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2 Compact Software Ltd Chapel Hill Huddersfield West Yorkshire HD1 3ED Telephone : Fax : support@compact-software.co.uk Last updated : V7.07 This manual was produced using ComponentOne Doc-To-Help.

3 CONTENTS CHAPTER 1 : INTRODUCING WINACCS... 1 OVERVIEW OF WINACCS... 1 WINACCS MODULES... 1 WINACCS... 1 WINSTOCK... 1 WINPAY... 2 WINACCS OPTIONAL MODULES... 2 SUBCONTRACTORS... 2 CONTRACT COSTING... 2 BANK RECONCILIATION... 3 ELECTRONIC BANKING... 3 MULTI-CURRENCY... 3 FIXED ASSET REGISTER... 3 COST CENTRES... 3 V-REX EDOC MANAGEMENT... 3 ACCOUNTING FUNCTIONS OF WINACCS... 3 STANDARD FEATURES OF ALL LEDGERS... 4 INTEGRATED FEATURES OF WINACCS LEDGERS... 4 ASPECTS OF WINACCS... 4 NOMINAL LEDGER... 4 SALES LEDGER... 5 PURCHASE LEDGER... 5 V-REX... 5 CONTRACT (JOB) LEDGER... 5 SUBCONTRACTORS LEDGER... 6 CHAPTER 2 : BASIC SKILLS... 7 MICROSOFT WINDOWS ENVIRONMENT... 7 WHAT IS MS WINDOWS?... 7 WINDOWS COMPONENTS... 7 USEFUL KEYBOARD KEYS... 8 WINACCS STANDARD FEATURES... 9 WINACCS HELP... 9 WINACCS MENU CODE 10 ENTERING COMMENTS PRINTING REPORTS USING THE CONTROL BAR LIKE BUTTON STATUS LINE ENTERING DATES CALCULATOR CHAPTER 3 : GETTING STARTED INSTALLATION INSTRUCTIONS ACCESSING WINACCS ACCESSING WINACCS USING THE CLASSIC MENU ACCESSING WINACCS USING THE NEW MENU TO CONTINUE TO ACCESS WINACCS AUTOMATIC UPDATING OF SOFTWARE Contents Page i

4 LOGGING ON AND LOGGING OFF THE FIRST LOGGING ON SUBSEQUENT LOGGING ON WINACCS MENU OPTIONS (ON THE TOOL BAR) SETTINGS (ON THE TOOL BAR) HELP (ON THE TOOL BAR) DUPLICATING THE DEMONSTRATION DATA LOGGING OFF WINACCS COMPANIES SELECTING A COMPANY REMINDERS FILE LOCKING CREATING A COMPANY COPYING A COMPANY REMOVING A COMPANY COMPANY DETAILS GENERAL SCREEN BANKS SCREEN MANDATORY ACCOUNTS SCREEN PERIODS SCREEN VAT RATES SCREEN REFERENCES SCREEN PASSWORD FOR SALES CREDIT NOTES MESSAGES SCREEN ELECTRONIC BANKING SCREEN HMRC SCREEN CONSOLIDATION SCREEN STATEMENT FLAGS SCREEN ADDING ALTERNATIVE ADDRESSES RBS/NATWEST BANKLINE OVERVIEW OF RBS/NATWEST BANKLINE SETTING UP WINACCS FOR ELECTRONIC BANKING SETTING BANKLINE IN COMPANY DETAILS SETTING BANKLINE FOR A PURCHASE/SUBCONTRACTOR ACCOUNT CREATING A NEW BULK LIST FOR IMPORT TO BANKLINE PRODUCING A PAYMENTS FILE FOR BANKLINE IMPORTING FILES IN BANKLINE CONTRACT ANALYSIS CODES LINKING THE NOMINAL AND CONTRACT (JOB) LEDGERS ADDING A CONTRACT ANALYSIS CODE PURGE SETTINGS AMENDING THE PURGE SETTINGS BANK (SORT CODES) CURRENCIES COST CENTRES CHANGING TO OTHER MODULES UTILITIES OPTIONS IN UTILITIES DATABASE UTILITIES PURGE TRANSACTIONS CASH SUMMARY SETTINGS BATCH NOMINAL SUMMARY VIEW HMRC SUBMISSIONS CHAPTER 4 : MAINTAINING THE ACCOUNTS OVERVIEW OF MAINTAINING THE ACCOUNTS LEDGER INTER-RELATIONSHIPS NOMINAL LEDGER OVERVIEW SALES/PURCHASE LEDGER OVERVIEW Page ii Contents

5 SUBCONTRACTOR LEDGER OVERVIEW CONTRACT (JOB) LEDGER OVERVIEW LEDGER TRANSACTIONS NOMINAL GROUPS JOB GROUPS REPRESENTATIVES TERRITORIES PAYMENT TERMS FREE TEXT NOMINAL LEDGER ACCOUNT MAINTENANCE IDENTIFYING THE NOMINAL LEDGER ACCOUNT ADDING OR AMENDING A NOMINAL LEDGER ACCOUNT COPYING NOMINAL LEDGER ACCOUNT DETAILS DELETING A NOMINAL LEDGER ACCOUNT SALES LEDGER ACCOUNT MAINTENANCE IDENTIFYING A SALES/PURCHASE LEDGER ACCOUNT ADDING OR AMENDING SALES/PURCHASE LEDGER ACCOUNT DETAILS COPYING A SALES/PURCHASE LEDGER ACCOUNT DELETING A SALES/PURCHASE LEDGER ACCOUNT GENERATING ACCOUNT CODES PURCHASE LEDGER ACCOUNT MAINTENANCE SUBCONTRACTOR LEDGER ACCOUNT MAINTENANCE IDENTIFYING A SUBCONTRACTOR LEDGER ACCOUNT ADDING OR AMENDING SUBCONTRACTOR LEDGER ACCOUNT DETAILS COPYING A SUBCONTRACTOR LEDGER ACCOUNT DELETING A SUBCONTRACTOR LEDGER ACCOUNT CONTRACT (JOB) LEDGER ACCOUNT MAINTENANCE IDENTIFYING A CONTRACT (JOB) LEDGER ACCOUNT ADDING OR AMENDING CONTRACT (JOB) LEDGER ACCOUNT DETAILS COPYING A CONTRACT (JOB) LEDGER ACCOUNT DELETING A CONTRACT (JOB) LEDGER ACCOUNT FIXED ASSET REGISTER DEFINING A FIXED ASSET MAINTAINING GROUPS AND LOCATIONS DEPRECIATING A FIXED ASSET ASSET REVALUATION DISPOSAL OF ASSETS NOTES OVERVIEW OF NOTES ENTERING OR VIEWING NOTES NOTE REMINDER CHAPTER 5 : ENTERING JOURNALS OVERVIEW OF ENTERING JOURNALS JOURNAL TYPES JOURNAL INFORMATION JOURNAL VALIDATION ACCOUNTING PERIOD CONTROL JOURNALS ENQUIRY AND REPORTING STANDARD JOURNALS ENTERING A STANDARD JOURNAL ENTERING STANDARD JOURNAL DETAIL LINES EDITING A STANDARD JOURNAL ENDING A STANDARD JOURNAL POSTING A STANDARD JOURNAL RECURRING JOURNALS CREATING/MAINTAINING A RECURRING JOURNAL ENTERING OCCURRENCES FOR A RECURRING JOURNAL PROCESSING A RECURRING JOURNAL CHAPTER 6 : ENTERING INVOICES Contents Page iii

6 OVERVIEW OF ENTERING INVOICES ENTERING INVOICES/CREDIT NOTES INVOICE PARAMETER SELECTION INVOICE INPUT WINDOWS CUSTOMER/SUPPLIER DETAILS DEFAULT CODES FOR INVOICES ACCEPTING OR REJECTING INVOICES/CREDIT NOTES POSTING INVOICES/CREDIT NOTES PROCESSING RETENTIONS SETTING UP OPENING RETENTION BALANCES STOCK INFORMATION SELECTING A CUSTOMER COST AND PRICE SALES INVOICE ENTRY ACCESSING THE SALES INVOICE ENTRY WINDOWS ENTERING HEADER INFORMATION FOR A SALES INVOICE ENTERING SALES INVOICE DETAIL LINES PRINT OPTIONS ACCEPTING A SALES INVOICE PREPAYMENT INVOICES REVIEWING AND EDITING A SALES INVOICE POSTING A SALES INVOICE OR CREDIT NOTE ORDER RECONCILIATION WINACCS INVOICE IMPORT REPRODUCING SALES INVOICES HISTORY BUTTON ON SALES ORDERS, QUOTATIONS AND SALES INVOICES BATCH VALUATION TYPE FOR A STOCK ITEM ORDER DETAILS SELECTION OTHER ADDRESSES PURCHASE INVOICE ENTRY ACCESSING THE PURCHASE INVOICE ENTRY WINDOWS ENTERING HEADER INFORMATION FOR A PURCHASE INVOICE FOLIO BY CONTRACT ENTERING PURCHASE INVOICE DETAIL LINES AUTHORISING A PURCHASE INVOICE ACCEPTING A PURCHASE INVOICE REVIEWING AND EDITING A PURCHASE INVOICE POSTING A PURCHASE INVOICE OR CREDIT NOTE SUBCONTRACTOR INVOICE ENTRY ACCESSING THE SUBCONTRACTOR INVOICE ENTRY WINDOWS ENTERING HEADER INFORMATION FOR A SUBCONTRACTOR INVOICE ENTERING SUBCONTRACTOR INVOICE DETAIL LINES AUTHORISING A SUBCONTRACTOR INVOICE ACCEPTING OR REJECTING A SUBCONTRACTOR INVOICE REVIEWING AND EDITING A SUBCONTRACTOR INVOICE POSTING A SUBCONTRACTOR INVOICE OR CREDIT NOTE SUB LINES IN INVOICES SUB LINES FOR NON-STOCK STOCK CHAPTER 7 : MAKING BATCH PAYMENTS OVERVIEW OF MAKING BATCH PAYMENTS BATCH PAYMENTS PAYMENT SCHEDULE PRODUCTION PAYMENT TRANSACTION GENERATION & POSTING PAYMENT DOCUMENT PRODUCTION PURCHASE/SUBCONTRACTOR LEDGER - BATCH PAYMENTS ACCESSING THE PURCHASE/SUBCONTRACTOR LEDGER BATCH PAYMENTS WINDOWS ENTERING THE PURCHASE/SUBCONTRACTOR LEDGER PAYMENT CRITERIA GENERATING THE PAYMENT SCHEDULE DISPLAYING OR PRINTING THE PAYMENT SCHEDULE POSTING THE PAYMENTS Page iv Contents

7 PAYMENT PROCESSING CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION OVERVIEW OF PAYMENTS AND RECEIPTS MANUAL CASH MANUAL CASH OVERVIEW USING THE MANUAL CASH FACILITY ACCESSING THE MANUAL CASH FACILITY ENTERING THE PAYMENT OR RECEIPT DETAIL VIEWING THE PAYMENTS OR RECEIPTS ON THE SYSTEM MATCHING (OR PART MATCHING) A PAYMENT OR RECEIPT ENTERING THE VAT FOR A PAYMENT POSTING THE PAYMENT OR RECEIPT TRANSACTION MAINTENANCE TRANSACTION MATCHING OPTIONS STATUS OF TRANSACTIONS BANK RECONCILIATION V6.35 BANK RECONCILIATION V7 BANK RECONCILIATION CHAPTER 9 : ENQUIRY/DISPLAY OVERVIEW OF ENQUIRY/DISPLAY CHOICES FOR ENQUIRY / DISPLAY INFORMATION DISPLAYED BY ENQUIRY / DISPLAY EXPANDED INFORMATION SHOWN BY ENQUIRY / DISPLAY AUDIT TRAILS IN ENQUIRY / DISPLAY COST AND SALES ANALYSIS REPRODUCING SALES INVOICES USING ENQUIRY / DISPLAY INVOICE ENQUIRY USING ENQUIRY / DISPLAY PRINTING THE RESULTS OF AN ENQUIRY / DISPLAY EXPORTING TO EXCEL EXPORTING TO TSV SEARCH IN DETAILS CHAPTER 10 : REPORTS OVERVIEW OF REPORTS HOW REPORTS ARE STORED ON YOUR SYSTEM REPORTS MENU OPTIONS REPORT FORMATS REPORT OUTPUT OPTIONS REPORTS INDEX EXPORT REPORT REPORT TOOLS V-REX V-REX SPOOLER VIEWING/DELETING SPOOLED FILES ALTERNATIVE LAYOUTS (FOR REPORTS), INSTALL REPORTS CREATING ALTERNATIVE REPORTS AUDIT TRAILS V-REX EDOC MANAGEMENT DEFINING ADDRESSES FOR SENDING DOCUMENTS BY DEFINING THAT A DOCUMENT MAY BE ED SENDING DOCUMENTS BY STANDARD REPORTS AGED BALANCES REPORT ACCOUNT BALANCES REPORT ACCOUNT DETAILS REPORT FINANCIAL REPORTING VAT REPORT CASHBOOK Contents Page v

8 STATEMENTS REPORT DAY BOOK REPORTS OUTSTANDING TRANSACTIONS CURRENT PERIOD SUMMARY CONTRACTS WIP CURRENT PERIOD REPORTING LAST APP/CERT REPORTING SUBCONTRACTOR COSTS SUPPLIER PAYMENTS TURNOVER ANALYSIS NOMINAL ANALYSIS REPRESENTATIVE PERFORMANCE CUSTOMER PROFITABILITY CHAPTER 11 : PERIOD END OVERVIEW OF PERIOD END HOW TO ADVANCE A PERIOD GROUP CONSOLIDATION HOW TO CONSOLIDATE COMPANIES CHAPTER 12 : LINKING TO OTHER SYSTEMS OVERVIEW OF LINKING TO OTHER SYSTEMS TRANSACTION IMPORT CREATE DDF FILES SALES LEDGER LINK IMPORT/EXPORT/ADJUST BUDGETS INTRASTATS EXPORT CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS OVERVIEW OF SYSTEM SUPERVISOR FUNCTIONS REGISTRATION ADD / DELETE USER ASSIGN USER RIGHTS DISABLE LOGIN SECURITY OPTIONS EDIT CENTRAL.CTL LOCK / UNLOCK COMPANY COMPANY AUTOBACKUP CONTROL MARK ARCHIVE COMPANIES DATABASE UTILITIES SHOW USERS TASK MONITOR BACK UP BACKING UP THE DATABASE TESTING A BACKUP RESTORING A BACKUP AUTO BACKUPS PERFORMING AN AUTOBACKUP RESTORING AN AUTO BACKUP CHAPTER 14 : SUBCONTRACTORS OVERVIEW OF SUBCONTRACTORS REGISTERING FOR CIS VERIFYING SUBCONTRACTORS MAKING DEDUCTIONS FROM PAYMENTS SET-OFFS RETURNS PAYMENTS TO HMRC EMPLOYEES AND SELF-EMPLOYMENT GROSS PAYMENT BY SUBCONTRACTORS Page vi Contents

9 HOW SUBCONTRACTORS PAY TAX THE SUBCONTRACTOR LEDGER CIS VERIFICATION WHEN A CONTRACTOR NEEDS TO VERIFY A SUBCONTRACTOR VERIFICATION PROCESS OUTCOME OF VERIFICATION CIS TAX TABLES APPLICATIONS AND CERTIFICATES CALCULATION RULES DEFAULT NOMINAL CODES NEW APPLICATION PRINT APPLICATIONS NEW CERTIFICATE UNINVOICED CERTIFICATES APPLICATION MATCHING PRINT CERTIFICATES CIS RECORDS CIS RECORDS FOR SUBCONTRACTORS CIS DETAILS PURGE TAX YEAR TAX STATEMENTS AND REPORTS HMRC SUBMISSIONS SAVING SENDER ID AND PASSWORD LOG OF HMRC SUBMISSIONS CHAPTER 15 : MANAGEMENT INFORMATION OVERVIEW OF MANAGEMENT INFORMATION MANAGEMENT INFORMATION ENQUIRY CHAPTER 16 : FINANCIAL REPORTING OVERVIEW OF FINANCIAL REPORTING DEFAULT PARAMETERS FOR FINANCIAL REPORTS IMPORT FINANCIAL REPORTS DEFINITION MAINTENANCE DEFINING A NEW FINANCIAL REPORT DEFINITION PRINT CHECK FINANCIAL REPORTS PRODUCE FINANCIAL REPORTS GLOSSARY OF TERMS INDEX Contents Page vii

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11 CHAPTER 1 : INTRODUCING WINACCS OVERVIEW OF WINACCS WinAccs is a modern, comprehensive accounting package using the latest Microsoft Windows technology. It is a fully integrated multi-user, multi-company accounting suite comprising Purchase Ledger, Sales Ledger, Nominal Ledger, Sales Invoicing and the Report Generator. It also has options of Payroll, Project Analysis, Stock, Sales Order Processing, Purchase Order Processing, Bank reconciliation, and Subcontractors Ledger modules. WinAccs supports network environments and devices where permissions can be set (e.g. Windows Workgroup, Windows Server, Linux, network attached storage, etc.). The Subcontractor Ledger module is a second purchase ledger that specifically deals with payment applications and interim certificates of subcontractors from the construction industry and associated trades, and the production of the necessary certificates for HMRC returns. The fully integrated nature of WinAccs and all WinAccs optional modules, such as payroll processing and stock control, means that information is always posted to all relevant ledgers automatically. This will ensure that the ledgers are always reconciled to their control accounts and it is therefore impossible to 'forget' to do part of a transaction. The result is that all information throughout the system is as up-to-date as your most recent transaction. The use of Microsoft Windows provides a consistent, easy to use interface for end-users, and enables information to be transferred easily from one Window to another. This consistent approach means that end-users who are familiar with other Windows applications will quickly become familiar with WinAccs. Throughout the WinAccs system there is a context sensitive Help facility which can be selected by striking the F1 function key. This displays the relevant section of WinAccs Help to give you detailed information about the part of the system that you are currently using. WINACCS MODULES The standard modules that make up the WinAccs system are WinAccs Accounts, WinStock Stock Control and WinPay Payroll System. WINACCS The WinAccs program can be provided for general use as an accounting package or can be supplied with extra functionality for use by Subcontractors. WINSTOCK WinStock is an easy to use stock control package, integrating seamlessly with WinAccs. 30 character alphanumeric stock item codes. CHAPTER 1 : INTRODUCING WINACCS Page 1

12 Reports showing stock levels and stock history. Sales and Purchase Order Processing: Sales order processing - Quotations, delivery, invoicing. Purchase order processing - Committed costs, invoice matching. WINPAY WinPay is an easy to use yet fully featured payroll package, integrating seamlessly with WinAccs. Full job analysis facilities. Up to 1296 pay elements. Various pay methods - cash, cheque, BACS, AutoPay etc. WINACCS OPTIONAL MODULES The following modules are optional modules within WinAccs. Whether they exist on your system depends on the modules chosen by the System Supervisor for registration - see REGISTRATION in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. SUBCONTRACTORS This is a second purchase ledger that specifically deals with payment applications and interim certificates of subcontractors from the construction industry and associated trades. Integral to this module is the functionality to meet HMRC requirements relating to the deductions for construction industry suppliers who are verified. The routines provide for the creation or matching of CIS statements and payments and the production of the CIS300 Monthly returns for each subcontractor account. CONTRACT COSTING The Contract Sales Analysis is an optional facility provided by WinAccs whereby you can maintain on the system details of how a job is progressing and its costs. You may analyse the costs of Sales and Purchasing within any jobs, analysis centres, projects or contracts that your company undertakes. All these different expressions are covered within WinAccs by the Contract (Job) Ledger. For each costed nominal account you can define contract codes, probably one for each project (e.g. GREENRD - for analysing the finances of a project building an estate of houses in Green Road). Then for each contract code you can define major analysis codes under which you will record the finances (or the progress) of the main sections of the contract (e.g. major analysis codes for the contract GREENRD might be BUILDING COSTS, SURVEYORS FEES, LEGAL FEES). This can then be further broken down by defining, for each major analysis code, a number of minor analysis codes (e.g. for the major analysis code BUILDING COSTS, you might define minor analysis codes BRICKS, LABOUR, WOOD). Then whenever you carry out any transactions concerning this project you can define the contract code and the major and minor analysis codes. The transactions will be recorded under the defined categories and then detailed reports can be produced for each project. You can record both the financial aspects of the project and details of how the project is progressing. The major and minor analysis codes are the means of breaking down the analysis of the transactions for a contract into a structured pattern, for instance if you do not wish income and costs for a contract to be analysed under the same headings you can use different major headings for income and for costs. Page 2 CHAPTER 1 : INTRODUCING WINACCS

13 BANK RECONCILIATION Bank reconciliation is used to reconcile statement transactions and cashbook transactions on the system, thus simplifying the system. See BANK RECONCILIATION in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION. ELECTRONIC BANKING This allows for many different sorts of electronic payment methods e.g. LloydsLink. For more about Electronic Banking see ELECTRONIC BANKING SCREEN under COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. MULTI-CURRENCY This allows you to use currencies from round the world. For further details see CURRENCIES in CHAPTER 3 : GETTING STARTED. FIXED ASSET REGISTER This allows you to define your assets with an initial value and then to calculate the new value taking into account depreciation of those assets over time, see FIXED ASSET REGISTER in CHAPTER 4 : MAINTENANCE. COST CENTRES Cost centres are an optional facility whereby you can define cost centres (see COST CENTRES in CHAPTER 3 : GETTING STARTED) and then for each sales, purchase or subcontractor account you may define to which cost centre this account belongs. V-REX EDOC MANAGEMENT When you have registered for V-REX edoc Management you may documents to defined people in the company for Sales, Purchase and Subcontractor accounts. For more about this see V-REX edoc MANAGEMENT in CHAPTER 10 : REPORTS. ACCOUNTING FUNCTIONS OF WINACCS The WinAccs system provides all the features one would expect to find in a modern accounting system. It provides the following Full double-entry control and validation. Multi-period and open item accounting. Comprehensive audit trails & facility to re-print audit trails. Multi-company operation for up to 999 separate companies. Wide range of standard reports Powerful Report Generator, enabling user defined management reports from any information held in the system. Multi-level password protection, allowing full control of who can access each company's information and at what level. Ability to export information into a wide range of other Windows packages such as Excel Lotus Ability to exchange data with ODBC compliant packages such as Excel, Access and others, provided you have the correct ODBC drivers installed. CHAPTER 1 : INTRODUCING WINACCS Page 3

14 STANDARD FEATURES OF ALL LEDGERS The following features apply to all ledgers within WinAccs : 8 character alphanumeric coding structure, allowing easy departmental analysis. Context sensitive Help (just strike the F1 function key). Ability to create accounts at anytime (e.g. in the middle of entering a batch of invoices). Standard report layouts for Ledger balances and account details. Selective purging of transactions, allowing transactions for some accounts to be retained for ever and others to be purged at month end. INTEGRATED FEATURES OF WINACCS LEDGERS The fully integrated nature of WinAccs means that many of the accounting facilities which one might have expected to be dealt with separately in each ledger are in fact shared by all of the ledgers, for example : Easy to use invoice input screens, including full VAT input and validation. Manual cash facility for entering the details of one-off or urgent payments, and for applying cash receipts to outstanding sales invoices. VAT reporting. All of the common system details are shared, and you never need to enter information more than once into any part of the system. This makes the task of reconciling each ledger easier, because it removes the possibility of entries being made in one ledger but not in another. For example, if you enter an invoice into the purchase ledger, the details will update : The supplier account within the purchase ledger. Credit control a/c, expense a/cs and VAT a/c within the Nominal Ledger. Optionally, the contract analysis centres within the Contract (Job) Ledger. The full integration is also clearly seen in the approach which is taken to entering documents into the system. Only one function is used to enter external documents i.e. invoices, regardless of whether they are purchase or sales invoices, or whether they affect the Contract (Job) Ledger or the Subcontractor Ledger. ASPECTS OF WINACCS NOMINAL LEDGER Features of the Nominal Ledger include : Fully integrated Cash Book. Recurring journals for direct debits and other regular items. Flexible account coding structure, or use of a pre-defined starter pack of codes for a fast implementation. Comprehensive journal input facility, including normal journals, recurring journals and reversing (accruals/prepayment) journals. Budget input and variance reporting. Interface to optional contract analysis. Each Nominal Ledger account may be assigned to a Nominal Group to use the Financial Reporting system. Page 4 CHAPTER 1 : INTRODUCING WINACCS

15 SALES LEDGER Features of the Sales Ledger include : Production of sales invoices. Pre-set discount & payment terms. Cash collection & aged debtor reports. Comprehensive customer account details. Full statement production. To each Sales Ledger account can be assigned a Representative. To each Sales Ledger account can be assigned a Territory. To each Sales Ledger account can be assigned a cost centre (if you are registered for Cost Centres) Ability to send documents by . PURCHASE LEDGER Features of the Purchase Ledger include : Automatic payment schedules. Facility to post held or disputed invoices. Cheque printing. Comprehensive supplier account details. To each Purchase Ledger account can be assigned a Representative. To each Purchase Ledger account can be assigned a Territory. To each Purchase Ledger account can be assigned a cost centre (if you are registered for Cost Centres) Ability to send documents by . V-REX V-Rex is the report generator used by WinAccs and it allows you to amend an existing standard report or to create a completely new report in the format that you require. Search & Match filters (e.g. Current Balance > 1000). Reports sorted by date, value and alphanumeric sequence. Mathematical calculations (e.g. Balance as % of Turnover). CONTRACT (JOB) LEDGER This ledger, which is optional, will collect all transactions related to a single job in one place. Invoices, journals and cash transactions will automatically update the Contract (Job) Ledger at the same time as updating the other accounting ledgers. Up to 100 user defined major analysis codes for each contract. Up to 99 user defined minor analysis codes associated with each major analysis code. Actual and budgets for each analysis code in value and quantity. Reports showing Work-in-Progress and Profit per job. Separate contract accounting, providing detailed contract analysis. Up-to-date contract analysis reports, which can be reconciled to the Nominal Ledger. CHAPTER 1 : INTRODUCING WINACCS Page 5

16 The ability to have a distinct sequence of Folio numbers for each contract. SUBCONTRACTORS LEDGER This is a second purchase ledger that specifically deals with payment applications and interim certificates of subcontractors from the construction industry and associated trades. Integral to this module is the functionality to meet HMRC requirements relating to the deductions for construction industry suppliers who are verified. The routines provide for the creation or matching of CIS statements and payments and the production of the CIS300 Monthly returns for each subcontractor account. Deals with invoices, credit notes and payments for verified subcontractors. Deals with Monthly Subcontractor Payment Statements. Can produce Subcontractor Details reports, Subcontractor Summary reports and Subcontractor Weekly Tax Totals reports. Deals with the production of the CIS300 Monthly Returns for verified subcontractors. To each Subcontractor Ledger account can be assigned a Representative. To each Subcontractor Ledger account can be assigned a Territory. To each Subcontractor Ledger account can be assigned a cost centre (if you are registered for Cost Centres) Ability to send documents by . For full details of the latest requirements of HMRC please see CIS340 or contact your local HMRC Office whose number is in every local telephone book. Page 6 CHAPTER 1 : INTRODUCING WINACCS

17 CHAPTER 2 : BASIC SKILLS MICROSOFT WINDOWS ENVIRONMENT WinAccs operates within the Microsoft Windows environment, and this controls the way in which the system must be used. This section provides a brief introduction to the use of Windows and introduces the standard Windows terminology. For further details on MS Windows refer to your MS Windows User Guide. WHAT IS MS WINDOWS? Microsoft Windows provides a consistent operating environment for your personal computer. It controls the appearance and operation of all of the applications which operate within it. This means that you only need to learn one basic set of skills to be able to use all MS Windows based applications. In addition, information can be transferred easily from one Windows application to another, and more than one application can be running at a time. WINDOWS COMPONENTS Mouse Windows applications allow you to use a mouse to select options and move around the screens, in addition to using the standard keyboard. Window When working in a Windows environment, all of the application information on which you are working is displayed in one or more windows on the screen. Only one of these windows is active at any one time. An active window is identified by a different coloured title bar. Menu Bar A menu bar may be included at the top of some windows (beneath the window title). This provides access to other application facilities, as well as to the standard Windows File, Edit and Help options. To gain access to the options which are available from a menu, you click the mouse on the menu bar to drop down the menu and select the appropriate option by clicking on the line that contains that option. Dialog Box The windows which are used in an application to display and request information, are referred to as dialog boxes. Within WinAccs some dialog boxes are used to enter accounting information, whilst others simply display information e.g. warning or error messages. The information which must be entered into a dialog box, can be requested in a number of different ways: by typing the required information into a text (edit) box by selecting a choice from a list box by choosing an option button to make a mutually exclusive choice CHAPTER 2 : BASIC SKILLS Page 7

18 by choosing one or more options from a list by clicking in the check box next to that option. When you have entered, or chosen, all of the required information for a window or dialog box, you choose a command button to accept or reject the information, or carry out the function. Maximise/Minimise/Restore Boxes These boxes allow you to alter the appearance of a window. Two of these boxes may be included in the top right hand corner of a window. Maximise redisplays the window using the full area of the screen. Minimise completely removes the window from the screen leaving a button on the Task bar. You can re-display the window at any time by clicking on the button. Restore redisplays a maximised window to its original size. USEFUL KEYBOARD KEYS To save time the following keys may be used instead of the mouse throughout WinAccs. Although the function which is performed by the majority of these keys appears on most keyboards, the key names may differ. In these notes the keys are identified using the key names and the symbols which appear on a standard personal computer keyboard. If you are using a different computer and keyboard, you should see your System Supervisor to find out which keys on your keyboard perform each function. TAB The TAB key moves the cursor to the next field (box), or to the command buttons within the dialog box. The cursor identifies the current field. NOTE: The characteristics of the cursor will depend on your system setup. e.g. it may not blink. SHIFT and TAB The TAB key pressed while the SHIFT key is depressed moves the cursor back to the previous field (box). The cursor identifies the current field. SHIFT and F12 To save the data entered on a screen, you need to click on the diskette icon displayed on the screen. Alternatively you may press the F12 key while the SHIFT key is depressed. RETURN / ENTER All the information which you enter into a window or dialog box is accepted or rejected when you select a command button. The default command button is heavily outlined. You can press the RETURN key or the ENTER key to select this option, regardless of where the cursor is currently positioned in the window. These keys will also select the highlighted item from a list. SPACE BAR When a menu or list is being displayed and one of the options is highlighted, then pressing the SPACE bar will select that option. ESCAPE The ESCAPE key cancels any changes which you have made to the information in the current window and returns to the previous window. The same actions would be taken if you selected the Cancel button. Page 8 CHAPTER 2 : BASIC SKILLS

19 CURSOR UP ARROW / CURSOR DOWN ARROW The CURSOR UP ARROW and the CURSOR DOWN ARROW keys scroll the cursor up and down through a selection list or available options, highlighting each one. CURSOR LEFT ARROW / CURSOR RIGHT ARROW The CURSOR LEFT ARROW and the CURSOR RIGHT ARROW keys allow you to browse horizontally through the menu bars, highlighting the menu name and displaying the relevant menu options. ALT KEY You can use the ALT key, in conjunction with other keyboard keys, to make menu selections and field choices, instead of using the mouse. These key combinations are called accelerator keys because they provide a faster method of performing an action. Every menu option and many of the control buttons within dialog boxes include an underlined character, for example the Transaction menu or Account button. The underlined character identifies the key that can be used with the ALT key to select the option. On any one screen there may be more than one option with the same accelerator key. The first time the accelerator key is pressed (with ALT depressed), the cursor will be at the first option on the screen which has that accelerator key. You may have to press the accelerator key again (while still depressing the ALT key) until the required option is selected. To select menu options from the WinAccs menu bar :1. Hold down the ALT key. Press the underlined character of the required drop down menu, e.g. Press T to drop down the Transaction menu (do not release the ALT key). To select a command button or choice within a dialog box or window :1. Press the ALT key and the character which is underlined within the required command button or choice e.g. T for the choice Trial Balance on Final Accounts in Period End. To move the cursor to a field on a screen which is being displayed : Hold down the ALT key. Press the underlined character of the required field e.g. the character c for the field Account. For check boxes, using the accelerator key can check/uncheck the box. : 1. Hold down the ALT key. Press the underlined character of the required check box e.g. the character V for the field VAT Inclusive. This will check the box if it was previously unchecked, or uncheck the box if it was previously checked. WINACCS STANDARD FEATURES The following functions can be used on many different WinAccs screens. WINACCS HELP Throughout the WinAccs system there is a context sensitive Help facility which can be selected by striking the F1 function key. (Also the Help menu on the menu bar at the top of the window allows you to display the WinAccs Help system.) Pressing F1 will display the relevant section of WinAccs Help to give you detailed information about the part of the system that you are currently using. CHAPTER 2 : BASIC SKILLS Page 9

20 NOTE : Using the Help facility (by pressing F1) you can see details about the fields on each screen and how to enter the correct data in them. The help screens contain more detail than the manual. This enables the manual to be kept at a manageable size. To display further information about any aspect of WinAccs, select Search on the menu bar at the top of the page. Type the first few characters of the subject about which you wish to see details. The list of help topics in the lower half of the screen will highlight this help topic if it exists. Select Display to view the topic. Click on << on the menu bar to display the previous topic within the help system, or click on Back to display the last help topic that you were displaying. You may select Contents to see the full contents of the help system and then click on any line to display further details. To print the topic being displayed select Print. Finally to exit from Help, select File and then select Exit; or click on the Close button at the top right-hand corner of the Help window. Alternatively minimise the Help screens by clicking on the minimise button at the top right of the screen. For more information about Help refer to the Microsoft Windows documentation. For help on the Report Generator, select Help from the tool bar at the top of the screen and then select Report Generator Help. WINACCS MENU The WinAccs menu is used to access all of the functions within the whole WinAccs system. When the menu is displayed, the highest menu level is displayed down the left-hand side of the screen. This lists all of the main functional areas within WinAccs. To select a Menu option, you should click on the menu option button or press ALT and the underlined letter for the option e.g. ALT+T for the Transactions menu. The selected menu option changes colour (or shading). If the name of an option on a menu is followed by three full stops ( ), then when you select that option a sub-menu will be displayed to the right of the selected option. On the sub-menu you should select another menu option until the required function window is displayed. CODE There are a large number of different types of codes which can be created within WinAccs to refer to different types of information e.g. nominal ledger account codes, supplier codes, contract analysis codes etc. You will not always know the particular code which is needed in a dialog box. The code lookup facility allows you to display a list of the valid codes, for the relevant type, in a window, and then select the required code. You do not, therefore, need to rely on your memory, or refer to out-of-date printed code lists. The lookup facility will only list the codes which have been created for the company you have selected. If there exist a large number of codes, you can reduce the size of the list by identifying its starting point. Method One - To display a list of valid codes, use the mouse, arrow keys or Tab key to position the cursor on the code box. Enter the '@' character and press TAB or ENTER. A window will appear which includes a list box containing all the valid codes in alphabetical order - for instance :- Page 10 CHAPTER 2 : BASIC SKILLS

21 Code Select this to display the list in the alphanumeric order of the codes for the accounts. Description/Name Select this to display the list in the alphanumeric order of the descriptions/names for the accounts. Short code Select this to display the list in the alphanumeric order of the short codes for the accounts. Analysis code Select this to display the list in the alphanumeric order of the analysis codes for the accounts. Max List Size If you have a large number of items, you can specify how many items you wish to display (between 20 and 9999). The default is If you change this value, then you will be asked if you wish WinAccs to remember this new Max List Size for this company and if you reply YES then this new value will become the default Max List Size for this company. Search for Enter some characters which you know exist in the definition of the account (e.g. Postcode or part of the address for the account) and press Enter. Only those accounts which contain these entered characters will be displayed thus narrowing your search. The list will begin with the first code. If you had typed any characters in the code box and then clicked on symbol, when available, the first account beginning with those characters will be the default selection in the list. Use the scroll bar on the list box to scroll through the available codes, until you find the required code. Select the required code by double clicking on the code, or selecting it and pressing ENTER. The dialog box disappears, the original dialog box becomes active once more, and the selected code appears in the required box. Search Criteria When you select the Code Lookup facility, there is a Search button. Pressing this displays the Search dialog box as follows :- CHAPTER 2 : BASIC SKILLS Page 11

22 You are asked to enter the search criteria, which is simply a string of characters. You must also identify the field in which the string is to be found. The system searches forwards through the codes looking for the characters in the field specified. It now displays only the codes that obey the search criteria and highlights the first such code. NOTE: If there are several codes which match the criteria, you will need to reselect the Search option and specify further search criteria to narrow the search. The search begins from the transaction which is currently highlighted. The following steps explain how to use the Search option. 1. Choose Search. The Search For dialog box is displayed. This is used to enter the search criteria. Enter the search criteria as follows :Look for Enter a search string in the box provided. If a code contains this exact string of characters in the field selected in In Field, the search process will end and the code will be highlighted in the list. In field Select the field in which the search is to look for the characters specified. Start at code Type the value for the code where the search is to start. End at code Type the value for the code where the search is to end. Choose Ok to perform the search. The dialog box now contains all the codes that obey the search criteria and the first code is highlighted. You may need to reselect the Search option and specify further search criteria to narrow the search. When the required code is displayed, double click on it to select it, (or click on it and then click on Ok.) Method Two - Filter or Search A more sophisticated search is available on some Code Lookups as follows :Consider the case (in Maintenance, Representatives) where you have already defined on the system the following representatives :- Page 12 CHAPTER 2 : BASIC SKILLS

23 But you may now narrow the search by typing (on the left of the screen under the heading Filter by) one or more characters in the Initials field and selecting the button Search. For instance if you type in the Initials field the letter B, then the list of representatives will only show the representatives whose code begins with the letter B as follows :- If you had entered the letters BC in the field Initials and selected Search then the list would only have contained those Representatives whose code begins with the letters BC as follows :- CHAPTER 2 : BASIC SKILLS Page 13

24 Alternatively on the right of the screen under the heading Search within, in the field Name you could type the letters Bri and then when you click on Search the screeen will display all the Representatives with Bri anywhere in their name as follows :- You could also search using both the sections Filter by and Search within e.g if you entered B in the Initials field and the letters ing in the Name field then WinAccs would display all the account codes beginning with B which had "ing" in their Name. Page 14 CHAPTER 2 : BASIC SKILLS

25 To make a selection highlight that line and then select OK. To return to the Maintenance screen select the button Maintenance. This Method Two of Code applies with different headings in the different cases, for example as follows :Program Filter by - field name Search within - field name External Applications External application Full application name Nominal Groups Group code Description Representatives Initials Name Territories Code Territory Method Three - Autocompleting of codes At most fields where there is sign to the right of the field you may select or enter a code and then use the up or down arrows to cycle through all the defined codes. Also if you know the code begins with (e.g.) A or (e.g.) CH then you can highlight all the rest of the code and pressing the up and down arrows will cycle through all the codes that begin with (e.g) A or (e.g) CH. Method Four - for WinStock only In WinStock only there may be other options at button. A typical example is finding a stock code. Alongside the Stock code field is search button, as shown below :- When you click on button, a second screen is displayed that allows you to select a particular stock item. CHAPTER 2 : BASIC SKILLS Page 15

26 This screen allows you to select a stock item from all those on the WinStock database. Max List Size If you have a large number of items, you can specify how many items you wish to display (between 20 and 9999). The default is If you change this value, then you will be asked if you wish WinStock to remember this new Max List Size for this company and if you reply YES then this new value will become the default Max List Size for this company. You may enter search criteria which will narrow the number of possible targets. Start at Stock code You can enter a stock code or part stock code at which to start searching. In Stock only You can check the box In Stock to limit the search to stock items that are in stock. Omit obsolete You may check the box Omit Obsolete to limit the list of stock items to those that are not obsolete. Description contains There are two fields for text comparison. You may well know some of the text that is likely to be held in the description of the item for which you are searching. These comparison fields allow you to enter text that is held in the description. The drop-down specifies whether text in the first box AND text in the second box have to appear in the description, or whether either the text in the first box OR text in the second qualifies this stock item as a match. Enter the search criteria you require and then choose Search. This will do a search of the database to find the stock items that obey the criteria and will then display the list of those items in the top box. You may select one stock item and click on OK to choose it, or you may enter further search criteria to restrict the list even further. To return to viewing the complete list of stock, blank out the search criteria and choose Search. You can adjust the number of characters of the stock code displayed by using the STOCK PARAMETERS facility see CHAPTER 5 : STOCK. In some cases of finding records, (e.g. finding a bin), you can use the Write Record button to enter the relevant maintenance function directly. If you wish to search for an item of stock using its description then in the Stock code field enter the dollar sign $ followed by the character in the description that you wish to search for e.g. to search for stock items with w in their description enter $w in the field Stock code and then This will then show all the stock whose description includes the character w as follows :- Page 16 CHAPTER 2 : BASIC SKILLS

27 If you have logged in as BOSS and selected Settings on the top tool bar, followed by Stock/Invoicing Options Per Company (Stokoptn.ini), then selected WinStock Options, Properties, StkExtras = y then some extra text fields will appear when you go to Maintenance, Stock maintenance, Stock Items at the bottom of the screen (the bottom 3 lines will have the names you chose in StkExtras). Using facility if you ask to Search for text then those four extra fields will be searched also for the text you have entered into the field Description contains in the section Search criteria. Method Five - $ Prefix At the Code field for accounts you can enter in the field a dollar sign followed by some text which is contained somewhere in the fields that you defined for the required account. Then click on sign and you will be presented with a list of all the accounts which have this string in their definition. Select the one you want. For instance if a customer calls and asks about an outstanding amount, you would go into Enquiry/Display and ask the customer for the last part of their postcode e.g., 1SK. So you enter $1SK into the account code and press key. The next screen will show you only the accounts that have 1SK somewhere in their details and you can select the one you want. ENTERING COMMENTS The Comments facility is available on many of the WinAccs facilities, for example when maintaining any account. It allows you to enter additional, free format text, which is associated with the particular account or document that is being entered or amended. For example, you may wish to enter the name and telephone number of the site foreman and quantity surveyor in the comments box for each contract. This information can be used to define which accounts to include on a report (e.g. if you enter a comment for all accounts dealt with by a sales representative called Jim with the text REP = JIM, then in the Reports facility you could choose only to report on accounts whose comment field is REP = JIM by using the Search & Match facility under Options.). For further details on Reports see CHAPTER 10 : REPORTS. To enter or amend the comments text: 1. Choose the Comments button, if it is available on a screen. The comments window appears. Enter up to 160 characters of free text into this window. Select Ok to save the comment changes. PRINTING REPORTS WinAccs can produce a number of different types of report e.g. pre-defined standard system or history reports. Regardless of which type of report is being produced, a number of standard windows appear which allow you to control the printing process. After you have entered all the selection criteria required to print a report, or used a facility which automatically produces a report, WinAccs proceeds to build a print file containing the relevant information. This file will be displayed on the screen and you may choose whether to select :To print the file now To send the file to the V-Rex spooler for printing later (using Reports, Reports Tools, V-Rex spooler) To save the report as a PDF document CHAPTER 2 : BASIC SKILLS Page 17

28 USING THE CONTROL BAR WinAccs uses the control bar in many of the programs to decide which data to display (e.g. selection of account code). When first displayed the control bar will contain the code of the first record on file (if any). Use the control bar as follows :Button Central box Key stroke Result Alt-Home Select First from file Alt-PageUp Select Previous (if any) from file Alt-c Type in required code and then press Select from a list of valid codes Alt-PageDn Select Next (if any) from file Alt-End Select Last from file To add a new code you must use the central box or use the New button. Code Lookup Where button is displayed beside a code selection field, the code can be selected from a full list of valid codes by clicking button or by typing character. If is underlined then you select the lookup list by use of the accelerator key ALT+@. If you are not in the File Maintenance program for the current parameter a 'Write New Record' button will be displayed to enable you to add a new record. However, if you are in the File Maintenance program then you must enter new codes in the central control bar. For further details see CODE on page 10. Write a New Record Where appropriate, this button appears beside list boxes to enable you to write a new record if the one that you want is not in the list. For example, select button against Default Cost Code in File Maintenance - Nominal Ledger. This button will not appear if you are using the program which maintains the file whose codes are displayed. LIKE BUTTON Where appropriate, you can use an existing record as a template when creating a new record, by clicking on the Like button and specifying the existing record. For example, when you have selected the process Nominal Ledger from Ledger Accounts on the Maintenance menu you are presented with the Nominal Ledger Maintenance screen. You can enter a code for the new nominal ledger, press the TAB key and then click on the Like button. Now you are asked to specify the code of an existing Page 18 CHAPTER 2 : BASIC SKILLS

29 nominal ledger. This enables you to set up this new nominal ledger by saying that it is like (i.e. similar to) another existing nominal ledger and thereby to pick the same account types and Profit & Loss code (etc.) without the requirement to select them individually from the full list. STATUS LINE The bottom line of the menu screens displays on the left-hand side the version of WinAccs that is running and on the right hand-side the user's initials. In the centre of the line will be a short description of the button over which the mouse is hovering. When you have made your selection from the menu, further windows will normally show the current company number and name followed by the user's initials. Occasionally this line will be used to show other useful information about the screen above it. ENTERING DATES Format of dates Throughout the WinAccs system dates may be entered in either of two formats as follows :1. In the format (d)dmmm(yy)yy where dd is the numerical day of the month. In this format you may omit any leading zero in the day. mmm is the first 3 letters of the name of the month. yy is the last 2 digits of the year. Alternatively you may enter the 4 digits of the year YYyy. For example :- Entering the date Translates to the date 5Feb18 05Feb Feb18 05Feb2018 5Feb Feb Feb Feb2018 In the format ddmmyy where dd is the numerical day of the month. In this format you must NOT omit any leading zero in the day. mm is the numerical version of the month. You must NOT omit any leading zero in the month. yy is the last 2 digits of the year. In this format you may NOT enter the 4 digits of the year. For example :Entering the date Translates to the date Feb Apr Nov2018 Using the calendar to enter a date Next to each field where a date is to be entered there will be the icon of a calendar, as follows :- You may either type in the date required as in Format of dates on page 19 or you may click on the calendar icon. This displays a calendar showing this month of this year with today s date highlighted and also displayed at the bottom of the screen as follows :- CHAPTER 2 : BASIC SKILLS Page 19

30 Use the arrow keys by the month and by the year to display the month and year in which the required date is. Then select the required date within that month and year. The selected date is displayed at the foot of the screen. Then click on Exit to select that date. Entering a range of dates When WinAccs needs to know a range of dates this will be displayed as follows :- There are three methods to fill in this range of dates At both fields you could just enter the dates in one of the formats as given in Format of dates on page 19, You could use the calendar beside the first field as in Using the calendar to enter a date on page 19. Then the second field will be populated with the same date and you can either leave that date or you can choose how to enter a different (later) date in that field. At the first field there is a downward arrow. Click on that to see a range of set dates, as follows :- Select the required date from that list. This defines the Start date of the range. The End date may be set by the choice you have just made for the Start date. For instance if you select Current week as the Start date, the Monday of the current week will be displayed in the Start date field and the End date will automatically be set as the last day (Sunday) of the Current week (but may be changed). CALCULATOR At relevant fields if you select Ctrl + Alt + C, the calculator will be displayed as follows :- Page 20 CHAPTER 2 : BASIC SKILLS

31 The keys are :MC Clear the memory MR Recall the memory M+ Adds the result so far to the contents of the memory M- Subtracts the result so far from the contents of the memory BS Backspace i.e. remove number just entered CE Clear the result so far +/- To change the sign of the number in the box above % To use percentages e.g. to calculate 20% of 200 you would enter 200 * 20%. Decimal places The default is to work out any calculation to a maximum of 4 decimal places but this may be altered by selecting the field Decimal places and then using the arrows to the right of the field by Decimal places to choose to how many decimal places (between 0 and 4) the answer should be restricted. Rounding up occurs on the last decimal place if the following decimal place would have been 5 or more. Recall This will exit the calculator and store the result calculated into the field on the main screen from which the calculator had been called. Exit This will exit back to the main screen from which the calculator had been called but will not store the result calculated in the field on that screen. For example : Enter 12, followed by + (the plus sign) The keys entered are displayed in the line below the memory buttons. Now enter 45. CHAPTER 2 : BASIC SKILLS Page 21

32 Now select = (the equal sign) and the calculation entered so far is displayed in the panel on the left of the calculator :- Now selecting M+ would add 57 to the contents of the memory. In subsequent calculations you could then use + MR to add the contents of the memory to the number so far calculated. Finally select Recall to exit and store the calculated number in the field from which the calculator was called (or Exit to just exit). Page 22 CHAPTER 2 : BASIC SKILLS

33 CHAPTER 3 : GETTING STARTED INSTALLATION INSTRUCTIONS Compact will initially provide the WinAccs software on a CD. To install the software, obey the following procedure :1. Insert the CD in the CD drive, Either the CD will auto-install (you will hear the CD drive reading the CD) and will prompt you for any further information, or with the right mouse click on the Start button. Select Explore (which starts Explorer). Identify the CD drive by double clicking on it and double click on setup.exe. Demonstration data is also provided on the CD, using companies 996 (with data for subcontractors), 997, 998, 999 (with data for subcontractors) for WinAccs and 996 (with data for subcontractors), 997, 998, 999 (with data for subcontractors) for WinPay. Company 995 Construction Industry Template in WinAccs can be used as a guide when setting up a construction industry company in WinAccs. Also provided on the CD is a WinPay company 995 New Company Template which can be used when setting up a new company in WinPay as it contains a basic set of pay elements and payslip boxes You may wish to copy the demonstration data to other company numbers before you begin inputting your company's data. The latest version of the software and updates to the software (called Service Patches SP) are also available on the Compact Software website ACCESSING WINACCS There are two methods of accessing the WinAccs software - using the Classic Menu (when there will be three icons on the desktop - one for WinAccs, one for WinPay and one for WinStock) or using the New Menu (when there will be just the one icon on the desktop for WinAccs). From Version 7.02 onwards the New Menu is automatically used and you would have to select Settings (on the top tool bar) and then select Use Classic Menu to change to the Classic Menu. (Conversely to return to the New Menu you would select Settings, then Use New Menu) ACCESSING WINACCS USING THE CLASSIC MENU To access WinAccs click on Start, then find where the WinAccs program has been installed and click on WinAccs. Usually this will be accessed by selecting Start, then Programs, then Compact followed by WinAccs. Alternatively double click on the icon WinAccs on your desktop. The following screen will be displayed. CHAPTER 3 : GETTING STARTED Page 23

34 showing what version of the software is running. The extra display screen as follows will soon disappear :- When you log in (see LOGGING ON AND LOGGING OFF on page 27), the WinAccs system will show the facilities of WinAccs as follows for you to select what you wish to do :- Page 24 CHAPTER 3 : GETTING STARTED

35 ACCESSING WINACCS USING THE NEW MENU To access the whole of the WinAccs suite of programs, then click on Start. Find where the WinAccs program has been installed and click on WinAccs. Usually this will be accessed by selecting Start, then Programs, then Compact followed by WinAccs. Alternatively double click on the icon WinAccs on your desktop. The following screen will be displayed :- CHAPTER 3 : GETTING STARTED Page 25

36 The selection of facilities shown on this screen and on other screens will depend on what programs you are registered for, see Registration on page 27. Log on (see LOGGING ON AND LOGGING OFF on page 27) and then select WinAccs in the left hand column which is under the heading WinAccs Menu to access the WinAccs program. The screen will now look like this displaying the facilities you can select within WinAccs - [If you are using the New menu, then if you select some of the options on the top tool bar (e.g. if you ask to open a company by selecting File, Open company) and you have not yet specified which program you wish to use (out of WinAccs. WinPay or WinStock) then you will see the following :- Select WinAccs.] TO CONTINUE TO ACCESS WINACCS Whether you have used the Classic Menu or the New Menu to access WinAccs before you use any of the WinAccs programs you are asked to log in. You may also see the process of automatic updating of the software occurring - see AUTOMATIC UPDATING OF SOFTWARE on page 27. To access the WinAccs software you must enter valid operator initials and password. This information identifies you uniquely to the system, and is created by your System Supervisor. It allows the System Supervisor to assign you an access priority level, which determines the functions within WinAccs that you will be able to access. The facilities which allow the System Supervisor to maintain this information are described in THE FIRST LOGGING ON on page 27. Logging on to a WinAccs company is performed in two stages: 1. Logging into the system, entering your initials and your password - see LOGGING ON AND LOGGING OFF on page 27. Page 26 CHAPTER 3 : GETTING STARTED

37 Selecting the company that you wish to use - see WINACCS COMPANIES on page 33. AUTOMATIC UPDATING OF SOFTWARE Any updates to the WinAccs system since the last release are available via the Internet at and can be applied to your system automatically by the WinAccs software. On the Help menu there are two entries, Auto-Update which can be ticked to turn on the Auto-Update mode and Check for Updates. In Auto-Update mode, the PC will check the internet the first time it logs in on any one day. If there are no relevant updates or messages, the user will be unaware of this (unless some intervention is required for internet access). This setting is remembered individually by each PC. It is recommended that this option is ticked on PCs used regularly by more senior people. This should ensure that updates and messages are processed without delay by the people that need to know. If there are any updates then these will be downloaded and applied to your system bringing it completely up to date. This process may also deliver important messages to you from Compact Software Ltd. When you log onto the WinAccs system for a further time that same day the internet site will not be accessed. This is the preferred method of keeping up to date. If you do not wish to use the AutoUpdate method mode you may at any time choose Check for Updates. Choosing this menu entry will immediately check the internet for updates and messages. Remember it is then up to you to ensure that you choose Check for Updates regularly. Updates processed in this way currently only apply to Service Patch updates. Complete new versions of the system will continue to be delivered to you on CD. LOGGING ON AND LOGGING OFF THE FIRST LOGGING ON The very first time that you enter the system, you will need to enter as the System Supervisor. You need to enter into the Initials field the four characters BOSS, and into the Password field PASS. You are then warned that this is not a secure way of using the system and are advised to choose a new password for BOSS. NOTE : BOSS has no rights to access the database (whereas a user defined as a BOSS level user in Add/Delete User DOES have both BOSS level rights AND the ability to access the database). First BOSS must select System Admin from the tool bar and then select Registration to register use of the WinAccs system, see Registration on page 27. Next BOSS must select System Admin from the tool bar, and then select Add/Delete User to create a user, see Adding a User on page 29. This user must then be given rights to define which parts of the database for which company he may access. This is done by selecting System Admin again and then selecting Assign User Rights, see Assigning User Rights on page 31. Registration The first thing that you must do is register your use of WinAccs with Compact as follows :1. The System Supervisor (having logged in as BOSS) should first select System Admin on the tool bar at the top of the screen. Next select Registration. The Product Registration window appears as follows :- CHAPTER 3 : GETTING STARTED Page 27

38 Use this to register your copy of WinAccs or other WinAccs system modules with the Support Hotline at Compact. The telephone number to call is displayed near the bottom of this window. At the top of the screen is displayed the serial number of your system as supplied by Compact. In the field below the system number if you click on the downward arrow you will see all the WinAccs system modules that have been installed at your site. Select WinAccs. In the window headed Modules, the modules of WinAccs will be highlighted. You may click on one or more modules to select or deselect them until it displays the modules you require. 4. You may register for :Subcontractors Contract Costing Bank Reconciliation Electronic Banking Multi Currency Fixed Asset Register Cost Centres V-Rex edoc Management Evaluation Read Only 5. Enter the required data in the fields as follows :- Page 28 CHAPTER 3 : GETTING STARTED

39 Max concurrent users Enter the number of users who will use the WinAccs system at the same time. Valid Until Date Enter the expiry date of the registration as given to you by Compact. Registration code Enter the registration code as given to you by Compact. At the bottom of the screen is displayed the telephone number of the Compact Hotline who can give you the registration details. 6. Choose the Register button. 7. Finally choose the Close button. In WinAccs, WinPay and WinStock 30 days before your registration runs out the system will give you a warning that your registration will run out in 30 days time and a warning will appear whenever you log in for the subsequent days until you re-register or until the system finally will not let you in. New installations will be given a 30-day evaluation period. Evaluation Version or DEMO version If you log into the WinAccs system as an Evaluation Version (see Registration on page 27 ) or using the Username DEMO with password DEMO, you are allowed to access WinAccs only for weeks 1-6 and month 1 - After that, access to WinAccs is denied until you register correctly with Compact Support. Once you have any users on the system you can no longer use the login name DEMO. Adding a User In order to use a WinAccs module (WinAccs, WinPay or WinStock ) you must create at least one user other than the System Supervisor. 1. The System Supervisor (having logged in as BOSS) should first select Disable Login from the System Admin menu to prevent users from logging in while he adds a new user, see DISABLE LOGIN in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. From the tool bar, select System Admin, and then select Add/Delete User. The User Administration screen will appear, on which are listed the current users of the system. Choose the Add button. The full User Administration screen will appear :- CHAPTER 3 : GETTING STARTED Page 29

40 4. Under the User options type in the initials of the new user, a password (of length 4 characters) and the full name of the user. On subsequent entry to WinAccs this user will use these initials and this password. For security it is advisable to use as a password a set of characters which do not appear in a dictionary and which are a mixture of letters and numbers, preferably not a sequence that could be guessed at by someone else. The field Section is used to control which users may edit orders. Only users of section AA may edit an order created by a user in section AA. Leave this field blank to avoid this security restriction. To use this facility you need to set a switch in the.ini file - contact Compact support. 5. Under the Advanced user options you may select that the tasks for this user should be monitored in which case every program or feature that this user uses will be recorded for later analysis. Even if a user is not marked as task monitored then BOSS (or a BOSS level user) can see which programs are currently in use using the System Admin function Task Monitor. See TASK MONITOR in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. 6. Under the Advanced user options you may set this user to be a BOSS level user - which gives this user ALL the powers of BOSS. Use this with care. The BOSS level user will have all the rights of the System Supervisor AND be able to access the database. 7. Under the section Single sign on settings you can link a WinAccs username with a Windows username. This allows WinAccs to automatically sign a user on i.e. the user will not have to log in every time he uses the system. If the user does not know his Windows username he can look at Document and Settings in Explorer and at the same level as All users the username will show. Page 30 CHAPTER 3 : GETTING STARTED

41 8. Under the section Single sign on settings you may also select that this user with a linked user name is automatically a SuperUser and therefore has access to everything on the system. Use this with care. 9. Next choose the Ok button, and then the Exit button. 10. Finally select Disable Login again from the System Admin menu to allow users to log in. This user is now defined to the system but has not been given the necessary permissions to access the database. You should create a separate user identity for every user who is to be allowed on to the system. When you have created one or more users, you will need to Assign User Rights to them, see Assigning User Rights on page 31. If you wish to delete (or edit) a user, obey the following procedure :1. Select Show Users in the System Admin menu to check that they are not using the system, see SHOW USERS in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. Select Disable Login from the System Admin menu to prevent users from logging in while you do the deleting (or editing) process - see DISABLE LOGIN in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. Select Add/Delete Users from the System Admin menu. 4. To delete a user select the user from the list of users and choose the Delete button. 5. To edit user details select the user from the list of users. Choose the Edit button and make the necessary changes. Choose the OK button. 6. Choose the Exit button. Select Disable Login again from the System Admin Menu to allow users to log in. SuperUser Password The System Supervisor needs to create a SuperUser password and this is done by selecting Add / Delete User from the System Admin menu. On the resultant screen, headed User Administration, position the cursor at the field SuperUser Password and type a four-character password. Choose Exit. You will be warned that the SuperUser password has changed. Choose Ok. Now if any user who has been added to the system logs in and uses the SuperUser password, in place of his own defined password, he will be able to have access to any part of the WinAccs system. This facility is more often used by the supervisor to allow him to access all parts of the system. Also if BOSS (or a BOSS level user) has created a user as an Auto SuperUser then this user will be able to log in using his own password but still have all the rights as if he had signed in using the SuperUser password. Assigning User Rights 1. The System Supervisor, (having logged in as BOSS) should select the System Admin menu on the tool bar followed by Assign User Rights. The User Rights screen appears as follows :- CHAPTER 3 : GETTING STARTED Page 31

42 First, in the top section headed Companies, you must select for which companies you wish to assign the User Rights for the chosen user. A given user can have different access rights in different companies. If you wish this user to have the same access rights to all your companies you may select the button Mark all. (If you wish to deselect all the companies select the button Clear all.). To select just the one company select that company and it will be highlighted. To select more than one click in the box to the left of each company and they will each have a tick to show that they are selected for the access rights to be given to the chosen user. Now, in the section headed User, select the user whose User Rights you wish to define or edit. 4. In the section headed Access Rights you will select which parts of the WinAccs system you wish this user to be allowed to access. 5. You can then select any of the functions in the Access Rights list and, by checking or unchecking the Allow check box, allow or deny the user access rights to that function. This feature is hierarchical. You can, for example, allow the user access rights to standard journals in WinAccs and deny them to recurring journals, or you can select the line in the Access Rights list that says Journals... and then, by clicking on the check box, allow or deny rights to both standard and recurring journals at once. Page 32 CHAPTER 3 : GETTING STARTED

43 The Nominal Ledger Priority box gives this user access to nominal ledger accounts of a priority number lower or equal to that which is assigned to the user. Enter a number between 1 and 10. The priority level for each nominal account is entered when you add an account - see ADDING OR AMENDING A NOMINAL LEDGER ACCOUNT in CHAPTER 4 : MAINTAINING THE ACCOUNTS. If a Nominal account has been given a priority level of 3, then a user with priority level 3 or more may access this account, whereas a user with priority level 1 or 2 may not. For further advice contact Compact Support. 6. In the box headed V-Rex spooler you may choose the rights this user has over spooled files in the V-Rex spooler. Any user can always view or delete his own spooled files. You may select here whether this user may View or Delete files that have been spooled centrally (for instance VAT reports or audit reports) and/or the files other users have spooled. 7. Choose Update to record the changes. 8. Alternatively if you wish more than one user to have the same user rights then you may select those users - and those users will then have a tick in the box to the left of the name of the user. Now highlight the user whose access rights you wish all those selected users to have and select Update. Then the access rights of that highlighted user will be copied to the other selected users who have a tick in the box to the left of their name. 9. Finally choose Exit at the top of the screen. NOTE : The user rights are allocated depending on the layout of the items on the WinAccs menu. If a facility is added to the menu, taken away or placed on another branch of the menu then the System Supervisor must reassess the user rights that he has allocated. SUBSEQUENT LOGGING ON After the procedure described in THE FIRST LOGGING ON on page 27 has been carried out, the user is defined to the system and the user's access rights have been defined. So for subsequent logging on or to login now under your own username, select File from the tool bar, followed by Logout/In. The Password screen appears as follows. Enter your user identification initials and password. Initials Enter your initials, or the code of up to four characters which uniquely identifies you to WinAccs. (You can enter the code in upper or lower case.) Password Enter your password, (maximum 4 characters). (For security reasons, you will not be able to see your password as you enter it.) Choose Ok. The WinAccs menu is displayed on the screen. WINACCS MENU The WinAccs menu is a tree structure which enables you to quickly select the required program. The version number of your WinAccs system is displayed at the bottom left of the window. Once a company has been selected, its name and number are displayed in the title bar of the window. As you tab around the selections in the menu, if you are using the Classic menu then you will see a dotted outline on the current button and a short description of the selection will be displayed in the line at the bottom of the window. If you are using the New menu then the current button chosen will be highlighted and the short description of the selection will be displayed on the right of the screen under the picture. CHAPTER 3 : GETTING STARTED Page 33

44 If the text on the button contains then there is a further tier of the menu. The primary section of the menu is as follows : Transactions Maintenance Reports Enquiry/Display Management information Bank reconcilation View reminders Modules Utilities To quit WinAccs, either choose the Close button at the top right-hand corner of the window, or select File followed by Exit from the File menu - see LOGGING OFF on page 39. You can select from the primary section in a number of different ways : Use your mouse to point at the selection and then click, TAB (or Shift and TAB) to your selection, followed by the Enter or Space key, Use the accelerator keys. For example depress ALT and M for Maintenance which has the M underlined. Once you have made your primary selection, then the secondary section of the menu will be displayed. This secondary section varies with your primary selection. You can select any of the buttons displayed, including those in the primary section of the menu.. Similarly a tertiary section (if required) is displayed once you have made a selection from the secondary menu. The tertiary and secondary sections of the menu can be closed down with the ESC key if required. TRANSACTIONS MENU When you select the Transactions menu from the WinAccs menu you will see a secondary menu as follows :Invoice & credit notes See OVERVIEW OF ENTERING INVOICES in CHAPTER 6 : ENTERING INVOICES Journals see OVERVIEW OF ENTERING JOURNALS in CHAPTER 5 : ENTERING JOURNALS Receipts see OVERVIEW OF PAYMENTS AND RECEIPTS in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Payments see OVERVIEW OF PAYMENTS AND RECEIPTS in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Applications/Certificates see APPLICATIONS AND CERTIFICATES in CHAPTER 14 : SUBCONTRACTORS. This will only appear on the menu if you are registered for Subcontractors. Transactions maintenance see TRANSACTION MAINTENANCE (in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Period end see OVERVIEW OF PERIOD END in CHAPTER 11 : PERIOD END MAINTENANCE MENU When you select the Maintenance menu from the WinAccs menu you will see a secondary menu as follows :- Page 34 CHAPTER 3 : GETTING STARTED

45 Ledger accounts see OVERVIEW OF MAINTAINING THE ACCOUNTS in CHAPTER 4 : MAINTAINING THE ACCOUNTS Parameters see COMPANY DETAILS on page 50, CONTRACT ANALYSIS CODES on page 60, PURGE SETTINGS on page 62, BANK (SORT CODES) on page 64 CURRENCIES on page 64 COST CENTRES on page 65 Nominal groups see NOMINAL GROUPS in CHAPTER 4 : MAINTAINING THE ACCOUNTS. Job groups see JOB GROUPSin CHAPTER 4 : MAINTAINING THE ACCOUNTS.. Representatives see REPRESENTATIVES in CHAPTER 4 : MAINTAINING THE ACCOUNTS. Territories see TERRITORIES in CHAPTER 4 : MAINTAINING THE ACCOUNTS. Payment Terms see PAYMENT TERMS in CHAPTER 4 : MAINTAINING THE ACCOUNTS. Free text see FREE TEXT in CHAPTER 4 : MAINTAINING THE ACCOUNTS. CIS records see CIS RECORDS in CHAPTER 14 : SUBCONTRACTORS. This will only appear on the menu if you have been registered for Subcontractors. CIS verification see CIS VERIFICATION in CHAPTER 14 : SUBCONTRACTORS. This will only appear on the menu if you have been registered for Subcontractors. CIS tax tables see CIS TAX TABLES in CHAPTER 14 : SUBCONTRACTORS. This will only appear on the menu if you have been registered for Subcontractors REPORTS MENU When you select the Reports menu from the WinAccs menu you will see a secondary menu as follows :Reports index see REPORTS INDEX in CHAPTER 10 : REPORTS Report tools see REPORT TOOLS in CHAPTER 10 : REPORTS which includes :V-REX see V-REX V-REX Spooler see V-REX SPOOLER Install reports see ALTERNATIVE LAYOUTS FOR REPORTS, INSTALL REPORTS Audit trails see AUDIT TRAILS Aged balances see AGED BALANCES REPORT in CHAPTER 10 : REPORTS Account balances see ACCOUNT BALANCES REPORT Account details see ACCOUNT DETAILS REPORT in CHAPTER 10 : REPORTS Financial reporting see OVERVIEW OF FINANCIAL REPORTING in CHAPTER 16 : FINANCIAL REPORTING Vat report see VAT REPORT in CHAPTER 10 : REPORTS Cashbook see CASHBOOK Statements see STATEMENTS REPORT, More see DAY BOOK REPORTS CHAPTER 3 : GETTING STARTED Page 35

