Chapter 11 - End of Period
Contents
1. cccccssssesesssseeseesseseeeneeeseeees 20 Step 1 Starting the End of Month Function cscesssssssssessseeeeeeeeees 20 Step 2 Building StateMentScccscscscscciseccsisasasecscssacscsnectsansnscacnescassderanaansaes 21 Step 3 Printing Statements ccccccccceesseeeeeeeeeeeeeeeeseneeseeeeeeeeeeeeeeeeseseeneees 22 Step 4 Aging ACCOUN S essa ctererersneeerniinematecsannasreimneniuenmnusnecsnniniemueiensin 23 Step 5 Performing the End Of Month csssssssssssssesseeseneeseeeneeeeeeees 24 Provisional StateMent cccccccesecceseecenseeensecenseensesennenceneeneneesenees 25 Creditors End of Month ss ccsiececcancstsaicsciincswanacetasencnerananeeecceeeexeneenncns 26 EMO Or e ES 27 Debtors End Of Y ar ccccccccesceceseeceneeceseeeeneecenseeenseseanenceseeeensesenees 27 Creditors End Of Year cccesscseseecceneecesecenneecensenenseeeaseeeeseseeneesenees 28 Reprinting End of Period Reports amp Statements 008 29 MN a acces AAE E T A E E T 30 HAIRLINKS User Manual v4 5 Updated 01 05 2012 OTe a END PERIOD Setting the GST Return Frequency Printing GST Returns 000 Viewing a GST Transaction Summary cccceeeeeeeeeeeeeeeeeeeeeeeeeeeneeees HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD KeA ETC a END OF DAY It is customary that you cash up your till at the end of each trading day The End of Day procedure is a m2. Total Owin TOTAL TO PAY if paid by 20 02 07 includes disc of HAIRLINKS User Manual v4 5 Updated 01 05 2012 evit le iclam ma END PERIOD Setting up End of Month Statement Fees and Interest HairlinkS can be set up to charge account fees or interest to overdue accounts Account interest is charged to clients that are set up as commercial and all other clients will be charged account fees 1 Click on the Options menu and then on Setup 2 Click on the Finance button and then on the Stm Fees tab 3 For each account fee interest level that you will use enter in the charges for the current 30 60 and 90 day balances You can set up to ten account fee and interest levels X NOTE If you have not edited the client profiles Acc_Fee_0 is the default level set for each client 1 Buy Taxes 2 Sell Taxes a i 5 Accounting 6 Statements 7 9 Banking Statement Messages Master Account Fee Table per month Account Fee Name To Appear On Account Fees GST To Use GST v Statement Name Cur ___ 30Day _ 60Day o0Day Acc_Fee0 0 00 Acc_Feel 0 00 Acc_Fee2 0 00 Acc_Fee3 i 0 00 Acc_Fee4 0 00 Acc_Fee5 0 00 Acc_Fee6 0 00 Interest Table per month Account Interest Name To Appear Account Interest GST To Use Exempt X On Statement Name Cur b0Day _ 60oDay soDay Interest0 Interest Interest2 Interest3 Interest4 Intere
3. 0 00 HA IRLINKS User Manual v4 5 Updated 01 05 2012 OTe a END PERIOD Viewing a GST Transaction Summary 1 Click on the Utilities menu 2 Click on the End of Period option 3 Click on SF4 View GST 4 Inthe View GST Details from field select the date range to view transactions for 5 Inthe For field choose whether you want to view transactions for debtors creditors or both 6 Inthe Tax Type field select what type of tax you wish to view 7 Finally press the F12 View Details button to view the summary of transactions HAIRLINKS User Manual v4 5 Updated 01 05 2012
4. SF6 Print Sales Sum Print Sales Sum ESC Close Fig 11 13 3 Click on the End of Month button 4 You will be prompted with a warning telling you that you are not running statements Click Yes to the message 5 All reports will now print out and a prompt will appear telling you end of month was successfully completed HAIRLINKS User Manual v4 5 Updated 01 05 2012 evitle iclam mas END PERIOD Advanced Debtors End of Month The debtors End of Month takes place in five steps as follows Step 1 Starting the End of Month Function Step 2 Building Statements Step 3 Printing Statements Step 4 Aging Accounts Step 5 Performing the End of Month Step 1 Starting the End of Month Function 1 If you are a multi site user of HairlinkS you should first advise the remote sites to close the current period otherwise proceed to Step 2 2 They do this by going to Utilities menu then click on End of Period and then on the Misc tab 3 Click on Close Off Debtors for Open Month This will stop the users from making bills for the month being processed This needs to be done on all remote sites to avoid the possibility of bills being missed on the statements 1 Day 2 Week 3 Db Mth 4 Cr Mth 5 Db Year 6 Cr Year Running Since Date 1 02 2003 Beg of Day Detected 34202 Diary Allocation Date 23 04 2012 12 05 01 a m Diary RollOver
5. The computer that started the end of day can cancel the EOD by completing a bill at which point other computers will be able to complete bills as well on the same sequence Automatic End of Will print out reports automatically without having to choose Day how many reports to print out Copies of Sales This is the default number of copies HairlinkS will print Summary out of this report This is important for the automatic End of Day as you don t get to select the number of reports to print out while performing it Copies of Staff This is the default number of copies Hairlink will print Analysis out of this report This is important for the automatic End of Day as you don t get to select the number of reports to print out while performing it Copies of In house This is the default number of copies Hairlink will print HAIRLINKS User Manual v4 5 Updated 01 05 2012 evitle iclam mas END PERIOD Usage Report Copies of Till Logs Print Blank Cash Up Reports on Entry Print Cash Up Report on Finished Print Reports Before Cash Up out of this report This is important for the automatic End of Day as you don t get to select the number of reports to print out while performing it This is the default number of copies Hairlink gt will print out of this report This is important for the automatic End of Day as you don t get to select the number of reports to print out while performing it If tic
