General Ledger
1. How can I create a New General Ledger Account?
° Click the Maintenance, General Ledger menu and select Chart of Account.
° Click the New icon to create a new General Ledger Account.
° Enter an Account No. for every general ledger account.
° Note: Account number is consists of characters, non-repetitive.
° Enter the name that describes the account.
Note: Maximum of 80 characters only.° Select the account type for this account. It is used to classify various accounts.
° Select the currency code applicable for the account.
Note: Enter the code only if the account is using multi-currency option, or else leave it blank.° Enter the amount of opening balance for the account in the Debit or Credit Amount box.
° Enter the amount of last year balance.
Note: For negative amount, please begin with a minus sign.° Create all main group accounts.
° Enter each month budget, if applicable.
Note: You can enter the budget of each account up to 18 months.° After you enter all the information, click the Save icon to save the general ledger account
2. How can I search for an existing General Ledger Account?
° Click the Maintenance, General Ledger menu and select Chart of Account.
° Click List icon and a dialog box will show all the general ledger accounts.
° From the list you can search for an existing general ledger account by Account number,
° Description, or 2nd description.
° Click on the column where you want to base your search, and the column will be highlighted.
° Type the first character of your search and the designated accounts with the same first character will be highlighted.
3. How can I modify an existing General Ledger Account?
° Click the Maintenance, General Ledger menu and select Chart of Account.
° Follow the steps on how to search for the general ledger account above.
° Once you are at the screen of the account, you can make the desire changes.
° When you have completed the modification, click the Save icon to save the changes.
° If you want to cancel the modification, click the Cancel ion.
Note: You are not allowed to modify the Account No. once it is created and saved. To change the account number, you will have to create a new account by entering all the information, and then delete the old account.4. How can I delete an existing General Ledger Account?
° Click the Maintenance, General Ledger menu and select Chart of Account.
° Follow the steps on how to search for the general ledger account above.
° Click the Delete icon to remove the account.
Note: You are not allowed to delete an account if the opening balance is not blank or zero.° To proceed with the deletion, first change the opening balance to zero and the account shouldn't have transaction.
° The system shall prompt you to a dialog box to confirm your deletion of the general ledger account.
5. How to print an existing General Ledger Account?
° Click the Maintenance, General Ledger menu and select Chart of Account.
° You can choose to print out the Chart of Account for General Ledger Account, Debtors Account, Creditors Account or all.
° To preview the listing on screen, you can click the Preview button.
° Click Print button to print the Chart of Account.
° To print the Chart of Account to file, click the File button.
Maintain Stock Value
° Click the Maintenance, General Ledger menu and select and Maintain Stock Value.
° Enter the assign Code for the stock value maintenance. Note: The number has to be unique and non-repetitive. It may consist of characters.
° Select the BS A/C or the Balance Sheet account number of the stock.
° Select the OS A/C or the Opening Stock account number.
° Select the CS A/C or the Closing Stock account number.
°Important: The OS A/C and CS A/C are P&L accounts used for calculations of P&L. Thus, these accounts belong to the account type of Cost of Goods Sold.
° Enter the Opening stock value of the financial year if this is the first time you are computerizing your manual accounts. After entering click Save icon to save all the stock value. Note: If you want to add a new stock value, click the More icon. The completed record will be saved and a new blank sheet shall appear for you to continue data entry.
7. How can I add a New Stock Value?
° Click the Maintenance, General Ledger menu and select and Maintain Stock Value.
° Click the New icon and enter the Code for the stock value maintenance, BS A/C, OS A/C, CS A/C, Opening Stock.
° After entering click Save icon to save all the stock value.
8. How can I search for an existing Stock Value?
° Click the Maintenance, General Ledger menu and select and Maintain Stock Value.
° These methods are similar to the Search for an existing General Ledger Account.
9. How to modify an existing Stock Value?
° This method is similar to Modify an existing General Ledger Account.
10. How to delete an existing Stock Value?
° This method is similar to Delete an existing General Ledger Account.
11. How can I print an existing Stock Value for checking or filing purposes?
Note: You can choose to print out the Stock Value by Code or Project by using the lookup key or press F2 key.° To preview the listing on screen, you can click on the Preview button.
° Click Print button to print the Stock Value.
° To print Stock Value to file, click the File button.
Project Titles
12. How to Maintain Project Titles?
° Click the Maintenance, General Ledger menu and select Maintain Project Titles.
° Assign a project code for each project/job. Note: The number has to be unique and non-repetitive. It is consist of 4 characters.
° Enter the description of the project (consist of up to a maximum of 35 characters).
° Specify if the project type is P=Project or J=Job.
° Specify if the project has been completed.
° Enter the project contract sum.
° Enter the project details if desirable.
° After entering all the information, click Save icon to save the project title.
Note: If you want to add a new project titles, click More icon. The completed record will be saved and a new blank sheet shall appear for you to continue your data entry.
13. How to add a new Project Title?
° Click the Maintenance, General Ledger menu and select Maintain Project Titles.
° Assign a new project code for each project/job.
° Enter the description of the project (consist of up to a maximum of 35 characters).
° Specify if the project type is P=Project or J=Job.
° Specify if the project has been completed.
° Enter the project contract sum.
° Enter the project details if desirable.
° After entering all the information, click Save icon to save the project title.