46 OUTSTANDING TRANSACTIONS, CURRENT PERIOD SUMMARY, CONTRACTS WIP CURRENT PERIOD REPORTING LAST APP/CERT REPORTING This will only appear on the menu if you are registered for Subcontractors. SUBCONTRACTOR COSTS This will only appear on the menu if you are registered for Subcontractors. SUPPLIER PAYMENTS TURNOVER ANALYSIS NOMINAL ANALYSIS REPRESENTATIVE PERFORMANCE CUSTOMER PROFITABILITY all in CHAPTER 10 : REPORTS. For more detail about reports in WinAccs see the manual REPORTS IN WINACCS USING V-REX. ENQUIRY/DISPLAY MENU When you select the Enquiry/Display menu from the WinAccs menu you will be shown Enquiry/Display screen see OVERVIEW OF ENQUIRY/DISPLAY in CHAPTER 9 : ENQUIRY/DISPLAY. MANAGEMENT INFORMATION When you select Management information from the WinAccs menu you will be shown the Management Information Enquiry screen. This is intended to allow management easy access to information about the accounts see OVERVIEW OF MANAGEMENT INFORMATION in CHAPTER 15 : MANAGEMENT INFORMATION. BANK RECONCILIATION MENU When you select the Bank reconciliation menu from the WinAccs menu you will be shown the Bank Reconciliation screen - see BANK RECONCILIATION in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION. VIEW REMINDERS When you select View reminders from the WinAccs menu you will see the reminders screen as you would have seen it if you had you reopened this company. So any reminder that you have already chosen to Snooze for the day will not be displayed. For further information about reminders see REMINDERS on page 4 MODULES MENU This will only be displayed if you have selected WinAccs using the Classic Menu and is used to change to the other modules WinStock and WinPay When you select the Modules menu from the WinAccs menu you will see a secondary menu as follows :WinPay WinStock (&Orders) - see CHANGING TO OTHER MODULES on page 66 UTILITIES MENU When you select the Utilities menu from the WinAccs menu you will see a secondary menu as follows :- Page 36 CHAPTER 3 : GETTING STARTED

47 Security see BACK UP see PERFORMING AN AUTO BACKUP see RESTORING AN AUTOBACKUP in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. Group consolidation see GROUP CONSOLIDATION in CHAPTER 11 : PERIOD END Import/Export see OVERVIEW OF LINKING TO OTHER SYSTEMS in CHAPTER 12 : LINKING TO OTHER SYSTEMS Options see OPTIONS IN UTILITIES on page 67 Database Utilities see DATABASE UTILITIES on page 67 Purge transactions see PURGE TRANSACTIONS on page 88 Cash summary settings see CASH SUMMARY SETTINGS on page 88 Batch nominal summary see BATCH NOMINAL SUMMARY on page 89 View HMRC submissions see VIEW HMRC SUBMISSIONS on page 91 Load non-menu program for further details contact Compact Support. OPTIONS (ON THE TOOL BAR) Select Options on the top tool bar. You may wish to set one or more of these options now by clicking on that line. Remote Posting If you tick this option, the RPF(Remote Posting File) files that are generated by the Version 7 engine are retained in the Remote folder for sending to a remote site. If this option is unticked then as soon as the posting completes the RPF file is deleted. These files can be imported into WinAccs using Transaction Posting, see TRANSACTION IMPORT in CHAPTER 12 : LINKING TO OTHER SYSTEMS. Backup on exit If you check this option, then once you have selected a company, every time you select Exit or Open Company from the File menu, you will be asked if you wish to back-up this company now. For details about security, see BACK UP in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. You should now select a company, using the instructions which are given in SELECTING A COMPANY on page 40. SETTINGS (ON THE TOOL BAR) From the top tool bar select Settings. The following options will be displayed :1. Print recent messages - this will print the latest error messages for sending to Compact Support. This PC s ini settings (Compact.ini) - this displays compact.ini. System wide WinAccs settings (WinAccs.ini) - this displays WinAccs.ini. 4. Stock/Invoicing options per co.. (Stokoptn.ini) - this displays Stokoptn.ini. 5. Global options - this is only available if you have logged in as BOSS. When a menu option is not company related (i.e. you can click on it without opening a company) then the menu defaults to CHAPTER 3 : GETTING STARTED Page 37

48 allowing the user access to this option. But using Global options BOSS can change this to disable the access to these options. 6. Display only - if you select this option then WinAccs can only be displayed and not altered in any way. This would be for demonstration purposes. 7. Show Users - will display the current users on the system. Only BOSS can Disconnect users. 8. Lock / Unlock Company. This will only be displayed if BOSS has set in Security options, Menu options, User can lock / unlock company data. For further details see LOCK / UNLOCK COMPANY in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. 9. Use Classic Menu / Use New Menu - to change from the Classic menu (when WinAccs had 3 separate icons on the desktop for accessing WinAccs, WinStock and WinPay) to the New menu when WinAccs, WinPay and WinStock are all accessed from the one icon on the desktop labelled WinAccs. All these settings would only be used under the direction of Compact Support. HELP (ON THE TOOL BAR) If you select Help on the top tool bar you will see the choices :Contents shows the contents of the WinAccs Help system. Click on any line to see more. Overview shows the Help topics in the WinAccs Manual in alphabetic order which you can display, or you can type in the first field the subject to be searched for. Search for help on. Shift + F1 shows the Help topics in the WinAccs Manual in alphabetic order which you can display, or you can type in the first field the subject to be searched for. Help on Help shows how to use the Windows help system. V-Rex Help Select this to see the contents of the REPORTS IN WINACCS USING VREX manual. Downloads Select this to take you to the Downloads page of the Compact website. From there you can view or download all the latest documentation, including the most up-to-date versions of the manuals. You can also download the latest software from that page. Check for Updates Check this (if you have not selected Auto-Update) whenever you wish to update your system with updates since the latest release - see AUTOMATIC UPDATING OF SOFTWARE on page 27. Auto-Update Check this to select Auto-Updating of the software. This will automatically update your system with updates since the latest release - see AUTOMATIC UPDATING OF SOFTWARE on page 27. Contact us Select this to see the phone number, fax number and address of Compact Software Ltd support. Send Logs/Data to Support This is only to be used under the direction of Compact Support. It will ask you what you want to send to Compact Support - the current company, an autobackup, log files or another folder. Then it asks you to provide your company name, a contact name, telephone number, address and a description of your query. You may select whether to send the information by file transfer using the internet or by . Then it will automatically send the data to Compact Support to help Support to resolve any problem you are having. If you have chosen to send by then you can see the sent in your Sent Items folder in your program. Page 38 CHAPTER 3 : GETTING STARTED

49 Explore Folders If you select this you see a further choice so that you can select to open one of the following :The Bin folder The Data folder WinAccs system reports folder WinPay system reports folder The WinAccs Temp folder View Release Notes Select this to view the Release Notes for WinAccs. These show the changes that have been made in each released version. Licence Select this to display the licence agreement between you and Compact Software Ltd concerning the WinAccs system. About Select this to display information about the version of WinAccs that you are using e.g. the version number and how many users it is licensed for. DUPLICATING THE DEMONSTRATION DATA On the CD from which you installed WinAccs, demonstration data is provided. The company numbers used for this demonstration are 995, 996, 997, 998 and 999. When you have logged on for the very first time you may wish to copy these companies to other numbers before you start inputting your company data. For further details see COPYING A COMPANY on page 47. In this case enter 995 (or 996 or 997 or 998 or 999) in the field From. LOGGING OFF When you have finished using WinAccs you should always completely log off from the system. For security reasons, you should not leave WinAccs running on an unattended computer because any unauthorised user can then use any areas of the system to which you have been granted access. The log off process allows you to request a security copy of the accounting information for your company. Your System Supervisor should be able to advise you of the circumstances under which you should select this option. 1. Choose Exit from the File menu to Logout completely from WinAccs. When you exit from WinAccs (as long as you have selected a company), you will be asked if you want to create a backup of the data for the company on which you have been working. Select Yes if you wish to create a security copy of the company's accounting information. See Backup on exit in OPTIONS (ON THE TOOL BAR) on page 37. (If you do not wish to see this message whenever you exit from WinAccs, select Options on the tool bar and ensure that the option Backup on exit is not selected.) Although the System Supervisor is often responsible for backing up the system files, you may wish to do so if you have entered a lot of information. It is vital to make regular and frequent security backup copies of your data and to retain them for a sufficient period. The backup procedures are discussed in BACK UP in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. WINACCS COMPANIES WinAccs is a multi-company accounting system which means it can maintain and prepare the accounts for many different companies. Each company can use different account codes, and may have different requirements. A company is identified by a unique three-digit number which is assigned when the company is first created on the system. CHAPTER 3 : GETTING STARTED Page 39

50 When you first implement WinAccs you need to create one or more companies, to maintain the ledgers for each part of your organisation. Once you have created the company, you can add all the accounts which are required for each ledger. WinAccs provides a Starter Pack which simplifies the task of creating a new company by providing a basic set of Nominal Ledger Accounts and Final Accounts structures and codes. For more details of the Starter Pack consult Compact Support. Once you have created one company, WinAccs allows you to copy the details of this existing company to create a new company. SELECTING A COMPANY NOTE: If you do not follow these instructions to select a company, you will be prompted to do so as soon as you leave the menu to start a program. 1. If you are using the Classic menu then once you have logged on and the WinAccs menu is displayed, you can select the company for which you wish to enter or view information by selecting Open Company from the File menu. If there is only one company on the system this company will be automatically selected If you are using the New menu and you have already selected WinAccs then just select Open Company from the File menu. 4. If you are using the New menu, then if you ask to open a company by selecting File, Open company and you have not yet specified which program you wish to use (out of WinAccs. WinPay or WinStock) then you will see the following :- Select WinAccs. 5. If you are changing companies, and you have chosen the option Backup on exit [in OPTIONS (ON THE TOOL BAR) on page 37.] for the present company, then you will be asked if you wish to backup this company. Choose Yes to backup the company you have been working on. Choose No to exit but NOT backup the company. Else choose Cancel to cancel opening a new company. For details about security, see BACK UP in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. 6. If there exists on the system more than one company, then the Companies window appears, which lists all of the companies, as follows :- Page 40 CHAPTER 3 : GETTING STARTED

51 If you have some companies which have been set as archived by a BOSS level user (see MARK ARCHIVE COMPANIES in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS) these will not initially appear in the list. To see these archived companies also in the list then select the button Show archived companies - 7. The companies are listed in the order of their company number within WinAccs. If you wish to view the list with the company names in alphabetical order select the button Alpha. The companies will now be listed as follows :- The company names are listed in alphabetical order and the number of the company appears to the right of the company name. 8. If you have renamed a company in this session of WinAccs or if you have introduced a company into the folder by another means - such as copying a company using Windows Explorer - then it may be necessary to select the button Refresh to see the up-to-date list of companies. When you use the options New Company, Copy Company or Remove Company from the File menu then the list is automatically refreshed. 9. Highlight and select the required company. If you wish to create a new company, see CREATING A COMPANY on page When a company is opened and WinAccs detects that the date and the last audit trail have changed since the last autobackup then WinAccs will backup this company to C:\%Compact%\AutoBackup\A\xxx\20zz where %Compact% is the data route for Compact and xxx is the company number and 20zz is the year of the Period end. It will keep all the backups made in the last week and the earliest in each of the previous four weeks. 11. [If you wish to open a company which is preserved only as an archived company it is possible to request (using BOSS) that backups are not taken - ask Compact Support for more details. It is essential that all live companies are backed up each day.] 1 Choose Ok. The name of the selected company is displayed on the top line of the screen. The very first screen that is displayed when you open the company will be the Reminders screen if you have input reminders for this company within Notes for ledger accounts or representatives - see NOTES in CHAPTER 4 : MAINTAINING THE ACCOUNTS. CHAPTER 3 : GETTING STARTED Page 41

52 When you have dealt with the reminders screen or if there were no reminders for this company then the next screen is the WinAccs menu - see WINACCS MENU on page 3 REMINDERS On each company the facility exists for you to input reminders on various screens possibly about actions that you need to take on a particular date - see NOTES in CHAPTER 4 : MAINTAINING THE ACCOUNTS. Examples of places where you may input reminders (or notes) are : In Maintenance, Representatives In Maintenance, Nominal Ledger accounts, Sales Ledger accounts, Purchase Ledger accounts, Subcontractor Ledger accounts, Contract (Job) Ledger accounts In Enquiry when you have selected a particular transaction. Then when you first open that company the list of the reminders will be displayed as follows :- This lists the reminders that you specified needed action on this date (in this example - 5th April 2017). The list will display the Reminders marked as High Priority first. The fields are as follows :Follow up The date you selected for the reminder.! Set to if you set this reminder as high priority (else blank). Notes from This indicates in which part of the WinAccs system that you set the reminder. Notes The text of the reminder. Date The date you set up the reminder. Page 42 CHAPTER 3 : GETTING STARTED

53 Time The time you set up the reminder. File This displays the filename of any file that you have associated with the reminder e.g. if you have previously sent a letter about this subject this could be the filename of the WORD document that was that letter. Action Dismiss or Snooze - see below for the values of the field Action. When a reminder is selected then the complete text of that reminder will be displayed at the bottom left of the screen in the box headed Notes. This text can be edited here - in which case make any changes and then click on Save updated note. You may highlight a particular reminder and then select :Dismiss To dismiss this reminder from the reminder system i.e. you will not see this reminder ever again when you open this company. But the text of the reminder remains as a note for the account or representative where you input the reminder. Snooze To indicate that you wish this reminder to remain on the list of reminders for viewing the next time you open this company on another day but telling the system not to display it when you open this company again today. Reset If you have already set a reminder as Dismiss or Snooze but you haven't yet selected the button Update reminders then this will reset the Action field to its original state as it was when you entered this company. Dismiss all This will dismiss all the reminders. Snooze all This will snooze all the reminders. Reset all This will rest all the reminders. When you have made your choices then select the button Update reminders to save your changes. To print the list of reminders select the button Print. Finally select Exit to proceed to the WinAccs menu. If you close the reminder screen (i.e. not just minimise it) then after about an hour the reminder screen will be displayed again if there are outstanding reminders for this day. Also on this screen is the button Purge notes. Select this if you wish to purge notes that you have entered previously. You will see the screen :- Select a date. Then any notes that you entered before or on that date will be deleted when you select the button Purge. Notes with active reminders will not be purged. You will be asked to confirm your choice as follows :- CHAPTER 3 : GETTING STARTED Page 43

54 Then when you select Yes the purge will take place and you will be told how many note records have been deleted. Select OK and then Exit to leave the Reminders screen FILE LOCKING In a multi-user environment it is essential that when one user in a company is accessing a resource, such as a Sales Order, this resource must be locked so that that user can change the contents of the resource without any other user in the same company accessing or changing the same resource at the same time. So the company information is locked to prevent two users from performing conflicting tasks on the same company. If a second user tries to access a resource which is locked, he may have to wait for the resource he wishes to access, or to negotiate with the first user to free the resource While posting to WinAccs, the following screen may appear :-: This is perfectly normal. You will be able to see the user initials of the person who has currently locked that process along with the date and time the lock was set. You will be able to use this information to visit that person and see if they can complete the process that has created the lock (particularly payment processing while viewing remittances). If you are sure the lock has been left due to a problem, please call the number shown and we will be happy to assist you further. Please do not ask for a response code in the first instance as it is perfectly normal for this lock screen to be shown while transaction posting is taking place. Only if it is visible for more than a minute, should further action be taken. To assure you the system is simply waiting for the process to become available, you will see a slowly counting attempt number. If you do need to clear the lock, click the View locks button and the screen will be expanded to show: Page 44 CHAPTER 3 : GETTING STARTED

55 Please note the new locking system is global in structure and you will see all locks on all companies. Once you have received a response code from Compact Software support, highlight the row containing the lock you wish to clear, enter the response code and click the Unlock button. If there are multiple locks, you will not be asked for any more response codes, so please take care not to unlock something that is still valid. The new system is designed to be invisible to the user, while providing security and ensuring the robustness of company data. If you do have any problems with this new feature, please contact us as soon as possible. CREATING A COMPANY This facility allows you to enter all of the general information which is required for a new company. 1. Select the New Company option from the File menu. The Create New Company dialog box appears which is used to add a new company. Enter the number and company name. Number Enter a unique company number in the range 001 to 999, or accept the default number. Name Enter the company name of up to 30 characters. Choose Ok. 4. If you have chosen a company number for which Auto-Backups already exist you will be warned as follows :- CHAPTER 3 : GETTING STARTED Page 45

56 and asked if you wish to continue. Select Yes if you are sure that you do not wish to retain those Auto-Backups (else select No and choose a different company number) 5. If you have chosen a company number that is already in use then you will see the message :- Select Yes if you are sure that you wish to overwrite the company that already exists under this company number. (Else select No and select another company number) 6. The Company Details window is now displayed and is used to enter additional company information. The screens are headed General, Bank, Mandatory, VAT, References, Messages. E.B., HMRC, Consolidation and Statement flags. 7. On the first screen, headed 1. General, enter the company details. For more details see GENERAL SCREEN on page Choose tab Bank at the top of the window to view Bank details. For more details see BANKS SCREEN on page Choose tab Mandatory at the top of the window. The Mandatory Accounts Keys window appears which identifies the nominal ledger mandatory accounts codes. Default mandatory accounts will be created and these are displayed in this dialog box. Although you can change any of the account codes, it is strongly recommended that you use these defaults. You cannot delete any of these accounts. Enter the required codes and dates. For more details see MANDATORY ACCOUNTS SCREEN on page Choose 4. Periods to see the Period dates and to access the Budget periods, see PERIODS SCREEN on page Choose tab 5. VAT to view the VAT rates which will be used throughout WinAccs. Enter the required rates. For more details see VAT RATES SCREEN on page Choose tab 6. References to view the list of next reference numbers which will automatically be assigned to particular documents or transactions within WinAccs. Enter the required reference numbers. On this tab you may also optionally enter a password which, if entered, would have to be provided for any sales credit note. For more details see REFERENCES SCREEN on page 5 1 Choose tab 7. Messages to view the dunning message details for this company. For more details see MESSAGES SCREEN on page Choose tab 8. E.B. to enter details about your electronic banking system. For more details see ELECTRONIC BANKING SCREEN on page Choose tab 9. HMRC to input the HMRC information about this company. For more details see HMRC SCREEN on page 5 Page 46 CHAPTER 3 : GETTING STARTED

57 16. Choose tab 10. Consolidation to tell the system what other WinAccs and/or WinPay companies are to be consolidated with this company. For more details see CONSOLIDATION SCREEN on page Choose the tab 11. Statement flags to select when you wish stataments to be printed. For more details see STATEMENT FLAGS SCREEN on page Choose Save and exit when you have completed the details for this new company. The details will be displayed again as confirmation of your choices. Select Ok to create the new company. A task bar is displayed while this task is carried out. It may take some time, especially if you elected to use the Starter Pack. COPYING A COMPANY The Copy Company facility can be used to create a completely new company from an existing company, or to overwrite an existing company, for example as a backup. If you choose to Reset Transactions and Balances which are on the new company this will remove all transactions from the new company and reset the balances. The Current and Pending balances will always be set to zero. You may select to reset the brought Forward Balance on the new company to one of the following : Zeroise all balances, including Brought Forward Leave the Brought Forward Balance as it is Set the B/F Balance to the old B/F plus Current Balance Set the B/F Balance to the old B/F plus Current plus Pending. N.B. Contract/Job balances and budgets are always set to zero. If you choose to Reset Transactions and Balances you may also set the Ledger Options to one or more of the following : Remove all Sales accounts Remove all Purchase accounts Remove all Subcontractor accounts Remove all Contract/Job accounts. You may also, in the section headed Sundry Options, select one or more of the following : Clear Recurring/Reversing Journals Clear P&L and Balance Sheet figures Clear WinStock data (stock purge) Selecting Copy Access Rights will copy the access rights that have been set up for the existing company that you are copying. To copy a company obey the following :1. Select Copy Company from the File menu. The Copy Accounts Data dialog box will appear as follows :- CHAPTER 3 : GETTING STARTED Page 47

58 This enables you to copy the details of any of your companies either to a new company or to an existing one. You may select to reset transactions and balances to zero and you may select to copy access rights. 4. If EoY copies (End of Year copies) exist for this source company then you may choose to copy these EoY copies so that they exist for the target company. If EoY copies already exist in the destination location then you may select to delete those EoY copies. 5. If Auto Backup copies exist for this source company then you may choose to copy these Auto Backups so that they exist for the target company. If Auto Backups already exist in the destination location then you may select to delete those Auto Backups. 6. Select OK. The next window asks you to enter the new company name for the target company. This must have a maximum of 30 characters. The default name of the target company will be the name of the source company followed by the text (copy). 7. If you have selected to Reset Transactions and Balances, the next screen lets you choose what balances of the old company that you wish the Brought Forward Balances of the new company to be based on. You may also choose to remove certain types of accounts (e.g. all Sales accounts). You may also clear recurring and reversing journals. All transactions will be removed from the new company and the balances will be reset. The Current and Pending balances on the new company will always be set to zero. Page 48 CHAPTER 3 : GETTING STARTED

59 8. Choose Ok to duplicate the company. If your destination company already exists, a message will appear, warning you that you are about to overwrite an existing company. These changes are irrevocable, so use the Copy Company features with care. 9. If you have selected to Clear WinStock data (stock purge) the screen headed Purge WinStock Database will now be displayed on the Reset tab. You are warned that this will clear ALL transactions regardless of state and set all stock figures to zero. In addition you may select to Clear the purchase price information and/or Clear the sales price information. Then select OK. 10. If you had selected Reset transactions and balances then you will be told when the process is complete with the message Clear down complete. 11. You will be returned to the WinAccs menu. REMOVING A COMPANY The Remove Company facility can be used to completely remove a company, and possibly its EoY copies and its autobackups. 1. Select Remove Company from the File menu. The Delete Accounts data dialog box will appear as follows :- This enables you to remove the payroll data of any of your companies. Enter the number of the company you wish to delete and the SuperUser Password. 4. If EoY copies (End of Year copies) exist for this company then you may choose to delete these EoY copies. 5. If Auto Backup copies exist for this company then you may choose to delete these Auto Backups. 6. Then select OK. 7. You are warned that it is about to remove all the data from this company and all its subdirectories. If that is correct select OK. 8. Then if you have chosen to delete the 'EoY copies' you will be warned that it is about to delete the files from the EoY folder and its subdirectories. If that is correct select OK. 9. Then if you have chosen to delete the Auto Backups you will be warned that it is about to delete the files from the Auto Backup folder and its subdirectories. If that is correct select OK. 10. The chosen folders will be deleted. These changes are irrevocable, so use the Remove Company features with care. CHAPTER 3 : GETTING STARTED Page 49

60 COMPANY DETAILS When you have created a company and later find you wish to modify the details, obey the following procedure. (The Company Details facility is only used to amend the static information which has been entered for the currently selected company. If you wish to modify or display the details for a different company, or create a new company, you must use the Open Company option from the File menu.) 1. Select the Maintenance option from the WinAccs menu. Select the Parameters option followed by the Company Details option. The Company Details window appears. This displays the general information which was entered when the current company was created. The screens of information that may be displayed or amended are as follows :1. General Bank Mandatory 4. Periods 5. VAT 6. References 7. Messages 8. Electronic Banking (E.B.) 9. HMRC 10. Consolidation 11. Statement flags Choose the tab at the top and select the screen to be amended. Alter the required information for the company. The seven screens are described below. 4. When you have amended all the screens that you wish to, choose Save and exit. (Choose Exit without saving here if you wish to return to the WinAccs menu without making any changes). Choosing Apply on a screen will update the values on the screen without exiting from the screen. GENERAL SCREEN On the General screen of the Company details, you may enter/amend details about the company name, address, phone numbers, company registration number, cheque limit, address and website URL. You may also enter alternative addresses for Delivery, Invoice (Sales), Order (Purchase), Statement and/or Remittance. On the right of the screen displayed on the General tab of Company Details is a section headed Alternative addresses where you may enter alternative addresses for the company - see ADDING ALTERNATIVE ADDRESSES on page 54. BANKS SCREEN To view the Banks details, Choose tab Bank at the top of the Company Details. You may enter details about the banks on the Company Details screen, on the window headed Banks. To delete a bank displayed in the top half of the screen, highlight that bank and select Delete. To update the details of a bank displayed in the top half of the screen, enter the correct details in the fields Name and Key at the bottom left of the screen and select Update. To enter details of a new bank, enter the details in the fields Name and Key and select Add Bank. Page 50 CHAPTER 3 : GETTING STARTED

61 When you have created the company and later find you wish to enter the sort code details obey the procedure set out in BANK (SORT CODES) on page 64. If you later need to amend the bank details for a company you must do so using Maintenance, Ledger Accounts, Nominal Ledger and define a new code with type Bank. MANDATORY ACCOUNTS SCREEN To view the Mandatory Accounts details, choose tab Mandatory at the top of the Company Details. On the screen for Mandatory Accounts, you may enter the name and key for accounts to be used on the system, such as the accounts to be used for discount on purchases and sales, the ledger and retention accounts for purchase, sales and subcontractors, and accounts concerning VAT. In the section headed Period Dates are displayed the Brought Forward date, the Current Period End, the Company Year End, the Tax Year End. You may select to Lock current period which will cause any further transactions to be set as pending. PERIODS SCREEN To view the details about periods, choose tab 4, Periods at the top of the Company Details. This displays the Period Dates, Brought Forward date, Current Period End date, Company Year End, Tax Year End. You may select to lock the current period. If the current period is locked then any new transactions will be posted into the pending period. This setting will be cleared as part of the advance. Here you can select the Budget Periods for Last Year, This Year and Next Year. These may be set to monthly, quarterly, 4-weekly etc. If variable budgets have been set up then changing the budget periods for a particular year will display a question asking if you want to reapportion budgets to the new number of periods. If confirmed then all nominal accounts will have variable period budgets reapportioned. VAT RATES SCREEN To view the VAT details, choose tab 5. VAT at the top of the Company Details. The VAT Rates facility allows you to assign a code, from A to G, to identify the rates of VAT which will be used throughout WinAccs. To the right of the screen you need to set which VAT rate will be used as the default for each of the three ledgers Purchase ledger, Sales ledger and Subcontractor ledger. You also need to set up which VAT rate will be used for the default for CIS rules for Sales and Subcontractors. Care needs to be taken when there is a change in the rate of VAT. For instance the rate of VAT changed on 1st December 2008 to 15% (after it had been 17.5%). Before 1st December 2008 you would have had defined on the system a VAT rate (probably rate A) set at 17.5%. From 1st December 2008 you need another code (possibly rate C) to be set at 15%. The VAT rate of 17.5% must be used for all invoices before 1st December From 1st December 2008 onwards any new invoices (and any uninvoiced items on existing orders) would use the VAT rate of 15% and you would set that rate as the default VAT code for the sale, purchase and subcontractor ledgers. You will most likely change the default sales ledger VAT code to 15% before you change the default VAT code for the purchase and subcontractor ledgers to 15% as you will be processing November purchase invoices for longer than processing sales invoices. The VAT rate will probably change again in the future. You may wish to reserve codes E to G for any new VAT rates which are introduced. If new VAT rates are introduced you must retain the old rates for at least the current year, to be able to produce accurate VAT reports. Code X is used to identify items which are exempt from VAT and code Z identifies items which are zero rated for VAT. If your company has a turnover of less than a certain amount and you have authority from Customs and Excise to defer VAT payments you may on this screen select to do Cash Accounting for VAT. CHAPTER 3 : GETTING STARTED Page 51

62 REFERENCES SCREEN To view the References details, choose tab 6. References at the top of the Company Details. The References facility is used to control the next reference number which will be automatically assigned to particular documents or transactions within WinAccs. You use this facility to determine the first number which will be used for each type of document, for instance Sales Invoice Number, Sales Credit Note Number, Purchase Order Reference and Goods Received Note Number, Job number. This number is incremented sequentially as each new document is entered. You can also use this facility to re-set the starting number for one or more document types. For details about setting and using a password for sales credit notes see PASSWORD FOR SALES CREDIT NOTES on page 5 PASSWORD FOR SALES CREDIT NOTES If you wish to set a password for the accepting of sales credit notes then in Company Maintenance, on the References screen, to the right of the field Sales credit note number is a button Password. If you click on this you will see the screen :- Enter a password and select Save. This password will be required whenever a sales credit note (or a negative invoice) is to be accepted by the system or when a negative Total Due is to be updated on a Sales Certificate file in Applications and Certificates. Then when you come to accept a sales credit note (or a negative invoice) or to update a sales certificate with a negative total you will be shown the screen :- You must type in the correct password as defined on the References screen of Company Details before the sales credit note (or negative invoice) will be accepted or before the sales certificate is updated. MESSAGES SCREEN To view the Messages details, choose tab 7. Messages at the top of the Company Details. The Messages facility is used to define the dunning message which will be printed on sales ledger statements. There are four levels of message. The first message appears on all statements. Of the remaining three messages the message which is printed on each statement depends on the number of months (1, 2, or 3) by which the oldest transaction is overdue from the customer. ELECTRONIC BANKING SCREEN This tab is not available when you are creating a company. Page 52 CHAPTER 3 : GETTING STARTED

63 After a company has been created, then to view the Electronic Banking details choose tab 8. E.B. at the top of the Company Details. You may enter information such as the sort code, account number, account name, BACS description and type of electronic banking. Only bank accounts created in the nominal ledger appear here. Sort codes and bank account numbers must be set up in the nominal record. When payment is made using Electronic Banking, WinAccs displays the Save As screen so the user can select where to file the EB details. The default file presented by the Save As screen is the file last used for Electronic Banking for this company. If you have chosen the E.B.Type to be Bankline (RBS) (Bulk List Payment) then when you have saved the information a further button Create Bankline (RBS) (Bulk List Payment) beneficiary import file will be available see CREATING A NEW BULK LIST FOR IMPORT TO BANKLINE on page 58 in RBS/NATWEST BANKLINE on page 55. HMRC SCREEN To view the HMRC details, choose tab 9 HMRC at the top of the Company Details. On this screen you must enter the details about this company's contact with HMRC (Her Majesty's Revenue and Customs) such as the HMRC Office Name, the Accounts Office reference and the PAYE reference. If you are registered for the Subcontractor's Tax Module you must supply the Unique Taxpayer Reference (UTR). To specify the rules to be used to calculate the taxation for this company's subcontractors and to specify the default nominals for the subcontractors, select the tab which says For subcontractor tax rules, default nominals etc click here. To specify the rules to be used to calculate the taxation for this company's sales accounts and to specify the default nominals for the sales accounts, select the tab which says For sales tax rules, default nominals etc click here. Calculation Rules To specify the calculation rules for Subcontractors select the button For subcontractor tax rules, default nominals etc click here on the General tab of Company Details. [To specify the calculation rules for Sales accounts select the button For sales tax rules, default nominals etc click here on the General tab of Company Details.] Use the Move arrow to specify one of the items in the list, titled Item, on the left of the screen. Then select in the right hand list, titled Based on, the items on which the Item highlighted on the left of the screen will be based. For instance you might select the item Retention on the left of the screen and then select that Retention will be based on the items Gross, Dayworks and Extras. Items must only be based on items EARLIER in the Item list. On this screen you may choose whether to Defer VAT for the subcontractors (or Sales). The screen shows the Tax Rate for subcontractors (or Sales) and you may select a different VAT code. Now select the button Default Nominals (see Default Nominals on page 53 ) to define the default nominal to be used for Subcontractor (or Sales) Request For Posting (RFPs). Default Nominals For each of the Items listed use the Code Look Up facility to select the default nominal to be used for this item. You must select all the default nominals. Choose suitable Nominal codes. Gross, Dayworks, Extras, Discount and Contras would normally be Profit and loss codes. Retention and Tax should be Balance Sheet. CITB Levy could be either depending on how a company processes CITB, but use Profit and Loss as a safe option. Select Ok to return to the calculation rules screen. When you have selected the calculation rules and the default nominals for this company's subcontractors, select Ok. Similarly to specify the calculation rules and default nominals for Sales accounts select the button For sales tax rules, default nominals etc click here on the HMRC tab of Company Details. CHAPTER 3 : GETTING STARTED Page 53

64 CONSOLIDATION SCREEN To view the Consolidation details for multi-company submissions to HMRC, choose tab 10 Consolidation at the top of the Company Details. If this company is the 'main' WinAccs company for a group of WinAccs companies whose data needs to be combined for reporting/filing to HMRC then click on the button Display/edit list of linked companies below to display/edit the list of 'companies' that make the one complete company. A list of all the companies on your WinAccs system will be displayed. Tick the ones that need to be combined with this one for HMRC filing/returns and then select OK. If you have one or more WinPay companies that also form part of the same HMRC company, then enter the main WinPay company in the box below (or click on sign beside the field to select the company). Select Apply to record the changes you have made to this screen. [If a WinAccs company is consolidated with a WinPay company for HMRC End of Year submissions then in WinPay during the End of Year process a copy of the WinAccs company will be made and stored in %Compact%\EOY\2011\A\002 (for example where the WinAccs company is 002 and the year end is April 2011)] STATEMENT FLAGS SCREEN To view the details of the Statement flags for the company, choose tab 11 Statement flags at the top of the Company Details. On this screen you may select to Print Statements (and the conditions under which you wish the statements to be printed) or to NOT print statements, which is the default setting. This is for use when printing Aged Balance reports (including Statements). The settings here are the Company default settings but each Sales ledger may either use the Company default settings or have its own settings, see SALES LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS. You may choose to NOT print statements when there is a zero or negative balance on the account. But you may also choose for the program to check to see if there have been any movements (transactions in the current and pending periods), and if so, print the statement overriding the main setting. For example, if a sales invoice had been created and paid in the current period, the account balance may well be zero. But setting 'Print if zero balance' to check movements flag would force the program to print the statement. Print statements Leave this unticked if you do not wish statements to be printed in which case the other fields on this screen are unavailable. Select this field if you wish to Print statements. Then the following fields become available for you to select the condition under which you wish the statements to be printed. Print if zero balance Print if negative balance Print if no movements Include fully paid transactions 'Print if zero balance' to check movements 'Print if negative balance' to check movements ADDING ALTERNATIVE ADDRESSES You may require alternative addresses for communications. For instance :- When in WinAccs you are on the General tab of Company details (from Maintenance, Parameters, Company Details) you may choose to add alternative addresses in the box headed Alternative addresses on the right of the screen. To do this select New. When in WinAccs you are entering/editing the details of a sales or purchase or subcontractor account (from Maintenance, Ledger accounts, Sales ledger or Purchase ledger or Subcontractor ledger) then on the tab Page 54 CHAPTER 3 : GETTING STARTED

65 Other/Addresses in the box headed Alternative addresses you may enter alternative addresses. To do this select New. When you are entering a sales invoice. To do this select the button Other which is under the address details you wish to change, followed by Add When in WinStock you are entering a sales order, purchase order or quotation. To do this select the button Other which is under the address details you wish to change, followed by Add The following screen will be displayed (with the appropriate heading)- At the field Type select the type of the alternative address from the drop-down choices of Delivery, Invoice (Sales), Order (Purchase), Statement, Remittance. You may enter a Reference for this alternative address. Then enter the details Company, Address, Postcode, Contact, Phone, Fax and for this alternative address. You may enter more than one address (separated by a semi-colon) upto a limit of 60 characters in all. Finally select Save. Now that alternative address will be displayed in the list of alternative addresses and you may select that address and select Delete to delete it, or select Edit to edit it if necessary. RBS/NATWEST BANKLINE OVERVIEW OF RBS/NATWEST BANKLINE Bankline is an Internet Banking system used by the Royal Bank of Scotland and Natwest (who are now part of RBS). You (the user) should ensure you fully understand the Bankline system, and if you require any assistance, you should contact Bankline Support. There are a number of facilities contained in the Bankline system, but in WinAccs we are only concerned with the payment of suppliers. The facility for producing a file of payments in WinAccs and automatically processing this in Bankline is described below. Before any payments can be imported into Bankline, a Bulk List must be created in Bankline which is a collection of records for suppliers whom you propose to pay. A Bulk List can be created and maintained manually, or if you wish you can import a file produced by WinAccs containing existing suppliers. If you choose to import a file, you then have the choice whether to maintain this manually in Bankline, or whether to import a new file. A few words of advice If you choose to maintain the file in Bankline manually, then accuracy is extremely important. If a record in the file exported from WinAcss does not match exactly a record in the Bulk List, then the whole file will be rejected. CHAPTER 3 : GETTING STARTED Page 55

66 If you choose to create a new Bulk List by importing a new file, then you are advised to keep up to some basic housekeeping/tidiness. You should ensure that you delete any old Bulk Lists so it is easier to keep track of which List is currently being used. You cannot add to or amend records in an existing Bulk List by importing a file. You can only do this manually in the Bankline system. Importing a new file can only create a new Bulk List. Each Bulk List will have a Bulk List Reference and each payee in the Bulk List will have a Beneficiary Identifier. This is important as these will need to be entered in your WinAccs system. Additionally, it is important that the Beneficiary Name is entered in Bankline in the same format as in WinAccs, otherwise the payments import file will be rejected. SETTING UP WINACCS FOR ELECTRONIC BANKING The System Supervisor must have registered that he wishes to use Electronic Banking - see Registration in THE FIRST LOGGING ON on page 27. SETTING BANKLINE IN COMPANY DETAILS On the Electronic Banking tab (E.B.) in Company Details on the line E.B. Type there are amongst the types the choices Bankline (RBS) (Payment) Bankline (RBS) (Bulk List Payment) and these can be found on the drop-down list. The difference between these options is that the first Payment option will ultimately show a transaction on your bank account for each payment that you make, whereas the second Bulk List Payment option will appear as one single transaction total for all payments processed at the same time. It is likely that you would prefer to use the Bulk List option in WinAccs so that individual payment amounts do not appear on the statement. In addition to selecting the correct E.B. Type, you must also enter your bank details correctly, and you must enter a BACS description which will be the Bulk List Reference used in your Bankline system. Page 56 CHAPTER 3 : GETTING STARTED

67 When you have saved your changes on this screen and return to the screen then you will see that the option to create a new Beneficiary Import file (i.e. Bulk List) appears on this screen - see CREATING A NEW BULK LIST FOR IMPORT TO BANKLINE on page 58. SETTING BANKLINE FOR A PURCHASE/SUBCONTRACTOR ACCOUNT For all purchase or subcontractor accounts which you wish to pay with Bankline, you must :1. From the WinAccs menu select Maintenance, then Ledger Accounts. Select the required ledger and the account which is to have payments using Bankline. On the Banking tab select Electronic Banking as the Normal Payment Type, and enter the Sort Code and Bank Account Number provided by them. You then need to enter the User reference and Destination account details.. CHAPTER 3 : GETTING STARTED Page 57

68 User ref. BACS field 10 (eg B/Soc roll no or blank) Each account must be allocated a unique user reference. This can be alphabetic or numeric or a combination of both. However, this reference must match exactly the Beneficiary Identifier entered in Bankline for the corresponding payee. Use field 10 for Bankline Autopay reference numbers. Dest n Acc BACS field 11 (Account Name or blank) This is the Beneficiary Name which has been created in Bankline, and again the entry in both systems must be identical. It is your choice how the name is formatted. You may wish to select a name which would be easy to find when searching for a record in a large Bulk List. CREATING A NEW BULK LIST FOR IMPORT TO BANKLINE You can choose to enter all the details of your payees (beneficiaries) in Bankline manually. Alternatively, if you wish to export the details of a Bulk List from WinAccs, you may do so by returning to Company Details after all the Beneficiary information has been entered in the master file. When you have selected one of the Bankline options, an additional box will appear labelled Create Bankline (RBS) (Bulk List Payment) beneficiary import file. Clicking this box will give the screen below. Page 58 CHAPTER 3 : GETTING STARTED

69 Before commencing the export, you must enter a Bulk List Reference which will be used when accessing the Bulk List in Bankline. This can be any narrative you choose, but if you click the box <<< Use this to the right of the entry field, WinAccs will generate a reference for you, which incorporates today s date. Additionally, you must enter the Reference For Beneficiaries. This is the transaction description which will appear on the payee s bank statement to inform what that payment is. Once you have entered these items, click Export to produce the file to be imported into Bankline. You will be asked for a location for the file, so that it can be easily found via your Bankline system. WinAccs will offer you a location within its own file structure, but you may find it simpler to create a new folder (e.g. c:\bankline) so that you can manage and locate your files easier. PRODUCING A PAYMENTS FILE FOR BANKLINE The file containing payments for importing to Bankline will be produced in the normal manner by Cash Book, Payments in WinAccs. Again when you are asked for a file location, we would recommend you create a location which is easily found. Additionally, you have the option to use your own filename, however you there are 2 points you should bear in mind: If you import a file with the same name as one imported previously, and this is within a short space of time, the file may be rejected as Bankline may regard it as a duplicate. The extension of the filename should always be.txt. Bankline does not support files with other extensions. CHAPTER 3 : GETTING STARTED Page 59

70 IMPORTING FILES IN BANKLINE Once you have produced your Bulk List file and/or your Payments file, you will then return to Bankline to import the files. After logging-in to Bankline, you should see an option for Payments, and after clicking this you will see a number of sub-options. To import a new Bulk List, you should select the option Manage Bulk Lists where you should see an option to Import a Bulk List. This will allow you to browse to the file where you have stored it and import the file. To import a Payments file, you should select the option Import Payments. Again this will allow you to browse to the file and import it. Following import of a Payments file, you will then simply authorise the payments. CONTRACT ANALYSIS CODES The facility Contract Analysis Codes is only required if you plan to use the Contract (Job) Ledger. It allows you to categorise the expenditure for each contract into a maximum of 100 major analysis codes. Each major analysis code is identified by a two digit number, which is followed by /00 e.g. 01/00, 12/00. To provide a further level of contract analysis, each major analysis code can be subdivided into a maximum of 99 minor analysis codes. These minor codes are also identified by a two digit number, within the corresponding major code e.g. 01/01, 12/39. The Contract Analysis Codes maintenance facility is used to create the major and minor analysis codes, and to assign a description against each. LINKING THE NOMINAL AND CONTRACT (JOB) LEDGERS If you plan to use the contract (job) ledger, you should create the required contract analysis codes before you enter your nominal ledger account codes. This is because you establish the link between the nominal and contract ledgers by entering a contract analysis code against the nominal ledger accounts which relate to contracts. When a journal or invoice is entered for these nominal ledger accounts, WinAccs will prompt you to enter valid contract codes and contract analysis codes (which will also be updated with the journal/invoice values). Only minor contract analysis codes can be entered at this detailed level. The minor analyses are summarised into the appropriate major analysis codes on the contract analysis reports which are available. ADDING A CONTRACT ANALYSIS CODE 1. Select the Maintenance option from the WinAccs menu. Select the Parameters option followed by the Contract Analysis Codes option. The window headed Contract Analysis Codes will be displayed. Page 60 CHAPTER 3 : GETTING STARTED

71 In the section headed Major Codes you may select the button New to add a new major code, in which case the rest of the screen will be blanked out ready for you to type in the new information for the major code. You may further select a category that this major analysis code falls under - selecting from Materials, Labour or Other. The Category is for grouping major codes into categories for summary reporting. The default is Other. You may split the Other category into 10 custom columns and you can give these new columns a custom heading using the button Headings. For each of the 10 fields enter the required analysis heading for that column and then select the diskette button to save your changes and then select Exit. These headings can be used for more detailed reporting, for example see CONTRACTS WIP in CHAPTER 10 : REPORTS. Now select the diskette to save the changes. 4. To make changes to an existing major code identify the contract analysis code that you wish to amend or delete using the control bar. Make the necessary changes and then save the changes. To delete the major code select the button Delete. 5. To enter a new minor code for any major code first select the major code in the section headed Major Codes and then in the section headed Minor Codes select the button New. The rest of the section headed Minor Codes will be blanked out ready for you to type in the new information for the minor code. You may enter a percentage mark up for this contract analysis code. 6. If you wish to have different mark up percentages for different dates use the button Variable mark up percentage. The following screen will be displayed :- To add a new variable mark up select the New button. Then in the From date field enter from which date the new percentage is to apply. In the Mark up percentage field enter that percentage CHAPTER 3 : GETTING STARTED Page 61

72 You may add a comment in the Comment field. Then save the data using the icon and Exit. 7. Now select the diskette to save the changes. 8. To make changes to an existing minor code first select the Major code in the section headed Major Codes and then identify the minor code that you wish to amend or delete using the control bar. Make the necessary changes and then save the changes. To delete the minor code select the button Delete within the section headed Minor Codes. 9. Select Exit. If you have chosen to have WinAccs warn you that changes have been made to Job Analysis and Headings, a window will be displayed on which you must confirm that changes have been made. This update message may be turned off by selecting Options from the Utilities menu and unchecking the option to confirm changes to Job Analysis and Headings. PURGE SETTINGS The Purge Settings option allows you change the field within the details of any ledger account such that you may remove the Delete at purge setting or set the Delete at purge setting. You select which ledgers you wish to update nominal, sale, purchase or subcontractors. AMENDING THE PURGE SETTINGS To amend the Purge Settings option, obey the following procedure :1. Select the Maintenance option from the WinAccs menu. Select the Parameters option followed by the Purge Settings option. The Ledger Purge Settings window appears as follows :- Page 62 CHAPTER 3 : GETTING STARTED

73 In the section headed Select action to perform select one of the following actions to be performed :Remove delete at purge To remove the Delete at Purge marker in the accounts in the ledgers that you will select in the section headed Select ledgers to update. Set delete at purge To set the Delete at purge marker in the accounts in the ledgers that you will select in the section headed Select ledgers to update. The ledgers available will be Sales, Purchase, Subcontractor, Contracts (Jobs). You may also select to set the balances of the accounts in these ledgers to zero. 4. On the right of the screen under the heading Select ledgers to update, select the ledger(s) you wish to update or alternatively select the button Mark All to select all the ledgers. 5. If you have selected Remove delete at purge from the accounts in the selected Ledger choose Process. You are warned that this process cannot be undone. If you continue you will see a list of the accounts that have had their Delete at Purge marker removed. 6. If you have selected Set delete at purge in the accounts in the selected Ledger choose Process. You are warned that this process cannot be undone. If you continue you will see a list of the accounts that have had their Delete at Purge marker set. 7. Select Exit to exit the program. CHAPTER 3 : GETTING STARTED Page 63

74 BANK (SORT CODES) The Banks (by sort code) facility is required if you use electronic banking (E.B.) or giros for payments. It allows you to enter the sort code details for any bank accounts which are used by your suppliers. 1. Select the Maintenance option from the WinAccs menu. Select the Parameters option followed by the Bank (sort codes) option. The Bank-Sort Codes box is displayed. This allows you to enter the sort codes for each bank. If before you save you decide NOT to continue with the changes then select the Reset button and the contents of all the fields will be as they were before you started to make any changes. To enter the prefix of a new bank sort code select the button New in the left-hand section of the scren headed Bank prefix (first 2 digits). Enter the new prefix and at the field Bank name enter the bank name. Then click on the diskette to save the changes. 4. To enter the final 4 digits of a new bank sort code first ensure that the 2 first digits are selected on the left of the screen in the section headed Bank prefix (first 2 digits) and then select New in the section Bank sort code (final 4 digits) on the right of the screen. Enter the final 4 digits of the bank sort code and then enter the address of this branch of that bank. Then click on the diskette to save the changes. 5. Finally select Exit to return to the WinAccs menu. 6. To change the details for a bank sort code enter the first 2 digits in the left hand of the screen headed Bank prefix (first 2 digits) and press TAB. If it is the name of the bank you wish to change make the changes and select the diskette to save the changes and select Exit to exit. If you want to change the details about the address of the branch then enter the last 4 digits in the right of the screen headed Bank sort code (final 4 digits). Then press TAB and amend the address details for this branch. Finally click on the diskette to save the changes and select Exit to exit. This routine maintains the file of bank sort codes just for this one WinAccs company. If you wish this file of bank sort codes to be used for another company then select the button Copy to other companies and select on the left of the next screen which bank sort codes you wish to copy and on the right of the screen select to which companies (either WinAccs or WinPay companies) you wish to copy those bank sort codes. CURRENCIES The default for WinAccs is to work in pounds GBP. But you may purchase a registerable module so that you will be able to place sales and purchase orders, create invoices and credit notes all in a foreign currency. You would then need to define this currency and define the exchange rate. This exchange rate should be kept up-to-date according to your company s policy. HMRC recommend that the exchange rates are updated on a weekly basis.. To define a currency and its exchange rate obey the following:- Page 64 CHAPTER 3 : GETTING STARTED

75 1. From the WinAccs menu select Maintenance, Parameters, Currencies. The following screen will be displayed :- The Currency for British Pounds is already defined and cannot be edited. To create a new currency select the button New and in the field Currency type in a code for that currency (for example EURO). 4. Then in the field Description enter a description of that currency. 5. In the field Exchange rate enter the exchange rate of that currency (for instance Euros = 1, then enter This field must be kept up-to date. 6. In the field Symbol enter the symbol for that currency (for instance. Hint the symbol for Euro is Crtl, Alt,4 on the keyboard) 7. Then click on the diskette to save the details about that currency. 8. Alternatively you may enter a new code at the field Currency and then select the button Like and choose an existing currency that you wish this new currency to be like. 9. To delete a currency select that currency and then select the Delete button. You will be asked to confirm that you wish to delete the currency. 10. Finally select Exit to return to the WinAccs menu. COST CENTRES For each account in the Sales Ledger, Purchase Ledger and Subcontractor Ledger, on the tab Other/Addresses you may define for the account what cost centre it belongs to. So to define the cost centres obey the following :1. From WinAccs menu, select Maintenance, Parameters and then Cost centres. The following screen will be displayed :- To enter a new cost centre select the button New, Enter a unique code (maximum 4 characters) for this cost centre and a description of the cost centre and select Save. 4. To define a new cost centre like an existing cost centre select New, enter the code for the new cost centre and then select the button Like. On the resulting screen select the existing cost centre which you want this new one to be like and select Like. You may then edit the Description of the new one. 5. Before you save any new cost centre you may select the button Reset which gets rid of any information just entered and reverts the display to the previous cost centre stored. CHAPTER 3 : GETTING STARTED Page 65

76 6. To delete an existing cost centre select that cost centre and then select the Delete button. You will be asked to confirm that you wish to delete this cost centre. Select OK. 7. Finally select Exit. CHANGING TO OTHER MODULES If you are using the Classic menu to access WinAccs, then to access other modules that are available on the system (e.g. WinPay, WinStock) :1. Select the Modules option from the WinAccs menu The modules available on the system will be displayed. Select the module you require. If the chosen module is available to you, then the WinAccs system will be closed and the initial screen of the chosen module will be displayed. If the chosen module is not available to you then you will be warned that this is not found and advised to contact your system supervisor. If you are using the New menu then just select the required module from the first column displayed when you are in WinAccs UTILITIES To access the Utilities, select the Utilities option from the WinAccs menu. The Utilities concern :Security see BACK UP see PERFORMING AN AUTO BACKUP see RESTORING AN AUTOBACKUP in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. Group consolidation see GROUP CONSOLIDATION in CHAPTER 11 : PERIOD END Import/Export see OVERVIEW OF LINKING TO OTHER SYSTEMS in CHAPTER 12 : LINKING TO OTHER SYSTEMS Options see OPTIONS IN UTILITIES on page 67 Database Utilities see DATABASE UTILITIES on page 67 Purge transactions see PURGE TRANSACTIONS on page 88 Cash summary settings see CASH SUMMARY SETTINGS on page 88 Batch nominal summary see BATCH NOMINAL SUMMARY on page 89 View HMRC submissions see VIEW HMRC SUBMISSIONS on page 91 Load non-menu program for further details contact Compact Support. Page 66 CHAPTER 3 : GETTING STARTED

77 OPTIONS IN UTILITIES Usng this screen you can choose to be told whenever a ledger has been changed by you before WinAccs exits from the screen and you are given the chance to save or not to save the changes you have made. This is the recommended option. If you have not selected this option then the changes will be saved automatically with no warning to you. This can be a little dangerous if you have, by mistake, hit a key on the keyboard and altered a field on the screen unintentionally. To use this facility obey the following :1. Select the Utilities option from the WinAccs menu. Select Options. The following screen will be displayed :- Select the accounts/facilities for which you do wish to be notified when you have made changes when you Exit from the facility. Then select OK. DATABASE UTILITIES Database Utilities conatins various database functions that do not warrant a program in their own right. At present the selection of utilities is :1. To mark contracts (jobs) complete or incomplete or delete Payment term changes To change the print remittance flag on purchase and subcontractors 4. Clear bank reconciliation program selection 5. To create a list of subcontractors and when they are due for CIS verification 6. To delete unused contract analysis codes 7. Fix bank accounts on control record 8. Fix invalid Delete at purge records on stock records 9. Check and reset the next audit trail number 10. Reorder bank accounts on control record 11. Payment type changes CHAPTER 3 : GETTING STARTED Page 67

78 1 Delete duplicate printed sales invoice records 1 Amend bank transaction reconcile status 14. Add Purged transaction record to converted jobs 15. Recalculate account retention balances 16. Recalculate contract (job) current and pending period balances. 17. Reset CIS statement data. 18. Recalculate contract (job) receipt balances 19. Clear the retained Sender ID and Password for the Government Gateway 20. Reset statement flags 21. Reset ledger field on all printed invoice records. 2 Rest invalid cash matching records 2 Calculate sales transaction invoice costs. To use this facility obey the following :1. Select the Utilities option from the WinAccs menu. Select Database Utilities. The following screen will be displayed :- Select which utility you wish to use. For details about :Contract (jobs) - Mark as compete, as incomplete or delete, see Contract (jobs) - mark as complete, as incomplete or delete on page 69 Payment term changes, see Payment term changes on page 70 Change the print remittance flag on purchase and subcontractors, see Changing the print remittance flag on purchase and subcontractors on page 71 Clear bank reconciliation program selection, see Clear bank reconciliation program selection on page 72 List of subcontractors and when they are due for CIS verification, see List of subcontractors and when they are due for CIS verification on page 72 Delete unused contract analysis codes, see Delete unused contract analysis codes on page 73 Fix bank accounts on control record, see Fix bank accounts on control record on page 74 Fix invalid Delete at purge records on stock records, see Fix invalid Delete at purge records on stock records on page 74 Page 68 CHAPTER 3 : GETTING STARTED

79 Check and reset the next audit trail number, see Check and reset the next audit trail number on page 75 Reorder bank accounts on control record, see Reorder bank accounts on control record on page 76 Payment type changes, see Payment type changes on page 77. Delete duplicate printed sales invoice records, see Delete duplicate printed sales invoice records on page 78 Amend bank transaction reconciled status, see Amend bank transaction reconciled status on page 79 Add Purged transaction record to converted jobs, see Add Purged transaction record to converted jobs on page 81. Recalculate account retention balances, see Recalculate account retention balances on page 81 Recalculate contract (job) current and pending period balances, see Recalculate contract (job) current and pending period balances on page 82 Reset CIS statement data, see Reset CIS statement data on page 83 Recalculate contract (job) receipt balances, see Recalculate contract (job) receipt balances on page 84. Clear the retained Sender ID and Password for the Government Gateway, see Clear the retained Sender ID and Password for the Government Gateway on page 85. Reset statement flags, see Reset statement flags on page 86 Reset ledger field on all printed invoice records, see Reset ledger field on all printed invoice records on page 86 Remove invalid cash matching records see Remove invalid cash matching records on page Finally select Exit to return to the WinAccs menu. Contract (jobs) - mark as complete, as incomplete or delete When a contract (job) becomes complete you will probably wish to mark that job as complete so that it can be excluded from reports on current contracts (jobs). Alternatively you may wish to mark jobs as incomplete or you may wish to delete the job. To do this :1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Contracts (jobs) - Mark as complete, as incomplete or delete. The following screen will be displayed :- CHAPTER 3 : GETTING STARTED Page 69

80 4. Under the heading Select records to change at the field Start contract (job) select the first contract (job) code for which you wish to change its status of completeness. 5. At the field End contract (job) select the last contract (job) code for which you wish to change its state of completeness. 6. Under the heading Select the change to be made select whether you wish to change the state of completeness of the records just chosen to be marked as complete or to not be marked as complete. You may also select that completed jobs should be deleted (but to be deleted the contract must not be on any recurring journals). 7. Now select the button Preview. The window will then show you which projects would change if you continued. 8. If you do not agree with what is displayed then change your selection in the fields above or just Exit (which will then have made no changes to your database). 9. If you agree with these changes then select the button Process and these changes will take place in the database. Then select Exit. Payment term changes To make changes to the payment terms automatically for accounts in the sales, purchase and subcontractor ledgers obey the following :1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Payment term changes The following screen will be displayed :- Page 70 CHAPTER 3 : GETTING STARTED

81 4. In the left section headed Select ledgers to update select which ledger you wish to update. 5. In the middle section headed Select payment terms to change from select the original value of the payment terms. 6. In the section on the right headed Select the payment term to change to select the new payment terms. 7. Select the Process button and the changes will take place. 8. In the box at the bottom will be displayed the accounts for which a change in payment terms has occurred. 9. Finally select Exit. Changing the print remittance flag on purchase and subcontractors You may set all purchase and/or subcontractor accounts to either print remittances or not to print remittances. The default is to print remittances. 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Change the print remittance flag on purchase and subcontractors. The following screen will be displayed :- CHAPTER 3 : GETTING STARTED Page 71

82 4. Select which ledgers you wish to change. Select whether you wish to print the remittances or not to print the remittances. 5. Then select Preview to see which accounts would be affected. 6. Next, if you wish, select Process to bring about the changes requested. You are asked to confirm that you wish to make the changes. 7. Finally select Exit to return to the Database Utilities menu. Clear bank reconciliation program selection When you first select to choose the Bank Reconciliation facility from the WinAccs menu you select whether you wish to use the V7.00 bank reconciliation program or the V6.35 bank reconciliation program. On subsequent entry to Bank reconciliation you will be presented with the program you had chosen. But you may wish to change your initial decision and select the other bank reconciliation program. To do this obey the following :1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Clear bank reconciliation program selection. You will be asked to confirm that you wish to change the selection. Click on Yes. 4. Next you will be told your selection of which type of bank reconciliation program is to be used has been cleared, and you should run bank reconciliation again to make a new choice. 5. Finally select Exit to return to the Database Utilities menu. List of subcontractors and when they are due for CIS verification This function creates a list of subcontractors and the date at which they are due for CIS verification. 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled List of subcontractors and when they are due for CIS verification. Page 72 CHAPTER 3 : GETTING STARTED

83 The following screen will be displayed :- 4. You may select to exclude subcontractors who are already due i.e. the list will display only those who are due for verification in the future.. 5. Select Print and the list will be displayed. 6. Finally select Exit to return to the Database Utilities menu. Delete unused contract analysis codes This function can delete unused contract analysis codes. 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Delete unused contract analysis codes. The following screen will be displayed :- 4. Select the button Delete. You are asked to confirm that you wish to delete any unused contract analysis codes. Select Yes. 5. The following screen will display on the left of the screen the used contract analysis cods and on the right of the screen the deleted unused contract analysis codes. CHAPTER 3 : GETTING STARTED Page 73

84 6. Finally select Exit to return to the Database Utilities menu. Fix bank accounts on control record This function can scan and fix Bank Accounts on control records 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Fix bank accounts on control record. The following screen will be displayed :- 4. Select the button Scan and fix if needed. 5. The bank accounts will be fixed if necessary. If no errors are found then the text No errors found will be displayed. 6. Finally select Exit to return to the Database Utilities menu. Fix invalid Delete at purge records on stock records You can use this function to find any stock records that have an invalid Delete at purge entry Page 74 CHAPTER 3 : GETTING STARTED

85 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Fix invalid Delete at purge records on stock records. The following screen will be displayed :- 4. Select the button Preview. Then if there are any records on stock records that have an invalid Delete at purge setting they will be listed. If not just select Exit. 5. If there are some records displayed select Process to get rid of the invalid setting. Then select Exit. Check and reset the next audit trail number You can use this function to check and reset the audit trail number after a posting issue. 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Check and reset the next audit trail number. The following screen will be displayed :- 4. Click on Check & reset. A screen similar to the following will be displayed :- CHAPTER 3 : GETTING STARTED Page 75

86 Showing the next audit number from the control file and the Highest audit number in XACT.DAT. The latter should be one more than the former. Then you are told that there is nothing to update. Click on OK to exit. 5. If the program finds a problem it will ask if you want to automatically correct the problem. Click to do so. Click on OK to exit. Reorder bank accounts on control record You can use this function to reorder the bank accounts on the control record, so they appear in the required order on cash posting etc. 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Reorder bank accounts on control record. The following screen will be displayed :- 4. First click on Lock the control record. 5. Now the screen will look like this :- Page 76 CHAPTER 3 : GETTING STARTED

87 6. Highlight the bank account you wish to move and select either the button Move up or Move down as appropriate until the order of the bank accounts is what you would like to see when doing such transactions as Cash posting. 7. Finally select Save changes (which will save the changes) or Exit to not save the changes. Payment type changes This function allows you to automatically change the payment type for accounts in the sales, purchase and subcontractor ledgers. 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Payment type changes. The following screen will be displayed :- CHAPTER 3 : GETTING STARTED Page 77

88 4. In the column headed Select ledgers to update select in which ledgers you wish to update the payment types. 5. In the column headed Select payment types to change from select the original payment types that you wish to change from 6. In the column headed Select the payment type to change to select the payment type you wish to change to. 7. Select the Process button. 8. You are asked if you wish to process these changes. Select Yes or No as appropriate. 9. The screen now displays the accounts whose payment type has changed. 10. Finally select Exit. Delete duplicate printed sales invoice records This function allows you to delete duplicate printed sales invoice records. These may have occured in the following situation - if you have Print on accept then you can enter an invoice, print it, find a mistake, edit it, print it again etc. If you do this, certain records are duplicated. This routine scans for duplicates, automatically selects the ones it thinks should be deleted (the ones that were printed and not accepted). Then you can delete them. 1. Select the Utilities option from the WinAccs menu Page 78 CHAPTER 3 : GETTING STARTED

89 Then select Database Utilities, and next select the button labelled Delete duplicate printed sales invoice records. The following screen will be displayed :- 4. Select the button Scan. 5. The system will be scanned to find duplicate printed sales invoice records and any found will be displayed in the box above the button Delete. 6. Select the printed invoice records that you wish to delete and then select the Delete button. 7. The selected records will be deleted. 8. Finally select Exit. Amend bank transaction reconciled status When you select Bank reconciliation from the WinAccs menu and then select to use the V7.00 bank reconciliation program, you select a bank. Next you input the date of your last bank statement from that bank, the number of your last statement and the Ending balance on that statement. WinAccs takes that statement date and marks all transactions before or on that date as reconciled. Any transactions after that date are unreconciled. But this means that certain transactions may have been marked by WinAccs as reconciled when they have not been reconciled. This would mean that in the bank reconciliation program when you ask to Collect transactions they would not appear in the resultant list. This utility lets you change the status of transactions so that the V7.00 bank reconciliation program has a correct state from which to start. Once the first reconciliation has been done you should never need to use this utility again. 1. Select the Utilities option from the WinAccs menu CHAPTER 3 : GETTING STARTED Page 79

90 Then select Database Utilities, and next select the button labelled Amend bank transaction reconciled status. The following screen will be displayed :- 4. Select the bank whose transactions whose reconciled state you wish to amend. Select the dates From and To between which the transaction dates are. The To date will probably be the date of the last bank statement 5. A screen similar to the following is displayed :- Page 80 CHAPTER 3 : GETTING STARTED

91 This is displaying all the transactions prior and including the To date you entered. All of these transactions are marked in the column R with Y for reconciled or P for partly reconciled Double click on any line of a transaction which has NOT been reconciled with a bank statement yet. The value in the column headed R will change to an N to show it has not been reconciled. Now the next time you enter V7.00 bank reconciliation and ask to Collect transactions that have not been reconciled then that transaction will be displayed. Double click on all such transactions to change them to unreconciled. 6. Finally select Exit to return to the Database Utilities menu. Add Purged transaction record to converted jobs This routine will scan jobs and compare the job analysis records with the detail transactions. If the balances do not match, it will insert job transaction records to make them match. 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Add Purged transaction record to converted jobs. The following screen will be displayed :- 4. Select Preview. If there are any balances that do not match a list of them will be displayed. To get the balances to match select Process. 5. Finally select Exit. Recalculate account retention balances This routine will recalculate the retention balance for all sales, purchase and subcontractor accounts if the balance cannot be reconciled to the outstanding retention transactions for that account. 1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Recalculate account retention balances. The following screen will be displayed :- CHAPTER 3 : GETTING STARTED Page 81

92 4. Select the button Recalculate. 5. You will be asked if you are sure you wish to process this change. Reply OK. 6. The screen will then display the changes made, such as :- 7. Finally select Exit to return to the Database Utilities menu. Recalculate contract (job) current and pending period balances To recalculate contract (job) current and pending period balances obey the following :1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Recalculate contract (job) current and pending period balances. The following screen will be displayed :- Page 82 CHAPTER 3 : GETTING STARTED

93 4. Click on Recalculate and you will be asked if you are sure you want to process this change. Select OK. The results will be displayed on the screen. 5. Finally select Exit to exit to the Database Utilities screen. Reset CIS statement data This utility could cause irreparable damage to your CIS data. Please only use under the strict supervision of Compact Software Support. To delete and rebuild CIS statement data from the CIS300 files obey the following :1. Select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Recalculate CIS statement data. The following screen will be displayed :- CHAPTER 3 : GETTING STARTED Page 83

94 4. You are warned to only use this utility under the strict supervision of Compact Software Support who will guide you through Step 1 and Step 5. Step 1 : At the field Delete statement records with date select the date of the statement records (which has to be the 5th of a month). Select either to Delete CIS monthly return files or to Rebuild statement data. Then select the Delete / Rebuild button. You will be asked if you are sure you wish to delete / rebuild these statament records. Select Yes. You will be shown a log file with a list of the CIS statement records it has deleted and which CIS files it has accessed for the rebuld. 6. Step 2 : Enter the online return ID and then select the button Clear. You will be asked if you are sure you want to clear this online return status data. Select Yes. You will be shown the results. 7. Finally select Exit to exit to the Database Utilities screen. Recalculate contract (job) receipt balances To recalculate contract (job) receipt balances obey the following :1. Ensure you have a backup of the company. Then select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Recalculate contract (job) receipt balances. The following screen will be displayed :- Page 84 CHAPTER 3 : GETTING STARTED

95 4. The utility will read all of the receipt balances recorded against each contract (job) and will recalculate the contract (job) receipt balances. If the total of the old balances and the new balances does not match then the record will not be updated unless you select the option Force balance update even if balances do not match. 5. Select the button Recalculate. 6. A log file is created and displayed which logs the contracts and values that have been changed and in the Results window will also be displayed the results of the process.. 7. Finally select Exit. Clear the retained Sender ID and Password for the Government Gateway Whenever you are filing online to send information to HMRC via the Government Gateway on the Online Filing Connection screen the fields Sender ID and Password must be entered. Instead of you having to type these in every time you do Online filing you may save the parameters so that they will automatically be displayed in these fields on future Online submissions - see SAVING SENDER ID AND PASSWORD in CHAPTER 14 : SUBCONTRACTORS. If you later decide you do NOT want WinAccs to save these parameters then you may select from the WinAccs menu Utilities, Database Utilities and select option 19 Clear the retained Sender ID and Password for the Government Gateway. The following screen will be displayed :- Select Yes and you will be told that the saved parameters have been cleared. CHAPTER 3 : GETTING STARTED Page 85

