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ACCOSYS ACCOUNTS

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1. A unique identifier for a transaction Combines the Transaction Type and the Transaction ID A means of determining the ledger affected by a transaction and the nature of the entry recorded e g Purchase Order Sales Invoice Purchase Delivery Sales Despatch Sales Payment User Manual 45 K A Spencer Software Automatic Successor Linked Transaction Transaction Line Transaction Line Batch ACCOSYS Accounts ACCOSYS c K A Spencer Software An automatically generated and linked transaction in accordance with the Automatic Successor Transaction settings in the Data Constants list A predecessor or successor transaction Permits easy transfer of data between transactions to obviate data entry effort Also permits quick navigation along a transaction sequence A typical series of Linked Transactions could be Sales Quotation gt Sales Order gt Sales Invoice Sales Payment Receipt gt Sales Despatch The basic information needs only be entered once if the sequence follows that set up in the Data Constants list You can link transactions vie the Auto button or via Predeccessor Successor linking An means of allowing a transaction to carry details of several different commodities involved in one transaction with a single organisation A link between a Transaction Line and a Commodity Batch Allows the quantity of a commodity in a transaction line to update the quantity in a commodity batch and link the commodity batch
2. ACCOSYS c KA Spencer Software with a town which has no currently assigned county you will be invited to link the town permanently with that county and when the town is selected again the county will be entered for you You may however over ride the assigned county where two towns of the same name exist in different counties Geographical Areas are grouped into Domains which have a unigue Domain code Description and a Parent Type On installation the top level of Geographical Area Domain in SALESYS is the CONTINENT with no Parent Type containing values for the continents Moving to the COUNTRY Domain observe that it has a Parent Type of CONTINENT Each value in the Geographical Area Domain has the fields Geog Area Enter a unigue name Do not duplicate these values Parent Select a Parent for the Area which will be of the Type for the Domain Note that the convention is that TOWNS and CITIES are written out in UPPER CASE whilst other values are written with Initial Capitals These formats are enforced for all values stored from the Address subforms Note In view of the trend of supranational groupings for taxation and currency policy the Geographical Area Domain of COUNTRY is not used for International VAT Rate and Currency definitions in ACCOSYS Instead the Miscellaneous Code Domain of Currency zone is used 2 3 Maintain User Options User defined options are set by clicking on the Maintain button on the Main Optio
3. Fujitsu E sprimo2550 uTwr C20 YL3M127737 1 Vgr lan Win 7Pro XP 1y c W ff cas When a transaction and its associated transaction lines have been entered the transaction line can be linked with relevant commodity and transaction line batches created so as to enable commodity items to be tracked by batch codes and batch level stock records to be maintained To access Batch level stock functions settle the cursor onto the transaction line of interest and either click on the button labelled Trn Batches or double click on the Quantity fields in the appropriate transaction line The Transaction Line Commodity Batch Popup dialogue will open It contains some fields on the main popup form and two subforms Commodity Batches and any Transaction Line Batches The Transaction Line Batch subform shows any Transaction Line Batches for the currently selected Commodity Batch ACCOSYS Accounts User Manual K A Spencer Software 34 ACCOSYS c K A Spencer Software 6 4 1 Commodity and Transaction Line Batch Main Fields The main fields on the Popup Form are copied from the associated Transaction and Transaction Line and should not normally be amended Tran ID TransactionType Line Number Date Organisation Commodity Shelf Life Shelf Life Unit Quantity Amount VAT and Total 6 4 2 Commodity Batch subform Any existing Commodity Batches for the Commodity involved in the transaction line are listed If the transactio
4. KA Spencer Software KASSW Category Select a category for the department from the listbox EF EE Add any Department Categories only not er present in the list using the Codes option Wane arogo E Dep X VALS oao PL Cur Turow fa A i Expense advertising EXPN 17 5 EXPN_ADV WI 1 603 75 described in chapter three above Enter Expense eoneupabies em ipe pegos jeje aag xpense material z Categories into the domain DEP CATS EE EER BREER IE eae ar Gi t cat i fix ASST and Income eed mo ee Ive asset Ca egories a pre 1X an Income refunds received inco INCO REF M El 43200 an AttCode beginning with A In general es ternatea eo nTa OE asam Income transport travel INCO 10 INCO_TRA m 9 418 13 other categories will not require additions Department name VAT Select a VAT for the department non Assets only from the listbox Note A VAT rate set in the Supplier Prices and Selling Prices list for a commodity will take precedence over the rate for the department Add any new VAT rates not present in the list using the Codes option described in chapter three above Enter VAT rates into Reference Data using the domain VAT_RATES Enter a unique code for the new rate and select a country from the Parent listbox Put the rate into the Value field Enter a description for the new VAT rate The date fields can be used to maintain a
5. Sales Invoice All payments are due on receipt of the invoice Move to the previous record if one exists Note in the text editor tap Ctrl Return to enter a new paragraph or blank line Some reports have a selectable option to determine for example whether prices are printed on a Delivery Note or whether your BACS details appear on an Invoice produced on a pre printed letterhead ACCOSYS Accounts 13 User Manual Continued over K A Spencer Software ACCOSYS c K A Spencer Software 2 6 Maintain Passwords And Users Click on Maintenance gt Password or Maintain gt Users for the Password or User List forms 2 6 1 Maintain Passwords To change your ACCOSYS ACCOUNTS password enter your current password exactly and then enter the new password twice for confirmation Click on the button labelled Commit to make the change and then close the Password dialogue Note do not use a blank password for ACCOSYS ACCOUNTS 2 6 2 Maintain Users and Logins AccoSys User Logins The User Logins dialogue shows each user s login status Force a User Logout highlight the username and click on the button labelled Logout The Manager user cannot be forcibly logged out Any user forcibly logged out will lose their connection when their current action is completed The Manager User may force a logout if a login has persisted due to
6. 01 11 2003 fan kaspl Type this in as free text format as you wish Web address Main addres www kaspencersw nditect co 04 11 1999 01 01 2004 S i Email Main addres _kas kaspencer com 28 10 1989 3 Balance Sheet Put a tick in this box if you wish this organisation to be listed individually as a debtor creditor on your Balance Sheet report Bulk Label Telecomm address value Put a tick in this tick box to generate a bulk label for this organisation No bulk labels for an organisation can be generated unless at least one of its addresses and one of its contacts is ticked Bulk labels are described in section 7 1 below ACCOSYs Accounts User Manual K A Spencer Software 18 ACCOSYS c KA Spencer Software Comment Type this in as free text To begin a new line or paragraph use Ctrl Return To see more of the text in the field double click in the field for the extended editing window Navigation Note Put the cursor into the required organisation form or subform i e detail address telecomms contacts or roles before using the Previous and Next and the alphabetical buttons for navigation through the Organisations Otherwise you may navigate the wrong form 4 2 2 Organisation Addresses Enter the organisation address only on completion of the main organisation record fields listed above To create a new record click on the button labelled gt in the Address sub form Address Type Sele
7. Cost Centres are company specific Therefore if the current company is changed new cost centres will need to be created and assigned to the new parent company 3 2 Departments A Department in ACCOSYS is an accounting sub heading Departments are used to calculate your accounts and to lay out the information in your Profit and Loss report according to a standard layout Sales and Income Purchases and Expenditure and Costs and Expenses Each department must be assigned an appropriate category under one of these accounting headings Commodities are assigned to departments according to whether you mainly buy or sell a it or whether it constitutes a cost expense or is an asset The commodity department may be altered from the default in a transaction line to allow you to sell a commodity which normally may be assigned to another department such as a purchase Departments are displayed only as a Data List view showing each on a one row per record basis As it is useful to see the activity in each department edit boxes are provided for a Date from and Date to A list box for selecting activity by currency is also provided ACCOSYS Accounts User Manual KA Spencer Software 15 ACCOSYS c K A Spencer Software 3 2 1 Fields available in the data list display Acc ts Code A unique code in UPPER CASE letters ER ll Ee Ek Help OS e es Close Name A name for the Department Find EHE Name User Org Code P Main cost centre
8. Despatch Delivery you can save considerable time by using the Automatic Successor Transaction generation facility When you have entered the first transaction in a sequence at whatever point it may start e g it may start just with a Sales Invoice raised to a customer who never raised an order document with you and never had a quotation you can generate the next transaction in a sequence by clicking on the button labelled Auto In accordance with the sequence of Automatic Successor Transaction Types set up in Maintain gt DAT Constants a new Transaction Header and set of Transaction Lines based on the initial transaction will be generated Ensure that you carry out the following checks on the new transaction e check the Dates e enter a new Document Reference if necessary e g your suppliers Invoice Number for a Purchase Invoice your cheque number for a Sales Remittance e check or create and allocate any Commodity and Transaction Batches e re open the original transaction double click on its Transaction Reference in the Linked Predecessor area and change the Transaction Status if necessary e g if an invoice is now Paid Notes Transactions that are already linked do not permit Automatic Successor creation A transaction type that has no Automatic Successor Transaction Type set does not permit Automatic Successor creation 6 6 Document Production According to the Transaction Type documents relating to the transaction can be pr
9. ER RE ei Ee GE EER ge ee ee EE Eg ee 21 4 3 Your Company as an Organisation ceceecesceseeeeceeseeeeseeeseecaeecsaecaecsaecsaeenseenseeees 211 4 3 1 Important points about creating Organisations esse esse esse es ee ee ee Ge 211 5S GO AS 8 DU URE OE GE OE OE EE N ER EE ON N 222 5 1 Commodity List VIEW Ee ee ee esi ELS ee ee De ee 22 5 2 Commodity Detail VI Wi eri Ee Be SR N ee ee Ee ES ESE Dudes Se Ee Ee ede Re Ee EE GER N ee eye 233 5 2 1 Commodity Record Fields sesse esse se ee ee Ge ee ee ee AA ee ee ee 234 5 2 2 Commodity Supplier Prices 0 0 ee se ee ee ee ee Ge Ge Ge GRA oe ee ee 255 6 2 3 Commodity Selling Prices iese see se se se ee ee ee Ge Ge t RA Ge ee 266 6 2 4 Commodity and Transaction Batches iese ese esse ee ee Se Ge GR Ge ee 277 6 ERANSACTIONS EE AE ER EE EE EE N 288 6 1 Transaction Data List View ees ss sesse ee RA AA AA GR Re AA AA AA ee NE E ee ee 28 6 2 Transaction Detail View 4E Ee GE RE ENE Ge Ee Ee EE SA EE Ge GE GE Se EG es Ke Ee Ee Se EG De Ge SN Ee eek eee 30 6 2 1 Transaction Header Record Fields esse esse sees ses ee ee Ge ed Ge Ad ee ee ee ee 30 6 2 2 Manual Transaction Linking iese sesse se se ee ee ee ee Ge Ge GR RA GR ee 322 6 3 Transact Om Bul RE N EE OE OE aE 333 6 3 1 Transaction Line Fields esse ss ses se oe RR e SE Ee AE Re RR ed Se Ad Ee 333 6 4 Commodity and Transaction Line Batches 0 iese se se ee ee Ge Ge Ge GR RA Ge ee 34 6 4 1 Commodity and Transaction Batch
10. Man Date The date of manufacture or a date from which the life of the commodity is measured It is created during the purchase transaction type set in the Data Constant PurUpdStck and used with the shelf life of the commodity to generate an expiry date for the batch Exp Date The expiry date of the batch It is created during the purchase transaction type set in the Data Constant PurUpdStck using date of manufacture and the shelf life Stock The current stock level automatically updated during transaction types set in the Data Constants PurUpdStck and SalUpdStck If it becomes inaccurate it may be edited Note You can amend the Stock level for a Commodity Batch on this subform but you should not edit any other data Commodity Batches should be edited in their Transaction Batches The fields in the Transaction Line Batch record are Tran Ref The Transaction Reference of the transaction involving the commodity batch Lin The Transaction Line Number involving the commodity batch Org The Organisation involved in the transaction Qua The Quantity of the commodity batch involved in the transaction Ref A reference to the Transaction Batch Note Do not edit the transaction batch from this subform Transaction Batches should be edited in the Transactions to which they relate Note More details of Commodity Batches and Transaction Line Batches are given in section 6 4 below ACCOSYS Accounts User Manual K A Spenc
11. Se See Se Ee Be Ee Se Oe ee gee 1 11 ApOutdim of AGCOSYS tese bees speed beg oge gek dees beg ese be dees E gelese bee 1 1 2 Using ACCOSYS with Microsoft Windows iese sees see se ee ee ee ee ee ee Ge Ge 2 1 2 1 The ACCOSYS Group WindOW sesse sees ss ee ek Ge ee ee ee ee Ge Ge 2 1 2 2 Logging on and Starting ACCOSYS 0 cece see see se se ee ee ee ee ee Ge 3 1 2 3 stopping kogging Off ii ees ses esse geb De veeg ea De oek ea See ES ESEG beg 3 1 3 Types of User Interface Objects in ACCOSYS iese see see se se ee ee ee ee Ge Ge 3 1 4 Navigating mAECOSYS EE EE ees gee es Dee ee GE Gee Ge oe Ee Ge Ee ee ed 6 1 5 The ACCOSYS Main Options Screen cece esessecssecssecsseceeeeseceseeeeeeseneseseeeaeeenaeenaees 7 t6 Date Format Companen ses sers ogis Dee gegee ele gee ese E be ed Dep ed ene Ee 8 1 7 Some Notes about Microsoft Access Versions iese see see se ee ee ee ee Ge Ge Ge 8 2 USER DEFINED CODES REFERENCE VALUES OPTIONS AND MAINTENANCE use seesesseseseeses 9 2 1 Codes Domains and Parent esse se se se se ee ee Ee Ee Ee Ee Ee ee ee ee Ee ee Ee ee Ee ee ee ee ee ee 9 2 1 1 Domaiis OF Codes sene ER EE RE EE ee ea SE Bee ve Lee 9 24 2 Values or CODES sit ER ALS ee ie Ee 9 2 1 3 Code dis OE HE ER EE EE N LE 10 2 2 Reference Values iste ESE Derde ke REDE ele Ee gee Der gees EE Le oge eg be eke Ee eed 10 22 1 WAT Rat s SE Se Ee EED GR Ee ee Ge a al ans Su ee 10 2 2 2 Exchatige Rate Sets Ms NE Ee ee Re Ee be ge ER e Red ee re Gee Ee ee
12. an abnormal closure in this case the user will be prevented from logging in until their previous login is cleared Note if the Manager User suffers a persistent login following an abnormal closure a warning will be displayed and the Manager User will be allowed to clear the previous login and complete the new login However any other user logged in as the Manager User will lose the connection when their current action is complete Abnormal Closures of ACCOSYS which may cause a persistent login include Power failure shuts down your PC when you are using ACCOSYS A Windows system crash stops your PC whilst you are using ACCOSYS MS Access crashes whilst you are using ACCOSYS Closure using the Title Bar Close Button x rather than the ACCOSYS Finish button including the last date and time and whether a login is currently Help Logout fl Cisse present for that user UserName Group Last Login Loggedin i gt Managert Managers 01 06 2005 17 08 34 The Manager User may also perform user management tasks Operatori Operators 20 04 2004 18 55 37 See current Logins according to whether the Login box is ot ticked VEE Verner ia __ Viewer2 Viewers ll m Continued over ACCOSYS Accounts User Manual K A Spencer Software 14 ACCOSYS c K A Spencer Software 3 COST CENTRES AND ACCOUNTING DEPARTMENTS To enter amend and view Cost Centres and Departments click on the button labelled Cost Centres Departments on
