Projects Workbook
Published by Reckon Limited All Rights Reserved Copyright Reckon Limited Copyright No part of these materials may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means, including photocopying without the prior written permission of both the author and Reckon Limited. Disclaimer Because of the possibility of human or mechanical error the material contained within this book is supplied without representation or guarantee of any kind. The publishers and author are not responsible for any errors or omissions or the result from the use of such material. All accounting information used in this book is to help the user understand how the program can be used. It is important to seek the advice of the business accountant to ensure that all tax issues relevant to the business are covered. The information contained within this manual is for demonstration purposes only. You should satisfy yourself of the current requirements of the Australian laws and regulations and seek your own advice from your professional adviser as to your financial and business needs and obligations before acting on any information provided in this manual. Reckon Limited and its related bodies corporate (to the extent permitted by the law) have no legal liability to you in respect of any of the Reckon products or services. Reckon Limited does not provide legal, taxation, financial or investment advice.
Welcome to Reckon Thank you for choosing Reckon. This workbook has been developed to assist you in getting started with your Reckon One book. Feedback If you have any feedback, we would love to hear from you. Please email us at training@reckon.com with any comments, ideas or suggestions. The Reckon Training team QR Reader Interactive Learning Reckon is introducing interactive learning throughout our manuals utilising the QR reader linking you straight to our how to videos and information. QR Reader is a FREE app you can download for Apple or Android devices. Apple https://itunes.apple.com/au/app/qr-reader-for-iphone/id368494609?mt=8 Android - https://play.google.com/store/apps/details?id=uk.tapmedia.qrreader&hl=en Once downloaded on your device you just need to open it and use the scanner on your screen to capture / scan the Reckon QR codes like the one below. The app will then take you straight to the page / video linked to the code. Give it a try on this one this code will take you to the Reckon Facebook page.
TABLE OF CONTENTS Welcome to Reckon... 3 QR Reader Interactive Learning... 3 Getting Started New Users... 5 Getting Started Existing Users... 7 Using the Demo Book... 8 Creating a Book... 9 Customising your Book... 13 Navigate your Book... 14 Set up Roles... 15 Set up Users / Share a book... 18 Chart of Accounts... 20 Items... 23 Projects... 25 Transactions & Projects... 30 Working with Projects... 31 Reports... 32 Logging Out... 37 Support... 37 Reckon One Evolution Projects v1.6 2015 Page 4 of 38
Getting Started New Users Go to the Reckon homepage and click on the LOGIN menu in the far right corner and select One from the drop down menu. This will take you to the Reckon One log in / sign up page. If you are a new user you may not have a Reckon User ID or Username so you will need to create one as part of your profile. At the top of the page you will see New customer? Sign up for free. Click on the blue text to go to the registration page. Go through and complete the fields with the details requested. You must supply a valid email address as this will be used to validate your account, receive correspondence related to your file and retrieve lost user ID or passwords. When you reach the Username field this will be what you use to sign in for future sessions. Type in a username you would like, if it is available you will see a green message Username is available. If the name is taken, you will see a Username already exists! message. You will need to try another combination until you find a useable Username. Reckon One Evolution Projects v1.6 2015 Page 5 of 38
Select a valid password which you will use with the Username to log in for all future sessions of Reckon One. Ensure that you agree to the terms by ticking the terms of use box. You will then be sent a link to the email you used while registering to confirm your email and details. Click on the link to activate your Reckon One account and get started! Log into Reckon One with your newly created and confirmed Username and Password. Reckon One Evolution Projects v1.6 2015 Page 6 of 38
Getting Started Existing Users As an existing user you will have a Username and password to log into Reckon One. Enter the Username and password into the appropriate fields. You can tick the Remember me box next to the green Login button. This will mean the next time that you log into Reckon One your Username and password will be prepopulated in the fields and you can just click Login. Remember to always have a separate User ID and password for your laptop log in to add an extra layer of security. Once you have logged in you will go to the landing page where you can view the books, filter to view shared books and create brand new books. ** Note you can only view shared books and access the Demo book when you have completed registration and purchase of Reckon One, fully validating and activating your account. Until this is completed you will only be able to access your Trial book but not the Demo book. ** Reckon One Evolution Projects v1.6 2015 Page 7 of 38
Using the Demo Book Your Reckon One access comes with a demo book containing pre filled sample data. It is a great place to start and learn how to navigate or to test out a process before actioning it in a live book. Any changes made to the Demo book will not be saved. Reckon One Evolution Projects v1.6 2015 Page 8 of 38