96 If, when you were first offered the chance for WinAccs to save the Sender ID and Password you answered No, then you would not have been asked the question again. You need to run this Utility. When you have run this utility then the next time you ask to File online you will be asked if you want WinAccs to save the Sender ID and Password and then you can answer Yes for them to be saved. Reset statement flags To reset statement flags, on all of the sales ledgers so that they use the company default (as set in Company Details see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED) select the Utilities option from the WinAccs menu Then select Database Utilities, and next select the button labelled Reset statement flags. The following screen will be displayed :- You may choose to ignore accounts set to not produce a statement. Then select Reset. The sales accounts that have had their statement flags changed to the Company defaults will be listed in the box below. Select Exit. Reset ledger field on all printed invoice records To reset the ledger field on all printed invoice records select Database Utilities and next select Reset ledger field on all printed invoice records. The following screen will be displayed :- Page 86 CHAPTER 3 : GETTING STARTED

97 Select Reset and in the box below you will see the invoices that have been reset. Select Exit. Remove invalid cash matching records To remove invalid cash matching records select Database Utilities and next select Remove invalid cash matching records. A screen will be displayed telling you how many records have been deleted. Calculate sales transaction invoice costs To calculate sales transaction invoice cost value from the printed invoice records select Database Utilities and next select Calculate sales transaction invoice costs. The following screen will be displayed :- Click on Calculate. You will be asked to confirm that you wish to process this change. Reply Yes. A log file will be produced and displayed. CHAPTER 3 : GETTING STARTED Page 87

98 Finally select Exit. PURGE TRANSACTIONS The Purge facility purges fully matched transactions before and including a chosen date and also deletes ledger accounts which have Delete at purge set provided no transactions exist for that account. NOTE: Before you use this facility, you MUST have taken a backup of the company's files - see BACK UP in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. If you do not have the authority to perform the backup, you should refer to your System Supervisor. This backup should be permanently archived. Before every purge WinAccs will take a copy of the data which will be stored in the folder %Compact%\Auto Backup - where %Compact% is the data route for Compact. To perform the purge obey the following :1. Select the Utilities option from the WinAccs menu Then select Purge transactions. The following screen will be displayed :- 4. You may enter the date after which items will be kept. 5. Tick to confirm that you want to purge transactions and that a backup has been taken. 6. Then select Purge and the transactions will be purged. 7. Finally select Exit. CASH SUMMARY SETTINGS This is to control the global settings which determine which transactions may be summarised within Enquiry/Display and within Bank reconciliation if those transactions have the same transaction type, audit trail, period, date, pay type and pay reference. To make your choice of which transactions may be summarised obey the following :1. Select the Utilities option from the WinAccs menu Then select Cash summary settings. The following screen will be displayed :- Page 88 CHAPTER 3 : GETTING STARTED

99 4. For each of the cash types you can select whether to allow the receipts and/or payments to be able to be summarised within Enquiry/Display and within Bank reconciliation. 5. You may use the button Mark all to select them all, or Clear all to deselect them all. 6. When you have made your choice click on Save and then on Exit. BATCH NOMINAL SUMMARY This program will scan all the transactions within the Audit Trail range selected and within each Audit trail it displays the non-zero total for each nominal account code and then the total for that audit trail. You may print the results. 1. From the WinAccs menu, select Utilities, then select Batch Nominal Summary. The following screen will be displayed :- CHAPTER 3 : GETTING STARTED Page 89

100 In the box headed Audit trail range at the field From enter the number of the audit trail for the start of the range of audit trails you wish to summarise. At the field To enter the number of the last audit trail for the range to be summarised. You may filter the results by up to 8 nominal accounts In the box headed Filter nominal accounts select the nominal codes that you are interested in reporting upon. At the field Create log file you may select to create a log file Select View. 4. A screen such as the following will be displayed :- showing for each chosen audit trail the non-zero total for each nominal account code used in that audit trail (within the range of nominal accounts that you have chosen) and a total for that audit trail. If you had asked to Create a log file that file will be displayed behind the screen above. That file has a name of the form Rpt-Ausumlog tsv (where is the date the log was Page 90 CHAPTER 3 : GETTING STARTED

101 created and is the time it was created). Any TSV file is stored in the TSV subfolder under the Company folder. 5. On the right of the screen will be displayed any unbalanced audit trails. 6. To print these results select Print. 7. Finally to exit the program select Exit. VIEW HMRC SUBMISSIONS To view the submissions you have made to HMRC obey the following :1. From the WinAccs menu, select Utilities, followed by View HMRC submissions. The following screen will be displayed :- To view all the submissions just select View and they will all be displayed. You may limit the list by select the From date and To date. and/or you may enter in the field Search in class (CIS etc) the class of the submissions you wish to view. Then select View. 4. The screen will now display the submissions, for example :- 5. You may choose to Print or Export the results of the report. CHAPTER 3 : GETTING STARTED Page 91

102 6. Finally select Exit. Page 92 CHAPTER 3 : GETTING STARTED

103 CHAPTER 4 : MAINTAINING THE ACCOUNTS OVERVIEW OF MAINTAINING THE ACCOUNTS This section describes the facilities which are used to add, amend and delete the accounts within each of the following WinAccs ledgers : Nominal Ledger, see NOMINAL LEDGER ACCOUNT MAINTENANCE on page 105 Sales Ledger, see SALES LEDGER ACCOUNT MAINTENANCE on page 112 Purchase Ledger, see PURCHASE LEDGER ACCOUNT MAINTENANCE on page 117 Subcontractor Ledger, (optional module), see SUBCONTRACTOR LEDGER ACCOUNT MAINTENANCE on page 117 Contract (Job) Ledger, (optional module), see CONTRACT (JOB) LEDGER ACCOUNT MAINTENANCE on page 121 Fixed Asset Register, (optional module), see FIXED ASSET REGISTER on page 125. Before you can use any of these facilities, you must have created the company in which you wish to set up the ledgers (see CREATING A COMPANY in CHAPTER 3 : GETTING STARTED ). LEDGER INTER-RELATIONSHIPS WinAccs includes the nominal, sales and purchase ledgers as standard. The subcontractor ledger and the contract (job) ledger are available as extra options. Each company which is created on WinAccs must use the nominal ledger, and can choose to use some, or all, of the remaining ledgers, depending on their requirements. The ledgers are fully integrated, which means that the information you enter in one ledger may also be posted to some of the other ledgers. For example, you can do any of the following: Enter invoice transactions into the sales, purchase or subcontractor ledgers which update the nominal ledger and, if appropriate, the contract (job) ledger. Enter journals into the nominal ledger which post to sales, purchase or subcontractor ledger accounts (and automatically update the relevant control accounts within the nominal ledger) and, if appropriate, the contract (job) ledger. Enter miscellaneous payments and receipts into the nominal ledger, without needing to create miscellaneous purchase, sales or subcontractor ledger accounts. Make payments directly from the nominal ledger, again without the need to create a purchase or subcontractor ledger account. This facility might be used, for example, to pay VAT to the Customs & Excise. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 93

104 Linked Transactions This facility means that one transaction can have been posted, and is therefore linked, to more than one account, e.g. a purchase ledger account, nominal ledger account, contract ledger account and/or subcontractor ledger account. NOMINAL LEDGER OVERVIEW The nominal ledger is the core of the WinAccs system. The nominal ledger includes a number of mandatory accounts which are automatically updated by the other WinAccs ledgers whenever any processing takes places. This means that the nominal ledger always reflects an accurate, up-to-date position of all the other ledger balances. Nominal Ledger Accounts The nominal ledger for a company can contain any number of accounts. Each account is identified by a unique account code of up to eight characters. This code does not have a pre-defined format or structure. If you have not used the Starter Pack, you are advised to use a logical code structure for the nominal ledger accounts you wish to create. These codes can be used by the Report Generator facility to produce automatic subtotals. Account Types When an account is created, it must be identified as one of the following three account types (which cannot then be changed): control account bank account normal account. Control Account These are special accounts which reflect the processing which has taken place in the sub-ledgers. They are added to the ledger when you create a company. They are automatically updated by WinAccs, and you cannot manually post to them, or delete them. The control (or mandatory) accounts are described in detail in MANDATORY ACCOUNTS SCREEN of COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. Bank Accounts These are accounts from which payments will be made, and into which receipts will be deposited. They are, therefore, used by the sales and purchase ledgers, as required. Any other type of bank account, such as deposit accounts, loan accounts etc., should be created as normal accounts. The corresponding bank sort code and bank account details can be entered for these accounts. It is mandatory to have at least one bank account (see MANDATORY ACCOUNTS SCREEN of COMPANY DETAILS in CHAPTER 3 : GETTING STARTED). By default a bank account of ZBANK1 is created when you set up a company. Normal Accounts All of the other nominal ledger accounts which make up your chart of accounts are normal accounts. When a company is created, a default chart of accounts can be created from the Starter Pack. You can modify the accounts which are defined by the starter pack. Final Account Types In addition to the account types described above, every nominal ledger account must also have one of the following final account types: asset liability income Page 94 CHAPTER 4 : MAINTAINING THE ACCOUNTS

105 expenditure control title. For the majority of nominal ledger accounts, the final account type identifies whether the account is an asset, liability, income or expenditure account. Cost centres are only relevant to nominal accounts which are income or expenditure. Title accounts can be used to maintain useful headings for groups of accounts, if you have used a structured account code. The title account headings are displayed in the search lists and on some standard reports. For example, the Starter Pack includes a four character, nominal account code structure. The first character identifies the type of account. In the Starter Pack, accounts which begin with the letter A are sales accounts. A title account exists for each of these first characters, and describes the accounts in the group. For this example, the title account for all of the sales accounts is A. Account Information Financial Details for Nominal Ledger Accounts The following total financial values are maintained for each nominal ledger account, and can be viewed or printed as required: brought forward balance current period movement pending movement, which has been posted to future periods last year's total annual budget. The last year and annual budget values can be manually adjusted at any time. The remaining totals are calculated by WinAccs from the accounting entries which are posted directly into the nominal ledger, or interfaced from the subledgers. Link to Contract (Job) Ledger If the contract (job) ledger is being used, you must identify the nominal ledger accounts which may need to be interfaced to the contract (job) ledger. To do so you enter a default contract analysis code against each relevant nominal account. The contract analysis codes must have been created before they can be entered against nominal ledger accounts. The facility which is used to create these codes is explained in CONTRACT ANALYSIS CODES in CHAPTER 3 : GETTING STARTED. You can enter a default minor contract analysis code against an account, to identify the type of cost coding which should apply to any accounting entries which are posted to the account. If a nominal ledger account relates to more than one contract analysis code, you can enter ASK as the cost code for the nominal account. This links the account to the contract (job) ledger, but does not provide a default contract analysis code. Instead, you are prompted to enter the required contract analysis code on the transaction input screen. SALES/PURCHASE LEDGER OVERVIEW A company can choose to use the sales ledger, the purchase ledger or both. A sales or purchase ledger account is required for each customer and supplier with which the company does business. All of the purchase invoices, which are received from suppliers, are posted to the appropriate purchase ledger accounts. These invoices are then paid according to the payment terms, or whenever you wish to do so. The payments can be prepared manually, or generated automatically. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 95

106 Sales invoices can be produced by the WinAccs Sales Invoicing module and automatically posted to the sales ledger accounts on the sales ledger. Alternatively, you can manually enter the sales invoices which are raised. When, in due course, the payments are received from the customers, they can be matched against the corresponding invoices. Sales/Purchase Ledger Account Details The following general information is maintained for each sales and purchase ledger account: name and address information contact, telephone, fax and VAT details credit limit, settlement terms, trade discount % and payment terms. payment details for purchase ledger accounts e.g. payment type, payee and bank details you may also specify which Representative deals with this account and to which Territory this account belongs. Financial Details for Purchase and Sales Ledger Accounts The following totals are maintained for each purchase and sales ledger account, and can be viewed or printed: brought forward balance current period activity pending activity year to date turnover (sales or purchases) Interface with Nominal Ledger Mandatory Accounts Both the sales and purchase ledgers automatically interface into the following nominal ledger mandatory accounts (for the appropriate ledger): sales or purchase ledger control account VAT on purchases or sales discount on purchases or sales purchase or sales ledger retentions. These control accounts are defined during the company setup process, which is described in CREATING A COMPANY in CHAPTER 3 : GETTING STARTED. SUBCONTRACTOR LEDGER OVERVIEW The Subcontractor ledger is an optional WinAccs facility which provides the ability for maintaining accounts for subcontractors. A Subcontractor account is required for each subcontractor with which the company does business. All of the purchase invoices, which are received from suppliers, are posted to the appropriate subcontractor ledger accounts. These invoices are then paid according to the payment terms, or whenever you wish to do so. The payments can be prepared manually, or generated automatically. Sales invoices can be produced by the WinAccs Sales Invoicing module and automatically posted to the subcontractor ledger accounts on the sales ledger. Alternatively, you can manually enter the sales invoices which are raised. When, in due course, the payments are received from the customers, they can be matched against the corresponding invoices. For information about the CIS documents that can be produced by WinAccs (using the Subcontractor Ledger) in accordance with HMRC requirements see CIS RECORDS in CHAPTER 14 : SUBCONTRACTORS. Subcontractor Ledger Account Details The following general information is maintained for each subcontractor ledger account: Page 96 CHAPTER 4 : MAINTAINING THE ACCOUNTS

107 name and address information contact, telephone, fax and VAT details credit limit, settlement terms, trade discount % and payment terms payment details for subcontractor ledger accounts e.g. payment type, payee and bank details CIS details such as the Type (Sole-Trader, Partner, Trust, Company), the Unique Taxpayer Reference (UTR) and the National Insurance Number (NINO), you may also specify which Representative deals with this account and to which Territory this account belongs. Financial Details for Subcontractor Ledger Accounts The following totals are maintained for each subcontractor ledger account, and can be viewed or printed: brought forward balance current period activity pending activity year to date turnover (sales or purchases) Interface with Nominal Ledger Mandatory Accounts Each subcontractor ledger automatically interfaces into the following nominal ledger mandatory accounts (for the appropriate ledger): sales, purchase and subcontractor ledger control account VAT on purchases or sales discount on purchases or sales purchase, sales and subcontractor ledger retentions These control accounts are defined during the company setup process, which is described in CREATING A COMPANY in CHAPTER 3 : GETTING STARTED. CONTRACT (JOB) LEDGER OVERVIEW The contract (job) ledger is an optional WinAccs facility which provides an extension to the nominal ledger. It maintains accounts at a more detailed level than they would be held within the nominal ledger. It also allows additional information to be maintained for these accounts, e.g. budgets/estimates, work in progress information, and quantities. Special contract costing reports are available which analyse the progress of each job/contract. The contract (job) ledger is a memorandum ledger, which means that the contract accounts and the transactions which are posted to them are obtained via the nominal ledger and are not included twice in the final accounts. The contract (job) ledger is designed to hold information about a contract for the life of that contract which may overlap the company year end or extend over several years. Contract Accounts Accounts are maintained on this ledger for each contract which is being carried out by the company. The accounting entries which are posted to these contract accounts are analysed by one of the minor contract analysis codes (see CONTRACT ANALYSIS CODES in CHAPTER 3 : GETTING STARTED ). General Contract Information The following general information can be maintained for a contract account and may be used for reporting: estimated percentage complete contract start date CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 97

108 estimated completion date agreed price "cost of sales" on work invoiced to date i.e. written off whether the job is completed whether the job is suspended. When a contract is complete it may be deleted. Financial Details The following values are maintained by WinAccs and are available for reporting and enquiry: total sales value for the contract, including and excluding VAT brought forward costs current period costs total pending costs, which have been posted to a future period total budget (summarised from contract analysis code budgets) total receipts. Contract (Job) Ledger/Nominal Ledger Links The contract (job) ledger is automatically updated by the nominal ledger, through nominal ledger accounts which are linked to the contract (job) ledger. When an accounting entry is made to a linked nominal ledger account, you are also required to enter the following costing information: the contract account which identifies the contract to which the cost relates a major and minor contract analysis code to analyse the cost optionally, a quantity. This information is then used to update the contract (job) ledger, as well as the nominal ledger, which keeps the two ledgers in balance. LEDGER TRANSACTIONS As described at the beginning of this Overview, a transaction which is entered into WinAccs can post to (and will be linked to) accounts within more than one ledger. For example, an invoice transaction will post to a purchase ledger account, nominal ledger account. In addition it will also be posted to a contract account (depending on the nominal ledger account chosen) if you are using the contract (job) ledger, and to a subcontractor account if you are using the subcontractor ledger. NOMINAL GROUPS For each Nominal code you may specify a Nominal group code which will be used by the Financial Reporting System. This is not mandatory. To define the list of Nominal group codes available for assigning to a Nominal account obey the following :1. Select the Maintenance option from the WinAccs menu. Then select Nominal group codes. The following window will be displayed :- Page 98 CHAPTER 4 : MAINTAINING THE ACCOUNTS

109 4. Displayed on this screen will be the details of the first Nominal group code you have already defined. Use the control bar to search for the details of any other Nominal group codes you have already defined. To amend an existing Nominal Group use the Code to select the Group code. Make the required changes and then select 5. To enter the details about a new Nominal Group which you would wish to be like an existing Nominal Group, then select the button New and at the field Group code enter a unique code for this new Nominal Group. Press TAB. Select the button Like. On the window headed Make Nominal group like use the Code to select the code of the Nominal Group you wish this new Nominal Group to be like. Select the button Like. If you require any changes to the field Description make those changes and then select 6. to save the changes. to save the changes. To enter a new Nominal group not using the facility Like, then select the button New and at the field Group code enter a unique code for this Nominal group. Then at the field Description enter a description of that Nominal group. Select to save any details you have entered. 7. To make changes to a Nominal Group use the Code facility at the field Group Code to select that group, make any changes and save the changes. If before you save you decide NOT to continue with the changes then select the Reset button and the contents of all the fields will be as they were before you started to make any changes. 8. To delete a Nominal Group select that group, then select the button Delete. You will be asked to confirm that you wish to delete the nominal group. Select Yes or No as appropriate. 9. Finally select Exit to return to the WinAccs menu. JOB GROUPS The facility exists to define Job Groups such that each Contract (Job) ledger account can be assigned to a defined job group. This might be used in reports for sorting results by the job groups. 1. Select the Maintenance option from the WinAccs menu. Select Job groups. The following window will be displayed :- 4. To define a new job group select New. Enter a unique code (maximum 4 characters) for this job group and in the field Description enter a description for this new job group. Save. 5. To define a job group like another existing job group select New, enter a unique code for this new job group and tab. Then select Like. On the window headed Make Job Group Like select the code CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 99

110 of the existing job group that this new job group is to be like. Select OK and then Like. Now you will want to alter the Description for this new job group, and Save. 6. To delete a job group select that job group and then select Delete. 7. Use the Reset button if you wish to ignore the job group you are just entering. 8. Finally select Exit. REPRESENTATIVES For each Sales, Purchase and Subcontractor Ledger you may specify the name of a Representative who deals with that account. Also you may, when entering an invoice, specify the name of the Representative that deals with that invoice. For each Representative you will define the name and contact details of the Representative and you may add notes about that representative. You may also define the Territory for this representative - see TERRITORIES on page 101. To define the list of representatives available for assigning to an account or to an invoice obey the following :1. Select the Maintenance option from the WinAccs menu. Select Representatives. The following window will be displayed :- Displayed on this screen will be the details of the first representative you have already defined. To amend an existing representative use the Code to select that representative. Make the required changes and then select 4. to save the changes. To enter the details about a new Representative which you would wish to be like an existing Representative, then select the button New and at the field Representative enter a unique code for this representative and press TAB. Select the button Like. On the window headed Make Representative like use the Code to select the code of the Representative you wish this new Representative to be like. Select the button Like. If you require any changes to the other fields on the screen make those changes (see below for details of the fields) and then select to save the changes. [You must save a new Representative before you can add a new Representative note.] 5. To enter a new Representative not using the facility Like, then select the button New and at the field Representative enter a unique code for this Representative. Then at the field Name enter the name of the representative. On the rest of the screen you may enter the details about the address, contact details, the territory where this representative is based and the territories for which he is responsible. 6. In the box headed Memo you may enter any memo relevant to this representative and save. Page 100 CHAPTER 4 : MAINTAINING THE ACCOUNTS

111 7. To add more detailed notes with the possibility of having a reminder relayed to you whenever you open this company select Add new representative note. To view the notes for this representative select View representative notes - see further details see NOTES on page You my define which territory this representative deals with by selecting the territory at the field Responsible for territory and then selecting Add. That territory will then be displayed in the box below. 9. On the right of the screen you may set the monthly targets for this representative. 10. Select to save any details you have entered. 11. To make changes to a Representative use the Code facility at the field Representative to select that Representative, make any changes and save the changes. If before you save you decide NOT to continue with the changes then select the Reset button and the contents of all the fields will be as they were before you started to make any changes. 1 To delete a Representative select that Representative, then select the button Delete. You will be asked to confirm that you wish to delete the Representative. Select Yes or No as appropriate. 1 Finally select Exit to return to the WinAccs menu. TERRITORIES For each Sales, Purchase and Subcontractor Ledger you may define the territory where that account is based. You may also define for a Representative in which territory that representative is based or for which territories that representative is responsible. The Territory is a two character code (using the internationally accepted 2 character codes for countries) and you can also mark a territory as an EU (European Union) territory. You may use any other codes (possibly 00 to 99) to define other selling regions (e.g. 00 for Yorkshire, 01 for London). To define the list of territories available for assigning to an account obey the following :1. Select the Maintenance option from the WinAccs menu. Select Territories. The following window will be displayed :- CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 101

112 4. Displayed on this screen will be the details of the first territory already defined on the system. 5. To enter the details about a new Territory which you would wish to be like an existing Territory, then select the button New and enter a unique code for this Territory. Press TAB. Select the button Like. On the window headed Make Territory like use the Code to select the code of the Territory you wish this new Territory to be like. Select the button Like. If you require any changes to the other field make those changes and then select 6. to save the changes. To enter a new Territory not using the facility Like, then select the button New. At the field Territory Code enter a unique code for this territory and then at the field Territory enter the name of the territory. Select the field EU territory if this territory is in the EU. Select to save the changes 7. The bottom of the screen displays the representatives who are based in this territory and the representatives who are responsible for this territory. 8. Select 9. To make changes to a Territory use the Code facility at the field Territory Code to select that Territory, make any changes and save the changes. If before you save you decide NOT to continue with the changes then select the Reset button and the contents of all the fields will be as they were before you started to make any changes. to save any details you have entered. 10. To delete a Territory select that Territory, then select the button Delete. You will be asked to confirm that you wish to delete the Territory. Select Yes or No as appropriate. 11. Finally select Exit to return to the WinAccs menu. PAYMENT TERMS When you enter any Sales, Purchase or Subcontractor account you must define the payment terms for that account and those payment terms will be used as the default when you enter any invoice for that account (but can be changed). To define the payment terms available for assigning to an account obey the following :1. Select the Maintenance option from the WinAccs menu. Then select Payment terms. Page 102 CHAPTER 4 : MAINTAINING THE ACCOUNTS

113 The following window will be displayed :- Displayed on this screen will be the details of the first Payment term already defined on the system. The Payment term with Code A is defined by default on your system and is defined as being 30 days i.e. the payment is due within 30 days from the invoice date. This text (generated automatically from the parameters selected in the top half of the screen) is displayed in the field Generated text and would appear like this on your sales invoice invoice if you have chosen a sales invoice report that displays this text. But you may instead select the field Custom text (editable) and enter new text which would then be the text that would appear on the sales invoice. 4. To enter the details about a new Payment term which you would wish to be like an existing Payment term select the button New and enter a unique code for this Payment term. Press TAB. Select the button Like. On the window headed Make Payment Terms like use the Code to select the code of the Payment term you wish this new Payment term to be like. Select the button Like. If you require any changes to the other field make those changes and then select the changes to save 5. To enter a new Payment term not using the facility Like, then select the button New. Enter a unique code in the field Payment terms. Enter a description in the field Description. In the field Payment period select one of the types and, if relevant, enter values in the fields Number of days[a], Day of month[b], Number of months[c]. This will generate the text in the fields below and the text in the field Custom text (editable) may be changed. 6. Select which of the fields Custom text (editable) or Generated text that you would wish to appear on the sales invoices (if you have chosen a sales invoice report which allows the text to appear on the sales invoices). Then select 7. to save any details you have entered. To amend an existing Payment term use the Code to select that Payment term. Make the required changes and then select to save the changes. If before you save you decide NOT to continue with the changes then select the Reset button and the contents of all the fields will be as they were before you started to make any changes. 8. To delete a Payment term select that Payment term, then select the button Delete. You will be asked to confirm that you wish to delete the Payment term. Select Yes or No as appropriate. 9. Finally select Exit to return to the WinAccs menu. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 103

114 FREE TEXT To define free text to be used within WinAccs or WinStock obey the following :1. Select the Maintenance option from the WinAccs menu. Select Free text. The following screen will be displayed :- 4. To define new text select the button New and enter a unique code for this free text in the field Free text code. 5. In the field Description you must enter a description for this text. 6. Select that the text should be either Paragraphs - which means that the text that you type in the space below will wrap around. Alternatively select Fixed spacing - which means that this will allow text upto exactly 80 characters per line and then you have to press Tab to get to the next line. 7. Save this free text. Page 104 CHAPTER 4 : MAINTAINING THE ACCOUNTS

115 8. To define text like a free text that you have already defined enter the code for the new text, then select the button Like and define which text that is already defined that you wish this new text to be like. You may alter the text and then Save. 9. To delete a free text that you have already defined, select the code for that text at the field Free text code and then select the button Delete. You will be asked to confirm that you want the free text deleted. 10. Once you have saved some free text you may select that free text. If you start changing that text and then decide you do not wish to record the changes you have made since the Save then select Reset and the new changes will not be recorded. 11. Finally select Exit. NOMINAL LEDGER ACCOUNT MAINTENANCE The Nominal Account Maintenance facility is used to create, amend, copy and delete nominal ledger accounts. You must have created the company for which you wish to maintain nominal ledger accounts before you use this facility. IDENTIFYING THE NOMINAL LEDGER ACCOUNT Before you can add, amend, copy or delete a nominal account, you must identify the required account. 1. Select the Maintenance option from the WinAccs menu. Select the Ledger Accounts option and then select the Nominal Ledger option. The Nominal Ledger Maintenance window is displayed as follows. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 105

116 Identify the nominal account code (using the instructions in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS) ADDING OR AMENDING A NOMINAL LEDGER ACCOUNT If you chose the Starter Pack option when you created the company, a default set of nominal ledger accounts will have been created. You can list all of these accounts using the Code Lookup facility (@). You can then amend the details of selected accounts, add new accounts and delete any unwanted accounts. If you did not choose the Starter Pack, you must create all of the normal nominal ledger accounts for the company using this facility. The bank and control accounts should all have been added when the company was created. You can alter any of the non-financial information for an account at any time, except for the account type. If you create an account with the wrong account type, you must delete the account and re-add it. The following steps are involved in adding or amending a nominal account: 1. On the General tab enter the nominal account details, including any additional comments for the account, if required. Page 106 CHAPTER 4 : MAINTAINING THE ACCOUNTS

117 On the Budgets tab will be details of the budget for this account Add or View any nominal notes if required. 4. Save the nominal account. Entering Nominal Account Details To enter a new Nominal Account select the New button and in the field Code enter a unique code for the new account. Press TAB. To amend an existing Nominal Account use the Code to select the code of the Nominal Account you wish to amend and then select TAB. General tab of Nominal Ledger Maintenance On the General tab enter (or amend) the information for the selected nominal account, e.g. name, account type, bank details, purge information, priority level. The priority level determines which users may access this account. You may also specify to which this Nominal Group this Nominal account belongs - see NOMINAL GROUPS on page 98. This will be used by the Financial Reporting System. If, before you save your changes, you decide you do not wish to continue with the changes you have made on the screen then select the button Reset and the contents of the fields will revert to what they were before you made any changes. Name Enter a description of the nominal account, which will be printed on reports. Account type If the default account type of normal is incorrect, choose the appropriate account type from the Account Type box. If you add a new bank account, it is added to the list within the company parameters. You cannot alter the account type for an existing account. Bank The Account from which payments may be made, and into which receipts may be deposited. Control Special accounts which are updated only by WinAccs and reflect the processing which has taken place within the sub-ledgers. [You should not create new control accounts, unless you are asked to do so by Compact Support.] Normal Any other nominal account. This is the default account type. Final account type If the default Final Account type of Expenditure is incorrect, choose the appropriate type from the Final Account type box from the list below: Control To identify special accounts which must always have a zero balance at the end of the period e.g. ZRETNBIN. Title To identify a title account. You cannot post to a title account. Asset To identify an asset account. Liability To identify a liability account. Income To identify a revenue account. Expenditure To identify an expense account. Category This may be any single character that the user chooses. Later this field Category can be used in reports (e.g. to report on Nominal Account with a specific category). Group code Use the Code to select which Nominal Group this Nominal belongs to. This is optional. Default invoice - Units Define the units to be used for an invoice detail line that is not stock related. This is optional. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 107

118 Default invoice - Rate Define the rate to be used for an invoice detail line that is not stock related. This is optional. Comments Enter any additional information about the nominal account. The comments facility is explained in more detail in ENTERING COMMENTS in CHAPTER 2 : BASIC SKILLS. If you selected an account which has the account type option Normal, the following information will be displayed in the Payee Details box: Payee If you wish to make payments directly from this nominal account, enter the payee name for the payments e.g. HM Customs & Excise. [This box is only accessed if the Account type is Normal.] Contract analysis code (default) If the accounting entries for this account also relate to the contract (job) ledger, enter an existing contract analysis code to identify an additional level of cost analysis. If the entry could relate to a number of different contract analysis codes, enter ASK. [This box is only accessed if the Account type is Displays the Contract Analysis Codes selection box, which contains all the Contract Analysis Codes. You can select the required code which will be automatically entered into the Contract Analysis Code (default) field. If you selected an account which has the account type option Bank, the following information will be displayed in the Bank Details box: Bank sort code If you are adding or amending a bank account, enter the sort code which identifies the bank. [This box is only accessed if the Account type is Bank.] Bank account no If you are adding or amending a nominal ledger bank account, enter its bank account number. [This box is only accessed if the Account type is Bank.] Last statement If you have used the V7.00 Bank Reconciliation then this line will display the number of your last bank statement, the date of that statement and the ending balance on that last statement If you selected an existing account, the Nominal Ledger Maintenance window displays all of the existing information for the account. It also displays the following financial information in the Detail box: B/Fwd balance The (Brought Forward) account balance before the current period transactions. Current period The total of all of the postings which have been made to the account during the current accounting period. Pending The total of all of the postings which have been made to the account in any future accounting periods. Date account created This will display the date that the account was created. Date last posted to This will display the date that this account was last posted to. Delete at purge! Check this box if you want the account to be deleted at purge time if there are no transactions for the account. When this is selected then details of the last transaction that used this account are displayed. You may not mark a mandatory account as Delete at Purge. Page 108 CHAPTER 4 : MAINTAINING THE ACCOUNTS

119 Last year balance Enter the previous year's balance for the account. This value is then available for reporting and enquiry. Last year budget Enter or revise the annual budget amount for the account for last year. This value will be used for variance reporting This year budget Enter or revise the annual budget amount for the account for this year. This value will be used for variance reporting Next year budget Enter or revise the annual budget amount for the account for next year. This value will be used for variance reporting. Priority level The default priority level of 0 (zero) allows any user to access the account. To restrict access to the account, enter a number between 1 and 10. Only users with a priority number which is equal to, or greater than, this code will be able to access the account. Account notes exist so that you can make comments about this ledger account. You can request a reminder to be displayed at a certain date. You may wish to link this comment with a document written using other software such as a WORD document, or an EXCEL spreadsheet. To add a note select the button Add new nominal note and to view the notes select the button View nominal notes - for further details see NOTES on page 131. Budgets tab of Nominal Ledger Maintenance On the Budgets tab are displayed all the details about the budgets for this nominal account. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 109

120 Nominal account maintenance has 3 budget totals for last year, this year and next year You can see/set period budgets. Budgets default to being 'equal/fixed' i.e 1/12 of the total budget for monthly budgets. This can be changed by setting the 'variable budgets' tickbox, which will allow budgets to be entered for each period. There is a check that the total of 'entered' period budgets is equal to the total budget (and to set it to be equal, if not) There are also buttons to allow copying of budgets from one financial year to another i.e. copy this year's budgets to next years budgets etc. If the number of periods is different in the 'from' and 'to' years, then budgets will be 'apportioned' as best as possible: i.e. if the 'from' year periods was monthly and 'to' year periods is quarterly then the new period 1 will contain the sum of the old periods 1-3 etc. There is also a button to 'uplift' existing budgets by a percentage (or decrease them if the percentage is negative) If budgets are 'fixed' and the 'total budget' is in whole pounds, then the periods budgets will also be calculated in pounds. Accounts can be made to have variable or fixed budgets at any time. If setting budgets for an account, a check is made that the budgets periods have been set in company parameters and if not, display a warning message and set them to the default, 'Monthly' Page 110 CHAPTER 4 : MAINTAINING THE ACCOUNTS

121 Finding Nominal Accounts in Financial Reports When you are displaying the details of a nominal account within Nominal Account Maintenance, at the bottom of the screen is the button Find in financial reports. Select this and you will see a screen similar to the following :- This shows the financial reports in which this Nominal Account is a part. If you select the line showing a report and double click on it you will see the report and the line in Financial Report Definition. Select Exit. Updating a Nominal Ledger Account To save the changes you have made you are advised to select the diskette sign. If you do not save but select another nominal account (using the instructions in "IDENTIFYING THE NOMINAL LEDGER ACCOUNT" on page 105) or choose Exit then this will call the Update message box. To save changes choose Yes. To cancel changes choose No, or to continue editing the account choose Cancel. This update message may be turned off by selecting Options from the Utilities menu and unchecking the option to confirm changes to the Nominal Ledger accounts. COPYING NOMINAL LEDGER ACCOUNT DETAILS If you wish to add several accounts which are very similar, you can use the Like facility to copy all of the account details. 1. Identify the new account, into which you wish to insert the copied information, (using the instructions in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS.) Choose the Like option to copy the account details. The Like dialog box is displayed. Enter the account for which you wish to copy details, or select the required account via the Code Look up facility. Choose OK which will insert the copied details. 4. Continue entering all of the other information for the new account, as explained above. 5. Save the details and Exit. DELETING A NOMINAL LEDGER ACCOUNT You can, at any time, delete accounts which have not been posted to. To delete an account which has been posted to, you must first enter a journal to reverse out the balance before you mark the account for deletion. The account will be deleted when the associated transactions are purged from the ledger. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 111

122 1. Select the nominal account code which is to be deleted, (using the instructions in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS.) Identify that you wish to delete the account, by checking the field Delete At Purge!. When this is selected then details of the last transaction that used this account are displayed. You may not mark a mandatory account as Delete at Purge. If the account has never been used or all transactions for the account have been purged the Delete Record message box appears. The Delete Record message box ask for confirmation as to whether you wish to delete the selected account immediately. Choose Yes from the Delete Record message box, to delete the account, or No to retain the account, or Cancel to continue editing the account. 4. If transactions have been posted to the account, the Delete Record message box is not displayed. The account will be deleted when all of the transactions have been purged from the account. SALES LEDGER ACCOUNT MAINTENANCE The Sales Ledger Account Maintenance facility is used to create, amend, copy and delete sales ledger accounts. You must have created the company for which you wish to maintain sales ledger accounts, before you use this facility. The Sales Ledger Accounts will be used for customers. [Purchase Ledger account maintenance is identical to Sales Ledger account maintenance except that the Statement Flags tab for Sales Ledger accounts is replaced by the Remittance flags tab for Purchase Ledger accounts.] IDENTIFYING A SALES/PURCHASE LEDGER ACCOUNT Before you can add, amend, copy or delete a sales/purchase ledger account, you must identify the required account. 1. Select the Maintenance option from the WinAccs menu. Select the Ledger Accounts option followed by the Sales Ledger option for a sales ledger account [or Purchase Ledger option for a purchase ledger account]. The Sales/Purchase Ledger Maintenance window is displayed and the first Sales/Purchase Account is automatically selected. Page 112 CHAPTER 4 : MAINTAINING THE ACCOUNTS

123 Identify the account code which you wish to add, amend or delete, using the instructions in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS. If you entered an existing account code, the Sales/Purchase Ledger Maintenance window becomes active immediately. This is used to enter and amend details for the ledger account. ADDING OR AMENDING SALES/PURCHASE LEDGER ACCOUNT DETAILS You must create a ledger account for every organisation that you wish to invoice and from which you receive payments. The sales/purchase ledger account maintains all of the information about the customer, and the settlement terms which apply. It also records the account's outstanding balance. You can alter any of the non-financial information for a sales/purchase ledger account at any time, e.g. name and address details. To enter a new Sales or Purchase Account select the New button and in the field Code enter a code for the new account. Press TAB. [If BOSS has selected Security Options, WinAccs Options, Account Options and then Generate new account code with prefix for this company see GENERATING ACCOUNT CODES on page 117. ] To amend a Sales or Purchase Account use the Code to select the code of the existing account and then press TAB. The following steps are involved in adding or amending a sales/purchase ledger account: 1. Enter the general information for the account. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 113

124 Enter the account's credit limit, settlement terms, payment terms and trade dicount. Enter banking information for the account. 4. Enter any additional notes for the account, if required. 5. Enter the Delete at purge information and alternative addresses for the account. Enter the User Category, the Representative for this account and the Territory of this account. If you are registered for Cost Centres then enter the cost centre of this account. 6. Enter the Electronic Data Input (EDI) information for the account (and possibly the Freeway export information).. 7. For a Sales ledger account you may either use the Company default settings for Statement flags - see STATEMENT FLAGS SCREEN in COMPANY DETAILS in CHAPTER 3 : GETTING STARTED or you may select settings for this particular sales account see Selecting Statement flags for a Sales Ledger Account on page Enter information about addresses for V-Rex edoc Management system. When you are entering a new account this screen is not available until you have saved the account details. 9. For a Purchase Ledger account or Subcontractor Ledger account you may choose whether to print remittances - see Selecting Remittance flags for a Purchase/Subcontractor Ledger Account on page You may select the box Account on hold to place this account on hold. This means that when you use this account (for instance when you enter an invoice for this account) on the screen will be displayed a clear warning in red saying Account on hold. 11. Update the sales/purchase ledger account. If, before you save your changes, you decide you do not wish to continue with the changes you have made on the screen then select the button Reset and the contents of the fields will revert to what they were before you made any changes. Entering General Information for a Sales/Purchase Ledger Account Enter general information for a sales/purchase ledger account code, e.g. name, address and telephone number, short code, analysis code, VAT registration number: Balances for a Sales/Purchase Ledger Account If you selected an existing account, the Sales/Purchase Ledger Maintenance window displays all of the information for the account. It also displays the financial information in the Detail box, such as B/Fwd Balance, Total Values of transactions, Turnover. : Entering Terms for a Sales/Purchase Ledger Account Select the tab Terms. Enter the Credit Limit, Early settlement terms, Trade discount % and Payment terms that you will give to this customer. Entering Banking Information for a Sales/Purchase Ledger Account Select the tab Banking. Enter details of the payee and the payment type, e.g. AutoPay, Electronic banking (BACS), Cheque, Direct Debit, Giro, Standing Order, Cash, BOBS. If this sales account has a head office account to which all invoicing and other financial activity must go, then select that head office sales account code. Entering Notes for a Sales/Purchase Ledger Account Select the tab Notes. The Notes field will appear in which you may enter additional information (maximum 160 characters) about the ledger account. Account notes exist so that you can make comments about this ledger account. You can request a reminder to be displayed at a certain date. You may wish to link this comment with a document written using other software such as a WORD document, or an EXCEL spreadsheet. To add a note select the button Add new account note and to view the notes select the button View account notes - for further details see NOTES on page 131. Page 114 CHAPTER 4 : MAINTAINING THE ACCOUNTS

125 Entering Other information and Alternative Addresses for a Sales/Purchase Ledger Account Select the tab Other/Addresses. On this screen you may enter information about the user category and whether to delete this account at purge. Also you may specify the Representative for this account, the Territory for this account and the default nominal for this account. If you have registered for the use of Cost Centres then you may select the Cost centre for this account. To add information about alternative addresses, select the tab New under the box headed Alternative Addresses see ADDING ALTERNATIVE ADDRESSES in CHAPTER 3 : GETTING STARTED. Entering Electronic Data Input information for a Sales Account Select the tab EDI. On this screen you may select whether EDI is to be used for Sales/Purchase Invoices. To use EDI you must :1. Log in as BOSS, Select Settings, then select Stock/Invoicing options per co.(stkoptn.ini), Then select the company 4. Select EDI 5. Select Properties 6. Set the Value field to edilink 7. Then select Apply and Save. Also on the EDI tab you may enter information about Freeway export. If you wish to use Freeway export then you need to log in as BOSS and select Settings, System wide WinAccs settings (WinAccs.ini) and then Invoicing Options S. Next select Export Freeway Sales Invoices and change this to Yes. Save and Exit Now on the EDI tab you may enter your account number with your customer. It is used to populate the export file. Without entering this account code, the export file will not be produced. Export files are produced in the Freeway folder in the company data folder. Enter the Freeway account code. Now when you input a sales invoice the details of that sales invoice will be sent to a comma separated variable file that you can use in other systems. Selecting Statement flags for a Sales Ledger Account Select the Statement flags tab for a Sales Ledger Account. You may either select to use the Statement Flags as defined on the Statements flag tab of Company Details or you may select settings just to be used for this Sales Ledger account. You may choose to Print Statements (and the conditions under which you wish the statements to be printed) or to NOT print statements. This is for use when printing Aged Balance reports (including Statements). You may choose to NOT print statements when there is a zero or negative balance on the account. But you may also choose for the program to check to see if there have been any movements (transactions in the current and pending periods), and if so, print the statement overriding the main setting. For example, if a sales invoice had been created and paid in the current period, the account balance may well be zero. But setting 'Print if zero balance' to check movements flag would force the program to print the statement. Print statements Leave this unticked if you do not wish statements to be printed, in which case the other fields on this screen are unavailable. Select this field if you wish to Print statements. Then the following fields become available for you to select the condition under which you wish the statements to be printed. Print if zero balance CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 115

126 Print if negative balance Print if no movements Include fully paid transactions 'Print if zero balance' to check movements 'Print if negative balance' to check movements. Selecting Remittance flags for a Purchase/Subcontractor Ledger Account Select the Remittance flags tab for a Purchase or Subcontractor Ledger Account. Here you may select whether to print remittances for this account. addresses for a Sales/Purchase Ledger Account Select the tab to define the addresses to be used by V-Rex edoc Management whereby you may send out documents by . You may for each address define which kinds of documents may be sent using that address. When you are entering a new account this screen is not available until you have saved the account details. Description Enter a description for this address (such as Home , Office ) address Enter the address (or you may select the button As account to use the address as defined on the Name tab of this account). You may enter more than one address (separated by a semi-colon) upto a limit of 60 characters in all. Documents Select which document(s) are to be sent out using this address. You may use the button Mark all to select all the types of documents or Clear all to deselect all the types of documents. When you select the Save button the choices you have made will be displayed in the bottom half of the screen. To enter another location to receive other documents enter another Description, possibly another or the same address, select which document(s) are to be sent to this location and then select Save. For further details see V-REX EDOC MANAGEMENT in CHAPTER 10 : REPORTS. Updating a Sales/Purchase Ledger Account To save the changes you have made you are advised to select the diskette sign. If you do not save but select another sales/purchase account (using the instructions in the "Identifying a Sales/Purchase Ledger Account" section above) or choose Exit then this will display the Update message box. To save changes choose Yes. To cancel changes choose No. This update message may be turned off by selecting Options from the Utilities menu and unchecking the option to confirm changes to the Sales Ledger accounts [or to the Purchase Ledger accounts]. COPYING A SALES/PURCHASE LEDGER ACCOUNT If you wish to add several sales/purchase ledger accounts which are very similar e.g. representing different branches of the same organisation, you can use the Like facility to copy all of the account details. The steps required to copy a sales/purchase ledger account are the same as those used to copy a nominal ledger account, refer to "COPYING NOMINAL LEDGER ACCOUNT DETAILS" on page 111. DELETING A SALES/PURCHASE LEDGER ACCOUNT You can delete a sales/purchase ledger account which has not been posted to, at any time. To delete a sales/purchase ledger account which has been posted to, the outstanding balance must be fully paid and all of the transactions must be fully matched. The account will be deleted when the fully matched transactions are purged from the ledger. Page 116 CHAPTER 4 : MAINTAINING THE ACCOUNTS

127 1. Select the sales/purchase ledger account code which is to be deleted, using the instructions which are described in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS. Select the tab Other/Addresses and check the Delete at Purge! box. When this is selected then details of the last transaction that used this account are displayed. Choose Yes from the Delete Record message box, to delete the account immediately, or No to delete the account at the next purge. You will be informed that the account has changed and asked if you wish to store the changes. If you decide you have made a mistake and do not wish to delete the account, select No to not save the changes, otherwise select Yes. 4. If transactions have been posted to the account, the Delete Record message box is not displayed. The account will be deleted when all of the transactions have been purged from the account. GENERATING ACCOUNT CODES If BOSS has selected Security Options, WinAccs Options, Account Options and then Generate new account code with prefix for this company then when you select New to create a new sales, purchase or subcontractor account a window will appear as follows :- Enter the account code prefix and click on OK. For instance if you enter the characters CAR and BOSS has chosen that there will be 4 final numbers to the code then the first time you create an account it will be CAR0001, and the next time you create an account it will be CAR0002 and so on. If you do not want this new account to follow those rules then just select Cancel and enter your own chosen account name as usual. PURCHASE LEDGER ACCOUNT MAINTENANCE The Purchase Ledger Account Maintenance facility is used to create, amend, copy and delete purchase ledger accounts. You must have created the company for which you wish to maintain purchase ledger accounts, before you use this facility. The Purchase Ledger Accounts will be used for suppliers. Purchase Ledger account maintenance is identical to Sales Ledger account maintenance [except that the Statement flags tab of Sales Ledger Accounts is replaced with Remittance flags tab for the Purchase Ledger Accounts] - see "SALES LEDGER ACCOUNT MAINTENANCE" on page 112, and replace all references to Sales by Purchase. SUBCONTRACTOR LEDGER ACCOUNT MAINTENANCE The Subcontractor Ledger Account Maintenance is used to create, amend, copy and delete subcontractor accounts. You must have created the company for which you wish to maintain subcontractor accounts before you use this facility. You must create a subcontractor ledger account for every subcontractor that you wish to invoice or from whom you receive payments. IDENTIFYING A SUBCONTRACTOR LEDGER ACCOUNT 1. Select the Maintenance option from the WinAccs menu. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 117

128 Select the Subcontractor Accounts option. The Subcontractor Ledger Maintenance window is displayed as follows. Identify the Subcontractor account code using the instructions in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS. ADDING OR AMENDING SUBCONTRACTOR LEDGER ACCOUNT DETAILS You must create a subcontractor ledger account for every subcontractor that you wish to invoice or from whom you receive payments and for whom you wish to create CIS documents for HMRC. The subcontractor ledger account maintains all of the information about the subcontractor, and the settlement terms which apply. It also records the subcontractor's outstanding balance. You can alter any of the non-financial information for a subcontracor account at any time, e.g. name and address details. To enter a new Subcontractor Account select the New button and in the field Code enter a code for the new account. Press TAB. [If BOSS has selected Security Options, WinAccs Options, Account Options and then Generate new account code with prefix for this company see GENERATING ACCOUNT CODES on page 117. ] Page 118 CHAPTER 4 : MAINTAINING THE ACCOUNTS

129 To amend an existing subcontractor account use the Code facility to select the code of the existing subcontractor account and then press TAB. The following steps are involved in adding or amending a subcontractor ledger account: 1. Enter the general information for the subcontractor account. Enter the subcontractor account's credit limit, settlement terms, trade discount % and payment terms. Enter the banking information for the subcontractor account. 4. Enter any additional notes for the subcontractor account. 5. Enter Delete at purge information and alternative addresses for the account. Enter the User Category, the Representative for this account, the Territory of this account and the default nominal to be used for this account. If you are registered for Cost Centres then enter the cost centre of this account. 6. Enter the CIS details of the subcontractor account. 7. Enter whether you wish to print remittances for this subcontractor on the Remittance flags tab. 8. Enter information about addresses for V-Rex edoc Management system. When you are entering a new account this screen is not available until you have saved the account details. 9. You may select the box Account on hold to place this account on hold. This means that when you use this account (for instance when you enter an invoice for this account) on the screen will be displayed a clear warning in red saying ACCOUNT ON HOLD. 10. Update the subcontractor ledger account. If, before you save your changes, you decide you do not wish to continue with the changes you have made on the screen then select the button Reset and the contents of the fields will revert to what they were before you made any changes. Entering General Information for a Subcontractor Ledger Account Enter general information for a subcontractor ledger account code, e.g. name, address and telephone number, short code, analysis code : Balances for a Subcontractor Ledger Account If you selected an existing account, the Subcontractor Ledger Maintenance window displays all of the information for the account. It also displays the financial information in the Detail box, such as B/Fwd Balance, Total Values of transactions, Turnover. : Entering Terms for a Subcontractor Ledger Account Select the tab Terms. Enter the Credit Limit, Early settlement terms, Trade discount % and Payment terms that you will give to this customer. Entering Banking Information for a Subcontractor Ledger Account Select the tab Banking. Enter details of the payee and the payment type, e.g. AutoPay, Electronic banking (BACS), Cheque, Direct Debit, Giro, Standing Order, Cash, BOBS. Entering Notes for a Subcontractor Ledger Account Select the tab Notes. The Notes field will appear in which you may enter additional information (maximum 160 characters) about the subcontractor ledger account. Account notes exist so that you can make comments about this ledger account. You can request a reminder to be displayed at a certain date. You may wish to link this comment with a document written using other software such as a WORD document, or an EXCEL spreadsheet. To add a note select the button Add new account note and to view the notes select the button View account notes - for further details see NOTES on page 131. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 119

130 Entering Other information and Alternative Addresses for a Subcontractor Ledger Account Select the tab Other/Addresses. On this screen you may enter information about the user category and whether to delete this account at purge. Also you may specify the Representative for this account and the Territory for this account.. If you have registered for the use of Cost Centres then you may select the Cost centre for this account To add information about alternative addresses, select the tab New under the box headed Alternative Addresses see ADDING ALTERNATIVE ADDRESSES in CHAPTER 3 : GETTING STARTED Entering CIS Details for a Subcontractor Ledger Account Select the tab CIS. On this screen you may select which type of subcontractor account this is and details of the Unique Taxpayer Reference and the National Insurance Number. You may also choose whether to Deduct the CITB Levy. Other fields may be available for data entry depending on the type of subcontractor. The flag 'Follow on' is only used during the first year of the reformed CIS, i.e. the tax year to April For any payments made after 5 April 2008 this flag will be ignored. If it is ticked then payments may be made in that first year without the need for verification. The setting of this flag must conform to the rules in CIS340 paragraph 4. Entering Remittance details Select the tab Remittance Flags. On this tab you can select whether you wish to print the remittance advice for this subcontractor. addresses for a Subcontractor Ledger Account Select the tab to define the addresses to be used by V-Rex edoc Management whereby you may send out documents by . You may for each address define which kinds of documents may be sent using that address. When you are entering a new account this screen is not available until you have saved the account details. Description Enter a description for this address (such as Home , Office ) address Enter the address (or you may select the button As account to use the address as defined on the Name tab of this account). You may enter more than one address (separated by a semi-colon) upto a limit of 60 characters in all. Documents Select which document(s) are to be sent out using this address. You may use the button Mark all to select all the types of documents or Clear all to deselect all the types of documents. When you select the Save button the choices you have made will be displayed in the bottom half of the screen. To enter another location to receive other documents enter another Description, possibly another or the same address, select which document(s) are to be sent to this location and then select Save. For further details see V-REX EDOC MANAGEMENT in CHAPTER 10 : REPORTS. Updating a Subcontractor Ledger Account To save the changes you have made you are advised to select the diskette sign. If you do not save but select another subcontractor account (using the instructions in the "IDENTIFYING A SUBCONTRACTOR LEDGER ACCOUNT" on page 117) or choose Exit then this will display the Update message box. To save changes choose Yes. To cancel changes choose No. This update message may be turned off by selecting Options from the Utilities menu and unchecking the option to confirm changes to the Subcontractor Ledger accounts. COPYING A SUBCONTRACTOR LEDGER ACCOUNT If you wish to add several subcontractor ledger accounts which are very similar e.g. representing different branches of the same organisation, you can use the Like facility to copy all of the account details. Page 120 CHAPTER 4 : MAINTAINING THE ACCOUNTS

131 The steps required to copy a subcontractor ledger account are the same as those used to copy a nominal ledger account, refer to "COPYING NOMINAL LEDGER ACCOUNT DETAILS" on page 111. DELETING A SUBCONTRACTOR LEDGER ACCOUNT You can delete a subcontractor ledger account which has not been posted to, at any time. To delete a subcontractor ledger account which has been posted to, the outstanding balance must be fully paid and all of the transactions must be fully matched. The account will be deleted when the fully matched transactions are purged from the ledger. 1. Select the subcontractor ledger account code which is to be deleted, using the instructions in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS. Select the tab Other/Addresses and check the Delete at Purge! box. When this is selected then details of the last transaction that used this account are displayed. If the account has not been posted to or all transactions have been purged the Delete Record message box appears identifying whether you can delete the selected account immediately. 4. Choose Yes from the Delete Record message box, to delete the account immediately, or No to delete the account at the next purge. You will be informed that the account has changed and asked if you wish to store the changes. If you decide you have made a mistake and do not wish to delete the account, select No to not save the changes, otherwise select Yes. 5. If transactions have been posted to the account, the Delete Record message box is not displayed. The account will be deleted when all of the transactions have been purged from the account. CONTRACT (JOB) LEDGER ACCOUNT MAINTENANCE The Contract (Job) Ledger Account Maintenance facility is used to create, amend, copy and delete contract accounts. It is used to build up the total budget for the contract by entering a budget against each minor contract analysis code. Budget values and budget quantities can both be entered. If the contract is being added to the contract (job) ledger after work has already begun, this facility will also allow you to enter the brought forward actual and quantity values. You must have created the company for which you wish to maintain contract accounts, before you use this facility. If you wish to enter budget and brought forward values by contract analysis code, the contract analysis codes must also have been created. IDENTIFYING A CONTRACT (JOB) LEDGER ACCOUNT 1. Select the Maintenance option from the WinAccs menu. Select the Ledger Accounts option followed by the Contract (Job) Ledger option. The Contract Costing Ledger Maintenance window is displayed and the first Contract (Job) Account is automatically selected. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 121

132 Identify the contract account code, using the instructions in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS. The Contract Costing Ledger Maintenance window allows you to enter and amend details for the contract account. ADDING OR AMENDING CONTRACT (JOB) LEDGER ACCOUNT DETAILS To enter a new Contract (Job) Ledger account select the New button. If in Maintenance, Company Details (see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED) on the References screen in the field Job number you have previously entered a code, then this code will always be updated each time you enter a new Contract (Job) and the field Job number will always show the next available code (e.g. JOBA1). When you now select New to create a new Contract (Job) the field Code will display Auto and when you save the record the code will become this next available code (JOBA1) and the field Job number in Company Details will be updated to show the next free code (e.g. JOBA2). Otherwise in the field Code enter a code for the new account. Press TAB. To amend an existing Contract (Job) Ledger account use the Code facility to select the code of the existing Contract (Job) Ledger account and then press TAB. The following steps are involved in adding or amending a contract account: 1. Enter the general information for the contract. Enter information about job suspension and completion. Jobs can also be marked as completed or incomplete by using Utilities, Database Utilities see UTILITIES in CHAPTER 3 : GETTING STARTED. Enter any additional comments for the contract, if required. 4. Enter the brought forward balance and/or budget details for one or more contract analysis codes for the contract. 5. Add any contact notes if required. Page 122 CHAPTER 4 : MAINTAINING THE ACCOUNTS

133 6. Add the adddress and contact details. If you have selected a related sales account you may select the button Get address from related sales account. 7. Update the contract account. If, before you save your changes, you decide you do not wish to continue with the changes you have made on the screen then select the button Reset and the contents of the fields will revert to what they were before you made any changes. Entering General Information for a Contract Account Enter the general information for a contract account code e.g. name, contract dates, purge information and price. Name Enter a description for the contract account. This will be printed on reports. Contract start date Optionally enter the date on which work started for this contract. Estimate completion date Optionally enter the date on which it is estimated that the contract will be completed. Agreed price Optionally enter the amount of the estimate which was accepted for this contract. Representative Select the representative in change of this account. Territory code Select the territory of this account. Job group Select the job group of this account. Cost centre If you have registered for Cost Centres, you may select a cost centre for this contract. Spare Number 1 Enter any other value which is required. This can be used for reporting purposes. Spare Number 2 Enter any other value which is required. This can be used for reporting purposes. Related Sales Account Select the code of the sales account to which you will be raising invoices. Job suspended Check this box when the job is suspended but before the final account is produced. The contract may be excluded from all future reports, but you can still post to it. Job completed Check this box when the job is complete. Account contact notes exist so that you can make comments about this ledger account. You can request a reminder to be displayed at a certain date. You may wish to link this comment with a document written using other software such as a WORD document, or an EXCEL spreadsheet. To add a note select the button Add new contract note and to view the notes select the button View contract notes - for further details see NOTES on page 131. On the right of the screen enter the address and contact details for this Contract (Job) ledger account. If you have already selected a related sales account you may select the button Get address from related sales account. At the field Comments you may enter any additional information about the contract. The Comments facility is explained in more detail in ENTERING COMMENTS in CHAPTER 2 : BASIC SKILLS. Balances If you selected an existing account, the Contract Costing Ledger Maintenance window displays all the existing information for the account. On this screen you may enter up-to-date details about the job, such as written off costs and the percentage of the job complete. If no transactions exist yet for this Contract Ledger you may enter the amounts for the Brought Forward Written Off, Sales including VAT and Receipts. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 123

134 Entering Budgets and Brought Forward Balance Details for a Contract Account Select the Budget button at the bottom of the screen. The Budgets window is displayed. On this screen you may enter up-to-date details about each contract analysis code, such as the brought forward balance and budget (in job values or job quantities) for both cost and sale. You may also enter the percentage of the job complete. The current balance is displayed to provide additional useful information. To save or cancel changes choose Exit. When you are asked whether you wish to save the changes, choose Yes to save the changes. To cancel changes choose No, or to continue editing the account choose Cancel. Updating a Contract Account To save the changes you have made you are advised to select the diskette sign. If you do not save but select another Contract Code or select Exit then this will invoke the Update message box. To save changes choose Yes. To cancel changes choose No, or to continue editing the account choose Cancel. This update message may be turned off by selecting Options from the Utilities menu and unchecking the option to confirm changes to the Contract (Job) Ledger accounts. COPYING A CONTRACT (JOB) LEDGER ACCOUNT If you wish to add several contract accounts which are very similar e.g. representing different branches of the same organisation, you can use the Like facility to copy all of the account details. The steps required to copy a contract account are the same as those used to copy a nominal ledger account, refer to "COPYING NOMINAL LEDGER ACCOUNT DETAILS" on page 111. DELETING A CONTRACT (JOB) LEDGER ACCOUNT You can, at any time, delete a contract account to which no posting has been made. However, before you can delete a contract account which has had transactions posted to it, all of the current transactions must have been purged, and the brought forward balance must be equal to the written off value. 1. Select the contract ledger account code which is to be deleted, using the instructions in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS. Select the button Delete. If the contract is not marked as Complete you are asked to confirm that you want this contract deleted. Reply Yes if appropriate. WinAccs then suggests that you print a full Page 124 CHAPTER 4 : MAINTAINING THE ACCOUNTS

135 contract details report and asks again whether you are sure you want to delete the contract. Reply Yes if appropriate. The contract is deleted. FIXED ASSET REGISTER This optional module allows you to define your assets with an initial value and then to calculate the new value taking into account depreciation of those assets over time. You may also revalue an asset and eventually dispose of an asset. To use this module you must register to use it, see Registration in CHAPTER 3 : GETTING STARTED. DEFINING A FIXED ASSET Once you have registered to use the optional module Fixed Asset Register, then to define a fixed asset obey the following procedure :1. Select the Maintenance option from the WinAccs menu. Then select Ledger accounts, followed by Fixed Asset Register. The following window will be displayed :- 4. Select the button New. 5. Enter a unique code for this fixed asset (maximum 20 characters). 6. In the section headed Asset details enter the details about this asset - such as its description, purchase date, original value. 7. In the section headed Asset nominal codes select the nominal codes to be used for this fixed asset. If you have registered for Cost Centres you may select the cost centre for this asset. 8. In the section headed Depreciation enter the method of depreciation that is to be used by WinAccs to calculate the value of this asset at a certain date. This might be None (i.e. no depreciation), Straight line (i.e. the depreciation is a set amount for each period), or Reducing balance (i.e. the depreciation for each period is a percentage of its value at the beginning of that period). Enter the relevant Amount per period, Percentage per period, Period for calculation and the Start date. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 125

136 9. In the section headed End of Depreciation enter when you wish WinAccs to stop calculating the depreciation of this asset. This may be after a defined number of periods, at a selected date or when the value of the asset reaches a certain chosen value. 10. You may add notes about this fixed asset by selecting the button Add new note and later you may View notes. 11. The screen will now look something like the following :- Save the details. MAINTAINING GROUPS AND LOCATIONS To maintain the Groups and Locations for use with the Fixed asset register obey the following :1. Select the Maintenance option from the WinAccs menu. Then select Ledger accounts, followed by Fixed asset register. Click on the button Maintain groups and locations. The following screen headed Maintain Groups and Locations will be displayed :- Page 126 CHAPTER 4 : MAINTAINING THE ACCOUNTS

137 4. To add an asset group then select New in the top half of the screen in the section headed Maintain asset groups. 5. Enter a unique code for this asset group and a description of the group. Then select Save. 6. To amend an asset group select that asset group s code at the field Asset group. Make any necessary changes and Save. 7. To delete an asset group select that asset group s code at the field Asset group. Then select the Delete button. You will be asked to confirm that you wish to delete the chosen asset group. Select Yes and the asset group will be deleted. 8. To add an asset location then select New in the bottom half of the screen in the section headed Maintain asset locations. 9. Enter a unique code for this asset location. Then enter the company name address and contact details. 10. Select Save. 11. To amend an asset location select that asset location s code at the field Asset location. Make any necessary changes and Save. 1 To delete an asset location select that asset location s code at the field Asset location. Then select the Delete button. You will be asked to confirm that you wish to delete the chosen asset location. Select Yes and the asset location will be deleted. Alternatively when you click on beside the fields Group or Location on the Fixed Asset Register screen to make your select of the required group or location you may click on Maintain Groups and Locations. DEPRECIATING A FIXED ASSET Once you have defined the fixed asset within WinAccs (see DEFINING A FIXED ASSET on page 125), then you can calculate the depreciation of that asset by obeying the following :1. Select the Maintenance option from the WinAccs menu. Then select Ledger accounts, followed by Fixed asset register..on the screen headed Fixed Asset register, select the button Depreciate assets. A screen, headed Depreciate assets, similar to the following will be displayed :- CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 127

138 4. At the field Depreciation date select the date for which you wish to calculate the depreciations. Then select the button Calculate depreciation. 5. This will show the depreciation for ALL the assets you have defined on the system, as follows :- and each is marked with Yes in the columns Post depreciation and Post journal. You may double click in the Post depreciation or Post journal column to change whether that asset is to have its depreciation posted or the relevant journal posted now - the Yes will disappear from the column. Page 128 CHAPTER 4 : MAINTAINING THE ACCOUNTS

139 You may also choose the buttons Select all, Clear all, Toggle asset to choose which depreciations and which journals you wish to post. 6. On the left of the screen you may select to Hide assets not selected for depreciation or you may select to Hide assets not selected for journal posting. 7. You may select Print to see a print out of the data in the top half of the screen. You may select Export to export the data. 8. At the field Description, enter a description for these depreciation records. 9. Then select the button Depreciate assets. 10. You are told how many depreciation records and how many journal records will be posted. Select Yes if you wish to process this action. 11. Once the depreciation records have been written, a report is produced showing the assets which have been depreciated. 1 Now the screen for the asset will be displaying the record of the depreciation history in the bottom right hand corner of the screen. And similarly the screen for each of the other assets will be displaying the depreciation history for that asset. 1 Finally select Exit to return to the WinAccs menu. NOTE : When you advance a period if WinAccs finds that the depreciation of an asset is due, it will warn you to carry out this Depreciation of Assets procedure. ASSET REVALUATION You may need to revalue a fixed asset. To do this :1. From the WinAccs menu, select Maintenance, then Ledger accounts, then Fixed Asset register. Select the asset to be revalued. Now in the section headed Asset revaluation select the field Revaluation required and select the Revaluation date. Now select the button Revalue asset. A screen similar to the following will be displayed :- CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 129

140 showing the Original value of the asset, the Depreciation to date and the Written down value. In the field Adjust written down value by enter the necessary adjustment to be made to the Written down value. The New written down value will then be displayed. Enter the Revaluation date and you may enter a Description for the revaluation. If you wish to enter a historic revaluation and do not wish to post a journal for this data then deselect the field Post journal. 4. Then select the button Revalue. 5. You are told that the revaluation is complete and advised that you might want to change the revaluation and/or the depreciation settings on the asset to reflect the new value. 6. You will be returned to the main fixed asset screen for this asset and these details will be displayed in the section Depreciation / revaluation history on that screen. Page 130 CHAPTER 4 : MAINTAINING THE ACCOUNTS

141 If you have placed a tick in the field Revaluation required and selected a date for the revaluation in Revaluation date but have not yet done the revaluation, then when you re-enter Maintenance, Ledger Accounts, Fixed asset register and the end of period date is more than or equal to the date you have selected then you will see a screen similar to the following :- Double click on a row to display the asset. You will be taken to the details for that asset and you should either select Revalue asset if that is required or amend the fields Revaluation required or Revaluation date. NOTE : When you advance a period if WinAccs finds that an asset needs revaluation, it will issue a warning. DISPOSAL OF ASSETS When you have an asset defined on the WinAccs system and you dispose of that asset then in Maintenance, Ledger accounts, Fixed Asset register, select that asset and then you must enter a Disposed date and some notes in Disposed notes. You may enter the Disposed value Then Save the record. Selecting the button Depreciate Assets will not then depreciate this asset which has been disposed of. You may wish, in time, to delete this asset from the system by selecting the Delete button from the top tool bar. NOTES OVERVIEW OF NOTES Notes may be added to any account or representative or to a transaction from Enquiry. A note can also be added to an item of stock. A note may be any text and may be marked with a priority mark. You may also select whether you would like a reminder about this note to be displayed on entry to this company on a date you choose. This could be useful if you wish to remember to contact someone on a particular day about this account/representative/transaction. If contact has been made with this account holder/representative/transaction using other software (such as a WORD document, an EXCEL document) you can record this on the tab Notes and may refer to that document from there. CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 131

