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BEACON BACK OFFICE SYSTEM
DATA ENTRY
Overview
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Receipt Entry
Overview
Receipt entry is used to record payments received from customers.
Receipts can be allocated to outstanding invoices or left as an unallocated credit on the
customer account. When the receipt has been entered and filed, the balance of the customer’s account will be reduced.
Debtor Receipt Entry Screen
To access the Debtor Receipt Entry screen, Select Data Entry
Select the first option Receipt Entry
The Debtor Receipt Entry screen will display.
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Below is an example of a customer account in the Debtor Receipt Entry screen.
Important Things to Note: The Debtor Receipt Entry screen (above) is showing the Account
customer details and also the Current Account Balance and also the aging of the account balance in Ages 1, 2 & 3 (30, 60, 90+ days).
The Lower half of the screen is showing every transaction invoice that has been purchased on this account that has not yet been paid. The total owing on the account is the sum of all the invoices that are displayed on the screen.
Another important area of the screen relates to the Amount and General Ledger section. This is where any amount that is being paid is entered. Te General Ledger section shows the accounts that Beacon will post the transactions to once the payment has been processed.
Debtor Receipt Entry Screen – Example
The following example will step through the process required to perform a Receipt Entry and also the allocation of the invoices in the Back Office.
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Generic Pty Ltd currently owes $1508.06 on their account and they have made a payment to us today with a cheque. The customer is paying the total amount owing that is currently in Age 3+ the amount of the payment is $239.58
The following procedure will record this payment.
The payment date will default to the current date so this can be left as is.
The next field to be entered is the Amount field – type in the amount being paid.
Select the Payment Type from the drop-down list, Cash, Cheque or Direct are the available payment types.
A description can also be entered but this is not a required field.
Important Note: When the amount is entered the “To Be Allocated field” in the bottom
right corner of the screen will display the amount that you have entered.
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Manual Allocation is manually entering every transaction that you want this payment to be
allocated against. This is done by clicking in the Allocated column and pressing enter. Each time that this is done, the balance of that invoice will appear in the allocated column and the value of the To be Allocated figure in the Bottom right corner will decrease by that amount. Continue clicking in this column until the To Be Allocated amount is $0.00
All of the invoices that make up the total payment amount of $239.58 have now been allocated manually. The To Be Allocated figure is showing zero and this payment can now be processed.
Automatic Allocation can also be used which makes the process of allocation a lot quicker
but can make things difficult if you need to find or fix a problem. The Automatic allocation can allocate the payments against any invoices – Oldest through to Current.
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At the bottom of the screen click on the Drop-Down list and select the oldest from the list. This will apply the payment to the oldest invoices first. Click the Allocate button and the Invoices will automatically be allocated to the payment.
This option does make the Allocation of payments a lot quicker and easier to complete. Once Payment Allocation has been completed click the OK button and the Cheque Details screen will display.
Enter Cheque Details:
Page 9 of 111 Print Receipt:
You will then be prompted to print a receipt for the customer.
Click yes to print the receipt if required.
Below is an example receipt.
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Unallocated Payments
Overview
When customer receipts are processed through the Point of sale, the amount reduces the customers balance. The Point of sale is not used to allocate the amount that the customer has paid to the outstanding invoices for the customer. If the Auto Allocate receipts option has not been selected, the receipt will be displayed on the Unallocated Payments screen.
Unallocated Payments is used to allocate the payment to the outstanding invoices.
Because the amount of the receipt has already reduced the balance of the customer’s account, the amount of the unallocated payment will ALWAYS BE ZERO.
The following example will step through the process required to perform an Unallocated Payment of invoices in the Back Office.
Click on Data entry from the Beacon Main Menu Select Unallocated Payments Option.
Page 11 of 111 Below is an example of the Unallocated Payments screen.
Accept Do not The out working The pro in the a To mak Age 3 + the cho The Cle When a The una the current enter an am tstanding (u g area of th ocess of allo allocated co ke this proce + or if prefe osen age or ear key can all invoices a allocated pa t date mount as th unpaid) invo e screen. T ocating the lumn on the ess quicker erred use th selection. be used to and paymen ayment will P he amount i oices plus a The amount payment to e right had select the A he oldest se
clear all all nts have be be deleted Page 12 of s always ze any paymen to be alloca o invoices ca side of eac Allocate key lection. This ocations an een allocate from the u f 111 ero or chang ts for the c ated is zero an be done h transactio y plus select s will autom nd start the d the OK bu nallocated ge the paym ustomer wi o and must by using th on. t a period ( matically allo allocation a utton will fin payments s ment type o ll be display remain as z he enter key current, Ag ocate all inv
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Ordering
Overview
The Ordering process can be accessed from both the Data entry menu and the Stock menu. The ordering system has been designed to maintain stock levels at the best level.
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Ordering Function Buttons
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Manual or Computer Generated
Beacon BOS has been designed to create orders either by computer generated orders which are based on re-order levels, minimum holding quantity and usage or manually entered orders. Computer Generated Orders:
Computer generated orders are based on re-order levels and minimum holding quantities that are set against Stock Items in Beacon BOS. Orders can be generated based on usage (Sales), computer generated based on dynamic stock levels or computer generated based model stock levels.
Manual Orders:
Manually entered orders require the user to key the order information into the Beacon Ordering system to create Purchase Orders.
The following section will step through the processes of creating an order in Beacon BOS using both the Computer Generated and Manual Entry methods.
Order Process
All Orders are processed through 4 main phases as listed below: - Order Created or generated
- Order Sent to the supplier
- Order Received from the supplier
- Order Completed – confirmed and updated
The process steps above for an order remain the same whether the order is Computer Generated or Manually Entered.
Delivery Dockets & Credit Notes
The ordering section also allows for Delivery docket entry and Credit notes.
The use of the Ordering screen Delivery Docket and Credit Notes functions will also be covered later in this reference guide.
Create an Order – Manually Entered
Click on Add at the bottom of the screen to display the Order Entry window.