Creating a Book Reckon One makes creating a new book an easy task by using the set up wizard. Simply click on the Add a book button to get started and let the wizard help you through the process. The Design your business here window gives the options to choose modules that you want to use in your book at a Lite, Medium, Advanced or Custom level. Remember all you need to get started is Core, the other modules can be added, scaled up or scaled down as needed giving the freedom to run your business as based on your requirements. Follow the prompts through your purchase screen and make sure you read and accept the Reckon Terms and Conditions and Privacy Policy. Reckon One Evolution Projects v1.6 2015 Page 9 of 38
Once you see the confirmation screen click on the Setup book wizard button to begin. Give the book a name, choose an industry which defines the Chart of Accounts (COA) and set the preferences for GST and financial reporting. Reckon One Evolution Projects v1.6 2015 Page 10 of 38
Next set up some basics for the Chart of Accounts or accept the defaults and edit later. Set your financial year and book start dates. ** Note should you wish to record comparative figures for a prior year, the start date nominated should be the year prior to the current financial year.** Reckon One Evolution Projects v1.6 2015 Page 11 of 38
Enter account opening balances at this stage or just hit continue to do this within the book once the wizard is finished. Further define the industry to better help Reckon One understand your business. Select the relevant options from the drop down lists. Click Save and finish to return to the landing page and the new book is there ready to log in. Reckon One Evolution Projects v1.6 2015 Page 12 of 38
Customising your Book Once you have created the book it an be customised i.e. (colour), name and the modules to be activated. Clicking on Modules will take you back to the Modules selection screen that you initially saw when creating your book. You can turn modules off or on, scale up and scale down the modular functionality at any time, giving you the freedom to customise your book to best suit your business. Remember you only pay for what you use, you have the option to turn all modules off for 7 years with data available in read only mode. To customise the name and appearance of the book click on the Settings option in the drop down menu. Once you have updated your book click Save settings to return to the main screen. Change the books you see on your main screen by applying filters from the drop down menu. Reckon One Evolution Projects v1.6 2015 Page 13 of 38
Navigate your Book When you open your book you are taken to the Dashboard which gives you a snap shot of the business via customizable widgets. The widgets displayed will be dependent on the modules active in the book. You can click and drag the widgets around the screen as well as click on the settings button to customise the graphs and periods displayed. You can customise the widgets displayed by clicking the Customise Dashboard button. You can select widgets displayed by checking / unchecking the boxes in the Available Widgets list. Reckon One Evolution Projects v1.6 2015 Page 14 of 38
You can also quickly navigate using the Quick Transaction menu. The options displayed will be dependent on the modules that are active within the book. Set up Roles You can create unlimited roles in your book. A user can have more than one role applied to them. Roles are hierarchal meaning that the role with the higher level permissions will override other lower roles / permissions. Click on the book from the main page to open it. Click on the Administration menu on the far right and select Users and roles from the drop down menu. Reckon One Evolution Projects v1.6 2015 Page 15 of 38
Administrator SuperUser Limited Custom The administrator role is a global role to all areas and permissions in Reckon One. The Superuser role is the same as the Administrator role in Reckon One except for the permissions relating to users and roles which are limited. The Limited role is a global read only role in Reckon One. You can create customised roles by clicking Add a role or you can Copy role from an existing role in the list and further customise it. When a book is created you are designated as an Administrator role. From the overview screen (above) you can see how many users are applied to each role. To create a new role click the green Add button. Reckon One Evolution Projects v1.6 2015 Page 16 of 38
Click on each relevant module / area for the role and then select functions to give access or deselect to remove access. A yellow circle indicates partial or no access. A green circle indicates full access. A grey x indicates no access. If Users are already created, assign them to the Role by using the drop down menu and Add button at the bottom of the page. To remove a user from a role, scroll to the bottom of the page within a role properties. Click on the red X beside the user s name to remove this role from their profile. This will only remove the role from the user not remove the user s access to the book. If there are multiple roles they will have to be selected / deselected individually. You can see what roles a user has currently applied from the Users tab. To remove access to the book completely a user must be removed from the Users tab. Reckon One Evolution Projects v1.6 2015 Page 17 of 38
Set up Users / Share a book Click on the Administration menu on the far right and select Roles from the drop down menu. When a book is first created you will be the only user and by default be assigned an Administrator role. To add a new user click on the green Add a user button in the bottom right corner of the screen. Add / search for an existing user by Username or UserID by entering it in the field and clicking on the blue Check username button. Reckon One Evolution Projects v1.6 2015 Page 18 of 38
