Introduction – ACCPAC Basics Slideshow I. List of Topics Slide No. Types of Accounting Software Integrated Accounting Software3 ACCPAC ERP System: A Modular

Introduction – Introduction – ACCPAC BasicsACCPAC Basics

Slideshow ISlideshow I

List of TopicsList of Topics Slide No.Slide No.

Types of Accounting Software

Integrated Accounting Software 3

ACCPAC ERP System: A Modular Program 6

ACCPAC Integration 7

ACCPAC Basics

Company Desktop Icons 9

Printing in ACCPAC 11

A Batch 12

Batch Totals 14

Types of Batches 15

Batch List 16

Session Date 17Tabs in Windows 18 Drop Down List 19

Calendar 20Calculator 21

The Finder Icon 22

Using Help 23


There are two main types of accounting software programs:

• Integrated

• Modular

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• Integrated

• Modular

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An integrated accounting system consists of various modules that are connected as one united system, with the GENERAL LEDGER as the hub.

Simply Accounting is a good example of an integrated system. Study its structure at the right.

This type of accounting software is commonly used in small-to-medium-size companies, especially when all accounting functions are done in one office. Click to continue.Click to continue.

General Ledger

Payroll

InventoryProjects

ReceivablesClient Sub-Ledgers

PayablesVendor Sub-Ledgers

Integrated Accounting SoftwareIntegrated Accounting Software

General Ledger

Payroll

InventoryProjects




General Ledger

Payroll

InventoryProjects




General Ledger

Payroll

InventoryProjects




General Ledger

Payroll

InventoryProjects

Client Sub-Ledgers



General Ledger

Payroll

InventoryProjects


Inventory




Payroll

ProjectsInventory




• Integrated

• Modular

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General Ledger

Payroll

InventoryProjects




General Ledger

Payroll

InventoryProjects




General Ledger

Payroll

InventoryProjects



Integrated Accounting SoftwareIntegrated Accounting SoftwareTypes of Accounting SoftwareTypes of Accounting Software

Integrated Accounting SoftwareWhen a transaction is entered in one module, all other related modules are updated. For example, if you enter a sale of merchandise on credit in the Sales Journal of the RECEIVABLES module,Click.Click.

…the ACCOUNTS RECEIVABLE account in the General Ledger is increased,

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Inventory is decreased,

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…and the corresponding client’s record is also updated.

Click to continue.Click to continue.

General Ledger

Payroll

InventoryProjects




General Ledger

Payroll

InventoryProjects

Client Sub-Ledgers



General Ledger

Payroll

InventoryProjects


Inventory




Payroll

ProjectsInventory


General Ledger

Payroll

InventoryProjects




Types of Accounting SoftwareTypes of Accounting Software

Integrated Accounting SoftwareWhen a transaction is entered in the PAYABLES module, the Accounts Payable account in the General Ledger is updated,

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…and the corresponding client’s record is also updated.

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Financial statements may be printed at any time from the General Ledger module. Click to continue.Click to continue.

Financial Statements

ACCPAC ERP System: A Modular Program

The ACCPAC ERPSystem is a modular program; each module is sold and installed separately.

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The SYSTEM MANAGER is the “brain” of the ACCPAC system. It provides common and administrative services to all modules.

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In order for ACCPAC to be able to store and manage data, a database system needs to be installed with the Systems Manager. You may use any of the systems shown.

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To have an ACCPAC accounting system, at least one other module is installed with the System Manager, usually the GENERAL LEDGER. Click to continue.Click to continue.

SYSTEM MANAGER

Common Services

Admin Services

GENERAL LEDGER

Database

•Pervasive SQL

•Microsoft SQL

•IBM DB2

•Oracle

ACCPAC Integration

Except for the Order Entry and Purchase Orders modules, all of the other modules may be used on a standalone basis.

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The other core modules are: ACCOUNTS PAYABLE and ACCOUNTS RECEIVABLE.

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They access account information in the GENERAL LEDGER and send transaction data to the G/L.

The integration of data is not immediate. In ACCPAC, unlike in an integrated system, transactions posted in A/P or A/R do not immediately update the G/L. Instead, transactions in A/P, A/R and other modules are sent to the G/L in the form of subledger batches. They are posted in the G/L before updated financial statements may be produced.


GENERAL LEDGER

SYSTEM MANAGER

Common Services

Admin Services

Database

ACCOUNTS RECEIVABLE

ACCOUNTS PAYABLE

ACCPAC Integration (continued)

ACCPAC ERP System, being a modular system, is more efficient in processing large volumes of transactions than that in an integrated system. The procedure of sending subledger transactions from A/P and A/R for posting in the GENERAL LEDGER provides greater control and a stronger audit trail.