6. able to produce your debtors statements to print and send to clients For this reason the end of month is separated into two parts the Debtors End of Month and the Creditors End of Month options selected in setup These instructions are based on the NOTE There will be variations to these instructions depending on the selections shown in the section Setting Up End of Week Setting Up Simple Debtors End of Month Set up the simple debtors end of month if you do not send statements to clients at the end of each month 1 Click on the Options menu and then on Setup 2 Click on the Misc button and then on the End of Period tab 3 Choose how many of each report you wish to automatically print out at EOM NOTE When doing a simple end of month you do not get to choose how many of each report to print out while performing the end of month The reports will automatically print out 4 Click on the Finance button and make sure there is no tick in the Statements are Sent field A Finance Setup 1 Buy Taxes 2 Sell Taxes 3 Charges 4 Franchises 5 Accounting 6 Statements 7 Stm Others 8 StmFees 9 Banking Statement Master Min amount for sending Stm Statements are sent 5 Print 0 bal Invoices on Stm Print Cash Invoices on Stm Use Incentive Discount Scheme Send Credit Statement i j Months to scan for invoices Day of Month to Send Statements lt Day ID Expi
7. Copies of Staff Analysis Copies of In house Usage Report alela Copies of Payment Reports are configured in the Till Payments tab of Billing Screen Fig 11 5 HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD f jal e 1am i Performing the End of Week options selected in setup These instructions are based on the Q NOTE There will be variations to these instructions depending on the selections shown in the section Setting Up End of Week 1 Click on the Utilities Menu 2 Click on End Of Period and then the 2 Week tab 3 Click on the Start End of Week button and the End of Week reports will print out 4 Once the reports have finished printing a prompt will appear telling you end of week was successfully completed ae C fem 2 k 3 Db Mth 4 Cr Mth 5 Db Year 6 Cr Year 7 Misc 8 Old Rpts EOW State End ofWeek Finished End ofWeek Started 6 10 2010 3 59 31 p m End of Week Finished 6 10 2010 4 01 03 p m Start End of Week End of Week For 11 04 2005 Last EOW was done for For Week 4 04 2005 to 10 04 2005 For Week 11 04 2005 to 17 04 2005 SF3 Print GST SF4 View Gst SF5 Print Creditors List SF6 Print Sales Sum Fig 11 6 HAIRLINKS User Manual v4 5 Updated 01 05 2012 OTe a END PERIOD DEBTORS END OF MONTH Often you don t receive your supplier invoices until well after the end of month yet you need to be
8. Date 23 04 2012 12 04 08 am Diary Purge Date 2304202 Diary Client Status 32m2 Reminder Purge Date 2304202 Event Log Purge Date 23 04 2012 11 59 59 p m Audit Log Purge Date 2304202 GL Build Check 30202 Restricted Prd Rebuild 8 06 2004 Close Off Debtors for Close Off Creditors for SF3 Print GST SF4 View Gst SF5 Print Creditors List SF6 Print Sales Sum Fig 11 14 HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD KeA C a Step 2 Building Statements 1 Go to Utilities and then End of Period 2 Click on the 3 DB Mth tab 3 Click the Print Statements button The Statement menu is displayed 4 Configure all the messages that you want to appear on statements by choosing the message from the drop down menu Message To Print on The message selected will print on all statements All Statements Message For Blank The message selected will print on all statements Batch Codes without a batch code Message For Blank The message selected will print on all statements with Non Batch Codes a batch code Print 3 Letter Batch The message selected will print on all statements Code Messages where the first three letters of the batch code match the first three letters of the note For example if the notes name was FON and the client batch code was FON the message would print out NOTE To view edit or create a new message click on the Edit Messages
9. button The Statement Notes list will now open To view or edit an existing message double click on the message name The message should now open for viewing or editing ex If you wish to create a new message click on the red button at the bottom of the window and select Yes to the prompt A blank message template will open Enter a name for the message and the text you wish to print out on the statement Click on the F12 Save button to finish NOTE Individual client messages and account overdue messages are also able to be printed on statements 5 Click Make Statement button The Build Statements procedure will begin this will take a few minutes depending on the speed of the machine running the process 6 This task is now complete make any changes to the statement such as adding transactions or changing messages you will need to make the statements again PR NOTE All your statements are now built and saved for printing If you HAIRLINKS User Manual v4 5 Updated 01 05 2012 evitle i lam mas END PERIOD Step 3 Printing Statements 1 2 Click on the 3 DB Mth tab 3 Click on Complete Statements Batch Batch_Name 1 2275 No Batch Code Statements 1 2277 Batch Codes of ABC Go to Utilities and then End of Period Printed Verified Company Stm_Mth 1 1 04 2012_ 11 04 2012 Batch Codes of ADA Batch Codes of ALT
