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PCS Accounting user`s manual

1. To add services 10 From PCS Accounting s menu bar choose Edit Services or click the Services button toolbar This brings up the Service window The Select tabbed page is shown on the To add a service choose Edit New Service from the menu or click the Newbutton on the toolbar This will cause the Details tabbed page in the Service window to be selected In the Code box enter a unique identification code for the service This code can be up to 15 characters long If the service is subject to sales tax check the Taxable box Enter a description of the service in the Description box The description can have up to 40 characters Select a sales COGS returns group see Sales Departments on page 26 for this service in the GL Department box This determines which sales account is credited when the service is sold Under Sales Information in the Measure box enter the unit of measure for the service when it is sold Examples are Each Instance Hour or Day In the Sales Price box enter the usual selling price for the item the measure unit In the Price box enter the usual price for a unit of the service To add another service choose Edit New Service or click the New button on the toolbar To modify a service s information 1 From PCS Accounting s menu bar choose Edit Services to bring up the Vendor window In the Select tabbed page find the entry for the service you wi
2. 21 In the Your box enter the customer s purchase order number or some other distinctive identifier that will let you identify the source of this receivable in aging reports Up to 15 characters are allowed In the FOB box enter the method of payment of shipping charges For instance enter Origin if the customer is to pay the shipping charges enter Destination if you are paying the shipping In the Our box you can enter any information that your organization might find useful for identifying this order and the customer In the Pay by combo box select the method of payment The list of permitted entries is made up of the descriptions of Billing posting accounts see Types of Posting Accounts on page 23 for example a bill customer receivable account a credit card receivable account or a cash on hand or cash register account Note that these are asset accounts If the customer is paying by check a billing account whose name is Check optionally fill in the Check No box with the customer check number Clicking on the Notes button opens a small box where you can write any special instructions or descriptions you may have concerning the sale These comments will appear in the printed invoice In the Message No box enter the number of a message you would like to see on the printed invoice See Setting up Messages on page 61 for procedure for setting up invoice messages In the lower half of the Invo
3. Billing Code SHIP HAN a Description Shipping amp Handling E 4 Revenues Account No 401 Sales Account Name 402 Sales Returns Taxable O 403 Shipping f Discount m Amount 15 00 40303 Packaging 40304 Surcharge 404 Financial Income 405 Other Revenues Billing code setup To enter a billing code 1 wn 10 Select Edit Codes Tables Billing Codes from the PCS Accounting menu bar This brings up the Billing window The Billing window shows at the top a list of currently available billing codes This is followed by a 7 line form for specifying properties of the code To enter a new code this form should be blank If it is not click the Ne w button to clear the form Enter a purchasing code with up to 8 characters in the Billing Code box Enter a description of the code with up to 20 characters in the Description box Click the pic button with the mouse in the Account No box to bring up the Select Account window The window will display only revenue accounts In the Select Account window click on the account that the billing code with post to Click on the Select button The name of the account will appear in the Account Name box If the type of charge you re describing with the code is usually taxed click the Taxable check box to set the default tax status If there may be a discount for this type of charge click the Discount check box If the price
4. in the Closing Day box enter the day of the month that the billing cycle closes If the Type is Day of Month and the due date and closing day are to fall in the month following the transaction click the Next Month check box When done click the Save button To clear the form in the Terms window to add a new terms entry click the New button To delete a terms entry select the terms entry in the list at the top of the Terms window and click the Delete button Users with sufficient user rights can edit all the fields in the terms table at any time af Terms and Taxes Tables Tax Codes Table This table keeps a list of sales taxcodes to be used when invoicing or purchasing Specifying one of these codes in purchasing or invoicing transactions causes the sales tax to be calculated and entered automatically into the transaction When invoicing the amount of tax is credited to one or more sales tax liability accounts specified by the tax code when the transaction is saved When purchasing the sales tax paid is calculated based on the tax code and the amount of tax is automatically debited to an expense account designated by the tax code There is a default entry with a code 0000 used for taxexempt sales and purchases When setting up customers and vendors a tax code is specified that will appear as the default code when invoicing from that customer or purchasing from that vendor To add a tax code 1 Select
5. 98 non inventory purchase transaction CEAN E srona irori r sca EEEE Ai 93 95 normal inventory tracking eeseesseseessseerrssrresrrereesresrrresne 55 Not to Exceed amount sceeseeseeeeeeeeeeeneeas 101 O on hand Quantity oe eeeeceeeeseeceeeeeeeeeeeeeeeees 57 77 81 on order NUMDET ccceeces css cseseeeeee 57 93 98 102 OPeratiNg SYSTEMS oerien 2 P packing listinni 136 password changing i a AES 31 Mitalee ecese eerie airean EE 7 IM ASCO sec cccosccceresdestescoscesactscevecacestesscastencstessecstens 7 29 NOt CASE SENSITIVE eects cseeteeesteteteseseeneeeseeees 7 Payables report oo eee eeeeeseeceseseseseeeeeeeseeeneaeees 53 PCS Accounting Developet s Kit 2 PCSACCIZEXS Res ee ta aa 6 pesacct2000 MdD oo ceeeseceeeeeeesseseseseeeseeesnseeaees 6 opening in MS ACCESS ou eee esessseeeeeeeeseseseeeeseeeees 4 Period balances eee eeseseseseeeeeeseeeneees 125 periods CLOSING 23 scisctsster arith avipen tars eescm net aver eeizsce 126 Physical inventory oe eee eee eseeeseeeeeeeeeeneeeaeees 67 PAC DUO ss scusiceecescdencns secckeseavd cousceeddeensavesteasstesnertiea see 141 POSTING ACCOUNTS 0 eee eeeseeeseecesesestseeeeeeeeseneetatens 23 AIG isos csnnsoseessectseaseieasier eth cvedseceuesecnsetestensisbeasavesaees 25 DIAN sis visecsees E 76 78 defa ltan na ERN 24 153 d leting eiiie iii i 26 in cash receipt for sale transactions 104 in deposit tramsactiONS seccseseceeseecceeeseeees 122
6. for centimeters in the Units combo box Enter a name for your new layout and then enter the locations for the various items that are to be printed on the check and check stub When finished click the Save button on the toolbar or choose Edit Save Check Layout from the menu bar You may edit an existing layout by clicking on its entry in the list of layouts in the top part of the window To delete a layout click on a layout from the list and then click the Delete button on the toolbar or choose Edit Delete Check Layout from the menu bar To select a default check layout i e the layout that will be used when checks are printed or previewed click on the layout you wish to use in the list and then click the Activate button just under the Units combo box You will be prompted to confirm your choice after which the new default will move to the top of the list Reconciling Bank Accounts Banks typically send monthly statements which should be reconciled with the corresponding cash entries made in PCS Accounting for the periods covered by the statements To perform such reconciliations use the Reconcile Account page in the Check Register window The procedure is as follows 1 Choose Accounting Cash Check Registers from the menu bar or from the toolbar click on the Check Registers button In the Select Account page click on the account the check is to drawn on Click on the Reconcile Account tab 3 With the bank statement in hand e
7. 1040101 1040102 1040103 1040104 1040105 10402 1040201 1040202 201 20101 2010101 Prepaid Expenses Prepaid Insurance Prepaid Rent Prepaid Interest Prepaid Taxes Advance Payments Other Assets Deposits Rent Deposits Leases Deposits Utilities Deposits Security Deposits Vendor Deposits Long Term Investment Cert of Deposit Other Long Term Inv Liabilities Short Term Liability Accounts Payable Vendor Payable Liability Liability Liability Liability General Detail Detail Detail Detail Detail General General Detail Detail Detail Detail Detail General Detail Detail General General General Detail 103 10303 10303 10303 10303 103 1 104 10401 10401 10401 10401 10401 104 10402 10402 2 201 20101 2010103 Company Credit Cards Liability Detail 20101 20102 Notes Payable Liability Detail 201 20103 Accrued Payable Liability General 201 2010301 Accrued Salaries Liability Detail 20103 2010302 Accrued Wages Liability Detail 20103 2010303 Accrued Commissions Liability Detail 20103 2010304 Accrued Bonuses Liability Detail 20103 2010305 Accrued Disability Insur Liability Detail 20103 2010306 Accrued Union Dues Liability Detail 20103 2010307 Accrued 401 k Plan Liability Detail 20103 2010308 Accrued Health Insurance Liability Detail 20103 2010309 Accrued Rent Liability Detail 20103 2010399 Accrued Other Liability Detail 20103 20104 Taxes Payable Liability General 201
8. Before transactions can be entered current account balances must be entered into the chart of accounts Until you do this you will see this warning window telling you to perform this task whenever you choose the Accounting item from the menu bar x Enter Beginning Balances before entering Transactions After clicking on the OK button in the warning box the Account Beginning Balances window will appear Before attempting to enter information into this window gather the information listed below Until then click on the Cancel button for this window Account Beginning Balances 2 Liabilities ooo iy 3 Eau o Revenue 4 Revenues Expense Totals su sw Account Beginning Balances window Preparation Before proceeding with this step you should have available v atrial balance or a detailed balance sheet and income statement preferably for the beginning of the current accounting period v alist of open receivables and payables e g receivables and payables aging reports v ifyou maintain inventory a physical inventory list with numbers of inventoried items and their values In PCS Accounting you already should have set up your company s defaults information your chart of accounts the customers and vendor list at least those who have current receivable or payable balances lt lt lt lt the products and services list at least those products that are currently in inventory and those produc
9. Total for General Transportation Inc 0 00 Customer GPASSOC Geoffrey Price Associates Total for Geoffrey Price Associates 9 139 30 9 139 30 Customer JBP JBP Limited Total for JBP Limited Customer NAP NewAge Apparel Total for New Age Apparel 0 00 0 00 Total 14 649 30 14 649 30 A receivables aging report 133 Reports Reports will either be sent to the Windows default printer or to a preview window based on whether the Printer or Preview menu item is checked in the Reports menu Clicking on one or the other of them toggles these two items Simply click on your choice to pick it When previewing a report on the preview window s toolbar gt Use the Table of Contents button at the left end of the toolbar to show or hide an outline list of the major items customers vendors groups etc Some reports do not utilize this feature gt Proceeding from the left of the toolbar use the Print button to print a previewed report gt Use the Zoom Out and Zoom In buttons and the Zoom combo box to control the size of the report being previewed gt Use the Previous Page and Next Page toolbar buttons to navigate through the report gt Use the Previous and Next buttons to move between back and forth between pages Many of the reports include an outline feature on the left side of the report window Clicking on an item in the outline will take you immediately to that item in the report In some reports click the pi
10. of Posting Accounts on page 23 The discount simply reduces the purchase cost of the item The Purchase Discount posting account is used only in Cash payment transactions 25 If you will pay sales tax for the item place a check in the Tax check box by clicking on it with the mouse or pressing the space bar Doing this will cause the tax amount to be debited to the purchase tax posting account If you wish the amount paid for the item to include sales tax include the tax in the Price amount and clear the Tax check box 26 The extended price not including sales tax to be paid for the item will appear in the Extended column 27 As you entered a quantity a new blank row will appear in the list Enter additional items by following the procedure described in Steps 16 25 28 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form The amount in the Tax box is editable the amounts in the Sub Total and Total boxes are read only 29 If the entry in the Pay by box is not the default purchasing posting account for instance you are making a credit card purchase enter the amount paid in the Paid Amt box at the bottom left corner of the form Any difference between the amount entered here and the Total amount will be credited to the default Purchasing posting account the vendor payable account 30 If you are paying some amount by credit card or any Purchasing posting account other than t
11. 5020201 Maintenance Autos amp Trucks Expense Detail 50202 5020202 Maintnc Furniture amp Fixtures Expense Detail 50202 5020203 Maintenance Office Equipment Expense Detail 50202 5020204 Maintnc Machinery amp Equip Expense Detail 50202 5020205 Maintenance Other Assets Expense Detail 50202 50203 Depreciation Expense General 502 5020301 Depreciation Autos amp Trucks Expense Detail 50203 5020302 Deprec Furniture amp Fixtures Expense Detail 50203 5020303 Depreciation Office Equipment Expense Detail 50203 5020304 Deprec Machinery amp Equip Expense Detail 50203 50204 Amortization Expense General 502 5020401 Amort Organization Expense Expense Detail 50204 5020402 Amort Leasehold Improv Expense Detail 50204 50205 Rents and Leases Expense General 502 5020501 Rents amp Leases Autos amp Trucks Expense Detail 50205 5020502 Rents Furniture amp Fixtures Expense Detail 50205 5020503 Rents amp Leases Office Equipment Expense Detail 50205 5020504 Rents Machinery amp Equip Expense Detail 50205 5020505 Rents amp Leases Building Expense Detail 50205 5020506 Other Leases or Rent Expense Detail 50205 50206 Business Insurance Expense Detail 502 50207 Travel amp Entertain Expense General 502 5020701 Lodging Expense Detail 50207 5020702 Transportation Expense Detail 50207 5020703 Meals Expense Detail 50207 5020704 Entertainment Expense Detail 50207 5020705 Other Travel Expense Expense Detail 50207 50208 Shipping
12. Demo Company Accounting Parameters Setup sunt Types E Accounting Periods 1010104 1010501 Bill Customer 1010502 American Express 1010503 Discover AG il 1010504 MasterCard 1010505 Visa aang 1010102001 Checking Account 1010104 Cash on Hand 50101 COGS Dept 01 50102 COGS Dept 02 303 Current Earnings 1010701 Inventory Purchase Disec 40404 Purchase Discounts Purchasing 2010101 Vendor Payable SASSOON Adding a Billing posting account Select Account E Cee 41 Assets 401 Current Assets 40101 Cash 10104 Marketable Securities 10105 Accounts Receivable i 1010501 Bill Customer 1010502 Credit Card Rece f 1010506 Allowance for Dc 40106 Other Receivable 10107 Inventory 102 Fixed Assets 103 Deferred Assets 104 Other Assets 25 Posting Accounts Selecting a posting account 4 Inthe Select Account window click on the boxes to expand the account tree until you find the account you want to use Click on the account to select it and close this window Occasionally you may not see newly created accounts in the Select Account window If this happens click on the Refresh button to make the missing account appear 5 Back in the Accounting Parameters Setup window find the newly designated posting account Edit the Description to a short name less than 20 characters that will describe the account well in t
13. Each sales department has a sales account a sales return account and a cost of goods sold COGS detail account Customers are assigned to one or another of these sales departments Sales to and sales returns from these customers result in posting to their department s accounts These accounts are distinguished by a non zero entry in the Department Number value for the posting accounts for that department For instance Sales Department 3 would have its own Sales revenue posting account Sales Return revenue posting account and COGS expense posting account all with a Department Number of 3 Designates an expense account that records the value of discounts given to customers in cash receipt transactions Designates accounts for posting amounts in purchasing transactions Purchasing accounts must be liability accounts There should be a Purchasing account entry for each method of payment for a purchase that results in a liability Purchasing account entries might include ones for billed purchases and for payments made at the time of purchase by credit card but not by cash or check The Description entries for the Purchasing accounts appear in the Pay by box in the Purchasing forms The Default Purchasing account should be the payable account you wish any unpaid amounts arising from a purchase to be credited to Designates a revenue account that will receive discounted amounts specified in cash payment transactions Designates a pair o
14. Financial Expenses Expense Detail Business Taxes Expense Detail Other Expenses Expense Detail Important You must have at least on reconcilable bank asset account You will also need to add posting accounts in the company setup window For a list of the posting accounts needed by various transactions see Types of Posting Accounts on page 23 Tn order to use the products and services lists and maintain inventory when invoicing or purchasing make your Sales Sales Returns and Cost of Goods Sold COGS accounts general accounts Then create Sales COGS Returns Departments detail posting accounts using the Posting Accounts setup procedure described on page 26 to set up a Sales Department This procedure creates Sales Sales Return and COGS detail accounts reporting to these general accounts The detail Sales Sales Returns and COGS accounts are added using the Posting Accounts setup procedure described on page 26 See previous footnote 22 Posting Accounts Posting accounts are required if you wish to use any of the features of PCS Accounting other than General Ledger transactions Billing purchasing and cash transactions automatically post the amounts involved in the transaction to a number of accounts Exactly which accounts are utilized during these activities are specified in a table of posting accounts For example if you wish to bill a customer the amount of the invoice must be added debited to a receivables asset ac
15. General Receipts Bank Transactions Advance Receipt Vendor Refund Payment to Vendor Advance Payment Customer Refund Check Registers Deposit For recording cash receipts from customers for sales recorded by Invoice or Sales Without Invoice transactions The received payment is credited against one or more invoices or sales records in a list of current invoices for the selected customer The transaction appears in the receivables aging report For recording cash receipts that are not the result of sales e g tax refunds checks for interest earned rebate checks for non inventoried purchases or a loan to the company Such transactions do not appear in aging reports Used for payments for services or non inventoried items from non vendors Examples are tax payments or payroll checks Also used for bank charges and electronic bank transfers receipts or disbursements Such transactions do not appear in aging reports For recording a customer deposit The transaction appears in Receivables aging report A refund from a vendor listed in the Vendors table Such a transaction might follow a Purchase Return for the return of items already paid for The refund can be in the form of a check cash or a direct electronic deposit into a reconcilable bank account This transaction appears in the Payables aging report Records a payment made to a vendor for a merchandise receipt or non inventory purchase A payment of a deposit
16. Master This user has complete administrative rights to all the features of PCS Accounting and cannot be deleted To prevent unauthorized access to the key procedures and data that your organization considers proprietary one of your first tasks is to change the change the Master password To change the Master password follow the procedure described under Setting up Users and Passwords on page 10 Access to the PCS Accounting Database PCS Accounting keeps its data in a format that is accessible to Microsoft Access and other databas e development environments Anyone who knows that there is a user named Master and the Master password can open the PCS Accounting database and modify or destroy both data and the database structure To control this type of unrestricted access it is extremely important that the Master password be changed as soon as possible and kept secret User Rights PCS Accounting users other than the Master user have rights that are specified by a hierarchy of five security levels The functionalities assigned to these levels correspond to the following business functions Master and Technical personnel charged with maintaining the program Chief financial officer Level 1 Personnel trusted to add users and maintain passwords Level 2 Top management accounting personnel Personnel requiring access to the General Ledger Head of marketing Level 3 Office manager Management personnel in charge of disbursements rec
17. in general receipt transactions eee 106 in INVOICE transactions 0 0 teeeseeeeeeeeeees 73 in Merchandise receipts oes eseeeeeeeeees 89 in non inventoried purchases eee 89 in vendor payment transactions eee 113 purchasing icsiwsckneeninnk 24 92 94 required for IN VOICES sees eseceeeeeeeeeeeeteeeeeeeteeeeees 74 required for sales returns eee 79 previewing reports 0 eects eesesesteeeteeeeteeeeseans 134 printing PESUPICHIONS an E R E OR A 30 printing CHECKS ssssiineesirinsesinnniinasie 120 printing reports ses seesssesesesssessstesressssererssreerrrseeneerse 134 product Costing secssosisrssiricirreisiiss 12 56 57 formula of calculating average cost 93 97 in inventory adjustMeNt uw eects 67 product identification COde eects 55 product rep T S wee ee eeeseseeeescaestseeseseeteeeneaeans 136 164 PLOMUCt tracking esses ee eeseseetseeteeeeeeeeneetaeees 56 products products button purchase credit GEANE cinin iinit E from a purchase transaction purchase disCount cseccceeseeeeene purchase Orders 0 0 eseceecseseececeeseeeeeeestececeeseeceeeeaneceeesas CRE ALIN G 2 itessta vera tster RETT creating merchandise receipts based on 90 suppressing Not to Exceed amount purchase orders button eeeceeseseeeeeceseeeeeeeseeeeeeeee purchase returns creating from a merchandise receipt 95 PULChASE LEtUINS ee eeeeeseeeceeseneeceecneee
18. number or deposit number bank General Receipts Cannot be deleted after deposited Cash Payments Total check amount must be applied Cannot be deleted after cleared with bank Cash Receipts Total check amount must be applied Cannot be deleted after deposit Valid customer ID Can not be deleted if paid with Valid check number invoice Chart of Accounts Cannot be deleted if sub accounts exist if balance gt 0 in any open period if posting account Customers Valid customer ID Cannot be deleted if open invoices At least one alternate location exist for customer Advance Payments Valid vendor ID and check number Cannot be deleted if check has cleared bank 156 Appendix 3 Required Fields and Restrictions Required for Saving Required for Deleting Valid customer ID_and check number Can not be deleted after depositing Purchase Returns Valid vendor ID and at least one item line Product on hand quantity can not be less than zero Sales Orders Valid customer ID At least one item General Ledger Balanced Transaction ee Sales Invoice Valid customer ID Cannot be deleted if paid by check invoice date due date and check has been deposited If there is tax then valid tax code and account At least one item If not default billing account then paid amount must be entered If paid by check then check number is required Merchandise Receipt Valid vendor ID invoice date Cannot be deleted if the on hand At l
19. 2010401 Payroll Taxes Liability General 20104 2010401001 Federal Payroll Tax Withheld Liability Detail 2010401 2010401002 State Payroll Tax Withheld Liability Detail 2010401 146 Appendix 1 Default Chart of Accounts Account No Account Name Group Type Parent 2010401003 City Payroll Tax Withheld Liability Detail 2010401 2010401004 SUTA Liability Detail 2010401 2010401005 FUTA Liability Detail 2010401 2010401006 SDIF Liability Detail 2010401 2010402 Sales Tax Payable Liability General 20104 201040201 State Sales Tax Payable Liability Detail 2010402 2010404 Franchise Tax Liability Detail 20104 2010405 Foreign Tax Liability Detail 20104 2010406 Income Tax Payable Liability General 20104 2010406001 Federal Income Tax Liability Detail 2010406 2010406002 State Income Tax Liability Detail 2010406 2010406003 City Income Tax Liability Detail 2010406 2010407 Other Tax Payable Liability Detail 20104 20105 Other Payroll Payable Liability General 201 2010501 Health Insurance Co pay w hld Liability Detail 20105 20106 Dividends Payable Liability Detail 201 20107 Other Payable Liability Detail 201 202 Long Term Liability Liability General 2 20201 Mortgages Payable Liability Detail 202 20202 Long Term Notes Payable Liability Detail 202 20203 Current L Term Liab Liability Detail 202 20204 Other Long Term Liab Liability Detail 202 203 Deferred Liability Liability General 2 20301 Commit amp Contingency Liability Detail 203 20302 Deferred Incom
20. A sales order cannot be entered for a customer that is not in the customer list g PCS Accounting File Edit Accounting Utilities Reports Window Help SCH 680 CPaal S69fhe au at Sales Order 6 P Details Select Order No 6 Cust ID JBP Status Active Bill To k Name JBP Limited Name JBP Limited Date 11 18 02 Contact Jason B Roberts Contact Jason B Roberts Tax ERIE Address 1 371 Delaware Ave Address 1 371 Delaware Ave Terms N30 0 0 Address 2 Address 2 City City State ip State Zip 4202 Via A R Our NETWORK amp MARKAPE SalesPerson JAW Notes Item Description Price Disc Tax Extended PCSSYSTEMO3 AMD XP 1 8 GHz System 1550 000 0 00 M 9300 00 CONSULTIDB Consulting Databases 95 000 0 00 3800 00 LABOR Labor Serice Charges 80 000 0 00 E 960 00 m SubTotal 14060 00 744 00 Total 14804 00 Creating a sales order 4 When the Cust ID box is filled in with an existing customer ID information fromthe customer list will fill in the main remit to addressing information in the upper left part of the form and repeat this information in the right ship to section of the form If the ship to address is incorrect click on the Ship To button and from the Select Location window select an alternate address You may also edit any of the addressing information 5 On the upper right part of the form today s date will appear in the Date box If you wish another date in this b
21. Check No 8873 Address 345 Mulberry St Payment Type Check z City Amount 4000 00 State i CashAcct 1010104 Reference PO 536 Routing App Creating an advance receipt transaction Advance receipts appear in customer statements and receivables aging reports as negative amounts Typically you will at a later date bill the customer for delivered items in an amount equal to or in excess of the advanced amount The customer will then pay for the billed amount less the advanced amount and will thereby cover the advance in the Receipt for Sale see Receipt for Sale Transactions on page 104 transaction To create an Advance Receipt 1 From the menu bar select Accounting Cash A dvance Receipt The Cash Advance Receipt window appears 2 Inthe Customer ID box click the pic button or press F5 to bring up the Select Customer window In the Select Customer window click on the customer who sent the payment and click on OK Information from the customer table will fill the top part of the Cash Advance Receipt window Edit the customer name and address information if desired 3 The Date box will initially show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction If the receipt is a check enter the check number in the Check No box 5 Inthe Payment Type
22. Customer ID Date 11 22 02 Name General Insurance Co Check No 005477003 Address 773 Dubois Ave Payment Type Check City White Plains Amount State ip Applied Reference Insurance refund Wkms Comp Balance Cash Acct 1010104 Default Acct Account No Description 5020102005 VWorkmans Compensation Creating a general receipt 2 Optionally in the Customer ID box type in the customer ID or click the pic button or press F5 to bring up the Select Customer window In the Sekct Customer window click on the customer who sent the payment and click on OK Information from the customer table will fill the top part of the General Receipt window Edit the customer name and address information if desired 3 You may wish to simply type in name and address information There is no need for a customer ID 106 Cash Transactions Note General receipts will not appear in aging reports Do not use this type of transaction for receipts for sales The ability to roll in customer addressing information is simply for convenience 4 The Date box will initially show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction 5 If the payment is by check or you wish to affix some other identification number to the receipt enter this information in
23. Earnings Inventory Purchase Discount Purchasing Purchasing Sales Sales Discount Sales Return VenAdv CusAdv 1010104 1010104 1010501 1010502 1010503 1010504 1010505 1010102001 1010104 50101 303 1010701 40404 2010101 2010103 40101 50304 40201 10304 20305 Cash Check Bill Customer American Express Discover MasterCard Visa Checking Account Cash on Hand COGS Dept 01 Current Earnings Inventory Purchase Discounts Vendor Payable Credit Card Purchases Sales Dept 01 Sales Discount Returns Dept 01 Advance Payments Advance Receipts 153 O jO O jO O O O 0 O Appendix 3 Required Fields and Restrictions Module Availability Module Transaction Required Products _ Sales Departments services _ Sales Departments Sales Invoicing Sales Departnents Sales Return Inventory Posting Account Billing Post Account Beginning Balances Sales Sales Order Sales Departments Beginning Balances Sales Without Invoice Inventory Posting Account Sales Credit Billing Post Account Beginning Balances Purchasing Merchandise receipt Sales Departments Purchase Return Inventory Posting Account Purchasing Post Account Beginning Balances Purchasing Purchase Order Sales Departments Beginning Balances Purchasing Non inventoried Purchase Inventory Posting Account Purchase Credit Purchasing Post Account Cash Receipt for Sale Cash Receipt Posting Account Billing Posting Account Sales Disco
24. Edit Codes Tables Tax Codes from the PCS Accounting menu bar This brings up the Tax window The Tax window shows at the top a list of sales tax codes This is followed by a short 4 line form for specifying the taxpayable liability accounts to be credited during invoicing and the tax rate percentage for each account Enter a tax code with up to 8 characters in the Tax Code box In the first blank cell in the Account column click the pic button at the right of the cell with the mouse to bring up the Select Account window The window will display only liability accounts In the Select Account window click on an account to collect sales tax liability amounts Click on the Select button Description ax NIAGARA Niagara County N S Select Account E 2 Liabilities Tax Code ERIE 201 Short Term Liability Description Erie CtyiNYS Sis Tax 20101 Accounts Payable Sales Tax Liability Breakdown 20102 Hotes Payable Account Description Rate E 20103 Accrued Payable amp 20104 Taxes Payable E 2010401 Payroll Taxes E 2010402 Sales Tax Pay Total Sales Tax 2010404 Franchise Tar Purchase Tax Expense 2010405 Foreign Tax 6020901 Sales Tax on Purchas 2010406 Income Tax P 2010407 Other Tax Pay Other Payroll Payable Dividends Payable ns gt AUDEUMIE State Sales Tax Paya Adding a sales tax code Enter the sales tax rate percent in the Rate column You may wish t
25. Expense General 502 5020801 Freight Expense Detail 50208 5020802 Insurance Expense Detail 50208 5020803 Packaging Expense Detail 50208 5020804 Duties Expense Detail 50208 5020808 Other Shipping Exp Expense Detail 50208 50209 Taxes other Expense General 502 149 Appendix 1 Default Chart of Accounts Account No 5020901 5020902 5020903 5020906 50210 5021001 5021002 5021003 50211 50212 50213 50214 50215 50216 50217 50218 50219 5021901 5021902 5021903 50220 5022001 5022002 5022003 5022004 50221 50222 50223 50224 50261 50281 50283 50284 50299 503 50301 50302 50303 50304 50305 50306 50307 50399 504 Account Name Sales Tax on Purchases Property Tax Franchise Tax Other Taxes Consulting Fees Accountants Legal Other Consulting Fees Office Supplies Phone Mail Postage Utilities Alarms Contribution Donations Licenses Permits Memships Dues Subscr Advertising Broadcast Advert Print Advertising Advertising Trade Accts Promotion Catalogues Brochures Mail Postage Ads Other Promotions Public Relations Marketing Research Bad Debt Loss Inventory Losses Non deduct Contributions Software Expenses Perishable Tools amp Eq On Line Services Other Expenses Financial Expenses Credit Card Discount Interest Expenses Bank Charges Sales Discounts Agents Commissions Payroll Service Service Charges Other Financial Exp Other Expenses 150 Gr
26. Measure box enter the largest unit of measure for the item when it is sold Examples are Each Case Box or Dozen 15 In the Sales Price box enter the usual selling price for the item the measure unit 16 Under Cost Details if you are using the Standard product costing method see Product Costing on page 12 enter the standard cost in the Standard box If you use another costing method you may still want to enter a value here for reference The other boxes under Cost Details show read only calculated values 17 Click on the Additional tab to go to the Additional page to add more information about the product To add alternative vendor information for this or similar products click the pic button or press F5 while in the Vendor 1 or Vendor 2 boxes and choose alternative vendors from the vendor list To add reference information for alternative or substitutable products click the pic button or press F5 while in the Prod Code 1 or Prod Code 2 boxes and choose a substitute product from the product list 18 To add another product choose Edit New Product or click the New button on the toolbar To modify product information 1 From PCS Accounting s menu bar choose Edit Products to bring up the Vendor window In the Select tabbed page find the entry for the product you wish to modify in the list and click on the entry This will immediately take you to the Details page In the Details page change any i
27. Nov 2002 Applied 4550 00 Show After 0971 8 02 Balance Disc RoR PUR _ inv 012244 11729702 11 2902 _ 5550 00 Po Me e o EEA ee Payment to a vendor with a prior advance payment applied to the current payable 116 Cash Transactions Note If the payable amount is equal to or less than the advance amount in the Payment Type box choose Advance and then apply as a negative number the amount you wish to apply to the detail row showing the advance ADV Apply the same amount as a positive number to the row showing the payable that the advance is being applied to You should leave the Amount box showing 0 00 Deleting Advance Payments Advance Payment transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete Cash Payments command from the menu bar An Advance Payment transaction cannot be deleted after the payment has been reconciled in the Check Register Customer Refunds Use a Customer Refund transaction to record a payment to a customer This type of transaction is used when you refund money to a customer after the customer has i made a purchase recorded with an Invoice or Without Invoice transaction ii paid for the purchase recorded with a Receipt for Sale transaction and iii returned part or all of the purchased materials or services to you recorded with a Sales Return or Sales Credit Customer Refund transactions credit the
28. Purchase Discount posting account see Types of Posting Accounts on page 23 The discount simply reduces the purchase cost of the item The Purchase Discount posting account is used only in Cash payment transactions 16 If you paid sales tax for the item place a check in the Tax check box by clicking on it with the mouse or pressing the space bar Doing this will cause the tax amo unt to be credited to the purchase tax posting account If you wish the amount of credit for the item to include sales tax include the tax in the Price amount and clear the Tax check box 17 The extended price not including sales tax to be credited for the item will appear in the Extended column 18 As you entered a quantity a new blank row will appear in the list Enter additional items by following the procedure described in Steps 13 18 19 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form The amount in the Tax box is editable the amounts in the Sub Total and Total boxes are read only 20 If the entry in the Pay by box is not the default purchasing posting account for instance you made a credit card purchase enter the amount paid in the Paid Amt box at the bottom left corner of the form Any difference between the amount entered here and the Total amount will be debited to the default Purchasing posting account the vendor payable account 21 If you paid some amount by credit card or any p
29. Sales Discount posting account 12 Inthe Applied column enter the amount to be applied to that sales transaction 13 If the receipt covers more than one sales transaction repeat Steps 11 and 12 14 As you apply amounts the Bal Due column will reflect the balance due for the sale The Balance box in the transaction s header will show the remaining amount that must be applied When the Balance box shows zero you will be able to save the transaction 15 Save the receipt by selecting Edit Save Receipt for Sale from the menu bar or by clicking the Save button Editing Receipt for Sale Transactions To edit a receipt open the Receipt for Invoices window and click on the Select tab or press CTRL TAB In the list of receipts in the Select tabbed page click on a receipt to select it The Detail page showing the selected transaction will immediately appear Until the payment has been deposited you can edit any of the information in the receipt provided that the balance remains zero After the receipt has been deposited the header information in the receipt cannot be changed The distribution of the receipt amount in the detail list can be changed as long as the applied plus discount amount remains equal to the amount 105 Cash Transactions Deleting Receipt for Sale Transactions Sales receipt transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete command from the menu bar Sales r
30. Xx Costing Method Average Date 10 18 02 Inventory Acct 1010701 Adjustment Account 50224 RoR Average ee a 12 00 16 00 53200 Finer Adapter Adjusting inventory Repeat Step 4 for each item in inventory 67 Inventory Adjustments and Setup Note For items that you sell but do not have in stock you can enter a catalog price a recent purchase price or simply leave it at its current value There is no effect on the inventory account 7 When finished click the Save button You will get a message telling you that a general ledger transaction is being generated This transaction will appear in the General Ledger transaction window and in the GL journal Inventory Change i Inventory Change Completed New GI Transaction No 1 has been added 68 General Ledger Transactions Use General Ledger transactions to post directly to the chart of accounts This type of transaction is typically used for internal purposes usually for allocations to different uses within the organization When doing business with outsiders customers vendors and banks you will typically use sales purchasing or cash transactions General ledger transactions can transfer amounts between any accounts except reconcilable accounts To make transfers to or from a reconcilable account use one of the cash transaction types Warning Although you can use general ledger transactions to modify receivables payables and inventory accounts
31. account credits the payables liability account or a credit card account and if sales tax is involved debits the purchase taxexpense account It also updates the number and amount data in the products table Using purchasing codes other accounts can be debited When recording the receipt of services in Merchandise Receipts purchasing codes must be used 89 Purchasing Transactions Creating a Merchandise Receipt To create a Merchandise Receipt 1 From the PCS Accounting menu bar select Accounting Purchasing Merchandise Received This brings up the Merchandise Received window Alternatively click on the Merchandise Received button 4 on the main toolbar A blank Details tabbed page in the Merchandise Received window appears You can create a merchandise receipt by rolling in a purchase order or by entering the merchandise receipt information from scratch If you wish to create a merchandise receipt based on an existing purchase order choose Get From Purchase Orders from the menu bar This will bring up the Select Purchase Order window Click on a purchase order in the list and click on OK The information from the purchase order will be transferred to the Merchandise Received form However the date related boxes will contain dates based on the current date and the terms are added based on the default terms for the vendor At a minimum to complete the transaction you must now enter the quantities received in the Rec colu
32. added PCS Accounting desktop icon or select Programs PCS Accounting PCS Accounting from the Start Menu You will immediately be presented with the SQL Server Connection Parameters window that allows you to specify information needed to access the PCS Accounting database For new stand alone installations where accounting for only one company is planned you can choose the database file presented here This is the blank database that was installed in a SQL Server or MSDE Server by following the instructions found on Appendix 4 Setting up PCS Accounting Database in Microsoft SQL Server on page 159 Please fill in a name for the company SQL Server name a valid user name and password The connection time out is by default 30 seconds It is highly recommended that you use Windows Integrated security if possible If you use this option the user who is logged into the workstation should have access to SQL Server database Installation of PCS Accounting SQL Server Connection Parameters Company Name uy company Database Name PCS Accounting Server Name User Name Password Connection Timeout Use Windows Integrated Security S Troubleshooting the Installation A common problem that occurs is an incorrect location for the program the location of pcsacct2 exe vis vis an accounting database file pcsacct2000 mdb Usually this is because the location of the accounting database has been moved If the program is unable to locate a
