PERICLES Financial Accounting System User`s Manual
Contents
1. 3 Print the trial balance and check 1f the statement balances If it does there are no more errors in the system if it does not you must call for support PERICLES Technology Limited PERICLES Financial Accounting System PERICLES Technology Limited2. Unfortunately the damage cause by these problems are more severe and harder to correct Only if a procedure to maintain your coding system 1s properly set up can the computer be effectively used to its full advantage for your company 2 3 Master Code In Pericles The following are the codes that need to be maintained 1 Associated company address 2 Currency code 3 Payment terms 4 Customer 5S Supplier 6 Price terms These are not the only codes you have to maintain but they are those which will be used by more than one module throughout the Pericles packages There are other codes which have to be maintained separately within each individual Pericles Module 2 4 Associated Company Address File The company master file holds information of all companies that have business activities with your company By setting up this file each company is represented by a code no matter it is a customer or a supplier of your company PERICLES Technology Limited PERICLES Financial Accounting System Appicanon Setieng Appication Setting Chinese Name English Name Pencles Techology Limited Company Address Rm 1002 1QF Enterprise Centre 4 Hart 4venue Tsim Sha Tsui Fagan Hong kong Company LOGO File 7 2732 2208 Email pencles ipericles net Fax 7 2792 5072 WebSite hiig perickes net Update URL Version Recervable Control Account Valid Input Date Range Payable Control Account Retresh SAVE AND EXIT Exit To ma
3. Chapter 2 Master Code Accounts Receivable A R amp Accounts Payable A P P COniTOhACCOUNIS 45 202 nscianicdicisiainadmscieietaadenieeninas 5 3 Customer and Supplier Master Files 0e eee 5 4 Some Considerations In Setting Up Codes 2 1 Voucher Type ie EEE EIA acai toad eae canoe 5 5 a P R e es a Yate oarerenraen Vom antes i Valid Input Date Range and Retained Earnings 5 6 aster ode M Pericles ssicaesncawstetanerecidesminasuatawntia Associated Company Address File cee eee e ees 2 4 Currency Code Master Pile serierna iron iacnser ines onan 2 Chapter 6 Voucher Payment Terms Master File 0 ccccccccceseeeessceceeeeen 26 Voucher Maintenance eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee eee 6 1 Customer Master File civiiitsssuencdvihcatsnencivarnaaraencd vans 2 The General Voucher Maintenance ssssssssssrrrsrrrsen 6 2 Supplier Master File 4u4 iccacaiesnenicnatandsaeddunactiesaeneonacns 2 8 Settlement of A R and A P Vouchers sssssssisssrrssten 6 3 Quota Master Piles si cic sieicss aa hl tadn tan esas eens 29 Direct Input of Settlement Details seeeeeeeee eee 6 4 Monthly Settlement nai c catiutanieerwntsiarierentemsaneerceccst 6 5 o Settlement DY SClCCU Oi cis capes a inns 6 6 Pe a S 31 Accounts Receivable Voucher Maintenance 6 7 Cotes aie nee ae DSO ROSES Ngo RED TEES 3 2 Accounts Payable Voucher Mainte
4. Date jawoqveo0e CUE Cy Foreign G S Amount Base OFS Amount i Foreign Paid Amount Exchange Rate Base Paid Amount Particular Debtor Displays the customer account code This is a display only field for the A R settlement invoice number is unique for A R Input the creditor for the A P settlement invoice number is unique for each creditor Debtor Reference Input the invoice number to be settled The computer will verify if the invoice exists before displaying relevant information of the invoice Due Date The due date of the voucher Currency code The preset currency denomination of the invoice Foreign Outstanding Amount The Outstanding Foreign amount Local Outstanding The outstanding local amount Foreign Paid Amount If the amount received is not in the base currency Hong Kong Dollars enter the amount paid in foreign currency the amount paid cannot exceed the foreign outstanding amount PERICLES Technology Limited PERICLES Financial Accounting System Exchange Rate The exchange rate for the paid amount 1f it is in a foreign currency It is defaulted to the exchange rate when the invoice 1s first created Base Paid Amount The amount paid in the base currency This amount 1s automatically calculated if the foreign paid amount is entered It can exceed the base O S amount since exchange difference may occur 6 5 Monthly Settlement You may also select all outstanding invoices of
5. PEN O M A H meina meian PRON POR DEP DOFF Pu ADD A N wom Premeu C4 STACI PRON FOR DEP OFF PRN ES hy N Gass000015 EDE HIW OPENERS A N i Default Distribution To E AE ESERIA Ei Ea EDF bahir cbt TiS H kia Paani a EDE Hha DIBAB ALS A H Men E au E ee ee oe N rer Account Code Account Name Percent mpe PROS DEP EDF HAW ADD 5 iy ows Lact Account lode Account Mame Percent oH Londo PRON DEP EW HAW O A H 442000010 EDP SAA OPENING A N 2 gazanan EDP SA ADDITIE A H cose 44200000 PRON DEP EDP Sra WOE h H Ce oe PRDV DEP BOP 47 oem F hi EAE EENAA TRACTORS CEE A H EE AD TRACTORS ANC TONS A H H TRACTORS DISPOSALS 5 H Hr PROV POR DEP TRACTORS HOJE A H H7 PRON POR DEP TRACTORS LADD A N H7 PROY POR DEP TRACTORS S A H JZLOFW TRADE DEBTOR CONTROL AAC A H i izoni PROATION FOR Aer DEBTS A H Jy Bank Reoonciheon esd SANTA FE TRANSPORT INTL LT A H jagr Ge HED ARES CTR AE B h 1620000010 FOST 4 H 18300010 CHSESES RECOVERABLE B h 5 Er mm mamit m m Pel ee a E Bi BE H Him Lock A ITA However you are not allowed to modify or delete an account if there are transactions existing in it Field Definitions Account code This 1s a number code assigned to the Account Name by the The A P control account 1s an interface account between the General user to identify the account This code will be used throughout the system Ledger and the Accounts Payable vouchers The base amounts or the No two Accou
6. Statement and follow the standard Table Operating Procedure to Add Modify or Delete a statement or sub statement A financial statement presents information in two parts the statement header and the statement detail The statement header contains the name of the statement while the statement detail contains all accounts and or sub statement statements the printing sequence as well as the printing format After you have completed the statement header you may follow the keys listed below to edit the statement detail format Key Operations ADD To add a new line to the statement DEL To delete a line from the statement ENTER To modify the contents of a statement line Grey To move down a line Grey To move up a line CTRL R To renumber the statement line sequence A statement line can be one of the followings an account 2 asimple or 3 a sub statement PERICLES Technology Limited PERICLES Financial Accounting System r Report Detail Line No Type Account Text O Statement Single Line Double Line Print At Column Om O2 O3 Account 0410000050 Browse Descritpion PROV FOR DEP OFF M amp E O B Nature On Credt On Debt O Not Print Total Level 0 99 0 Field Definitions Account code It must be a valid account code or a statement code Total level When the component 1s a piece of text you may define up to nine total levels to tally up the accounts A total
7. a particular customer 1n a certain month by pressing CTRL M This will save the trouble of entering the settlements one by one PS Onttinding Transaction List Search CO Check Al ireeokce No Due Date le Qutstanding Amt Field Definitions Debtor Enter the account code of the debtor This field will be Creditor if A P is to be settled PERICLES Technology Limited PERICLES Financial Accounting System Month Enter the month mm and year yy in which the A R or A P vouchers are to be settled The compute will select all outstanding A R or A P amounts that are due that month and add them to the control account transaction If the selected transaction is denoted in a foreign currency the book rate will be used to convert it to the base paid amount HK 6 6 Settlement by Selection Finally you may press F3 to look up all outstanding invoices of a customer and select the invoices to be settled Type in the account code of the debtor or creditor A list of outstanding receivable or payable transactions will then be displayed To select the transaction s to be settled highlight the outstanding transaction s and press F3 An asterisk will be displayed next to the outstanding amount to indicate that the transaction has been selected PERICLES Technology Limited PERICLES Financial Accounting System YS Ontstanding Transaction List ACTION TRANSPORTATI
