Acceptum Business Software
Examples
Index
1. A New Company 2
2. Accounts Information 6
3. Trial Balance and Financial Reports 11
4. Projects/Job Costing 15
5. Sales Orders and Customer Payments 22 6. Purchase Orders and Goods Receipting 26 7. Supplier Invoices and Payment 29
8. Stock Control 34
9. Sundry Journals 41
10. Ledger Reporting 44
11. Fixed Assets 50
12. Bank Reconciliation 55
13. Export and Import of Data 57
14. Using Budgeting and Forecasts 63
15. Graphs - Displaying data 70
16. Contact Management 75
17. Time Logs 83
18. Business Intelligence Score Card 88
To help get the most out of Acceptum, this documentation provides examples on how to use the system. It explains how to do common business tasks.
This document can be read in any order.
This material is supplied on the basis that it can be freely used within the purchasing organisation. However, the purchase of this material does not confer the right of re-sale or re-distribution in any form, electronic or printed.
1. A New Company
Select menu 'Setup | Companies' then 'Records | Add Record' to create a new Company Enter data to define the company/organisation
Add address information to appear on Invoices, Statements, Purchase Orders, etc.
Enter default account information for the Company
Add links to external documents that relate to the Company
Select menu 'Utilities | Systems | Users' to set user authorisations for the Company
Select menu 'File | Open Company/Year' to process business transactions
Select the financial year to be processed. All sources, ledgers, transactions, views and reports now
2. Accounts Information
Select menu 'Setup | Accounts' then right click on the window. Select 'Add Record' to create a new Account
Press F3 to open the 'Detail' window and complete the 'General' information
Enter any 'Address' information for the Account - Customer/Supplier/Bank
If the Account record is for a Product (Stock Item) enter this additional information
Add links to external douments that relate to the Account
The 'Balances' tab provides details of account postings, via company Press F4 to get a Monthly Movement analysis with Active Budget comparisons
The 'Web' tab provides details used on a web site enter information on a product to support a web site
Within an open Company/Financial Year use menu 'Ledger | Reporting | Accounts' to obtain a listing of Account balances
3. Trial Balance and Financial Reports
A Financial Report structure is created with TB Numbers assigned to reporting lines So Accounts to TB Numbers, TB Numbers to Financial Report Lines
The Analysis 1 Report Set restricts Depts on a report row for Departmental Reports
Within an open Company/Year, select 'Ledger | Financial Reports' to produce a report Individual Analysis codes can be reported for 'Cost Centre' reports
A Financial Report built from a user defined structure
Budget or Prior Period/Year Actuals can be used as comparatives
Double click a detail Actual amount to drill down to TB Numbers Double click an Account to drill down to Ledger Postings
From Ledger Postings double click Docu Ref to review a Sales/Purchase Order
4. Projects/Job Costing
Or create a new Project with Stages (Project module required)
Create Project/Job Costing lines for each product setting quantity, revenue and cost Period and Year are for when Job Costs are transfered to a Budget
Create Project/Job Costing lines to assign Employees time to the project Standard employee rates can be changed
Add sundry overhead costs to be incurred such costs can be allocated to different periods
When the Project/Job Costing Lines are complete - Convert to a Budget
When the Project/Job Costing Lines are complete Create a Customer Quote Use the Quote for quantities/amounts to be invoiced
Review actual Time Log Entries with Planned Project/Job Costs Review and control Actuals to Planned Project/Job Costs On Project and Stage level or Project Summary level
Review and control Actuals with Budget
Use the Project/Job Cost budget and restrict the range under Financial Reports
Use the Profit and Loss Financial Report to review performance Or construct a more detailed Financial Report specific to the purpose
5. Sales Orders and Customer Payments
Select menu option 'Sources | Sales Orders | Enter SOs'. F3 to open the 'Detail' window
Set the document header information - this is a Quote
Add the first product being Quoted
Set the Quantity and system calculates the 'Moving Average Cost' Other default information is updated
Default 'Revenue' information is set and can be altered
Default 'Foreign Currency Sales' information is set and can be altered The Sales Unit Price is based in Foreign Currency when a Currency is set
When the Quote is accepted, change to a Delivery Note and pick the products
On completion of Delivery, change to an Invoice, print the invoice, then post to the Ledger
Select menu option 'Ledger | Sales Ledger | Payments Receipt'. Select the customer who is paying their bill and double click.