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From the drop-down list select Order, Delivery docket or Credit Note.
In this example an order is being created so ensure that Order is selected. Delivery Dockets & Credit Notes will covered later in this reference guide.
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A Description can be entered on the order as well. This can be useful when ordering stock for a specific promotion or event. This is not a mandatory field and orders can be created without a description.
The example below is an order for a Coke Promotion and this has been noted in the description field of the Ordering Entry screen. Also take note of the other information that has been
entered into the ordering screen.
There are several other fields that the ordering system requires. These are the Due Date and discount date fields. These date fields do not have to be entered, as the system will default these to a specific date based on the Order date and the current accounting period. The dates will default to the next accounting period.
When all relevant details have been entered you are ready to Add Stock items to the order. To add items, click on the Add button to display the Creditor Detail Entry screen this is where you enter the stock items to the Order.
The following section will guide you through the process of adding stock items to an order using the Creditor Detail Entry screen.
Order Being Created Delivery Date of Order Order Creation Date Description of the Order
Due Date will default to the next accounting period.
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Add Stock Items to an Order
The Creditor Detail Entry screen is where Stock Items are entered into Beacon as shown in the example screen below:
There are three ways that you can add stock items to an order:
Enter the Stock Code for required item and press enter or enter .(catalogue code) for the supplier catalogue code or
Page 20 of 111 Using the Search Screen:
The following section will explain using the Stock Search window to locate Stock Codes and then add these to the Order you are creating.
Below is an example Stock Search for all products containing the word “Coca”. This will display all stock items with Coca in the item description.
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The Creditor Detail Entry screen will now display with the selected item detail showing as per the example screen below.
The system is now waiting for the Order Quantity to be entered.
The order quantity is the amount of stock that you require. When entering this amount into the Order Entry screen always ensure that you check the Units in Carton field to ensure that you are ordering a whole carton of stock. Some suppliers will not accept orders quantities less than a full carton.
In the example screen above Coca Cola 600ml is available in a carton of 24 units. To order 1 carton of this stock item then the Units Ordered quantity would be 24, 2 cartons 48, etc. The example screen below shows 4 cartons (96 units) of Coca Cola 600ml have been entered into the Creditor Detail Entry screen.
Units in Carton Quantity is 24 Units Ordered, this is
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Example Creditor Detail Entry Screen
Below is an example Order Screen, showing Stock Code – 1852 Coca Cola 600ml with 4 Cartons, 96 Stock units ordered.
To add the item to the order, simply click the OK button.
The item information that you have entered will be added to the order and the Creditor Detail Entry Screen will clear and be ready for the next stock item to be entered or searched for. Continue entering stock items until the order is complete.
To assist when creating an order, the option to view outstanding orders for the selected stock item is available.
The Product
Stock Code The Product Description Units on Order Units in Carton
Average & Last Cost Information Stock on Hand Quantity
Tax Rate & List Price Information Order Quantity of 4
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The following example screen shows the Order with the items included.
From the order entry screen, the option to change, delete, calculate the total dollar value of the transaction and calculate the stock cost variance is available.
Clicking on the OK button will save the order and return you to the Beacon Ordering screen and the order details will be displayed as shown in the example below.
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Ordering Screen Showing Orders
When all changes have been made, close the purchase order entry screen to return to the ordering screen where all orders that have not been completed are listed.
The Orders shown above are waiting to be processed. The function buttons across the bottom of this screen are used to process the orders.
You can Change, Delete, Enquire, Print, Send, Receive, Change Pricing & Complete the orders.
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Ordering Function Buttons
Using the function buttons across the bottom of the Ordering screen you can perform any of the following functions.
The Change, Delete and Enquire buttons can be used to make changes to the order, delete the order or open the order and perform enquiries on the stock items and the quantities that have been entered.
Each of these function buttons can only be used up to the point of Sending the Order to the Supplier. After the order has been sent to the Supplier, you can no longer make changes to the Order.
Processing the Order
The remaining function buttons on the Ordering screen are used to process the order to the next stage of the ordering process. Each of the function buttons will be described in detail below.
Print Button:
The Print Button will display the Ordering Reports option screen as shown below:
The Ordering reports window will allow you to print the Purchase Orders with prices included on the order or print the Purchase Orders without prices.
There are two other reports available also. The Order Review Report will allow you to quickly check if the items you have ordered have all ready been entered into another current order in the system. This report will also show sales information for the items on the order as well as any Stock on hand for the items.
The Order Pricing Report will alert you to any price changes that may have come through from the Supplier and will prompt you to review your Retail Prices. If the Stock Group for the items has a Default Percentage set then the retail prices will be recalculated to ensure the GP% is maintained.
Page 26 of 111 Example Purchase Order:
Below is an example Purchase Order showing pricing.
When the order and quantities have been checked, the order can be sent to the Supplier. Send Button:
The Send button is used to process the Purchase Order to the Supplier. The way in which orders are sent to suppliers will vary depending on each Supplier.
The options available in Beacon Ordering are to Print (this can then be faxed to supplier), Fax directly from Beacon or E-mail. Depending on how the Supplier has been setup the appropriate action will be performed.
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Clicking the Send button will display the following warning message:
Yes – Will display the Purchase Order on the screen in the Report Viewer window. No – Will take you back to the Ordering Screen.
Once the Send button has been selected the Order Status will update from Created to Sent as shown below.
Received Button:
The Received button is used when the Order actually comes in and will update the Order status to Received. There is a warning message that will display when the received button is pressed.
Yes – Will Process the order status and update to Received.
No – Will take you back to the ordering screen, no data will be processed.
The Order Status will be updated to Sent once the
Page 28 of 111 Pricing Button:
The Pricing button is used to maintain the selling prices of stock items for Label Printing
Only. Clicking on this button will load the ‘Enter Pricing’ window. Here you select prices that the
system has generated based on cost & supplier price changes. This will be covered later in this reference guide.