14. How to search for an existing Project Title?
° These methods are similar to the Search for an existing general ledger account.
Note: You cannot make changes to the project titles by typing on the screen of the list.
15. How to modify an existing Project Title ?
° The method to modify an existing Project Title is similar to Modify an existing general ledger account
° After completed entering all the information, click Save icon to save the project title.
Note: User can change the Project code from old project code to the new project code by using Change Project Code command under admin.
16. How to delete an existing Project Title?
°The method to remove an existing Project Title from the database is similar to Delete an existing general ledger account.
17. How to print an existing Project Title?
Note: You can print out Project Title for checking of filing purposes. You can choose to print out the Project Title by Code by using the lookup key or press F2. You can also choose to print out the Project Title for Project Code Only, Job Code Only or All. You can also select to include complete project.° Click on the Preview button to preview the listing on screen.
° Click Print button to print the Project Title.
° Click the File button to print Project Title to file.
Opening Balance
18. How to maintain Project Opening Balance?
° Click Maintenance, General Ledger menu and select Project Opening Balance.
° Select an account number that utilizes project accounts.
° Specify the Project code or Job code applicable to this account.
° Enter the amount of opening balance for this project account.
° You can also maintain the project opening balance in foreign currency, if applicable.
° After completed entering all the information, click Save icon to save the project title.
19. How to add a New Project Opening Balance?
° Click Maintenance, General Ledger menu and select Project Opening Balance.
° Click the New icon and enter the Account No. that utilizes this project accounts.
° Specify the Project code or Job code applicable to this account.
° Enter the amount of opening balance for this project account.
° You can also maintain the project opening balance in foreign currency, if applicable.
° After completed entering all the information, click Save icon to save the project title.
Note: If you want to continue adding project opening balance, click More icon. The completed record will be saved and a new blank sheet shall appear for you to continue your data entry.
20. How to search for an existing Project Opening Balance?
° These methods are similar to the Search for an existing general ledger account.
Note: You cannot make changes to the project opening balance by typing on the screen of the List.
21. How to Modify an existing Project Opening Balance?
° The method to modify an existing is similar to Modify an existing general ledger account.
22. How to Delete an existing Project Opening Balance?
° The method to remove an existing project opening balance is similar to Modify an existing general ledger account.
23. How to print an existing Project Opening Balance?
Note: You can print out Project Title for checking of filing purposes. You can choose to print out the Project Opening Balance by Account No. or Project by using the lookup key or press F2 key.
° To preview the listing on screen, you can click Preview button.
° Click Print button to print the Project Opening Balance.
Budget
24. How to Enter a Budget for a specific account?
° Click the Maintenance, General Ledger menu and select Budget.
Note: Before you key in the budget amount for any account, you have to search for a specific account. You can search for an existing Project Title by following the same method on how to Search for an existing general ledger account. You can enter up to 18 months for the budget of each account.
° After entering all the information, click Save icon to save the budget.
Note: Only income/expenses accounts are available for budgeting in this option.
25. How to Modify an Existing Budget?
° The method to modify an existing budget of an account is similar to Modify an existing general ledger account.
Fixed Asset Maintenance
26. How to Add a new Fixed Asset Maintenance record?
° Click the Maintenance, General Ledger menu and select new Fixed Asset Maintenance.
° Click New icon and enter the Fixed Assets Account No.
° Select the applicable Accumulated Depreciation account for the specific fixed asset.
° Enter remarks, if any.
° Enter the Disposal/Salvage value of the specific fixed asset.
° After entering all the information, click the Save icon to save the data.
Note: If you want to continue adding new Fixed Maintenance record, click More icon. The completed record will be saved and a new blank sheet shall appear for you to continue your data entry.
27. How to Search for an existing Fixed Asset Maintenance record?
° This method is similar to the Search for an existing general ledger account.
28. How to modify an existing Fixed Asset Maintenance record?
°This method is similar to the Modify an existing general ledger account.
29. How to delete an existing Fixed Asset Maintenance record?
° This is similar to the Delete an existing general ledger account. Press the delete button to the delete the record from the database.
30. How to print an existing Fixed Asset Maintenance record?
Note: You can print out Fixed Asset Maintenance record for checking or filing purpose. You can choose to nbsp;nbsp;print out the Fixed Asset Maintenance record by Account No. by using the lookup key or press F2 key.
° To preview the listing on screen, you can click Preview button.
° Click Print button to print the Fixed Asset Maintenance to printer.
° To print Fixed Asset Maintenance to file, click File button.
Journal
31. How to organize journal?
° Click the TRANSACTION menu
° Go to Organize Journals menu and Select Add/Edit Journals
32. How to add a new Journal?
° Click New icon
° Enter the Journal No., Description
° Enter Transaction in Date from/to, Specified bill type, Access Denied User Name
° After entering all the information, click SAVE icon to save journal.
° If you want to continue adding new journal, click MORE icon. The completed journal number will be saved and a new blank sheet shall appear to continue with the data entry.
33. How to search for an existing journal?
° Click LIST or the arrow button beside the Journal No. A dialog shall appear, showing the entire journal in the system.
° From the list you can search for an existing journal by Journal Number and Description.
° Click on the column where you want to base your search, and the column shall be highlighted.
