E.C.S e-soft Ltd
www.e-soft.com.cy
Your E.C.S E-soft Experience
6
Get the best out of your software
6
Starting up to date
6
Getting Help
7
Support options
7
Installing your application
8
Minimum requirements
8
Accessing your application
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Introduction
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Foreword
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How to use this guide
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Managing your company
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Login screen
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Creating a company
11
Users and permissions
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Getting to know E.C.S E-soft Accounting
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Navigating your application
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Menu bar
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Help menu
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Application modules panels
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Why do we use modules?
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Know Your Tools
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Incremental Search
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Direct access
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Keyboard shortcuts
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Entry-screen Toolbar
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Search Tools
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Using the Search Grid bar
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Quick List Rapid Search Zone
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Quick List Column Selection
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Quick List Results Grid
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Quick Search Screens
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File
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Exit
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Logout
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Edit
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Settings
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Recreate menu
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View
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Save layout
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Reset layout
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Status bar
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Side menu
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Close all windows
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Maintenance
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Accounts
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Accounts Types
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Payment Terms
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Transaction Types
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Transaction Analysis
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Transaction Locks
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Vat Codes
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Currencies
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Rates
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Banks
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Budgets
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Interest Codes
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Ageing Templates
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Enquiries
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Account Detail
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Analysis Comparison
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Balance Comparison
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Export Balances
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Interest
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Journals
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Manage Credit Control
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Transactions
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Transactions
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Multi Transaction
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Allocations
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Budget Analysis
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Change Details
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Cheques
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Deallocations
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Formula
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Reconciliation
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Clear Postdated
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Massive Auto Allocation
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Reports
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Report Screens
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Report Designer
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Chart of Accounts
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Chart of Accounts2
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Address Listing
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Allocations
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Detailed Ledger
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Journal Listing
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Vat Report
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Postdated Transactions
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Transaction Match
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Ageing Analysis
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Statement of Account
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Print Cheques
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Trial Balance
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Trial Balance Analysis
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Analysis Report
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VIES
132
Account Correspondence
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Audit Trail
134
Report Sets
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View Reports
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Repchart of Accounts
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Repchart of Accounts2
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Repaddress Listing
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Repallocations
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Repdetailed Ledger
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Repjournal Listing
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Repvat Report
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Reppostdated Transactions
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Reptransaction Match
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Repageing Analysis
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Repstatement of Account
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Repprint Cheques
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Reptrial Balance
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Reptrial Balance Analysis
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Repanalysis Report
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Reptransaction Analysis
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Repcustom Report
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Address
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Address
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Address Group
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Account Labels
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Interface
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Export Accounts
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Export Address
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Export Transactions
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Export files to HHD
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Import Accounts From Excel
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Import Addresses from Excel
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Import Files
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Import Transactions
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Import Excel File
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Update Account Groups
173
Export/Import Direct Debits
174
Import Cash Management Receipts
176
Cash Management
177
Receipt Transactions
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Receipt Listing
180
Post Receipts
181
Deposits
182
Banks
184
Branches
186
Receipt Codes
188
Administration
191
ADM Companies
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ACC Companies
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ADD Companies
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Account Close Period
204
Concistency Check
205
Copy Acc Company
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Merge Accounts
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Users
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User Groups
211
Help
215
Your E.C.S E-soft Experience
Get the best out of your software
We want you to get the very best out of your E.C.S E-soft Business Software experience. To be sure you do ...
Ensure your equipment is up to date (check out the minimum system requirements for your softwareedition)
Keep up to date by always installing the latest revision of your software edition
Become fully trained on your software
Contact us for any questions or consernsTo help you achieve these, E.C.S E-soft offers a complete line of support services designed to get you up and running and keep you running at optimal efficiency! Visit our full-range of plans, with something for every need and budget.
Starting up to date
New versionsHere at E.C.S E-soft, we believe in improvement and we keep doing it to bring the best to our clients. We produce a new version of our product line year, with each new version comprising a number of important additions.
We provide these new versions free to our clients who subscribe to an annual maintenance program. Revisions
Getting Help
Support options
By choosing E.C.S E-soft product and keeping it up to date, you're ensuring finding a helping hand whever you need it. E.C.S E-soft is commited to providing unparalleled supports for all your questions, proposing a range of complete and uncomplicated services:
Technical Support
Training Technical SupportWhen what you need to know concerns the use of the software, E.C.S E-soft are there for all your software concerns whether its for reporting a suspected glitch or just wanting to make some suggestions, we will be happy to hear from you.
Training
Most E.C.S E-soft software clients actually use just 10% of the capacity of their management software. To get the most out of your investment, participate in a training session; you'll not only get your software running more quickly and effectively, you'll also learn the power available to you through your E.C.S E-soft application. There are both group and private training sessions to suit your needs.
Installing your application
Minimum requirements
All
E.C.S E-softproducts are sold with a clear specification for minimum system requirements.
Should a client buy, install, and use a E.C.S E-soft product without respecting the minimum requirements and, in consequence, experiences system malfunction, data loss, or other misfortune, E.C.S E-soft Business Software Ltd. cannot be held in any way responsible and claims indemnity from any and all damages.Here are the minimum requirements for your accounting software:
Minimum system configuration :Pentium III, 1Ghz or higher, 256MB of RAM, 200 MB of disk space, Microsoft Windows 2000 or higher, VGA monitor (resolution 1024 X 768 or higher), laser or ink-jet printer.