Below is an example of this screen:
Complete Button:
The Complete button is used after the Order has been received and the invoice details have been entered. This will update the Order status to Complete and it will no longer show in the Open orders listing. The Supplier Invoice will update the balance of the Supplier and if the Supplier payment method is cash then the invoice will now be displayed in the Supplier Payments screen waiting to be paid.
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Create an Order – Computer Generated Orders
The computer generated orders process is accessed by clicking the Generate button at the bottom of the screen to display the Generate Purchase Order window.
Below is an example of the Generate Purchase Order window.
The Generate Purchase Order window allows you to select the parameters that you require to generate the purchase orders.
You can select to process Purchase Orders either alphabetically or by Supplier Code. You can then enter a range of Suppliers to generate the orders for.
Important Note:
You must enter a Starting & Ending supplier - If you wish to generate an order for a single supplier then the supplier is selected as both the Starting & Ending supplier.
The Order Type Setting is where you select how you wish to generate the orders. Orders can be based on Usage (Sales), Re-order levels that you set in Beacon BOS or various other methods of calculating your stock requirements.
These options will be covered in detail in the next section.
The Generate button will open the Generate Purchase Order Window
Supplier Range Order can be set to Alphabetic or Code
Order Type must be set using the options
available Order Period in Days also
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Order Types
Beacon allows for computer generated orders to be created based on various parameters that you set prior to generating orders.
The available options in Beacon are: 1. Re-Order Level & Quantities 2. Re-Order based on usage 3. Dynamic Ordering
4. Model Stock
5. Re-Order based on usage less excess stock
Below is a brief explanation of each of the Order Types: 1. Re-Order Level & Quantities:
This method of generating orders will take the minimum stock level (set against the stock item in Stock Maintenance) minus current stock on hand, minus stock on order and rounded to re-order quantity.
2. Re-Order based on usage:
This method of generating orders requires the number of days, used in the calculation, to be entered. If 7 days is entered, the calculation will be actual sales for the last 7 days plus the average daily sales multiplied by the lead time rounded to re-order quantity.
3. Dynamic Ordering:
This method of generating orders takes the average daily sales (as based on usage) and adds a buffer stock. Example: average usage multiplied by the order period plus a buffer equals optimum stock holding. The optimum holding is compared to the current stock on hand and if
less, then an order is generated and rounded to re-order quantity.
4. Model Stock:
This method of generating orders takes minimum stock level minus current stock on hand to generate the order. Re-order quantity is not used.
5. Re-Order based on usage less excess stock
This method of generating orders requires the number of days, used in the calculation, to be entered. If 7 days is entered, the calculation will be actual sales for the last 7 days plus the average daily sales multiplied by the lead time rounded to re-order quantity minus excess stock on hand.
Important Note:
Computer generated ordering is a great time saving feature of Beacon BOS and has many benefits to offer. The system can only perform this function accurately if the stock records are maintained correctly.
Without the systems stock records being maintained and kept up to date the orders that are generated will not be correct.
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Generate an Order
After clicking on the Generate button the Generate Purchase Orders window will display and you set the order generation parameters.
In the example below orders will be generated:
- For all Supplier Codes from supplier code 2 through to code 1044. - Orders will be based on Re-order levels and Quantities.
- The Order Date will default to the current date. - The Order Period in Days must also be set.
- A description can be added but this is not mandatory. The example screen below displays these settings:
Once you are ready to start generating the orders click the OK button and the system will commence generating the orders and the following window will display.
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Example Ordering Screen after Generate Orders has been run
Below is an example of the Ordering window once the generation of orders has completed. These orders can now be reviewed and if you are happy with the quantities that have been ordered, then the Purchase Orders can be sent to the suppliers.
Note: Depending on your business requirements you can print out your Purchase Orders and
file these for use when the goods arrive.
This can be performed two ways. Firstly by clicking on the Print button to review Purchase Orders, make changes as required and when the order is correct, send the Order by clicking on the Send button. This will display the Purchase Order on the screen and the order can then be printed and faxed to suppliers. The original copy of the Purchase Order can then be filed as per your business processes.
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Receive the Order
When an order has been placed with a supplier the Purchase Order information is retained in the Beacon Ordering system as shown below.
The supplier upon receiving the Purchase Order would then process the order and then dispatch the goods to your site. The goods may be shipped with either a Tax Invoice or a Delivery Docket. This depends on the supplier and also the Trading terms that you have with the Supplier.
Receive an Order with a Tax Invoice
Upon the goods arriving at site with a Tax Invoice, the goods are firstly checked off against the invoice to ensure what has been received is what has actually been charged for on the invoice. Once the physical check of stock has been completed the stock can be processed through the system by processing the Tax Invoice into the Beacon BOS.
In the example below an order has been received from Coca Cola Amatil (AUST). In Beacon BOS, select Data Entry Î Ordering, to display the Beacon Order window.
This will display any open orders. The example below shows three orders that have been sent to suppliers but not yet received in the system.
To process the Order – Click on the Received button
The system will prompt you with a Warning Message as shown below:
Order Status is now set to Sent once the order has been sent to the Supplier
The highlighted order is the one we are receiving
Page 34 of 111 Click Yes to Receive the Order.
The Order status is now updated in Beacon to show the order has been received.
The Invoice can now be processed in the system to ensure that cost prices listed on the invoice are correct in the system. If there have been any cost price changes from the supplier this is where the system will trap these changes. This is a feature in Beacon to allow you to ensure that default GP% can be maintained. This is the Beacon Price Book Management process. To check Invoice cost pricing against the Beacon Purchase Order simply double click on the order to display the Purchase Order screen as per below.
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Cost Price Change Entry – Receiving an Order
On the example invoice the following cost price changes have been received from the supplier. SKU: 1852 – Coke 600ml – New Cost: $1.55
SKU: 1822 – Diet Coke 600 – New Cost: $1.55 SKU: 1854 – Coke 375ml – New Cost: $0.75 SKU: 1612 – Diet Coke 375 – New Cost: $0.75 These changes need to be entered into Beacon.
