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1. Lawn mowing for October footpath and verge When this feature is activated under Invoicing Setup Setup Options on the Customers tab the normal multi line invoice is reduced to a simple invoice with the usual header details but with one large text area for the details and just one place for you to record the invoice amount including GST Complete the details as requested and then click Print The normal Print Invoice dialog will appear but you will need to select the layout titled Simplified Invoice 51 CashManager Print Selected Invoices xi You have selected 1 invoice for printing Invoice message Select the desired Invoice layout from this list Invoice with Delivery Address in place of Mailing Address Invoice with Remittance Tear Off Combined Invoice Statement Packing Slip Standard ltem Invoice header on first Simplified Invoice used with Simplified Invoicing option Preview Print Bulk Email Setup Help Cancel Creating and Editing Customer Invoices To create a new customer invoice simply click Invoice on the main Customer Invoicing screen The Invoice screen consists of two sections e Invoice Header which contains the customer s name date invoice number address and reference and e Invoice Body which contains details of the products being invoiced Most of the data fields are self explanatory but some explanation is offered below CII x Invoice Details Custo
2. Saving Graphs Once you have set up a graph you can save the parameters under a particular name This means that the same graph can be called up in the future but of course any newly added data will also appear CashManager ships with some standard graphs based on the standard chart of accounts These can be loaded by clicking Load Default They may not suit your Chart of Accounts if you have not adopted the standard chart and or report categories so will need to be tweaked as necessary 109 Other Functions Creating Accountant s Export File Not available un United Kingdom version From the File menu select Export Data then Accountants File Export and the Accountant s Export File form will be MATTE alti xi displayed 5 MAS4 151 and up This process costes a file of your data that your accountant oan A MAS4 v4 0 to 50x impa nto thet accouriro system Wf your accourtant has ashed fot a f e in thet loma choose Ihe name of thee sollwate package from thre bet on the dell enter the detai below and cick OK Accountant Export Options Export transactions hom 01 07 05 do 3006 05 Select the software package your accountant is using from the list MYO8 pres Office Mandiedges va 7 Which Hansactions Cashbook trensachora Mandiecger 2000 Then enter the name you Prolessionsl Accounting Bark account 5 George account want the file to be called ee complete with drive and path das dase In some cases depen
3. Quick entry of dates by using cursor keys Wherever you need to enter a date CashManager offers a default which is usually today s date or the last day of the financial year If you need to change this default you can e over type it as normal 35 CashManager e use the Up Arrow and Down Arrow keys to change the day component eg the Up Arrow key changes 25 06 08 to 26 06 08 or e use the Page Up and Page Down keys to change the month component eg the Page Up key changes 25 06 08 to 25 07 08 Using the Enter key to move between fields This is an alternative to using the tab key or mouse see Setup Preferences Names Easysearch for previously used names and details CashManager keeps a log of all previously used Names and optionally Details and this log is available as a look up list when entering further names or details The list is activated by clicking the ellipsis next to the field or by pressing F2 or F3 See Names and Details Easysearch for more details Popup list of recently used names and descriptions When entering names or descriptions during transaction entry you can right click the particular fields to reveal a pop up list containing the last five names or descriptions used Simply click or highlight the one you want to bring back to the transaction entry screen Pressing the F8 function key at the appropriate field has the same effect The hot Accept button During all aspects of transaction entry t
4. O00 Show this product as eight I Price 4 excl GST 000 pipe inten ain rg Price 5 excl GST 0 00 CostfenciGst 5000 Default Unit fan Help Reorder Level 20 Perder Quanity 60 Dicad 49 CashManager Code All products have codes The code is a unique identifier for each product and is alpha numeric Enter the desired code up to 15 characters in length If the code is already in use you will be advised accordingly Short Description This is the description that is used in reporting Description This is the actual wording that will appear on the invoice If it is the same as the Short Description leave it blank and the Short Description will be automatically copied to the Description Default prices Items in the product file may have up to five prices each and each customer needs to belong to a price list group e g a retail trade or wholesale customer and you can choose the group here Price 1 is the default offered during invoicing however prices can be over written if necessary Prices can be entered as GST exclusive or inclusive depending on your setup options under Invoicing Setup Default unit Enter the unit to which the prices relate e g kg box dozen each hour etc Show as freight If you tick this box the product will not appear as a normal invoice item but will be shown in a special Freight area on the printed invoice If you use this option make sure you use an invoice layout that shows freight s
5. hours each etc Unit Price The default price will have been extracted from the product file based on the price group that the customer belongs to It can be edited if necessary but the altered price will only apply for this invoice the file price of the product will not be altered GST Gross Down Customer invoice entry requires that the unit price is entered as a GST exclusive amount If you only know the GST inclusive price however you can enter it in the Unit Price box then click the Gross Down button the small button next to the unit price box This will calculate the GST exclusive amount based on the GST rate in your file and insert both that amount and the GST amount into the appropriate boxes 53 CashManager Discount Enter the percentage discount if any to apply to this invoice line If the customer has a discount under Customer Setup this rate will be displayed on each new line but can be overwritten if necessary Sub Total Total These fields are automatically calculated and cannot be altered Cost lf you have elected to have CashManager track invoice costs see Invoicing Setup you can edit the unit cost that is attached to this invoice line GST Amount The GST amount is calculated by applying the GST rate for that product to the extended price It can be edited to accommodate roundings but it is recommended that it be left as it is Description A detailed description can be entere
6. Quote layouts are user editable see Invoice Layouts and standard layouts for Quotes are shipped with CashManager Quotes can be converted to invoices by clicking the Convert button on the main Quotes screen You will be asked for an invoice number and invoice date the next number in sequence and today s date are the defaults Once converted a Quote can remain in the file or can be deleted It is recommended that converted quotes be deleted so that any quotes remaining in the Quotes file at any time are pending quotes Printing Customer Invoices Invoices can be printed individually when originally created or by calling up the invoice for editing This is done by clicking Print from the main Customer Invoicing Screen or an individual invoice Edit screen Individual invoices and batches of invoices can be printed from the main Invoicing screen Simply tick the invoices you wish to print by clicking in the Tick column of the grid After ticking the required x invoices click Print You can also elect to tick all You have selected 7 invoice for peiring invoices dated today or dated in any other period by invoice message right clicking the list Have a great holiday season xj Alternatively if you re only Select the desired Invoice layout from this fist printing one invoice there s no need to tick it simply Standard Credt Note Products highlight it in the grid and Standard Credit Note Professional Tr
7. with Add Edit Products either one line per Invoice Invoices or one line per Invoice Line Sales History SAUER TORS eee ie Update Product Prices The invoice import option simply imports one line per invoice Customer Bs Mie ad Import gt Products When importing invoices you have the choice of p i 7 Sales History processing duplicated invoice numbers as follows Purge Old Transactions Merge Customers Invoices append a new invoice default Marge Products overwrite the existing invoice or do not import that invoice at all Note also that when importing Products you have the option of auto creating stock received entries for items that show a current quantity in the import file 79 Bank Reconciliation Bank Reconciliation The bank reconciliation is the process whereby the transactions on your bank statement are compared with transactions entered into CashManager By identifying which transactions have been presented and which ones have not CashManager can relate the balance showing on the bank statement with what we know to be our true bank balance In other words we are reconciling the balance showing on the bank statement with what CashManager believes is in the bank CashMan ager Balance per bank statement 1 585 55 In funds offers two Add Outstanding Deposits 3 627 00 methods ae of TZIA performin Less Unpresented Cheques 9 519 84 g your bank ADJUSTED BANK BAL
8. 0 00 0 00 0 00 0 00 637 37 0 00 637 37 637 Reports VAT WORKSHEET This report will enable you to complete the VAT calculations for your VAT Statement Test Company UK Ltd YAT 12123123123 Period covered by return 01 04 07 to 300607 16 Stratford Road Three months Startfort Upon Avon Return basis Cash Phone VAT due in this period on sales and other outputs 1 0 00 VAT due in this period on acquisitions from other 2 EC Member States Total VAT due the sum of boxes 1 and 2 3 0 00 VAT reclaimed in this period on purchases and other inputs 4 0 00 including acquisitions from the EC Net VAT to be paid to Customs or reclaimed by you 5 0 00 Difference between boxes 3 and 4 Total value of sales and all other outputs excluding 6 0 any VAT Include your box 8 figure Total value of purchases and all other inputs excluding 7 0 any YAT Include your box 9 figure Total value of all supplies of goods and related costs 8 excluding any VAT to other EC Member States VAT due in this period on acquisitions from other 9 excluding any VAT to other EC Member States GST Audit Trail The GST VAT Audit Trail is part of the GST Return BAS VAT Worksheet and lists all transactions during the period that make up each of the totals on the return showing the date details gross amount and GST amount The report is broken up into the various categories that appear in the report Any amount that has a non standard GST component
9. F2 opens the Easysearch window in Code order and F3 opens it in Name order CashManager will remember the sort order when you last used it and will offer that next time you open the Easysearch windows Parent Child Customers CashManager s Parent Child feature allows you to create customers that are subsidiaries of other customers A typical example is where you need to set up several customer accounts for divisions of a customer but want all statements to be sent straight to one parent customer With this option activated under Invoicing Setup the Parent Child option appears on the Customer Add Edit form Parent Child This customer is neither a parent or a child y This customer is neither a parent or a child This customer is a parent This customer is a child Contact Other A customer can either be e aparent i e can have child accounts attached to it e achild in which cas you need to nominate the parent code e or neither i e just a normal customer 67 CashManager With the Parent Child feature activated all invoices raised to child customers will be allocated to the nominated parent code and will appear on their monthly statement This option also allows the sales reports to be run with either the parent code or the child code as the posting code Customer Statements Customer Statements can be printed for one customer or for a range of customers To print statements from
10. Invoices Creating and editing Supplier Invoices Supplier invoices and credit notes need to be allocated to one or more account codes in your chart of accounts in the same way as bank account transactions are entered This is how CashManager determines the default dissection when you pay that invoice If you are using CashManager s general ledger feature the coding of each invoice forms the basis for the purchase journal that is generated To enter a supplier invoice click Invoice from the main Supplier Invoice screen x Supplier SPORTE Sport Equipment Ltd Date 05 12 07 Ref No 9 Due 20 01 08 Total 39 450 00 Inv No 1239 Hold this more r Transaction dissection Account 127042 Purchases Gol Carte Amount 9450 00 GSTinckded 1050 00 a Details Super Golf Cart x 15 f ay 15 Add Delete Most of the fields on the invoice screen are self explanatory but an explanation of some of them appears below Supplier Code Enter the customer code at the top of the screen using if necessary Easysearch by pressing F2 or pressing the ellipses The name of the supplier you select will appear on the screen Remember that you can add new suppliers by clicking Add in the Easysearch window or edit their details by clicking Edit 60 Invoicing Date This is the invoice date The date defaults to the current date but can be adjusted to any date required Any date can be entered but a warning will appear if you attempt
11. This report shows the actual for this year the actual for last year and the variance for a nominated period and shows alongside this the same data for the year to date The Actual last Year Comparison Report can be run for any period in the current financial year 99 CashManager Last Year s actual values are automatically held through the end of year process They can also be manually entetred or edited under Setup see Opening Balances This report is not available in CashManager Lite Cashflow Forecast Report This report is a combination of the Monthly Analysis and the Budget Report In the traditional format it shows the actual cash inflows and outflows up to the nominated date and then projects to the end of the twelve month period using the budget values The Cashflow Forecast Report can be run for any twelve month period spanning the current or next financial year Budget values for each account are entered in Budget Setup This report is not available in CashManager Lite External Report Writer CashManager Plus integrates with the report writer from CashManager for DOS In order to use these reports you need to create an export file To do this select Report Writer from the Reporting menu After re calculating account totals the DOS based Report Writer will be launched Refer to the separate documentation on this feature WK a simplified financial statements generator is available within CashManager Fin
12. a lot of information you may find it easier to maximise the window by clicking in the small square at the top right corner of the form or widening it by dragging the right edge You can also re size individual column widths and move columns around the grid by dragging the column headings To perform the reconciliation work your way down the actual bank statement from top to bottom locate each item on the screen highlight it and tick it off by pressing Enter or by clicking once in the Tick column You can sort the ticking off list in a number of ways Date Reference Amount As ticked As entered Details If you accidentally tick an item as being presented when it is not on the bank statement you can un tick it by clicking it again ae Don t just look at the Reference Number when checking off items Ensure that the amount on the bank statement is the same as the amount on the screen Throughout the ticking off process you should check the bank statement details panel on the lower left side of the form which shows the running bank statement balance This balance is updated after every tick and if you are ticking off in the same sequence as the bank statement this balance should be the same as the running balance on the statement If you come across an amount on the screen that has been incorrectly entered right click on that transaction This will pop up a menu giving you the opportunity of editing the transactions You can also a
13. as a floppy disk CD or memory stick to guard against a hard disk failure new folder on the drive This will create a folder called Cash Manager backu p dd m mm yy where Do not rely on one disk set as a back up Use at least 3 disk sets in rotation dd mmm yy is the current date and copy the files a e pacai wall atte back Up A into that folder This way you an keep multiple for Full Swing Golf Supplies year ending 30 06 09 backup sets on the one drive Your data files are 521 Kb in size Backup to a new subfolder in this destination folder B Alternatively you might choose to back up your SE data files to zip disk or a networked drive on DEBAN another workstation Simply click the ellipsis and browse to the desired folder Future backups will offer this as the default backup and restore location i Help Cancel An alternative to the usual back up process is to create CashManager Transfer Files Backing up to a CD burner under Windows XP 1 Insert a blank CD RW in the CD drive 2 Bring up the CashManager Backup or Transfer File screen as you normally would 3 Click the Ellipsis Square button with 3 dots on it and make sure the path name is C Documents and Settings UsernameliLocal Settings Application Data Microsoft CD Burning CashManager will remember this name and path for every backup and transfer file from here on in 4 Once the backup or transfer file is saved to the above folder a balloon appears at th
14. automatically calculated based on the GST rate set up under the Chart of Accounts This amount can be overridden at the time of data entry if necessary For Australian users CashManager prints a BAS Worksheet which shows all the necessary GST information required by the Business Activity Statement For New Zealand users CashManager prints a New Zealand GST Return suitable for lodgement with the IRD For UK users CashManager produces a pro forma VAT Return details from which can be copied to the VAT Return supplied by HM Customs and Excise The GST option has been disabled in CashManager Home Setting Up Installation The procedure for installing CashManager is described in the Quick Start Guide The information offered here is supplementary to that This section describes the technical aspects of a CashManager installation It is not necessary for users to read or understand it As with all software installations network users should be logged on as a user with full rights when installing CashManager Typically the Administrator logon will have full rights Of course once CashManager has been installed users can log back on with their normal login and operate CashManager normally A standard CashManager installation creates a program folder decided by the user during installation with a default of C CashWin into which program and related files are installed Company data folders are established within the program folder
15. bank feature Click here to get some Branch Anytown ideas Bank Account Details Accourt number 12 1234 12345678 000 x To open a new bank account select Setup pening poet Other Detads EFT Options Bank Accounts Click on New EEEE On the Account Details tab enter an identifier number of your choice the account name or type account number bank and branch These details appear on selected reports for easy identification The identifier number also controls the sequence in which the bank accounts appear in the bank account list boxes so if you want to change the sequence simply edit the identifier It is best to start with an identifier of 1 and work your way up If you have the EFT option activated you will need to be mindful of the exact way in which your bank account number appears on your statement Australian users should enter their account number in the style 999 999 999999999 referred to as 3 3 9 and New Zealand users should adopt the 99 9999 99999999 999 style referred to as 2 4 8 3 Opening Bank Reconciliation Opening Bank Reconciliation as at 30 06 07 Next click on the Opening Reconciliation tab to move Bank statement balance at take up date 10 310 73 Reconelation section Enter si secant i wke ff 000 tani teconcibation To clar wa a o and pa E gt peto Click here 0 00 unpresented cheques click P EEN OEL a When dle BE on the ellipsis and a window will ope
16. entered for each account This can be used for rough notes about how the amounts were arrived at and when you print the Budget Report from this section you can elect to have this description print as well All amounts should be entered exclusive of GST VAT At any time you can click View to display or print the entire budget Calculating GST The GST payable refundable to by the Tax Office or IRD is recorded in a separate GST Payments Refunds account in your chart There are two ways to do this e You can manually calculate and enter the budgeted GST payments or refunds as you would any other account and manually enter these amounts into your GST Payments Refunds account in your chart To determine the amount of GST payable or refund for a GST period click the View button This will show the budget as it stands including a net GST in out line Simply add the amounts as necessary based on your GST cycle e g combining the monthly amounts into 4 lots of three months each of you re on a quarterly cycle and enter them into the appropriate box against the GST Payments Refunds account e Alternatively you can have CashManager calculate the GST Payments Refunds for you based on the rest of the budget values entered To do this simply click the Calc GST button and enter the code for your GST Payments Refunds account CashManager will then calculate the payment refund amount for each period in your GST cycle You can then edit these amounts i
17. f 234 Man Higway Preferred Payment Method Cheque fess Anytown Payment Terms Teams Set day next morth y Email fred goliwholesalers com au Day of month 1 to 31 20 Phone fo2 9999 9939 Fax Mobile Other Detais Defauk payee name in transaction entry Gol Wholesalers Ref and Bank account for EFT payments e Default accour fee invoices 270 se Discard Most of the information requested is self explanatory However an explanation of some of the items appears below Code All suppliers have codes The code is a unique identifier for each supplier and is alpha numeric Enter the desired code up to ten characters in length Codes must be unique if the code you choose is already in use you will be advised accordingly Default account In Supplier Invoicing this is the code that if offered as the default when entering invoices from this supplier It is also used for the default dissection of a payment when CashManager has insufficient information to determine specifically what elements of an invoice are being paid This typically happens with part payments Finally the default account is also used to consolidate transactions if you elect to purge old supplier transactions from the files Bank account numbers for EFT payments This feature is used if CashManager s EFT function is activated The format is country specific and should be 999 999 999999999 3 3 9 for Australian users and 99 999
18. i e where the GST component is not equal to the standard rate nominated is highlighted with a hash symbol The Audit Trail should be printed when you print the final copy of your GST Return BAS Worksheet VAT Worksheet and should be kept on file It is this report that tax auditors will be most interested in 97 CashManager Cash based GST in general ledger system See also Preparing a non payments based GST Return CashManager Plus with the general ledger feature activated is able to prepare a cash based GST Return or BAS as long as there are no subsequent transactions entered that have been applied to invoices in the GST period being reported It does this by preparing the return as a normal accrual based return but then deducting the closing debtors and creditors and adding the opening debtors and creditors from to the appropriate areas When you select the GST Return BAS Worksheet option there are boxes for you to enter the various debtor and creditor balances If you are tracking your unpaid customer and supplier invoices independently of CashManager you will need to enter the gross GST amounts in the appropriate boxes However if you have activated either Invoice Logs or Full Invoicing CashManager can extract the totals for you All you have to do is click Calculate There are however some important provisos with this described as follows If you are using Invoice Logs any invoices dated after the GST close o
19. is done via the Suppliers Invoicing Hame screen Search for When Customer and or Supplier Invoicing is activated an Invoices button appears on the Transaction Entry screen When recording a payment to a supplier or receipt from a customer click this button aK It is best to do this before entering any other details apart from the date because CashManager will automatically provide defaults for the name amount and dissection based on the invoice you marked off as being paid In the screen that follows select the customer or supplier and click OK Note that you gave the option to just display customers who have amounts outstanding This option will be remembered for next times you search for invoices to be paid You can also use the Locate button on this form to search for the customer who has a particular invoice this will be useful where you know the invoice number but not the customer This will load the Matching screen showing all that customer s or supplier s unpaid invoices or otherwise unmatched transactions Simply tick each invoice that s being paid by clicking in the Tick column or double clicking anywhere else on the line To un tick an invoice simply click in the tick column again O Select Unmatched Transactions E x Locate each invoice being pad and click the Tick column To pait pay an invoice highlight the fine and chek Part Pay The Result column shows what the unpaid amount will be when this tran
20. options Heading This is the wording to appear at the top of the graph From To Category Select the category or category range you want to graph The categories relate to the Report Categories you have set up under Setup Report Categories 104 Reports Invert the graph As income and profits appear as credits i e negatives you may wish to invert the graph when plotting this sort of data Include journal entries Users of CashManager Plus who have activated the General ledger feature can also elect to include or exclude journal entries Monthly Values Here you select what data you want to plot actuals budgets both monthly cumulative etc Filter by sub account If you have activated CashManager s sub account feature you can filter the graph for a specific sub account This would be useful if you used sub accounts to separate divisions within your business Once the graph has displayed you have the option of printing it simply click Print You also have the option of displaying in table format the actual values used by CashManager to build the graph click Values inii m J Pie Close Bridge Club Table Fees B Actual O Budget Saving Graphs Once you have set up a graph you can save the parameters under a particular name This means that the same graph can be called up in the future but of course any newly added data will also appear CashManager
21. panel For each dissection you need to record the Account Code the gross and GST amounts of the dissection and an optional description Users who have activated the quantity tracking feature may also be able to record a quantity If you have activated the Invoice Logs feature for either customers or suppliers you can access that file by clicking Invoice Logs See Using Invoice Logs for more details If you have activated CashManager s Full Invoicing feature for either customers or suppliers you will need to open the ledger files by clicking Invoices See Receipting and Paying Invoices for more details When the total of all dissections equals the transaction amount you can click Accept The transaction will be saved to the file and the transaction entry window is ready for the next transaction 34 Transaction Entry Editing bank transactions Any part of any transaction in the file can be edited except for transactions that have been exported to your accountant When editing bank transactions you need to be particularly careful not to edit amounts that form part of a finalised GST period A warning will appear if you attempt to do this Further once an amount has been ticked off in the bank reconciliation the amount becomes fixed but other parts of that transaction can still be changed Highlight the transaction in the Transactions grid and click Edit or double click the transaction itself This will open the Transaction En
22. pay suppliers via an EFT transaction a Create EFT Transaction File window will then display allowing you to create the file of this payment If you do not create the file you may do so from the bank transaction screen later 64 Invoicing Matching Invoicing Transactions Matching is the process that allows you to match payments to invoices Most matching occurs at the time of entering payments and deposits but occasionally the need may arise to manually control transaction matching in the customer or supplier ledger An example would be the offsetting of an invoice and credit note on a customer s account Manual matching is done by selecting Matching Transactions from the Customers or Suppliers menu Y Matching Transactions 10 xj Move to the transaction that needs its unpaid amount changed and either enter the amount to be applied in the Match cokmn or enter the Result you expect in the Result column In order foe this process to be valid the nel total of the Match column must equal zeso in othes words pou cannot change the total amount owing but just the way amp is spread across the Giferert invoices payments and receipts Supper soLFw Golf Wholesalers Sort cedes as Erered Transactions Unmatched transactione only y Net total of matches 30 00 Enter the customer or supplier code using if necessary the Easysearch feature The grid displays all unmatched transactions for that customer or suppli
23. shown as negatives to show that they are credits When specifying accounts to print you can either enter a From Account and To Account in the boxes provide or you can enter a codes ion the Account Range box Here you can enter a single code e g 460 a range of codes separated by 2 dots e g 300 499 specific codes separated by a comma e g 300 301 302 and or account codes with wild card symbol e g 460 to print all accounts starting with 460 You can nominate a date range as well in which case the opening balance at the start of that period is calculated and shown If you are working with more than one bank account you can also select which account or accounts are to be included in the report In all cases the Bank Account Number appears before the cheque or deposit reference indicating the bank account from which the transaction came If you are operating a special Trust Account Ledger file this report can be run in standard format or as client statements The latter option presents all transactions in the period on a statement like page complete with the client address and matter in a format ideal for issuing to the client CashManager PLUS users with the General Ledger option activated can also elect to include or exclude journal entries from this report 91 CashManager ACCOUNT DETAILS REPORT ACCOUNTS 199 TO 969 DATE RANGE 01 07 05 TO 30 06 06 All Bank Accounts 30 Sal Gross GST Net Balance 01 07 05 Openin
