QuickTrav General Ledger for Windows Conversion. Version 1.2

Transcription

1 QuickTrav General Ledger for Windows Conversion Version 1.2 Quick Software, 2011

2 Table of Contents Introduction to WinGL 3 Overview 3 Added Functionality 4 Short-Cut Keys 4 Copy And Paste Between Batches 6 Drag & Move Records 8 Import From Microsoft Excel/ / Open Office Calc Spreadsheet 9 Importing Chart Of Accounts From Another General Ledger 13 Multi-Select Actions Everywhere 15 Users Can Lock Records In Batches To Prevent Editing 16 Batch Managers Allows Summary View etc. 17 Cashbook Register / Bank Recon Register 21 Optional Winmain Style Dashboard 22 Original Cashbook Recon View 24 Bank Statement Importing Into A Cashbook Transaction Type 26 Cash Books List Transaction In Full Date Order 32 Transaction Listed Inclusive Of/Combined With A VAT Line 34 Search Functionality - Accross Multiple Financial Years 35 Drill Down 37 Query Is A New Search Option That Lets You Do Advance Searches 40 Reports to Preview Or Browse 41 Registers With Right Click Extra Functionality 44 p2

3 Introduction to WinGL Overview WinGl is an easy to use multi company general ledger and cashbook program which allows you to accurately capture and record all the activities of your business, and produce monthly and annual financial statements with maximum efficiency and minimum effort. WinGl boasts the following user friendly features: Fast automatic setup allows you to get up and running in 10 minutes, but can be tailored to your exact business requirements if necessary. In-line batch capturing Copy and Paste between batches In-line batch capture Copy and paste between batches Drag & move records Import from Microsoft Excel spreadsheet Multi-select actions everywhere Users can lock records in batches to prevent editing Batch manager allows summary view as well as bulk auto-balance, post, checking Cashbook register / bank recon register Optional WinMain style dashboard (cashbook and recon/ bank statement running balances) Multi-select flagging allows multiple records recon/un-recon Cash books list transaction in full date order (dos= un-posted/posted separated) Cashbooks can be grouped by transaction type or all transactions can be listed in date order as a traditional cashbook from a bank account perspective instead of an allocation perspective Transactions listed inclusive of/combined with a vat line Search multiple years Query is a new search option that lets you do advanced searches that are not possible in the normal search option Reports to preview or browse/register with right click extra functionality Export all reports to Microsoft Office Excel or OpenOffice.org Calc Search transactions with optional include prior years in search Query transactions for advanced search operations with optional include prior years options -o- p3

4 Added Functionality Short-cut keys Information is captured into WinGL batches on a spreadsheet basis. You may move around the batch as required by using the following keys: Up arrow - Move one line up. Down arrow - Move one line down. Left arrow - Move one column left. Right arrow - Move one column right. PgUp key - Move one page up. PgDn key - Move one page down. Ctrl+PgUp - Move to the first line in the batch. Ctrl+PgDn - Move to the last line in the batch. Home - Move to the first column. End - Move to the last column. Escape - Move left one column/exit out of batch if on the first column. To change an item, move to the relevant line and column and press the F2 key to edit the item, else re-type the item as required. To insert a new line between existing lines in a batch, move to the required line and press the <Insert> key. Use the F9 key to use the in built calculator. To delete a line in the batch, move to the required line and press the <Del> key. Report shortcuts : Ctrl+A - Transaction Listing Ctrl+B - Balance Sheet Ctrl+H - Chart of Accounts Ctrl+I - Income statement Ctrl+L - General Ledger Report Ctrl+N - Contra Transactions Ctrl+O - Open Ledger Ctrl+P - Batch Listing (Posted) Ctrl+Q - Query Transactions Ctrl+S - Transaction Search Ctrl+T - Trial balance The "+", "*", "/", "\", "=" and "PgDn" keys perform special short-cut functions which enable you to enter information into batches very quickly and efficiently. "+" - Use the "+" to copy the column in the previous line. This works on all columns in the batch. "*" - Use the "*" key to copy and increment the column in the previous line. This works on the "Date", "Account", "Reference" and "Amount" columns only. "/" - Use the "/" key to copy and reverse the column in the previous line. This works on the "Amount" column only. "\" - Use the "\" key to reverse the sign of the amount in the current line. This only works on the "Amount" column. p4

5 "=" - Use the "=" key to enter the amount required to balance the batch. This only works on the "Amount" column. Note : Becoming familiar with the short-cut keys will result in substantial savings in data entry time! -o- p5

6 Copy And Paste Between Batches In the event of transactions being captured in the incorrect Transaction Batch, entries may be copied from the incorrect batch and pasted into the correct batch. Simply use the Multi-select option to select the transactions: (Selected item s are highlighted in Dark Blue) Either select the Edit -> Copy or use the Right mouse button to select: Open Batch you wish to post to: Ensure batch is open: And select the Edit -> Paste or use the Right Mouse button to select: System will require confirmation and Positioning action: p6