With the Purchase Order open on the screen double click on the first item – 1852 Coke 600ml to display the Creditor Detail Editing window as shown below.
The unit Price is showing as $1.51000 – this price has changed.
Key in the new Cost Price as shown on the Tax Invoice and click the OK button to save the changes.
Continue entering in the remaining Cost Price changes from the invoice.
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With all the Cost Price changes keyed and saved the screen will now display as per below.
Important Note: Because the cost prices on the purchase order have been changed the ‘To
be Allocated’ amount in the bottom right corner of the screen has also changed. This amount needs to be recalculated to ensure this figure is $0.00
To recalculate the total of the Purchase order, click on the ‘Calc.Total’ button. The total prices and GST amount will be recalculated and the ‘To be Allocated’ amount displays as $0.00 as shown below.
All new Cost Prices have been entered into Beacon
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Before clicking the OK button to save the purchase order, the Invoice number needs to be entered into Beacon BOS.
In this example the supplier invoice number to be entered is 198254.
The invoice number needs to be keyed into the Invoice/Ref No field as shown below.
Once all the necessary information has been entered into Beacon then the click the OK button to save the changes that have been made.
The Beacon ordering window will now display with any Open orders showing. Note that the order we have just updated is still showing as Received in the window as this has not yet been completed.
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Using the Complete Button
To complete the Order double click on the order in the Beacon Ordering window to open the Purchase Order details.
Check all details on the screen against the Tax Invoice ensuring that all figures match exactly. Once happy with the details click the Complete button to finalise the Order in the system. The Purchase Order will no longer display in the Ordering window.
Click the OK button to finalise the order in Beacon
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Using the Pricing Button
Although the invoice has now been completed and the purchase order no longer is showing in the Ordering window there is still the issue of the Cost Price changes that were entered into Beacon from the Tax Invoice. These prices have been captured by Beacon and have generated suggested Retail Price changes to ensure that your gross profit is maintained. This is the Beacon Price Book Management function.
This is accessed using the Pricing button on the Ordering window and can only be accessed once the invoice has been completed.
The example window below is showing suggested retail price changes based on the cost prices that were entered into the system.
These prices can be processed and updated to POS or the changes can be deleted if you not wish to perform the changes. This is covered in more detail in the Price Book Management section.
New retail prices have been generated by Beacon based on the cost changes
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Supplier Tax Invoices / Credits
Overview
Depending on your Business processes you may not use Purchase Orders, or you may have certain suppliers that do not use Purchase Orders. In this case the entry of the invoices and the stock items on them is performed using the Supplier Tax Invoices / Credits option in Beacon. Invoices for telephone, electricity etc are also entered using this option.
This option is used to enter invoices and credit notes from Suppliers. If a purchase order has been created for the goods and services on the invoice then the invoice should be processed through the Ordering option.
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Entering Supplier Tax Invoices / Credits
To enter a Supplier Tax Invoice/Credit into Beacon select the Supplier Tax Invoices / Credit option in Beacon BOS and the window will display as shown below.
Note: Any invoices that have been entered and not completed will be displayed.
To add an invoice simply Click on the Add button on the bottom left of the screen.
The Creditor Entry window will display after the Add button is clicked as below.
Any invoices previously entered into Beacon BOS will display when the Supplier Tax
Invoices / Credits option is selected
Page 42 of 111 Example Invoice:
In this example a Tax Invoice numbered 98745 from Buttercup Bakeries supplier code 80 is being entered into the system.
Firstly select either Invoice or Credit from the drop down list. In this example an invoice is being entered. The default setting for this screen is Invoice.
Next enter the Supplier Code – if known or click on the magnifying glass to perform a search for the correct supplier code.
Key in Supplier code 80 and press enter – Check the correct supplier details are displayed.
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Ensure the correct supplier
Select the invoice date using the calendar button as shown below. Note this will default to the current date.
Next select the Due Date & Discount Dates as shown on the Tax Invoice.
Next enter in the Invoice number into Beacon.
Always details show
Set the Invoice date as shown on the invoice
Next enter the Due Date and any discount date from
Page 44 of 111 Now the details of the invoice can be keyed into Beacon.
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Adding Items to the Invoice
Now that the system has the invoice details (Supplier, Dates, etc) entered, the details of the goods or services as detailed on the invoice can be entered.
To commence entering items click on the Add button at the bottom of the screen to display the Creditor Detail Entry screen as shown below.
You can now commence entering the Stock items received on the Invoice into the Creditor Detail Entry screen.
If the stock codes are known or show on the invoice then these can be keyed into Beacon or if the Stock Codes are not known then click on the magnifying glass to perform a Stock Search in Beacon.
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Below is an example of searching for a stock items – the search criteria used is the supplier name – Buttercup to show all the products listed.
With the Stock Codes you can now enter records into the invoice in Beacon. The following items have been received and appear on the invoice:
Code Description Qty. Received
704 Buttercup Soft Multigrain 650gm 6 733 Buttercup Fruit Spice 650gm 4 737 Buttercup SSM 650gm 12 738 Buttercup W/meal Sandwich 650gm 8 739 Buttercup Wonder White 700gm 6 740 Buttercup Wonder White S/which700gm 6 Each of these items needs to be entered into the system. Enter the first Stock Code – 704
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The item details will display in the description field as shown below:
Next enter the units received – in this case 6 units appear on the invoice. Check the Unit Price against what appears on the Invoice.
In this example there is no change to the Cost Price for this item.
Click the OK button to save the current item and then enter the next item. Continue entering all items from the Tax Invoice into Beacon.
Once all items have been entered, click the Cancel button on the Creditor Detail Entry screen and the Creditor Entry screen will display as shown below.
The product description will display once the Stock Code has been entered
Enter the number of units received
Check Cost Price against the Invoice. Enter in any changes
Page 48 of 111 Important Note:
The ‘To be Allocated’ amount in the bottom right hand corner of the screen is currently showing a negative amount of -113.04 this is because the Invoice total has not yet been entered into Beacon.