13. application containing the main controls and interface for the application Most application windows have a Title Bar an Icon Tool Bar and a Menu Bar which enables you to choose the functions you require Some including the ACCOSYS application also have a Status Bar along the bottom edge of their window in which helpful messages can be displayed Observe the contents of the status window regularly as it will help you to use the system Dialogue Window A window usually within the application window which opens to allow specific data to be seen edited or otherwise managed Data Forms The Form is the principal object in user interface design for the entry of user data It contains numerous Windows objects such as edit boxes listboxes radio buttons and others so that you may either type data in or make selections from previously defined data about your records Subform An area on a main form for entering information which usually relates to a main record on the main form For example the addresses subform permits entry of addresses belonging to the organisation currently shown on the organisation detail main form Popup Window A small window often used to display a message e g an Alert Box for errors or other limited information Usually popup windows prevent further action in the application until they are closed Most popup windows stay on top of the desktop and are the uppermost object of the application until closed In A
14. be in the list The Organisation listbox allows an organisation to be selected so that only those transactions with the selected organisation are shown in the list Any transaction without that organisation will not be in the list The Commodity listbox allows a commodity to be selected so that only those transactions with the selected commodity are shown in the list Any transaction without that commodity will not be in the list The Batch Reference listboxes allow a commodity batch or serial number to be entered so that only those transactions with the selected commodity batch or serial number are shown in the list Any transaction without that commodity batch will not be in the list Wildcards are permitted The Status listbox allows a transaction type to be selected so that only those transactions with the selected Status are shown in the list Any transaction without that Status will not be in the list To remove a parameter highlight the content of the listbox and tap the Del key and Return The records will be redisplayed with no parameter Navigation You can use the two buttons labelled with the black arrows next and previous record to move through the records one at a time You can also use the up and down arrow cursor keys to move one row at a time through the records Use the PgUp and PgDn keys to move through a visible set of records Searching for a Specific Transaction Searchable fields are Transact
15. for any reason it has become displaced from reality Batched This is the calculated number of commodity items in stock in batches Sales and Purchase Volume and Turnover These are calculated from transaction lines of Type Sales or Purchase Payment and of Status Paid Other Types and Statusses are ignored Depreciation Rate Select a Depreciation Rate for use in the Balance Sheet from the listbox Note This depreciation rate takes precedence in the Balance Sheet over the depreciation rate of the department specified in the Asset Register Add new Depreciation Rates not present in the list using the Codes option described in chapter three above Enter such new Depreciation rates into the domain DPR_CODE and put the rate into the Code field Enter an AttCode as Rn where n is the list order 0 9 Enter a suitable description for the new depreciation rate ACCOSYS Accounts User Manual K A Spencer Software 24 ACCOSYS c KA Spencer Software Description Enter a Description for the commodity in free text To begin a new line or paragraph tap Ctrl Return Navigation Note The Previous and Next record and the alphabetical navigation buttons for navigation through Commodities require that the cursor is in a field on the main commodity detail screen not in a sub form such as commodity Suppliers or Selling prices Commodity Tabs After entry of the above fields click on the Supplier Prices Selling Prices to c
16. for your own company i e the only organisation with the organisation role User If your VAT Registration Number is entered not Null then the subtotals for Sales and Income Costs and Expenses and Purchases Expenditure and Refunds are exclusive of Value Added Tax If your VAT Registration Number is empty Null then your company is assumed to be Non VAT Registered and the subtotals for Sales and Income Costs and Expenses and Purchases Expenditure and Refunds are inclusive of Value Added Tax All transactions in this report will be VAT accounted in the same way determined only by the current presence of data in your VAT Registration field See VAT Registration under section 5 2 above for more information In order to function this report needs at least one transaction or transaction line in each of the following areas Sales and Income an entry against any Department of Department Category SALE INCO or PUR_REF Purchases Expenditure and Refunds an entry against a Department of Department Category PURCH Costs and Expenses an entry against a Department of Department Category COST or EXPN These entries need not be for values other than 0 00p such dummy entries are already in as transactions in the setup data Note the report is based on transactions of Type Purchase Payment or Sales Payment and transaction Status Paid Other transaction types and statusses are ignored Therefore ensure that all transactions are enter
17. if required If you have closed down the ACCOSYS application but not Microsoft Access you can restart ACCOSYS by clicking on the Macros tab of the Access window and double clicking on the Autoexec macro which will be visible in the macros pane 1 3 Types of User Interface Objects in ACCOSYS User Interface Objects in Microsoft Windows are the means whereby you communicate with the application to deliver commands and enter amend and select data In Windows terminology the active object which will be within the current window identified by its title bar being blue in standard colours is said to have the input focus and will be highlighted in some way to indicate that fact Some objects may not be relevant to the current context of actions they may be greyed out and will not respond if you attempt to select them ACCOSYS Accounts User Manual K A Spencer Software 3 ACCOSYS c KA Spencer Software A short summary of the types of object you encounter in ACCOSYS and how each may be used follows Identify each as they appear to help you use the system confidently Group Window An object on the desktop containing a set of icons picture images which can start up a Windows program or load a document into a suitable application The ACCOSYS group window contains icons to start ACCOSYS and to load up the documentation files into an editor or word processor for reading Application Window This is the main window of an
18. in the ACCOSYS Desktop Window so that you can remove the Access Ribbon and Navigation Bar from view because they take up valuable space in the Access Application window You may also wish to refer to the same document to modify the Trusted Locations in Access 2007 and 2010 if you have the mulptiple user version of ACCOSYS ACCOUNTS Access versions 2007 and 2010 also suffer from one or two small idiosyncratic changes from all of the previous versions and these may require your attention in use They are mentioned in the Advice document One point to note in particular is the fact that these versions of Access always seem to send the focus back to the top line of a subform whenever one of the subforms lines is edited or a new line created ACCOSYS Accounts User Manual K A Spencer Software 8 ACCOSYS c K A Spencer Software 2 USER DEFINED CODES REFERENCE VALUES OPTIONS AND MAINTENANCE Login to ACCOSYS as the Manager user and at the Main Options screen for ACCOSYS Click on the Codes button to display the Miscellaneous and Reference Codes screens 2 1 2 2 Click on the Maintain button to display the Maintenance screen sections 2 3 2 5 below Note You do not usually need to change or add to these settings to start using ACCOSYS The button labelled Help will display a useful description of how to use the screens 2 1 Codes Domains and Parents ETE E EE ET File Edit View Insert Format Records To
19. is set according to Data Constant DefComLab The number of labels can also be set using the Print Preview option with menu options File gt Print to select the number of labels ACCOSYS Accounts User Manual K A Spencer Software 40 ACCOSYS c K A Spencer Software The default label is designed for a label sheet of type C2B10236 of size 4 x 1 5 two labels across The data shown on the label is Commodity Code Organisation Code Batch Code Commodity Name Batch Sales Select the Batch Sales radio button This report shows a breakdown of sales of batched stock Where the purchase cost cannot be obtained from a purchase invoice it is calculated from the average of any current purchase prices for the commodity Where the sale price cannot be obtained from a sales invoice it is calculated from the average of any current sales prices for the commodity Batch Stock Select the Batch Stock redio button This report shows current batches in stock Where the purchase cost cannot be obtained from a purchase invoice it is calculated from the average of any current purchase prices for the commodity Where the sale price cannot be obtained from a sales invoice it is calculated from the average of any current sales prices for the commodity Ledger Report Select the Ledger radio button and choose a ledger type from the list box This report shows those transaction details falling within the parameters selected Purchase A
20. items of a specific commodity to be tracked throughout their entire business cycle Thus a television set can be individually identified e g by its serial number and tracked through the purchase invoice payment and delivery process and onto the sales order invoice payment and despatch Likewise a batch of items can be collectively identified by a batch code yours or your suppliers and similarly tracked as a batch There are two kinds of display for Commodities List View on which the screen first opens and Detail View which is the means whereby commodities are created and amended There are several action buttons on the upper region of the Commodities screen Help displays a brief help message b changes the display to detail view and creates a blank record for a new commodity Detail displays a screen showing the details of a commodity record Print will send a summary list of your commodities either to your printer or as a print preview according to which radio button is selected Note When the commodities list is printed in this way all commodities are listed regardless of the selection criteria parameters shown on the screen Note double click on the commodity Name field of any row to display that commodity in detail view for editing However the selected commodity record only may be edited There is also a parameter list box on the upper region of the commodity screen Sort On determines whether the list w
21. left mouse button over it Deleting Text Tap Del to delete the character at the cursor and Backspace to delete the character to the left of the cursor Tap Del to delete any selected highlighted text Overwrite any selected highlighted text with new text by simply typing after selecting the desired text Note Records in List Views may be deleted where permitted by highlighting the whole row click in the left margin of the row and tapping the Del key Note Records in Detail Views may be deleted using the action button labelled Delete where provided Where there is no such action button provided deletion is made deliberately less accessible as it is usually inappropriate If you are certain that you wish to delete such a record use the menu options File gt Select Record followed immediately by the menu options File gt Delete Record Moving between Edit Boxes Move between edit boxes and other user interface objects by tapping the Tab key to move forward and Shift Tab together to move backward Moving and Selecting in a Listbox Most listboxes will display the best match to text which you type into the listbox as you type when the item you want is displayed tap Return to select it Use the Up and Down arrow cursor keys to move between the lines of listbox selection options or click the mouse Use the PgUp and PgDn keys to accelerate the move through as many records as are displayed at once typically 8 Us
22. 10 22 3 Geographical Areas s 3 0 cc 0 sfc BEE EE E E E ee bee ge BE RENE ee Ge eg 10 2 3 Maintain User OPHONS eesi gee inete sateen Peet ees ese ese oge sr E seed eb See ede 11 2 4 Maintain Data Constant eiserts sees wee EE EE sed Se ELS nee ead eg Bee oe EE eee 12 2 5 Maintain Document Design mesere see se ee Se i ee ee E Ged Ge GRA E SA Ge ee 13 2 6 Maintain Passwords And Users ces see se se se ee ee ee ee Ge Ge Ge GRA RA ee Ge ee 144 2 61 Maintain Pa swOrdS stote etes Ese Geb ee et geleer ge hee oge kb se ese sleg Sn 144 2 6 2 Maintain Users and Logins 0 cee se se ee ee ee ee Ge Ge Ge RA GRA ee ee ee 144 3 COST CENTRES AND ACCOUNTING DEPARTMENTS ee esse sesse sesse ee see es se ee es se ee eg ee be gee Se Ge ee 145 3 1 Cost Centres 2 2 HE ES N RR ER OR OR OE ER EE EE 155 32 Depattments ss Ee ENE Ee Ee Ge N SEEP Eg GER EA lat Ee Ee Ne RES teehee eee 155 3 2 1 Fields available in the data list display 00 0 0 esse esse es see ee Ge Ge AR RA Ge ee 16 6 Ter WIET VM OE N N 177 4 V Organisation LAist so EE AE OE EE AE OD 177 4 2 Organisation Detail Vie Wes ne ASE N een eee ea eg eke De eee 188 4 2 1 Organisation Record Fields eee se se se Se ee ee ee ee ee ee Ge Ge 188 4 2 2 Organisation Addresses mierea AA SR ee T ee ee ee E 198 4 2 3 Organisation Telecom Records esse ee se se se ee ee ee ee ee Ge Ge 199 4 2 4 Organisation Contact Records iese sesse se se ee ee ee ee ee ee Ge Ge 20 A 2 5 Organisation Roles to sa
23. ACC record is set to No then the VAT Summary report will use the Date In value of Sales and Purchase transactions of Transaction Type Sales Payment or Purchase Payment for VAT report generation Warning If VAT Accounting is set to accounting by Invoice Date it is essential that every VAT accountable payment has a corresponding sales or a purchase invoice Continued over ACCOSYS Accounts User Manual K A Spencer Software 41 ACCOSYS c KA Spencer Software 7 2 Printing a Report Note It is essential to have a printer installed before you can Print or Preview a report This is a requirement of Microsoft Access not of ACCOSYS Accounts To print a report click once on the button labelled Print To see a report in Print Preview mode click once on the button labelled Print Preview To close the print preview click on the Close icon X in the upper right corner or select the MS Access menu options File gt Close not Exit To print the report from the Print Preview display select the MS Access menu options File gt Print Warning The reports may produce a considerable amount of data requiring a large consumption of paper Furthermore depending upon the speed of your computer its memory the number of records present and the parameters selected the report may take many minutes possibly up to an hour to complete 7 3 Report Parameters The Reports Options screen shows six Parameter listboxes Commodity B
24. ACCOSYS ACCOUNTS ACCOSYS Copyright K A Spencer Software 1986 2011 Release Issue V7 01022011 AccoSys ACCOUNTS An Integrated Accounting and Business Processing System for Microsoft Windows and various versions of Microsoft Access from 2000 onwards for small businesses and sole traders Notice of Copyright ACCOSYS ACCOUNTS the computer software system its documentation and all aspects of its design is copyright K A Spencer Software 1986 2011 Unauthorised copying or use of this software will constitute an infringement of copyright hereby asserted under the Copyright Design and Patents Act 1988 and may also contravene the Computer Misuse Act 1990 Contents of this Document This document comprises the main ACCOSYS ACCOUNTS Documentation Please read this document in league with the Release and Installation Note issued with the system and in conjunction with the Advice Bugs Changes and Enhancement Notes which are installed on your Windows Desktop under the Group Window issued with the system Contacting K A Spencer Software By Post K A Spencer Software 8 Clock Tower View Atworth MELKSHAM Wiltshire SN12 8LJ United Kingdom Telephone 0843 289 9728 Facsimile 0870 706 2590 Mobile 07768 738235 Email accosys kaspencer com Website URL http www kaspencer com 1st February 2011 ACCOSYS ACCOUNTS LIST OF CONTENTS 1 INTRODUCTION TO ACCOSYS AND WINDOWS sessese se se os ese sesse se se Se
25. CCOSYS c K A Spencer Software Navigation You can use the two buttons labelled with the black arrows next and previous record to move through the records one at a time You can use the alphabetically labelled buttons to move to the record of the first organisation whose code or name begins with the letter on the button selected You can also use the up and down arrow cursor keys to move one row at a time You can also use the PgUp and PgDn keys to move through the set of records Searching for a Specific Organisation Searchable fields are Code Organisation Name Address TownCity Telecom To search for an organisation put the cursor into the field which you wish to search Tap Ctrl F to display the Find Dialogue In the Find what edit box type a part of text to identify the organisation you wish to find This must relate to the field selected in order to be effective Select appropriate choices from the Search and Match listboxes In general do NOT select All fields Click on the Find first or the Find next button You may move the find dialogue to another part of the screen if it is covering important information Note As TownCity is a coded field if the full TownCity name is different from the code the find may fail Use up to the first 5 letters and an asterisk to search Creating a New Organisation Record Click once on the p button to create a new organisation If you