Select the role to assign to the user. Once sure of the selection click save and close at the top right of the screen. Once saved the user will have access to the book in Reckon One so be sure the correct role and permissions has been granted Remove access to the book easily by selecting the user from the list and clicking on the Remove button down the bottom left of the screen. This will remove access to the book but they will still exist as an active user within Reckon One and could be added to the book or another at a later stage. Reckon One Evolution Projects v1.6 2015 Page 19 of 38
To view a shared book that you have been given access to is simple. From the main landing page when you first log in click on the filter drop down menu and select Shared with me to filter and view only your shared books. Chart of Accounts To open / edit the Chart of Accounts click on the Settings menu and then Chart of Accounts from the drop down meu. From the landing screen select which account type to view. An account s Export Code is a mapping code that is at present unused. In future the Export Code will link to ledger systems. For example if you had a export code of 230 Sales, you would enter 230 in your export code for sales transactions to allow for mapping into external applications and when you export reports to excel or to external systems using that code. Reckon One Evolution Projects v1.6 2015 Page 20 of 38
Customise the screen view using the Show/hide columns filter to select what columns to be displayed on the screen. To add a new account simply click Add button. Accounts can be created as header or sub accounts down to three levels. Fill in the relevant fields and click Save and close. To Edit or Delete an account click on the Account from the Account List. Edit the account details by clicking in the relevant fields or select one of the options View transactions, Delete or View history underneath the Save and close button. Once the changes are completed / information viewed click on the Save & close button. Reckon One Evolution Projects v1.6 2015 Page 21 of 38
View the audit trail / history of an account in the book. With the account open click on the View History button. To close the window click the white x. The order of the books accounts can be reorganised to better suit business processing. To reorganise the accounts permanently not just filter them which reverts back to the original display after refreshing the scree, you need to use the Reorganise your ** accounts tool. On any account tab for example Income, click on the green text Reorganise your income accounts. To reposition the account order click on an account and drag it with your mouse up or down the list where you want it to be positioned. When finished click on the green Save button Reckon One Evolution Projects v1.6 2015 Page 22 of 38
Items An Item is a product or a service that the business buys, sells or resells in the course of business. Examples of items could be: products the business sells, shipping costs, discounts the business offers, call out fees, consultation fees. Items can be created as normal or sub items for grouping and reporting purposes. Click on the Day to Day tab and select Items from the drop down list. The Items overview screen can be filtered for Active, Inactive and All Items to be displayed by clicking on the tab. Click on the green Add button to start creating the books items you need for the business. Reckon One Evolution Projects v1.6 2015 Page 23 of 38
Change the fields using the drop down menus to suit the item options i.e. for items that the business sell not buy, buy not sell or buy and sell. When all Items have been created for the business click the green Save & close button. To edit an Item, click on it from the list to open the item properties window. Reckon One Evolution Projects v1.6 2015 Page 24 of 38
Make any required changed and save and close. Projects Using the Projects module a business can manage revenue and costs, review progress and forecast final results at a project level. A project can have criteria based on a start date and end date. Items can be weighted by customers, suppliers or a combination of these. Projects offer another dimension to business reporting. The level of the Projects module purchased determines what project features are enabled in Reckon One. The following table displays what is available in each level. From the Day to Day tab select Projects from the drop down menu. Reckon One Evolution Projects v1.6 2015 Page 25 of 38
The Projects window gives you a summary of the book s projects. From here projects can be added, edited or deleted. Click on the Add button to create a project you need for your business. Complete the mandatory and required fields for your project starting with the Project name. Select if this is a sub-project, if so select how you want to bill it; with the main project or seperately. Enter the Start Date and End Date. Click on the Customers tab (only available on the medium level) at the bottom of the page. Click Add to link customers into the project which allows the costs of the project to be shared with the customers. If there is more than one customer selected, enter the weighting for each customer, e.g. 50%. Click on the drop down button and click Save. Reckon One Evolution Projects v1.6 2015 Page 26 of 38