10. check the End of Day has completed successfully check the sequence numbers at the bottom of the end of day window If the sequence number that shows as closed in blue text matches the sequence number on your reports the End of day has successfully completed End of DAY Sales Summary Seq 49 13 04 2006 10 56 56 a m to 13 04 2006 11 13 17 a m for Comp Qty Sales exc GST Total inc C Product Category Sequence 10000000049 wavclosed on 13 04 2006 11 13 17 a m Sequence 10000000050 started on 13 04 2006 11 13 18 a m Fig 11 4 HAIRLINKS User Manual v4 5 7 Updated 01 05 2012 evit le iclam mas END PERIOD END OF WEEK Setting Up End of Week 1 Click on the Options menu and then on Setup 2 Click on the Misc button and then on the End of Period tab Automatic End of Tick this Week if you would single click of a button Use End of Week like the end of week to automatically print out reports so end of week becomes a Copies of Sales Summary Copies of Staff Analysis Copies of In House Usage Report Enables end of week if you would like to use it This is the default number of copies Hairlink will print out of this report This is important for the automatic End of Day as you don t get to select the number of reports to print out while performing it This is the default number of copies Hairlin will print out of this rep
11. place a tick in this box otherwise statements will not be generated If you wish to print invoices on statements that have a zero total place a tick in this box If you wish cash bills to appear on the statement tick this box If you wish to give clients a discount for paying their accounts on time place a tick in this box Please refer to Chapter 7 Client Discounts Using Incentive Discounts If you wish to send statements to clients that have a credit balance place a tick in this box Bill items on the statement will show as GST inclusive The sub total of the bill will show as GST inclusive The clients batch code and any mailing lists they are on will appear on the statement When statements are made you are prompted to enter the exchange rate in Australian dollars You can then print a note on the statement that tells the clients how much the bill comes to in Australian dollars The total of the statement less the incentive discount will be bolded if this option is selected A box is printed around the statement notes if this box is selected If you are using Australian windowed envelopes to send statements select this option Statements will only be printed for amounts greater than what is entered here The day in the following month a bill is made in that the incentive discount will expire Any client with a batch code starting with the same letters as are entered in this field will have statements pri
12. statement run This note is added beneath the main body of the statement like the advanced note Set Up Client Batch Codes 1 Open a client record 2 Click on the 2 More tab In the Batch Code field type the batch code you are using for Alternative statements Eg Beauty HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD KoA ETC a Pre Printed Statements Users that wish to generate professional looking statements are encouraged to invest in pre printed stationary The advantages of using pre printed statements are being able to use your graphic logo and add extra details such as email address or credit card details Please call CFL for the statement template which can be used to design your pre printed stationary If you are using pre printed statements you will need to configure some settings in setup Turn on Pre Printed Statement Paper 1 On the computer that prints statements 2 Go to Options and then Setup 3 Click on the Printer button and then the 3 Print Options tab 4 Tick Use Pre Print Statement Paper Configure Top Margin on Pre Printed Statement Paper 1 On the computer that prints statements 2 Go to Options and then Setup 3 Click on the Printer button and then the 2 Offsets tab 4 Enter a value for the Top Margin for Statement Depending on your pre printed paper and type of printer this setting can vary from clinic
13. xxx All Prices Include G S T CFL Terms of trade Strictly nett payable by 20th of the month Dec 2006 Printed 17 08 2007 16 43 52 AIC 15327 Page 1 of 1 Amount Disc Sub Total Total GST on statement Current Total Owing 0 00 plus total GST of 97 04 PLEASE RETURN THIS PORTION WITH YOUR REMITTANCE Mr amp Mrs John Smith 21 Barrys Point Road Takapuna Auckland Dec 2006 MUNIN sora ro Pav AIC 15327 872 88 Fig 11 13 HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD Ked if1 o CI d i Simple Debtors End of Month The simple debtor s end of month EOM is a one click end of month functions that will roll over your balances and print out reports The following instructions will describe how to as perform the simple debtors EOM 1 Click on the Utilities menu and then End of Period 2 Click on the DB Mth tab 1 Day 2 Week h 4 Statement Started 23 04 2012 2 19 59 p m Statement Finished 23 04 2012 2 20 46 p m Aging Started 23 04 2012 2 20 46 p m Aging Finished 23 04 2012 2 21 29 p m End ofMonth Stated 23 04 2012 2 21 56 p m End of Month Finished 23 04 2012 2 22 09 p m EOM Hold Date Released23 04 2012 2 22 09 p m EOM POS Hold Date 1 08 2011 Incentive Disc Expires 20 03 2003 Last EOM was for June 2011 Working on July 2011 SF3 Print GST Print GST SF4 View Gst View Gst SF5 Print Creditors List Print Creditors List