33. amounts To facilitate the creation of such transactions PCS Accounting provides recurring transactions These are actually transaction templates which are easily created and retrieved When you enter a transaction that you know you will be repeating you create a recurring transaction template based on the transaction you have just created The next time you need to enter a similar transaction you retrieve the recurring transaction template This immmediately fills in all the transaction information saved in the template except for date information which will be based on the current date Recurring transactions are available for General Ledger transactions Sales Invoice transactions Purchasing Merchandise Received transactions Cash Bank Transaction Sales Sales w o Invoice Purchasing Non Inventory transactions Purchase transactions Adding a Recurring Transaction To create a recurring transaction template 1 Using the for which you wish to make a recurring transaction template Note that for transactions of the type listed above Recurring will appear as an item in the menu bar In the Select tabbed page find an example of the transaction and click on it to open it in the Details tabbed page 2 You may wish to remove or modify some of the information in transaction that will have to be changed each time a new transaction based on the recurring transaction is created For instance if you are making a Non Inventory Purchase tra
34. and deleting ue eeeeeeeeteeeeeeees 73 89 156 retained eamings year end transfer from current earnings 127 TUSDES sicssccccccvsoustssersesescosssnsa ccbctavsnyespseessssectvoueusenbansntoaevee 29 S sales Credit reseni aR N E 73 CTO AUIS sexes esas E E AS 82 83 from a sales transactiOn eee eeeeeeeeees 82 Sales departments ceeeesceseeeseteeeteeteeeeneeeeeees 26 55 Sales TepOrt aiii ash cece Sawa Es 136 SALES di Scotiae rener eire TCR Eia 77 SALES jouira leserne t 134 sales OLders chines aena enaaniaes 73 CHO AUIS 2 sirsie na A RE 83 85 creating invoices based On s ssssssssssereereeresse 74 SALES PELSOM sc cscccssssesessesaccs osnssscevserseseiessceasehcbvoartaseseeeets 45 addini sentiran EEEN 45 sales receipt CLOAUID ea EREE E EEE nan enaniey 104 sales receipt transactions delet cs ano a an N 106 CONG sses r eo oe asr E EEE EEVEE eiat 105 SALES TE POTS eae Et 136 sales return PEAN E os snsnscssertstesssishessensassneneteersbinareeyeivs deatees 79 81 sales returns creating from an INVOICE oe eee ee teeeeeeeeteeees 79 SALES retTN S esirin sreiriiissssrsiceveatiiei iesistie iit 73 for a Paid invoice siinus 87 posting accounts required oe eeeeseeteeeeeees 79 using billing codes 11 ee eeeeeeteseeeeeeeenees 81 Sales tax sie ain ease nee tomes 38 sales TAK Acuinn oiea 73 74 sales transactions ose esses eseseeeseeteseseseeeeeeeeeees 73 CCIE tin Seine chalets ee tose snes 86 COINS sacccussscdsset
35. be changed as long as the applied amount remains equal to the transaction amount Deleting Bank Transactions Bank transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete command from the menu bar Bank transactions cannot be deleted after the transaction has been cleared in the Check Register Advance Receipts Use an Advance Receipt transaction to record a receipt from a customer made in advance of the issuance of an invoice This type of receipt can also be used to record a received amount that is in excess of the amount billed Advance Receipt transactions debit the Default Cash Receipts posting account usually a cash on hand account see Types of Posting Accounts on page 23 by the amount of the receipt The Advanced Receipts posting account a deferred income liability account is credited You will later use a Deposit transaction to transfer the 109 Cash Transactions funds to your bank account The receipt may be designated as a check or a bank transfer If a check is received the cash on hand account is debited In the case of a wire transfer or direct deposit a deposit transaction is automatically made to a reconcilable bank account z PCS Accounting File Edit Accounting Utilities Reports Window Help O0G 2a 0 08 a Sb2heis a Cash Advance Receipt iof x Details Select Receipt No Active Customer ID GENTRANS Date 10 17 02 Name General Transportation Inc
36. box choose receipt type Check Wire Transfer or Direct Deposit If a wire transfer or direct deposit is received a Select Account window will appear showing only asset accounts In this popup window choose click on the bank account to which the receipt was made and then click the Select button Note If the receipt is a wire transfer or direct deposit the deposit will appear in the check register with an T code Enter the amount of the receipt in the Amount box In the Reference box enter a description for the advance Up to 30 characters are allowed Save the transaction by selecting Edit Save Receipt for Sale from the menu bar or by clicking the Save button 110 Cash Transactions As an example of using an advance receipt as part of a sales receipt cycle of transactions suppose that the following occurs a Your organization contracts with a customer to deliver a custom program The agreed upon cost of development is 22 800 The customer agrees to provide a deposit of 4 000 to cover startup costs b You receive the 4 000 and generate an advance receipt transaction At the end of the next billing period you bill the customer for 8 550 for work performed The customer pays 4 550 When you receive the payment you apply 8 550 to the invoice and 4 000 to the advance The following figure shows this transaction Note If the invoiced amount is equal to or less than the advance receipt a
37. by clicking the Save button Editing Cash Payment Transactions A Cash Payment transaction for a payment that has cleared the bank cannot be edited To edit a cash payment transaction open the Cash Payments window and click on the Select tab or press ALT S In the list of payments in the Select tabbed page click on a payment transaction to select it The Detail page showing the selected transaction will immediately appear Until the payment has been reconciled you can edit any of the information in the payment provided that the balance remains zero After the payment has been reconciled the payment cannot be changed 114 Cash Transactions If the Check No entry is changed when you attempt to save the Warming transaction you will be warned that the transaction containing the original check number will be voided If you choose the Yes button a transaction with 0 00 amount and the original check number will appear in the Check Register as will the current transaction with the new check number x You cannot make a Check No entry that is the same as the number of a previously issued check x The Check Number has changed The Old Check will be voided Do you want to continue Deleting Cash Payment Transactions Cash Payment transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete command from the menu bar Cash payments cannot be deleted after the payment has been reconciled
38. by credit card or any purchasing posting account other than the default purchasing account you may wish to enter some identifying information like a credit card number in the Ref box You can enter up to 20 characters in this box although it can show only 10 at a time Save the transaction by selecting Edit Save Purchase Credit from the menu bar or by clicking the Save button Purchase Orders Use a Purchase Order to order items for inventory or items and services for which purchasing codes exist To create a purchase order 1 From the PCS Accounting menu bar select Accounting Purchasing Purchase Orders This brings up the Purchase Order window Alternatively click on the Purchase Orders button on the main toolbar A blank Details tabbed page in the Purchase Order window appears In the Vendor ID box at the top of the form in the middle type in the vendor identification code not case sensitive and press ENTER or to bring up the Select Vendor window click the pic button or press F5 99 Purchasing Transactions z PCS Accounting File Edit Accounting Utilities Reports Window Help oOoax 46a Fa a gt Eug wu a Purchase Order 102 P Details l Select P O No 102 Vendor ID MICROWHSE Status Active Order With Ship Name MicroComputer Warehouse Distributor Name MicroComputer Warehouse Distribute Date 10 19 02 Contact Don Nelson Contact Don Nelson Deliver By 110 29 02 Address1 6381 Walden
39. database you will be prompted for a location when you start PCS Accounting Use the Specify Data File Location window that appears at startup to specify the database location Note for Sophisticated Users An alternative to using the dialog box shown above is to modify the registry so that PCS Accounting is correctly informed about the location of an accounting database file WARNING Never change the registry without backing it up it up first Incorrectly modifying the registry can make your computer inoperable ANY CHANGES YOU MAKE TO THE REGISTRY ARE UNDERTAKEN AT YOUR OWN RISK If there is anything about this warning or the material in the preceding paragraph you don t understand you should avoid attempting what is suggested here Registry settings for the program point to the location of the database file s pcsacct2000 mdb If necessary change the path description data in the registry for the values under HKEY_CURRENT_USER Software VB and VBA Program Settings PCS Accounting A company name to point to the folder containing pesacct2000 mdb for that company Make sure to terminate the path string with a backslash Another possible problem is that the computer does not contain a current set of ADO database support files PCS Accounting requires each workstation computer to have the Microsoft Data Access Components MDAC Version 2 6 or better installed Many Microsoft products e g Access 2000 Internet Explorer 6 0 install this pac
40. date you wish to be the transaction date 6 If you were charged sales tax for the items being returned make sure the correct tax code appears in the Tax box Right click to choose from the tax codes in the tax table In the Via box enter the name of the shipper 8 Inthe Your box enter the vendor s RMA number or some other distinctive identifier that will let you identify the source of this return Up to 15 characters are allowed If the return is created from a merchandise receipt the Vendor Ref entry in the merchandise receipt fills this box 9 Inthe FOB box enter the method of payment of shipping charges For instance enter Origin if you are paying the shipping charges enter Destination if the vendor is paying for shipping 10 In the Our box you can enter any information that your organization might find useful for identifying this return or the vendor You may wish to place the merchandise receipt or the purchase order number for the original purchase here 11 In the Pay by combo box select the method of payment This will nearly always be the method of payment of the original merchandise receipt If you choose a method of payment different than that in the merchandise receipt the amounts involved in the return will not post to the same accounts as those posted to by the merchandise receipt The list of permitted entries is made up of the descriptions of purchasing posting accounts see Types of Posting Accounts
41. e EE E EEE E 29 Load DUttO Mh iiine inininiiseris 119 NO BO EE E E E E 13 M mailing labels 5 sss cscescuscssssssetectassavessaccnccevsessseserseeses 136 customers VONGONS iseiti rei ar aE EEEE Mark for Update button MDAC rreri eesee sens na a E EEEIEE EAS MEASTE er R EAE merchandise receipt CLOALIS ces cocesccsestcceecesseencesseevasectonsee creating from a purchase order Merchandise receipts cesecceceseeceeseseeceeeeseeceeeeseeceeees creating purchase returns based oN 95 merchandise received button eects 90 MESSIES sisc cossset senses stoseverereteseres caveat onsast oectsustotsesnsteccted 61 method of payment INVOICE E eine 76 merchandise receipt ssseseesseseressreseressressrerrersssees 92 non inventoried Purchase eects 94 purchase credit ci enncincteascneaninn hee sale without inventory sales ereditar erana AEE Microsoft Visual Basic sss sesssseessssseesssssseesseserrrsreeeesee Microsooft Data Access Components eee 6 minimum UO WOVEMLOLY essiri resis eresi i 55 module avala biliyinin en a E EA 33 multiple companies COMMECUING TOs eas 9 removing a COnnection s s sseessssesersseerrrsrrerrersreesen 9 N names ehane E eere rer rE TEA E E must be unique sssessesssesee network installation Index MEW DUON s 47 DON NVEN TOTY ooo eeeeeeeeeeeeseseeeeenesesesueeeecetenenees 56 NON INVENtOTY PULCHASE eee eeeseseeteteeeeteteeees 89 creating purchase credit based on
42. for this type of charge is usually a given amount enter this amount in the Amount box When done click the Save button To enter another billing code click the New button To quit click the Close button To delete a code highlight the code in the list box at the top of the window and click the Delete button 41 Customer and Vendor Groups Customers and vendors can for reporting purposes be divided among groups For instance you may have wholesale customers and retail customers You might have vendors who provide raw materials and those who provide finished goods The possibilities are endless When creating your customer and vendor lists you can specify a group for you customers You are supplied with an initial group General by default You can delete this group if you wish However there must be at least one customer group and one vendor group Customer Groups To add a customer group 1 From the PCS Accounting menu bar choose Edit Groups Customers This brings up the Customer Groups window To add a group in the New box type in the name of the new group 3 Click the Add button The new group will be added to the list Customer Groups Wholesale Adding a customer group To delete a customer group 1 While in the Customer Groups window click on the name of the group you wish to delete in the Group Name list 2 Click the Delete button To change the name of a customer group 1 While
43. giving a cash return from the cash on hand account enter the amount paid in the Paid Amt box at the bottom left corner of the form Any difference between the amount entered here and the Total amount will be debited to the default billing posting account the bill to receivable account 18 If you paid some amount by credit card or any billing posting account other than the default billing account you may wish to enter some identifying information like a credit card number in the Ref box You can enter up to 20 characters in this box although it can show only 10 at a time 19 Save the transaction by selecting Edit Save Sales Credit from the menu bar or by clicking the Save button Sales Orders Use a Sales Order to record customer orders for products inventoried items and services You can roll sales orders into invoices when the order is ready for billing To create a sales order 1 From the PCS Accounting menu bar select Accounting Sales Sales Orders This brings up the Sales Order window A blank Details tabbed page in the Sales Order window appears 83 Sales Transactions 2 Inthe Cust ID box at the top of the form in the middle type in the customer identification code not case sensitive and press ENTER or to bring up the Select Customer window right click or press F5 3 If you click the pic button in the Select Customer window click on the customer placing the order and then click the OK button Note
44. in the Customer Groups window click on the name of the group whose name you wish to change in the Group Name list 2 Inthe New box type in the new name 3 Click the Change button Vendor Groups To adda vendor group 1 From the PCS Accounting menu bar choose Edit Groups Vendors This brings up the Vendor Groups window 2 To add a group type in the name of the new vendor group in the New box 3 Click the Add button The new group will be added to the list To delete a vendor group 43 Customer and Vendor Groups 1 While in the Vendor Groups window click on the name of the group you wish to delete in the Group Name list 2 Click the Delete button To change the name of a vendor group 1 While in the Vendor Groups window click on the name of the group whose name you wish to change in the Group Name list Inthe New box type in the new name 3 Click the Change button 44 Sales Persons List During sales transactions you can specify a sales person responsible for the sale Ze PCS Accounting File Edit Accounting Utilities Reports Window Help eX e fe fe i Last Name First Name Sales Person ID Whitcombe Sales Person ID DWA Lastname Firstname Address 4451 Main St Ste 303 City State Tel 716 555 9357 Adding a sales person entry To add a sales person to the sales person list 1 2 3 4 From the PCS Accounting menu bar choose Edit Sales Persons
45. information 1 From PCS Accounting s menu bar choose Edit Vendors to bring up the Vendor window In the Select tabbed page find the entry for the vendor you wish to modify in the list and click on the entry This will immediately take you to the General page In the General page change any information about the vendor that you wish except for the vendor s ID 3 When finished select Edit Save Vendor from the menu bar or click the Save button to save the information To delete a vendor A vendor cannot be deleted if there are any purchase transaction recorded for that vendor 1 From PCS Accounting s menu bar choose Edit Vendors to bring up the Vendor window 2 In the Select tabbed page find the entry for the vendor you wish to modify in the list and click on the entry This will immediately take you to the General page 3 Select Edit Delete Vendor from the menu bar or click the Delete button to delete the vendor Vendor Purchasing History and Balances 28 PCS Accounting File Edit Vendors Accounting Utilities Reports Window Help Bshe Mu elect General Balance Payment Cur Balance 0 00 Last Purchase Date 08 21 02 Credit Avail 3000 00 Last Purchase Amount Last Payment Date 09 02 02 Last Payment Amount 6170 00 Vendor purchases payments current balance and available credit The Vendor window s Balances Payments page shows a snapshot of the most recent purchase from a vendor the most recent payment
46. it will be a detail account in which case there will be no sub accounts reporting to the new account 4 Use the Status box to indicate that an account is active the default or inactive Accounts can be made inactive if they are detail accounts that are not posting accounts or accounts to which billing or purchasing codes report Transactions cannot be made that involve postings to inactive accounts 5 Inthe Name box enter the name of the account The name can be up to 30 characters including spaces long The default name provided by PCS Accounting is the name of the parent account with the word SubAccount added You should delete this name and provide a more descriptive name Make sure the Parent account number is correct 7 If an account is an asset account you can choose to make it a reconcilable bank account This would normally be done only if the new account is a bank account for which statements are received To make an asset account a reconcilable bank account click the Recon Bank Acct check box Reconcilable bank accounts can be used with the Cash features of the program for such activities as check writing making deposits using the check register and of course account reconciliation Note If you pay many bills with cash you may wish to make your Petty Cash account reconcilable The default Chart of Accounts does not designate the Petty Cash account as reconcilable so if you wish to have Petty Cash appear as a so
47. list click on the customer you are interested in From the menu bar choose Customers Receivables Payables The payables aging report shows the current status of the payables account for each vendor To see or print payables data for all vendors choose Reports Aging Payables from the menu bar When previewing this summary report click on a particular vendor in blue print to obtain a detail aging report for that vendor 135 Reports You can also obtain an aging report for a particular vendor from the Vendors window Select Edit Vendors from the menu bar In the Select list click on the vendor you are interested in From the menu bar choose Vendors Payables Vendor Payments Report To obtain a list of payments to vendors over a date range open the Vendors window Edit Vendors from the menu bar and in the Vendors menu select Payments Report Choose a date range in the pop up window the default date range is for the prior year The report shows all payments to vendors for purchases made and the method of payment Vendor refunds and advance payments to vendors are also listed Note that the report does not include transactions in which monies are paid where a particular vendor is not specified such as in Bank Transactions This report is useful in generating data needed for vendor 1099 s Packing List For shipments of goods a packing list is available This report is similar to an invoice but does not include pricing informat
48. o 00000001 Credit Card Deposits i 516 62 7 580 35 10 2602 00000108 Verizon 449 50 i 7 086 08 Viewing a check register Once dates have been selected click the Load button to re load the register for the date range If the Balance column is blank for the most recent entries in the list click the Update Balances button to have the program scan the cash transaction data and re calculate the account balance resulting from each transaction The following information is displayed The date of the transaction A code for the type of transaction A automatic deposit or withdrawal C bank charge D deposit W withdrawal by check I direct deposit O direct withdrawal No The check or deposit number The name description from the Name Descript box of the cash transaction A check mark indicates that the transaction has been reconciled It has cleared the bank A check mark indicates the transaction has been voided Place a check mark in this box to have the check register re calculated Occasionally the check register will lose synchronization with the cash transaction tables Placing a check mark in this column at the point where balances appear incorrect or blank will cause the check register to be re calculated from that point forward when the Update Balances button is clicked To place a check in this column for an item in the list click on the row containing the item in question and click the Mark fo
49. o oo 114900 0 00 MERR e341 1orem2 roem2 est7 oo eszoof 0 00 oooj ooo oo MERR sia356 1022102 10 2202 6790 59 6790 59 ooof ooof ooo ooo merr sraza Joana Joanina 3495 00 sasso ooo ooo ooo oso MERR si4211_ osm7m2 oam7m2 5193 00 5193 00 oof oof 00 OOOO o OoOo o lt Creating a vendor refund transaction Vendor refunds appear in vendor statements and payables aging reports as negative amounts To create an Vendor Refund 1 From the menu bar select Accounting Cash _Vendor Refunds The Vendor Refunds window appears 2 Inthe Vendor ID box click the pic button or press F5 to bring up the Select Vendor window In the Select Vendor window click on the vendor who sent the payment and click on OK Information from the vendor table will fill the top part of the Vendor Refunds window Edit the vendor name and address information if desired 3 The Date box will initially show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction If the receipt is a check enter the check number in the Check No box 5 Inthe Payment Type box choose the type of receipt Check Wire Transfer Direct Deposit or Cash Payment If a wire transfer or direct deposit is received a Select Account window will appear showing
50. of customers or any other identifier you find useful You may enter up to 40 characters in this box 5 Click on the Dep No button to enter the next deposit number If you wish another number type it into the box to the right of the button Deposit numbers are references to deposits that are used within to allow you to keep track of deposits Unlike check numbers there would rarely if ever be an identifier in a bank statement corresponding to the PCS Accounting deposit number 122 Cash Transactions 6 Inthe Reference box enter any information you wish to further identify the deposit say for instance the invoice numbers for which checks being deposited are payments The list in the lower half of the Cash Deposit window shows items from Receipt for Sale General Receipts Vendor Refunds and Advance Receipt transactions These types of transactions add value to the Default Cash Receipt posting account Bank Transactions do not use the Default Cash Receipt posting account and will not be listed in the Cash Deposit list Invoice transactions for which there is a cash payment recorded within the invoice transaction a point of sale cash payment will add value to the Default Cash Receipt posting account but will not produce an item in the Cash Deposit list General Ledger Transactions can also be used to change the balance in the Default Cash Receipt posting account such transactions will not appear in the Cash Deposit list either 7 Inth
51. of the sold items The inventory account is credited for the cost of the sold items The sales tax payable account is credited for the accrued tax liability An Invoice transaction does this automatically D An employee receives a loan The loan amount a check to the employee is credited to the bank account on which the check is drawn and an equal debit is made to an asset account A Bank Transaction does this for us Every month as interest is charged on the outstanding loan a debit equal to the interest charged is made to the asset account and an equal amount is credited to a revenue account A General Ledger transaction is used for this When the employee repays the loan the asset account is credited and cash on hand account is debited A Bank Transaction is used to record this When the employee s check is deposited the cash on hand account is credited and the bank account is debited A Deposit transaction is performed Instead of thinking in terms of debits and credits you can think in terms of positive and negative amounts Be careful though Most of the reports familiar to accounting are in terms of debits and credits and the correspondence of positive and negative amounts with debits and credits depends on the type of the account The rules for this are as fo llows Assets positive debit negative credit Liabilities positive credit negative debit Equity positive credit negative debit Revenues positive credi
52. previous section 2 From the PCS Accounting menu bar choose Utility Archive Data The Archive Data window shown above appears 3 Inthe Fiscal Year box choose the year you wish to archive Remember all years previous to the year you choose will also be archived 4 Click the Proceed button The year s chosen in the Fiscal Year box will be archived Examining an Archive Database The archived database can be renamed to Pcsacct2000 mdb copied into the PCS Accounting folder assuming you have backed up and removed or renamed the current active Pcsacct2000 mdb file and then opened in PCS Accounting Important Always back up the current active Pcsacct2000 mdb file before copying an archive database over it For security reasons you will probably wish to copy the archive database to removable media backup tape CD ROM or other removable disk store the removable media in a secure location and then delete or use network security features to severely limit access to the archive database file so that it is not accessible to unauthorized parties Backing Up PCS Accounting Data Use the Backup Database utility to produce a copy of the PCS Accounting database file To do this choose Utilities Backup Database from the menu bar The database file can be backed up only if you are the only user of the program so you will be warned that you must have exclusive access to the database If you click the Yes button in the Backup Databas
53. printed sales return form 13 In the lower half of the Sales Return window list the items you are returning Using Billing Codes in Sales Returns You can use billing codes in sales retums but remember that these will be deducted from your revenues i e their effect is the opposite of that they have when used in invoices To enter your first item right click in the first blank cell Row 1 of the Item column This will bring up the Products Services Codes window Pick the product service or billing code from the list and click the OK button The product ID will be placed in the Item column and the description will be filled in the Description column Zero will be placed in the Return number returned column The product sales price will appear in the Price column 14 Enter the billed price for the item in the Price column 15 If you gave a discount enter the percent of the discount in the Disc column For instance if you have gave a 15 discount in the invoice enter 15 00 in the Dise column Note on Discounts Discount amounts are not posted to the Sales Discount posting account see Types of Posting Accounts on page 23 The discount simply reduces the sales price of the item The Sales Discount posting account is used only in Cash receipt transactions 16 If you charged sales tax for the item place a check in the Tax check box by clicking on it with the mouse or pressing the space bar Doing this will cause th
54. snno Ke oTa Con poe E TST CCUM PIMET bes ssczssescetz sare ReRe RE ai a RN EREA error deleting advance payments 0 0 ccseeeeeeteteteeees 117 deleting advance receipts 111 deleting bank transactions eee 109 deleting deposits 123 deleting general receipt 107 deleting merchandise receipt eee 102 deleting sales receipt eee eee 106 115 deleting vendor refund w o eescsecereseceeererereeereieieeens 113 Saving purchase return eee eeseseeeeeeeeeeeees 97 saving purchase transaction eeeeseeeeeeeeees 102 SAVING SAal S TECUIN peia 86 examples sales transactions ee eseeeeeeeseeeeeeeteeeeeeeteeeeteeeeteeees 86 F TS AUUTGS E A A bass teeta 2 fiscal year CLOSING Secececszeecens secthssfactscescsactectsadecten cate aibteeest acteet 127 fix database utility oo eeeseeeeeeesesestseeseeeetees 130 PO OUGL E E 139 G general ACCOUMS 0 0 eeeeseceesseceeeseseeeeeseseeeeeatseeeeeaeseeeees 17 general ledger journal oo eee eeeeseeeeeeeeeeees 134 general ledger transactions cannot involve reconcilable accounts 0 0 69 fo EART T 0 E E enenen atte 69 70 debits and credits explained 0 eee 69 GIST Be ccseashescaseasesesanseratebesaedeeaaateannteaassiveesarenetetanteee 71 COIN Gs aaie es aetetenn oe eee 70 general receipt CLCALING sescass EE E E A E E 106 general receipt transactions deleting erenn ERE E 107 COINS n n n A R 107 H heade ranee ANE A S 139 I inactive ACCOUNLS eseeecceeseeeeeeseseee
55. the Billing accounts appear in the Pay by combo box in the Invoice and Sales Without Invoice forms The Account Number for this type of posting account indicates which asset account is debited by a sales transaction For instance billed sales would debit an Account Receivable account Bill Customer in the default chart of accounts cash sales would debit a cash on hand account One and only one of the Billing accounts must be designated as a default receivable account The Default Billing account Description appears in the Pay by box when the Invoice and Sales without Invoice forms are opened Cash sales in which partial payments are made debit the Default Billing account for the balance owed To allow entry of a payment check number in Invoice and Sales Without Invoice transactions make the Description of that billing account Check Cash Payment Designates the reconcilable asset account that is the default source of cash for default payments This is usually your main checking account There is only one posting account of this type This account initially appears in the Bank Account box in the Cash Bank Transactions form and the Ch Acct box in the Payment to Vendor and Advance Payment windows Cash Receipt Designates the asset account that records receipts prior to deposit Cash Receipt for default Sale General Receipt and Advance Receipt transaction all post the cash or checks received to this account There should be one
56. the Check No box Up to 15 characters are allowed If this box is left blank when the transaction is saved it will be filled with a default entry to indicate the type of receipt 6 Inthe Payment Type box select the type of payment Choices are Check Direct Deposit Wire Transfer or Cash Choosing Check or Cash will post the amount paid to the cash on hand account Choosing Direct Deposit or Wire Transfer will result in an immediate deposit transaction occurring If a wire transfer or direct deposit is received a Select Account window will appear showing only asset accounts In this popup window choose click on the bank account to which the receipt was made and then click the Select button Note If the receipt is a wire transfer or direct deposit the deposit will appear in the check register with an TI code 7 Inthe Amount box enter the amount of the payment The Applied and Balance boxes are read only In the Reference box enter a brief description of the purpose of the payment Up to 30 characters are allowed 9 In the detail list in the bottom half of the form list the accounts and amounts to be credited To enter your first account in the first blank cell Row 1 of the Account No column right click or press F5 This will bring up the Chart of Accounts window Or if you know the account number you may type it into the Account No cell 10 In the Chart of Acco
57. to a vendor The transaction appears in Payables aging reports A refund to a customer listed in the Customers table Such a transaction might follow a Sales Return for the return of items already paid for The refund can be in the form of a check or a direct electronic withdrawal This transaction appears in the Receivables aging report For viewing checks and deposits printing checks and reconciling bank statements Applies to reconcilable accounts For making bank deposits i e for transferring checks and cash from cash on hand accounts to reconcilable bank accounts 103 Cash Transactions Receipt for Sale Transactions A Receipt for Sale transaction records the receipt of funds from a customer who is paying for a sale recorded previously using an Invoice or Sale Without Invoice transaction If the customer has sent you a check this type of transaction debits the Default Cash Receipts posting account usually a cash on hand account see Types of Posting Accounts on page 23 by the amount of the check The default billing posting bill customer receivables account is credited You will later use a Deposit transaction to transfer the funds to your bank account Direct electronic bank transfer receipts are immediately posted to a bank reconcilable account the cash on hand account is not involved Creating Receipt for Sale Transactions Requirements To enter a Receipt for Sale transaction a customer in the customer list se
58. to see the accounts listed in the window shown below 18 Chart of Accounts S Chart of Accounts Details Period Balances El 1 Assets 101 Current Assets 102 Fixed Assets 103 Deferred Assets 104 Other Assets iabilities quity 301 Capital Stock 302 Retained Earnings 303 Current Earnings 4 Revenues 5 Expenses H 501 Cost of Goods Sold Chart of Accounts window After obtaining a Default Chart of Accounts your next task will be to customize it by add and deleting accounts Removing Accounts To delete an account 1 From the PCS Accounting menu bar choose Edit Accounts 2 Inthe Chart of accounts window find the account you wish to delete by clicking on the boxes to expand the account tree When you find the account click on it You will automatically be taken to the Details tabbed page in the Chart of Accounts window 3 Click on the Delete button on the toolbar or choose Edit Delete Accounts from the menu bar When prompted as to whether you are sure you wish to delete the account click Yes Rules for deleting accounts Accounts with balances accounts for which there has been activity in the current year or in previous years and accounts that have been designated as posting accounts cannot be deleted In other words if an account has ever been used for anything it can t be deleted General accounts can only be deleted if there are no detail acc
59. type Master in the Old Password box 3 Type the new password in the New Password box The password can be up to 8 characters in length Preferably the password should have at least 6 characters and include a mixture of digits and letters 4 Type the new password again in the Verify Password box 10 5 Getting Started Click the OK button If the text OK in the OK button is dimmed and the button is not responding it means that the old password was incorrect Return to the Old Password box and re enter the correct password File EXE Accounting Utilities Reports Window Help New Becord Biter muore K Gaye Hecord CiS E Delete Record CHD Changing the Master password You may also wish to add yourself as a user with full i e administrative rights To do so continue as follows 6 T 8 10 11 12 13 14 15 Open the User Information window Edit Users From the User Information menu choose File New User Enter your Login Name This might be your first or last name your full name or your initials This is the name you will use to log into PCS Accounting Enter a Security level of 1 one This is the highest security level Type any character in the Password box The Change Password window will immediately open In the New Password box type in the new user s password Type in the same password in the Verify Password box Click the OK button If the text OK in the
60. used programming languages in the world It uses one additional third party programming add on namely the ActiveReports reporting controls from from Data Dynamics Inc Installation of PCS Accounting To install PCS Accounting 1 Insert the PCS Accounting CD in your CD ROM drive 2 Inthe Start menu choose Run and enter including quotes lt CD ROM drive letter gt PCS Accounting msi in the Open text box for example d pes accounting msi 3 The Setup Wizard will start Work your way through it For stand alone setup most users need only click the Next gt button to proceed to the last window of the wizard at which time you click the Finish button However networked users should read the next paragraph carefully By default the program will be installed in the Program Files PCS Accounting folder on your hard drive If the installation folder does not exist it will be created The program and the database files are all installed in this folder Additional support files dll and ocx files will be installed in your Windows System System32 for NT Win 2000 or XP folder Networked Users PCS Accounting will by default set itself up in the C ProgramFiles PCS Accounting folder on your local hard drive For multi user access specify an installation folder on a shared network drive on a file server Each workstation that will run PCS Accounting should have the setup program run on it The setup program
61. will subtract these items from the products table Note the inventoried items sold or returned which items and the quantities were sold or returned 5 For products sold or returned in the invoices entered in Step 4 correct inventory again as you did in Step 3 At this point the item quantities and values in the product list should be correct as of the date of the trial balance 6 Non inventory purchases purchase credits sales without invoice transactions and sales credits do not affect inventory but can affect any other non cash account To the extent you wish your receivables and payables information to be correct these types of transactions should also be entered at this time 7 Printa trial balance period by selecting Reports Trial Balance from the PCS Accounting menu bar Compare the balances to those of the correct balances printed out in Step 1 8 Generate a general ledger transaction to reset the account balances For the procedure see Creating a General Ledger Transaction on page 69 The general ledger transaction will involve all the accounts modified during Steps 2 5 including receivables inventory inventory loss payables sales tax sales cost of goods sold purchasing code and billing code accounts Your account balances and product table are correct as of the date of your trial balance 9 Enter any transactions of any type that have occurred since the closing date for the trial balance At the end of this procedure y
62. window click on the account that the purchasing code with post to 6 Click on the Select button The name of the account will appear in the Account Name box 7 If the type of purchase you re describing with the code is usually taxed click the Taxable check box to set the default tax status 8 If there may be a discount for this type of purchase click the Discount check box 9 If the price for this type of purchase is usually a given amount enter this amount in the Amount box 10 When done click the Save button To enter another purchasing code click the New button To quit click the Close button To delete a code highlight the code in the list box at the top of the window and click the Delete button 39 Billing Codes When processing Sales Orders Invoice or Sales Return transactions line items in the transaction record i sales of inventoried products and services or through the use of billing codes charges for expenses incurred by the sale The Products and Services tables are used when entering inventoried items and services To record the second type of charge billing codes are used These codes cause the cost of the line item to be to be credited for Invoices or debited for Sales Returns to a revenue account designated by the billing code PCS Accounting File Edit Accounting Utilities Reports Window Help CEE ERERA Er T E Billing File Code Description LDPHONE LD Calls for Client
63. A Status Active Customer ID BUFFMARKTADY Date Name Buffalo Marketing Advantage Check No Address 342 Elmwood Ave Payment Type Check City Amount 5510 00 State ip Applied 5510 00 Reference Balance Show After 09 1 6 02 Cash Acct 1010104 Default Acct Disc Orig Disc my fooga atmgm2 rinsm2 sstooo o o0 ssi0 00 ogof sstofoo _ 0 00 Inv fioo 1o22 rovzam2 4940 00 440 00 ooof o oo co EE Creating a receipt for an invoiced sale 8 Inthe Amount box enter the amount of the cash receipt The Applied and Balance boxes are read only 9 Inthe Reference box enter a description of the transaction Up to 30 characters are allowed This entry might include the number of the invoice that the receipt is for or your original order number 10 In the detail list in the bottom half of the form the sales to that customer are listed including both invoices and non invoiced transactions The Show After entry just above the detail list shows a cutOoff date that is used to limit the time span covered in the detail list To see very old sales transactions in the detail list change the Show After entry to an earlier date To change the cut off date click in the box and edit the date or double click to bring up a pop up calendar 11 Select a sale to be paid by the receipt In the Disc Taken column enter the cash amount of any discount the customer is taking This amount will be debited to the
64. Address 1 6381 Walden Address 2 Address 2 City City State State Via Our truck Our Ord By Description Disc Tax Extended 4 PCSSYSTEMO03 AMD XP 1 8 GHz System 6 00 1149 000 0 00 6894 00 SubTotal 6894 00 Tax 0 00 Total 6894 00 Not To Exceed 6894 00 Creating a purchase order 3 If you clicked the pic button in the Select Vendor window click on the vendor you are purchasing from and then click the OK button Note A purchase order cannot be entered for a vendor that is not in the vendor list 4 When the Vendor ID box is filled in with an existing Vendor ID information from the vendor list will fill in the main remit to addressing information in the upper left part of the form and repeat this information in the right ship from section of the form If the ship fromaddress is incorrect click on the Ship From button and from the Select Location window select an alternate address You may edit any of the addressing information 5 On the upper right part of the form today s date will appear in the Date box If you wish another date in this box you can edit the date by typing in a different date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the purchase order s date of issue 6 The Deliver by box by default is set to be 10 days from the current date If you wish another date in this box you can click in it and edit the d