Recommended system configuration:Pentium IIII, 2Ghz or higher, 520MB RAM, 500 MB of disk space, Microsoft Windows 2000 or higher, Internet access, VGA monitor (resolution 1024 X 768 or higher), laser printer.
E.C.S E-soft strongly recommends brand-name computers for use with high-performance software.
Accessing your application
You can access your E.C.S E-soft application in several ways. The most popular methods are to simply double click on the shortcut installed on your system desktop or to find the E.C.S E-soft file through the Start/Programs menu in Windows.
Shortcut and Start menu.
Introduction
Foreword
E.C.S E-soft Business Software Ltd. wishes to thank all those who have used earlier versions of this software. Also wishes to thank all the contributors, particularly its employees, for making it possible.
Whether you are a committed client or just trying out our software, you have in your hands a powerful accounting software that offers great flexibility and the ability to personalize many features to meet your specific business needs. With your E.C.S E-soft Business Software application, you have a reliable high-performing accounting software that has proven itself over time and will continue to keep pace with evolving needs.
========> COPYRIGHT
The information contained in this document may be modified without advance notice. Unless otherwise indicated, companies, names, and data used in the examples are fictional. No part of this guide may be reproduced or transmitted, electronically or mechanically, without the expressed written permission of E.C.S E-soft Business Software Ltd.
E.C.S E-soft and the E.C.S E-soft logo are the trademarks of E.C.S E-soft Business Software Ltd.
Microsoft®, Outlook®, Excel®, Access®, Windows® and Active Reports® are all registered trademarks. All other trademarks are the properties of their respective owners.
ACKNOWLEDGEMENT
E.C.S E-soft Business Software Ltd. is proud to present its global management solution.
Software development, authoring of the guides, graphics, and all E.C.S E-soft products are produced in Cyprus by E.C.S E-soft Business Software Ltd.
How to use this guide
This guide provides a progressive learning approach to your E.C.S E-soft Business Software application. It is in no way a guide to accounting.
The information offered in this guide will allow you to familiarize yourself with the many characteristics and possibilities of the software.
Within the guide, we will introduce you to the various entry screens, their purpose functionality and the means to access them. When appropriate, we provide links to related pages, allowing you to follow a subject through different levels of detail or expanded functionality.
Managing your company
Login screen
Upon starting up E.C.S E-soft Accounting, the Login screen will be displayed, offering you the option to :
Select the SQL Server database (for multi-database option)
Select a company
Enter user name and password
Select the color quality (Normal or Thin). If you run the system remotely, select thin for faster connection.
Key on Login or press [enter]Login Screen
What is a company in terms of the application?
From an accounting point of view, a company is considered to be a set of data accumulated and recorded for a particular enterprise. From a technical point of view, a company is considered to be the database containing the enterprise data.
The database type is SQL Server, the database will be located and managed from an SQL server. In order to benefit from its power, Microsoft's SQL Server software must be installed on a server.
overriding the default Windows behavior of storing some of the components in the workstation-specific Program Files folder. This ensures that all your company data remains grouped within one folder and, when stored on a server in a networked environment, that it is accessible to all users.
So with E.C.S E-soft Accounting, the only limit to the number of companies that can be managed is the size of the storage space on your computer.
Why is a demo company provided?
This company, automatically installed with the software, allows you to:
familiarize yourself with the software in an pre-established context that simulates a real business
test and evaluate the impact of a transaction without putting your actual business data at risk
train and allow experimentation without riskAll of the changes you make to the demo company will be kept when you close and reopen it, allowing you to make a series of tests over time that are built one on the other.
The demo company is overwritten each time the software is installed, unless you back it up. It cannot, therefore, be used for any purpose other than learning or testing.
Creating a company
In order that the software recognize a database as a usable company, the creation of the database must be done through the Administration menu.
The setup will allow you to:
create a new company, including all the default parameters
copy, in part or in full, an existing company
convert a company originally created with another software. This option it's best left to the support personnel of E.C.S E-soft.Setup the database
In each case, the first step consists of physically connecting to the database. Selecting the type of company creation
New company
Your E.C.S E-soft application allows you to create a new company that will contain the minimal configuration required to function within an accounting application.
Copy an existing company
Naming your company is not the same as naming your company database, as you did in the first step. When you name your company, define the name as you will want it to display on all the reports produced by your application. Creating and opening the company
When all the information for creating your company has been supplied, you must logout the system and login again to the newly created company.
Setting Up Your Company Parameters
Although default parameters are established when creating a new company, your E.C.S E-soft application also allows you to set up initial parameters such as the analysis and account types of the application. Numerous other
parameters can be activated or modified at any time in order to fine tune the behavior of various modules of the application.
You can access all parameters through the Maintenance menu of your application
Users and permissions
Using Simplified or Advanced Security Mode
Two different security modes are provided for user maintenance, simple and advanced.
To be able to work in E.C.S E-soft application, the user must log on to the system. To this end, a user is defined in the system. The user -specific password can be numeric or alphanumeric. Note that the entries are case sensitive. Although the simplified mode is more easily managed, it works on a one-by-one user basis, obliging you to establish all permissions to each user on an individual basis.
The advanced mode allows for more precise management of large and complex user groups, particularly by allowing specific denial of certain permissions and incorporating grouping that makes it possible to deal with a full set of similar at one time. At this level, a much more detailed and precise level of security access is available. The major difference is that access permission can be targeted to the smallest possible level of object, the data object that represents a single form(card) of company information.