14. you wish to preview reports before printing place a tick in the preview box D Select the number of copies of each report that you wish to print by entering a number into the corresponding column 7 Click on the Print Reports button to either preview or print the reports HAIRLINKS User Manual v4 5 Updated 01 05 2012 evitle iclam mas END PERIOD NOTE In Options Setup Misc End of Period you can set the defaults for the number of reports to print out IH End of Day for sequence 10000001171 starting on 22 02 2010 DER End of Day Print Reports Close Sales Summary End of Day tA In house Report Breakage Report Till Rolls Print Cash Up Slip O Preview Dont Print You may change the quantities of each report to print before doing the End of Day If you want to print old reports then select the Old Reports Tab on the End of Period window Fig 11 2 8 The cash up slip will print and the Cash up screen will appear The Amount column displays the amount computed by the HairlinkS The same values are displayed in the Counted column as defaults If your count is different to that computed by HairlinkS enter your actual count in the Counted column The Variance column will show the difference between the counted amount and the computed amount 9 Enter the float to be left in the till for the next day 10 The Banking Today field shou
15. Batch Codes of EML Batch Codes of EQU 1 1 04 2012 11 04 2012 _ 11 04 2012 _ 1 1 04 2012 Batch Codes of G Batch Codes of KIE 5 Batch Codes of NEW Batch Codes of TES 1 1 04 2012_ 1 1 04 2012 1 1 04 2012_ 1 1y04 2012 Batch Codes of ZZZ Message to Print on All Statements Message for Blank Batch Codes Message for Non Blank Batch Codes Fi Edit Messages Print 3 Letters Batch Codes Messages Yes 7 Fab Apply Message 1 1 04 2012 a Statements for April 2012 s5 Make Statements g Print al g Print Batches amp Process Part Batch Z Select One Client Prepare All Emails Prepare Email For Batch ta Upload Emails Re Print Options V Print Statements Print Summary Page Preview Dont Print There are batches present from a previous attempt You may print email part any all batches as required If you have reason to believe that the batches may be obsolete then you must Make up the Statements again Fig 11 15 Ensure the Print Statement box is checked at bottom of panel Click the Print All button Click Yes to print statements or No to preview the statements on screen Check the statements for any mistakes such as missing transactions and payment errors If any mistakes are found ensure b
16. END OF PERIOD i jar Je am i END OF PERIOD CONTENTS ERGOT AY nara 3 Setting Up End of Day asaasannunsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nn nnnnnnnnnn nnmnnn 3 Performing the End of Day sssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 5 End Or WOOK cscs coca secs cect eiaa aA aiaa 8 Setting Up End of WeeK saasssssnssnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnna 8 Performing the End of Week ccccsssssseeeeeseesseeeeeeeesneeeeeenensseeeseenes 9 Debtors End of Month ssssnssunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn a 10 Setting Up Simple Debtors End of Month ssccceeeesseeeeeeeeeeees 10 Setting up Advanced Debtors End of MOonth cccccssssseseeeeeeeees 11 End of Month Report Options wvcccsccecscsnsccsesssdsesscsancnsaccosscacssananaacuassessccanenanes 11 Other End of Month Setup Options eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 11 Setting up End of Month Statement Fees and Interest cscsee 14 Setting Up Notes to Print on End of Month Statements ccce 15 Statement NOte ss disissteiicenieinda sir vcancusastnnhacvsienculuccutihueusieidnaustandunmadedduevstausaenstelicus 16 Set Up Client Batch Codes iscccscscciccssscssccscscescscsncntccsescuscseencucccesncutesssncuonewtnes 16 Simple Debtors End of Month ccccceceeeeeeeeeeeeneeeeeeeeeeeeeeeneeaeenes 19 Advanced Debtors End of MOnth
17. RNS Setting the GST Return Frequency 1 Click on the Options menu 2 Click on the Setup option 3 Log in with user name and password 4 Click on the Finance button 5 Make sure 1 Buy Taxes is selected 6 Change the GST Return Frequency field to the required length Q 41 NOTE Ensure your GST is Invoiced Based is ticked if you are invoiced based or left unchecked if you are cash based A Finance Setup 6 Statements 7 Stm Others 8 Stm Fees 9 Banking 1 Buy Taxes 2 Sell Taxes 3 Charges 4 Franchises 5 Accounting Buy GST Rates Buy eier Rates Use Buy GST va E TaxName Tax TaxName Tax Use Buy Tax2 gt 0 Exempt 0 gt 0 Exempt Allow GST Exempt Products 1 GST 125 1 Buy_Tax MI GST is invoiced based 2 Zero Rated 0 2 Buy_Tax__ 1 g 3 Buy_Tax__ GST Return Frequency Mths J 5 J 4 Buy_Tax_ 5 Buy_Tax_ Buy_Tax_ 6 Buy_Tax__ amp GST Only 100 9 Tax Only 100 o o o o o o o o o 4 5 6 6 Buy_Tax_ 8 4 Fig 11 20 HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD f jal Je 1am i Printing GST Returns Click on the Utilities menu Click on the End of Period option Click on SF3 Print GST A new window will open Select the date you wish to pay GST from The period of the GST return is fixed to the length entered in setup Click
18. atch mode is turned on before any new bills or refunds are made If any refunds or new bills are made into the end of month period you are closing you must click on Make Statements again and then reprint the effected clients statements using the Select One Client button 10 Repeat steps 5 6 7 until all statements are correct 11 You can now print the Statement Summary Check the Print Summary Page box HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD ed if1 o CI a i 12 If you have configured your system to use pre printed statement paper a warning will appear Click OK when you have changed the paper accordingly 13 Double click all the Verified boxes against each listed Batch_Name when you have checked the printing this is to confirm the statements have printed correctly 14 As you click each of these a warning will appear to make sure that you wish to verify that these statements have printed correctly Click Yes to each of these warnings 15 Once all batches are verified click Close Step 4 Aging Accounts 1 2 Now click the Perform Aging button Click the Start Aging button The system will then mark all invoices for the period as Aged Click on the Print Debtors button to print the Debtors List report Click Close to close the Aging Window HAIRLINKS User Manual v4 5 Upd