° Type the first character of your search and the designated journal with the same first character will be highlighted.
° After you have found the journal you are searching for, double click on the journal or click OK to enter the Organize Journals screen
34. How to modify an existing journal?
° To modify an existing journal, you have to search for the journal you want to modify.
° Once you are at the screen of the journal which you want to modify, you can make desire changes.
° When you have completed the modifications, Click SAVE icon to save the changes.
° If you want to cancel modification, click CANCEL icon.
35.How to delete an existing journal?
° To remove journal from the system, you have to first search for the journal you want to delete.
° Once you are at the screen of the journal which you want to delete, Click DELETE icon to remove the journal.
° The system shall prompt you a dialog box to confirm your deletion on the journal.
° Click YES button to confirm this command or NO button to cancel it.
36.How to Print Journals by Summary?
° Click the TRANSACTION menu, then choose ORGANISE JOURNALS menu and Select PRINT JOURNALS SUMMARY
° Select range of journal number to print
° You may select Format 1 or Format 2 to print your journals summary
° Click PREVIEW button to view report on screen, or PRINT button to print on hard copy, or FILE button to save report as a text file.
37. How to scan Journal?
° Click TRANSACTION, then choose ORGANISE JOURNALS menu and select SCAN JOURNALS
° Select the rage of journal numbers to scan
° Click PREVIEW button to view report on screen, or PRINT button to print on hard copy, or FILE button to save report as a text file.
38. How to Define Journal Titles?
° Click TRANSACTION, then choose ORGANISE JOURNALS menu and select ADD JOURNAL TITLES, DEFINE JOURNAL TITLES.
39. How to add a New Journal Title?
° Click NEW icon and enter the Journal No., description, and date from/to, specified bill type, default master account and Access denied user name.
° After entering all the information, click SAVE icon to save the journal title.
40. How to generate Journal Titles?
° Click TRANSACTION, then choose ORGANISE JOURNALS menu and select ADD JOURNAL TITLES and GENERATE JOURNAL TITLES
° Enter the number of months of journal titles to be generated.
° Click OK to generate the journal titles, or EXIT to cancel the operations
Customer / Debtor
41 How to add a new Customer/Debtor?
° Click Maintenance then Customer menu and select Customer
° Click New icon and enter the Customer No., Name, Address, Remark, Phone No., Fax, Attn, Contact Person, Business type, area, agent, currency code.
42 How to search for an existing customer account?
° Click Maintenance then Customer menu and select Customer
° Click List icon and a dialog box shall show all the customer/debtor accounts in the database.
° From the list you can search for an existing customer account by customer no., or name.
° Click on the column where you want to base your search, and the column will be highlighted. Type the first character of your search and the designated accounts with the same first character will be highlighted.
° After you have found the account you are searching for, double click on the account or click OK.
43. How to modify an existing Customer/Debtor account?
° Click Maintenance then Customer menu and select Customer
° Click List icon and a dialog box shall show all the customer/debtor accounts in the database.
° From the list you can search for the customer account by customer no., or name.
° After you have found the account you are searching for, double click on the account or click OK.
° Once you found the customer account you want to modify, you can make the desire changes.
° When you have completed the modifications, click Save icon to save the changes.
° If you want to cancel the modifications, click the Cancel icon.
44. How to delete an existing Customer/Debtor account?
° Click Maintenance then Customer menu and select Customer
° Click List icon and a dialog box shall show all the customer/debtor accounts in the database.
° From the list you can search for the customer account by customer no., or name.
° After you have found the account you are searching for, double click on the account or click OK.
° Once you are at the screen of the account, click Delete icon to remove the account.
° The system shall prompt you a dialog box to confirm your deletion of the customer/debtor account.
° Click Yes button to confirm this command, or No button to cancel.
45. How to print an existing Customer/Debtor account?
° Click Maintenance then Customer menu
° Click Print button to print the Customer/Debtor Listing. To preview the listing on the screen, you can click Preview button.
° To print Customer/Debtor Listing to file, click File button.
Open Invoice
46. How to add a new Open Invoice Maintenance record?
° Click Maintenance then Customer menu and select Maintain Open Invoice
° Click New icon and enter bill type, account, amount, agent, F/C rate; F/C Currency and all the necessary information.
° After completed entering all the information, click Save icon to save the record.
° If you want to continue adding records, click More icon. The completed record will be saved and a new blank sheet shall appear for you to continue with the data entry.
47. How to modify for an existing Open Invoice Maintenance record?
° Click Maintenance then Customer menu and select Maintain Open Invoice
° Once you found the Invoice you want to modify, you can make the desire changes.
° When you have completed the modifications, click Save icon to save the changes.
° If you want to cancel the modifications, click the Cancel icon.
48. What does CN, DN, GJ, IN, PV, RC, and RV stands for?
° CN stands for Credit Note
° DN stands for Debit Note
° GJ stands for General Journal
° IN stands for Invoice
° PV stands for Payment Voucher
° RC stands for Return Cheque
° RV stands for Receipt Voucher
49. How to delete an existing Open Invoice Maintenance record?
° Click Maintenance then Customer menu and select Maintain Open Invoice
° Once you found the Invoice you want to delete, you can make the desire changes.
° Once you are at the screen of the account, click Delete icon to remove the account.