Enter in the Invoice Total and any GST showing on the Invoice as well.
The example invoice is for bread and there is no GST on bread, the invoice total of $113.04 needs to entered and GST zero.
After entering the Invoice total the ‘To be Allocated’ amount must show as $0.00
Alternately clicking on the Calc. Total button will calculate the total and any GST and the figures will be entered into Beacon for you. If you use this process always check to make sure the figures are correct before saving the records.
After entering the Invoice Total and any GST payable on the invoice the ‘To be Allocated’ amount will display as $0.00.
All items that have been keyed in will display in the
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If not the figures will need to be checked to ensure that a keying error has not been made when entering the invoice detail.
If the details that have been entered are correct, then click the OK button to save this invoice in Beacon BOS.
The Invoice will now display in the Supplier Invoices/Credits window as below.
Once the Invoice Total & GST Amounts have been entered the ‘To be Allocated’ amount
must be $0.00
The ‘To be Allocated’ equals $0.00 the Invoice details match the Invoice
total
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Invoice Not Balancing – To be Allocated amount not $0.00
In some circumstances there can be an imbalance on an invoice that cannot be identified easily. Beacon BOS provides a way to deal with these imbalances by way of a Cost Stock Variance. This is accessed using the Stock CV button.
Below is an example of how to use the Stock CV button.
The invoice total has been entered into Beacon and this has resulted in a ‘To be Allocated’ amount of – $0.08
The difference in the figures can easily be accounted for in Beacon by clicking on the Stock CV button.
This will add a record to the Invoice called Stock Cost Variance and the amount of the variance will be recorded against the General Ledger code for Stock cost variance. This results in the Invoice balancing.
The Invoice total of $112.96 has resulted in the invoice
being out of balance
The invoice does not balance because the ‘To be Allocated’
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Below is an example screen showing the Stock Cost Variance amount of -$0.08. The ‘To be Allocated’ amount is now showing as $0.00 as expected.
The invoice can now be saved into the system.
The total of the invoice will update the Supplier Balance and the invoices will remain in the system now until the Due Date is reached. When the due date is reached, the invoices will appear in the Supplier payments window waiting to be paid.
Stock Cost Variance amount of -0.08 makes the invoice
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Supplier Payments
Overview
As Invoices are received throughout the month these are entered through Supplier Tax invoice entry as detailed in the previous section.
Each invoice entered into Beacon is added to the balance of the Supplier. Different suppliers have different trading terms and arrangements meaning that some Suppliers will need to be weekly, some will transfer the funds directly out of your Bank account and the majority will require payment on a monthly basis.
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Open Supplier Payments Window
Clicking on the Supplier Payments option will open the Supplier Payments window as shown below. This screen currently does not have any invoices showing as waiting to be paid in the system.
To load Supplier Tax Invoices click on the Select button at the bottom of the screen this will display the Supplier Payment Selection window.
The Supplier Payment Selection window allows you to select the invoices that you are ready to pay the supplier for.
Page 54 of 111 Below is an example of the Supplier Payment Selection window.
The following selections are available:
Supplier Range Order – Select either Alphabetic order or Code order
Starting & Ending Supplier can also be set – in the example above all suppliers have been
selected.
To change the starting & ending supplier click on the magnifying glass and select the 1st
supplier code then click the ending supplier code.
Selection Type is where you nominate the criteria to search for – in the example above this is
set to ‘Range by cut off date’ and the cut off date has been set to 25/09/2008. This setting will load all invoices for suppliers from 2 – 1044 that have a Due Date of the 25/09/2008 into the Supplier Payments window.
Other selections available for Selection Type are: Range by cut off date, Range to a value, Deselect Range, Current, Age 1, Age 2 and Age 3+
Make the selection that you wish to load into Supplier Payments and click the OK button to display the invoices.
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Example of Invoice Selection
The following example will display any invoices with the Due Date of 25th September 2008 for
all suppliers from Supplier 2 – 1044.
With the Blank Supplier Payments window open
Click on Select to display the Supplier Payments Selection window. The Range by cut off date will be the default selection.
Select the cut off Date required – 25/09/2008
Once the selection criteria are set – Click the OK button.
The system will now search for all invoices that fit the selection criteria you have selected and the invoices will be loaded into the Supplier Payments window as shown in the example below.
The payments displayed in this list can now be processed in the system.
Once all selections have been set, Click OK to load
the Supplier balances
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Making the Supplier Payment
The process of performing the supplier payments can now be performed. The payment can be processed individually by supplier or for all suppliers listed in the window.
To Pay all Suppliers:
Ensure that no payments are highlighted and click the Process button as below. To Pay a Single Supplier:
Select the Supplier that you wish to pay and with this record highlighted click the Process button.
The system will process the selections and open the cheque and Remittance printing window.
With no invoices highlighted in the window, Click on the Process button to open the Cheque and
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Cheque and Remittance Printing
After Clicking on the Process button the Cheque and Remittance Printing window will display as shown below. This screen is very similar to the Supplier Payment Selection window with several extra functions available.
Additional selections available are for: Bank GL Account, Payment Type, Cheque Number or Transfer number and Print Remittance Advice.
Clicking on the OK button will process the two Supplier Payments as shown in the screen below.
Because the Print Remittance Advice tick box has been selected the system will produce a remittance advice for each of the payments being processed.
The remittance advice can be printed and sent to the supplier with a cheque.
The payments are now completed in Beacon and the balance of the supplier has been updated.
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Cash Book
Overview
The Cash Book function provides access to the business bank account(s). This screen allows you to perform bank reconciliations and check that all the transactions that have been entered into Beacon BOS actually appear on the business bank statement.
Clicking on the Cash book option will display a blank Cash book screen, pressing the enter key will display all the transactions that have been processed through the Bank Account.