8. by The name of the user who created the voucher After completing the entry of the voucher header you will enter the account transaction Mr roel Yoackes General Woucher Viewcher Dete 100s Last Modified Data Yoa teer Pic BRA cy mi7 Prepared By Code Accont Harme Partada Gredi Jeb Marter Sauce Ref 7500 WR DEBTOR HOSS DS 400 00 PROY FOR DEP LH IMPROY 0 0 ADDF Edt Delete a Settie F2 Running Total Copy Lip Down AP Semea Diff Refresh PERICLES Technology Limited PERICLES Financial Accounting System To update a particular transaction position the highlight bar to that entry and press one of the following keys Field Definitions Accounts The account code and name to which the account transaction 1s posted Master code Lookup can be used here to display the full selection All accounts except the Control Accounts amp Retained Earnings Accounts can be selected Particular A brief description 80 characters of the account transaction Amount The amount to be posted to the transaction account To enter a credit transaction amount press after inputting the figures Job Number This 1s only useful when the Job Costing Module 1s installed Source Any relevant reference number e g a Reference Check number 6 3 Settlement of A R and A P Vouchers A control account transaction occurs when a customer invoice 1s settled A control account transaction is identified by
9. eae BRISO AOSE 6 700 00 acini n i ERa 200A 100 677 45 adm m Ben Recor itor ERO aoaaa 22am Eimin E en ci OOS tame admin BRAIS OGADOOLS 2006 02 12 i 319 04 00 admin BAEC OOo 2005o 1754 02 amin Ae Sane 5 Oe aren w Eerma Hun Look Some ITA Type in the two letter code for the voucher type to be worked on Note that only voucher types that are classified as General can be accessed to For the convenience of the user the voucher type codes can be selected by using the Master Code Lookup Once the voucher type is selected a list of all the vouchers under the selected type will be displayed Voucher s are arranged by voucher numbers in descending order Only those vouchers that are within the valid input date range previously set can be edited The general voucher 1s divided into two parts the voucher header and the voucher details The voucher header maintains the general information of a voucher such as the voucher number and the voucher date PERICLES Technology Limited PERICLES Financial Accounting System Mr Gerneral Voaches General Voucher VoucherDete fors Last Modifiad Date Voucher Mio FRO ipo Prepared By Code Aonount Mame Partada Debit Cred Job Nurriber Source Ref 7500 AR DEBTOR HOSOGUDEA 0 00 400 00 100000060 PROW FOR DEP LH IMPROV H 0 00 ADDF 1 Edt Delete AR Settie F 2 Running Total copy up _ Down ae Semea Dit Refresh Print Voucher details hold a s
10. ee ae Account Code Account Amant Job Murcer 56300000500 REPAIR PIAIMT TRANS E 700 00 AddiF1 dit Detete Copy Running Total Lip Diff Field Definitions Date Refer to the definition of Date in Section 2 Of Chapter 3 Voucher No Refer to the definition of Voucher No in Section 2 of Chapter 3 Prepared by The name of the user who created the voucher Last Modify Date The date this voucher is last modified This is a display only field and is automatically maintained by the system Creditor The account code and name which this voucher should be debited from or credited to Creditor Ref The number on the invoice debit note or credit note which the creditor can identify this transaction PERICLES Technology Limited PERICLES Financial Accounting System Currency code The preset currency denomination of the voucher The default currency denomination is the supplier master currency code Exchange Rate The exchange rate for the invoice amount 1f it 1s in a foreign currency The default rate 1s the book rate Foreign Amount If the amount to be paid 1s not in the base currency Hong Kong Dollars enter the amount paid in foreign currency Base Due Amount The amount to be paid in the base currency If the amount is in a foreign currency the calculation will be based on the exchange rate entered Particular A two line eighty character description of the voucher Distribution To
11. level of n will print the sum of account balance for all accounts starting from a previous total level of less than or equal ton Enter 0 if no total needs to be printed Please refer to the example below Example Account Account 2 Total level 1 will print the sum of the account balance for accounts and 2 Account 3 Account 4 Total level 1 will print the sum of the account balance for accounts 3 and 4 Account 5 Account 6 Total level 2 will print the sum of the account balance for accounts 1 to 6 PERICLES Technology Limited PERICLES Financial Accounting System 7 2 Printing of Financial Statement To print a financial statement or its sub statement select Financial Statement print Financial Statement Before printing any statements the system will first check 1f the statement definition 1s completed Should the financial statement 1s not completely defined printing will be aborted The balance amount of an account to be printed on a statement depends on the type of account and the selected financial period If the account 1s a revenue or an expense account the printed amount 1s the sum of the monthly balances for the selected financial period 1f the account is an asset or a liability account the printed amount is the account balance as of the last month of the selected financial period For example the following 1s the result you get Account Type Balance Before APR APR MAY JUNE Sales R 7000 1000 1000 1
12. security setting There are three levels in each module the system level the procedure level and the record level The security setting of each module is independent and will not have effect on each other The security setting for this module can be system level while it can be record level for the other In system level you can specify those users who have access to a module the systems specified are those a user is granted access to In procedure level you can specify those users who have access to the procedures of a system Presumably a user can have access to all procedures except those specified Therefore the procedures specified are those a user 1s denied access to In record level you can specify those users who have access to the records of a procedure A user who creates a record such as an invoice or a Sales order 1s the owner of the record and the user name will be recorded in each record Users are grouped into different groups with different group access levels assigned a user can belong to more than one group Users of the same group will have the following restrictions A user with a higher group access level can read records created by a user with the same or lower group access level However a user with a lower group access level cannot read records created by a user with a higher group access level PERICLES Technology Limited PERICLES Financial Accounting System Users of different groups are not allow