° The system shall prompt you a dialog box to confirm your deletion of the customer/debtor account.
° Click Yes button to confirm this command, or No button to cancel.
50. How to print an existing Open Invoice Maintenance record?
° Click Maintenance then Customer menu and select Maintain Open Invoice
° Click Print button to print the Open Invoice Maintenance. To preview the listing on the screen, you can click Preview button.
° To print Customer/Debtor Listing to file, click File button.
Supplier
51. How to Add Supplier/Creditor Account?
° Click Maintenance, Supplier menu and select Supplier.
° Click New icon and enter the Supplier No.
Note: The system default constrains the Supplier /Creditor No. to be in between 4000/A00 and 4000/ZZZ.
° Enter the Name of the supplier/creditor in full. The name consists of up to a maximum of 80 characters.
° Enter the Address of the supplier/creditor.
° Enter Remark, if any.
° Enter the supplier's/creditor's Phone No.
° Enter the supplier's/creditor's Facsimile No.
° Enter the Attn or the name of the person whom you are dealing with in the company.
° Enter the name of the Contact person in the company.
° Enter the Business type involved.
°Enter the supplier's/creditor's Area code or geographical location.
° Enter the Agent or the name of the purchaser of your company who is in charge of this supplier.
° Select the method or Statement Type in which the payment made to the supplier/creditor is offset against the outstanding amount. It can be balance forward or open invoice.
°Enter the credit Term or credit facility given by the supplier/creditor.
° Enter the Credit limit given by the supplier/creditor.
° Key in 'Y' if there will no print out of the statement of this supplier/creditor.
° Select the Supplier Control A/C for this supplier/creditor.
Note: The system default set the Supplier Control A/C number to be 4000/000.
° Enter the amount of the Last Year Balance.
° Select the Currency Code applicable to the supplier/creditor account. Enter the code only if the supplier/creditor account is using multi-currency option, or else leave it blank.
Note: If a foreign currency is selected for the supplier/creditor account, the system shall prompt you to enter latest the currency conversion rate when dealing with operations concerning supplier/creditor.
° Enter the Currency Symbol, which should appear on the statements.
° Enter the Currency Word, which should be shown on the statements.
° After completed entering all the information, click Save icon to save the supplier/creditor account.
Note: If you want to continue adding new supplier/creditor accounts, click More icon. The completed record will be saved and a new blank sheet shall appear for you to continue with the data entry.
52. How to Search for an existing Supplier/Creditor account?
° Click List icon and a dialog box shall allow all the supplier/creditor accounts in the database. From the list you can search for an existing supplier/creditor account by Supplier No., Name or Name 2. Click on the column where you want to base your search, and the column will be highlighted. Type the first character of your search and the designated accounts with the same first character will be highlighted.
° After you have found the account you are searching for, double click on the account or click OK.
Note: You cannot make changes to the supplier/creditor accounts by typing on the screen of the List.
53. How to modify an existing Supplier/Creditor account?
° First, search for an account by using the methods on how to search for an existing Supplier/Creditor account.
° Once you are on the screen of the account, you can make the desire changes.
° When you have completed the modifications, click Save icon to save the changes.
° If you want to cancel the modification, click the Cancel icon.
Note: User can change the supplier/creditor code by going to admin then press the change account code. User can change the old supplier/creditor code to new supplier/creditor code. Change the particular is just go to the field and key in the new information.
54. How to Delete an existing Supplier/Creditor account?
° To remove an existing supplier/creditor account from the database, you have to first search for that account by using the methods on how to search for an existing Supplier/Creditor account.
° Once you are at the screen of the account, click Delete icon to remove the account.
° The system shall prompt you a dialog box to confirm your deletion of the supplier/creditor account. Click Yes button to confirm this command, or No button to cancel it.
55. How to Print an existing Supplier/Creditor account?
° You can print the Supplier/Creditor listing for checking or filing purpose.
° You can choose to print out the Supplier/Creditor Listing by Supplier/Creditor No., Area, or Agent by using the lookup key or press F2 key.
° You can further sort the Supplier/Creditor Listing by Supplier/Creditor No. or Name.
° You can also choose to print out the Supplier/Creditor Listing by Statement Type for Open Invoice, Balance Forward or All.
° Check the box Print with Address or No Statement = Y, whichever is applicable.
°To preview the listing on screen, you can click on Preview button.
° Click Print button to print the Supplier/Creditor Listing.
° To print Supplier/Creditor Listing to file, click File button.
Distributed Last Year Aging
56. How to Distribute Last Year Aging for Specific Supplier/Creditor Account?
° First, you have to search for the supplier/creditor account with opening balance. This is similar to the Search for an existing supplier/creditor account.
° After the specific supplier/creditor account with opening balance is found, proceed with distributing the aging amount according to the month in arrears.
Note: You are not allowed to enter amount into the 1 Month Overdue column. By default, the system shall automatically distribute the total amount of the opening balance into the 1 Month Overdue column. When you have distributed the aging amount to the respective Overdue columns, the amount in the 1 Month column shall be deducted accordingly to reflect the add-up total opening balance. Important: When you start computerizing your manual accounts for the first time, you have to enter all accounts opening balances into this system in order to obtain accurate financial reports. For the following years, you only need to run Year End Processing option and the system will automatically generate all the opening balances.