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Cash Book – Screen 1
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Cash Book – Screen 2
The Cash Book screen will display all Bank transactions. These include End of day totals for Cash and cheques, Customer receipts that have been entered into Beacon and Supplier payments that have been entered into Beacon.
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Cash Book Entry
To add transactions that are on the statement received from the Bank, and that are NOT displayed on the Cashbook screen and that will NOT be entered through Customers or Suppliers, use the Add button.
The following screen will be displayed.
From the drop down Type field select either Bank Debit, Bank Credit or Cheque entry.
This function is NOT used to enter cheques for Suppliers where the supplier invoices have been entered in the Supplier module of Beacon.
Accept or change the date as required.
Check that the GL Period that is displayed is correct and if not correct use the drop down menu to select the correct GL period.
Enter the total of the transaction. Tickk either GST Free or enter the amount of the GSt included in the total.
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Cash Book Detail Entry
Enter the General Ledger account code for the transaction or if not known use the search button (magnifying glass) to display a listing of all the GL account codes. From this list select the required code.
Enter the value or amount excluding GST for the selected GL Account.
Repeat the above process until the total of the transaction has been allocated to the GL accounts.
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Finalise Bank Reconciliation
When all entries that are listed on the statement from the Bank have been entered and are marked or ticked as Reconciled, the Finalise bank reconciliation can proceed.
For further assistance with the Beacon bank reconciliation process, please contact your Accountant or Beacon Support.
The finalization process can NOT be reversed and as a safety measure there is an additional tick box that must be selected as well as clicking the OK button. This has been added in case the OK button instead of the Cancel button is selected by mistake.
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Journal Entry
Overview
The Journal entry function is used to enter opening balances (as provided from Accountant) into the Beacon General Ledger system.
Journal Entry is also used to correct any incorrect entries that have been entered into the General Ledger, Customers and Suppliers. Each journal will debit an account or accounts and credit an account or accounts. The balance of every journal must be zero ($0.00) as the debits and credits for every journal must be equal.
These entries are usually done after consultation with your Accountant or Beacon Support personnel.
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Journal Entry Procedure
Selecting Journal Entry will open the Beacon Journal Entry screen as shown below.
To process a Journal entry the following information is required to be completed. Select the date of the Journal Entry
Select the GL Period that the Journal is to be posted to. Enter a description for the Journal.
Enter the GL Account code and the value – select either Debit or Credit as required, followed by the Accept button to record the first line of the Journal. This process is then repeated as
required selecting either Debit or Credit for each GL account and amount.
A journal entry can involve multiple accounts and amounts can be either Debit or Credit, however the result must always equal $0.00
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Beacon will not allow you to save an Unbalanced Journal Entry as shown in the example below. This record cannot be saved as the Debit & Credit amounts do not equal $0.00 this needs to be corrected before the record can be saved.
To correct the above example Click the OK button and then key in the correct amounts. In this example the Cash at Bank entry should be $100.00
After the mistake has been corrected Beacon will allow the Journal to be saved.
An incorrect amount has been keyed and Debit & Credit amounts do not equal
0.00
The Journal does not balance. The Journal must
balance before Beacon will allow the record to
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Example Journal Entry
The following example of a Journal Entry will show how to correct a mistake made in Beacon using the Journal Entry. The example below shows a receipt from an account customer that has been entered twice. The balance owing on the account was $809.30 and because the receipt has been entered twice the current balance is in credit (-$809.30).
Both the Customer account balance and the GL Bank account are incorrect.
A journal entry can be used to correct the Customer account and return the balance to $0.00
And the double keying of the transaction can clearly be seen in the transaction listing of the Customer account.
An overview of this situation is:
The account customer balance has been decreased twice by the amount of the payment $809.30
And the Bank Account has been increased twice by the amount of the payment.
To correct this, the customer account needs to be increased by the amount of the payment to take the account balance back to $0.00.
The bank account also needs to be decreased by the same amount to correct the balance of the Bank account.
The double entry of the payment has resulted in a balance
of -$809.30
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Record the Journal Entry
Select Journal Entry to open the Journal Entry screen and set the dates and also the GL period. These will default to the current date and GL period and only need to be changed if a different date or period is required.
Provide a description for the Journal – Correct Balance -Account 215
Account 215 is the Customer account code and the Journal entry screen requires a General Ledger code. At enter a Journal to any Customer account the GL account for Trade Debtors has to be selected. Either enter the GL Account for Trade Debtors or – Click on the magnifying glass to search for the account.
Select Trade Debtors. The Debtor Details screen will be displayed. Enter the customer code 215 as shown in the example below.
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Click on the OK button to close the Debtor Details screen and return to the Journal Entry screen. The system will automatically select to Debit or Credit the GL Trade Debtors Account from the details entered in the Debtor details screen. If a negative amount was entered in the Debtor details screen, then the amount displayed for the first line of the Journal would be Credit not Debit.
The Journal now requires the other side of the transaction to be entered. In this example the Bank Account needs to be credited by the same amount to balance the journal.
Select the GL Bank Account and the Banking Details window will open as shown below.
Page 71 of 111 Click the OK button to return to the Journal Entry screen.
The Journal Entry has been completed and balance of the journal is $0.00. The Journal can be saved.
The result of this journal entry is shown below in the Enquiry screen for customer account 215. The balance of the Customer account is now correct.
Debit & Credit amounts have been entered and the Journal balances.
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Auto Journals
Overview
Auto Journals can be used to enter standing and recurring General Ledger journals.
Examples of standing journals could be a monthly loan repayment that is taken directly out of the bank account each month or a monthly journal to record depreciation.
Rather than enter the same journal each month, a standing journal can be entered once and then processed each month. This will save a considerable amount of time.
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Open Auto Journal
Selecting Auto Journals will open the Beacon Auto Journal Maintenance screen as shown below. This screen will display any Auto-Journals that have already been setup in Beacon BOS.
The function buttons across the bottom of the Auto Journal Maintenance screen allow you to perform the following actions.