19. ated 01 05 2012 evit le i lam may END PERIOD Step 5 Performing the End Of Month 1 2 9 Click the Perform End of Month button The End of Month menu is now displayed Make your selections for the reports and number of copies required Select the number of copies of End of Month reports you wish to print Click Preview if you want to view the reports before printing gt Q NOTE The EOM Hold date defines the current period Any g transactions entered with a date after and including this date are held not processed fully until the current accounting period has been closed off fully Click the End of Month button Each report will print automatically as selected Click Close on the End of Month menu Now the Release EOM Hold Date button should be activated click this button to complete the End of Month A prompt will now appear telling you end of month was successfully completed 10 End of Month is now finished for Debtors Close the End of Period window HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD f jar Je 1am i Provisional Statements Provisional Statements can be printed when you wish to print statements early for the current month You can print all clients or just an individual client without the month being closed off 1 2 Go to Utilities menu and then click on End of Period The End of P
20. eans of collating sales and takings for the day into simple easy to understand financial reports to assist you in balancing your till In HairlinkS when you run the End of Day function you are closing a session referred to as a Sequence A Sequence refers to a series of transactions made within a given time period Normally this represents one trading day However the End of Day can be used at any time each time the End of Day function is used a new Sequence number is generated Setting Up End of Day Set up for the end of day is usually only done once to set your personal preferences 1 Click on the Options menu and then on Setup 2 Click on the Misc button and then on the End of Period tab 3 Select the options you wish to use for End of Day Allow Multiple EOD With this option selected the computer that starts the EOD Sequence will close that EOD sequence as In Progress All bills processed from other computers while End of Day is in progress will go onto the next End of Day sequence This ensures that the end of day gives correct figures without holding up transactions Any bills put through on the computer that started End of Day will be counted as corrections and will be allocated to the current end of day In Progress With this option unticked the EOD is closed on all computers Bills put through while the EOD is In Progress will not be able to be finished until the EOD is completed
21. ement or list you wish to print out 5 If you have chosen to print the end of period reports a report selection window will appear Choose what reports you wish to preview or print by adding a 1 to the selection box beside each type of report Alternatively by adding a 0 the report will not print 6 If you have chosen to reprint statements the print statements window will appear You can choose to print all statements print by batch or print just one client 7 If you choose to print a debtors list you will be taken straight to the Debtors List preview page To print the document click on the printer icon near the top of the previewed page Ph Mar 2012 F3 Print Old Logs Feb 2012 F4 Print End of Day Rpts Jan 2012 Dec 2011 F5 Print End of Week Rpt Nov 2011 Oct 2011 F6 Print Old Statements Sep 2011 a i Aug 2011 F7 Print Debtors List Jul 2011 F8 Print Db EOM Rpts Jun 2011 May 2011 F9 PrintCrEOMRpts Apr 2011 Mar 2011 F10 Print Db EOY Rpts Fep 2011 T Jan 2011 F11 Print Cr EOY Rpts Dec 2010 Nov 2010 Please select a Month ct2010 z Sep 2010 from the list box on the Aug 2010 right to reprint one or Jui 2010 all statements Jun 2010 May 2010 Anr2n1n Tjj SF3 Print GST SF4 View Gst SF5 Print Creditors List SF6 Print Sales Sum Fig 11 19 HAIRLINKS User Manual v4 5 Updated 01 05 2012 evitle i lam may END PERIOD GST RETU
22. eriod from will open Click on the Print Statements button If you are working on the current month a prompt will appear Click on the Provisional button to print provisional statements The print statement form will open Click on the Make Statements button If you have batch bills that are not posted you will receive a warning message Click OK These bills will not be on provisional statements To print one click on the Print One Client button If you wish to print all statements click on the Print All button Mu Build and Print Statements for April 2012 mem Statements for April 2012 mis Make Statements Batch Batch_Name Printed Verified Company Stm_Mth je A 1 2275 No Batch Code Statements E 11 04 2012 Print All 1 2277 Batch Codes of ABC 1 1 04 2012 m n 1 2276 Batch Codes of ADA 1104 2012 Gai Print Batches 1 2279 Batch Codes of ALT 1 1 04 2012_ D Batch Codes of EML 1 1 04 2012_ amp Batch Codes of EQU 1 1 04 2012 Batch Codes of G 1 1 04 2012_ amp t Batch Codes of KIE 1 1 04 2012 _ Batch Codes of NEW 1 1 04 2012 Prepare All Emails Batch Codes of TES ie 11 04 2012 Process Part Batch Select One Client Batch Codes of ZZZ 1 1 04 2012 Prepare Email For Batch f Upload Emails Message to Print on All Statement