24. special export file by selecting Account Totals Export from the File Export menu This process creates a file Fes Export i xi in one of three formats Comma Separated Values This process will create a file containing monthly budget and actual totals Excel Spreadsheet of There are 3 formats available This file can then be imported into a dBase dbf format spreadsheet package etc allowing you to design your own reports containing monthly actual Comma Separated text format y and budget totals for every account in your chart and Intento ao Lomma Separa mat XLS spreadsheet format your bank accounts This C CashWin 1 4Demo CMDatldB ase database format Select the file format Export file name file can then be read by Excel or any other reporting or data crunching program with the columns containing monthly totals and rows containing chart and bank account details Help Cancel You can then use the full power of other programs to report on and analyse the data CashManager reports can also be saved as PDF XLS RTF TXT or HTM files or sent as an email attachment straight from the Report Preview window Bank Balance Graphs The Bank Balance graph as the name suggests plots your bank account balance over the entire financial year You can elect to included one several or all your bank accounts You can also nominate a heading for the graph but if you leave it blank CashManager will ch
25. the name you want click Select or press Enter To close the Easysearch window without selecting a name click Cancel or press Escape You can also bring up a popup menu showing the previous five names or descriptions by clicking the name or details box with the right mouse button The keyboard F3 function key also opens Names Easysearch and the F8 key will launch the previous names popup The Names file is built automatically as you add new transactions It is optionally purged during year end so that any names or details that haven t been used in the previous financial year are removed You can also add and edit the contents of the Names or Details file from Names Setup located under the Setup menu 38 Transaction Entry EFT Payments If you have activated the EFT Payments feature see EFT Setup the procedure for entering payments by EFT is different from normal transaction entry as the individual payments that make up the EFT batch need to be consolidated into one bank statement transaction To create a new EFT payments batch click the EFT button in the Payments section of the Transaction Entry window This will bring up the EFT Transaction window To add a new payment to the batch click New To edit one highlight it and click Edit and to delete one highlight it and click Delete Each suppliers payment that makes up the batch is then added like a normal transaction see Transaction entry It can be dissected i
26. times e record a finishing date and enter that date or e set the transaction to continue until further notice For Frequency record the number days or months between each occurrence of the transaction For example a monthly payment might be set for Every 1 Month and a weekly payment might be Every 7 Days Deleting a recurring transaction From the grid on the Recurring Transaction window highlight the recurring transaction you wish to delete and click Delete Processing Recurring Transactions See also Editing recurring transactions If you have asked CashManager to scan the file of recurring transactions every time it is launched see Setup options you will be alerted whenever there are any transactions that are due to be processed You can also manually ask that the file be scanned at any time by selecting Process Recurring Transactions from the Transactions menu x When you run this process each transaction that is due Search for transactions due on ot before 03702705 will be displayed and you have the choice of Editing This Payment Now Due Processing or Skipping Bank account Man Cheque Account Once the transaction has Details C itsank been processed or otherwise dealt with the next Due date 03702705 Transaction Type Payment Skp transaction that is due will be Amount 53250 displayed and the process starts again Process Al Help Close When all due recurring transactions have bee
27. to enter a date outside the current financial year Ref No This is an internal number and is set by the system and cannot be overwritten Due Date Record the due date for payment This is particularly relevant if you are going to use Payments Wizard to pay invoices as they fall due The default payment terms for each supplier are recorded in the suppliers file and the appropriate due date is offered but this can be altered if necessary Invoice No This is the supplier s invoice number If supplier s invoice doesn t show an invoice number enter something meaningful like June account so that where you re making payments or reviewing reports there is something to tell you what the invoice was for Held if you want the invoice to be held out of any payment runs click the Held check box Transaction Dissection This is identical to the process you use when entering a bank transaction to CashManager Credit Notes If you wish to enter a credit against a supplier account simply click Credit Note The screen is identical to the supplier invoice screen Editing supplier invoices Any invoice can be edited via the main Supplier Invoicing screen Simply highlight the invoice and click Edit Deleting supplier invoices You are only permitted to delete invoices that are completely unpaid If a partly or fully paid invoice needs to be deleted the payment or payments must be detached from it first This is done via the Matching scre
28. 07 05 TO 30 06 06 All Bank Accounts Code Account Name Income 230 Sales 6479 09 Total Income 6479 09 Expenses 270 Purchases 5790 43 302 Advertising 368 70 352 Electricity 206 86 400 Motor Vehicle Expenses 79 32 427 Rent 795 45 Total Expenses 7240 76 Cash Profit 761 67 Other Total Other 0 00 Net GST 76 17 HET MOVEMENT 837 84 Invoice Log Report This report will only be available if you have activated either of the Unpaid Invoice Logs This report shows unpaid customer invoices unpaid supplier invoices or both You can set a starting date for the week by week forward projection and elect to sort the invoices alphabetically by name by invoice number or by date The resulting report will list all unpaid invoices showing the GST content if applicable and dissect the invoices across an eight week time band seven weeks if GST applies based on the scheduled due date for payment This will assist you with your forward cashflow planning 93 CashManager GST Return BAS Worksheet VAT Worksheet See also Preparing a non payments based GST Return GST Audit Trail Cash based GST Return with CashManager Plus This report only appears on the Reports Menu if the GST VAT feature is activated not available in all versions You will be asked to nominate the period the report is to cover and whether you want the Audit Trail to print as well Zealand You will need to record any adjustments to appear a
29. 9 99999999 999 2 4 8 3 for New Zealand users Deleting a supplier To delete a supplier highlight the supplier in the grid and click Delete Note that a supplier cannot be deleted if they still have current year transactions A message will display in this instance Supplier Invoicing The Supplier Invoices screen is the focal point for managing your supplier invoices CashManager Supplier Invoicing is accessed by selecting the Suppliers menu and selecting Invoicing 59 CashManager Initially the Supplier Invoicing screen shows the total outstanding in respect of all suppliers However by entering an individual supplier code or selecting a supplier using Easysearch the display is filtered to show just that supplier s invoices Further you elect to show either just the unpaid transactions all transactions or all transactions this financial year This list can be sorted by Date Due Date Details Reference Number Invoice Number Amount Supplier Name or Code from the Sort By dropdown list Right click on the invoicing grid and a pop up menu appears Options on this menu allow you to quickly tick all invoices that are due for payment by a nominated date reverse an invoice copy an invoice and quickly find an invoice From this screen you can enter new invoices and credit notes for suppliers edit and delete invoices that have already been entered and pay a selection of invoices See also Creating and Editing Supplier
30. 9 Interest Received Income EJEA ER 199 205 Sundry Income Income SALE Taxed sale 205 x 230 Sales Income SALE Taxed sale 230 Purchases Expenses PUR Purchase 270 300 Accountancy Expenses PUR Purchase 300 302 Advertising Expenses PUR Purchase 302 309 Bank Charges Expenses G03 GST free 309 New Directors Fees Expenses GO3 GST free 341 352 Electricity Expenses PUR Purchase Ea 358 Entertainment Expenses PUR Purchase 358 Delete 368 Freight and Courier Expenses PUR Purchase 368 Hire of Equipment Expenses PUR Purchase 377 List 381 Insurance Expenses PUR Purchase 381 383 Interest Paid Expenses G03 GST free 383 Help 388 Leasing Expenses PUR Purchase 388 400 Motor Vehicle Expenses Expenses PUR Purchase 400 Close 11 CashManager Chart of Accounts Add and Edit To add an account to x your chart click New o 8 Accourt Code 230 GST Category SALE Taxabie sale from the main Chart of nc Account Name Sol GST Rae y Accounts grid Reporting Category Income Enter an Account Code Code in your Accourtant s Chart 230 an Account Name Cic Help Diccard Reporting Category and the code for this account in your accountants chart if different from the Account Code above An account code can be up to eight characters long and may consist of any combinations of letters and numbers and may include a sub account separ
31. ANCE 1 692 71 In funds reconcilia Se tion the Standard Bal ANCE PER CASHBOOK 1 692 71 In funds method which involves ticking off transactions on your paper bank statement and the Import Bank Statement method whereby CashManager imports and processes a file of bank statement transactions that you have downloaded from your bank s Internet banking web site or proprietary software package See also Bank Reconciliation Wizard Bank Reconciliation Wizard Click the Reconciliation toolbar button or select Bank Reconciliation from the Transactions menu This will launch the Bank Reconciliation Wizard Step 1 Step 1 Select the bank account pou wish to reconcile and enter the closing balance and date showing on the latest bank statement Then click On the first page of the wizard Next select the bank account you want to Select Bank Account Main Cheque Account ly reconcile from the list box and enter the final balance and closing Opening balance on statement as at 30 06 05 1 585 55 date from the bank statement You can confirm that your last bank Closing balance on bank statement 2 577 59 reconciliation is in order by verifying the opening balance on the bank Date of closing balance on bank statement 30 04 06 statement with the opening balance showing on the screen Then click Next 81 CashManager Step 2 Next comes the Ticking Off page which lists all currently uncleared transactions Because this screen holds
32. CashManager Table Of Contents IMMPODUCTION iii added dale 1 CashiManagenns eae a Ane AA aie SARA AA AE Ae Be Nate 1 CashManager Versions oiite ran tap geet dhe dae ete 1 Evaluating CashManager renererien tener e renner etnies ee need naar nn rr naar rr ai ren aea r naar nr rn a 4 GST VAT in CashManager ccccccocccccononccccnononccononnccnnnnn nc cnn AEREE AAA AE EARR AAE EE EERE AA ERT 5 Setting Unan aa a a a as 7 aeeie a Ma N te A ee ein 7 AI e EEEE sie Sah E A A A A O OO 7 INGTWOPKS 22 A A A A ee 8 Company Selection aeir neiii nll enue dd de daba 8 Adding a NEW COM PAN ye opira aeara Se ods o id dida 9 Deleting Compares iea EE A ai ee a ee eee ee 9 New Company Wizard accio is 10 Chart of Accounts SetuP isis zececssasvess Te arica tell ss izrsteb tada a didas 11 Chart of Accounts Add and Edition einen kid aa 12 Ghart of Accounts Delator teaei es eeanelesit da 12 Bank Acco0UNESSU Eds A A ts aati ce A A A A seen ha eed 13 Multiple Bank ACCOUNIS aiai aiia id a bad 15 Names lira te abe ta o E a elo o tates E ln de ad cater ba odo 16 INVOICING LAYOUTS dt 16 Opening Balances iii ai adie ti a hee eee 18 PASS WOMdS raid 19 Report Categories cocida lll oaccsetdebtecsti aad celotencealedslers 20 SYSEM SOUP so iets hoe eee ane ered See eee 20 Setup Cashbook Column Headings oococcococcccnonoccccnononcncnononcnccnno cnn rnnnno nn rro nr rro rar ran 21 Setup Cheque Pining snee e beta io 21 Email SUPL id ere 22 Setup Features i
33. CashManager To remove CashManager from your computer simply remove the program directory and its contents using Windows Explorer or similar If you are certain that no other application uses the BDE you can also remove that directory For more details contact the Accomplish Support Team 32 Transaction Entry Bank Account Transactions Bank account transactions are divided into five types e Deposits e Cheques e Direct Deposits e Direct Payments and e EFT transactions not available in UK version Direct Deposits and Direct Payments are transactions initiated by your bank like bank fees loan repayments or by third parties like a customer making a direct deposit to your account The bank account transaction section is accessed by pressing the Transactions toolbar button or by selecting Bank Transactions from Transactions menu If you have opened more than one bank account you should first select the appropriate bank account from the Bank Account dropdown list at the top of the window You will be presented with the Transaction Entry grid listing the most recent transactions and through which you can scroll using the scroll bars You can sort this transaction list in Date order Reference Number order Amount Name or in the order As Entered with the Sort transactions by dropdown list This window offers four buttons for entering New Transactions one for each of Deposit Direct Deposit Cheque or Direct Payme
34. HEET This report will enable you to complete the GST calculations for your Business Activity Statement Full Swing Golf Suppli SBN 12 345 678 134 Military Road Anytown Phone 999 0000 GST AMOUNTS YOU OWE THE TAX OFFICE Gross Total sales including any GST G1 7127 Export sales 62 0 Other GST free sales 63 o Input taxed sales 69 0 62 G3 64 65 o Total sales subject to GST 66 7127 Adjustments if applicable 67 0 Total sales subject to GST after adjustments 68 7127 GST on sales 68 div by 11 69 GST 647 91 0 00 0 00 0 00 0 00 647 91 0 00 647 91 647 Period covered by return 01 04 06 to 30 04 06 One month Return basis Cash GST AMOUNTS THE TAX OFFICE OWES YOU Gross Capital purchases 610 o Non capital purchases 611 7011 610 611 612 7011 Purchases for making input 613 0 taxed sales Purchases without GST in the prica14 o Purchases for private use or 615 0 not income tax deductible G13 G14 615 616 o Total purchases subjectto GST 617 7011 612 616 Adjustments if applicable 618 o Total purchases subject to GST after adjustments 619 7011 GST on purchases 619 div by 11920 61 SUMMARY FOR SHORT FORM BAS Total sales Does the amount shown at 61 include GST Yes 7 127 62 Exportsales 63 Other GST free sales Capital purchases Non capital purchases GST on sales GST on purchases Net GST payable 96 0 0 0 7 011 648 637 11 GST 0 00 637 37 637 37
35. Memorise and Process this has the effect of attaching a default account code to the highlighted name that will be applied for future bank statement imports However it also lets you apply a mask to the name so that future imported transaction that match that mask will be coded to this default account For example if your EFTPOS transactions at the local Shell petrol station appeared on your Visa card statement as Shell Anytown 999999999 where 9999999 is an ever changing series of numbers by setting the default payee name to Shell Anytown the asterisk at the end is a wild card symbol saying anything following all transactions in the current bank future bank statements that conform to that mask will be automatically coded Names Easysearch this loads the Names Easysearch window allowing you to scroll through and select the payee payer name from those that appear in the Names file Selecting a name will generate a CashManager transaction using that name as the payee payer and with the chart of accounts code that was attached to that name This method will be ideal for processing bank statement transactions where the payee payer names don t appear in the bank statement file but you would like to have that information in your CashManager file Typically you would work through this process with your cheque book in one hand You can perform a Simple Allocation or Names Easysearch on several transactions at the same time by holding down th
36. Statements generator built in Transaction X browse and edit ideal for accountants to review and edit clients account code allocations Full general x ledger system Multi business X X x option available Optional full x x x customer and supplier system complete with customer invoice and statement printing and supplier cheque printing and EFT payments 1 Feature available in CashManager Lite if Invoicing module purchased separately Feature not available in UK version Evaluating CashManager CashManager is available on different levels See CashManager Registration for more details CashManager comes with different types of demonstration data and you choose the type of business that best represents your business When running CashManager in evaluation mode you can enter up to 200 transactions in the cashbook side and up to 50 transactions in the Invoicing side If you want to reset the evaluation data simply click File Reset Evaluation and you will be taken to a screen when you can change the level you are evaluating and re select the sort of business that the demo data portrays This will also revert the data to the evaluation data as shipped You can also load evaluation data from a Transfer File by selecting File Load Evaluation Data When you have purchased CashManager simply click File Register or Upgrade and enter the Licence Number and Registration Code supplied by Accomplish Intro
37. UP IMIG cti dd 45 USING IMVOICE LOGS de anii ea A OE A A A ta 45 Journal ENTES Cura ba eee ie 46 INVOCA 47 CUSTOMER SOU ai ios 47 PO UC SUP AA ee 49 Customer INVOICING id ia 50 Streamlined NVOICIND siii aria 51 Creating and Editing Customer INVOICES ooooccconncccccnnnoccccnonancnnonnoncnrnnno nan r nano rr rra rar rr 52 Customer Adjustments cnt AAA 55 Table Of Contents Customer GUES croatas oe Av epee Getta 56 Printing Customer INVOJESS civic cede lee aed dade clades Hadad eee heed needed db 56 mvae Messages aa ae cade Nee aie ie bie Adie eee Ade SA ee ae a 57 RecurringiINVOICES cccotic os Ceci ia dee iad eee cia yee died ate 57 Supplier Setup AA ee eels eee a ister egies 58 Supplier INVOICING 4 2604 2 E ca en Aa ii 59 Creating and editing Supplier INVOICES 000 2 cece ee eeneeeee tenets eeetieeeeeeaeeeeeeaeeeseeeaeeeeeenaeeeeeeaes 60 Paying and Receipting INVOICES o ooccnnnnnnicinnnncoccnnnocccnnnnnnanc canon nn nano nan r nn rra 62 Paying Supplier INVOICES Ga dd aes 63 Matching Invoicing Transactions n noce a a nono nnn nono cnn rn nn rn rr rra rr 65 Invoicing ESSysC Ci A nn dd 66 Parent Child CUSE S a a 67 Customer Statements ici AA ae ae 68 Customer Reports c4ch cinta DAR Aes en a aed 69 Supplier REPOMS ra sonzetecssacin s de ee tad dt a ad 72 Bulk Email cscs ota to ana el een eee a a ee aden ee ae eet 73 Price Update s iiss aeiiae A eee A i aM at 74 A RECEIVED A E A aan E E A E E E E E E T 75 Mer
38. Y NAME REPORT 01 07 05 TO 30 06 06 SEARCHING FOR TRANSACTIONS WITH HAME OR DETAILS LINE CONTAINING GOLF CLUB CHEQUES DEPOSITS DIRECT PAYMENTS AND DIRECT DEPOSITS Date Reference Ho Gross Amt GST Net Account Details 070406 Dep 1 1 5 870 00 533 64 5 336 36 230 National Golf Club 07 04 06 Dep 1 2 1 257 00 114 27 1142 73 230 Hicksville Golf Club 7 127 00 647 91 6 479 09 Cash Profit Report This report prints a report for any specified period listing the balance of each account in your chart in a Profit amp Loss Statement format It groups accounts by their Report Category When using this report it is important to remember that there may be non cash items that affect profit such as sales and purchases on credit or an increase or decrease in stock levels and you should be aware that the Cashflow Profit that the report shows may not be your true accounting profit 92 Reports However if you have activated CashManager s Customer and or Supplier Invoicing feature a separate page will print at the end of the report listing the opening and closing balances of customers and suppliers which will then add through to a more accurate profit or loss amount If you have CashManager PLUS and have activated the general ledger option the Cash Profit Report is replaced by the Trial Balance If you have set up a Trust Account file instead of a cashbook this report becomes the Client Balances Report CASH PROFIT REPORT 01
39. ade click Print Special Layout GST added at end Altosoft nwoice Standard Invoice Professonal T rade You will then be presented with a list of all the invoice layouts in your invoice layout fice y y Preview Pant Buk Emai Setup Help Cancel CashManager s Customer Invoicing offers a number of standard layouts including invoice and credit note layouts for each of a product type invoice where the quantity and unit price for each item are shown and a professional type invoice where just the description and GST exclusive price for each item are shown as well as a generic GST at end of invoice layout and a detailed landscape style invoice The credit note layouts are identical to the corresponding invoice layout with the exception that signs are reversed and the words Tax Adjustment Credit Note These layouts are user editable see Invoice Layouts 56 Invoicing You can also add an invoice message Previously used messages are remembered and are available from the dropdown list Otherwise enter a one off message or leave it blank Standard invoice messages are managed under Customer Add Edit Invoice Messages Select the layout applicable to the invoice or invoices being printed and click OK Customer invoices can be emailed to customers individually or in bulk from the Report Previewer form To assist with bulk emailing of customer invoices there is an option under the right click
40. alances owing with ageing relative to the nominated month Note that this is a real time report all invoices regardless of their date are included in this report even if they are dated subsequent to the ageing month nominated Balances are aged across monthly time bands You can sort the report by supplier code or by amount owing highest to lowest Supplier Ledger Report The Supplier Ledger Report has two views it can show e all transactions for the nominated range of suppliers for the nominated period grouped by supplier e all transactions for the nominated range of expenses for the nominated period grouped by expense This report shows the original amount of each transaction regardless of whether or not it has been partly or fully paid or applied Summary Purchases Reports 72 Invoicing The Summary Purchases Report shows the analysis of supplier purchases for a twelve month period for a nominated range of customers or products Transaction List The Supplier Transaction List details the transactions for a user nominated period It is a good working report for checking on your data entry Supplier Labels You can print address labels for suppliers Simply specify the dimensions of the labels and nominate a range of suppliers The labels print name contact and address Once you have set your label dimensions they will be remembered by CashManager for next time Supplier List The Supplier List prese
41. ancial Statements Generator CashManager Plus users who have activated the general ledger option can also utilise a basic financial statements generator This is launched a 7 Fi i x via the Reports l Financial Statements menu x Profit and Loss Balance Sheet The financial statements generator prints out a standard profit and loss statement and balance Forthe f1 month period ending June 2005 y sheet in a structured way based on report Report columns to show Period Year to Date Last Year y categories Heading Profit amp Loss Statement To explain how this works each account in your chart belongs toa reporting category like Show account numbers D Recalculate totals Iv income expenses or current assets This is managed via Setup Chart of Accounts Further each of the Report Categories belongs to one of nine financial statement groups Income e Direct costs Other income View Help IE e Expenses 100 Reports e Profit 8 Loss Appropriation e Capital Current Assets Non current assets e Current liabilities Non current liabilities These are managed via Setup Report Categories The financial statements generator will print financial statements in a fixed layout based on these categories When running the financial statements you also have an option of reporting by sub account in much the same way as with the Monthly Reports Report Preview Window Wh
42. and Product Groups under Invoicing Setup and have assigned your customers to different Customer Groups the Summary Sales Report can divide this report into the different Customer Groups Transaction List The Customer Transaction List details the transactions for a user nominated period It is a good working report for checking on your data entry When run in Reference Number order this report will highlight any missing invoice numbers Customer Labels You can print address labels for customers Simply specify the dimensions of the labels and nominate a range of customers The labels print name contact and address Once you have set your label dimensions they will be remembered by CashManager for next time If you have activated Customer and Product Groups under Invoicing Setup and have assigned your customers to different Customer Groups customer labels can be sorted into the different Customer Groups Customer and Product Lists The Customer List and Product Lists present the particular data for a user nominated range The Customer List also gives you the option of including addresses in the report The Product List shows the three prices of each item as well as the GST rate and the account code from your chart that each product is linked to If you have activated Customer and Product Groups under Invoicing Setup and have assigned your customers to different Customer Groups the Customer List and Price List can be divide
43. and data files for each company are stored in separate folders Users can choose codes for companies and these codes become the folder names Company codes can contain upper and lower case characters as well as spaces CashManager uses the Borland Database Engine the BDE The BDE is a shared component that may be utilised by other software packages The installation program will search for an existing copy of the BDE and if one is located it will suggest that the user bypass this aspect of the installation If there is no reference to the BDE the installation will ask the user where it is to be installed and create a folder accordingly The default folder in such cases is C Program files Borland Common Files BDE Installation of CashManager will not place any files into your Windows directory except for temporary back up files during installation of program updates These are placed in a sub folder called CMWBack under your C Windows Temp folder This directory can be deleted once you are happy that the upgrade was successful Installation of CashManager and the BDE will create all necessary entries in your Windows registry Registration CashManager comes in various levels e Home e Lite Standard and Plus e Customer and Supplier Invoicing Add on New users of CashManager except for CashManager Home will be issued with a Licence Number and a separate Registration Code which sets the level of CashManager CashManager Home is a fr
44. ansaction via CashManager s Interbank Transfer process Change to gt e Find transaction This allows you to enter a reference number you wish to search for in the bank transaction grid 40 Transaction Entry e Copy transaction This allows you to copy the highlighted transaction This will save time if you have similar transactions that occur in your bank account i e a weekly wages EFT transaction where only the amounts change each time See also Recurring transactions e Change to If you have entered a transaction as the wrong type rather than deleting and re entering it you can simply change it to a different type If you change its sign e g a deposit to a cheque the bank balance is automatically recalculated Note that this process will not alter any other part of the transaction including its reference number Recurring Transactions With CashManager you can set up recurring transactions which can be processed either automatically whenever you launch CashManager or periodically at your discretion The Recurring Transactions options are located on the Transactions menu Adding and editing recurring transactions To add a new recurring transaction from the xl Recurring Transaction Pae Bman SNe e T OAE window click either Deposit or a m Payment Transaction Dissection Account 309 Bank Charges IS Enter the drawer payee name amorr 2 0 GST inca 000 a inercial ete then using Names Easysearc
45. ansferring data from AccountManager or CreditManager to the transaction file any as yet unimported data in the transfer file will be retained and the new data will be simply appended to it When CashManager for Windows eventually performs the import the transaction file will be erased Backing Up It is very important that you back up your data files regularly Without an adequate back up system computer failure theft or destruction can cost you hours and hours of extra work and that is assuming that your original documents are still available To back up your files click the Backup speed button or select Backup Data Files from the File menu Choose the back up drive and click OK If backing up to floppy disks and the back up requires more than one disk you will be prompted to insert subsequent disks It is important to remember that before a back up commences CashManager erases any files on the back up disk so if it contains any other data even another CashManager back up it will be 115 CashManager lost Because of this multi company users must remember to store each company on a separate disk or adopt an alternative back up policy external to CashManager xi If you are backing up to a hig h capacity drive like This procedure will back up this company s data files to the specified A destination It is strongly recommended that you backup to removeable media a USB memory stick you can elect to back u p toa such