26. CCOSYS popups are used for errors warnings and for the display of short term information such as help Menu A list of preset action options which can be pulled down from a menu title usually on a menu bar beneath the title bar of an application window Some menu options have further sub menus beneath them Popup Menu A menu which can appear anywhere on the screen under certain circumstances For example in ACCOSYS when you click on a Data List column heading with the right mouse button a popup menu appears with the Find option on it Action Button A control button which performs an action when clicked on Most such buttons are labelled with the action they cause You click once only on an action button Most action buttons will display a message indicating the action context on the status bar if you put the mouse cursor onto the action button hold down the left mouse button and then move the mouse cursor away from the action button before releasing the mouse button Note before clicking on the Next and Previous record denoted by arrowheads provided for record navigation in many ACCOSYS forms ensure that the cursor in sitting in a field of the appropriate form or subform For example you cannot move to the next organisation detail record if the cursor is in the address subform place it in a field of the organisation detail form first ACCOSYS Accounts User Manual K A Spencer Software 4 ACCOSYS c K A Spencer Sof
27. Main Fields 0 sesse esse se ee se se 35 6 4 2 Commodity Batch subform i e esse see se se ee ee ee ee Ge Ge GRA EA ee ee 35 6 4 3 Transaction Batch subform sesse ese ee ed ee AA ee Re AR AA ee ee ee 35 6 5 Automatic Successor Transactions esse ss se ee GR Re AA ee ee RA ee ee ee 366 6 6 Document Production seii aa rei eisenos ieissa o eeina eie 36 6 7 Data Entry Techniques ccc ss esse NKR See ie Ee de Oe SR ES SERS Ee 377 6 8 Searching the Transaction List Form ces see se se se ee ee ee ee Ge Ge GRA RA ee 38 6 9 Searching the Transaction Detail FOFM iese sesse ese ese ese ee ee ee ee Ge Ge GR RA Ge ee 38 Fa EE dIE ET ERLA EO N AE AE 39 1 1 Reports Available cis erect eile ee ee a SE OR ee Gee ee Ee ee ee Re Sk ia e 40 1 2 Printing a Report ER E NE Ee RR ee Ee Ee Re e ee agate a i 422 7S Report Parameters uses an se EE Ee EE Ge De trey EED Ee hte Gee Ee bede EEE 422 8 MAINTAINING A CCOSYS riese do sesse se Ee ese ds bee se Se Re ee Ge GE ER Ge se eds se Se bee ee be Re Ke ee ge SR Ge ee Ke de 433 8 1 Backing Up sists ceive ee EE Ee cote EENE ee ented een ee ee stented Dee ETS 433 Doe Medi RE OE EE EE EE AE AE EE 444 DGLOSSARY SR EE EE EO EE T 455 ii ACCOSYS c KA Spencer Software 1 INTRODUCTION TO AccoSys AND WINDOWS 1 1 An Outline of ACCOSyYs AcCCOSYS Accounts is an integrated accounts system But it is more than that It can model the greater proportion of your business activity in a single sy
28. Reference field of the Transaction Batch subform Enter a Reference if required and tap Return or Tab to enter the Quantity field The Quantity may be automatically filled in from the transaction line quantity or may be set to 1 if you have set the User Option BATCOMSGL single Commodity Batches to yes Enter a note for the transaction batch if required Then click on the button labelled Allocate If the Transaction Type is as set in the Data Constants PurUpdStck or SalUpdStck and other user options and data constants are appropriately set the Stock in the selected Commodity Batch will be adjusted Note Creation of a Transaction Line Batch is enabled only if the transaction type is as set in the Data Constants PurUpdStck or SalUpdStck and other user options and data constants are appropriately set If the transaction batch subform remains grey even after reselecting the commodity batch the transaction type or the user options or data constants are not set appropriately for the transaction type See section 2 3 above for more information on setting user options and constants Examine the Commodity Batch and Transaction Line Batch details carefully and close the Commodity Batch Transaction Line Popup only when you are satisfied that they are correct 6 5 Automatic Successor Transactions If your sequence of transactions follows a typical order such as Quotation gt Order gt Invoice gt Payment gt
29. Reports Options screen and produce output for a set of records Labels The Organisations screen and the Organisation Detail popup produced by double clicking in the Organisation listbox on the Transaction Detail screen contains an action button labelled Label Click once on this button to generate a label for the single organisation Business Documents The Transactions Detail screen contains an action button which adjusts its Text Label according to the context of the ledger and transaction type This button allows Business Documents such as Invoices and Receipts to be generated from the current transaction For example if the Ledger Type Sales and the Transaction Type Sales Invoice the button will show the label Invoice Click once on this button to generate an invoice for that transaction To obtain the other reports click on the button labelled Reports on the Main Options screen The Reports Options screen is displayed This screen is divided into several regions There are regions for selecting a Report Type six Parameter listboxes and two Date edit boxes for a date range There are also two action buttons to Print the report or to Preview it prior to printing 7 1 Reports Available ES Accounts MOE vT DIODDOIN WER Te OE EE GN ma i File Edit View Insert Format Records Tools Window Help 8 x Organisation List Select the Organisation List radio button This report shows those organisations details falling
30. Successor Transaction Type Set Country to the code of the country of your location to determine default VAT rates Set De fAdadT to the address type to be used as your default As we advise that every organisation has an address type Main this is the preferred value Set De fCCen to the code of the default Cost Centre for all transactions Set DefPDelSta DefSPaySta to the preferred default status for each transaction type Set De fExRCode to the code of your currency in the default Exchange Rate Set Set ExchRSet to the code of the default Exchange Rate Set Set PurUpdStck to the code of the Purchase Transaction Type which updates stock values Set SalUpdStck to the code of the Sales Transaction Type which updates stock values 2 5 Maintain Document Design Some documents produced by ACCOSYS ACCOUNTS can be user configured so that appropriate text can be displayed on the printed document Default text is provided which will meet most business requirements so ensure that you print the document with the default text unchanged for your records in case you wish to return to the default in the future Click on Maintenance gt DocDesign to see the Document Design form Use the arrow buttons to select a user defineable report Double click on an editable area to change the text ETE ASB ET i File Edit View Insert Format Records Tools Window Help Document Design Sales Invoice builtin letterhead
31. These values can be edited if required Amount After entry of the Quantity the Price may be retrieved from the Supplier or Selling Prices List and the Amount for the line will be calculated in the case of Sales transactions allowing for any discount due to the customer If the calculated price is not appropriate for this transaction edit the amount VAT Amount After entry of the Quantity Amount and Total Price the VAT will be calculated Total The Total amount for the line is calculated and displayed except where the transaction lines have been copied by transaction linking This value is calculated for the display not stored in the transaction ACCOSYS Accounts User Manual K A Spencer Software 33 ACCOSYS c K A Spencer Software Note The total may not be shown in the line unless a value has been typed in rather than inferred Comment Enter a free text comment against the line if required To begin a new line or paragraph tap Ctrl Return If you wish to see more of the entered comment for editing double click in the Comment edit box to open an extended edit popup dialogue During the entry of a transaction line several processes may occur depending upon your configuration of various User Options and Data Constants Commodity Price if the price entered differs from the stored Commodity Puchase Price or if there is no current Commodity Puchase Price you will see the Commodity Purchase Price Popup which g
32. a screen showing the details of a transaction record Note double clicking on the Tran Transaction Number field of any row will display that transaction in detail view for editing However the selected transaction record ONLY may be edited and located There are also five parameter listboxes on the upper region of the transactions screen Sort permits the list to be sorted by date or transaction number Ledger Type permits records to be selected by their Ledger Type Transaction Type permits records to be selected by their Transaction Type Organisation permits records to be selected by their Organisation Commodity permits records to be selected by their Commodity Batch permits records to be selected by their Commodity Batch Code Reference permits records to be selected by their Commodity Batch Reference this is often used to record a serial number Status permits records to be selected by their Status Note The Parameters do NOT operate on the detail screen They act only on the list All records will be shown on the detail when accessed via the Detail button Note When the Detail screen is accessed by double clicking on the Tran field the selected transaction only may be viewed No further navigation is permitted 6 1 Transaction Data List View Transaction Data List View shows each transaction record on a one per row basis Records cannot be edited in the list view but they can be sor
33. accounts Ledger prints of Sales Purchases Events Nominal Departmental transactions Batch Labels Batch Sales and Batch Stock lists Profit and Loss Statements VAT Inputs and Outputs Balance Sheet ACCOSYS Accounts is exceptionally flexible owing to the way in which a system of user defined codes and attributes allows you to maintain pull down listboxes containing all kinds of options for the various data items such as ledger types transaction type transaction status organisation roles address types department categories international VAT rates and VAT territories international currencies depreciation codes As ACCOSYS is set up with a rich range of codes only in exceptional cases will you need to add extras but the flexibility is there as and when your use of the system expands ACCOSYS Accounts User Manual K A Spencer Software 1 ACCOSYS c KA Spencer Software 1 2 Using ACCOSYs with Microsoft Windows It is necessary for all users of ACCOSYS to have a basic familiarity with Microsoft Windows in order to use ACCOSYS effectively This section contains some basic information about the Microsoft Windows interface all users are advised to ensure that they have such basic knowledge and skill before attempting to use ACCOSYS ACCOUNTS 1 2 1 The AccoSys Group Window You can gain access to all ACCOSYS functions via the ACCOSYS Desktop Window shortcut created during installation of the single user version The multi user versi
34. ained within the report Using the reports options is described in chapter seven Maintain ACCOSYS This button displays a screen from which advice on the Backup Copy and Database Compacting facilities provided in the Maintain ACCOSYS application accessible from the AcCCOSYS Group Window Licence This button displays a popup window showing the main features of your user licence for ACCOSYS About This button displays a popup window bearing a notice about the ACCOSYS application Clicking on the central area of this window displays some information about the owners of the ACCOSYS application design code and structure copyright K A Spencer Software 1 6 Date Format Compliance ACCOSYS ACCOUNTS is internally compliant with the British Standards Institute Year 2000 Conformity requirements To meet this requirement all dates are entered stored internally processed and displayed with a four digit year 1 7 A Note about Microsoft Access versions There have been a great many versions of Microsoft Access since its release as version 1 0 in 1992 The version of the ACCOSYS ACCOUNTS database supplied is compatible with Access version 2003 onwards We advise that you apply at least Microsoft Office 2003 Service Pack 1 SP1 However you may like to consider the following We recommend Microsoft Access version 2003 for ACCOSYS ACCOUNTS ACCOSYS will run under Access version 2007 and 2010 but you will need to read the Advice document provided
35. ansaction entry if necessary Add any Departments not present in the list using the Departments option described in chapter four above Append Department Tick this box if you wish to append the Department Name to the Commodity in printed documents eg in an Invoice Catalogue Number Type this in if you wish to use a catalogue number with this commodity Stock Item Select this tick box if you wish to be warned that an order cannot be met from stock Minimum Stock Enter the minimum stock level that you should carry before a warning is issued to re order The warning will be issued during the Sales Transaction Type set in Data Constants and if you set the Options Code STCKCHCK to Yes See section 2 3 above for more information on setting user options and constants Individual BS Asset Tick this box if you wish this commodity to be listed individually as a asset on your Balance Sheet report Obsolete Tick this box if ever you wish to exclude this Commodity from selection in a new Transaction Line Shelf Life Enter the value of the shelf life if appropriate Shelf Life Unit Select a Shelf Life Time Unit to be used with the Shelf Life value to calculate a default expiry date of a commodity batch Add new Shelf Life Units into the domain UNITS with the parent TIME using the Codes option described in chapter three above In Stock Enter the current stock if you wish to create an opening stock level or correct the value if
36. atch edit box and Date From and Date To edit boxes for determining a date range Not all parameters are available or appropriate for every report The Ledger listbox allows a specified ledger type to be selected The Cost Centre listbox allows a cost centre to be selected so that only those transactions in the selected cost centre are shown in the report The Role listbox allows a role to be selected so that only those transactions with organisations with the selected role are shown in the report Any transaction without an organisation with that role will be ignored The Organisation listbox allows an organisation to be selected so that only those transactions with the selected organisation are shown in the report Any transaction without that organisation will be ignored The Commodity listbox allows a commodity to be selected in the report The Transaction Status listbox allows a transaction status to be selected so that only those transactions with the selected status are shown in the report Any transaction without that status will be ignored To limit the records shown in the report click on the down arrow beside the appropriate listbox and select a parameter from the list For alternative means of using listboxes to make selections see Listbox in section 1 4 Clear a listbox selection by highlighting its contents and tapping the Del key Some listboxes require that a selection from the list is made and cannot be cleare
37. ated with a list of Code Values For example the domain of Address Type has several entries such as MAIN Main address and HOME Home address To add a new code value to a domain ensure that the appropriate domain is selected and displayed Then click once on the button labelled New below Code Value Alternatively scroll to the end of the list where the final row is marked with an asterisk and add the new record directly You can add as many code values as you wish to the existing domains Whenever new code values are added they automatically become visible in the listboxes appropriate to their domains So new address types will always be listed where address data fields appears on a form To avoid confusion never allow two code values with the same essential meaning to be used in the same domain each must be quite unique clear and unambiguous Warning Do not delete any code values in ACCOSYS without careful thought especially those you have used or you may lose details of data items using the code value deleted ACCOSYS Accounts User Manual K A Spencer Software 9 ACCOSYS c K A Spencer Software 2 1 3 Code Parents Parents are parent attribute codes and are available for code values when a parent domain has been selected for the code domain They allow code values to be associated with other domains apart from the one of which they are a part For example although all currencies are in the domain of