13. specifying the transaction account as a control account which you have previously defined in Application Setting There can only be one receivable control account transaction and one payable control account transaction per voucher The control account transaction allows the user to identify from whom and from which invoice the money 1s received Press F2 form accounts receivable voucher settlement Press F3 for accounts payable voucher settlement PERICLES Technology Limited PERICLES Financial Accounting System Pe Acconnt Receivable Sectthement RECENVABLE CONTROL TRANSACTION Control Account Invoice No Date Cur Foreign Paid Amount Base Paid Amount HOS090 26 2005 08 28 HAD 400 00 400 00 apo SELECTIONF3 EDIT Delete SAVE AND EXIT Cancel The settlement of outstanding accounts payable A P and accounts receivable A R can be carried out in three ways 1 by directly identifying each settlement transaction press F1 2 by monthly settlement press F2 3 by selection press F3 Since the method to settle an A R transaction and an A P transaction 1s basically the same we will use the A P settlement as an example 6 4 Direct Input of Settlement Details You may press ADD IDELETE or ENTER to add delete or modify a settlement PERICLES Technology Limited PERICLES Financial Accounting System FF Account Recetvable Setlement Detail Invoice Ma Due
14. when purging the transactions of the previous year The exchange gain loss account is used when the A R amp A P exchange difference transactions are settled PERICLES Technology Limited PERICLES Financial Accounting System Chapter 6 Voucher 6 1 Voucher Maintenance A voucher consists of a set of account transactions related to each other by an accounting movement There can be as many account transactions as one wishes within a voucher However the voucher must be balanced before the program can accept and save it Procedures General Voucher Receivable Voucher and Payable Voucher are used to input General Receivable and Payable vouchers respectively Receivable vouchers are created whenever an invoice a debit note or a credit note 1s issued to your customer Data from the receivable vouchers will be used in the Accounts Receivable Report Likewise payable vouchers are created whenever an invoice a debit note or a credit note 1s received from the supplier Data from the payable vouchers will be used in the Accounts Payable Report For those vouchers that cannot be classified as either receivable or payable vouchers they are general vouchers The settlement of a receivable voucher of payable voucher 1s by preparing a general voucher instead of a payable or receivable voucher 6 2 The General Voucher Maintenance To work on a general voucher select FAP101 General Voucher the General Voucher Maintenance from t
15. 000 A R A 5000 500 500 500 If you are printing a statement from April to June Sales will be 3000 and A R will be 6500 And if the period you select is from June to June Sales will be 1000 and A R will still be 6500 By inputting a new Set of data different financial statements can be printed PERICLES Technology Limited PERICLES Financial Accounting System Chapter 8 Enquiry and Reports In Pericles Accounting Module there are the following enquiry and reports Each serves a different purpose and will be described later in the chapter For enquiry there are Ledger Enquiry Debtors Outstanding Enquiry Creditors Outstanding Enquiry Our reports are divided into two categories There is a set of reports to support the General Ledger activity They are Journal Listing Ledger Listing Trial Balance Ledger Listing By Job Number There 1s a set of reports to support the Accounts Receivable and Payable activities They are Age Analysis Receivable Monthly Statement Past Due Report Credit Analysis Debtors Only Journal Listing Detail Ledger Exchange Difference Report Past Due Report By Invoice Number Receivable and Payable Consolidation PERICLES Technology Limited PERICLES Financial Accounting System 8 1 Ledger Enquiry The ledger enquiry program allows you to inquire the accounting detail of a particular account Select Ledger Enquiry the Ledger Enquiry from the main menu ACS GLEE 1 poo
16. 00000070 04 LOOOOD 10 0410000030 0410000040 04 10000050 041000000 04 100000 0 0420000010 04 30000030 0430000040 0430000030 04 S00 0060 0450000070 O44 1000010 044 1000030 0441000040 044 1000050 0441000060 04420000 70 LEASEHOLD MPROY ADDITIONS LEASEHOLD IMPRO V DISPOSALS PROV FOR DEP LH IMPROV O B PROV FOR DEP LH IMPROV ADD PROW FOR DEP LH IMPROV DIS CRF MACH amp EQUIP OPENING DFF MACH amp EQUIP ADDITIONS z ale OFF MACH amp EQUIP DISPOSALS PROV FOR DEP OFF M amp E O B PROW POR DEP OFF M amp E LADD PROW FOR DEP OFF M amp E DIS OFFICE PURNITURE OPENING OFFICE FURNITURE ADDITIONS OFFICE PURNITURE DISPOSALS PROW FOR DEP OFF PURAN OVB PROV FOR DEP OFF FURN ADD PRO FOR DEP OFF FURN Drs EDP HA OPENING EDE Hiv ADDITIONS de ae EDP Hw DISPOSALS PROV DEP EDP H N O B PROV DEP EDP Hiv ADD PROV DEP EDP Hiv DTS Bey Be De BeBe De ee ee eee De de eeceectececcece You will see a window in the middle of then screen Inside this window will be a list of accounts that are currently stored in your data files The accounts will be listed alphabetically by account codes click Close will abort the Master Code Lookup and you will be returned to the account field There are two ways to locate a account in the window If the account that you wish to locate is within the window you can press the up arrow and down arrow
17. 09 Sur tanith Do Over 3 one 00 J l oe Frs E Crer EQ rog Sver So l Ooo Over 12 3 640 00 Due Owe her amp Inve Mo Cute Cur rig MATH OPS AAT HD Moa FTR Hee ARE OSSD Sey D AE aTi 20 oo n Lec fee HST Ea Taal L i pa Mires Maasi mo pima TEN Eh ka HATEHA Sy Sy a HED FH 40 0 Ria 26 Rioga HT aTa HED 2000 D ji 50a AS SOTA Haret ay el 28 HED 1 10000 oo a ES 0S 09 20 0870199 HOSOSOSH 2006 0a 30 HE 200 0 200 00 d 1L ao 1108 H 200 00 m i FERE 4 1 soe i lii p 200 0 1 on Patines eet et a RSE HE Hum Lock At Tis Field Definitions Due Date The date that the invoice 1s supposed to be paid Invoice No Invoice number Date Invoice Date Cur Foreign currency code 1f any O S Amount The outstanding amount in foreign currency 1f any O S Amount HKD The outstanding amount in Hong Kong Dollars The calculation of the amount is based on the standard exchange rate PERICLES Technology Limited PERICLES Financial Accounting System Chapter 9 System Maintenance Basically this accounting system does not require any month end or year end closing procedures The computer will automatically carry out a closing procedure when you print a financial statement There are no limitations on the maximum number of accounting periods per fiscal year and the number of account transactions of the accenting month you can keep in the system The only limitation you will have is the capacity of your har
18. 0M 1530000030 TEMPORARY MC CAS DI 0 00 3 200 00 Laois ede Delete AR Satta F 2 Running Total 1 3 nT T wise copy Hp Le Down Doren AF Sewer a AP Sette r 3 Diff Refresh A cell pointer is a highlighted cell that 1s ready for data input Each input can be completed with ENTER You can also finish each entry with one of the Mouse 1 6 Master Code Lookup A computer s capability to store large amount of information though having great advantages may lead to difficulty in loading As a result we have designed a device to assist the lookup of customers currency country etc This device 1s referred to as the Master Code Lookup With the Master Code Lookup implement throughout the System Series we will use the Receivable Voucher Maintenance as an example to show how this Master Code Lookup works When the file maintenance 1s loaded you will see the prompt Account XX XX PERICLES Technology Limited PERICLES Financial Accounting System At this point if you enter account s code that already exists in the system you will proceed to the display of that particular voucher If you press ENTER without entering any information into the field or if the code you enter is incorrect you can not exit the entry fied Pr Select Account Search Account Name Acoount Type stock Account 0100000010 LEASEHOLD IMPROV OPENING 0100000020 0100000040 0100000030 O 100000060 O1