46. ated automatically with any changes whenever the name is used during transaction entry Invoicing Layouts CashManager offers some standard Invoice Quote Statement and Remittance Advice layouts However these layouts can be altered and new layouts can be created using the RAVE Designer that ships with CashManager Standard layouts reside in files called Invoice rav Quotes rav Statemt rav and Cheques rav in your company data folder Additional RAV files can be added to the folders and layouts in those 16 Setting Up additional files can be accessed by CashManager as long as the following file naming convention is followed where the asterisk is substituted for any letters numbers Type of layout File naming convention Invoice layouts Inv rav Statement layouts Sta rav Cheque remittance Che rav layouts Note also that RAV file names must adhere to the standard 8 3 convention whereby the prefix must be no longer than 8 characters and must only consist of letters numbers and or underscores The RAVE Designer is a separate tool that ships with CashManager It has not been developed by Accomplish and it is recommended that only users who are familiar with these sorts of programs attempt to use it The Accomplish Support Team can create layouts for you for a nominal fee The RAVE Designer is accessed through Stationery Layouts located on the Setup menu It is composed of 3 parts Project Tree Top right is the proj
47. ating the Invoice Logs feature If you want to abandon the invoice click Re do Click Accept to save the invoice and click Close when you have added all invoices To edit an invoice in the log locate and highlight it in the grid click Edit make any necessary changes and click Accept If you want to abandon the changes and re instate the original data simply click Discard To delete an invoice in the log locate and highlight it in the grid click Delete This will remove all record of this invoice from the invoice log Receipt Printing ix Receipts can be printed fom ISS any deposits created using Date 20406 RelNa 12 Description Depost Lt the Deposit Slip option Simply click the Receipts button on the Deposit Slip form The receipt layout is a standard receipt layout but can be modified with the assistance of the Accomplish Support Team Using Invoice Logs If you have activated the Invoices Logs feature clicking the Invoice Logs button in the Transaction Entry window will open an Easysearch window to your file of unpaid invoices If you are entering deposits the Easysearch window will display unpaid customer invoices and if you are entering payments the Easysearch window will display unpaid supplier invoices Once the Unpaid Invoices window has opened you can move through the list using the scroll bars and you can sort the list by Date Due Date Reference or As Entered by using the Sort order dropdown lis
48. ator It is best if account codes consist of numbers only AE You should get your accountant s advice about which numbers to use This will ensure that your chart will be structured in a manner that suits their needs as well as yours Users will also need to classify the account for GST VAT purposes for NZ users as Income Expense Zero rated or Exempt for Australian users in accordance with G code BAS classification and for UK users Income Expense Exempt and the appropriate VAT rate This classification is used during transaction entry to calculate the default GST amount and in the production of the GST Return BAS Worksheet or VAT Return pro forma You can also nominate the default GST rate for the account though you should seek your accountant s confirmation if you alter this from the standard rate If you are operating on a special Trust Account Ledger you won t be given the GST options but you can record a two line client address and a one line matter This information prints out on selected reports If you have activated the Quantity Tracking feature you can also indicate whether you want to be able to attach quantities to transactions posted to this account CashManager Plus users will also be able to enter an opening quantity When editing an account in your Chart note that if you change the code to one that already exists you will be asked if you wish to transfer all the transactions from the old code to the new cod
49. au A el eae a T E 114 Links to other Accomplish packages ccccceceeeeeeeeeeceeeeeeeseceaeaecaeeeseeeeeeacaeeeeeeeeeeeestaeees 115 vi Table Of Contents BackInd UP qm ta ee ee 115 Restoring froma Backup iiicoiccciicoii acid cd dd 117 Das a 117 Data File Validation cicatrices 118 APP iii A A el A a a ee 119 YOU ANC your ACCOUNTANE aaa era e conocio no nc ee nono nc nn rra rra rr 119 Accomplish Contact Details sorsra a a a a aai 119 vii Introduction CashManager CashManager is an extremely simple to use small business cashbook and accounting package designed for the Windows environment It has been designed with the needs of small business owners and their accountants in mind With CashManager all you need to do is enter your bank account transactions allocating each to a category from your chart of accounts Then using the Bank Reconciliation Wizard you can quickly and easily reconcile your bank statement CashManager also allows you to import your bank statement directly from a file downloaded from your bank s Internet banking web site or obtained from the bank s dial up software CashManager also helps you keep track of unpaid customer and supplier invoices by utilising either Invoice Logs or full customer or supplier ledgers Budgeting is a very important part of managing a small business these days and the Budget Setting and Monitoring feature is ideal for this You can set a budget for each month for
50. ayments received from customers against their account A range of reports show you sales history aged analysis of the outstanding amount and transaction listings You can also print labels for a range of customers or suppliers Invoices statements and remittance advice layouts are user definable though CashManager Invoicing ships with standard layout files The customer and supplier ledgers are based on the open item system This means that accounts are managed down to the unpaid invoice level no matter how old the unpaid invoices might be After activating Customer Invoicing or Supplier Invoicing additional buttons Customers and Suppliers will appear on CashManager s main toolbar for quick access to the customer and supplier invoicing screens Customers and Suppliers menus also appear giving you access to invoicing as well as all the other functions relating to the invoicing aspects of CashManager like reports and customer and supplier set up A Stationery Layouts option will appear on the Setup menu This is where you can modify the layouts of invoices statements and remittance advices if the standard ones that ship with CashManager don t suit 26 To activate Customer x and or Supplier Invoicing Supplier Invoicing tick Activate full A DnE 4 Activate supplier invoice logs r invoicing and customer CashM anager offers two ways of tracking customer and supplier invoices One way is to use the Logs feature where you simply ledger a
51. belongs to a category 107 CashManager Bank Balances Category Balances Accoun Balances Pie Charts Select report calegaip you v s to graph Each account ii tha category wilbe added to the pie chart Beading Expense Breakdown Saved Graph Pe chat income Repat Category Expenses Reverse the signs useful for income or profit graphs L Include transactions hom 0104 06 to E 203 07 Save Meme Pie chart expenses Cover You have a number of options Heading This is the wording to appear at the top of the graph Category Select the category you wish to display Reverse the signs As income will appear as credits i e negatives you may wish to invert the signs when plotting income type account categories Include journal entries Users of CashManager Plus who have activated the General ledger feature can also elect to include or exclude journal entries Date range Here you select what date range you wish to plot Filter by sub account If you have activated CashManager s sub account feature you can filter the graph for a specific sub account This would be useful if you used sub accounts to separate divisions within your business Once the graph has displayed you have the option of printing it simply click Print You also have the option of displaying in table format the actual values used by CashManager to build the graph click Values 108 Reports Y Pie Graph Expense Breakdown
52. ble in UK version Once activated Your company name as it is to appear on Fu Swing Golf Supplies additional payee s bank statement fields appear on your EFT Number as advised by your bank fi 5487 transaction entry screen where you can Bank s mnemonic code if applicable WBC record the bank account and other Add a Debit Record to the EFT file a payee details and another button appears on the main transaction entry form enabling you to create the transfer file On the EFT Options tab Australian users will be asked to record their company name as you wish it to appear on your suppliers bank statement and EFT Registration Number their bank mnemonic a standard 3 letter abbreviation and indicate whether or not a debit record is required your bank will advise this but if uncertain answer Yes None of this information is required from users in the New Zealand banking system Editing a Bank Account Under normal circumstances the need to edit a bank account should never arise as all housekeeping activities are performed automatically by CashManager However should you need to edit a bank account select the desired bank account from the listbox and click Edit Make any changes to the bank account details or the opening bank reconciliation and click Accept when done Deleting a Bank Account Select the desired bank account from the dropdown list and click Delete After confirming that you do
53. boxes However if you have activated either Invoice Logs or Full Invoicing CashManager can extract the totals for you All you have to do is click Calculate There are however some important provisos with this described as follows CashManager will offer as defaults the current totals from the invoice logs or ledgers If you are using Invoice Logs any invoices dated after the GST close off date will be ignored but if you have started to process the new month s receipts and payments and have paid off any invoices from before the GST close off date these will be ignored Therefore if you will be working on the new month s transactions before printing your GST Return you should print the appropriate list of unpaid invoices Invoice Log Report as at the end of the GST period before starting the new month s transactions Then when you come to complete your GST Return simply enter these values from the reports into the appropriate boxes 98 Reports If you are using Full Ledgers to manage your customer and or supplier invoices clicking Calculate will provide the correct balance retrospectively CashManager automatically adjusts for BAS or GST Return for the outstanding amounts at the start of the GST period You will see these adjustments if you print out the GST Audit Trail If you need to edit these starting values you can do so from the GST Setup section under Setup Options However extreme caution must be exercised so t
54. brary double click it this will expand the branch and display the reports Edits to the report layout are done in the Main Page area 17 CashManager For more details on the RAVE designer you can obtain additional notes from the Accomplish Help Desk or the web site If you wish to create your own layout or modify one of the standard stationery layouts it is strongly recommended that you copy an existing layout to a new report and modify the new one You can then delete the original one when you are happy that the new one functions properly To do this do the following e Load the RAVE designer as described above e Click on the Project menu item then select New Report A new layout ie report will appear in the project tree called Report1 Go to the Property Panel and edit the name to a name of your choosing e Inthe Project tree double click on the layout report that you wish to use as a starting point e Click on the sign to show the main page of the layout then click on the page to show the main page region Click Edit Copy to copy the page layout to the clipboard e Double click on your new report layout and open the blank page Click Edit Paste which will copy the page layout to your new layout file e Save the invoice layout file and you have successfully created your own layout e From here you can edit or experiment with your layout to come up with a new invoice Opening Balances CashManager Plus user
55. c A daa tal 22 Setup GST VAT nit titi 24 SElUP IVONNE 25 CashManager SOUP OMS hs peste secant a de peter eis A AA an ci eat AE See ee 28 System Preferences ici naa A a a A 29 CashManager Plus Options ocoononccccnnoccccnonocccccononcnccnnancnc cano nc cnc cano cnn ran rn rr rre 30 Club Membership Tracking 0 220s eid ended ai e datada pilas 31 Uninstalling CashManaget orisiirisii ariani iaei area aE ANAA E EAE NA A NESE R e 32 Transaction ENUY oiin a E E E A A A nen sa 33 Bank Account Transactions orara aeni ia adie ados 33 Transaction ENVIA ANANE AES ee 33 Bata Entry Tips A ORA O A OO 35 Cheque PMN ii A A eld AA 36 Deposit iii Al heel eee AAA o Da 37 Ghan o Accounts EassysEarCNO iici idas 37 Easysearch with names and details oooononoconnnnnnnnnnninocccnnnacacnnnnanancnr nono nnn nro nn rro rn rr rn 38 EFT Payments tutor bed E ec ee tad Es 39 IMPOMUING TTANSACIONS tica ti a A AA Ad RRA 39 Interbank Transfers paa it aa ead 39 Move Find and Copy Transactions oooccocononocccinnccccccnnononcnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn cnn rra nnannnnnnnno 40 RecurringTradSactONS eii tl dd add 41 Processing Recurring Transactions oooocnnnnccnnnnnnoccnnnoncccnnn nana nnn nono rca ran ran r nn nn 42 ELU o EEEE E th abet tetas sla bet cieaa tienes AW Te ita de Oe ate arse Te bee 42 Transaction Browse and Edit oocooonocccccnnocccccononcccnnnonnncnanoncncnnnnn cnn c EAR AAAA RAEE rra 44 INVOICE LOS a A TE cda 45 REGSIP
56. c nano ncnn nano cnc nano rca rra 98 Non Payments Based GST Return cooocccccnnnnccconnoccnncnnnononcnnnnnnnnn nono n cnn rn n nn nar nnn rra rr rara 98 Monthly Analysis Report ido iaa 99 Budget Reto a id 99 Budget Actual Comparison Report ooocccccccoconoconoconcnnccnonnnnononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nn nn nnnrnnnnannnnnnnno 99 Actual Last Year Comparison Report oocococccccnnccccnconononnnnncnnccnnnnononnnnnnnnnnnnnn nn nnnnnnnnnnnann nn Ennens nennt 99 Cashflow Forecast Reporta A teeta 100 External Report Writer 000000 A ee 100 Financial Statements Generator oooonocccccconocccccononcnccnnannncnanonnnccnno nn nr nano nn nr rana rra 100 Report Preview WINdOW ci A aed ater ee ee alia 101 Chart of Accounts Listenin da Pd db Ltd a Dodd 102 Bank ACCOUNTS LIS id A AA At 102 Transaction italia A ESA eae 102 Reports for your Accountant aia A cnn c nano nc nc canon rr cnn rn cren 102 Account Totals Export nra atid ie cccedeaaduucyin cda id rta att cita 103 Bank Balance Grapns cciieci ete ieee beetaeiet de eden ald 103 Category Graphs ii ia 104 ACCOUNTS lt a tii canvass achat ii A iia 105 Pie Charts a T E A E laa 107 Other FUOC IONS S it ai A 111 Creating Accountant s Export File coincide 111 Transferring data to your ACCOUNTANT eee ceeeee terete cnn non cnn anno cnn nro 112 GashManager Transfer Files ora 112 Converting from CashManager for DOS oonnccccnnocccccononcncnononcncnnnnnnccnnnnnnnnnnnnnncncnn aran nc enine 113 End Of
57. chase Expenses Petty Cash PUR Purchase Expenses Printing Stationery Post PUR Purchase Expenses To add a new account to your chart click Add This will load the Chart of Accounts Setup hs Select Add Edit Help Cancel 37 CashManager form where you can add the account You can also edit an existing account in your chart by clicking Edit from the Easysearch window This will load the Chart of Accounts Setup form where you can edit any of the details of the account See also Adding Editing your chart of accounts The keyboard function keys also open Accounts Easysearch F2 opens the Easysearch window in Account Code order and F3 opens it in Account Name order Easysearch with names and details Names Easysearch lets you search through a list of previously used payee and payer names Similarly Details Easysearch if activated under System Setup lets you search through previously used details descriptions Names or Details Easysearch is activated by clicking the ellipsis next to any field requiring the entry of a name or xi details eg payee ofa search for A cheque To locate an entry from your Names or Details file move through the list using the scroll bars You can also speed your search by typing the beginning characters of the name or words BP Service Station Ciy Putt Putt Centre Countywide Traders When you have located The Local Rag
58. ck Pay This launches the Payments Wizard The first screen of the Wizard allows you to review the invoices being paid and to part pay some of them To part pay an invoice highlight it click Part Pay and enter the amount to pay To remove an invoice from this batch click Remove The second part of the Payments Wizard allows you to print the proposed payment listing so you can check the actual payments you are about to make When you re happy with the payment to be made click Next On the next page of the Wizard select the payment method Cheques Direct Debits or EFT and if you have more than one bank account opened select the bank account that the payments are to come from The next step is the actual printing of the cheques and or remittance advices Choose the layout you want from the list Remember that you can customise these x layouts see Invoice Layouts and even create new layouts using the Nest select the Bank Bank Account a account and other RAVE report writer detals foe the Man Cheque Account 1 y paymerk The final step is to update the payments Note that you cannot Pa By r Payment Details move to the final step until you have f Cheque cs ios 123008 printed the remittance advices or C Direct Pay Eno abbeke soto a 09 02 05 cheques in the previous step This ee EA final step generates the cheque or direct debit entries and updates your bank account balance If you have chosen to
59. count for which you are importing This is done under Bank Account Setup The first thing to do is download your bank statement from your bank s Internet banking site Save this file to a convenient location on your hard disk If you have recorded the bank s web address under Bank Account Setup there will be a clickable link on for first screen of the Bank Statement Import Wizard and this can be done as part of Step 1 below If you haven t recorded the address you will need to launch your Internet browser externally before you start the wizard and download the file aK Be careful when entering the date range be sure that the beginning date is the day after your last bank statement date or download date range and that the ending date is within the desired GST period and or financial year You can determine the correct beginning date to use by checking the first screen in the Import Bank Statement wizard see below where the closing date of the last import is displayed Make a note also of the closing bank statement balance as at the end of the period CashManager will check this against the last closing balance and the total of the transactions to ensure that you haven t accidentally overlapped periods Step 1 Once you have downloaded this file click the Transactions Bank Statement Import menu option This will show the first screen of the wizard Select the bank account enter the closing date and bank statement balance if r
60. d indicate whether the transfer is happening by way of a cheque or a direct payment A default reference number will be offered which you may change if necessary Enter the amount and if there will be a difference between what the paying bank pays and the receiving bank receives eg bank fees on the transfer choose an account for the difference Receiving Account Finally select the bank account that the funds are being transferred into and record the amount you expect to be credited A default reference number will be offered which you may change if necessary Once you have completed the three sections click OK CashManager will generate both sides of the transfer If you have no further transfers to process click Close Move Find and Copy Transactions When you right click on the bank account transaction grid a menu pops up This allows you to add edit or delete transactions instead of clicking the button It also allows you to do the following Edit This Transaction Delete This Transaction e Move transaction to another bank account If you have x more than one bank account established you can move the Add a Transaction b highlighted transaction from one bank account to another This is useful if you accidentally enter a transaction into the wrong Copy Transaction bank account Note that this is different from processing a Move Transaction transfer of funds between bank accounts this can be achieved Find Tr
61. d into the different Customer Groups Detailed Sales Report The Detailed Customer Sales Report displays your sales for a nominated customer or product for a twelve month period 70 Invoicing If you choose to report on a customer it will show a sales summary of each product item purchased for the nominated customer Conversely if you choose to report on a product it will show a sales summary of each customer who purchased the nominated product You can elect to show either dollar values or quantities in the Product reports Group Sales Reports These reports are only available if you have activated Customer and Product Groups under Invoicing Setup The Group Sales Reports present product group and customer group totals only no individual products or customers are shown You have the choice of running the report by Product by Customer each customer group is listed with the individual product group totals shown beneath each customer group or Customer by Product each product group is listed with the individual customer group totals shown beneath each product group Gross Profit Report The Gross Profit Report covers all sales over a nominated date range and shows the invoice amount the cost and the gross profit It is only available if you have activated the Track Product Costs feature under Invoicing Setup There is an option to print this report in summary form Customer by Product or Product by Customer and to a
62. d back up Then for your fourth back up go back to Set 1 This way if something goes wrong with a back up you have two earlier copies Back up media should be stored in a safe away from magnetic influence You should store copies off site if there is a fire or other catastrophe computer disks and CDs are just as likely to be destroyed as the computer itself Restoring from a Backup To restore your data files from a back up disk select Restore from Backup from the File menu choose the drive that contains the back up media and click OK It is important to remember that existing data files will be replaced with the files on the backup disk Because of this it is advisable to make a quick back up of the current files onto a spare floppy disk CD or other media just in case the back up you are restoring from is incomplete or damaged See also Backing up Dashboard There is a toolbar item called Dashboard This calculates key company wide information and presents in on a one page display Once displayed you have the option of recalculating the presented data as of an alternate date lol Effective date 28 11 2008 Reliesh Bank Accounts Profitability Total Bark balances now 3 accounts I 701 88 Cash profit for month to date SHON Deposits this month to 28 11 2008 0 00 Cash profit lor year to date 6411 Payments this month to 28 11 2008 10 027 00 Movement in customers yea to date 251 30 Movement in suppliers pear lo
63. d dated transactions when ticked this allows transactions to be entered that are dated beyond the end of the financial year They will not appear in any reports until the year is rolled CashManager Plus Options CashManager PLUS is an add on to CashManager that converts the cashbook into a full general ledger system CashManager Plus is not available in the United Kingdom General ledger option To activate the General Ledger option certain control accounts need to be recorded These should added to your chart before you start Activate General Ledger features V CashManager PLUS gives you the Account to be used for Retained Earnings 900 power to operate a full general ledger in your CashkManager files GST account from your chart 960 Once the general ledger has been Account for Customer Ledger Balance 700 activated you can enter opening balances and create journal entries Account for Supplier Ledger Balance 800 External report writer You can also activate CashManager s DOS based report writer This adds an additional menu option under the Reports menu which when selected generates a file of account balances before shelling out to the DOS report writer There is separate documentation on this report writer available from Accomplish Most CashManager users find that the in built Financial Statements Generator fulfills all of their needs for financial statements Report Writer Activate CashManager
64. d in the Description box A line break can be inserted into this field by pressing Control Enter Once these details have been completed click Accept to save the line and you will be returned to the main invoice screen Additional invoice lines are added by clicking Add Line an existing line edited by highlighting it and clicking Edit Line and a line can be deleted by highlighting it and clicking Delete Line You can alter the sequence of the invoice lines by right clicking a line and selecting the option to Move Up or Move Down When you have finished entering the invoice you can print it by clicking Print You don t need to print the invoice immediately if you are entering a number of invoices you may choose to leave them unprinted then print them all in one batch when you return to the main Invoice screen To create another invoice you can simply click New To return to the main invoicing screen click Finish Editing customer invoices Any invoice can be edited from the main Customer Invoicing screen Simply highlight the invoice and click Edit Deleting customer invoices You are only permitted to delete invoices that are completely unpaid If a partly or fully paid invoice needs to be deleted the payment or payments must be detached from it first This is done via the Matching screen Note also that even though receipts appear in the main Invoicing screen they cannot be deleted from here Receipts can only be
65. d new transactions with dates in that period This is an important control because once data for a particular period has been provided to your accountant it is not normally re submitted and any alterations or additions to that period would be lost as far as your accountant s files were concerned 111 CashManager If you discover an error after you have given the export file to your accountant make a correction dated the day after that period For example if a deposit was missed out add it to the subsequent period and make an appropriate note in the details section of the transaction Or if a cheque was found out to be for the wrong amount enter a negative cheque for the original amount and a new cheque for the correct amount with both transactions dated in the new period Use the details line of the transaction to explain the adjustment If your accountant wants you to correct the original transaction the close off date can be edited under Company Details on the Other tab in the Setup Options section Transferring data to your accountant You can send your CashManager data to your accountant as a file of transactions on a diskette CD or other media which they can then import electronically into their computer system If your accountant has indicated that they would like to receive your information in this way they will need to tell you what software package they are using Some packages also need other information as well an
66. d to be entered here because it will be read from the data files being imported restored Step 3 If you are restoring from a back up disk or starting with a CashManager f Normalcashbook Transfer file this is all you need to do Just click OK and after you have browsed to the Trust account ledger location of the backup or transfer file the data will be loaded However if you are starting with empty files indicate which kind of file it is Normal Cashbook or Trust Account Ledger or General Ledger if you have CashManager Plus then click Next The Trust Account option is not available in CashManager Lite and the General ledger option is not available in the UK C General ledger Steps 4 and 5 Next enter the ending date of your first financial year and the take up date of your opening bank reconciliation then click Next Step 6 You now need to make a Step 6 T n decision about your chart of The chart of accounts is a list of income expense and other categories to which all your transactions are allocated Your accountant will be able to recommend a chart to you accounts The standard charts shipped with CashManager are based on charts used by most E Solution 6 Professional accountants Your accountant or adviser may suggest that you use Chai from your accountant one or other of the standard charts or may have arranged for a special chart to be provided with Adopt chart of accounts Ca
67. d your accountant will advise you of this This process uses alternative account codes referred to as Map To codes which are entered in Chart of Accounts Setup section This is useful if you are using account codes in CashManager that differ from those your accountant uses This process is done via the Accountant s Export File Altenmatively if your accountant has their own copy of CashManager and they most likely will they will probably prefer that you send them a CashManager Transfer File This will allow them to open your data in CashManager review your files make any necessary corrections and send the data back to you CashManager Transfer Files The CashManager Transfer File is a standard CashManager file format that lets you transfer data files between different computers It is better than the standard back up in that a only one file is produced and b it is version independent This is useful for sharing files with your accountant particularly if they are on a different version from you You can also transfer data between CashManager for DOS and CashManager for Windows using this file format From the File menu select Export Data then CashManager Transfer File Choose any location and name for the file but leave the extension as TFR If you accept the default location the transfer file will be stored in the same location as the data files for this company A default name equivalent to the company name plus today s date
