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New version

Invoicing and Sales Ledger

New version No. 6.12.1007 - Date 23/12/2011

Edit invoice form
To edit the invioice form field names, select 'Dictionary' from the 'Basic data' menu.

Add your own logo
Add your own logo to the invoice form. Read more...

Copy
Create a new Invoice as a copy of any previous invoice

New grouping
Reports by invoicing methods, by payment methods and by sellers

Invoices by E-mail
Send invoices by E-mail from the invoice editing window. Read more...

7 languages
User interface of the software and reporting in seven languages: English, German, France, Italian, Spanish, Svedish and Finnish. Customers' invoicing forms can be printed using the Customer's language.

Currency conversions

Bookkeeping

Chart of Accounts, Journal, Nominal Ledger, Balance Sheet, Profit and Loss Statement

Automatic VAT calculation
Automatic monthly VAT calculation and VAT reports

Departments
Bookkeeping by departments and automatic reporting by departments in PRO-PLUS version.

Bookkeeping - Quick start

Bookkeeping - Quick start

Step

Action
Menu items

Description

1.

Edit Chart of Accounts (COA)
Journal entry and accounts / Edit Chart of accounts

Edit, add and delete accounts and account groups in the Chart of Accounts (COA) to fit for your company.

Enter opening balance values to the column 'Opening bal.' Assets: Positive, without sign (=debit). Liabilities: Negative (=credit). Enter budget values if needed to the Profit and Loss Statement accounts as follows: Sales and income: Positive, without sign. Expenses: Negative. If you don't need budget comparison reports, then you can have zero values in the Profit and Loss Statement accounts in the column 'Opening bal.'.

Enter the closing values of the previous accounting period to the column 'Prev.balance'. Assets: Positive, without sign (=debit). Liabilities: Negative (=credit). Sales and income: Positive, without sign. Expenses: Negative.


Optionally, before edit, create new Company with different COA
Company / Company administration

Select a template or another company from the databases table. Press the 'New company' button to create a new company database with COA.

2

Edit company name and accounting period preferences
Company /  Edit Company name and accounting period

Edit company name and accounting period's first and last date.

3

Check to see that the Chart of Accounts contains all required accounts and account groups
Report / Chart of accounts
Report / Opening balance

Preview and print the Chart of Accounts and opening balance reports.

The Chart of Accounts report shows Nominal Ledger Accounts, Account groups, Account types and VAT codes

Opening balance report shows accounts, account group titles, account groups and Opening Balance.

4

Continue to edit COA to have equal sum for Assets and Liabilities
Journal entry and accounts / Edit Chart of accounts

Edit Balance Sheet values to have an equal sum for the Assets and the Liabilities in the Opening Balance report.

Add new accounts and account groups. Delete accounts and account groups.

5

Start recording  transactions to journal
Journal entry and accounts
/ Record Journal entries

Enter date and line items of the first entry. Data is automatically saved when you move to next entry.


See detailed guide below.

6

Edit entries
Journal entry and accounts
/ Record Journal entries

Press the 'Previous' button to move to previous or press the 'Find' button to search an entry.

Press 'Lock/Unlock' button to unlock an entry and edit line items. Move to the next entry to save data.

7

Delete entries
Journal entry and accounts
/ Record Journal entries

Move to the last entry, press the 'Lock/Unlock' button and press the 'Delete' button.

8

Print Journal, Nominal Ledger and Balance sheet and P&L Statement reports.
Report / Journal
Report / Nominal ledger
Report / Balance sheet and P&L statement

Print reports after recording some entries. All reports can be printed without any data update or other operations.

9

Record monthly VAT automatically
From main menu:
Journal entry and accounts /
Record Journal entries.

From 'Journal Entry' menu: Tools / Calculate and post VAT of this month

Record all entries of one calendar month. Record sales and expenses including VAT.

Select from the 'Journal Entry' menu: Tools / Calculate and post VAT of this month
 

10

Print VAT reports
Report / VAT report
Report / VAT report - accounts
Report / VAT report - accounts and details

Print the VAT summary report and/or detailed reports.