23. ked this option will print a cash up report with the amounts calculated by Hairlinks and a blank column to enter the variances from the physical count If ticked a finished cash up report will print after the cash up is finished with system generated totals totals from the physical count and any variances If ticked the end of day reports will print before the cash up reports are printed HAIRLINKS User Manual v4 5 4 Updated 01 05 2012 END OF PERIOD f jal Je 1am i Performing the End of Day options selected in setup These instructions are based on the ae NOTE There will be variations to these instructions depending on the selections shown the section Setting Up End of Day 1 Click on Utilities menu and then on End of Period 2 Click on the 1 Day tab 3 Click on the Start End of Day button Week 3 Db Mth 4 Cr Mth 5 Db Year 6 Cr Year 7 Misc 8 Old Rpts End of Da EOD State End of Day Finished End of Day Started 23 04 2012 2 07 37 p m End of Day Float Done 23 04 2012 2 07 46 p m End of Day In Progress 23 04 2012 2 07 54 p m End of Day Finished 23 04 2012 2 07 54 p m Sequence 10000000015 was closed on 23 04 2012 2 07 54 p m Sequence 10000000016 started on 23 04 2012 2 07 46 p m SF3 Print GST SF4 View Gst SF5 Print Creditors List SF6 Print Sales Sum Fig 11 1 4 Click the Finish Float Handling button a If
24. ld now display the amount you will be taking to the bank today 11 Once your figures are entered click F12 Accept to continue HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD jal e 1am i F IH End of Day Cash up End of Day Cash up for Till 1 Sequence 1171 Starting on 22 02 2010 Payment Method Amount Counted Variance 1 324 20 1 324 20 0 00 Charge 369 75 369 75 0 00 Eftpos 4 77 4 77 0 00 Ext Voucher 9 77 9 77 0 00 Rounding Adj 0 05 0 05 0 00 Acct Payment 0 00 0 00 0 00 1 708 44 1 708 44 Total Sales Reorded 1708 44 Always Print Blank Form on Entry Less Variance to Suspense Account 0 00 Always Print Finished Form Floatin Till From Last Day 0 00 Plus Account Payment 0 00 a Continue with End of Day Total Funds Collected From Till 1708 44 Y areca Froze Float Left in Till for Next Day 0 00 Less Charges Payment 369 75 Abort End Of Day to aeee X ESC Cancel Correct Transactions if Less Vouchers Payment 9 77 any Reconciliation Errors Total Taking Today 1328 92 Found Banking Today 1324 20 Note Cash in the grid includes all the cash you received plus the float in till from last day Fig 11 3 1 Click Complete End of Day to finish and a prompt will appear telling you end of day was successfully completed 2 End of day is now finished it is recommended you now perform a backup NOTE To
25. nly print for the individual clients with an advanced note set up Please refer The Notes System Chapter Setting Up an New Advanced Note HAIRLINKS User Manual v4 5 Updated 01 05 2012 evit le iclam mas END PERIOD Account Overdue Note A different account overdue note will print depending on how long overdue the client account is This message will print in the remittance slip of the statement 1 Click on the Options menu and then on Setup 2 Click on the Finance button and then on the Stm Others tab Enter the message you would like to print on the remittance slip depending on whether they have a current 30 60 or 90 day balance AB Finance Setup 1 Buy Taxes 2 Sell Taxes wee eel Stm Others 8 Stm Fees 3 Charges 4 Franchises 5 Accounting 9 Banking 6 Statements Statement Order Master Split Stmts by Batch Code 3 letters First Order Statements By Batch Code Then Order Normal Stmts by Last Name And Order Batch Statements by First Name Statement Messages Master Account is now due Accis Imthoverdue Accountis 1mth overdue Accountis 2mth overdue Please pay on receipt of this statement Accountis 3mth overdue Please pay IMMEDIATELY to avoid lega Acc is 2 mth overdue Accis 3 mth overdue Reset to Defaults Fig 11 12 Statement Note A statement note is set up from and entered onto the statement while doing the
26. nt out in the alternate format Clients that have had transactions in the month HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD Ked if1 o CI a i but have a zero account balance will still have a statement printed Com puter Fanatics 21 Barry s Point Road Takapuna AKL 10 Ph 09 489 2280 Mr Joe Bloggs 17a peachgroove road Glenfield Auckland Jan 200 Praed O1022007 ISI Dips TAX INVOICE STATEMENT OST Number 111 222 333 All Prices Include OST AIC 1 1001 Page 19 LISASCOMNS Batts Details 3 Month 39 20 Inv Date Inv No Disc Balance Carried Forward 1140 1 2007 1404 cs 100 Dog a Denttoothpaste amp brush NO CHARGE 1701 2007 17368 cs 100 Product 555 17309 1 00 Product 555 14386 cs est Vao Cask 31 0 1 2007 1438 Account Fees This is where a note prints that is added from the End of month screen This is where a advanced note prints on a statement 3Month 0 00 Total Overdue 0 00 Sales on this statement 450 00 including GST of 49 99 if paying in full before 20 02 07 please pay 228 60 which includes a discount of 135 81 REMITTANCE ADVICE 2Month 0 00 Month 0 00 Current 364 41 Mr Joe Bloggs 17a peachgroove road Glenfield Auckland Account is now due Please pay within 7 days to avoid account fees Jan 2007 Computer Fanatics 21 Barrys Point Road Tak apuna AKL 10 Ph 09 489 2280 Fig 11 9 Disc Net Sub Total