19. ON amp SERVIC Search O Check All Invoice No Que Date ic Outstanding Amt O Hos090153 2008 09 16 i 900 00 Ol W5090 189 2005 og 21 900 00 QC Ho5090234 2005 09 26 40 00 O Hoso90235 2005 00 26 900 00 O Hosoa0287 2005 03 30 am 900 00 O Ho6020118 2006 02 17 900 00 To unmark a marked transaction Unchecked The CheckBox Before The Customer All marked transactions will be added to the control transaction file upon exiting the program 6 7 Account Receivable Voucher Maintenance This part of the program enables the user to edit and input the Accounts Receivable Vouchers Each receivable voucher should relate to one and only one invoice debit note or credit note which you have issued to a customer Please ensure that the Accounts Receivable Control Account is defined and set up before attempting to gain access to the Receivable Voucher Maintenance Select FAP102 Receivable Voucher the Receivable Voucher Maintenance from the main menu PERICLES Technology Limited PERICLES Financial Accounting System Type in the two letter code for the voucher type The voucher type must be classified as R Receivable A list of all the A R vouchers of the select type will be displayed Pr Receivable Vowches Recervable Voucher Last Medifiea Lary Prepare Hy Debtor 008850 69EXPEDITORS Imveaice Mo VYORO20032 Due Date latcareoo8 Currency Exchange Rate Foreign Amou Base Amoun Par
20. PERICLES Financial Accounting System PERICLES Technology Limited PERICLES Financial Accounting System PERICLES Financial Accounting System User s Manual Version 8 00 Information in this document is subject to change without notice and does not represent a commitment on the part of PERICLES Technology Limited This software described in this document is furnished under a license agreement The software may be used or copied only in accordance with the terms of the agreement It is against the law to copy this software on any medium for any purpose other than the purchaser s original use PERICLES Technology Limited PERICLES Financial Accounting System PERICLES Financial Accounting System Table of Contents ee l Part I System Foundation Part II Financial Accountin Chapter 4 Introduction Chapter 1 Basic Operation Computerized ACCO NUNE riroriro ien EErEE n aE T SEE 4 1 Meni 1 Chart OF ACCOUMS 23223 s e acassareter a akin 4 2 Direc Ge Opera ae Peassdure pode ee ey ere 1 5 Accounts Receivable A R amp Accounts Payable A P Form litte Proce dul ices cos essrusesiecnsearntent daesesmetesace 13 COntrol ACCOUMS oea a a E 4 3 Field Editing Proced re ecrscrsc neri TE 1 4 i Table Operating Procedure nnsnnsnsnsnesnerrereese 1 5 Chapter 5 Setting Up Master Code LOOKUP c ccccccccceceeeesessssceeeeeeeeeeeeee L6 Getin Stale deese aa E ies E 5 1 CHa OL A CCOUIIS 5 2 tie ihe hewn teiiws e E ATA 5 2
21. Refer to the definition of Distribution TO in Section 7 of Chapter 3 6 9 More on distribution Accounts Accounts Receivable When creating a receivable or payable voucher the distribution account and its distribution percentage will be retrieved and calculated according to the Default Distribution set up in the A R amp A P control account The distribution amount 1s calculated by multiplying the base amount by the percentage assigned for the distribution account You can always modify the default amount The sum of all distribution amounts must equal to the voucher base amount However 1f the sum of all distribution amounts 1s a positive number the voucher base amount must be a negative number and vice versa Accounts Payable Similar functions will be applied to the payable vouchers except that crediting and debiting are reversed in every aspect PERICLES Technology Limited PERICLES Financial Accounting System Chapter 7 Financial Statement 7 1 Define Financial Statement The whole purpose of the General Ledger system 1s to prepare the financial Statement You must first define the financial statement before printing it By defining the financial statement You can control the printing sequence of the accounts presented in the statement and the printing format of the accounts You may also define the totals and the sub totals You may also group the accounts into a sub statement and incorporate only the balance of the s
22. Select one of the followings Y Voucher numbers will start from 0001 and will be numbered sequentially from January 1 to December 31 M Voucher numbers will start from 01 on the first day of every month N Bypass auto number mode Voucher numbers will be manually assigned and entered into the computer by the user 5 6 Valid Input Date Range and Retained Earnings The valid input date range 1s used to control the editing of an existing voucher and the insertion of a new voucher In Pericles Financial Account System vouchers may only be edited or added 1f and only if the voucher date 1s within the valid input date range The date range ensures that the consistency principle of accounting 1s adhered to and at the same time safeguards against any unnecessary input errors PERICLES Technology Limited PERICLES Financial Accounting System P Valid Input Date Range Date Range From M 2004 to 12 2006 faa Closing Month 19 1 12 Retain Earning 0410000010 a OFF MACH EQUIP OPENING Excharge Gain Loss 0410000030 OFF MACH EQUIP ADDITIONS To set the valid input date range select FAP312 Application Setting the valid input date range The starting month of the input date range must be earlier than the opening balance month of the books However there 1s no preset limit to the ending date of the range The retained earnings account 1s for reporting purposes and posting of the net gain loss amount
23. account The A R control account 1s an interface account between the General Ledger and the Accounts Receivable vouchers The base amounts of a receivable voucher will be debited credited to this account The A P control account 1s an interface account between the General Ledger and the Accounts Payable vouchers The base amounts or the payable voucher amount will be debited credited to this account To set an A R control account select FAP312 Application Setting the Receivable Control Account Please ensure that the A R control account has been created in the Chart of Accounts and that the account type is A asset liability account If the base amount of a receivable voucher 1s a debit 1t will be debited to the A R control account and the distribution account will hold the credit amount of the voucher On the contrary if the base amount of a receivable voucher is a credit 1t will be credited to the A R control account and the distribution account will hold the debit amount of the voucher This will be the same for payable voucher except that the amount will be posted to the A P control account The user can preset the distribution percentage of the voucher base amount into any number of accounts as long as the total distribution percentage adds up to 100 in this way the debit and credit figures are balance The accounts to which the base amount 1s distributed must be selected from the Chart of Accounts By not s
24. court Yop o Payment Days Payme mt Wwlethiod Actual Day Co Mbhanth hy Shipping Marks Side Marks SAVE AnD ExT Exit PERICLES Technology Limited PERICLES Financial Accounting System Field Definitions Supplier Code The supplier code must be unique Simple Name The Simple name of the company Full Name The Full name of the company Address The address of the company Contact The person to contact concerning matters of the company Phone No The phone number of the company Fax No The Fax number of the company Telex The telex number of the company Currency The currency in which the supplier settles the bills Payment Term The supplier term of payment For example L C 30 days Discount Payment discount received Payment Method General payment method Payment Days General number of days of credit PERICLES Technology Limited PERICLES Financial Accounting System 2 9 Quota Master File The price term file defines the price of trading terms To maintain the price terms master file select FAP305 Price Terms and follow the standard Directory Operating Procedure to edit a record IO BAR H Him Lock ae im As Pi rfl aa Field Definitions Term The pricing condition of a product For example FOB Hong Kong CIF C amp F CMT PERICLES Technology Limited PERICLES Financial Accounting System Chapter 3 System Security 3 1 The Concept Of Pericles System Security Each module in Pericles is assigned its own