The breakdown of permissions is also much more detailed and targeted. Rather than just a Access option, many objects have expanded options such as Insert, Update, Delete, that allow you to assign precise capabilities to an individual, such as having the right to access a particular object but not to either insert or delete it.
If you activate access to a permission that requires activation of another permission to properly function (for example, Insert or Delete permission also requires Access permission).
Menu bar
Help menu
The Help menu lets you access the Help of your E.C.S E-soft application and obtain information concerning your version of E.C.S E-soft accounting.
Help
Accesses the Help, the interactive electronic document that informs you about the appearance and use of your application. You can also access the Help at any time by keying [F1].
About...
Application modules panels
Why do we use modules?
Because of the quantity of menus available in your application, they have been grouped into modules that reflect standard business processes. This grouping makes it easy for those with specific tasks to orient themselves within the application.
Grouping by modules also facilitates access restriction. For example, rather than having to specify restricted access to every accounting-related function in the application, you can simply restrict access to the Maintenance module itself. It is still possible, however, to assign restrictions only to specific functions within a module.
If a user's access to an entire module is restricted, the module will appear in grey color (disable) in the application, neither in the menu bar nor in the explorer bar, thereby simplifying the use of the application.
The appearance and functionality of entry screens and reports are basically the same from one version to another, making it easy for you to evolve from one version to another as your business grows.
Know Your Tools
Incremental search is a handy function that allows you to quickly find an existing file simply by entering the first character of its name in an empty field while in file-addition mode.
For example, if you are situated in a blank addition file in accounts maintenance and want to access your client "E.C.S E-soft", simply enter the letter "E" in the account Name field. An alphabetical list of all customers starting with the letter "E" will be displayed and you can simply click on "E.C.S E-soft" to take you directly to its file.
If you are unsure of the first character to be searched, you can still benefit from this type of search. Simply press the [F5] key from the appropriate empty field to display a complete alphabetic list of all related-maintenance files (such as a list of all accounts when in Accounts maintenance). Simply click on the name of the one you are looking for to take you directly to its file.
Incremental search
Direct access
Your E.C.S E-soft application makes it easy to access related information from other entry screens. Whenever you see a message box over a line, it indicates a link to a related screen. Simply click on the linked field to access the related screen without having to leave your current location.
For example, you can easily access the Journals enquire screen from the Account detail enquire screens.
Direct access 1.0
Button access
You can also benefit from direct access to maintenance files from certain screens in a transaction, by key down the specific button. For example, to access a particular account file from transactions, key on the Accounts button, to open the related accounts maintenance screen.
Keyboard shortcuts
In addition to the menu bar and the other navigation features of the E.C.S E-soft application, we also provide keyboard shortcuts as a means of rapidly navigating and operating your application.
Here is the list of keyboard shortcuts related to your application.
Action Key touches
Menu bar Alt + Left /Right/Up/Down
Insert a line in the grid F3
Search by Code F4
Search by Name 1 F5
Search by Name 2 F6
Search by Short Code F7
Copy the previous column record field F8
Search by Alternative Code F11
Move to the next tab Ctrl + PageDown
Move to the previous tab Ctrl + PageUp
Entry-screen Toolbar
The toolbar displayed with all entry screens has certain common functions and may, depending on the the type of screen. Basically, all such toolbars contain the functions necessary to find, add, modify, delete, and print the files. Note that not every toolbar feature shown here appears in all screens.
Toolbar icons and functions New
Click on the New icon to add a new blank file. Certain fields must be entered in a new file before it can be saved. Delete
Click on the Delete icon to physically delete a file. No deletion is done immediately on clicking this icon. A warning is always displayed and you must confirm your decision before the file is physically deleted from record.
transactions. When clicking this icon on such files, you will be notified that it cannot be deleted and why. In most editions, you can inactivate such files instead.
For example, an account that was recorded but has never had any actual activity within the system can be deleted; one with outstanding accounts cannot be deleted ; and an account with historical transactions on record may be inactivated but cannot be deleted.
Save
The Save buttons are provided to confirm entries or modifications made to a record. The save function does not update accounts details ie (balances) in case of transactions. The save button allows you to save the transaction without completing it, in order that you may return to it when convenient.
Post
The Post buttons are provided to update accounts details. Once you posted a transaction you are not be able to make any further modifications or add new lines. When the user enquires a posted transaction the screen are grayed out.
Previous and Next arrows
Use these icons to navigate to and display preceding or following record. A message box will notify you when you have reached either end of the file.
Close
The Close button is provided to simply close an entry screen without recording any changes. When a change is made without save or post the transaction, this button is followed by a confirmation message.
Print/Preview
Click the Print icon to open the Print dialog box and select the printer and printing characteristics you require for the currently accessed document.
View and Report
Click the View icon, available in certain types of maintenance screens (accounts, accounts groups, etc.), to obtain a preview display of documents before printing or click the Print for direct printing without viewing.
Refresh
Click the Refresh icon, available in transaction screen, to refresh transaction lines when new accounts created while you entering a transaction.
Using the Search Grid bar
Quick List Rapid Search Zone
You can rapidly access known information by using the rapid search zone. When your cursor is located on the account code or description, you can key in alphanumeric text and it will be displayed in this zone. Your position in the grid will dynamically adjust to match the text as you enter it to the first characters of the contents of the currently highlighted column.
For example, when a Description column is highlighted, if you key in the letter "P", the highlighted line immediately jumps to the first name in the Quick List's Description column starting with "P". If you then add an "A", it will try to find a name starting with "PA". If there is no matching text, the selection remains in its current position.
