in Business Accounts by entering the required depositis 4 Payments not on Bank Statement If entering payments for an opening balance enter the number Once saved that plus one is the number used to create the next payment 5 Refunds Use refunds if you are using the invoice accounting method or are making use of creditors and debtors Other wise refunds are simply cash transactions There are two types of refunds client refunds recorded through Cheque Payments 29 Supplier refunds recorded in Payments Client Refund Client refunds must relate to an existing transaction either invoice or cash If using money from petty cash already withdrawn from the bank account as an expense pay yourself the value of the refund as income and record the refund as a cash expense with
134. ve already been created If you are importing a cheque transaction the cheque number will be brought over as well The narrative is made up of several fields from the transaction file If you have created any cheques in cheque entry then remove those cheques the file If a cheque is in the download fle and you needed to create it with multiple detail ines you may create it here then switch to Cheque Payments to complete the entry You need to delete the first detail entry to zero the cheque total and then start adding detail lines ASB Import file The file starts with a lot of summary stuff Do not accept these lines You may delete them or go to the first transaction line Also delete or ignore the column header line If you have created any cheques in cheque entry then remove those cheques from the file If a cheque is in the download fle and you needed to create it with multiple detail ines you may create it here then switch to Cheque Entry to complete the entry You need to delete the first detail entry to zero the cheque total and then start adding detail li 122 Taranaki Savings Bank Delete or don t accept the first line This line describes the file s contents Al other lines can be imported unless they are for cheques that have already been created If you are importing a cheque transaction Business Accounts attempts to create the next valid cheque number It may not be correct because of the order cheques
135. you want to email al orders to the supplier include their E mail address Include the supplier s postal address if mailing orders Ifthe supplier is registered for GST check the Registered for GST box If this box is not Checked payments made to them do not include GST This setting overrides the Company department and Ledger accounts GST settings Supplier Invoices Entering the invoice when it is received allows tight control over commitments Using this facility means the Supplier Charges can be used to provide an indication of whether there are sufficient funds to pay them You can create supplier invoices from stock orders In that case a single line is created for the total value of the invoice If your G S T Accounting basis is Invoice you must create supplier invoices and pay them using CChequesipayments Supplier charges require that the ledger accounts be set up A single invoice may be divided between multiple accounts Decide whether the goods are for one ledger account If they are and you dan wish to track how much of each item was supplied create one line only Otherwise enter as any lines as there are different ledger accounts or items to track To keep track of what charges are due enter the due date This enables the generation of a report from the main supplier s form and the cheque forms of all charges due within a set period As well as a creditors aging analysis Before entering anything make sure

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