7 Once completed the Pasted transactions will appear in the new Transaction Type: -o- p7

8 Drag & Move Records Simply select item(s) with multi-select and drag to destination. The system will confirm that items must be moved: Positioning can be selected, and a progress bar will indicate the status: -o- p8

9 Import From Microsoft Excel / Open Office Calc Spreadsheet Refer to Help section for Compulsory Fields: 1) Start by adding the Table Tag - This tells QuickTrav to read/interpret all information to follow: Enter in Row Number 1, Column A: <TABLE> 2) Change/create the Headings to accepted headings: (Order of Columns does not matter) Following fields are Compulsory: Period /Day - *Note if the Date is captured the system will automatically insert the Period/Day Account Ref Details Amount At this time you might need to insert columns/headings to ensure you have the compulsory information captured i.e. Ref and Account. * Note : The Reference fields have been increased to 15 Characters. * Note : The Details Fields have been increased to 250 Characters. p9

10 * Note : The <TABLE> and </TABLE> may be omitted if the table starts in the first c olumn, but should be used if any data seems to be getting left out. *Handy hint : Instead of Retyping the date simply use the "Find & Replace" function in Excel to get rid of unwanted characters such as "#" etc. Close off Excel Journal with </TABLE> Save as an Excel/Calc file to a folder you will find. Open the Transaction batch you wish to import into: Select the "Import": Find the file you want to import: p10

11 Click on Read Excel: System will populate Batch worksheet with transactions from the Excel file: Once Files are imported click on The system will not physically Write the entries to the batch selected: Once completed, the system will display a confirmation message that entries were written to the batch: p11

12 ALWAYS run the Batch Manager Check to ensure all line items contain accurate/accepted information. -o- p12

13 Importing Chart Of Accounts From Another General Ledger WinGL caters for Multiple General Ledgers, and as a result a Chart of Accounts may be copied from one General Ledger to Another: Simply open the Chart of Accounts in the General Ledger you wish to import into: Click on the button, and select Ensure Ledger Name and Financial Year selected: Select from the import options: 1) Import all non existing records 2) Update all existing records as follows Click on to start the import process: Once completed the system will display import results p13

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15 Multi-select actions everywhere Multi-select functionality is typically used when transaction needs to copied/exported from one batch to another, or to an Excel/Calc spreadsheet. Single Select - Space bar Multi-Select - Shift + Down Arrow / Page Down Keyboard only dept selection Note you can open these with Ctrl + Down Arrow, then use space bar to select -o- p15

16 Users Can Lock Records In Batches To Prevent Editing Editing of Batches can be prevented by Locking the Transactions. Once Multi-select is activated for Locking of records, simply click on the Lock/Unlock: icon to An alternative method is to Right Click with your mouse button and select Batch Tools -> System will prompt for a confirmation of the Record Lock: *Note: Only the user who originally locked the Record, can unlock for editing. -o- p16

17 Batch Managers Allows Summary View etc. Batch manager is a powerful tool which allows you to check/balance all Transaction batches in the General Ledger. To access, go to Options -> Click Click to calculate totals/transaction counts for selected batches: The system will then Update the Batch Manager with Batch Totals and Transaction Counts : p17

18 Use the option to check for any invalid entries/transactions/accounts : Once done the system will prompt for any errors which needs to be addressed. p18

19 Simply click on Open Errors from Batch Manager: This will automatically open the Batch and display the Entry in Purple. Auto Balance : (only Applies to Cashbook Transaction Types) Batch Totals = Zero p19

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22 Optional Winmain Style Dashboard The Winmain Style Dashboard displays a dashboard which allows the user to enter the Closing Bank Statement Balance that is going to be reconciled to, as well as a Difference total. Select Remember that the Multi-select can be activated to reconcile m ore than one transaction at a time: p22

23 Once all transactions selected, simply click on System will ask for confirmation as well as reconciliation month: Once Transactions are reconciled, the system will write the Recon period in the Recon Column: -o- p23

24 Original Cashbook Recon View Select Remember that the Multi-select can be activated to R econcile more than one transaction at a time: Once all transactions selected, simply click on System will ask for confirmation as well as reconciliation month: Once Transactions are reconciled system will write the Recon period in the Recon Column: p24

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26 Bank Statement Importing Into A Cashbook Transaction Type Note: This option only works well if capturing in arrears, as bank statement entries/positions fluctuate when printing interim statements. Login per normal Internet login to your own Financial Institution. Look for Print/Download Statement Save file to suitable location on your computer. Open file in Excel or Calc: *Note the CSV file might contain entries which do not need to be recorded in your Cashbook. *Note that some financial institutions swap their signs around (e.g Debits shows as - (minus) Figures and Credits as + Figures) Clear or delete unnecessary fields/rows. Refer to Help section for Compulsory Fields: p26