Search Zone
To remove text from the rapid search zone, simply press escape.
Your E.C.S E-soft application comes with a default Filter functionality using a search and display grid (use filter icon) .
Character Search Numerical Search
To remove filter from the rapid search zone, simply press the remove filter icon.
Additional in transactions screen, the user may use the Find function to search for a specific information within the columns (right click on the desired column header).
Find Function
Quick List Column Selection
Simple column movingYou may easily move any column by right-clicking with your mouse in the column headers (small triangle or pin).
The first method opens a drop down list of available fields. The user may select which one of these fields want toplace on the selected column.
Column moving 1.0
The second method just place the selected column as first on the grid, the second selected as second and so on.Column Selector tool
Click on the Column Selector icon in the header to open the Column Selector window, from which you can choose the fields of information you want to display as columns in the quick list grid. In addition to providing you with a more easily navigated tree structure, this way of selecting columns also provides you with the possibility of defining an aggregate function for any column.
Aggregate functions must be used in conjunction with grouping information within the grid.
Column selector
An aggregate function performs a computation on a set of values rather than on a single value. In this way, it allows you obtain the sum, average, or minimal or maximal value of any field.
The following aggregate functions are available:
Average: allows you to know the average value of this column in a grouping
Count: allows you to have a count of the number of records included for this column in a grouping
Max: allows you to know the maximal value of the column in a grouping
Min: allows you to know the minimal value of the column in a grouping
Sum: allows you to obtain the sum of the values in a column in a grouping.
Quick List Results Grid
The results grid contains the information sets and fields among which we can search. The grid offers us a range of display-control functions such as shifting columns, sorting, and grouping information sets.
Shifting columns
You can easily shift a column by left-clicking its header and drag and drop it into the desired location. As you drag it, red arrows along the header line will dynamically indicate the location where it will be placed if you drop it.
Sorting
To quickly sort your results, simply click on the header of the column by which you want to sort. A small triangular icon will appear beside the header if a sort is possible. An upward-pointing triangle indicates the column is sorted in ascending order; a downwards-pointing triangle indicates a descending sort order. If you want the other sort order, simply click the header again. A third click causes the triangle to disappear and the default sort order is reinstated.
Sort order will be determined by the data type of the column's information. A numeric data type will sort the column in numeric order, with the number 2 appearing before the number 13 in an ascending sort. An alphanumeric data type, however, sorts alphabetically, looking at one character at a time from left to right, so an ascending sort on that data type would place the number 13 before the number 2. Date or time type fields will ensure a chronological sort.
Grouping
The results grid can be grouped and sub-grouped in function of its various columns. To group by the contents of a specific column, simply drag and drop that column header up into the grouping bar that runs along the top of the grid, just above the column headers. Red arrows will help guide the placement of the group.
It's name will remain there as well as in the column headings and the contents of the grid will readjust, grouping themselves as a tree structure. The contents of the grouping column will display as primary branches with + and -symbols attached that can be used to open or close the specific branch. When opened, the full-line listing of related grid lines is displayed. Multiple branches can be open at any time.
Grouping columns
Sub-grouping
If you drag another column header into the grouping bar, it will create a further set of branches within the existing ones, further sub-dividing the logic of the listing. Red arrows will help guide the placement of the sub group and after dropping, it will connect it to the group name with logical-flow arrows. Any number of sub-groups can be added in such a way. Group positions may also be switched by dragging and dropping the group names among themselves in the grouping bar.
To continue the example used above for grouping, you could then sub-group your customers by city, resulting in a display where the opened country group would list a series of cities and an open city within that branch would list all
Un-grouping
You can ungroup at any time by simply dragging a group name from the grouping bar back onto the column header bar. Note that group names must be un-grouped individually. Ungrouping the higher level will simply readjust the grouping, moving the next lowest level to the higher level.
Quick Search Screens
The Quick Search Screens contains the information sets and fields among which we can search.
On the left hand side you will see an enquiry (selection) section. Here you can enter your enquiry parameters in order to narrow down your search screen. Each field corresponds to the analogous column.
For example enter the account code in the field "Code" and click "Enquire" to search in the Code column or enter the account description in the "Name1" field and click "Enquire" to search in the Name1 column and so on.
To remove text from the enquiry (selection) section, simply press backspace.
The grid offers us a range of display-control functions such as sorting, and grouping information sets.
When your cursor is located anywhere within the grid, you can key in any column and dynamically the desired card it will be displayed.
The Search Screen option produces a search screen specific to the type of the maintenance screen being used, such as the one shown below for Accounts entries.
File
Exit
Click on File and then Exit to exit the system as shown below.
File Menu (Exit)
Logout
Click on File then on Logout to Logout of the system. The Login screen appears so that you can Login in a new company as depicted below. Note that the menu is inactive during logout.
File Menu (Logout)
Edit
Settings
This option shows the database connection settings and it's best left to the support personnel.
Edit Menu (Settings)
Recreate menu
This is a function which re-creates the menu after changes have been applied after a system version upgrade. Again this is best left to the support personnel.
View
Save layout
If you have changed the layout of the menu here is the place to save your changes!
View Menu (Save Layout)
Reset layout
This function will bring back the default layout of the menu.
View Menu (Reset Layout)
Status bar
This function will remove or add the status bar at the bottom of the screen.
View Menu (Status Bar)
Close all windows
If you have opened many windows during your work and you want to clear your screen then click on this option
Maintenance
Accounts
IntroductionIn this screen you can create and delete your accounts, thus maintaining your chart of accounts.