65. CS Accounting reports Specifying Fiscal Year and Accounting Periods Still in the Accounting Parameters Setup window click on the Accounting Periods icon on the left of the screen Important Be certain about the entries you make in this window Once you enter your first transaction you will not be able to change these parameters Use the No of Periods combo box to choose whether you wish to work with a 12 period fiscal year monthly periods or a 13 period fiscal year biweekly periods On the Fiscal Year Start box bring up a calendar by double clicking the box Select the starting date of your organization s fiscal year The year start month and day are crucial but the year is unimportant 13 EPCS Accounting Accounting Parameters Setup Sunt IIPBES Company Defaults Company Logo e e ee Posting 200201 01 01 2002 01 31 2002 Accounts 200202 02 01 2002 02 28 2002 200203 03 01 2002 03 31 2002 Aa 200204 04 01 2002 04 30 2002 Starting 200205 05 01 2002 08 31 2002 Numbers 200206 06 01 2002 06 30 2002 200207 07 01 2002 07 31 2002 200208 08 01 2002 08 31 2002 200209 09 01 2002 09 30 2002 200210 10 01 2002 10 31 2002 200211 11 01 2002 11 30 2002 200212 12 01 2002 12 31 2002 Setting up accounting periods Once the No of Periods and Fiscal Year Start boxes are filled in clicking in the table of period starting and ending dates will cause it to be f
66. ES ACCOUNT BEGINNING BALANCES PROCEDURE INVENTORY ADJUSTMENTS AND SETUP GENERAL LEDGER TRANSACTIONS eae TRANSACTIONS SALES TRANSACTIONS C UN SSNS TRANSA i TIONS CASH TRANSACTIONS 41 43 43 47 48 102 103 aan REFUNDS TANMENTI TO VENDORS UPDATING ACCOUNT BALANCES CLOSING FISCAL YEARS ARCHIVING DATA BACKING UP PCS ACCOUNTING DATA FIX DATABASE UTILITY RECURRING TRANSACTIONS ADDING A RECURRING TRANSACTION USING GETTING A RECURRING TRANSACTION DELETING A RECURRING TRANSACTION REPORTS PRINTIN G AND PREVIEWING VENDOR PAYMENTS REPORT PACKING LIST SAL REPORTS i G REPORTS Doa LABELS CUSTOMER LISTS CUSTOMER STATEMENTS VENDOR LISTS PRODUCT AND INVENTORY REPORTS CHECK REGISTER NAVIGATING WITHIN PCS ACCOUNTING TECHNIQUES AND PROCEDURES FOR TRANSACTION FORMS PIC A DATE ART OF ACCOUNTS APPENDIX 2 DEFA ULT POSTING ACCOUNTS APPENDIX 3 REQUIRED FIELDS AND RESTRICTIONS MODULE AVAILABILITY FIELDS REQUIRED FOR SAVING AND DELETING 153 155 155 156 APPENDIX 4 SETTING UP PCS ACCOUNTING DATABASE IN MICROSOFT SQL SERVER 159 INDEX 161 PCS Accounting 4476 Main Street Ste 202 Amherst NY 14226 Phone 716 839 1304 Fax 716 839 1307 www pcskills net Overview and System Requirements PCS Accounting is a PC based 32 bit double entry accounting database package The program incorporates a complete set of the most com
67. Equity Detail Parent 302 Active Recon Bank Acci Balance Information Debit 0 00 Credit Retained earnings for 1999 caps ins num 1 3700 6 21 Pm Adding a new retained earnings account To create the new equity account choose Edit Accounts from the menu In the Chart of Accounts window select the Retained Earnings general account and click the New button on the toolbar to create a retained earnings detail account for the year that was just closed See Adding Accounts on page 19 for details on how to add an account After creating the new account select the Current Earnings account from the Chart of Accounts window and note the profit credit or loss debit for the year you just closed PCS Accounting General Ledger D File Edit Accounting Recurring Utilities Reports Window iS S a x Sr O lS W Details Select New 01 01 00 Category Year End 1999 Current Earnings to Retained Earnings Acct a oeme oo T oa Current Earnings Move to 1999 Retained Earnings 2240 74 0 00 1999 Profit Loss Move to 1999 Retained Earnings 0 00 2240 74 Total l 2 240 74 2 240 74 caps ins Num 1 3 00 6 26 PM Transferring current earnings a profit of 2240 74 to a retained earnings account for a closed year 128 Utilities c From the menu select Accounting General Ledger and enter a transaction to zero out the Current Earnings account or if the account had a balanc
68. Expenses Do not add detail accounts reporting to these general accounts You will use the Posting Accounts setup procedure described under Sales Departments on page 26 to create detail sales sales returns and COGS accounts A bare minimum chart of accounts for a corporation might look something like that shown in the table below Account No Account Name Group Type Parent Assets Asset General Checking Account Asset Detail Savings Account Asset Detail Petty Cash Asset Detail Receivables Asset Detail Cash on Hand Asset Detail Inventory Asset Detail Other Assets Asset Detail Liabilities Liability General Accounts Payable Liability Detail Payroll Taxes Payable Liability Detail Sales Taxes Payable Liability Detail Other Liabilities Liability Detail 21 Chart of Accounts Account No Account Name Group Type Parent Stockholders Equity Equity General Capital Investment Equity Detail Retained Earnings Equity Detail Current Earnings Equity Detail Revenues Revenue General Sales Revenue General Sales Department 1 Revenue Detail Sales Returns Revenue General Sales Returns Department 1 Revenue Detail Other Revenues Revenue Detail Expenses Expense General Cost of Goods Sold Expense General COGS Department 1 Expense Detail Payroll Expense General Salaries and Wages Expense Detail Payroll Taxes Expense Detail Benefits Expense Detail Office Expenses Expense Detail Rents and Leases Expense Detail Insurance Expense Detail
69. Issues a debit to the specified reconcilable account Credits the accounts specified in the detail list Used to record automatic deposits The check register code is A Direct Deposit Same as an Auto Deposit but with a check register code of T Direct Payment Same as an Auto Payment but with a check register code of O Interest Rec d Like an auto deposit Records interest payments to your banking account The check register code is A Creating Bank Transactions To create a Bank Transaction 1 From the PCS Accounting main menu bar select Accounting Cash Bank Transactions This brings up the Bank Transactions window In the Bank Account box choose a reconcilable account from the combo box list Only reconcilable accounts are available File Edit Accounting Recurring Utilities Reports Window Help SG BDEa Sa C Paa Be2 ne hs Details Select Transaction No Date Name Descript Reference Account No New Bank Account Checking Account 1010102001 Transaction Type Bank Charges Status Active First Bank Charge No Bank Charges 11 02 Amount 14 35 Applied 14 35 To Apply 0 00 Description 50303 Bank Charges Creating a bank transaction 108 Cash Transactions 3 The Date box will initially show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calenda
70. NTER TAB or the DOWN ARROW key When modifying the list in a previously saved transaction modify anything in the last item in the list e g in a description add and then backspace away a space Pressing ENTER will then cause a new line to appear Modify or even re type the same character into a box or cell and press ENTER TAB or the UP ARROW or DOWN ARROW key The Save button and corresponding menu command will be enabled when you leave the modified cell or box In any box where a date is needed click on the month or year at the top of the calendar to pick the month and year you want and then click on the date you wish to select 143 Appendix 1 Default Chart of Accounts Account No 1 101 10101 1010101 1010102 1010102001 1010102005 1010103 1010104 10104 10105 1010501 1010502 1010503 1010504 1010505 1010506 10106 1010601 1010602 1010603 1010604 10107 1010701 1010702 102 10201 1020101 1020102 10202 1020201 1020202 10203 1020301 1020302 10204 1020401 1020402 10206 1020601 1020602 Account Name Group Assets Asset Current Assets Cash Petty Cash Cash in Banks Checking Account Savings Account Cash Register Fund Cash On Hand Marketable Securities Accounts Receivable Bill Customer American Express Discover MasterCard Visa Allowance for Doubtful Accts Other Receivable Affiliated Company Employee Loans Officers Loans Misc Other Receivable Inventory Current Invent
71. OK button is dimmed and the button is not responding it means that the two passwords are not the same Return to the New Password and Verify Password boxes and re enter the correct password From the User Information menu bar choose File Save Changes The new user s name should appear in the User Name list From the User Information window s menu choose File Close If several people will be using the program you can use the procedure described in Adding Users on page 31 to add them later with appropriate security rights Setting up Your Company Defaults Choose Edit and then Setup from the PCS Accounting menu bar You will be prompted to lock the database before you can enter the setup window This is to make sure no one else is using the database when setup parameters are being modified 11 Getting Started Setup Parameters ae Click Yes to gain access to Setup This will bring up the Accounting Parameters Setup window In the Accounting Parameters Setup window click on the Company Defaults icon on the left of the screen Fill in the form g Accounting Parameters Setup Company Logo Accounting Periods Demonstration Company Inc z emonstration Company Posting Ad 1 555 Main Street 211 Accounts 2 AQ Starting SA Numbers TE 716 555 5555 Fa 716 555 5556 CEN 6 8888888 ery werage Report Name and Logo uffalo Setting up your organization s defaults The information you supp
72. PCS Accounting User s Manual a a Pi Skills 4476 Main Street Ste 202 Amherst NY 14226 Copyright This PCS Accounting User s Guide and the software it describes are protected by United States Copyright law Any reproduction without written consent of PC Skills Incorporated is prohibited Copyright 1999 2002 All Rights Reserved Trademarks PCS Accounting is a trademark of PC Skills Inc Windows and Visual Basic are trademarks of Microsoft Corporation ActiveReports is a trademark of Data Dynamics Inc User License Agreement PCS Accounting This User License Agreement is a legal agreement between the purchaser of PCS Accounting either an individual or a single entity and PC Skills Inc for the software product PCS Accounting which includes computer software and this manual By installing copying or otherwise using PCS Accounting you agree to be bound by the terms of this User License Agreement If you do not agree to the terms of this agreement promptly return PCS Accounting to the place from which you obtained it for a full refund PCS Accounting may be used by you on a single computer or by an unlimited number of additional users over a local network server However PCS Accounting may be accessed on only one network server To load and access PCS Accounting over additional and or multiple network servers you must purchase the appropriate number of PCS Accounting user licenses PCS Accounting Developer s K
73. R CONSEQUENTIAL ARISING OUT OF YOUR USE OF OR INABILITY TO USE PCS ACCOUNTING SOFTWARE OR ANY SOFTWARE SUPPLIED TO YOU BY PC SKILLS INC SHOULD YOU PROVIDE A THIRD PARTY WITH PCS ACCOUNTING OR ANY PART OBTAINED OR DERIVED FROM PCS ACCOUNTING YOU BEAR AND ACCEPT THE ENTIRE RISK AS TO THE QUALITY PERFORMANCE COMPLETENESS AND ACCURACY OF THE SOFTWARE AND ANY DOCUMENTS PREPARED USING THE SOFTWARE IN NO EVENT WILL THE LIABILITY OF PC SKILLS INC UNDER ANY THEORY OF LIABILITY WHETHER TORT INCLUDING NEGLIGENCE BREACH OF WARRANTY BREACH OF CONTRACT OR OTHERWISE BE GREATER THAN THE AMOUNT PAID BY YOU FOR THE SOFTWARE PRODUCT RELATED TO THIS AGREEMENT BECAUSE SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES THE ABOVE LIMITATION MAY NOT APPLY TO YOU Table of Contents PCS ACCOUNTING PCS ACCOUNTING EAT eee INSTALLATION OF PCS ACCOUNTING GETTING STARTED Akeia POSTING ACCOUNTS CHART OF ACCOUNTS ADDING A DEFAULT CHART OF ACCOUNTS COUNTS FROM SCRATCH SALE DROI USERS AND SECURITY REQUIREMENTS FOR MODULE AVAILABILITY AND SAVING DATA TERMS AND TAXES TABLES TERMS TABLE TAX CODES TABLE BILLING CODES CUSTOMER AND VENDOR GROUPS VENDOR GROUPS SALES PERSONS LIST CUSTOMERS CUSTOMER SALES HISTORY AND BALANCES Cl R STATEMENTS AND REPORTS VENDORS VENDOR PURCHASIN VENDOR REPORTS PRODUCTS PRODUCT TRACKING SERVIC
74. Sales Credit is used to reverse a Sales Without Invoice transaction Sales Orders For recording orders from customers No accounting functions are involved and no entries to any ledger is made Sales Orders can be rolled over into Invoices transactions Requirements and Restrictions A number of setup requirements must be fulfilled before the sales transactions can be performed There are also a number of restrictions that govern the editing saving and deleting of sales transactions A complete list of these requirements and restrictions can be found in Appendix 3 Required Fields and Restrictions on page 155 Invoices Use an Invoice to record the sale of inventoried products Using posting accounts this type of transaction credits the inventory account debits a cost of goods sold account determined by the customer s sales department T3 Sales Transactions credits a sales revenue account determined by the customer s sales department debits a receivables asset account or a credit card or cash on hand asset account and if sales tax is involved credits the sales tax liability account It also decreases the number and amount data in the products table Using billing codes other revenue accounts can be credited Invoice transactions are not available if no sales departments are defined in the posting accounts setup See Sales Departments on page 26 An inventory posting account and a billing posting account see Types of Pos
75. Tax Extended Customer ID Rolling a sales order into an invoice If you choose to build an invoice from scratch perform the following steps 74 Sales Transactions 2 Inthe Cust ID box at the top of the form in the middle type in the customer identification code not case sensitive and press ENTER or click the pic button or press the F5 key to bring up the Select Customer window 3 If you clicked the pic button or pressed F5 in the Select Customer window click on the customer and then click the OK button 2 amp PCS Accounting File Edit Accounting GetFrom Recurring Utilities Reports Window Help Oeg fsa 0 CSa aCe E a Invoice gt Details Select Invoice No Cust ID uar Status Active Bill To Name JBP Limited Date Contact Contact Jason B Roberts Tax Address 1 Address 1 371 Delaware Ave Terms Address 2 Address 2 Disc Date City City Due Date State ip State Via i Our NETWORK amp MARKAPP SalesPerson Pay By Bill Customer v Rec Acct 1010501 Notes Back Price Extended 4 PCSSYSTEMO3 AMD XP 1 8 GHz System i 6 00 0 00 1550 000 0 00 Mai 9300 00 EA CONSULT DB Consutting Databases 40 00 0 00 95 000 0 00 0O 3800 00 Labor Service Charges A 1 0 00 80 000 0 00 O Subtotal 14060 00 t Tax 744 00 Total 14804 00 Paid Amt 0 00 Ref Net to Pay 14804 00 Creating an invoice 4 Information from the customer list will fill in the main bill to
76. The Sales Persons window appears In the Sales Person ID box enter a unique code with up to six characters for the sales person Fill in the name address and telephone numb er information for the sales person From the main window s menu bar choose Edit Save Sales Person or click the Save button on the toolbar To add another sales person to the list from the menu bar choose Edit New Sales Person or click the New button on the toolbar To delete a sales person 1 2 3 From the PCS Accounting menu bar choose Edit Sales Persons The Sales Persons window appears In the list of sales persons at the top of the Sales Persons window click on the entry you wish to delete Click on the Delete button or select Edit Delete Sales Person from the menu bar 45 Customers In order to use the sales features of PCS Accounting you must have a customer list a Customer Geoffrey Price Associates Select General Balances Payments Alt Addresses CustomerID GPASSOC Name Geoffrey Price Associates Brad Pirello Address 1 11454 Broadway Address 2 City State NY Zip 14210 Country Tax ID 16 044122 Tel 1 716 759 5555 Tel 2 a 6 759 5543 Account Information Type Open v Group v Salesperson JAVY Tax ERIE Terms Credit Limit 0 00 Fin Chge Description Default N15 0 0 Net 15 Days Adding a default terms code while setting up a customer To add customers 1 From PCS Accountin
77. ability account specified by the tax code 18 Type in the amount to be credited in the Amount column To Delete a Line To delete a line item in the details part of the form simply delete the account number 19 As you pass through the Tax column a new blank row will appear in the list Enter additional items by following the procedure described in Steps 13 18 20 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form The amount in the Tax box is editable the other two boxes are read only 21 Ifthe entry in the Pay by box is not the default billing posting account for instance the customer paid cash enter the amount paid in the Paid Amt box at the bottom left corner of the form Any difference between the amount entered here and the Total amount will be credited to the default billing posting account the customer bill to account 22 If you are paid some amount by credit card or any billing posting account other than the default billing account you may wish to enter some identifying information like a credit card number in the Ref box You can enter up to 20 characters in this box although it can show only 10 at a time 23 Save the transaction by selecting Edit Save Sale No Invoice from the menu bar or by clicking the Save button Sales Returns Use Sales Return transactions to reverse all or part of an invoice Sales Return transactions are not available if no sale
78. address information in the left side of the form and repeat this information in the right ship to section of the form If the ship to address is incorrect click on the Ship To button and from the Select Location window select an alternate address You may edit any of the addressing fields Note An invoice cannot be entered for a customer that is not in the customer list To add a new customer use the procedure described under Customers on page 47 5 On the upper right part of the form today s date will appear in the Date box If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the billing date 6 If you are charging sales tax for the items in this sale make sure the correct tax code appears in the Tax box Right click or press F5 to choose from the tax codes in the tax table 7 The Terms box by default is set to the terms code for this customer To pick different terms click the pic button in the Terms box or press F5 and select an entry from the Select Terms Code window 8 Check the Disc Date and edit the discount due date it if you need to Check the Due Date box and if necessary edit the date to show the due date for the net payment 10 Inthe Via box enter the name of your shipper T Sales Transactions 11 12 13 14 15 16 17 18 19 20
79. age for that vendor Choose Vendors Payables from the menu bar To print the information contained in the Vendor General window choose File Print Vendor from the menu To print or preview mailing labels for vendors choose Vendors Mailing Labels from the menu bar The Select Label Options windows appears You can choose to print labels for all vendors or for a group of vendors by using the Select Vendor Group combo box Choose the type of label to be printed from the list on the right and use the Include Contact Name checkbox to select whether you wish the vendor contact name to appear on the labels Click on OK to print or preview the labels a Products To maintain inventory in PCS Accounting you will need to have a products list z PCS Accounting File Edit Products Accounting Utilities Reports Window Help Oa x alg S Products Mitsumi 4X8 IDE CD R Drive Select W Details Additional Code CD R MITSUMI Description Mitsumi 4X8 IDE CD R Drive Taxable GL Department 01 val Bin Inventory Tracking Normal z Minimum 0 0 Reorder Level 2 0 Purchase Details Sales Details Measure Measure Each Vendor MICROWHSE Sales Price 48 000 Vendor RefNo 987002 3 Cost Details Standard 42 000 Average 54 644 Last Purchase 39 850 Total 491 800 Notes Adding a product to the products list To add products 1 From PCS Accounting s menu bar choose Edit Products or click the Products button on the too
80. aid amount In the Paid Amt box Save the invoice The paid amount will be debited to the Billing posting account named Check a cash on hand account Sales inventory cost of goods sold and sales tax liability accounts are also affected When 86 Sales Transactions you deposit the check perform a deposit transaction This will credit the Billing cash on hand posting account and debit your Cash Payment bank account Example B The customer in Example A returns the purchased items You accept the return and write a check to the customer for the amount of the sale In the meantime the bank has sent you a statement and you have included the customer s check in the reconciliation of the bank account Because the payment for the invoice has been deposited you cannot simply delete the invoice Nor would you want to since you will want to record the check you are writing to cover the return and the bank statement documents the deposit of the customer s check To record this type of return you will enter two transactions i a sales return to correct the receivables sales inventory cost of goods sold and tax accounts and ii a bank transaction recording the writing of the check to the customer which corrects the cash on hand and checking accounts To record this set of transactions first enter the sales return transaction It would be best to do this by rolling the original invoice into the sales return In the Pay by box make
81. ainst an advance payment previously made to a vendor in which case the Amount will be zero In the Amount box enter the amount of the payment The Applied and Balance boxes are read only In the Reference box enter a description of the payment Up to 30 characters are allowed This entry might include the number of the vendor invoice the payment is for or your original purchase order number In the detail list in the bottom half of the form the payables created by Merchandise Receipt Non Inventory Purchase and Advance Payment transactions are listed for the selected vendor Your payment can be applied to one or several of the payable items listed here For a payable item in the list in the Disc Taken column enter the cash amount of any discount you are taking This amount will be credited to the Purchase Discount posting account In the Applied column enter the amount to be applied to that payable If the payable item is an advance payment that you wish to apply to this transaction enter a negative amount in the Applied cell If the payment covers more than one payable transaction repeat Steps 11 13 As you apply amounts the Bal Due column will reflect the balance due for the payable The Balance box in the transaction s header will show the remaining amount that must be applied When the Balance box shows zero you will be able to save the transaction Save the receipt by selecting Edit Save Cash Payment from the menu bar or
82. alances from previous periods if an account balance in a previous period is incorrect the balance for all subsequent periods will also be incorrect Errors in period account balances will appear only in open periods Out of balance accounts prevent a period or year from being closed 125 Utilities z PCS Accounting File Edit Accounting Utilities Reports Window Help A Cax eaO Fa eg Ste hu Select Details Accountin Debit Period E Amount Amount Ypdatad 200207 0 00 0 00 0 00 200208 10900 00 0 00 10900 00 12 08 02 200209 7065 10 0 00 17965 10 12 08 02 200210 0 00 12138 41 5826 69 12 08 02 200211 8574 64 0 00 14401 33 12 18 02 200212 0 00 0 00 14401 33 The Period Balances page in the Chart of Accounts window Saving any transaction will cause the current balance for an account involved in that transaction to be updated and change the amount shown for the current period in the Updated column of the Period Balances page In order to minimize the time required for this update the current balance is calculated by adding account entries made in the current period to the period balance from the previous period rather than summing all the entries for that account since the program was set up Since saving transactions in the current period does not affect balances from previous periods if an account balance in a previous period is incorrect the balance will remain incorrect Errors in period account balances will app
83. ales tax for the items being returned make sure the correct tax code appears in the Tax box Right click or press F5 to choose from the tax codes in the tax table In the Via box enter the name of the shipper In the Your box enter the RMA number or some other distinctive identifier that will let you identify the source of this return Up to 15 characters are allowed If the return is created from a invoice the Your entry in the invoice fills this box 80 Sales Transactions 9 Inthe FOB box enter the method of payment of shipping charges For instance enter Origin if the customer is paying the shipping charges enter Destination if you are paying for shipping 10 Inthe Our box you can enter any information that your organization might find useful for identifying this return or the customer You may wish to place the customer s original purchase order number here 11 Inthe Pay by combo box select the method of payment This will nearly always be the method of payment of the original invoice If you choose a method of payment different than that in the invoice the amounts involved in the return will not post to the same accounts as those posted to by the invoice The list of permitted entries is made up of the descriptions of billing posting accounts 12 Clicking on the Notes button opens a small box where you can write any special instructions you may have concerning the return These comments will appear in the
84. and clicking the OK button will cause that customers information to fill the invoice form Combo box Combo boxes are used to allow easy selection of information from short lists To expand the drop down list press ALT and the DOWN ARROW or click on the button that appears at the right of the cell when the cell becomes active Once the drop down list appears you may click on the item you wish with your mouse or use your up or down arrow keys to move to the desired item and then press ENTER to select it Date cell Cells that contain date information will allow a date to be typed in The format for the date must be that of the Short Date format shown in the Control Panel s Regional Settings For instance for the United States the format would be of the form mm dd yy Alternatively you may click the pic button and the Pick a Date calendar will pop up In this calendar to choose a month or year click on the month or year Click on a day of the month to close the calendar window and write the selected date into the date cell Techniques and Procedures For Transaction Forms Right click the mouse or press the F5 key to pop up a list Right click or press F4 to delete a line Use the ENTER key Use the TAB key Use the SHIFT TAB key to navigate backward through the form from cell to cell Use the RIGHT ARROW and LEFT ARROW keys Use the HOME and END keys Use the UP ARROW and DOWN ARROW keys Use
85. and only one of this type of account The Cash Deposit transaction removes money from credits this account and places it in debits a bank account 23 Posting Accounts Type Explanation Earnings default Inventory default Sales COGS Sales Return for each Sales Department Sales Discount default Purchasing Purchase Discount default Advance Receipts and Advance Payments Designates the Current Earnings equity account that is used when a fiscal year is closed to record the difference between Revenues and Expenses i e the profit loss for the closed year Unless a General Ledger or Beginning Balances transaction has credited added or debited subtracted from this account in the current year the balance in this account will be zero except immediately after a year is closed Upon closing the year the difference between Revenues and Expenses will be credited added to this account After closing a year create an equity account to hold the retained earnings for the closed year Then make a General Ledger transaction to move the closed year s earnings from this posting account to the newly created retained earnings account Designates the inventory asset account Merchandise Receipt transactions add debit the value of purchased products to this account Invoice transactions remove credit the value of sold products from this account Sales activities can be categorized by creating sales departments
86. any database reside in different folders The following assumes you are responsible for setting up companies in PCS Accounting If someone else has already set up the accounting databases for the company or companies you need to work with skip to the next section Connecting to Multiple Companies Desktop Version The following procedure is recommended if you plan to have more than one company 1 Start PCS Accounting for the first time The splash screen introducing the program will appear followed by a window entitled Specify Data File Location 2 You now need to create a folder and copy the blank pcsacct2000 mdb database file that is in the application folder into the new folder When first starting out you can use the pcesacct2000 mdb database file If data has been entered into this database you should use the database file Blank pesacct2000 mdb provided Folder creation and copying of the database can be done from the Windows Explorer or using the Specify Data File Location window as follows In the Specify Data File Location window right click and in the pop up menu select Ne w and then Folder A new folder will be created Immediately type in a distinctive name for the folder Alternatively right click on the new folder choose Rename from the pop up menu and type in a distinctive name The company name is a good choice Now right click on the pcsacct2000 mdb or Blank pesacct2000 mdb database file and c
87. as long as the applied amount remains equal to the received amount Deleting General Receipt Transactions General receipt transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete command from the menu bar General receipts of checks and cash cannot be deleted after the receipt has been deposited 107 Cash Transactions Bank Transactions A Bank Transaction records receipts or disbursements from reconcilable i e bank accounts The reconcilable account is specified in the header of the transaction form the transaction is balanced in accounts specified in the detail section For receipts of funds the reconcilable account is debited and the accounts specified in the detail list are credited For disbursements the reconcilable account is credited and the detail accounts are debited In the header of the Bank Transaction form you specify the transaction to be one of several types Transaction Type Bank Charges Writes a check on the specified reconcilable account The accounts in the detail list are debited The check regis ter code is W Issues a credit to the specified reconcilable account Debits an expense account for bank charges that you specify in the detail list The check register code is C Issues a credit to the specified reconcilable account Debits the accounts specified in the detail list Used to record automatic withdrawals The check register code is A
88. ase transactions to debit the amounts paid directly to an account The amount of the purchase can be automatically credited to any of the Purchasing posting accounts To create a Non Inventory Purchase transaction 1 From the PCS Accounting menu bar select Accounting Purchasing Non Inventory Purchase This brings up the Non Inventoried Purchase window 2 Inthe Vendor ID box at the top of the form type in the vendor identification code not case sensitive and press ENTER or click the pic button to bring up the Select Vendor window 3 If you clicked the pic button in the Select Vendor window click on the vendor you are purchasing from and then click the OK button Note A Non Inventory Purchase cannot be entered for a vendor that is not in the vendor list To add a new vendor use the procedure described in Vendors on page 51 93 Purchasing Transactions 10 11 12 13 When the Vendor ID box is filled in with an existing vendor ID information from the vendor list will fill in the addressing information in the upper part of the form On the upper right part of the form today s date will appear in the Date box If you wish another date in this box for instance the invoice date for the purchase you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the billing date 22 PCS Accounting File Edit Accounti
89. ases Cash Customer vendor product services Yes Yes Yes Yes lists No Check register Yes Yes Yes Yes No Payables vendor aging report Order Entry Yes Ys no Sales and purchasing reports Receivables customer aging report Yes Purchase Order Yes Yes Yes Merchandise Receipt S S Choose printer or preview as default 30 Users and Security Adding Users Only Level 1 users can add users To add users 1 2 3 10 Open the User Information window Edit Users From the User Information menu choose File New User Enter the new user s unique login Name This might be their first or last name their full name or their initials This is the name the user will use to log into PCS Accounting The name can be up to 12 characters in length Enter the Security level between and 5 for the new user Type any character in the Password box The Change Password window will immediately open In the New Passwor d box type in the new user s password The password can be up to 8 characters in length Type in the same password in the Verify Password box Click the OK button or press ENTER If the text OK in the OK button is dimmed and the button is not responding it means that the two passwords are not the same Return to the New Password and Verify Password boxes and re enter the correct password From the User Information menu bar choose File Save Changes The new user s name shou
90. ate or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the order s date of delivery In the Ord by box you may add the name or initials of the person placing the order 8 If you expect to pay sales tax for the items in this purchase make sure the correct tax code appears in the Tax box Right click to choose from the tax codes in the tax table 9 Inthe Via box enter the name of the shipper 10 In the FOB box enter the method of payment of shipping charges For instance enter Origin if you are paying the shipping charges enter Destination if the vendor is paying for shipping 11 In the Our box you can enter any information that your organization might find useful for identifying this order or the vendor 12 Clicking on the Notes button opens a small box where you can write any special instructions you may have concerning the order These comments will appear in the printed purchase order 100 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Purchasing Transactions In the lower half of the Purchase Order window list the items you wish to order and any purchasing codes you wish To enter your first item right click in the first blank cell Row 1 of the Item column This will bring up the Products Services Codes window Products Services Codes From Products Services Billing Codes Purchasi
91. avoid using these accounts in general ledger transactions Aging reporting will not be aware of changes made to the receivables or payables account balances Thus if these account balances are changed with general ledger transactions totals in aging reports will no longer agree with the balances in these accounts If general ledger transactions change the inventory account balance the total value of on hand products kept in the products table will no longer agree with the account balance About Debits and Credits General Ledger transactions and indeed all transactions in PCS Accounting must be balanced i e the sums of credits and debits in any transaction must be equal A credit is a source of money a debit is the destination of money in a transaction A few examples are A A purchase of an inventoried product is made The vendor payable account is credited The inventory account is debited A Merchandise Received transaction does this automatically for us B Acheck is written to pay for a purchase The checking account is credited The vendor payable account is debited A Payment to Vendor transaction is used to do this C A sale is made of an inventoried product and sales tax is charged The customer bill to receivable asset account is debited for the total billed amount A sales revenue account is credited for the price of the sold goods no including tax The cost of goods sold expense account is debited for the cost
92. balances may take several minutes so be patient Setting Beginning Balances 1 From the PCS Accounting menu bar select Accounting Account Beginning Balances Click OK in the warning window and the Account Beginning Balances window will appear 2 With your current trial balance or balance sheet and income statement in hand click on the Asset button in the leftmost Account column The account tree will expand to show the asset accounts in your chart of accounts General accounts appear in red detail accounts in blue Account balance information is entered for detail accounts only 3 Click in the appropriate debit or credit box for the first detail account that is to have a non zero balance and type in the balance Remember that Assets positive debit negative credit Liabilities positive credit negative debit Equity positive credit negative debit Revenues positive credit negative debit Expenses positive debit negative credit Account Beginning Balances Account Number Name Debt Great Egu f Equity Revenue Revenues Sales Sales Dept 01 Sales Dept 02 Sales Returns Returns Dept 01 Return Dept 02 Shipping Freight Insurance 0 00 135105 65 0 00 36485 00 1284 50 0 00 33 00 0 00 0 00 322 80 0 00 77 25 Totals 105 506 13 262 683 55 Cancel Adding revenue beginning balances 65 Account Beginning Balances Procedure Go to the next detail account with a non zer
93. bel Name bid S53 Aide Avery 5160 Address Avery S161 Address Letter S54 47 in Include Contact Name Selecting label options You can choose to print labels for all customers or for a group of customers by using the Select Customer Group combo box Choose the type of label to be printed from the list on the right and use the Include Contact Name checkbox to select whether you wish the customer contact name to appear on the labels Click on OK to print or preview the labels 50 Vendors In order to use the purchasing features of PCS Accounting you must have a vendor list PCS Accounting File Edit Vendors Accounting Utilities Reports Window Help Vendor ID Name Contact Charles Mason Address 1 Address 2 City State Country Tax ID Tel 1 716 555 1153 Tel 2 Fax 716 555 1154 Account Information Open x Territory Group General X Terms N15 0 0 Credit Limit 3000 00 Select Tax Code Notes hubs power strips patch cords testing equip Adding a vendor s default tax code while setting up a vendor To add vendors 1 From PCS Accounting s menu bar choose Edit Vendors or click the Vendors button on the toolbar This brings up the Vendor window The Select tabbed page is shown 2 To add a vendor choose Edit New Vendor from the menu or click the New button on the toolbar This will cause the General tabbed page in the Vendor window to be selected 3 Inthe Vendor ID box ent
94. button To print multiple copies or an alternate printer use the menu bar command Invoices and Inventory When a product is sold the inventoried on hand quantity for that product is decreased by the quantity shipped and the total value of the inventoried product is decreased by the product of the quantity shipped times the average cost or standard or last purchase cost depending on the method of product costing chosen in setup of the product Sales Without Invoice For sales not involving inventory you can use Sales Without Invoice Like invoices these transactions will appear in aging reports and if billed in the list of outstanding sales transactions for the customer when payment is received and a cash payment transaction is reported As an example of using a Sales Without Invoice transaction suppose you are selling a book that you purchased earlier for your own use and was debited to an expense account instead of inventory at the time of purchase A Sales Without Invoice transaction can be used to i Debit the bill customer asset account for the amount you are charging for the book including sales tax This is done by the billing code chosen in the transaction form s Pay by box ii Credit the expense account where the original purchase price was posted for the price you are charging for the book This is done by explicitly choosing the account in the detail section of the form iii Credit the sales tax liability account f
95. by the tax code specified in the transaction For purchases of items and services for internal use The products services and purchase code tables are not used Purchase amounts are automatically posted to a payables posting account The transaction is balanced by posting to non reconcilable asset or expense accounts explicitly specified in the detail section of the transaction Sales taxes are posted to the purchase tax expense account see Tax Codes Table on page 38 designated by the tax code specified in the transaction Returns of inventoried purchases are processed using Purchase Returns This type of transaction is used to reverse a merchandise receipt A Purchase Credit is used to reverse a non inventoried purchase For recording orders to vendors No accounting functions are involved and no entries to any ledger is made Purchase Orders can be rolled over into Merchandise transactions Requirements and Restrictions A number of setup requirements must be fulfilled before the purchasing transactions can be performed There are also a number of restrictions that govern the editing saving and deleting of purchasing transactions A complete list of these requirements and restrictions can be found in Appendix 3 Required Fields and Restrictions on page 155 Merchandise Receipts Use a Merchandise Receipt to record the receipt of inventoried products for resale Using posting accounts this type of transaction debits the inventory
96. c button ing the outlined item will open a popup menu from which you can click on the Drill Down menu item This will open a new window showing the details that make up the outline item To close the preview window select File Close from the menu bar Print from either the main preview window or from the drill down window Journals Journals for General Ledger Sales Purchasing and Cash are available under the Reports Journals menu item These reports describe each transaction created using the corresponding Accounting menu item Amounts posted to accounts by the respective transactions are printed General Ledger Journal To examine General Ledger transactions choose Reports Journals Gener al Ledger from the menu In the Select Dates window choose a beginning and ending dates by typing in the dates you wish in the From and To boxes or double click in the boxes and choose a date from the pop up calendar window Click on the Print or Preview button to print or show the report or click on the Cancel button to cancel the operation Sales Journal To examine Sales transactions choose Reports Journals Sales Journal from the menu In the Select Dates window choose a beginning and ending dates by typing in the dates you wish in the From and To boxes or double click in the boxes and choose a date from the pop up calendar window Click on the Print or Preview button to print or show the report or click on the Cancel button to cancel the ope