On the Customer Payment Form set the amount and date of the payment and double click the line items being paid to clear them.
6. Purchase Orders and Goods Receipting
Select menu option 'Sources | Purchase Orders | Enter POs'. F3 to open the 'Detail' window
Set the document header information
Add the first product being purchased, it can be a Product an Asset or Expense item
After selecting a Product, its default information is completed, it can be altered
Set the Quantity being purchased and double click Amount to calculate the value based on the Last Purchase Price
Select menu option 'Sources | Purchase Orders | Goods Receipt' select the PO being received press F3 and enter the Quantity, click the Post button to create the GR/IR Accrual in the Ledger
7. Supplier Invoices and Payment
Select menu option 'Sources | Supplier Invoices | Enter' F3 to open the 'Detail' window
Add a record and set the document header information First line of invoice relates to a Purchase Order
First 2 lines are invoice amounts in respect of P.O. items Third line relates to an item not covered by a Purchase Order Verify the totals for Items/VAT/Invoice before posting
Click the Post button to update the Ledger
'Posted Journal Edit' view of the posted Supplier Invoice
Line 2 shows the journal for the Price Variance between P.O. Price and Actual Price
Select menu option 'Ledger | Purchase ledger | Payment' to show balances due to Suppliers Select a Supplier, press F3 to open the 'Detail' window
Click the Print button to produce a Remittance Advice then click the Post button to update the Ledger with the payment
8. Stock Control Stock getting low!
Use 'Sources | Purchase Orders | Stock Re-ordering' to see what needs replenishing
Create Purchase Orders automatically from Stock Re-ordering
Receipt of Goods into stock
Manufactured Product?
Use 'Sources | Production Orders | Manufacturing Requirements' to see what is running low
'Sources | Products | Find a Product' allows staff to use product criteria to narrow down the listing to the required products showing stock levels
'Sources | Products | Available Products' also shows stock levels Plus, Product Availability by Date and Moving Average Price analysis
'Sources | Products | Product Adjustments' allows quantities and Moving Average Prices to be changed at stock taking
'Sources | Products | Product Movements' allows staff to move stock between locations Issue stock to Production Orders or Write Stock off
A Pick List shows warehouse staff what is required. Allowing them to set the Picking Date, Quantity and Location Used
After Delivery posting
Stock movements - Value and Quantity are recorded directly to the Unified Ledger No reconciliation to sub-systems required
9. Sundry Journals
Select menu option 'Sources | Pending Journals' then F3 to open the 'Detail' window Add a record, then set the document header information and add journal lines
Use the Analysis/Currency/Quantity tabs to access each data area
When the journal lines are complete click the Post button to update the Ledger 'Template' journals are retained so they can be used for repeat postings
A posted journal can always be altered under 'Ledger | Posted Journal Edit'
Select 'Ledger | Reporting | All journals' to review journals posted to the Ledger The columns displayed, their order and the data sort order can be set be the user
Select a journal line and press F3 to view the entire journal The columns displayed and their order can be set be the user
10. Ledger Reporting
Select menu option 'Ledger | Reporting' to review Ledger postings using different criteria
Trial Balance No and Account format views of the Ledger postings
Select a line and press F3 to obtain a listing of the journals comprising the balance
Use the 'Set Grid' button or press F9 to display/hide individual columns and set a multiply sort order
Select menu option 'Ledger | Reporting | All Journals' to review Ledger postings Then apply a filter on any field.