Under Maintenance click on Accounts. A list of your accounts will be displayed. You can click on each one of these to open the account card.
Accounts 1.0
Creating New Account
Accounts 1.1
Tabs
The tabs on the account card are used to enter various information about the account created. Only the first four tabs are activated by default. The rest have to be activated from the account types screen to appear here. Note that the tab "Terms" is inactive on the icon above. Below you can find a description of all the fields in the tabs available. General
Short Code: Enter a short code for your account.
Alternative Code: Enter an alternative code for your account.
Restricted Currency: Entering a restricted currency means that this account will use only the restricted currency in transactions.
Default VAT Code: Entering a default vat code means that this account will use only the restricted vat code in transactions.
Access Level (1-9): Enter the Access Level for the account. Users can access accounts with an access level which is lower or equal than the access level specified for the user.
Stopped Account: Check this box to stop the account.
Frozen From - Frozen To: Enter the range of dates that you want this account to be frozen. You will not be able to use this account in the period specified.User Groups
If Groups have been activated in the ACC Companies screen and group codes created in the Groups screen, you can specify the required code for each group. See the icon below.
Accounts 1.2
User Defined
Here you can enter text, numeric and date values for the account as memo information if these fields have been activated in the ACC Companies screen. See the icon below.
Accounts 1.3
Transactions User Defined
Here you can specify -by checking the boxes- if the account will use formula, transaction analysis, and text, date, monetary and integer values when used in a transaction. See the icon below.
Accounts 1.4
Inventory Information
This tab includes inventory information for the specific account. If you select values here, when you use this account in the stock system these values will come as default on your documents. This function applies mostly for debtors & creditors when used in sales or purchase invoices or other stock documents.
Consolidation Account: If a consolidation account will be used enter it here.
Default Payment Method: Specify here, a default payment method for this account to be used in stock documents.
Force: Check the box if you want sometimes to use other payment method than the one specified above.
Default Store: Specify here, a default store for this account to be used in stock documents.
Route: Specify here, a default route for this account to be used in stock documents.
Default Salesperson: Specify here, a default salesperson for this account to be used in stock documents.
Collector: Specify here, a default collector for this account to be used in receipts.
Default Item Description: Specify here, a default item description for this account to be used in stock documents.
Default Price Code: Specify here, a default price code for this account to be used in stock documents.
Default Price List: Specify here, a default price list for this account to be used in stock documents.
Discount Group: Specify here, a default discount group for this account to be used in stock documents.
VAT Exempted: Check the box if this account will be exempted from vat in stock transactions.
VAT Code: Specify here, a default vat code for this account to be used in stock documents.
Loyalty Card No.: Enter here the Loyalty card number as a memo.
Show Balance on Documents: Check this box to show the account balance on stock documents.
Account Inactive for Purchases: Check this box to make the account inactive for purchases.
Account Inactive for Sales: Check this box to make the account inactive for sales.Terms
Here you can specify if the account has purchase processing terms (POP terms activated in stock system).
Accounts 1.6
Payment Terms
Accounts 1.7
Payment Terms: If you have created a payment term in the "Payment Terms" screen, you can select it here.
Credit Limit: Enter the amount of credit limit the account will have.
Force: Check the box if you want to force the amount of the credit limit.
Not Apply: Check the box if the amount of the credit limit does not apply.
Credit Hold: Select the number of months after which invoices will be due for payment.
Tolerance Days: Enter the tolerance days in respect to the cedit hold period.
Credit Interest: If the account will be credited with the interest select the interest rate that applies.
Debit Interest: If the account will be debited with the interest select the interest rate that applies.
Starting Interest Date: Enter the date the interest rate will start to apply.Address
This Tab hold the address information of the account (usually used for debtors & creditors).
When you create a new account in the tab "Address" you will see two buttons "Choose" and "New". Click "Choose" to use an existing address record for your account or "New" to create a new one. The account code is copied in the "Address Code" and "Account" fields and the account description in the "Description" field.
Accounts 1.8
Correspondence
In this Tab the user can record all the correspondence between customers/suppliers or any relevant information. User has the option to print the correspondence from the Reports section.
Accounts 1.9
Accounts 1.10
Accounts Types
IntroductionThis screen is used for the creation and maintenance of the Accounts Types. Create here the various types that your accounts will belong to, as concise or analytical as you want. For example you might choose to create Headers, Balance sheet accounts, P&L accounts, Debtors and Creditors only. Or analyse these types further and have Fixed Assets, Current Assets, Current Liabilities, Debtors, Creditors, Capital & Reserves, Income, Administration Expenses, Selling Expenses, and so on.
Under Maintenance click on Accounts Types. A list of your accounts types will be displayed. You can click on each one of these to open the account type card.
Accounts Types 1.0
Creation of an Account Type
Click on New and an empty account type card will be displayed. Here follows a description of the various card fields:
Account Type: Enter the code of the account type.
Description1: Enter the description of the account type.
Description2: Enter a second description of the account type.
Account Code Format: Specify the format that the accounts belonging to this type will have.
Increment: If you have specified sequential numbers in the account code format, enter here the number that a new account will be incremented by.
Ledger: Select here by checking the appropriate circle, the Ledger type of this account type. This can be Balance Sheet, Profit & Loss, Purchase Ledger, Sales Ledger, Control, or Header.
Subtotals Level (0-10): The subtotals levels to be used for printing reports and are based on the chart of accounts structure.
Print Column (1-20): ?