142 Accessing the Notes facility for Ledger Accounts For any account (Nominal, Sales, Purchase, Subcontractor or Contract (Job)) you may record any notes about that account by going to Maintenance, Ledger Accounts and then selecting the required ledger. Then select the required account code. For a Sales, Purchase or Subcontractor account select the tab Notes. The notes, as displayed on the screen, have a maximum of 160 characters. But using the facility Add new account note you may record many more details about contacts with this account and you may record on the system that you want WinAccs to remind you, on a particular date, whenever you open this company that an action is to be taken concerning this account. For Nominal or Contract (Job) Ledger accounts the button Add new nominal/contract note is available on their main maintenance screen. For Fixed Asset Register use the button Add new note. Accessing the Notes facility for Representatives The Notes facility is also available when you maintain the Representative details - see REPRESENTATIVES on page 100. Select the button Add new representative note. Accessing the Notes facility for a transaction in Enquiry The notes facility is available when you highlight a transaction within the Enquiry program and you select the button Add new transaction note, see INFORMATION DISPLAYED BY ENQUIRY / DISPLAY in CHAPTER 9 : ENQUIRY / DISPLAY. Accessing the Notes facility for Stock The Notes facility is also available when you maintain an item of stock - see STOCK ITEMS in CHAPTER 4 : MAINTENANCE of the WINSTOCK MANUAL. Select the button Add new note ENTERING OR VIEWING NOTES You may enter or view notes for :Ledger accounts see Accessing the Notes facility for Ledger Accounts on page 132 Representatives see Accessing the Notes facility for Representatives on page 132 A transaction within Enquiry see Accessing the Notes facility for a transaction in Enquiry on page 132 Adding a Note When you have selected the button to add a note a screen similar to the following will be displayed :- Page 132 CHAPTER 4 : MAINTAINING THE ACCOUNTS

143 On this screen add any notes you wish to record. These are in Notepad-type text of almost any length. You may mark this note as a High priority note. If you would like a reminder about this note then select the box Would you like a reminder about this note?. Then in the field Date enter the date that you would like a reminder. You may have already sent this account holder/representative a document produced on other software (such as a letter written as a WORD document). You may select in the field Attach external document the document you wish to link to this account/representative by using the button Select. If you wish to view this document select the button Go. Finally click on Save. When you have entered a contact note then the next time you open the part of the programme where you chose to add a note there will be information next to the button Add a note saying which user added the last note for thie account/representative and on what date. Viewing Notes When you have entered notes for an account/representative/transaction you may wish to view them by selecting the button View note. 1. A screen similar to the following will be displayed :- CHAPTER 4 : MAINTAINING THE ACCOUNTS Page 133

144 This is showing :Heading Information! This says if the contact note is High Priority (else it is blank). Date entered This displays the date that the note was first written. Time This displays the time on that date that the note was written. User This displays which user was the last to write to or amend this contact note. Notes This displays the contact note. File This displays the filename which you chose to link to this note. Follow up This records the follow up date when you want a reminder about this note. Date amended This displays the date when the note was last amended. Time This displays the time when the note was last amended. User This displays which user made the last amendment to this note. Select the button Add to add a note. Select the button Amend/View to amend or view the note. 4. Select the button Delete to delete the note. 5. Select the button Go to display the file that this note is linked to. 6. If you have more than one page worth of notes for this account you could select Next to see the next page of notes (and then you could select Prev to see the earlier page of notes). NOTE REMINDER When you have entered notes for a ledger account/representative/transaction - see ENTERING OR VIEWING NOTES on page 132, if you have entered that you want a reminder on a particular date, then, as soon as you enter WinAccs and open this company then you will see that reminder - see REMINDERS in CHAPTER 3 : GETTING STARTED. If you close this reminder screen without dealing with any reminder for today then the reminder screen will be displayed about an hour later. Page 134 CHAPTER 4 : MAINTAINING THE ACCOUNTS

145 CHAPTER 5 : ENTERING JOURNALS OVERVIEW OF ENTERING JOURNALS The accounts within the nominal ledger can be updated by journals, which typically originate from one of three sources: subsidiary ledgers e.g. sales, purchase or subcontractor ledger external systems e.g. payroll manually entered journals This text describes the functions within WinAccs which allow you to enter, amend and post journals manually. Although these journals are primarily for updating the nominal ledger, they may also adjust the sales, purchase and contract (job) ledgers, if required. JOURNAL TYPES There are two types of journals which can be entered using WinAccs, depending on your requirements, and these are explained in detail later in this section: standard journals - which are entered and posted immediately to the ledgers. See "STANDARD JOURNALS" on page 136. recurring journals - which are entered and stored, to be posted any number of times in the future. See "RECURRING JOURNALS" on page 140. JOURNAL INFORMATION A journal is identified by a journal folio reference. This number is either entered manually or automatically assigned by WinAccs. A number of journals can be entered and posted together as a batch. Each journal detail line posts a debit or credit value to a ledger account and includes the following information: ledger (Nominal, Sales, Purchase or Subcontractor) account code debit or credit amount line description. JOURNAL VALIDATION All of the journals which are entered are fully validated by WinAccs before they can be posted to the ledgers. This verification ensures that all the correct nominal ledger accounts are updated. CHAPTER 5 : ENTERING JOURNALS Page 135

146 The double-entry checks ensure that each journal is self-balancing before it is posted. The amount which is required to balance the journal is always displayed at the bottom of the journal window. This provides you with a visual check on the status of the journal. Audit Trail When a journal is posted to any of the ledgers, an audit report is automatically produced which prints the journal details. The audit trail reports are sequentially numbered and should be filed. Audit trails may be printed at the time of posting or later in a batch - see AUDIT TRAILS in CHAPTER 10 : REPORTS. Audit trails are stored under (e.g.) C:\Compact\A\001\Spool\Audit\2011\04\*.VSP where this audit trail was for company 001 and produced in April To view or print the audit trail go to Reports, Report Tools, V-REX SPOOLER under the folder Audit. [The facility does exist in WinAccs to stop V-REX showing the audit trail posting whenever a posting occurs. It is still spooled for later printing. To access this facility log in as BOSS and select Settings and then System wide WinAccs settings (WinAccs.ini). Select V-Rex Audit Trails, click Properties and choose which action you wish taken concerning showing the audit trails whenever posting occurs. Then click Apply and Save. Please note that this will affect ALL users of your WinAccs system.] ACCOUNTING PERIOD CONTROL A journal can be posted to the current accounting period or to any future accounting period (even if it is in the next financial year). If a journal is posted with a date prior to the start of the current accounting period it will appear in the current period. The accounting period to which a journal is posted is determined by the posting date, which is entered at the beginning of each journal, in the Journal Header. If you enter a posting date which relates to a future accounting period, the journal is posted to the "pending" total for each account. When you display or print the account balance details, you will see the current period's balance and also a "pending" total for the account. JOURNALS ENQUIRY AND REPORTING Once you have posted journals to the accounts in any of the WinAccs ledgers, they are available for reporting and enquiry, until they are purged from the relevant ledger. The detail journal lines that have been posted to an account are printed on the Ledger Details report which is available for each ledger. These reports are accessed from Reports on the WinAccs menu - see OVERVIEW OF REPORTS in CHAPTER 10 : REPORTS. The journal lines can also be displayed on-line using the Account Enquiry facility. This is accessed from Enquiry / Display on the WinAccs menu - see OVERVIEW OF ENQUIRY/DISPLAY in CHAPTER 9 : ENQUIRY/DISPLAY. STANDARD JOURNALS One-off journals are entered and, providing they are correct, they are posted immediately to the relevant ledgers. These journals are only posted once, therefore, to post the same journal to different periods you must re-enter the journal. If you do wish to post the same journal to different periods you should use the Recurring Journals facility which is described in "RECURRING JOURNALS" on page 140. If a standard journal is incorrect or out of balance, it must be corrected and posted before you leave the input facility. If not, the journal is aborted and you will need to re-enter all of the details, if you wish to post it later. The following steps are required to enter and post batches of standard journals and each step is described in detail in the remainder of this section: 1. Access the standard journals facility and select that you want to add a new journal. Page 136 CHAPTER 5 : ENTERING JOURNALS

147 Enter all of the journal detail lines for the first journal in the batch. If required, edit the journal details for the first journal in the batch. 4. End the journal by choosing Accept. 5. If required, enter one or more additional journals to the batch (i.e. repeat points 2,3,4 above) 6. If required, edit any journal in the batch. 7. Post the batch of standard journals. ENTERING A STANDARD JOURNAL A standard journal line can post to an account within any of the following WinAccs ledgers, and this is indicated by the journal line type: nominal ledger sales ledger (and the sales ledger control account within the nominal ledger) purchase ledger (and the purchase ledger control account within the nominal ledger) subcontractor ledger ( and the subcontractor ledger control account within the nominal ledger) NOTE: The relevant control accounts within the nominal ledger are automatically updated. You cannot post a journal to a sales account that has a head office account defined - see SALES LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS. To enter a standard journal, obey the following procedure :1. Select Transactions from the WinAccs menu. Select Journals followed by Process Standard Journals. The Journal Batch - Normal Posting window appears. CHAPTER 5 : ENTERING JOURNALS Page 137

148 This is used to enter, amend and post a standard journal. It displays all of the journal lines once they have been entered, and allows you to alter any of the details. When a journal is complete, it allows you to post it to the ledger. On the Journal Header you may alter the date, add a description and identify the standard journal using the Journal folio reference. 4. Now enter the details lines see ENTERING STANDARD JOURNAL DETAIL LINES on page 138. ENTERING STANDARD JOURNAL DETAIL LINES Journal lines are entered into the New Detail Line box. Each detail line must include an account code and a debit or credit amount. 1. Select the type of detail line which is to be entered. Enter details of the Account, the Amount, Debit or Credit and (for Sales and Purchase Ledgers only) whether the Turnover should be adjusted. Choose the tab VAT to enter the VAT details for this detail line. 4. Choose the tab Contract Analysis to enter the Contract Analysis information, if required for this account. 5. Choose Add to add the detail line to the journal. The detail line is displayed in the inactive window headed Journal, below the active New Detail Line dialog box. The amount which is required to balance the journal is calculated and displayed in the field Net Nominal. This amount is also displayed as the default value in the Amount field. Page 138 CHAPTER 5 : ENTERING JOURNALS

149 The New Detail Line dialog box is refreshed, allowing you to enter the next detail line. 6. Repeat steps 1-5 to enter the remaining detail lines for the journal. At any point you may edit the standard journal, see "EDITING A STANDARD JOURNAL" on page Then you end the journal, see ENDING A STANDARD JOURNAL on page 139 and post the journal, see POSTING A STANDARD JOURNAL on page 140. EDITING A STANDARD JOURNAL Once you have entered a detail line to the journal, all of the details for the journal are displayed in the Journal dialog box, which becomes active. You may wish to revise the journal before it is posted to the ledger, if, for example, it includes incorrect account codes or is out of balance. The Edit and Delete buttons now become available.. To Change an Existing Line Detail 1. Use the mouse or arrow keys to highlight the required detail line. Choose Edit (or use the mouse to double click on the required line). The details for the selected journal line are now copied in to the New Detail Line dialog box ready for you to edit them. The selected line in the Journal dialog box has the text <<<EDITING>>> superimposed on it. Alter any of the line details. 4. Choose Replace. Alternatively choose Cancel if you wish the edits you have entered to be ignored. The Journal dialog box at the bottom of the screen displays the revised journal line. To Delete a Journal Line If the journal is unbalanced, you will need to take some further action before the journal can be posted (for example by adding a new line, or changing the values of the existing lines). 1. Use the mouse or arrow keys to highlight the detail line which is to be deleted. Choose Delete. The journal line is removed from the journal. The Net Nominal line now shows the new balance. ENDING A STANDARD JOURNAL When all of the line values within the journal net to zero, the button Accept becomes available. If the details are all correct, select Accept to accept the standard journal. You may at any time select Reject to not record this standard journal. When you have selected Accept, the window visible now is the one available under the tab Batch and it displays the Description, Date and Journal folio reference of the Journal just added. Choose one of the following buttons: Choose To do this Add To add another journal to this batch, see "ENTERING STANDARD JOURNAL DETAIL LINES" on page 138. Edit To edit the highlighted journal, see "EDITING A STANDARD JOURNAL" on page 139. Delete To delete the highlighted journal. You will be asked to confirm that you do want to delete the journal. Select Yes if you do, else select No. Like This will take you to the window for adding journal lines with the details of the highlighted journal already on the screen. You may use these details as the basis for a new journal entry by adding or editing what is displayed. The Description in the Journal Header will be Copy of ABCD, where ABCD was the Description in the Journal Header of the original journal. This description can be changed. For further CHAPTER 5 : ENTERING JOURNALS Page 139

150 details about adding a journal see "ENTERING STANDARD JOURNAL DETAIL LINES" on page 138. Post When you have entered all the journals into the batch, select Post to post the batch, see POSTING A STANDARD JOURNAL on page 140. POSTING A STANDARD JOURNAL A standard journal can only be posted once to any of these ledgers. Also, a standard journal cannot automatically be reversed into the following accounting period. Therefore, an individual posting date must be entered to identify the accounting period to which the journal is to be posted e.g. 09APR11. If you wish to post the same standard journal to a different period, you must re-enter the journal. In this case it may be better to enter it as a recurring journal. When you have entered all the journals into the batch, select Post to post the batch. You will be told that the journal batch is about to be posted and asked to check the audit stationery. Choose OK. A dialog box appears momentarily in the bottom left hand corner of the screen which identifies each account as it is being posted to. a letter appears before the account code identifying the ledger which is being updated e.g. N for Nominal Ledger, S for Sales Ledger etc. The Journal Audit report is then printed. You are now returned to the Batch window and may select Add to add a new batch. Otherwise click on on the exit button X at the top of the screen to return to the WinAccs menu. RECURRING JOURNALS A recurring journal is a standard journal which will be needed often. Two examples where recurring journals would be used are : Cars, 36 payments of 250, Petty cash template (zero values). A recurring journal is entered into WinAccs once and stored permanently. It can be revised at any time and will remain within WinAccs until it is deleted. A number of recurring journals can be selected for posting, and they will all be posted together. Even after they have been posted, recurring journals remain within WinAccs and they can be posted a number of times. Recurring journals contain the same journal line information as standard journals. However they are not automatically posted to the appropriate ledger(s). The following steps are required to enter, revise and post recurring journals and each step is described in detail in the remainder of this section: 1. Access the Create/Maintain a Recurring Journal facility. Enter the recurring journal, entering first the journal header and then the journal detail lines. Edit the new journal if required, or enter further recurring journals if required. 4. Access the Process Recurring Journals facility. 5. From the list of recurring journals on the system, select one. You may edit it. 6. When you have selected all the recurring journals that you wish to post, and have edited those that need editing, then select to post them. CREATING/MAINTAINING A RECURRING JOURNAL Select Transactions from the WinAccs menu. Select Journals, followed by Create/Maintain Recurring Journals. Page 140 CHAPTER 5 : ENTERING JOURNALS

151 The window headed Journals appears. This displays any recurring journals which have been previously entered. It also allows you to choose between entering or editing recurring journals Choose one of the following buttons: Choose To do this Add To enter a new recurring journal. See "ENTERING A STANDARD JOURNAL" on page 137. Edit To amend an existing recurring journal. See "EDITING A STANDARD JOURNAL" on page 139. Delete To delete the highlighted journal. You will be asked to confirm that you do want to delete the journal. Select Yes if you do, else select No. Like This allows you to enter another recurring journal similar to the one selected. You will be taken to the window for adding journal lines with the details of the highlighted journal already on the screen. You may use these details as the basis for a new journal entry by adding or editing what is displayed. The Description in the Journal Header will be Copy of ABCD, where ABCD was the Description in the Journal Header of the original journal. This description can be changed. For further details of adding a journal, see "ENTERING A STANDARD JOURNAL" on page 137. Reset Reset will reset the count for the highlighted journal to record that it has not yet been posted at all i.e. resets the count to zero. Delete all completed Select this to delete all the journals marked as Completed. To exit from Create/Maintain Recurring Journals, click on the on the exit button X at the very top right of the screen. You will be returned to the WinAccs menu. ENTERING OCCURRENCES FOR A RECURRING JOURNAL To add details about the occurrences of the recurring journal, select the tab Occurrences. The Occurrences window will be displayed : CHAPTER 5 : ENTERING JOURNALS Page 141

152 At the top of the window will be displayed the description of the batch from the Journal Header. Enter the details about when you wish the next posting to be, the repeat posting and/or the reversing of the journal. Repeating Recurring Journals A recurring journal can be posted a number of times. This is determined by the number of occurrences, which is entered for each batch. You can enter a specific number of occurrences, e.g. 12, if the journal is required monthly throughout the year. Each time the journal is posted this value is reduced by one. You will not be able to post the journal when the value reaches zero. However, the journal remains on the system and you can simply enter a new number of occurrences, if required. Example : Cars, 36 payments of 350. Alternatively, you can choose Indefinitely to identify that the journal is required forever. Example : Petty Cash template (Zero Values). Reversing Recurring Journals Reversing journals are typically accrual and prepayment journals which are normally posted to one accounting period, and then the reverse of the journal is posted to another subsequent period (or year). Page 142 CHAPTER 5 : ENTERING JOURNALS

153 When you enter a reversing journal you are asked to enter two posting dates. The first date identifies the initial accounting period into which the journal will be posted. The second date identifies the accounting period into which the reversal journal will be posted. Both of the journals are posted at the same time, although the reversal journal will be included in the " pending " balance for the account. Select the button Accept to accept this journal (else select Reject to reject the journal). If you selected Accept you are returned to the window under the tab Options, see ENDING A STANDARD JOURNAL on page 139. PROCESSING A RECURRING JOURNAL 1. Select Transactions from the WinAccs menu. Select Journals followed by Process Recurring Journals. The window headed Journals appears. This displays, in the box headed Selected, any recurring journals which have been selected for posting, in the above case none. It displays, in the box headed Due as of, the journals which are due as of the date following the heading. To see the journals due by a different date, enter the required date in the box following the heading Due as of and click the mouse in the box under the heading. A list of the journals due as of CHAPTER 5 : ENTERING JOURNALS Page 143

154 the required date will now be displayed. You may highlight one and select it to appear in the box headed Selected ready for you to edit, delete or post it. In the box headed Pending are displayed all the recurring journals on the system that are not as yet selected for posting. You may highlight and select these to appear in the box headed Selected ready for you to edit, delete or post. Choose one of the following buttons: Choose To do this Add To enter a new recurring journal. See "ENTERING A STANDARD JOURNAL" on page 137. Edit To amend the existing recurring journal which you have already Selected (either from the box headed Due as of or from the box headed Pending) and which is now highlighted in the box headed Selected. See "EDITING A STANDARD JOURNAL" on page 139. Delete To delete the existing recurring journal which is now highlighted in the box headed Selected. You will be asked to confirm that you do want to delete the journal. Select Yes if you do, else select No. Like To enter a new recurring journal using the details of the recurring journal which is now highlighted in the box headed Selected as the basis for the new journal. This will take you to the window for adding journal lines with the details of the highlighted journal already on the screen. You may use these details as the basis for a new journal entry by adding or editing what is displayed. The Description in the Journal Header will be Copy of ABCD, where ABCD was the Description in the Journal Header of the original journal. This description can be changed. For further details about adding a journal, see "ENTERING A STANDARD JOURNAL" on page 137. Post To post all of the selected batches that are displayed in the current window headed Selected. see POSTING A STANDARD JOURNAL on page 140. Select To select a recurring journal highlighted in the box headed Due as of or Pending. If when you created the journal, you chose the option Journal requires edit, then the details of the journal chosen will be displayed so that you can edit them. Do so and then select Accept (else select Reject). The selected journal will then be listed in the box headed Selected and may be edited, deleted or posted.. 4. To exit from Process Recurring Journals, click on the on the exit button X at the very top right of the screen. You will be returned to the WinAccs menu. Page 144 CHAPTER 5 : ENTERING JOURNALS

155 CHAPTER 6 : ENTERING INVOICES OVERVIEW OF ENTERING INVOICES You can enter, amend and post invoices and credit notes to the following WinAccs ledgers: sales ledger, see SALES INVOICE ENTRY on page 153 purchase ledger, see PURCHASE INVOICE ENTRY on page 178 subcontractor ledger, see SUBCONTRACTOR INVOICE ENTRY on page 184 The invoice entry facilities are fully integrated to the WinAccs Nominal Ledger, and to the Contract (Job) Ledger and/or Subcontractor Ledger, if they are being used. This means that the Nominal Ledger and costing details which are entered for an invoice are automatically posted to the Nominal, Contract (Job) and Subcontractor Ledgers. This in turn ensures that all of the ledgers are in balance, and fully reconciled at all times. In addition, you will be able to print sales invoices if you so desire. This can be done simply by checking a box in the initial selection screen. The invoice will be produced according to one of many available designs which can be amended by the user. Optionally you can allow users to enter invoices - see ASSIGN USER RIGHTS in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. If a user is only allowed to enter invoices then the invoices that he has entered are stored in an unauthorised batch. A user who is allowed to authorise can pick up this unauthorised batch later, review the entries and authorise posting to the appropriate ledgers. If, when you have entered an invoice, a machine failure occurs, you will not lose that invoice. When the program is next entered you will be advised that WinAccs has detected a recovery file of invoices and you may recover it and continue processing it. ENTERING INVOICES/CREDIT NOTES A number of invoices and credit notes can be entered for each ledger, and then posted. The invoices must be entered and posted separately for each ledger. For instance, you cannot enter sales and purchase ledger invoices using the same option, or include them in the same posting run. You can mix invoices and credit notes for the same ledger in a batch. Each invoice is validated to ensure that no required entry has been omitted, before it can be accepted. This ensures that only complete and accurate information is posted to the accounts. Invoices which contain incomplete or incorrect information must be corrected before you leave the invoice input facility. If information is to be deleted for any reason, a window is displayed asking you to confirm that you wish to lose the information. You can enter a batch consisting of a number of different invoices or credit notes, before you post them to the ledgers. You can return to an earlier invoice in the batch and edit the details of the invoice. These invoices are listed in the Batch Control screen on the Post,Exit tab and can be retrieved for editing simply by double-clicking on a desired line with the mouse. CHAPTER 6 : ENTERING INVOICES Page 145

156 INVOICE PARAMETER SELECTION This is the initial screen that you will see when you access the invoicing facility. You will use it to select the following parameters: Sales or Purchase or Subcontractor ledger invoices Posting options (Optional links to WinStock and WinOrder ) Sales invoicing options, such as post and print on invoice input or at the end of a batch. Batch control value facility, which is optional. This allows a control procedure to trap potential input errors. You will be able to save these settings. Settings can be saved for each ledger. Once your selections are complete, you will be taken to the invoice header screen. INVOICE INPUT WINDOWS For the sales, purchase and subcontractor ledgers the following four main screens are used to enter and post the invoices and credit notes: header entry - which is used to enter or amend the header details for an invoice. These details relate to the invoice as a whole, rather than to the individual lines within the invoice. They include the invoice or credit note number, customer reference number, the account to which the invoice will be posted, settlement and discount information and, if the Contract (Job) ledger is being used, details about the contract code. detail entry - which is used to enter or amend the information for each detail line of an invoice. This includes the nominal ledger code, line description, amount, VAT code and, if the Contract (Job) ledger is being used, details about the contract code. VAT - which is used to analyse the total VAT amount for an invoice - see "VAT Analysis Information for an Invoice" on page 146. Batch Control on the Post,Exit tab - which lists all of the invoices which have been entered in the current batch but not posted, and enables you to edit invoices before posting. The input screens can be selected by using the tabs at the top of the screen. However in addition, you can use the command buttons which are available within each screen to move to some of the other screens, depending on which screen is currently active. VAT Analysis Information for an Invoice The total VAT amount for the invoice must be analysed across the relevant VAT codes, for VAT reporting. You do not need to enter the VAT amount for an invoice. It is calculated from the VAT code (using the VAT percentage for the code) and the amount which is entered on each detail line. However, you should review the VAT analysis information before you accept an invoice, to ensure that the calculated VAT amount and analysis is correct. For example, if the VAT has been calculated differently on an invoice, you must override the values which are calculated by the system, and enter the value which is shown on the invoice. Rounding frequently results in 1p difference. The VAT analysis information displays the following information for each VAT code which has been identified on the detail lines: VATable amount (goods value) VAT amount. It also displays the VATable amount which has been analysed to both the zero-rated (Z) and exempt (X) VAT codes. For example, if you enter a retention amount for an invoice, this value will automatically be analysed as exempt from VAT and shown as a negative value. Page 146 CHAPTER 6 : ENTERING INVOICES

157 CUSTOMER/SUPPLIER DETAILS When you have selected the account for which you wish to raise an invoice/credit note, you may click on the following icon :- Customer/supplier details for the chosen account will be displayed. These consist of the balance, the credit limit, the name of the customer/supplier contact and phone number, and any customer/supplier comments. Choose OK to return to the invoice entry screen. DEFAULT CODES FOR INVOICES When entering invoices you may find that a whole batch of invoices uses the same account code (or nominal code or contract code or contract analysis code). Therefore the facility exists so that you can specify which fields will default to the values in the previous invoice/line. To do this log in as BOSS and PASS (or as a BOSS level user), select Settings, WinAccs.ini. Under the choice Invoicing Options P for purchase account invoices, Invoicing Options S for sales account invoices or Invoicing Options C for subcontractor account invoices select the parameter Remember Account. Select No if there is to be no defaulting, else select Yes. Similarly under Invoicing Options P, Invoicing Options S or Invoicing Options C you may set invoicing to remember the Nominal/Contract/CAC of the previous code in this invoice or the previous code used in this batch. Select the parameter Remember Nominal, or Remember Contract, or Remember CAC. There are 3 choices. Select No if there is to be no defaulting. Select Invoice to mean that it will default to the previous code used in this invoice. The first line of the invoice will have no default. Select Batch to mean default to the previous code used in this batch. This does not reset at the start of an invoice. The first line in the batch will have no default. ACCEPTING OR REJECTING INVOICES/CREDIT NOTES When you have entered all the details lines for an invoice or credit note, you must choose either to accept or reject the invoice or credit note. If this transaction is for a sales account or for a subcontractor account when you choose to accept the transaction a further screen will be displayed. headed CIS Tax deduction. On this screen you may enter the amount for the materials and alter the CITB Levy, Tax percentage and the Nominal codes. If this is not a CIS related invoice just tick the box on the bottom left of the screen which says This is NOT a CIS related invoice POSTING INVOICES/CREDIT NOTES Any Purchase and Subcontractor invoices which you have entered may be on the system as authorised or not authorised. Sales invoices do not need authorisation and can always be posted. Any unauthorised invoices can then be reviewed, authorised and posted to the ledgers, see Authorising purchase and subcontractor invoices on page 148. The validation process ensures that you only post valid invoices. The posting process performs two major tasks: 1. Posts invoices to the relevant ledger accounts. CHAPTER 6 : ENTERING INVOICES Page 147

158 Produces an audit report which lists the details of each invoice which has been posted in the batch. If you have posted more than one invoice, the control account postings are summarised. In other words, only one posting is made to each control account, and this is the total of all of the posted invoices. After an invoice has been posted, it cannot be amended. Sales/Purchase/Subcontractor Ledger Posting In the sales ledger, an invoice is debited to the customer account and a credit note is credited to the customer account. In the purchase or subcontractor ledger, an invoice is credited to the supplier account, and a credit note is debited to the supplier account. Nominal Ledger Posting When you post an invoice or credit note (excluding retentions), the following transaction details are posted to the Nominal Ledger: Purchase or Subcontractor Invoice Input Account Value Invoice Credit Note Purchase Ledger Ctrl Gross CR DR Detail Line Nom. A/c Line Amt DR CR VAT on Purchases Ctrl VAT Amt DR CR Sales Invoice Input Account Value Invoice Credit Note Sales Ledger Ctrl Gross DR CR Detail Line Nom. A/c Line Amt CR DR VAT on Sales Ctrl VAT Amt CR DR Contract (Job) Ledger Posting If the Contract (Job) Ledger is being used, additional postings will be made to the contract accounts which are entered on an invoice or credit note. On invoices (or credit notes) a contract account and a contract analysis code can be entered against individual detail lines. On a sales invoice (or credit note) the line value is credited (or debited) to the contract account. On a purchase or subcontractor invoice (or credit note) the line value is debited (or credited) to the contract account. Audit Report when Posting Invoices/Credit Notes An audit report is produced which lists all of the invoice details, and identifies the accounts which have been posted to. The audit reports are numbered sequentially and must be filed for safekeeping. Audit trails may be printed at the time of posting or later in a batch - see AUDIT TRAILS in CHAPTER 10 : REPORTS. Authorising purchase and subcontractor invoices Purchase and subcontractor invoices may be authorised or unauthorised. To set up the rights for a user to authorise an invoice obey the following :1. Log in as BOSS (or a user with BOSS user rights) Go to Settings, Stock Invoicing options per company (Stokoptn.ini). Page 148 CHAPTER 6 : ENTERING INVOICES

159 Select the company (You are advised not to change stokoptn.ini without instruction from Software Support. Click on OK.) 4. Select Invoicing Options and click on Properties. 5. Select Authorisation level. 6. Authorisation level may be set at a level from 0 to 9. Level 0 means that everyone will be able to authorise invoices for this company. If you choose level 2 (for example) then any user who in Assign User Rights has been set a Nominal Ledger Priority of 2 or more may authorise invoices. Any user with a Nominal Ledger Priority lower than 2 will not be allowed to authorise invoices. 7. Select Apply and then Save and then Exit. 8. Now go to System Admin and to Assign User Rights. 9. In the box headed Companies select the company for which you wish to allot the authorisation right for a user. 10. In the box headed User select the user. 11. In the box headed Access Rights ensure that the Transactions, Invoices and Credit notes has y for allow next to it. 1 Now in the box headed WinAccs specific security rights, in the field Nominal ledger priority select the level of priority for this user in this company - for instance in the example above select Then since this user has a Nominal Ledger priority greater or equal than the level set in stokoptn.ini he may authorise invoices. If a user has a Nominal Ledger priority of less than 2 then he will not be able to authorise invoices. 1 Click on Update and Exit. When you access Transactions, Invoices and Credit notes for a Purchase of Subcontractor on the Header screen there is a field called Authorised for you to specify if this invoice is to be authorised. Check or uncheck the box as appropriate. But if the user has not got the right to authorise invoices for this company then that field will be greyed out. When you attempt to post a batch of purchase or subcontractor invoices by selecting the tab Post, Exit and then the button Post & Exit a window will appear advising you if one or more of the invoices in this batch is not authorised for posting. If you do not have the permission to authorise invoices then the message will say :-. Just click on OK and you will see the screen headed Enter Batch Title for Unauthorised Invoices - see below. Alternatively if you have the permission to authorise invoices then the message will say :- If you wish to authorise the unauthorised invoices and you have the right to authorise invoices then select Yes and authorise the invoices. You can then select Post & Exit to post them. CHAPTER 6 : ENTERING INVOICES Page 149

160 But if you select No you are told that the invoices will be saved in a batch of unauthorised invoices for later authorisation and asked to supply a title for this batch so that it can be recovered later :- Type in a suitable title (and you may choose the button Add date and time to ensure this title is unique) and choose Ok. If you wish to categorise your batches by using the same title for more than one then select the button Edit defaults. In the resultant screen type one or more titles :- and Save. Then the next time you wish to enter a title for an unauthorised invoice click on the downward arrow to the right of the field for the title and any you have predefined will be available for selection. Then you would probably also select the button Add date and time to make this title unique. Subsequently when you select the Invoicing module and then select Purchasing, if you have the right to authorise invoices, a window, headed Unauthorised Invoice Batches, will be displayed. This lists the unauthorised batches. You may highlight a batch and choose Ok to process the batch for authorisation. (If you do not wish to authorise any of the displayed batches of unauthorised invoices you may choose Ignore.) PROCESSING RETENTIONS If you enter a retention value for an invoice (or credit note), WinAccs generates and posts a separate invoice (or credit note) for the retention value. This new invoice is placed on Hold and will not be paid until the Hold status is released. The control account posting for the original invoice is made for the gross value, less the amount of the retention. The full amount of VAT remains on the original invoice, and is posted and analysed accordingly. The retention invoice is automatically identified as exempt of VAT. The retention value will be posted to the following Nominal Ledger accounts: Purchase, Sales or Subcontractor Retention Control Page 150 CHAPTER 6 : ENTERING INVOICES

161 Retention Control Account To release the retention, you can alter the status of "Hold" to "Okay". This facility is described in STATUS OF TRANSACTIONS in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION. Alternatively, you can post a credit note with a retention value (or an invoice with a negative retention value) and match the two retention transactions together. SETTING UP OPENING RETENTION BALANCES An invoice must be processed for each contract that has an opening Retention Balance - this means that the Opening Balance Nominal MUST be 'analysed'. On the header screen for the invoice enter the opening balance retention as a positive figure in the Withheld/retentions field and enter any date in the Until field. On the details screen, choose an opening Balances Nominal Code and link to the correct job number. Put the description as 'Opening Retention Balance' with a value of ZERO and H VAT. In this way no values are put onto the Profit and Loss Nominals, but by using the retention box the value of retention is moved (Dr) from the SubCon ledger code ZSUBCON to the ZSUBRETN code (Cr). To make a retention movement the other way, enter a MINUS figure - do not make it a Credit Invoice. On the Nominal Allocation screen, leave the Post RFP Invoice field unchecked for Opening Balances - see APPLICATIONS AND CERTIFICATES in CHAPTER 14 : SUBCONTRACTORS. STOCK INFORMATION When you have selected a stock item on the Details tab of a sales order, a purchase order, a quotation or an invoice you may click on the sign to the right of sign by the field Stock code and this will display stock information such as the following :- and if you have logged in as BOSS and in Stkoptn.ini, you have selected WinStock options and then set StkExtras to Y, then you will be shown further information as you defined the information in Stock Items - see STOCK ITEMS in CHAPTER 4 : MAINTENANCE in the WinStock mnual. For example you might see :- CHAPTER 6 : ENTERING INVOICES Page 151

162 Select Exit to return to the main screen. SELECTING A CUSTOMER COST AND PRICE If you have been to System Admin, Security Options, WinStock options, Use customer costs and prices and allowed users of this company to define and use customer costs and prices, then when you are entering a quotation, a sales order or a sales invoices for that company, when you have selected the stock for which you have defined customer costs and prices then.a screen (headed Get Customer Cost and Price) listing the customer costs and prices for that stock will be displayed - similar to the following :- You may select Cancel to NOT use the defined customer costs and prices in this instance (in which case the cost and price will be either taken from Customer prices if they exist (see CUSTOMER PRICES in CHAPTER 4 : MAINTENANCE in the WinStock manual) or from the standard costs and prices taken from Maintenance, Stock maintenance, Stock items in WinStock. But if you wish to, you can highlight one of the lines showing a customer cost and price and then select OK. That cost and price will be used in the quotation, sales order or sales invoice. This chosen information will override any prices defined in Customer prices in WinStock and override the information for this stock held in Maintenance, Stock maintenance, Stock items within WinStock. Page 152 CHAPTER 6 : ENTERING INVOICES

163 Carry on with the quotation, sales order or sales invoice as usual. SALES INVOICE ENTRY The following steps are required to enter and post a sales invoice or credit note. Each step is described in detail in the remainder of this section: 1. Access the sales invoice entry facility, see ACCESSING THE SALES INVOICE ENTRY WINDOWS on page 15 Enter the header information for an invoice, see ENTERING HEADER INFORMATION FOR A SALES INVOICE on page 154. Enter the invoice detail lines and accept the invoice, see ENTERING SALES INVOICE DETAIL LINES on page 155 and see ACCEPTING A SALES INVOICE on page Repeat steps 2 and 3 for each invoice which is required in the batch. 5. Review and edit the invoice header, detail and VAT information. See REVIEWING AND EDITING A SALES INVOICE on page If you wish to enter a prepayment invoice see PREPAYMENT INVOICES on page Post (and print) the batch of invoices. See POSTING A SALES INVOICE OR CREDIT NOTE on page 167. ACCESSING THE SALES INVOICE ENTRY WINDOWS 1. Select Transactions from the WinAccs menu. Select Invoices & Credit Notes. Select Sales in the Select Ledger section of the Select Invoice parameter window. CHAPTER 6 : ENTERING INVOICES Page 153

164 In the Options box select whether you wish to post to WinAccs, Link to WinStock or Link to WinOrders. Not linking to WinAccs will allow you to print sales invoices without posting. WinStock and WinOrders are only available if you purchase the appropriate modules. Link to WinOrders gives you access to the orders within WinStock. 4. In the Sales invoice production box, select whether you wish to print in a batch on exit or print the invoice on accept invoice. Choose Reproduce if you wish to reprint invoices. For further details see REPRODUCING INVOICES on page In the Sales Invoice posting box, (which will only be available if you have checked Post to WinAccs in the Options box) select whether you wish to post to WinAccs in a batch on exit (the recommended method) or to post to WinAccs on accept invoice. 6. In the Batch Control Totals box, you may enter the number of invoices to be in the batch and/or the Total amount (including VAT) of the invoices in the batch. 7. If you wish to save these options, check the box Save options. 8. Choose OK to accept these options and the invoice header entry screen will appear. (Alternatively choose Cancel to not record these changes and to return to the WinAccs menu). ENTERING HEADER INFORMATION FOR A SALES INVOICE 1. In the sales invoice header, enter information as to whether this is an invoice or a credit note, the account code, the date, payment terms and if required the sales invoice number, the references, the Representative for this invoice and the Trade discount. As soon as you have entered the Account code you may click on the button History to see previous invoices that you have entered for this account - see HISTORY BUTTON ON SALES ORDERS, QUOTATIONS AND SALES INVOICES on page 17 If the account chosen has been set to On Hold (see in STATUS OF TRANSACTIONS in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION) then the words A/C on hold will be displayed on this screen in red. Above the row of addresses will be displayed the Credit limit of this account, the Account balance and the Credit remaining. Page 154 CHAPTER 6 : ENTERING INVOICES

165 If the account chosen in the field Account has a VAT Registration number which implies that the account is based outside the UK then a message appears asking if you would like to override the default VAT code so that all detail lines use the zero-rated VAT code. Select either Yes or No. The override only occurs when adding new details 4. Before or after the detail lines have been entered, you may wish to enter information about VAT inclusive, invoice address, delivery address, delivery instructions, with/held information and early settlement discount details. The invoice address and delivery address will be displayed initially. If you wish to change either of them select the button Other just under the address you wish to change. On the next screen select the address you do want - see OTHER ADDRESSES on page 178. You may also enter the write off cost for a contract. If you wish to analyse the cost of sales over more than one contract you can choose More and enter the cost of sales against supplementary contracts. 5. If this invoice is a Prepayment invoice then tick the box Prepayment. When you accept the invoice you will asked for further details - see PREPAYMENT INVOICES on page Choose the Details button.. The Detail Entry screen becomes active. Refer to the instructions in "ENTERING SALES INVOICE DETAIL LINES" on page 155. Alternatively to ignore all of the header information which has just been entered or modified, choose Reject. If this is a new invoice, all the invoice details will be lost. [A warning message appears asking you to confirm that you wish to lose the information.] Adding a Trade Discount (for SALES INVOICE ENTRY) If you wish to add a trade discount for this invoice, then you would enter that Trade discount on the Header screen for the invoice.. The percentage for the trade discount will be taken from what you have defined on the Terms tab in Sales Ledger Maintenance (see SALES LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS) but this may be overwritten. If you wish the trade discount to be posted to a certain nominal log in as BOSS, select Settings, then Stokoptn.ini, Invoicing Options, then Trade discount nominal (Sales). Set the nominal for the trade discount. Accept and Save. Then the total discount on any sales invoice or credit note will be posted to this nominal account. Only when you select Accept invoice for an invoice will the trade discount be automatically calculated for the whole invoice. CHAPTER 6 : ENTERING INVOICES Page 155

166 ENTERING SALES INVOICE DETAIL LINES On the Details screen you may click on the button History to see previous invoices that you have entered for this account - see HISTORY BUTTON ON SALES ORDERS, QUOTATIONS AND SALES INVOICES on page 17 Using this History button on the Details screen you may select a line in a previous invoice and use those details in this new invoice. Detail lines are entered into the Detail Entry window. Each detail line must include a nominal account code and an amount. To add detail lines to the invoice, choose Details from the Header Entry window or choose the Details tab at the top of the screen. The Details screen becomes active. In the box headed New details for line [n], in the field Type select what type of line you are to create. Type Select the type of line you wish to create on the sales invoice. Sales order This links the item to WinOrders so this is only an option if you have chosen that this invoice should be linked to WinOrders. Stock item (for Stock) This links the item to WinStock. Stock item (for Job) This links the item to WinStock. Nominal item (non-stock) This is for items not on WinStock. If on the Select Invoice parameter screen you did not check the box Print Sales Invoices, then the values above are all that are allowed for the field Type. Otherwise the following options will also be listed :Multi-line text, Percentage, Sub total, Footer 1, Footer 2, Consolidation [The facility exists to be able to change the cost price of a stock item while entering data on the Details tab of a sales invoice. For this you must log in as BOSS, then select Settings from the top tool bar. Select System Wide WinAccs Settings, followed by Invoicing Options S. Select Update stock cost on detail entry and set this to Yes. Save. Page 156 CHAPTER 6 : ENTERING INVOICES

167 Now when you go to the Details tab of invoice entry there will be an extra field Update stock cost where you may enter a new cost for this stock on the system and that new cost price will be saved in the stock control file. You can see this new value if you go to WinStock, Maintenance, Stock Maintenance, Stock items and look at Stock price. Also the facility exists to store the cost details of an invoice line for profitability analysis while entering data on the Details tab of a sales invoice. For this you must log in as BOSS, then select Settings from the top tool bar. Select System Wide WinAccs Settings, followed by Invoicing Options S. Select Store cost details for profitability and set this to Yes. Save. Now when you go to the Details tab of invoice entry there will be an extra field Unit cost price where you may enter the unit cost price of this item. The default for the system is for neither of the fields Update stock option and Unit cost price to be displayed - you have to set the options in order to use these facilities.] Adding a Sales Order Item for a Sales Invoice If on the Select Invoice parameters screen you chose to Link to WinOrders, then on the Details screen, having selected the type Sales Order you may use the Code Lookup facility (@) at the field Sales Order to select the sales order from which you wish to invoice an order item. You must choose an authorised sales order. Click on the button Get order lines. If the details from the selected order (delivery address, representative, trade discount etc) do not match the entries on the header screen you are asked if you wish to copy the details from the order. If you select Yes then the details will be taken as from the order details. If you select No then the details will be taken as from the header details. The Order Details Selection screen is now displayed (see ORDER DETAILS SELECTION on page 177) showing the items on the order (or quotation). You may choose the items you wish to invoice. You may also specify whether to invoice the amount ordered less the amount already invoiced, or the delivered amount less the amount already invoiced. Highlight the items to be invoiced and select choose Ok (Choose Cancel if you do not wish to select any items.) You are returned to the Details screen and the selected line(s) are displayed in the box in the lower half of the screen. Alternatively (if on the Select Invoice parameters screen you chose to Link to WinOrders) if you are registered for Quotations then as well as the field Sales Order will be a field called Quotation No. and at that field you may select a previously created quotation and then click on the button Get all lines. They will then be displayed in the box in the lower half of the screen. Adding a Stock Item (for Stock) for a Sales Invoice Using the Code Lookup facility (@), select the Stock item you wish to add to the invoice. (This can be an item of type non-stock). If you are using customer costs and prices and this stock has a customer cost and price defined, a further window will be displayed, headed Get Customer Cost and Price, on which you may select which cost and price you wish to use for this sales invoice - see SELECTING A CUSTOMER COST AND PRICE on page 15 When you have selected a stock code you may click on the sign to the right of sign by the field Stock code to display stock information see STOCK INFORMATION on page 151. You may select the field Sub line to indicate that this stock item is a sub line. This means that this stock item will not be printed on the invoice. For more details see SUB LINES IN INVOICES on page 190. You may specify the Nominal Ledger account code to which the line value will be posted, and you may choose the item of stock, its bin code, details of the quantity to be invoiced, the rate or the price. If the Nominal ledger account selected is a costed account, you may select the relevant contract code and contract analysis code. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). If you have selected stock of type non-stock then when you click on OK you will see the following display. :- CHAPTER 6 : ENTERING INVOICES Page 157

168 You must decide which option you want - for more details see SUB LINES FOR NON-STOCK STOCK on page 191. Adding a Stock Item (for Job) for a Sales Invoice Using the Code Lookup facility (@), select the Stock item you wish to add to the invoice. If you are using customer costs and prices and this stock has a customer cost and price defined, a further window will be displayed, headed Get Customer Cost and Price, on which you may select which cost and price you wish to use for this sales invoice - see SELECTING A CUSTOMER COST AND PRICE on page 15 When you have selected a stock code you may click on the sign to the right of sign by the field Stock code to display stock information see STOCK INFORMATION on page 151. You may select the field Sub line to indicate that this stock item is a sub line. This means that this stock item will not be printed on the invoice. For more details see SUB LINES IN INVOICES on page You may specify the Nominal Ledger account code to which the line value will be posted, and you may choose the item of stock, its bin code, details of the quantity to be invoiced, the rate or the price. If the Nominal ledger account selected is a costed account, you may select the relevant contract code and contract analysis code. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). If you have selected stock of type non-stock then when you click on OK you will see the following display. :- You must decide which option you want - for more details see SUB LINES FOR NON-STOCK STOCK on page Adding a Nominal Item (non-stock) for a Sales Invoice At the field Type, select Nominal Item (non-stock) if you wish to add to the invoice a non-stock item. A Nominal item (non-stock) cannot be a sub line. You may specify the Nominal Ledger account code to which the line value will be posted, and you must specify details of the quantity to be invoiced, its description, the rate or the price. If in Maintenance, Ledger Accounts, Nominal Ledger you have defined for the chosen nominal the default Units and the default Rate then these will be used by default. They can be changed here for this invoice. If the Nominal ledger account selected is a costed account, you may select the relevant contract code and contract analysis code. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). Page 158 CHAPTER 6 : ENTERING INVOICES

169 Adding Multi-line Text for a Sales Invoice At the field Type, select Multi-line text if you wish to add text to the invoice. You may select the field Sub line to indicate that this text is a sub line. This means that this text will not be printed on the invoice. Then in the box provided type the required text. This may be multiple lines. To start a new line use Ctrl and Enter. Or you may select the code for Free text that you have already prepared and entered into the system using Maintenance, Free text - see FREE TEXT in CHAPTER 4 : MAINTAINING THE ACCOUNTS.. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). The maximum number of characters that you can print in the text on one line (and therefore the number of characters that will appear in a line on the invoice) has a default of 45 characters. The length of the line can be changed by a parameter in WinAccs.ini. But note that the report that prints the invoice may have to have the length of the field also extended in order to print a longer line. To change the length of the line :1. Login as BOSS, PASS. Select Settings. Select System wide WinAccs settings (WinAccs.ini). 4. Select [Multi-line text] and then Properties. 5. At the field Line length use the drop down arrow to select the length required and then click on Apply. 6. Select Save and then Exit. 7. Now use your usual login to return to where you wish to be in WinAccs. Adding a Percentage for a Sales Invoice At the field Type, select Percentage if you wish to add a percentage of the items above to the invoice. This is normally preceded by a Sub Total line unless the percentage is of one line only. Select the Nominal Ledger account code to which the line will be posted. Next enter details i.e. a description and either the value of the percentage or the value of the amount to be added to the invoice. If the Nominal ledger account selected is a costed account, you may select the relevant contract code and contract analysis code. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). Adding a Sub total for a Sales Invoice At the field Type, select Sub total if which you wish to insert a sub total at this point on the invoice. Enter the description to appear on the line. The value of the sub total since the last sub total was printed will be automatically displayed. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). Adding a Footer for a Sales Invoice The footer might be used to add an extra amount to the invoice, for example for a handling charge or for insurance. At the field Type, select Footer 1(or Footer 2) if you wish to add the text for the footer for the invoice. Select the Nominal Ledger account code to which the line will be posted. Next enter the description to appear on the line, the value to be added to the invoice and select the VAT to apply to this line. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). CHAPTER 6 : ENTERING INVOICES Page 159

170 Adding Consolidation for a Sales Invoice The facility Consolidation exists so that you can internally record more details for the invoice, for example labour and material costs, but on the invoice sent to the customer you would consolidate these amounts and just show one overall amount (e.g. As per quotation xx/xxx). At the field Type, select Consolidation if you wish to consolidate several detail lines for the invoice. Select the consolidation code, the description to appear on the consolidated line in the invoice, and the VAT rate to apply to this line. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). Now when you add any further detail line and in the Consolidation box you type the consolidation code you have just selected, then the amounts of the line will be consolidated together with any other detail lines with this consolidation code. This will produce just one line printed on the invoice, with the description chosen above and with the totals for all the detail lines with this consolidation code. However each separate line will be posted into the Nominal Ledger. PRINT OPTIONS You can choose to control whether or not the quantity and rate of the items in the detail lines appear on the invoice. Check the box Qnty for the quantity to be printed and/or the box Units for units to be printed. Or you may enter, for each detail line, into the box headed Consolidation a code of up to 3 characters. Then the invoice will consolidate the information for all the detail lines with a specific consolidation code and print the unit of the first line with this consolidation code and the total quantity of the lines with this consolidation code and this unit. (For instance you may enter the first line with a certain consolidation code as "1 days painting job", and on subsequent lines enter, under the same consolidation code, "2 tins white undercoat" and their cost, and another line, with the same consolidation code, "3 hours labour" and the cost of the labour. The resultant invoice will just show the text "1 days painting job" but will have totalled up all the lines with this consolidation code i.e. summing the cost of the paint and the labour.) ACCEPTING A SALES INVOICE Choose Accept Invoice to accept this invoice (or choose Reject to reject the current invoice. You will be asked to confirm that you wish to reject the invoice). If, in Company details on the References tab you have entered a password for use with credit notes (see PASSWORD FOR SALES CEDIT NOTES in CHAPTER 3 : GETTING STARTED) then if you are trying to accept a credit note or a negative invoice then you will be asked to enter that password. If the password you enter is not as defined in Company details then the credit note (or negative invoice) will not be accepted and you will have to find out the correct password or reject the credit note or negative invoice. If you are registered for subcontractors then for a sales invoice or a subcontractor invoice you will see the screen headed CIS Tax deduction, as follows :- Page 160 CHAPTER 6 : ENTERING INVOICES

171 If this is not a CIS related invoice then just select the field This is NOT a CIS related invoice. Otherwise enter any amount concerning materials for this invoice in the field Materials. Enter the CITB levy percentage. You may on this screen set the defaults for CITB levy and Tax calculations. Then select OK. (For more details see ACCEPTING OR REJECTING A SUBCONTRACTOR INVOICE on page 187. If this is a prepayment invoice then you are asked for the details of the payments you require, see PREPAYMENT INVOICES on page 161. Otherwise you will be returned to the Header Entry window where you may enter a new invoice. Only when you select Accept invoice for an invoice will the trade discount (if you have asked for a trade discount on this invoice) be automatically calculated for the whole invoice. Once you have accepted the first invoice in a batch, then brief details about the last invoice entered will be displayed to the left of the Accept invoice button showing the invoice number, the account code and name and the total for that invoice. Next you may choose the tab Post,Exit to see the invoices in this batch and you may select one to review the VAT on that invoice - see Reviewing the VAT Analysis for a Sales Invoice on page 165 and finally you may choose the tab Post, Exit to post the invoices - see POSTING A SALES INVOICE OR CREDIT NOTE on page 167. PREPAYMENT INVOICES If you wish to enter a prepayment invoice then on the Header screen select the tickbox Prepayment. When you have entered all the details of this invoice and have accepted the invoice, then (after the CIS Tax deduction screen if this is a Sales Invoice) you will see the following screen headed Prepayments:- CHAPTER 6 : ENTERING INVOICES Page 161

172 This shows the details of the invoice you have just entered and now needs you to specify the period over which this invoice is to apply. At the field Prepayment account, enter the prepayment nominal account. This must be an asset or a liability account. Alternatively you may click on to the right of the field and from the resultant screen of Nominal Accounts select an asset or a liability account for this prepayment - this is easier to select if you select the type Asset or Liability in the bottom half of the Nominal Ledger selection screen to reduce the number of nominal accounts to just those of the correct type. Now in the line with the field Spread over select over how many months or weeks you wish this invoice to be spread. You may use the drop down arrows to select a number of periods or you may just type in any number. The payments will start from the date on the invoice but you may wish the invoices to be paid at the end of each month, in which case tick Advance to month end. Now select the button Calculate. The schedule of the payments will be displayed in the section headed Schedule of journals and to the right of that in the field Journal Date will be the journal date for that payment. If you wish to alter that date for a payment, highlight the payment, enter the new date and select Replace. Page 162 CHAPTER 6 : ENTERING INVOICES

173 Finally select Save. If there exist any prepayment journals that are now due in this current period, then when you select Post to post the invoice you will be told that Select Yes and you will be taken to the journals screen as follows :- CHAPTER 6 : ENTERING INVOICES Page 163

174 This is showing in the lowest section headed Pending all the recurring journals that are pending and you will see that the schedule for the new prepayment invoice is displayed there. In the middle section headed Due as of are listed the journals that are due to be paid now and this shows the first payment for the prepayments for the sales account ABBEY, invoice number si008, and the due date 30jun2011. Double click on that line to take that line upto the top section headed Selected and then select Post. The invoice will be posted and the journal transfer will be printed. For future periods you must go to Transactions, Journals and select the prepayment that will be displayed in the section headed Due as of and select that and post it. You may select Transactions, Create/Maintain Recurring Journals and select the button Delete all completed to delete all the completed transactions. Select Exit to exit the screen. REVIEWING AND EDITING A SALES INVOICE Before you accept a Sales invoice you can review or edit it by making the Detail screen active by choosing the Details tab at the top of the screen. After you have accepted a Sales Invoice, the details of that invoice will be shown in the bottom half of the screen obtained when you choose the tab Post, Exit. You may highlight an invoice and then select Edit to edit the invoice. Page 164 CHAPTER 6 : ENTERING INVOICES

175 (Alternatively to delete an invoice, highlight it and choose the Delete button. You will be asked to confirm that you want the invoice deleted). Adding a New Detail Line for a Sales Invoice 1. The details screen will be ready for you to enter a new detail line when the screen is accessed. Enter the information for the new detail line. This information is described in the previous section. Choose OK from the Detail Entry window. The line is added to the invoice and displayed in the Detail List Box, and the invoice totals are altered. The Detail Entry window remains active to allow further new lines to be added, until you select either the Accept Invoice command button or the Header tab. Editing an Existing Detail Line for a Sales Invoice 1. Go to the Details screen and select a line from the Detail List Box. Choose Edit to retrieve the desired details. Press the TAB key to move to the fields which need to be changed and enter the new information. Choose Ok from the Detail Entry window. The line is redisplayed in the Detail List Box, and the invoice totals are altered. Deleting a Detail Line for a Sales Invoice 1. Select the required detail line, by highlighting it within the Detail List Box. Choose the Delete command button. You are asked to confirm that you do wish to delete the invoice. If you reply YES then the line is removed from the invoice, and from the Detail List window. The invoice totals in the Detail List window are altered. Reviewing the VAT Analysis for a Sales Invoice VAT is calculated from the details entered and this may differ from manual calculations due to rounding differences. 1. When you have accepted an invoice and have been returned to the Header Entry window, you may now go to the Post, Exit tab which will show the invoices entered so far, for instance :- CHAPTER 6 : ENTERING INVOICES Page 165

176 To edit the VAT for one of these invoices select that line and then select the VAT tab. :- Enter the revised VAT value, if necessary, and choose Ok. 4. You must select Accept invoice again to record the change made to the VAT. You will be warned that if you add or change any further detail lines then the VAT will be automatically changed again.. 5. Choose Header to return to the Header Entry window. Page 166 CHAPTER 6 : ENTERING INVOICES

177 POSTING A SALES INVOICE OR CREDIT NOTE You can post each invoice immediately after it has been entered, or you can enter all of the invoices and then post them all together. This will depend on the options selected in the initial invoice parameters selection screen. 1. Select the Post, Exit tab at the top of the screen. A list of all the accepted invoices in the current batch will be displayed in the bottom half of the screen. You can, at this stage, edit any invoice you have accepted by selecting it from the list and choosing the Edit button. You can also delete invoices. All invoices in the batch must have been accepted before posting. If you wish to amalgamate postings to your nominal accounts, check the Amalgamate Nominal Postings check box. You may select the button Preview invoices to see the invoices (but not post them). If you have set to AUTONUMBER invoices (within Stockoptn.ini) then the invoice numbers are NOT allocated prior to the print and a message is displayed to that effect. To get the previewed invoices over-printed with text (e.g. DRAFT) you can log in as BOSS and select Settings, System Wide WinAccs Settings (WinAccs.ini) and then select [Reports], PreviewText where you can set the text to be printed on preview documents. 4. Finally choose Print, Post & Exit. If you had entered a batch control value in the invoice parameter screen, and the sum of all the invoices entered does not agree, the system will warn you of this but will allow you to proceed with posting. If the invoice is for a sales account that has a head office account defined for it (see SALES LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS.) then the invoice will be posted to the head office account - 5. If you have selected Post to WinAccs under Options on the Select Invoice parameters screen then the invoices will be printed. 6. If you have selected Stock audit trails in [General] in Winstock.ini then the audit trail will be printed.. 7. A different dialog box then appears which informs you that the audit report is being generated. The Audit report is then printed.. CHAPTER 6 : ENTERING INVOICES Page 167

178 8. If you have selected Freeway Export Sales invoices - for details see Entering Electronic Data information for a Sales account in CHAPTER 4 : MAINTAINING THE ACCOUNTS - then the csv file of the sales invoices will be produced 9. If any of the invoices were for a stock item with Valuation type Batch, then for each use of such a stock item you will see a screen headed Get Quantities From Batch (for invoices if you have selected Despatch from bin on posting) or Return To Bin On Posting (for credit notes when you have selected Return to bin on posting). For further details see BATCH VALUATION TYPE FOR A STOCK ITEM on page At this point, if you have selected Link to WinOrders, the screen headed Order Reconciliation may appear - see ORDER RECONCILIATION on page You are returned to the WinAccs menu.. ORDER RECONCILIATION As stock is moved about in WinStock, it posts journals to WinAccs. If these get adrift due to rounding (caused by part despatches etc) a screen appears headed Order Reconciliation, once an order has been fully despatched and invoiced. It checks for these errors and offers to posts a journal to balance these up. An example of the screen is :- In the box To Reconcile the nominals are as defined for the stock group of the stock concerned. Select Post to bring about the reconciliation. If you select Cancel then you will receive the following warning :- Page 168 CHAPTER 6 : ENTERING INVOICES

179 WINACCS INVOICE IMPORT To pass data from any database application to WinAccs where WinAccs will be used as the vehicle for producing the invoice, you must first produce a file with the structure as follows :Each file produced will have a filename convention of DBnnnnnn.dbi, where nnnnnn will be a sequential number generated in the database. The file will be created in the WinAccs company data file (e.g. Compact\A\001). Each invoice will have, Header record Text record Detail line record Each record will be tab-separated. The fields in each record are as follows :Header Record marker = H Invoice or Credit Note = I or C Account no, this will already exist in WinAccs Invoice no, this will be generated by the database, but if AUTO then this takes the next no from the parameters Invoice date, DD/MM/CCYY, but if TODAY this uses today s date Our ref Their ref Delivery Address line 1 (if exists) Delivery Address line 2 (if exists) Etc Text record Record marker = T Text, max 60 chars CHAPTER 6 : ENTERING INVOICES Page 169

180 Detail line record Record marker = D Nominal item only = N Nominal code Qty Units Description Rate VAT code So a typical invoice output would be, (having used commas for illustration) H,I,ABC123,DB123456,18/07/2013,W123456,CN123456,The Old Slavery,High Street, Leicester,LE2 4RF T,Goods as per Delivery Note No DN D,N,1234,20,Metres,ZigZag Jet Black 20 pieces,9.50,a Some rules to apply: There must always be a H record There must always be at least one D record T records are optional To import sales invoices into WinAccs you must first log in as BOSS and then select WinAccs.ini. Then select [Import/Export Options] and set WinAccsSalesInvoicesImport to Yes. Accept. Now when you have selected Transactions, Invoices and Credit notes from the main WinAccs menu, when you select Sales ledger and you go to the Post, Exit tab you will see under the button Exit the button WinAccs import. Select this and the following screen will be displayed :- Select which sales invoices you wish to import and then select the button Import. The selected invoices will be imported and the Post, Exit tab will now list them and you may now post them. If there was a file which did not import correctly you will see the following message :- Page 170 CHAPTER 6 : ENTERING INVOICES

181 Correct the problem with the import file and try again. REPRODUCING SALES INVOICES In this context Reproduce means reprint or resend via EDI as per the original invoice. If you wish to reproduce sales invoices then :1. Select the Invoicing menu option from the WinAccs menu. Select Sales in the Select Ledger section of the Select Invoice parameter window. Choose Reproduce if you wish to reprint invoices. 4. The Reprint Sales invoices screen is displayed as follows :- 5. This shows, in the bottom half of the screen, all the sales invoices on the system. Enter search criteria such as the date of the invoices required, the invoice numbers or the customer code. Then choose Search. The list will now show only the invoices obeying the search criteria. 6. Highlight the invoices that you wish to reproduce and select Ok to reprint them (else select Cancel to not reprint them). 7. When the invoices are printed, click on the exit button at the very top of the screen. You will be returned to the Reprint sales invoices screen. Click on Cancel or on the X at the top right of the screen to return to the WinAccs main menu. CHAPTER 6 : ENTERING INVOICES Page 171

182 HISTORY BUTTON ON SALES ORDERS, QUOTATIONS AND SALES INVOICES You may find it useful to refer to past sales items for this sales account to see what items you ordered in the past so that you could order the same items in this sales order, quotation or sales invoice. 1. To do this select the account code and then click on the button History and the following screen will be displayed :- Under the heading Date range you may select in the field From the date of the earliest order you wish to view for this sales account and in the field To the date of the last order you wish to view. At the field Stock code you may select to view just sales orders for this sales account that were for a particular stock code. At the field Line description you may enter all or part of the description for the stock code which was contained in previous sales orders (e.g. table). At the field Invoice number you may specify the Invoice number to be searched for. At the field Order number you may specify the order number to be searched for. At the field Their Reference you may specify the customer reference no to be searched for. 4. Then click on View. A screen similar to the following will be displayed :- Page 172 CHAPTER 6 : ENTERING INVOICES

183 5. The grid will display the first 200 rows of data that fit the criteria. To view further rows of data that fit the criteria select the button Next. 6. You may select Print to print this table. 7. You may select a row and then select Reproduce invoice to reproduce the invoice for that row. 8. You may select a row and select View entire invoice to see that entire invoice. 9. When you have selected History from the Header screen you may only view the details of previous invoices - you may not select lines to put into this sales order, quotation or invoice. 10. When you have selected History from the Details tab then you may double click on any row (or select the row and select Recall) and the details of that item will be reproduced in the fields on the Details tab - but with the new quantity of 1. This is ready for you to review the quantity and then include this in your new sales order, quotation or sales invoice. 11. Finally select Exit. BATCH VALUATION TYPE FOR A STOCK ITEM Stock may arrive and be despatched in batches so the facility exists in WinStock under Stock Maintenance, Stock Items for you to define the Valuation type of a stock item as Batch To use this facility the System Supervisor must first have gone to System Admin, Security Options and under WinStock options, Stock valuation options selected to Allow batch valuation type. Under Stock valuation options the System Supervisor may also select which Batch ID format is required - see SECURITY OPTIONS in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS.. For details of invoicing which increases stock of valuation type Batch see Input of stock of valuation type Batch on page 17 For details of invoicing which decreases stock of valuation Batch see Output of stock of valuation type Batch on page 174. For details about returning stock of valuation type Batch see Returning stock of valuation type Batch on page 176. Input of stock of valuation type Batch Whenever you input stock whose valuation type is Batch you will see a window similar to the following :- CHAPTER 6 : ENTERING INVOICES Page 173

184 This example is when a purchase order PO has been input on 10th November 2016 for account HARC and includes stock ABATCH2 (description Second batch of materials) which has been defined with Valuation type Batch. The stock is to go into Location/Bin CENTRAL When the order is being delivered, then while the Purchase Order Goods Received screen is being displayed, when you select OK this screen headed Add Batch Information asks you to enter the Serial number of the batch and the Confirmation No. Both are not mandatory. Enter these details and then select OK. If when defining the batch stock you had chosen that it would have Individual batches then the screen when you input stock would look like :- This example is when a purchase order PO has been input on 11th November 2016 for account GASCO and is for a quantity of 4 of the stock ABATCH1 (description First batch of materials) which has been defined with Valuation type Batch with Individual batches. The stock is to go into Location/Bin CENTRAL. Now on the right of the screen you may enter the serial number and confirmation number for each of these 4 items of the batch stock individually. Then select OK. The screen headed Add Batch Information will appear whenever you are dealing with the input of stock with Valuation type Batch Output of stock of valuation type Batch Whenever you output stock whose valuation type is Batch you will see a window similar to the following :- Page 174 CHAPTER 6 : ENTERING INVOICES

185 This example is when a sales order SO has been input on 11th November 2016 for the account LOWERY and includes stock ABATCH2 (description Second batch of materials) which has been defined with Valuation type Batch. The stock is to go from Location/Bin CENTRAL. When the order is being despatched, then when you select OK on the Sales Order Despatch screen this screen headed Get Quantities From Batches is displayed. It lists the batches of this stock that have been received and is asking you to select from which batches you want the despatch to be made. In the field Total quantity to be taken is the quantity of this stock to be despatched. In the table below you can see the details of the batches of this stock which have been input and it shows the quantity of this stock in each batch. The simplest way of choosing from which batch to take stock is to use the button Suggest, This will select to take the stock first from the first batch listed and then from the second etc until the Total quantity to take is reached. Then you would just select OK for the action to take place. But you might wish to take the stock from batches that you select. Then you would select the particular batch that you want stock taken from and in the field Quantity to take you would enter the quantity of this stock to be taken from this chosen batch and select the button Take. At this point the field Total quantity taken will display the quantity of stock that you have now chosen to be taken. When you have selected all the quantity of the stock and the field Total quantity taken is equal to the field Total quantity to take then select OK and the action will take place. CHAPTER 6 : ENTERING INVOICES Page 175

186 (At any point you may select the button Reset which will reset the screen to its initial state with no quantities of stock taken from any batch.) The screen headed Get Quantities From Batches will appear whenever you are dealing with the output of stock with Valuation type Batch If the quantity of stock to be despatched from the bin is equal to the total of all the quantities of this stock in the batches listed for that bin then WinStock will automatically select all those batches and you will see the message Batches have been selected automatically as no choices were available. Then just select OK to continue. Returning stock of valuation type Batch If you are returning stock of validation type Batch using Return from Customer then the screen headed Select Batches For Return will be displayed as follows :- In this case the quantity 2 of the stock ABATCH (description Batch of materials) is being returned from the customer HILLS on 16th November 2016 and is to go into Location/ Bin CENTRAL. In the field Total quantity to return is the quantity of this stock that is being returned. In the table below you can see the details of the batches of this stock (in this case ABATCH) which have been despatched to this account (in this case HILLS) and it shows the quantity of this stock in each batch that had been despatched. Page 176 CHAPTER 6 : ENTERING INVOICES