97. c cccecccsecsessesssssssessesssssssssseseess 4 5 date Selections sire n nnn ananda ie datece l cscsccesis cuts cnccdgnesd sesetestvevtertessee debits and credits explained delete Dutton i e i ninan ei deleting a line in a transaction List eeeeeteeeeeteeeeees 143 ACCOUMNIS ssion essersi advance payments advance receipts bank transactiOns ccseccsesssecceceseeeeeseseeeecneaeeeeens cash pay MENtS srine ra anti customer groups customer refunds customers 4 CEPOSIS x iii eaa nina aaie general ledger transactiOns eccseeseseeeeeseeeeeeees 71 general receipts pasire ner produsisse a t purchasing transactions SALES Personene sales receipts e s sseseessessesssesreereee sales transactionS s ssessessessserserserssessrsressesresreete SETVE Snn e R hA vendor groups vendor refunds VENG OMS sis ised E N Ae deposit CTS ALIS anien R cts sestectesweets deleting deposit button deposit number deposits CLUB oranie aar aoi ads eE E 123 deta ea A TR 139 detail ACCOUNES riren 17 discount E edit COM renion eee eens as 140 editing a bank transaction eee a cash payment transaction a general receipt oo eeeseeseeeseteteeeeeteteeeeteteneneeeees ASAleS TECGIPU ac sakwa aen AN ACCOUN asier iea reirse enisi CUSTOMELS n aer enea a ENE E rRe eN oR deposits micii ariane general ledger transactions purchasing transactionSs SaleS trANSACtiONS
98. can be entered The label to the left of the cell indicates the type of information required in the edit cell Cust ID AE Cust ID JBP nd Status Active She Select Customer Name Contact Address Address City State BUFFMARK DEFAULT GENTRANS GPASSOC JBP NAP Buffalo Marketing Advantage Default Customer General Transportation Irc Geoffrey Price Associates 14202 JBP Limited VERBAL Zip Your Msg No Rec Acci 1010505 New Age Apparel Pay By American Express Cash Check Discover MasterCard Visa 2 LABOR Date Pick a Date Sun Mon Tue Wed Thu Fri Sat July 2003 4 29 30 1 2 3 4 5 ie 7 8 9 10 11 412 13 14 15 16 17 18 19 120 21 22 23 24 26 27 28 30 a 1 2 m3 4 5 6 7 8 9g Sd Today 7 25103 Customer Y Name 141 Navigating within PCS Accounting Cell with pic button Many cells when activated will show a button with a red downward pointing triangle Clicking the button will cause a pop up window to appear that lists acceptable choices for entry into the cell In most cases except for date cells pressing the F5 key will also cause the pop up window to appear Pop up windows The figure at left shows a typical pop up window that appears when a pic button is clicked or the F5 key is pressed In this case the Cust ID edit cell is activated and its pic button clicked The Select Customer pop up window appears Clicking on a customer in the list
99. can be made to point to either a local machine workstation folder or to a shared network folder designated during setup To select the installation folder click the Browse button when the setup screen shown below appears This folder will contain the program pcsacct2 exe the reports dll pcsadoreports2 dll help files and other support dll s Selecting a common shared network folder instead of a local folder will make for increased network traffic but may make upgrading easier since many of the files being upgraded will be in only one location Consult your network administrator for the proper location for your organization The location of the database is made separately see below so the choice made here for program location is not crucial Select Installation Folder The installer will install PCS Accounting in the following folder To install in this folder click Next To install to a different new or existing folder enter one below or click Browse Folder C Program Files PCS Accounting Browse You can install the software on the following drives IC 1549MB 203MB 8291MB 3843MB 6149MB 3557MB j amm a maa Disk Cost Cancel Previous E Setup window for selecting the installation folder Installation of PCS Accounting PCS Accounting Desktop Version Database Location After installing the program to launch PCS Accounting double click the newly added PCS Accounting desktop ic
100. ccount ABBCC where CC is 01 99 A Level 3 sub account of a general account ABB May be a general or a detail account ABBCCDD where DD is 01 99 A Level 4 sub account of a general account ABBCC May be a general or a detail account ABBCCDDEEE where EEE is 001 999 A Level 5 sub account of a general account ABBCCDD Must be a detail account Notice that in this scheme an account number should have 1 3 5 7 or 10 digits Although an overall numbering scheme will prove helpful for PCS Accounting users there is no requirement that you adhere to a single numbering scheme throughout your chart of accounts For instance you may find that the default example shown above works well except for one set of liability accounts where you need six levels 1 Chart of Accounts Assuming that there are no more than 10 second level liability accounts and you need 10 or fewer third level accounts under this second level account you could for this set of liability accounts use only one digit for the second and third levels and have a numbering scheme that looks like 2BCDDEEFFF The following diagram describes a five level scheme that may help you design your chart of accounts Level 1 Asset ZLebiity hc Awhe AE 1 2 3 40rs Level 2 ABS wnere 66 s 01 99 Level 3 General ABB CO where CCE 01 59 Level 4 ABS CCOD where OD is 01 99 ABS CCOOEEE where EEE ts 001 099 Level 5 Diagram of 5 level chart of accounts Adding a D
101. ck on the Select button or simply double click on the account The account and its name will be inserted into the transaction In the Description column add a description of this line item Up to 40 characters are allowed If you paid sales tax for the item place a check in the Tax check box by clicking on it with the mouse or pressing the space bar Doing this will cause the tax amount to be credited to the purchase tax account specified by the transaction s tax code If you wish the amount credited to the specified account to include the sales tax include the tax as part of the amount in the Amount column and clear the Tax check box Type in the amount to be credited to the specified account in the Amount column As you pass through the Tax column a new blank row will appear in the list Enter additional account lines by following the procedure described in Steps 10 14 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form The amount in the Tax box is editable the other two boxes are read only If the entry in the Paid by box is not the default purchasing posting account for instance you are making a credit card purchase enter the amount paid in the Paid Amt box at the bottom left comer of the form Any difference between the amount entered here and the Total amount will be debited to the default purchasing posting account the vendor payable account If you paid some amount
102. count It will also post credit the billed amount less taxes to a revenue account The invoicing module in PCS Accounting automatically posts the invoiced amount to the correct asset and revenue accounts based on billing entries account numbers listed in the program s table of posting accounts On the other hand suppose the customer pays the invoice with a credit card In this case the debit entry is made to an asset account whose balance shows what the credit card issuer owes you less fees When you enter the invoice you choose the credit card asset account as the posting account for billing Other uses of posting accounts include tracking of inventory during sales and purchases For instance a sale may include inventoried items in which case the invoice transaction must remove credit the value of the items from the inventory asset account and add debit this value to a cost of goods sold expense account The account numbers for these accounts are also recorded as posting accounts Types of Posting Accounts The types of posting accounts and their use are as follows Type Explanation Billing Designates accounts for posting amounts in sales transactions Billing accounts must be asset accounts There should be a Billing account entry for each method of invoice payment Billing account entries might include ones for billed sales and for payments made at the time of sale by cash credit card or check The Description entries for
103. count enter 15 00 in the Dise column If you expect to charge sales tax for the item place a check in the Tax check box by clicking on it with the mouse or pressing the space bar The extended price not including sales tax for the item will appear in the Extended column As you entered a quantity a new blank row will appear in the list Enter additional items by following the procedure described in Steps 13 21 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form Save the sales order by selecting Edit Save Sales Orders from the menu bar or by clicking the Save button Print the sales order by choosing File Print Sales Order from the menu bar or by clicking the Print button on the tool bar To print multiple copies or an alternate printer use the menu command Sales Orders and Inventory Sales orders have no effect on the product table On hand and on order quantities are not changed Editing Sales Transactions To edit a sales transaction choose the desired type of transaction in the Accounting Sales sub menu on the main menu bar When the transaction window Invoices Sales Credit etc opens the Details tabbed page will appear 85 Sales Transactions ready for you to enter a new transaction Click on the Select tab at the top of the window The Select tabbed page shows a list of existing transactions z PCS Accounting Fie Edit Accounting GetFrom Recurring Utilities Repo
104. count Posting Account inning Balances Beginning Balances Beginning Balances Cash Advance Receipts Cash Receipt Posting Account Billing Posting Account Beginning Balances Cash Payment to Vendor Cash Payment Posting Account Purchasing Posting Account Purchase Discount Posting Account Beginning Balances Cash Advance Payment Cash Payment Posting Account Purchasing Posting Account Beginning Balances as Requirements for Module Availability and Saving Data Cash Deposit Cash Payment Posting Account Beginning Balances Beginning Balances Archiving Database PO Closed Fiscal years In Invoicing and Sales Returns When you set discounts these amounts are not posted to Sales Discount Account The amount just reduces the sales The Sales Discount Account is only used in Cash Receipts In Purchasing and Purchase Returns When you set discounts these amounts are not posted to Purchase Discount Account The amount just reduces the expenses The Purchase Discount Account is only used in Cash payments Fields required for saving and deleting In order to maintain data integrity PCS Accounting requires that specific fields are entered prior to saving transactions or records in almost all the windows Also some restrictions are imposed on deleting existing data Open and Closed Periods All active transaction dates must be in open periods Transactions in closed periods cannot be edited or deleted Other Requirements In addition to be
105. d account will be debited increased and the bank account will be credited decreased by the amount of the check Bank transactions do not affect sales related accounts or aging data so information related to sales receivables inventory etc which was correct after the first sales return transaction remains correct This completes the set of transactions needed to record the return 87 Purchasing Transactions Purchasing activities are conducted using the sub menu under the Accounting Purchasing menu selection Fie Edit je IE Cash Physical Inventory Adjustment Account Beginning Balances Ee a gt Baume my Purchase Orders Merchandise Received Non Inventory Purchase Purchase Returns Purchase Credit Purchasing menu The available purchasing transactions are Merchandise Received Non inventory Purchase Purchase Returns Purchase Credit Purchase Orders For recording purchases of inventoried products Merchandise Receipts can also record purchased services non inventoried items and purchasing costs through the use of purchasing codes The chart of accounts is not accessed directly all posting is automatic Merchandise receipts post product item costs to the inventory posting account Item quantities are added to the products table Transaction amounts are posted to a designated payable posting account Sales taxes are posted to the purchase taxexpense account see Tax Codes Table on page 38 designated
106. d deposit transaction Next open the cash transaction window for the receipt transaction in question change and save the modified receipt transaction Return the Cash Deposit window and re check the Clr column box for the item Make sure the deposit transaction is correct and save it Deleting Deposit Transactions Deposit transactions can be deleted using the Delete button on the tool bar or by selecting the Edit DeleteCash Deposit command from the menu bar Deposits cannot be deleted after the deposit has been reconciled in the Check Register 123 Utilities The Utilities top menu item contains in its drop down menu a number of procedures some necessary some useful but not necessary you will use to maintain the PCS Accounting database Some of the procedures in the Utilities menu archiving data closing years and periods can only be done by users with Level 1 2 or 3 security rights All users have the right to update account balances and backup the database Close Period Close Fiscal Year Archive Data Backup Database The Utilities menu Note The Archive Data Backup Database and Fix Database utilities are not available in the SQL Client Editiion of PCS Accounting Updating Account Balances The Update Account Balances utility is used to force re calculation of all account balances for the current period Occasionally equipment failures may result in account balances not being updated correctly e
107. designated bank account z PCS Accounting File Edit Accounting Utilities Reports Window Help SOe S10 laa gt bus6 E a Customer Refunds ioj x Details Select Payment No NEW Status Active Customer ID GPASSOC Date 11 29 02 Name Geoffrey Price Associates Ch Acct Checking Accoun w Address 11454 Broadway Check No City Payment Type Check State ip Amount Reference Refund Inv 1006 Applied Show After 08 29 02 Balance mo ezo 190 00 ooof 190 00 ooof 1sojoof 0 00 joos rorzswo2 rorzam2 1444000 1444000 ooof o oo ooof o oo joos tomsio2 fiomsw2 330 75 _ssozs ooof ooof ooof o oo 002 fosrzew2 oaraem2 4370 00 4370 00 ooof ooof ooof ooo 2 fosniw2 12000 00 12000 00 ooof ooof ooof ooo Creating a customer refund transaction Customer refunds appear in customer statements and receivables aging reports as negative amounts To create an Customer Refund 1 From the menu bar select Accounting Cash _Customer Refunds The Customer Refunds window appears 2 Inthe Customer ID box click the pic button or press F5 to bring up the Select Customer window In the Select Customer window click on the customer who is receiving the payment and click on OK 117 Cash Transactions Information from the customer table will fill the top part of the Customer Refunds window Edit the customer name and address information if desired 3 The Date box will initial
108. dor Valid vendor ID Cannot be deleted if open invoices exist At least one alternate location for vendor 36 Terms and Taxes Tables Before entering customers or vendors set up your terms and tax tables You will need these when preparing invoices or purchasing Terms Table To enter a list of terms of sale you can specify when billing recording purchases or setting up customers and vendors 1 Nn FY N 10 11 Select Edit Codes Tables Terms from the PCS Accounting menu bar This brings up the Terms window ia Terms Eile Description Default Net 30 2 10 N30 2 10 Net 30 2 10 Number of Days Terms windows In the Term Code box enter a code with up to 8 characters that identifies the terms Type a description of this set of terms in the Description window In the Type window choose either Number of Days or Day of Month If there is a discount for early payment enter the percent discount in the Discount box If there is a discount enter the discount days in the Discount Days box If the Type is Number of Days enter the number of days from the date of the invoice that the discount is in effect If the Type is Day of Month enter the last day of the month that the discount is in effect If the Type is Number of Days enter the net days in the Due Days box If the Type is Day of Month enter the day of the month payment is due If the Type is Day of Month
109. e enter the percentage rate in the Fin Charge box 12 A customer may have a number of ship to locations You have just entered the main or bill to location on the General page To enter these alternate ship to addresses click on the Alt Addresses tab and enter the information for as these ship to addresses 13 When finished select Edit Save Customer from the menu bar or click the Save button to add this customer to the list of customers 14 To add another customer choose Edit New Customer or click the New button on the toolbar To modify a customer s information 1 From PCS Accounting s menu bar choose Edit Customers to bring up the Customer window 2 In the Select tabbed page find the entry for the customer you wish to modify in the list and click on the entry This will immediately take you to the General page 3 Inthe General page change any information about the customer that you wish except for the customer s ID 4 When finished select Edit Save Customer from the menu bar or click the Save button to save the information To delete a customer A customer cannot be deleted if there are any sales transactions recorded for that customer 1 From PCS Accounting s menu bar choose Edit Customers to bring up the Customer window 2 In the Select tabbed page find the entry for the customer you wish to modify in the list and click on the entry This will immediately take you to the General page 3 Select Ed
110. e window The Select tabbed page shows a list of existing transactions To order by Receipt Number Vendor ID Name Date or Amount click on the corresponding column header Clicking on an item in the list will immediately take you to the Details page and display the selected transaction for editing If you decrease the quantity purchased in a Warning merchandise receipt or increase the quantity returned Boe fog guna ee n nor saving Merchandise eceipt in a purchase return and this change would result in x On hand Quantity for CD R MITSUMI is less than 8 the on hand quantity becoming negative you will be prevented from saving the transaction Deleting Purchasing Transactions Purchasing transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete command from the menu bar Merchandise receipts cannot be deleted if doing so would result in negative on hand quantities of any inventoried item 102 Cash Transactions Activities involving cash are conducted using the sub menu under the Accounting Cash menu selection 2 PCS Accounting File Edit Berries Utilities Reports Window Help 4s Receipt for Sale gt General Receipts gt Bank Transactions Advance Receipt Physical Inventory Adjustment Account Beginning Balances ee Payment to Vendor Advance Payment Customer Refunds Check Registers Deposit Cash menu The available cash transactions are Receipt for Sale
111. e Customers on page 47 must have sent you payments for an invoiced sale To create a Receipt for Sale transaction Select Customer for Receipt 1 From the PCS Accounting main menu bar select Accounting Cash Receipt for Sale or click on the Cash Receipt button L on the toolbar This brings up the Receipt for Invoices window 2 Inthe Customer ID box type in the customer ID or click the pic button or press F5 to bring up the Select New Age Apparel Customer for Receipt window 3 In the Select Customer for Receipt window click on the customer who sent the payment and click on OK Information from the customer table will fill the top header section of the Receipt for Invoices window Conce Note Only billed customers will appear in the Select Customer for Receipt window Edit the customer name and address information if desired 5 The Date box will initially show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction 6 If the payment is by check or you wish to affix some other identification number to the receipt enter this information in the Check No box Up to 15 characters are allowed If this box is left blank when the transaction is saved it will be filled with a default entry to indicate the type of receipt 7 Inthe Pay
112. e Inc column of the list click those item that are to be included in the deposit As you do so the value of that item will be added to the Amount box in the upper half of the window The Default Cash Receipt posting account may contain cash from sales invoices paid with cash a the time of sale or may contain cash recorded with a General Ledger transaction As noted above these types of transactions will not show up in the Cash Deposit window list 8 If you are depositing cash from a point of sale cash payment or other cash whose value is included in the Default Cash Receipt posting account enter the cash amount in the Cash box at the bottom of the window 9 Save the deposit transaction by selecting Edit Save Cash Deposit from the menu bar or by clicking the Save button Editing Deposit Transactions You may wish to edit deposit transactions to correct entries made in the transaction itself or to enable you to modify cash receipt transactions that are locked because of a deposit To edit a deposit 1 Choose Accounting Cash Deposit or click on the Deposit button on the toolbar to bring up the Cash Deposits window Click the Select tab and on the Select page click on the deposit transaction you wish to modify 3 On the Details page showing the deposit make the changes you wish to make and save the modified transaction If your real aim is to edit a cash receipt transaction clear the Clr column check box for the item and save the change
113. e Liability Detail 203 20303 Profit Instalm Sales Liability Detail 203 20304 Unearned Interest Liability Detail 203 20305 Advance Receipts Liability Detail 203 3 Equity Equity General 301 Capital Stock General 30101 Common Stock General 3010101 Common Stock Par Value Detail 3010102 Common Stock Surplus Detail 30102 Preferred Stock General 3010201 Preferred Stock Par Value Detail 3010202 Preferred Stock Surplus Detail 30103 Treasury Stock Detail 302 Retained Earnings General 30201 Last Year Earnings Detail Equity Accounts for Partnerships 301 Capital Investment Equity General 3 30101 Capital Partner A Equity General 301 3010101 Investment Partner A Equity Detail 30101 147 Appendix 1 Default Chart of Accounts Account No Account Name Group Type Parent 3010102 Withdrawals Partner A Equity Detail 30101 30102 Capital Partner B Equity General 301 3010201 Investment Partner B Equity Detail 30102 3010202 Withdrawals Partner B Equity Detail 30102 Capital Investment Equity General 3 Invested Capital Equity Detail 301 Withdrawals from Capital Equity Detail 301 Current Earnings Equity Detail 3 Revenues Revenue General Sales Revenue General 4 Sales Dept 01 Revenue Detail Sales Returns Revenue General Returns Dept 01 Revenue Detail Shipping Revenue General Freight Revenue Detail Insurance Revenue Detail Packaging Revenue Detail Surcharge Revenue Detail Financial Income Revenue General Ints Investments Revenue Detail Fina
114. e prior to closing the year refer to that amount as obtained in Step 1 above and remove the addition to the account made by the year end closing process Credit debit the year s profit loss to the new retained earnings account Archiving Data As data accumulates in the PCS Accounting database it is natural that i the lists in the Select pages of the various transaction windows will become long and more difficult to navigate and ii the operation of the program will slow To alleviate these annoyances you may wish to archive some of your old data using the Archive Data utility You may archive only data from closed years Data will be removed from the year chosen for archiving and for all years prior to the chosen year The Archive Data utility allows you to remove large amounts of data from the PCS Accounting database and save these data to a separate database file Transaction details are first copied to the archive database and then consolidated and kept in summary form within the PCS Accounting database No information is lost by the archiving process All data are retained either in the archive database or in the PCS Accounting database This utility performs the following steps A Anew archive database is created in an Archive sub folder of the PCS Accounting folder The Archive folder is created if it does not exist The archive database is given a name denoting the last period of the year chosen for archiving B Lib
115. e ranner Ea Eat 108 9 delent een oaa a e ERRER 109 editing dite in sales returns as DO sedh ca Sect ds ses scstes cose e N button cash PAYMEMNt ee eeseseeeeseeeeeeeeneeeeeneeteeeneneeesenens CASH TECCI Pls chcsscereeievnewieninas atime nlesiiacs check register customers ASP OSI A E EE E T AE fix database enrere etn Products eee purchase orders SEL VICES AEE VENdOTS eroek entesten TA EEEE TEENE T ea C cashjouri l ennan E RA 134 cash payment button seessessessesssessesrerrerrerrssessres 114 cash payments creating deleting ate CCitING eee eeeeeees cash receipt button cash receipt posting ACCOUNL ceeeeeeeeeeeteeeeeees 122 cash transactions eee eessseeseeeeeeeeeeeeeeeeeeeees 103 23 changing customer group NAME 0 eee cesses teens 43 Index vendor group NAME uu eeeeeeeececeseseeeceseseeceeaeaeeeeeee 44 chart of accounts default ee etree eee Net 18 145 AETUD AOON NN o MERNE ENE T 21 check lay outsscvcniiitincnincnue ann a 121 check number TAY AMY O1CES kere irera E E TE 23 CHECK LESISLEL corsicis 118 23 distre p hC E Sonsini eere 121 T POT T eena EE EEEE 137 VICWING siicsaccscssotssisrssseessvdseieevscesconusssieetatvissvete eens 118 check register button 0 eee ce eeseseseeeeeeeeeenees 118 check register COdES seeesseeceeesseeeeeeeteeeeees 108 119 checks PARUN Gs cist eek thai ui eee nian 120 closing A TISCAl Yar ccssisssestss
116. e tax amount to be debited to the sales tax liability account 17 The extended price not including sales tax for the item will appear in the Extended column 18 As you entered a quantity a new blank row will appear in the list Enter additional items by following the procedure described in Steps 13 17 19 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form The amount in the Tax box is editable the amounts in the Sub Total and Total boxes are read only 20 If the entry in the Pay by box is not the default bill to posting account for instance you made a credit card sale enter the amount paid in the Paid Amt box at the bottom left corner of the form Any difference between the amount entered here and the Total amount will be debited to the default billing posting account the customer bill to account 21 If the customer paid some amount by credit card or any billing posting account other than the default Purchasing account you may wish to enter some identifying information like a credit card number in the Ref box You can enter up to 20 characters in this box although it can show only 10 at a time 22 Save the sales return by selecting Edit Save Sales Returns from the menu bar or by clicking the Save button 23 Print the sales return by choosing File Print Sales Return from the menu bar or by clicking the Print button To print multiple copies or an alternate printer use t
117. e window a copy of the database file is created The copy is placed in a Backup sub folder and given a name reflecting the backup date For instance if the current date is 8 10 01 the name and location of the backup file is PCS Accounting folder Backup PcsAcct08 1001 mdb Note The Backup Database utility does not relieve you of the requirement to back up data to removable media backup tape CD ROM or other removeable media and store the backup in a secure preferrably offsite location Fix Database Utility From time to time as often as once a day you should run the Fix Database utility This will compress the database file remove deletions and fix errors that might have occurred within the file To run the Fix Database utility choose File Kix Database from the menu bar or click the Fix Database button s on the toolbar You will be warned in the Compact Database window that the utility requires exclusive access Click the Yes button to repair and compact the database The status of the repair and compaction procedure will appear in the status bar 130 Recurring Transactions Typical organizations will find themselves performing certain transactions periodically For example rent payments utilities payments lease payments or receipts and interest payments or receipts may be entered each month Often such repetitive transactions vary only by the date of the transaction Other transactions will vary only by date and
118. ear only in open periods Out of balance accounts will prevent a period or year from being closed Correcting Balances from Previous Periods There are two ways to correct erroneous account balances A Open a transaction from the earliest period that shows an incorrect balance in the Period Balances page of the Chart of Accounts window Make and then remove a change to the transaction e g make an insignificant change by adding and then deleting a space in a box containing descriptive text and then press ENTER or TAB to activate the Save button Save the transaction The account balances for all accounts will be updated from the period of the transaction forward B Use the Date Time applet in the Control Panel to change your computer s clock to any date within the period in question From the PCS Accounting menu bar click Utilities Update Account Balances Reset the computer s clock to the correct date and time Closing Periods Use the Close Period utility to prevent changes or additions to Period 200208 periods that have been audited or are otherwise considered End Date 08 31 2002 closed Transactions whose dates are within a period that has been closed using this utility are made read only i e they can be examined but cannot be modified in any way New transactions cannot be entered that are dated within or before a closed period To close a period 1 From the Utilites menu click on Close Period A Setup Parameters w
119. east one item quantity of any product goes below zero Invoice date due date If not default purchasing account then paid amount must be entered Cannot be modified if the on hand quantity of any product goes below zero due to changes Purchase Orders Valid vendor ID Order date and at least one item Services should be entered as purchase codes Products Sales Department number Cannot be deleted if on hand quantity Product Description gt 0 Sales Return Valid customer ID Cannot be deleted if the on hand Sales Return Date quantity of any product goes below If not default billing account then paid aici amount must be entered At least one item Service Service Description SSS Vendor Valid vendor ID Cannot be deleted if open invoices At least one Alternate location exist for vendor 137 Appendix 4 Setting up PCS Accounting Database in Microsoft SQL Server There are several steps in setting up SQL Database for PCS Accounting SQL version You must have administrative access to Microsoft SQL Server 7 0 or 2000 or MSDE Steps for creating PCS Accounting Database 1 Start SQL Server 7 Enterprise Manager 2 Create a New database called PCS Accounting 3 Close the enterprise manager 4 Open SQL Server Query Analyzer 5 Open the SQL Script provided pcsacct sql using file open menu Sequence 6 Select PCS Accounting in the DB Field at the right end of the toolbar 7 Runthe query This will essentia
120. eceipts cannot be deleted after the receipt has been deposited General Receipts A General Receipt transaction records the receipt of funds that are not the result of sales activities For checks or cash receipts this type of transaction debits the Default Cash Receipts posting account usually a cash on hand account by the amount of the receipt For direct electronic payments into a bank account the cash on hand account is not used the bank account is automatically debited as part of the General Receipt transaction In the detail section of the transaction form you specify the accounts that are to be credited by the transaction Use this type of transaction to record events such as the receipt of a tax refund the return of a vendor deposit interest payments or a loan or investment in the company For check or cash receipts you will later use a Deposit transaction to transfer the funds to your bank account General Receipt transactions are not directly associated with a customer although a customer or anyone else for that matter may be specified These transactions are not associated with receivables or payable and thus do not appear in aging reports Creating General Receipt Transactions To create a General Receipt transaction 1 From the PCS Accounting main menu bar select Accounting Cash General Receipts This brings up the Ge neral Receipt window a General Receipt amp Details Select Payment No NEV Status Active
121. eck Register e Built in calculator e Quick easy backup database repair and compacting features System Requirements Supported Operating Systems Windows 98 NT 4 Service Pack 3 2000 XP Equipment Pentium 133 MHz or better preferred 16 Mb RAM 32 Mb preferred 25 Mb free hard disk space Date Considerations When entering a date you can use a pop up calendar and select a date between 1960 to 2059 If you chose to type in a date enter a 2 digit year within the year range 1960 to 2059 PCS Accounting s screen forms and reports show 2 digit years that should be interpreted as falling within the 1960 2059 range Within the database dates are kept in the Microsoft Visual Basic Date data type with limits between 100 AD and 9999 AD International Formats PCS Accounting is aware of your computer s Regional Settings date and currency formats as set using the Windows Control Panel Forms Forms and reports conform to these settings Customization PC Skills recognizes that any shrink wrapped accounting package will to a greater or lesser extent fall short of its users individual needs Purchasers of PCS Accounting have the option of having PC Skills programmers customize the software to fit their special needs or they can purchase the PCS Accounting Developer s Kit containing the source code for the program and modify the code themselves PCS Accounting is written in Microsoft Visual Basic one of the most widely
122. eeeeeeeeees 73 in merchandise receipts oes eseeeeteeeeeeees 89 in non inventoried purchases cesses 89 tax cOdeS i cnc terMS we closing day terms codes AO AUG es cosas set cssenscecceetsnensiiviaiga deieesteessestarvsutnoees 37 PUNE SCAM PS2ss iarann ear Ra ia ee 1 trial balance report s sessssssessessesssissressreseessrserersseeee 135 troubleshooting instalation ssissisissrsissesiesoresrscssesiesorisessrssesivresrissarens 6 U UMU a a ee 32 Update Balances button se sssesssssseessrseseessrerersseese 119 user IMIASUER somunror enen E TS 29 user name Masten nna TE RE Nt 7 NOt CAS SECHS V eseni 7 User LUSDUS cerier oinnia n Erte 29 iser StaMpS 5 en UR S 1 users Addin E iyin R eNe ERRER changing names eee changing passwords Index changing security levels oo eee eeeseeeeeeeees 32 security levels Utilities menu V vendor 1099 reports oo eects eeteseseseseeeeeeeenees 136 vendor ACCOUNT STALUS eeeeeesessteeeseteeeteeeeeeeeneneeseees 52 vendor SOUPS ceeesssseeeeesereteteneeeeesenseeseneneneeeseneeesenes purchase report vendor identification COdE cccc eee 51 56 90 vendor information PANNE eis teh ie Reena vendor list reports vendor paymMents ee eeeeseeseeecteeeeeeeeeeeteneeeteeeeeeeees vendor refund CEANA ioonide seeen A EE EEATT 112 vendor refunds dele 01 nV hearer n O 113 166 vendors deleting editing workgr
123. eeseseeeeeatseeeetaeseeeees 20 INCOME statement 0 ceeeseeceeceseeeeeeeseeceeeeeeeteeeeees 135 TS tA At OM secccescetesesscctinz out soescessccbedaceatepontacivodassvotacteceensse 3 10 0 claus tye pr erent teeter ereere ste wie renee erent 3 TI VENLOLY AREE EAE ETT 12 AC USUI rosna nenen pi 67 68 Physical aes n RN 67 inventory posting account in inventory adjustment s seessseserrssreerreererssreeeres 67 inventory reports sssssseesseseeesssesetissressresressreerersrress 136 DACKOPASIS ons cases cecchs tees css vesestseetesneteseceechsedschest sevens 137 price Stiss sian titi acaba 137 product listing eee eseseeteseeeeteeeeeees 137 TeOrer alerts enarrare i iise 137 inventory tracking se sseesessrerrirsrreerrsrrsrerrerssreerrns 55 invoice CHC ALIIG A E 74 77 163 Index creating from a sales order sseseseesreseserseeeeees 74 creating sales returns based OM teeta 79 deleting signen EA 86 editing restricted if payment deposited 86 IME SSABES iror EAER NA 6l InVoice DUCLON sss cz ieessensncasescuescevede bout sgpsecesteevesvestenectsn 74 INVOICES asr e pss eee nave 73 posting accounts required ee eeeeeeseteeeteteteteeees 74 J JOUMALS sean EES 134 L length PASS WOKS acerrima n iein 31 USED MAINS 35s ccscsesesieessessascnadeavidesesentsetiavesivensaastiectirsdes 31 levels ACCOUNUS sopce cesses secscustccosersrescavaserd vob asevesteustetotnades cote 17 SO CURLY berriri
124. eetseeceeneceeaesenes CRE ALINE Hii ia idee aimanianaaue ae restrictions ON SAVING ceeeeeeeeee using purchasing codes in purchase tax ACCOUNLK ececeeseeeeeceseeeeeeeseeeeeeeees purchasing posting accounten an ninie purchasing codes ce eeeeseeeeeeeeeeeeee in merchandise receipts in PULCHASE FEtUITS 00 eee eeeseeeeeeeceeeeceeseeteceeaeeceeeeee purchasing departments purchasing report oo eeeecceeeseceecseseececeeseeeecneaeeceees purchasing journal purchasing reports purchasing transactions SL STII E eiiie err rreo ia E E E EE TEER R editn i anan naa SE TIETE ri E requirements and restrictiONS ceseceeeseeeeeeeee 89 restrictions on CCItING 0 eeeeeeeeceseceeeneseeeeceeaeeceens 102 R receipt for sale transaction CRE AUING oe ke a ES ieee 104 5 receipts OPSE Sarn R ANTE 104 plente I PE eae wires 106 receivables report oe eseseeeeeeeeesesesesteseeeeeseeeaeees 49 reconcilable accounts ANLAT lE TST 20 dEDOSI Sosun ana EE E 122 not allowed in GL transactions 00 essseeseeeeeeeee 69 reconciling accounts procedure eeeeees 121 22 TECUITING transactions oo eseesesteteeeeteeeeeseees 131 Regional Settings registry settings TEM EO iseseisev repairing the database reports PLS VIS WU Osirise anere 134 PONUNG sts Sade a eee 134 SECULILY TESTICTIONS 0 eee tees eseseseeeeeeeeeees 30 required fields ee eceseeteeeceeseseseeeeeeeeneeeees 155 restrictions saving
125. efault Chart of Accounts Default charts of accounts are supplied with PCS Accounting There are three choices Corporate Partnership and Proprietorship These choices differ only in the layout of the Equity accounts These charts of accounts are specified in Appendix 1 Default Chart of Accounts on page 145 Most PCS Accounting users will probably choose to start with one of these charts of accounts After the appropriate default chart of accounts has been added additional accounts that are specific to your organization can be added and accounts that are not useful can be deleted Note If you are going to use one of the default charts of accounts do not add accounts prior to making this choice Once you manually add accounts PCS Accounting assumes you will be designing your own chart of accounts from scratch and will not give you further opportunities to import a default chart of accounts The best way to install one of the default charts of accounts is to exit PCS Accounting and start it again When the Enter User Information window shown under Logging In on page 7 appears choose the radio button that is appropriate for your type of organization and click the OK button This will copy the default set of accounts into your chart of accounts Log in as Master Your chart of accounts will now contain those accounts listed in Appendix 1 Default Chart of Accounts on page 145 In the PCS Accounting menu bar choose Edit Accounts
126. eivables and purchasing inventory control products and services Level 4 Receivables and sales personnel Level 5 Payables and purchasing personnel The following tables show in detail the procedures and reporting capabilities for users whose user definitions are set at one of these levels Adding Deleting Modifying Functions by Security Level Open database with third party programs Change Master password Change others passwords Setup Company defaults posting accounts etc Close fiscal year Close fiscal period Accounts create delete inactivate examine balances Accounts enter beginning balances 29 Users and Security Adding Deleting Modifying Functions by Security Level Codes and Tables terms tax codes billing and purchasing codes Messages Sales persons Groups vendors customers Customers vendors products services create modify delete General ledger transactions Physical inventory adjustment Cash transactions enter modify delete receipts expenditures checks deposit reconcile Sales transactions Customers products services examine only pr Purchasing transactions Vendors products examine only lt p lt P n a Oo jo O o o O o Report Availability by Security Level Balance sheet income statement Yes Yes Yes No trial balance GL activity reports Journals GL Sales Purch
127. emonstration Company Sl at 371 Delaware Ave Buffalo Hard Disk 20GB as Labor Service Charges A typical PCS Accounting form Within a form you may navigate by clicking on a cell with your mouse to activate the cell to make it ready for keyboard input or input from a pop up window You can also move from one cell to the next by using the TAB key to more right and down or using the SHIFT key with the TAB key to more left and up Features on this form include those listed below at Invoice 1004 Name JBP Limited 140 Tabbed pages Many forms appear with two or more tabs at their top Click or press ALT and the underlined letter to page to the tabbed page you want to appear Select tabbed page Many forms have a Select tabbed page that is used to present lists of transactions customers vendors etc When an item a row in the list is clicked the form immediately moves to the Detail tabbed page and shows the information related to the clicked selection Clicking on the column header buttons will order the list according to the information in that column Many Select tabbed pages have a Closed check box that is available for showing lists of transactions from closed periods or years Edit cell with label Edit cells allow you to type in text Some edit cells are meant to contain cash amounts or numbers in which case only numerical information
128. endor ID box type in the vendor ID or click the pic button or press F5 to bring up the Select Vendor for Payment window In the Select Vendor for Payment window click on the vendor who is receiving the payment and click on OK Information from the vendor table will fill the top header section of the Cash Payments window Edit the vendor name and address information if desired The Date box will initially show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction In the Ch Acct box choose a reconcilable bank account from which the payment is to be drawn Click on the Check No button or tab to it and press SPACEBAR to enter the next check number You can also type in a check number The box must be filled If you are recording a non check payment cash direct deposit wire transfer enter a number to identify the transaction in the check register The number must be unique and must be numeric only digits no letters In the Payment Type box select the type of payment Choices are Check Direct Deposit Wire Transfer or Advance All of the choices except Advance will post the amount of the payment to the reconcilable account indicated by the Ch Acct entry Use Advance only to pay a bill by applying the amount owed ag