Update Control Account: Check this box to update a control account (used when creating Debtors & Creditors account types only).
Control Account: Enter the control account that will be updated (used when creating Debtors & Creditors account types only).
Account Range: Enter the code range that the accounts belonging to this type will have. The range is used to prevent users from creating an account with the wrong type.
Payment Terms: Check this box if you want payment terms information to be displayed on the accounts which belong to this type.
Address: Check this box if you want address information to be displayed on the accounts which belong to this type.
Inventory Data: Check this box if you want inventory data information to be displayed on the accounts which belong to this type.
Terms: Check this box if you want terms information to be displayed on the accounts which belong to this type.
Display Balance: Check this box if you want the balance of the accounts which belong to this type to bedisplayed on the transaction entry screen.
Check Credit Limit: Check this box if you want the system to check the account's credit limit during the transactions.
Interest: Check this box if you want to charge interest on the accounts which belong to this type.
Revalue: Check this box if you want the accounts which belong to this type to be revalued.
Clear down Method: Select in the drop box the appropriate method for the accounts which belong to this type. The options are: (Never Clear, Brought Forward, Minimum One Year, Open Item, Period Balance).Accounts Types 1.1
Accounts Groups
IntroductionAccounts groups are used to group together accounts for reporting purposes. In this screen you can create and maintain group codes.
Under Maintenance click on Accounts Groups. A list of your group codes will be displayed. You can click on each one of these to open the group card.
Accounts Groups 1.0
Creating a new Group
Click on New and select a group header under which you wish to create a group code. Complete the following fields:
Group Head: Select the group header.
Group Code: Enter the group code.
Group Description 1: Enter the group description.
Group Description 2: Enter a group second description.
Statement Message 1: Enter a statement message.
Statement Message 2: Enter a second statement message.Payment Terms
IntroductionThis screen is used to create payment terms that concern your debtors and specify a due date for the payment of an invoice.
Under Maintenance click on Payment Terms. A list of your payment terms will be displayed. You can click on each one of these to open the payment term card.
Payment Terms 1.0
Creating a Payment Term
Click on New and complete the following fields:
Code: Enter a code for your payment term.
Description: Enter the description.
Based on: Check the appropriate circle in order to create a due date for the payment of an invoice, based on the invoice date or based on the end of the month.
Months: Enter a number of months until when the payment will be due.
Days: Enter a number of days until when the payment will be due.Payment Terms 1.1
Transaction Types
IntroductionThis screen is used for the creation and maintenance of the transaction types which will be used in the transaction entry process.
Under Maintenance click on Transaction Types. A list of your transaction types will be displayed. You can click on each one of these to open the transaction type card.
Transaction Types 1.0
Creating a Transaction Type
Click on New and complete the following fields:
Transaction Type: Enter the transaction type code.
Description 1: Enter the description.
Description 2: Enter a second description.
Method: Select from this drop down box the transaction entry method that this transaction type will use. You can select (Normal, Auto Double Entry, Summary Entry).
Default Details: Select from the drop down box the appropriate description (description 1 or 2, or blank for no description) that you want the system to diplay in the transaction details field on the transaction line.
VAT Input / Output: Select from the drop down box the appropriate VAT type ("O" for output, "I" for input or blank for no vat).
VAT Sign: Select from the drop down box the appropriate VAT sign (Debit, Credit or blank for no VAT). Auto Accounts section is displayed only if you select the "Auto Double Entry" or "Summary Entry" method.
Auto Account Code: Enter the account code that will be used by the system to generate the automatic entry.
Sign: Specify in the drop down box whether the auto account will be debited or credited.
Change Level: Select from the drop down box the level number so that the system allows or forbids you to change the auto double entry account during the transaction entry.
Corresponding Details: Check this box if you want the transaction type description to be displayed in the line you enter and the description of the account you have entered to be displayed on the details of the auto double entry account. Click here for an example.
Batch Totals: Check this box if you want to have the ability to enter the batch amount of the journal on the header in order to check the number lines and total debits and credits you enter.
Unique Reference: Check this box if you want to use unique references for this transaction type.
Reversible: Check this box if you want the system to create a reverse journal at the begining of the following month.
Turnover: Check this box if you want to have turnover information on the ageing report for this transaction type.
Last Receipt/Payment: Check this box if you want to see information about the last receipt/payment.
Postdated: Check this box if you want to enter a postdated cheque in the journal.
Other Reference: Check this box if you want to have other reference.
Due Date Visible: Check this box if you want to see the due date on the transaction lines.
Not Calculated: Check this box if you don't want the system to calculate the due date, so that you can enter it manually.
Cheques: Check this box if you want to use this transaction type to print cheques from the system.
Formula: Check this box if you want to use formula on this transaction type.
PRF Distribution: Check this box
Base Currency: Check this box if the transaction type is strictly on base currency
Inactive: Check this box if the Transaction Type is not in use anymore
Foreign Vat Amount: Option to enter manually the foreign vat amount
Direct Debits: xxxxxx
Default Analysis: Option to set default Analysis for the current transaction type
Only Stock Interface: Check this box if the transaction type is dedicated to Stock and can not be used for Accounting transactions.
Reverse Charge: Check this box if transaction type allows reverse charge. A new column will appears in the Transaction screen.
Vat Reverse Mandatory: Force user to enter the Vat Reverse Code when the Transaction Type allows Reverse Charge
Discount: Check this box and a column Discount will appear insde the Transaction Line. User has to define the Discount Account that will be used.Transaction Analysis
IntroductionAnalysis is used during a transaction when you want to analyze an account's transactions more specifically, for example when you debit the motor vehicle expenses account, you can use analysis to specify which car this transaction refers to. Information about the movement of each analysis of the account can be retrieved later by enquiries or reports.