° After entering all the information, click Save icon to save the data.
Maintain Open Invoice (supplier)
57. How to Add a new Open Invoice Maintenance record?
° Click the Maintenance, Supplier menu and select the Maintain Open Invoice.
° Click New icon and enter the Bill type or type of bill.
° Enter the Date of the bill.
° Select the Account or the supplier/creditor account number applicable to this open invoice maintenance record.
° Enter the Reference and Description of the bill.
° Enter the bill Amount.
Note: For Credit Note and Payment Voucher, the amount should be keyed in as negative value.
° Enter the F/C Rate; F/Currency or the foreign currency rate and the bill amount in foreign currency. The system shall automatically convert the amount into local currency in the Amount column. Note: These columns will only be available for entry if a foreign currency is selected for the Currency Code option in Supplier/Creditor account maintenance.
° Enter the Agent code by using the lookup key or press F2 key.
° Assign a Proj Code;Job or the code for your project or job by using the lookup key or press F2 key.
° Select the Applied Invoice, this option will automatically light up if the pass year bill is Payment Voucher or Debit Note. User can automatically apply the outstanding pass invoice for applied.
° After you completed entering all the information, click Save icon to save the record.
° If you want to continue adding new records, click More icon. The completed record will be saved and a newblank sheet shall appear for you to continue data entry.
58. How to search for an existing Open Invoice Maintenance record?
° These methods are similar to the Search for an existing supplier/creditor account.
Note: You cannot make changes to the Open Invoice Maintenance records by typing on the screen of the list.
59. How to modify an existing Open Invoice record?
° The method to modify an existing Open Invoice record is similar to Modify an existing Supplier/Creditor account.
60. How to Delete an existing Open Invoice Maintenance record?
° The method to remove an existing Open Invoice Maintenance record from the database is similar to Delete an existing Supplier/Creditor account.
61. How to print an existing Open Invoice Maintenance record?
° You can choose to print an Open Invoice Maintenance by Supplier/Creditor No., Agent, Date, Project or job by using the lookup key or press F2 key.
° To preview the listing on screen, you can click Preview button.
° Click Print button to print the Open Invoice Maintenance.
° To print Open Invoice Maintenance to file click File Button.
Currency Rate
62. How to add a new Currency Code & Rate record?
° Click the Maintenance menu and select Currency Rate.
° Click New icon and enter the Currency Code for every foreign currency used in daily business transactions. The number consists of 4 characters.
° Enter the Description or the name of the currency code.
° Enter the default currency conversion Rate for each month form January to December.
° After completed entering all the information, click Save icon to save the record.
° If you want to continue adding new currency code & rate, click More icon. The completed record will be saved and a new blank sheet shall appear for you to continue with the data entry.
63. How to search for an existing Currency Code & Rate record?
° Click List icon and a dialog box shall allow all the currency records in the database. From the list you can search for an existing currency record by Code, or Description. Click on the column where you want to base your search, and the column will be highlighted. Type the first character of your search and the designated records with the same first character will be highlighted.
° After you have found the record you are searching for, double click on the record or click OK.
Note: You cannot make changes to the Currency Code & Rate by typing on the screen of the List.
64. How to modify an existing Currency Code & Rate record?
° To modify a Currency Code & Rate record, you have to first search for that record by using the methods explained above.
° Once you are at the screen of the record, you can make the desire changes.
° When you have completed the modifications, click Save icon to save the changes.
° If you want to cancel the modification, click the Cancel icon.
Note: You are not allowed to modify Code once it is created and saved. To change the currency code, you will have to create a new currency code & rate record by re-entering all the information, and then delete the old record.
65. How to delete an existing Currency Code & Rate record?
° To remove an existing Currency Code & Rate record from the database, you have to first search for that record by using the methods explained above.
° Once you are at the screen of the record, click Delete icon to remove the record.
° The system shall prompt you to a dialog box to confirm the deletion of the record. Click Yes button to confirm this command, or No button to cancel it.
66. How to print an existing Currency Code & Rate record?
° You can choose to print out the Currency Code & Rate by Code by using the lookup key or press F2 key.
° To preview the listing on screen, you can click Preview button.
° Click Print button to print the Currency Code & Rate.
° To print Currency Code & Rate to file, click File button.
Agent
67. How to add an Agent Code?
° Click New icon and enter the agent code or the assign code for your agent. This is an alphanumeric field which can store up to 12 characters.
° Enter the name of the agent.
° After completed entering the information above, click More icon to continue adding currency code or click Save icon to save the record.
68. How to search for an existing agent code?
° Click List icon and a dialog box will appear and show all the agent code in the database. From the list, you can search for an existing Agent Code or Name. Click on the column and type the name and the cursor will move to the designated record, double click on the record or click OK.
69. How to modify an existing agent code?
° To modify an existing agent code, first you have to search for the record by using the methods explained above.
° Once you are at the screen of the recode, you can make the desire changes.
° When you have completed the modifications, click Save icon to save the changes.
° If you want to cancel the modification, click the Cancel icon.
° You are not allowed to modify Agent Code once it is created and saved.
70. How to delete an existing agent code?
° To remove an existing agent code from the database, you have to first search for that record by using the methods explained above.
° Once you are at the screen of the record, click Delete icon to remove the record.