25. cular SALES TANTAN Account Code Account Armounk Job Murriber 43700000407 EAC TRACTOR 1 321 590 Add F 1 elit Delete Copy Running Total Up Liman Di Refresh Ernt Follow the standard Table Operating Procedure to edit a receivable voucher Field Definitions Date The voucher date will be manually input when a new voucher 1s created but once the voucher is saved the date 1s protected and cannot be recalled for modification Voucher No refer to the definition of Voucher NO in Section 2 of Chapter 3 Prepared by The name of the user who created the voucher Debtor The account code and name which this voucher should be debited from or credited to Due Date This voucher should be settled on or before the date shown here PERICLES Technology Limited PERICLES Financial Accounting System Last Modify Date The date that this voucher is last modified Currency Code The preset currency denomination of the voucher The default currency denomination 1s the customer master currency code Exchange Rate The exchange rate for the invoice amount 1f it is in a foreign currency the default rate 1s the book rat Foreign Amount I f the amount received 1s not in the base currency Hong Kong Dollars enter the amount paid in foreign currency Base Due Amount The amount paid in the base currency If the amount 1s in a foreign currency the calculation will be base on the exchange rate ent
26. d disk 9 1 Purge Out Dated Transaction When you have too many transactions stored in the system the computer response time will be slower Although we have been careful to build the system with good performance for larger amount of transactions you will still need to remove obsolete transactions to free up disk memory so as to improve system performance Select GLP101 the Purge Out Dated Transaction to remove obsolete account transactions However once you have removed the transactions you are unable to restore the deleted transactions back to the system 9 2 System Integrity Check When you find the system data being incorrect or out of balance or 1f the account balances are not consistent between the reports and enquiries you are having a corrupted data set A corrupted data set 1s generally caused by power failure of your file server improper file server shutdown hardware failure at your workstation etc In most cases you may prevent the damage PERICLES Technology Limited PERICLES Financial Accounting System by properly protecting your system If these happen run the following procedures to ensure the integrity of your account system 1 Run Maintenance the system integrity check You will be given a report on all unbalanced vouchers Correct those vouchers from the General Voucher Maintenance 2 Run Maintenance the Repost Voucher to Account to recalculate each account balance from the account transactions
27. de that will tell you everything just by reading it In our System we have devised the Master Code Lookup to minimize the need of memorizing the codes Moreover the Master Code Lookup enables you to search for a code from different display sequences 2 2 Good Code Housekeeping Many users underestimate the importance of the coding system when utilizing computers in their organizations Yet even more users do not spend enough effort to keep their coding system in good order When using codes the computer will store only the code n the data file rather than all data related to the code For example 1f an invoice 1s issued to Modular Computer System with company code MOD only the company code MOD instead of the company name and address will be stored in the invoice file Only when the invoice 1s accessed or printed will the company information be retrieved from the company master file through the code MOD stored in the invoice file Should the code be deleted or modified the invoice will be unable to access the company information This system will not safeguard against such modifications or deletions in most cases While improper code deletion may bring system integrity problems yet another problem will arise when two different codes are assigned for the same set of data PERICLES Technology Limited PERICLES Financial Accounting System The larger the system the easier these problems are likely to occur
28. ed to read records created by users of other groups regardless of their group access level With the above access definition there is a possibility of a conflict of access right as indicated by the following example User A and user B belong to group 1 and user A has a higher group access level than user B at the same time user A and user B belong to group 2 and user B has a higher group access level than user A In other words in group 1 user A can read records created by user B but user B cannot read those created by user A In group 2 user B can read records created by user A but user A cannot read those created by user B To resolve this kind of conflict the computer will grant access rights to both user A and user B Both users can read records created by each other in the groups they both belong to To avoid this kind of conflict one user has to be set with a higher group access level than the other in all the groups they belong to 3 2 System User Maintenance A user has to be registered with a module modules in order to have access to Pericles Once he 1s registered he can have access to different procedures according to his right However a user need not be registered 1f no system security functions are set Listed below are the four items you can set for each user PERICLES Technology Limited PERICLES Financial Accounting System Set Password You may set a password for each user when they login the computer t
29. electing any accounts the default distribution can be bypassed This means that the distribution of the voucher base amount can be manually input for each transaction PERICLES Technology Limited PERICLES Financial Accounting System 5 4 Customer and Supplier Master Files These files present detailed and organized records of the customers and Suppliers of your company The program 1s set to arrange the records alphabetically by the code The user can also view and search for the file list alphabetically by the company short Name To add or modify the master files select FAP306 Customer the Customer Master File or FAP307 Supplier the Supplier Master File Please Refer to the System Foundation Manual for the operation instructions 5 5 Voucher Type Each voucher entered into the system will be classified into voucher types identifiable by a two letter code All voucher types belong to one of these three classes General Payable or Receivable hime Farsi Moe Preis fda Piast BLR HE Him Look ptik ETA PERICLES Technology Limited PERICLES Financial Accounting System To establish a voucher type select FAP302 Voucher Type the Voucher Type and follow the standard Table Operating Procedure Field Definitions Type Code A two letter code assigned by the user to the voucher Description Voucher type description Auto Number Mode This 1s a mechanism installed in the program to generate voucher numbers
30. ered Particular A two line e1ght character description of the voucher Distribution To The amount of the voucher can be distributed to a maximum of ten accounts In each receivable voucher the system will automatically create a general voucher which will 1 Debit the A R control Account with the receivable voucher amount 2 Credit each distribution account with the corresponding distribution amount 6 8 Accounts Payable Voucher Maintenance This part of the program enables the user to edit and input the Accounts Payable Vouchers Each payable voucher should relate to one and only one invoice debit note or credit note which you have received from a supplier Please ensure that the Accounts Payable Control Account is defined and set up before attempting to gain access to the Payable Voucher Maintenance Select FAP103 Payable Voucher the payable voucher Maintenance from the main menu Type in the two letter code for the voucher type The voucher type must be classified as P payable A list of all the A P vouchers of the selected type will be displayed Follow PERICLES Technology Limited PERICLES Financial Accounting System the standard Table Operating Procedure to edit a payable voucher aes Payable Voucher Voucher Date jgu Last Modified Day vouchar Abo f Pan O Prepara By Creditor 0089 HUNG KA ENGINEERING CO Creditor Rel 28601076 Due Date aoaoga Currency Exchange Rate Foreign Armour inea ara Farnicukar