The creation and maintenance of analysis codes is done in this screen, only if you have created analysis headers in the ACC Control screen first.
Under Maintenance click on Analysis. A list of your analysis codes will be displayed. You can click on each one of these to open the analysis card.
Transaction Analysis 1.0
Creating Analysis Codes
Click on New and select the analysis header under which you wish to create the analysis code. Fill in the fields as follows:
Transaction Analysis 1.1
Analysis Head: Select the analysis header.
Analysis Code: Enter the analysis code.
Analysis Description 1: Enter the description.
Analysis Description 2: Enter a second description.
Commission Due Account: Select the due account.
Commission Payable Account: Select the payable account. Note: The last 2 fields apply only for analysis used for sales persons.Transaction Locks
IntroductionThis screen is used to unlock transaction that have been accidentally locked during the transaction entry process. Under Maintenance click on Transaction Locks. A list of your locked transactions will be displayed.
Once you have selected the transactions you want to unlock click on "Clear All", your screen will be emptied and your transactions will be unlocked.
Transaction Locks 1.0
Vat Codes
IntroductionThis screen is used for the creation and maintenance of the vat codes which will be used in the transaction entry process for purchases and sales value added tax rates.
Under Maintenance click on Vat Codes. A list of your vat codes will be displayed. You can click on each one of these to open the vat code card.
Vat Codes 1.0
Creating a Vat Code
Click on New and complete the following fields:
Vat Code: Enter code to identify the vat rate.
Vat Description: Enter the description.
Effective Date: Enter the date which the vat code being effective.
Vat Rate: Enter the percentage rate to apply.
Purchase Account: Select the vat input account to be debited on purchases.
Sales Account: Select the vat output account to be credited on sales.
Input Reverse Charge Account: Select the reverse vat input account.
Output Reverse Charge Account: Select the reverse vat output account.
Reverse Charge Vat Code: Select the reverse vat code.
Comments: Enter a short comment for the vat code.
Do not include in Vat Reports: Exclude the vat code from the vat reports
Reverse Charge: Whether the vat code can be use as a Reverse Charge Vat
Allow Reverse Vat: Option to change the Reverse Vat in the Transasction screen
Vat Statement: In order to Print the Vat Official Report the user has to understand the Vat Form and to identify in which place (box number) each vat code resides.Currencies
IntroductionThis screen is used to create and maintain your currency codes.
Under Maintenance click on Currencies. A list of your currency codes will be displayed. You can click on each one of these to open the currency card.
Currencies 1.0
Creating Currency Codes
Click on New. Complete the following fields as shown below:
Currencies 1.1
Code: Enter the currency code.
Description: Enter the description.
Decimal Prefix: Enter the decimal prefix. ?
Last Updated Date: Brings by default the current date. The rate will be in effect from this date and after.
Last Rate: Enter the currency rate. Note that the foreign amount will be multiplied by this rate in order tocalculate the base amount.
Symbol: Enter symbol of the currency. It is only for report purposes.Rates
IntroductionThis screen is used to create and maintain currency rates. As you enter the rate changes from time to time, a table is created, allowing you to use backdated rates when entering a backdated transaction.
Under Maintenance click on Rates. A list of your rates will be displayed. You can click on each one of these to open the currency rate card.
Rates 1.0
Updating Currency Rates
Click on "New" and select the date by which the new rates will have effect. Then complete all the currencies with the new rate values and click Save as shown below:
Rates 1.1
Banks
IntroductionThis screen is used to create and maintain banks. In this screen you may enter general informations for the bank (bank code, bank account, etc.) and also informations related with the bank reconciliation (export/import format). Under Maintenance click on Banks. A list of your rates will be displayed. You can click on each one of these to open the bank card.
Banks 1.0
Creating a Bank
Click on New and complete the following fields:
Bank Code: Enter the bank code.
Bank Name: Enter the bank name.
Bank Account: Enter the physical bank account.
AccountID: Select the account code as it is in the chart of accounts.
Last Cheque Issued: Enter the last cheque issued.?
Address Code: Enter the address code of the accountID.
Date Field Column: Position of the date on the reconciliation file.
Amount Field Column: Position of the amount on the reconciliation file.
Reference Field Column: Position of the refernce on the reconciliation file.
Details Field Column: Position of the details on the reconciliation file.
Dr Amount Column: Position of the debit amount on the reconciliation file.
Cr Amount Column: Position of the credit amount on the reconciliation file.
Decimal Separator: Assign the decimal separator.Banks 1.1
Budgets
IntroductionThis screen is used to create and maintain budget codes.
Under Maintenance click on Budgets. A list of your budget codes will be displayed. You can click on each one of these to open the budget card.
Budgets 1.0
Creating a new Budget Code
Click on New and enter the Budget Code in the Code field, the description in the Description 1 field and the second description in the Description 2 field, as shown on the image below.
If you wish to apply interest charges on your debtors, you need to create your interest codes in this screen. Under Maintenance click on Interest Codes. A list of your interest codes will be displayed. You can click on each one of these to open the interest code card.
Interest Codes 1.0
Creating an Interest Code
Click on New and complete the following fields:
Interest Code: Enter the interest code.
Description: Enter the interest description.
Effective Date: Enter the date, the rate will be in effect.
Interest Rate: Enter the interest rate.