Alternatively, select a value, then right click and select 'Quick Filter' Select the relational condition required
On some View windows a 'Monthly Movement' display is obtained by pressing F4
When a sort order has been set (see Italic column headings) Sub Totals By Sort right click menu option opens a new window
Showing values and totals based upon the sort criteria and selected numeric column A powerful 'on the fly' data analysis feature
11. Fixed Assets
Select menu 'Sources | Fixed Assets | Enter' Then press F3 to open the 'Detail' window Add a record and set the asset information
Set the Account and Analysis codes for each asset
Set any links to external documents for an asset
Depreciation journal posted to the Ledger
To dispose of an asset use the 'Post Sale' function to do the accounting
Select menu 'Sources | Fixed Assets | Forecast Depreciation' To create a forecast of depreciation on the current asset base Use the forecast to help construct a Budget
12. Bank Reconciliation
Select the Bank Account to be reconciled, press F3 to open 'Details' Foreign currency bank accounts are reconciled in the base currency
Set the Bank Account Statement number
Double click the 'Cleared' column for those items on the bank statement Check the summary totals to the bank statement balance before posting
Line items marked as cleared
They can be 'un-cleared' by double clicking the clearing number
Automatic Bank Recs can be performed Using a CSV file downloaded via the internet A bank specific or generic file layout can be used
Unmatched items from an Automatic Bank Recs Can be displayed to aid reconciling the bank account
13. Export and Import of Data
When a window is open its data can be exported in CSV/Excel/XML format Select menu 'Utilities | Export' to export the displayed data
Select menu 'Utilities | Pivot Table' to export data to an Excel Pivot Table Very useful for accountants and manager to cross analyse data
With an appropriate text editor construct an XML file
XML data imported
Use menu option 'Utilities | Import | General' to import data from a spreadsheet (Import of new records or updates to existing records can be done)
Excel spreadsheet data imported into selected table
Addresses held in Acceptum used in a MailMerge document
14. Using Budgeting and Forecasts
Select menu 'Setup | Budget Phasing' to create distribution weightings
Select menu 'Ledger | Budgets | Versions' press F3 for the Details Click 'Budget Lines' to see Account and Analysis 1/2/3 entries
Enter the Account and Analysis 1/2/3 combination with an annual amount then either enter monthly amounts or use a Budget Phasing
The Budget Phasing has been changed
Use the 'Budget Copy' feature to copy amount lines from one version to another You can even copy across financial years
With the 'Adjust Budget' feature you can inflate/deflate budgeted amounts Use 'Copy Budget' and 'Adjust Budget' to create Revised Budget versions
You can even create a Budget with the first N periods based on Actuals
Select menu 'Utilities | Export | Excel' to create an Excel spreadsheet
Modify the budget data before importing into a new version Or create your budget in a spreadsheet from scratch
Select menu 'Utilities | Import | General' to bring in the new budget
Select menu 'Ledger | Forecast' to enter your forecasted transactions
15. Graphs - Displaying data
Open window for the data to be used in a graph
Select menu 'Utilities | Graphs' then select a Category field and 1+ Data/Value fields. Select the type of graph to be used.
Selected data shown in the selected graph
You can change the type of graph
Copy and paste the graph into Excel to print it.
16. Contact Management
Create the Contact Management main activity and its sub activities Enter E-mail text and attachments
Or, set a Word MailMerge document or a HTML E-Mail document
Add contacts/customers/suppliers to a sub activity
Telephone contacts via the auto-dialer and record notes on the conversation
Copy recipients onto next sub activity (depending on status) ready for next operation
SQL Statements can be embedded in E-mails to give dynamic content like current stock levels, sales prices etc.
Employees can review statuses and assigned tasks with the Contact Management View
Review statistics of marketing campaigns
17. Time Logs
Create 'Jobs' under Analysis 3 for customers and non-productive categories
Add Time Log records, setting the Date/Employee/Rate Id/Job/Hours and any expenses Employee Internal and External rates can be changed
Create Ledger journals for 'Recovery/Absorption' at Internal Rate out of Employee Departments and charged to 'Cost of Sales'
Internal Rate 'Recovery/Absorption' journals
Review invoices before printing and posting
Time Logs entered against Production Orders can be journalled to W.I.P. at the Internal Rate
Time Logs can be entered by employee and week
18. Business Intelligence Score Card
Create SQL statements to interrogate the database for the Key Performance Indicators
Create the Score Card by adding rows for each Key Performance Indicator
Add Score Card rows for computed values
Here the Variance between Budget/Target and Actuals
Extract the data for each Key Performance Indicator and computed row
Print the Score Card for Management Review off-line
Best used on-line with frequent Extraction to constantly monitor performance
Create a Key Performance Indicator Dashboard To instantly monitor the key elements
Each user can specify they own Dashboard
So they only monitor the data elements they control
From Utilities | Systems | User SQL - create your own reports Answer those Adhoc questions or fill reporting gaps