38. c Transaction above Tran ID This value is set by the system and cannot be changed Note no Tran ID is re used even if a transaction is not completed or is deleted Transaction Reference The transaction reference is generated automatically and takes the form ZT YP nnnnnn where Z is the first initial of the ledger type e g S Sales TYP is the three initial letters of the transaction type e g PAY Payment nnnnnn is the Transaction Number Warning you are advised not to change the Transaction Reference from that generated Document Reference Type this in if you wish to use a document reference with this transaction The document reference number could be a supplier invoice number your own cheque number for purchase payments or a customer cheque number for sales receipts ACCOSYS Accounts User Manual K A Spencer Software 30 ACCOSYS c KA Spencer Software Dated This is the date of the transaction The current date is filled in by default Edit the date if required The date is preformatted to include the forward stroke Transaction Type Select a transaction type from the listbox It automatically implies a ledger type Add new transaction types into the domain TRN_TYPE using the Codes option described in chapter two above Transaction Status Select a transaction status from the listbox Add new transaction statusses into the domain TRN_STATUS using the Codes option described in chapter two abov
39. cation for storage of compacted files is in J or C ACCOSYS BACKUP This path must exist The standard naming format for the backed up files is J or CKDDMMYY CMP where Ax is AA for the ACCO_APP MDB file and AD for the ACCO_DAT MDB file DDMMYY is the date of backup e g 180212 for the 18th day of February 2012 CMP indicates that the database was compacted on that date The file copied into the location is actually the pre compacted version and can be recovered as such Edit the contents of the Compact To edit box if a different destination or filename is required Warning The Drive and Path specified in the Compact To edit box MUST exist and sufficient free space must be present on the drive for the compaction to be performed If you are in doubt check the drive path and space availability using Windows Explorer or File Manager Warning if your system is on your network change the drive to your network mapped logical drive in both edit boxes This is usually J Warning If you enter a filename which already exists the file will be overwritten and the previous file will be lost Therefore rename the existing file or enter an alternative name before running the compaction When you are ready to do the compaction click once on the button labelled Run on the ACCOSYS ACCOUNTS Compact Database popup dialogue Note The contents of any table in ACCOSYS can be placed on the clipboard by selecting the rows requi
40. ccounts Summary Select the Purchase Accounts Summary radio button This report shows those sales transactions falling within the parameters selected One line is shown per transaction this individual transaction lines are not shown For each organisation charges against and payments received against their account are shown with subtotals and total Note the report is based on transactions of Type Purchase Payment and transaction Status Paid or Invoiced Other transaction types and statusses are ignored Purchase Accounts Detail Select the Purchase Accounts Detail radio button This report shows those sales transactions falling within the parameters selected Individual transaction lines are shown For each organisation charges against and payments received against their account are shown with subtotals and total Note the report is based on transactions of Type Purchase Payment or Purchase Invoice and transaction Status Paid or Invoiced Other transaction types and statusses are ignored VAT Summary Report Select the VAT Summary radio button The method of generating this report depends upon the setting of the VATACC line in the Options screen displayed from the Maintain option shown on the Main Options screen If the Value field for the VATACC VAT Accounting by Invoice record is set to Yes then the VAT Summary report will use invoice dates for VAT report generation If the Value field for the VAT
41. ced Current addresses have no Date To entered 4 2 3 Organisation Telecom Records Tapping Ald T will move you to the first record on the Telecommunications tab Telecommunications addresses are highly flexible and can include telephone facsimile email web URL pager mobile telephone and any other address mechanism that may be invented in the future To enter a new record move the final record on the subform the next blank record is marked with an asterisk in the left margin The fields are Telecomm Record Type Select a telecommunication address type from the list box Add new telecommunication address types into the domain ORG_TELEC using the Codes option described in chapter three above ACCOSYS Accounts User Manual K A Spencer Software 19 ACCOSYS c KA Spencer Software Address type Optionally you may link the telecom address with an address type from the list Contact Optionally you may link the telecom address with a contact selected from the list Note Enter the contact details onto the contacts tab first Value Type in free text format the value of the telecommunication address in accordance with the recognised standards for the telecommunication address type Examples are 01225 123456 a telephone number info kaspencer com an email address http www kaspencer com a web uniform resource locator URL Note Double clicking on the Value of a WebUrl or Email address will start your Web Br
42. cent new header details to a new transaction header Set DUPPAYMENT to Yes if you wish to permit more than one payment to an invoice A warning will be issues in any case it can overridden when this option is set to Yes Set SALDOCLHD to Yes if you wish to use pre printed letterheads for Sales Invoices and Sales Receipts Set STCKCHK to Yes to receive warnings about insufficient stock to meet an order Set UPDPURCST to Yes to allow update of Purchase Prices via Purchase Invoices Set USECOMDESC to Yes to use the Commodity not the Batch description on the Batch Label Set VATACC to Yes if you wish to use VAT Invoice dates for VAT accounts If you wish to use Cash accounting for VAT set the option to No 2 4 Maintain Data Constants User defined constants are set by clicking on the Maintain button on the Main Options screen and then on the Constants button Application and Data Constants are shown on the screen Application Constants are not adjustable by users and should not be tampered with Each Data Constant has a Code and a Description to explain its effect and significance and a Value which determines its effect on the behaviour of ACCOSYS The principal Data Constants in ACCOSYS are Code Value Description AutNFEv SINV Auto Successor to Non Financial Event AutPurlnv PPAY JAuto Successor to Purchase Invoice AutPurOrd PINV Auto Successor to Purchase Order AutPurPay PDELI Auto Successor to Pur
43. chase Payment AutPurOuo PORD Auto Successor to Purchase Quotation AutSallnv SPAY Auo Successor to Sales Invoice AutSalOrd SINV Auto Successor to Sales Order AutSalPay SDESP Auto Successor to Sales Payment AutSalOuo SORD Auto Successor to Sales Quotation Country UK Couty Code VAT omit from address labels etc DefAddT MAIN Default address type for first address DefCCen Default Cost Centre DefComLab 2 Default commodity labels to print per item DefExRCode ee Defaut currency code in use in Exchange Rates Set DefPDelSta DELIVERED Default Purchase Delivery Status DefPlnvSta Default Purchase Invoice Status DefPOrdSta FULORD Default Purchase Order Status DefPPaySta Default Purchase Payment Status DefPRetSta DELIVERED Default Purchase Return Status DefSDesSta IDESPATCHED Default Sales Despatch Status DefSInvSta FULINVCD Default Sales Invoice Status DefSOrdSta Default Sales Order Status DefSPaySta FULPAID Default Sales Payment Status DefTLstLed NONE O o NONE Default Transactions List Ledger Type DefTLstTyp NONE Default Transactions List Transction Type ExchRSet EXC_RATES Exchange Rate Set Ref Values domain to use PurUpdStck PINV Purchase transaction which updates stock SalUpdStck siv Sales transaction which updates stock ACCOSYS Accounts User Manual K A Spencer Software 12 ACCOSYS c K A Spencer Software Set AUtNFEv AutSalQuo to the desired Automatic
44. ct an address type from the listbox Add new address types into the domain ADD TYPE using the Codes option described in chapter three above Bulk Label Put a tick in this tick box to generate a bulk label for this address No bulk labels for this organisation can be generated unless at least one address is ticked Date From Date To Type these in as dd mm yyyy Enter Date To only when the address ceases to be current The formatting is imposed with no need to type the forward strokes Line 1 Line 2 Type these in as free text Format as you wish An initial capital letter is recommended minimum formatting Avoid entering commas into addresses as they may cause your spreadsheet or database to misread any extracted address in a CSV file TownCity County Country These items are all stored as Geographical Areas for re use When you begin to type the nearest match for your typing will appear If the desired item is found and displayed simply tap Return to confirm your option If the desired item does not currently exist you will be asked to confirm that you wish to store it for future use Click on the Yes button and then tap Return to store and display the new item Postcode Enter in upper case and with one space only between the postcode elements Organisations can have unlimited addresses in the system However a logical structure of having only one address of a given address type current at one time is enfor
45. currencies they also belong to a parent currency zone 2 2 Reference Values i ex AccoSys Accounts MDE v7 010 ASS Referer a Ese To enter amend and view reference data click on Er EE ee the button labelled Reference on the ACCOSYS Miscellaneous and Reference Codes screen a oo Move through the various reference data domains using the next and previous record buttons marked Parent Date hom EE with the black left and right arrows The main Sers rears a setara reference data values held are International VAT ete Hens Rates and Currency Exchange Rates ese renons EE 2 2 1 VAT Rates A country may have several values for its Value Added Tax VAT rates and any of these may change over time The fields are Code of this reference data domain Code Enter a unique textual or numeric code for the VAT rate e g VATS Do not duplicate these codes Parent Select a country for which to define a VAT rate Value Enter a value for the VAT rate VAT rates are always percentage values As long as each code is unique a country may have multiple VAT rates Date From Date To Type these in as dd mm yyyy Enter Date To only when the record ceases to be current The formatting is imposed with no need to type the forward strokes 2 2 2 Exchange Rate Sets An exchange rate set is a group of currencies that are related to one currency by an exchange rate You can have as man
46. d To start Commodity Labels from a required Commodity Batch Code enter an appropriate value into the Commodity Batch edit box Note To ensure that you can select the batch codes with certainty we recommend the use of numerical batch codes wherever possible To limit records to a date range enter appropriate dates in the Date from or Date to edit boxes Enter a date from but no date to to show records with dates on or after the date from entered Enter a date to but no date from to show records with dates before or on the date to entered Enter a date from and a date to show records with dates inclusively between the date range ACCOSYS Accounts User Manual K A Spencer Software 42 ACCOSYS c K A Spencer Software 8 MAINTAINING ACCOSYS The ACCOSYS application contains a maintenance module for performing some maintenance of the database files These operations are performed using the Maintain ACCOSYS program icon within the ACCOSYS Group Window Double click on the Maintain ACCOSYS icon to start the maintenance module The Maintenance Module screen will be displayed It contains action buttons for backing up and compacting the database files Warning The main ACCOSYS system must NOT be in use during any of the maintenance procedures to be described Ensure that no users are accessing ACCOSYS except yourself during these procedures 8 1 Backing Up Online backups can be made and held on your local or network dri
47. d Select Organisation Popup dialogue which allows updating of the organisation including addresses roles and contacts and creation of new Organisations This popup includes a Label printing action button A label can only be printed if the organisation Label Flag is crossed Organisation Popup Tap the button labelled create a new organisation Add Organisation Roles such that they will appear on transactions of the desired ledger types For example the Organisation Role type CUSTOMER defined in the Codes screen has the attribute SA which associates it with the SALES ledger Click on the button labelled Select if you wish to transfer the Organisation shown into the transaction Click on the button labelled Close if you do not wish to select the organisation Organisation Address and Contact Select an organisation address and contact detail for the transaction as required Although each is selected from a listbox the data is copied into the record and can therefore be searched fully Date Processed This is the date on which the transaction was entered or processed The current date is filled in by default Edit the date if is not appropriate The date is preformatted to include the forward strokes ACCOSYS Accounts User Manual K A Spencer Software 31 ACCOSYS c K A Spencer Software Notes Enter a free text note about the transaction if required To begin a new line or paragraph tap Ct
48. d format is UPPER case letters with no intervening spaces or full stops Role Code Select a Role from the listbox Add any role types into the domain EMP_ROLES using the Codes option described in chapter three above Bulk Label Put a tick in this tick box to generate a bulk label for this contact No bulk labels for this organisation can be generated unless at least one contact is ticked Date From Date To Type these in as dd mm yyyy Enter Date To only when the contact name ceases to be current The formatting is imposed with no need to type the forward strokes ACCOSYS Accounts User Manual K A Spencer Software 20 ACCOSYS c KA Spencer Software Organisations can have unlimited contact records in the system However a logical structure of having only one contact name of a given role type current at one time is enforced Current contacts have no Date To entered 4 2 5 Organisation Roles Tapping Alt O will move you to the first record on the Organisation Roles tab An organisation role is a relationship which you have with the organisation An example is the Customer role Enter the Organisation Role records only on completion of the main organisation record fields listed above Click on the final record marked by an asterisk in the Organisation Role sub form to create a new role record Organisation Role Select a Role from the listbox Add any role types into the domain ORG_ ROLES using
49. do this from the Detail screen you must complete the required details of the current organisation first To cancel any entry which you do not wish to complete tap Esc before moving to another record or closing the screen 4 2 Organisation Detail View Click on the button labelled Detail or double click on the Name field of an organisation in the list to move to the detail view Click on the button labelled Label to open the label dialogue Click on the Print button to label an AS DL envelope or on the Copy button and tap Ctrl C and then AIt Tab to Word Excel to paste an instant ad hoc label into your document or spreadsheet 4 2 1 Organisation Record Fields E Name Type this in as free text Use an initial capital x i Org o Help Close letter as minimum formatting E E List JAMI MAIN HON Fing bl 4 Organisation Code A code is generated automatically on entry of KA Speneet Sotware Label Bank nel gt a name Avoid editing the code after use as Great Britair se JE Help x bel gt you may cause records associated with the 000 00 00 MAIN gt JDates 2671072006 0 00 40 00 8 Clock Tower View organisation to lose its links Use UPPER oo 0 00 worth MELKSHAM v ISN12 8LJ case Wiltshire X UK z Telecomms Contacts i Organisation roles Account Code a era OND a 4 Facsimile Main addres 0870 706 2590
50. e Ctrl PgUp and Ctrl PgDn to move to the start or end of the listbox contents Select a listbox option by single clicking on it or by tapping Return if highlighted Use the left mouse button on the vertical scroll bar of a long listbox to move either smoothly by pressing the mouse cursor on the up or down arrow of the scroll bar or by clicking at either end of the scroll button to move through as many records as are displayed at once typically 8 Using Action Buttons An action button is activated by clicking on it once only with the left mouse button Typical ACCOSYS buttons left to right Find record Delete record New record Previous Next MK rel E gt Using Radio and Tick Buttons A radio button is selected by single clicking on it Any previously selected radio button in the group will be deselected Note some tick boxes may require double clicking ACCOSYS Accounts User Manual K A Spencer Software 6 ACCOSYS c K A Spencer Software Saving Records Use a Save Record Key Ctrl S or Shift Return to save a record immediately For example it may be necessary to save the current record in some cases before entering a sub form from the main form to avoid the message Referential Integrity Error No corresponding record found when adding commodity supplier prices Refreshing Listboxes and List Views Use the Requery Key F9 to refresh a listbox or data list view if you do not see immediate