Interest Account: Enter the interest account.
Method: Select from the drop down box the interest calculation method (Transaction Date or Due Date)
Annual Days: Enter the annual days that the interest amount will be divided by.Interest Codes 1.1
Ageing Templates
IntroductionThe ageing templates screen provides the function to defined template ageing days, which can be use in the (ageing analysis) report screen.
Creating a Template Code
Click on New and complete the following fields:
Code: Enter the template code.
Description: Enter the template description.
Days1-5: Enter the number of ageing days corresponding to the ageing analysis columns to appear in the report.
Remaining days in month: ?Enquiries
Account Detail
IntroductionThe account details enquires screen provides the function to retrieve accounts and their corresponding transactions. The user may select the transactions to be retrieved according to certain criteria.
Under Enquiries click on Account Detail. On the top side you will see the (selection criteria) section. Here you can enter your enquiry parameters in order to narrow down your search for specific period, dates, transaction types, reference, amount, or transaction analysis. At the bottom side you will see the (displayed) section in the form of a grid. Once the retrieved account details are displayed, you may also see the Current Balance, C/F Balance, YTD Debits and YTD Credits of the selected account. Also you may export the retrieved details to Excel File.
Account Details
Selection Criteria
Account: Select the account code.
Period From-To: Enter the starting/ending period/year.
Date From-To: Enter the starting/ending date.
Transaction Type: Select a specific transaction type.
Currency: Select a specific currency.
Reference: Select a specific reference.
Amount: Select a specific amount.
Transaction Analysis: Select one or more transaction analysis.Note: Blank selections include all the transactions concerning the specific selection.
Analysis Comparison
IntroductionThe analysis comparison screen provides the function to retrieve Net Actuals and the Balance amounts of an account of any two accounting years (divided in periods) and also a comparison based on a group of transactions using any
Analysis Comparison 1.0
Once the retrieved years are displayed, two new tabs and two new buttons come in view. GENERAL and ANALYSIS CHART TABS
In general tab you can see a twelve columns grid. The first three columns (debit, credit, balance), refer to the first year (latest) the user selected. The next three columns (debit, credit, balance), refer to the second year the user selected. The opening balance for each year also displayed at the top of the columns. The last six columns is the variance of the selected years in amount and percentage.
In analysis chart tab you can see the retrieved details in a graphic mode. DETAILS and EXCEL BUTTONS
By clicking the Details button the account detail screen opens, with all the transactions concerning the first selected year and account analysis.
By clicking the Excel button you may export the retrieved details to Excel File. The image below shows this screen.
Balance Comparison
IntroductionThe analysis comparison screen provides the function to retrieve Net Actuals and the Balance amounts of an account of any two accounting years (divided in periods).
Balances Comparison 1.0
Once the retrieved years are displayed, two new tabs and two new buttons come in view. GENERAL and BALANCE CHART TABS
In general tab you can see a twelve columns grid. The first three columns (debit, credit, balance), refer to the first year (latest) the user selected. The next three columns (debit, credit, balance), refer to the second year the user selected. The opening balance for each year also displayed at the top of the columns. The last six columns is the variance of the selected years in amount and percentage.
In balance chart tab you can see the retrieved details in a graphic mode. DETAILS and EXCEL BUTTONS
By clicking the Details button the account detail screen opens, with all the transactions concerning the first selected year and account analysis.
By clicking the Excel button you may export the retrieved details to Excel File. The image below shows this screen.
Export Balances
IntroductionThe export balances screen provides the function to retrieve periodical movements of an account or range of accounts.
Under Enquiries click on Export Balances. On the top side you will see the (selection criteria) section. Here you can enter your enquiry parameters in order to narrow down your search for a specific range of accounts and
periods/years. Also by the use of the two check boxes you may hide/show control accounts or show/hide accounts without movement in the selected periods.
The grid lines information include the code, name and type of the account(s), the opening and closing (dr/cr) balance and the selected period movement (dr/cr).
EXCEL and FILE BUTTONS
By clicking the Excel button you may export the retrieved details to Excel File. By clicking the File button you may export the retrieved details to Text File. The image below shows this screen.
Export Balances 1.1
Interest
Journals
IntroductionIn this screen you can search for transactions journals posted by the system.
Under Enquiries click on Journals. A list of your posted journals will be displayed. You can click on each one of these to open the selected transaction journal.
On the left hand side you will see the journal enquiry (selection) section. Here you can enter your enquiry parameters in order to narrow down your search for specific year, period, transaction type, journal No., batch No., or user. Each field corresponds to the analogous column. By default the displayed grid load the journals of the last year order by the last journal. The ordering (Entry, Post, Transaction) depends on the selection of the journal numbering method in the "ACC Control" screen.
Journals 1.0
Journal Listing Information Screen
The journal information displayed screen includes the top section (header of the transaction) with general details of the journal ie. entry year, post year/period, transaction type, journal No., total amount, batch No.
The bottom section (details of the transaction) includes all the lines concerning the selected journal. The image below shows this screen.
Journals 1.1
Manage Credit Control
IntroductionNo need to print the Ageing Analysis Report ; do your work paperless.
The Manage Credit Control gives your credit control team the tools to achieve better results thus improving a company's cash flow.
Credit control is an important component in the overall profitability of all firms. Removing the administrative burden whilst you retain control and visibility of the process.
Management Team can have access to the clients balances, up to date view of outstanding balances and have a full history at their disposal.
The layout of the Grid can be customised and has an option to be expored to Excel for further process.