129. entering your own chart of accounts from scratch Many of you will want to use PCS Accounting s default set of accounts to get started If you wish to do so pick the type of your organization Corporate Partnership or Proprietorship and click the OK button To see what the Default Chart of Accounts looks like see Appendix 1 Default Chart of Accounts on page 145 If you wish to construct your own chart of accounts from scratch rather than use the default chart provided by the program click the Cancel button Getting Started Default Chart of Accounts Would you like to set up a Default Chart of Accounts and Posting Accounts Select Organization Type Corporate Partnership Proprietorship Cancel Prompt for setting up a default chart of accounts Until a chart of accounts has been set up either the default or your custom chart of accounts you will see this message window every time you start PCS Accounting and choose a company whose database is blank so you will wish to get this task out of the way as soon as you can However if you wish to proceed with other tasks needed to set up PCS Accounting you can click the Cancel button and postpone account setup until later Summary of Setup Procedures The rest of this section and the following two sections describe the procedures needed to set up PCS Accounting These steps should be completed before attempting to enter transactions into PCS Accounting 1 Speci
130. entoried items and billing costs through the use of billing codes The chart of accounts is not accessed directly all posting is automatic Invoice transactions credit product item costs to the inventory posting account and debit a cost of goods sold account Item quantities are subtracted from the products table Transaction amounts are debited to a designated receivables posting account the sale amount less sales tax and billing codes used in the transaction is credited to the sales account for the customer s sales department Sales taxes charged are posted to the sales tax liability account see Tax Codes Table on page 38 designated by the tax code specified in the transaction Sales Without Invoice For sales of non inventory items and services This type of transaction is most useful when making cash sales for services or non inventory items Products services and billing code tables are not used Sales are automatically debited to a billing asset posting account The transaction is balanced by crediting one or more non reconcilable accounts usually a revenue account explicitly specified in the detail section of the transaction Sales taxes are posted to the sales tax liability account Tax Codes Table on page 38 designated by the tax code specified in the transaction Sales Returns Returns of inventoried sold items are processed using Sales Returns This type of transaction is used to reverse an Invoice transaction Sales Credit A
131. eports Window Purchasing Eile Code ACCOUNT Description Accounting Services Print Advert Exps Capital Off Equip Consulting Services Purchasing Code Description Account No Account Name ADVER Print Advert Exps 5021902 Print Advertising Select Account 50209 Taxes other 50210 Consulting Fees 50211 Office Supplies 0212 Phone Taxable Discount Amount 50213 Mail Postage 0214 Utilities 0215 Alarms 0216 Contribution Donat 0217 Licenses Permits 50218 Memships Dues Subs 0219 Advertising 021901 Broadcast Ad 5021902 Print Advertising 021903 Advertisin 0220 Promotion m 0 00 Purchasing code setup To enter a purchasing code 1 Select Edit Codes Tables Purchasing Codes from the PCS Accounting menu bar This brings up the Purchasing window The Purchasing window shows at the top a list of currently available purchasing codes This is followed by a 7 line form for specifying properties of the code To enter a new code this form should be blank If it is not click the New button to clear the form Enter a purchasing code with up to 8 characters in the Purchasing Code box wn Enter a description of the code with up to 20 characters in the Description box 4 Click the pic button with the mouse in the Account No box to bring up the Select Account window The window will display only asset and expense accounts 5 Inthe Select Account
132. er a unique identification code for the vendor This code can be up to 15 characters long 4 Enter the vendor s name address telephone numbers and other information as indicated in the form 5 Under Account Information in the Type box select whether you expect to receive credit from this vendor or not If you expect to obtain credit and maintain a payables balance with this vendor choose Open If the vendor is always paid at the time of purchase no balance choose Cash In the Group box pick the vendor s group 7 Inthe Tax box click the pic button with the mouse to bring up the Select Tax Code window and choose a default sales tax code for the vendor 8 Inthe Terms box click the pic button with the mouse to bring up the Select Terms Code window and choose a default terms code for the vendor 9 If you have a credit limit with this vendor enter that amount in the Credit Limit box 51 Vendors 10 A vendor may have a number of ship from locations You have just entered the vendor s main or remit to location on the General page To enter these alternate ship from addresses click on the Alt Addresses tab and enter the information for as these ship from addresses 11 When finished select Edit Save Vendor from the menu bar or click the Save button to add this vendor to the list of vendors 12 To add another vendor choose Edit New Vendor or click the New button on the toolbar To modify a vendor s
133. f posting accounts a deferred income account for advances paid by customers and a deferred expense account for advances paid to vendors This pair of posting accounts is required for creating advances from customers or to vendors for applying advanced amounts to invoices or purchases or for refunding advanced amounts Posting accounts that are designated as defaults are either unique there can be only one such account e g inventory or are the first account of that type listed in forms e g the default Billing posting account Default Posting Accounts When you choose to use one of the default charts of accounts provided by PCS Accounting a default set of posting accounts is set up for you See Appendix 2 Default Posting Accounts on page 153 for a list of these posting accounts 24 Posting Accounts Adding Posting Accounts To add a posting account 1 Make sure the detail account you wish to specify as the posting account exists If not add it to the chart of accounts 2 Choose Edit Setup from the menu bar and in the Accounting Para meters Setup window click on the Posting Accounts icon in the window s left frame This will bring up the list of current posting accounts 3 Inthe Accounting Parameters Setup window s menu choose the type of posting account you wish to add This will bring up the Select Account window from which you select the account you wish to use as a posting account Z amp PCS Accounting 2000
134. f transaction is used when a vendor refunds money to you after you have i made a purchase recorded with a Merchandise Receipt or a Non Inventory Purchase ii paid for the purchase recorded with a Payment to Vendor transaction and iii returned part or all of the purchased materials or services to the vendor recorded with a Purchase Return or Purchase Credit 111 Cash Transactions If a check or cash is received vendor refund transactions debit the Default Cash Receipts posting account usually a cash on hand account see Types of Posting Accounts on page 23 by the amount of the receipt If the refund is in the form of a direct deposit or wire transfer the funds are deposited directly into a reconcilable bank account The default payables posting vendor payable account is credited If the receipt is in the form of a check or cash you will later use a Deposit transaction to transfer the funds to your bank account z PCS Accounting File Edit Accounting Utilities Reports Window Help OoEg Sa qg Ca ali e69ne iu a Vendor Refunds Details Select Refund No NEA Status Active Vendor ID MICROWHSE Date Name Microcomputer VYarehouse Distributors Check No 0046705 Address 6381 Walden Payment Type Check City Amount 1149 00 State ip Applied 1149 00 Reference 8341 IN Refund Balance Show After 08 22 02 Cash Acct 1010104 Default Acct mm om E RET essan osoz 1149 00 o oo 149 00
135. fy names passwords and security levels for users Change the password for the Master user Provide information describing your company or organization Optional Specify a company logo that you wish to see on reports Specify the beginning of your fiscal year and the number of accounting periods per year Specify starting numbers for purchase orders checks invoices and other documents Set up your organization s chart of accounts Set up a table of posting accounts Chart of Accounts required Set up terms sales tax purchasing and billing codes Chart of Accounts required we a D u PF op Set up customer and vendor groups gt Set up lists of sales persons Set up lists of customers vendors products and services 12 Enter starting balances for all accounts Chart of Accounts required Each of these steps will now be described in detail Setting up Users and Passwords Initially PCS Accounting has one user named Master This user has full administrative rights to the program and the data The Master user cannot be deleted nor can the Master s rights be modified One of your first tasks is to secure the program and data from unauthorized use by changing the Master user s password To do this perform the following steps 1 After logging in to PCS Accounting as Master in the menu bar choose Edit Change Password for Master This brings up the Change Password window In the Change Password window
136. g a failure occurs just after a transaction is posted to the general ledger but before an account s balance can be updated The symptom of this having occurred is that the Balance Sheet falls out of balance The Update Account Balances utility is used to repair such errors To understand what is being done by this utility we need to consider how account history is kept and displayed in PCS Accounting Period Balances PCS Accounting maintains end of period balances for each account for each period starting with the period specified as the beginning period in the accounts setup procedure see Account Beginning Balances Procedure on page 65 as well as the current account balance a running total for each account The end of month balances are shown on the Period Balances page of the Chart of Accounts window To open the Chart of Accounts window choose Edit Accounts from the menu bar Saving any transaction will cause the current balance for an account involved in that transaction to be updated and will change the amount shown for the current period in the Updated column of the Period Balances page see below In order to minimize the time required for this update the current balance is calculated by adding account entries made in the current period to the period balance from the previous period rather than summing all the entries for that account since the program was set up Since saving transactions in the current period does not affect b
137. g s menu bar choose Edit Customers or click the Customers button the toolbar This brings up the Customer window The Select tabbed page is shown 2 To add a customer choose Edit New Customer from the menu or clickthe New button L toolbar This will cause the General tabbed page in the Customer window to be selected 3 Inthe Customer ID box enter a unique identification code for the customer This code can be up to 15 characters long Enter the customer s name address telephone numbers and other information as indicated in the form 5 Under Account Information in the Type box select whether you expect to extend credit to this customer or not If you expect to extend credit and maintain a receivables balance for this customer choose Open If the customer is a cash customer no balance choose Cash 6 Inthe Group box pick the customer group In the Salesperson box chose the sales person responsible for this customer 8 Inthe Tax box Click the pic button with the mouse to bring up the Select Tax Code window and choose a default sales tax code for the customer 9 Inthe Terms box click the pic button with the mouse to bring up the Select Terms Code window and choose a default terms code for the customer 10 If you wish to place a limit on the credit you will extend to this customer enter that amount in the Credit Limit box 47 Customers 11 If this customer will be subject to a finance charg
138. general sales sales returns and COGS general accounts To do so Click the Select buttons to the right of the Sales row in the window From the Select Account window choose the general revenue account for sales and click the Select button Repeat Steps a and b for the Sales Returns and Cost of Goods Sold rows in the Select GL Accounts window After the three general accounts have been selected or if departments already exist in the Select GL Accounts window click the Add button Add Department The Add Department message box will inform you about how many departments currently exist and that three new detail accounts are about to be created under the general accounts you have specified for sales 21 Posting Accounts returns and COGS Click the Yes button to create the Sales Department i e the three detail accounts The Add GL Departments window will now show the account structure for the Sales Departments you ve set up w Add GL Departments Sales Sales Dept 01 Sales Returns Return Dept 01 Cost of Goods Sold COGS Dept 01 Sales Department account structure with one department 10 To add more departments repeat Steps 5 and 6 11 If you wish to change the names of the department accounts follow the procedure described under Entering a Chart of Accounts from Scratch on page 21 28 Users and Security When PCS Accounting is installed there is one user Master with a password
139. has an outstanding payables liability recorded using Merchandise Receipt or Non Inventory Purchase transactions This type of transaction credits a reconcilable asset account the default being the Default Cash Payment Bank Account posting account The default Purchasing payables posting account is debited Creating a Vendor Payment Transaction Requirement To enter a Payment to Vendor transaction a purchase recorded as a Merchandise Receipt or a Non Inventory Purchase must exist from a vendor in the vendor list i e you must have previously entered a bill from that vendor Z amp PCS Accounting File Edit Accounting Utilities Reports Window Help OE 2a 0 Ceaial 69neiu S Cash Payments Details Select Payment No NEV Status Active vendor ID VERIZON Date 11 26 02 Name Verizon Ch Acct Checking Account Address CheckNo 116 City Payment Type Check State ip Amount Reference Applied Show After 08 26 02 Balance Disc Orig A Disc PUR Monthly 110102 110102 46 00 0 00 546 00 0 00 546 00 ooo PUR Monthly fioa fiom 44aso 449 50 00 ooof co Creating a payment to a vendor 113 Cash Transactions To create a Payment to Vendor transaction 1 10 11 12 13 14 15 16 From the PCS Accountin main menu bar select Accounting Cash Payment to Vendor or click on the Cash Payment button on the toolbar This brings up the Cash Payments window In the V
140. hat company s folder and click the Open button to make the connection If this company s database does not yet exist follow the procedure described above see Logging In to create one 8 Supply a name for the new company in the New Company window and click OK You are now connected to the new company Whenever you launch PCS Accounting in the Enter User Information window you can use the Company combo box to connect to any company for which you have previously made a connection Important When setting up a new company one of the first things you will want to do is add yourself and others as users provide these new users with passwords and change the password for Master Deleting a Connection to a Company To remove a company from the list shown in the Company combo box in the Enter User Information login x window select a company in the Company combo box and click the Delete button x The company database selected will immediately be removed from the Company combo box list Note that this only removes your connection to the company it does not affect the company s database in any way Prompt for Chart of Accounts When connecting to a blank PCS Accounting database you will be prompted to set up a Default Chart of Accounts In order to use PCS Accounting you must build a chart of accounts either by choosing the default chart of accounts supplied by the program and modifying it to suit your organization s needs or by
141. he On Order numb er Purchase Credits Use a purchase credit transaction to reverse a non inventory purchase or simply to record the receipt of credit from a vendor Purchase credit transactions like non inventory purchase transactions make entries directly to accounts The purchasing posting account is automatically debited by these transactions the accounts specified in the details section of the form are credited To create a Purchase Credit 1 From the PCS Accounting menu bar select Accounting Purchasing Purchase Credit This brings up the Purchase Credit window You can create a purchase credit by rolling in a non inventory purchase transactions or by entering the purchase credit information from scratch If you wish to create a purchase credit based on an existing purchase click the pic button or press F5 in the Orig Inv No box This will bring up the Select Purchase window Click on a transaction in the list and click on OK Most of the information from the sale will be transferred to the Purchase Credit form The date will be the current date No amounts are imported Therefore at a minimum to complete the transaction you must enter the amounts for the accounts to be credited in the Amount column You can edit and save the new purchase credit just as you would if you were entering the purchase credit from scratch as described in the following steps If you choose to build a purchase credit from scratch perform the followi
142. he Amount box enter the amount of the payment The Applied and Balance boxes are read only In the Reference box enter a description of the payment Up to 30 characters are allowed This entry might include the your purchase order number Save the transaction by selecting Edit Save Cash Payments from the menu bar or by clicking the Save button As an example of using an advance payment as part of a purchasing payment cycle of transactions suppose that the following occurs a b Your organization contracts with a vendor to deliver consulting services The agreed upon cost of the project is 10 000 You pay a down payment of 1 000 to cover the vendor s up front expenses In PCS Accounting you generate an advance payment transaction for this amount At the end of the billing period you are billed 5 550 the vendor s up front costs and for work performed When the bill is due you pay 4 550 In a Cash Payment transaction you apply 5 550 to the bill and 1 000 to the advance The following figure shows this transaction 22 PCS Accounting File Edit Accounting Utilities Reports Window Help SD HUX SaO PA al eGsanme hu a Cash Payments Iof x Details l Select Payment No NEV Status Active Vendor ID MKRCONSULT Date Name MKR amp Associates Management Consultants Ch Acct Checking Account Address 532 Delaware Ave Check No City Payment Type Check State ip Amount 4550 00 Reference Consult
143. he default Purchasing account you may wish to enter some identifying information like a credit card number in the Ref box You can enter up to 20 characters in this box although it can show only 10 at a time 31 Save the merchandise receipt by selecting Edit Save Merchandise Receipts from the menu bar or by clicking the Save button 32 Print the merchandise receipt by choosing File Print Merchandise Received from the menu bar or by clicking the Print button To print multiple copies or an alternate printer use the menu bar command Merchandise Receipts and Inventory When a product is received the inventoried on hand quantity for that product is increased by the quantity received and the total value of the inventoried product is increased by the amount paid for the product purchase price times quantity received If you have chosen to use average product costing the average cost is updated according to the formula updated average cost current on hand quantity x current average cost received quantity x purchase price current on hand quantity received quantity Standard cost of a product is unaffected by a merchandise receipt the last purchase price is updated whenever a merchandise receipt is created that contains the item The On Order number for a product is decreased by the quantity received Non Inventory Purchase When billed for services received or purchases of items for internal use you can Non Inventory Purch
144. he forms where it may appear 6 The new posting account will be designated as a default posting account Clear or set the Default check box by clicking on it There must be one and only one default posting account of each type Your new posting account will be saved immediately No action on your part is required to save the information Deleting a Posting Account To delete a posting account in the Accounting Parameters Setup window click on the Del button at the right of each row in the list of posting accounts Default posting accounts cannot be deleted Sales Departments In order to track inventory and maintain products and services lists to use the invoicing and purchasing modules of PCS Accounting Sales COGS Return or simply Sales Departments must be set up Before Setting up a Sales Department Prior to setting up a sales department the chart of accounts must include the following accounts e There must be two general revenue accounts one for Sales and one for Sales Returns e There must be one general expense account a cost of goods COGS account e These three general accounts can have only sales department detail accounts reporting to them If you are setting up your chart of accounts from scratch the setup procedure described below must be used to create these detail accounts If you elect to use the default chart of accounts provided with PCS Accounting these general accounts and a set of detail sub accounts mak
145. he menu bar command Sales Returns and Inventory When a customer returns a product the inventoried on hand quantity for that product is increased by the quantity returned Inventory is debited by the product cost times the quantity returned and the cost of goods sold account is credited for the same amount The product cost used in these calculations is either the current average cost the 81 Sales Transactions standard cost or the last purchase cost as determined by the product costing method you chose when setting up PCS Accounting Sales Credits Use a Sales Credit transaction to reverse a Sales Without Invoice transaction or simply to record the giving of credit to a customer Sales Credit transactions like Sales Without Invoice transactions make entries directly to accounts A billing posting account as specified in the form s Pay by box is automatically credited by these transactions the accounts specified in the details section of the form are debited To create a Sales Credit 1 From the PCS Accounting menu bar select Accounting Sales Sales Credit This brings up the Sales Credit window You can create a Sales Credit transaction by rolling in a Sales Without Invoice transaction or by entering the sales credit information from scratch If you wish to create a sales credit based on an existing sale without invoice click the pic button or press F5 in the Orig Inv No box This will bring up the Select Sales window Cl
146. he number of items on hand is shown This read only number is increased by merchandise receipts see Creating a Merchandise Receipt on page 90 and sales returns see Creating a Sales Return on page 79 it is decreased by invoices see Invoices on page 73 and purchase returns see Purchase Returns on page 95 z PCS Accounting HDD_SEAGATE_20 Hard Drive Seagate 20 Gb MICROWHSE o H6830020 2 PCS Accounting 608 x 6a ale Products Hard Drive Seagate 20 Gb The number of items on order is also shown on the Additional page This number is increased by purchase orders see Purchase Orders on page 99 and decreased by merchandise receipts Reports are available in the Products menu that appears when the Products window is opened to provide a products list a price list a listing of items currently in inventory a products alert listing of items for which the current on hand quantity is below the minimum and a backordered report showing products not on hand that are currently backordered De Services To prepare invoices that include billed services you will need to prepare a list of the services you render zg PCS Accounting ile Edit Accounting Utilities Reports Window Help S5Ouax 68 CS al gt she m Select P Details Code CONSULTEDI Description Consulting EDI Taxable GL Department 02 x Sales Information Measure Hour Price 95 000 i OOo Adding a service to the services list
147. heck click the Print This Check button To print a range of checks click the Print Range button and enter a starting and ending number in the Enter Check Numbers window and click the Print button 5 To preview rather than print the check s click the Preview check box on the Write Checks page Qt Setting Check Layouts Use the Check Formats window to bring up a form for creating new check layouts and setting one or another of these layouts as the active default layout z PCS Accounting 2000 My Company File Edit Accounting Utilities Reports Window Help Check ID i StylelD 4 Style ID NEW Units IN hd Name Traverse 81013 Activate Location of Date values from edge of the form From Left 5 50 From Top l 1 60 Location of Numeric Amount values from edge of the form From Left 7 20 From Top 1 60 Location of Yerbal Amount values from edge of the form From Left 0 80 From Top l 2 80 Location of Payee Address values from edge of the form From Left 0 80 From Top l 2 35 Location of Stub values from edge of the form From Left 0 80 From Top l 3 52 Status Not Active Setting check layouts 120 Cash Transactions To set a check layout select Edit Check Layouts from the menu bar In the Check Formats window to add a new check style clic k the New button on the toolbar or choose Edit New Check Layout from the menu bar Select the system of length units IN for inches or CM
148. hile in the Details tabbed page choose Recurring Get The Select Recurring Transaction window appears 3 In the list in the Select Recurring Transaction window click on select the recurring transaction template on which you wish to delete and click the Delete button 132 Reports Many of the reports available in PCS Accounting are produced using the Reports menu Some reports dealing with specific entities such as customer statements or the check register report are available only when the windows dealing with those entities are active PCS Accounting File Edit Accounting Utilities Reports Window Help Journals Balance Sheet Income Statement Trial Balance Activity Report Journal Entries Aging Packing List Sales Reports gt Purchase Reports gt Printer v Preview The Reports menu Printing and Previewing PCS Accounting Accounts Receivables O N fin K3 Back gA Forward YEKAN EELER NEN 3 BUFFMARKTA DEFAULT GENTRANS GPASSOC JBP Receivables Aging Report NAP 5 _ Demonstration Company Inc 5555 Main Street 211 Buffalo NY 14230 Phone 716 555 5555 Fax 716 555 5556 Invoice Prt Type For Invoice DueDate Amount 0 30 31 60 61 90 Over 90 Ho Date Days days days Days Customer BUFFMARKTAD Buffalo Marketing Advantage Y Total for Buffalo Marketing Advantage 5 510 00 5 510 00 Customer DEFAULT Default Customer Total for Default Customer 0 00 Customer GENTRANS General Transportation Inc
149. hoose Copy from the pop up menu Click on the new folder and then right click and choose Paste This will copy the blank pcsacct2000 mdb database file into the new folder If need be rename the file to make sure it is called pcesacct2000 mdb without the quotes If you want to specify more companies you can repeat this process creating a new folder each containing a copy of pcsacct2000 mdb 3 In the Specify Data File Location window double click on the folder containing the database for the company you wish to log into 4 Click on the pcsacct2000 mdb file to select it and then click on the Open button PCS Accounting now knows where this company s database is located 5 The New Company window that pops up Enter this company s name Click OK to close the New Company window You will now be asked to supply a user name and password Master and master initially to log in to a new company s database after which you will need to set up the chart of accounts and the other initial information required for the company as decribed below SQL Client Version If you are using SQL Client version SQL Connection Parameters window will appear Fill in the information to access a valid PCS Accounting database in SQL Server or MSDE Getting Started Connecting to Multiple Companies PCS Accounting accomodates as many companies as you may need Each company s accounting database must reside in its own folder The name of the da
150. ice window list the items or services you have shipped and any billing codes for charges that accompany sale e g codes for shipping and handling To enter your first item in the first blank cell Row 1 of the Item column right click or press F5 This will bring up the Products Services Codes window Products Services Codes From Products Services Billing Codes Purchasing Codes Code Description Selecting a product service or billing code for sales In the From section at the top of the Products Services Codes window choose to see a list of Products Services or Billing Codes by clicking on the appropriate option button In the list click on the received product service or billing code and click on the OK button to enter it into the invoice The product ID will be placed in the Item column and the description will be filled in the Description column Zeroes will be placed in the Ord number ordered column the Ship number shipped and the Back number backordered columns The product s sales price from the product table see Products on page 55 will appear in the Price column If you have chosen a billing code the amount entered in the billing code form see Billing Codes on page 41 will appear In the Ordcolumn enter the quantity of this item you have shipped If you are entering a billing code you will probably wish to enter 1 0 here In the Shipcolumn enter the quantity
151. ick on a transaction in the list and click on OK Most of the information from the sale will be transferred to the Sales Credit form The date will be the current date No amounts are imported Therefore at a minimum to complete the transaction you must enter the amounts for the accounts to be debited in the Amount column You can edit and save the new sales credit just as you would if you were entering the sales credit from scratch as described in the following steps If you choose to build a sales credit from scratch perform the following steps 2 Inthe Customer ID box at the top of the form type in the customer identification code not case sensitive and press ENTER or to bring up the Select Customer window click the pic button or press F5 PCS Accounting File Edit Accounting Utilities Reports Window Help S60 as e a Eel a a Sales Credit P Details Select Credit No New Status Customer ID Orig Sales No Name New Age Apparel Contact Doris Johnson Address 1 3356 Maple Rd Address 2 City 4 NY Zip Salesperson v Reference Promotion Pay by Bill Customer EA Rec Acct 1010501 Account No Name Description Tax 5022004 Other Promotions New Customer Promo Credit O m 50 00 0 Tax 0 00 Total 50 00 0 00 Ref Net to Pay 50 00 Creating a sales credit transaction 3 Ifyou clicked the pic button in the Select Customer window click on the customer you are giving credit to and the
152. ick the pic button or press F5 If you clicked the pic button in the Select Customer window click on the customer you are receiving the return from and then click the OK button PCS Accounting File Edit Accounting Utilities Reports Window Help ADEX SRODA af Crune Mu S Sales Return Details l Select Return No NEW Orig Iny No 1001 Status Active Bill To Customer ID NAP Name New Age Apparel Date 09 24 02 Contact Doris Johnson Tax ERIE Address 1 3356 Maple Rd Address 2 City Via State 4221 Your F Our 3SYSTEMS SalesPerson JAVV v Pay by Bill Customer v RecAcct 1010501 Notes Description Price Disc Tax Extended 1 PCSSYSTEMO3 AMD XP 1 8 GHz System 1550 000 0 00 M 1550 00 m Subtotal 1550 00 Tax 124 00 Total 1674 00 Paid Amt 0 00 Ref Netto Pay 1674 00 4 Creating a sales return Information from the customer list will fill in the addressing information in the left side of the form Note A sales return cannot be entered for a customer that is not in the customer list To add a new customer use the procedure described in Customers on page 47 On the upper right part of the form today s date will appear in the Date box If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the transaction date If you charged s
153. illed in The Current Fiscal Year box will show the beginning of your current fiscal year Once accounting entries have been made this form will become read only and cannot be modified further Company Defaults Company Accounting Periods ip Sales Invoice Posting Sales Invoice Return Accounts Merchandise Receipt Merchandise Return Purchase Order Purchase Credit Sales without Invoice Setting up starting numbers Getting Started Important Be certain about the entries you make in this window PCS Accounting assumes that all numbers less than those in the Current column have previously been used and will not let you enter a number less than this Entries made in the New column in this table are saved and transferred to the Current column immediately after you close the warning message box by clicking Yes In the table on the right in this window in the Newcolumn enter the starting numbers for the various types of purchasing and sales transactions available in PCS Accounting By default they are set to 1 one initially If you have been doing business for some time enter the number you wish to see for the next transaction you will enter Thus if your last invoice was Invoice 25000 enter 25001 in the New column as the number you wish to assign to your next invoice As you enter the starting numbers you are warned to check the number If you attempt to enter a number in the Ne
154. in the Check Register Advance Payments Use an Advance Payment transaction to record a vendor deposit a payment to a vendor made in advance of the receipt of a bill This type of payment can also be used to record a paid amount that is in excess of the amount owed Advance Payment transactions credit the designated reconcilable account e g a bank account by the amount of the payment The Advance Payments posting account a deferred expense asset account is debited The payment may be designated as a check a bank transfer or cash but in all cases the specified reconcilable account is credited g PCS Accounting File Edit Accounting Utilities Reports Window Help lea by es EE a Cash Advance Payments P Details l Select Payment No New Status Active Vendor ID MKRCONSULT Date 11 04 02 Name MKR amp Associates Management Consultants Ch Acct Checking Account g Address 532 Delaware Ave City Payment Type Check State i Amount 1000 00 Reference Doown pymnt on consulting work Creating an advance payment transaction Advance payments appear in payables aging reports as negative amounts Typically you will at a later date pay the vendor for delivered items in an amount equal to or in excess of the advanced amount You will pay the billed amount less the advanced amount at which time you will cover the advance in a Payment to Vendor see Payments to Vendors on page 113 transaction To create an Advance Payme
155. indow will appear warning you that 126 Utilities this procedure requires exclusive access to the database Make sure no one else is using the program and click to the Yes button to proceed The Close Period window will appear The period number and the ending date of the earliest open period will appear in the Period and End Date boxes These entries cannot be changed 2 To close the indicated period click the Proceed button The period will be closed To examine transactions from a closed period open the window for the type of transaction you wish to look at by choosing the appropriate command from the Accounting menu or the toolbar On the Select tabbed page click check the Closed check box The list of transactions will now show transactions from closed periods Clicking a transaction will take you to the Details page where you can examine but not change the transaction Closing Fiscal Years Closing a fiscal year prevents any changes to transactions occurring during that year and prevents creation of any new transactions that are dated within or prior to the closed year The closing of a fiscal year will close all periods within that year When a fiscal year is closed the account balances for all detail expense accounts and all detail revenue accounts are added actually the expense balances are subtracted from the revenue balances and the result is saved in the Current Earnings posting account see Types of Posting Account
156. ing in open periods the following requirements are enforced to maintain data integrity in PCS Accounting Required for saving Required for Deleting Non Inventoried Purchase At least one item line Purchase Credit Valid vendor ID If not the default purchasing account paid amount should be non zero Sales Without Invoice At least one item line Sales Credit Valid customer ID If not the default billing account paid amount should be non zero Cash Deposit Valid bank account and deposit number Cannot be deleted after clearing at the bank General Receipts Cannot be deleted after depositing Cash Payments Total check amount must be applied Cannot be deleted after clearing the bank Cash Receipts Total check amount should be applied Cannot be deleted after depositing Valid customer ID Cannot be deleted if paid with invoice Valid check number Bank Transactions Valid bank account and valid check Cannot be deleted after clearing at the number or deposit number bank 34 Requirements for Module Availability and Saving Data Required for saving Required for Deleting Chart of Accounts Cannot be deleted e If sub accounts exist e If balance gt 0 in any of the periods e If itis a posting account Customers Valid customer ID Cannot be deleted if open invoices exist At least one alternate location for customer Advance Advance Paymens Valid vendor ID and check number Cannot be deleted if check has cleared the ban
157. ing the number of inventoried items below zero result in backordered items 93 Products Non inventory The receipt of the product cannot be recorded in a Merchandise Received transaction The product is not inventoried When it is sold no entry is made to the cost of goods sold account Products of this type are usually products that are drop shipped Note Once a product has been used in a purchasing or sales transaction you should be careful when changing its inventory tracking setting Keep track of how the cost of goods sold for the product is being calculated to make sure realistic values are being recorded in sales of the product It is probably better to create a new product entry in the Product Table 10 In the Reorder Level box enter the quantity of items normally ordered when the minimum level is reached This might be a quantity needed to take advantage of a vendor s quantity discount 11 Under Purchase Details in the Measure box enter the unit of measure for the item when it is purchased Examples are Each Case Box or Dozen 12 In the Vendor box enter the vendor identification code for the vendor from whom you usually purchase this item Right click to bring up the Select Vendor window and choose a vendor from the window 13 Enter the vendor s catalog item number or UPC code for this item in the Vendor Ref No box This entry can have up to 15 characters 14 Under Sales Details in the
158. ing up one sales department are created automatically If you are specifying your own chart of accounts you will need to create two general revenue accounts one for sales and one for sales returns You will also need to create a general expense account for COGS See Entering a Chart of Accounts from Scratch on page 21 for the procedure for creating accounts For instance in the example pictured below the minimal chart of accounts described in the table under Entering a Chart of Accounts from Scratch on page 21 with the general revenue accounts 401 Sales and 402 Sales Returns and the general expense account 501 COGS is present before the following procedure is carried out 26 Posting Accounts Setting up a Sales Department PCS Accounting Accounting Parameters Setup 5 Company lt Add GL Departments Nam Sales Sales Returns Select Account 501 Cost of Goods Sold 02 Payroll 04 Rents and Leases Numbers Setting Sales Department general accounts To set up a Sales COGS Return Department l 2 9 Choose Edit Setup from the PCS Accounting menu bar In the Accounting Parameters Setup window click on Posting Accounts icon on the left side of the window Click on Account Types and then Sales COGS Return Departments in the window s menu bar The Select GL Accounts window will open If there are no sales departments currently set up you will need to select
159. ion This report is available only when the Invoice transaction window is open Sales Reports Sales reports are available with sold items grouped by customer group see Customer Groups on page 43 or by sales department see Sales Departments on page 26 To bring up these reports select Reports Sales Reports By Customer Group or By Sales Department in the menu Purchasing Reports Purchasing reports are available with sold items grouped by vendor group see Vendor Groups on page 43 or by purchasing same as sales department see Setting up a Sales Department on page 27 To bring up these reports select Reports Purchase Reports By Vendor Group or By Purchase Department in the menu Mailing Labels When the Customers or Vendors forms are opened the Customers or Vendors menus will contain a Mailing Labels menu item is available to allow you to print mailing labels in a variety of Avery formats for groups of customers or vendors Customer Lists Lists of customers sorted by customer ID by customer name and by customer group are available when in the Customers window Choose Edit Customers to bring up the Customers window In the Customers menu choose Listing By Customer ID Listing By Name or Listing By Group to obtain the desired report Customer Statements To obtain a statement for a customer open the Customers window by choosing Edit Customers In the Select tabbed page click on the customer for which you want a statement F
160. isiserrsesteessecsesmtnaevavenatiee 127 PHOS otic Ait ash ein aia eae ein 126 closing Cate wissen a ain ae 37 codes Din e cag Siren eta eee 41 PUNCHASING sinisiin 39 LAK TE PE EE T 38 PerSan cone an see csc E R 37 COMBO DOK ereere ire eire ee kern NEK En EEE EE 141 companies MUP Eaa n n ea te AEA 9 company defaults oe eeeseeseeesseeeeeeteeeeeeesenes 11 compressing the database ss sesesssseeresseesserssesss 130 connections to company databases oo cece eeeesesesteeeseetees 9 CLECIt Mit eee ese sessessee ce csecseeseeseeseeeeeseees 47 49 53 current earnings year end transfer to retained earnings 127 current earnings ACCOUNL ce eeeeeseteeeteteeeeeees 24 127 customer ACCOUNT StAtUS oe eee eseeesteeeeeteeeeee 48 CUStOMET QTOUDS uo cece esse ces esseetesesetesesseeeseseseeees 43 SALES FEPORE seiniin Eie 136 customer identification code 47 75 78 80 84 customer information PENUNE oeni eare a E ERSE S 49 Customer list reports s se sssssesrssesssseerrerresrreseesrrsrnees 136 customer refund tEAM ia a ER Ntnedindeetnee 117 deleting rier nnna RS 118 customer statement essessssesesseeserssrrrersressesseee 49 136 customers Addit rien i e A aeiee 47 COL C0100 ror iaria ai ii 48 Edin G eenen E AE 48 SS UU o AAE EE E TT 47 customers bUtton s sessesseeseisreesesstessesresresresresresresresnes 47 CULOFT Wate ccaveissd iti cuisines ded eee adc a 105 D database location