187 Now the user can select which batch to return the stock to. The simplest way of choosing to which batch the stock is to be returned is to use the button Suggest, This will select to return the stock first to the first batch listed and then to the second etc until the Total quantity to return is reached. Then you would just select OK for the action to take place. But you might wish to return the stock to batches that you select. Then you would select the particular batch that you want stock returned to and in the field Quantity to return you would enter the quantity of this stock to be returned to this chosen batch and select the button Return. At this point the field Total quantity returned will display the quantity of stock that you have now chosen to be taken. Alternatively you may just select the batch to which you wish to return the stock and you can select Return all for all the stock to be returned to this selected batch. When you have selected all the quantity of the stock and the field Total quantity returned is equal to the field Total quantity to return then select OK and the action will take place. (At any point you may select the button Reset which will reset the screen to its initial state with no quantities of stock returned to any batch.) If the quantity of stock to be returned to the bin is equal to the total of all the quantities of this stock in the batches listed for that bin then WinStock will automatically select all those batches and you will see the message Batches have been selected automatically as no choices were available. Then just select OK to continue. This screen headed Select Batches For Return will also appear if you increase the stock using Count Update and Stock Count, and also when posting sales credit notes if you have selected Return to bin on posting. ORDER DETAILS SELECTION When you wish to invoice a sales order or a purchase order and you have selected that order and selected the tab Details then that order number will be displayed. Select the button Get order lines. A screen similar to the following will be displayed :- The above screen is for a sales order. The screen for a purchase order would have the relevant text for a purchase order. You may select one or more lines of that order to be invoiced and then click on OK. Alternatively you may select the buttom Select all lines and then OK. For a purchase order if nothing has been delivered for the selected line then you will receive a warning and you may decide whether to select this line for the invoice or not. If this line has been partly delivered you will not receive the warning. The chosen lines will then be shown on the Details tab of the invoice ready for you to select Accept invoice. CHAPTER 6 : ENTERING INVOICES Page 177

188 This Order Details Selection screen is also used when you wish to create a sales invoice or a purchase invoice which is using orders. OTHER ADDRESSES When you are entering a sales invoice and you have selected the account number on the Header tab then the invoice address and delivery address for that account will be displayed. If you wish to use a different address for either of these then select the button Other and the following screen will be displayed :- This shows the alternative address that you have defined for this account. Ensure that the correct ledger is selected in the field Source and the correct account is selected in the field Account. In the field Address types ensure the require type of address is selected. From the list of alternative addresses you may selected the one you want and then select the button Select. That address will now be displayed on the Header screen for this invoice. If alternatively you wish to Add a new alternative address then select the button Add (see ADDING ALTERNATIVE ADDRESSES in CHAPTER 3 : GETTING STARTED Add the address and then select that one for this invoice. PURCHASE INVOICE ENTRY The following steps are required to enter and post a purchase invoice or credit note, each step is described in detail in the remainder of this section: 1. Access the purchase invoice entry facility, see ACCESSING THE PURCHASE INVOICE ENTRY WINDOWS on page 179. Enter the header information for an invoice, see ENTERING HEADER INFORMATION FOR A PURCHASE INVOICE on page 179. Enter the invoice detail lines and accept the invoice, see ENTERING PURCHASE INVOICE DETAIL LINES on page 180 and ACCEPTING A PURCHASE INVOICE on page Repeat steps 2 and 3 for each invoice which is required in the batch. 5. Review and edit the invoice header, detail and VAT information. Authorise any unauthorised invoices which you wish to post. See REVIEWING AND EDITING A PURCHASE INVOICE on page 182 and AUTHORISING A PURCHASE INVOICE on page Post (and print) the batch of invoices. Only authorised invoices will be posted. Unauthorised invoices will be saved in a file and may be authorised later. See POSTING A PURCHASE INVOICE OR CREDIT NOTE on page 184. Page 178 CHAPTER 6 : ENTERING INVOICES

189 ACCESSING THE PURCHASE INVOICE ENTRY WINDOWS 1. Select Transactions from the WinAccs menu. Select Invoices & Credit Notes. Select Purchase in the Select Ledger section of the Select Invoice parameter window. In the Options box select whether you wish to post to WinAccs, Link to WinStock or Link to WinOrders. Not linking to WinAccs will allow you to print purchase invoices without posting. WinStock and WinOrders are only available if you purchase the appropriate modules. Link to WinOrders gives you access to the orders within WinStock. 4. If you wish to save these options, check the box Save options. 5. Choose OK to accept these options and the invoice header entry screen will appear. (Alternatively choose Cancel to not record these changes and to return to the WinAccs menu). ENTERING HEADER INFORMATION FOR A PURCHASE INVOICE 1. In the purchase invoice header enter information as to whether this is an invoice or a credit note, the supplier account code, the purchase invoice number, the date, payment terms and if required the Representative that deals with this invoice and the Trade discount, If the account chosen has been set to On Hold (see STATUS OF TRANSACTIONS in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION) then the words A/C on hold will be displayed on this screen in red. Above the row of addresses will be displayed the Credit limit of this account, the Account balance and the Credit remaining. Each invoice is given a Folio Number and if FolioByContract = No in WinAccs.ini (which is the default) then the next folio number is taken from the field Nominal Folio Reference on the tab References in Company Details in WinAccs. This Nominal Folio Reference field is then updated. Alternatively you may user Folio by Contract - see FOLIO BY CONTRACT on page 179. If the account chosen in the field Account has a VAT Registration number which implies that the account is based outside the UK then a message appears asking if you would like to override the default VAT code so that all detail lines use the zero-rated VAT code. Select either Yes or No. The override only occurs when adding new details. Before or after the detail lines have been entered, you may wish to enter information about the address for this invoice and information about With-held retentions and Early Settlement discount. 4. Before or after the detail lines have been entered, you may wish to enter information about whether to hold the purchase invoice, whether to authorise the invoice and the VAT. If you wish all invoices for the purchase ledger to be set as On Hold initially then you may log in as BOSS, select System wide WinAccs settings - WinAccs.ini, select [Invoicing options P] and change AutoHold invoices to Yes and then select Apply. (This setting will also apply for invoices for the Subcontractor ledger accounts). 5. If this invoice is a Prepayment invoice then tick the box Prepayment. When you accept the invoice you will asked for further details - see PREPAYMENT INVOICES on page Choose the Details button. The Detail Entry screen becomes active. Refer to the instructions in "ENTERING PURCHASE INVOICE DETAIL LINES" on page Alternatively choose the Reject button to ignore all of the header information which has just been entered or modified. If this is a new invoice, all of the invoice details will be lost. [A warning message appears asking you to confirm that you wish to lose the information.] FOLIO BY CONTRACT If you would like to set up having your folio numbers to run in a sequence depending on each contract then you have to obey the following instructions :1. Log in to WinAccs as BOSS and PASS. CHAPTER 6 : ENTERING INVOICES Page 179

190 Select Settings on the tool bar and then select WinAccs.ini. You are advised not to change the settings in WinAccs.ini. Click on OK. Select [General] and then select Properties. Highlight FolioByContract and in the field below change the Value to YES. Select Apply, then Save, then Exit. 4. Select File, then log in using your user name. 5. Select Maintenance, then Ledger Accounts and then Contract (Job) ledger. 6. The details of your first Contract Job ledger will be displayed and there is now an extra field called Next Folio Ref: 7. Enter the first folio reference you would like for this contract and Save. Similarly for all other contracts select the next folio reference that you would like for that contract and save it. 8. When you have selected the Folio Reference number for each contract, select Exit. Now whenever you enter an invoice for a purchase or subcontractor account, on the Header tab the Folio Number will be set initially to the next Folio Reference number as held in the field Nominal Folio Reference on the tab References in Company Details in WinAccs. But also on the screen is a field Contract where you can select the contract for this invoice. When you have selected the Contract then the next Folio Reference number for that contract will be displayed and you can use that. (You may change this number if you wish). When you use the next folio number for a contract then WinAccs will upgrade it by one and store this ready for the next invoice you enter for this contract. ENTERING PURCHASE INVOICE DETAIL LINES The detail lines for an invoice are entered into the Detail Entry window. Each detail line must include a Nominal account code and an amount. To add detail lines to the invoice, choose Details from the Header Entry window or choose the Details tab at the top of the screen. The Details screen becomes active. In the box headed New details for line [n], in the field Type select what type of line you are to create. Type Select the type of line you wish to create on the purchase invoice. Purchase Order This links the item to WinOrders so this is only an option if you have chosen that this invoice should be linked to WinOrders.. Stock item (for Stock) This links the item to WinStock. Stock item (for Job) This links the item to WinStock. Nominal item (non-stock) This is for items not on WinStock. Adding a Purchase Order Item for a Purchase Invoice If on the Select Invoice parameters screen you chose to Link to WinOrders, then on the Details screen, having selected the type Purchase Order you may use the Code Lookup facility (@) at the field Purchase Order to select the purchase order from which you wish to invoice an order item. You must choose an authorised purchase order. If the details from the selected order (delivery address, representative, trade discount etc) do not match the entries on the header screen you are asked if you wish to copy the details from the order. If you select Yes then the details will be taken as from the order details. If you select No then the details will be taken as from the header details. The Orders Details Selection screen is now displayed (see ORDER DETAILS SELECTION on page 177) showing the items on the order. You may choose the items you wish to invoice. You may also specify whether to invoice the amount ordered less the amount already invoiced, or the delivered amount less the amount already invoiced. Highlight the items to be invoiced and choose Ok (Choose Cancel if you do not wish to select any items.) You are returned to the Details screen and the selected line(s) are displayed in the box headed Lines on current invoice. Page 180 CHAPTER 6 : ENTERING INVOICES

191 Adding a Stock Item (for Stock) for a Purchase Invoice Using the Code Lookup facility (@), select the Stock item which you wish to add to the invoice. When you have selected a stock code you may click on the sign to the right of sign by the field Stock code to display stock information see STOCK INFORMATION on page 151. You may select the field Sub line to indicate that this stock item is a sub line. For more details see SUB LINES IN INVOICES on page 190. You must specify the Nominal Ledger account code to which the line value will be posted (and, if required, the contract code and cost analysis code for this item). You must choose the item of stock, its bin code, details of the quantity to be invoiced, its description, the rate or the price. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). Adding a Stock Item (for Job) for a Purchase Invoice Using the Code Lookup facility (@), select the Job cost item which you wish to add to the invoice. When you have selected a stock code you may click on the sign to the right of sign by the field Stock code to display stock information see STOCK INFORMATION on page 151. You may select the field Sub line to indicate that this stock item is a sub line. For more details see SUB LINES IN INVOICES on page 190. You must specify the account code to which the line value will be posted (and, if required, the contract code and cost analysis code for this item). You must choose the item of stock, its bin code, details of the quantity to be invoiced, its description, the rate or the price. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). Adding a Nominal Item (non-stock) for a Purchase Invoice At the field Type, select Nominal Item (non-stock) if you wish to add to the invoice a non-stock item. You must specify the account code to which the line value will be posted (and, if required, the contract code and the contract analysis code for this item). You may specify details of the quantity to be invoiced, its description, the rate or the price. Alternatively you may choose to just enter a description and the price. If in Maintenance, Ledger Accounts, Nominal Ledger you have defined for the chosen nominal the default Units and the default Rate then these will be used by default. They can be changed here for this invoice. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). AUTHORISING A PURCHASE INVOICE For details of authorising a purchase invoice see Authorising purchase and subcontractor invoices on page 148. ACCEPTING A PURCHASE INVOICE Choose Accept Invoice to accept this invoice (or choose Reject to reject the current invoice. You will be asked to confirm that you wish to reject the invoice). You will be returned to the Header Entry window where you may enter a new invoice. Only when you select Accept invoice for an invoice will the trade discount (if you have asked for a trade discount on this invoice) be automatically calculated for the whole invoice. If this is a prepayment invoice then you are asked for the details of the payments you require, see PREPAYMENT INVOICES on page 161. Otherwise you will be returned to the Header Entry window where you may enter a new invoice. CHAPTER 6 : ENTERING INVOICES Page 181

192 Once you have accepted the first invoice in a batch, then brief details about the last invoice entered will be displayed to the left of the Accept invoice button showing the invoice number, the account code and name and the total for that invoice. Next you may choose the tab Post,Exit to see the invoices in this batch and you may select one to review the VAT on that invoice - see Reviewing the VAT Analysis for a Purchase Invoice on page 182 and finally you may choose the tab Post, Exit to post the invoices - see POSTING A PURCHASE INVOICE OR CREDIT NOTE on page 184. REVIEWING AND EDITING A PURCHASE INVOICE Before you accept a Purchase invoice you can review or edit it by making the Detail screen active by choosing the Details tab at the top of the screen. After you have accepted a Purchase Invoice, the details of that invoice will be shown in the bottom half of the screen obtained when you choose the tab Post, Exit. You may highlight an invoice and then select Edit to edit the invoice. (Alternatively to delete an invoice, highlight it and choose the Delete button. You will be asked to confirm that you want the invoice deleted). Adding a New Detail Line for a Purchase Invoice 1. The details screen will be ready for you to enter a new detail line when the screen is accessed. Enter the information for the new detail line. This information is described in the previous section. Choose OK from the Detail Entry window. The line is added to the invoice and displayed in the Detail List Box, and the invoice totals are altered. The Detail Entry window remains active to allow further new lines to be added, until you select either the Accept Invoice command button or the Header tab. Editing an Existing Detail Line for a Purchase Invoice 1. Go to the Details screen and select a line from the Detail List Box. Choose Edit to retrieve the desired details. Press the TAB key to move to the fields which need to be changed and enter the new information. Choose Ok from the Detail Entry window. The line is redisplayed in the Detail List Box, and the invoice totals are altered. Deleting a Detail Line for a Purchase Invoice 1. Select the required detail line, by highlighting it within the Detail List Box. Choose the Delete command button. You are asked to confirm that you do wish to delete the invoice. If you reply YES then the line is removed from the invoice, and from the Detail List window. The invoice totals in the Detail List window are altered. Reviewing the VAT Analysis for a Purchase Invoice VAT is calculated from the details entered and this may differ from manual calculations due to rounding differences. 1. When you have accepted an invoice and have been returned to the Header Entry window, you may now go to the Post, Exit tab which will show the invoices entered so far, for instance :- Page 182 CHAPTER 6 : ENTERING INVOICES

193 To edit the VAT for one of these invoices select that line and then select the VAT tab. :- Enter the revised VAT value, if necessary, and choose Ok. 4. You must select Accept invoice again to record the change made to the VAT. You will be warned that if you add or change any further detail lines then the VAT will be automatically changed again. 5. Choose Header to return to the Header Entry window. CHAPTER 6 : ENTERING INVOICES Page 183

194 POSTING A PURCHASE INVOICE OR CREDIT NOTE To post the invoices or credit notes entered, obey the following procedure :1. Select the Post & Exit tab at the top of the screen. A list of all the accepted invoices in the current batch will be displayed in the bottom half of the screen. You can, at this stage, edit any invoice you have accepted by selecting it from the list and choosing the Edit button. You can also delete invoices. All invoices in the batch must have been accepted before posting. If you wish to amalgamate postings to your nominal accounts, check the Amalgamate Nominal Postings check box. You will be shown the list of accepted invoices on the system. You may select an invoice, look at it, edit it and then can authorise it. Or you may select to authorise all of the invoices displayed. Only authorised invoices may be posted, see AUTHORISING A PURCHASE INVOICE on page Choose Post & Exit. If you had entered a batch control value in the invoice parameter screen, and the sum of all the invoices entered does not agree, the system will warn you of this but will allow you to proceed with posting. 5. The invoices will be printed.. 6. If you have selected Stock audit trails in [General] in Winstock.ini then the audit trail will be printed.. 7. If any of the invoices were for a stock item with Valuation type Batch, then for each use of such a stock item you will see a screen headed Get Quantities From Batch (for credit notes if you have selected Despatch from bin on posting) or Add Batch Information (for invoices if you have selected Deliver to bin on posting). For further details see BATCH VALUATION TYPE FOR A STOCK ITEM on page At this point, if you have selected Link to WinOrders, the screen headed Order Reconciliation may appear - see ORDER RECONCILIATION on page You are returned to the WinAccs menu. SUBCONTRACTOR INVOICE ENTRY The following steps are required to enter and post a subcontractor invoice or credit note, each step is described in detail in the remainder of this section: 1. Access the subcontractor invoice entry facility, see ACCESSING THE SUBCONTRACTOR INVOICE ENTRY WINDOWS on page 184. Enter the header information for an invoice, see ENTERING HEADER INFORMATION FOR A SUBCONTRACTOR INVOICE on page 185. Enter the invoice detail lines and accept the invoice, see ENTERING SUBCONTRACTOR INVOICE DETAIL LINES on page 185 and ACCEPTING OR REJECTING A SUBCONTRACTOR INVOICE on page Repeat steps 2 and 3 for each invoice which is required in the batch. 5. Review and edit the invoice header, detail and VAT information. Authorise any unauthorised invoices which you wish to post. See REVIEWING AND EDITING A SUBCONTRACTOR INVOICE on page 188 and AUTHORISING A SUBCONTRACTOR INVOICE on page Post (and print) the batch of invoices. Only authorised invoices will be posted. Unauthorised invoices will be saved in a file and may be authorised later. See POSTING A SUBCONTRACTOR INVOICE OR CREDIT NOTE on page 190. ACCESSING THE SUBCONTRACTOR INVOICE ENTRY WINDOWS 1. Select Transactions from the WinAccs menu. Page 184 CHAPTER 6 : ENTERING INVOICES

195 Select Invoices & Credit Notes. Select Subcontractor in the Select Ledger section of the Select Invoice parameter window. In the Options box select whether you wish to post to WinAccs, Link to WinStock or Link to WinOrders. Not linking to WinAccs will allow you to print subcontractor invoices without posting. WinStock and WinOrders are only available if you purchase the appropriate modules. Link to WinOrders gives you access to the orders within WinStock. 4. In the Batch Control Totals box, you may enter the number of invoices to be in the batch and/or the Total amount (including VAT) of the invoices in the batch. 5. If you wish to save these options, check the box Save options. 6. Choose OK to accept these options and the invoice header entry screen will appear. (Alternatively choose Cancel to not record these changes and to return to the WinAccs menu). ENTERING HEADER INFORMATION FOR A SUBCONTRACTOR INVOICE 1. In the subcontractor invoice header enter information as to whether this is an invoice or a credit note, the subcontractor account code, the subcontractor invoice number, the date, the payment terms and if required the Representative that deals with this invoice and the Trade discount.. Each invoice is given a Folio Number and if FolioByContract = No in WinAccs.ini (which is the default) then the next folio number is taken from the field Nominal Folio Reference on the tab References in Company Details in WinAccs. This Nominal Folio Reference field is then updated. Alternatively you may user Folio by Contract - see FOLIO BY CONTRACT on page 179 If the account chosen has been set to On Hold (see STATUS OF TRANSACTIONS in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION) then the words A/C on hold will be displayed on this screen in red. Above the row of addresses will be displayed the Credit limit of this account, the Account balance and the Credit remaining. If the account chosen in the field Account has a VAT Registration number which implies that the account is based outside the UK then a message appears asking if you would like to override the default VAT code so that all detail lines use the zero-rated VAT code. Select either Yes or No. The override only occurs when adding new details. Before or after the detail lines have been entered, you may wish to enter information about the address for the invoice, the with/held information and early settlement discount details. 4. Before or after the detail lines have been entered, you may wish to enter information about whether to hold the subcontractor invoice, whether to authorise this invoice and the VAT. If you wish all invoices for the subcontractor ledger to be set as On Hold initially then you may log in as BOSS, select System wide WinAccs settings - WinAccs.ini, select [Invoicing options P] and change AutoHold invoices to Yes and then select Apply. (This setting will also apply for invoices for the Purchase ledger accounts). 5. If this invoice is a Prepayment invoice then tick the box Prepayment. When you accept the invoice you will asked for further details - see PREPAYMENT INVOICES on page Choose the Details button. The Detail Entry screen becomes active. Refer to the instructions in "ENTERING PURCHASE INVOICE DETAIL LINES" on page Alternatively choose the Reject button to ignore all of the header information which has just been entered or modified. If this is a new invoice, all of the invoice details will be lost. [A warning message appears asking you to confirm that you wish to lose the information.] ENTERING SUBCONTRACTOR INVOICE DETAIL LINES The detail lines for an invoice are entered into the Detail Entry window. Each detail line must include a Nominal account code and an amount. CHAPTER 6 : ENTERING INVOICES Page 185

196 The details entered for a subcontractor may be taken from an Application - see APPLICATIONS AND CERTIFICATES in CHAPTER 14 : SUBCONTRACTORS. To add detail lines to the invoice, choose Details from the Header Entry window or choose the Details tab at the top of the screen. The Details screen becomes active. In the box headed New details for line [n], in the field Type select what type of line you are to create. Type Select the type of line you wish to create on the subcontractor invoice. Subcontractor Order This links the item to WinOrders so this is only an option if you have chosen that this invoice should be linked to WinOrders.. Stock item (for Stock) This links the item to WinStock. Stock item (for Job) This links the item to WinStock. Nominal item (non-stock) This is for items not on WinStock. Adding a Subcontractor Order Item for a Subcontractor Invoice If on the Select Invoice parameters screen you chose to Link to WinOrders, then on the Details screen, having selected the type Subcontractor Order you may use the Code Lookup facility (@) at the field Purchase Order to select the subcontractor order from which you wish to invoice an order item. You must choose an authorised subcontractor order. If the details from the selected order (delivery address, representative, trade discount etc) do not match the entries on the header screen you are asked if you wish to copy the details from the order. If you select Yes then the details will be taken as from the order details. If you select No then the details will be taken as from the header details. The Orders Details Selection screen is now displayed (see ORDER DETAILS SELECTION on page 177) showing the items on the order. You may choose the items you wish to invoice. You may also specify whether to invoice the amount ordered less the amount already invoiced, or the delivered amount less the amount already invoiced. Highlight the items to be invoiced and choose Ok (Choose Cancel if you do not wish to select any items.) You are returned to the Details screen and the selected line(s) are displayed in the box headed Lines on current invoice. Adding a Stock Item (for Stock) for a Subcontractor Invoice Using the Code Lookup facility (@), select the Stock item which you wish to add to the invoice. You may select the field Sub line to indicate that this stock item is a sub line. For more details see SUB LINES IN INVOICES on page 190. When you have selected a stock code you may click on the sign to the right of sign by the field Stock code to display stock information see STOCK INFORMATION on page 151. You must specify the Nominal Ledger account code to which the line value will be posted (and, if required, the contract code and cost analysis code for this item). You must choose the item of stock, its bin code, details of the quantity to be invoiced, its description, the rate or the price. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). Adding a Stock Item (for Job) for a Subcontractor Invoice Using the Code Lookup facility (@), select the Job cost item which you wish to add to the invoice. You may select the field Sub line to indicate that this stock item is a sub line. For more details see SUB LINES IN INVOICES on page 190. Page 186 CHAPTER 6 : ENTERING INVOICES

197 When you have selected a stock code you may click on the sign to the right of sign by the field Stock code to display stock information see STOCK INFORMATION on page 151. You must specify the account code to which the line value will be posted (and, if required, the contract code and cost analysis code for this item). You must choose the item of stock, its bin code, details of the quantity to be invoiced, its description, the rate or the price. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). Adding a Nominal Item (non-stock) for a Subcontractor Invoice At the field Type, select Nominal Item (non-stock) if you wish to add to the invoice a non-stock item. You must specify the account code to which the line value will be posted (and, if required, the contract code and the contract analysis code for this item). You may specify details of the quantity to be invoiced, its description, the rate or the price. Alternatively you may choose to just enter a description and the price. If in Maintenance, Ledger Accounts, Nominal Ledger you have defined for the chosen nominal the default Units and the default Rate then these will be used by default. They can be changed here for this invoice. If you are registered for Cost Centres you may specify the cost centre. Choose Ok to accept the detail line (or choose Reset to cancel the detail line). AUTHORISING A SUBCONTRACTOR INVOICE For details of authorising a subcontractor invoice see Authorising purchase and subcontractor invoices on page 148. ACCEPTING OR REJECTING A SUBCONTRACTOR INVOICE When you have entered all the details lines for an invoice or credit note, choose Accept Invoice to accept this invoice (or choose Reject to reject the current invoice. You will be asked to confirm that you wish to reject the invoice). Only when you select Accept invoice for an invoice will the trade discount (if you have asked for a trade discount on this invoice) be automatically calculated for the whole invoice. If this transaction is for a subcontractor when you choose to accept the transaction a further screen will be displayed. headed CIS Tax deduction. On this screen will be displayed the CIS details of the transaction such as the Total (excluding VAT), the CITB levy and the Tax. Also shown are the Nominal code for the CITB and for the Tax. You may enter the amount for the materials and alter the CITB Levy, Tax percentage and the Nominal codes. You may also select the button Set defaults for CITB and Tax calcs. On the following screen you may change the CITB Levy - see CALCULATION RULES in CHAPTER 14 : SUBCONTRACTORS or you may change the Tax Calculations - see DEFAULT NOMINAL CODES in CHAPTER 14 : SUBCONTRACTORS. Finally choose OK to continue. If this is a prepayment invoice then you are asked for the details of the payments you require, see PREPAYMENT INVOICES on page 161. Otherwise you will be returned to the Header Entry window where you may enter a new invoice. Once you have accepted the first invoice in a batch, then brief details about the last invoice entered will be displayed to the left of the Accept invoice button showing the invoice number, the account code and name and the total for that invoice. Next you may choose the tab Post,Exit to see the invoices in this batch and you may select one to review the VAT on that invoice - see Reviewing the VAT Analysis for a Subcontractor Invoice on page 188 and finally you may choose the tab Post, Exit to post the invoices - see POSTING A SUBCONTRACTOR INVOICE OR CREDIT NOTE on page 190. CHAPTER 6 : ENTERING INVOICES Page 187

198 REVIEWING AND EDITING A SUBCONTRACTOR INVOICE Before you accept a Subcontractor invoice you can review or edit it by making the Detail screen active by choosing the Details tab at the top of the screen. After you have accepted a Subcontractor Invoice, the details of that invoice will be shown in the bottom half of the screen obtained when you choose the tab Post, Exit. You may highlight an invoice and then select Edit to edit the invoice. (Alternatively to delete an invoice, highlight it and choose the Delete button. You will be asked to confirm that you want the invoice deleted). Adding a New Detail Line for a Subcontractor Invoice 1. The details screen will be ready for you to enter a new detail line when the screen is accessed. Enter the information for the new detail line. This information is described in the previous section. 4. Choose OK from the Detail Entry window. 5. The line is added to the invoice and displayed in the Detail List Box, and the invoice totals are altered. The Detail Entry window remains active to allow further new lines to be added, until you select either the Accept Invoice command button or the Header tab. Editing an Existing Detail Line for a Subcontractor Invoice 1. Go to the Details screen and select a line from the Detail List Box. Choose Edit to retrieve the desired details. Press the TAB key to move to the fields which need to be changed and enter the new information. Choose Ok from the Detail Entry window. The line is redisplayed in the Detail List Box, and the invoice totals are altered. Deleting a Detail Line for a Subcontractor Invoice 1. Select the required detail line, by highlighting it within the Detail List Box. Choose the Delete command button. You are asked to confirm that you do wish to delete the invoice. If you reply YES then the line is removed from the invoice, and from the Detail List window. The invoice totals in the Detail List window are altered. Reviewing the VAT Analysis for a Subcontractor Invoice VAT is calculated from the details entered and this may differ from manual calculations due to rounding differences. 1. When you have accepted an invoice and have been returned to the Header Entry window, you may now go to the Post, Exit tab which will show the invoices entered so far, for instance :- Page 188 CHAPTER 6 : ENTERING INVOICES

199 To edit the VAT for one of these invoices select that line and then select Edit and then the VAT tab. :- Enter the revised VAT value, if necessary, and choose Ok.. 4. You must select Accept invoice again to record the change made to the VAT. You will be warned that if you add or change any further detail lines then the VAT will be automatically changed again. 5. Choose Header to return to the Header Entry window. CHAPTER 6 : ENTERING INVOICES Page 189

200 POSTING A SUBCONTRACTOR INVOICE OR CREDIT NOTE To post the invoices or credit notes entered, obey the following procedure :1. Select the Post & Exit tab at the top of the screen. A list of all the accepted invoices in the current batch will be displayed in the bottom half of the screen. You can, at this stage, edit any invoice you have accepted by selecting it from the list and choosing the Edit button. You can also delete invoices. All invoices in the batch must have been accepted before posting. If you wish to amalgamate postings to your nominal accounts, check the Amalgamate Nominal Postings check box. You will be shown the list of accepted invoices on the system. You may select an invoice, look at it, edit it and then can authorise it. Or you may select to authorise all of the invoices displayed. Only authorised invoices may be posted, see Authorising purchase and subcontractor invoices on page Choose Post & Exit. If you had entered a batch control value in the invoice parameter screen, and the sum of all the invoices entered does not agree, the system will warn you of this but will allow you to proceed with posting. 5. The invoices will be printed. 6. If you have selected Stock audit trails in [General] in Winstock.ini then the audit trail will be printed. 7. If any of the invoices were for a stock item with Valuation type Batch, then for each use of such a stock item you will see a screen headed Get Quantities From Batch (for credit notes if you have selected Despatch from bin on posting) or Add Batch Information (for invoices if you have selected Deliver to bin on posting). For further details see BATCH VALUATION TYPE FOR A STOCK ITEM on page At this point, if you have selected Link to WinOrders, the screen headed Order Reconciliation may appear - see ORDER RECONCILIATION on page You are returned to the WinAccs menu. SUB LINES IN INVOICES For details about sub lines for stock of type non-stock see SUB LINES FOR STOCK OF TYPE NON-STOCK on page 191. Within the stock you hold in your company there will be finished articles- ready to be sold - and also the parts for those finished articles. The parts may be sold individually but would often be sold only as part of the finished article. Using the demonstration data company 997 as an example, you may have an item of stock as Code L-CHARMGR - which is an Armchair for lounge suite, green dralon In order to make each armchair you need 6 metres of the stock M-DRALON which is Dralon for furniture covering. (and other items to form the base of the chairs). The finished armchair is not a stock item but is made as needed from the various components including the dralon covering.. So when you invoice a customer for 3 armchairs you will also need to record on the system that you require 18 metres of the dralon. But the customer must only see on the invoice that he has bought the 3 armchairs. So when you enter the invoice you would enter the armchairs L-CHARMGR as usual but when you select the stock item M-DRALON you would select the field Sub line. Similarly you may wish some Multi line text to be visible on invoices and some - which you would mark as Sub line - to not be printed. Sub line text might be some internal information. Page 190 CHAPTER 6 : ENTERING INVOICES

201 Here you will see that any line which you have selected to be a sub line gets listed in the invoicing details with the character > on that line. This line will not be printed on the invoice. SUB LINES FOR NON-STOCK STOCK Sub lines for stock of type non-stock are used in Invoices, Sales orders and Quotations. Within the stock you hold in your company there will be finished articles- ready to be sold - and also the parts for those finished articles. The parts may be sold individually but would often be sold only as part of the finished article. Using the demonstration data company 997 as an example, you may have an item of non-stock with code LCUSHION - which is a cushion for an armchair for lounge suite, green Dralon In order to make each cushion you need 1 metre of the stock M-DRALON which is Dralon for furniture covering and 0.5 metres of L-FOAM which is the foam for the cushion. The finished cushion is not a stock item but is made as needed from the Dralon covering and the foam. So when you create a sales order for a customer for 3 cushions you will also need to record on the system that you require 3 metres of the Dralon and 1.5 metres of the foam. But the customer must only see on the sales order, and on the despatch note and on the invoice that he has bought the 3 cushions. When you place the sales order you would enter the stock item L-CUSHION as usual. If L-CUSHION has a Bill of Materials then when you select Line OK you will see the following question :- CHAPTER 6 : ENTERING INVOICES Page 191

202 If you select for the components of the Bill of Materials to be brought into the order with their costs and prices you will see the screen looking like the following :- In the screen displayed above you will see that any line which you have selected to be a sub line gets listed in the Sales order lines box with the character > on that line. The same character > is used in Sales Order Despatch and Order Details Selection and Invoicing details to indicate that an item is a Sub line. If you had selected to show the components of the BOM without their costs and prices then the sub-lines would not show the costs and prices. If you had selected to show the components of the BOM as order lines then the Sales order lines would be displayed without the sign > at the start of the lines. If L-CUSHION had not had a Bill of Materials you would enter the stock item M-DRALON and add it as a sub-line, and similarly for L-FOAM. You may wish some Multi line text to be visible on documents and some - which you would mark as Sub line - to not be printed. Sub line text might be instructions to be printed on a works order to pick a particular batch or other internal information. Page 192 CHAPTER 6 : ENTERING INVOICES

203 CHAPTER 7 : MAKING BATCH PAYMENTS OVERVIEW OF MAKING BATCH PAYMENTS This text describes the WinAccs facilities which allow you to produce automatic payments to your suppliers. It describes the following facilities: The Batch Payments facility which automatically generates payments for selected suppliers, posts the necessary payment transactions and matches these against the appropriate transactions, and prints remittance advices if required. See BATCH PAYMENTS on page 19 Payment Schedule Production. See PAYMENT SCHEDULE PRODUCTION on page 194. Payment Transaction Generation and Posting. See PAYMENT TRANSACTION GENERATION & POSTING on page 195. Payment Document Production. See PAYMENT DOCUMENT PRODUCTION on page 196. Purchase/Subcontractor Ledger - Batch Payments. See PURCHASE/SUBCONTRACTOR LEDGER BATCH PAYMENTS on page 196. BATCH PAYMENTS The Batch Payments facility is used to produce payments for suppliers by the following methods : Autopay Electronic Banking (BACS) Cheque Direct Debit Giro Cash BOBS This facility selects the outstanding transactions which are due for payment up to a selected payment date, and then automatically produces the transactions which are required to pay some, or all, of these transactions. The batch payment run consists of the following three steps, and is not complete until all of these steps have been successfully performed: 1. Payment Schedule Production, (review and repeat if necessary) Payment Transaction Generation Posting, Payment Document Production. CHAPTER 7 : MAKING BATCH PAYMENTS Page 193

204 PAYMENT SCHEDULE PRODUCTION The first step in producing automatic payments is to select the transactions which are to be paid. When you request a batch payment run, you must identify the 'up to' payment date. Any outstanding invoices or credit notes, which are dated up to and including this date, and which are due for payment, will be selected. In addition, you have the option to include in the payment schedule any unmatched payments, receipts or journal transactions which have also been posted to the supplier accounts. For example, you may have posted an invoice to the wrong supplier account and corrected this using a journal. If you do not select these transactions, the accounts may be over or under paid. This is because the value of the unmatched transactions will not be taken into account when the payment amount is calculated. Maximising Discounts WinAccs can also help to improve your cash flow. It can override the payment date selection criteria and automatically include or exclude transactions from the payment run, to maximise any settlement discounts. If a settlement discount is offered on a transaction, the batch payment facility can: delay the payment of transactions which are due for payment within the current payment run but which will still attract the same settlement discount if they are not paid until the next run. include in the current payment run any transactions which are not yet due for payment, but which will lose the discount if they are not paid in the current run. automatically extend the settlement days which are offered by the supplier, to take the settlement discount regardless of the actual payment date. The Payment Schedule All of the transactions which are proposed for payment are included on the payment schedule. The payment schedule lists (or displays) all of the invoices (and journals, payments and receipts, if requested) for each supplier, regardless of whether or not they are available for payment. The Reject column on the payment schedule identifies whether each transaction will be paid or not. If the column is blank, the transaction is available for payment. Otherwise the column will include a brief explanation of why the transaction cannot be paid e.g. if the transaction is on hold. The payment schedule identifies the amount which would be paid to each supplier, if the payment run was processed further. It also identifies the total amount of the payment which would be required to pay all of the selected transactions. The payment schedule report includes contract codes and name but as invoices can contain invoice lines with different contract codes only the first one found on the invoice is used. The payment schedule can be displayed on the screen or printed. You should always review the contents of the payment schedule before you move on to the next step within the payment process, which is generating the payment transactions. If you wish to include or exclude transactions from the payment schedule, you can alter any of the following information and then generate a revised payment schedule: the up to payment selection date for the payment run. the status of the selected transactions, i.e. changing the status from Hold to OK or vice versa - (see STATUS OF TRANSACTIONS in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION ) the settlement period for suppliers, or for the payment run, if settlement discount is being taken into account. If you do not wish to pay particular suppliers which are included in the schedule, you can exclude them when the payments are generated (during the next step). You can generate the payment schedule a number of times, until it includes the transactions that you wish to pay. Each new payment schedule supersedes the previous schedule. Page 194 CHAPTER 7 : MAKING BATCH PAYMENTS

205 PAYMENT TRANSACTION GENERATION & POSTING When the payment schedule identifies the transactions that you wish to pay, you can generate and post the payment transactions to record the payments on the ledgers. To do so, you simply rerun the batch payment facility and select the Post option. WinAccs then performs the following tasks: generates and posts the transactions which are required to record the payments on the ledgers. matches these generated payment transactions against the invoice and credit notes which were paid, including any unmatched journal, payment or receipt transactions which were included on the payment schedule. produces the remittance advices, if they were requested. produces an audit trail which identifies the payments which have been made. Payment Transactions & Posting A single payment transaction is generated for each supplier which has transactions being paid. The payment transaction is posted to the relevant supplier account, to reduce the overall account balance. The transaction is then matched against all of the transactions which are being paid. The payment run also generates and posts the entries which are required to record the payments within the nominal ledger. These postings update the following accounts: purchase/subcontractor ledger control account bank account discount received account retention control account, if a retention has been paid. All of the postings which are made are printed on the audit report which is automatically produced. Remittance Advices The remittance advices which can be produced are designed to be printed on either plain paper, or on pre-printed stationery and sent to the supplier with the payment. Whether the remittance advice is printed for each account depends on the settings on the Remittance flags tab for that account, see PURCHASE LEDGER ACCOUNT MAINTENANCE or SUBCONTRACTOR LEDGER ACCOUNT MAINTENANCE both in CHAPTER 4 : MAINTAINING THE ACCOUNTS. The style of the remittance advice report may be chosen as the Normal or the one for Subcontractors. A remittance advice includes your organisation's name, address, telephone and VAT numbers at the top of the form, unless you are using pre-printed stationery. It then prints the name, address and code of the account which is being paid, the date and the remittance page number. The transactions which have been paid are listed on the remittance. The following information is shown for each transaction: date transaction type and reference number the outstanding value of the transaction the original transaction value the amount of any discount which has been taken the payment amount. After all of the transactions have been listed, the remittance totals are printed. If a large number of transactions have been included in the payment, the remittance advice may overflow onto subsequent forms. CHAPTER 7 : MAKING BATCH PAYMENTS Page 195

206 PAYMENT DOCUMENT PRODUCTION The batch payment facility produces the payment details. There are various methods of payment available - Autopay, Electronic Banking, Cheque, Direct Debit, Giro, Cash or BOBS. The method is chosen on the screen which is displayed when you choose the tab Details. If you have chosen the payment method as cheques the cheques are printed. If a payee has not been provided for a particular cheque, the cheque printing process will stop and you must enter the required name before it can continue. If a cheque is damaged, or the print run fails for any other reason, you can re-print a range of cheques. After the cheques have been successfully printed you tell the system the cheque numbers of the cheques that were used. PURCHASE/SUBCONTRACTOR LEDGER - BATCH PAYMENTS The steps outlined below are required to produce batch payments and are described in the following sections : 1. Select Transactions, Payments to access the Batch Payments facility, see ACCESSING THE PURCHASE/SUBCONTRACTOR LEDGER BATCH CASH PAYMENTS WINDOWS on page 196. Select Schedule and enter the up to payment date and other payment criteria. Select the type of transactions which are to be paid, and the payment schedule processing option which is required. See ENTERING THE PURCHASE/SUBCONTRACTOR LEDGER PAYMENT CRITERIA on page 197. Select Run to generate the payment schedule, see GENERATING THE PAYMENT SCHEDULE on page 198. Then review that schedule, see 4. Make any changes which are required to include or exclude transactions from the payment run. For example, you may wish to change the Status of transactions (see STATUS OF TRANSACTIONS in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION ) to alter the Hold status of selected transactions to either release them for payment, or prevent them being paid. 5. If necessary, rerun the Batch Payments facility to produce a revised payment schedule and check that it includes the correct transactions. 6. Rerun the Batch Payments facility again, selecting the Post option, to produce the payment transactions for selected suppliers, to post and match the payment transactions and generate the audit reports and remittance advices. See POSTING THE PAYMENTS on page Now select Process to prduce the payments e.g. the cheques. See PAYMENT PROCESSING on page 199. ACCESSING THE PURCHASE/SUBCONTRACTOR LEDGER BATCH PAYMENTS WINDOWS 1. Select Transactions from the WinAccs menu. Select Payments. In the Batch Defaults window, using the Code Lookup identify the bank account from which the payments will be made. 4. In the Batch Defaults window, select which style of Print Remittance advice you wish to have (if remittance advice notices are to be produced). This may be either the Normal style (which uses the report remadvic.vrx) or the report for Subcontractors ( which uses the report remadvsu.vrx). 5. The field Use default folio ref is for use when you are manually entering transactions. 6. In the Batch Controls window, enter the controls that will apply to this batch e.g. limits on Total Amount or Number of Items in the batch. Page 196 CHAPTER 7 : MAKING BATCH PAYMENTS

207 ENTERING THE PURCHASE/SUBCONTRACTOR LEDGER PAYMENT CRITERIA To define the selection criteria for the unmatched supplier account transactions to be included on the payment schedule select the button Schedule. The Batch Payment Criteria & Schedules window will be displayed. In the display below the Filter accounts box has been selected to show what will be displayed in the bottom third of the screen. 1. Enter the information to identify the payment run, to select the posting date and to determine the transactions which will be selected for payment. Here you can select to delay payments or make early payments if the conditions of the discount will still be obeyed. In the box headed Match, identify the types of transaction (e.g. invoices, credit notes, payments, receipts or journals) which will be considered for payment from each account. They will only be included on the payment schedule as transactions to be paid, if they meet all of the payment selection criteria which were entered on the previous window. As a general rule, you should include all of these types of transaction. All the types are checked by default. Tick in the box Include contract code and name on payment schedule report if this is required.. CHAPTER 7 : MAKING BATCH PAYMENTS Page 197

208 4. If you wish to filter which accounts are to be included in the Schedule then select the box Filter accounts. You may choose to include Accounts with outstanding balances or All accounts. 5. On the right of the screen under the heading Included payment types you may also select the payment type(s) of accounts. Under that select Mark all to select all the payment types, or select Clear all and then select the payment types individually that you require. 6. On the left of the screen under the headed Included accounts from the list of accounts displayed you may select which accounts you wish to include. On the left of the screen use the buttons Mark all or Clear all if required. GENERATING THE PAYMENT SCHEDULE 1. When the Purchase/Subcontractor Ledger Payment criteria have been selected you will need to generate the payment schedule (before you display, print or post it). If you are at the Batch Payment & Schedules window, choose the Run button. (If you are at the Payment Posting Batch window, choose Schedule to get to the Batch Payment & Schedule window and then choose the Run button.) You may then be asked if you wish to preserve any existing payments or matches already made in this batch. Choose Yes if you do. You will be returned to the Payment Posting Batch window. DISPLAYING OR PRINTING THE PAYMENT SCHEDULE 1. When the Purchase/Subcontractor Ledger Payment criteria have been selected, from the Batch Payment & Schedules window, choose the Display or Printing button to initiate displaying or printing the payment schedule. (If you are at the Payment Posting Batch window, choose Schedule to get to the Batch Payment & Schedule window and then choose the Display or Printing button.) If you have altered the selection criteria since you last selected the button Run, you will be asked if you wish the program to be run which produces the proposed payment schedule. Choose Yes if you do. You may then be asked if you wish to preserve any existing payments or matches already made in this batch. Choose Yes if you do. 4. You will then be told that WinAccs is about to display/print the payment schedule. Choose Ok. Page 198 CHAPTER 7 : MAKING BATCH PAYMENTS

209 5. The schedule is then either sent to the spooler for printing, or displayed on the screen. NOTE: If any transactions were included in the payment schedule which should not be paid, or vice versa, you will need to alter the transaction status and/or payment selection criteria before you reproduce the payment schedule and generate the payments. POSTING THE PAYMENTS 1. When you have printed or displayed and checked the payment schedule and are now ready to generate the payments, from the Payment Posting Batch window, choose Post. You will be warned if the actual number of payments differs from the target number of payments. Choose Ok if this is intended, else choose Cancel. You will be warned if the actual value of the payments differs from the target value of payments. Choose Ok if this is intended, else choose Cancel. 4. You will be warned if the actual number of receipts differs from the target number of receipts. Choose Ok if this is intended, else choose Cancel. 5. You will be warned if the actual value of receipts differs from the target value of receipts. Choose Ok if this is intended, else choose Cancel. 6. A window appears to tell you that it is about to post payments/receipts. 7. If you requested remittance advices, the remittance advices are produced. 8. The payment transactions are then posted and a Transaction Posting dialog box appears which displays each account code as it is being posted to. 9. The audit report is then produced. PAYMENT PROCESSING 1. When you have printed or displayed and checked the payment schedule, from the Payment Posting Batch window, choose the Process button. The Payment Processing screen will be displayed showing for the named bank account details of the payments that you have already posted and which are waiting to be processed. You may at this point highlight one or more of the payments and choose to delete that payment from this payment run. You will be asked to confirm your decision. CHAPTER 7 : MAKING BATCH PAYMENTS Page 199

210 Highlight a payment to be processed, by clicking on that line, and choose the button Process. 4. If the payment type is cheque type payment and a payee has not been specified, a further screen will be displayed on which you must enter the payee s name. Next a window will appear on which you may enter the date to be the date of the cheque. The default is today's date. Choose Ok. You will be informed that the cheque is about to be printed and to ensure the correct stationery is loaded. Choose Ok and the cheque will be printed. Next the screen headed Assign Cheque Numbers is displayed on which you must enter the first cheque number. Enter the 6-digit cheque number and choose Apply. The column Cheque No will display the cheque numbers propogated downwards. Then select Save. The cheque summary will then be sent to the print spooler. If something goes wrong with the actual printing of the cheques and you had to use different cheque numbers for different cheque payments then on the screen Assign Cheque Numbers do not use the option to Propagate downwards but type in the cheque numbers that were used for each payment. 5. Alternatively, if the payment type is cash type, then you will be informed that it is about to send the Cash Analysis to the printer and to check the stationery. The Coin Analysis shows the optimum way to pay the amount required to be paid to each payee. Choose Ok. 6. Alternatively if the payment type is BOBS you will be asked to enter the BOBS Submission Data, such as the Customer Number, the Application Number, the Due Date and the First Sub-Batch number. If a floppy disk is required you must specify the drive. Page 200 CHAPTER 7 : MAKING BATCH PAYMENTS

211 Choose Ok. The Short Data Submission form will be printed. 7. If the payment type is Electronic Payment (i.e. BACS) and no electronic details have been set up for this company (see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED) a window will be displayed on which you must choose the name of the Originating bank, and enter the Bank Processing Date and any narrative for the statements. Choose Ok. The Electronic Banking Report will be printed. This is followed by the following screen :- on which you may select the Bank processing date, the Bank credit date and any narrative for the statements, Then select OK. The processing will take place.. [There is a facility within Security Options, WinAccs options, Miscellaneous such that if one or more accounts have Electronic Payment and exactly the same sort code and account number payments can be accumulated.] 8. If the payment type is AutoPay you will be asked to enter the AutoPay date. Then the AutoPay details will be printed. 9. If the payment type is Giro you will be asked to enter the Giro date. Then the Giro details will be printed, followed by the Bank Giro Summary. For information about BANKLINE (RBS/NatWest) payments see RBS/NATWEST BANKLINE in CHAPTER 3 : GETTING STARTED. Choose the button Close to return to the Payment Posting Batch window. CHAPTER 7 : MAKING BATCH PAYMENTS Page 201

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213 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION OVERVIEW OF PAYMENTS AND RECEIPTS This section describes all the WinAccs facilities which allow you to enter the details of payments and receipts, and which are used to match together transactions for an account. It describes the following facilities: The Manual Cash facility which performs a number of different functions: posts the details of any urgent or one-off payments which are raised from any of the ledgers, and matches these payment transactions against selected outstanding transactions. allows you to enter customer receipts and match these against the outstanding transactions for the customer. see MANUAL CASH on page 20 The Transaction Maintenance facility which allows you for a selected ledger and a selected account to manually match together selected transactions for that account, or to unmatch selected transactions for that account. It also allows you to change the status of an invoice from On Hold to OK or vice versa. see TRANSACTION MAINTENANCE on page 208. Bank Reconciliation for reconciling your bank statements with the accounts within WinAccs see BANK RECONCILIATION on page 212 For information about making Batch Payments see CHAPTER 7 : MAKING BATCH PAYMENTS. MANUAL CASH MANUAL CASH OVERVIEW You will certainly save a considerable amount of time by producing the majority of your payments at regular intervals, using the Batch Cash Payment facility, see BATCH PAYMENTS in CHAPTER 7 : MAKING BATCH PAYMENTS. However, you would use the manual cash facility in any of the following circumstances: 1. to enter the details of urgent payments which have been raised manually for accounts within the purchase, subcontractor, nominal or sales ledger. to enter the details of payments which are made by direct debit, standing order or any other noncheque payment method (i.e. payment methods which cannot be produced by the Batch Cash Payment facility). to make payments from a nominal or sales ledger account, e.g. to produce a VAT payment directly from the VAT account within the nominal ledger. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 203

214 4. to enter receipts on purchase or subcontractor ledger accounts e.g. refunds or cancelled cheques. Payment Details If a cheque has been written manually or a direct debit has been processed you can request that remittance advice is produced for each payment, by checking the box Print Remittance Advice. You can also request a batch cheque for a particular payment, if you would like a computer-generated cheque to be printed during the next cheque run. The following information must be entered to record a manual payment: the account which has been paid, and its ledger. the amount of the payment, and any discount. the type of payment that was raised, e.g. cheque, direct debit etc. the cheque number, or reference number, which identifies the payment, or a request for a batch cheque. Cash Receipts All of the payments that are received from your sales ledger customers are entered using the Manual Cash facility. You enter the same payment details for a cash receipt as you do for a manual cash payment (see the description above). In addition, if you are using the contract (job) ledger, you may also need to identify the contract to which the receipt relates. If a receipt covers payments to several different contracts, in order to allocate the correct amounts to each contract, the value of the cheque must be broken down and entered separately. USING THE MANUAL CASH FACILITY The following steps are required to enter manual payments or receipts, and each step is described in detail below: 1. Access the Manual Cash facility, see ACCESSING THE MANUAL CASH FACILITY on page 204. Enter the payment or receipt details, see ENTERING THE PAYMENT OR RECEIPT DETAIL on page 205. For a purchase, subcontractor or sales ledger payment or receipt, match the payment or receipt against the outstanding transactions for the account see MATCHING (OR PART MATCHING) A PAYMENT OR RECEIPT on page 206 or for a nominal ledger payment or receipt, enter the required VAT analysis information, see ENTERING THE VAT FOR A PAYMENT on page Post the payment or receipt transactions, see POSTING THE PAYMENT OR RECEIPT on page 207. ACCESSING THE MANUAL CASH FACILITY. 1. Select Transactions from the WinAccs menu. Select Payments or Receipts. In the Batch Defaults window, using the Code Lookup identify the bank account to which the payment and receipts will be posted. 4. Select which style of remittance advice you wish to be printed. The selection you make applies to all the payments in a batch. The choice is between Normal or Subcontractor. (Remittance Advice reports will only be printed if you have selected for the relevant account that you want Remittance Advice - see Selecting Remittance Flags for a Purchase/Subcontractor Ledger Account in CHAPTER 4 : MAINTAINING THE ACCOUNTS. 5. You may (if you wish) select the field Use default folio ref. Then you must enter a reference in the field provided. For instance you might enter CB101 to indicate that it might be cash book page 101. This value is then used for all folio refs until you change it (i.e. move to another page). If you tick the increment button it will also do that e.g. CB might indicate cash book page 101, line 01. Page 204 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

215 Then as you accept transactions it will change to CB101-02, CB etc. If you change the default folio ref, the sequencing is rest. 6. If you are entering a batch of payments/receipts you could enter the controls that would apply to this batch e.g. Totals pre-calculated for Total Amount and Number of Items in the batch. These are checked before posting the batch. 7. Check the box Auto Number if cheques are to be automatically numbered. 8. For entering manual cash payments/receipts select the button New. ENTERING THE PAYMENT OR RECEIPT DETAIL 1. To enter details of a payment/receipt choose the tab Details. Enter details of the ledger for which you wish to enter a manual payment or receipt, the account code and details of the amount and method of payment/receipt. You cannot post to a sales account that has a head office account defined - see SALES LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS. If the account is a costed nominal (income or expenditure) the cost centre will be displayed. If you have already entered information about matching on the screen under the tab Match, this information will already be displayed on the screen under the tab Details. Just enter the details of the method of payment/receipt. For a payment for a subcontractor, the amount entered may be taken from a Certificate - see APPLICATIONS AND CERTIFICATES in CHAPTER 14 : SUBCONTRACTORS. 4. Choose Accept to record the changes. 5. For a payment for a subcontractor a further screen will be displayed on which you must enter the CIS payment posting for the unmatched amounts, that is you may enter the total, the cost of materials and the tax deduction. These figures will be included in the Payment entry HMRC CIS records. 6. Finally select OK. VIEWING THE PAYMENTS OR RECEIPTS ON THE SYSTEM When a payment or receipt has been received you will want to match this payment or receipt against a transaction on the system. First you will want to view a list of the transactions on the system. To view the list of transactions choose the tab Match. 1. Enter the type of ledger (Nominal, Sales, Purchase or Subcontractor) to which the payment/receipt is to be posted and, using the Code Lookup select the Account Code. You cannot post to a sales account that has a head office account defined - see SALES LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS. When the ledger and account code are selected the system lists in the bottom half of the screen the Invoices, Credit Notes, Payments, Receipts and Journals for this ledger and account. These are initially sorted in Date order. To restrict the list displayed to only those you required out of the possibilities Invoices, Credit Notes, Payments, Receipts or Journals click on the relevant choices to the right of the displayed screen, under the tab Filter and under the heading View. 4. To restrict the list displayed further to between a range of dates, enter the start date and end date under the tab Filter to the right of the screen and under the heading Date Range. 5. To have the list of transactions displayed in a different order than by date, choose the order required to the right of the screen, under the tab Filter and under the heading Order. You may select date, amount, folio reference or invoice number. In addition you may click in the square box Reverse to have the list appear in the reverse order e.g. latest date first, or highest amount first. 6. In the box headed Inv No Range, you may enter the range of Invoice Numbers whose transactions you wish to see listed. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 205

216 For details on mtaching payments or receipts see MATCHING (OR PART MATCHING) A PAYMENT OR RECEIPT on page 206. MATCHING (OR PART MATCHING) A PAYMENT OR RECEIPT Overview of Matching a Payment or Receipt When you enter the details of a manual payment, WinAccs generates and posts the payment transactions to the appropriate ledger accounts. However, you must identify the transactions which have been paid and WinAccs will then match the payment transactions against these transactions. There are two methods available for identifying the transactions which have been paid, or partly paid: you can identify the transactions manually from a list of unmatched transactions for the supplier. you can ask WinAccs to automatically select the outstanding transactions, on an oldest item first basis, until the amount of the payment has been fully allocated. If you have overpaid an account, you can leave an amount of the payment on the account as unmatched. At some stage these unmatched cash transactions must be matched against the appropriate transactions. They can be matched by the Batch Cash Payment facility by selecting Payments/Receipts, or they can be matched manually using Transaction Matching, see TRANSACTION MATCHING OPTIONS on page 211. How to Match (or Part Match) a Payment or Receipt Having listed a selection of the payments or receipts on the system, (see "VIEWING THE PAYMENTS OR RECEIPTS ON THE SYSTEM" on page 205), now click on one of the payments or receipts listed to highlight it. 1. The field Net Amount shows the net amount of the transaction. Initially the Discount Taken will show zero and therefore the Total amount initially equals the Net amount. You may click in one of the options in the box headed Take Discount and choose whether the discount is to be applied. When you have made your choice, the fields Total amount and Discount will be amended automatically to reflect that choice. Choose Match (or double click on the highlighted transaction) and the highlighted line will be copied into the box at the bottom half of the screen. The field Amount displays the amount so far accumulated to be matched and when you have clicked on Match this field is adjusted by the amount showing in the chosen transaction. The field Unmatched displays the amount of money as yet unmatched. If you later decide not to match this line, highlight the line in the box at the bottom of the screen and choose Unmatch. The line will disappear from the bottom box, reappear in the box above and the fields Amount and Unmatched will be adjusted accordingly. If you have chosen to match a line which is On Hold you will be warned that this transaction is On Hold and asked if you still wish to match it. Choose Yes to do so. Alternatively choose Yes To All if you wish all transactions which are On Hold to be allowed for matching; choose No if you do not wish to match the transaction; or choose No To All if you do not wish to match any transactions which are On Hold. If you wish to part match a transaction, highlight that transaction in the list of transactions. When the amount of that transaction is displayed in the field Total Amount, place the cursor at this field and enter the amount of the part matching you require. Press Tab. Choose the button Part Match. The details of the transaction are copied into the lower box with the amount being the part amount that you have chosen to be matched and under the column Paid is a hash sign # to indicate part payment. In the box above, the details of the transaction are still displayed with the amount adjusted by the amount you have chosen to be part matched. Under the column Paid is a hash sign # to indicate part payment. Page 206 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

217 4. When the box in the bottom half of the screen contains transactions chosen to be matched, you may highlight a line in the box and choose the tab VAT. This is only available for Nominal accounts. The VAT for this transaction will be displayed showing the rate of VAT that applied to this line and the amount and VAT applied separately. 5. At any point you may choose the button Suggest and this highlights in the list of transactions a number of transactions which add up most nearly to the amount as yet unmatched i.e. the transactions which the system suggests you choose to match. The transactions the system will choose to match first are those nearest to the top of the listed transactions (even if the list is in reverse order). 6. Choose Accept to match the amount against the chosen transactions, or choose Reject to not proceed with the matching. 7. For a payment for a subcontractor a further screen will be displayed on which you must verify the CIS payment posting for this subcontractor, that is you may adjust the total, the cost of materials and the tax deduction. Reduce the figures by any pre-payments made against invoices selected this time. These figures will be included in the Payment entry for HMRC CIS records. 8. Finally select OK Alternatively you may select more than one payment in the list of payments due in the top half of the screen. You can multi-select lines with either the mouse (CTRL-Click to select individual lines, Shift-Click to select a range of items) or with the keyboard (Shift and cursor up/down). The total of these payments will be shown on the right of the screen and you may select Match. Those payments will now be listed in the bottom half of the screen. Choose Accept to match the amount against the chosen transactions, or choose Reject to not proceed with the matching. ENTERING THE VAT FOR A PAYMENT If you are entering a manual payment or receipt for a Nominal ledger account you may enter details of the VAT. If you have chosen a Nominal Ledger account for matching, then the VAT screen will automatically appear. Otherwise when you have entered the details of the payment/receipt on the screen under the tab Details, choose the tab VAT to display the VAT screen. The amount entered on the screen Details will be displayed on the VAT screen in the field Amount and also in the field Unmatched. You must allocate the total amount of the payment or receipt across the appropriate rates of VAT, including any amounts which are exempt or zero-rated. The window uses this information to calculate the VAT amounts. You can alter the calculated VAT amounts, if for example, the VAT amount was incorrectly calculated on the original invoice. For example, if a payment is made for 2000 (including VAT), all of which was subject to 17.5% VAT, which is identified by VAT code "A", you would enter 2000 alongside VAT code "A". When you press TAB the VAT value of is calculated and displayed. The VAT Analysis window is used to analyse the amount of the payment or receipt across the rates of VAT which applied. It lists the current rates of VAT, and the code which identifies each in the left most column. 1. For each of the VAT rates enter the amount of money to which this rate of VAT applies. If you tab on the button Defaults the amounts entered under each VAT category will be reset to zero (and so will the relevant VAT amounts.). When the field Unallocated indicates all the amount has been analysed for VAT, choose Accept. to accept the VAT analysis information. POSTING THE PAYMENT OR RECEIPT When you have finished matching the payment or receipt against the appropriate transactions or entering the VAT analysis information for a nominal ledger payment or receipt, the details can be posted to the ledgers. 1. Choose the tab Batch. Choose the button Post. You will be informed that the system is about to post the payments/ receipts. Choose OK. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 207

218 4. A Transaction Posting dialog box appears which displays each account as it is posted to. 5. The audit report is then produced and a Report Generator dialog box appears informing you that this report is being sent to the spooler. TRANSACTION MAINTENANCE The Transaction Maintenance facility is used to manually match together selected transactions on an account. It is used to match transactions which were not automatically selected for matching by the manual or batch cash payment facilities. If you are entering a cash receipt, you must manually identify the outstanding invoices or credit notes which have been paid, or partly paid by the customer. If the payment has been received in advance, the receipt can remain on the account as unmatched cash. When the invoice is entered for the account, it must be matched against the unmatched cash transaction using the Transaction Maintenance facility. The Transaction Maintenance facility is also used to amend the status of invoices from On Hold to Okay and vice versa. 1. Select Transactions from the WinAccs menu. Select Transaction Maintenance. The Transaction Maintenance window appears as follows :- First at the field Ledger select the Ledger : Sales Ledger Purchase Ledger Subcontractor Ledger Then at the field Code use the Code to select the account within that ledger for which you wish to maintain the transactions. Select the button View/Reset. The list of transactions for that account will be displayed. To refresh the screen after any changes select the button View/Reset again. Page 208 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

219 You may select to omit the fully matched transactions for this account. You may also choose the date range of the transactions you display and/or the range of the invoice numbers you display. The screen will now be displayed as follows :- The details of the transactions for this account are displayed in a table under the following headings :Date Displays the date of the invoice, payment or receipt transaction, or the posting date of a journal transaction. Type Identifies the type of transaction, using one of the following codes: Jrnl Normal, payment or receipt journal transactions. SInv Sales ledger invoices or credit notes. BInv Purchase or subcontractor ledger invoices or credit notes. CPay/CRct Cash payment or cash receipt. SRet Sales ledger retention. BRet Purchase or subcontractor ledger retention. Ctrl Control account posting. Invoice Identifies the transaction's invoice number. Folio ref Identifies the transaction's folio reference number. Audit The audit number of this transaction. Status Identifies the status of the transaction, using one of the following codes. This only applies to invoice or credit note transactions. [for supplier or customer accounts only.] Okay The transaction is Okay for payment. [for supplier or customer accounts only.] Hold The transaction is On Hold and cannot be paid until the status is changed to OK. [for supplier or customer accounts only.] Settlement The settlement date. Terms Displays the payment terms. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 209

220 Payment The date of the payment. Paid Identifies whether or not the transaction has been part paid. This only applies to invoice or credit note transactions. [for supplier or customer accounts only.] Paid The transaction is paid [for supplier or customer accounts only.]. Part The transaction is partly paid and the unpaid amount is displayed in the O/S (Outstanding) field [for supplier or customer accounts only.] Blank The transaction is unpaid [for supplier or customer accounts only.] O/S Outstanding. Discount Displays the amount of settlement discount for the transaction. [for supplier or customer accounts only.] Gross Displays the total value of the transaction. This is the debit or credit amount for a journal, or the total detail line value for a sales or purchase ledger transaction including VAT. [for supplier or customer accounts only.] O/S Displays the amount of the transaction which has not been paid. This applies to all of the ledger transactions, except the nominal ledger and contract (job) ledger. [for supplier or customer accounts only.] Nts This column displays Y if a transaction note exists for this transaction (and so the note could be viewed by selecting the button View transaction notes at the foot of the screen.) On the left of the screen the balances for this chosen account are displayed as follows : The brought forward balance (i.e. the balance upto the end of the last period) The current balance The balance upto the end of the current period (i.e. the brought forward balance plus the current balance) The balance today (i.e. the brought forward balance plus the current balance plus the pending transactions) Under the balances is a box headed Double click mode which is initially set to No action.. If you wish to use double clicking of the mouse to bring about Toggle OK or Hold Fully Match Restore to Gross Then select the required option. 4. Highlight the transaction in which you are interested. The details of that transaction will now be showing in the fields under the heading Transaction Dates (to the right of the Transaction status). 5. Below the table of transactions under the heading Transaction Status either OK or Hold will be selected. This shows the Status of the transaction i.e. whether or not it is On Hold. If you wish to change the status of this transaction see STATUS OF TRANSACTIONS on page With a transaction highlighted then in the fields at the bottom of the screen will be showing the Unmatched amount and the balance to match. 7. If the user removes the tick in the box Omit fully matched then the program can be used to unmatch transactions (in case a user has matched against an incorrect invoice). 8. Details of the Transaction matching buttons available at the bottom of the screen are given in TRANSACTION MATCHING OPTIONS on page 211. Page 210 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

221 9. The Balance to match field must always be zero before you may use the button Update all. In exceptional circumstances the support team can issue a lock code to allow unbalanced matching. This would normally be used if an account had got out of balance. 10. To access the Account Maintenance screens for this chosen account select the button Account Maintenance near the top of this screen. You will be taken to the Ledger Account Maintenance screens and when you Exit from them you will be returned to this Transaction Matching screen. 11. To add a contact note about this account select the button Add new contact note near the top of the screen and add the note. When you have added a contact note then on the top right of the screen it will display which user entered the note and when. This note can then be viewed by selecting the button View contact notes. For further details about notes see NOTES in CHAPTER 4 : MAINTAINING THE ACCOUNTS. 1 To add a contact note about a particular transaction then select that transaction on the screen and then select the button Add new transaction note at the bottom right of the screen and add the note. When you have added a contact note then in the column Nts in the table on the line of the chosen transaction it will now display Y. This note can then be viewed by selecting the transaction and by then selecting the button View transaction notes. For further details about notes see NOTES in CHAPTER 4 : MAINTAINING THE ACCOUNTS. TRANSACTION MATCHING OPTIONS Fully Match This is the opposite of Restore to Gross (see below). This button reduces the unmatched balance of this transaction to zero. Restore Outstanding This button restores the unmatched balance of this transaction to be the current outstanding amount. This is used to correct a mistake if an incorrect transaction was selected earlier. Restore to gross This is the opposite of Fully Match. This button sets the unmatched balance of this transaction to be the original gross amount. This will be used mainly when restoring transactions which have been incorrectly matched previously. Apply this amount / Apply / +/This field allows the user to enter a transaction amount and then to select the Apply button below. This will amend the unmatched balance of this transaction by the amount entered. For example, if the amount outstanding is and we have unallocated cash of 880, the user can enter 880 in the Apply this amount field and click Apply. The benefit is that the user does NOT have to work out that the outstanding amount needs to be You can then use the +/- button to reverse the figure and apply it to the unallocated cash or journal. Unmatched / Apply The user can enter the amount outstanding directly in this field and select the Apply button below. This will amend the unmatched balance of this transaction to be the amount entered above. Balance to match / Apply As transactions are changed, the current balance to match will show an amount. Quite often, you may want to allocate this figure to a cash or journal transaction. You can do this easily with the Apply button underneath the field. This button will amend the unmatched balance of this transaction by the total of amounts already matched above. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 211