31. et of account transactions that are grouped together to represent an accounting movement A voucher may hold as many account transactions as you wish Field Definitions Date The voucher date will be manually input when a new voucher 1s created but once the voucher is saved the date is protected and only a later date can be recalled for modification Voucher No This is a unique voucher number The number is divided in three sections The first and second sections are generated automatically from the voucher date field Format TT Y Y MM lt lt running number gt gt TT Two character voucher type YY Year of the voucher MM Month of the voucher PERICLES Technology Limited PERICLES Financial Accounting System The running number part of a voucher number may be generated by the computer or 1t can be input by the user If you want the computer to assign the next voucher number input 0 at the running number field The number generated will depend on the mechanism defined in the voucher type On occasions the voucher number shown on the screen may not be the one that is eventually saved This will happen when for example two users are working on the same voucher type at the same time If user A saves the voucher before user B does user B will receive the message duplicate voucher number when he tries to save his work The next available number will be assigned to user B when he inputs 0 again Prepared
32. he main menu Follow the standard Table Operating Procedure to add modify or delete a voucher PERICLES Technology Limited PERICLES Financial Accounting System HS Se G17 200 00 aren AOE Ss SLO a a 4 Son 0 adiri Ede ieoa maaa i 17730 07 aiir s E ace BRD GAL Zoa 24 568 00 im rrer My Laler Eny Ene0AOOL2 z00AjTA1 32000 Casto DELE miren alese Pay Gbin Cuiiading BRAS OGM000L1 zool 307m0 acini eZ T Di islig BAAS OGAO00bO 200A 10 490 00 admin Prim ERGS 200S mayor 600 00 CASH TAANG CHEUNG LW 102 DENOSAT chee j BA MECOGVONORa 2nnenaycre 93 600 00 cotter 7 Ena pone f 150 155 72 adiri 19 ee baion Jats BHA SD OOS UG 41 adir os a BAECS ACE 725 0 ainm z BENDS Siaa 220i aim Py Chacior daroe BROe OGVO000a Zogata 1 500 00 CASH CHEUNG Wad YIN acim Fy Carner BAOe oa O00n2 2Dnafoayol 1 000 00 NANYANG C 222831 adm grin BAAS 0G 00001 2Dnefoayo4 307 286 45 adrir tioi RAMBO A000 zosta 20 535 00 acriri opaha BAMECGAOO0ED 200S EAE Era aciri By Cime masogang pleas 140 795 30 ackran srmeed Terra AMO Joegra 18 920 40 admin rem ar BE RS 10 560 00 acini 3 BEES E EE 53 545 00 xin 3 a BRAeAOOoeS coarae 207 563 38 simm a kites nai BAAOS O2AOOOeS zofo aama samen z BRADS COGsOOoe2 2005an 10 314 00 acimin ria r ERORO Smoeooy 17 31 150 00 CASH POCKET MONEY 2006 acimin me BAMECCAIOOSO aoan E 335 455 50 admin BR PSC Ao SUS 16 16 450 00 adi 5 DMEM aoaie 2072712 adrir O
33. intain the company master file select and follow the standard Directory Operating Procedure to edit a record Field Definitions Chinese Name the company Chinese name in full English Name the company English name in full Company Address the full address of a company This field has four lines of up to forty characters Tel the phone number of the company If there are more than one phone number to the company you may enter the other number in the contact field Fax The fax number of the company Email The Email the company Website The website of the company 2 5 Currency Code Master File A currency code defines the standard currency used in the system To maintain the currency code master file select FAP303 Currency and follow the standard Directory Operating Procedure to edit a record PERICLES Technology Limited PERICLES Financial Accounting System a Search Hew Rares 10 ves 7 etek LS TA ie Babich Chins US iio edd Toocher Roque My Leiger Erepoary Dalee a Debian Cukisdirg are 5 Ce SSS SSE Ledisrs Cate iene kire Frai fyeiom Serep bimes Frasi i Agpieeson jag Hoss Miami bise Lest Gigem A mpari BAC raris Aco Report Prats Seti m ank Reccrcihson BR H fom Lok ETA H Field Definitions Code Currency Code It must be unique Description A detailed name for the currency Rate This is the exchange rate between the order currency a
34. nance 0008 6 8 y Gipeacseed 8 26COUC lt 7 STCt lt i lt i lt lt lt CO l More on Distribution Accounts ccce eee e cece ee eeeees 6 9 Grouping Procedure Access Authority Define Financial Statement ccc cece cece ee ee ees ol System Group Maintenance ccc cece cece cc ceee cece 3 3 Printing of Financial Statement 06 c0e 0 0054000 es eeeesees T2 System Security Maintenance 0 cece ccce eee e ee ees 3 4 PERICLES Technology Limited PERICLES Technology Limited PERICLES Financial Accounting System Chapter 8 Enquiry and Reports edger Enquiry kcicencch cassieacnticesaiicawatetedahgonsst eee aarees 8 1 Debtors Outstanding Enquiries ccc cece seen eee eeeenaees 8 2 Chapter 9 System Maintenance Purse Out Dated Transicions srci 9 1 System Intesrily CHECK iiss stesd cudusteniee ses ueuelemncesd iubustenueeses 9 2 PERICLES Technology Limited PERICLES Financial Accounting System PERICLES Technology Limited PERICLES Financial Accounting System Chapter 1 Basic Operation This chapter provides a general concept of the basic key operations It includes four sections Directory Operation Procedure Form Editing Procedure Field Editing Procedure and Table Operating Procedure By the time you finish this chapter you should know the basic operation procedures of Pericles 1 1 Menu Every module in Pericles Starts From a menu which
35. ncial Accounting System can be put into daily use the following 5 groups of parameters must first be defined in order to establish a framework in which to operate 1 Chart of Accounts 2 Accounts Receivable A R and Accounts Payable A P control Accounts 3 Customer amp Supplier Master Files 4 Voucher Type 5 Valid Input Date Retained Earnings Account amp Exchange Gain Loss Account 5 2 Chart of Accounts The Chart of Accounts is a complete selection of accounts in the system from which every transaction can and must be sorted Select FAP301 Char Of Account the Chart of Account Maintenance and follow the standard Table Operating Procedure to add modify or delete an account in the chart However you are not allowed to modify or delete an account 1f there are transactions existing 1n it Field Definitions Account Code This is a number code assigned to the Account Name by the user to identify the account This code will be used throughout the system No two Account Names may be assigned the same number code Account Name Name of the account Account Type Type A if itis an Asset Liability Account Type R if it 1s a Revenue Expense Account PERICLES Technology Limited PERICLES Financial Accounting System 5 3 Accounts Receivable A R amp Accounts Payable A P Control Accounts Before you create a receivable or payable voucher you must first define the receivable control account and the payable control