161. it The purchaser of PCS Accounting Developer s Kit is granted a limited nonexclusive license to use the source code either as is or as part of an application that they develop with no further royalties or fees due PC Skills Inc The only restriction is that only the executable and not the source code itself may be distributed In addition the purchaser of PCS Accounting Developer s Kit is granted a limited non exclusive license to modify and copy the PCS Accounting User s Manual and distribute it with no further royalties or fees due PC Skills Inc The purchaser is responsible for acquiring and using the third party products used and any upgrades thereof There are no restrictions on distributing the help files included in the PCS Accounting program Limited Warranties Disclaimer Indemnities PC SKILLS INC DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE SOFTWARE PROGRAM PCS ACCOUNTING MEET YOUR SPECIFIC NEEDS OR REQUIREMENTS OR IS FREE OF DEFECTS PCS ACCOUNTING SOFTWARE IS PROVIDED TO YOU AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED STATUTORY OR OTHERWISE INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MECHANTABILITY AHD FITNESS FOR A PARTICULAR PURPOSE EVEN IF PC SKILLS INC HAS BEEN ADVISED OF THE POSSIBILITY OF DAMAGE TO YOU IN NO EVENT WILL PC SKILLS INC BE LIABLE TO YOU FOR ANY LOSS OF USE LOST PROFITS LOSS OF DATA OR ANY DAMAGES OF ANY KIND WHETHER DIRECT INDERECT INCIDENTAL O
162. it Delete Customer from the menu bar or click the Delete button to delete the customer Customer Sales History and Balances Zz PCS Accounting File Edit Customers Accounting Utilities Reports Window Help SD ex amp ey BS2ie Mu Customer Geoffrey Price Associates Select General Balance Payment Cur Balance 8 50 Last Sales Date Credit Avail 8 50 Last Sales Amount Last Payment Date 08 29 02 Last Payment Amount Customer sales payments current balance and available credit The Customer window s Balances Payments page shows a snapshot of the most recent sale to a customer the most recent payment received from the customer and the customer s credit and balance status To obtain up to date information about the customer s account status 48 Customers 1 From PCS Accounting s menu bar choose Edit Customers or click the Customers button on the toolbar This brings up the Customer window The Select tabbed page is shown z PCS Accounting File Edit SBQSG0TE Accounting Utilities Reports Window Help Update Customer Accounts JE 5 2 Listing By Customer ID Listing By Name Listing By Group Sel SF emo ise Buttalo Marketing Advantage GPASSOC Geoffrey Price Associates Consulting New Age Apparel The Customers menu 2 Choose Customers Update Customer Accounts from the menu bar This will cause the account balances payment and sales data for the customer to be updated To avoid un
163. k Advance Valid customer ID and check number Cannot be deleted after depositing Purchase Returns Valid vendor ID and at least one item line Product on hand quantity can not be less than zero Sales Orders Valid customer ID At least one item Balanced transaction E Sales Invoice Valid customer ID Cannot be deleted if paid by check and Invoice date due date check has been deposited If there is tax then valid tax code and account At least one item If not default billing account then paid amount must be entered If paid by check then check number is required Merchandise Receipt Valid vendor ID Cannot be deleted if the on hand quantity Invoice date of any inventoried product goes below At least one item Zero Invoice date due date If not default purchasing account then paid amount must be entered Cannot be modified if the on hand quantity of any product goes below zero due to changes Purchase Orders Valid vendor ID Order date and at least one item Services should be entered as purchase codes Products GL department number Cannot be deleted if on hand quantity gt 0 Product description 35 Requirements for Module Availability and Saving Data Window Required for saving Required for Deleting Sales Return Valid customer ID Sales return date If not default billing account then paid amount must be entered At least one item Se Services Service description Ven
164. kage but your computer may not have it If so download mdac_typ exe from the PC Skills www pcskills net or the Microsoft web site www microsoft com data download htm and run it to install the required components Getting Started Start PCS Accounting by clicking the Start button on the Task Bar and choosing Programs PCS Accounting PCS Accounting from the Start Menu You can also use the PCS Accounting desktop icon that was created during installation to start the program Starting PCS Accounting for the First Time Very Important Make sure the computer s system clock is set correctly PCS Accounting reads the system date and time when performing many of its functions An incorrect system clock will result in erroneous time stamping of transactions and may lead to a variety of performance problems Logging In When starting PCS Accounting you must always i supply a user name ii supply a password and iii specify a company i e a database When launching the program for the first time you always must use Master without the quotes as the user name The password is also master without the quotes Note User names and passwords are not case sensitive in PCS Accounting Initial Login Single User If you are starting PCS Accounting for the first time there will be a PCS Accounting database file named pcsacct2000 mdb in the folder containing the program This is a blank database containing no accou
165. lbar This brings up the Products window The Select tabbed page is shown 2 To add a product choose Edit New Product from the menu or click the New button on the toolbar This will cause the Details tabbed page in the Products window to be selected 3 Inthe Code box enter a unique identification code for the product This code can be up to 15 characters long If the product is subject to sales tax check the Taxable box 5 Enter a description of the product in the Description box The description can have up to 40 characters Select a sales COGS returns group see Setting up a Sales Department on page 27 for information about setting up sales departments for this product in the GL Department box This determines which COGS account is debited and which sales account is credited when the product is sold 7 Inthe Bin box place the bin identifier for the bin in which the product is stored This identifier can be up to 9 characters long 8 Inthe Minimumbox enter the minimum number that should always be present in inventory In the Inventory Tracking box choose how you want the inventoried number of this product to be controlled during invoicing You can choose the Normal or Non inventory Normal The product is added to inventory by a Merchandise Received transaction The number of items of the product in inventory cannot go below zero when entering sales of the product in Invoice transactions Sales that would result in bring
166. ld appear in the User Name list From the User Information window s menu choose File Close Changing Passwords and Security Levels If you are the Master user you can change anyone s password and anyone s security level except for the Master s If you are a Level user other than Master you can change anyone s password modify anyone s security level except for the Master s If you are not a Level user you can modify only your own password To change your password 1 After Choose Edit Change Password for Your User Name This brings up the Change Password window In the Change Password window type your current password in the Old Password box Type the new password in the New Password box Preferably the password should have at least 6 characters including a mixture of digits and letters Type the new password again in the Verify Password box Click the OK button or press ENTER If the text in the OK button is dimmed and the button is not responding it means that the old password was incorrect or the entries for the new password are not the same Return to the Old Password box and re enter the correct current password If the OK button remains dimmed return to the New Password and Verify Passwor d boxes and re enter the new password If you are a Level user to change someone else s password 1 2 3 Open the User Information window Edit Users Click on the user whose name you wish to change in
167. lly create all the tables needed in PCS Accounting database Adding Initial Data for PCS Accounting Required There are two batch files that are supplied with your kit insdata bat and insdataTrusted bat If your SQL Server is set for Windows only Authentication Use insdatatrusted bat Otherwise Use insdata bat 1 Open a command window in your server 2 Run the batch file as follows Insdata servername username password Or Insdatatrusted servername username password 3 You should use administrative username and password 4 This will copy all the necessary startup data into the database Note If you are using a different database catalog name other than PCS Accounting edit the appropriate batch file and change pcs accounting to your database name in all lines 159 Index A account balances TEPAS in iiir etare ara N sta saetes 126 account levels wo ceeccsssessccsecssccsscssssesscuseseenes 1 17 ACCOUNTING POTIONS eee eeeeeseeteteseseeeseeseetees 2 13 accounts FO E DYA ce i oe PP ee current earnings default chart of Period Dalance Sencesa aaen posting TECONCUABIS siirsi seisa tieien PEMOVING nonin n dea ai E E set up beginning balances active accounts ActiveReports activity POPOL a sccivssssexkasvsvodesscaccdoetsesentenievessaivecediienes adding ACCOUMNS scsescvssicsarsessesvessctsersezeveessvestedeocetbssseisnterreeess 19 CUStOMET QTOUPS oo cece seceeseeeseeeeecaeatseec
168. lumn As you entered a quantity a new blank row will appear in the list Enter additional items by following the procedure described in Steps 13 20 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form In the Not to Exceed box an amount 10 greater than the total amount will appear Edit this to specify a maximum purchase price you are willing to pay You might choose to set this to the total amount or if you make it 0 0 it will not appear at all in the printed purchase order Save the purchase order by selecting Edit Save Purchase Orders from the menu bar or by clicking the Save button Print the purchase order by choosing File Print PO from the menu bar or by clicking the Print button To print multiple copies or an alternate printer use the menu bar command 101 Purchasing Transactions Purchase Orders and Inventory The On Order number for a product in the Product Table is increased by the quantity ordered in a purchase order This number is then decreased when a merchandise receipt is created for the received products Editing Purchasing Transactions To edit a purchasing transaction choose the desired type of transaction in the Accounting Purchasing sub menu on the main menu bar When the transaction window Merchandise Receipts Purchase Returns etc opens the Details tabbed page will appear ready for you to enter a new transaction Click on the Select tab at the top of th
169. ly in this setup window and in the other setup forms described here is automatically saved when you close the Accounting Parameters Setup window or when you move from one form to another within the window Enter the requested information for your company in the Company Defaults screen form Product Costing In the Company Defaults form at the lower left pick the method you wish to use for product costing in the Product Costing box If your organization doesn t keep inventory you can ignore this box If you wish to track inventory you can choose between Average Standard and Last Purchase Price These choices govern the amount that the inventory account is credited and the cost of goods sold account is debited when an inventoried product is sold See the section on setting up a product list see Products on page 55 for a description of how these costing methods are used with the product list Average A running average of the purchase cost of inventoried items is kept When an inventoried item is sold the average cost is subtracted credited from inventory and added debited to the appropriate cost of goods sold account as determined by the Sales Department assigned to the product Standard A standard cost is assigned to products in the Products screen form shown in Products on page 55 12 Getting Started Last Purchase Price The cost of a sold item is equal to that paid for the item when last purchased I
170. ly show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction 4 Inthe Ch Acct box make sure the correct bank account is selected If the payment is a check enter the check number in the Check No box or click on the Check No button to get the next available check number 6 Inthe Payment Type box choose the type of receipt Check Wire Transfer or Direct Payment Enter the amount of the payment in the Amount box In the Reference box enter a description for the refund possibly the original invoice number or the sales return number Up to 30 characters are allowed 9 The details list in the bottom half of the window will show previous transactions with this customer Find the row where the sales return or sales credit with an RET or SLC code is shown You will enter the amount of the transaction the same amount as entered in Step 7 in the applied column of this row This will be a positive amount 10 Save the transaction by selecting Edit Save Customer Refunds from the menu bar or by clicking the Save button Deleting Customer Refunds Customer Refund transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete Customer Refunds command from the menu bar Check Regis
171. ment Type box select the type of payment Choices are Check Direct Deposit Wire Transfer or Advance Choosing Check will post the amount paid to the cash on hand account the default Cash Receipt posting account Choosing Direct Deposit or Wire Transfer will result in an immediate deposit transaction occurring If payment is in cash treat it as a check and make the Check No Cash or something like Cash to indicate that cash was received If a wire transfer or direct deposit is received a Select Account window will appear showing only asset accounts In this popup window choose click on the bank account to which the receipt was made and then click the Select button Note If the receipt is a wire transfer or direct deposit the deposit will appear in the check register with an I code Choose Advance in a situation where there is an outstanding invoice that you wish to cover with an earlier advance receipt from the customer Do this only if the amount of the invoice is less than or equal to the amount of the advance receipt If the invoiced amount is greater than the advance choose one of the other payment types For an Advance payment type and only this type the Amount should be zero 104 Cash Transactions z PCS Accounting File Edit Accounting Utilities Reports Window Help la et 27 FY zag S Receipt for Sale Details Select Receipt No NE
172. mn You will also want to check on the Terms to make sure the terms are correct You can edit save and print the new merchandise receipt just as you would if you were entering the merchandise receipt from scratch as described in the following steps Z PCS Accounting File Edit Accounting GetFrom Recurring Utilities Reports Window Help SOe Seal O Cea eal SC2zne Ws st Merchandise Received Details Select Receipt No NEV Vendor ID Pay To Name Contact Address 1 Address 2 Select Purchase Order City State ip Vendor ID via i Pay By vendor Payable Pay Acct Descriptior Net to Pay Rolling a purchase order into a merchandise receipt If you choose to build a merchandise receipt from scratch perform the following steps 2 Inthe Vendor ID box at the top of the form in the middle type in the vendor identification code not case sensitive and press ENTER or click the pic button to bring up the Select Vendor window 3 If you clicked the pic button in the Select Vendor window click on the vendor you have purchased from and then click the OK button 90 Purchasing Transactions 22 PCS Accounting File Edit Accounting GetFrom Recurring Utilities Reports Window Help ADEX SrO CAEDE hu a Merchandise Receipt P Details l Select Receipt No NEV Vendor ID MICROWHSE Pay To Name MicroComputer Warehouse Distributors 5 MicroComputer Warehouse Dis
173. monly used accounting and accounting related tools and features including General Ledger Accounts Receivable Ledger Accounts Payable Ledger Cash Management cash checks and credit card handling e Inventory Billing e Purchasing Order Entry PCS Accounting Features Networkable PCS Accounting is fully networkable The number of users is unlimited If the anticipated number of users is greater than ten we recommend upgrading to the Microsoft SLQ version of PCS Accounting Database System The current version of PCS Accounting employs a Microsoft Access 2000 database Microsoft Jet 4 0 as its back end The front end is written in Microsoft Visual Basic Ver 6 0 For larger organizations a Microsoft SQL Server version of PCS Accounting is available Chart of Accounts PCS Accounting uses 10 digit account numbers The account tree allows up to eight levels of accounts and sub accounts although the practical limit is usually five or six levels Instant Posting Accounting transactions are posted when they are completed and saved This means that account balances are current at all times and general ledger reports such as trial balances balance sheets and income statements can show up to the minute financial data Transaction Tracking All transactions are time and user stamped A complete history of any transaction is always available when it was first entered and by whom and when and by whom any modifications
174. mount in the Payment Type box choose Advance and then apply as a negative number the amount you wish to apply to the detail row showing the advance ADV Apply the same amount as a positive number to the row showing the invoice that the advance is being applied to You can leave the Amount box showing 0 00 g PCS Accounting File Edit Accounting Utilities Reports Window Help EENEI ECAC hs S Receipt for Invoices Details Select Receipt No NEV Status Active CustomerID GENTRANS Date 42 10 02 Name General Transportation Inc Check No Address 345 Mulberry St Payment Type Check City Amount 4550 00 State ip Applied 4550 00 Reference Inv 1012 Balance Show After 09 17 02 Cash Acct 1010104 Default Account Invoice Disc Orig Disc v foz 112902 1129702 6550 00 _ oooj 8550 00 ooof 8550 00 0 00 abv fas ponzoz sooooof ooof sooo oo ooof 4ooo o0 0 00 E a Applying a cash receipt to an advance and an invoice Deleting Advance Receipts Advance Receipt transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete Receipt for Sale command from the menu bar If the receipt type is a check Advance Receipt transactions cannot be deleted after the receipt has been deposited Direct deposits can be deleted until they have been cleared Vendor Refunds Use a Vendor Refund transaction to record a receipt from a vendor This type o
175. mportant Once a transaction involving inventory has occurred the product costing method should not be changed without very careful consideration The accounting consequences may be serious and should be carefully tracked Check with your accountant before initially choosing a product costing method and especially before changing it Specifying a Company Logo If you have your company logo in the form of a BMP bmp or JPEG jpg file you can import it into PCS Accounting and use it in your printed output invoices purchase orders balance sheets etc To do so click the Company Logo icon at the left of the Accounting Parameters Setup screen Click the Get button find the graphics file in the Select Picture window and select it When you click on the Open button in the Select Picture window the graphic will appear in the New Logo window If it looks good click the Use button to make it your Current Logo Use the Remove button to clear the Current Logo window and stop using a logo in your reports Z amp PCS Accounting Accounting Parameters Setup Company Defaults Company Logo F Company Logo for Reports Accounting Periods ma Current Logo Deme Campan Posting Accounts AG a Starting Numbers New Logo ou can use any JPEG or BMP file formats for Logo or Best Results Width whould not exceed 6 inches ind Height should not exceed 0 6 Inch Setting up your organization s logo for use in P
176. n click the OK button 82 Sales Transactions Note A Sales Credit cannot be entered for a customer that is not in the customer list To add a new customer use the procedure described in Customers on page 47 4 When the Customer ID box is filled in with an existing customer ID information from the customer list will fill in the addressing information in the upper part of the form You may edit or add to any of the addressing 5 On the upper right part of the form today s date will appear in the Date box If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date or the transaction 6 If you are reversing a sale in which sales tax was paid and you wish to reverse this make sure the correct tax code appears in the Tax box Right click to choose from the tax codes in the tax table 7 Inthe Reference box enter the customer s original purchase order number or some other distinctive identifier that will let you identify the source of this receivable in aging reports Up to 15 characters are allowed 8 Inthe Pay by combo box select the method of payment The list of permitted entries is made up of the descriptions of billing posting accounts 9 Clicking on the Notes button opens a small box where you can write any special instructions you may have concerning the transaction 10 In
177. n code not case sensitive and press ENTER or click the pic button to bring up the Select Vendor window 3 Ifyou clicked the pic button in the Select Vendor window click on the vendor you are returning the items to and then click the OK button 95 Purchasing Transactions z PCS Accounting File Edit Accounting Utilities Reports Window Help OOa 680 Pa ea S282 iu a Purchase Return 10 Details l Select Return No 10 Orig Inv No 104 Status Active 12 Pay To endor ID MICROVWHSE Name Microcomputer Warehouse Distributors Date 111 05 02 Contact Don Nelson Tax 0000 Address 1 6381 Walden Address 2 City Zip via FOB Vendor Payable v PayAcct 2010101 Description Return Price Discount Tax Extended PCSSYSTEMO3 AMD XP 1 8 GHz System 1 00 1149 000 0 00 O 1149 00 m Subtotal 1149 00 Tax 0 00 Total Paid Amt 0 00 Ref Netto Pay Creating a purchase return 4 Information from the vendor list will fill in the addressing information in the left side of the form Note A purchase return cannot be entered for a vendor that is not in the vendor list To add a new vendor use the procedure described under Vendors on page 51 5 On the upper right part of the form today s date will appear in the Date box If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the
178. nce Charges Revenue Detail Dividends Revenue Detail Purchase Discounts Revenue Detail Other Revenues Revenue General Recovery Bad Debt Revenue Detail Gain in Sale Assets Revenue Detail Miscellaneous Revenue Detail Expenses Expense General 501 Cost of Goods Sold Expense General 5 50101 COGS Dept 01 Expense Detail 501 502 Gen amp Admin Expenses Expense General 5 50201 Payroll Expense General 502 5020101 Wages Expense General 50201 5020101001 Salaries Expense Detail 5020101 5020101002 Hourly Expense Detail 5020101 5020101003 Commissions Expense Detail 5020101 5020101004 Overtime Expense Detail 5020101 5020101005 Compensations Expense Detail 5020101 5020101006 Bonuses Expense Detail 5020101 5020101007 Other Wages Expense Detail 5020101 5020101008 Contract Labor Expense Detail 5020101 5020102 Benefits Expense General 50201 5020102001 Health Insurance Expense Detail 5020102 148 Appendix 1 Default Chart of Accounts Account No Account Name Group Type Parent 5020102004 401 k Plan Expense Detail 5020102 5020102005 Workmans Compensation Expense Detail 5020102 5020102008 Other Benefits Expense Detail 5020102 5020103 Taxes Expense General 50201 5020103001 Fica Employer Expense Detail 5020103 5020103002 Futa Expense Detail 5020103 5020103003 Suta Expense Detail 5020103 5020103004 Disability Insurance Expense Detail 5020103 5020103005 Other Payroll Taxes Expense Detail 5020103 50202 Maintenance Expense General 502
179. ndise receipt The product ID will be placed in the Itemcolumn and the description will be filled in the Description column Zeroes will be placed in the Ord number ordered column the Rec number received and the Back number backordered columns If you have previously purchased the item its last purchase price will appear in the Price column If you have chosen a purchasing code the amount entered in the purchasing code form see Purchasing Codes on page 39 will appear In the Ordcolumn enter the quantity of this item you ordered If you are entering a purchasing code you will probably wish to enter 1 0 here In the Rec column enter the quantity or number of the item that has been received If you place a number greater than that ordered the ordered number will be automatically increase to the received quantity If you enter a number less than that ordered the difference will appear as backordered The Back quantity backordered column is read only It is the calculated difference between the quantity ordered the Ord column and the quantity received the Ree column Enter the billed price for the item in the Price column If you have received a discount enter the percent of the discount in the Dise column For instance if you have received a 15 discount enter 15 00 in the Disc column 92 Purchasing Transactions Note on Discounts Discount amounts are not posted to the Purchase Discount posting account see Types
180. necessary processing delays the calculations needed to acquire these data are done only if you explicitly ask for them by using this menu command 3 From the list in the Select page click on a customer and then click on the Balances Payments tab The Balances Payments page shows the current balance for the customer and the credit available to the customer The available credit is the difference between the Credit Limit amount shown on the Details page for the customer and the customer s balance The amount and date of the most recent sale to the customer and the date and amount of the most recent payment from the customer are also shown Customer Statements and Reports To choose to print or preview the following reports click on the Print or Preview items in the Customers menu To preview or print a statement for a customer click on a customer in the list to move to the General tabbed page for that customer From the Customers menu choose Customer Statement To preview or print aging information for the customer described in the General tabbed page choose Customers Receivables from the menu bar To print or preview the information contained in the Customer window choose File Print Customer from the menu To print or preview mailing labels for customers choose Customers Mailing Labels from the menu bar The Select Label Options windows appears 49 Customers w Select Label Options x Select Customer Group All La
181. nformation about the vendor you wish except for the product s ID 3 When finished select Edit Save Productfrom the menu bar or click the Save button to save the information To delete a product 1 FromPCS Accounting s menu bar choose Edit Products to bring up the Products window 2 In the Select tabbed page find the entry for the product you wish to modify in the list and click on the entry This will immediately take you to the Details page 3 Select Edit Delete Product from the menu bar or click the Delete button to delete the product Note Products that have been used in purchasing or sales transactions in open periods or have non zero on hand quantities cannot be deleted Product Tracking On the Details page of the Products window if the Average Product Costing method see Product Costing on page 12 is being used the current average cost is shown in the Average box This is the average cost of the items currently in inventory If there are no items in inventory this value is the average cost obtaining at the time of the last sale of the item 56 Products The cost of the item in the most recent purchase is shown in the Last Purchase box The current value of the item in inventory is shown in the Total box This is the product of the number on hand times the value of each item either the Standard Average or Last Purchase per item value depending on the costing method being used On the Additional page t
182. ng Codes Code Description See CD ROM CD ROM Drive Selecting a product In the From section at the top of the Products Services Codes window choose to see a list of Products or Purchasing Codes by clicking on the appropriate option button In the list click on the product or code you wish to order and click on the OK button to enter it into the purchase order The product ID will be placed in the Item column and the description will be filled in the Description column Zeroes will be placed in the Qty column If you have previously purchased the item its last purchase price will appear in the Price column If you have chosen a purchasing code the amount entered in the purchasing code form see Purchasing Codes on page 39 will appear Edit the description if you wish Up to 40 characters are allowed In the Qty column enter the quantity of this item you wish to order If you have selected a purchasing code you will probably wish to enter 1 0 here Enter the expected purchase price for the item in the Price column If you expect to receive a discount enter the percent of the discount in the Disc column For instance if you expect a 15 discount enter 15 00 in the Dise column If you expect to pay sales tax for the item place a check in the Tax check box by clicking on it with the mouse or pressing the space bar The extended price not including sales tax for the item will appear in the Extended co
183. ng Recurring Utilities Reports Window Help l ESEME S Non Inventoried Purchase 11 Details Select Purchase No 11 Status Active Vendor ID VERIZON Name Date Contact Tax Address 1 Terms Address 2 Disc Date City State Zip l Due Date Vendor Ref Monthly Phone Paid by Vendor Payable Pay Acct 2010101 Account No Name Description Amount Tax 50212 Monthly Phone Bill O 546 00 O SubTotal 546 00 Tax 0 00 Total 546 00 Paid Amt 0 00 Ref Net to Pay 546 00 Creating a non inventoried purchase transaction If you are to pay sales tax for the items in this purchase make sure the correct tax code appears in the Tax box Right click to choose from the tax codes in the tax table The Terms box by default is set to the terms code for this vendor To pick different terms click the pic button in the Terms box and select an entry from the Select Terms Code window Check the Disc Date and edit the discount due date it if you need to Check the Due Date box and if necessary edit the date to show the due date for the net payment In the Vendor Ref box enter the vendor s invoice number for the purchase or some other distinctive identifier that will let you identify the source of this payable when making payments or in aging reports Up to 15 characters are allowed In the Paid by combo box select the method of payment The list of permitted entries is made up of the descriptions of Purchasi
184. ng is to set up your chart of accounts by creating sub accounts of the top level accounts Until you do so you will be frequently prompted to complete this task by the dialog box shown under Logging In on page 7 Until a chart of accounts is set up you will be unable to enter any transactions Attempts to do so will result in a warning telling you to enter a chart of accounts When creating a chart of accounts PCS Accounting demands the following gt Account number characters must be digits letters spaces and punctuation characters are not allowed gt Sub account numbers have leading digits that are identical to their parent account number gt General account numbers are limited to 7 digits in length Detail account numbers can have up to 10 digits This means that you can have up to eight levels of accounts It is recommended however that you limit the number of levels to five Managing more levels than five will become difficult Other than these rules the way you number accounts and set up your account hierarchy is left up to you Ideally you should devise a numbering scheme before beginning to construct you chart of accounts As an example the default chart of accounts provided with PCS Accounting uses the following five level scheme A where A is 1 2 3 4 or 5 One of the top level accounts listed above Always a general account Mandatory ABB where BB is 01 99 A Level 2 sub account of A May be a general or detail a
185. ng posting accounts see Types of Posting Accounts on page 23 for example a vendor payable account or a credit card payable account Note that these are liability accounts You cannot have an entry that posts directly to a checking or cash asset account If you are paying by check at the time of purchase or at a later time you will need to select to a liability account a vendor payable account in the Paid by box and then make a cash payment transaction Clicking on the Notes button opens a s mall box where you can write any special instructions you may have concerning the purchase In the lower half of the window list the accounts and amounts you wish to debit These will usually be expense or asset accounts To enter your first account right click in the first blank cell Row 1 of the Account No column This will bring up the Chart of Accounts window Or if you know the account number you may type it into the Account No cell 94 Purchasing Transactions 14 In the Chart of Accounts window pick the account to which the purchase or some part thereof is to be debited Click on the account and then click on the Select button or simply double click on the account The account and its name will be place into the transaction 15 In the Description column add a description of this line item Up to 40 characters are allowed 16 If you will pay sales tax for the item place a check in the Tax check box by clicking on it with the mou
186. ng steps 2 Inthe Vendor ID box at the top of the form type in the vendor identification code not case sensitive and press ENTER or click the pic button to bring up the Select Vendor window 3 If you clicked the pic button in the Select Vendor window click on the vendor you are getting credit from and then click the OK button Note A Purchase Credit cannot be entered for a vendor that is not in the vendor list To add a new vendor use the procedure described under Vendors on page 51 4 When the Vendor ID box is filled in with an existing vendor ID information from the vendor list will fill in the addressing information in the upper part of the form You may edit or add to any of the addressing z PCS Accounting File Edit Accounting Utilities Reports Window Help GO8 23 0 Pa a S62 nes a Purchase Credit olx gt Details Select Credit No New Status Vendor ID VERIZON Orig Pur No Name verizon 3 111602 Contact m Address 1 Address 2 City 3 Zip Vendor Ref Crd install chg Paid by Vendor Payable Eal Pay Acct 2010101 Account No Name Description Tax 50212 Refund of installation charges D SubTotal 85 00 Tax 0 00 Total Paid Amt Ref Net to Pay Creating a purchase credit transaction 98 10 11 12 13 14 15 16 17 18 19 Purchasing Transactions On the upper right part of the form today s date will appear in
187. not enter cash transactions that involve writing checks or making bank deposits during this procedure You will not be able to reverse transactions that modify reconcilable accounts in Step 7 below since entries involving reconcilable accounts cannot be made in General Ledger transactions You can enter cash receipt transactions that involve the receipt of checks into a cash on hand account but this should not be necessary If you wish to enter paid receivables or payables transactions with a zero balance as of the date of the trial balance enter them with a zero net amount due 3 Enter or if the number and value existing because of Step 2 is incorrect correct the number and value of inventoried products at the closing date of the trial balance To do this use the inventory adjustment procedure described below under Inventory Adjustments and Setup on page 67 This will change increase your inventory account and the inventory difference account you chose at the start of the procedure 4 Enter each outstanding receivable that i existed prior to the closing date for your trial balance and ii has a current non zero balance See Sales Transactions on page 73 In particular enter any invoiced sales in which inventoried products were sold Also enter any purchase returns see Purchase Returns on page 95 in which inventoried products were returned to a vendor These invoices and purchase returns will reduce the inventory account and
188. nsaction for recording a payable for monthly phone bills you might want to make all dollar amounts zero 3 From the menu choose Recurring Add The transaction will be saved as a recurring transaction template The existing saved transaction is unaffected 4 If you made changes to the existing transaction to make it a more suitable template when you close the window choose No when asked if you wish to save the changed transaction Using Getting a Recurring Transaction To use a recurring transaction template to create a new transaction 1 From the Accounting menu or the toolbar open the window for the type of transaction you wish to enter 2 Inthe Details tabbed page make sure you have a new blank transaction 3 From the menu bar choose Recurring Get The Select Recurring Transaction window appears In the list in the Select Recurring Transaction window click on select the recurring transaction template on which you wish to base your new transaction and click the OK button 5 The data contained in the template fills the transaction window Make any changes you wish and save the transaction 131 Recurring Transactions Select Recurring Transaction Amount Selecting or deleting a recurring transaction Deleting a Recurring Transaction To delete a recurring transaction template 1 From the Accounting menu or the toolbar open the window for the type of recurring transaction you wish to delete 2 W
189. nt 1 From the menu bar select Accounting Cash Advance Payment The Cash Advance Payments window appears 115 Cash Transactions In the Vendor ID box click the pic button or press F5 to bring up the Select Vendor for Payment window In this window click on the vendor who is receiving the payment and click on OK Information from the vendor table will fill the top part of the Cash Advance Payments window Edit the vendor name and address information if desired The Date box will initially show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction In the Ch Acct box choose a reconcilable bank account from which the payment is to be drawn Click on the Check No button or tab to it and press SPACEBAR to enter the next check number You can also type in a check number The box must be filled If you are recording a non check payment cash direct deposit wire transfer enter a number to identify the transaction in the check register The number must be unique and must be numeric only digits no letters In the Payment Type box select the type of payment Choices are Check Direct Deposit Wire Transfer or Cash All of the choices will post the amount of the payment to the reconcilable account indicated by the Ch Acct entry In t
190. nter the statement s value for the account beginning balance for the period in question in the Beginning Balance box in the Reconcile Account page 4 Enter the statement s value for the account ending balance for the period in question in the Ending Balance box 5 Click the Reset button This will cause the list on the lower part of the Reconcile Account page to be filled in with uncleared checks charges credits and deposits from the various cash modules Previously cleared transactions will not appear 6 Go through the list of transactions in the bank statement For each entry in the statement s list find the corresponding item in the Reconcile Account page s list and click the check box in the Clr column for that item As you do this the Total Deposits box or Total Payments box will be increased by the amount of the transaction Checks and charges will increase the Total Payments amount deposits will increase the Total Deposits amount The Net Amount box will show the difference between deposits and withdrawals i e checks and charges The Difference box will show the amount remaining to be reconciled as given by the formula Difference Ending Balance Beginning Balance Total Deposits Total Payments 7 When all the items in the bank statement have been matched to items from the Reconcile Account page s list of transactions the Difference box will show zero and the Done button will become enabled the button s caption
191. nting transaction data that provides initial information the program needs to launch Upon the first launching of the program the splash screen Enter a name for new company Max 50 Characters introducing PCS Accounting and the Specify Data File Repel Location window will appear showing the blank database In the Specify Data File Location window click on the My Compan in the application folder pcsacct2000 mdb database file to choose it and click on the Open button PCS Accounting now knows where your Enter User Information company s database is located In the New Company window that pops up next enter your User Name company s name You have now connected to a database file Password for your first company Next the Enter User Information window appears Enter your Company My Company b name and password Initially Master and master are the user name and password respectively The only database available in the Company combo box is the one you just Cancel connected to Initial Login Networked User If you are launching PCS Accounting for the first time and are a member of a network the PCS Accounting database file always named pcsacct2000 mdb may be located anywhere on the network With the help of your network administrator use the Specify Data File Location window to locate the database file for the company to which you wish to connect This may be a blank database if yo
192. nts see Types of Posting Accounts on page 23 for example a bill customer receivable account or a cash on hand account Note that these are asset accounts If the 78 Sales Transactions customer is paying by check a billing account whose name is Check optionally fill in the Check No box with the customer check number 12 Clicking on the Notes button opens a small box where you can write any special instructions you may have concerning the sale 13 In the lower half of the window list the accounts and amounts you wish to credit To enter your first account in the first blank cell Row 1 of the Account No column right click or press F5 This will bring up the Chart of Accounts window Or if you know the account number you may type it into the Account No cell 14 In the Chart of Accounts window pick the account to which the sale or some part thereof is to be credited Click on the account and then click on the Select button or simply double click on the account The account and its name will be inserted into the transaction 15 You may edit the account name that appears in the Name column 16 Inthe Description column add a description of this line item Up to 40 characters are allowed 17 If you are charging sales tax for the amount in this line place a check in the Tax check box by clicking on it with the mouse or pressing the space bar Doing this will cause the tax amount to be credited to the sales tax li