68. date 4 37 50 Customers Profit fiom cash customers and suppliers 11850453 a DR 17359865 The above does not alow for movements in stock if any Sales this month to 28 11 2008 75 00 Suppliers Sales last month to 28 10 2008 1328900 Sales al of text EEES Suppher accounts owing now 17 887 50 Number of customers on file now 4 Purchases this month to 28 11 2008 I 15431 25 3 375 00 Number with balance owing now 4 Purchases last month to 28 10 2008 Purchases all of last month 337500 Number of products now J 5 Number of supphers on file now ae Number of products with stock on hand now 4 Number with balances owing now rT 2 117 CashManager Data File Validation Users can run a data file validation to ensure that the files balance and that all information is complete It is advisable to run this process if you have had computer hardware problems or if the computer was accidentally turned off with the program still running To run a validation click File then Validate Data Files If the validation encounters any errors an alert will display and you will be invited to print a report detailing these errors Once the report has been printed you should contact you local Support Office 118 Appendix You and your accountant Your accountant is one of your most valuable business resources At Accomplish we realise that no computer package can replace your accountant so we have ensured that the information tha
69. dd new transactions this way See also Editing Transactions During ticking off you may find it easier to re sort the transactions on the screen The default sequence is date order but the list box at the top of the grid lets you re sort the transactions into alternative sequences If you are certain that all transactions have been cleared right click and select Tick All Transactions When you have completed ticking off click Next Step 3 The final page of the Bank Reconciliation Wizard is the result telling you whether or not you have balanced If you have balanced you can view and or print a copy of the bank reconciliation by clicking View or Print and then click Finish to leave the Bank Reconciliation Wizard If you want the printed bank reconciliation to show the outstanding deposits and unpresented cheques other than in date order simply ensure that the grid in Step 2 is sorted in the desired sequence This is the sequence that the report uses If you forget to print the balanced bank reconciliation you can load the Bank Reconciliation Wizard at any time step through each page by clicking Next then clicking View on the final page If the reconciliation is out of balance there are some steps you can take to find the cause and rectify it 82 Bank Reconciliation Bank Reconciliation Out of Balance The most likely causes for the reconciliation not balancing are either e recording an incorrect amount when entering a tran
70. ded or removed using Windows Explorer click the Rebuild button This will force CashManager to examine every company file and update its master index There is also a Print List button This prints a full list of all CashManager companies showing name and current year end along with GST VAT and Accountants close off dates If you have data files covering different financial years you can elect to show one particular year by clicking the Filter checkbox at the top of the screen and choosing the desired year You can also choose to suppress from the list any files that have been through the end of year process Users can elect to have CashManager start with all companies closed and with the Company Selection window open by choosing this option under Setup Options under the Preferences tab This may suit bureaus and accounting firms with many client files The Company Names form can be resized in the normal way and its last size and position will be remembered for next time you load this form ideal for users with many companies and high resolution screens Also the last chosen sort order i e name or code will hold between sessions See also Adding a new company and Deleting a company Adding a new company New companies are created by clicking the New button on the Company Selection form or by selecting the File New Company menu option This launches the New Company Wizard Deleting Companies To delete a company simpl
71. deleted from within the Bank Transactions screen which is where they were originally entered Customer credit notes If you wish to enter a credit for a customer simply enter an invoice in the normal way but with negative quantities This will extend into a negative invoice total and show as a credit in the customer ledger and as such can be matched against the original invoice Do not enter both the quantity and unit price as negatives in mathematical terms two negatives extend into a positive CashManager provides two standard Credit Note layouts they differ from the invoice layout in that the words Tax Invoice are replaced with Tax Adjustment Credit Note and the negative 54 Invoicing signs are suppressed Alternatively you can print the credit note as a normal invoice and quantities and amounts will appear as negatives Customer refunds You can enter refunds Entering Cheques from Main Cheque Account paid to customers in the same way as normal This payment is Payment to a supplier y transactions From the Refund to a customer transaction entry screen Ramet i Payment to a supplier click the Invoices button Not related to customers or suppliers but select the appropriate option from the drop down list at the top of the form For example when entering a cheque or direct debit when you click Invoices the default option is Payment to a supplier However if the payment was a refund to an acco
72. different from the closing bank reconciliation in the prior year file Reload Last Year Data i x This process will recalculate the opening ledger balances from your prior year file If you have changed any accounts or the closing bank reconciliations the balancing amount will be entered against the nominated suspense account Prior pear code M yCoy 2006 Suspense account 969 n beo co Passwords CashManager offers two types of passwords one that controls total access to the file and two others that simply limit or prohibit access to the specific parts To set passwords for your CashManager data file select Passwords from the Setup menu There are three different types of passwords x M Fie Access Password This password control access to the CashMenager company File password If a file password is set users will be required to enter the password file tself whenever they attempt to open the company Enter new Fle password A Cor iem new Fie password Report password If a reports password is set users will be asked to enter the EEE dt A to CashM i Invoicing Only Password passSworg tO a OO anager s Users logging in with this password will only have access to reports Invoicing functions ice Enter nev Invoicing password Invoicing password This password works be in conjunction with the file level password Corm new Invoicing password When this password is set and a File password must al
73. ding on rentas the format you have chosen tego Concepts NZI GST Options a specific file name may be oo in pues so required and in other cases 50006 in House INZ a default name might be offered If you want the file to be ax te f oe stored on a floppy disk ensure that you precede the name with A From the Accountants Export Options panel on the right hand side of the screen select the date range and bank account you want to export Some accountant software systems allow you to export all bank accounts and journals in one go whereas others need you to export bank accounts one by one This will be apparent when you select the appropriate software from the list For single bank account exports you will need to run this process once for each bank account remembering to give each file a different name Also nominate the account code that your accountant uses in their client accounting file for the selected bank account CashManager PLUS users will also have the option to export journal entries Some export formats also require additional details Unless your accountant advises otherwise you should accept the defaults in all cases Closing off an exported period Once you have created an accountant s export file CashManager will ask if you want to finalise that period If you answer Yes you will not be permitted to change any part of any transaction in that period and nor will you be able to ad
74. dit This will display the Contacts form where you can enter edit the various details Users of CashManager s invoicing feature will note that all existing customers and suppliers are part of the Contact system You can add or edit customers or suppliers in this section or from within the Customer or Supplier Invoicing side of CashManager there is no difference Contact notes Notes can be attached to contacts to record conversations reminders and other memos To add a Note from the main Contact screen highlight the Contact and click Notes This will load the Note form showing at the top all current notes for this contact To add a Note click Add Note complete the details and click Accept To edit a Note highlight it in the list at the top make any edits in the fields below and click Accept To discard a note you are adding or editing click Discard and to delete a note already in the file highlight it and click Delete Date This is the date of the Note entry and defaults to today s date 77 CashManager Person This field can be used for either the person you spoke to or the person from your company who is making the Note Follow up This is the follow up date if required Click the check box if follow up is required and enter the follow up date Leave the check box unticked if no follow up is necessary Details This is where the actual note is recorded There is no limit to the amount of data you can enter h
75. dows is different under DOS End of Year When you have finished entering the transactions for the year and completed the end of year bank reconciliations you will need to close off the financial year To close the year select End of Year from the File menu A 5 3 AS m Retain Prior Year Files This procedure will update your CashManager files in 2 i zs ri ng th IS process th e fol lowi ng preparation for the new financial year Retain 2008 files on line Vv ri j il 13 Full Swing2008 SEPS DEEN Note that the End of Year Rollover is a ONE WAY Fui Swing 2008 CESS id a copy of the data files It is strongly recommended that you save the files online Meana can be created multi by checking the Prior Year Files box This will create Delite namos novused this year y another company which you can access by choosing Delete descriptions not used this year IV company users Can Select Company from the File menu choose the company 7 Budgets 5 C Replace with next year budgets code for these files A a Replace with last year s actuals Adding 7 whereas for single PR ene company users they are C Use existing budget held in the Prior Year Progress Help Cancel 114 Other Functions 2999 where 2999 is the year folder e a transfer file will automatically be created in the company folder as a safety precaution e the transaction files are totally erased except for t
76. duction Reviewing additional CashManager features Even though you have a fully licensed version of CashManager you can still review features that aren t contained in your version For example users of CashManager Lite can review the CashManager Standard features by loading the Tutorial Company and if necessary reset the evaluation data to the appropriate level You can load the Tutorial company by selecting the Companies toolbar button and choosing the Tutorial company To return to your live data files select the Companies toolbar button and choose your live company GST VAT in CashManager CashManager offers full GST VAT reporting suitable for users operating under Australian New Zealand and United Kingdom GST VAT regimes Note that in this documentation the terms GST and VAT are used interchangeably A GST component is attached to every transaction entered into CashManager Detailed reports that show individual transaction amounts also show that GST component separately and summary reports accumulate the GST component of each transaction and present it as one amount GST on transactions is linked to the chart of accounts Every account in the chart has a GST category Income Expense Zero rated or Exempt in New Zealand the various G code BAS classifications in Australia and Income Expense for 5 and 17 5 plus Exempt categories in the UK version Whenever a transaction is allocated to an account a GST amount is
77. e Opti t Price kst 3 3 Activate Stock System K ptions extra menu Price kst 4 Price 4 Activate Customer and Product Groups feature Vv options appear on the Price bet 5 pas SS Track product costs Y Transactions menu Weekly ageing cycle otherwise monthly r Customer Invoice Log Invoice Message Prices in Product file ate GS Tinclusive r and or Supplier Invoice Statement Message Quart decimals repair o y Log Further an extra Defaut Sales account 20 Activate Streamined Invoicing 5 button appears on the reir ti mero Sales decount account 205 Activate Ciub Membership Tracki Li main transaction entry Ae form Invoice Log Features GST Setup H Cheque Printing PLUS Options Customers Email Preferences Other To activate one or other of the logs check the Activate customer invoice logs and or Activate supplier invoice logs check boxes Set the default terms Fixed Number of days or Set day next month and record the number of days or the day of the month as appropriate Customer and supplier invoice logs are accessed via the Transaction menu and can also be opened in an Easysearch style window during transaction entry by clicking the Invoice Log button Full Invoicing Customers and Suppliers CashManager s Invoicing add on allows you to easily invoice your customers enter invoices from suppliers and generally manage your accounts payable and receivable You can print customer statements and automatically record p
78. e effectively merging all transactions into one account code Similarly if you change the GST category of an account such that the rate of GST applicable changes you will be asked if you want CashManager to scan all existing transactions and recalculate the GST portion based on the revised GST rate Click Accept to add the new account to the file or accept edits and click Close when you have finished adding or editing your chart Chart of Accounts Deletion To delete an account from your chart highlight the relevant account in the grid and click Delete You will be asked to confirm the deletion before the account is removed from your chart 12 Setting Up You cannot delete an account that has been used for any existing bank transactions or recurring transactions Further accounts with opening balances in CashManager Plus general ledger file or in Trust Account Ledger files cannot be deleted this is so the ledger doesn t become out of balance and nor can accounts that have been setup as control accounts under the Invoicing Setup area be deleted Bank Account Setup With CashManager x you Can operate as Bank Ac Main Cheque Account many bank accounts as you wish and most of the reports have the flexibility of Account identifier number fh reporting on one several or all bank Account name os type Man Cheque Account accounts Current users have many varied applications for Bark Anybant Corporation the multi
79. e Control key and selecting the various rows Once you have selected the rows to be processed right click one of them choose Simple Allocation or Names Easysearch and then select the desired account or name Note that the right click pop up menu can be also displayed at any time by pressing F9 Once you have dealt with all the transactions on the bank statement a message appears at the foot of that grid saying All transactions ticked When this appears click Next If during the ticking process you need to un tick a transaction on either side simply tick it again 86 Bank Reconciliation During this process you may find it easier to re sort the transactions on either of the grids The list box at the top of the each of the grids lets you re sort the transactions by alternative sequences Step 4 This is the final step and the balanced bank reconciliation appears You have the option of viewing or printing it When done click Finish 87 Reports Reports and Graphs CashManager offers a variety of reports providing you with information as detailed or as top down as you want These reports are Bookkeeping Reports These reports are working reports and will be very useful to your accountant when preparing your financial statements and tax returns They will also be of use to you if you need some detailed information about your transactions Summary Cashbook Detailed Cashbook Accounts Detailed Report Searc
80. e Record the default trading terms offered when adding new suppliers terms can still be altered for individual suppliers e Nominate a default purchases account offered when adding new suppliers e Decide if you want a pop up reminder when you have accounts that are due Once you have done this follow these steps e Make sure you have entered your company name address and GST ABN number if applicable in the Company Details section Setup Options on the Other tab These details appear on your invoices statements and other documents e Enter your customers Customers Add Edit Customers and or suppliers Suppliers Add Edit Suppliers You can also enter the customers and suppliers on the fly from the invoice entry screens e f you are using Customer Invoicing you will also need to enter your products This area is accessed via Customers Add Edit Products You can also enter the products on the fly from the invoice entry screen e Enter the opening outstanding invoices for each customer and or supplier This is done from the normal Invoice screen Note that if you are using CashManager PLUS with the general ledger option activated you should ensure that the opening balance of your customer or supplier control account i e Debtors or Creditors account in the chart agrees with this total e Print the Customer Aged Analysis and or Supplier Aged Analysis from the Customer or Supplier Reports menus to check that you have cor
81. e bottom right of the screen coming from the WINDOWS menu bar The balloon says You have files waiting to be written to CD 5 Click the balloon to then view the files to be written to CD and open the File dropdown menu and select Write Files to CD Windows XP then takes you through the 3 step wizard Name of CD Next and Next It takes less than 30 seconds Important Each consecutive backup to CD will overwrite any existing files that match those you are trying to backup eg consecutive backups If you have a transfer file on the CD and then you backup to the same CD the backup files will be added to the CD and the Transfer file will not be overwritten CD RW can be used like floppy disks for backups and the User should have at least 3 CD s and use them in a cycle just as we recommend with floppy disks The CD can be taken to any other PC and used to restore from See also Restoring from a backup Good back up practices The importance of backing up cannot be over emphasised A good rule of thumb is to assume that at some point in the life of your computer it will crash The data loss you sustain can either be minor or severe depending on your back up practices 116 Other Functions You can back up to any removable media diskettes CD RW USB memory stick for example K You should use at least three sets of back up media Start with Set 1 then for your next back up use Set 2 and then use Set 3 for the thir
82. e entitled to have access to the files Report Categories You can change the way that the Report Categories are presented in reports by selecting Report Categories on the Setup menu For each category you can e select a heading name eg Expenses indicate whether a first level sub total is required afterwards eg to print Total Expenses whether a second level sub total is required afterwards and whether a cumulative total is required eg to print Net Profit e nominate a sub total heading for the second and cumulative totals e indicate whether or not you want the page to be ejected at the end of the category e indicate whether or not the category is an income expense category this determines whether the account is used when CashManager has to calculate a profit figure You can also change the printing order of the categories by highlighting the relevant category and clicking on the Change Report Sequence arrows CashManager Plus users who want to use the Financial Statements feature can also nominate to which of the standard financial statements categories this report category belongs See also Financial Statements System Setup CashManager has many powerful features which can be activated if the need arises Any of these features that are not activated remain invisible to the user so that screens and reports are not cluttered unnecessarily The Options section is located on the Setup menu and consists of a number of se
83. e selected all the invoices being paid click OK This will take you back to the Transaction Entry screen with the transaction completely loaded All you need to do to save the transaction is click Accept As well as saving the deposit or cheque itself this will also update your customer or supplier ledger to record the fact that the invoices are paid The transaction offered back in the Transaction Entry screen is completely editable you may elect to alter the way CashManager dissected the amount or to embellish the description However users of CashManager Plus with the general ledger feature activated should not edit the dissection as customer receipts and supplier payments must be posted to the nominated customer or supplier control account CashManager will offer this account as a default and changing it will result in your invoicing ledger being out of balance with your general ledger A warning will appear if you attempt to do this Note that if you abandon the transaction at this point it will be abandoned completely Even though you clicked OK on the Invoice Selection screen this matching will be wound back if the bank transaction is abandoned Ay If you wish to enter a deposit from a customer or a payment to a supplier which does not relate to any particular invoices or you wish to allocate the deposit or payment to the appropriate invoices later click the Invoices button locate the customer or supplier and click OK without tic
84. ealand Sales 0800 707 111 0800 707 123 sales accomplishglobal com Support 0800 707 111 0800 707 123 support accomplishglobal com Web site www accomplish co nz There is also a link to the Accomplish web site under the Help menu 120
85. ect tree which shows a list of all the layouts reports and provides drill down to each element of each report Property Panel The top left panel is the property panel that shows all the attributes properties of each element of the report If you highlight an element on the project tree a green tick will appear and the attributes will appear below These can be changed to alter the appearance or position etc of the element on the report Properties include text database field font characteristics etc Page Designer The main window is in the middle of the screen and shows the layout of the page as it will appear You will notice that the page is made up of different bands like header footer etc and each band contains objects like text boxes data fields from the CashManager files a graphic like a bitmap or line etc When you highlight an object its various properties appear on the left of the designer in the Property Panel When you click on each property you will see a description about it underneath the properties panel Various toolbars show at the top of the screen to assist in designing layouts These allow you to add new objects to your layout align objects etc Editing a layout To edit a layout e g to reposition some data or add a picture launch the RAVE Designer as described above In the Project Tree select the report from the Report Library list If there is a plus sign next to the Report Li
86. ee program and doesn t require a Licence Number or Registration Code With the exception of CashManager Home users when running CashManager for the first time CashManager will ask for your Licence Number and Registration Code Until these numbers are CashManager entered CashManager will operate in evaluation mode which limits the number of transactions you can enter to 200 bank transactions and 50 invoicing transactions If you are operating CashManager on a network the Licence Number needs to be entered only once However the Registration Code is specific to the workstation and will need to be entered the first time each workstation launches CashManager Consequently if you launch CashManager from a different workstation on your network CashManager will know the licence number but will ask you for the Registration Code If you need to change your level or add CashManager s Invoicing module you will simply be issued a new Registration Code Enter this code as prompted under Help Register or Upgrade and the new features will appear CashManager 2009 also offers the concept of software rental allowing users to use the full program on a fixed time basis Contact Accomplish for more details Networks CashManager is fully network aware and can be operated by several users simultaneously with the limitation that only one user can be operating on each company at one time If you only intend that one user operate the program fr
87. email any report straight from the Report Preview window Click Email and select the desired name from the dropdown list or choose Other and manually enter the email address complete the other email message details and click Send Your accountant s name and email address will appear in this list if you have completed their details on the Email tab under Setup Options Users of CashManager s Invoicing feature can utilise this Email option to bulk email customer invoices and statements and supplier remittances See Bulk Emailing You can also print the report from the Previewer window click Print 101 CashManager Chart of Accounts List This report prints a complete listing of the Chart of Accounts It can be printed in account number sequence alphabetically by description or by reporting categories lt shows the account code account name report category and if GST has been activated it also shows the GST Category and default GST rate Bank Accounts List This report prints a list of all the Bank Accounts you have set up and shows their current balance and the date they were last reconciled Transaction List The Transaction List is an audit trail style listing of all transactions entered for any specified period and for a specified bank account or bank account range You can elect to include all transaction types or to isolate one particular type Deposits Payments Direct Deposits Direct Payments or EFT Payme
88. emailed This means that a number of Starutard levcine Polesine rala documents for different Standard Credt Note Products i Standard Credit Note Professioral Tiade customers suppliers can be selected Special LSO GST added end and as long as each selected customer supplier has an email address set up CashManager can Preview Pant Bulk Emai Setup Help Cancel CashManager email each one to the appropriate recipient This is done by clicking Bulk Email on the screen where you select the layout you want to run Once this option is selected the Email Invoices form will show listing the documents that are about to be emailed If any documents can t be emailed e g because the email address isn t complete a message will appear in the Result column Review the list carefully If you need to remove a document from this batch right click it and choose Delete from the pop up menu When ready click Send All to send all emails in the batch or Send to send the highlighted one only When the email s have been sent the result will show up in the Result column of the grid l Email Invoices Southern Golf Club bobleisoc com au City Putt Putt Centre accounts cilypultputt com au City Putt Putt Centre Invoice 100004 pdf Location of PDF files is C Cashwin 10 retalh Subject invoice from Full Swing Gol Supplies Message ltached is Ihe invoice for goods shipped today Please cortact me on 9876 5432
89. ement Alternate Reference This may be used as an alterative customer reference field and may be formatted onto the invoice layout Postal and Delivery Address These details are extracted from the customer file but can be edited Any changes you make here will only affect this invoice the details on the customer file remain unchanged Invoice body The invoice body is displayed in a grid format and individual lines are added by clicking the Add Line button which loads a new window where the following items are entered Product Code Enter a product item code You can enter a code directly or open the Products Easysearch window by pressing F2 or click the ellipses Remember that new products can be added from the Easysearch window Price List This dropdown allows you to select an alternative price at the time of invoicing When the product is selected the Price List dropdown will initially show the appropriate price for this customer based on the Price List they belong to However you can elect to invoice this product to them at a price from an alternative Price List or to use a special price Quantity This is the number of units sold If you are producing service style invoices when the quantity doesn t appear on the invoice enter a quantity of 1 and record the total charge as the unit price Unit The unit is extracted from the product file but can be edited if necessary Example of units are boxes
90. en Note also that even though payments appear in the main Suppliers Invoicing screen they cannot be edited or deleted from here Payments can only be deleted from within the Bank Transactions screen Supplier debit notes If you wish to enter a debit for a supplier e g for goods returned to the supplier simply enter an invoice in the normal way but with a negative amount This will show as a debit in the supplier ledger supplier invoices are normally credits and as such can be matched against the original invoice Supplier refunds You can enter cash refunds received from suppliers in the same way as normal transactions From the transaction entry screen click the Invoices button but select the appropriate option from the drop down list at the top of the form 61 CashManager For example when entering a deposit when you click Invoices the default option is Payment from a customer However if the deposit was a refund from a supplier you would select Refund from a supplier from the drop down list Paying and Receipting Invoices Receipts against customer invoices and payments towards Ms E sie eer ity a supplier invoices are entered in the normal Transaction Entry The deposit is Payment from a customer y screens The exception is where Payment from a customer you are using the Payments Refund from a supplier Wizard to automatically pay Not related to customers or suppliers suppliers invoices this
91. en you choose to view a report the report preview builds the report and displays it on the screen You can then scroll through the report using the scroll bars or by using the Up Arrow and Down Arrow keys To move to the next or previous page you can click the buttons at the top of the Previewer window Next Page or Previous Page or press Page Up to display the next page or Page Down to display the previous page Page fi of 1 Zoom 30 a aj ER B a Save s Print Help Close Cashifanager Full Swing Golf Supplies Page 1 Ql IMMADY CACUBNANK N4AINTINE TA ANRIA You can zoom in or out by clicking the Zoom In and Zoom Out buttons magnifying glass or by left click zoom in and right click zoom out with the mouse or by entering a zoom percentage where 100 is actual size anything over 100 is larger than actual and anything under 100 is less than actual You can also display the page so that its width covers as much of the screen as possible Zoom Page Width or so that the whole page is displayed Zoom Whole Page You can save any report as PDF for viewing with Adobe Acrobat Reader RTF for opening with MS Word and similar applications XLS for opening in Microsoft Excel and similar TXT for opening with Notepad and similar applications or HTM for viewing with a web browser This is done by clicking Save As choosing the desired format entering a file name and clicking Save You can also