51. e Enter a code and usually enter the attribute of the ledger type to which the transaction refers and a description for the new transaction type If no attribute is entered the transaction status can be entered against any transaction type Note If you link a previous transaction of Type Sales Invoice or Purchase Invoice and then apply a Transaction Status of Type Paid to this transaction the predecessor transaction will have its Transaction Status set to Paid as well Cost Centre Select a Cost Centre from the listbox The default Cost Centre is shown Add any Cost Centres not present in the list using the Cost Centres Departments option described in chapter three above Organisation Select an Organisation from the listbox Only organisations with the appropriate organisation role for the ledger type are listed When an organisation is selected any current address of type MAIN is displayed in the Address list and a current contact is displayed in the Contact list Reselect from the listboxes if the address or contact is not correct for the transaction Note The address and contact entry are used to address any invoices or orders which may be printed from the data in this transaction Add new organisations using the Organisations option described in chapter four above or by double clicking in the Organisation listbox Note Clicking on the boutton or double clicking in the Organisation listbox displays the Create Amen
52. e or double click on the Tran Transaction Number field of a transaction in the list you will move the transaction detail view This view shows the complete details of the transaction header record and its associated transaction lines or shows a blank record ready to receive new details 6 2 1 Transaction Header Record Fields TEE TOO Eile Edit View Insert Format Records Tools Window Help The transaction header fields and other user EET EG interface objects visible on the detail screen are EE invoice pint geestes n audit Find ed oe gt as follows j area a EES Help displays a short help message on Fad x how to use the screen a b This action button creates an empty record to receive a new transaction WA This action button deletes the current 5 a em 1 transaction gies ROME Eie Bee x 4 Delivery charge Cost of sales a 2350 000 Warning Deleted transactions cannot be S Sinoot Conpaertadnaean ene senese 0 oo om recovered Invoice Order Report Remittance Refund Credit this button displays a label Se appropriate to its context or n a if inappropriate and generates an appropriate output for printing in print preview mode To print the output select menu options File gt Print Find displays a standard Find popup dialogue for locating a different transaction record This dialogue is described under Searching for a Specifi
53. ed into the correct ledger and that they are given the appropriate status Description Price Date of manufacture Sales Accounts Summary Select the Sales Accounts Summary radio button This report shows those sales transactions falling within the parameters selected One line is shown per transaction this individual transaction lines are not shown For each organisation charges against and payments received against their account are shown with subtotals and total Note the report is based on transactions of Type Sales Payment or Sales Invoice and transaction Status Paid or Invoiced Other transaction types and statusses are ignored Sales Accounts Detail Select the Sales Accounts Detail radio button This report shows those sales transactions falling within the parameters selected Individual transaction lines are shown For each organisation charges against and payments received against their account are shown with subtotals and total Note the report is based on transactions of Type Sales Payment or Sales Invoice and transaction Status Paid or Invoiced Other transaction types and statusses are ignored Balance Sheet Summary Report Select the Balance Sheet radio button This report shows a Balance Sheet statement Batch Labels Select the Commodity Labels radio button This report prints a set of labels for Commodity Batches for all batches having stock The number of labels printed per Commodity Batch
54. een currencies and a base currency and VAT rates applicable to independent nations Any individual company or institution with which you trade A means of classifying Organisations e g into Customers and Suppliers and Contacts e g into Sales Managers or Directors Certain roles for Organisations determine the behaviour in the system E g only Organisations with the Supplier role may be entered into Purchase transaction types A postal address of an organisation Addresses also have address types e g main address A electronic address of an organisation Telecom addresses also have telecom types e g telephone A person or title within an organisation Can be linked to a telecom address Any defined type of item which you buy sell or use A sales pricing structure for a Commodity The structure requires a defined base currency a working currency a quantity band and a VAT rate A purchase pricing structure for a Commodity for a named Supplier The structure requires a defined base currency a working currency a quantity band and a VAT rate A grouping of items of a given commodity linked by a common batch identifier You may join several instances of the Commodity in one Batch or a single instance using for example a Serial Number A list of transactions in a given category Main functional ledgers include Purchase Sales Nominal Departmental and Event An entry in a ledger relating an Organisation to a Commodity
55. er Software 27 ACCOSYS c K A Spencer Software 6 TRANSACTIONS In ACCOSYS a Transaction record represents an event involving you or your company with your customers or suppliers and usually involving your commodities and sums of money Each Transaction consists of a Header and can include any number of Transaction Lines each of which contains the details of one part of the transaction A transaction is entered as a specified Transaction Type in an associated Ledger then given a a Cost Centre and an Organisation in an implied Organisation Role e g as a customer Each Transaction is awarded a unique Transaction Number and Transaction Reference which cannot be changed and a Document Reference which might be a supplier s invoice number or your cheque number Note Transactions are company specific Therefore if the current company is changed no previous transactions will be visible However the previous transactions of the old company are still present and will reappear if the old company is made current again There are two kinds of display for transactions Data List View on which the screen first opens and Detail View which is the means whereby new transactions are entered and existing ones changed There are several action buttons on the upper region of the transactions screen Help displays a brief help message gt Changes the display to detail view and creates a blank transaction record Detail displays
56. ever it may be appropriate to mention some points about the way data should be entered if consistent and representative reports are to be obtained Transaction Types Credits and Refunds Transaction Types Credit and Refund must be entered as negative amounts either by prefixing with a minus symbol or by enclosure of the sum in round brackets Alternatively an individual item can be refunded on any invoice by entering a negative quantity into the transaction line This method has the advantage of correcting the turnover in the affected commodity as well Advance Payments Use the Commodity Advance Payment for such payments The most effective way of recording an advance payment is create the Order and a linked Auto main Invoice transaction for the full amount create an initial Invoice for the advance payment linked to the main invoice Add a line for the Advance Payment set the quantities to zero for all other lines when the Advance Payment comes in link it to the above invoice for the advance payment create a main invoice transaction for the goods and set the quantities and prices as they should be but add a line for the advance payment making the advance payment negative when the main payment comes in link it with the main invoice above This method will ensure that the sales or purchase values of each line will be accounted properly whilst acknowledging the advance payment in your documentat
57. historical VAT rate record Warning Do not change a VAT rate once it has been used If a new VAT rate comes into existence create it as a new record Depn Select a Depreciation for Asset departments only from the listbox Note Any depreciation rate set for a commodity will take precedence over the rate for the asset department in the Balance Sheet Add any new depreciation rates not present in the list using the Codes option described in chapter three above Enter depreciation rates into the domain DPR_CODE and put the rate into the Code field Enter an AttCode as Rn where n is the list order 0 9 Enter a suitable description for the new depreciation rate Note Most depreciation rates must be as agreed by taxation authorities PL Tick this box if you wish this department to be reported individually in your Profit and Loss report If unticked this department will be aggregated with other unticked departments in the Profit and Loss report Curr This column shows the selected currency If this department has activity in any other currency it may be selected from the list Turnover This column shows the calculated turnover in the department between the dates and the currency selected ACCOSYS Accounts User Manual K A Spencer Software 16 ACCOSYS c K A Spencer Software 4 ORGANISATIONS To enter amend and view Organisations click on the button labelled Organisations on the Main Options screen An Organisat
58. ill be sorted on the Commodity Code or its Name Note The parameter does NOT operate on the detail screen It acts only on the list All records will be shown on the detail screen when accessed via the Detail button There are also a full set of alphabetically labelled action buttons for rapid navigation to the first commodity with a code or name beginning with the letter shown as well as right and left arrow buttons to move through adjacent records 5 1 Commodity List View List View shows each commodity record on a one per row basis Records cannot be edited in the list view but they can be sorted and navigated to find any record of interest The list view record is a summary of the data contained in the commodity record made up in the following way Commodity Name made up of the name of each commodity shown ACCOSYS Accounts User Manual K A Spencer Software 22 ACCOSYS c KA Spencer Software Description made up of the description of each commodity shown Commodity Code displayed as it exists for each record shown Double click on the Commodity Name field to view and edit that Commodity record Note data cannot be edited in List view Parameters The Sort on listbox allows the list to be displayed sorted by Commodity Code or by Commodity Name Navigation You can use the two buttons labelled with the black arrows next and previous record to move through the records one at a time Use the alphabetically label
59. imposed with no need to type the forward strokes A commodity can have as many Supplier Price records as you wish However a logical structure of having only one Supplier Price record of a given supplier in a given currency current at one time is enforced Current records have no Date To entered Note Supplier Prices are used in purchase transactions The latest price in the transaction currency will be used as the default price for this commodity in a purchase transaction line 6 2 3 Commodity Selling Prices Enter the Selling Prices only on completion of the main commodity record fields To create a new Selling price set click on the Selling Prices tab To add a new price click on the final line marked by an asterisk or click the right mouse button in the left hand margin of the Selling Prices subform and select New record The fields are In This is entered automatically it is the base currency of the default exchange rate set If it does not appear tap the requery key F9 from a field of the main form At Enter the selling price in the base currency Type this in as nn nn The formatting is imposed n with no need to type the decimal point character Min Enter the minimum quantity that may be sold at this price Max Enter the maximum quantity that may be sold at this price leave the top band blank Curr Select the working currency for the selling price to be entered Note The working cu
60. inted when the transaction is complete Transaction types capable of producing documentation are Purchase Order produces a Purchase Order to send to your Supplier Purchase Payment produces an Purchase Remittance to accompany your payment Sales Order produces a copy Sales Order for your customer Sales Invoice produces a Sales Invoice for your customer Sales Payment produces a Sales Receipt for your customer Sales Despatch produces a Sales Despatch to accompany the goods Sales Refund Credit produces a Sales Credit Note or Refund ACCOSYS Accounts User Manual K A Spencer Software 36 ACCOSYS c K A Spencer Software If a document is available for the transacttion the button to the left of the Delete button will be enabled and carry a label appropriate to the document available If no document is available the button will be greyed out disabled and labelled n a The document can be printed directly to your default Windows printer or displayed in Print Preview mode to allow you to inspect it To print a copy select the output option Print To view it on your screen select the Preview option The document can then be printed to any Windows printer by selecting the menu options File gt Print Close the document by clicking on the Close icon the X in the upper right corner of the screen 6 7 Data Entry Techniques ACCOSYS Accounts can cope with many types of business transaction How
61. ion Transaction Status Purchase and Sales Payment transactions will only be accounted when they have a certain Transaction Status Invoices of Transaction Status other than Cancelled and Paid are accounted as unpaid i e owing in calculating Supplier and Customer Balances Invoices and Payments of Status Paid are accounted as turnover Predecessor Linked Transactions The first linked predecessor Purchase and Sales Invoice is given a Transaction Status Paid if the associated successor Sales or Purchase Payment transaction has a Transaction Status Paid If the Sales or Purchase Payment covers more than one Invoice only the transaction actually linked will be given the status automatically any others must be set to Paid by manually editing the record Continued over ACCOSYS Accounts User Manual K A Spencer Software 37 ACCOSYS c K A Spencer Software 6 8 Searching the Transaction List Form You can use the Transaction List form to show transactions with any or all of the following selections Ledger Type e g Sales or Purchase Transaction Type e g Sales or Purchase Invoice select the Ledger Type first Organisation Commodity Batch Number including wildcards Batch Reference including wildcards Transaction Status e g Paid Simply select an appropriate combination of parameters from the list boxes You can also put the cursor into a column on the list and tap Ctrl F to enter a sea
62. ion Number Date In Transaction Type Organisation Amount VAT Comment To search for a desired transaction click once with the right mouse button in the heading of the field column which you wish to search Select the menu option Find from the menu which pops up Further fields can be searched from the Transaction Detail form In the Find what edit box type a part of text to identify the transaction you wish to find This must relate to the field selected in order to be effective Select an appropriate choice from the Search and Match listboxes ACCOSYS Accounts User Manual K A Spencer Software 29 ACCOSYS c K A Spencer Software In general do NOT select All fields Click on the Find first or the Find next button You may move the find dialogue to another part of the screen if it is covering important information Note as the Transaction Type and Organisation are coded fields enter only the first 5 characters and an asterisk into the Find What edit box Creating a New Transaction Record Click once on the p button to enter a new transaction record Alternatively if the new transaction is to be a successor to the current transaction simply click on the button labelled Auto see section 6 5 below To cancel any entry which you do not wish to complete tap Esc before moving to another record or closing the screen 6 2 Transaction Detail View If you click on the button Brows