193. o apportion the sales tax due between multiple taxing bodies For instance in the example shown in the above figure the sales tax liability is being apportioned between the state and county You can add up to three accounts to receive sales tax liability Tax codes are also used in purchase transactions In the bottom part of the Tax window in the leftmost cell under Purchase Tax Expense designate an expense account that will be debited by sales taxes paid while purchasing In the rightmost cell enter the percentage rate for sales tax that corresponds to the tax code being defined When done click the Save button To enter another tax code click the Ne w button To quit click the Close button To delete a code highlight the code in the list box at the top of the window and click the Delete button 38 Purchasing Codes When processing purchase order merchandise receipt or purchase returns transactions detail line items record i purchased inventoried products for resale or ii through the use of purchasing codes non inventory purchases of services expensed materials or capital items The Products table is used when entering inventoried items To record the second type of purchase purchasing codes are used These codes cause the cost of the line item to be to be debited for merchandise receipts or credited for purchase returns to an asset or expense account designated by the code 5 Accounting Edit Accounting Utilities R
194. o balance and enter it 5 Proceed to enter the balance for every detail account in the chart of accounts When you are finished the Totals boxes below the list of accounts must show equal total debits and credits If they do not your books are not balanced You must correct this before you can proceed If the total debits and credits are equal the Save button will be enabled click it to set your beginning balances 7 From the PCS Accounting menu bar select Re ports Trial Balance and print out a trial balance You will need this to correct changes you will make to account balances by entering payable receivable and inventory information 66 Inventory Adjustments and Setup When initially setting up PCS Accounting and whenever a physical inventory is taken you will want to adjust on hand quantities and the value of products listed in the products table To make these adjustments to inventory run the Adjust Physical Inventory procedure This procedure will modify the quantities and values of products in the products table it will also create a General Ledger transaction that modifies the inventory account and a specified difference account by the total value you are adding to or subtracting from the products table To adjust inventory 1 6 From the main PCS Accounting menu bar choose Accounting Physical Inventory Adjustment This brings up the Physical Inventory Adjustment window In the Physical Inventory Adjustment windo
195. on or select Programs PCS Accounting PCS Accounting from the Start Menu You will immediately be presented with the Specify Data File Location window that allows you to specify the PCS Accounting database pesacct2000 mdb The window will show the PCS Accounting database in the program installation folder For new stand alone installations where accounting for only one company is planned you can choose the database file presented here This is the blank database that was installed by the setup program in you program folder usually c program files pcs accounting For networked situations use this window to find the database on the network server as instructed by your network administrator Note that in any case the database file is always named pcsacct2000 mdb Look in a PCS Accounting c File name pesacct2000 mdb Files of type Accounting Database pesacct2000 mdb x Cancel I Open as read only Specifying database file location Microsoft Access and the PCS Accounting Database The PCS Accounting database is a native Microsoft Jet database i e it is an MS Access 2000 database The database is a secured database meaning that you must supply a user name and password to open it When opened with PCS Accounting the database is opened using your PCS Accounting login information However when you try to open the database in MS Access 2000 the process of opening the file will fail unless you join the PCS Accounting workg
196. on page 23 12 Clicking on the Notes button opens a small box where you can write any special instructions you may have concerning the return These comments will appear in the printed purchase return form 13 In the lower half of the Purchase Return window list the items you are returning 96 Purchasing Transactions Using Purchasing Codes in Purchase Returns You can use Purchasing codes in purchase returns but remember that these will be deducted from your payables and expenses 1 e their effect is the opposite of that they have when used in merchandise receipts Use them only if you expect the vendor to give you credit for the expense or asset represented by the code To enter your first item right click in the first blank cell Row 1 of the Item column This will bring up the Products Services Codes window Pick the product from the list and click the OK button The product ID will be placed in the Itemcolumn and the description will be filled in the Description column Zero will be placed in the Return number returned column If you have previously purchased the item its last purchase price will appear in the Price column 14 Enter the billed price for the item in the Price column 15 If you have received a discount enter the percent of the discount in the Disc column For instance if you have received a 15 discount enter 15 00 in the Disc column Note on Discounts Discount amounts are not posted to the
197. only asset accounts In this popup window choose click on the bank account to which the receipt was made and then click the Select button Note If the receipt is a wire transfer or direct deposit the deposit will appear in the check register with an I code 6 Enter the amount of the receipt in the Amount box 112 Cash Transactions 7 Inthe Reference box enter a description for the refund possibly the original invoice number or the purchase return number Up to 30 characters are allowed 8 The details list in the bottom half of the window will show previous transactions with this vendor Find the row where the purchase return or credit with an RET or PURCR code is shown You will enter the amount of the transaction the same amount as entered in Step 6 in the applied column of this row This will be a positive amount 9 Save the transaction by selecting Edit Save Vendor Refunds from the menu bar or by clicking the Save button Deleting Vendor Refunds Vendor Refund transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete Vendor Refunds command from the menu bar If the receipt type is a check or cash Vendor Refund transactions cannot be deleted after the receipt has been deposited Direct deposits can be deleted until marked as cleared Payments to Vendors A Payment to Vendor transaction records the payment of funds to a vendor The vendor typically
198. or Preview button to print or show the report or click on the Cancel button to cancel the operation Trial Balance To examine the Trial Balance report choose Reports Trial Balance from the menu In the Select Periods window choose a beginning financial period period and year in the Beginning box and an ending period in the Ending box The report will show the trial balance for the beginning of the period chosen in the Beginning box and the balance for the end of the period in the Ending box The defaults for these boxes are the beginning and end of the current period Click on the Print or Preview button to print or show the report or click on the Cancel button to cancel the operation Activity Report The Activity Report shows postings to each account in a specified range of account numbers that occurred within a specified date range To examine the Activity Report choose Reports Activity Report from the menu In the Select Date window choose the date range of the postings you wish to examine in the To and From boxes and the range of accounts by entering a number less than or equal to the first account you wish to examine in the Starting Account box and a number greater than or equal to the last account you wish to examine in the Ending Account box For example if you wish to examine revenue accounts you would enter 4 in the Starting Account box and 5 in the Ending Account box Click on the Print or Preview button to prin
199. or number of the item that were shipped If you try to enter a product quantity greater than that available in inventory the number in the Ship column will be reduced to the quantity available The difference between the ordered number and the available number will be placed in the Back backordered column If you place a number greater than that ordered the sum of 76 Sales Transactions the shipped and backordered quantity will be automatically decrease to the ordered quantity If you enter a number less than that ordered the difference will appear as backordered 22 The Back quantity backordered column is read only It is the calculated difference between the quantity ordered the Ord column and the quantity shipped the Shipcolumn 23 Check the sales price for the item in the Price column and correct it if needed 24 If you have giving a sales discount enter the percent of the discount in the Disc column For instance if you are giving a 15 discount enter 15 00 in the Disc column Note on Discounts Discount amounts are not posted to the Sales Discount posting account see Types of Posting Accounts on page 23 The discount simply reduces the sales price of the item The Sales Discount posting account is used only in Cash receipt transactions 25 If you are charging sales tax for the item place a check in the Tax check box by clicking on it with the mouse or pressing the space bar Doing this will cause the ta
200. or sales tax to be paid by the customer This account is selected automatically when you choose a tax code for the customer To create a Sales Without Invoice transaction TI Sales Transactions 1 From the PCS Accounting menu bar select Accounting Sales Without Invoice This brings up the Sales without Invoice window 2 Inthe Customer ID box at the top of the form type in the vendor identification code not case sensitive and press ENTER or click the pic button or press F5 to bring up the Select Customer window 3 Ifyou clicked the pic button or pressed F5 in the Select Customer window click on the customer you are selling to and then click the OK button Note A Sales Without Invoice transaction cannot be entered for a customer that is not in the customer list To add a new customer use the procedure described in Customers on page 47 4 When the Customer ID box is filled in with an existing customer ID information from the customer list will fill in the addressing information in the upper part of the form You may edit or add to any of the addressing fields 5 On the upper right part of the form today s date will appear in the Date box If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the billing date Z amp PCS Accounting File Edit Accounting Recurring Utilities Rep
201. order quantity and backorder reports Backorder by Code and Back Order by Customer ID showing products that are currently backordered Check Register To obtain a check register report from the menu select Accounting Cash Check Registers In the Select Account tabbed page click on the reconcilable bank account for which you want the report In the View Register tabbed page in the From and To boxes select the date range you wish the report to cover Click the Load and then the Update Balances buttons if necessary to load and re calculate the account balances for the specified period Click the Print or Preview button on the toolbar or choose File Preview Check Register or Kile Print Check Register from the menu bar 137 Navigating within PCS Accounting When first starting PCS Accounting your login name is Master and your password is master These are not case sensitive Important Change the Master password as soon as possible to prevent unauthorized use See Setting up Users and Passwords on page 10 for instructions If this is your first login you will be prompted to install a default chart of accounts You may choose to do this and then add and remove accounts or you may choose to set up a chart of accounts from scratch For details see the sections describing the Chart of Accounts on page 17 and Posting Accounts on page 23 After logging into PCS Accounting you are presented with a large window N
202. orrect tax code appears in the Tax box Right click to choose from the tax codes in the tax table 7 The Terms box by default is set to the terms code for this vendor To pick different terms click the pic button in the Terms box and select an entry from the Select Terms Code window 8 Check the Disc Date and edit the discount due date it if you need to Check the Due Date box and if necessary edit the date to show the due date for the net payment 10 Inthe Via box enter the name of the shipper 11 Inthe Vendor Ref box enter the vendor s invoice number for the purchase or some other distinctive identifier that will let you identify the source of this payable when making payments or in aging reports Up to 15 characters are allowed 12 Inthe FOB box enter the method of payment of shipping charges For instance enter Origin if you are paying the shipping charges enter Destination if the vendor is paying for shipping 13 Inthe Our box you can enter any information that your organization might find useful for identifying this order or the vendor You may wish to place the purchase order number for this purchase here 91 Purchasing Transactions 14 15 16 17 18 19 20 21 22 23 24 In the Pay by combo box select the method of payment The list of permitted entries is made up of the descriptions of Purchasing posting accounts see Types of Posting Accounts on page 23 fo
203. orts Window Help SC eE aE S Sales without Invoice amp Details Select Sales No New Status Active Customer ID DEFAULT Name Robert Esposito Date Contact Tax Address 1 9345 Maple Rd Terms Address 2 Disc Date City i Zip 14221 Due Date Salesperson Reference CONSULT Pay by v Rec Acct 1010104 Account No Name Description Amount Tax 40102 Sales Dept 02 Consult Set up application O 95 00 m Subtotal 95 00 Tax 0 00 Total 95 00 Paid Amt 95 00 Ret Cash payment Net to Pay 0 00 Creating a Sales Without Invoice transaction 6 If you are charging sales tax for the items in this sale make sure the correct tax code appears in the Tax box Right click or press F5 to choose from the tax codes in the tax table 7 The Terms box by default is set to the terms code for this vendor To pick different terms in the Terms box click the pic button or press F5 and select an entry from the Select Terms Code window 8 Check the Disc Date and edit the discount due date it if you need to 9 Check the Due Date box and if necessary edit the date to show the due date for the net payment 10 In the Reference box enter a distinctive identifier that will let you identify the source of this sale in aging reports Up to 15 characters are allowed 11 In the Pay by combo box select the method of payment The list of permitted entries is made up of the descriptions of Billing posting accou
204. ory Allow Damage Obsol Fixed Assets Autos amp Trucks Net Original Value Accum Depreciation Furniture amp Fixt Net Org Value Furn amp Fix Acc Deprec Furn amp Fix Office Equipment Net Org Value Off Equipment Acc Deprec Off Equip Machinery amp Equip Net Org Value Mach amp Equip Acc Deprec Mach amp Equip Other Fixed Assets Original Value Accumulated Depreciation 145 Type General General General Detail General Detail Detail Detail Detail Detail General Detail Detail Detail Detail Detail Detail General Detail Detail Detail Detail General Detail Detail General General Detail Detail General Detail Detail General Detail Detail General Detail Detail General Detail Detail Parent 1 101 10101 10101 1010102 1010102 10101 10101 101 101 10105 10105 10105 10105 10105 10105 101 10106 10106 10106 10106 101 10107 10107 1 102 10201 10201 102 10202 10202 102 10203 10203 102 10204 10204 102 10206 10206 Appendix 1 Default Chart of Accounts Account No Account Name Group Type Parent 103 Deferred Assets General 1 10301 Organization Expense General 103 1030101 Org Value Org Expense Detail 10301 1030102 Acc Amort Org Expense Detail 10301 10302 Leasehold Improv Net General 103 1030201 Org Value Lease Improv Detail 10302 1030202 Acc Amort Lease Imprv Detail 10302 10303 1030301 1030302 1030303 1030304 10304 104 10401
205. otice that the company name that was chosen when you logged in appears in the title bar at the very top of this main window E PCS Accounting 2000 Demonstration Company File Edit Accounting Utilities Reports Window Help AID ax S anO Paane m ial caps ins num 7 2603 10 18AM PCS Accounting s initial window All activities are conducted by using menu items or the toolbar buttons that appear just below the title bar Using the menu bar or the toolbar will cause various windows forms to appear within the main window Within these smaller windows you will enter the various types of information needed to configure PCS Accounting to your needs enter accounting transaction data generate reports and perform maintenance tasks The forms that you work with in PCS Accounting provide a variety of features to help you to work with great ease and efficiency Typically forms may contain a number of tabbed pages showing lists of transactions and various types of information about an individual transaction Pages showing details are often divided into separate sections Each section contains many cells showing specific pieces of information about the subject In the invoice form shown next the Detail page has a header section showing the customer information a detail section showing a list of items sold and a footer section showing the totals for the transaction 139 Navigating within PCS Accounting 5 PCS Accounting 2000 D
206. ou will have a current chart of accounts and the information needed for aging outstanding payables and receivables Your inventory will also be up to date 64 Account Beginning Balances Procedure The Account Beginning Balances procedure is used only during the initial setup of PCS Accounting With your organization s trial balance or a detailed balance sheet and income statement in hand use this procedure to establish beginning account balances within the PCS Accounting Chart of Accounts The Account Beginning Balances procedure sets account balances for the end of the previous period and the beginning of the current period The procedure creates a special general ledger transaction The transaction does not appear in the General Ledger transaction window In the General Ledger journal the transaction appears and is dated with the date of the transaction The balance sheet income statement and trial balance reports and the account period information in the Chart of Accounts window will show the period of this type of transaction to be the previous period You can modify your beginning balance entries if you need to Each time you run the Account Beginning Balances procedure the original Account Beginning Balances transaction is modified to reflect any changes you have made Previous general ledger entries are reversed and the new modified values are posted Because account balances for all open periods must be updated saving the modified
207. ounts reporting to them Adding Accounts To add an account 1 From the PCS Accounting menu bar choose Edit Accounts 2 Inthe Chart of Accounts window find the account that will be the parent account of the account you wish to add This must be a general account Note the account number of this general account 3 Click on the parent account This will take you to the Details page for the parent account Click on the New Accounts button on the toolbar or choose Edit New Account from the menu bar 19 Chart of Accounts S Chart of Accounts New Account Select Details Period Balances 201040202 Name County Sales Tax Payable Liability Detail Saan 2010402 Active Recon Bank Acci Balance Information Debit 0 00 Credit 0 00 Notes County Sales Tax 4 Adding a new account Fill in the Details page 1 Type in the Number of the new account Do this by adding digits to the number of the parent account Remember the number should be 3 5 7 or 10 digits long The initial digits will be those of its parent s account number and cannot be edited 2 Make sure the Group Asset Liability Equity Revenue Expense is what you intend This read only entry is the same as that of the parent account 3 Specify if the Type of the account is Detail or General If there will be sub accounts of the new account it should be a general account If you intend to post transactions to the new account
208. oup Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Type Detail Detail Detail Detail General Detail Detail Detail Detail Detail Detail Detail Detail Detail Detail Detail General Detail Detail Detail General Detail Detail Detail Detail Detail Detail Detail Detail Detail Detail Detail Detail Detail General Detail Detail Detail Detail Detail Detail Detail Detail General Parent 502 502 502 502 502 502 50219 50219 50219 502 50220 50220 50220 50220 502 502 502 502 502 502 502 502 502 5 503 503 503 503 503 503 503 503 5 Account No Account Name Cash Short Loss on Sale Assets Miscellaneous Losses Income Tax Federal Income Tax State Income Tax City Income Tax 151 Appendix 1 Default Chart of Accounts Group Expense Expense Expense Expense Expense Expense Expense Type Parent Detail Detail Detail General Detail Detail Detail Appendix 2 Default Posting Accounts Account Type Default _ Dept No Billing Billing Billing Billing Billing Billing Billing Cash Payment Cash Receipt COGS
209. oup JOMO E e ce ner ty eerrecrrere teers workgroup administrator WIR SACI D REEE E EET Y year CLOSING sds sess E E A 127
210. oup Information File x Use the path and name below or enter a different path and name For the new workgroup infomation file Database es pcs ACCOUNTINGIPCSACCT MDVY Browse a Joining the PCS Accounting workgroup 3 In the Workgroup Information File window use the Browse button to bring up the Select Workgroup Information File window and find the pcsacct mdw file in the PCS Accounting folder 4 Click the OK button to close the Select Workgroup Information File window Make sure the correct path for the pcsacct mdw file appears in the Database text box of the Workgroup Information File window and click the OK button to close it 5 Click the Exit button in the Workgroup Administrator window to close it 6 Start MS Access 2000 You will be prompted for a password for the user Master Until you have changed the master password it will be master Note that as long as you belong to this workgroup you will be prompted for the password whenever you try to open any mdb file You can and should change the Master password from within PCS Accounting 7 To use Access with databases you were previously working with use the Workgroup Administrator program to change back to the workgroup information e g system mdw file you were using previously as was noted in Step 1 above PCS Accounting SQL Client Version Connection Parameters After installing the program to launch PCS Accounting double click the newly
211. ox you can edit the date by typing in a different date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the sales order s date of issue 6 Ifyou expect to charge sales tax for the items in this order make sure the correct tax code appears in the Tax box Right click or press F5 to choose from the tax codes in the tax table 7 The Terms box select the terms for the sale if any Right click or press F5 to choose from the terms codes in the terms table 8 In the Via box enter the name of the shipper you will use if known or requested by the customer In the Your box enter the customer s purchase order number or any information that your organization might find useful for identifying this order 10 In the FOB box enter the method of payment of shipping charges For instance enter Origin if the customer will be paying the shipping charges enter Destination if you are paying for shipping 11 In the Our box you can enter any information that your organization might find useful for identifying this order or the customer 12 Clicking on the Notes button opens a small box where you can write any special instructions you may have concerning the order These comments will appear in the printed sales order 84 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Sales Transactions In the lower half of the Sales Order windo
212. r In the pop up calendar double click on the date you wish to be the date of the transaction 4 Inthe Transaction Type box choose one of the entries from the combo box list See the table above for a list of available choices 5 Inthe Name Descript box enter the name of the organization responsible for the receipt or to whom the disbursement is directed 6 To the right of the Name Descript box is a button that will have a caption Check No Adj No or Charge No depending on the type of transaction Click on this button to assign the next available number to the current transaction This number appears in the box to the right of the button If the number is not correct for instance in the case of an out of sequence check number type in the correct number In the Reference box type in a descriptive entry to help identify the transaction 8 In the detail section of the form list the accounts and amounts to be debited if the bank account is being credited by a payment or credited if the bank account is being debited by a receipt To enter your first account in the first blank cell Row 1 of the Account No column right click or press F5 This will bring up the Chart of Accounts window Or if you know the account number you may type it into the Account No cell 9 Inthe Chart of Accounts window pick the account to which will receive the credit or some part thereof Click on the account and then click on
213. r Update button Then click the Update Balances button This is the only column in the check register that is not read only A check mark indicates the check has been printed 119 Cash Transactions The amount of the withdrawal credit The amount of the deposit debit The account balance resulting from the transaction Printing Checks PCS Accounting prints checks from pre printed check stock A middle check layout for laser printers is supplied as a default Check stock may be obtained from business forms suppliers such as Nelco P O Box 10208 Green Bay WI 54307 0208 800 266 4669 Nelco pre printed checks with item codes 81013 14 80929 14 or 81175 14 are examples checks with the default layout PCS Accounting prints the date name and amount on the check The check number and MICR bank code is not printed A voucher showing the vendor code and name the invoice number invoice date invoice amount discount taken and check amount is printed on the bottom third of the page To print a check or a range of checks 1 Choose Accounting Cash Check Registers from the menu bar or from the toolbar click on the Check Registers button In the Select Account page in the list of reconcilable accounts click on the account the check is to drawn on Click on the View Register tab and on the check register page click on the check you wish to print Click on the Write Checks tab The check will appear 4 To print the c
214. r example a vendor payable account or a credit card payable account Note that these are liability accounts You cannot have an entry that posts directly to a checking or cash asset account If you are paying by check at the time of purchase or at a later time you will need to select to a liability account a vendor payable account in the Pay by box and then make a cash payment transaction Clicking on the Notes button opens a small box where you can write any special instructions you may have concerning the purchase These comments will appear in the printed merchandise receipt In the lower half of the Merchandise Receipt window list the items you have received and any purchasing codes for charges that accompany the order e g codes for shipping and handling freight insurance and any received services To enter your first item in the first blank cell Row 1 of the Item column right click or press F5 This will bring up the Products Services Codes window Products Services Codes From f Products Services Billing Codes Purchasing Codes Description Printer Cable Internal Modem V 90 Selecting a product In the From section at the top of the Products Services Codes window choose to see a list of Products or Purchasing Codes by clicking on the appropriate option button In the list click on the received product or purchasing code and click on the OK button to enter it into the mercha
215. rary tables containing customers vendors products services billing and purchasing codes messages etc are copied to the archive database C Accounts Receivable Accounts Payable Cash and General Ledger transaction data for the periods being archived are moved to the archive database Receivables and payables that have non zero balances are outstanding are copied rather than moved By PCS Accounting File Edit Accounting Utilities Reports Window Help DIR ux SrO FABE Warning You should back up your database file prior to archiving data Detailed records prior to archive date will be moved to the archive database and the Ledger entries for transactions before the archive date will be consolidated Fiscal Year 1999 End Date 1273171999 Archive File archive 199912 mdb Proceed INS NUM 6 20 01 10 50 AM Beginning the archiving process 129 Utilities D General Ledger Journal that contains all posted account items for all transactions entries for the periods being archived are moved to the archive database and also into a temporary database that is constructed for this purpose The data within the temporary database is then consolidated For each accounting period being archived a general ledger transaction summarizing all account activity is generated from the temporary information and entered into the PCS Accounting database To archive data 1 Make sure the fiscal year you wish to update is closed See the
216. ration Purchases Journal To examine Purchasing transactions choose Reports Journals Purchases Journal from the menu In the Select Dates window choose a beginning and ending dates by typing in the dates you wish in the From and To boxes or double click in the boxes and choose a date from the pop up calendar window Click on the Print or Preview button to print or show the report or click on the Cancel button to cancel the operation Cash Journal To examine Cash transactions choose Reports Journals Cash Journal from the menu In the Select Dates window choose a beginning and ending dates by typing in the dates you wish in the From and To boxes or double click in the boxes and choose a date from the pop up calendar window Click on the Print or Preview button to print or show the report or click on the Cancel button to cancel the operation 134 Reports Balance Sheet To examine the Balance Sheet for the end of a financial period choose Reports Balance Sheet from the menu In the Select Period window choose a financial period the current period is the default Click on the Print or Preview button to print or show the report or click on the Cancel button to cancel the operation Income Statement To examine the Income Statement for the end of a financial period choose Reports Income Statement from the menu In the Select Period window choose a financial period the current period is the default Click on the Print
217. rom the menu choose Customers Customer Statement In the Select Dates window set the beginning and ending dates you wish the statement to cover The default date range is for the previous 30 days The beginning balance will appear at the beginning of the statement Click on the Print or Preview button to print or show the report or click on the Cancel button to cancel the operation Vendor Lists Lists of vendors sorted by vendor ID by vendor name and by vendor group are available when the Vendors window is open and active Choose Edit Vendors to bring up the Vendors window In the Vendors menu choose Listing By Vendor ID Listing By Name or Listing By Group to obtain the desired report Product and Inventory Reports Product listings and inventory information sorted by product ID or by product description are available when the Products window is open and active Choose Edit Products to bring up the Products window In the Products menu choose Listing By Code or Listing By Description to obtain information about price cost tax status and on hand quantities Also from the Products menu choose Price List or Inventory List to obtain pricing and cost and on hand quantity data respectively 136 Reports Additional product related reports under the Products menu give product ordering alerts Product Alert by Code and Product Alert by Vendor ID showing a list of products that have inventoried quantities below the re
218. roup After installing PCS Accounting if you try to open pesacct2000 mdb in Access you will be informed with the message window shown below that you lack the necessary permissions to open the database The same thing will occur if you double click on pcsacct2000 mdb to open it Microsoft Access x You do not have the necessary permissions to use the C Program Files PCS Accounting pesacct2000 mdb object Have your system administrator or the person who created this object establish the appropriate permissions for you Help To open pcsacct2000 mdb in Access use the MS Access Workgroup Administrator program wrkgadm exe supplied with MS Access and join the workgroup defined by the pcsacct mdw that was installed in the PCS Accounting folder by the PCS Accounting setup procedure To join the PCS Accounting workgroup Installation of PCS Accounting 1 Start wrkgadm exe This brings up the Workgroup Administrator window Note the path for the current workgroup information file the current mdw file 2 In the Workgroup Administrator window click the Join button Workgroup Administrator Name Company Workgroup C WINNT SYSTEM32 SYSTEM MDW Your workgroup is defined by the workgroup information file that is used at startup You can create a new workgroup by creating a new information file or join an existing workgroup by changing the information file that is used at startup Create Join Exit Workgr
219. rts Window Help Invoice No Customer ID 1007 JBP JBP Limited 10 29 02 960 00 1001 NAP New Age Apparel 09 1 02 5 022 00 Selecting an invoice To order by Invoice Number Customer ID Name Date or Amount click on the corresponding column header Clicking on an item in the list will immediately take you to the Details page and display the selected transaction for editing The header information customer dates terms etc and the paid amount in the footer of an invoice cannot be edited if the payment has been deposited If you decrease the quantity returned in a sales return and this change would result in the on hand quantity becoming negative you will be prevented from saving the transaction Deleting Sales Transactions Sales transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete command from the menu bar An invoice cannot be deleted for which payment has been recorded and the payment has been deposited A sales return cannot be deleted if doing so would decrease an on hand quantity of an inventoried item to less than zero Examples of Sales Transactions Example A A customer purchases an item and pays the full amount immediately with a check and the check is deposited in the bank To record the transaction in PCS Accounting enter an invoice for the sale In the invoice form s Pay by box choose Check Enter the check number in the Check No box and enter the p
220. s departments are defined in the posting accounts setup See Setting up a Sales Department on page 27 An inventory posting account and a billing posting account must also be defined Creating a Sales Return To create a Sales Return 1 From the PCS Accounting menu bar select Accounting Sales Sales Returns This brings up the Sales Return window A blank Details tabbed page in the Sales Return window appears You can create a sales return by rolling in an invoice or by entering the sales return information from scratch If you wish to create a sales return based on an existing invoice right click in the Orig Inv No box This will bring up the Select Invoice window Click on an invoice in the list and click on OK Most of the information from the invoice will be transferred to the Sales Return form The date will be the current date 19 Sales Transactions No item quantity data is imported Therefore at a minimum to complete the transaction you must enter the quantities to be returned in the Return column You can edit save and print the new sales return just as you would if you were entering the sales return from scratch as described in the following steps If you choose to build a sales return from scratch perform the following steps 2 In the Customer ID box at the top of the form in the middle type in the customer identification code not case sensitive and press ENTER or to bring up the Select Vendor window cl
221. s on page 23 All the detail and hence also general revenue and expense account balances for the beginning of the new fiscal year are then set to zero If you examine the Period Balances page for an account in the Chart of Accounts window you will see that a fictitious 0 period e g 200000 or 200000 is listed If the account is a detail revenue or expense account a credit or debit amount for this fictitious period appears that will zero out the expense or revenue account making the balance at the beginning of the new year the 01 period zero For asset liability and equity accounts except for the Current Earnings account there is no entry in the 0 period For the Current Earnings account for the 0 period there will be a credit debit equal to the profit loss for the year that has just been closed To close a fiscal year Close Fiscal Year 1 Choose Edit Accounts from the menu In the Chart Warning of Accounts window select the Current Earnings You should back up your database file prior to account and note the balance at the end of the year closing the Year you are about to close This will in all likelihood be AN Feriade hy tre Facal Taar wil Seo be speed zero If it is not be sure to write down the year end balance or print out a Balance Sheet for the year Posey 7999 end period End Date 12 31 1999 Earnings Acct 303 2 From the Utilites menu click on Close Fiscal Year A Setup Parameters windo
222. sage box window shown under Logging In on page 7 you have the opportunity to enter your own chart of accounts You must then add at least one detail account to report to each of the five major general accounts that are always present in PCS Accounting In other words you must supply a detail asset account that reports to Assets Account Number 1 a detail liability account that reports to Liabilities Account Number 2 a detail equity account that reports to Equity Account Number 3 a revenue account that reports to Revenues Account Number 4 and an expense account that reports to Expenses Account Number 5 In actual practice you will want more than these five additional accounts In order to use the cash handling payables and receivables features of PCS Accounting you will need at least one reconcilable asset account i e a bank account a cash on hand or cash register account a receivables account a payables account and sales and sales returns accounts If inventory is handled you will also need an asset inventory account and a cost of goods sold COGS expense account These will be needed to specify the posting accounts required for your cash handling billing and purchasing activities Note If you wish to make invoicing transactions using the products and services lists and or maintain inventory tracking create general accounts for sales and sales returns under Revenues and a general cost of goods sold COGS account under
223. se or pressing the space bar Doing this will cause the tax amount to be debited to the purchase tax posting account If you wish the amount debited to the specified account to include the sales tax include the tax as part of the amount in the Amount column and clear the Tax check box 17 Type in the amount to be debited in the Amount column To Delete a Line To delete a line item in the details part of the form simply delete the account number 18 As you pass through the Tax column a new blank row will appear in the list Enter additional items by following the procedure described in Steps 13 17 19 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form The amount in the Tax box is editable the other two boxes are read only 20 If the entry in the Pay by box is not the default purchasing posting account for instance you are making a credit card purchase enter the amount paid in the Paid Amt box at the bottom left corner of the form Any difference between the amount entered here and the Total amount will be credited to the default Purchasing posting account the vendor payable account 21 If you are paying some amount by credit card or any Purchasing posting account other than the default Purchasing account you may wish to enter some identifying information like a credit card number in the Ref box You can enter up to 20 characters in this box although it can show only 10 at a
224. seaeseeeaee 43 CUSLOMICTS iss an rare aA RER 47 products ues SALES PEL SOM veseses caccsacssutscesseicveceuncessnasctssions cas npari SORVICOS an n ANRE eta AR vendor groups vendors o s adding an item sees adjusting INVENLOTY 0 eeeeseeeeseteeeteneteeeeneneeeseees administrative USCT oes ee eseseseseeteseseseseeeeeeeees advance payments applying to a payable eeeeeeeeeeeeees 114 117 CHCAUN S ssctacis diene EEE 115 17 EIEN Gs ccsinicessiessesteecmniiawwn snes 117 advance receipts applying to an INVOICE oer 104 111 CLAUD eE AE E EE 110 ELE LI enanar aaae 111 aging report CUSCOMMER syissieesiessivsestesckcececerssesesdieteesssossus lat entecces sed paya Dle Seesen trpite era iii er receivables Vend OF eee alternate Address ees eeeeseseeteeeeeeeeeseees apportion SALES TAKES E EE E assed scdeeenss 38 archived database CXAMIMING on e ton asta 130 security CONSIAETALIONS 0 eee eeeeeseseeeeeeeees 130 archiving data atdin G25 3 can ae E AN 161 available Credit oo ccececcccssscssessssssssssessescssseseees average product cost B 1 OF10 C0 06 cre 57 backup utility balance sheet report Dalance cccccecsessssscsscsscsccsecseecessesceseessssensssesseesess De SIN B eienenn ennnen E CustoOMef ce end of period VENAOL ceeeeeeeeeeee bank account c cee bank stateMents cc cc ccccceecessesssessssssssssesscessesees bank transactions CHO ALUN Os eroii eas
225. sh to modify in the list and click on the entry This will immediately take you to the Details page In the Details page change any information about the vendor you wish except for the service s ID When finished select Edit Save Service from the menu bar or click the Save button to save the information To delete a service 39 Services From PCS Accounting s menu bar choose Edit Services to bring up the Service window 2 In the Select tabbed page find the entry for the service you wish to modify in the list and click on the entry This will immediately take you to the Details page 3 Select Edit Delete Service from the menu bar or click the Delete button to delete the service Note Services that have been used in sales transactions in open periods cannot be deleted 60 Setting up Messages You can prepare a list of messages that can be printed on invoices To create a list of messages 1 Select Edit Messages from the PCS Accounting menu bar The Messages window will appear 2 Enter messages you may wish to print on invoices in the list in the Messages window 3 When finished click to Close button im Messages Thank you for choosing us Duplicate invoice Reminder Thank you for your business but your payment is overdue Please remit immediately Second Reminder Your paymentis seriously overdue Please remit Adding invoicing messages 61 Starting Balances