92. entry and invoice entry this allows users to move between data fields by pressing either the Tab key or the Enter key Validate data files on exit when ticked this will force a data file validation to be run every time CashManager is closed Remember CashManager printers Users who want to use a separate printer for invoicing should check this box CashManager will then offer to remember a different printer to be used for customer invoice printing 29 CashManager Validate data files before backing up when ticked this will force a data files validation to be run before any back ups are made Print report borders when ticked reports will print with a border and with headings shaded Users with slower ink jet printers may elect to suppress borders and shading in order to improve printing speed Start CashManager with no company loaded when ticked multi company CashManager will start with the Company Selection window open and with no companies loaded when not ticked the most recently accessed company is loaded Remember sort order of grids and look ups when this option is ticked CashManager remembers what the last Sort by sequence was for each grid and look up and sets the sort order to that same sequence next time the grid or look up is loaded Remember size and position of windows with this activated CashManager will open resizeable windows in the same size and position as when they were last closed Allow forwar
93. ep tack of your Contacts You can alach notes ard ivate Contact folowep reminders to your Contacte and also export selected Contacts for de ene ee mal merging Contact Management links in with your Customer and IV Show due lasks when loading CashManapear Supple files pou have the Invoicing ophom actwaled Featuwes GST Setup Headngs EFT Setup Cheque Ponting PLUS Opbons Invercing Email Prelerences Other Recurring Transactions Recurring transactions are deposits or payments that happen automatically at a fixed time interval for a fixed amount Loan and lease payments are good examples of recurring payments When you activate this option you can also elect to have CashManager scan the file of transactions whenever the program is launched and process any transactions that have become due Once activated extra menu options appear on the Transactions menu The Recurring Transactions options are located on the Transactions menu See Transactions Recurring Transactions for more details Sub account feature Not available in CashManager Lite The sub account feature enhances reporting flexibility by letting users filter transactions by their sub account A sub account is a suffix appended to an account code in your chart usually indicating a division or department For example Account 388 1 would be a sub account of Account 388 with a sub account separator being a dash The sub account separator is a symbol that se
94. eparately Default account This is the code from your chart of accounts that you want to use for sales of this product If you are using CashManager as a standard cashbook this code is used when processing the customer s receipt In the general ledger version of CashManager it is used in building the sales journal entry The account code cannot be blank GST Rate This is the GST percentage for this product Cost If you have activated Cost Tracking under Invoicing Setup you can record the unit cost here This is carried through into the invoice when the product is sold where the cost for that invoice can be edited Re order Level If you have activated the option to track stock movements under Invoicing Setup you can record the minimum stock level allowed before re ordering is necessary Re Order Quantity If you have activated the option to track stock movements under Invoicing Setup you can record the quantity to order when stock level slips below the Re order Level Deleting a product To delete a product highlight it in the grid and click Delete Note that a product cannot be deleted if it has been used in any invoice A message will display in this instance Customer Invoicing The Customer Invoicing screen is the focal point for managing your customer invoices From this screen you can create new invoices print a range of invoices enter adjustments and edit and delete invoices Note that there is no posting proce
95. equired this latter option may be greyed out for some formats and is therefore not necessary and enter or browse for the downloaded bank statement file The file name will be remembered by CashManager and offered as a default next time you import a bank statement for this account Click Next Step 2 Step 1 Select the bank account you wish to reconcile and enter the closing balance and date showing on the latest bank statement Then click Next Select Bank Account Credit Card 27 1 946 62 20709705 renee Bank file format JANZBankIntemetBanking File name and path jc ACashw in 10 Retail DemoVisa csv Bank s Website Opening balance of this account as at 30 06 05 Closing balance of this account Date of closing balance on bank statement Your last import included transactions up to WWW anz com au If the closing balance you entered doesn t equal the sum of the transactions plus the last bank reconciliation s closing bank statement balance a warning will display and you will need to correct this before moving on Otherwise the next page of the wizard will display showing a summary of contents of the download file 84 Bank Reconciliation Bank Statement Import File Summary This bank statement file contains 9 transactions as follows Total payments 1 946 62 Total deposits 0 00 Date range 30 07 05 to 15 08 05 Before moving to Step 3 you need to decide whether you want Ca
96. er An unmatched transaction is defined as a transaction that has an unallocated portion and includes invoices that are partly or fully unpaid as well as any unmatched adjustments receipts or payments By definition the matching process cannot change the net amount owing to or by a customer or supplier Consequently the net total of all matches must be zero before it can be applied Move to the first transaction to be matched and enter the amount to be matched in the Amount column If the whole transaction is to be absorbed enter the amount as it appears in the Unmatched column complete with the same sign A quick way of doing this is to double click the row The Result column will show what portion of the transaction will remain unmatched once the matching is confirmed Keep entering the matches for this customer or supplier The running total of all matches is displayed at the top right of the screen This needs to be zero before the matching can be confirmed For complicated matching and unmatching you may find it easier to enter the desired result you want in the Result column and CashManager will work out the Match amount based on this For example if you wanted to return a payment or invoice back to being completely unmatched make the Result column the same as the Amount column including the same sign Remember that it is the net total of all amounts in the Match column that need to equal zero 65 CashManager When yo
97. ere To Do List The To Do List is a list of all Notes that have a follow up date It is accessed by clicking To Do List from the Contacts menu You can elect to show All Events or just those that are due today or earlier You can also sort this list by Due date Contact Name or Person Sorting by Person may be useful if you use the Person field to record the name of the person in your organisation who made the Note To look at a particular Note in the To Do List highlight it and click Show or double click the row This will load the Note screen You can also elect to have CashManager remind you when you have due tasks whenever you load the program This is activated under Setup Options on the Features tab Exporting Contacts Contacts name and address details can be exported to a CSV file This sort of file can be opened in MS Excel and other spreadsheet programs and can also be used as a mail merge data source with MS Word and similar programs To export contacts select the main Contacts form by clicking on the Contacts toolbar button or by choosing Contacts from the Contacts menu Select the contacts you want to export using the Tick All button to select them all if necessary and click the Export button On the next form choose the name for the export file You can elect to automatically add a Note to all exported contacts and if you wish to do this click the checkbox and complete the details When done click OK The e
98. etails If you select MAPI no Your email address fred fullswinggoltsuppluies com further setting up is Send emails via MAPI client eg Outlook y required in order to use Preferred email method Send emails via MAPI client eg Outlook z email in CashManager Selecting MAPI will use your default email software and place emails in your Outbox Selecting SMTP utilises CashManager s built in email tool Alternatively if you select the SMTP option you may Username need to enter your ISP s NE logon details These Password settings can be obtained SMTP Mail Server e g from your network mail ozemail com au administrator or your SMTP server requires authentication Internet Service Provider Alternatively if you use be found on the Tools a Name Balance amp Co Mail tab Properties Email add ftom balanceco com button Servers tab The gli ol il Username and Password required by CashManager will be the same as the Account Name and Password on the Outlook Express screen remembering that the password will be showing as a row of asterisks the SMTP Mail Server required by CashManager is the same as the Outgoing Mail Server in Outlook Express and the email address that CashManager requires is simply the Sender and Reply To address you want to be used for the emails that CashManager generates The name and email address of your accountant are offered as a default in the Email window when you e
99. every category in your chart of accounts and CashManager will merge this information into your actual data letting you compare actual against budget both graphically and numerically and also project forward to the end of the financial year Budgeting is not available in CashManager Lite CashManager works on any PC running Windows 98 or later though Windows XP is recommended Forms have been designed for minimum screen resolution of 600 x 800 CashManager Versions CashManager comes in four versions Lite Standard and Plus and Home The chart below illustrates the key differences Users can upgrade to a higher level simply by purchasing the upgrade and obtaining a new registration code In brief CashManager Lite is suitable as a bookkeeping package for users to keep track of their bank balance and to present meaningful summary and detailed data to the accountant CashManager Standard adds some powerful management tools to the system CashManager Plus favoured by accountants for in house use provides some powerful options as well as allows the basic cashbook to be converted into a full general ledger system Customer and Supplier Invoicing can be added to any level except CashManager Home CashManager allows 3 separate companies to be set up and an unlimited number of prior year files for those companies Additional company licences can be purchased excluding CashManager Home The UK version does not yet include EFT payments bank
100. ey can be broken into two categories Bank balance graphs Account category graphs Category Graphs Summary Cashbook Report This report shows a complete and concise summary of the cashbook reconciling with the closing bank reconciliation for any nominated period in the current financial year This is the report that your accountant will find most helpful If you have opened more than one bank account you can run the report for each bank account individually your accountant will prefer this or for some or all the bank accounts combined You can elect that amounts be shown as either inclusive or exclusive of GST If you choose exclusive the GST applicable to the deposits and payments is shown on a separate line SUMMARY CASHBOOK 01 07 05 TO 30 06 06 Main Cheque Account Account Ho 121 121 123456789 Bank 1 Anybank Corporation Anytown Opening balance 1 585 55 Add Deposits ACCOUHT TITLE 230 Sales 8 751 84 GST on these deposits 875 16 Total Deposits 9 627 00 11212255 Less Payments ACCOUNT TITLE 270 Purchases 6 294 98 302 Advertising 368 70 352 Electricity 206 86 400 Motor Vehicle Expenses 79 32 427 Rent 795 45 460 Telephone 727 27 626 Loan Shareholder 100 00 969 Suspense 100 00 GST on these payments 347 26 Total Payments 9 519 84 Closing balance 1 692 71 90 Reports Detailed Cashbook Report This report prints the bank transactions in detail for any nominated period in conventional cashbook format
101. f necessary Importing Budgets 43 CashManager This option is located on the Transactions Import Budget menu There are two methods of importing budget data Import from another CashManager file Simply select the CashManager file that has the budgets you want to import choose whether you wish to import this year or next years budget values from that file and click Import Import from a CSV file This will be ideal if you have used Excel or a similar spreadsheet program to create your budget The CSV file must contain column headings in row 1 called Code Bud1 Bud2 Bud3 etc etc up to Bud24 These columns can be in any order and not all the Bud columns need be present Also any additional columns will be ignored by this process Transaction Browse and Edit Transaction Browse and Edit is a way that users of CashManager PLUS can review their transactions on the screen and make selected edits as part of the review From the Transactions menu select Browse and Edit A grid will appear displaying the year s transactions sorted in account code order As you move through the list you can edit the account code itself by right clicking the transaction and choosing Edit Transaction or Reallocate To Y Transaction Browse and Edit 3 10l xj Sort by pe Amount GST Detaile Hicksville Gol Chub 114273 114 27 i po ni 199 Intevest ecalved Es b 206 Sundry Income Ad
102. ff date will be ignored but if you have started to process the new month s receipts and payments and have paid off any invoices from before the GST close off date these will be ignored Therefore if you will be working on the new month s transactions before printing your GST Return you should print the appropriate list of unpaid invoices Invoice Log Report as at the end of the GST period before starting the new month s transactions Then when you come to complete your GST Return simply enter these values from the reports into the appropriate boxes If you are using Full Customer Supplier Ledgers to manage your customer and or supplier invoices clicking Calculate will provide the correct balance retrospectively However it will disregard any payments or deposits that have been posted to the customer or supplier ledger but not applied against actual invoices as it is unable to determine the GST nature of such payments receipts Non Payments Based GST Return If you have elected to prepare your GST Return or BAS Worksheet on other than the cash basis i e invoice basis or hybrid basis in New Zealand accruals basis in Australia see GST Setup you will also need to record the total amount and GST content of your unpaid customer and or supplier invoices as at the date of your GST Return BAS If you are tracking your unpaid customer and supplier invoices independently of CashManager enter the gross GST amounts in the appropriate
103. g balance 0 00 0 00 0 00 0 00 07 04 06 Dep 1 1 National Golf Club 5 870 00 533 64 5 336 36 5 336 36 0704 06 Dep 1 2 Hicksville Golf Club 1 257 00 114 27 1 142 73 6 479 09 3006 06 Closing balance 7 127 00 647 91 6 479 09 270 Purchases Gross GST Net Balance 01 07 05 Opening balance 0 00 0 00 0 00 0 00 310306 Chq 1 123002 Supplies Ltd 798 25 7257 725 68 725 68 01 04 06 Chq 1 123003 Golfing Wholesalers 5 571 22 506 47 5 064 75 5 790 43 30 06 06 Closing balance 6 369 47 579 04 5 790 43 302 Advertising Gross GST Net Balance 01 07 05 Opening balance 0 00 0 00 0 00 0 00 31 09 06 Chq 1 123001 The Local Rag 155 57 14 14 141 43 141 43 05 04 06 Chq 1 123004 The Local Rag 250 00 22 73 227 27 368 70 3006 06 Closing balance 405 57 36 87 368 70 Search By Name Report This option generates a report of all transactions for a nominated payee payer regardless of the account in your chart that they were allocated to You can ask CashManager to scan the Name line the Details line or both and you can select whether the transactions need to start with end with be exactly the same as or simply contain the letters or words you nominate This report is useful for reporting on payments to a particular person where those payments are spread over a number of expense categories Another useful application is to isolate payments to a particular supplier where the relevant expense category includes transactions to a number of different suppliers SEARCH B
104. ge Customers and Products oooconcccccconococinonononcno nono nano nnn EEEE AAEE EE A 76 Purging Old Invoicing Transactions esa A nnn o nc r nn nr rra 76 Contact Management orretara iets sees aE REA ate dees AANE E AEE id edad 77 Customer and Supplier Import Export ooooccoconocccccnnccconcononnonononnnnnnonnnnonnnnnnnnnnnnnnnnnnnnnncnnnnannnnnnnno 79 Bank ReconciliatiO asn aa ne A AE ATA ATAOE 81 Banik RREGOMCINALION eeren ear NE E EEE OOT A EE OOE AA RE enced TOONER 81 Bank Reconciliation Wizard iii tada 81 Bank Reconciliation Out of Balance oooonnncccnnninicicnnococnnnnnccancnn nono cnn n nro narran narran rra 83 Bank Statement IMpPortir tits ida 83 Bank Statement Import Wizard StepS oooonooocccccnnnnnccicnnonononononccnonnnnononnnnnnnnnnnnnnn nn nn cnnrnnnnannnnnnnno 84 RENO it EE iaa fe e A o E ri ET 89 Reports a d Orap NS a a drid 89 Summary Cashbook Report irsenirsiiieirdi nnii aioir cnn nono rca r ran AEEA ka AE NENN eiA ariaa kied 90 Detailed Cashbook Repott c cccccecceeeeecceeeeeeceeeee secs ceaeneceeeeesegsaaaeeeeeeeeesecqueaaeeeeeeeeeseeennaneeess 91 CashManager Account Details Repo ici ee eee ee ee 91 Search By Name Report uvidoioni idea 92 Cash Profit Repo EE cia dato 92 voe Log Repo td a 93 GST Return BAS Worksheet VAT WorkSh8 t ooocoononcccnnnociccnnnocccccononcncnano conc nnnno rca r rana narran 94 ESTAUdiE TT aa 97 Cash based GST in general ledger SYSteM ooocoonnncccnnnociccnnnocccccnnancn
105. ger Plus who have activated the General ledger feature can also elect to include or exclude journal entries Monthly Values Here you select what data you want to plot actuals budgets both monthly cumulative etc Filter by sub account If you have activated CashManager s sub account feature you can filter the graph for a specific sub account This would be useful if you used sub accounts to separate divisions within your business Once the graph has displayed you have the option of printing it simply click Print You also have the option of displaying in table format the actual values used by CashManager to build the graph click Values 106 Reports a A it Print Close Bridge Club Table Fees B Actual O Budget Saving Graphs Once you have set up a graph you can save the parameters under a particular name This means that the same graph can be called up in the future but of course any newly added data will also appear CashManager ships with some standard graphs based on the standard chart of accounts These can be loaded by clicking Load Default They may not suit your Chart of Accounts if you have not adopted the standard chart and or report categories so will need to be tweaked as necessary Pie Charts The Pie Chart allows you to depict a breakdown of any one category Categories are defined in Report category under Setup menu and each account in your chart
106. ght into their computer As well as this if your accountants assist you with future cashflow projections the Monthly Analysis Report will provide an invaluable starting point If you are managing your customer and or supplier accounts using Unpaid Invoice Logs or Full Invoicing your accountants will also need a copy of the Unpaid Invoice Log Reports or Aged Customer Supplier Balances Report as at the end of the period 102 Reports Periodic reporting with your accountant CashManager does not have any period close offs as such apart from the end of the financial year itself Consequently if you print for example the Summary Cashbook Report for one month go back and change the amount of one of the transactions then re run the report the closing bank balance will naturally differ from that shown on the first report This will mean that the opening balance for the next month will also differ If you send your figures to your accountant more often than once a year you need to keep this in mind The figures they receive for the second period will not include anything from the first period so if you need to change a transaction in the first period let them know the details of that change so they can make the appropriate correction in their books for the first period For more information contact your local Support Centre Account Totals Export If you want to export your data to a spreadsheet like Microsoft Excel you can create a
107. gments which are separated by tabs These are Features GST Setup Cashbook Column Headings Cheque Printing CashManager PLUS options Invoicing Customers and Suppliers 20 Setting Up Email set up Preferences Other Setup Cashbook Column Headings The Detailed Cashbook Report prints your transactions in a multi column format similar to traditional manual cashbooks There are six columns five for GST users which are user defined and these headings are set up under the Cashbook Column Headings tab under Setup Options Select the accounts from your chart that you want to feature as column headings using if necessary Accounts Cash Receipts Book Cash Payments Book Easysearch When you select a code 270 v4 Purch from your chart the account name is offered as a default heading broken up faoo x S ti lt i Ctws Expenses into two lines You can edit the heading at any time p7 AP ti wT S t ti CS CSCS S Alternatively you can use wild cards for column headings using the asterisk in fass 2 sendy Experses conjunction with the account code For example to have a column contain all 202 2 advert accounts starting with 21 enter 21 in the Account Code box The asterisk can be at the beginning or end of the code for example 21 or 2 There are two sub tabs here one for the Detailed Cash Payments Book and one for the Detailed Cash Receipts Book Setup C
108. h by Name Report Cash Profit Report becomes Trial Balance when general ledger is activated Invoice Log Report if Invoice Logs activated GST Return New Zealand BAS Worksheet Australia VAT Worksheet UK Budget and Management Reports These reports are useful when you need a top down view of your business They are normally one or two pages in length and give you a global view of the actual and expected performance These reports have one thing in common they all utilise the report categories that your chart of accounts is divided into These categories are set under Report Categories section and each account is allocated to a report category in Chart of Accounts Setup These reports are not available in CashManager Lite Monthly Analysis Budget Actual Comparison Report Actual Last Year Comparison Report Budget Report Cashflow Forecast Report Lists As the name suggests these reports are lists of various items They are not needed in the day to day usage of CashManager but may be useful from time to time Transaction List Bank Account List Chart of Accounts List All reports can be viewed on the screen using the Report Previewer or printed straight to the printer Even if you view the reports first you can still print them from within the Report Previewer 89 CashManager Graphs CashManager offers some useful graphs to help you visualise the way your cashflow and bank balance move throughout the year Th
109. h if aq uo and other details desired the amount of the transaction and the date it is Add Delete next due If you have Customer or Supplier invoicing activated you can elect to attach the transactions to a customer or supplier each time they are generated They will remain as i unmatched transactions in that customer supplier account To edit an existing recurring transaction highlight it in the grid and click Edit The lower part of the window is divided into two sections Financial and Schedule which are activated by clicking on the appropriate tab Financial This is where you record how you want the transaction to be dissected whenever it is processed A recurring transaction can be broken up into as many dissections as necessary just like ordinary bank transactions and as the dissections are entered they appear in the dissection grid at the foot of the window For each component of the dissection enter the account code using the Accounts Easysearch if desired amount and an optional description GST users will also need to record the amount of GST included in the amount To add further dissections click Add To delete a dissection line highlight the line and click Delete 41 CashManager Schedule This is where you record information about the term and frequency of the recurring transaction For Duration you can e set the transaction to occur a fixed number of times and enter the number of
110. hat current and future GST Returns and BAS Worksheets are correct Monthly Analysis Report This report is a month by month summary of the balance of each income expense and other account from your chart with the months across the top of the page and the accounts appearing down the page It also brings forward the opening bank balance each month and calculates the end of month balance This report will be invaluable when you or your accountants prepare cashflow projections as it illustrates your actual cashflow pattern over the year This report is not available in CashManager Lite Budget Report This report prints the budget as you have entered it It lists the months across the top of the page and the income and expense accounts down the page The Budget Report can be run for any twelve month period spanning the current or next financial year Budget values for each account are entered in Budget Setup This report is not available in CashManager Lite Budget Actual Comparison Report This report shows the budget actual and variance for a nominated period and shows alongside this the same data for the year to date A final column shows how much if any of the annual budget remains The Budget Actual Comparison Report can be run for any period in the current financial year Budget values for each account are entered in Budget Setup This report is not available in CashManager Lite Actual Last Year Comparison Report
111. he Accept button is hot this means that pressing the Enter key at any time is the same as clicking the Accept button Therefore once you have entered enough detail for a transaction to be valid you can save the transaction and prepare for the next one by pressing Enter instead of having to tab past irrelevant fields or using the mouse to click Accept This won t work of course if you have elected to use the Enter key to move between fields Cheque Printing Once you have activated Cheque Printing under the Setup Options section a new item appears on the Transaction menu Print Cheques Selection of this menu option opens the Print Cheques window displaying in a grid any unprinted cheques To add a cheque to be printed click New To edit an existing unprinted cheque highlight it and click Edit and to delete one highlight it and click Delete Adding or editing cheque details in this section is identical to normal transaction entry except that the cheque number isn t recorded at this time To print one or more unprinted cheques tick each one in the Unprinted Cheques grid and click Print To untick a cheque click Tick again Next click Print and enter the next cheque number and the number of cheques remaining on the first sheet then click Print The cheques will be displayed in the Print Preview window and can be sent to the printer in the normal way Once printing is complete you will be asked whether or not printing wa
112. he files Bank and branch for deposit slip This information will appear when entering deposits if you have elected to use CashManager s deposit slip feature Payment terms Customer invoices will have a default due date based on the setting here You can make it a fixed number of days from the invoice date or a set day next month Customer group Select a Customer Group if this feature is activated Referral Select or enter the referral source for this customer Credit limit By entering a non zero credit limit a pop up alert will appear if an invoice will cause the limit to be exceeded if you want the customer to have no credit as opposed to no credit limit set the limit to 1 Notes This is a free form text area that is virtually unlimited in size Deleting a customer To delete a customer highlight the customer in the grid and click Delete Note that a customer cannot be deleted if they still have current year transactions A message will display in this instance Product Setup Enter the Products screen through the Customers Add Edit Products Adding and editing To add a new product click New To edit a product highlight it in the grid and click Edit I x Code SUPERBAG Product group fart d ShottDesenpion Super Goli Cany Bg luse in reports Desciiption fused Super Got Cany Bag ninvaces fa Retail excl GST 100 00 Default Account 230 1 t Wholesale excl GST 6000 GSTAate 100 Price 3 excl GST
113. he items on this tab your bank s web site serve as defaults when using the bank statement import Bank and Format ANZ Bank y Internet Banking y method of reconciling your bank account This feature not yet Bank Website www anz com au available in the UK The bank and format Default description for imported transaction details B state import will need to be completed if you intend to import bank statements as it tells CashManager what file format to expect Completing your bank s web address is optional and if completed will present a link to that web page as part of the Import Bank Statement wizard Accountants Export File Other Details Bank Account code from your accountant s chart This is used for creating an Accountant s Export Disk and can be left blank if you On the Other Details do not intend to export your data this way tab you can record your accountant s account code for this Budgeting particular bank a i Next Year s Opening Balance used for budgeting 0 an Accountants Export File 14 Setting Up You can also record an expected opening balance for this bank account if you intend to use CashManager for developing next year s cashflow budget EFT Options With the EFT feature activated you can create a file of supplier payments and electronically transmit it to your bank which will then credit the various amounts to your suppliers bank accounts Not availa