To link suppliers to the project click on the Suppliers tab and select the suppliers from the drop down list. If there is more than one supplier selected, enter the weighting for each supplier e.g. 50%. Click on the drop down button and click Save. Note When a Supplier / Customer are linked into a Project, the Project will only appear in the drop down menu in an Invoice / Bill for the linked entities. To link items to the project click on the Items tab and assign any items required for this project. Assigning items to a project means they will appear at the top of the items list when entering transactions. It also allows for customisation of a sale rate Project rate for this particular project. Reckon One Evolution Projects v1.6 2015 Page 27 of 38
When all project details have been entered click the Save & Close button to return to the project overview screen. Projects can also be created as Sub Projects which allows them to be billed separately or with the main project. Projects and Sub Projects are easily identified from the Project overview screen as they are displayed in a hierarchical structure / order similar to the Chart Of Accounts. Reckon One Evolution Projects v1.6 2015 Page 28 of 38
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Transactions & Projects Now the project has been created, it can be assigned to invoices, receipts, payments, adjustment notes and journals. For an invoice click the Day to Day tab and select Selling from the drop down menu and create a new invoice by clicking Add. Complete the required fields and select the project from the Project dropdown menu. Click Save & close for a draft or Approve to save the invoice for payment. For a bill click the Day to Day tab and select Buying from the drop down menu and create a new Bill by clicking Add. Complete the required fields and select the project from the Project dropdown menu. Click Save & close for a draft or Approve to save the bill for payment. Reckon One Evolution Projects v1.6 2015 Page 30 of 38
Working with Projects As transactions are recorded against the project view the estimated project position at any time by viewing the project. Click Day to Day and select projects from the drop down menu. Click on the project to open it and view. Invoices and bills can be added from the Edit project screen click clicking on the Add invoice or Add bill buttons. To change the status of a project i.e. to mark it complete, cancelled or inactive from the project overview screen tick the box beside the project line and the Delete and Mark as buttons become active at the bottom left of the screen. Select the required action for the project. Reckon One Evolution Projects v1.6 2015 Page 31 of 38
Reports Reckon One has a range of reports designed to help analyse and understand a business s financial position. Reports are available by clicking the Reporting tab. Reports can be printed or exported. These reports are available in the Core with the Invoice and Project modules active, the available reports will change as Modules are activated. The Project List report is a great starting point as it can lists all projects, or filter for selected projects by status. When the report is generated you can view items, customers and suppliers that have been assigned to each project and what billing method has been chosen. This report can be found in the Lists menu. Reckon One Evolution Projects v1.6 2015 Page 32 of 38
Reckon One reports with Core only are grouped into 7 sections; Financial o Profit and Loss, Balance Sheet, Trial Balance, Account Enquiry Tax o GST Summary, Tax Code Transactions Customers o Aged Debtors, Aged Debtor Transactions, Invoice List, Customer Transactions, Unpaid Invoices Suppliers o Aged Creditors, Aged Creditor Transactions, Bill List, Supplier Transactions, Unpaid Bills Analytics o Aged Creditor Summary, Aged Customer Summary, Top 10 Customers, Top 10 Suppliers, Top 10 Income Accounts, Top 10 Expense Accounts, Budgets Lists o Account List, Bank Account List, Item List, Project List, Customer List, Supplier List, Tax Code List. Advisor o Payment List, Receipt List, Journal List Reckon One Evolution Projects v1.6 2015 Page 33 of 38
To run a report for example the PROFIT AND LOSS click on the Financial tab and then the green Generate button. Choose the Reporting period and Comparison period if applicable. Scroll down once your options are selected to view the report. Reckon One Evolution Projects v1.6 2015 Page 34 of 38
Click on the Show more options button to enable more filtering including projects. To apply these changes click the Refresh button and scroll down to view the updated report Reckon One Evolution Projects v1.6 2015 Page 35 of 38
To export click the drop down arrow beside the green Export to PDF button and choose the format. The report will download and you click the drop down arrow and select to open from within the browser or from your Downloads folder. Reckon One Evolution Projects v1.6 2015 Page 36 of 38
Logging Out To log out of Reckon One click on the Administration menu and click on the Log Out option. Support You can access support from within Reckon One by clicking on the Support icon. This will take you to the Contact Us page. You can also access help via the Reckon website. From the main page at www.reckon.com.au click on Support and select Support from the drop down menu. Reckon One Evolution Projects v1.6 2015 Page 37 of 38
You can select One from the software options and access FAQ and suggestions or post your own question. You can also view and join the Reckon Community where you can post, participate and follow questions and conversations. Click on the Community icon at the top of the page to navigate to the Community page. You can join for free and manage your email preferences easily, just click the Register link and follow the prompts. Reckon One Evolution Projects v1.6 2015 Page 38 of 38
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