222 STATUS OF TRANSACTIONS You may select that a transaction may be classified as On Hold - in which case you will always be warned by WinAccs when you attempt to access this transaction. To change the status of a transaction from Hold to OK (or vice versa) then select Transactions, Transaction Maintenance. Select the required ledger and the required account. Click on View. Highlight the transaction and within the box headed Transaction Status select either OK or Hold as appropriate. Alternatively to change the status of a transaction you may use the box headed Double click mode. If you select Toggle OK or Hold in this box, then you may double click on any line in the top table of transactions to change its status. BANK RECONCILIATION The Bank reconciliation facilities may be accessed by selecting Bank Reconciliation from the WinAccs menu. There are two distinct methods available, namely :The V7 Bank reconciliation, see V7 BANK RECONCILIATION on page 220 The V6.35 Bank Reconcilation, see V6.35 BANK RECONCILIATION on page 212. The first time you select Bank Reconciliation from the WinAccs menu you will see the following screen :- and you are asked which of the above methods you wish to use to use. Select one. Then on subsequent entry to Bank Reconciliation that method will automatically be selected. To change this selection you can go to Utilities, Database Utilities, and select item 4 Clear bank reconciliation program selection - see DATABASE UTILITIES in CHAPTER 3 : GETTING STARTED. V6.35 BANK RECONCILIATION The V6.35 Bank Reconciliation module allows the user to match the cashbook transactions posted into the WinAccs system with the entries on the statements from his bank(s), thus simplifying the system. Statement entries can be Page 212 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

223 imported automatically over modem links from many banks (e.g. BankLine, Business Master, Hexagon/HSBCnet, LloydsLink) or alternatively statement entries can be generated manually. Reconciliation is carried out for reconciliation groups. Each reconciliation group has a code and description selected by the user (e.g. BARCLAYS - All Barclays Accounts). Each group represents a set of accounts that are to be matched together. A group consists of one or more Statement accounts and one or more Cashbook accounts. The reason for allowing more than one account of each type is, for example, to allow the user to record in his WinAccs accounts a single bank account but to actually have several external accounts (current, deposit, moneymarket). Then transactions involving only movements in the external accounts are not replicated in the WinAccs system. The Statement accounts are external and the data comes from the bank either electronically or on paper. Again the user select codes and descriptions for the accounts (e.g. BARC1 - Current A/C, BARC2 - OVERNIGHT, BARC3 Long-term deposit). The Cashbook accounts are the WinAccs nominal accounts (normally Bank accounts) to which the transactions for the Statement accounts are posted. These accounts are referenced by their nominal codes (e.g. ZBANK1, PAYROLL, DEPOSIT4). You also define a default nominal account for bank charges for the group as these are frequently only posted when found on the statements. GROUP SET-UP WIZARD The V6.35 Bank Reconciliation will call the Bank Reconciliation Set-up Wizard which defines the accounts that make up a reconciliation group, the method of importing and default nominal for generated cashbook entries. The wizard is started automatically the first time that you use V6.35 Bank Reconciliation, as you cannot operate without at least one group. 1. To set up additional groups you click on the button with two exclamation marks!! on the tool bar of the main Reconciliation screen. This informs you that the bank reconciliation is set up and ready to use, and then opens the Bank Reconciliation Setup Wizard screen ready for you to define another reconciliation group. You only use the Bank Reconciliation Set-up Wizard once to set up each reconciliation group. If you later wish to change the parameters of an existing group you use the Edit button - see "MAINTAINING THE GROUP (IN BANK RECONCILIATION)" on page 214. For each reconciliation group you must choose a code for the group and enter a name (or description) for the group. Choose Next. One side of the reconciliation group is from the statements supplied by your bank. The V6.35 Bank Reconciliation can analyse statements in an electronic form or you can choose to reconcile against a manual statement. Now enter details of each bank account (e.g. sort code, account name, account number and import method and, if required, the electronic file location) to be part of this reconciliation group. 4. Assign each statement account an internal code. This must be a unique reference and is used as the key to statement entries for the account, so choose codes meaningful to you (e.g. CURRENT, DEPOSIT, OVERNIGHT, TRADING, LLOYDS1, MIDLAND7 etc). Choose Next. 5. The other side of the reconciliation group is the WinAccs nominal accounts to which the transactions from the Statement accounts are posted. Now enter the WinAccs bank information for this reconciliation group i.e. a list of one or more nominal accounts that will be reconciled in this group against the statement accounts that you have just entered. Choose Next. 6. The V6.35 Bank Reconciliation can automatically create simple cashbook entries (e.g. bank charges) if you choose for it to do so. On this screen enter a Nominal account code to be used as the default for such postings. (This may be edited at the time of entry). Choose Finish. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 213

224 7. When you have finished entering all the correct details you will be told that WinBank is set up and ready to use. The Reconcile Transactions screen will be displayed. MAINTAINING THE GROUP To amend an existing group, select the group code and then choose the Edit button on the main Reconcile Transactions Screen. The Reconciliation Group Maintenance screen will be displayed. You may amend the name of the group. If the group is no longer required then check the box Delete Group!. The group will be deleted. To define additional bank or nominal accounts, which are to be included in the reconciliation group, in the centre of the screen select whether you wish to add a bank or a nominal account. Then at the field below use the Code facility to select the account code. Finally choose Add. To remove accounts from the group, highlight the account in the box at the bottom of the screen. Choose Delete. To edit accounts in the group, highlight the account in the box at the bottom of the screen and choose Edit. A further window will be displayed showing the details of the selected account. Make any necessary changes and then click on the Save button (floppy disk icon). To exit without saving the changed data, choose Exit Finally click on the Save button (floppy disk icon) to save the data to disk. Choose the Exit button to close the window without saving the data. IMPORTING DATA Cashbooks To import all WinAccs transactions posted to the group's nominal accounts since the previous import, choose the tab Cashbook, and then on the button Import. The first time that you import the cashbook entries you may wish to select a date on the window, headed Import Cashbook Entries, which stops any earlier transactions being imported. This should be only being done on the first import, as later imports must collect all transactions posted since the previous import. Statements To import external statement entries for the group's statement account, you choose the tab Statement. Next in the import screen identify the relevant file containing the statement entries to be imported. Choose Import to import the data. Repeat this for each statement account in the group with electronic import. Statement data can be entered manually, if it is not imported electronically - see "Entering statement data from your bank" on page 216. DISPLAYING THE TRANSACTIONS The Reconcile Transactions Screen is the main screen of the V6.35 Bank Reconciliation system. There are 4 tabs, which control the display, and these are described below. Across the top and down the right hand side there are a number of common controls used by more than one of the tabs and at the bottom right there are buttons that vary from tab to tab (these are described with the tab below). Group panel The reconciliation group code should be selected first. It is recommended that you save the entries and changes made for each group before starting the next group. The VCR buttons ( <, >, > ) allow selection of the required group. The Save button (floppy disk icon) saves the entered data. The!! button starts the Set-up Wizard - see "GROUP SET-UP WIZARD" on page 21 Page 214 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

225 The Edit button edits the accounts for a group - see "MAINTAINING THE GROUP (IN BANK RECONCILIATION)" on page 214. Transactions list box The transactions to be matched are displayed in a list (two lists on the Reconcile Tab) which has the following columns :M If this transaction has been matched this will show its two-letter match code (e.g. AA, AB). All the transactions in the same matching will be assigned the same match code, or if this transaction has not yet been matched this will show two dashes (- -). N.B. To select an entry in the list you must click on this column. (Matched transactions will only be displayed if you have not checked the Unmatched only box.) S/C S for Statement or C for Cashbook to identify the source of the transaction. Date The date of the transaction. Description Description for the transaction. Type Transaction type (e.g. CHQ for Cheque, TFR for Transfer). Ref Transaction reference, this is either the cheque number or folio number for WinAccs transactions and is as entered for statement transactions. Amount The amount of the transaction. N.B. the sign is reversed for Statement entries. View frame This allows filtering of the transactions displayed on the current tab to make it easier to find a transaction. (For example, unchecking Payments will remove all payments from the display.) UnMatched Only Check the Unmatched only box to filter out the previously matched entries or uncheck to show both matched and unmatched entries. NOTE : Therefore it is necessary to have the Unmatched only box unchecked in order to see the two letter match codes when matching has taken place. Sorted by frame Transactions may be listed in ascending date order, amount order, reference number order or match reference number order by clicking on the required option under the heading Sorted By on the right-hand side of the screen. To see the reverse order choose Reverse. RECONCILE TAB The Reconcile tab is used to match transactions. The screen is split into two lists horizontally. The upper list shows all transactions (Matched transactions can be filtered out by checking the box UnMatched only) apart from those selected for matching which are put in the lower list. To carry out the procedure of matching transactions you take entries from the upper list and put them in the lower list and when they match you choose the Match button to confirm the match. When you match transactions yourself or when you use the facility Suggest, the procedure will only consider the value of the field Amount to ensure a match. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 215

226 To move a transaction into the lower list - highlight the Match code (- -) in the leftmost column and click the down arrow button. When the total of the transactions chosen for reconciliation, (as shown in the box To be Reconciled), is zero, you will able to click the Tick button and match the entries. This will flag these entries as matched by assigning a twoletter match code to them. (This code and the matched transactions will only be visible when the Unmatched only box is unchecked.) When you save the work done at the end of the session, the matching is permanently recorded on these entries and they will not appear in further reconciliations. Suggest and Auto Reconcile On the Reconcile tab, you can select one or more entries from the upper list and move them to the lower list. If you then choose the Suggest button, the program will look for an entry to reconcile with the selected items. If one is found it will display the possible entries in the upper half of the screen and you may select one to reconcile with the entry in the lower list. This method of matching only considers the value of Amount. It does not consider the Date, Description or Ref. The Auto Reconcile check box merely automates this process by acting as if you had chosen the Suggest button whenever the lower list changes. Match All on Reconcile tab This button will attempt to match transactions automatically. This is particularly useful for matching off cheques. Transactions are matched on a one-to-one basis provided the Ref and Amount are the same. If there is no Ref, then the match will be made if either the fields Description are the same or the fields Date are the same. To use this facility leave all the entries in the top half of the screen displayed for the Reconcile tab and choose the button Match All. You will be asked if you wish to Automatch All Items. Choose Yes. You will be told how many matches have been found. Choose Ok and the items will be matched. In the process of reconciliation you will probably select the button Match All as the first step. Then the program will match all the obvious matches (i.e. with Ref and Amount the same, or if there is no Ref then Amount and Description or Amount and Date the same) and will leave you with a list showing the unmatched transactions for you to match. The check box Unmatched only will automatically be set as checked at this stage. UnMatch on Reconcile tab If the Unmatched Only box is unchecked, then matched transactions will be displayed with their two letter match code in the left hand column headed M. Highlight a matched transaction (by clicking on the match code) and then choose the Unmatch button. This button will unmatch the highlighted transaction in the upper or lower lists and its matched partners. STATEMENTS TAB This tab is used to import or enter statement data from your bank. Additionally it is used to generate cashbook transactions from statement entries not previously entered into WinAccs, such as bank charges, foreign currency conversion costs. N.B. The UnMatched only filter (see "RECONCILE TAB (IN BANK RECONCILIATION)" on page 215) also acts on this tab despite it not being visible. Import on Statements tab The Import button will import statement transactions from a file sent via a modem from your bank into the V6.35 Bank Reconciliation for matching with cashbook entries. This is the normal method of creating statement entries if you are not using Manual statements. For further details see "IMPORTING DATA" on page 214. Entering statement data from your bank Statement data can be entered manually, if it is not imported electronically. You may fill the fields at the bottom of the Statement tab and then choose the Ok button. Page 216 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

227 When you choose Ok, the details of this transaction will be displayed in the table in the top half of the screen. UnMatch on Statements tab If the Unmatched Only box is unchecked, then matched transactions will be displayed with their two letter match code in the left hand column headed M. Highlight a matched transaction (by clicking on the match code) and then choose the Unmatch button. This button will unmatch the highlighted transaction in the upper or lower lists and its matched partners. Add to Cashbook on Statements tab Occasionally you will find entries in your bank statement that have not been posted to your WinAccs nominal accounts. If so, you can exit Bank Reconciliation, post the entry and return. Alternatively you can select the appropriate entry on the Statement tab (if statement entries are not imported, you will need to create the statement entry first) and choose the Add to Cashbook button. A journal is posted into WinAccs for one of the bank accounts in the group to an expense/income nominal. It is automatically matched with the statement entry (or entries if entries are being combined). A separate screen allows you to amend the nominal account if required. This alternative method is suitable for many transactions such as bank charges. (N.B. Do not post entries this way if there is VAT on the transaction. In this case, post using Journal entry and then return to Bank Reconciliation and import the additional WinAccs data). Combine Entries on Statements tab This allows you to generate a single cashbook entry for the total of several (highlighted) statement entries (e.g. add together all bank charges). Check the box Combine Entries and then choose the Add to Cashbook button. Account Details on Statements tab The button Account Details will allow you to edit the information about banks from which statements are received for this reconciliation group. Editing a Transaction To edit a transaction, highlight the transaction in the list and choose the Edit button to bring values into the Edit fields. If you wish to edit a line in the table in the top half of the screen, click on that line (at the extreme left of the line) and choose Edit. The details will be copied into the editing fields at the bottom of the screen, for you to make changes. Make any changes necessary and then choose Ok. Similarly you may choose a line and then choose Delete to delete that line from the top half of the screen. Choosing the button Cancel clears any details that are in the editing fields in the bottom half of the screen. CASHBOOK TAB This tab is used to import cashbook data from WinAccs. Additionally it is used to generate statement transactions from cashbook entries if you are using manual statements. N.B. The UnMatched only filter (see "RECONCILE TAB (IN BANK RECONCILIATION)" on page 215) also acts on this tab despite it not being visible. UnMatch on Cashbook tab If the Unmatched Only box is unchecked, then matched transactions will be displayed with their two letter match code in the left hand column headed M. Highlight a matched transaction (by clicking on the match code) and then choose the Unmatch button. This button will unmatch the highlighted transaction in the upper or lower lists and its matched partners. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 217

228 Add to Statement on Cashbook tab A quick way to reconcile a manual statement can be found on the Cashbook tab. You select an entry from the manual statement and identify its matching entry in the cashbook list by highlighting the entry (- -) in the match code column. Then choose the Add to Statement button. This will create a statement entry identical to the cashbook entry and then flag these entries as matched by assigning a two-letter match code to them. You can select individual entries or several entries together from say a statement page. If a statement entry is added in error, it can be deleted on the Statement Tab. Combine Entries on Cashbook tab This allows you to generate a single statement for the total of several (highlighted) cashbook entries (e.g. add together receipts from a single paying in slip). Check the Combine Entries box and then choose the Add to Cashbook button. Import on Cashbook tab This button will import cashbook transactions from WinAccs into the V6.35 Bank Reconciliation for matching with statement entries. This will only import transactions not previously imported. For further details see "IMPORTING DATA" on page 214. SCHEME PROPERTIES TAB The scheme properties have been set up in the program to work for the main systems in place by the major banks. You should not need to amend these unless the banks introduce a new transaction type. Therefore, if you select this tab you will get a warning message to deter you from amending this data without on-site assistance from a trainer. REPORTS Overview of Reports When you have saved the reconciling work that you have done (by clicking on the diskette icon), you may choose the Report button. You will be shown the details of the WinAccs Cashbook accounts and the Bank Statement accounts. You may highlight a line and choose Edit to edit the statement balances and dates as required - "Opening Balances for Cashbook Nominal Accounts" on page 218 and "Statement Balances and Dates" on page 218. Next choose the button Calculate Reconciliation to update the reconciled transactions. Print and check the reconciliation report to ensure that the reconciliation is complete. Finally print the report to keep for the auditor. Opening Balances for Cashbook Nominal Accounts You can enter an opening balance for each cashbook nominal account. This is required as you may not start using Bank Reconciliation until after some bank transactions have been purged and the balance is no longer the sum of the transactions. The opening balances are entered on the Account Maintenance screen, which is reached either : from the Report screen when you highlight an account and choose the Edit button from the Statement tab when you choose Account Details and select the account to be edited. Make the necessary changes to the opening balance, save and exit. Statement Balances and Dates You can enter the balance and date for each statement account. This is required for reporting purposes to allow you to ignore statement entries for a later statement that have already been entered. Page 218 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

229 The balances and dates are entered on the Account Maintenance screen, which is reached either : from the Report screen when you highlight an account and choose the Edit button from the Statement tab when you choose Account Details and select the account to be edited. Make the necessary changes to the balance and date for the statement, save and exit. If you need to put an opening balance for a statement account, then you create a statement entry on the Statement tab. Full Reconciliation To be perfectly reconciled, you must have no unreconciled statement entries for the group and the total balances for the Cashbook accounts after excluding the unmatched entries must equal the total balances for the Statement accounts. To assist in reaching this state you can produce a report that shows the individual and total balances together with the unreconciled transactions. Once you have reached this state, you should print the report and file it away for the auditors. To start this process choose the button Calculate Reconciliation to update the reconciled transactions. Print Reconciliation Now you may choose the button Print Reconciliation to see the reconciliation report. This prints details of the Cashbook (Nominal) accounts for this reconciliation group, with details of unreconciled payments and receipts. Next this is followed by details of the Bank statement accounts, with details of the yet-to-be-reconciled statement entries. You are next presented with a screen on which you can check the box Archive matched details, which will cause the relevant matched transactions to be archived into a separate file (named Wbarchiv.dat). You may also choose to check the box Purge Archived details upto (but excluding) selected date. This will purge the transactions from the archive file upto (but excluding) a date which you enter on the screen. If selected then this purging takes place immediately. It is advisable to archive matched details and to purge transactions to prevent a build up of past data on the system. Before every purge WinAccs will take a copy of the data which will be stored in the folder %Compact%\Auto Backup - where %Compact% is the data route for Compact. Print All Live Entries If you choose the button Print All Live Entries, this will print details of the accounts for this reconciliation group, followed by details of the unreconciled transactions and then details of the reconciled transactions (not yet archived). Print Archive Entries If you choose the button Print Archive Entries, this prints details of the accounts for this reconciliation group, followed by details of the archived transactions. ARCHIVING AND PURGING The bank reconciliation file will in due course get large as it records all bank entries twice - once as a cashbook entry and once as a statement entry. In order to stop the volume of transactions clogging up the process, we archive matched transactions to an archive file. The archived records are still available for reporting purposes. The result is that the bank reconciliation transaction file only contains unmatched transactions after it has been archived. For more details on requesting an archive see "Print Reconciliation" on page 219 under REPORTS. Similarly eventually you will want to delete the bank reconciliation data. This is achieved by allowing you to purge (i.e. remove forever) the transactions earlier than a selected data. It is likely that this would only be done once a year, after the company audit is complete. For details on requesting a purge see "Print Reconciliation" on page 219 under REPORTS. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 219

230 Before every purge WinAccs will take a copy of the data which will be stored in the folder %Compact%\Auto Backup - where %Compact% is the data route for Compact. V7 BANK RECONCILIATION Bank Reconciliation is used for reconciling your bank statements from your bank with the accounts within WinAccs. To use this facility obey the following :1. From the WinAccs menu, select Bank Reconciliation. The first time you select this you will be asked to select whether you wish to use the V6.35 bank reconciliation program or the V7 bank reconciliation. Select the V7 bank reconciliation program and press OK. On subsequent entries to Bank Reconciliation the next screen is the first that you will see. (To change this selection you can go to Utilities, Database Utilities, and select item 4 Clear bank reconciliation program selection - see DATABASE UTILITIES in CHAPTER 3 : GETTING STARTED.) The following screen will be displayed :- At the field Bank account, select the bank account within WinAccs that you wish to reconcile with the statement from the bank that you have received. In order to see any bank account this user must have a Nominal Ledger Priority greater or equal to the Priority for this bank account (as seen in Maintenance. Ledger Accounts, Nominal Ledger for that bank account in the field Priority Level). The first time you ever enter this bank reconciliation program and select this bank account you will see the following :- Page 220 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

231 Enter the Statement date, the Statement No and the Ending balance on that statement. Then select the button Update bank and transactions. (If you go to Maintenance, Nominal Maintenance and select this bank account you would now see those statement details just entered on the bottom left of the screen, in the section Bank Details.) WinAccs takes this statement date and marks all transactions before or on that date as reconciled. Any transactions after that date are unreconciled. But this means that certain transactions may have been marked by WinAccs as reconciled when they have not been reconciled. This would mean that in the bank reconciliation program when you ask to Collect transactions they would not appear in the resultant list. To change the status of transactions so that the V7 bank reconciliation program has a correct state from which to start go to Utilities, Database Utilities - option 13 - see Amend bank transaction reconciled state in CHAPTER 3 : GETTING STARTED. Once the first reconciliation has been done you should never need to use this utility again 4. The bank reconciliation screen now shows the balance on the right of the screen as follows :- CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 221

232 And the field Statement No displays the next consecutive number from the last statement number. (This can be altered). Now you are ready to use the V7 Bank Reconciliation for reconciling future bank statements. 5. Next time you enter the Bank Reconciliation program and you have selected this same bank, you will see the screen as displayed above. From the statement you have just received from this bank, enter the Statement date, change the statement No if necessary, and enter the Ending balance on the statement. Now select the button Collect transactions. 6. This will list in the section below (labelled Step 3) all the unreconciled transactions on the system concerning this bank. The column headed R will be blank. Page 222 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

233 If you wish to change the order of the columns headed Payments and Receipts just click on the button Swap Payments / Receipts. You may also prefer to tick the box Summarise cash. Then instead of displaying the lines for every transaction those lines for the cash transactions with the same period, date, audit trail number, type (e.g. CPay, CRct), Pay type (Chq, DD etc) and Pay reference will be summarised into one line. Whether the cash type can be summarised here is determined by the global settings you have chosen in CASH SUMMARY SETTINGS in CHAPTER 3 : GETTING STARTED.. The summarised line will be printed in Blue text as follows :- CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 223

234 To see the transactions that have been summarised for any line, highlight that line and then click on Show summarised transactions and you will see the separate transactions for that line. 7. Double click on any line in the list of transactions which appears on your bank statement. This amount will be reconciled with the amount of money in the field labelled To reconcile, and the line chosen will have the character Y in the column headed R. Page 224 CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION

235 If you need to post any new transactions you may click on the required button Journals, Receipts or Payments to leave this Bank Reconciliation screen temporarily and to go to the Journals, Receipts or Payments screen to do the new posting. When you return to this Bank Reconciliation screen those new transactions will be displayed. If when you Reconcile you wish to see on the report the unreconciled transactions as well as the reconciled transactions then select the box Report to include unreconciled sections. When the amount in the field To reconcile says 0.00 (Step 4) select Reconcile. The Reconciliation Summary will be displayed showing a summary of the reconciled transactions followed by a list of the reconciled transactions. If you had selected Report to include unreconciled transactions these will also be shown. Finally select Exit. (Alternatively if you make a mistake or wish to start the process again, then select the button Discard.) 8. If the amounts in the list of transactions displayed do not tally with the bank statement received from the bank, then you must query the bank statement received from the bank or check your entries in the WinAccs system. You can temporarily leave this screen and make adjustments to WinAccs (possible by posting a journal to a suspense account to make amounts tally) and then return to this screen and select the button Collect transactions again. You will be shown the following message :- and asked if you wish to save your work. If you say Yes then the statement number, date and ending balance will be saved. CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION Page 225

236

237 CHAPTER 9 : ENQUIRY/DISPLAY OVERVIEW OF ENQUIRY/DISPLAY The Enquiry/Display program displays the balance information for a selected account, and details of each transaction which has been posted to it. To access the Enquiry / Display program from the WinAccs menu, select Enquiry/Display. Make the choices of which ledger, which transactions, between which dates that you wish to enquire about or display - see CHOICES FOR ENQUIRY / DISPLAY on page 227. Click on the button View and the list of the chosen transactions will be displayed - see INFORMATION DISPLAYED BY ENQUIRY / DISPLAY on page 229. Next you can highlight a line in this display and select the button Expand to see further detail about that transaction (alternatively you may double click on the line) - see EXPANDED INFORMATION SHOWN BY ENQUIRY / DISPLAY on page 23 Alternatively from the initial Enquiry screen you may select the button View audit trails. A list of the audit trails for this company will be displayed. Select the audit trail you wish to examine and its details will be displayed - see AUDIT TRAILS IN ENQUIRY / DISPLAY on page 234. Cost Analysis and Sales Analysis are available for Contract (Job) ledgers - see COST AND SALES ANALYSIS on page 234. Sales Invoices may be reproduced - see REPRODUCING SALES INVOICES USING ENQUIRY / DISPLAY on page 236. You may make enquiries about Invoices searching by date, or by stock codes used in the invoice or by descriptions of stock used in the invoice or by Invoice No and/or by order number and/or by the customer reference - see INVOICE ENQUIRY USING ENQUIRY / DISPLAY on page 236. The results of a search may be printed - see PRINTING THE RESULTS OF AN ENQUIRY / DISPLAY on page 236. The results of a search may be exported to Excel - see EXPORTING TO EXCEL on page 236 The result of a search may be exported to TSV - see EXPORTING TO TSV on page 237 Another way to make an enquiry is to request a search through the details of past transactions for those using specific things such as ledgers, accounts, nominal codes, contract codes, analysis codes that the user specifies - see SEARCH IN DETAILS on page 237. CHOICES FOR ENQUIRY / DISPLAY Using the Enquiry / Display program you can enquire on an account within any of the WinAccs ledgers : Nominal Ledger Sales Ledger Purchase Ledger CHAPTER 9 : ENQUIRY/DISPLAY Page 227

238 Subcontractor Ledger Contract (Job). You can choose the different types of transactions that you wish to display, by selecting one or more of the following options : Invoices Credit notes Payments Receipts Journals Retentions. You may narrow the transaction displayed by selecting to limit them to one or more of the following sorts : Brought forward Current period Future periods and you may choose to Omit the fully matched transactions and/or to Omit Previous balances.. You may choose to display these details sorted by Date within period Date Amount Folio ref Invoice number Or you may select Inverse to invert the list For Nominal and Contract (Job) ledgers you may select Account to display the information on account order. For the Nominal ledger you may select to summarise the details by audit trail (by select the button Audit summary). Then any transactions that have the same audit trail number, type, period and date will be added together (And consequently the invoice number, folio reference, account code will not be displayed for the amalgamated line). If there is only one matching transaction found then all the details will be displayed. You may choose the date range of the transactions you display and you may choose the range of the invoice numbers you display. For the Aged Balance information you may choose to age each period by 1 week, 2 weeks, 4 weeks, one month or 3 months. You may select the date of the end of the current period to be reported upon. You may also select whether the Date the balance is based upon is to be the Transaction date, the Settlement date or the Normal payment date. When you select the checkbox End of Month for following periods then it changes the commencement date of following periods to be the end of the month rather than the beginning. For the Nominal Ledger you may select to Summarise cash. Then instead of displaying the lines for every transaction for that nominal account those lines for the cash transactions with the same period, date, audit trail number, type (e.g. CPay, CRct), Pay type (Chq, DD etc) and Pay reference will be summarised into one line and that line will be printed in Blue text. Whether the cash type can be summarised here is determined by the global settings you have chosen in CASH SUMMARY SETTINGS in CHAPTER 3 : GETTING STARTED. When you have made your selections click on the button View near the top of the screen. The resulting screen may be printed by selecting the Print button. Page 228 CHAPTER 9 : ENQUIRY/DISPLAY

239 INFORMATION DISPLAYED BY ENQUIRY / DISPLAY Within the Enquiry / Display program, when you have chosen which ledger, which transactions, between which dates etc that you wish to make enquiries and have clicked on the button View, the screen displays the chosen information. To the right of the account code will be the account name and on the next line the account telephone number. What is printed after the account code can be changed in Security Options - see SECURITY OPTIONS in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. If you have chosen a lot of text after the account code you may need to widen the screen to see all the details you have chosen. The columns that are displayed may be selected on the line above the display saying Display options. You may select whether or not to display Folio ref, Audit, Balance, Dr/Cr columns Analysis. Pay type Total O/S Account name Quantity Order no Inc mark up, which is the cost modified by the mark up percentage Summarise cash.. Some of these choices are dependent on the ledger chosen. To return to the default of displaying all these columns select the button Reset to default. For example :- CHAPTER 9 : ENQUIRY/DISPLAY Page 229

240 Near the top of the screen the balances for this chosen account are displayed as follows : The brought forward balance (i.e. the balance up to the end of the last period) The current balance The balance up to the end of the current period (i.e. the brought forward balance plus the current balance) The balance today (i.e. the brought forward balance plus the current balance plus the pending transactions) If you are registered for Cost Centres and you are displaying a nominal ledger which has had some transactions when assigned to one or more cost centres, then below the Today balance is a scroll bar. If you scroll to the right you will see the details of the Brought forward balance, the Current balance, the balance to the end of the current period and the balance today for this nominal when it has been assigned to each of those cost centres. The Credit limit of the chosen account is displayed at the top of the screen to the right above the account details. If there is a Credit limit defined for this account and the account balance is beyond the Credit limit defined you will see a warning in red. The running balance will only be displayed in the list of transactions if the default sort/view options are chosen. But once you have the list of transactions all showing you can now filter the dates and the displayed list of transactions will just show the transactions between the chosen dates and it will show the running balance. If you enter a From Date which is at least Equal to or less than the Brought Forward date and a To date which is at least equal to or greater than the period end date, you will see a running balance. To the right of these balances are displayed for sales, purchase and subcontractor ledger accounts the Aged balances for the chosen account as selected by you in the Aged balance settings at the bottom of the parameter list on the left of the screen. If you change the Aged balance settings then you must click on the View button to refresh the display in the Aged balances fields at the top of the page. For a nominal ledger account there will be displayed the account type, the final account type, the category, the group code and the final balance last year. If the nominal account is of type Bank details of the last bank statement its number, date and closing balance on that statement will be displayed. For a contract ledger account there will be displayed the contract start date, estimated completion date, agreed price, the representative for this account, the territory code and the related sales account. Page 230 CHAPTER 9 : ENQUIRY/DISPLAY

241 In the main body of the screen will be displayed the general information about the transactions of the chosen account as follows :Date Displays the date of the invoice, payment or receipt transaction, or the posting date of a journal transaction. Type Identifies the type of transaction, using one of the following codes: Jrnl Normal, payment or receipt journal transactions. SInv Sales ledger invoices or credit notes. BInv Purchase or subcontractor ledger invoices or credit notes. CPay/CRct Cash payment or cash receipt. SRet Sales ledger retention. BRet Purchase or subcontractor ledger retention. Ctrl Control account posting. Invoice Identifies the transaction's invoice number. Folio ref Identifies the transaction's folio reference number. Audit The audit number of this transaction. Status Identifies the status of the transaction, using one of the following codes. This only applies to invoice or credit note transactions. [for supplier or customer accounts only.] Okay The transaction is Okay for payment. [for supplier or customer accounts only.] Hold The transaction is on Hold and cannot be paid until the status is changed to OK. [for supplier or customer accounts only.] Paid Identifies whether or not the transaction has been part paid. This only applies to invoice or credit note transactions. [for supplier or customer accounts only.] Paid The transaction is paid [for supplier or customer accounts only.]. Part The transaction is partly paid and the unpaid amount is displayed in the O/S (Outstanding) field [for supplier or customer accounts only.] Blank The transaction is unpaid [for supplier or customer accounts only.] Pay Type Displays the payment type. Discount Displays the amount of settlement discount for the transaction. [for supplier or customer accounts only.] Amount Dr Displays the total value of the transaction if Debit. This is the debit amount for a journal, or the total detail line value for a sales or purchase ledger transaction including VAT. [for supplier or customer accounts only.] Amount Cr Displays the total value of the transaction if Credit. This is the credit amount for a journal, or the total detail line value for a sales or purchase ledger transaction including VAT. [for supplier or customer accounts only.] O/S Displays the amount of the transaction which has not been paid. This applies to all of the ledger transactions, except the nominal ledger and contract (job) ledger. [for supplier or customer accounts only.] Total O/S Accumulates the O/S amounts and shows the value of the total outstanding. Balance Displays the sum of the brought forward transactions, the transactions in the current period and any pending transactions, if no filter is applied. Due Date This displays the date at which payment is due according to the terms on the supplier/customer account. [for supplier or customer accounts only.] and the letters ODUE if it is overdue. CHAPTER 9 : ENQUIRY/DISPLAY Page 231

242 Order Displays the Order No. This will only be displayed if in System wide WinAccs settings (WinAccs.ini) you have selected [Enquiry/Display options]. Show order number = Yes. And you have on the Enquiry/Display screen selected the display option Order. Nts This column displays Y if a transaction note exists for this transaction (and so the note could be viewed by selecting the button View transaction notes at the foot of the screen.) Account Displays the account of the transaction. This applies to the nominal ledger and contract (job) ledger accounts. Account name Displays the account name. This is only available for Nominal Ledger and Contract (Job) Ledger. Detail Displays the detail of the transaction. This applies to the nominal ledger and contract (job) ledger accounts. C/C Displays the cost centre. This applies to nominal ledger and contract (job) ledger accounts only. Contract For nominal accounts displays the contract. Contract name For nominal accounts displays the contract name. Costs Displays the costs. This applies to the contract (job) ledger accounts. Inc mark up For Contracts displays the cost including the mark up. Receipts Displays the receipts. This applies to the contract (job) ledger accounts. Sales Displays the sales. This applies to the contract (job) ledger accounts. R For a nominal account of type Bank this column will display one of the following values :- N means not reconciled, I means imported into V6.35 Bank Reconciliation, P means partly reconciled (marked but not fully reconciled), Y means reconciled. Statement date For a nominal account of type Bank this column will display the statement date as taken from Bank Reconciliation. Statement number For a nominal account of type Bank this column will display the statement number as taken from Bank Reconciliation. Analysis Displays the Contract Analysis Code for this transaction. This is only available for Nominal Ledger and Contract (Job) Ledger. Description Displays the description of the Contract Analysis Code for this transaction. This is only available for Nominal Ledger and Contract (Job) Ledger. There is a thick line in the display which indicates where the transactions change from brought forward to current and another thick line which indicates where the transactions change from current to pending. The very bottom line of the data displayed is a total of items currently being shown. This sometimes could be confusing but could be useful if you wanted to quickly know how much you had invoiced a particular customer or bought from a particular supplier. The transactions are colour coded as follows : Sales Invoices are in light green (if negative then light cyan) Purchase Invoices are in light(er) green (if negative, then light(er) cyan) Payments are in light red Receipts are in light(er) red Journals are in light blue Sales retentions are in lighter(er) magenta Sales RFP are in light yellow Page 232 CHAPTER 9 : ENQUIRY/DISPLAY

243 Contractor RFP are in light(er) yellow Control postings are in light grey Credit notes do not have their own transaction type. They are negative invoices so they are in cyan. If two consecutive lines are the same transaction type, the program chooses a slightly different shade of the same colour to give your eye something to drift across as you scan the result. At the very top of the screen on the right, if contact notes exists for this account, it displays which user entered those notes and when. Next to that message is the buttons Add new contact notes (select this if you wish to add a new note about this account) and below that is the button View contact notes (select this if you wish to view the existing contact notes for this account). For more details about Notes see NOTES in CHAPTER 4 : MAINTAINING THE ACCOUNTS. Also on the right of the screen near the top is the button Account Maintenance and if you select that then you will be taken into the Maintenance details for the selected account. You may make changes to those account details and then exit back to this Enquiry screen. At the bottom of the screen on the left is displayed the number of records found that obeyed the selection you chose. Once the data is displayed you can click any of the sort options and the data will be re-arranged and displayed immediately without having to re-access the database. On any screen you may select different display properties for instance the width of the different columns. These settings will be retained for that ledger until you change the settings or use the button Reset to Default. If the list of transactions displayed by Enquiry/display is very long you can limit the display for instance by Taking the tick out of Brought forward (under the View options on the left of the screen) Select Omit fully matched (under View options on the left of the screen) Under Date range on the left of the screen insert a date range of the transactions to be displayed. EXPANDED INFORMATION SHOWN BY ENQUIRY / DISPLAY When you are in the routine Enquiry / Display and have made the initial selection about what transactions you wish to display, you may then highlight a line of the data that is displayed and click on Expand to see more detail about the transaction you have highlighted (this is called drilling down). For instance if you have highlighted an invoice and asked for the expanded details you will see the Invoice Details. At the very top of the displayed screen details of the Account code, Name and address. To the right of this will be the Invoice number, Status, Date of the invoice, Folio ref and Contract. On the far right at the top will be the Gross amount, discount, VAT, Retention, Release date. In the main body of the screen will be displayed the items that made up the invoice with the description of the item, value, VAT, Nominal code, Contract and Analysis and Order number. If you select one of these lines displayed and again select Expand then you may see further details (e.g. for a line displayed in a sales or purchase or subcontractor invoice which used a certain nominal code you will now see all the invoices that also used that nominal code). Selecting a line which holds an Invoice, a Journal or a Retention and then clicking on Expand will display the Invoice Details. Then selecting a line with an order number on it you may select View order and the order will be displayed. Selecting a line which holds a Credit Note and then clicking on Expand will display the Credit Note Details. Selecting a line which contains a Payment or a Receipt and then clicking on Expand will display the audit trail. Select a line and click on Expand to see further details. If you have initially displayed the details of the Contract (Job) ledger and you drill down on one of the lines which concerned a particular Account then you will see all the transactions for that one account. For a Contract (Job) ledger you may select the button View WIP which will then display another screen showing the detailed Work in Progress amounts, Materials, Labout, Other, Mark up, Total, Sales, Margin, Margin percent. You may choose to add to these figures the pending values. You may select a line and then select View matched transactions. They will be displayed and you may print them. CHAPTER 9 : ENQUIRY/DISPLAY Page 233

244 You may select a line and then select View movements. They will be displayed and you may print them. For the Contract Job Ledger and the Nominal Ledger if you select a line which resulted from a sales or purchase order, then you may click on View order and the order will be displayed. You may select a line with a transaction on it and then select the button Add new transaction note to add a note about this transaction. When a transaction has a note existing about it then it will have Y in the column headed Nts next to it. To view those notes select the button View transaction notes. For more details about Notes see NOTES in CHAPTER 4 : MAINTAINING THE ACCOUNTS.. To exit from this screen click on button Exit at the bottom of the screen. AUDIT TRAILS IN ENQUIRY / DISPLAY When you have selected Enquiry / Display from the WinAccs menu you may select the button View audit trails. A screen similar to the following will be displayed :- On the left of this screen is the tree of available audit trails. Select the year of the audit trails you wish to view and the month number. On the right of the screen will be listed the relevant audit trails. You may prefer to select the tab Unprinted to see the list of unprinted audit trails, or Printed to see the list of audit trails that have already been printed or the Kept tab to see the audit trails that are to be kept. Scroll down the list of audit trails to select the audit trail you wish to view. Using the buttons at the top of the screen you may select to Display or Print that audit trail or to export it as a PDF file. You may also select to Keep that audit trail. Alternatively if you have instigated an enquiry and the results of that enquiry are being displayed on the screen then to see the audit trail for any line, highlight that line and select the button Audit trail at the bottom of the screen. The audit trail will be displayed. COST AND SALES ANALYSIS If you have selected the Contract (Job) ledger then you can select the button Cost analysis or the button Sales analysis. A screen similar to the following wil be displayed :- Page 234 CHAPTER 9 : ENQUIRY/DISPLAY

245 This will then show all of the minor contract analysis codes which have been referenced on the transactions for the chosen contract together with the description of that contract analysis code and displays the following total cost values/sales values for each :On the Costs tab : Brought forward balance Current period balance Balance Balance Including mark up Budget Variance Total Variance Comparison Pending balance Pending Including mark up And on the Quantities tab : Brought forward quantity Current period quantity Balance quantity Budget quantity Variance Total quantity Variance Comparison quantity Pending quantity To print this display select the Print button. CHAPTER 9 : ENQUIRY/DISPLAY Page 235

246 REPRODUCING SALES INVOICES USING ENQUIRY / DISPLAY When you have selected Enquiry / Display from the WinAccs menu and have made your search choices and clicked on View, the results of your search are displayed on the screen. If you highlight a line which is a sales invoice you may select the button Reproduce sale invoice and the sales invoice will be displayed and you can print it, spool it or create a PDF document from it. Then select Exit to return to the Enquiry / Display screen. You may also select to reproduce an invoice while using the Invoice Enquiry feature - see INVOICE ENQUIRY USING ENQUIRY / DISPLAY on page 236. INVOICE ENQUIRY USING ENQUIRY / DISPLAY When you have selected Enquiry / Display from the WinAccs menu if you have selected a Sales ledger enquiry, you may select the button Invoice Enquiry. This opens a new window and when you select View it will provide a display in reverse date order of all the contents of invoices and credit notes. Invoice enquiry is also available from the WinStock menu by selecting Enquiries and then Invoice enquiry. But here you have not already selected an account code so using this you can view the invoices for all accounts. The grid for this will show the account code and the account description as the final columns.. The grid will list all the invoices for the first account, followed by the invoices for the second account and so on. You may sort the display by date or by invoice number. It will display the first 200 entries in the grid. To see further entries select the button Next. Alternatively you can enter From Date and To Date and you can search on a Stock Code (or part of a stock code) and/or Description (or part of a description) and/or Invoice number and/or Order number and/or Their reference (i.e. Customers order no in the original Sales order). The Search within facility is not case sensitive. Then select the button View. To reset your selection criteria use the button Reset. If you do a search on a particular stock code, which displays a number of invoices when the customer bought that stock, you can select a line and expand that to display everything else which was on the same invoice. To do this just double click on the line, or select the line and then select the button View entire invoice. You can also select a line, and you will see a button Reproduce Invoice, which reproduces the invoice. If a customer is using Sales Orders to produce their invoices, then the information comes from that system. Alternatively if the user only has WinAccs then information is from that system. {Alternatively you may right click on a sales invoice or credit note to call the invoice enquiry function automatically, displaying the document line details of that document.) PRINTING THE RESULTS OF AN ENQUIRY / DISPLAY When you have selected Enquiry / Display from the WinAccs menu and have made your search choices and clicked on View, the results of your search are displayed on the screen. To print these results select the Print button at the bottom of the screen. To export these results to a tab separated file select the Export button at the bottom of the screen. You may choose to exclude text lines from the print out and from the export file. The V-Rex report of the results are displayed and may be printed, spooled or saved as a PDF document. Finally select Exit to return to the Enquiry / Display screen. EXPORTING TO EXCEL When you have selected Enquiry / Display from the WinAccs menu and have made your search choices and clicked on View, the results of your search are displayed on the screen. To export these results to Excel select the Export to Excel button at the bottom of the screen. This creates and opens a Microsoft Excel spreadsheet. All the Excel spreadsheet columns are formatted. Dates are in the format ddmmmyyyy and can be sorted. Page 236 CHAPTER 9 : ENQUIRY/DISPLAY

247 The columns Due Date and ODUE on the Purchase and Sales ledgers are highlighted in red when the Date Due is overdue (ODUE). The button Export toexcel is not available if the machine does not have MS Excel installed. EXPORTING TO TSV When you have selected Enquiry / Display from the WinAccs menu and have made your search choices and clicked on View, the results of your search are displayed on the screen. To export these results to a Tab Separated Values display select the Export to TSV button at the bottom of the screen. This displays a TSV file using any client Spreadsheet Application. Any TSV file is stored in the TSV subfolder under the Company folder. SEARCH IN DETAILS One way to make an enquiry is to request a search through the details of past transactions for those using specific things such as ledgers, accounts, nominal codes, contract codes, analysis codes that the user specifies. When you have selected Enquiry/Display from the WinAccs menu you will see on the resultant screen the button Search in details. Select this and the following screen will be displayed :- You may choose what WinAccs searches for through its past transactions. You may select to search for one or more out of : The nominal, sales or purchase, subcontractor and/or contract ledger A specific account code or by typing in some of the account code (e.g. A) then you would see all account codes beginning with what you had typed in. The description or the beginning character(s) of the description of an item, perhaps a stock item a nominal item etc. An invoice number Between specified dates (entered in the Date from and Date to field Between specific amounts (entered in Amount from and Amount to) A specific nominal code A specific contract code A specific analysis code Between specific amounts for each transaction detail (entered in Amount from and Amount to on the right of the screen under Transation detail filters) An order number You may choose to display the newest data first or the oldest data first (in the fields Newest first and Oldest first) Then select Search. A screen similar to the following will be displayed :- CHAPTER 9 : ENQUIRY/DISPLAY Page 237

248 Please note that to see all the details left to right you must use the scroll bar. And when you scroll to the right you can see the details of the originating transaction - transaction date, type, invoice number, Folio ref, Audit number and Amount. The details of the first 2000 records will be displayed. In the selection of criteria above WinAccs has been asked to display the transactions for sales accounts starting with B where the dates for the transactions were in the range chosen in the Date from and Date to under the column headed Transaction filters. If you want to see the actual transactions which are in a specific range then enter that range in the Amount from and Amount to in the column under the heading Transaction detail filters. And that would give, for the same data, :- You may now double click on any row to return to the Enquiry/Display screen where this transaction is now highlighted. Now click on Expand to see the details about this transaction. You may select Export to export the displayed data to Excel. Finally select Exit. Page 238 CHAPTER 9 : ENQUIRY/DISPLAY

249 CHAPTER 10 : REPORTS OVERVIEW OF REPORTS One of the main purposes of an accounting system is to provide reports about the current status of a company s finances. WinAccs provides powerful facilities for generating and displaying reports about the current financial position of different areas of your company. Reports can optionally be displayed on the screen. Although it is possible to produce very complex customised reports there are also a number of standard reports that have already been installed on your system - see "STANDARD REPORTS" on page 250. A full list of all the currently available reports is obtainable by pressing the Reports Index button on the Reports submenu. You may want to create your own reports if you wish to present the data contained in existing reports with a different layout, or you may want to create entirely new reports. HOW REPORTS ARE STORED ON YOUR SYSTEM All the standard reports are stored in the \compact\a\sysrpt directory and all the V-Rex reports have file extension.vrx - see V-REX on page 24 Please note that the system report files in sysrpt are read-only. When you create a new report or amend an existing one, you should store it in one of these three locations: the company folder if it is to be used only for this company your personal folder if it is for your own use only the folder ALL if it is to be used as a replacement for the system copy/ NOTE : If a report of the same name exists in more than one location then WinAccs will use the version of that report from :1. The company folder first if the report exists in there Your personal folder next if the report exists in there The All user folder next if the report exists in there 4. Finally from the System Reports folder. REPORTS MENU OPTIONS The reports menu options are : Reports Index - which lists all the reports available on the system. See "REPORTS INDEX" on page 240. Under Report Tools, V-Rex - which allows you to design/edit V-Rex reports see V-REX on page 242 Under Report Tools, V-Rex Spooler - which lets you print, reprint, delete, keep reports produced by the system see V-REX SPOOLER on page 24 Under Report Tools, Install Reports - to specify alternative report layouts. See ALTERNATIVE LAYOUTS (FOR REPORTS), INSTALL REPORTS on page 24 CHAPTER 10 : REPORTS Page 239

250 Under Report Tools, Audit Trails - to store audit trails for printing as required. See "AUDIT TRAILS" on page 243 The standard reports - Aged Balances, Account balances, Account details, Financial reporting, VAT report, Cashbook, Statements.. See "STANDARD REPORTS" on page 250. And under the menu heading More are the reports :- Day book reports, Outstanding transactions, Current period summary, Contracts WIP, Current period reporting, Last App/Cert reporting, Subcontractor costs, Supplier payments, Turnover analysis, Nominal Analysis, Representative performance and Customer profitability. See "STANDARD REPORTS" on page 250. REPORT FORMATS If you would like to change a report, or produce an additional report which is similar to one of the standard reports, you should copy the standard report and alter the new copied version. To be able to install a new report you need to set the correct target file name (alias) in the properties of the report you create. Content of Reports You should not change the layout of a report without carefully considering the consequences. You do have some control over the content of the report. Most of the reports print information for accounts within a ledger. You can store the copy in : the company folder if it is to be used only for this company your personal folder if it is for your own use only the folder ALL if it is to be used as a replacement for the system copy. NOTE : If a report of the same name exists in more than one location then WinAccs will use the version of that report from :1. The company folder first if the report exists in there Your personal folder next if the report exists in there The All user folder next if the report exists in there 4. Finally from the System Reports folder. REPORT OUTPUT OPTIONS The standard reports can be produced in various different ways including the following : they can be printed on a printer of your choice, see V-REX on page 24 they can be displayed on the screen, see V-REX on page 24 the report values can be extracted into a file and used within another system such as a spreadsheet. The ouput from V-Rex reports can be saved as a.csv file. see V-REX on page 24 The output from V-Rex reports can be spooled. see V-REX SPOOLER on page 24 The output from V-Rex reports can be saved as a.pdf file, see V-REX on page 24 The output from V-Rex reports can be sent by , see V-REX EDOC MANAGEMENT on page 244. REPORTS INDEX This option lists all the reports available on the system. To perform this operation, select Reports from the WinAccs menu and then Report Tools, followed by Reports Index. Under the column headed Folder, select the folder whose reports you wish to list. This folder might be the folder of reports available for all users, the folder of reports available for this user or the folder for system reports. You may Page 240 CHAPTER 10 : REPORTS

251 the check the box at the bottom of the screen to include the uninstalled reports [which will be listed with (UR) next to their description in the column headed Reports] and/or the box to include reports which can only be edited here [which will be listed with (OE) next to their description in the column headed Reports]. Under the column headed Categories you may select whether you wish to list All categories in the chosen folder or you may select one of the categories listed below in this column. Then only the reports in that category will be listed in the column headed Reports. If you wish to search for a report then you may enter in the field on the right of the screen, immediately above the button Search, some characters that are in the description of the report (e.g. JOB) and select the button Search. This then narrows down the list of reports to only show those reports, in the chosen folder, which contain those characters in their description. Under the column headed Reports highlight the report you require. Once you have selected the report you would like to run, you can choose to either : Print the report., or Display the report. Export the report, see EXPORT REPORT on page 241 Browse/edit the report. This option will summon the relevant report generator program, depending on the report file's extension, and allow you to change some of the settings (for example, adding a filter to show only balances > 10,000). Delete the report. To do this choose the Remove button. You are asked to confirm that you wish to delete the report. Choose Yes to proceed (else choose No). [You may not delete System reports.] Note that in certain cases, some reports will not produce any meaningful output because they would normally be called from other programs which would specify parameters necessary to run the report. However, doing this will not harm the WinAccs data so there is no problem if you want to experiment a little. EXPORT REPORT To export a report, form the Reports menu, Select Reports Index. Select the required report and select the button Export. The following screen will be displayed :- In the box headed File it will display the default location for the destination of the exported report. The report will initially by default to be sent to the company folder but you may select Choose to specify a different target folder and then you can ask for this to be the default path for saving future exports of files. CHAPTER 10 : REPORTS Page 241

252 In the box headed Settings you may select the type of file you wish the report to be - either a CSV (Comma Separated File) or a TSV file (Tab Separated File). Any TSV file is stored in the TSV subfolder under the Company folder. Below this you may select how you wish text files with double quotes to be displayed and whether you wish column headings to be displayed. Then select OK. This file may need some runtime options to be chosen. Then the report will be exported to the chosen location. REPORT TOOLS This option on the Reports menu is used to : access the report generator V-Rex, see V-REX on page 24 access the spooler for the report generator V-Rex, see V-REX SPOOLER on page 24 access Install Reports to select which version of a report you wish to use, see ALTERNATIVE LAYOUTS (FOR REPORTS), INSTALL REPORTS on page 24 view and possibly print all the audit trails, see AUDIT TRAILS on page 24. V-REX V-Rex is the Report Generator for the WinAccs suite of programs. For more details about V-Rex see the REPORTS IN WINACCS USING V-REX manual or when in WinAccs select Help from the top tool bar, then V-Rex Help. V-REX SPOOLER Whenever a report is produced by a process within WinAccs then that report will be spooled. This means that you do not have to print it immediately (useful for instance if your printer is not working or if you wish to change the stationery on the printer). You may select V-Rex Spooler from the Reports, Reports Tools menu and you are then given the chance to print the report. When you have printed the report it can remain on the system and you may reprint the report if you wish. On the tab Unprinted will be a list of the reports you have not yet printed. You may select any one or more and then choose Print for the report(s) to be printed. The name of the printed reports will then disappear from the tab Unprinted but will be available on the tab Printed. You could, if you wished, select one or more reports from the list on the tab Printed and print it/them again. Alternatively you can select reports and select the button Display to display them, or you could select the button Delete to delete them. Or you could select a report and select the button Keep to keep the report. The tab All shows a list of all the reports (printed or unprinted) but not those which you have chosen to Keep. For more details about V-Rex see the REPORTS IN WINACCS USING V-REX manual or when in WinAccs select Help from the top tool bar, then V-Rex Help. VIEWING/DELETING SPOOLED FILES Any user may view and/or delete any report he has asked to be spooled while he was logged on as the user. For a user to be allowed to view/delete spooled files created by another user or to be allowed to view/delete central spool files the Administrator must log onto the system and select Assign User Rights to give this user those permissions, see Assigning User Rights in CHAPTER 3 : GETTING STARTED. Page 242 CHAPTER 10 : REPORTS

253 Examples of centrally spooled files are :- VAT reports, remittance advice, pay schedule. To view the list of spooled files select Reports, Reports Tools, V-REX spooler and select the icon Folder on the top tool bar. On the left of the screen will be displayed the tree of spooled reports. Under each user's initials are listed the reports that that user has spooled in year order and within each year in month order. Also displayed in the tree under the folder name Central are the reports that have been filed centrally. Using this facility you can (if you have the correct permissions) reprint reports. ALTERNATIVE LAYOUTS (FOR REPORTS), INSTALL REPORTS This facility is to be used when you do not wish to use the standard report layouts provided for invoice printing (or any other standard print facility). You will be able to specify alternative layouts to be used for some reports. 1. To install reports select Reports from the WinAccs menu followed by Report Tools and then Install Reports. The screen is divided in two sections. the top section lists the Mandatory reports available. Once one of those is selected, the current alternatives are shown in the bottom section. In the bottom section of the screen highlight the report required as a substitution and to implement the substitution, choose the Install button. Now that report will appear in the top section as the mandatory report. 4. (If you select the button Install Laser Defaults the choice of alternative report layout is automatically made. If you select the button Install Dot Matrix Defaults, a window is displayed which gives advice on how to get faster output from your dot matrix printer.) CREATING ALTERNATIVE REPORTS 1. If you select Reports from the WinAccs menu, followed by Reports Tools and then Reports Index you will see a table displayed. The left column is headed Folders. Select one of these options e.g. System Reports, and in the right hand column, headed Reports, you will see a list of all the reports which are not launched by a particular program (and would therefore need a preprocessing file). To see all the reports associated with the option listed under Folders, check the box Include the UnInstalled Reports and/or check the box Include Reports Which Can Only Be Edited Here. You can, if you wish, edit a report. Highlight the report to be edited, and choose Browse/Edit. Make any changes required and save the new format. Make sure that you set the correct target file name in the properties of the new report. This will ensure that your new report appears as an alternative within Install Reports. AUDIT TRAILS Using this option you can print the audit trails of transactions. NOTE : You MUST print ALL the audit trails to have available for your auditors a physical record of all transactions posted. Once an audit trail has been satisfactorily produced, you should choose the Print and Delete option, so that you do not accumulate unnecessary data on your hard disk. If they are deleted then the Enquiry program will not show them. [The facility does exist in WinAccs to stop V-REX showing the audit trail posting whenever a posting occurs. It is still spooled for later printing. To access this facility log in as BOSS and select Settings and then System wide CHAPTER 10 : REPORTS Page 243

254 WinAccs settings (WinAccs.ini). Select V-Rex Audit Trails, click Properties and choose which action you wish taken concerning showing the audit trails whenever posting occurs. Then click Apply and Save. Please note that this will affect ALL users of your WinAccs system.] To perform this operation, obey the following procedure :1. Select Reports from the WinAccs menu. Select Report Tools from the Reports menu, and then select Audit Trails. Select whether you want to batch print the audit trails. If this is not checked then the audit trails will be printed every time you post a transaction. 4. Select whether the audit is to apply to the local machine or the entire system. 5. Select whether you wish to see displayed in the list of audits those audits which have not yet been printed or those that have been printed. 6. After this is done and some transactions have been posted on the system, you will be able to access this function. Either choose Select All to select all of the listed audits or click on the audits you wish to select (hold down the Control key if you wish to select more than one). 7. Next choose either Print and Delete to print the selected audits and then delete them. Alternatively choose Print Selected to just print the selected audits. Later you could choose Delete Selected to delete the selected audits. and select which audit trails you want to print. V-REX EDOC MANAGEMENT To send V-Rex reports by you must :1. Register for V-Rex edoc Management - see Registration in CHAPTER 3 : GETTING STARTED. Then for each account to which you wish to documents you must define the person to whom document is to go by , the address of that person and which documents are to go to that person by . For further details see DEFINING ADDRESSES FOR SENDING DOCUMENTS BY on page 244. Then you must edit each report which you intend to send out by to the accounts for which you have defined an address for their documents. For further details see DEFINING THAT A DOCUMENT MAY BE ED on page Finally when you have asked to display a document then you may it to the chosen recipient. For further information see SENDING DOCUMENTS BY on page 248. DEFINING ADDRESSES FOR SENDING DOCUMENTS BY To define the address for each document to be sent by for this account :1. From the WinAccs menu, select Maintenance, Ledger Accounts. Then select either Sales ledger, Purchase ledger or Subcontractor ledger depending on what sort of ledger the account is to which you wish to send documents by . Select the chosen account. 4. Click on the addresses tab The following screen will be displayed :- Page 244 CHAPTER 10 : REPORTS

255 5. In the field Description enter the description of the address that you are defining (e.g. Chief Accountant) 6. In the field address enter the address of the person whose description you have just entered. Alternatively you may click on the button As account which will then use the address as defined for the account on the Name tab. You may enter more than one address (separated by a semi-colon) upto a limit of 60 characters in all. 7. Next define which documents you wish to send to this address. You may click on the button Mark all to mark all the types of documents. (Or use the button Clear all to clear all the documents so far chosen for this address). For each type of document there may be only one recipient defined for ing this document to. 8. Then click on Save. In the box at the bottom of the screen will be displayed the Description entered, the address and which sort of document(s) this recipient may receive. 9. The screen will now look like this :- CHAPTER 10 : REPORTS Page 245

256 10. You may now enter another Description and address to define the recipient for another type of document. 11. Finally select Exit. If you wish to reprint a document that was produced before you defined these addresses or if the address has changed since you produced the original document then you will need to select the button Apply addresses to existing documents. This will scan through all the documents in the system for the type you have defined for sending for this account and ensure that they can be ed and to the correct address if you wish to reprint them. You are given a summary of what has changed. Press Save. DEFINING THAT A DOCUMENT MAY BE ED When you have registered for V-Rex edoc Management, then to define to the system that a certain document may be ed you need to edit the properties of that report to specify where it will find the relevant address. 1. First use Windows Explorer to locate the report that you wish to be able to to customers. Right click on the name of the report. Then select Properties. In the Attributes ensure that Read only is not selected. Then click on OK. From the WinAccs menu, select Reports, Report Tools, V-Rex. Select File, Open Report Layout and select the report you wish to allow to be sent by (e.g. C:\Compact\A\Sysprt\salinv.vrx). 4. Select File, Report Properties. 5. Select the tab Document. You will see a screen similar to the following :- Page 246 CHAPTER 10 : REPORTS

257 6. The field Produce Documents must be ticked. 7. In the field Document Description enter a description of the document. This will be used as the subject of the . When you come to each document this description may be changed - for instance it might be useful to add a date to the description. The body of the will say Please find attached followed by the Document Description. When you come to each document this text may be changed. 8. The field Produce on Change of means produce a document when that section s data is read and would typically be the level that the account details are read (i.e. not at transaction level). 9. In the field To Address you must define where the system will find the address to which you want this report sent. Using salinv.vrx as an example you would select the Table PTNVCHDR and the column as V-Rex addr which will use the addresses as defined on the tab addresses in Ledger Maintenance. 10. In the field Attachment Name enter the default for what you would like the attachment to be called. When you come to each document this name may be changed - for instance it might be useful to add a date to the text. 11. The screen now would look something like this :- CHAPTER 10 : REPORTS Page 247

258 1 Select OK. 1 Select File, Save Report Layout. 14. Then Exit. SENDING DOCUMENTS BY When you have registered to use V-REX edoc Documents and have edited the chosen document so that it knows the relevant information, then when you ask to produce that document then when it is displayed on the screen you may send this document by as follows :1. Click on the sign in the tool bar at the top The following screen will be displayed :- Page 248 CHAPTER 10 : REPORTS

259 In the section headed Document Range select if you wish to All the documents, a range of documents (in which case specify From which document To which document to ), or the Current Document. (If you had initially clicked on the arrow to the right of the sign you could have selected either and Print All Documents or Current Document - then the choice in this first section would have already been selected but may be changed.) 4. In the section headed From the details have been taken from your Server Settings. In the field Server select whether to use the Global, Company or User server for your default server. 5. In the section headed To the details have been taken from the details you set up for this document in the report s Properties. You may overwrite these defaults settings.. If you make a mistake you may click on the Reset button which will redisplay the default settings. Then, if you wish, you may save these new texts as the defaults for this report. 6. At the field Priority you may set the priority for this In the section To will be displayed where this will be sent, how many documents, how many pages and the status. 8. Select Documents and the documents will be sent by Finally click on Exit. CHAPTER 10 : REPORTS Page 249

260 Incorrect addresses should be notified back to the sender by the Mail Delivery System. (This can a take a while sometimes.) You can then send the one document to the correct address as follows :Select Reports, Report Tools, V-Rex Spooler. Select the required report which had the wrong address. Select the icon and choose Current Document. It will allow the address to be changed (i.e. when there is just a single document) so it can be resent to the correct address. Even documents that do not have an address setup at all can be sent this way (i.e. a single document). STANDARD REPORTS WinAccs includes a large number of standard management and financial reports which can be produced at any time. The reports can be printed or displayed on the screen. It is also possible to export the information as a.csv or.wks file so that you can use a spreadsheet to manipulate the data or present it in different ways. You may, for example, want to present information as a series of charts rather than as tables of figures. The standard reports which are available are accessed from the Reports menu. Some of them are only visible when you select the More button on the Reports menu. AGED BALANCES REPORT Standard Aged Balances reports are available for the sales, purchase and subcontractor ledgers. They analyse the outstanding transactions for selected accounts, over a period of months. They identify the total amount of the transactions which were entered in each period, or which are due for payment in each period. The reports allows you to quickly identify the amounts for an account which are overdue by one or more months. Producing the Aged Balances Report 1. Select from the WinAccs menu, Reports, then select Aged Balances. The following screen will be displayed :- Page 250 CHAPTER 10 : REPORTS

261 In the box at the top left hand corner headed Ledger and Account, select which ledger you wish to report upon - Sales, Purchase or Subcontractor. 4. Next select whether you wish to report on all accounts, a range of accounts or a single account. Each sales and purchase ledger account can be assigned a user category (A-Z, 0-9) which allows this report to be restricted to particular groups of accounts (e.g. D for Dealers). You may enter the user category here if you wish to. Select whether you wish to report on Debtors only, Creditors only or both; and whether you wish to report on accounts with a zero balance. 5. In the box headed Account must have these payment terms all the payment terms for this company are listed. By default the report will include all accounts with all the payment terms. If you do not want this but would like to select a subset of payment terms, then take the tick out of the box Include all payment terms and in the box below select which payment terms you wish the report to include. 6. In the box headed Statement Dates select the Start date and the End date for statements to be included in the report. These flags are only relevant if the statement flags are set to Include fully paid transactions. Normally the statement only includes outstanding transactions but if you select to Include fully paid transactions the statement will show all the transactions within the date range. You may select the button Company Statement flags to view these flags, see STATEMENT FLAGS SCREEN in COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. CHAPTER 10 : REPORTS Page 251

262 7. In the box headed Transaction types you may select which types of transactions you wish to include in the report. 8. In the box headed Period Parameters select the aging periods, the number of periods and when the first period commences. You must also specify if the report is to consider aging by Transaction date, Settlement date or Normal payment date. You may select to exclude pending transactions, to include current period turnover, to include fully matched transactions and/or to assign unmatched cash. You may also select to only include accounts that have balances in certain date ranges or older. 9. In the box headed Date options you may filter the transactions by date by specifying a Start date and an End date. On the right is a field with a drop down menu on which you can select to fill these dates with 30, 60 and 90 day settings. 10. In the box headed Report Format select the report you wish to use. 11. You may select to create TSV files for further analysis. 1 Then select the button Print Report and the report will be displayed. When any account is out of balance a further window will be displayed showing the accounts which are out of balance and the amount by which they are out of balance. 1 If both Debtors and Credits, all payment types and future transactions are included then any included accounts that are out of balance will be shown. ACCOUNT BALANCES REPORT The Account balances report is available for each of the WinAccs ledgers and shows summarised balance information for each account. The report shows the totals of current and future period activity amounts, and the year to date balance for a range of accounts within a ledger. If the report is being produced for the nominal ledger, it prints the following information for each account: account type debit and credit totals for the current accounting period debit and credit year to date totals default analysis code, if the contract (job) ledger is being used. account movement indicator pending amount i.e. the total amount which has been posted to the account in future accounting periods If the report is being produced for the sales, purchase or subcontractor ledgers, it prints the following information for each account: debit and credit totals for the current accounting period debit and credit pending totals year to date turnover total retention value, if any account contact name. If the report is being produced for the contract (job) ledger, it prints the following information: job suspended indicator current costs, budgeted costs and percentage variance current sales excluding VAT outstanding monies current cost of sales (written off) amount profit to date work-in-progress value. Page 252 CHAPTER 10 : REPORTS

263 The report may also include sub-totals based on the break points which have been set within the report format. Producing the Account Balances Report 1. From the WinAccs menu, select Reports, then select Accounts Balances. Then select the required ledger from the menu options. A screen similar to the following will be displayed :- At the field Start Key select the first account that you wish to report on. At the field End Key select the last account you wish to report on. You may select to not report on accounts with a zero balance. Select OK. 4. The report is then displayed and you may print it, spool it or make it into a.pdf document. Producing the Account Balances Report by Date 1. From the WinAccs menu, select Reports, then select Accounts Balances. Select Balances by date. A screen similar to the following will be displayed :- Select the required ledger. 4. Enter the date which is to be the last date included in the report. 5. For the Nominal ledger you may select which Cost Centre you wish to report on. 6. You may select to not report on accounts with a zero balance. 7. You may select to also create TSV (tab separated variable) files for further analysis. Any TSV file is stored in the TSV subfolder under the Company folder. CHAPTER 10 : REPORTS Page 253

264 8. Select Print. 9. The report is then displayed and you may print it, spool it or make it into a.pdf document. ACCOUNT DETAILS REPORT An Account details report is available for each of the WinAccs ledgers. It shows details of the unpurged transactions which have been posted to selected accounts within a ledger. You can select whether you wish to print debit or credit transactions (or both), and choose the periods for which you wish to include transactions from previous, current and pending (future). If the report is being produced for the nominal ledger, it prints the following information for each transaction: document type, reference and posting date. the account name and code from which the transaction was posted, if applicable the debit or credit value the contract code and analysis code, if applicable folio reference audit trail number cost centre (if the report Nominal details by cost centre is chosen). You may select that the report is to be only for Bank nominals and then for which Bank nominal(s). If the report is being produced for the sales, purchase or subcontractor ledgers, it includes the following additional information: document type, reference and posting date status of each document i.e. Okay or Hold the debit or credit value for the transaction discount value, if applicable VAT amount The amount outstanding the contract code, if applicable folio reference audit trail number. If the report is being produced for the contract (job) ledger, it can print the following information for each analysis code within a contract: job code and heading total costs and sales, budgeted costs and sales and percentage variance the current period costs the corresponding quantity values, if applicable all invoices posted to the contract, including invoice numbers and descriptions the ledger and account code of the originating ledger audit trail number sales cash receipts sales invoiced cost centre (if the report Contract (Job) details by cost centre is chosen). Page 254 CHAPTER 10 : REPORTS