63. ion in ACCOSYS is any identifiable entity with which you do business You can have as many organisations as you wish Organisations are distinguished by Organisation Roles and may also have a list of Postal Addresses Contacts and Telecom Addresses There are two kinds of display for organisations List View on which the screen first opens and Detail View which is the means whereby organisations are created and amended There are several action buttons on the upper region of the organisations screen Help displays a brief help message b changes the display to detail view and creates a new blank organisation record Detail displays a screen showing the details of an organisation record Print will send a summary list of your organisations either to your printer or as a print preview according to which radio button is selected Note When the organisations list is printed in this way all organisations are listed regardless of the selection criteria parameters shown on the screen There are also four parameter listboxes on the upper region of the organisations screen Sort On determines the sort order for the list Code or Name Role permits the displayed records to be selected by their Organisation Role Address shows the selected address type and those without such an address Telecom shows the selected telecom type and those without such a telecom To remove a parameter highlight the content
64. is on your network change the drive to your network mapped logical drive in both edit boxes This is usually J Warning If you enter a filename which already exists the file will be overwritten and the previous file will be lost Therefore rename the existing file or enter an alternative name before running the backup When you are ready to do the backup click once on the button labelled Run on the ACCOSYS ACCOUNTS Backup Database popup dialogue ACCOSYS Accounts User Manual K A Spencer Software 43 ACCOSYS c K A Spencer Software 8 2 Compacting Compaction of a Microsoft Access database file removes redundant objects e g deleted data and makes all data objects contiguous in the file This procedure reduces the file size to a minimum frees disc space and can enhance performance CMACCOSYSKBACKUPMAD250211 CMP Click once on the button labelled Compact on the Maintenance Module screen The ACCOSYS ACCOUNTS Compact Database popup dialogue will be displayed Compact From Check the entry in the Compact From edit box In the standard setup the main program database file is in J or C ACCOSYS ACCO_APP MDB and the main data database file is in J or C ACCOSYS ACCO_DAT MDB Both files will require compaction but especially the ACCO_DAT MDB file Edit the entry so that the name of the file to be compacted is shown Compact To Check the entry in the Compact To edit box The standard lo
65. ives you the option of updating or creating a new Purchase Price record for the Commodity Stock Warnings if the user option STCKCHCK is set to Yes and if the Commodity is a Stock Item and if the Transaction type is Sales Order you will be warned I f there is insufficient stock of the Commodity to meet the Order Stock Update if the user option STCKCHCK is set to Yes and if the Commodity is a Stock Item and if the Sales or Purchase Transaction Type is of the type set by data constant SalUpdStck or PurUpdStck the Commodity Stock will be updated Batch Update if the user option STCKCHCK is set to Yes and if the Commodity is a Stock Item and if the Sales or Purchase Transaction Type is of the type set by data constant SalUpdStck or PurUpdStck transaction line batches can be created as described below 6 4 Commodity and Transaction Line Batches 7 pare Ed Help Close A Commodity Batch groups one or more items of a Commodity using a Batch Code e g A specific 005450 Sales invoice SINV 5450 5 05 2010 1 3 1 00 model of a television has a Serial or Batch number Transaction Line Batches link those Transactions EL involving the Commodity Batch j e g a Purchase amp eles a ET See n ae Ee ae 2Gb il YL3M127744 0000815 o 12 05 2010 Fujitsu E sprimo2550 uT wr C2D Sales Invoices and Payments 3 YLaM127737 0000314 Ol 12 05 2010
66. le example is the list of i J EA Secun ueue titles for contact persons recorded in the organisations database Accosys Accounts Win FulVEML such as Mr Ms Mrs et cetera In ACCOSYS most of the contents of _ Adapter 15pHDplug to Sp plug I such comboboxes are user defined in the Miscellaneous Codes Adapter 2xPhonoSkt 3 5mmStac Cations screen Adapter PCMCIA DEBEOCT t P secre Adapter PhonoSkt PhonoSkt cha jq If there are more records than can be shown in its length a there will FI 20 nn nm Nf be a vertical scroll bar down the right side The scroll button indicates how far down the list the current record is and can be moved with the left mouse button There are also up and down arrows provided for coarse and fine navigation through the list To use a combobox either begin typing the option you require and Windows will fill in the option from the list best matching what you type as you go or click once on the down arrow on the right of the listbox and scroll to the item required SIT Tabbed Subforms BE TT Some forms contain a Telecomms Contacts Organisation roles series of subforms accessed by clicking on abs that i mimic the tabs on some card filing systems An example is the organisation detail form in which the telecommunications addresses contacts and roles appear beneath tabs Click on the tab to display the data or tap Alt X where X is the underli
67. led buttons to move to the record of the first commodity whose code or name begins with the letter on the button selected shown as well as right and left arrow buttons to move through adjacent records Use the up and down arrow cursor keys to move one row at a time through the records Use the PgUp and PgDn keys to move through a screen length set of records Searching for a Specific Commodity Searchable fields are Commodity Code Commodity Name Description To search for a commodity put the cursor into the field which you wish to search Tap Ctrl F to display the Find Dialogue In the Find what edit box type a part of text to identify the commodity you wish to find This must relate to the field selected in order to be effective Select appropriate choices from the Search and Match listboxes In general do NOT select All fields Click on the Find first or the Find next button You may move the find dialogue to another part of the screen if it is covering important information Creating a New Commodity Record Click once on the button labelled New to create a new commodity If you do this from the Detail screen you must complete the required details of the current commodity first To cancel any entry which you do not wish to complete tap Esc before moving to another record or closing the screen 5 2 Commodity Detail View Click on the button labelled Detail or double click on the Code field of a commodi
68. ly changes to the data which you know you have made and have saved Note if you make changes to data in ACCOSYS and move to the next record or if you then close the screen such changes will normally be saved automatically If you wish to undo any changes before you save them tap Esc and the original values will be restored Once saved however changes cannot be restored in this way you will have to retype the original values in if you wish to undo saved changes 1 5 The ACCOSYs Main Options Screen fx AccoSys Accounts MDE v7 01022011 MS ys Main Option rar i File Edit View Insert Format Records Tools Window Help Once ACCOSYS is started the Main Startup screen Main Options is displayed From this screen all functions and user data can be accessed The main options are Transactions Click on this button to deal with Transaction data either to view it amend existing transaction data or to create new records EET ER Managing transaction records in ACCOSYS is described in chapter six Codes Leave and Close Down AccoSys Accounts Click on this button to maintain your user defined codes and reference values Codes are used to record the attributes of your data items such as organisations Until a code for a specific attribute has been defined such as an address type no item can be given an attribute of that type New codes can be added at any time Reference values store currency conve
69. n type is as set in the Data Constant PurUpdStck the button labelled Add will be enabled and new Commodity Batches can be created if necessary The Commodity Batch fields are Batch Code The Batch Code for the Commodity Batch It is created during the purchase transaction type set in the Data Constant PurUpdStck and could be the serial number of the item or any other value To have the number generated sequentially and automatically set the Options Code BATCODAUT to Yes See section 2 3 above for more information on setting user options and constants Reference A Reference for the Commodity Batch It is created during the purchase transaction type set in the Data Constant PurUpdStck This could be the serial number of the item or it can be any other value To have the number generated sequentially and automatically set the Options Code BATREFAUT to Yes See section 2 3 above for more information on setting user options and constants Man Date The date of manufacture or other date from which the life of the commodity is measured It is created during the purchase transaction type set in the Data Constant PurUpdStck and is used with the shelf life of the commodity to generate an expiry date for the batch Exp Date The expiry date of the batch It is created during the purchase transaction type set in the Data Constant PurUpdStck using date of manufacture and the shelf life Stock The current Batch st
70. ned letter on the tab Data List View ACCOSYS uses a Data List View to display one record per line to help you to navigate through a large number of records A good example is the Organisations List which is in data list format In general ACCOSYS does not permit you to edit data in this format except for Miscellaneous Codes and User Options To edit a record from a data list double click on the record s leftmost field usually the code in the data view or click once on the Detail button Data Forms The Form is the principal object in user interface design for the entry of user data It contains numerous Windows objects such as edit boxes comboboxes radio buttons and others so that you may either type data in or make selections from previously defined data ACCOSYs Accounts User Manual K A Spencer Software 5 ACCOSYS c K A Spencer Software 1 4 Navigating in ACCOSYS You navigate in ACCOSYS using standard Microsoft Windows methods and techniques The main methods and keys to be used are listed below Moving through Text Use the Left and Right arrow cursor keys to move through text you are typing one character at a time Use the Home and End keys to move to the beginning or end of the current line Selecting Text Position the cursor at the start of the desired selection click and hold the mouse left button and drag the mouse cursor to the end of the desired selection To select a single word double click the
71. ns screen and then on the Options button Each user option has a Code and a Description to explain its effect and significance The Value of the option can be set to Yes or No by double clicking on the Value field Options with the Value Yes will cause the option to be enabled i e active Options with values set to No are disabled i e inactive The principal User Options in ACCOSYS are code Option Description Cale Set BATCODAUT to Yes to generate a Commodity Batch code as a sequenced number whenever a new batch is created Otherwise you must enter a batch code manually Set BATCOMSGL to Yes if each Commodity Batch should contain one item only of each commodity e g you sell radios and wish to track each through purchase and sale using its serial number If your products are tracked in true batches of more than a single item e g you sell chocolate bars batched into consignments of 500 set this option to No Set BATDELDES to Yes to set Batches only in Purchase Deliveries and Sales Despatches ACCOSYS Accounts User Manual K A Spencer Software 11 ACCOSYS c K A Spencer Software Set BATREFAUT to Yes if you wish ACCOSYS to generate a Commodity Batch reference as a seguenced number whenever a new batch is created Otherwise you must enter a batch reference manually Set BATSALVAT to Yes to include VAT in the Batch Sales report Set COPTRANEW to Yes to copy the most recent re
72. number It is generated by the system and cannot be changed Line numbers may not be re used if a previous line is deleted Commodity Select a Commodity from the listbox Add any commodities not present in the list using the Commodities option described in chapter five above or by double clicking in the Commodities listbox Note Double clicking in the Commodity listbox displays the Create Amend Select Commodity Popup dialogue which allows details of the commodity including the Supplier and Selling Price list to be updated or a new Commodity to be created Commodity Popup Tap the button labelled New create a new commodity Tap the button labelled Select if you wish to transfer the Commodity shown into the transaction Tap the button labelled Close if you do not wish to select the commodity When a commodity is selected dependent upon the ledger type the default department may be filled in Department Select a Department for the transaction line by pulling down the listbox The default department may have been filled in on selection of the Commodity but the default department may not be appropriate for the ledger type Add any Departments not present in the list using the Departments option described in chapter three above Quantity Enter the Quantity as required If you wish to have no price in the line enter zero 0 After entry of the quantity ACCOSYS may be able to infer the price and VAT details
73. ock level automatically updated during transaction types set in the Data Constants PurUpdStck and SalUpdStck If it becomes inaccurate it may be edited Note Commodity Batches may be edited after creation for those transaction types determined by the settings of the User Options and Data Constants but do so with care To Create a New Commodity Batch either click on the button labellled Add in the Commodity Batch subform title or click the mouse once in the Batch Code field of an empty commodity batch record This action depends on the setting of the data constant PurUpdStck If an appropriate batch already exists select it with the mouse and then put the cursor into the Transaction Line Batch subform ready to create a Transaction Line Batch as described below 6 4 3 Transaction Batch subform The transaction batch subform contains the current transaction line details as they relate to the current transaction batch Only one transaction line batch can be created for any given transaction line and commodity batch The Transaction Line Batch fields are Ref A free text reference to the Transaction Line Batch Qua The Quantity of the commodity batch involved in the transaction ACCOSYS Accounts User Manual K A Spencer Software 35 ACCOSYS c KA Spencer Software To create a Transaction Line Batch select the Commodity Batch to which you wish to relate the Transaction Line and then place the cursor into the
74. ocus moving to the Transaction Lines sub form by not tapping Return Then in the Predecessor group of the transaction detail screen Select This Org to limit the transactions listed for linking to those of the current organisation only or All Orgs to show the transactions of all organisations Select a Transaction Type from the predecessor list according to the transaction type to be linked e g to link a previous sales order to a newly created sales invoice select Sales Order or alternatively Select the Transaction Reference of the transaction to be linked from the Reference list Ttransaction lines of the new transaction will be added from the predecessor transaction Warning Check carefully that the departments and other data are appropriate for the new transaction For example linking a purchase order to a sales order will transfer purchase departments to the new transaction these must be changed to sales departments VAT rates may also require changing in such circumstances Warning Only one predecessor transaction should be linked Data from any additional related previous transactions must be entered manually Warning If linked transactions are re linked previous stock and batch movements associated with the original link are not cancelled you are advised to check the stock and batch movements and adjust them manually Note Where the new transaction is a payment type its status will be copied to the predecessor t
75. of the listbox and tap the Del key and Return The records will be redisplayed with no parameter Note The Parameters do NOT operate on the detail screen They act only on the list All records will be shown on the detail screen when accessed via the Detail button There are also a full set of alphabetically labelled action buttons for rapid navigation to the first organisation with a code or name beginning with the letter shown as well as right and left arrow buttons to move through adjacent records 4 1 Organisation List View List View shows each organisation record on a one per row basis Records cannot be edited in this view but they can be sorted selected by role and navigated to find any record of interest The list view record is a summary of the data contained in the organisation record made up in the following way Organisation Name the name of each organisation shown Address Line 1 of the current address record of the organisation i e the address record of the currently selected type with no Date To Town City the Town City in the current selected address type Telecom the value of the current telecom record the type is indicated by the initial letter T telephone F facsimile E email W website etc Double click on the Organisation Name field to view and edit that organisation record only Note data cannot be edited in the List view ACCOSYS Accounts User Manual K A Spencer Software 17 A