27 1) Start by adding the Table Tag - This tells QuickTrav to read/interpret all information to follow: Enter in Row Number 1, Column A: <TABLE> 2) Change/create the Headings to accepted headings: (Order of Columns do not matter) Following fields are Compulsory: Period /Day - *Note if the Date is captured the system will automatically insert the Period/Day Account Ref Details Amount At this time you may need to insert columns/headings to ensure you have the compulsory information captured i.e. Ref and Account. * Note : You may use a "Suspense/Clearing" Account when compiling the Journal. Just remember afterwards to capture the "Correct" General ledger codes in the Transaction batch. * Note : The Reference fields have been increased to 15 Characters. * Note : The Details Fields have been increased to 250 Characters. *Handy hint : Instead of Retyping the date simply use the "Find & Replace" function in Excel to get rid of unwanted characters such as "#" etc. p27

28 Once the Find & Replace function is completed the date format will be acceptable to QuickTrav. Close off Excel Journal with </TABLE> Save CSV file as an Excel/Calc file to a folder you will find. p28

29 Time to import the Bank statement created as Excel journal into WinGL: Open the Transaction batch you wish to import into: Select the "Import": Find the file you want to import: p29

30 Click on Read Excel: System will populate Batch worksheet with transactions from the Excel file : Click on p30

31 ALWAYS run the Batch Manager Check to ensure all line items contain accurate/accepted information. -o- p31

32 Cash Books List Transaction In Full Date Order To print a Cashbook Listing go to Enquiries -> Cashbook -> alternatively click CTRL + K on you keyboard. Select this option to view/print the cashbook. Specify exactly what information you want included in the cashbook enquiry by replying to the standard WinGl prompts as well as the following additional prompts: The cashbook enquiry lists the opening cashbook balance (per the trial balance), the cashbook movement (cheques, deposits, bank charges/credits) and the closing cashbook balance. Note: The cashbook entry can be printed to the conventional page or be "Browsed" in a spreadsheet type view, from which it can be Exported to Excel/Calc: p32

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34 Transaction Listed Inclusive Of/Combined With A VAT Line If the vat facility is turned on for the batch, entering a nil amount will bring up the vat split box. The vat split box allows you to enter either the inclusive or exclusive amount. WinGL then generates the required postings automatically. -o- p34

35 Search Functionality - Across Multiple Financial Years Enquiries - > alternatively click CTRL + S In addition to search by any possible Variable, you may now also include Multiple Financial Years: And have the added option of "Browsing" to an Spreadsheet type Table, and opening the Batch where the entry was captured: p35

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37 Drill Down 1) Drill down to ledger account from Chart of Accounts: Simply right-click and select : "Open Ledger Account 130" Result : The system automatically opens a Browse of the General Ledger account selected: 2) Drill down to ledger account from TB, I/S, B/s, batch, cashbook, trn/qry search, contra etc. Simply Right-click top open the Ledger account: p37

38 Result : The system automatically opens a Browse of the General Ledger account selected: 3) Drill down to Cr/Dr ledger account from Age analysis Result : The system automatically opens a Browse of the General Ledger account selected: 4) To Batch / Posted batch entry Once the General Ledger is open, transactions may be traced back to the actual Transaction batch: p38

39 Result : The system automatically opens a Browse of the Transaction Batch account selected: *Note: Drill down options within WinGL are extremely powerful, simply use the Right-click options to open from Transaction batches, To General Ledgers, to any of the Financial Reports. -o- p39

40 Query Is A New Search Option That Lets You Do Advance Searches Enquiries - > In addition to search by any possible variable, you may now also include Multiple Financial Years: -o- p40

41 Reports to Preview Or Browse Reports may be Previewed, Printed, ed, Sent to PDF or Browsed to a spreadsheet output: p41

42 And have the added option of "Browsing" to a Spreadsheet type Table, and opening the Batch where the entry was captured : p42

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44 Registers with Right Click Extra Functionality Batch tools is now available by Right Clicking or alternatively click on in Batch Tools: -o- p44

45 Index - B - Bank Statement Importing Into A Cashbook Transaction Type 26 Batch Managers Allows Summary View etc C - Cash Books List Transaction In Full Date Order 32 Cashbook Register / Bank Recon Register 21 Copy And Paste Between Batches 6 - D - Drag & Move Records 8 Drill Down 37 - I - Import From Microsoft Excel/ / Open Office Calc Spreadsheet 9 Importing Chart Of Accounts From Another General Ledger 13 - M - Multi-Select Actions Everywhere 15 - O - Optional Winmain Style Dashboard 22 Original Cashbook Recon View 24 Overview 3 - Q - Query Is A New Search Option That Lets You Do Advance Searches 40 - R - Registers With Right Click Extra Functionality 44 Reports to Preview Or Browse 41 - S - Search Functionality - Accross Multiple Financial Years 35 p45

46 Short-Cut Keys 4 - T - Transaction Listed Inclusive Of/Combined With A VAT Line 34 - U - Users Can Lock Records In Batches To Prevent Editing 16 p46

47 Quick Software, 2011 w w w.quicksoftware.co.za