11

Edit VAT entries
Journal entry and accounts
/ Record Journal entries

If you have to record entries of the same calendar month after recording the monthly VAT, you can do one of the following:

(1) You can make a new VAT calculation and entry after entering new entries or
(2) You can delete the VAT entry, if it is the last entry, record new entries and record the monthly VAT again.

12

Closing of accounts
Report / Journal
Report / Nominal ledger
Report / Balance sheet and P&L statement
Report / Balance sheet and P&L - Current and previous year
Balance sheet and P&L - Current and previous year - summary

After entering all entries, print Journal, Nominal Ledger, Balance Sheet and Profit and Loss Statement. No special action is required to update or close the accounts after all the entries have been posted.

13

Starting the next accounting period
Journal entry and accounts / Start next accounting period

Select the action "Start next accounting period" from menu and follow instructions on the screen.

 

Recording journal entries

Record the following transaction / entry: Company has paid materials from bank account to supplier 05/09/2009, amount including VAT £ 1272,45.

Step

Action

Description

1

Open 'Record Journal entries' -window

Select the menu item: 'Journal entry and accounts' / 'Record Journal entries'

2

Check entry number

The program shows the next entry number in the text field 'No'. Keep it as it is and let program give entry numbers automatically. The cursor is in the text box 'Entry date'.

3

Edit entry date

Enter new transaction date and press the Tab -key. The cursor moves to the 'Type' -text box. Use F5 and F6 function keys to scroll to the previous or next date.

4

Select entry type

Start writing letters to the text box. List of entry types appears. Select the type from the list and press the 'Enter' -key. Press the Tab -key. The cursor moves to the 'Default account' -text box.

5

Select default account

Start writing numbers to the text box. List of accounts appears. Select the account from the list and press the 'Enter' -key. Press the Tab -key. The cursor moves to the 'Account' column at the first row.

6

Enter account number

Enter or select from the list the account number 5000 'Materials purchased'. The cursor moves to the next column.

7

Edit entry row description

Press the Enter -key to accept the description or enter a more exact description and press the Enter -key. The cursor moves to the next column.

8

Enter debit or credit value

Move the cursor to the column 'Debit', enter the transaction value 1272,45 and press the Enter -key. The cursor moves to the next column. Press the Enter -key to move the cursor over the credit column to the next row.

The entry sum is changed in the Debit text box from 0.00 to 1272,45 and the Balance (Debit - Credit) text box shows 1272.45.

Enter the transaction amount including VAT. VAT is removed from the account balances automatically at the end of the month when you post the monthly VAT.

9

Post entry sum to default account

Press the Plus "+" -key to post the Balance (debit - credit) automatically to the default account.


The entry sum is changed in the Credit text box from 0.00 to 1272,45 and the Balance text box shows 0.00.

10

Move to next entry

Press the 'Next' -button to move to the next entry. The entry is saved automatically. Start from step 1 to record the next entry.

11

Close 'Record Journal entries' -window

Select the menu item 'Tools' / 'Close' to close the 'Record Journal entries' -window.

12

Preview and print

To see and to check the journal entries, print reports: Journal, Nominal ledger, Trial balance, Balance sheet and P&L statement. Reports are ready to preview or print any time after recording entries.

 

VAT calculation

VAT is calculated and posted automatically in the "Journal Entry" -window.

1. Press the "New" -button to start posting a new entry.
2. Check that the date for the VAT entry is selected properly. The program calculates and posts the VAT from one calendar month. The month is determined in the Entry date text box.
3. Select the menu item "Calculate and post VAT of this month". An information message is displayed, for instance "VAT Calculation. Month 09/2009".
4. Press "Ok". The VAT is calculated and posted to entry lines. The date of the entry is the selected date and the type of the entry is "VAT". Every line item is filled with VAT code. If the VAT entry is correct you can close the "Journal Entry" window and print reports including VAT reports of this month.
   

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