36. nd the base currency Default Is this currency as the system s default currency PERICLES Technology Limited PERICLES Financial Accounting System 2 6 Payment Terms Master File j E j Betrash a Delete hjn Firs HoE AME Hon Lock at n Th ae a ra ETAU Field Definitions Payment The payment term in a three letter code For example L C D P CHQ COD 1f the payment term is by letter of credit enter L C instead of LC Code The tenor of the payment terms For example at sight 30 days 30 days net 2 etc the code and the code extension form the payment terms code It must be unique and there must be a space between the code and the extension 2 7 Customer Master File A customer master file has all information related to a customer To maintain the customer master file Select FAP306 Customer and follow the standard Directory Operating Procedure to edit a record PERICLES Technology Limited PERICLES Financial Accounting System Customer Contacts i Basic Information Short Name BASIC amp MORE FASHION LTO Customer Code i Full Marne l Address Phone Mo Fax Mo Email eS Telex Ans Back Standard Term Pri S Currency Price Term Payment Term Credit Limit Discount D Payment Days l Payment Method a Actual Day Monthly Shipping Marks SAVE AND ET Field Definitions Cu
37. nt Names may be assigned the same number code payable voucher amount will be debited credited to this account Account Name Name of the Account To set an A R control account select FAP312 Application Setting the Account Type Type A if itis an Asset Liability Account Type R Receivable Control Account if it 1s a Revenue Expense Account PERICLES Technology Limited PERICLES Technology Limited PERICLES Financial Accounting System ae Pa Payable Control Account Control Account Ea AP Creditor Default Distribution To Acic REMOVE Account Code Please ensure that the A R control account has been created in the Chart of Accounts and that the account type is A asset liability account In this system the account balance will be updated immediately when a voucher 1s saved Thus posting is not necessary The Pericles Financial Accounting System software can hold an almost infinite number 2 31 of accounting transactions Hence conceivably the memory of the system is limited only by the disk capacity in the hardware Another feature 1s that 1t requires no closing procedures It is recommended that as the user moves onto setting up in Chapter Two the procedures should be followed systematically as written out since some items need to be defined before others PERICLES Technology Limited PERICLES Financial Accounting System Chapter 5 Setting Up 5 1 Getting Started Before the Pericles Fina
38. o access to Pericles Code Name Addre 55 Password Tel Email Fax Department Mobile Display Name Administrator Remarks SAVE AND EXIT Exit PERICLES Technology Limited PERICLES Financial Accounting System User Grouping You may assign the user to belong to a group or groups System access authority You may grant the user an access right to a system or systems Presumably the user cannot have access to a system unless he is granted an access right Procedure access authority You may remove an access right to a procedure or procedures from the user Presumably a user can have access to all procedures except those specified Therefore you have to specify those procedures the user is denied access to This procedure FAP314 User defines the list of users that are registered with Pericles You can press Add to add a user or Delete to remove a user from the list You can press ENTER for the list of options 1f you want to set a password to assign users into groups or to grant or remove a system or procedure access right Set Password To set a password for a user select the name of the user and select Edit from option table A password is needed only if the operating system 1s other than Novell or else the Pericles user id will be the same as the Novel user ID PERICLES Technology Limited PERICLES Financial Accounting System Grouping You can select the name of the u
39. oncept In addition to familiarizing the user with the principles which the accounting system is based on it also gives him her an insight into the possibilities the system can offer Chapter Two assists the user in setting up the accounting system and is an introduction to working with the subsequent programs Chapter Three is a step by step guide to the daily operations of the accounting system Chapter Four shows you how to assimilate the input data to define financial statements which constitute the whole objective of accounting Chapter Five introduces the various inbuilt report formats in the accounting system and defines the purpose of each report Chapter Six sets out parameters and conditions of the system maintenance Computerized Accounting Computer accounting adopts a voucher entry book keeping system where the account balance 1s automatically updated as the voucher 1s prepared It 1s also a double entry system In other words a voucher must be balanced before the computer will consider 1t to be completed Thus accuracy 1s ensured since the account balance always balances PERICLES Technology Limited PERICLES Financial Accounting System PERICLES Financial Accounting System 4 2 Chart of Accounts 4 3 Accounts Receivable A R amp Accounts Payable A P The Chart of Accounts is a complete selection of accounts in the system Control Accounts from which every transaction can and must be sorted Select FAP301 Char Of Acc
40. ooo So PETTY CASH FRE I Balance Brough Faraard 0 00 Particular Tre mcuni Ci dsece a ner m SOI IO PD One 4662 00 bs roe Ee i Enter the starting month from which you want the transactions of the account to be displayed Afterwards enter the account code of the account which you want to inquiry about A list of transactions will then be displayed Field Definitions Date Transaction Date Voucher Voucher Reference Particular A brief view of the particulars of the transaction Trx Account A negative number represents a credit amount C D Balance The carried down balance If you want to find out the details of a voucher of a particular transaction highlight the transaction and press ENTER PERICLES Technology Limited PERICLES Financial Accounting System 8 2 Debtors Outstanding Enquiries Select FAP202 Debor Outstanding the Debtors Outstanding Enquiry to find out the amount a customer owes your company By selecting a debtor a list of outstanding transactions will be displayed in the sequence of due dates An aging analysis of the debtor s account will also be displayed at the bottom of the screen Pe PEEKE ACCOUNT SYSTEM FOR Leesa Teat Orhi emadi Eger Go Frair JENAR r ee _ Dablor PORT ACTION TRANSPORTATION amp SERVIC a Search i lman 3 ere a J Gotten ding Cindy Systern Dish ange TF Detresh C Eees Ede Oy Vat Gs d sap
41. ount the Chart of Account Maintenance and Before you create a receivable or payable voucher you must first define the follow the standard Table Operating Procedure to add modify or delete an receivable control account and the payable control account account in the Chart The A R control account is an interface account between the General Ledger and the Accounts Receivable vouchers The base amounts of a receivable voucher will be debited credited to this account T r 7 Search Amant oe Seca mema TrA Acum Tyme Shock Accar A Coico LEASEHOLD IMHO OPEMIPO i Gabes eee LEASEHOLD IMPROY ADDITIONS A H caren CETE na aE ie a LECHO IMPROY DISPOSALS 4 H E BAREEN PEER PERE RIRE Eh JERON ACRE a li BJ PS Receivable Control Account OIDGOOOOAC PRON FOR DEP LH PAPROV ADI 5 omma PRON FOR DEP LH PPROV DIS A N AEn a m e nhia DFF MACH amp EQUIP OPENING A N Ede Fousher Joqery Oy c voocenso OFF BACH 3 EQIP ADDITIONS A Hi By Leie Engeiny Driana OF RACH amp BOAR CSc A H i fay Luben Oring 0410000050 PROW FOR DEP OFF MB E O M s N Control Account BE ad LEW iG Rb is E BULA EN LEP iF ER BE LADO P fd i ei n O Ee PROV POR DEP OFF M A E DIS A H Using Haid OFFICE ALAHITLRE OPEANG 5 H m T amaa OFFICE FURNITURE ADDITIOME 5 H ja E DEBTOR C4S0000040 OFFICE FURNITURE DISPOSALS A H Mews Fired maman PRON POR DEP OFF