27. on the F12 Print button A Goods and Services Tax Return will now print A4 Goods and Services Tax Return Goods and Services Tax on Your Sales and Income Goods and Services Tax on Your Purchases and Expenses for Computer Fanatics Hair Studio GST 101 Period covered by the return 6 Monthly From 01 01 05 to 30 06 05 Total sales and income for the period including GST and any zero rated supplies zero rated supplies included in Box 6 Subtract Box 6 from Box 5 Divide the amount in Box 7 by nine 9 Total purchases and expenses including GST excluding any imported goods Divide the amount in Box 11 by nine 9 Credit Adjustments from Calculation sheet Add Box 12 and 13 Total Gst Credit Total GST to Pay if adjustments from your calculation sheet are ZERO Asumes all Cash Sales Buys are based on Standard GST Rate Tota Total Exempt Sales Nett Tota Tota Wid Journal Entries Sales at Standard rated Total Sales at Zero rated Sales Shown on Control Report Nett Income Shown on Control Report Tota Tota purchases and expenses at Standard rated purchases and expenses at Zero rated Total Exempt purchases and expenses Total purchases and expenses Shown on Control Report Fig 11 21 Printed Box5 Box 6 Box7 Box8 PAYMENT BASIS 23 03 2006 8 42 59a m 6 123 96 0 00 6 123 96 569 33 5 123 96 0 00 0 00 5 123 96 0 00 0 00 5 123 96 0 00 0 00 0 00
28. ort This is important for the automatic End of Day as you don t get to select the number of reports to print out while performing it This is the default number of copies Hairlin will print out of this report This is important for the automatic End of Day as you don t get to select the number of reports to print out while performing it KSQL KSQL 3 Click on the Finance Button and click on 5 Accounting 4 Check the Start of reporting week 5 Colour Themes 1 General r End of Day Site Week date is correct i e Start of Week should be the first day of the 7 Background 3 AtStartup 6 Reminders 8 Internet 2 Bar Coding I 5 End of Month Site F Allow Multiple EOD Sequence I Automatic End of Day 1 Copies of Sales Summary 1 Copies of Staff Analysis 1 Copies of Till Logs 1 Copies of In house Usage Report I Print Blank Cash up Report On Entry I PrintCash up Report On Finished I Print Reports Before Cash up r End of Week Site I Automatic End of Week V Use End Of Week 1 2 Copies of Sales Summary 0 Copies of Staff Analysis 1 2 Copies of In house Usage Report Copies of Control Reports Copies of Sales Summary Copies of Staff Analysis Copies of In house Usage Report Copies of Breakage Report Copies of Debtors List Report oj 9 9 9 oj KOKOKOKOKO Stock Value By Category Catl m End of Year Site Copies of Sales Summary 4
29. res on Show GST Incl bill tem on Stm C Show Nett figure instead of GST O Do not Show GST Details on Stm Batch Code for Alternative Statement ALT Show GST Incl bill subtotal Print 0 bal statements None v Print Mailing List and Batch Code Cl Ask exchange rate before making Stm C Print Future bill on statement C Bold total after incentive discount O Border around message box C Use Australian Window Fig 11 7 HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD jal Je 1am i Setting up Advanced Debtors End of Month Set up the advanced debtors end of month if you want to send statements to clients at the end of each month End of Month Report Options 1 Click on the Options menu and then on Setup 2 Click on the Misc button and then on the End of Period tab 3 Choose how many of each report you wish to print out at EOM These values are just defaults and can still be changed while performing EOM 5 Colour Themes 6 Reminders 7 Background 8 Inter 1 General 2 Bar Coding 3 At Startup i m End of Day Site End of Month Site Allow Multiple EOD Sequence Copies of Control Reports I Automatic End of Day 4 Copies of Sales Summary 1 Copies of Staff Analysis Copies of In house Usage Report 1 aj Copies of Till Logs Copies of Breakage Report 14 RS Copies of Debtors List Report I Print Blank Cash up Report On Entry I Print Cash up Report On Finished S
30. s X Message for Blank Batch Codes Message for Non Blank Batch Codes POIROT ERTS Print 3 Letters Batch Codes Messages Y S 7 VI Print Statements v Print Summary Page 7 Edit Messages EB Apply Message E Preview Dont Print There are batches present from a previous attempt You may print email part any all batches as required If you have reason to believe that the batches may be obsolete then you must Make up the Statements again Fig 11 16 HAIRLINKS User Manual v4 5 Updated 01 05 2012 OTe a END PERIOD CREDITORS END OF MONTH 10 11 12 NOTE Before continuing with the next step you must ensure that all Creditor invoices payments stocktakes or any transactions that you wish to go to this month have been entered Any Creditor transactions entered after this will go to the new month You may leave this step until all transactions are entered Only then should you age your Creditors Log in by clicking on the login button on the side bar enter the user name and password Go to Utilities in the top menu bar Click on End of Period Click on the End Of Month Creditors tab Click the Perform Aging button Click the Perform End of Month button The End of Month creditor menu is displayed You now have the option to print your Creditor Control Report Click the End of Month button Your Creditor Control Repor
31. st Interest6 Fig 11 10 4 Exit from Setup You will now need to set the Account Fee and interest level for the clients 5 Click on the Client button 6 Search and select the client you wish to set account fee or interest levels for 7 Click on the Financial tab HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD f jal e am i 8 You can now set which account fee or interest level the client is to receive by selecting the appropriate level form the list 9 Save and exit the client record 5 Info 6 History Z Doc Mgr 8 Contacts I Show Expired Entries Personalised Discount Schedule Commercial Start On Finish On StaffID Discount Inc Disc Acc Fee Acc_Feel EPP After Wax Cream 18 01 2012 18 02 2012 AC 10 0 Interest l Interest0 X Exempt GS No v Disc on Sve Normal gt Disc on Retail VIP bd om Cld_By_Cln Disc on Mat Normal gt Def Pmnt Stop Mailers Stop Cheque Stop Charge Stop Statement l No X Reason Why re eee e ole S avon wae Fig 11 11 Setting Up Notes to Print on End of Month Statements HairlinkS has the ability to print notes on the clients statements There are three types of notes that can be printed on the clients statement Advanced Client Note set to Print on Statement An advanced note will print below the main body of the statement and will o