114. he nominated month Note that this is a real time report all outstanding invoices regardless of their date are included in this report even if they are dated subsequent to the ageing month nominated Balances are aged across monthly time bands but weekly ageing can also be used by selecting this option under Invoicing Setup You can sort the report by customer code or by amount owing highest to lowest If you have activated Customer and Product Groups under Invoicing Setup and have assigned your customers to different Customer Groups the Customer Aged Analysis Report can divide this report into the different Customer Groups 69 CashManager There is also the option to show the specific invoices that make up the outstanding amount as well the individual invoice lines on those invoices Customer Ledger Report The Customer Ledger Report shows all the transactions on file for the nominated range of customers for the nominated period This report shows the original amount of each transaction regardless of whether or not it has been partly or fully paid or applied Summary Sales and Product Reports The Summary Sales Report and Summary Product Report show the analysis of customer or product sales for a twelve month period for a nominated range of customers or products You can elect to show either dollar values or quantities in the Product reports You can sort the reports by code or amount If you have activated Customer
115. heque Printing Cheque printing can be activated from the Cheque Printing tab under the Setup Options section Activate Cheque Printing V Cheque stationery E ancha Date Format leal di wid Long form eg 20 March 2001 Cheque height 33 em Shot form eg 20 03 01 Top margin adustmert 00 cm Item Positions On Cheque From top cm From left cm Width fem Dae 34 mo f 35 Payee 56 25 11 0 Amount n words 40 25 1 0 Amount in numbers 43 17 5 25 Tes Once you check the box to activate this feature you need to complete the cheque layout parameters Record the cheque height from perforation to perforation date format top margin 21 CashManager adjustment number of cheque forms per page and the top and left co ordinates and field width for the four data fields that appear on the cheque form Email Setup In order to email your data files to your accountant or to the Accomplish Support Team or send emails within CashManager Customer Invoicing you need to record various settings These are entered under System Setup which is accessed from the Setup Options menu Select the Email tab You can use either MAPI or SMTP Selecting MAPI will utilise your default email client i e Outlook Outlook Express and emails sent this way will end up in your Sent folder By selecting SMTP you will use CashManager s in built email system and emails won t be copied to your Sent folder Your Email Account D
116. hrough the DOS F8 repeat key There is a seamless conversion from CashManager for DOS which converts all existing data including transactions bank accounts chart of accounts and setup options from any file created under CashManager for DOS Converting back to DOS To maintain two way compatibility there is a facility to re convert your data files so they can be loaded back into CashManager for DOS Your accountant may ask you to do this From the File menu select Export Data then CashManager Transfer File The export file must be called CASHDATA TFR but you can choose any drive and path name If you accept the default location the transfer file will be stored in the same location as the data files for this company Click OK to commence the creation of the transfer file To import this file into CashManager for DOS you will need to activate the Data Import feature via System Setup Advanced Options and then choose the menu option located on the Transactions Menu CashManager for Windows employs a different file structure from CashManager for DOS and also offers features not available in CashManager for DOS This means that if you convert a file from Windows to DOS and back to Windows you may not end up with exactly the same file as you started with The data will be accurate and complete of course but some of the setup options may need to be re established Further the way that EFT and deposit slip transactions are held under Win
117. if you have any questions Gary Palmer Despalch Clerk x Price Update Apart from manually editing prices for your products under Product Add Edit you can have CashManager automatically apply an increase or decrease across all products You can limit this to just one some or all of your three price lists and if you have activated the Customer and Product Group feature you can also limit this process to selected Product Groups 74 Invoicing To increase or decrease prices xl select Update Product Prices This process wil apply a price adjustment across al products You should perform a back up from the Customers menu before running this process s Change Rounding Policy Select whether you want prices z p Select how you wart CashM anager to to change by a percentage or a Percentage a round the calculated prices fixed amount and record that Panna F Norunding H percent or amount Precede the amount or percentage with a Apply to Selected Piice Lists Apply To Selected Product Groups minus sign to process a price Price 1 Y a ALL decrease Choose a rounding Price 2 Vv x policy and if you have activated Picea Vv g pu Groups choose the Product Groups to be updated When Update recurring invoices with new prices done click Update i Stock Received If you have activated the option to track stock movements a menu option Product Received Adjustments appears on the Customers menu Thi
118. ions as a CSV or other file from your bank s Internet Banking web site 2 CashManager will perform an auto match where possible by checking the amounts and cheque numbers against transactions you have entered under the normal Transaction Entry area 3 If you so elect CashManager can also auto generate transactions where it recognises a payee or payer name as one you have previously used 4 You will then need to work your way through the remaining transactions contained in the bank statement file allocating them to an account or accounts from your chart using one of three methods Simple Allocation Detailed Allocation or Memorise and Process 5 Once all the bank statement transactions have been dealt with the bank reconciliation is finalised CashManager supports the download format for all major Australian and New Zealand banks as well as bank statement files exported from some of the banks own proprietary software packages Additional formats for other banks will be added where demand warrants 83 CashManager Both bank reconciliation methods end up with the same result so it doesn t matter which one you use This means that you can alternate between the two methods from one month to the next and even use different methods for different bank accounts See also Bank Statement Import Wizard Steps Bank Statement Import Wizard Steps Before you start you will have needed to record the bank and file format for the ac
119. is offered 112 Other Functions Click OK to commence ia x the creation of the 7 7 Destination of Transfer File transfer file Yowcanalsoemailthe C Cashwins13 Full Swing Full Swing Golf Supplies tfr uae transfer file to your J Also copy the invoicing layout files if any to this location accountant or to Accomplish support as part of this process To do this you need to Compatibility Compatible with Version 12 00 and later y have set up the parameters under Files to process System Setup on the Email tab under Setup Options Accountant Busch amp Co peter altosoft com au y Current file To email a transfer file simply check Also send file by email box and select the recipient Help Cancel from the dropdown list before pressing OK Once the transfer file has been created the Send Email dialog will show where you can edit the details or add comments before clicking Send You can also elect to copy the invoicing layout files RAV to the same location This is not applicable if you re creating the transfer file in the same folder as the data files as the layout files will already be there But it may be useful if you are using this method as an alternative to a conventional back up or are moving the files to a new workstation Converting from CashManager for DOS CashManager for Windows is able to convert data files from the DOS version of CashManager To do this you
120. king any invoices You will then need to dissect the transaction manually as CashManager has no way of knowing what the dissection should be Paying Supplier Invoices There are two methods of paying your suppliers The first method is to manually enter cheques or direct payments into CashManager s bank transactions area as you would enter non creditor payments and click Invoices in order to select the invoices being paid This will update the supplier ledger account but will not provide a remittance advice You would use this method if you do not want to use CashManager to print cheques or remittance advices This process is described under Paying and Receipting Invoices The second method of paying supplier invoices is to process the payments from the Supplier Invoicing screen using CashManager s Payment Wizard This allows you to print cheques and or remittances or to create an EFT payment 63 CashManager Payment Wizard steps 7 Pay Selected Invoices xj 1 08 07 05 2128 11 06 504 00 GOLFW Gol Wholesalers 3 28 11 06 571 00 571 00 First from the main Supplier Invoice screen tick the invoices you wish to pay You can manually tick each invoice or right click the grid choose Select By Due Date and enter a date If you have a mixture of suppliers who you pay by cheque and by EFT you should elect to filter the list by payment method This allows you to process the two groups separately Next cli
121. lect to send Transfer Files or reports to them Multi company users should remember that these settings are held in file separate from the company data files and as such impact on all existing and future companies under your CashManager program folder not just the currently open company Setup Features Under the Features tab in Setup accessed via the Setup Options menu the following features can be found In order to keep the interface as uncluttered as possible none of these features are apparent in the main part of CashManager until activated 22 Setting Up A x Sub Accounts in Reporting Recuning Transactions Sub sccounls enhance Cashianage s monthly and budget You can set up r cuinng barisactions te automatically process feporting tegula deposte and payments ike leans and bases Activate subaccourts in monthly reporting E Actwate recurring transactions feature Character to use as sub account separator Slash 7 Check schedule at tartip Quantities Tracking Deposit Slip Easysearch on Details Enabling this feature allows you to The deposk sip fealure slows you in addition to Estyeeaich on tecord quantities against salected to pirk deposi slips fol your Payes Payar Names pou can activate transactions Bankings Easysearch on the trancaction detais fine los FT Aclivale lracking of quantities Y Activate depost dip printing FT Activate Easysearch on Detalls Contact Management This helps pou ke
122. letterhead layout in the more popular open item style and e aplain paper brought forward style layout e aplain paper statement with weekly ageing The letterhead layout doesn t show your company name or address but leaves a gap at the top in expectation of your letterhead showing all necessary details 68 Invoicing Standard statement layouts can be edited and new statement layouts created using the RAVE Designer report writer that ships with CashManager Invoicing See Invoice Layouts Statements can be emailed to customers individually or in bulk from the Report Previewer form Customer Reports The Customer Reports area can be accessed by the Reports menu option under the Customers menu Customer Reports x Customer Reports Customer Aged Analysis Customer Ledger Report Summary Sales Reports Detailed Sales Reports Summary Group Sales Reports Detailed Group Sales Reports Gross Profit Report Search Invoices Report CIN we CI a I Customer Reconciliation Report Product Reports C Summary Product Report Detailed Product Report C Product Re order Report Lists Transaction List C Customer Labels Customer Listing C Product Item Listing CashManager Invoicing provides a range of reports to help manage your customers and suppliers The reports are Customer Aged Analysis Report The Customer Aged Analysis report provides you with aged balances owing with ageing relative to t
123. lines click Accept 46 Invoicing Customer Setup Enter the Customer Add Edit screen through Customers Add Edit Customers Adding and editing To add a new customer click New To edit a customer highlight the customer in the grid and click Edit Edit Customer xi Code E TY ABN Name city Putt Putt Centre Mailing Address Delivery Address _ _mam_umm Sho Shopi 15 Noname Street 15 Noname Street Anytown Anytown pon Contact Email Website Visit Phone Fax Mobile phone 3300 0099 Help Accent Discard 47 CashManager Edit Customer i x Code fe TY ABN Name city Putt Putt Centre General Notes Customer Group RESELLERS Payment Terms Terms Fixed number days y Number of days 30 y Charge GST Iv Default Price List Wholesale y Referral e Default Discount 0 Credit Limit 0 Terms Comment Other Details Default payee name in transaction entry city Putt Putt Centre os Default account for adjustments 230 Bank and branch for deposit slips Contact Other Help Discard The customer details appear in two tabbed pages Contact and Other Most of the information requested is self explanatory However an explanation of some of the items appears below Code All customers have codes The code is a unique identifier for each customer and is alpha numeric Enter the desired code
124. lows for more flexibility in reporting Activate the option to record stock movements this will allow you to record stock received and will maintain stock ledgers and stock on hand records Activate the option of tracking product costs if activated a unit cost can be attached to each product in your products file and this is carried through to invoice lines and allows the reporting of gross profit over a range of invoices Activate the weekly ageing option if desired weekly ageing affects the way in which the Aged Customer Balances report presents non current accounts and also affects the printing of customer statements If this check box is not ticked ageing is monthly Activate the option to record that prices in your product file are GST inclusive If this option is not ticked product prices are assumed to be exclusive of GST Activate Streamlined Invoicing if desired this is a quick method of creating simple invoices See Streamlined Invoicing Activate CashManager s Club Membership feature Activate CashManager s Parent Child option for customers Record the number of decimals you want in quantity reporting You might also consider activating Deposit Slip Printing under Setup Options Features as this allows you to include receipts from multiple customers to be bulked up into one bank deposit amount for reconciliation purposes 27 CashManager If you choose full Supplier Invoicing ledgers you need to
125. lso list the individual invoices Search Invoices Report This is like the Search by Name report from the main CashManager Reports form It scans all invoice data for the nominated word s Customer Reconciliation Report This shows your customer control s opening balance invoices adjustments and receipts and closing balance Product Reports These report are only available if you have activated Product Ledger under Invoicing Setup The Summary Product Report shows opening balance total movements and closing balance on a one line per product basis If you run the report as the present date it will be a stock on hand listing The Detailed Product Report is like a ledger showing opening balance all movements in and out and a closing balance for each product The Product Re order Report lists all products whose stock level has fallen below its re order level and also lists the order quantity for each of those products 71 CashManager Supplier Reports The Supplier Reports area can be accessed by the Reports menu option under the Suppliers menu 7 Supplier Reports El xj Suppher Reports C Supplier Aged Analysis C Supplier Ledger Report C Supplier Purchases Report C Sup lier Expense Analysis Reports Lists CashManager Invoicing provides a range of reports to help manage your suppliers The reports are Supplier Aged Analysis Report The Supplier Aged Analysis report provides you with aged b
126. mer Code SEM T Mating Addhess Deivey Addes Bc Southem Gof Ciub South Road farmtown 1999 Invoke No s990 aim Invoice Date 31 05 09 a Due Dale 30 06 09 Customer Rel Alt Reference Invoice Lines Add Line Edt Line Delete Line Descrption url Price Subtotal GST Total a Neverlose Goll Bal 40 30 50 220 00 22 00 1342 00 5 eoo o 300 x00 ter 5 320 00 1600 00 16000 176000 1 1500 1500 150 16 50 _ Pint He asof 31350 344850 v Prah 52 Invoicing Invoice header Customer Code Enter the customer code using if necessary Easysearch by pressing F2 or clicking the ellipses Once you have chosen the customer their name will appear on the screen and the address will show in the address boxes Remember that new customers can be added from the Easysearch window by clicking Add or their details edited by clicking Edit Invoice Number The next invoice number will appear as a default This can be overridden if necessary Invoice Date The date defaults to the current date but can be edited to any date required Any date can be entered but a warning will appear if you attempt to enter a date outside the current financial year Due Date This is based on the terms set up under the Customer Add Edit menu Customer Reference The reference may be an order number the name of the person who placed the order or a general comment to appear on the invoice and optionally on the customer stat
127. must first create a special Windows transfer file using the latest version of CashManager for DOS This file will be called CASHDATA TFR When you create a new company using CashManager for Windows you are given the option of starting with an existing CashManager transfer file Simply enter the location of the file and the data will automatically be converted to CashManager for Windows format Making the transition CashManager for Windows has combined the best of DOS with the best of Windows Users familiar with the DOS version will find the same structure the same functions and the same efficiency in data entry But the benefits of the Windows environment have made the program better common Windows interface and conventions great looking reports multi tasking to name but a few Data entry is Windows style where movement across the screen is achieved by using the Tab key or the mouse However you are able to have the Enter key act like the Tab key i e move between fields simulating data entry in DOS style by setting this option under Setup Options on the Preferences tab 113 CashManager Similar Easysearch windows are opened by clicking the ellipsis but these windows can also be opened in the same manner as with the DOS version by pressing the F2 or F3 functions keys Further the pop up menus accessing recently used names and descriptions are normally activated with the right mouse button but these are also available t
128. n processed the window will close Budgets This feature is not available in CashManager Lite 42 Transaction Entry CashManager gives you the power to enter monthly budget amounts for the current year and next year for every account code in your chart of accounts This is done under Budgets located on the Transactions menu First choose whether you want to work on this year s budget or next year s budget A list of your chart of accounts appears on the left side of the Budget window Once you have selected the appropriate account you are able to record the monthly budget values in one of four ways e Annual amount enter an amount choose a rounding basis and click Update this will divide the amount by 12 round it as specified and update the twelve monthly values e Percentage increase enter a percentage that you want to increase the existing budget amounts by Existing budget amounts can be decreased by entering a negative percentage e Monthly amount enter an amount and click Update update the twelve monthly values or e Enter edit amounts directly enter the appropriate values in to the 12 monthly boxes Note that once you have used either of the first three methods to update the budgets you can still use the fourth method to edit it A Remember that outflows i e expenses should be entered as negatives precede the amount with a minus sign There is also provision for a brief description to be
129. n allowing you to enter individual transactions 13 CashManager Every transaction that makes up the outstanding deposit list or unpresented cheques list in your opening bank reconciliation needs to be entered Outstanding deposits and unpresented cheques are of course entered separately To add a new transaction click New then enter the date using the Quickdate feature if desired deposit or cheque number payee or payer name and amount Then click Accept The transaction you have added will appear in the grid at the foot of the panel When entering subsequent transactions you can use Names Easysearch to locate previously used drawer or payee names To edit a transaction highlight it in the grid then click Edit make any changes then click Accept To delete a transaction highlight it Date 30 06 07 Cheque No 123013 in the grid then click Delete Name Sample Holdings Amount 567 89 When you have entered all the transactions of this kind i e opening outstanding deposits or opening unpresented cheques click Close This will take you back to the Opening Bank Reconciliation panel You can print the Opening Bank Reconciliation at any time by clicking the Print button This should be done when you have set up the bank account as a record for your accountant Statement Import Bank Statement Download Information i These details are not required unless you plan to import bank statement data from T
130. nch CashManager from a each workstation for the first time CashManager will ask you for the Registration Code Company Selection Setting Up You can have up to 3 companies in CashManager However this can be increased to an unlimited number by purchasing additional company licences Prior year files i e files that have been through the end of year process do not count as companies for this purpose When you open CashManager the last accessed company will be loaded and up to nine most recently accessed companies will appear at the foot of the File menu All companies can be accessed from the Company Selection window accessed with the Companies toolbar button or from the File Open Company menu option Once the Company Selection window is open either double click on the required company or scroll through the list of companies and click Open when the required company is highlighted Each company has a unique company code This code is actually a sub directory or folder under your CashManager program folder The company code can be up to 55 characters in length and may consist of upper and lower case characters and spaces Apart from the company code and name the Company Selection form also shows the year end GST VAT close off date and the Accountants close off date If the company is currently open the network name of the user if any is also displayed If your company menu becomes out of date usually because files have been ad
131. nd or Full enter voices when raised received and then tick them off as theyte pad The other way utiises a full ledger approach where a g full history of the customer or supplier transactions is maintained This method allows you to print customer invoices and statements Supplier ledger check to management supplies payments and print cheques and remittance advices boxes Logs are the simpler method but the tul ledger system provides beltes control Customers and Suppliers are independent so you wish you can use Logs for one and a full Ledger system for the other i a If youve activated full Default payment terms Se day next month customer ledgers you may also need to A So Setting Up Alert when invoices due Days ahead Choose names for your five price lists if different from o A E the standard descriptions offered Nominate a default Fealues GST Setup Headings Cheque Printing PLUS Options Customers Suppliers sales account this is used as the default sales account when adding new products and also as the default adjustment account when adding new customers Default Purchases account 270 Nominate the account for automatic Settlement Discounts this is used when entering receipts from customers and where the customer has taken a settlement discount Activate Customer and Product groups if required if groups are activated you set up groups for Products and Customers and this al
132. ng Add edited by clicking Edit and deleted by 57 CashManager clicking Delete Once the invoice has been loaded the process is identical to normal invoice entry See Creating and editing Customer Invoices for further details The billing cycle isn t recorded in CashManager When you want to generate one some or all your recurring invoices simply tick them in this screen and click Generate After confirming the invoice date and invoice numbering starting point click OK Normal invoices will then be created from the selected Recurring Invoices You have the option of all generated invoices having a static Customer Reference This would be useful for raising invoices for standard monthly charges you could for example use Hire Nov 2009 Generate Transaction xj This will generate an invoice from each ticked recurring invoice You have selected 1 invoices totalling 550 00 Date for invoices 287 1 08 First invoice number 39998 Use standard Customer Reference for all generated invoices Iv Hire Now 2009 Help Cancel Supplier Setup Enter the Supplier screen through the Suppliers Add Edit Suppliers Adding and editing To add a new customer click New To edit a customer highlight the customer in the grid and click Edit 58 Invoicing x Code GOLFw ABN Name Gok Wholesalers Supplies ref 53454235 Mai ng 1234 Main Highway Contact Fred Smith Address arytown General Notes pa
133. nt If you have activated the EFT Payments feature see EFT Setup there will be an additional button which is used to enter an EFT payment batch There are also Edit and Delete buttons that allow you to edit or delete the currently highlighted transaction There are three styles of transaction entry windows e Deposit slip e EFT payments and e All other transactions Transaction Entry The transaction entry screen consists of two parts the main details and the dissection details Main details First enter the main details which consists of the Date Reference Number Payee or Drawer Name and Transaction Amount 33 CashManager K There are various tips and tricks that make data entry more efficient There is also a button captioned Calc that loads the Windows calculator Dissection lx Entering Cheques from Main Cheque Account Date 28 11 08 Ref 123013 Payee Anytown Stationers inoue Total 154 00 Transaction Dissection Account BE Printing Stationery Post Amount 123 95 GST included 11 81 2 Details ay 0 The second part of the transaction is the dissection A transaction can be split into as many dissections as necessary and CashManager will continue to accept dissections until the cumulative total of the dissections is equal to the original transaction amount As you add dissections they are displayed on the dissection grid at the foot of the transaction dissection
134. nto as many income expense accounts as necessary Once you have entered all suppliers payments click File This will open the Create EFT Transaction File window where you can record the file name including full path and the date that the bank is to process the payments You can choose whatever file name and path you wish but you will need to remember these details as the Direct Entry software provided by your bank will ask you for the location of the EFT file You can also print a report of the EFT Batch showing all details of suppliers being paid amounts etc New Zealand users will also need to select their bank from the list provided as each bank in New Zealand expects a different file format Importing Transactions CashManager has the ability to import transactions from other packages The option to do this is titled Transaction Import and is located on the File menu under Import Data Select the format of the file you wish to import and enter the location and name of the import file using the Browse button to search for it if necessary On the right hand side of the window select the bank account which the imported transactions are to go to Depending on the import file format you have selected you may also have to indicate whether you want to consolidate into one bank entry mark transactions as cleared in bank reconciliation the transaction type to use for unspecified transactions and to nominate a suspense account If
135. nts CashManager PLUS users with the General Ledger option activated may also print a list of journal entries which may include manually entered journals system generated journals e g sales purchase journals created by the invoicing module or both Reports for your Accountant If your accountants use one of the client accounting software programs for which CashManager provides a disk format and they probably do you can provide them with your transactions on diskette CD or other media under the File Export Data Accountants File Export menu option More likely though your accountant may also have CashManager If so they may prefer that you send them a CashManager Transfer File using CashManager Transfer File under the File Export Data menu option This way they can review your files and can make any necessary corrections before sending the files back to you If your accountants are unable to accept your data on disk they can still obtain the information they need from the Summary Cashbook Report and Bank Reconciliation Report along with the Account Details Report covering the whole financial year for all accounts in the chart You should print each of these reports separately for each bank account you have opened Your accountants might then review the reports and suggest some account code modifications After you have made the modifications re print these reports so that your accountants can enter accurate totals strai
136. nts the particular data for a user nominated range It also gives you the option of including addresses in the report Supplier Expense Analysis Report The Supplier Expense Analysis Report can be run in two different ways e By selecting Supplier Analysis from the report parameters the report presents a list of supplier invoices in the nominated date range showing the expense etc codes they were dissected to When running this report you can present it Supplier by Expense listing all the expenses individually and showing the relevant suppliers beneath each expense or Expense by Supplier listing all the suppliers individually and showing the relevant expense beneath each supplier e By selecting Period end Analysis from the report parameters the report presents an analysis of the expenses that all unpaid invoices relate to If any outstanding invoices are partly paid they will be listed separately at the end of the report because CashManager is unable to determine with certainty which expense or expenses the part payment related to This report will be ideal for accountants seeking to determine period end closing creditors journal entries Print Selected Invoices x You have selected 7 invoice for printing Bulk Emailing Invoice message Have a gical hobday season Customer invoice and statements and y supplier remittances can be bulk Select the desired Invoice layout from this ist Haq AROSO CRGO EE E ESAS IAS EIEE