Enquire – Display an Auto Journal entry Add – Create a new Auto Journal
Change – Make a change to an existing Auto Journal Delete – Remove an Auto Journal that is not required Process – Process an Auto journal
Any Auto Journals already created will display when this screen opens
Using the function buttons you can Enquire, Add, Change, Delete or
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Add Auto Journal
To add an Auto Journal, click on the Add button in the Auto Journal Maintenance window to display the Auto Journal Entry screen as shown below.
The following information needs to be entered: Enter a description for the journal
Select either standing or recurring journal type Select the required cycle
For monthly cycle enter the day of the month required, For all other cycles leave the day as 1 – the date is used to determine when to process the journal.
Enter the date that the journal was last posted or run
Tick the Run button to flag the journal as available for selection for processing. Enter the details for the Auto Journal
Enter the account codes and debit and credit amounts. The balance of the journal must equal zero.
When all lines of the journal have been recorded, the OK button will file the details.
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Change Auto Journal
Select the auto journal to be changed.
Example: The Journal below requires the Dollar figure to be increased as the amount of the Journal is insufficient to cover the Monthly wages for your employees.
The only way to change the values of the journal is to delete the entry and then re-add it. Click on the Cash at Bank record and then click on the Delete button.
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Once the Cash at Bank record has been deleted this can then be re-entered. Key in the Account required – 680 Cash at Bank in this example.
Then enter in the new amount for the Journal – in this example $15,000.00 Press the Accept button.
Repeat this process for the second account – 646 Payroll Cheque Account.
When all changes have been completed, and the Balance of the Journal is $0.00, the Ok button will save the details.
Page 78 of 111 Below is the example of the changes made to the Auto Journal.
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Delete an Auto Journal
In the Auto Journal Maintenance window - Select the auto journal to be deleted.
Click on the Delete button at the bottom of the screen.
A warning will be displayed – Delete this auto journal? This process CANNOT be reversed!!!!
Select Yes to delete the auto journal or No to cancel.
Journal number 3 is no longer required and needs to be deleted
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Process Auto Journals
The Auto Journal screen will display a list of all auto journals that have been recorded.
For each auto journal the journal number, the date that the journal was last run, the status of the auto journal, the cycle (frequency) that the auto journal is posted, the type of journal (either standing or recurring) and the description is displayed.
Auto journals must have the status set to run in order to process.
To process an auto journal, highlight the journal required, check the status and select the Process button.
A message box will display – As shown below
Select Yes to proceed, or No to cancel.
Another message – Process both recurring and standing journals? Y – Do both N – Does recurring journals only.
Select Yes to process both standing and recurring journals or No to process recurring journals only.
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Write Off Stock
Overview
The Write Off Stock function is used to Write Off stock that cannot be sold for various reasons.
Page 82 of 111 To write off a stock item, click the Add button.
This will display the Add Write off Stock screen.
Enter in the Stock Code for the item that you want to write off, once the code has been entered the description of the item will display.
Enter the Quantity or the number of the stock item that you wish to write off. A General Ledger account code for the stock write off must also be entered.
The example below shows 2 X Vanilla Diet Coke 390ml is being written off.
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Assign Sale Discounts
Overview
The Assign Sale Discounts option will create an Excel spreadsheet that can be sent to IGA to claim re-imbursement of the Sale discounts recorded at POS.
Completed shifts from POS that have not already been assigned and claimed from IGA are listed on the screen. The sales within the selected shift or shifts that include a sales discount are loaded into the working area of the screen. Each sale discount can be allocated to the branch or shop from which the sale discount originated.
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From the Shift Reconciliations list, select the shift(s) by ticking the Shift Rec(s) required. Click the Load Sales button and the sales discounts for the selected shift(s) will be displayed.
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Customer Invoicing
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Reconcile Shifts - End of Day Processing
Overview
The Shift Reconciliation process is designed to run in various stages and will reconcile all transactions that have occurred during the shift(s) that make up the site trading day. This process will reconcile the following:
Sales Transactions, Stock Transactions, Sales Adjustments, Paid Outs, Pump & Tank Reconciliation and any Banking Adjustments that may have occurred.
Each time a POS operator completes a shift, all the transactions that have occurred during the shift are transferred to the Beacon BOS ready for the reconciling process.
There can be multiple shifts that have occurred during the Site Trading Day and all the Shifts that make up this day MUST be included in the reconciliation process.
The following pages will step through the Reconciliation process.
Starting the Reconcile Shifts Process
To start the reconcile process select the Data Entry menu in Beacon BOS Then select the Reconcile shifts/ End of Day option
This will initiate the process of collating all completed shifts from POS that have not been reconciled.
2. Now select the Reconcile Shifts / End
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Stage One Reconcile
Stage 1 of the Shift Reconciliation process will display a list of shifts as shown below:
From the list of shifts:
Ensure that all the Shifts that make up the trading day for the site are selected by clicking the reconcile box on the left side of the screen.
A tick (9) will display next to all shifts that have been selected to be reconciled as shown in the example on the next page.
Always ensure that the Date is changed to the date of the day that the shift(s) cover.
Always ensure that the Take backup before starting reconciliation is ticked. All Shifts that make up the
Trading Day that’s being reconciled must be selected.
Always ensure the Date matches the Dates of the shifts selected to be
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Example Reconcile Shifts Stage 1:
In the exmaple screen below there are multiple shifts that make up the Trading Day, all shifts have been selected by placing a tick next to the shift.
The Date of the shifts being reconciled is the 02/09/2007 so the date at the bottom of the screen needs to be set to the same date.
IMPORTANT NOTE:
If the Date selected is not the expected date, then a warning message will display as per the following message box.
All Shifts that make up the Trading Day 02/09/07 have been selected to be Reconciled
The Reconcile Date must be set to match the shifts being
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Warning Message:
If you continue to process the EOD the system will ask for a Request for Authorisation Number or RFA before you can continue the process the RFA Response number must be entered. The RFA Response can only be obtained by contacting Beacon Support.