226. ssdessescscse set ceavsepedssersbedscoacueshenscostenesees 85 requirements and restrictions eee eee 73 restrictions ON editing 86 sales without invoice transaction eee 73 CHC ALM G22 wae oss set cas T 71 79 creating sales credit transaction based on 82 SAVE DULCON eee cece eesis 20 securing archived database files eee 130 security VEVEIS E scoupacvenctcraesstunasszeteocssepacyelsstaveetts 29 printing restrictions oo eseeeeeteseeeeeeeeeeeeeeees 30 USED UGS sinisisi a anise 29 security levels Changin Seini e rae a es E e EEEE 32 service identification code e ssesesissreseserersernreerese 59 services 165 Index set up account DalaNCes ccececsecsssseessessessssssescsscesssesseees 65 setup accounting periods s seeesssserrssrresrsreesriererssrrerrss 13 company defaults Company l0goO ssssssssessesseessesees CUSTOMOET LS iss essscscccsesassreciesis ssveseseesecesesensesteeseneeesd prodct iStore ERRE a program services list starting numbers summary Of procedure eee eeeeeeeeeeeeeteeeees 10 user names and passwords cecseesseeseseeeeeeeeees 10 Vendor ISten EE show after date standard cost starting NUMDbETS sssseessessesseessessestesresteresrtssssssesresresees Statement eea E StALEMENtS cc ccsecesscsescsecesesseeesees system requirements T tabbed pages csi8 wee lee as 140 tax code IN INVOICE trANSACTIONS eee eeesesese
227. sure the entry is Check to match the invoice as it should be if the invoice was rolled in Make sure the Paid Amt box matches the paid amount in the invoice When the sales return is saved the invoice transaction will be exactly reversed This means that the cash on hand account will receive a credit and will thus be incorrect it will be less than it should be by the amount of the credit an amount equal to that of the check written to the customer at the time of the return On the other hand the bank account will also be incorrect it will be too large because you have not yet recorded the writing of the check to the customer Also at this point in the transaction aging reports and accounts other than the cash related accounts will be correct To complete the set of transactions perform the Cash Bank Transaction In this transaction in the Name Descript box optionally enter the name of the customer The Bank Account box should read the name of the checking account The Transaction Type box should read Payment Enter the check number in the Check No box In the Reference box you would probably want to indicate that check is related to a sales return and show the sales return number In the Amount box enter the amount of the check In the lower part of the form enter the account number of the cash on hand account in the Account No column and the amount of the check in the Amount column Save the bank transaction The cash on han
228. t negative debit Expenses positive debit negative credit Creating a General Ledger Transaction To create a General Ledger transaction 1 Inthe PCS Accounting main menu select Accounting General Ledger This brings up the General Ledger window with the Details tabbed page showing a blank new transaction 69 General Ledger Transactions Ze PCS Accounting File Edit Accounting Recurring Utilities Reports Window Help S4loux eGalo e Details Select Entry No New Status Active Date 09 30 02 Category Travel _Adv Reference JAW Voucher 9 02 Account No Name Description Credit Travel Advances JAW Travel for 9 02 Lodging JAW Travel for 9 02 Meals JAW Travel for 9 02 Transportation JAW Travel for 9 02 Total 241 85 241 85 Creating a general ledger transaction 2 Inthe Date box the current date will appear If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the transaction date 3 In the Category box optionally enter a short descriptive code with up to 10 characters These codes are very useful in categorizing and grouping general ledger transactions Don t let them proliferate 4 Inthe Reference box enter a description of the transaction Up to 50 characters are allowed 5 Enter the list of accounts to be debited or credited 6 To en
229. t or show the report or click on the Cancel button to cancel the operation When previewing the report the Activity report initially shows summary balance changes over the chosen date range in each account in the chosen account range In the outline in the left portion of the preview window click on an account number to move to that account Double clicking on the account number outlined in red will show you postings to that account during the specified date range When printing the report these details are always printed By providing the time and user who made each entry the Activity report provides a complete description of all activity within the date range you select It is therefore a powerful auditing tool Jounal Entries Report The Journal Entries Report is available only when a transaction window is open and a saved transaction is visible This report shows the account posting entries for the transaction that is being examined Aging Reports Receivables The receivables aging report shows the current status of the receivables account for each customer To see or print receivables data for all customers choose Reports Aging Receivables from the menu bar When previewing this summary report click on a particular customer in blue print to obtain a detail aging report for that customer You can also obtain an aging report for a particular customer from the Customers window Select Edit Customers from the menu bar In the Select
230. tabase file is always pcesacct2000 mdb Each time you start PCS Accounting in the Enter User Information box you have the opportunity to connect to an accounting database for a different company or to make a connection to a new company The new company may be one that has been in use for some time by others In what follows the new company is simply new to you In order to connect to a new company there must be an accounting database set up in a folder specific to that company You may have already set up such a folder or it may have been done for you To connect to a new company 1 If you have not yet connected to at least one company s accounting database launching PCS Accounting will cause the Specify Data File Location window to appear Proceed as described above in in the section entitled Logging In 2 Thereafter when you start PCS Accounting the Enter User Information window appears 3 Inthe User Name box enter a user name with Level administrative security rights for the database to which you are connecting Master always has sufficient rights In the Password box enter the password for that user in that database To connect to the new to you company s accounting database click on the New button E The Specify Data File Location window appears Find the folder containing the database for the company you wish to connect to and open it NDAMA Select the pesacct2000 mdb file in t
231. tain spaces and punctuation The name must be unique To change a user s name 1 2 3 4 5 Open the User Information window Edit Users Click on the user whose login name you wish to change in the User Name list Enter the Name level between 1 and 5 for the user From the User Information menu bar choose File Save Changes From the User Information window s menu choose File Close 32 Requirements for Module Availability and Saving Data Many modules in PCS Accounting require that some of the accounting parameters to be set up before the module can be used These parameters include sales departments specific posting accounts and beginning balances The following table lists the various modules and their requirements Products Noor Departments gt 0 Servies Novo Departments gt 0 Invoicing No of Departments gt 0 Sales Return Inventory Posting Account Billing Post Account Begi Balances Beginning Balances Sales Without Invoice Inventory Posting Account Sales Credit Billing Post Account Beginning Balances Purchasing Merchandise receipt No of Depts gt 0 Purchase Return Inventory Posting Account Purchasing Post Account ing Balances Purchasing Purchase Order No of Departments gt 0 Beginning Balances Purchasing Non inventoried Purchase Inventory Posting Account Purchase Credit Purchasing Post Account Cash Receipt for Sale Cash Receipt Posting Account Billing Posting Account Sales Dis
232. ter Card 8 02 Fees and Interest CreditCard 0906 02 Off Sup purchase by employee PettyCash 0906 02 Selecting an GL transaction General Ledger Transactions To order the list of transactions by Reference Category Date or Trans No transaction number click on the corresponding column header button Clicking on an item in the list will immediately take you to the Details page and display the selected transaction for editing In the transaction detail you can modify anything you wish provided that the transaction remains balanced Deleting a Line To delete a line in the transaction account list delete the account number The line will disappear when the transaction is saved Deleting General Ledger Transactions General Ledger transactions can be deleted using the Delete button on the tool bar or by selecting the Edit Delete GL Transactions command from the menu bar Transactions from closed periods cannot be deleted 71 Sales Transactions Sales activities are conducted using the sub menu under the Accounting Sales menu selection E PCS Accounting eee Utilities Reports Window Help General Ledger ie Invoices Purchasing Without Invoice Sales Returns Sales Credit Sales Orders Physical Inventory Adjustment Account Beginning Balances Sales menu The available sales transactions are Invoices For recording sales of inventoried products Invoices can also record sold services non inv
233. ter the first account and amount click the pic button or press F5 in first cell in the Account No column This brings up the Select Account window Or if you know the account number you may type it into the Account No cell 7 Inthe Select Account window click on the account and then click on the Select button or simply double click on the account The account and its name will be inserted into the transaction 8 You may edit the account name that appears in the Name column In the Description column add a description of this line item Up to 40 characters are allowed 10 Type in the amount in either the Debitor Credit column 11 Repeat Steps 5 9 for each account involved in the transaction 12 When finished entering accounts and amounts check the Total boxes at the bottom to make sure the transaction is balanced 13 A balanced transaction can be saved by clicking the Save button or by selecting Edit and then Save GL Transactions from the menu bar Editing a General Ledger Transaction To edit a general ledger transaction choose Accounting General Ledger from the main menu bar When the General Ledger transaction window opens the Details tabbed page will appear ready for you to enter a new transaction Click on the Select tab at the top of the window The Select tabbed page shows a list of existing transactions 70 2002 Year End Transfer from Cur Earnings YearEnd 12 3102 mployee purchase for Off Sup CreditCard Mas
234. ters The Check Registers window is used to gt Examine deposits and withdrawal from reconcilable accounts gt Print checks gt Reconcile the account with a statement from the institution To perform any of these functions choose Accounting Cash Check Registers from the menu bar or from the toolbar click on the Check Registers button z This will bring up the Check Register window The Select Account tabbed page is shown Selecting an Account In the Select Account page a list of the reconcilable accounts is shown Click on the account you wish to work with or examine View a Check Register To view the check register for the selected reconcilable account click on the View Register tab This window shows the deposits and withdrawals made on the account for the range of dates specified by the From and To boxes To change the date range type in dates or double click in the boxes to bring up the calendar window 118 Cash Transactions z PCS Accounting File Edit Accounting Utilities Reports Window z SD axe alge Ba a my S Check Register Checking Account Select Account View Register Write Checks Reconcile Account From osi1902 To 11 27 02 Load Mark for Update Update Balances Description Cir Void Chg Prt Payment Deposit Balance O92 WW 00000101 Buttalo Rentat Properties Mo To T _ 00000104 Buffalo Rental Properties 7 i i 20 187 10 00000106 MicroComputer Warehouse V D 3 495 00 11 499 1
235. the CTRL TAB key To add an item to a list To save a modified transaction Picking a Date Click the pic button on the right of the cell to pop up a calendar To bring up lists of Products Services and Billing or Purchasing Codes click the pic button in the Item column in Purchase Orders Merchandise Receipts Invoices Purchase Returns And Sales Returns To bring up the Chart of Accounts window click the pic button or press F5 in the Account No column in General Ledger Cash General Receipts Bank Transactions Sales Without Invoice Sales Credit and Purchase Credit transactions To bring up Tax Code and Terms Code lists In Tax and Terms boxes click the pic button or press F5 in the box To delete an item in a transaction details list click the pic button on the fixed column cell at the left of a row to delete the row For instance in a purchase order to delete the 3rd item click the pic button on the fixed cell containing 3 at the far left of the 3rd row to delete the item To move forward from one cell or box to the next To move forward from one cell or box to the next To move backward from one cell or box to the next To navigate within a box or cell one character at a time To move to the beginning and end of the text within a box or cell To move up and down a row within a form To move from one tabbed page to another within a window Type into the Qty cell for the last item in the list and press E
236. the Date box If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction If you are reversing a non inventory purchase in which sales tax was paid and you wish to reverse this make sure the correct tax code appears in the Tax box Right click or press F5 to choose from the tax codes in the tax table In the Vendor Ref box enter the vendor s invoice number for the purchase or some other distinctive identifier that will let you identify the source of this payable in aging reports Up to 15 characters are allowed In the Paid by combo box select the method of payment The list of permitted entries is made up of the descriptions of purchasing posting accounts Clicking on the Notes button opens a small box where you can write any special instructions you may have concerning the purchase In the lower half of the window list the accounts you wish to credit These will usually be expense or asset accounts To enter your first account in the first blank cell Row 1 of the Account No column right click or press F5 This will bring up the Chart of Accounts window Or if you know the account number you may type it into the Account No cell In the Chart of Accounts window pick the account to which will receive the credit or some part thereof Click on the account and then cli
237. the Select button or simply double click on the account The account and its name will be inserted into the transaction 10 Inthe Description column the name of the account appears when an account is chosen You may change this if you choose Up to 30 characters are allowed 11 Inthe Amount column type in the amount to be credited or debited to the account 12 If the transaction involves more than one account repeat Steps 8 11 13 As you enter amounts in the detail section the To Apply box in the form s header will show the amount remaining to be applied The Applied box will show the amount applied You will not be able to save the transaction until the To Apply box show zero and the Applied box shows the same value as the Amount box 14 Save the transaction by selecting Edit Save Bank Transactions from the menu bar or by clicking the Save button Editing Bank Transactions To edit a bank transaction open the Bank Transaction window and click on the Select tab or press CTRL TAB In the list of transactions in the Select tabbed page click on a transaction to select it The Detail page showing the selected transaction will immediately appear Until the transaction has been reconciled cleared using the Check Register you can edit any of the information in the transaction After the transaction has been reconciled the header information in the receipt cannot be changed The distribution among accounts in the detail list can
238. the User Name list From the User Information menu choose File Change Password The Change Password window appears Type the new password in the New Password box Preferably the password should have at least 6 and up to 8 characters including a mixture of digits and letters Type the new password again in the Verify Password box Click the OK button or press ENTER If the text in the OK button is dimmed and the button is not responding it means that the old password was incorrect or the entries for the new password are not the same Return to the Old Password box and re enter the correct current password If the OK button 31 Users and Security 8 remains dimmed return to the New Password and Verify Password boxes and re enter the new password From the User Information menu bar choose File Save Changes The new user s name should appear in the User Name list From the User Information window s menu choose File Close To change a user s security level 1 2 3 4 5 Open the User Information window Edit Users Click on the user whose security level you wish to change in the User Name list Enter the Security level between 1 and 5 for the user From the User Information menu bar choose File Save Changes Fromthe User Information window s menu choose File Close Changing User Names Level 1 users can modify their own and other user s names User names can be up to 12 characters long and can con
239. the lower half of the window list the accounts you wish to debit These will usually be expense or revenue accounts To enter your first account in the first blank cell Row 1 of the Account No column right click or press F5 This will bring up the Chart of Accounts window Or if you know the account number you may type it into the Account No cell 11 Inthe Chart of Accounts window pick the account to be debited Clickon the account and then click on the Select button or simply double click on the account The account and its name will be inserted into the transaction 12 Inthe Description column add a description of this line item Up to 40 characters are allowed 13 If you paid sales tax for the item place a check in the Tax check box by clicking on it with the mouse or pressing the space bar Doing this will cause the tax amount to be debited to i e subtracted from the sales tax account specified by the tax code 14 Type in the amount to be debited to the specified account in the Amount column 15 As you pass through the Tax column a new blank row will appear in the list Enter additional accounts by following the procedure described in Steps 10 14 16 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form The amount in the Tax box is editable the other two boxes are read only 17 If the entry in the Pay by box is not the default billing posting account for instance you are
240. time 22 Save the transaction by selecting Edit Save Non Inventory Purchase from the menu bar or by clicking the Save button Purchase Returns Use Purchase Return transactions to reverse all or part of a merchandise receipt To create a Purchase Return 1 From the PCS Accounting menu bar select Accounting Purchasing Purchase Returns This brings up the Purchase Return window A blank Details tabbed page in the Purchase Return window appears You can create a purchase return by rolling in a merchandise receipt or by entering the purchase return information from scratch If you wish to create a purchase return based on an existing merchandise receipt click the pic button in the Orig Inv No box This will bring up the Select Merchandise Received window Click on a merchandise receipt in the list and click on OK Most of the information from the merchandise receipt will be transferred to the Purchase Return form The date will be the current date No item quantity data is imported Therefore at a minimum to complete the transaction you must enter the quantities to be returned in the Return column You can edit save and print the new purchase return just as you would if you were entering the purchase return from scratch as described in the following steps If you choose to build a purchase return from scratch perform the following steps 2 Inthe Vendor ID box at the top of the form in the middle type in the vendor identificatio
241. ting Accounts on page 23 must also be defined To create an Invoice 1 From the PCS Accounting menu bar select Accounting Sales Invoices This brings up the Invoice window Alternatively click on the Invoice button on the main toolbar A blank Details tabbed page in the Invoice window appears You can create an invoice by rolling in a sales order or by entering the invoice information from scratch If you wish to create an invoice based on an existing sales order choose Get From Sales Orders from the menu bar This will bring up the Select Sales Order window Click on a sales order in the list and click on OK The information from the sales order will be transferred to the Invoice form However the date related boxes will contain dates based on the current date and the terms are added based on the default terms for the customer If any items are not currently in stock in inventory they will be listed as backordered You will also want to check on the Terms to make sure the terms are correct You can edit save and print the new invoice just as you would if you were entering the invoice from scratch as described in the following steps 2 PCS Accounting File Edit Accounting GetFrom Recurring Utilities Reports Window Help SOx Sag CeialiesteO s S Invoice amp Details Select Invoice No NEW Bill To 11 29 02 Bill Customer Ej Rec Acct 1010501 Description Back Price Diss
242. to the reconcilable account designated by the deposit transaction Thus the Default Cash Receipt e g the Cash on Hand posting account is credited and the designated reconcilable account is debited Creating a Deposit Transaction z PCS Accounting File Edit Accounting Utilities Reports Window Help 208 2 9 DeelSxm6 me S Cash Deposit olx P Details Select Transaction No New Bank Account Checking Account 1010102001 Date 12 18 02 Status Active Name Descript BufftiarktAdy Reference Inv 1009 Amount 5510 00 0 00 Check No Customer ID Name Reference Amount Incld BUFFMARKTADY Buffalo Marketing Inv 1009 5510 00 GPASSOC Geoffrey Price Associates Inv 1010 9139 00 Creating a Deposit Transaction To create a Deposit transaction 1 From the PCS Accounting main menu bar select Accounting Cash Deposit or click on the Deposit button on the toolbar This brings up the Cash Deposits window 2 Inthe Bank Account combo box choose the reconcilable account that the deposit will go to 3 The Date box will initially show the current date If you wish another date in this box you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the date of the transaction 4 Inthe Name Descript box enter an identifier for the deposit This might be the source s of the funds being deposited e g the name or names
243. to the transaction were made From the entry form for a transaction you can run a Journal Entries report to directly examine how the General Ledger has been changed by the transaction Overview and System Requirements Accounting Periods You may choose either 12 or 13 accounting periods per year The number of open periods is unlimited Good practice dictates that periods and fiscal years be closed in a timely fashion Once a period is closed additions can not be made to the period nor can changes be made to the data previously recorded in that period Closing a year zeroes out Revenue and Expense accounts and consolidates their sums into an Equity Account which then reflects the profit or loss for the closed year No transactions can be added to or modified in a closed year Handy Features PCS Accounting has a large number of useful features some of which you d expect with any Windows package and others that may surprise you e Simple lookups for dates and lists of items like customers vendors products etc See the section on Navigating within PCS Accounting on page 139 for details e Multiple document interface allows simultaneous examination of various transactions and information about customers vendors products accounts etc e Previewed reports initially show summary information with a drill down feature that lets you get to the detail without being buried by it e Reconcilable accounts are easily reconciled from within the Ch
244. to the vendor and the your available credit and balance status To obtain up to date information about the vendor s account status 1 From PCS Accounting s menu bar choose Edit Vendors or click the Vendors button on the toolbar This brings up the Vendor window The Select tabbed page is shown 52 Vendors PCS Accounting Update Vendor Accounts Listing By Vendor ID Run Listing By Name P Sel Listing By Group Mailing Labels Print v Preview The Vendors menu 2 Choose Vendors Update Vendor Accounts from the menu bar This will cause the account balances payment and purchasing data for the vendor to be updated To avoid unnecessary processing delays the calculations needed to acquire these data are done only if you explicitly ask for them by using this menu command 3 From the list in the Select page click on a vendor and then click on the Balances Payments tab The Balances Payments page shows the current balance for the vendor and the credit you that you have available to you from the vendor The available credit is the difference between the Credit Limit amount shown on the Details page for the vendor and the vendor s balance The amount and date of the most recent purchase from the vendor and the date and amount of the most recent payment to the vendor are also shown Vendor Reports To preview or print aging information for the vendor click on a vendor in the list to move to the General tabbed p
245. tributors Contact Don Nelson Don Nelson Address 1 6381 Walden Address 1 6381 Walden Address 2 Address 2 City City State Zip State via Yend Ref 8341 IN Pay By Vendor Payable Pay Acct 2010101 Description Price 4 PCSSYSTEMO3 AMD XP 1 8 GHz System 1149 000 o oo 6394 00 Shipping amp Handling 23 000 0 00 oO 23 00 r 6917 00 Tax 0 00 Total 6917 00 0 00 Ret Net to Pay 6917 00 Creating a merchandise receipt 4 Information from the vendor list will fill in the main remit to address information in the left side of the form and repeat this information in the right ship from section of the form If the ship from address is incorrect click on the Ship From button and from the Select Location window select an alternate address You may edit any of the addressing fields Note A merchandise receipt cannot be entered for a vendor that is not in the vendor list To add a new vendor use the procedure described in Vendors on page 51 5 On the upper right part of the form today s date will appear in the Date box If you wish another date in this box for instance the invoice date for the purchase you can click in this box and edit the date or double click to bring up a pop up calendar In the pop up calendar double click on the date you wish to be the merchandise receipt s receipt or billing date 6 If you are to pay sales tax for the items in this purchase make sure the c
246. ts and services for which there are outstanding payable and receivable transactions purchas ing codes used to purchase services and non inventoried products in merchandise receipts billing codes to allow for billed charges for expenses incurred by sales 63 Starting Balances Setting Beginning Account Balances To set up beginning balances perform the following tasks 1 Enter a beginning balance for each detail account using the Account Beginning Balances procedure as described under Setting Beginning Balances on page 65 Print the resulting trial balance for the current period by selecting Reports Trial Balance from the PCS Accounting menu bar At this point your trial balance is set but no receivables payables or inventory information has been entered 2 Enter each outstanding payable that i existed prior to the closing date for your trial balance and ii has a current non zero balance Enter your outstanding payables using the procedures described under Purchasing Transactions on page 89 for entering merchandise receipts purchase returns non inventory purchases and purchase credits Also enter any sales returns see Sales Returns on page 79 you wish to appear in aging reports or sales journals Entering merchandise receipts and sales returns begins the process of getting an up to date product table these transactions add value to the inventory account and add items to the products table Do Not Enter Cash Transactions Do
247. unt Posting Account Beginning Balances Cash General Receipts Cash Receipt Posting Account Beginning Balances Cash Bank Transactions Cash Payment Posting Account Beginning Balances Cash Advance Receipts Cash Receipt Posting Account Billing Posting Account Beginning Balances Cash Payment to Vendor Cash Payment Posting Account Purchasing Posting Account Purchase Discount Posting Account Beginning Balances 155 Appendix 3 Required Fields and Restrictions Advance Payment Cash Payment Posting Account Purchasing Posting Account Beginning Balances Cash Deposit Cash Payment Posting Account Cash Receipt Posting Account Beginning Balances Cash Check Register Cash Payment Posting Account Beginning Balances Archiving Database Poe al Closed Fiscal years Fields Required for Saving and Deleting All transaction dates should be in open periods Transactions in closed periods can not be deleted Required for Saving Required for Deleting Non Inventoried Purchase At least one item line Purchase Credit Valid vendor ID If not the default purchasing account paid amount should be non zero Sales Without Invoice At least one item line Sales Credit Valid customer ID If not the default Billing account paid amount should be non zero Cash Deposit Valid bank account and deposit number Cannot be deleted after cleared with bank Bank Transactions Valid bank account and valid check Cannot be deleted after cleared with
248. unts window pick the account to which will receive the credit or some part thereof Click on the account and then click on the Select button or simply double click on the account The account and its name will be inserted into the transaction 11 Inthe Description column the name of the account appears when an account is chosen You may change this if you choose Up to 30 characters are allowed 12 Type in the amount to be credited to the specified account in the Amount column 13 Ifthe receipt involves more than one account repeat Steps 8 11 14 As you apply amounts the Balance box will reflect the difference between the amount of the receipt and the applied amount When the Balance box shows zero you will be able to save the transaction 15 Save the receipt by selecting Edit Save General Receipt from the menu bar or by clicking the Save button Editing General Receipt Transactions To edit a receipt open the General Receipt window and click on the Select tab or press CTRL TAB In the list of receipts in the Select tabbed page click on a receipt to select it The Detail page showing the selected transaction will immediately appear Until the payment has been deposited you can edit any of the information in the receipt provided that the balance remains zero After the receipt has been deposited the header information in the receipt cannot be changed The distribution of the receipt amount in the detail list can be changed
249. ur organization is just starting to use PCS Accounting or it may be an accounting database that has been in use for some time Remember all PCS Accounting databases are named pcsacct2000 mdb In the Specify Data File Location window click on the pesacct2000 mdb database file to choose it and click on the Open button PCS Accounting now knows where your company s database is located Getting Started In the New Company window that pops up next enter your company s name This name is kept locally on your computer Others may have used a different name for the same database Next the Enter User Information window appears Enter a user name and password that is authorized for use with the PCS Accounting database to which you have just connected For new databases Master and master are the user name and password respectively However an accounting database that has been in use will almost certainly have a different set of users and passwords Once you supply an acceptable user name and password you will be connected to the accounting database file for that company Working with More that One Company An important decision is whether you plan to work with a single company or with several companies Each company has its own database file and the name of all company database files must be pcsacct2000 mdb Since all of the company database files have the same name it is mandatory that in the case of multiple companies the comp
250. urce of funds when paying bills edit the account to make it reconcilable Do this before you create any transactions involving petty cash 8 If desired add Notes describing the purpose of the account 9 Click the Save button on the tool bar or choose Edit Save Accounts from the menu 20 Chart of Accounts Editing Accounts Once an account has been created you may edit its name its status and its notes An asset account can be made reconcilable as long as no transactions involving it have occurred Account numbers and type Detail or General are not editable When building a chart of accounts you may wish to make an existing detail account a general account and then add detail sub accounts that report to the general account To do this you must delete the existing detail account and then re create it as a general account Then you will be able to add the detail sub accounts Similarly to reduce the complexity of the chart of accounts you may wish to convert a general account to a detail account To do this you must first delete the detail accounts that report to the general account After removing the detail accounts delete the general account and re create it as a detail account Remember once an account or any of its sub accounts has been used in a transaction it cannot be deleted Entering a Chart of Accounts from Scratch By choosing Cancel when prompted to load a default chart of accounts by the mes
251. urchasing posting account other than the default purchasing account you may wish to enter some identifying information like a credit card number in the Ref box You can enter up to 20 characters in this box although it can show only 10 at a time 22 Save the purchase return by selecting Edit Save Purchase Returns from the menu bar or by clicking the Save button 23 A purchase return cannot be saved if the result of the Warning Error Saving Purchase Return On hand Quantity for HDD is less than 1 return would be to reduce the on hand number of an inventoried product below zero 24 Print the purchase return by choosing File Print Purchase Return from the menu bar or by clicking the Print button To print multiple copies or an alternate printer use the menu bar command Purchase Returns and Inventory When a product is returned the inventoried on hand quantity for that product is decreased by the quantity returned and the total value of the inventoried product is decreased by the credit for the return price times quantity returned If you have chosen to use average product costing the average cost is updated according to the formula updated average cost current on hand quantity x current average cost returned quantity x return price current on hand quantity return quantity 97 Purchasing Transactions Standard cost and last purchase price of a product is unaffected by a purchase return No change is made to t
252. w at the top the Costing Method Inventory Acct and Date boxes are set by the program The costing method is specified by the Company Defaults product costing method see Product Costing on page 12 The inventory account is the inventory posting account see Types of Posting Accounts on page 23 In the Adjustment Account box enter the account number of an account to place the difference between the total value of the products in the inventory table before adjustment and the value after adjustment This difference account typically an inventory losses expense account will be credited debited if the inventory adjustment process debits credits the inventory account To pick the account from the Select Account window right click in the box The product list in the lower part of the window will contain a product cost column that will read Average Cost Standard Cost or Last Purchase Cost depending on the product costing method chosen in setup With physical inventory in hand go through the list of products For each item in inventory determine a per item value For instance you might determine a value for the quantity you have on hand based on their most recent purchase price and divide this value by the number on hand to obtain a per item cost In the average standard or last purchase Cost column enter the per item cost In the Physical Count column enter the number on hand ia Physical Inventory Adjustment OF
253. w list the items being ordered and any billing codes you wish To enter your first item in the first blank cell Row 1 of the Item column right click or press F5 This will bring up the Products Services Codes window Products Services Codes Erom Products Services Billing Codes Purchasing Codes Code Description CABLE PRINT Printer Cable CD ROM Drive HP Desk Jet Printer Selecting an ordered product service or billing code In the From section at the top of the Products Services Codes window choose to see a list of Products or Services or Billing Codes by clicking on the appropriate option button In the list click on the product or code being ordered and click on the OK button to enter it into the sales order The product ID will be placed in the Itemcolumn and the description will be filled in the Description column Zeroes will be placed in the Ord column The sales price for the item as recorded in the products services or billing codes tables will appear in the Price column Edit the description if you wish Up to 40 characters are allowed In the Ord column enter the ordered quantity of this item If you have selected a billing code you will probably wish to enter 1 0 here Enter the expected sales price for the item in the Price column If you expect to give a discount enter the percent of the discount in the Dise column For instance if you expect to give a 15 dis
254. w column that is less than that in the Current column you will see a box telling you that the number you have entered is invalid and your change will be ignored Posting Accounts You ve probably noticed that we ve skipped the Posting Accounts setup feature We will return to this feature once the chart of accounts is set up See the section on Posting Accounts on page 23 tbs Chart of Accounts The PCS Accounting Chart of Accounts designates accounts with numbers having between and 10 digits Accounts are either detail accounts or general accounts Transactions post only to detail accounts General accounts are summary amounts with balances that are the sums of the balances of their sub accounts These sub accounts can be either general or detail accounts A general account if it is to be useful must have at least one detail sub account that reports to it Conversely a detail account must report to a general account You can have five or more up to eight levels of accounts The Level 1 accounts are general accounts fixed by PCS Accounting with single digit account numbers in the range to 5 They are 5 Asset 5 Liability 5 Equity 5 Revenue 5 Expense All other accounts are sub accounts of these five general accounts For any sub account the first digit of the account s number denotes which one of these five general accounts the sub account reports One of the first jobs you must undertake after installing PCS Accounti
255. w will appear warning you that this procedure requires exclusive access to the database Make sure no one else is using the program and click to the Yes button to proceed The F Close Fiscal Year window will appear Proceed Lancel 3 You are warned to back up the database before proceeding If you have not done so click the Cancel button and back up the database using the backup utility see below Then repeat Step 1 above to proceed with closing the year 4 The Fiscal Year and End Date boxes are read only They show the earliest open year and the end date for that year respectively The Earnings Acct is the account number for the Current Earnings posting account that was created during the PCS Accounting setup see Types of Posting Accounts on page 23 If there is no Current Earnings posting account first make sure an equity account for current earnings exists and if not create one then go to Setup Edit Setup and add this posting account 5 Click the Proceed button to close the fiscal year 6 Create a new equity account to hold the retained earnings for the closed year Then make a General Ledger transaction to move the closed year s earnings from this posting account to the newly created retained earnings account 127 Utilities wa PCS Accounting File Edit Accounting Utilities Reports Window Help o gt RH x 4a Cea S28 iu Select Details Period Balances 30299 Name 1999 Profit Loss
256. will change from gray to black Click the Done button to record the reconciliation If there are discrepancies between the bank statement and the cash transactions recorded in PCS Accounting and the differences are caused by incorrect or incomplete entries in PCS Accounting Leave the Check Register window open From the menu bar or tool bar choose the type of transaction that needs to be added or modified In the cash transaction window add or modify the transaction Save the added or modified transaction cae sp From the menu bar choose Window and then the Check Register window in the list of open windows Or if any part of the Check Register window is visible click on it to activate and bring it to the front 121 Cash Transactions f In the Check Register window on the Reconcile Account page click the Reset button to add the new or modified transaction This also clears the check marks in the Clr column g Clear check the statement items until the Difference box show zero and click the Done button Important Cash transactions that are cleared by the reconciliation procedure become read only If a cash transaction is found to be incorrect after it has been reconciled make an adjustment using Bank Transactions on page 108 Deposits Deposits to reconcilable checking and savings accounts are made using a Deposit Transaction This type of transaction moves funds from the Default Cash Receipt posting account in
257. x amount to be credited to the sales tax liability account s specified in the tax code table see Tax Codes Table on page 38 26 The extended price not including sales tax charged for the item will appear in the Extendedcolumn 27 As you entered a quantity a new blank row will appear in the list Enter additional items by following the procedure described in Steps 17 26 28 When finished check the amounts in the Sub Total Tax and Total boxes at the bottom of the form The amount in the Tax box is editable the amounts in the Sub Total and Total boxes are read only 29 If the entry in the Pay by box is not the default billing posting account for instance the customer is making a credit card purchase enter the amount paid in the Paid Amt box at the bottom left corner of the form Any difference between the amount entered here and the Total amount will be credited to the default billing posting account the customer bill to account 30 If you were paid some amount by credit card or any billing posting account other than the default billing account you may wish to enter some identifying information like a credit card number in the Ref box You can enter up to 20 characters in this box although it can show only 10 at a time 31 Save the invoice by selecting Edit Save Invoice from the menu bar or by clicking the Save button 32 Print the invoice by choosing File Print Invoice from the menu bar or by clicking the Print

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