137. om one workstation installation is carried out in the normal way and no special setting up is required The program can be installed on a local drive or network drive If however you want to be able to access CashManager from different workstations or want to have more than one user operating it at one time some additional setting up steps are required The Borland Database Engine CashManager for Windows uses the Borland Database Engine the BDE which is a database utility that other software packages may also use The BDE must be configured for your network Install CashManager for Windows in the usual way but ensure that you nominate the network drive for CashManager The BDE should be installed locally ie on the workstation C drive in C Program files Borland Common files BDE Having installed CashManager once you now have to install the BDE onto each workstation by running the Workstation Setup option during the installation This will ask you for the location of CashManager in order to create a shortcut on the workstation desktop You will need to run this program once on each workstation from which you want to operate CashManager CashManager s Licence Number needs to be entered only once However the Registration Code that determines the level of CashManager you are using is specific to each workstation and will need to be entered the first time each workstation launches CashManager Consequently when you lau
138. om your file it is strongly recommended that you make a backup of your CashManager files before purging x This option allows you to purge old transactions from pour customer ce supplies ledgers You can only purge transactions prios to the current financial year If the balance of these transactions is not zero CashM anager wil create an adjustment entiy using the defauk account code for the customer or supplies to preserve the curert balance This option makes major changes to your data files so make sure you have a current back up before proceeding Purge all transactions up to and including 30 06 05 Contact Management CashManager s Contact Management system is available as part of the Invoicing module and also to users of CashManager Standard and Plus It allows you to log notes and follow ups against contacts and also to create an export file of selected contacts for mail merging Contact management is activated under the Setup Options menu Simply click the tick box on the Features tab If you are using CashManager Invoicing your customer and supplier files are automatically linked to Contact Management so that all existing customer and suppliers will become contacts Contact add edit Contacts are added and edited by clicking the Contacts toolbar button or by clicking the Contacts menu and choosing Contacts To add a new contact click the Add button To edit a Contact highlight the name in the grid and click E
139. oose an appropriate heading for you Once the graph has displayed you have the option of printing it simply click Print You also have the option of displaying in table format the actual values used by CashManager to build the graph click Values 103 CashManager lala Print Close Bank Account Daily Balance 36 000 34 000 32 000 30 000 28 000 26 000 24 000 22 000 20 000 18 000 16 000 14 000 12 000 i il IK ASAS Category Graphs Category graphs show in bar graph format the monthly or cumulative totals for either a single category or range of categories from your chart You can chart Actuals Budgets or both Y Graphs xi Berk Balances Categoy Balances Account Baences Pie Charts Select range al repat categorias you wash to graph Saved Graphe Heading Income bn Income by month Income Qumulhve From Category Income y Income Budget vs Actual Monthy Inceme Budget ve Actua Cumulative To Categay Espenses I Expenses by morth Expenses Cumulative Invert the graph utelu foc noone ce probil graphs Iv Expernes Budget ve Actua Monthy p gt graphs Exoerses Budael ve Actual Curadalive Inchide jounal erines v Froft Cumulative Morthy Walras factual Morty Profil Budget vs Actual Monthly Profit Budget vz Actual Cumulative Save Name Pror by marth You have a number of
140. parates the main account from the sub account and can be a forward slash a dash a decimal point or just a space You need to tell CashManager what sub account separator you are using Note that you have the ability name sub account groups if you are usuing the sub account feature for separate departments within your business You will simply need to edit the Defaults ini file in the company data folder to add the following 23 CashManager Sub account Headings 01 DEPARTMENT 1 NAME HERE 02 DEPARTMENT 2 NAME HERE etc Deposit slip printing By activating the Deposit Slip Printing feature you can print a deposit slip showing the full drawer details for lodging with your banking This saves having to write out the slip by hand All you need to do is fill in the pre coded summary slip provided by your bank Easysearch on Details Activating this option converts the Details line in the Transaction Entry screen in a searchable field like the name field This means that descriptions you enter here are added to a look up file and the lookup file can be accessed by clicking the ellipsis next to the field or by pressing the F2 or F3 keys Quantities tracking option The quantities tracking feature allows you to record a quantity for each transaction allocated to selected accounts in your chart This quantity also appears in reports where appropriate lt is useful for primary producers who wish to track livestock movements Once ac
141. pop up menu to only list customers with email addresses This assists you with batching up all the invoices that can be emailed into one group Locking Invoices After printing an invoice you will be given the choice of locking it Once locked an invoice cannot be edited though can be unlocked easily and then edited As well as being a safety control this also provides a way of tracking which invoices have been printed Invoice Messages When printing invoices you can have a one off invoice message by typing it into the Invoice Message box or i alo you can choose This invoice message list is common to all the i one of a standard cs Search for CashManager company files list The standard list is Happy Christmas manage d under Please pay within 14 days Customers Invoice xl Messages Enter invoice message Please pay within 14 days Cancel Edi Delete Help Close rele Recurring Invoices The Recurring Invoices feature in CashManager consists of a file of invoices that are identical in structure and design to normal invoices except they don t appear as outstanding amounts on the customers accounts Instead they are used as templates for invoices To create a Recurring Invoice select Recurring Invoices from the Customers menu This displays a screen almost identical to the normal invoice entry screen and just like normal invoices Recurring Invoices are created by clicki
142. ppliers tabs under Setup Options For each of customers debtors and suppliers creditors you can choose to manage them by either Logs or Full Invoicing Note that Logs and Full Invoicing are mutually exclusive in other words you can t have both Customer Logs and Full Customer Invoicing activated However you can have Customer Logs and Full Suppliers Invoicing and vice versa 25 CashManager Invoice logs x Invoici The invoice log feature Activate full voicing and debtors ledger Vv Activate customer invoice logs a allows you to track Cash anager offers two ways of tracking customer and supper invoices One way i to use the Loge feature where you simply invoices received from enter voices when rained teceived and then tick them off as heyre paid The other way utilises a full ledge approach where a full history of the customer or supplier transactions is maintained This method allows you to print customer invoices and statements suppliers and invoices to management supplies payments and print cheques and remittance advices issued to customers Loge ate the simpler method but the full ledger system provides better control Customers and Suppliers are independent so you Once either of the logs wish you can use Logs fot one and a full Ledge system for the other are activated on the Price kst 1 Retail Teems Fired number ol days Customer and Supplier pice i2 nn tabs under Setup Pees anes sa
143. ptions because they affect all company files present and future in contrast to other setup options which only affect the files of the currently opened company System wide Preferences These are system wide settings that apply to all your CashManager companies Automatically load the Windows calculator every time CashManager starts E Bypass the back up question when closing CashManager v Make the Enter key act like the Tab key when entering transactions Iv Validate the data files every time you close CashManager E Remember Cash anager Printers E Automatically validate data files before backing up i Print report borders not recommended for slower printers Iv Start CashManager with no company loaded otherwise last one accessed i Remember sort order of grids and look ups Iv Remember size and position of windows Iv Allow transactions dated after the end of the financial year to be entered Iv The options are Automatically load Window calculator at start up when ticked this automatically loads the Windows Calculator when you run CashManager It sits on the Windows task bar and can be used for calculations while entering transactions Bypass back up question on exit when ticked the option to back up the data files that normally appears every time the user exits the program is bypassed Make the Enter key act like the Tab key when ticked the Enter key functions as the Tab key during and only during transaction data
144. r original unmatched state and then you can re do the matching in an orderly manner periodically clicking OK when you ve reached a temporary in balance situation Once you have returned the receipt to its fully un matched state you can call it up for editing in the normal transaction entry screen click the Invoice button re select the customer and apply it to that customer s outstanding invoices Invoicing Easysearch When you need to enter a code for a Customer Supplier or Product click the ellipsis that appears next to the code box Product Code gt This will open Easysearch allowing you to search for the desired item 66 Invoicing To locate the desired code move through the list using the scroll bars sequence with the sort by list box You can also speed your search EZ by typing the beginning characters of the code if the list is sorted in account code sequence or name if the list is sorted in name sequence You can sort the list in x code sequence or name nig Sota code El When you have located the account you want click Select or press Enter To close the Easysearch window without selecting an account code click Cancel or press Escape To add a new item click Add This will load the appropriate Setup form where you can add the details You can also edit an existing item by clicking Edit from the Easysearch window The keyboard function keys also open Easysearch
145. ransactions that make up the end of year bank reconciliations e the names file and details file if activated can be cleared of any names that have not been used in the last year e any budgets you have set up can be erased replaced with next years budgets replaced with the current year actuals or left intact and with any of these options can be increased decreased by a fixed percentage If you are using Customer and or Supplier Invoicing this process has no effect on them If you want to purge the invoice files this is done separately see Purging Old Invoice Transactions We The end of year close off is a one way process That is why you should take a back up of your data files before proceeding and mark that CD or floppy disk END OF FINANCIAL YEAR 20XX NEVER TO BE ERASED Links to other Accomplish packages CashManager can receive data from AccountManager Accomplish s DOS based invoicing and debtors package and CreditManager Accomplish s DOS based creditors package To establish a link you will need to be using AccountManager or CreditManager Version 6 22 or later and have set them up to link specifically with CashManager for Windows Whenever data is transferred from one of these packages a special transaction file called CMTFR DBF is created in the CashManager data directory Then the next time the CashManager files are launched you will be given the option of importing the transaction file data When tr
146. receipt into the Result column being careful to match the sign as well as the amount Next you need to reinstate the invoices that you accidentally paid so that they are fully unpaid This is done in the same way After you have done this the net total of the matched amounts should be zero and you can click OK to apply the changes Once you have done that the receipt can be called up in the Edit Transaction window and you simply follow the procedure described in the paragraph above Invoice Matching FAQs Q have applied a customer receipt to the wrong customer and accidentally applied it against some invoices A Before it can be removed from this customer you need to un apply the transactions so that the receipts unmatched amount is identical to the original receipt amount This can be done in the matching screen by locating the receipt and entering the original amount of the receipt into the Result column being careful to match the sign as well as the amount Next you need to reinstate the invoices that you accidentally paid so that they are fully unpaid This is done in the same way Hopefully after you have done this the net total of the matched amounts will be zero and you can click OK to apply the changes If it is getting too complicated because of pre existing part matches or similar as a last result you can right click the matching grid and choose Un match All This will force all invoices and receipts payments to thei
147. rectly entered your data Full Invoicing is an optional add on Invoice Logs are not available in CashManager Lite unless used in conjunction with the full Invoicing module Setup Other This section is divided into three areas Company Name and Address Under Company Details you can edit your company name and address details You can also select a User Name to print at the foot of every page If you leave this blank the report footer is simply Printed on 99 99 99 at 9 99am However if you record a user name here the footer becomes Printed by XXXXXXXXX on 99 99 99 at 9 99am Accountant s Close Off The Accountant s Close Off Details section records the date of the last accountants transfer disk New transactions cannot be dated on or before this date and transactions dated on or before the Accountant s Close off Date cannot be edited This is not relevant in the UK version Bank Reconciliation Sound 28 Setting Up Under this option you can choose a sound to be played when your bank reconciliation balances There are four sounds offered but if you have your own WAV file name it SOUND5 WAV and place it in the CashManager program folder System Preferences There are some options that enhance the functionality of CashManager These used to be only accessible by editing the Cashwin ini file but are now available under Setup Options on the Preferences tab These settings are different from other setup o
148. rocess allows you to merge an old customer file with a new customer file This allows you to you then delete the old customer file The transactions are moved to the new customer to preserve integrity of the sales history data e find that a customer or This option makes major changes to your data files so make sure you product has been entered TESS RACE EE DOENE qui twice in error every transaction on file from this customer E TY city Putt Putt Centre To this customer zz Ej Old Customers e you want to delete customers or products you are no longer dealing with but want to retain the transaction on file Merge Help Close To achieve the latter enter a new customer or product called for example Old Customers with a code of ZZZZZ Move redundant customers to this account and delete the redundant one Purging Old Invoicing Transactions CashManager allows you to delete old transactions from the customer and supplier ledgers It does this by consolidating all the transactions on a customer by customer or supplier by supplier basis up to the nominated purge date into one consolidated adjustment per supplier or customer To purge old transactions select Purge Old Transactions from the Customers or Suppliers menu enter the nominated date and click OK The nominated date must be before the start of the current financial year 76 Invoicing WK As this process deletes transactions fr
149. s you will also need to complete the closing balances for customers debtors and suppliers creditors that were used in your last finalised BAS These will be reversed in your next BAS Ss gt PAS New Zealand Users The default rate should be set at 12 5 If you are going to use CashManager to print your GST return you will also need to complete the GST Return details GST Number Name Address Period Monthly Bi monthly or Half yearly Return Basis Payments Invoice or Hybrid and Last Return Date If you are using a basis other than Payments you will also need to complete the closing balances for customers debtors and suppliers creditors that were used in your last finalised GST Return These will be reversed in your next GST Return Ss La P l United Kingdom Users The default rate should be set at 17 5 though the concessional rate of 5 can be applied to selected accounts in your chart You also need to complete the VAT Return details VAT Number Name Address Period Monthly 3 monthly or Yearly Return Basis Cash or Accruals and Last Return Date If you are using a basis other than Payments you will also need to complete the closing balances for customers debtors and suppliers creditors that were used in your last finalised VAT Return These will be reversed in your next VAT Return Setup Invoicing CashManager s Customer and Supplier Invoicing features are activated under the Customers and Su
150. s Report Writer interface IV 30 Setting Up Club Membership Tracking This feature allows clubs to track membership details and to generate subscription renewals It is only available as part of the Customer Invoicing module and requires the Customer groups option to be activated Each membership category has its own group With Club Membership activated the Customer group Add Edit form offers provision for additional details Adding Customer Group x Code hi UNIOR Description Junion Membership Membership Category Iv Annual Subscription 250 00 Note for renewal 250 char For renewals paid by 31 12 08 deduct 25 00 from your payment If the group category is a membership one tick the checkbox and nominate the renewal fee and an optional wording to appear on the renewal notices Generating Renewal Notices On the reporting menu an option will appear for Membership Renewals This allows you to generate renewal notices which can be printed or emailed Complete the expiring date this will easily allow you to exclude non financial members and also to exclude paid up members when running the process a second or subsequent time Membership Renewals x Enter a date and any members expiring on that date will have a renewal printed for the next year Top margin adjustment in mm 15 Print renewals for members expiring on this date 30 06 09 Bulk Email Cancel 31 CashManager Uninstalling
151. s allows you to record goods received and stock level adjustments Stock Received Stock received and adjustment entries are entered in a batch basis where each batch might be one supplier s shipment To record stock received from the Product Received Batches screen click Goods In Record the date an optional reference number and a comment that will apply to this whole batch If you are batching up stock receipts by supplier you can record the Supplier Name and perhaps an invoice number in the Comments field x Date 0802 06 Ref No 2 Comment Got Wholesalers Product Received Code 9555154 Neverlose Golf Balis Qty 2000 Details mired colours Add Delete 2000 mixed colours 1500 fluorescent 75 CashManager In the lower half of the screen record the individual products that were received as part of this shipment Enter the Product Code using the products Easysearch if necessary the quantity and optional details When you have entered all the products that were received for this batch click Accept and a new batch will be loaded Click Close when done Stock Adjustments A typical Stock Adjustment entry might be an adjustment to stock levels after a stocktake reveals missing stock Stock Adjustments are entered in exactly the same way as entering goods received described above Merge Customers and Products You can merge two customers or xl products together This is useful if This p
152. s successful If so the cheques will be cleared from the Unprinted Cheques file otherwise they will remain in the Unprinted Cheques file for re printing Note that unprinted cheques are not deducted from the bank account until they have been printed and nor will they appear in any of the reports 36 Transaction Entry Deposit Slip If you have activated the Deposit List feature see Setup Options the procedure for entering deposits is different from normal transaction entry as there is an additional step in grouping the individual deposits into one bank transaction One of the major uses advantages of Deposit Slip Entry is when Invoicing is activated and multiple payments are received from Customers each day it allows for a separate entry for each Customer and retains a single deposit total for reconciliation purposes To enter a new deposit slip transaction click the Deposit button in the Transaction Entry window This will bring up the Deposit List window To add a new cheque to the banking click New To edit one highlight it and click Edit and to delete one highlight it and click Delete Each depositor s cheque that makes up the deposit is then added like a normal transaction see Transaction entry lt can be dissected into as many income expense accounts as necessary If you are depositing cash simply enter the word Cash for the depositor s name and leave the Bank and Branch blank When the deposit slip prints all
153. s with the General Ledger option activated can enter opening ledger balances Users of the special Trust Account Ledger file also have the facility of entering client opening balances CashManager Plus is not available in the UK From the Setup menu choose Opening Balances A grid will display listing all accounts in your chart You only need to enter amounts in the right hand column headed Last Year Closing CashManager will automatically create the Opening Balance amount if the account is a balance sheet account Remember that CashManager is structured as a cashbook and there is no need therefore to open ledger accounts for any bank accounts that have been set up under CashManager they are automatically added to the ledger When you first enter the opening balances section the net opening balance of all bank accounts is already shown at the foot of the grid Import from other CashManager file Users can also have CashManager open and recalculate the opening balances from the prior year file This is ideal when you need to roll the year but can t finalise the prior year totals Select Import Prior Year Totals from the Setup menu Click the Search button to navigate to the CashManager file containing last year s data You also need to record the suspense account 18 Setting Up this will be used to balance the opening balances should a problem occur like an account no longer in the chart or the opening bank reconciliation being
154. saction or e incorrectly ticking off an item as being presented when it is not Both of these problems can be quickly and easily resolved Click Proforma on the Results page of the Bank Reconciliation Wizard The Proforma Bank Statement is what CashManager believes the current bank statement looks like based on the closing bank statement balance you entered what transactions you ticked off and the sequence in which you ticked them Once the Proforma Bank Statement has been printed it is a simple matter to compare it to the statement you received from the bank The discrepancy will be obvious and can be rectified by clicking Back and either editing the offending transactions or ticking or unticking as necessary What if the bank statement is wrong In the unlikely event that the bank has made an error you will need to add a transaction equal to the transaction in dispute Allocate the amount to a suspense account If and when the bank corrects the error the correcting transaction on the bank statement is again entered as a normal transaction through Transaction Entry and this item should also be allocated to the same suspense account The two items in the suspense account will be equal and opposite and will cancel each other out in your next bank reconciliation Bank Statement Import Not available yet in the UK version The Bank Statement Import process consists of the following steps 1 You download your bank statement transact
155. saction is finished Chick OK when al invoices beng paid have been ticked Customer City Putt Putt Certre Total as entered 000 Sort order As Entered y Total selected 24 858 50 62 Invoicing If all unpaid invoices are being paid you can select them all quickly by right clicking the grid and choosing Tick All from the pop up menu Note on the top right corner of the screen the Total Selected appears and this increases as you tick the invoices If you entered the original cheque or deposit amount in the Transaction Entry screen before clicking the Invoices button this also appears alongside Total as entered If you need to record a part payment of a particular invoice highlight the relevant invoice and click Part Pay or chose Part Pay from the right click pop up menu You will then be asked to enter how much of the current invoice you wish to mark as paid If the customer has deducted a settlement discount from their payment this needs to be entered as a customer adjustment However you can achieve this very simply from this matching screen by clicking Discount Enter the amount of discount the customer has deducted and click OK This will automatically generate a Customer Adjustment and will appear in the Unmatched Transactions list as a ticked item Note that for the Discount button to be enabled you need to enter the Settlement Discount account from your chart under Customer Invoicing Setup When you v
156. shManager If there is a special Once you have selected a chart here you can still add edit and delete any accounts later C Start with empty chart 10 Setting Up chart it will appear as a separate option titled Chart from Alternatively you can elect to adopt a chart of accounts from another company This may be from a back up disk or another company on your system if you have a multi company CashManager To adopt a chart of accounts nominate the location of the accounts file Accts db that you wish to use this may be a back up drive or another company directory ie C CashWin MyCompany Accts db Remember that you can still make changes to your chart of accounts at any time even if you have selected a standard chart This completes the New Company Wizard To finish click OK and you will be taken to the Bank Account Setup section where you can setup your bank accounts Chart of Accounts Setup The Chart of Accounts is a list of income expense and other categories to which you allocate all transactions Examples include Rent Interest Received Stationery Bank Loan etc Each one of these categories has a unique Account Code which is used in data entry and reporting To work on your Chart of Accounts select Chart of Accounts from the Setup menu See Chart Add and Edit and Chart Deletion Y Chart of Accounts iol Search for Sort by as Entered y Account Name Report Group GST Status MapTo 19
157. shManager to auto generate transactions in cases where it recognises the payee or payer name This will be a time saver particularly in second and subsequent downloads but it may also result in CashManager making assumptions that are incorrect This is because it will assume that transactions are be allocated to the same account code that the previous transaction to the particular payee payer was and this may not always be the case Step 2 CashM anager is now ready to automatically reconcile any entries it can If you tick the box below CashManaaer will also add any transactions like bank fees for which it has remembered an account code from previously Automatically generate cashbook entries E for remembered transactions To perform the auto reconciliation and move to the next step click Next Once you ve checked the summary and made your decision about auto generating transactions click Next Step 3 CashManager now presents you with two grids side by side The left grid displays all transactions in the bank statement file and the right grid displays all unreconciled transactions in CashManager This right hand screen is in fact the same screen that appears in the standard Bank Reconciliation Wizard Because this screen holds a lot of information you may find it easier to maximise the window by clicking in the small square at the top right corner of the form This will enlarge the form to maximum size You can also re
158. ships with some standard graphs based on the standard chart of accounts These can be loaded by clicking Load Default They may not suit your Chart of Accounts if you have not adopted the standard chart and or report categories so will need to be tweaked as necessary Account Graphs 105 CashManager The Account Category graph shows in bar graph format the monthly total for either a single account or a range of accounts from your chart Budget bars are also drawn for each month allowing a ready comparison of actual cashflow with the budget CK x Berk Belarcas Categoiy Balances Account Balances Fis Chaite Select sangs of accourts you wishto graph The From and To values do not have tobe actual accounts Me pa val use the first account al o mmedately alter the From astounl and slop on at before the To ace Serene Heacing Bridge Club Table Fees Account range lro o te zo aj Invert he graph tusali foc income or profit graphs Vv Include jaumeal entries r Monthy Wabies Budget ws Aclual Morthy Talals Save Name Sales Monthly Save You have a number of options Heading This is the wording to appear at the top of the graph Account Range Select the account or account range from your chart of accounts Invert the graph As income and profits appear as credits i e negatives you may wish to invert the graph when plotting this sort of data Include journal entries Users of CashMana