° A dialog box shall appear. Click Yes button to confirm the deletion or No to cancel the deletion of the record.
71. How to print Agent Code Listing?
° Enter the Agent which you want to print by using the lookup key or press F2 key.
° To preview the listing on the screen, you can click Preview button.
° Click Print button to print the Location Code Listing.
° To print the Location Code Listing to file, click File button.
Transaction
72. How to add a new Transaction?
° Click Transaction menu and select Add/Edit Transactions then select Journal.
° Click New icon and select Master Account number then enter the Bill Type, Date, Account No & Reference, Description, Debit and Credit amount.
° Click Save icon to save the transaction.
73. How to use a Quick Entry option?
° Click Transaction menu and select Add/Edit Transactions
° Select Journal number and click New icon. A dialog box will appear for you to enter Master Account, Bank Charges, Sales Tax and Purchase Tax and other details.
° If the dialog box is not shown by default, click Quick icon to activate the same dialog box.
° Click Save icon to save the transaction.
74. How to search for an existing Transaction
° Select Journal number to specify the type of transaction.
° Click on these icons to search for the transactions or click Arrow finder button to scroll down the table on the screen.
° Alternatively, click List icon which a dialog box identical to table on screen will appear showing all the transactions in the system for this particular journal number.
° Select Reference (Alt + R), and Tran. No (Alt + T) to search the existing transaction.
° After you have found the transaction, double click on the transaction or click OK to enter the transaction screen.
75. How to modify an existing Transaction?
° Select Journal number to specify the type of transaction.
° Click on these icons to search for the transactions or click Arrow finder button to scroll down the table on the screen.
° Alternatively, click List icon which a dialog box identical to table on screen will appear showing all the transactions in the system for this particular journal number.
° After you have found the transaction, double click on the transaction or click OK to enter the transaction screen.
° Once you at the screen of the transaction which you want to modify, click Modify icon and make the desire changes only to Date, Account No., Reference, Description, Debit and Credit amount.
° Click Save icon to save the changes.
° If you want to cancel the modification, click Cancel icon.
76. How to delete an existing Transaction?
° Select Journal number to specify the type of transaction.
° Click on these icons to search for the transactions or click Arrow finder button to scroll down the table on the screen.
° Alternatively, click List icon which a dialog box identical to table on screen will appear showing all the transactions in the system for this particular journal number.
° After you have found the transaction, double click on the transaction or click OK to enter the transaction screen.
° Once you are at the screen of the transaction, click Delete icon to remove the transaction.
° A dialog box will appear to prompt you to confirm your deletion on the transaction. Click Yes button to confirm this command, or No button to cancel it.
77. How to print Transactions by Journals?
° Click the Transaction menu and select Print Transactions by Journal.
° Select the range of Journal No, Dates and Transactions No, Account No, Project Code or Job Code to print.
° Click on the check-box as to determine the way to sort the journal by Reference No., Transaction Date, Description, Project Code or remain the Original format.
° Click on the check box "GL Ledger Summary?" as to print a summary for general ledger.
° Click Preview button to view report on screen, or Print button to print on hard copy, or File button to save report as a text file.
Applied Invoices
78. How to Apply Invoices/Bills for Accounts Receivables?
° Select the Debtor number who you need to apply the Bills.
° Select Customer Number, press OK.
° The list of Receipt or Credit note for you to highlight to apply.
° Click Applied Invoice button; all the outstanding bills for that customer will list down for you to apply.
° You can apply the bill automatically or manually. By clicking Apply All button, the outstanding bill will automatic applied according to First-In-First-Out method means the oldest bill will be paid in first.
° If you opt for manually apply, just highlight the bill and key in the figure.
° You can search the bill by description.
79. How to Apply Invoices/Bills for Accounts Payable?
° Select the Creditor number who you need to apply the Bills.
° Select Supplier Number, press OK.
° Click Applied Invoice button; all the outstanding bills for that creditor will list down for you to apply.
° You can apply the bill automatically or manually. By clicking Apply All button, the outstanding bill will automatic applied according to First In First Out method means the oldest bill will be paid in first.
° If you opt for manually apply, just highlight the bill and key in the figure.
° You can search the bill by description.
Recurring Transactions
80. How to Add a New Journal or Edit Existing Journals?
° Click Transaction menu, then go to Recurring Transaction and select Organise Journals for Recurring Transactions.
° Click New button, and assign a journal number and enter the description of the journal.
° After completing, click Save button to save the information.
81. How to Add/Edit Recurring Transaction?
° Click the Transaction menu, go to Recurring Transaction and select Add/Edit Transaction.
Note: This method is similar to Add/Edit Transaction as explained previously. See Enter/Edit New Transactions.
82. Hot to Print Recurring Transaction?
° Click Transaction menu, then go to Recurring Transaction and select Print Recurring Transactions.
° Select the range of parameters to print.
° Click Preview button to view report, or Print button to print report, or File button to download report to a text file. Click Exit to cancel.
83. How to Update Recurring Transaction?
° Click Transaction menu, then go to Recurring Transaction and select Update Recurring Transactions.
° Firstly, select the range of Update journal from (recurring), which is the range of recurring journals that you created before. After that, select the range of to (transaction), which is the range of organize journals.
° Key in the Transaction Date that means all the transaction records following by this date, when updating to transaction.