32. t should print automatically unless you have checked the preview box Now the Release EOM Hold Date button should be activated click the button to complete the end of month for creditors A prompt will appear telling you end of month was successfully completed Your creditor end of month is now finished Q NOTE You can leave your rollover of creditors until you have finished gt entering all the invoices in for your suppliers This is very useful for suppliers whom you do not receive invoices or statements from until the middle end of the following month HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD f jal Je am i END OF YEAR Debtors End of Year 1 Click on the Utilities menu 2 Click on End Of Period and then on the 5 Db Year tab 3 Click on Start End of Year 4 Choose the numbers of copies of each report to print and click on the End of Year button 5 You will now be returned to the main End of Year Debtors page 6 Click Complete End of Year 7 A prompt will appear telling you end of year was successfully completed 8 Congratulations you have now successfully completed your End of Year End of Year m Print Reports lose Zi 3 EE Sales Summary EE Control Report End of Year MV Preview Dont Print You may change the quantities of each report to print before Doing the End of Year If yo
33. to clinic therefore some trial and error may be required to get this setting correct HAIRLINKS User Manual v4 5 1 7 Updated 01 05 2012 evitle iclam may END PERIOD COMPUTER FANATICS LIMITED PO Box 34 589 Birkenhead Auckland 1310 21 Barrys Point Road Takapuna Auckland Ph 09 489 2280 Email sales cfl co nz www cfl co nz Mr amp Mrs John Smith 21 Barrys Point Road Takapuna Auckland Inv Date Inv No Details 18 12 2006 349408 RW For Chirpy RW 1 00 Consultation RW 1 00 Urinalysis RW 1 00 Lab Sick Animal Panel 27 12 2006 356060 For Crusher 4 00 Tardak Inj 10ml 2 00 Drontal All Wormer 20 35k Dog 1 00 Drontal Allwormer For Cats 6kg X 351021 For Fluffy 1 00 Anaesthetic Dog Aqua Gas Large gt 1 1 00 Radiography Large Plates 1 00 Ultrasound SA 1 00 Lab Urine Sediment 1 00 Lab Culture amp Sensitivity 7 00 Previcox 227mg Tabs X 10 28 00 Noroclav 250mg Tabs X 100 1 00 Fluid Therapy ANA Dog 1 00 Dental Treatment Dog 4 50 Temgesic 0 3mg Inj 1ml X 5 1 00 Dental Extractions 3 Months 2 Months 0 00 0 00 Total Overdue 0 00 Sales on this statement 775 87 REMITTANCE ADVICE Remember pay your account before the 20th to qualify for the incentive discount COMPUTER FANATICS LIMITED PO Box 34 589 Birkenhead Auckland 1310 21 Barrys Point Road Takapuna Auckland Ph 09 489 2280 Bank Account for Payment by direct credit is xx XXXX XXXX XXXX XX 1 Month TAX INVOICE STATEMENT GST Number xxx xxx
34. tockValue By Category Can z I Print Reports Before Cash up r End of Week Site __ p End of Year Site J Automatic End of Week SA ne a a 1 4 Copies of Sales Summary 1 2 Copies of Sales Summary PS en p Copies of Staff Analysis 1 Copies of n house Usage Report 1 Copies of In house Usage Report Copies of Payment Reports are configured in the Till Payments tab of Billing Screen Fig 11 8 Other End of Month Setup Options 1 Click on the Finance button 2 Make sure there is a tick in the Statements are Sent field 3 Select any others options you wish to govern how the statements print and behave HAIRLINKS User Manual v4 5 Updated 01 05 2012 evitle i lam may END PERIOD A Statements are Sent Print 0 Bal Invoices on Stm Print Cash invoices on Stm Use Incentive Discount Scheme Send Credit Statement Show GST Incl Bill Item on Stm Do not Show GST Details on Stm Show GST incl Bill Sub total Print Mailing List and Batch Code Ask exchange Rate Before Making Stm Print Future Bill On Statement Bold Total After Incentive Discount Border Around Message Box Use Australian Window Min Amount for Sending Statement Day of Month to Send Statements Day ID Expires On Months to Scan for Invoices Batch Code for Alternative Statement Print 0 Bal Statements If you send statements to clients at the end of each month
35. u want to print old reports then select the Old Reports Tab on the End of Period window Fig 11 17 HAIRLINKS User Manual v4 5 27 Updated 01 05 2012 OTe aa END PERIOD Creditors End of Year 1 Click on the Utilities menu Click on End Of Period and then on the 5 Cr Year tab Click on the Start End of Year button Click on the End of Year button and choose whether or not to print or preview the control report You will be returned to the main menu for the creditors end of year Click on the Complete End of Year button A prompt will appear telling you end of year was successfully completed Congratulations you have successfully completed the creditors end of year End of Year Print Reports Close Sales Summa End of Year ae M Preview Dont Print You may change the quantities of each report to print before Doing the End of Year If you want to print old reports then select the Old Reports Tab on the End of Period window 2 Fig 11 18 HAIRLINKS User Manual v4 5 Updated 01 05 2012 END OF PERIOD i jal Je 1am i REPRINTING END OF PERIOD REPORTS amp STATEMENTS 1 Click on the Utilities menu 2 Click on End Of Period and then on the 8 Old Rpts tab 3 Double click on the button correlating to the kind of the reports you wish to print out 4 Choose the date for the report stat
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