159. size the column widths and move columns around the grid by dragging the column headings Transactions that have been auto matched or that have been auto generated are ticked on both sides There is a column on the right hand grid that shows the account to which each transaction has been allocated and you should scan this for any auto generated transactions to make sure that the account code used is correct If it isn t you can edit the transaction by right clicking the row and choosing Edit You now need to work your way through all transactions on the left hand grid the Bank Statement side Once all these transactions have been ticked the reconciliation will have been completed If the transaction already exists in the right hand grid the CashManager side but wasn t auto matched you can simply tick the transaction on both sides by clicking the Tick column or right clicking and choosing Tick from the pop up menu 85 CashManager If a transaction appears on the right side but the amount is incorrect you can right click the transaction on the right hand grid the CashManager side and choose Edit This will allow you to edit the transaction in the normal Transaction Entry screen Otherwise the bank statement transaction will need to be added to CashManager This is done by right clicking the transaction and choosing one of the four methods e Simple Allocation this presents you with your complete chart of Tick transac
160. so be set users will be asked to enter a password when opening the company s CashManager files If they enter EnternewRepottspasword the Invoicing password they will only be pmm given access to the Invoicing parts of Beo eras CashManager If they enter the File password they will have access to all parts of CashManager Reports Area Password This password set wil control access to CashManager reports As a security measure as you type your passwords the screen will display only asterisks To make sure that you typed in your right passwords you are asked to re type them as a confirmation Your new passwords will only be accepted if the original passwords and the confirmation passwords are identical 19 CashManager Setting and changing passwords If your file already has a password you will be asked to enter the existing password before being allowed to change it This limits the ability of unauthorised users to change the passwords When the password screen opens if there are any existing passwords the appropriate boxes will contain asterisks A blank box means that there is no password for the particular level Passwords are not case sensitive you can set a password in upper case but the same word in lower case will be accepted If you forget you password your local Support Centre may be able to help you resurrect your data although they won t help you to do this unless you can prove that you ar
161. ss in CashManager s Customer Invoicing As soon as an invoice has been entered it will appear on the customer ledger as outstanding To access CashManager Invoicing select the Customers menu then Invoicing Alternatively you can click the Customers toolbar button 50 Invoicing This displays the Customer Invoicing screen Initially the screen shows the total outstanding in respect of all customers However by entering the code for an individual customer or selecting the customer by clicking the Easysearch ellipsis the display is filtered to show just that customer s invoices as well as any unmatched adjustments and receipts Further you can elect to show either just the unpaid transactions all transactions or all transactions this year This list can be sorted by Date Details Reference Number Amount Customer Code or Name from the Sort By dropdown list By right clicking on the invoicing grid a pop up menu appears Options allow you to quickly tick all invoices entered today for printing copy an invoice and find a transaction See also Creating and Editing Customer Invoices Streamlined Invoicing Streamlined invoice is a quick way of creating very simple invoices x invoice Details Customer Code SOUTH _ imf Malling Address Delivery Address Souther Golt Club SoshRosd ss Invoice No 100003 fanon Invoice Date 2811 06 ES Due Date 28 12 08 Customer Ref Fred Amount incl GST 550 00 Description
162. statement import or accountant s export CashManager CashManager CashManager CashManager Lite Standard Plus Home Simple intuitive transaction entry CashManager with search as you type and Easysearch lookup Bank reconciliation classic Bank reconciliation import bank statements from bank web sites Unlimited number of bank accounts Fully compliant with Australian and New Zealand GST Prints Australian New Zealand and UK GST VAT Returns Direct credits i e EFT payments Cheque printing Recurring payments e g loan lease payments Quantities tracking useful for primary producers Deposit slip printing Range of user friendly reports and graphs including Summary Cashbook Multi Column Cashbook Account Details Report Name Search Report Cash Trial Balance and more Optional 3 level password protection Data transfer to accountants software including Solution 6 MYOB Accountants Office Global APS Handiledger Teletax and others Easy two way transfer of data files between user and accountant Contact management Invoice logs for simplified customer supplier account management Budget setting and comparison Monthly Cashflow Analysis Budget Comparison and Cashflow Forecast Reports Sub accounts for departmental reporting Trust account option for solicitors real estate agents etc Introduction CashManager Financial X
163. t 45 CashManager Mark off the invoice or invoices being paid by ticking the appropriate line or lines A tick will appear alongside the item and the cumulative value of ticked items at the top of the grid will be updated When you have ticked all desired invoices click OK This will close the Unpaid Invoices window returning you to the transaction entry screen The sum total of ticked items will be offered as the default amount and the payee name and details lines will also offer appropriate defaults You can over type these defaults if necessary Invoice logs are not available in CashManager Lite Journal Entries If CashManager PLUS users activate the General Ledger option a Journals option appears on the Transactions menu A grid displaying all existing journal entries appears To create a new journal entry click New To edit an existing journal highlight it and click Edit and to delete one highlight it and click Delete On the main journal entry screen enter the date a reference number and a journal description Then on the Journal Lines panel enter the account code amount GST amount if applicable and a dissection description To add further lines click Add to edit a line double click that line and to delete a line highlight the line and click Delete The same data entry tips that are available in the main transaction entry section are also available here When you have finished adding all journal
164. t CashManager holds can be presented to your accountant in a form that they can readily use This way they can analyse your financial data and help you to run your business better One way we have done this is to make the bank reconciliation the centrepiece of the program Your accountant can confirm the importance of the bank reconciliation and the Bank Reconciliation Wizard makes this otherwise complicated task a breeze ensuring that your data is as complete and as accurate as possible To make your accountant s job easier CashManager offers export facilities to all the major software packages that accountants use throughout Australia and New Zealand This is done under Accountants File Export As well many of the reports have been designed with your accountants needs in mind too See Reports for your Accountant for more details Remember that your accountant is not just a tax return preparer He or she has skills in many other facets of small business management covering areas like e Business advice e Raising finance e Budgeting e Tax planning e Financial and retirement planning e Computer software assistance e Insolvency e Auditing e Reconstruction e and much more Accomplish Contact Details In Australia Sales 1800 811 899 1800 811 878 sales accomplishglobal com Support 1800 634 440 1800 811 878 support accomplishglobal com 119 CashManager Web site www accomplish com au In New Z
165. t Item 9 adjustments to output tax or Item 13 adjustments to input tax on the return Examples of such adjustments are GST on the private portion of expenses adjustment to output tax or GST paid to customs authorities on imports adjustment to input tax A GST Return GST101 in the same layout as the one provided by the Inland Revenue will then be printed Australia The BAS Worksheet prints the calculation sheet in a format similar to the worksheet form supplied by the Australian Tax Office There is also a summary in the same form as the short form BAS After you have checked the report and GST Audit Trail you can simply copy the totals onto the form supplied by the ATO You can record any sales adjustments G7 or purchases adjustments G18 for inclusion in the calculation SS LH ins United Kingdom The vat Worksheet prints the calculation sheet in a format similar to the worksheet form supplied by HM Customs and Excise After you have checked the report and Audit Trail you can simply copy the totals onto the form supplied After running the report you will be asked if you wish to finalise that GST VAT period Finalising the period means that the amounts of all transactions in that period cannot be altered and no more transactions can be entered for that period This is an important control in maintaining the accuracy of future GST VAT Returns NZ users can use the link to the IRD websi
166. te under the Reporting menu if they want to complete their GST Return on line 94 Reports INLAND GST 101 REVENUE TE TAR TAAKE Goods and Services Tax Act 1935 GOODS AND SERVICES TAX RETURN Full Swing Golf Supplies Registration No 1 12 346 678 134 Military Road Period covered by retum One month Anytown From 01 04 05 2 to 3004 05 REGISTRATION Correct mailing address 3 Fe above INFORMATION Daytime phone number 4 999 0000 Retum basis PAYMENTS GOODS AND SERVICES Total sales and income for the period including GST 5 7 127 01 TAX ON YOUR SALES Zero rated supplies included in Box 5 6 0 00 AND INCOME Subtract box 6 from box 5 7 127 01 Divide box 7 by nine 3 791 39 Adjustments from your calculation sheet 9 0 00 dd boxes and 9 This is your total GST collected on sales and income 10 791 39 GOODS AND SERVICES Total purchases and expenses including GST for which TAX ON YOUR tax invoicing requirements have been met excluding PURCHASES AND any imported goods ah 7 010 91 EXPENSES Divide Box 11 by nine 12 778 99 Credit adjustments from your calculation sheet 13 0 00 Add box 12 and 13 This is your total GST creda for purchases and expenses 19 778 99 Print the difference between box 10 and box 14 here 15 12 90 PAYABLE Has payment been made electronically circle one Yes No DECLARATION declare that the information given in this retum is true and correct X 1 t 95 CashManager BAS WORKS
167. the Customers menu choose Statements Select the customers for whom you want to print statements and click Print You can select all customers by clicking Tick All xi i Next choose the ageing Cork mani Mach y 2005 3 month The ageing month determines the calculation of the amounts that appear in the Statement message Current 30 Days 60 Days etc boxes on the statement For Include customers wath ril balances r example if you choose March Select the desred Statement layout from this Est i Standard Statement plain pap 2006 as your ageing month all EEE EE E EEEE EE E transaction dated March 2006 Standard Statement balance fonward style are aged into Current Plain Paper Statement Weekly Ageing February 2006 transactions as 30 days and so on Weekly ageing can also be used by selecting this option Preview Brint Buik Emai Setup Help i under Setup Options on the Invoicing tab When you print statements there is a check box that allows you to include statements for customers who have a nil balance on their account You can also nominate a Statement Message to appear on all statements The standard message can be set under Invoicing Setup but the message can be overwritten when running the statements Finally select a statement layout There are four standard layouts that ship with CashManager Invoicing e aplain paper layout in the more popular open item style e a
168. the cash entries will be combined into one line Note that previously used bank names and branch names will be remembered for future use and can be recalled using the dropdowns Once you have entered all depositors cheques click Print This will display the deposit slip in the Report Preview You can then use the normal Previewer options to send it to a printer See also Receipt Printing Chart of Accounts Easysearch Chart of Accounts Easysearch is activated by clicking the ellipsis the Account gt three small dots next to any field requiring the entry of an account code To locate the desired account code move through the list using the scroll bars You can sort the chart in account code sequence name sequence or reporting group sequence with the sort by list box You can also speed your search by typing the beginning characters of the code if the list is sorted by a xi list is sorted by name Search for Sort by account Code Nene S Kep repo Electricity PUR Purchase Expenses Entertainment PUR Purchase Expenses When you have located the account you want click Select or press Enter To close the Easysearch window without Freight and Courier PUR Purchase Expenses i selecting an account code click ae lt os Cancel or press Escape Interest Paid G03 GST free Expenses Leasing PUR Purchase Expenses Motor Vehicle Expenses PUR Purchase Expenses Permits Fees and Licences PUR Pur
169. tion accounts as part of the pop up menu grouped by the reporting categories e g Income Expenses Other All you need to do is select Tick All Transactions the desired account code and a transaction will be added to Untick All Transactions CashManager with the Date Amount Reference number and Description per the bank statement file with the account code you Simple Allocation E chose and GST amount as per the default for that account code Both Detailed Allocation gt sides will then be ticked This allocation is the quickest and easiest of Memorise and Process all and is ideal for single dissection transactions that have a standard GST component Names Easysearch e Detailed Allocation this takes you straight to CashManager s normal Transaction Entry window where you can enter a full transaction The appropriate details will be loaded into the various fields and all you need to do is complete the allocation This method is ideal for bank statement transactions that need to be multi dissected that have non standard GST portions that you need to enter additional information into the details line or if you have activated CashManager s Invoicing module and the transaction is in respect of a customer or supplier invoice When you have entered the transaction you will be returned to the Bank Reconciliation Wizard and the transaction will have been added to the CashManager side and both sides will have been ticked e
170. tivated you can nominate that any account in your chart is to hold quantities as well as dollar amount and when transactions are coded to such an account a Quantity box appears Contact Management Available in CashManager Plus and CashManager Standard and in CashManager Lite if Invoicing is activated CashManager s Contact Management system allows you to log notes and follow ups against contacts and also to create an export file of selected contacts for mail merging If you are using CashManager s Invoicing your customer and supplier files are automatically linked to Contact Management so that all existing customers and suppliers will become contacts You can also elect to have CashManager alert you to any due tasks whenever the program is launched Setup GST VAT See also CashManager and GST CashManager s GST VAT features are activated from the GST Setup tab under Setup Options To activate GST or VAT tick the Activate GST or Activate VAT check box and complete the details as described below 24 Setting Up ustralian Users The default rate should be set to 10 Enter your ABN number the return period quarterly or monthly and the return basis cash or accrual Also enter your company s name address and phone number and nominate the month of the last finalised return This provides the correct period as the default when printing the next BAS Worksheet If you are reporting on the accruals basi
171. try window with the transaction displayed ready for editing Bulk moving transactions Individual transactions can be moved from one account category to another simply by editing the particular transaction and changing the account code Ay If however you need to move all transactions from one account to another you can achieve this in one step Simply select Setup Chart of Accounts call up the account that presently contains the transactions and edit its code from the old code to the new code see Chart of Accounts Add Edit When CashManager looks at the new code and sees that it already exists in the chart you will be asked to confirm that all transactions are to be moved from the old code to the new code This will also have the effect of deleting the old code from your chart Deleting bank transactions Any transaction that has not yet been ticked off in a bank reconciliation can be deleted with the exception of transactions that have been exported to your accountant You will need to be particularly careful not to delete transactions that form part of a finalised GST Return A warning will appear if you attempt to do this Highlight the transaction in the Transactions grid and click Delete After you have confirmed that this transaction is to be deleted it will be removed from the file and the bank balance updated accordingly Data Entry Tips Features that make data entry in CashManager easier and more efficient include
172. u have finished entering the matches check that the running total is zero then click OK After confirming that you wish to accept the proposed matches the matching process will be performed and the Matching screen will be cleared Q have applied a deposit to a customer invoice but now realise that it was for a job that wasn t invoiced A In this case you need to remove it from the customer ledger side of CashManager and then change the account code to the correct one If you didn t actually apply the receipt to any of the customer s other outstanding invoices then all you need to do is bring the deposit for editing in the normal way click on the Invoices button and from the dropdown at the top of the screen choose Not related to Customers or Suppliers This unhitches the receipt from the Invoicing ledger completely and you can then allocate it to whatever account is appropriate CashManager Plus users should note that it should not be posted to the customers control account as it is no longer anything to do with customer invoicing However if you accidentally applied the receipt to some of the customer s unpaid invoices it needs to be unmatched from them first You need to un apply the transactions so that the receipt s unmatched amount is identical to the original receipt amount This is done in the matching screen Customers Matching Transactions menu by locating the receipt and entering the original amount of the
173. unt customer you would select Refund to a customer from the drop down list Of course if you hadn t activated CashManager s customer Invoicing this option wouldn t appear because a refund to a customer wouldn t affect the ledger at all See also Printing customer invoices Customer Adjustments A customer adjustment is an entry to a customer s account that does not produce a paper document An example is a bad debt write off Customer adjustments are entered in a similar way to bank account transactions where they are dissected to one or more account codes from your chart of accounts This is in contrast to an invoice entry where the account code or codes are determined from the codes that are attached to the particular products being invoiced x Customer enm H City Putt Putt Centre Date 07 02 06 RefNof 51515 Ta 50 00 Comment Bad debt wnbe off Transaction dissection Account 230 Sales nt 5000 GSTincuded 45 55 CashManager Customer Quotes The Quotes feature in CashManager is very similar to Invoicing The process for building a quote is identical to that for an invoice See Creating and editing Customer Invoices for further details To create a Quote select Quotes from the Customer menu This displays a screen almost identical to the normal invoice entry screen and just like normal invoices Quotes are created by clicking Add edited by clicking Edit and deleted by clicking Delete Like Invoice layouts
174. up to ten characters in length Codes must be unique if the code you choose is already in use you will be advised accordingly Default prices Items in the product file may have up to five prices each and each customer needs to belong to a price list group e g a retail trade or wholesale customer and you can chose the group here Price 1 is the default offered during invoicing however prices can be over written during invoicing if necessary Default discount This discount rate will be used as the default whenever this customer is invoiced However it can be edited at the time of invoicing Default payer In some cases the name on your customer s cheque might be different from the customer s name so this provides a default that is used when entering receipts from the customer When a receipt for an outstanding invoice is entered through the transaction entry screen this name will appear in the payees field Default account In Customer Invoicing this account is used as the default code when you re entering an adjustment to the customer s account It is also used in the default dissection of a customer deposit when CashManager has insufficient information to determine specifically what 48 Invoicing elements of an invoice are being receipted or paid This typically happens with part payments Finally the default account is also used to consolidate transactions if you elect to purge old customer or supplier transactions from t
175. vertising Other gt 23 Sales Advertsing 05704706 11 123004 Cha 227 al 2273 Electricty 13 04 06 1 123005 Chq_ Elechicty Supply Co 206 86 20 69 Motor Vehicle Exp 13 04 06 1 123006 Chq BP Service Station 79 32 7 93 427 Fent 23704706 11 123007 Chq LocdReaEslate 795 45 7955 The Edit Transaction menu option and the Edit button both load the highlighted transaction in the Transaction Edit window allowing you to edit any part of it The Reallocate To option provides a quick way to assign that transaction to a different account in your chart by selecting the account from the menus and sub menus You can size the columns by clicking the mouse pointer on the heading divider and moving it to the desired width and you can also change the relative positions of columns by dragging them to their new location 44 Transaction Entry Invoice Logs Invoice Logs are accessed from the Transactions menu under Customer Invoice Logs or Supplier Invoice Logs To add an invoice to the log click New and enter the date using Quickdate if desired the invoice number due date purchase order number if applicable customer or supplier name using Names Easysearch if desired and amount GST users will also need to record the amount of GST included in that amount The due date will be automatically calculated as soon as you enter the invoice date This is based on the payment terms you have established when activ
176. wish to delete this bank account and all transactions for that account the bank account will be permanently removed You should consider the effect of such a deletion on any data you have transferred to your accountant You should also consider the effect of such an action on previous Business Activity Statements and GST Returns Multiple Bank Accounts Apart from keeping tabs on your main bank account with the multi bank account feature you can track 15 CashManager e Investment and deposit accounts e Credit cards record credit card purchases as Direct Payments and payments into the card as Direct Deposits e Cash payments out of till record out of till payments as Direct Payments and then periodically record a Direct Deposit allocated to Sales equal to the balance of this bank account bringing the balance of your Out of Till Bank Account back to zero e Out of pocket expenses record cash expenses paid as Direct Payments and then periodically enter a Direct Deposit equal to the balance of this bank account bringing the balance of your Out of Pockets Bank Account back to zero Names Setup Names used in transactions are automatically added to a look up file and this file is accessible during transaction entry see Name Easysearch Names in this file can be edited or deleted under Setup Names Details used in bank transactions can be recorded in the same way if you elect to activate this option under S
177. with five user specified columns or six if GST is not activated and a sundries column which is summarised at the end For information on how to select cashbook columns see Cashbook Column Headings The Payments Cashbook and Receipts Cashbook are kept separate Direct Payments are included in the Payments Cashbook and Direct Deposits are included in the Receipts Cashbook Any period during the year may be nominated and transactions may be listed in Date order or Reference Number order DETAILED PAYMENTS CASHBOOK 01 07 05 TO 30 06 06 Main Cheque Account Account Mo 12 213 Bank 1 Anybank Corporation Anytown DATE DETAILS REF AMOUNT GST PURCH ADVERT RENT MA EXP SUNDRIES AMOUNT 270 302 427 400 0 31 0300 The Local Rag 1 173001 15557 14 14 14140 31 03 06 Supplies Ud 1 123002 708 25 ns 725 08 010406 Golfing Wholesalers 1173003 687122 506 47 6064 76 05 0406 The Local Rag 1 122004 250 00 2 73 227 27 120406 Beotroty Supply Co 1 123005 227 55 20 69 As 200 88 130400 BP Service Station 1 173006 8725 733 79 32 230400 Local Real Estate 1 123007 875 00 79 55 795 45 7 964 24 724 08 5 700 43 368 70 705 45 79 32 0 00 206 26 SUMMARY OF SUNDRIES COLUMN Bectnotty 362 206 26 206 66 Account Details Report This report prints all transactions for a specified range of accounts from your chart of accounts All transactions whether deposits cheques direct deposits or direct payments are listed with the deposit amounts
178. xport file will then be created Importing Contacts Contacts can be imported from a CSV file via the menu option Contacts Import Contacts There are two formats CashManager CSV format this file must be formatted in the same way as the Contacts export file Microsoft Outlook CSV file this file can be flexible in layout but CashManager expects that the column headings are in row one and will look for the following columns to import columns can be in any order and the only compulsory one is COMPANY COMPANY BUSINESS STREET BUSINESS STREET 2 BUSINESS STREET 3 78 Invoicing BUSINESS CITY BUSINESS STATE BUSINESS POSTAL CODE E MAIL ADDRESS BUSINESS FAX BUSINESS PHONE TITLE FIRST NAME MIDDLE NAME LAST NAME These column headings are among the default headings that Microsoft Outlook s Export option uses Customer and Supplier Import Export CashManager allows you to import and export Customers Suppliers Reporting Setup Window Customer Supplier and Product details Exporting Invoicing these details creates ASCII files which can be Gutes Sr Sinai 7 opened in Excel Notepad or similar programs The Matching Transactions i Import process expects ASCII files To determine the format required simply create an export file Recurring Invoices and review the result Statements You can also export and import Invoicing Reports transactions Add Edit Customers Exporting creates an ASCII file of invoices
179. y highlight the company on the Company Selection window and click Delete After confirmation that you want to delete that company it will be completely removed from your system Deleting a company places the company folder and related files in the Windows Recycle Bin and if you need to resurrect a deleted company it can be done in the same way as resurrecting other CashManager files from the Recycle Bin However once restored under your CashManager program folder you will need to click Rebuild in the Company Selection window to have that company re appear in the list of companies New Company Wizard The New Company Wizard is a step by step method of setting up a new company file ae Start with empty files Note that users of CashManager Home will see a simplified version of the New Company Wizard Restore from back up Step 1 First nominate the starting point for the new file You can start C Load from transfer file with empty files restore files from a CashManager back up disk or load existing data from a CashManager Transfer file Step 2 Choose a company code If you are starting a new file also record the company Company code Company 1 name The company code can be up to 55 characters in length and may consist of upper Name My Company Pty Ltd and lower case letters and numbers as well as spaces If you are importing from a transfer file or restoring from a back up the name does not nee
180. you have activated the GST feature you may also have to indicate if GST is included in the transactions Once you have entered the requested information click OK and the file will be imported Interbank Transfers If you have opened two or more bank accounts you can use CashManager s Interbank Transfer feature to record transfers between accounts This process automatically creates deposit and payment transactions in the respective accounts 39 CashManager To process an xi interbank transfer This process records the transfer of an amount belween two bank accounts select Interbank Transaction Details Transfers from the 03702705 ps y Transactions Date Transfer account 135 Suspense menu Sending Account There are three Transfer from Bank Account Main Cheque Account it sections to Type complete C Cheque Amount coming OUT of this account 784 56 Reference No 1 Transaction Direct Payment Details Firstly Account code for any transfer fees y enter the date of the transfer and mien Acce Transfer to Bark Account Credit Card 2 the account in your ple yan a na Amount going INTO this account 784 56 of the transfer is to be processed Reference No mE through Most users add a special account to their chart called Interbank Transfer Account but you can use a Suspense account if you want Sending Account Secondly select the bank account that the funds are coming out of an
181. ystem Setup These files are only used as a look up files and it doesn t matter if you edit or delete Names or Details that have been used for existing transactions To edit an entry in the Names file locate and highlight it in the grid and click Edit Make any necessary changes and click Accept If you changed the name you will be asked if you want CashManager to scan all the transaction files and make that same change to the name wherever it has been used This is useful for correcting spelling mistakes To delete an entry highlight it and click Delete If there are several entries you want to delete you can hold the Control key down as you click to select multiple names then click Delete to remove them all For Names entries the default account code is offered whenever you use this name in a transaction It can of course be changed at the time of transaction entry and in such cases the default account code for that name is also changed You can also set up an automatic split whereby you nominate a second and third account code and a percentage to go to the each default code This means that whenever you use this name in a transaction two dissections will be offered with the transaction amount broken into the two or three components These amounts can be edited if necessary If you have activated the Deposit Slip feature or EFT feature you also have access to the bank account details for this name although these details are upd

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