76. ols Window Help Help Miscellaneous and Reference Codes ACCOSYS is designed to hold your information flexibly to reduce the amount of typing you must do in entering the data and to ensure minimal user meee dd error and data inconsistency due to typing errors et cetera This is the purpose of the User Defined Codes which define the behaviour of ACCOSYS Ts and set the contents of the listboxes from which OWE MAIN you select data items PAYMENT In general you should not delete any of the codes already defined You may alter their descriptions if you must And you may add codes to many of the domains as appropriate _ Move to the previous record if one exists 2 1 1 Domains of Codes The upper part of this screen contains details of the Domains or types of code groupings Many of the code domains directly relate to the listboxes which they feed For example the domain Address Types feeds the Address Type listboxes used in various parts of ACCOSYS In general you do not need to make any amendments to data in the upper part of the screen Move through the various code domains using the next and previous record buttons marked with the black left and right arrows Warning Do not delete any domains of codes provided in ACCOSYS If you do you may lose details of items where the details are recorded against the code values of the domains 2 1 2 Values of Codes Each domain is associ
77. on creates this Window using the ACCONNCT VBS script which is issued on the Distribution Disc To create the ACCOSYS Group Window if not present study your ACCOSYS Installation and Release Note which contains the required instructions The AccoSys Desktop Window contains icons as follows depending on the View selected ACCOSYS ACCOUNTS cote aa ee ACCOSYS N AccoSys c KASS This is the main program icon It allows you to open ACCOSYS O ere ACCOUNTS for use i Date modified Type Size Double click on the Icon to Fz logon to ACCOSYS via a a a a a ars R R AccoSys AccoSys AccoSys Bug AccoSys AccoSys AccoSys AccoSys AccoSys Microsoft Access login Accounts c Advice Note Notes Chang Enhancem Maintenance Manual Updates KASS dialogue i ad 188 KB MM Computer Maintain ACCOSYS This icon allows you to maintain the ACCOSYs ACCOUNTS You can make a backup copy of the main application and data database files of ACCOSYS and you can also compact the files so as to make optimum use of the space on your hard disc and to help ACCOSYS run at the highest speed achievable on your system AccoSys Manual This icon gives access to the online ACCOSYS Manual in Microsoft rich text format Use Wordpad to read and print this manual If Wordpad presents a conversion option list select rich text format ACCOSYS Enhancements This icon gives access to a file containing any details of any changes made to the s
78. or Password error Note you will be warned if another user has already logged in using your username Note if you did not log off properly at the last use your login may persist and your Manager User will have to cancel your previous login for you ACCOSYS has three users set up Manager initial password Manager1 can change codes and data Operator1 initial password Operator1 can change most data but not codes Viewer initial password Viewer1 can see most data but not change it The passwords for these users can be changed and should be as soon as the system is operational from the Password button option on the ACCOSYS Maintenance screen The Manager1 user can also delete most data if entry errors have been made by operators and can also disconnect users where a login has persisted after a power failure or system crash None of these users is able to make any changes to the design code or infrastructure of ACCOSYS This is for support licensing security data integrity and copyright reasons Once ACCOSYS has started you will be presented with the ACCOSYS Startup and Main Options screen from which all user options are accessible 1 2 3 Stopping Logging Off Each ACCOSYS main screen has a Close button Clicking on these eventually returns you to the ACCOSYS Startup screen This screen has a button labelled Finish which will display a dialogue which will close the ACCOSYS application down and Microsoft Access
79. owser or your Email client software to allow you to see a website or send an amail Date From Date To Type these in as dd mm yyyy Enter Date To only when the telecomm address ceases to be current The formatting is imposed with no need to type the forward strokes Note A free text area for any comment or note about the telecommunication address Organisations can have unlimited telecommunication records in the system However the logical structure of having only one telecommunication address of a given telecomm address type current at one time is enforced Current telecomm addresses have no Date To entered For example if an organisation has two MOBILE telecommunication addresses then a new telecommunication address type e g MOBILE2 must be created 4 2 4 Organisation Contact Records Tapping AIt C will move you to the first record on the Contacts tab Enter the organisation contact records only on completion of the main organisation record fields listed above Click on the final record marked by an asterisk in the Organisation Contact sub form to create a new contact record Title Select a Title type from the listbox Add any title types into the domain TITLE using the Codes option described in chapter three above Surname Type in free text format using at least an initial UPPER case letter Forenames Type in free text format using at least an initial UPPER case letters Initials The standar
80. ransaction meaning that it can be automatically set to Paid status if desired Manually re entered lines are adjusted by cancellation of the previous stock or batch movements Mannually linking transaction lines causes values of Commodity Stock and Commodity Batched Stock levels to be adjusted according to the settings of User Options and Data Constants Furthermore any relevant Transaction Batches will be copied for the new linked transaction lines and Commodity Batches adjusted accordingly ACCOSYS Accounts User Manual K A Spencer Software 32 ACCOSYS c K A Spencer Software 6 3 Transaction Lines Ellie bad ET ras Tentine Corned eT ines 02016 i Each transaction may have Tep sm Daas Quen Anot VAT T Ta T cm x gt U Ly Sales systems 1 422 00 Micro Towe any number of transaction Sales software 825 00 T Office 2k F Advance payment sales Sales advance pay 350 00 l Less advan lines These contain the Delivery charge Cost of sales 23 50 00 23 details of each commodity Support Computer hardware an Income services 0 00 I 00 Please note 0 00 department and monetary amounts involved in the transaction After entry of the Notes field of the Transaction Header record tap Return and the focus will move to the Transaction Lines sub form 6 3 1 Transaction Line Fields Enter each transaction line as follows Line This is the transaction line
81. rch string to find a set of records Transaction field values that cannot be searched in the List Form e g Document Reference can be searhed in the Detail Form 6 9 Searching the Transaction Detail Form Many fields of the Transaction Detail form can be used to locate transactions of interest These include Transaction ID Transaction Reference Document Reference Date In Our i e your Contact Name Organisation Address i e your customer or supplier Contact i e your customer or supplier contact name Date Processed Notes Those fields that are not searchable on the Transaction Detail form e g Organisation Name Commodity etc can be searched from the Transaction List form To search a field place the cursor in the field i e click there once and tap Ctrl F Enter a suitable search string into the Find What edit box To find a partial string e g postcode in the Address field place an asterisk at the beginning and end of the search string Navigate through successive records using the Find Next button on the Find and Replace dialogue Continued over ACCOSYS Accounts User Manual K A Spencer Software 38 ACCOSYS c K A Spencer Software 7 REPORTS AcCCOSYS Accounts contains a number of reports showing information organised for printing Some reports are available from the appropriate main screen and may produce output relating to the single current record only Others are available from the
82. reate purchase and selling prices and Batches to view Commodity Batches 5 2 2 Commodity Supplier Prices Enter the Supplier Prices only on completion of the main commodity record fields listed above To create a new Supplier price set click on the New button in the Supplier Prices tab and select the new supplier from the list Organisations with the role Supplier appear in the list Add any suppliers not present in the list using the Organisations option described in chapter three above Optionally enter a lead time and select a time unit from the listbox Add new lead Time Units into the domain UNIT with a parent of Time using the Codes option described in chapter three above Note To function properly in shelf life and other calculations in ACCOSYS Accounts all time unit codes must be in the list under DatePart in Microsoft Access Help The price details for the commodity are on the Supplier Prices subform To add a new price click on the final line marked by an asterisk or click the right mouse button in the left hand margin of the Supplier Prices subform and select New record The fields are In This is entered automatically it is the base currency of the default exchange rate set If it does not appear tap the requery key F9 from a field of the main form At Enter the purchase price in the base currency Type this in as nn nn The formatting is wow imposed with no need to t
83. red and tapping Ctrl C The clipboard contents can then be transferred to a spreadsheet by selecting a suitable area of the spreadsheet and tapping Ctrl V ACCOSYS Accounts User Manual K A Spencer Software 44 9 GLOSSARY ACCOSYS c KA Spencer Software The glossary may help you to understand better some of the terms used in ACCOSYS Accounts The terms are not listed in alphabetical order but rather by context The terms are grouped into the main data category areas of the system Codes and Reference Data Organisations Commodities and Transactions Code Miscellaneous Code User defined item for selection in a listbox E g Address Type MAIN Domain Parent Geographical Areas Reference Data Organisation Role Address Telecom address Contact Commodity Selling Price Supplier Price Commodity Batch Ledger Transaction Transaction ID Transaction Reference Transaction Types ACCOSYS Accounts A means of grouping codes together E g and FF are all grouped into the Currency domain A means of relating Codes to other domains E g Each currency belongs to the Currency domain but individually also relates to its parent country in a Currency Zone A linked structure containing countries and their counties and the counties containing their towns and cities User defined data values for complex externally variable items These include Exchange Rate Sets which determine relationships betw
84. rent again 4 3 1 Important points about creating Organisations Warning An organisation must have a current organisation role address and contact if its details are to appear on an address label and on the Invoice Order Payment etc transaction reports available by context on the Transaction Detail screen Note Organisations require appropriate roles before they will appear in the pull down lists on Sales Customer role required and Purchase Supplier role required ledger transactions We advise that every organisation has a Supplier or Customer role in addition to any other roles that you may create ACCOSYS Accounts User Manual K A Spencer Software 21 ACCOSYS c K A Spencer Software 5 COMMODITIES To enter amend and view Commodities click on the button labelled Commodities on the Main Options screen A Commodity in ACCOSYS is any identifiable entity which you buy or sell pay for including NI contributions and taxation or need to run your business You can have as many commodities as you wish Commodities may also have a list of Supplier Prices and Selling Prices If you choose ACCOSYS can also perform stock control functions by registering stock changes at a selected stage of the purchase and sales transaction sequences Warnings can be issued if a current order cannot be serviced or when stock is depleted ACCOSYS also has facilities for managing Commodity Batches These enable individual or groups of
85. rl Return The above fields comprise the Transaction Header record It must be complete before entry of any transaction lines Manual Transaction Line entry is described in section 6 3 below Transaction lines can be entered directly after the Notes field has been completed by tapping Return to move into the Transaction Lines subform Alternatively they may be entered by linking the new transaction with an existing transaction and allowing ACCOSYS to copy in the lines from the linked transaction as described immediately below 6 2 2 Manual Transaction Linking ACCOSYS permits transactions to be Automatically or Manually linked For example you may have received an order from a customer and previously recorded it Leter on you can easily link a Sales Invoice to that order and reduce work by automatically transferring details from the order to the newly created invoice Use Manual transaction linking where the sequence of transactions does not match the setup of the Automatic Successor Transaction constants shown in section 2 4 above If appropriate you may carefully consider the automatic sequence supplied by default and change the order Automatic Transaction Linking is quisker and easier and is described in section 6 5 below Warning perform Manual Transaction linking only when the transaction line list is empty To link a previous transaction as a predecessor of the current one enter the Comment field as usual but prevent the f
86. rrency of the first prices entered should be the base currency Sell At The calculated selling price excluding VAT for the commodity quantity band in the working currency selected VAT Rate Select a VAT Rate from the list box Note You MUST have a MAIN address with a Country for a VAT rate to be selected as the VAT rates are selected from those of the country of your address Add new VAT rates into the domain VAT RATES and put the rate into the Value field using the Reference Values option described in chapter two above Select a Parent Country from the list box Enter a Date From and a description Price The VAT inclusive price will be calculated from the Sell At price with the VAT rate for the commodity Alternatively type it in as nn nn after selecting a VAT rate and the Sell At Price will be calculated The formatting is imposed with no need to type the decimal point character Date From Date To Type these in as dd mm yyyy Enter Date To only when the address ceases to be current The formatting is imposed with no need to type the forward strokes A Commodity can have as many Selling Prices records as you wish However a logical structure of having only one Selling Price record in a given currency current at one time is enforced Current records have no Date To entered ACCOSYS Accounts User Manual K A Spencer Software 26 ACCOSYS c KA Spencer Software Note Selling Prices are used in sale
87. rsion rates in exchange rate sets and international VAT rates Warning take care when deleting or amending codes as records which have used those attributes will lose them Managing user defined codes and reference values is described in chapter two Cost Centres and Departments Click on this button to maintain your Cost Centres and Department records Cost Centres are the highest level of division of your accounts There is support for cost centre based selection of most reports and accounts in ACCOSYS Departments are your accounting headings and categories Managing user defined cost centres and departments is described in chapter three Organisations Click on this button to maintain your organisations records These are your customers clients and suppliers and other organisations with which you might deal such as the Inland Revenue or Contributions Agency Managing user defined organisations is described in chapter four ACCOSYS Accounts User Manual K A Spencer Software 7 ACCOSYS c KA Spencer Software Commodities Click on this button to maintain your Commodity records These are products and services which you buy sell and use in your business Managing user defined codes and reference values is described in chapter five Reports Click on this button to obtain reports in printed form Some reports use parameters to determine which data details are reported and to set conditions which records must meet to be cont