The process for obtaining the Response code is to contact Beacon Support and quote the RFA number that is displaying on your screen. Beacon Support will then provide a Response Number that is to be entered into the Response box and the click the OK button.
This Response code is a unique number and cannot be reused, a new RFA Response must be provided by Beacon Support every time the system requires one.
Provide this number to the Beacon Support Personnel
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Report Reconcile Shifts Total
Before you start the reconcile process, you can perform a print total with the shifts that are going to be reconciled ticked. This will confirm that the correct shifts have been selected for the day.
This report should be used to confirm that the correct shifts have been selected.
Beacon Demo System
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If Shift Totals Report is correct, then select the Reconcile button to continue. The system will check that all dockets for the shift(s) to be reconciled have been transferred from the POS to the Back Office System.
Missing Dockets Check
A part of the Shift Reconciliation process will check for any Missing Dockets. This is a system check to ensure that all the expected data from POS has been sent through to the Back Office system.
Below is an example of the Missing Docket Check Screen.
Click OK to proceed with the scan for Missing dockets.
Usually the scan will display – There are no missing from the shift(s) being reconciled
If the scan does find that dockets are missing, always attempt to retrieve the missing docket before ringing Beacon Support.
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Beacon Backup
The Backup routine will create a backup (copy) of all the required Back Office data files. Please
ensure that your backup media is plugged into the Server before this backup has been completed. The backup will be copied to the device (disk, thumb drive etc)
Below is an example of the Backup Screen:
If the backup device is in place, the backup process will complete and backup your data onto the backup device.
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Beacon Backup - Running as a Background Process
The Beacon Backup system will report an error if the backup is started and the backup device cannot be found on the system. This usually indicates that the USB drive is not connected to the system or there is a problem with the USB drive.
If the screen below is displayed, then the beacon backup is in running in the background.
To fix this problem:
Press the start button on your keyboard (the one with the Windows logo on the left hand side in between the Control and Alt buttons).
This will display the Task Bar across the bottom of the screen showing all the active tasks running on your computer.
On the Task Bar look for the Task that displays – Beacon Backup Click on the Beacon Backup process tab on the Task Bar.
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Beacon Backup – Media Offline
This indicates that the Backup Media (USB Drive or disk) cannot be found on the system. The screen will display a message as shown below:
To fix this problem:
Try re-inserting your backup media and pressing the Ok button on the message. If this fails the backup system will display options for you to continue with the backup.
Select Attempt to copy/move the file again. If this fails then select Discard backup and continue with the Reconciliation.
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Reconcile Adjust Sales Screen
Once the backup has completed the next stage of the Reconciliation process will display. This is the Reconcile Adjust Sales screen.
The screen will display similar to the example below:
This screen displays the Quantity sold, cost price and Total for each Stock sub-group for the shifts in the reconciliation. Additional functionality will be developed to l allow for sundry and wrong items sold to be fixed in this screen. Currently this shows what has been sold during the shift(s).
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Paid Out Reconcile
The system will then load any Paid out transactions from POS that have been performed in the Shift(s) that is currently being reconciled.
The screen will display the following when the Paid Outs are being reconciled.
Assuming that there have been Paid Outs performed in the shift, a screen will display similar to the following:
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Paid Out Reconcile – Creditor Entry
Paid Outs that have been entered through the POS are completed in this stage of the Reconciliation process. The Creditor Entry screen is used to complete each paid out. Double click on the sequence number of the paid out transaction.
This will bring up the creditor entry screen for that paid out.
The details of the paid out will be displayed on the Creditor entry screen. As with any Supplier invoice, the amount must be allocated. Click on the add button to continue.
To Add items click on the Add button in the bottom left of the screen.
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The Paid Out system checks the Invoice Total against the “to be allocated” and if they don't match you will be unable to proceed.
Click OK button to continue.
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Pump Reconciliation
The next stage of the Shift Reconciliation process is the Pump Reconciliation. The screen will display the following screen when this stage has commenced
Beacon will prepare the Pump and Tank information and display the Pump Reconciliation screen as shown below.
The first screen displayed is the Reconcile Pumps screen.
There are three options available from this screen. Manual input of the pump readings into the Actual column. Clicking the Accept Theoretical button at the bottom left hand side of the screen or clicking the Skip this stage button at the bottom left hand side of the screen.
Accepting Theoretical will copy the Closing Readings to the Actual column. Beacon will record that this option has been selected. Skipping this Stage will not enter any Pump readings into the Pump reconciliation at all.
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Tank Reconciliation
The next stage of the Shift Reconciliation process is the Tank Reconciliation. This is similar to the Pump Reconciliation screen.
With the Reconcile Tanks screen there are four options available providing that the POS operator had done a POSTEC Fuel Drop.
You can manually enter the tank dips, Skip this stage and enter no data, or Accept the Theoretical which will copy the closing dip readings into the actual column.
Beacon recommends that sites should enter their actual dips. This screen allows the site to confirm that pumps are within tolerance as well as check for leaks and other types of damage that may happen to the tanks.
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Performing a Manual Tank Drop
Clicking on the Enter Tank Drop button located at the bottom of the Reconcile Tank Screen will bring up the Creditor Entry Screen.
Page 103 of 111 Using the Add button fuel drops can be entered.
Code type will be Stock code for fuel drops and once this has been selected enter or select from search the stock code for the fuel that has been delivered. An additional field is included when the stock code for a fuel item is entered. This field is the Tank number.
Input all the relevant data, remembering that the units are litres, the unit price is the cost per litre and the tank number must be entered.
When all lines for the fuel drop have been entered click the cancel button to return to the Creditor Entry screen.
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Performing a POSTEC Fuel Drop
POSTEC fuel drops are entered at the POS and are similar to manual tank drops except that the quantities and tank numbers have already been entered.
Click on the POSTEC Fuel Drop button.
This will open the Select POSTEC Fuel Drop window.