° After completing all the above information, click OK button to update the recurring transaction.
° The system shall prompt you to a dialog box to confirm your update of the recurring transaction. Click Yes button to confirm updating, or No button to cancel it.
° If you want to cancel the updating operation, click the Exit button.
84. How to organize Recurring Journals?
° Click Transaction Menu, then go Recurring Transaction and select Organise Journals for Recurring Transactions.
° Click New button and assign a journal number and enter the description of the journal.
E.g.
Journal No. - Description
1 - Sales - Jan 2002
2 - Purchases - Jan 2002
3 - Bank - Jan 2002
4 - Cash - Jan 2002
5 - Journal - Jan 2002
° After completing, click Save button to save the information.
GL Report (1)
85. How to View and Print the General Ledger?
° Click the GL Report (1) menu, select General Ledger.
° From the drop down menu, choose the report which you want to print.
° Select the range of parameters to print.
° Click Preview button to view the report, or Print button to print report, or File button to download report to a text file. Click Exit to cancel.
86.How to View and Print the Customers/Suppliers A/c?
° Click the GL Report (1) menu, select Customers/Suppliers A/c.
° From the drop down menu, choose the report which you want to print.
° Select the range of parameters to print.
° Click Preview button to view the report, or Print button to print report, or File button to download report to a text file. Click Exit to cancel.
87.How to View and Print Creditor Ledger?
° Click the GL Report (1) menu, select Creditor Ledger.
° From the drop down menu, choose the report which you want to print.
° Select the range of parameters to print.
° Click Preview button to view the report, or Print button to print report, or File button to download report to a text file. Click Exit to cancel.
88.How to View and Print Debtor Ledger?
° Click the GL Report (1) menu, select Debtor Ledger.
° From the drop down menu, choose the report which you want to print.
° Select the range of parameters to print.
° Click Preview button to view the report, or Print button to print report, or File button to download report to a text file. Click Exit to cancel.
Trial Balance
89. How to View and Print Trial Balance?
1. Click the GL Report (1) menu, select Trial Balance.
2. From the drop down menu, choose the report you want to print.
3. Select the range of parameters to print.
4. This report prints 2 columns; one column showing-to-date figure and the other showing month-to-date figure. However, there is an option called 'Print Year to date only' and tick this check box to print trial balance showing only year-to-date figure.
5. Click Preview button to view report, or Print button to print report, or File button to download report to a text file. Click Exit to cancel.
90. How to View and Print AR Balance?
1 Click the GL Report (1) menu, select AR Balance.
2. From the drop down menu, choose the report you want to print.
3. Select the range of parameters to print.
4. This report prints 2 columns; one column showing-to-date figure and the other showing month-to-date figure. However, there is an option called 'Print Year to date only' and tick this check box to print trial balance showing only year-to-date figure.
5. Click Preview button to view report, or Print button to print report, or File button to download report to a text file. Click Exit to cancel.
91. How to View and Print AP Ledger?
1. Click the GL Report (1) menu, select AP Ledger.
2. From the drop down menu, choose the report you want to print.
3. Select the range of parameters to print.
4. This report prints 2 columns; one column showing-to-date figure and the other showing month-to-date figure. However, there is an option called 'Print Year to date only' and tick this check box to print trial balance showing only year-to-date figure.
5. Click Preview button to view report, or Print button to print report, or File button to download report to a text file. Click Exit to cancel.
Note of Account
92. How do I list and print Note of Account report for all ledger account?
° Click the GL Report menu and select Note of Account.
° Select the range of parameters to print.
Note: This report prints 2 columns: one column showing year-to-date figure and the other showing month- to-date figure.
Note: You can also tick on 'Print Year to date only' check box to print trial balance showing only year-to-date figure.
Note: You can also include the no main group by checking the box of 'No Main Group'.
° Key in the report's title in the Report Title box.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
Financial Report
93. How do I view and print reports that reflects the company financial status (Profit & Loss Account, Balance Sheet, Manufacturing Account, Budget and Consolidated Account)?
° Click the GL Report menu and select Financial Reports.
° From the drop down menu, choose the report, which you want to print.
° Select the different type of layout from the table then enter the report date of your profit and loss account.
° Enter the range of parameters for the project code and job code.
° In the Project Title, you can key in the title name for the project.
° In the Job Title, you can key in the title name for the job.
° Tick 'Print with %' if you want the percentage to be calculated and shown in the Profit & Loss.
° Enter the starting month and year for the 'Profit & Loss A/c - 12 months' report.
° Check on all or either Include Stock Balance, Based on PDC Date or Come out all the a/c boxes to include them in your report.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
Cash/Bank Detail
94. How do I print the Cash/ Bank Book Detail report?
° Click the GL Report menu and select Cash/ Bank Book Detail.
° Select the range of parameters to print.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
Cash Flow Statement
95. How do I print the Cash Flow Statement?
° Click the GL Report menu and select Cash Flow Statement.
° Select the range of parameters to print.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
Bank Reconciliation
96. How do I Enter Last Accounting Year Transaction?
° Click the GL Report menu, go to Bank Reconciliation Statement and select to Enter Last Accounting Year Transaction.
° Click New button and enter the transaction's information such as Date, Account Number, Reference, Description, Amount, Cheque Number and Foreign Currency.