88. s transactions The latest price in the transaction currency will be used as the default price in a sales transaction line involving the commodity 6 2 4 Commodity and Transaction Line Batches To view the Commodity Batches click on the Batches tab after completing the main record details A Commodity Batch is a set of one or more items of a commodity sharing a Batch Code A Transaction Line Batch links the Commodity Batch involved in the transaction line The Commodity Batches tab shows all the Batches for the current commodity and the Transaction Batch records for the currently selected batch Navigating up and down through the Batches will show the transactions for each batch in turn The fields in each Commodity Batch record are Note A free text note about the Batch Code The Batch Code for the Commodity Batch This could be the serial number of the item or any other value Tto have the number generated sequentially and automatically set the Options Code BATCODAUT to Yes See section 2 3 above for more information on setting user options and constants Ref A Reference Code for the Commodity Batch entered during the purchase transaction type set in the Data Constant PurUpdStck This could be the serial number of the item or any other value Tto have the number generated sequentially and automatically set the Options Code BATREFAUT to Yes See section 2 3 above for more information on setting user options and constants
89. stem It will help if you think of ACCOSYs Accounts as comprising several sections Your Business Structure Cost Centres divisions of your business in which you may wish to study profit and loss to some extent separately Departments accounting headings to which financial activity may be summed Your trading partners Organisations Businesses Institutions and individuals with whom you trade buy sell or to whom you make payment as Suppliers Customers or in any other role Your Products Goods and Services Commodities any material product service commodity or financial obligation which you buy sell service or use ACCOSYS can manage and track commodity purchases and sales at batch or serial number level and monitor stock levels Your Business Dealings Transactions ledger based records of all of the sales quotations orders invoices payments despatches credits refunds purchases orders invoices payments deliveries credits refunds nominal departmental payments non financial events reports assets in conjunction with the Balance Sheet function activities of your business Your Reports ACCOSYS will readily produce reports that are necessary for business and financial reporting but which are also useful as a record of much of your business information Lists of your Supplier Customer and other Organisations Lists of your Commodities their supplier prices and batch labels Activity in Organisation and Commodity
90. ted selected using parameters and navigated to find any record of interest Continued over ACCOSYS Accounts User Manual K A Spencer Software 28 ACCOSYS c K A Spencer Software The list view record is a summary of the data contained in the Transaction Header record made up in the following way Transaction Number displayed as it exists for each record shown Date In made up of the date of each transaction shown Type made up of the Transaction Type of each transaction shown Organisation the Customer or Supplier organisation for the transaction Amount the net amount of all the transaction lines VAT the VAT amount of all the transaction lines Status the Transaction Status for the transaction Comment the Comment field of the transaction header Note data cannot be edited in Data List view If you double click on the Transaction Number field you can examine and edit that Transaction record Parameters The Sort listbox allows the list to be shown sorted by date or transaction number The Ledger Type listbox allows a ledger type to be selected so that only those transactions with the selected ledger type are shown in the list Any transaction without that ledger type will not be in the list The Transaction Type listbox allows a transaction type to be selected so that only those transactions with the selected transaction type are shown in the list Any transaction without that transaction type will not
91. the Codes option described in chapter three above Note Only one organisation yours may have the role User this is given to your own company entry in the organisations database Date From Date To Type these in as dd mm yyyy Enter Date To only when the role ceases to be current The formatting is imposed with no need to type the forward strokes Organisations can have unlimited role records in the system However a logical structure of having only one role of a given type current at one time is enforced Current roles have no Date To entered 4 3 Your Company as an Organisation The installation of ACCOSYS ACCOUNTS includes an organisation named Your Company Name Edit this Organisation record for your company amend the addresses and telecom records accordingly Return to the Cost Centre screen to create or assign your cost centres Be sure to enter your VAT registration and Bank details so that invoices can be completed If no VAT registration is entered your sales invoices will have no VAT chargeable Transactions and Cost Centres are linked to the organisation with the current role of User Thus if your company changes at any time e g if the VAT Registration status changes you can create another organisation record for your company using a different code In these circumstances previous transactions and cost centres will only become accessible if the User role record of the old organisation code is made cur
92. the Main Options screen The screen is divided into two regions The upper region contains Cost Centres whilst the lower region holds Departments Each region contains a set of action buttons The Help button provides a short comment on the use of each region of the screen The Find button explains how to locate a specific record by any of the fields shown on the regions of the screen The Next and Previous Arrowhead buttons enable navigation through each set of records Use the navigation buttons to create new Costs Centres or Departments and to navigate up and down the list Delete records by highlighting the selected item click once in the far left margin of the list and tapping the Del key 3 1 Cost Centres A Cost Centre is a divisional level of your business at which you may wish to report profits and losses Many reports in ACCOSYS allow the division of the data by cost centre You cannot enter any cost centres properly until you have set up your own company as an organisation with the organisation role of User Always setup a cost centre with your company name and set it as default in the Data Constants list Cost Centres are displayed only as a Data List view which shows each record on a one row per record basis The fields available are Code A unique code in UPPER CASE letters Name A name for the Cost Centre User Organisation The parent company of the Cost Centre selected from the pull down listbox Note
93. to the organisation involved in the transaction So for example if you buy from your supplier a model ZZ of a television set with serial number 1234 then the TV model is the commodity and 1234 could be the Commodity Batch The Transaction Line Batch then links your Purchase Transactions to the Commodity Batch Likewise when you sell that TV its Commodity Batch will be linked to the Sales Transactions via Transaction Line Batches Thus you can track that specific TV through your system User Manual K A Spencer Software 46 ACCOSYS c K A Spencer Software ACCOSYS ACCOUNTS This Document the ACCOSYS Name Design Structure and Implementation are Copyright K A Spencer Software 1986 2011 All rights are reserved under the Copyright Design and Patents Act 1988 Intellectual Property rights and ownership of this product and all associated components are hereby asserted Kenneth Spencer MSc K A Spencer Software By Post K A Spencer Software 8 Clock Tower View Atworth MELKSHAM Wiltshire SN12 8LJ United Kingdom Telephone 0843 289 9728 Facsimile 0870 706 2590 Mobile 07768 738235 Email accosys kaspencer com Website URL http www kaspencer com ACCOSYS Accounts User Manual K A Spencer Software 47
94. tructure function or design of the ACCOSYS application made in each release and possibly not described in this manual AccoSys Advice This icon gives access to a file containing some help and advice on using ACCOSYS and on general ACCOSYS and Microsoft Access issues ACCOSYS Bugs This icon gives access to a file containing any details of any known bugs or infelicities in the ACCOSYS application software ACCOSYS Changes This icon gives access to a file containing details of any changes to the ACCOSYS database structure It is for information only ACCOSYS Accounts User Manual K A Spencer Software 2 ACCOSYS c K A Spencer Software 1 2 2 Logging on and Starting ACCOSYS Warning As ACCOSYS is a secure database login requires a valid username and password When you double click on the ACCOSYS Logon ACCOUNTS icon ACCOSYS will start You will be presented with a Login Dialogue Starting ACCOSYS automatically links you with the Manager 1 Microsoft Access Workgroup file in C or J Password ACCOSYS ACCO_WKG MDW before running ACCOSYS When you close down ACCOSYS you rejoin your Access standard workgroup automatically Name Enter your Username into the Username edit box and tap Tab Enter your Password into the Password edit box and click on the OK button or tap Return Note if you tap Return at the Username edit box you will not have entered your password and will be given an invalid Username
95. tware Radio Button A radio button is one of several in a group usually small and round When selected a radio button causes a particular choice to be brought into effect and all other choices on the same group are negated Thus only one choice in the group is valid at any one time Radio buttons act like a push button radio tuner only one station can be received ie selected at a time Cross Tick Check Box Seow Cross or tick boxes check boxes in the USA also are arranged in groups but in this case the selections are not mutually exclusive It may be possible to select several options at once Most cross tick boxes show a cross x or a tick N referred to in American parlance as a Check when that option is selected Click once on a cross tick box to select it and click once again to deselect it Edit Box An edit box is a part of a window allocated for you to type your ACCOSYSWF data into For example the Code box in the Organisation Detail i dialogue is an edit box Data can be displayed and edited Most edit boxes will display a message indicating the data context on the status bar if you put the cursor into the edit box by clicking once in it with the left mouse button Listbox Combobox ee BEE Listboxes and Comboboxes enable you to make a choice from a ys Account preset or user defined list of data items Comboboxes feature a Accosys Accounts for Windows A a i dropdown arrow to show the options A simp
96. ty in the list to move the detail view 5 2 1 Commodity Record Fields i File O Previ as Pin dia Commodities Selected Aa lisi Suit uty Bich a Edit View Insert The fields and other user interface objects visible on the detail screen are as follows Name Type this in as free text Format it as you Pe SytemUt o a wish An initial capital letter is recommended i a as minimum formatting Commodity Code A 20 character code is generated automatically aneli Salina Dies Batches after entry of a name It can be edited whilst the ne E e M o Ee In At commodity is new but should not be changed once used or you may cause any record which is associated with the commodity to lose its links Use UPPER case gt Gl GOD 15 06 2006 A 0 00 1 e 0 00 0 00 9 00 17 09 2010 Min Max Curr Buy at VATS Cost Date from Date to Commodity name ACCOSYS Accounts User Manual K A Spencer Software 23 ACCOSYS c KA Spencer Software Type Note Commodity Types have no function unless you also use CostSys Job Costing Select a Commodity Type or add new Commodity Types into the domain COM_TYPES using the Codes option described in chapter three above Default Department Select the most likely Department in transactions for the commodity from the listbox A different department can be set at tr
97. ve in case of user error or data loss Offline backup procedures are recommended for more complete data security i Click once on the button labelled Backup on the Maintenance Module screen The ACCOSYS See the Status ACCOUNTS Backup Database popup dialogue will be displayed Backup From Check the entry in the Backup From edit box In the standard setup the main program database file is in J or C ACCOSYS ACCO_APP MDB and the main data database file is in J or C ACCOSYS ACCO_DAT MDB Both files will require backing up do them in sequence and never backup one without the other Edit the entry so that the file to be backed up is shown Backup To Check the entry in the Backup To edit box The standard location for storage of online backup files is in J or C ACCOSYS BACKUP This path must exist The standard naming format for the backed up files is AxDDMMYY MDB where Ax is AA for the ACCO_APP MDB file and AD for the ACCO_DAT MDB file DDMMYY is the date of backup e g 180212 for the 18th day of February 2012 Edit the contents of the Backup To edit box if different destination or filenames are required Warning The Drive and Path specified in the Backup To edit box MUST exist and sufficient free space must be present on the drive for the backup to be produced If you are in doubt check the drive path and space availability using Windows Explorer or File Manager Warning if your system
98. within the parameters selected Organisation Address Labels Select the Labels radio button This report prints a set of labels Note labels are produced only for organisations which have the Organisation T Bulk Label flag ticked crossed EZE The contact data is for the current contact The address data is the address which has the Address Bulk Label flag ticked crossed The default label is designed for a label sheet of type L7263 of size 3 5 x 1 5 two labels across The data shown on the label is Contact Name Organisation Name address line 1 address line 2 TownCity County Postcode for the Contact which has the Bulk Label flag ticked crossed Commodity List Select the Commodity List radio button This report shows those commodities details falling within the parameters selected Full commodity details are shown including Commodity Batches with stock present Commodity Business Select the Commodity Business radio button This report shows activity sales and purchases for each commodity falling within the parameters selected Full details are shown including the profit loss on each commodity ACCOSYS Accounts User Manual K A Spencer Software 39 ACCOSYS c KA Spencer Software Profit and Loss Summary Report Select the Profit and Loss radio button This report shows a Profit and Loss statement Note If your company is VAT Registered ensure that you enter a VAT Registration Number in the Organisation record
99. y exchange rate sets as you wish and can operate the system using any currency as your base currency Exchange rate sets have a unique code and a description and a parent domain of Currencies from which one currency is selected for the set as your base the parent value Each value in the exchange rate set has the fields Code Enter a unique textual or numeric code for the rate e g which implies dollar sterling ratio Do not duplicate these codes Parent Select a currency for which to define an exchange rate Value Enter a value for the rate Date From Date To As for VAT rates in section 2 1 1 above Note the current exchange rate set is determined using the options Maintain gt Constants from the Main Options screen Type the Code of the required exchange rate set into the Value field of the Exchange Rate Set entry in the Data Constants subform 2 2 3 Geographical Areas Towns cities counties and countries are frequently used in ACCOSYS ACCOUNTS Therefore they are held as predefined entries in a Geographical Areas table If you enter a town or city that does not already exist in te database you will be warned and invited to add it if required Simply tapping Return twice at that point will create the new geographical area Geographical Areas are structured with parents so that the parent of a Town or City is its County If you select a county in an address ACCOSYS Accounts User Manual K A Spencer Software 10
100. ype the decimal point character Min Enter the minimum quantity that may be purchased at this price Max Enter the maximum quantity that may be purchased at this price leave it blank if it is the top band Curr Select the working currency for the price to be entered Note The working currency of the first prices entered should be the base currency Buy At The calculated cost price excluding VAT for the commodity quantity band from this supplier in the working currency selected VAT Rate Select a VAT Rate from the list box Note A supplier MUST have a MAIN address with a Country for a VAT rate to be selected as VAT rates are selected from those of the country of the supplier address Add new VAT rates into the domain VAT_RATES and put the rate into the Value field using the Reference Values option described in chapter two above Select a Parent Country from the list box Enter a Date From and a description Cost The VAT inclusive cost will be calculated from the Buy At price with the VAT rate for the commodity Alternatively type it in as nn nn after selecting a VAT rate and the Buy At Price ACCOSYS Accounts User Manual K A Spencer Software 25 ACCOSYS c KA Spencer Software will be calculated The formatting is imposed with no need to type the decimal point character Date From Date To Type these in as dd mm yyyy Enter Date To only when the address ceases to be current The formatting is

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