42. ser and select Edit and select Group from the option table for the group or groups the user belong to Press Add to add the user into a new group or Delete to remove the user from a group PERICLES Technology Limited PERICLES Financial Accounting System 3 3 System Group Maintenance It displays all users who belong to a group You can view all users in a group by selecting this procedure you can add or remove a user from a group Pe User Group User Group Code Name diministrator srade 0 99 pimi tet Item Login Account Voucher Type IES Leer Group General Voucher Receivable Voucher Payable Voucher Ma Pretty Cash Voucher _ P G n b w Me Ch Z Tf Check All SAVE AND EXIT Exit 3 4 System Security Maintenance The security setting of each system can be specified by selecting FA P315 User Group You can choose if the system security is logon level procedure level or recording level PERICLES Technology Limited PERICLES Financial Accounting System Chapter 4 Introduction 4 1 Computerized Accounting Welcome to Pericles Financial Accounting System part of a series of modules formulated especially for the garment industry from Modular Computer System Pericles Financial Accounting System 1s designed to cater for the needs of both large and small businesses and 1s compatible with all IBM systems Chapter One 1s an introduction to the computer accounting c
43. show all available functions in this program It is structured so that the most commonly used program modules are placed near the top of each menu and are generally in the order that processing normally occurs oes tire EH ie el E T PERICLES Technology Limited PERICLES Financial Accounting System 1 2 Directory Operating Procedure A directory is a set of records grouped together In general it is used as a table in which all the information belongine to that category is listed out 1 3 Form Editing Procedure A form is a set of related data fields grouped together In general it is used for data capture or modifications When editing a form you can save your work in the following ways When you complete the last field of a form You can abort your work in the following ways Click Close field of a form 1 4 Field Editing Procedure A Field is ready for data entry 1f it is highlighted 1 5 Table Operating Procedure A table consists of cells arranged in rows and columns The number of rows and columns in a table though limited can go beyond the size of a screen and can be accessed by using the Mouse PERICLES Technology Limited PERICLES Financial Accounting System Se rere Woachres General oucher Yaira ete E E Last Wiodifsd Date Voucher Ma BRON mm0i2 Prepared By Code _ Aocount Mame Partauar Debit Credit Job Murrber Source Ref La400000 40 SHANGHAI COMH BANEK CGA CASH IND OT S A S
44. stomer Code The customer code must be unique Short Name The Short name of the company Full Name The Full name of the companyl Address The address of the company Contact The person to contact concerning matters of the company Phone No The phone number of the company Fax No The Fax number of the company Telex The telex number of the company Currency The currency in which the customer settles the bills Price Term The customer pricing term For example FOB Hong Kong CIF C amp F CMT PERICLES Technology Limited PERICLES Financial Accounting System Payment Term The customer term of payment For example L C 30 days Credit Limit Maximum amount that you will trust your customer Discount Default payment discount to be given Payment Method Standard payment method Payment Days Number of days credit given to the customer Shipping Marks The customer whipping marks of a shipment Side Marks The customer side marks of a shipment 2 8 Supplier Master File The supplier master file has all information related to a supplier To maintain the supplier master file select Supplier and follow the standard Directory Operating Procedure to edit a record Basic Information i Supplier Contacts E S asic Hihaorratoarnr Supplier Code Short Name BETA STATIONERY amp PACKING Full Manne Address Phone Mea Fax Mo Teles Ans Back Standard Terms Currency w Price Term Payment Term ew Credit Limit Dis
45. tion that represents a group of information A code 1s to standardize all inputs for easy comparisons For example U S Dollar can be written as USD or US A correct sum of all U S Dollar invoices cannot be established without setting up a standard currency code for identification A code can simplify data input without the need to type the name in full Finally with codes established any change in the data will be reflected throughout all outputs 2 1 Some Considerations In Setting Up Codes There are a few criteria or rules to follow when setting up codes First Codes must always be unique Since a code 1s an abbreviation for a particular set of related data it must be unique to avoid confusion This system will always check for uniqueness of the code you define Always try to use codes that follow the common standard For example use USD to represent U S Dollar in currency code HK for Hong Kong in country code and YD for yard in unit of measure If there 1s no common standard the rule is to define the codes meaningfully This will facilitate access to the codes and help maintain data related to the codes PERICLES Technology Limited PERICLES Financial Accounting System Although good and meaningful codes improve communication and are easy to remember never spend too much time on establishing the coding system There is no perfect coding rule applicable to all situations Therefore never expect to be able to establish a co
46. to move the highlighted bar to the item of your choice click Edit to select this account PERICLES Technology Limited PERICLES Financial Accounting System If the account is not displayed in the current window you can type in the first character of the name and the window will jump to the name that starts with the same first character As you continue to type the remaining characters the window will continue to move to the name that starts with the characters you have entered This Lookup capability will place you near the account of your choice as quickly as you enter the characters If you accidentally type in a wrong character you may press lt Backspace to erase it If you wish to erase all the characters you have entered you may highlight the words and press DEL However if you are unable to locate your new account s name in the popped up list 1t is unnecessary to go back to the account Master Maintenance All you have to do 1s to insert the name into the list and it will be added to your selection The above procedures can be applied whenever the Master Code Lookup is in use This system can be very convenient and useful in searching for the required information in a limited period of time PERICLES Technology Limited PERICLES Financial Accounting System Chapter 2 Master Code The System Module is used to define the coding standards on certain files which will be accessed by other modules A code 1s an abbrevia
47. ub statement into the financial statement A sub statement may contain as many sub statements as needed and a financial statement may contain any number of sub statements D FS Mame Balance Sheet line Wo Type Column Account Descnpton _ Meture Total Level Td Tet 1 FRED ASSETS Credit om Cred 100000010 LEASEHOLD IMPROV OPENING g1 gddggg30 LEASEROLDO IMPROV A0DMONS Oi go0000so PROV FOR DEP LH MPR Y OVE OOD PROV POR DEP LH MPROoY ADC 1710000010 OFF MACH amp EQUIP OPENING 410000030 OFF MACH amp EQUIP ADDITIONS Mido0o0so PROY FOR DEP OFF M amp E 0B 4 10000060 PROW FOR DEP OFF M amp E A00 l 1 l l 2 BUILDINGS l l 1 l l CFFILE EQUIRFMENT z l l 0 1 30000030 OFFICE FURNITURE ADOMTONS 0 1 30000060 PROV FOR DEP OFF PURN ADCO a g Tet 2 OFFICE FURNITURE SmgleLine j Tert z Tet l p Account 0442000010 EDP SAV OPENING a TOTAL ECUPMENT AND FIXTURES JL e emoe saveanpexr er PERICLES Technology Limited PERICLES Financial Accounting System The definition procedure is considered to be completed 1f and only 1f all the accounts in the chart of accounts are included in one and only one statement or sub statement And 1f there is any sub statement defined the sub statement must also be included in another sub statement or in the financial statement To define a financial statement select Financial Statement define Financial
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