° Once completed, click Save button to save it, More button to save and continue adding transaction, Cancel button to cancel it, List button to search for the transaction to view or modify it OR Delete button to delete unwanted transaction.
Note: When you start computerizing your manual accounts for the first time, you have to enter all last accounting year's unclear bank account's transactions into this system in order to obtain accurate bank reconciliation statement. For the following years, you only need to run Year End Processing option and the system will automatically generate all the unclear bank account's transactions that are not cleared.
97. How do I Mark Last Accounting Year Transaction?
° Click the GL menu, go to Bank Reconciliation Statement and select Mark Last Accounting Year Transactions.
° Enter the bank account number and the system will display all uncleared bank account's transactions from last year.
° Mark the check box for every cleared transaction.
° If you want to display unmarked transactions, please tick 'Display unmark transaction only' check box.
° You can also tick at the check box for 'Foreign Currency'.
98. How do I remove Last Accounting Year Marked Transaction?
° Click the GL menu, go to Bank Reconciliation Statement and select Remove Last Accounting Year Marked Transactions.
° System will prompt you a dialog box to confirm your deletion.
° Click Yes button to approve or No button to cancel it.
99. How do I Mark This Accounting Year Transaction?
° Click the GL menu, go to Bank Reconciliation Statement and select Mark This Accounting Year Transactions.
° Enter the bank account number and the system will display all uncleared bank account's transactions from this year.
° Mark the check box for every cleared transaction.
° If you want to display unmarked transactions, please tick 'Display unmark transaction only' check box.
° You can also tick at the check box for 'Foreign Currency'.
° Click the Mark All button and the system will mark all the account uncleared bank account's transactions from this year.
° Click the Unmark All button and the system will prompt a dialog box to enter password.
° If you want to display the transaction faster, please key in Reference No or Cheque No in the box, so that the transaction can sort by date, reference no or cheque no.
° Click Print button to print report or click Exit to cancel.
100. How do I print Bank Reconciliation Statements?
° Click the GL menu, go to Bank Reconciliation Statement and select Print Bank Reconciliation Statement.
° Enter the statement date and bank account number.
° The system prints bank reconciliation statement in 2 formats. Note: First and second format prints bank account's balance amount and work on the way down to obtain bank statement's balance amount. Click the check box to print the second format.
° Check the Based on pdc date, Foreign Currency or Group PDC transaction boxes if you want to include these in your report.
° Click Preview button to view report or Print button to print.
Projects Report
101. How do I print Project Ledger?
° Click the GL Report menu, go to Project Report and select Project Report.
° Select the range of parameters to print.
° You can choose to include or omit 3 additional options to this report. Tick the appropriate box to obtain it.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
102. How do I print Project Summary showing month-to-date and year-to-date figure?
° Click the GL Report menu, go to Project Report and select Project Summary.
° Select the range of parameters to print.
° You can key in the title name for the project in the Project Title.
° Tick the Reverse Value box to show a positive amount for all credit values.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
103. How do I print Job Summary?
° Click the GL Report menu, go to Project Report and select Job Summary.
° Select the range of parameters to print.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
104. How do I print Project Profit Margin?
° Click the GL Report menu, go to Project Report and select Project Profit Margin.
° Select the range of parameters to print.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
105. How do I print Job Profit Margin?
° Click the GL Report menu, go to Project Report and select Job Profit Margin.
° Select the range of parameters to print.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
Fixed Assets
106. How do I view and print Depreciation & Net Book Value and Gain/ Loss On Disposal of Fixed Assets?
° Click the GL Report menu and select Fixed Assets.
° Choose the report from which you want to print from the drop down menu.
° Key in Until Date for your transactions.
° Select the range of parameters to print.
° Click Preview to view report, Print to print report or File to download report to a text file.
°Click Exit to cancel.
GL Report
107. How do I view and print Chart of Accounts for GL account, Customer account, Suppliers account or the combination of all three?
° Click the GL Report menu and select Chart of Account.
° You can choose to print by Account No or Type by using the lookup key or press F2.
° You can choose to print the Chart of Account for GL Account, AR Account, AP Account or All.
° You can further sort by Account No, Main Group or Account Type.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
108. How do I gather and print Customer Listing?
° Click the GL Report menu, go to and select Customer Listing.
° Enter range of Customer Number, Area, Agent and Customer Control Account.
° You can further sort by Customer No or Name.
° You can also choose to print by Statement Type for Open Invoice, Balance Forward or All.
° Check the Print With Address or No Statement = Y boxes if you want these to be included.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
109. How do I Print Label?
° Click the GL Report menu, go to Customer Listing and select Print Label.
° Enter range of Customer No, Area and Agent.
° Click Preview to view report, Print to print report or File to download report to a text file.
° Click Exit to cancel.
110. How do I gather and print Supplier Listing?
° Click the GL Report menu, go to and select Supplier Listing.
° Enter range of Supplier Number, area, Agent and Suppliers Control Account.
° You can further sort the Creditor Listing by Supplier No or Name.
° You can also choose to print by Statement Type for Open Invoice, Balance Forward or All.
° Check the Print With Address or No Statement = Y boxes if you want these to be included.
° Click Preview to view report, Print to print report or File to download report to a text file. Click Exit to cancel.