The setback is that up-to-date financial statements are not always available on demand.

Study the integration of ACCPAC Advantage. Notice the other modules, referred to as the operations suite modules (see gold stars).


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ACCPAC BasicsACCPAC Basics

Company Desktop/IconsThe features discussed in this section apply to ALL modules.

The ACCPAC desktop appears when you first start ACCPAC. On the left you will see a tree diagram of ACCPAC, showing the ACCPAC folders which contain all the various accounting and maintenance programs. The right pane shows the particular tasks (and other folders) which the selected folder on the left contains.Click Accounts Payable now.Click Accounts Payable now.

Double-clicking an icon at the right pane allows you to view the functions; e.g., by double-clicking A/P Transactions,

Click A/P Transactions once now.Click A/P Transactions once now.

Right Right Pane Pane iconsicons

Main Main Company Company DesktopDesktop

ToolbarToolbar

Tree Tree diagramdiagram


Company Desktop/Icons

…the functions available for A/P transactions will display. To use a specific function, you would double-click at the corresponding icon.

Click the Invoice Entry icon now.Click the Invoice Entry icon now.

For example, double-clicking the Invoice Entry icon in the A/P Transactions desktop will allow you to enter an A/P invoice.



Printing in ACCPAC

ACCPAC allows you to send reports and statements to one or more of five different print destinations (see right).

• Printer – to print a hard copy.

• Preview – to view the report or statement on the screen.

• File – to store a file of the report/ statement. Different formats are available.

• E-mail – to send the file to an email either in PDF or Rich Text format using Microsoft Outlook.

• Schedule – to produce the report/statement at a scheduled time.

Reports may also be faxed directly if ACCPAC Messenger is installed.

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The current print destination is indicated by an icon at the right bottom corner of the screen.


Printer Preview File E-mail


A Batch

Transactions in ACCPAC are processed by entering them in a batch. Although a batch may contain only one transaction, the true value of batch processing is the ability to enter several transactions and printing the batch to check for errors before posting. You may also open a batch, enter transactions as they occur and post at your convenience.

A batch has three basic parts:

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Batch No. and Batch Description – ACCPAC keeps track of all batches created. Posted batches may not be deleted in order to retain the audit trail.

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Entry specifications – each entry represents one transaction. Each batch may contain one or more entries.

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Batch No. Batch No. and and DescriptionDescription

Entry Entry specificationsspecifications


A Batch

Distribution Line(s) – Each entry may contain one or more detail line. For example, the entry in Batch 4 at the right has three distribution lines.

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Study how the distribution lines relate to the manual entry for this transaction.

For every distribution line, you may enter a comment. The text will give you step-by-step directions on how to fill in your batch window.

Click to continue.Click to continue.Manual Entry

5100-20 Purchases 7,041.43

2260 GST Paid on Purchases 352.07

2200 Accounts Payable 7,393.50

Distribution LinesDistribution Lines


Batch Totals

Depending on the type of batch, you can find the batch total either on the upper right-hand corner…

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…or you can click the Batch Zoom Button and the Batch Information window will appear containing the Batch Total.

This feature is useful in ensuring that you have entered the correct numbers in your batch.


Batch Totals

Batch Zoom Button

Batch Total


Types of Batches

ACCPAC provides facilities to process different types of batches. It maintains a numbering system for each type of batch within a module.

Click and study the main types of Click and study the main types of batches.batches.

The user enters all the details in a user-entered batch.

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In a system-generated batch, ACCPAC automatically generates the details. You may, however, make changes to the entries if necessary.

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You can create a batch, save it as a recurring batch, then retrieve it at a later time. You may change some details in the batch; e.g., date or amounts, then post it. This type of batch is designed to help you save input time and minimize input errors.


User-Entered BatchesUser-Entered BatchesJournal Entry – Journal Entry – available only in the GENERAL LEDGER.available only in the GENERAL LEDGER.

Invoice Invoice – in A/P and A/R.– in A/P and A/R.

PaymentPayment – in A/P only. – in A/P only.

ReceiptReceipt – in A/R only. – in A/R only.

Adjustment Adjustment – correction to a posted entry in A/P and A/R.– correction to a posted entry in A/P and A/R.

A/R RefundA/R Refund – lets you reimburse customers for credit – lets you reimburse customers for credit balances, overpayments or return of goods.balances, overpayments or return of goods.