265 For the contract (job) ledger you may select whether to have the WIP summary and/or a Details report by period/date or by analysis code and/or analysis with all codes or major codes only. To use the Accounts Details Report to produce Cashbook reports see CASHBOOK on page 26 Producing the Account Details Report 1. From the WinAccs menu, select Reports, then select Accounts Details. The following screen will be displayed :- In the box headed Ledger select the required ledger. For the Contract (Job) ledger you may select whether to have the WIP summary and/or a Details report for which you can then choose whether the details will be by period/date or by analysis code and/or an Analysis report in which case you can select that it should be for major codes only. Also for the Contract (Job) Ledger you can select whether to exclude or include live jobs, suspended jobs and/or completed jobs. In the box headed Account selection, select the account (s) to be reported on and whether you wish to omit accounts with no movements. If you have chosen to report on the Contract (Job) ledger then you may include or exclude live jobs and/or suspended and/or completed jobs. CHAPTER 10 : REPORTS Page 255

266 If you have chosen the Nominal ledger then you may select to just report on the Bank nominals and you may select which Bank nominals to report upon. 4. In the box headed Transaction filter you may select which type of transactions to report on and whether you wish to report on Brought forward, Current period or Pending. 5. In the box headed Date filter, enter the dates between which the report will include data. You may filter the period on the calculated period instead of the table period by selecting the box Adjust account balances and choosing new dates in the Brought forward and Current period end fields below. 6. In the section Report selection, select the required report. 7. You may select to also create TSV (tab separated variable) files for further analysis. Any TSV file is stored in the TSV subfolder under the Company folder. 8. Select Print. The report is then displayed and you may print it, spool it or make it into a.pdf document. FINANCIAL REPORTING For details about Financial Reporting see OVERVIEW OF FINANCIAL REPORTING in CHAPTER 16 : FINANCIAL REPORTING. VAT REPORT The VAT report provides all of the information which is required to complete the Customs & Excise VAT Return. If you are filling in the VAT100 return ready to submit to HMCE, then select to purge the data as you will not want this quarter s VAT data remaining on the system, otherwise next quarter s VAT report will include this old data. But if you are just producing this report perhaps part way through the quarter do not purge the data until you have completed the VAT report for the end of the period required by the VAT 100 report For further notes about VAT see Extra notes about VAT on page 260. If you request a VAT report and WinAccs finds the VAT control account has reported errors you are asked if you wish to cancel the report and investigate further - see ACCOUNT VERIFICATION on page 261. Producing the VAT Report 1. From the WinAccs menu, select Reports, then select VAT Report. The following screen will be displayed :- Page 256 CHAPTER 10 : REPORTS

267 On the VAT 100 form that you have been sent by HMCE (Her Majesty s Customs and Excise) at the top will be printed the period which this VAT report is to cover. Enter the date upto which this report is to cover. 4. In the box headed Report options select if you want to print the Sales (output) VAT report and/or the Purchase (input) VAT report (which will include the subcontractors). You may also select to print the sales VAT summary and/or the purchase VAT summary and /or the summary (including VAT100). 5. In the box headed Custom report options select if you wish to have an Exhibitors sales VAT report and/or you wish to include VAT code H in the reports. You may select a start date for reporting - in which case all of the update options below are not available. 6. In the box Update options you must select whether you wish to check the VAT control account balance, whether you wish the VAT data to be purged and/or whether to post the VAT journal. These options are only possible if you have printed the full sales and purchase reports and the summary (including VAT100) report. [You can do a dummy run of your VAT report by leaving the two boxes Purge VAT data and Post VAT journal UNTICKED. But note that once you have purged the data, all the appropriate transactions will be marked as included in a VAT report and will not therefore be included again.] 7. You must select a Nominal code for the VAT journal. CHAPTER 10 : REPORTS Page 257

268 8. You may tick the box Create TSV files of report data if you wish for this output. Any TSV file is stored in the TSV subfolder under the Company folder. 9. Choose OK. 10. If you have selected to purge the VAT data you will see the warning :- Select Yes if you are sure. (Selecting No will return you to the selection screen for you to alter this field.) 11. The reports are printed in the order Sales (Output) VAT report and then the Purchase (Input) VAT report. In the field Cty (standing for Country) will be listed :Code Meaning GB if the VAT registration number was prefixed by the letters GB (for Great Britain), or the VAT Registration number had no alphabetic characters at the beginning. If there is no VAT code for the transaction (which could be within Great Britain) or this is a non-ec transaction (i.e. non-ec transactions do not have a VAT registration number). ** If the Country Code cannot be found from a VAT registration number i.e. the sale/purchase/subcontractor record has been deleted. 1 If you have defined any VAT registration Numbers for Purchase or Subcontractor accounts on the system beginning with 2 alphabetic characters (though not GB) you will need to complete a VAT101 form. So the following screen will be displayed :- and when you click on OK the report showing the data necessary for you to complete the VAT 101 report will be printed. This is followed by :- and when you click on OK a report showing the supply transactions with other EC member states only will be printed. Page 258 CHAPTER 10 : REPORTS

269 Then if you have defined any VAT registration Numbers for Purchase or Subcontractor accounts on the system beginning with 2 alphabetic characters (though not GB) the following screen will be displayed :- and that report will be printed showing the acquisition transactions with other EC member states only. 1 The Sales VAT summary, Purchase VAT summary will now be printed if you selected those. 14. TSV files will be printed if requested. Any TSV file is stored in the TSV subfolder under the Company folder. 15. The following screen is then displayed :- The text for Field 5 will say Net VAT to be reclaimed by you if there is VAT to be reclaimed by you from Customs. Field 2 is never completed by WinAccs. Calculate this figure yourself and enter the VAT due in this period on acquisitions from other EC Member states in field The other fields will be automatically updated. This is only relevant to you if you buy goods or services from another VAT-registered business in an EC member state because you may be able exclude VAT from the transaction as long as the other company is also VAT-registered. Instead you pay the VAT due on the purchase as part of your VAT return. CHAPTER 10 : REPORTS Page 259

270 In field 8 is the Total value of all supplies of goods and related costs, excluding any VAT, to other EC Member States. Adjust if necessary. In field 9 is the Total value of all acquisitions of goods and related costs, excluding any VAT, from other EC Member States. Adjust if necessary. Select OK. 16. The following screen will be displayed :- Select OK and the Value Added Tax Return screen (as in point 10 above) will be printed. 17. If you had chosen to purge the VAT data and post the VAT journal then that will happen. 18. Copy the figures as printed on the Value Added Tax Return to the official VAT 100 form and send that to HMCE. File away all the VAT reports produced by this VAT print record routine for safekeeping. Extra notes about VAT You may encouter problems with reconciling data because the VAT file has not been cleared down for prior periods, therefore the VAT reports will not accurately reflect the amount of VAT for a particular period. The VAT file gathers data as it is posted and stores it with reference to the date. Therefore, if you run the VAT reports, and enter an ending date of (say) 30th Mar 11, you will get a report of everything upto and including that date. This is not a report of VAT for the period of 3 months upto that date, it is a report of every transaction in the file, some of which may go back to dates before the previous 3 months. The reason for this is that you may receive invoices after you have closed your VAT period for a date within that period, therefore you will need to ensure that these transactions are included in the report for the next period. Because of that principle, it is important that when you run your VAT reports for a period end, you clear the data included on those reports, in order that it is not duplicated on reports for the next VAT period. This is an option at the end of the VAT report production. Normally, when you run your VAT reports, this will be the data which is correct for your VAT returns. However, that is assuming that everything you have posted which is subject to VAT, is posted using routines which have correctly identified the VAT as such, and not simply posted to the VAT control accounts, i.e. using invoice/credit note posting and identified the VAT rate against the transaction line, or in journal posting, again identifying that the transaction should be analysed to input or output VAT. If you post a journal to a VAT control account, it will not be reflected in the VAT reports. Another aspect to be aware of, is in relation to the control postings which are made when posting a batch of invoices, and the period to which they apply. The following scenarios may apply: In normal circumstances, if an invoice is posted for 5th October, and your current period is for the month ending 31st October, and you are posting the invoice on 20th October, then the batch control postings (debtors/creditors and VAT) will be dated 20th October. This simply uses the current date as the batch date. However, if an invoice is posted for 5th October, and your current period is for the month ending 31st October, and you are posting the invoice on 20th November, then the batch control postings (debtors/creditors and VAT) will be dated 31st October, being the last day of the current period. The batch date is relevant to the current period, and so the last day of that period is used. If however, an invoice is posted for 5th September, and your current period is for the month ending 31st October, and you are posting the invoice on 20th November, then the batch control postings (debtors/creditors and VAT) will be again dated 31st October, being the last day of the current period. Page 260 CHAPTER 10 : REPORTS

271 The point to be made here is that a VAT report for a particular period end, may not be reflected by the balance in the VAT control account. The recommended strategy is as follows: The VAT control accounts should reflect the VAT contained in the VAT reports. So at any time, you can look at the balance in the control account, and if you wish to see the detail making up that balance, then the VAT report will provide that. As well as the Sales and Purchase VAT control accounts, you should have a VAT due account, which is a liability in your balance sheet. When you run and clear the VAT for a particular period, you should create a journal to transfer the totals out of their respective control accounts, and into the VAT due account. The net effect of these postings will give you a difference between Output and Input VAT, which is what is due to HMRC. You should never post journals to the VAT control accounts, with the exception of those described in the previous bullet point. If you wish to make adjustments to the VAT due, then these should be made to the VAT due account. When you finally pay the VAT to HMRC, you will journal the amount out of the VAT due account, and assuming you have paid the whole amount due, then until the end of the next period, you will not have a liability on the accounts in this respect (you will still have a liability growing in the control accounts). In respect of expenses journals, these must be posted with the VAT being correctly analysed. In the Journal Posting routine, under the box for the journal description, there are 2 tabs, 1 for the contract analysis and 1 for the VAT analysis. Alternatively, some of our customers find it better to set up a Purchase account for each employee claiming expenses, and enter the claim as an invoice, which is duly paid in due course, but leaves a balance on the account for the period when the claim is outstanding. This is even more useful in cases where employees are given an advance to cover expenses, as you have control of that money in the accounts. ACCOUNT VERIFICATION If you request a VAT report and WinAccs finds the VAT control account has reported errors you are asked if you wish to cancel the report and investigate further. If you say Yes to cancel the VAT report and to investigate further you will see the screen :- Click on OK and the following screen will be displayed :Select option 2 the screen headed Account File Verification will display data such as the following :- CHAPTER 10 : REPORTS Page 261

272 You should investigate the discrepancies before attempting to run the VAT report. Contact Compact Support if you require help. CASHBOOK The Cashbook option prints the details of the Cash Bank for all or selected Bank nominals. Producing the Cashbook 1. Select the Cashbook option from the Reports menu. The following screen will be displayed :- Page 262 CHAPTER 10 : REPORTS

273 In the section Ledger this is showing that the Ledger to be reported upon is the Nominal Ledger. In the Account selection section the field Bank nominal only is automatically selected and below that you may select which Bank nominal(s) you wish to report on. In the box headed Transaction filter leave the transactions to report on (Cash must be selected) and choose whether you wish to report on Brought forward, Current period or Pending. 4. In the box headed Date filter, you may enter the dates between which the report will include data. 5. You may select to also create TSV (tab separated variable) files for further analysis. Any TSV file is stored in the TSV subfolder under the Company folder. 6. Select Print. The report will be displayed. It may be printed, spooled or made into a.pdf. 7. Then select Exit to return to the Reports menu. To see the more general use of the Accounts Details report see ACCOUNT DETAILS REPORT on page 254. STATEMENTS REPORT The Statements option prints statements for either all customers, or only those which are currently debtors. These list the outstanding invoices and credit notes for a customer and can be sent to the customer as a request for payment. The following customer details are printed on each statement: customer name and address the date the statement was produced transaction details aged balances over six months outstanding amount the appropriate dunning messages, if entered. CHAPTER 10 : REPORTS Page 263

274 Producing the Statements 1. Select the Statements option from the Reports menu. In the section Ledger and accounts, select in which ledger the accounts are for you which you wish to print statements. Select whether you wish to print statements for all the accounts within that ledger, or for a range of accounts (in which case you then select the start and end of the range) or for a particular account (in which you choose that account). Also in the section Ledger and accounts you may select the User categories for which you wish to print statements. You may select whether you wish to print statements for Debtor accounts only, Credit accounts only or for both. You may select to include zero balances in the statements. 4. In the section Payment terms, you may select to print statements for only accounts of a particular payment type. 5. If in Company Details (see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED) you have selected that you wish to include fully paid transactions then you may select the date range for the statement in the section Statement dates. You may also choose to exclude retentions. 6. In the section Period parameters, you may select the parameters for the ageing periods. 7. In the section Transaction date filter you may choose to only print the report for transactions between certain dates. 8. In the box headed Report Format the report statment.vrx will be selected. If you wish to print a different statement report then select that. 9. You may select to create the report in TSV format for later analysis. Any TSV file is stored in the TSV subfolder under the Company folder. 10. Now select the button Print report and the report will be displayed. It may be printed, spooled or made into a.pdf. 11. Select Exit to leave the screen showing the report and then select Exit to return to the Reports menu. NOTE : Dunning messages can be added to the statement to highlight accounts that are overdue by 1, 2 or 3 months - see MESSAGES SCREEN of COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. DAY BOOK REPORTS To produce a Day Book for the Sales, Purchase or Subcontractor ledger obey the following :1. From the WinAccs menu, select Reports, then select More. Select Day book reports. The following screen will be displayed :- In the field Ledger select for which ledger (from Sales, Purchase or Subcontractor) you wish to produce a Day book. Page 264 CHAPTER 10 : REPORTS

275 4. In the section headed Order by, select whether you wish the Day book to be in order of the date, of the account or of the invoice number. 5. In the section headed Date filter you may select the range of dates for which the Day book will be produced. You may either use the calendar icon to the right of the From and To fields to select those dates, or you may click on the downward arrow to the right of the field From and select a date from the named dates. Then you would select an appropriate To date. When the date is selected you may tick the field Create an extract file and this will speed up the production of the report in large data sets. 6. In the section headed Account filter you may select All to have the Day book report on all the accounts in the chosen ledger, or you may select Range and then select the Start account and End account which are to appear in the Day book report. 7. Then select Print. 8. The report will be displayed. 9. Finally select Exit. OUTSTANDING TRANSACTIONS This application will scan through every account for the selected ledger and report on any transactions that have amounts to match (i.e. outstanding invoices and unallocated cash). 1. From the WinAccs menu, select Reports, then select More. Select Outstanding transactions. The following screen will be displayed :- In the section headed Scan this ledger, select the ledger (Sales, Purchase or Subcontractor). Under the heading Print these notes, select whether you wish to print None, the Last note only, the Last 3 notes, All notes or just High priority notes only. 4. In the section headed Include transactions options, select whether you wish to include :- 5. Invoices Credit Notes Payments Receipts Journals Retentions Next select if you wish to report on Brought forward Current period CHAPTER 10 : REPORTS Page 265

276 Future periods 6. Under the heading Miscellaneous options select the field Show payment type if you wish the payment type to be displayed on the report. 7. In the section headed Include payment types, select the payment types of the transactions you wish to include in the report. You may use the button Mark all to select all the payments types, or use the button Clear all to clear all the payment types chosen and to then individually select payment types. 8. On the right of the screen, in the section headed Filters, you may filter the report by Account code, Short code, Representative and/or Date. 9. Now select the Print button and the report will be printed. 10. Select Exit to exit the program. CURRENT PERIOD SUMMARY This prints a single page report summarising the current period transaction postings. 1. From the WinAccs menu, select Reports, then select More. Select Current period summary. The following screen will be displayed :- Select the button Print and the report will be printed. Select Exit to exit the program. CONTRACTS WIP This application prints a list of contracts for each included representative and a breakdown of costs for each included contract. 1. From the WinAccs menu select Reports, then select More. Select Contracts WIP. The following screen will be displayed :- Page 266 CHAPTER 10 : REPORTS

277 In the section Include representatives select whether you wish the report to report on All representatives or only on a range of representatives (in which case select the Start representative and the End representative). 4. At the tick box New page for each Rep select if you want the data for each representative to begin on a new page. 5. In the section Include contracts (jobs) select whether you wish the report to report on All the contracts or only on a range of contracts (in which case select the Start contract (job) and the End contract (job). 6. In the section Include sales A/C select whether you wish the report to report on All the sales accounts or only on a range of sals accounts (in which case select the Start sales A/C and the End sales A/C. 7. In the section Display report detail by you may select to display the report detail in Representative order or in Sales account order. 8. Now select whether you would like the Standard report or a Detailed analysis report. 9. At the Job status filter select whether you wish the report to Include not started jobs, Include live jobs, Include suspended jobs; or to Include completed jobs. CHAPTER 10 : REPORTS Page 267

278 10. In the section Period filter you may select which periods to report on - Brought forward, Current period and/or Future periods. 11. In the section Date filter you may select between which transaction dates you wish to report on. 1 If you wish to change the headings of the 10 custom columns of the Other category, select the button Headings, see CONTRACT ANALYSIS CODES in CHAPTER 3 : GETTING STARTED. 1 The section headed Purchase orders is only available if you have registered for Purchase Order Processing. In this section you can select to Include purchase orders in the report and to select the Minimum order value on which to report. 14. Finally select Print to print the report or select the button Export to TSV to create a TSV file which will be stored in the TSV subfolder under the Company folder. Alternatively select Export to Excel to see the spreadsheet of information, 15. Select Exit to exit the program. CURRENT PERIOD REPORTING This program will archive account balances, transaction details and job analysis balances on a period basis and then this data can be used for further reporting. The job costing report allows you to select a range of periods to easily calculate year to date values. 1. From the WinAccs menu, select Reports, then select More. Select Current Period Reporting. The following screen will be displayed :- At the top of the screen will be displayed the Brought forward date and the Period end date taken from the Company Details. First select the button Extract. This will take a snapshot of all the current period transactions, account balances and job analysis records for you to report on later. If you attempt to extract the same period twice, any previous records will be deleted. In the section headed Period selection will be listed the range of dates for the periods for which WinAccs can report. You may select one of more contiguous periods and when you have made your selection, then the fields to the right of the list Balances as at and Transactions upto will automatically be displayed. Page 268 CHAPTER 10 : REPORTS

279 4. Using the tab Job costing report options you may select to Exclude jobs marked as complete, to Exclude records with zero movement or to Create TSV (Tab Separated Variable) files for further analysis. You must have made your selection of contiguous dates in the section headed Period selection. Then select the button Print. The report will be displayed and you may select to print it, to spool it or to save it as a PDF. If you have chosen to create TSV files these will then be displayed. Any TSV file is stored in the TSV subfolder under the Company folder. 5. Using the tab Transaction report options you may select in the field Ledger, which ledger you with to report upon. You may select to report on All accounts or a Range of accounts (in which case select the Start account and the End account), or to Create TSV (Tab Separated Variable) files for further analysis. You must have made your selection of contiguous dates in the section headed Period selection. Then select the button Print. The report will be displayed and you may select to print it, to spool it or to save it as a PDF. If you have chosen to create TSV files these will then be displayed. Any TSV file is stored in the TSV subfolder under the Company folder. 6. To create an archive trial balance report, use the tab Archive trial balance. Select one period in the Period selection (and only one period) and the date of the period end will appear in the field As at date. Select Print. You will be asked if you wish to omit accounts with zero balances. The report will be printed. 7. [You may select a period (or a number of periods) and delete that data. However the periods must be contiguous and they must start from the first period. Select the period(s) and then select the button Delete period data. The periods will be deleted from the list of periods.] 8. Finally select the button Exit. LAST APP/CERT REPORTING Using this option you can produce a report to show the last application or certificate (or both) for one or more contracts (jobs) and for one or more accounts. 1. From the WinAccs menu, select Reports, then select More. From the resultant list of reports select Last App/Cert reporting.. The following screen will be displayed :- CHAPTER 10 : REPORTS Page 269

280 In the box headed Report Criteria select whether you wish to print the last Application or the last Certificate or both. In the box below you may select to print the information about all contracts or a range of contracts. And you may select to print the information about all accounts or a range of accounts. 4. In the box headed Report selection, select the report that you wish to use. 5. Then select Print. 6. Select Exit SUBCONTRACTOR COSTS This application produces a list of subcontractor costs by contract. 1. From the WinAccs menu, select Reports, then select More. From the resultant list of reports select Subcontractor costs. The following screen, headed Subcontractor Costs by Contract, will be displayed :- Page 270 CHAPTER 10 : REPORTS

281 Select whether you wish to include all the contracts (jobs), or if you wish to select just a range of contracts (in which case select the Start contract (job) and the End contract (job). 4. Select Print and the report will be produced. 5. Select Exit to return to the Reports, More menu. SUPPLIER PAYMENTS This application will scan through the transactions for the selected bank accouunt and if it finds a supplier payment it will include it in the report. 1. From the WinAccs menu, select Reports, then select More. From the resultant list of reports select Supplier payments. The following screen, headed Supplier Payments will be displayed :- In the field Bank account select the required bank. 4. You may filter the report by select All user categories or you may enter the user category in the field User category. 5. You must select the Date from and the Date to for the report. CHAPTER 10 : REPORTS Page 271

282 6. Then select Print. 7. The report will be produced. 8. Finally select Exit to return to the Reports, More menu. TURNOVER ANALYSIS This application will show turnover results for a chosen ledger from a chosen end of month date and will include details of the transaction types you select for the report. 1. From the WinAccs menu, select Reports, then select More. From the resultant list of reports select Turnover analysis. The following screen, headed Turnover analysis will be displayed :- In the section headed Ledger, select the ledger on which you wish to report. 4. In the section headed Account filter, for each of the categories Account code, Short code, Analysis code, Representative and Territory code you may select the code for which the report will start and the code on which the report will finish.. 5. In the section headed Transaction types, select the transaction types on which you wish to report. 6. The field End of last period displays the date of company Year End (as taken from the Mandatory tab of Company details, see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED). This is the end of the last period that will be reported upon. You may change that date, if you wish, to another month end date. The report will show the turnover for a year upto this chosen date. Page 272 CHAPTER 10 : REPORTS

283 7. If you wish to create TSV files for further analysis of the results put a tick in that field. 8. Select Print to display the report. 9. Select Exit to exit. NOMINAL ANALYSIS Using Reports, More, Nominal analysis you can produce a report showing the values of nominal accounts for the twelve months to a chosen end of month date. To produce the Nominal analysis report obey the following :1. From the WinAccs menu, select Reports, then select More. Then select Nominal analysis. The following screen, headed Nominal Analysis will be displayed :- Under Account filter select the range of nominal accounts you wish to report on. 4. Under Transaction types select which sorts of transactions you wish the report to include. 5. In the section End of last period select the end of month date up to which you wish the report to include. 6. Under Print options select which report you wish to have - by nominal code or by group code. 7. You may select to create a TSV (Tab-separated value) file for analysis. 8. Then select \Print and report will be printed. 9. Finally select Exit. REPRESENTATIVE PERFORMANCE Using Reports, More, Representative performance you can produce a report showing the performance for any representative. This report may also show (with an asterisk) where the performance did not meet the defined Monthly target if set for that representative. 1. From the WinAccs menu, select Reports, then select More. From the resultant list of reports select Representative performance. The following screen, headed Representative Performance Report will be displayed :- CHAPTER 10 : REPORTS Page 273

284 In the section Select representatives select the Start representative for the report and the End representative. Leave these fields blank to report on all the representatives. 4. In the section Select report style select either Representative performance or Sales analysis. 5. If you have selected Representative performance then you may choose whether to Include representatives with zero turnover. Select the date for the End of the last period for the report. (The date by default is the Computer Year End date). Tick the choice Create audit TSV file if you want to obtain a tab separated.tsv file of the results as well. 6. If you have selected Sales analysis then select the From date for the report and the To date. For the report to show more details about the transactions that each representative has dealt with select Show details. 7. Then select Print and the report will be printed or Export to export the report. 8. The printed report for the Representative Performance will show an asterisk against any amount for any representative which does not reach the amount defined in the field Monthly target for that representative, see REPRESENTATIVES in CHAPTER 4 : MAINTAINING THE ACCOUNTS. 9. Finally select Exit. CUSTOMER PROFITABILITY Using Reports, More, Customer profitability you can produce a report showing the profitability of sales accounts. This may be filtered by accounts, by representatives or by date. And the report may be grouped by representative or by territory or not grouped at all. To get meaningful data from this report you should previously have logged in as BOSS and selected WinAccs.ini, then Invoicing Options S and clicked on Properties. You should have selected Store cost details for profitability analysis and set the value to Yes and done Apply, Save and Exit. You may also ask to show the profitability over one period of time compared with another period. To produce the Customer Profitability report obey the following :- Page 274 CHAPTER 10 : REPORTS

285 1. From the WinAccs menu, select Reports, then select More. From the resultant list of reports select Customer profitability. The following screen, headed Customer Profitability Report will be displayed :- In the section Select sales accounts select which sales accounts fields From account and To account. 4. In the section Select representatives select which representatives you wish to report upon using the fields From rep and To rep. 5. In the section Date filter select between which dates you wish to report upon using the fields From date and To date. 6. In the section Group by you may select whether to have the report grouped, by representatives or by territories or not grouped at all. 7. If you leave the selections blank then that will include all records. 8. If you wish to compare the profitability of one period of time with the profitability of another period then in the fields under the heading Date filter enter the From date and To date of the one period and in the fields under the heading Comparison date filter (optional) enter the From date and the To date of the other period. 9. In the section Options you may select to create an audit TSV file or you may select to Use orders as the data source (rather than use invoices). 10. You may alternatively select to Force V-Rex to export report data when using the print option in which case the next screen when you select Print will be a window asking where you wish the resultant report rptcprof.csv to be located. CHAPTER 10 : REPORTS Page 275

286 11. Select Print and the report will be printed. Alternatively you may select Export for the report to be exported to a tsv file. 1 Finally select Exit. Page 276 CHAPTER 10 : REPORTS

287 CHAPTER 11 : PERIOD END OVERVIEW OF PERIOD END This section describes the WinAccs facilities which should be run at the end of each accounting period, and at the end of the financial year. This includes the following facilities: Producing the Financial reports (Profit & Loss or Balance Sheet or Trial Balance). See PRODUCE FINANCIAL REPORTS in CHAPTER 16 : FINANCIAL REPORTING Closing an Accounting Period. See HOW TO ADVANCE A PERIOD on page 277. Consolidating companies - see GROUP CONSOLIDATION on page 280. WinAccs can use the final account codes which are assigned to each nominal ledger account to consolidate the Profit & Loss and Balance Sheet reports for a number of different companies into a separate holding company. The companies which are to be consolidated do not need to use the same nominal ledger code structure, which may be too restrictive. However, they do need to use the same final account codes to produce Profit & Loss and Balance Sheet reports. Before you can perform the consolidation, you must have produced a final set of accounts (Trial Balance, Profit and Loss, and Balance Sheet) for each of the companies which is to be consolidated. For companies with subcontractors, they must produce at the end of each financial month Monthly Subcontractor Payment Statements to give to each subcontractor, and Monthly HMRC CIS300 Return and send this (together with all Subcontractors Gross Payment Vouchers received from subcontractors) to HMRC. For details see TAX STATEMENTS AND REPORTS in CHAPTER 14 : SUBCONTRACTORS. HOW TO ADVANCE A PERIOD To advance a period, obey the following procedure :1. Take a backup of the company, see BACKUP in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. Select Transactions, then Period end from the WinAccs menu. Next select Advance period. 4. You will be warned if WinAccs finds any outstanding journal due to be posted, or any outstanding depreciation/revaluation records that need to be posted. It will be advisable to check these before advancing the period. 5. Then following screen will be displayed :- CHAPTER 11 : PERIOD END Page 277

288 If you wish to process the Year end then click on the button Year end >>> and the whole screen will be displayed, for instance :- To return to just processing this period (and not the year end) then you would click on the button Year end <<< to return to just the left hand part of the screen. 6. But if WinAccs had found that the Current Period End date is the same as the Company Year End date in Company Details then you will see the message :- Page 278 CHAPTER 11 : PERIOD END

289 and you will see that the Year end options have already been selected (on the right hand side of the double screen). 7. If you are registered for Fixed Asset Depreciation, and an asset you have defined on the system is found to be overdue for the calculation of the depreciation you will see the message :- Click on OK, and exit from the Advance Period processing and go to Maintenance, Ledger accounts. Fixed Asset register to deal with the overdue depreciation. When that is done then select Transactions, Period End to restart the Advance Period processing. 8. In the box headed Advance options, Run the current period reporting extract is mandatory. This is the reporting extract that takes a snapshot of the accounts prior to the advance. It keeps records of account balances and all transactions within the current period. This allows you to accurately amalgamate several current periods together for reporting. Below this the Current period end is displayed. Below it the field NEXT period end date defaults to the last day of the month following the current period. You can enter the end date for any future accounting period if, for example, you wish your current period to be several periods at once. 9. If you wish to process the Year end then in the box headed Year end options select Post Profit & Loss journal. The fields below then become available in which you select the Retained profit account, the Posting date, the Journal reference and a Description. You should select to Clear the turnover figures for customers and suppliers. You should select to Move values to last year. This will also move this year s total and period budgets (fixed and variable) to last year s budgets. The option Retain this year s budgets (which by default is ticked) will leave this year s and next year s budgets as they are. When this is ticked the following option Uplift this year s budgets by is available and you can select to uplift the budgets by a percentage (or decrease them by a negative percentage). If Retain this year s budgets is unticked it will move any next year s budgets to this year and clear next year s total and period budgets (and the Uplift this year s budgets by is not available). 10. If this is NOT at the End of Year do not enter any information in the box headed Year end options. 11. Tick in the field to confirm that you want to process your selection and that a backup has been taken. 1 Then select Process. 1 The Advance will take place as requested. If before you began the Advance Period process the Current Period End date had been the same as the Company Year End date then the Company Year End date has now been automatically updated. CHAPTER 11 : PERIOD END Page 279

290 If the new Current Period End will be greater than the original Tax Year End then WinAccs automatically updates the Tax Year End 14. Take a backup of the company again. This backup should be archived permanently GROUP CONSOLIDATION The Group Consolidation facility consolidates a number of selected companies into a holding company. All of these companies must use the same final account codes, which are used to produce the Profit & Loss and Balance Sheet values. It is these values which are consolidated into the chosen holding company. Before you can successfully use this facility, you must have: produced a set of final accounts for each of the companies which are to be consolidated (using Transactions, Period end, Produce Financial reports), see PRODUCE FINANCIAL REPORTS in CHAPTER 16 : FINANCIAL REPORTING created the holding company, which must contain all of the final account codes which exist for any of the companies to be consolidated, although each individual company does not have to use all of these codes. In addition, the holding company must not have been posted to, i.e. it cannot contain any transactions. Therefore, if you use the Copy Company option (see COPYING A COMPANY in CHAPTER 3 : GETTING STARTED) to create the holding company by copying the details of an existing company to which transactions have already been posted, you will need to use the Reset Transactions and Balances facility to remove all of these transactions from the holding company. HOW TO CONSOLIDATE COMPANIES To consolidate a number of companies, obey the following procedure :-: 1. Backup each of the companies that you plan to consolidate. For more detail about Backup see BACK UP in CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS. Make sure that you are in the company that you are going to use as a holding company. Select Utilities from the WinAccs menu, followed by Group Consolidation. If the company you have selected is not a suitable holding company, (i.e. it contains transactions) an error message is displayed: If the selected holding company is valid, the Group Consolidation window appears. This identifies the company that has been selected as the holding company for the consolidation, and allows you to select the companies that you wish to consolidate into the holding company. 4. Click on each of the companies that you wish to consolidate. They must be identical companies. The chosen company details are highlighted. To deselect a company, click again on the company. 5. Choose OK to perform the consolidation. 6. The Consolidation facility deletes any previous consolidated values from the final account codes in the holding company. The final account codes are displayed in a dialog box as they are cleared. 7. Each of the companies to be consolidated is then verified to ensure that it does not contain any final account codes which are not in the holding company. The final account codes are displayed in a dialog box as they are verified. If the final account codes are incorrect, or for some other reason the company cannot be consolidated, an exception report is produced which identifies the errors which have been found. You are asked whether you wish to continue verifying the details for the other companies. 8. If no errors were encountered, the companies are then consolidated into the holding company. Page 280 CHAPTER 11 : PERIOD END

291 9. A window appears asking you to identify the required destination for the Consolidation reports. You can also choose Re-print P&L/Balance sheet from the Final Accounts option (within the Period End menu) to re-produce the consolidated Profit & Loss, and Balance Sheet reports. CHAPTER 11 : PERIOD END Page 281

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293 CHAPTER 12 : LINKING TO OTHER SYSTEMS OVERVIEW OF LINKING TO OTHER SYSTEMS WinAccs provides facilities which allow you to update the ledgers with information from other systems. Transaction Import, which can import both.xct and.rfp files, see TRANSACTION IMPORT on page 283 Create DDF Files, which creates Btrieve DDF files (Data Dictionary files), see CREATE DDF FILES on page 284 Sales ledger link, which imports data in external system format, see SALES LEDGER LINK on page 285 Import financial reports, which imports financial report definitions from either final accounts or from P2000, see IMPORT FINANCIAL REPORTS in CHAPTER 16 : FINANCIAL REPORTING. Import/export/adjust budgets, which can import budgets or export budgets to Excel or TSV., see IMPORT/EXPORT/ADJUST BUDGETS on page 286 Intrastats export, which can export Intrastats information for reportiung on business trading in goods with other members of the European Union, see INTRASTATS EXPORT on page 289. Before you attempt to use any of these link facilities, you should contact your System Supervisor to discuss the procedures which need to be carried out to produce the necessary link files. TRANSACTION IMPORT This facility imports both.xct files and.rpf files. XCT files are produced by a few program in WinAccs and RPF files are produced by the v7 engine. If Remote Posting has been selected in Options on the top tool bar (see OPTIONS (ON THE TOOL BAR) in CHAPTER 3 : GETTING STARTED then when posting a v7 transaction, RPF files are produced as a backup in case the program crashes. You can then very quickly move the RPF file from the Remote folder into the company folder and use the transaction import to post the set that failed. The user can send these RPF files to head office and these can be posted. For instance this facility can be used to post journal or invoice transactions which may have been generated at a remote WinAccs installation by a non-winaccs system. For example, if you are using another payroll system, you may be able to use this facility to interface the payroll journals into the ledger. The transactions which are to be posted must be placed into files which have a file extension of.xct or.rpf, e.g. jnl012xct. These files must be in the required format. Otherwise the transactions will not be posted. The first record in each file identifies the type of transactions which are included, and the number of transactions in the file These files must be placed in the directory containing the data for the relevant WinAccs company. Details of the required format are available from the Compact Support Team. CHAPTER 12 : LINKING TO OTHER SYSTEMS Page 283

294 The selected transactions are validated and posted in the usual way, and a standard audit trail report is produced. 1. Select Utilities from the WinAccs menu. From the Import/Export menu, select Transaction Import. A screen headed Transaction Posting will be displayed showing the batches of files that are available for importing (i.e. those files which exist with a.xct or.rfp extension). 4. You may select View batch to see the batch (or you may select Delete to delete a batch). 5. Make the selection of the batches you wish to post (you may use the buttons Clear All or Mark All or select the individual batches). 6. Then select Post and the posting will take place. 7. Finally select Exit. CREATE DDF FILES This program will create the DDF files needed by a Btrieve ODBC driver [FILE.DDF, FIELD.DDF and INDEX.DDF]. The files will be created in the company folder. 1. From the WinAccs menu, select Utilities, then Import/Export and then select Create DDF files. The following screen will be displayed :- Select the button Create DDF files. When the program has completed creating the DDF files the message Finished OK will be displayed. 4. Select Exit to Exit the program. The DDF files will now be in the company folder. Page 284 CHAPTER 12 : LINKING TO OTHER SYSTEMS

295 SALES LEDGER LINK Sales ledger link, imports data in external system format. 1. From the WinAccs menu, select Utilities, then Import/Export and then select Sales ledger link. The following screen will be displayed :- To import Relayer Data select the button Import Relayer Data The next screen that is displayed is as follows :- Set up the VAT code translation data. Select the location of the batches of data Select the batch to import. Then select the button Process batch. The data will be imported. 4. To import Sage Compatible CSV select the button Import Sage Compatible CSV. The next screen that is displayed is as follows :- CHAPTER 12 : LINKING TO OTHER SYSTEMS Page 285

296 Set up the VAT code translation data. Select the location of the batches of data Select the batch to import. Then select the button Process batch. The data will be imported 5. Finally select Exit to exit the program. IMPORT/EXPORT/ADJUST BUDGETS Use this to import/export/adjust budgets. 1. From the WinAccs menu, select Utilities, then Import/Export and then select Import/export/adjust budgets. The following screen will be displayed :- Page 286 CHAPTER 12 : LINKING TO OTHER SYSTEMS

297 To import budgets use the section Import budgets and at the field Name of import file select the file holding the budgets. This must be an Excel file or a TSV file. In the field Year within the section Import budgets select whether this budget is for Last year, This year or Next year. Then select the button Import Budgets. For an example of the necessary format for the Excel import file :- This example is for the case where the budget for This year has been set to Monthly on the Periods tab in Company Details, see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. Therefore the periods are numbered Period 1 to Period 1 For weekly these would be Period 1 to Period 5 You will see that for any nominal which does not have Variable budgets you may either enter the budgets for the periods (as in A001) and they must add up to the Total budget, or (as for A004) you CHAPTER 12 : LINKING TO OTHER SYSTEMS Page 287

298 may just enter the Total budget and WinAccs will divide that by the number of periods and set the period budgets accordingly. For any nominal that does have a Variable budget then you must enter the Total budget and the differing budgets for each period and the Total budget must be the sum of the period budgets. Note that Line 4 with the headings Code, Name, Variable budgets, Total budgets and the period headings MUST be present. Then the following lines show the budgets for any nominal code for which you wish to import the budget. Only the budgets in the lines following the line of headings will be imported. The names of the nominals in this import file are ignored by the importing program. The nominal codes do not have to be in alphanumeric order. The budgets will still all be imported. Any nominal not listed in this file will have its budgets unaltered by this routine. Similarly for the format for a TSV import file. 4. For exporting budgets use the section Export budgets and in the field Year select whether you wish to export Last year s budget, This year s budget or Next year s budget. Then select whether you wish to Export to Excel or to Export to TSV. The chosen file will be displayed. An example of the Excel output is :- An example of the TSV output is :- These examples are for the case where the budget for This year has been set to Monthly on the Periods tab in Company Details, see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. Therefore the periods are numbered Period 1 to Period 1 For weekly these would be Period 1 to Period 5 You will see that for A001 which does not have Variable budget the values in the periods are roughly equal, whereas for A002 which does have a Variable budget then the values in the periods can be completely different but they will add up to the Total Budget. Any nominal without a budget set for this year will appear in the output but will show the values as all zeroes 5. For copying budgets use the section Copy budgets and in the field From year select whether you wish to copy the budgets from Last year s budget, This year s budget or Next year s budget. Then in the field To year select whether you wish to copy the budgets to Last year s budget, This year s budget or Next year s budget. Select the button Copy Budgets and the budgets will be copied. 6. For uplifting budgets use the section Uplift budgets and in the field Year select whether you wish to uplift the budgets from Last year s budget, This year s budget or Next year s budget. Then in the field Uplift by enter the percentage by which you wish to uplift the chosen budget - this may be positive or negative. Select the button Uplift Budgets and the budgets will be uplifted. 7. In the section Delete budgets, select which of the following you wish to do :Delete last year s total budgets Page 288 CHAPTER 12 : LINKING TO OTHER SYSTEMS

299 Delete this year s total budgets Delete next year s total budgets Delete last year s variable budgets Delete this year s variable budgets Delete next year s variable budgets. Then select the button Delete budgets and the selected budgets will be deleted. 8. Finally select Exit. INTRASTATS EXPORT Use this to export Intrastats information for reportiung on business trading in goods with other members of the European Union. To produce the reports obey the following instructions :1. From the WinAccs menu, select Utilities, then Import/Export and then select Intrastats export The following screen will be displayed :- In the section headed Agent details you may select the field Include agent details and then you may enter the VAT number of the agent, the Branch ID and the Name of the agent. The agent details will the appear as the first line of the report when you select Create arrivals CSV file or Create despatches CSV file. CHAPTER 12 : LINKING TO OTHER SYSTEMS Page 289

300 4. In the section Trader details will be displayed the VAT number of this company (as in Company Details) and in the field Name will be the name of this company (taken from the Company Details). You may change these. In the field Branch ID enter the Branch ID of this company. 5. In the section Submission details, in the field Date of completion will be displayed today s date and in the field Period (MMYY) will be displayed this period with the 2 digit month followed by the 2 digit year. You may change the Date of completion and the Period(MMYY). 6. In the section Commodity details (which is used for both arrivals and dispatches here) you may record the arrivals and departures of commodities and Save the information. If you wish this information to be included in the CSV file then select the field Include in CSV file. 7. Now select either Arrival or Dispatch. Enter, in the fields below that, details of this commodity s arrival or dispatch and then select Add to add that line to the display box below. The values for these fields are defined in the information about Intrastats whch can be seen by going to or to the HMRC website. Commodity Enter the commodity number Value (whole pounds) Enter the value of this commodity that has arrived or been dispatched (in whole pounds) DT Enter the Delivery terms NT Enter the Nature of the transaction Net mass Enter the net mass of the commodity that has arrived or been dispatched Supplement y units Enter the Supplementary units CC Enter the Country code Reference No Enter the Reference no for this arrival or dispatch. 8. To delete a line of details highlight that line from the display box below. The details will appear in the line of details and above. Then select Delete. You will be asked to confirm that you wish to delete the details. Select Yes and the details will be deleted 9. To replace a line of details highlight that line from the display box below. The details will appear in the line of details and above. Then make any necessary alterations. Select Replace and the line of new details will replace the line with the incorrect details in the display box below. 10. To insert a line above a specific line of details as displayed in the display box below then highlight that line. Enter new details in the line above for the commodity to be inserted and then select Insert. The new line of details will be inserted in the display box below above the originally selected line. 11. To produce the CSV (comma separated file) of the arrivals then select Create arrivals CSV file. That file will be produced and displayed. The csv file will also be saved in a fold Intrastats under this company s data folder. 1 To produce the CSV (comma separated file) of the dispatches then select Create dispatches CSV file. That file will be produced and displayed. The csv file will also be saved in a fold Intrastats under this company s data folder. 1 In general you will want to retain the lines of data you have produced in the bottom table on the screen. Then when you next receive or dispatch a similar consignment of goods you can just select the line in the bottom grid which is similar to the newly arrived/dispatched goods and you can edit that line and then put a tick in the field Include in CSV file. And remember to take out the tick in any lines which you do NOT want to include in the next CSV files to be produced. Then select to produce the CSV file(s). 14. If you wish to delete the lines of data you have produced in the bottom table on the screen then select Delete all at the bottom of the screen. 15. Finally select Exit. Page 290 CHAPTER 12 : LINKING TO OTHER SYSTEMS

301 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS OVERVIEW OF SYSTEM SUPERVISOR FUNCTIONS This section describes the WinAccs facilities that are typically carried out by the System Supervisor. These facilities often require a high degree of authority to be performed. For example, adding new users to the system and assigning access rights to users are functions that are usually subject to managerial decisions. There is initially only one System Supervisor (BOSS) for a WinAccs system, and this person can perform the supervisor functions only by logging on with the supervisor password. But the System Supervisor may use Add/Delete user, to assign to any user the status of BOSS level user. Then this user can perform any function that the System Supervisor may perform. As well as a System Supervisor, there is the facility to create a Super User password, which is a password that any user can employ to access any part of the accounts system. The Super User password, like all other user passwords, must be created by the System Supervisor. Logging on as the System Supervisor is performed as follows :1. Choose Login / Out from the File menu. Log in as BOSS. Type in the Supervisor password. The initial password for BOSS is PASS. For a User with BOSS level status he can log in with the user s usual username and password and he can then access the System Supervisor functions. IMPORTANT We recommend very strongly that you change this password as soon as possible. If you retain it, you will see a warning message advising you to change it every time you log on as BOSS / PASS. A large number of people retain the factory settings for their password systems, and by doing this they compromise the security of their installations. It may be tempting, when selecting a new password, to use some familiar name such as your own or that of your child. This is inadvisable. A good password should be as random as possible. The more your password reflects your personality, the more likely it is that people who know you will be able to guess it. When you have logged in as the System Supervisor, you will see a new option on the tool bar - System Admin - at the top of the screen. This option is only available when you have logged in as the System Supervisor. This menu contains the features: Registration, see REGISTRATION on page 292, Add / Delete User, see ADD / DELETE USER on page 292 Assign User Rights, see ASSIGN USER RIGHTS on page 292 Disable Login, see DISABLE LOGIN on page 293, Security Options, see SECURITY OPTIONS on page 293, Edit Central.ctl, see EDIT CENTRAL.CTL on page 294 Lock / Unlock Company, see LOCK / UNLOCK COMPANY on page 294 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS Page 291

302 Company Autobackup Control, see COMPANY AUTOBACKUP CONTROL on page 295 Mark Archive Companies, see MARK ARCHIVE COMPANIES on page 296 Database Utilities, see DATABASE UTILITIES on page 297 Show Users, see SHOW USERS on page 298. Task Monitor, see TASK MONITOR on page 298. IMPORTANT It is essential that the System Supervisor takes regular backups of the system so that all the data on the system is secure in event of any disasters befalling the system - such as machine failure, vandalism, fire etc. This is discussed in BACK UP on page 300. REGISTRATION Before you can use WinAccs, WinPay, WinStock or any other WinAccs module, the System Supervisor must register with Compact. When he chooses Registration from the System Admin menu, the System Registration window appears. He will use this to register the copy of WinAccs or other modules in the WinAccs system with the Registration and Support Hotline at Compact. For details, see Registration in CHAPTER 3 : GETTING STARTED. ADD / DELETE USER In order to use the modules of the WinAccs system (WinAccs, WinPay, WinStock...), the System Supervisor must create at least one user other than the System Supervisor. To do this he uses Add/ Delete User on the System Admin menu. The System Supervisor should create a separate user identity for every user who is to be allowed on to the system, see THE FIRST LOGGING ON in CHAPTER 3 : GETTING STARTED. For information on how the System Supervisor can delete or edit a user, see Adding a User in CHAPTER 3 : GETTING STARTED. The System Supervisor also needs to create a SuperUser password - see SuperUser Password in CHAPTER 3 : GETTING STARTED. When the System Supervisor has created one or more users, he will need to Assign User Rights to them, see ASSIGN USER RIGHTS on page 29 ASSIGN USER RIGHTS When the System Supervisor chooses Assign User Rights from the System Admin menu, he is prompted to choose a WinAccs or WinPay company for which he is to assign access rights - see THE FIRST LOGGING ON in CHAPTER 3 : GETTING STARTED. A given user can have different access rights in different companies. The System Supervisor can change from one company to another by choosing the Company... button at the top of the screen. When the System Supervisor has selected the company he requires, the User Rights screen appears. In the scrolling list box at the top, he must click on the name of the user whose rights he wants to edit. The System Supervisor can then select any of the functions in the Access Rights list and, by checking or unchecking the Allow check box, allow or deny the user access rights to that function. For more detail see THE FIRST LOGGING ON in CHAPTER 3 : GETTING STARTED. Page 292 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS

303 The Nominal Ledger Priority box gives this user access to nominal ledger accounts of a priority number lower or equal to that which is assigned to the user. The System Supervisor mustenter a number between 1 and 10. The priority level for each nominal account is entered when you add an account - see ADDING OR AMENDING A NOMINAL LEDGER ACCOUNT in CHAPTER 4 : MAINTAINING THE ACCOUNTS. If a Nominal account has been given a priority level of 3, then a user with priority level 3 or more may access this account, whereas a user with priority level 1 or 2 may not. For details on how to allow users to authorise invoices see Authorising purchase and subcontractor invoices in CHAPTER 6 : ENTERING INVOICES. For further advice contact Compact Support. DISABLE LOGIN When the System Supervisor (having logged in as BOSS) selects Disable Login from the System Admin menu, he prevents anyone other than the supervisor BOSS (and BOSS level users) having access to the system. He would use this to prevent users logging in while he amends the users' access rights and while he does backups. Now when he views the System Admin menu a tick will be displayed to the left of the option Disable Login. To enable other users to login and use the system, the supervisor must select the option Disable Login again (this will remove the tick from being displayed on the menu and allow users to begin again). SECURITY OPTIONS To set security options within WinAccs the System Supervisor (having logged in as BOSS) will select Security Options from the SystemAdmin menu. The following screen will be displayed :- In the left hand column, select the system for which you wish to set security options - WinAccs, WinStock or WinPay and then select the security option you wish to set. CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS Page 293

304 In the box Description on the right of the screen will be the description of the chosen security setting. Some security settings will apply just to one or more companies and you would select the companies to which you wish this setting to apply under the heading Applies to. Similarly to limit the Users to whom this security settings applies select one or more users form the list of users on the right of the screen; or to limit the Computers to which this setting applies enter the computer to which this will apply. In the section headed Available settings will be a list of the settings for the chosen security setting. Select which you wish to apply. Clik on Apply. Finally select Exit. EDIT CENTRAL.CTL When the System Supervisor (having logged in as BOSS) chooses Edit Central.ctl from the System Admin menu WinAccs will display the central.ctl file which can be used to select the set of reports to be spooled automatically.spooled reports can be viewed by going to Reports, Report Tools, V-Rex Spooler.see V-REX SPOOLER in CHAPTER 10 : REPORTS. Entries can be as follows :Central=1 'This report is stored centrally (also assumes Spool=1) Central=0 'This is a normal user report (default) Spool=1 'Automatically spool this report Spool=0 'Do not automatically spool this report (default) Landscape=1 'Always produce this report in landscape orientation Landscape=0 'Always produce this report in portrait orientation Landscape=-1 'Automatically adjust report to either portrait or landscape orientation (default) Use the generic target report name for the section name i.e. [salinv.vrx], not [salinv8h.vrx]. He should make the necessary changes. Then select File, Save followed by File, Exit. LOCK / UNLOCK COMPANY When a user wishes to undertake a task on a company without anyone else going back into that company it would be advisable for the company to be locked. So the System Supervisor (or a BOSS level user) has the facility to lock a company and after he (or the user with BOSS level privileges) has carried out the task which required the company to be locked he must then unlock the company to make it useable by others. There is a facility in Security options where BOSS can allow a user to be able to lock / unlock companies under Security options, Menu options, User can lock / unlock company data. That user will then see the selection Lock / Unlock Company on the Settings menu. To lock / unlock a company the System Supervisor must obey the following procedure :1. Log into WinAccs, WinPay or WinStock using BOSS (or any login for a user who is defined in Assign User Rights as a BOSS level user) and select System Admin on the top tool bar and then Lock / Unlock Company. Alternatively if this user has been given permission to lock/ unlock companies then the user would select this option from the Settings menu. The following screen headed Lock / Unlock Company will then be displayed :- Page 294 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS

305 In the section Companies, select the company or companies required to be locked. Alternatively click on the button Select all WinAccs companies to select all the WinAccs companies, or on the button Select all WinPay companies to select all the WinPay companies. To negate the previous selection click on the button Deselect all companies to deselect all the companies. 4. In the section headed Current Status will be displayed the current status of the company selected in the section Company and which is highlighted, together with the reason entered for locking that company, for example :- 5. In the section Lock or unlock a company, once the company or companies to be locked have been selected then enter the reason for locking the company or companies. Then click on the button Lock. The company (or companies) will now be locked and be unavailable for any users (other than those with BOSS level) to access. 6. When the user has finished doing whatever task was required to have a locked company, then login again and select Lock / Unlock company and this time select the company in the column headed Companies. The status for that company will be displayed under Current Status. Now select the button Unlock. The company will be unlocked and will be available once again for all users to use. 7. Finally select Exit. COMPANY AUTOBACKUP CONTROL When the System Supervisor chooses Company Autobackup Control from the System Admin menu. a screen showing all the companies on the WinAccs system will be displayed e.g :- CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS Page 295

306 The System Supervisor can use this function to disable the regular autobackup for a company or companies. This should only be done for company data which is considered to be archive data. Compact Software Ltd strongly recommends that you do not disable the regular, daily autobackup on company date that you use on a day-to-day basis. To disable the autobackup for a company remove the tick next to the company number and name. Then click Save. Finally click on Exit. MARK ARCHIVE COMPANIES You may have various companies on the system that you no longer need to access or view day by day and which you would like to archive. The companies which are marked as archived will no longer be displayed initially in the list of companies when you ask to Open company (but you may on that screen select Show archived companies to see all the companies whether archived or not).. To mark a company as an archive, obey the following :1. Log into WinAccs, WinPay or WinStock using BOSS (or any login for a user who is defined in Assign User Rights as a BOSS level user) and select System Admin on the top tool bar and then Mark Archive Companies. A screen similar to the following will be displayed showing all the companies that you have on the system :- Page 296 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS

307 You may select one or more companies in this list which you wish to mark as archived and then select Save. 4. If you wish to mark many companies as archived it may be quicker to select the button Mark all to mark them all as archived and then to deselect the companies you do not wish to be marked as archived. 5. If you wish to clear the selection of companies that you had previously marked as archived select the button Clear all. 6. Finally select Exit. DATABASE UTILITIES For the System Supervisor to access various database functions that do not warrant a program in their own right :1. Log into WinAccs, WinPay or WinStock using BOSS (or any login for a user who is defined in Assign User Rights as a BOSS level user) and select System Admin on the top tool bar and then Database Utilities. The following screen headed Database Utilities will then be displayed :- CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS Page 297

308 Select which utility is required. 4. For the Remove orphaned XAccess records a screen will be displayed showing any orphaned XAccess records that the system has found (if any). Click on Delete and these records will be deleted. Then click on Exit. 5. For the Delete invalid Regular autoback files a screen will be displayed. Click on Delete and the invalid files found in the Autobackup Regular folder will be deleted and you will be told what has been deleted. 6. To log locks system wide select the third option and the text will toggle the Current status to either Yes or No. When this is set to Yes then a log of all the file locks will be kept in the file CompactLogLocks.tsv in the data route folder. 7. Click on Exit. SHOW USERS The System Supervisor (having logged in as BOSS) may choose Show Users from the System Admin menu and that will display a scrolling list box containing details of all users currently logged on. Their user initials, name, logon time and the module in which they are working are visible. The System Supervisor can disconnect any of these users. This list box does not refresh the data contained within it until the Refresh button is chosen. Any user may also select Settings and then Show users but only BOSS may disconnect a user. TASK MONITOR The facility exists for the System Supervisor (or a BOSS level user) to set that a user s tasks should be monitored and then to view the tasks using Task Monitor. To set that a user s tasks should be monitored see Adding a User in CHAPTER 3 : GETTING STARTED. In addition the System Supervisor (or a BOSS level user) may view the active tasks by any user on any company (even when that user had not been defined as having Task Monitor set). To monitor the tasks of users on the system the System Supervisor must obey the following :- Page 298 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS

309 1. Log into WinAccs, WinPay or WinStock using BOSS (or the login for any user who is defined in Add / Delete User as a BOSS level user) and select System Admin on the top tool bar and then Task Monitor. The following screen headed Task Monitor will be displayed :- You may in the section View active tasks by select to view the active tasks (i.e. those being carried out now) just specifying today. Then click on the button View and you will see a list of the tasks being performed by ALL users (whether they have been set to have their tasks monitored or not) on your system. 4. Or in the section View active tasks by you may specify that you wish to view the active tasks by date and then enter into the date filter the Date from and Date to. Next click on View to see the results. 5. But you may wish to view archive tasks. These you may view in the order of User IDs, or by order of date, or by order of specific company in user ID order, or by specific company in date order. In the section Filter specify the Start user ID, the End user ID, the Date from and the Date to. If you have chosen above to view data for a specific company you will need to select that company in the section headed Companies. Click on the View button. A screen similar to the following will be displayed :- CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS Page 299

310 6. It will be advisable from time to time to purge the task monitor records. To do this enter the date upto which you wish to purge the records in the section Purge task monitor records and click on the button Purge. You will be told that the records have been purged. 7. Finally select Exit. BACK UP On the tool bar at the top of the screen all users will have access to the choice Options. This is described in LOGGING ON AND OFF in CHAPTER 3 : GETTING STARTED. When the option Backup on exit is checked (see OPTIONS (ON THE TOOL BAR) in CHAPTER 3 : GETTING STARTED), then every time you logout the system asks whether you wish to do a back up now. To avoid getting this message every time you log off, ensure that the choice Backup on exit is unchecked. BACKING UP THE DATABASE A regular and systematic procedure for backing up your company s data is essential to protect your files against loss or damage. Backing up should normally be performed on at least a daily basis. Your company will have procedures for the storage of backup copies of your data, and for the creation of archives. There are a number of reasons for producing backups. A fault may develop in your computer system, necessitating the use of another machine while the old one is being repaired. Damage may occur to the data held on your hard disk e.g. it may accidentally be overwritten. You may also have made some severe errors in your accounting, and it may be necessary to go back to a previous version. It is essential that the System Supervisor does regular backups of the whole system. He should be able to get the system back to the state it was in at all of the following times : at the end of any day in the previous week, at the end of any week in the previous month, Page 300 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS

311 at the end of any month in the previous year. To do this he must create a security cycle of backups, thus keeping all the backups for the previous week, the backups for all the Fridays in the previous month and the month end backups for a year. These backups must be kept in a secure place, in a fireproof container and in a separate building from the computer. The facility also exists in Security options, under Bespoke options, Exclude subfolders from backups for BOSS to specify that for a specified company any backups taken will not include subfolders such as Spool. TSV, XML. This can speed up the backup but you risk having an incomplete backup if a restore is ever needed. If further advice is needed on security, please contact Compact Software Support. To create a backup of the system data, obey the following procedure :1. From the WinAccs menu, (or from the WinPay menu if you are in WinPay or from the WinStock menu if you are in WinStock) select the option Utilities. Next select Security followed by Backup or restore. The screen headed Backup & Restore is displayed. On this screen, click in the circle to the left of the option Back up your Data. This option will back up your WinAccs (and WinStock) or WinPay data for safekeeping. 4. Choose Next. 5. On the next screen, headed Back up, select the drive (fixed or removable) where the backup is to go and which system and company to back up. If you are using a memory stick (i.e. on which you can have separate directories) you should be careful to enter the name of a directory on that stick which can be overwritten or to specify a new directory. If the directory does not exist it will be created. Leave Include System files and user defined reports checked. 6. If you wish the backup to be encrypted then select the box Encrypt the backup. Then the field Encryption key becomes available. Type in here a key (minimum 7 characters, maximum 65 characters). It is essential that you remember this key as only this key will allow you to restore the backup. Even Compact Support cannot help you if you forget the key. 7. Choose the button Proceed with Back up to initiate the backup to disk. Alternatively choose Cancel to not do the backup. 8. You are warned if the destination chosen is a FIXED drive. Select Yes to proceed (else select No). 9. You are warned that all files (including READ only) AND folders from the drive/path will be removed. To continue choose Yes to proceed (else choose No). You will see recorded in the bottom of the screen, which data the system is backing up. 10. When the back up is complete, you are told so and asked if you wish to test the backup. This is recommended, in case something is unreadable on the backup. Choose Yes. You will be taken to the WinSafe : Test screen - see point 4 of TESTING A BACKUP on page 301. TESTING A BACKUP Whenever you do a backup, it is advisable to check that the backing-up procedure went correctly and that the data is correctly compressed and readable. It will not overwrite any data on your hard disk. To do the testing, obey the following procedure :1. From the WinAccs menu, (or from the WinPay menu if you are in WinPay or from the WinStock menu if you are in WinStock) select the option Utilities. Next select Security followed by Backup or restore. The screen headed Backup & Restore is displayed. On this screen, click in the circle to the left of the option Test a Backup. Enter the drive on which the backup is and choose Next. 4. The Test screen is displayed. This shows what category of data is on the selected drive, i.e. whether the backup is on WinAccs, WinPay, for which company and when the backup was taken. CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS Page 301

312 Choose the button Proceed with Test to initiate the validity of the backup. (Alternatively choose Cancel to not initiate the test). 5. If the backup had been to a set of backup diskettes then it will first ask you to load the last disk in the set of backup disks. Do so, and press any key when ready. The list of data being testing is shown on the screen. 6. Next you should be informed that your backup has been tested and no errors are reported. If you receive a message to say the backup was not readable, try doing the backup again and re-testing the backup obtained. If further problems occur, contact Compact Support. Please note that this test does not compare the backup with the data on your hard disk. It checks that the backup is readable. 7. You are returned to the WinAccs menu. RESTORING A BACKUP From time to time, emergencies may occur on your system, such as a power failure or data corruption. It will be necessary to restore your WinAccs system to the situation at a known point of time. For this you will take the last backup taken before the emergency and you can restore the system from this backup. Restoring from a backup created using WinAccs In WinAccs there exists the facility to create a backup of any company - see BACKING UP THE DATABASE on page 300. If you have created the backup using any other method see Restoring from a backup created NOT using WinAccs on page 303 for information about restoring the backup. Restoring a backup will restore data from a backup made with WinSafe Backup. All data in the path to which you are restoring the backup will be overwritten. Run the Test option to test the backup before trying to restore. To do this, obey the following procedure :1. From the WinAccs menu, (or from the WinPay menu if you are in WinPay or from the WinStock menu if you are in WinStock) select the option Utilities. Next select Security followed by Backup or restore. The screen headed Backup & Restore is displayed. On this screen, click in the circle to the left of the option Restore from a Backup. Enter the drive on which the backup is (or the location of the folder on the fixed drive to which the backup was taken) and choose Next. 4. The Restore window will be displayed, showing the company for whom the backup was taken, when the backup was taken, and on what drive the backup is. Also showing is the directory where the backup will be put i.e. overwriting the files already in this directory. If you need to change the destination path, choose the button Change the Destination Path and enter the name of a different path. Then choose OK. Finally choose the button Proceed with Restore to initiate restoring the backup. (Alternatively choose Cancel to not initiate restoring the backup). 5. You are warned that WinSafe will remove ALL files (including READ-ONLY) and folders from the fixed drive or path. Choose YES to continue (else choose NO). 6. If you chose to encrypt the backup then you will see the following screen :- Please ignore the contents of this screen and just click on OK. Page 302 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS

313 Then you will see :- Enter the decryption key i.e. the same as the encryption key that you chose when backing up the data and select OK. 7. If the back up was taken to a set of diskettes then it will first ask you to load the last disk in the set of backup disks. Do so, and press any key when ready. 8. The list of data being restored is shown on the screen. 9. Next you should be informed that your data has been restored and no errors are reported. If you receive a message to say an error has occurred, try doing the restore again. If further problems occur, contact Compact Support. 10. If system files and user defined reports were backed up you will be given various choices for their restoring. Contact Compact Support for assistance. 11. You are returned to the WinAccs menu. Restoring from a backup created NOT using WinAccs The usual method of creating a backup of your WinAccs system would be to use the facility Security on the Utilities menu - see BACKING UP THE DATABASE on page 300. If, however, you have secured a backup by any other means (e.g. a tape backup etc.) then a WinAccs or WinPay company folder must be treated as a single entity. This means that if any files are being restored then ALL files (including System, Hidden and Read-only files) in that folder must be restored. Further, it is essential that if a restore is being done, then the target folder must be emptied of ALL (see above) files before the restore takes place. If a complete tape restore is being undertaken the safest thing is to delete the root folder for all Compact data (i.e. the level above the A and P folders, usually called Compact on newer installations or FCG or Pstripe on older ones) before starting the restore. AUTO BACKUPS For security the WinAccs system takes internal backups of the system automatically at various stages. You must not rely on these backups as the sole way of backing up your data since these auto backups are also stored on your computer and if the computer gets stolen then you have no way of restoring your data. You must still carry out regular backups of your company yourself and keep the backups in a safe place - see BACK UP on page 300. In WinAccs and WinStock when the menu opens a company and detects that the date and last audit trail have changed since the last Auto backup it will take another Auto backup. WinAccs keeps all the Auto backups made in the last week and the earliest in each of of the previous 4 weeks. In WinAccs just before any data is to be overwritten by a Restore then an Auto backup is also taken. PERFORMING AN AUTOBACKUP You may wish to create an extra autobackup at any time. To do this obey the following :1. From the WinAccs menu, select Utilities, then Security. CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS Page 303

314 Next select Perform an Auto Backup. The auto backup will be created. Its name will be of the format zip (i.e. this autobackup was done on 6th March 2011 at 11.44) and its type is User Selected. RESTORING AN AUTO BACKUP If you wish to restore your company data from an auto backup taken by the WinAccs system previously obey the following :1. From the WinAccs menu (or from the WinPay menu if you are in WinPay or from the WinStock menu if you are in WinStock), select Utilities, then Security, then select Restore an Auto Backup. A screen similar to the following screen will be displayed :- This lists all the autobackups that exist for this company. Select the backup from which you wish to restore the company data and select OK. Then you will see a screen similar to the following This displays the name of the autobackup file you have chosen, the company for which the autobackup exists and the folder to which the autobackup will be restored. It also shows the company name of the data currectly within that folder. If you do not wish to overwrite the company currectly in that folder then select the button Change Destination. The folder being displayed will be the one from which the autobackup was originally Page 304 CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS

315 taken. You may delete that company number and type in another company number to select a different target folder. Alternatively you may select the button Browse to select a folder Or you may then select the button Make New Folder to create a new folder. You will see that in the tree of folders there is new one named New Folder. Right click on that and then select Rename. Type in a number for that folder one you have not already used and one in the format Then click on Enter. Now select that new ly created folder and select OK. 4. Then select the button Proceed with Restore. You are warned that any data in the chosen folder will be overwritten with the data from the autobackup. Select Yes. 5. The data in the autobackup will be restored to the chosen folder and you are informed that this has happened successfully. CHAPTER 13 : SYSTEM SUPERVISOR FUNCTIONS Page 305

316

317 CHAPTER 14 : SUBCONTRACTORS OVERVIEW OF SUBCONTRACTORS Strict rules are set by HMRC for anyone who works in the construction industry. These rules changed from 6th April 2007 and you must consult the HMRC booklet "Construction Industry Scheme" - CIS 340 for full details. The Scheme sets out the rules for how payments to subcontractors for construction work must be handled by contractors in the construction industry and certain other businesses. Under the Scheme, all payments made from contractors to subcontractors must take account of the subcontractor s tax status as determined by HM Revenue & Customs. This may require the contractor to make a deduction, which they then pay to HMRC, from that part of the payment that does not represent the cost of materials incurred by the subcontractor. The Scheme covers all construction work carried out in the United Kingdom (UK), including jobs such as site preparation alterations dismantling construction repairs decorating demolition. The UK includes United Kingdom territorial waters up to the 12-mile limit. The Scheme covers all types of businesses and other concerns that work in the construction industry, including companies partnerships self-employed individuals. These businesses can be contractors subcontractors contractors and subcontractors. Under the Scheme, the terms 'contractor' and 'subcontractor' have special meanings that are much wider than they normally have. Contractor A contractor is a business or other concern that pays subcontractors for construction work. Subcontractor CHAPTER 14 : SUBCONTRACTORS Page 307

318 A subcontractor is a business that carries out construction work for a contractor. Businesses that are contractors and subcontractors Many businesses pay other businesses for construction work, but are themselves paid by other businesses too. When they are working as a contractor, they must follow the rules for contractors and when they are working as a subcontractor, they must follow the rules for subcontractors. Payment A payment is anything paid out by the contractor to the subcontractor under a contract for construction operations. This applies whether or not the payment is made directly to the subcontractor. Payments include cash, cheque and credit. An advance, a sub or a loan is a credit and must be treated as a payment. Deduction A deduction is the amount that a contractor has to withhold on account of tax and Class 4 NICs from a payment made to a subcontractor. There are two rates of deduction Standard rate - which must be applied to payments made to those subcontractors that are registered with us to be paid under deductions Higher rate - which must be applied to payments made to subcontractors where we are unable to identify the subcontractor. The deduction does apply to any part of payment that is for subsistence or travelling expenses. The deduction does NOT apply to any part of a payment that is for the cost of the following Materials Value Added Tax (VAT) An amount equal to the Construction Industry Training Board (CITB) levy. Contract A contract means any legally binding agreement or arrangement under which one individual or business does work or provides services for another individual or business. A contract includes an agreement made by word of mouth as well as a written document. REGISTERING FOR CIS All contractors must register with HMRC for the Construction Industry Scheme. Subcontractors who do not wish to have deductions made from their payments at the higher rate of deduction should also register with HMRC. HMRC will provide registration details that contractors and subcontractors will need to use when they deal with payments. For further information on when and how to register, see the HMRC booklet CIS340. Registration by Contractors When a contractor is about to take on his first subcontractor, regardless of whether that subcontractor is likely to be paid gross or under deduction the contractor must register by contacting HMRC. (Contact HMRC. Phone: New Employer Helpline on ) HMRC will set up a Contractor Scheme (and a PAYE Scheme if you have asked HMRC to) and send the contractor all the necessary information. Registration by Subcontractors When a subcontractor, his firm, or his company is about to start work within the construction industry he must register by contacting HMRC. If only registering for payment under deduction, please visit HMRC will write and confirm his registration and tell him what information he will need to give to his contractors before they pay him. If he is not already known to HMRC, they may also ask him to satisfy an identity check. Page 308 CHAPTER 14 : SUBCONTRACTORS

319 VERIFYING SUBCONTRACTORS Before a contractor can make a payment to a subcontractor for construction work, they may need to verify with HMRC that the subcontractor is registered. HMRC will check whether the subcontractor is registered with them and then tell the contractor the rate of deduction they must apply to the payment, or whether the payment can be made without any deductions. For more information on the verification process in WinAccs, see CIS VERIFICATION on page 31 For more information about the verification process see see the HMRC booklet CIS340. MAKING DEDUCTIONS FROM PAYMENTS Under the Scheme, all payments made from a contractor to a subcontractor, must take account of the subcontractor's tax status. This may require the contractor to make a deduction, which they then pay to HMRC from that part of the payment that does not represent the cost of materials incurred by the subcontractor. If no deduction is required, the contractor can make the payment to the subcontractor in full. If a deduction is required, the contractor must calculate the deduction make the deduction record details of the payment, materials and deduction make the net payment to the subcontractor complete and give the appropriate statement of deduction to the subcontractor. For more information on making a payment in WinAccs, see MANUAL CASH in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION. For more information about producing a statement to the subcontractor in WinAccs see TAX STATEMENTS AND REPORTS on page 327. For HMRC information see see the HMRC booklet CIS340. SET-OFFS A Set-Off is a deduction that is made BEFORE Tax and VAT calculations whereas Contras are deductions made AFTER Tax and VAT calculations. Companies should set off CIS deductions that have been made from their income as subcontractors against the payment of PAYE/NICs and CIS deductions that they are due to pay over to HMRC for that same period. Any CIS deductions made in any month or quarter that cannot be fully set-off against payments due for that period are carried forward and used against later pay periods within the same tax year. In this situation the company must submit a nil payslip to the accounts office so that HMRC know there is nothing to be paid over. When the CIS deductions available for set-off in a pay period do not cover the whole of the company's payment for that period, the company must pay over the balance by the normal payment date (19th of the month). The company must keep a record of the amounts set off. You may use form CIS132 that has been produced for this purpose and that HMRC sent out to every company on their CIS database. When HMRC have received the company's P35 and CIS36 end of year returns, any CIS deductions that have not been set off during the tax year may be repaid - or HMRC may set them against any outstanding liabilities, depending on the amount involved. Some small changes have been made to the form P35 to cater for this. It is no longer possible for a company to set deductions against its future Corporation Tax bill. When the company has sent HMRC its form P35 and form CIS36, where one is due, any balance of deductions that have not been set off against the PAYE/NICs CIS liability will be repaid unless there are other known due and payable liabilities. CHAPTER 14 : SUBCONTRACTORS Page 309

320 RETURNS Each month, contractors must send HMRC a complete return of all the payments they have made within the Scheme or report that they have made no payments. The return, called CIS300, will include details of the subcontractors details of the payments made, and any deductions withheld a declaration that the employment status of all subcontractors has been considered a declaration that all subcontractors that need to be verified have been verified. For more information on completing a return, see TAX STATEMENTS AND REPORTS on page 327 and see the HMRC booklet CIS340. PAYMENTS TO HMRC Each month, or quarter in some cases, contractors must send HMRC a payment for the deductions they have made from subcontractors. For more information on payments to HMRC, see see the HMRC booklet CIS340. EMPLOYEES AND SELF-EMPLOYMENT For a contract to be within the Scheme, it must not be a contract of employment. This means that the Scheme applies to workers who are self-employed under the terms of the contract, and who are not employees subject to Pay As You Earn (PAYE). Employment status depends on general law and it is for the contractor to decide on the individual s employment status when the subcontractor is first engaged. The fact that the subcontractor has worked in a self-employed capacity before is irrelevant in deciding on their employment status. It is the terms of the particular engagement that matter. GROSS PAYMENT BY SUBCONTRACTORS Subcontractors can apply to be paid gross with no deductions taken from their payments. To do this, subcontractors will need to show HMRC that they meet certain qualifying conditions. HOW SUBCONTRACTORS PAY TAX Subcontractors have to make a return of their profits each year, and their tax liability is based on that return. A subcontractor may already have paid tax by payments on account or as shown on the payment and deduction statements given to them by their contractors. If the amount already paid or deducted is greater than the amount due, we will repay the excess. If there is a shortfall, then the subcontractor must make a balancing payment. Subcontractors that are limited companies can set off deductions they bear on their receipts against the following sums payable to HMRC. Pay As You Earn (PAYE) tax due from the company s employees. Employers and employees National Insurance contributions (NICs) due. Student Loan repayments due from the company's employees. Construction Industry Scheme (CIS) deductions made from the company's subcontractors. The company will need to reduce the amount of PAYE, NICs, Student Loan repayments and any CIS deductions that the company pays by the amount of CIS deductions made from the company s income. If, for any month or quarter, the company's own CIS deductions are greater than the PAYE, NICs, Student Loan repayments and CIS liabilities payable, the company should set off the excess against future payments in the same tax year. Page 310 CHAPTER 14 : SUBCONTRACTORS

321 At the end of the tax year, once HMRC have received the company's P35 annual return, any excess CIS deductions that cannot be set off may be refunded or set against Corporation Tax due. No repayments or set off against other liabilities can be made in-year. Companies must keep a record of the amounts set off so they can complete their annual employer returns. Companies may keep their own records for this purpose or they may use form CIS132, Record of amounts set-off that we will send to them each year. THE SUBCONTRACTOR LEDGER The Subcontractor ledger is an optional WinAccs facility which provides the ability for maintaining accounts for subcontractors. A Subcontractor account is required for each subcontractor with which the company does business. Information about each subcontractor must initially be entered into the WinAccs system. This information includes details such as the sort of subcontractor he is (e.g. Sole-Trader, Partner, Trust or Company), and details of his Trading name or Name, Unique Taxpayer Reference (UTR), National Insurance Number (NINO).. You must define the calculation rules for the subcontractor accounts and the sales accounts - that is to define for one financial amount (e.g. discount) on what other financial amounts this depends. For example Retention might depend on Gross, Dayworks and Extras. Also you may choose to define details about the VAT and Tax. You must define the nominal accounts to be used for Gross, Dayworks, Extras, Retention, Discount, CITB Levy, Contras and Tax for the subcontractor accounts and for the sales accounts. WinAccs provides the facilities to print reports on these subcontractor accounts (such as the Monthly Subcontractor Payment Statements and the HMRC CIS 300 Returns). All of the purchase invoices, which are received from suppliers, are posted to the appropriate subcontractor ledger accounts. These invoices are then paid according to the payment terms, or whenever you wish to do so. The payments can be prepared manually, or generated automatically. For information on See Registering with HMRC for CIS REGISTERING FOR CIS on page 308. Registering to use the subcontractor module in WinAccs Registration in CHAPTER 3 : GETTING STARTED. Maintaining the subcontractor ledger accounts SUBCONTRACTOR LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS. Maintain the CIS tax tables CIS TAX TABLES on page 318. Verifying Subcontractors VERIFICATION PROCESS on page 31 Defining Calculation Rules CALCULATION RULES on page 319. Defining Nominal Accounts DEFAULT NOMINAL CODES on page 319. Entering invoices or credit notes OVERVIEW OF ENTERING INVOICES in CHAPTER 6 : ENTERING INVOICES. Making batch payments CHAPTER 14 : SUBCONTRACTORS Page 311

322 OVERVIEW OF MAKING BATCH PAYMENTS in CHAPTER 7 : MAKING BATCH PAYMENTS. Making manual cash payments OVERVIEW OF MANUAL CASH in CHAPTER 8 : MANUAL CASH & BANK RECONCILIATION. Enquiry and display OVERVIEW OF ENQUIRY/DISPLAY in CHAPTER 9 : ENQUIRY/DISPLAY. Reports AGED BALANCES REPORT in CHAPTER 10 : REPORTS. ACCOUNT BALANCES REPORT in CHAPTER 10 : REPORTS ACCOUNT DETAILS REPORT in CHAPTER 10 : REPORTS System Reports available REPORTS INDEX in CHAPTER 10 : REPORTS. CIS Statements, Returns and Reports TAX STATEMENTS AND REPORTS on page 327 CIS VERIFICATION Verification is the process HMRC use to make sure that subcontractors have the correct rate of deduction applied under the scheme. There are three main steps to the process The contractor contacts HMRC with details of the subcontractor HMRC check that the subcontractor is registered with them HMRC tell the contractor what rate of deduction to apply, if any. The information that HMRC needs to verify a subcontractor is For the contractor : Contractor's name Contractor's Unique Taxpayer Reference Contractor's Accounts Office reference Contractor's employer's reference all of which are in Company Details and for the subcontractor :Type of subcontractor Information HMRC needs Sole-trader Name Unique Taxpayer Reference (UTR) National Insurance number (NINO) - if known Partner in a firm Firm's name Partner's name Firm's Unique Taxpayer Reference (UTR) If the partner is an individual Page 312 CHAPTER 14 : SUBCONTRACTORS

323 Partner's Unique Taxpayer Reference (UTR) or Partner's National Insurance number If the partner is a company Company's Unique Taxpayer Reference (UTR) or Company registration number (CRN) Company Name of company Company's Unique Taxpayer Reference (UTR) Company registration number (CRN) All this information will come from Subcontractor Maintenance. WHEN A CONTRACTOR NEEDS TO VERIFY A SUBCONTRACTOR Before a contractor can make a payment for construction work to a subcontractor they must decide whether they need to verify the subcontractor. See the HMRC booklet CIS340 for more details. The general rule is that a contractor does not have to verify a subcontractor if they last included that subcontractor on a return in the current or two previous tax years. If either of the two previous tax years was before 6 April 2007, contractors should follow the advice in the next paragraph :If you are paying a subcontractor in the first tax year of the new Scheme, between 6 April2007 and 5 April 2008, you do not have to verify them if You have already included them on any monthly return in that tax year or You have paid them since 6 April 2005 and when you last paid them you had seen one of the following :- Registration Card CIS4(P), Temporary Registration Card CIS4(T) - with an expiry date of 04/2007 or later, or Tax Certificate CIS6 or CIS5 - with an expiry date of 04/2007 or later. Otherwise you must verify the subcontractor. If a contractor does not have to verify a subcontractor they must pay the subcontractor on the same basis as the last payment made to them. VERIFICATION PROCESS Once you have entered the details of the subcontractor on the WinAccs system using SUBCONTRACTOR LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS and you wish to employ this subcontractor, then to obtain verification of this subcontractor obey the following :1. From the WinAccs menu, select Maintenance, and then CIS Verification. Next the following screen will be displayed :- CHAPTER 14 : SUBCONTRACTORS Page 313

324 You must enter your Sender ID and Password unless you have previously asked WinAccs to save these details, in which case the information will already be in these fields, see SAVING SENDER ID AND PASSWORD on page 33 Select Connect for WinAccs to check whether there are any unfinished transmissions on the Government Gateway (i.e. the connection to HMRC). For further details see HMRC SUBMISSIONS on page 331. When that previous submission is completed or ignored for now the following screen will be visible :- This lists all the subcontractors on your system (i.e. those that are not of type Exempt) which have not yet been verified. It shows their CODE and Name and under the column Last Paid the date of your last payment to this subcontractor. If you wish to view or edit any subcontractor on the list then right click the mouse on his name. The employee details for that subcontractor will be displayed. You may edit the details. Then click on Exit to return to the CIS Verification screen. The column Type can contain two values : M means that the subcontractor is Matched i.e. he is a bona fide CIS subcontractor matched to the HMRC list of subcontractors V means the subcontractor is verified or does not need verifying. N.B. You can only pay a subcontractor who is verified or does not need verifying. Tick the Verify box next to a subcontractor if you are sure of the subcontractor details. The HMRC list of subcontractors will be checked and, if found, the subcontractor will be updated as 'matched' and his tax rate will also be set (net or gross) from the HMRC records. If he is not found on the HMRC list of subcontractors then the subcontractor record will still be updated, but marked as unmatched and his tax rate will be set to the higher rate. The details of the unmatched subcontractor will be recorded by HMRC so that if they identify him later they can let you know the new tax rate to be used. Tick the Match box next to the subcontractor to see if a subcontractor is on the HMRC list of subcontractors. If he is then the subcontractor record will be updated as 'matched' and his tax rate (net or gross) will also be set from the HMRC records. Page 314 CHAPTER 14 : SUBCONTRACTORS

325 If he is not found on the HMRC list of subcontractors then you will be told (in the displayed Verification Results list) and no change will be made to the subcontractor record. No record of the unmatched subcontractor will be retained by HMRC. You should then check your subcontractor details (adding other data (CRN, NINO, UTR, address etc if you can obtain them). Then try another match. Remember, if you cannot get a match then you must verify this subcontractor before you can pay them (at which point his tax rate will be set to the higher rate). Do not bulk select all unmatched/unverified subcontractors. You may not select more than 100 subcontractors at a time. In the screen below the subcontractors with codes JOHN and WILL have been selected for Verification. Then select Process. 4. You are asked to confirm the HMRC declaration that a tender is accepted/ contract agreed / order placed for all the subcontractors to be verified. If this is so, select Yes. If you select No then you are returned to the previous screen and you must take the tick out of the verification box for any subcontractor for whom this HMRC declaration is not true. Then select Process once more and accept the HMRC declaration. 5. WinAccs now does some verification of the data before it sends the data to HMRC and if WinAccs finds any errors you will get a screen displayed with a list of the errors it has found e.g. CHAPTER 14 : SUBCONTRACTORS Page 315

326 You may print the list. Now go to Maintenance, Ledger Accounts, Subcontractor Ledger (or Maintenance, Parameters, Company Details) and correct the errors listed before you can continue with the verification process. When you select Cancel you will be told that So click on OK. When you have corrected the errors, start the verification process again. 6. When there are no errors you will see a screen like the following :- and WinAccs will poll the HMRC server until it gets a reply. 7. If HMRC finds no errors you will see the window :- Page 316 CHAPTER 14 : SUBCONTRACTORS

327 Select Yes to print a copy of the receipt. 8. The screen :- is next displayed so click on Finish. 9. Now a screen headed Verification Results will be displayed showing for each subcontractor chosen for verification the Code, Name, whether he is matched or unmatched, the tax rate for this subcontractor and the HMRC Verification Number. The Matched or Unmatched indicator, the Tax Rate and the Verification Number will now have been inserted by WinAccs into the CIS tab of Subcontractor Maintenance for each of the chosen subcontractors. Click on Exit. The verification process is now complete for these chosen subcontractors. A log of all submissions to HMRC is maintained and can be viewed see LOG OF HMRC SUBMISSIONS on page 334. OUTCOME OF VERIFICATION The HMRC reply to the submission for verification by the contractor via WinAccs will give information back via WinAccs saying a) how the contractor should pay the subcontractor in one of the following ways :Gross - that is without any deductions taken from the payment Net of a deduction at the standard rate Net of a deduction at the higher rate because b) HMRC have no record of that subcontractor's registration or c) HMRC are unable to verify the details for any other reason. When HMRC reply, they give the contractor a Verification Number which will be the same for each subcontractor that HMRC has verified at the same time. If it is not possible to verify a subcontractor HMRC will add one or two letters to the end of the number so that it is unique to that subcontractor. This verification number is very important (for instance the VRN must be entered on the Monthly staements for this subcontractor if he is paying tax at a higher rate). WinAccs will add the subcontractor's verification number to the subcontractor's record in Subcontractor Maintenance on the CIS tab. CHAPTER 14 : SUBCONTRACTORS Page 317

328 A screen headed Verification Results will be displayed showing for each subcontractor chosen for verification the Code, Name, whether he is matched or unmatched, the tax rate for this subcontractor and the HMRC Verification Number. The Matched or Unmatched indicator, the Tax Rate and the Verification Number will now have been inserted by WinAccs into the CIS tab of Subcontractor Maintenance for each of the chosen subcontractors. If you had asked for a subcontractor to be Matched and HMRC found the match on their records then HMRC treat that subcontractor as Verified and Matched and a Verification Number is returned. If HMRC could not find that subcontractor then he comes back as Unmatched and no Verification Number is returned. If you had asked for a subcontractor to be Verified and HMRC found the subcontractor on their records then that subcontractor comes back as Verified and Matched. If HMRC do not find that subcontractor on their records then they will investigate further. CIS TAX TABLES The Subcontractor Tax tables are kept upto date by Compact by including any changes to the rates in updates to the software - either by a new release of the software or by a service patch to the current version of the software. These updates will be available before the dates when you will require them. You must update your software as soon as you are sent a new version to ensure your tables are up-to-date. If you always update your software as Compact issues you updates then you probably will not need to do any table maintenance yourself. If for any reason you wish to change the tax tables yourself you would have to obtain the changes from a CIS Tax Amendment Notice before any changes are required and you would have to enter all the fields as shown thereon. (As the applicable dates are on the notice, you do not have to wait until the tables actually change). If you enter your own figures, you will not be able to enter the correct check field value which ensures that you have made the correct entries. To access the program, obey the following procedure :1. From the WinAccs menu, select Maintenance. Select CIS tax tables. The Tax Amendment Notice screen is now displayed. Enter the effective dates of the changes. These details are taken from the CIS Tax Amendment notice you have received. Enter all the information from the CIS Tax Amendment notice that you have received. Also enter the check number for these amendments. The values for the fields on the screen for other effective date ranges may be viewed by clicking on the < > on the heading for the Date Range dialog box. 4. Choose the Apply button to update the files with the changes. 5. Click on OK to exit. This will take you back to the WinAccs menu. APPLICATIONS AND CERTIFICATES Using the facility Applications and Certificates you may :1. Define the calculation rules to be used for the subcontractor accounts and the calculation rules to be used for the sales accounts - that is to define for one financial amount (e.g. discount) on what other financial amounts this depends. For example Retention might depend on Gross, Dayworks and Extras. Also you may choose to define details about the VAT and Tax. See CALCULATION RULES on page 319. Define the nominal accounts to be used for the subcontractor accounts and for the sales accounts for Gross, Dayworks, Extras, Retention, Discount, CITB Levy, Contras and Tax. See DEFAULT NOMINAL CODES on page 319. For a particular subcontractor or sales account, job and section, create a new application with the details of payments due for this account (see NEW APPLICATION on page 320), for a particular Page 318 CHAPTER 14 : SUBCONTRACTORS

329 subcontractor or sales account, job and section, create a new certificate with the details of the amounts that have been paid to this account (see NEW CERTIFICATE on page 321); or match the certificate produced for an account with one or more of the applications produced for this account (see APPLICATION MATCHING on page 323). 4. For a particular subcontractor or sales account (or all of them), a particular contract (or all contracts) and a particular section, print either all certificates or the most recent certificates (see PRINT CERTIFICATES on page 325); or all applications or the most recent application (see PRINT APPLICATIONS on page 321). You may choose to print the full certificate/application or a summary or an abbreviated summary. CALCULATION RULES You may have different calculation rules for the subcontractor accounts and for the sales accounts You should select Calculation Rules first to establish the default Nominal Codes, though these can be edited at the time of accepting an entered Certificate later in the sequence. To define the calculation rules for the subcontractor accounts or the sales accounts obey the following instructions. :1. Select Transactions from the WinAccs menu Select Applications/Certificates. The Interim Payments window is displayed and the default option is Subcontractor. To define the calculation rules for the sales account choose Sales. To define the Calculation Rules (or the default nominals) for either subcontractors or sales, you need not enter any data in the fields but just select the option Calculation Rules. 4. The screen headed Calculation Rules will be displayed. On this screen you can define the calculation rules and details of VAT and Tax. You can also choose the button Default Nominals to define the nominal accounts to be used for Gross, Dayworks, Extras, Retention, Discount, CITB Levy, Contras and Tax. 5. On the left of the screen, under the heading Item, is a list if the items that will be relevant to the certificate. Select an item in this list and under the heading Based On the items on which this Item is based will be highlighted (e.g. if you select the item VAT in the list headed Item you will see in the list headed Base On that VAT is based on a percentage of Gross, Dayworks, Extras, Retention, Discount and CITB). You may alter the order of the items in the list headed Items by selecting an Item and then selecting with the Move arrow to move the item up the list or the downward arrow to move the item down the list. The items Gross, Dayworks, Extras, Retention, Discount and CITB Levy may appear in any order but must be before the Items Contras, Tax and VAT (which again may be in any order). The Items Gross, Dayworks, Extras and Contras may not be based on other items. An Item must only be based in items earlier in the Item list. On the right of the window, you may select details about the VAT and CITB Levy.. 6. To define the Default Nominals for the Items, select the button Default Nominals - see DEFAULT NOMINAL CODES on page Finally choose OK. This returns you to the Interim Payments screen. Select Exit to return to the WinAccs menu. Alternatively the Calculation rules may be set up on the HMRC tab of Company Details see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. DEFAULT NOMINAL CODES For the subcontractor accounts and for the sales accounts, for each of the Items on which the calculation rules are based you must define the default nominal code. 1. Select Transactions from the WinAccs menu. CHAPTER 14 : SUBCONTRACTORS Page 319

330 Select Applications/Certificates. The Interim Payments window is displayed and the default option is Subcontractor. To define the nominal codes for the sales accounts, select the option Sales. To define the Calculation Rules or the default nominals for either subcontractors or sales, you need not enter any data in the fields but just select the button Calculation Rules. 4. The screen headed Calculation Rules will be displayed. To define the Default Nominals for the Items, select the button Default Nominals. 5. The window headed Default Nominals for Subcontractor RFPs will be displayed. RFP stands for Request For Posting. 6. For each of the Items on which the calculation rules will be based you must define the default nominal code. Using the instructions described in USING THE CONTROL BAR in CHAPTER 2 : BASIC SKILLS select the required nominal code for each Item. 7. Finally choose OK to register you choices of Nominal Codes (or choose Cancel to not register your choices of Nominal Codes). 8. This returns you to the Calculation Rules screen. Select OK to exit from that. This returns you to the Interim Payments screen. Select Exit to return to the WinAccs menu. Alternatively the Default Nominal Codes may be set up on the HMRC tab of Company Details see COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. NEW APPLICATION To create a new application itemising the payments due for work done :1. Select Transactions from the WinAccs menu. Then select Applications/Certificates. If WinAccs finds any certificates previously entered but not invoiced yet you will see a screen, headed Delete Uninvoiced Certificates, telling you so - see UNINVOICED CERTIFICATES on page Otherwise the Interim Payments window is displayed and the default option is Subcontractor ledger and type Certificate. Select the required ledger and select the type Application. 5. On this window, you select the account, the job, and the section for which you require to record the new application. You may also enter text to appear on the application for this account, job and section. If you are registered for Cost Centres, then you may enter a cost centre for this application. If the Contract (Job) has a cost centre defined then this is the default rather than the cost centre of the Subcontractor or Sales account but you may select another or no cost centre. 6. Select the button New Application. The next screen will be headed Subcontractor Application Details if you are entering an application for a subcontractor account or will be headed Sales Application Details if you are entering an application for a sales account. This shows for the selected account, job and section the application number, the amounts for the Gross, Dayworks, Extras, Retentions, Discount, CITB Levy and the Balance for the previous application in the column headed Previous. 7. Enter the application number and the date for this new application. Enter the information for the new application, such as the amounts for the Gross, Dayworks, Extras, Retentions, Discount, CITB Levy, Materials, Set-off, Tax, VAT and Contras. As you enter the data the Balance will be displayed and the application movement (i.e. the differences between the previous application and this new application) will be displayed under the column headed This Application. For information about Set-off see SET-OFFS on page 309. Enter the release date for the payment and select OK. Page 320 CHAPTER 14 : SUBCONTRACTORS

331 8. You are warned that the system is ready to update the application file and asked to confirm that the Application Details are correct. You may select No which returns you to the previous screen to check the details. Or at this choice you may select Yes. At this point the data is updated and reportable from. If you update by accident you MUST enter a new application to reverse the postings and look at the current cumulative position for the correct amounts. 9. You are asked if you wish to print this application now. Select No if you do not wish to print the application. Otherwise select Yes. The application will be printed. PRINT APPLICATIONS For a particular account, in either the sales or subcontractor ledger, (or all such accounts), a particular contract (or all contracts) and a particular section, you can print either all applications or the most recent application. You may choose to print in summary or in detail. To print applications :1. Select Transactions from the WinAccs menu. Then select Applications/Certificates. The Interim Payments window is displayed and the default ledger option is Subcontractor. Select the ledger, Sales or Subcontractor, for which you wish to print applications. Select the Type as Application. Select the button Appl Reporting. The screen will be headed Print Subcontractor Applications if you have chosen to print applications for the subcontractor ledger or Print Sales Applications if you have chosen to print applications for the sales ledger. 4. On this screen, you may select for which accounts and contracts you wish to print the applications, whether you wish to print the most recent applications or all applications, the print style, the report sequence. 5. Finally choose OK to register your choices (or alternatively choose Cancel to not register the choices). The application report will be printed. NEW CERTIFICATE To create a new certificate itemising the payments due for work done :1. Select Transactions from the WinAccs menu. Then select Applications/Certificate. If WinAccs finds any certificates previously entered but not invoiced yet you will see a screen, headed Delete Uninvoiced Certificates, telling you so - see UNINVOICED CERTIFICATES on page Otherwise the Interim Payments window is displayed and the default option is Subcontractor ledger and type Certificate. Select the required ledger and select the type Certificate. 5. On this window, you may select the account, the job, and the section for which you require the new certificate. You may also enter text to appear on the certificate for this account, job and section. If you are registered for Cost Centres, then you may enter a cost centre for this certificate. If the Contract (Job) has a cost centre defined then this is the default rather than the cost centre of the Subcontractor or Sales account but you may select another or no cost centre 6. Select the button New Certificate. If you have chosen a subcontractor account, the next screen will be headed Subcontractor Certificate Details. If you have chosen a sales account, the screen will be headed Sales Certificate Details. This shows for the selected account, job and section the certificate number, the amounts for the Gross, Dayworks, Extras, Retentions, Discount, CITB Levy and the Balance for the previous certificate in the column headed Previous. 7. Enter the certificate number and the date for this new certificate. CHAPTER 14 : SUBCONTRACTORS Page 321

332 Enter the information for the new certificate, such as the amounts for the Gross, Dayworks, Extras, Retentions, Discount, CITB Levy, Materials, Set-off, Tax, VAT and Contras. As you enter the data the Balance will be displayed and the certificate movement (i.e. the differences between the previous certificate and this new certificate) will be displayed under the column headed This Certificate. For information about Set-off see SET-OFFS on page 309. Enter the release date for the payment and select OK. 8. If, in Company details. on the References tab you have entered a password for use with sales credit notes then if you are trying to accept a certificate for a negative amount then you will be asked to enter that password. If the password you enter is not as defined in Company details then the certificate will not be accepted and you will have to find out the correct password or cancel the certificate - see PASSWORD FOR SALES CREDIT NOTES in CHAPTER 3 : GETTING STARTED. 9. You are warned that the system is ready to update the certificate file and asks you to confirm that the Certificate Details are correct. You may select No which returns you to the previous screen to check the details. Or at this choice you may select Yes. At this point the data is updated and reportable from. If you update by accident you MUST enter a new certificate to reverse the postings and look at the current cumulative position for the correct amounts. 10. Then the screen headed Nominal Allocation is displayed. This screen displays the details of the certificate showing to which Nominal ledger accounts the amounts will be posted and details of the cost headings. 11. If any information is missing, (e.g. Cost Headings are marked as Ask or are missing on the file), the details of the line with the omissions will be displayed in the editing fields below. You must supply the missing details and then select LineOk. You may edit any of the lines of information in the Allocation Details window. Select the line and then the details of this line will be displayed in the editing fields below. Edit the line and then select LineOk to accept the changes or Reset to revert to the original line. Page 322 CHAPTER 14 : SUBCONTRACTORS

333 If you wish to insert a line select Insert. In the editing fields below, enter the details and select LineOk. If you wish to delete a line, select that line in the Allocation Details window and select Delete. Below the Allocation Details is a line displaying the required Total, the Current Total and the difference. If you choose to select OK while the difference is not zero you will be directed back to the Allocation Details screen to amend the totals until the difference between the Required Total and the Current Total is zero. Check the box Print Certificate to print the certificate. Leave the Post RFP Invoice as Inv No box unchecked for Opening Balances. If the certificate is a new posting, then this box must be checked to create the posting and audit trail. The field RFP No (Request for Posting) is the equivalent of an invoice number and you must enter a unique number (upto 8 digits). 1 When the difference is zero select OK. The Certificate will be sent to the print spooler. It shows for this account, job and section the details of this current certificate, details of the previous certificate and details of this certificate movement. The amounts will be posted to the appropriate ledgers. If the certificate is for a sales account that has a head office account defined for it (see SALES LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS.) then the certificate will be posted to the head office account It may now be possible to match this certificate with an application - see APPLICATION MATCHING on page 32 Subcontractor Details From the Subcontractor Certificate Details screen (- see NEW CERTIFICATE on page 321) you may view the details of the subcontractor. To show the details of the subcontractor, select SubCon details. This takes you into Subcontractor ledger maintenance - see SUBCONTRACTOR LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS. This allows you to amend the details of the subcontractor with such details as the certificate number and the dates of its validity etc. UNINVOICED CERTIFICATES When you have selected Transactions from the WinAccs menu and then Applications/Certificates, if WinAccs finds any certificates previously entered but not posted yet the following screen will be displayed :- CHAPTER 14 : SUBCONTRACTORS Page 323

334 This shows the uninvoiced certificates for all the users on the system. You may use this function to delete uninvoiced certificates but you must be careful that you do not delete the certificates of other users who are in the middle of processing their certificates. Select the line of the certificate to be deleted and use the button Toggle row to change the text in the column headed Delete to Yes. (Alternatively select Mark all to mark all the certificates to be deleted or Clear all to select that you do not want any of the certificates to be deleted.) You may select Print to print this screen. Select Delete marked records and you will be told that the selected records will be deleted. Then select Exit. APPLICATION MATCHING When a ledger account (either a subcontractor account or a sales account) has had a certificate raised for it - see NEW CERTIFICATE on page when the certificate is posted a screen will be displayed headed Application Matching as follows :- The screen lists the applications already raised for this account, project and section. 1. By checking the box Include Matched you may display the applications already matched. By checking the box Show due by you may type in a date. Any applications produced upto and including this date will be displayed. You may select one or more lines on the screen or use the button Select All (and if necessary Deselect All) to highlight the applications you wish to match. Page 324 CHAPTER 14 : SUBCONTRACTORS

335 4. The total of the highlighted applications will appear in the field Matched Value. 5. Select Ok to mark these chosen applications as matched with the certificate. 6. Select Exit and the certificate will be posted and an audit report showing the invoices will be produced. PRINT CERTIFICATES For a particular account, in either the sales or subcontractor ledger, (or all such accounts), a particular contract (or all contracts) and a particular section, you can print either all certificates or the most recent certificates. You may print either a summary or the details of the certificates. To print certificates :1. Select Transactions from the WinAccs menu. Then select Applications/Certificates. The Interim Payments window is displayed and the default option is Subcontractor. If you wish to print certificates for the Sales ledger, select the ledger Sales Select the button Certificate Reporting. If you had chosen to print Subcontractor certificates the next screen is headed Print Subcontractor Certificates. If you had chosen to print Subcontractor certificates the screen is headed Print Sales Certificates. 4. On this screen, you may select for which accounts and contracts you wish to print the certificates, whether you wish to print the most recent certificates or all certificates, the print style, the report sequence. 5. Finally choose OK to register your choices (or alternatively choose Cancel to not register the choices). 6. The certificate report will be printed. CIS RECORDS CIS RECORDS FOR SUBCONTRACTORS Use the facility CIS RECORDS to do the following for subcontractors : To enter or edit historic statements for a subcontractor (usually statement details are entered automatically by WinAccs when the statements are printed using the Print Statements, Reports button) - see Entering or editing details of Statements for Subcontractors on page 326, To enter or edit historic payments for a subcontractor (usually payment details are entered automatically by WinAccs when the payment transaction is posted and by WinPay on Advance Period) see Entering or editing Payments for Subcontractors on page 326 To view the CIS Details - see CIS DETAILS on page 327 To purge the tax year - see PURGE TAX YEAR on page 327, To print statement and reports - see TAX STATEMENTS AND REPORTS on page 327. To access these facilities :1. Select Maintenance from the WinAccs menu. Then select CIS Records. You will be asked if you wish to run the Payment Check for the current tax year. CHAPTER 14 : SUBCONTRACTORS Page 325

336 Select OK and you will be either be told that no errors have been found or you will be presented wth a report showing the information about the misiing payment, value and audit trail number. Identify the subcontractor code and the Tax Year Ending date 4. The details of unmatched payments will be displayed. If you select the option Show All entries, then all the payments and statements will be shown Entering or editing details of Statements for Subcontractors 1. In the Action field choose Statement. You may enter the Details (as from a statement received from the subcontractor) in the editing fields on the right. You may alternatively edit an existing line from the box headed Entries for Selected Tax Year by double clicking on that line. The line is copied to the editing fields above. 4. Enter the Month to date, the Gross, Materials and amount deducted. 5. Select Ok to enter these details in the fields below in the box headed Entries for Selected Tax Year. 6. If the details entered do not match the totals of the payments for this period then the statement will be posted as unmatched. 7. If the details entered match the totals of payments for this period then the Statement will be posted as matched with the corresponding payments. 8. If you wish to delete one of the lines displayed in the box headed Entries for Selected Tax Year, highlight that line and select Delete. You will be asked to confirm that you want the line deleted. Entering or editing Payments for Subcontractors 1. In the Action field choose Payments to enter a payment. You may enter details of a payment in the editing fields on the right. Alternatively you may double click on an existing line of type Payment in the box headed Entries for the Selected Tax Year in order to edit the entry. The line is copied to the editing fields above. 4. Enter the date of the payment and the gross amount of the payment. 5. When the entries are correct select OK. 6. If you wish to delete one of the lines displayed in the box headed Entries for Selected Tax Year, highlight that line and select Delete. You will be asked to confirm that you want the line deleted. Matching entries for Subcontractors 1. If you wish to match a statement with a payment, highlight the statement and select the button Match. If the statement matches a payment (or payments added together) the statement and the payment(s) will be matched (and so will disappear from the screen if the button Show Unmatched only is selected. If you select the button Show All entries you will see the statement and the payment(s) that have been matched will have the same Match Ref.) Page 326 CHAPTER 14 : SUBCONTRACTORS

337 Printing Reports for Subcontractors 1. Select the button Print Statements, Reports and the screen headed CIS Records (accounts) Report options will be displayed - see TAX STATEMENTS AND REPORTS on page 327. Finally select Exit to return to the WinAccs menu. CIS DETAILS If you have chosen Maintenance from the WinAccs menu, and then CIS Records, you may select the code of the required subcontractor and then select the button CIS Details. The details for this chosen subcontractor will be displayed and may be amended. For further information see SUBCONTRACTOR LEDGER ACCOUNT MAINTENANCE in CHAPTER 4 : MAINTAINING THE ACCOUNTS. PURGE TAX YEAR To delete all the CIS tax data for a year, obey the following :1. Select Maintenance from the WinAccs menu. Then select CIS Records. The screen CIS Records (accounts) will be displayed. Enter the Year Ending date. Select the button Purge Tax Year. On the following screen, headed CIS Records (accounts) - Purge, you will be informed of the date of the Tax year which is selected to be purged i.e. 05Apr of the current tax year in WinAccs. You may alter this year. Also on the screen is the warning that this purge routine will delete all Subcontractor tax data for the selected year. You are advised to ensure that all data has been entered and all reports printed before purging tax data. Select OK. The routine does not purge unmatched items. 4. You are next asked to confirm that you wish to delete all the Construction Industry Scheme tax data for the selected year. Select Yes. 5. The purge will be completed. Select OK. TAX STATEMENTS AND REPORTS When you have chosen Maintenance and then CIS Records and you have entered the Tax Year ending date you can select the button Print Statements, Reports. A further screen will be displayed on which you can select the statement or report to print. The statements or reports available for printing here are : Monthly Subcontractor Payment Statements - see Monthly Subcontractor Payment Statements on page 327 Monthly HMRC CIS300 Return - Online (and list) - see Monthly HMRC CIS 300 Return - Online (and list) on page 328 Monthly HMRC CIS300 Return - List only - see Monthly HMRC CIS 300 Return - List only on page 331, Subcontractor Details report - see Subcontractors Details Report on page 331, Subcontractor Summary Report - see Subcontractor Summary Report on page 331, Weekly Tax Totals Report - see Weekly Tax Totals Report on page 331. Monthly Subcontractor Payment Statements When you have chosen Maintenance and then CIS Records and you have entered the Tax Year ending date you can select the button Print Statements, Reports. A further screen will be displayed on which you can select to print the Monthly Subcontractor Payment Statements. Enter the Date upto which payments are to be included in the monthly statement. CHAPTER 14 : SUBCONTRACTORS Page 327

338 Select OK and the statements will be sent to the spooler for printing. The statement will record the totals for all the unmatched payments within the month upto the date selected i.e. this statement will be matched against all these payments.. (If the system finds any payment from before the month upto the date selected you will be asked if you wish to include this payment in this statement. You may reply Yes or No as required.) Select Statement Reprints to reprint the statement. Monthly HMRC CIS 300 Return - Online (and list) When you have chosen Maintenance and then CIS Records and you have entered the Tax Year ending date you can select the button Print Statements, Reports. A further screen will be displayed on which you can select Monthly HMRC CIS300 Return - Online (and list). 1. Enter the Date upto which payments are to be included in the monthly CIS300 return. Include Payments upto Enter the date upto which the payments are to be included on the Monthly statement. This must be the 5th of a month. Select OK and a screen similar to the following will be displayed :- You must enter your Sender ID and Password unless you have previously asked WinAccs to save these details, in which case the information will already be in these fields, see SAVING SENDER ID AND PASSWORD on page 33 You should select Connect to check for any unfinished transmissions on the Government Gateway for further details see HMRC SUBMISSIONS on page 331. The following message displayed warns you that the CIS 300 Return Online uses all companies (WinAccs and WinPay) that form part of one company for HMRC reporting purposes. You are advised to ensure that all linked companies are properly defined - see the Consolidation tab of COMPANY DETAILS in CHAPTER 3 : GETTING STARTED. Then click on OK. 4. Next you are advised that the report is about to be printed :- The CIS300 report is displayed (and you may choose then to print it). Page 328 CHAPTER 14 : SUBCONTRACTORS

339 5. Then it asks if you want to submit this C300 report to HMRC :- Select Yes. 6. You are now asked to complete the following declaration :- To continue you must select YES for each answer. Then select OK. [NOTE : If there are no payments in the current month you are asked if want to (and you should) submit a nil return. If you say Yes to that then the top two options on the form CIS 300 Online Monthly Return Declaration are disabled and the tick box is enabled for the question :"Please indicate if you do not anticipate paying any subcontractors in the next six months." Reply to this. Then select OK.] 7. The CIS300 will be submitted to HMRC via the Government Gateway. The next screen, such as the following, tells you that the submission has been successful :- CHAPTER 14 : SUBCONTRACTORS Page 329

340 You are advised to print a copy of this receipt. So select Yes. 8. The final screen shows you that the submission if finished. Click on Finish. A log of all submissions to HMRC is maintained and can be viewed see LOG OF HMRC SUBMISSIONS on page If you wish to reprint the listing that occurred when you were doing the online submission select the Print Statements, Reports button on the CIS Records screen. Then select the button CIS300 Reprints. This will show you a list of the submissions you have made to HMRC. Select the required submission and select OK. You will see that the above report is the CIS300 printed on the 5th May The report will be reprinted. Page 330 CHAPTER 14 : SUBCONTRACTORS

341 Monthly HMRC CIS 300 Return - List only When you have chosen Maintenance and then CIS Records and you have entered the Tax Year ending date you can select the button Print Statements, Reports. A further screen will be displayed on which you can select Monthly HMRC CIS300 Return - List only. Enter the Date upto which payments are to be included in the monthly CIS300 return. Select OK The report will be printed. Subcontractors Details Report When you have chosen Maintenance and then CIS Records and you have entered the Tax Year ending date you can select the button Print Statements, Reports. A further screen will be displayed on which you can select Subcontractor Details Report. Enter the End of Year Date for the Subcontractors Detail Report. Select OK and the report will be sent to the spooler for printing. Subcontractor Summary Report When you have chosen Maintenance and then CIS Records and you have entered the Tax Year ending date you can select the button Print Statements, Reports. A further screen will be displayed on which you can select Subcontractor Summary Report. Enter the End of Year Date for the Subcontractor Summary Report. Select OK and the report will be sent to the spooler for printing. Weekly Tax Totals Report When you have chosen Maintenance and then CIS Records and you have entered the Tax Year ending date you can select the button Print Statements, Reports. A further screen will be displayed on which you can select Weekly Tax Totals Report. Enter the End of Year Date for the Weekly Tax Totals Report. Select OK and the report will be sent to the spooler for printing. HMRC SUBMISSIONS Whenever you attempt to make a submission to HMRC (for instance for Year End Online filing or for CIS Verification or for CIS300 Online) you will see a form similar to the following :- Enter your User credentials (i.e. Sender ID and Password) which HMRC will have given you when you have registered with them for this particular function. These details may be saved so that whenever you do any submissions to HMRC then these fields Sender ID and Password are already populated for you, see SAVING SENDER ID AND PASSWORD on page 333 CHAPTER 14 : SUBCONTRACTORS Page 331

342 This form, as it says, will check to see if there are any previous submissions for which you have not yet had the results. This is not the actual submission of data you came here to do. When you submit information to HMRC one of the following cases will happen : The submission may go through successfully - in which you will be told that the submission has been successful. This successful job will be removed from the list of submissions awaiting processing by HMRC. HMRC may find errors in the submission in which caseyou are told that there are errors and you can select the Advanced tab and view the error messages. These errors should be corrected before you make another submission. This unsuccessful job will be removed from the list of submissions awaiting processing by HMRC. The Government Gateway may be polled numerous times (about 20 times) but HMRC may not be able to process the submission immediately. In this case the submission remains in a queue for HMRC to process.. The next time you go to the Government Gateway you should select Connect to see whether the previous submission has been processed yet. The job may have been processed by HMRC and you will need to see the results that HMRC are sending back to you. Therefore when you are starting a submission you should always select Connect to check on the state of any previous outstanding submissions. [You may wish to ignore the previous unfinished submissions for now - in which case just select the Skip button. This is not recommended.] When you are about to send the current batch of data you see a form similar to the following :- If you tick the Test only box the data will be transmitted online and go through all the validation but will NOT be processed to completion by HMRC. Check your settings and then select Connect. It is very importamt to realise that if you select Test only then live data will be submitted and validated but NOT processed by HMRC. HMRC sends an to you saying that the data has been processed (which means that HMRC have found no errors in the data) but HMRC will not have processed the submission through to completion. During submission, your file of EoY data will be sent to the government gateway via the internet. The system will then wait a while (usually 10 seconds, but may be varied by the gateway) and then poll the gateway for a reply. If your data has not yet been fully processed the system will wait and then try again. This may happen many times, or just two or three. If a conclusive response is not forthcoming from the HMRC server (usually after polling 20 times) then program will suggest you give up for a while. Your data has been sent and is queued up for processing. When you restart this program later, it will automatically check for the status of any previously incomplete submissions. When your data has been fully processed you will hopefully see a message telling you the process is complete and the program will exit. Either before choosing Connect or afterwards you can choose the Advanced >> button. This opens up the remainder of the form and allows you see in a little more detail what is going on. The status bar (at the bottom of the form) also keeps you informed. If errors are found you will receive a reply screen such as :- Page 332 CHAPTER 14 : SUBCONTRACTORS

343 Select OK. If any errors have occurred you will be clearly told on the Errors tab. Print the error report and correct the errors before resubmitting the online filing. In some instances the support team may ask for a copy of the file as sent to HMRC. To do this just choose the submission XML file to Compact support for analysis button, but please do NOT do this unless requested by a member of the support team. After you have made submissions to HMRC details of the submissions will be available in the HMRC log - see LOG OF HMRC SUBMISSIONS on page 334. The message receipt from HMRC, once any online filing has been successfully completed, is now a central report and is spooled automatically. SAVING SENDER ID AND PASSWORD Whenever you are filing online to send information to HMRC via the Government Gateway on the Online Filing Connection screen your Sender ID and Password must be entered. Instead of you having to type these in every time you do Online filing you may save the paramaters so that they will automatically be displayed in these fields on future Online submissions. At the first Online filing screen (before you have chosen to save the parameters) when you select File online you will see a screen similar to the following :- And you will have to enter your Sender ID and Password before you can successfully submit data to HMRC. Enter the Sender ID and the Password and click on Connect. You will see the following message :- CHAPTER 14 : SUBCONTRACTORS Page 333

344 If you say Yes to this message then when in future you need to File online these parameters will be in the fields and you need not enter them every time. However, the credentials are stored in the company folder, so WinAccs credentials will not be stored in WinPay data etc. So if doing online filing from WinPay, the credentials will NOT appear. But once you have entered them again and responded yes to the question, they will be stored in the WinPay data. If you later decide you do NOT want WinAccs to save these parameters then you may select Utilities, Database Utilities and select option 16 Clear the retained Sender ID and Password for the Government Gateway - see DATABASE UTILITIES in CHAPTER 13 : GETTING STARTED. If you say No to this message then you will have to, in future, always enter your Sender ID and Password. You will not be asked the question again. You will need to run the Database Utility Clear the Retained Server ID and Password for the Government Gateway (as above). When you have run this utility then the next time you ask to File online you will be asked if you want WinAccs to save the Sender ID and Password and then you can answer Yes for them to be saved. LOG OF HMRC SUBMISSIONS The report HMRCLOG.vrx can be run to view the log of HMRC submissions and responses. To run this report obey the following procedure :1. From the WinAccs menu select Reports followed by Reports Index. In the column Folders select System Reports. In the displayed list under Reports select Online HMRC Filing Log (hmrclog.vrx). 4. You may print or display this report by selecting Print or Display to the right of the report name. Page 334 CHAPTER 14 : SUBCONTRACTORS

345 CHAPTER 15 : MANAGEMENT INFORMATION OVERVIEW OF MANAGEMENT INFORMATION On the WinAccs menu is the selection Management information which is intended to allow management easy access to information about the accounts. MANAGEMENT INFORMATION ENQUIRY Select this to see the balances of user-selected accounts. Setting up the Account Groups To use this facility you will need first to define the groups of accounts you wish to enquire upon. 1. From the WinAccs menu, select Management information. If this company has no key account groups already set up then you will be told that WinAccs will create a set of default groups automatically. Then the following screen, headed Management Information Enquiry will be displayed :- CHAPTER 15 : MANAGEMENT INFORMATION Page 335

346 Select the button Maintain key accounts and groups. The following screen will be displayed :- 4. To set up a key accounts group select the button New. Page 336 CHAPTER 15 : MANAGEMENT INFORMATION

347 In the field Key accounts group type in a unique code for that group (e.g. Margaret s) And in the field Description enter a description for that group (e.g. Accounts managed by Margaret Brown). Select under Line type the option Key account. In the field Ledger select for which ledger you wish to conduct the enquiry. Then in the field Code select the Code of the account to be in this new accounts group. Select the Add button. The selected account will be displayed in the table on the right of the screen. You may add more and more accounts to this group. 5. To add a line of text select the Line type to be Plain text. Then the field Text becomes available. Type in any text you wish to appear with this accounts group. Select Add. 6. If you wish to delete an account you selected for the accounts group then select that account in the display on the right of the screen and then select Delete. 7. If you wish to insert an account in a particular place then highlight the account before which you wish to insert the extra account in the display on the right of the screen, in the field Code on the left of the screen select the account you wish to insert, then select the button Insert. 8. If you wish to replace an account in the group with another account then highlight the account you wish replaced in the display on the right of the screen, in the field Code on the left of the screen select the account you wish to replace it with, then select the button Replace. 9. To delete all the chosen records from this account group select the button Delete all. You will be asked to confirm that you wish to delete all the records. If you reply Yes then all the records will be deleted from this account group. 10. At the command button Auto-populate top X accounts you may select to auto-populate the top X accounts from the chosen ledger (where X can be from 1 to 99). In the field to the right of this command button select the value of X. 11. If when you are making changes to a group you wish to undo the changes just made then select the button Reset. 1 Then finally save the group by selecting the icon and then select Exit. Viewing the Management Information Enquiry When you have set up some account groups see Setting up the Account Groups on page 335 then when you are at the screen Management Information Enquiry it displays :- CHAPTER 15 : MANAGEMENT INFORMATION Page 337

348 1. On this screen you may sort the accounts in User-defined order or in Account order. User-defined order will display the accounts in the order you defined the accounts to be displayed using the Maintain key accounts and groups button. Account order will display the accounts in ledger order first (Nominal, Sales, Purchase, Subcontractor, Contract(Job) ) amd within each ledger the accounts will be in alphanumeric order. When you select an account group you will see the accounts in that group together with each of their balances. You may select to see Period End information or Today s balance. You may print the displayed information by selecting the button Print. 4. Beside the main screen will be the screen of the graphical representation of the data for instance :- Page 338 CHAPTER 15 : MANAGEMENT INFORMATION

349 You could take a screen dump of this (using Alt and PrtScn) for use in, for instance, a WORD document. 5. You may double click the line of an account to view that account in ENQUIRY 6. Then select Exit to exit the program. CHAPTER 15 : MANAGEMENT INFORMATION Page 339

350

351 CHAPTER 16 : FINANCIAL REPORTING OVERVIEW OF FINANCIAL REPORTING The Financial reporting facility allows you to create end of year reports i.e. Profit and Loss and Balance Sheet reports and Trial Balance, by extracting figures from the Nominal ledger and formatting the report layout of your choice. Where the 'Last Year' field is selected for inclusion, the report will compare the figures for the same period last year. You may import financial reports from final accounts or from P2000 data - see IMPORT FINANCIAL REPORTS in CHAPTER 12 : LINKING TO OTHER SYSTEMS. The facility consists of :Default parameters to define the default parameters for all financial reports for this company - see DEFAULT PARAMETERS FOR FINANCIAL REPORTS on page 341. Import financial reports To import financial reports - see IMPORT FINANCIAL REPORTS on page 346 Definition maintenance to define specific reports for this company with their own parameters (if the default parameters are not to be used) - see DEFINITION MAINTENANCE on page 347. Definition print to print the financial report format definitions for selected reports - see DEFINITION PRINT on page 35 Check financial reports to check the Profit & Loss and Balance Sheet definitions and report any accounts not referenced or accounts included more than once - see CHECK FINANCIAL REPORTS on page 35 Produce financial reports to print a Profit & Loss or Balance Sheet Financial report or Trial Balance. - see PRODUCE FINANCIAL REPORTS on page 354. DEFAULT PARAMETERS FOR FINANCIAL REPORTS To select the default parameters to be used within Financial reporting obey the following procedure :- CHAPTER 16 : FINANCIAL REPORTING Page 341

352 1. From the WinAccs menu, select Reports, Financial reporting. Then select Default parameters. The following screen will be displayed :- On this screen choose the parameters for the reports such as the font, paper orientation, font size and whether titles, headings and totals should be printed in Bold, Italic or Underlined. The field Report Lines Increment defines the increment that will be made after you have defined one line of the report for the number for the next line of the report. The default for this is 10. This then allows you to insert lines between report lines that you have already defined, see INSERTING A NEW REPORT LINE on page 349. Next select the tab P&L Standard. This will display a screen as follows :- Page 342 CHAPTER 16 : FINANCIAL REPORTING

353 On this screen select which fields you wish to appear on the Profit and Loss report by selecting in the column headed Use and in the other columns you may select how the data for that field will be displayed. FIELDS Titles Headings Descriptions Current Period Current Budget Current Variance Current Variance % Current Compared % Year To Date YTD Budget YTD Variance YTD Variance % YTD Compared % Last Year CHAPTER 16 : FINANCIAL REPORTING Page 343

354 Last Year Compared % STANDARDS Use Select this if you wish to include the field at the beginning of this row in the reports. Column Number This defines the position of the column across the page. Heading Description The description you require for this field, maximum 20 characters. Digits Before Point The number of digits before the point for this field, maximum 1 Digits After Point The number of digits after the point for this field, maximum Set to zero for integer values to be printed. Comma 1000's Select this if you wish the thousands to be separated form the hundreds, tens and units by a comma e.g. 134,456. Use Brackets Select this if you wish that values opposite to the normal debit (DR) and credit (CR) sign are to be printed with brackets around. e.g. (987). Otherwise they will be printed with a minus sign e.g Next select the tab B/S Standard. This will display a screen as follows :- Page 344 CHAPTER 16 : FINANCIAL REPORTING

355 On this screen select which fields you wish to appear on the Balance Sheet report by selecting in the column headed Use and in the other columns you may select how the data for that field will be displayed. FIELDS Titles Headings Descriptions This Year Column 1 This Year Column 2 This Year Column 3 STANDARDS Use Select this if you wish to include the field at the beginning of this row in the reports. Column Number This defines the position of the column across the page. Heading Description CHAPTER 16 : FINANCIAL REPORTING Page 345

356 The description you require for this field. Digits Before Point The number of digits before the point for this field. Digits After Point The number of digits after the point for this field. Comma 1000's Select this if you wish the thousands to be separated form the hundreds, tens and units by a comma e.g. 134,456. Use Brackets Select this if you wish that values opposite to the normal debit (DR) and credit (CR) sign are to be printed with brackets around. e.g. (987). Otherwise they will be printed with a minus sign e.g Finally select OK to return to the WinAccs menu. IMPORT FINANCIAL REPORTS To import financial reports either from Final Accounts (old) or from P From the WinAccs menu select Reports, Financial reporting. (Alternatively select Utilities, then select Import/Export. Next select Import Financial Reports. The following screen will be displayed :- The field P & L Report Number is displaying the next free number for a Profit & Loss report for this company and the field B/S Report Number is displaying the next free number for a Balance Sheet report. 4. The field Report Lines Increment defines the increment that will be made after you have defined one line of the report for the number for the next line of the report. The default for this value you have defined in Financial reporting, Default parameters. This then allows you to insert lines between report lines that you have already defined. Page 346 CHAPTER 16 : FINANCIAL REPORTING

357 5. If you wish to import from Final Accounts select the button Import from Final Accounts. You will be asked to confirm this choice and when you select Yes then the reports will be imported and you will be told how many reports it has imported. 6. To import from P2000 you must have run the Export Financial Report Data option from P2000. Select the button Import from P2000. You will be asked to select the file from which these reports are to be imported. The file must be of type P2000 Import Files. Make your selection and then select Open. The reports will be imported and you will be told when they have been imported successfully. 7. Finally select Exit. DEFINITION MAINTENANCE To maintain the reports defined for Financial reporting select Reports, Financial reporting and then Definition Maintenance. Here you may view and/or edit existing Financial reports or you may define new financial reports. DEFINING A NEW FINANCIAL REPORT To define a new financial report obey the following :1. From the WinAccs menu, select Reports, Financial Reports and then Definition maintenance. The details for the first financial report on the system will be displayed. To define a new report select the button. If you wish this new report to be based upon an existing report then select the button Like. A new screen headed Make report like will be displayed. At the field Copy from Report Number select the number of the existing report that you wish to base this new report upon. At the field Copy Report Lines you may select whether to copy the report lines form the existing report to the new report. Select Copy. 4. On the General tab enter the name of the report, the report description, the type of the report (e.g. either Profit & Loss or Balance) and whether you wish to Print Column Headings in the report. Report Description Enter a description for this report. This will not be printed on the report. It is for you to distinguish between reports. Report Type Select whether this report is a Profit & Loss report or a Balance Sheet report. Print Column Headings Select whether you wish to print the column headings on the report. If you have selected that this report is a Profit & Loss report then you will see the extra fields Transfer total to balance sheet and Report % Comparisons Based on Line. Transfer Total to Balance Sheet If you select this field then the current and year-to-date totals could be transferred to the balance sheet as the profit/loss values. These totals would then be picked up in the Balance Sheet by using the line type 'P' when defining the Balance Sheet report. Do not select this if no totals are not to be transferred or if the report is not a true Profit and Loss report. Report % Comparisons Based on Line If required you can compare each line of the report against one particular line as a percentage. This field will hold the number of the line from which the percentage comparisons will be made. For example, if you want to compare CHAPTER 16 : FINANCIAL REPORTING Page 347

358 all lines of the report with the Gross Sales line, enter the line number of the Gross Sales. 5. On the tab Formatting define the format and paper orientation to be used for this report and whether the Report Titles, Headings and Totals will be bold/italic/underlined. Alternatively click on the button Set to default to use the default settings (as defined in Reports, Financial reporting, Default Parameters, see DEFAULT PARAMETERS on page 341). 6. On the tab Report Columns define the fields that you wish to include in this new report. Alternatively click on the button Set to default to use the default settings (as defined in Reports, Financial reporting, Default Parameters, see DEFAULT PARAMETERS on page 341). 7. On the tab Report Lines will initially be showing no lines and you must save the report first before you can add any lines to the report. When you have saved the report then on the tab Report Lines you may select the button default report lines for a report of the type you have selected. But you can now highlight each line and select the button Edit Lines to change that line, see LINE DETAILS on page On the tab Report Lines you may select the button Renumber lines and that will renumber the lines (except page headings less than 10) in increments of To delete an existing financial report, select the report and then select the Delete button. 10. If you have made changes to any report save those changes by using the Save button. 11. If you have made changes and before you select the Save button you wish to undo any changes you have made then select the Reset button. 1 To print the format for any report then select that report and then select the button Print Format listing. 1 Finally select Exit to exit. LINE DETAILS When you have selected, from the WinAccs menu, Reports, Financial reporting and then Definition maintenance and you have opened a report then on the tab Report lines you will need to have the lines for that report defined. A screen similar to the following will be displayed :- Page 348 CHAPTER 16 : FINANCIAL REPORTING

359 or for a new report this screen will be blank. To insert a new report line see INSERTING A NEW REPORT LINE on page 349. To edit an existing line, select that line and then select the button Edit line. Make the necessary changes, click on the diskette icon and then Exit. INSERTING A NEW REPORT LINE To insert a report line into a financial report obey the following :1. From the WinAccs menu, select Reports, Financial reporting and then select Definition maintenance. Select the required report. Select the tab Report Lines. Select the button Edit line. A screen like this will be displayed :- CHAPTER 16 : FINANCIAL REPORTING Page 349

360 4. Select the New button. This puts a line number in the field Line Number. The number will be a certain increment from the last line number and that increment is defined in Default Parameters, see DEFAULT PARAMETERS FOR FINANCIAL REPORTS on page 341. You may enter the required line number. 5. At the field Line Type use the drop-down list to select which type of line this will be. T - Title This is a heading (of maximum 40 characters), usually used for the report name or the title of the report. H - Heading Enter a 40 character heading which can be used in the body of the report to describe groups of the detail account description. X - Text If required enter narrative (maximum 75 characters) to be used within the body of the report. D - Detail This is for entering balances derived from either one selected account code, or a range of account codes, or consolidated group codes. If you are to enter ranges of account codes or group codes, up to four separate ranges can be entered for one line. The system will then add the balances of these accounts together to give the total for this line. P - Profit This line type is used only in Balance Sheet type reports. It is used to pick up the profit/loss totals automatically for the last profit and loss report. However, Page 350 CHAPTER 16 : FINANCIAL REPORTING

361 to enable the totals to be picked up, the Purchase ledger report must have had the field Transfer total to Balance Sheet? (Y/N). set to 'Y'. N - New Page Select this line type if you wish a new page to be started at this point of the report. G - Group In some circumstances using just one 'D' (detail) line type may not be sufficient to consolidate a large amount of account code balances. The 'G' line type can be used to enable you to group together a large number of detail lines. You must enter the type 'G; line, the description of which will appear on the report. Immediately after this line, you must enter as many 'D' (detail) type lines as required, the balances of which will be consolidated. These detail type lines will not actually appear on the report individually, but will be suppressed. The total of these Details lines will appear as the balance on the Groupline. Directly after the last of the detail lines has been entered, create a type 'E' (end of group) line to end the consolidation. E - End of group This line type is used to confirm the end of consolidation of account balances using the type G-Group. 1-9 Totals Line types 1-9 represent different levels of totals that can be used in the report. Line types 'D', 'P' or 'G' will automatically be level 0 total, which is the lowest level. A total level 1 will print the total value of all preceding level lines. A total level 2 will print the total of all preceding level totals since the last level 2 or a higher level. The report grand total should therefore be set to level 9, the highest total level to ensure everything is included. For further details about the parameters see PARAMETERS FOR REPORT LINES on page If you wish to delete a report line that you have already defined then select that line and select the button Delete. You will be asked to confirm that you wish to delete the report line. Click on Yes and the line will be deleted. 7. If you wish to edit a report line, then select that report line, make the changes and then save it. If before you save it you decide you do NOT wish to continue with the changes then select the button Reset which will then cancel any changes you have been making. 8. When you have finished defining the report lines and saved them select Exit to exit from this screen. PARAMETERS FOR REPORT LINES When in Financial reporting, Definition maintenance you are using the tab Report Lines to define lines for the report each line type will require you to enter some essential parameters. The following gives details about these required parameters. Description Enter a description (maximum 40 characters) for this line type. Lines before Enter a number (between 0 and 20) that represents the number of blank lines required before this line is printed. If 99 is entered this indicates that you wish to start a new page. Standard Sign If this balance/total would normally be a debit, enter D. If it would normally be a credit, enter C. Remember that if a balance that normally appears as a debit, actually calculates as a credit, the value will print either within brackets or preceded by a minus sign (depending on the format) and vice versa. Overline If a line is to appear above this balance, select from the drop down list whether you wish to have no overlining, overlining with a single line or overlining with a double line. CHAPTER 16 : FINANCIAL REPORTING Page 351

362 Underline If a line is to appear below this balance, select from the drop down list whether you wish to have no underlining, underlining with a single line or underlining with a double line. Column number This field is for Balance Sheet type reports only. As the Balance sheet type reports have up to three columns, you must nominate one of the three columns (1-3) in which to enter the balance for this line. Amend at run-time This question is only relevant to 'T - Title' type lines. A default description may be entered, but when the final report is produced 'Y' entered here will allow you to type in an alternative description. Text This field will appear if you have entered the line type 'X- Text'. Enter upto 75 characters of text for this line. Consolidation Type This group of fields will appear when a Detail (D - Detail) line has been entered. It allows you to nominate selected accounts or ranges of account codes, or group codes, balances to be consolidated onto this report. Selected Selected account codes. Up to eight different account codes can be entered. Range Range of account codes. Up to four ranges can be entered. Type the first account code in From Account. Type the last account code in To account. Group Ranges of group codes. Up to four ranges can be entered. Type the first group code in From Group. Type the last group code in To group. DELETING A REPORT LINE To delete a report line from a financial report obey the following :1. From the WinAccs menu, select Reports, Financial reporting and then select Definition maintenance. Select the required report. On the tab Report lines highlight the line you wish to delete and select the button Edit lines. The details of that line will be displayed at the bottom of the screen. 4. Select the Delete button. You will be asked to confirm that you wish to delete this line. Select Yes. 5. The line will be deleted from the report. Select the Exit button in the bottom half of the screen. DEFINITION PRINT To display the definitions of a range of financial reports that you have on your system obey the following :1. From the WinAccs menu, select Reports, Financial Reports. Then select Definition print. The following screen will be displayed :- Page 352 CHAPTER 16 : FINANCIAL REPORTING

363 4. At the field From Report Number select from the drop-down menu the number of the first report you wish to include in this report of format definitions. 5. At the field To Report Number select from the drop-down menu the number of the last report you wish to include in this report of format definitions. 6. Select the button Print to see the report which you may then choose to print or from which you may wish to create a pdf. 7. Finally select Exit. CHECK FINANCIAL REPORTS To check that the financial reports defined for Profit & Loss and for Balance Sheet are correct (i.e. to report if any accounts are not referenced or if any accounts are included more than once) then obey the following :1. From the WinAccs menu, select Reports, Financial Reports. Then select Check financial reports. The following screen will be displayed :- 4. At the field P&L Report Number select from the drop-down menu the number of the Profit & Loss report you wish to check. CHAPTER 16 : FINANCIAL REPORTING Page 353

364 5. At the field B/S Report Number select from the drop-down menu the number of the Balance Sheet report you wish to check. 6. The report will report any accounts not referenced or accounts included more than once. But if you wish to check that the chosen reports reference all the accounts and the line reference for each account within the report then select the field Print Financial reporting details for all accounts. 7. Select the button Print to see the report which you may then choose to print or from which you may wish to create a pdf. 8. Finally select Exit. PRODUCE FINANCIAL REPORTS To produce the financial reports (Profit & Loss and Balance Sheet and Trial Balance) for this company obey the following :1. From the WinAccs menu, select Reports, Financial Reports. [Alternatively select Transactions, Period end.] Then select Produce financial reports. The following screen will be displayed :- Page 354 CHAPTER 16 : FINANCIAL REPORTING

365 4. In the section headed Report Type select the type of financial report you wish to print. Then from the list of reports of that type which are now displayed in the section headed Reports, select the report you wish to use. 5. In the section headed Reporting Period will be displayed the dates for this current period. You may wish to report on another period. In which case select Other and enter the dates of the period to be reported upon by selecting the required Brought Forward Date, Current Period End Date and Company Year End Date. Whenever the accounts are advanced, a backup of the balances and current period transactions are taken. If you enter dates into the section Other it will scan the period balances and if it finds an exact match it will offer to use these archived balances rather than taking the live balances and working out what the values should be. The calculation option can mis-report the values if there were any back dated transactions. If the user is registered for cost centres and wants a historical trial balance then using Other will force WinAccs to calculate historical cost centre balances. 6. In the section headed Budgets from the drop down list next to the field Budgets Calculated you may select over which periods you require the budgets to be calculated for the Profit & Loss reports. From the drop down list next to the field Calculate Based on Period select which period you want the budget based upon. CHAPTER 16 : FINANCIAL REPORTING Page 355