System-Generated BatchesSystem-Generated BatchesError batch – Error batch – automatically generated when ACCPAC automatically generated when ACCPAC finds an error in the batch being posted.finds an error in the batch being posted.

Interest batch Interest batch – user can generate in A/R. ACCPAC – user can generate in A/R. ACCPAC calculates interest charges on overdue customer invoices.calculates interest charges on overdue customer invoices.

Write-off batchWrite-off batch – user can generate write-off batches to – user can generate write-off batches to adjust outstanding account balances. adjust outstanding account balances.

OthersOthers

Recurring EntryRecurring Entry – a batch can be set up in the GENERAL – a batch can be set up in the GENERAL LEDGER for entries that recur on a regular basis; e.g., LEDGER for entries that recur on a regular basis; e.g., reversal entries at start of an accounting period.reversal entries at start of an accounting period.

Recurring PaymentsRecurring Payments – created in A/P for regular – created in A/P for regular payments; e.g., lease payments, GST remittance, etc.payments; e.g., lease payments, GST remittance, etc.

Recurring ChargesRecurring Charges – created in A/R for regular charges; – created in A/R for regular charges; e.g., interest charges on overdue customer accounts.e.g., interest charges on overdue customer accounts.


Batch ListBatches are listed in a batch list. Each type of batches has its own batch listing. Study the Batch List at the right.

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If you select Force Listing of Batches when you set up the company files, a batch may be made Ready to Post only after it has been printed to any print destination.

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You may open and edit batches that have an Open status. If the status is Posted, you may still open and print the batch, but you may not make changes and re-post.

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A batch may have been printed but may still be not ready to post. After printing, you need to set the batch Ready to Post status to Yes by double-clicking No in the Ready to Post column.



Session DateWhen you open a company file, the Session Date is displayed. It is the date associated with the current work session, and is used as the default date for all transaction entry. It is usually the last session date or the Windows system date, whichever is more advanced. Click.Click.

You may change the Session Date at any time during a work session by clicking File, Open Company.

Click Open Company now.Click Open Company now.

Change the Session Date when the Open Company window appears.



Tabs in WindowsSome ACCPAC windows may contain tabs (see right). When clicked, each tab would display a different page.

Study the Company page shown.

Click each tab from left to right. It is Click each tab from left to right. It is important that you click the tabs important that you click the tabs consecutively from left to right; consecutively from left to right; otherwise, you will be out of sync.otherwise, you will be out of sync.


Click next.


Drop Down List

When working with ACCPAC windows, you will often see drop-down arrows (see right).

Click the drop-down arrow now.Click the drop-down arrow now.

Like in any other Windows applications, you can click the drop-down arrow to select one of the options. These options may have been pre-set by ACCPAC (defaults), or you may have entered earlier.


Drop-down arrowDrop-down arrow


Calendar

Beside DATE fields, you will find a Calendar icon (see right). This will allow you not only to look up a date but also enter the desired date in the current field.

Click the Calendar icon now.Click the Calendar icon now.

If you click the left arrow,

Click the left arrow now.Click the left arrow now.

…the calendar will move back one month. If you click the right arrow, the calendar will move forward.

Click the right arrow TWICE.Click the right arrow TWICE.

If you click on December 1,

Click December 1 now.Click December 1 now.

…the Date field would change accordingly.


Calendar

LEFT arrow

RIGHT arrow


Calculator

When you need to calculate an amount, click the field…

Click the Tax Amount field (see Click the Tax Amount field (see arrow)arrow)

and press the + key on your numeric key pad (or SHIFT/+ on the top row of keys on a laptop).

The calculator will appear.

You can then do your calculation, then click the Paste button at the bottom of the calculator to enter the result in the field that you clicked.



The FINDER Icon

You will find the icon shown above beside some fields (see arrows at right). This means that you can click it and select from the drop-down list.

Click the FINDER beside the Source Click the FINDER beside the Source Code field now.Code field now.

The items shown in the FINDER drop-down list may include default items that have been pre-stored and/or items that you have previously entered. One thing to remember: When you see a FINDER icon, only items in the FINDER list may be entered in the field.

You would select an item in the list by double-clicking on it.



Using HELP

Be aware that there are various levels of HELP in ACCPAC. Study the various options available at the right. You may access this window through the Help option on the Main Menu Bar.

Online Documentation (see arrow) gives you step-by-step instructions on how to perform specific tasks.

Click Online Documentation now.Click Online Documentation now.


Using HELP

You will find online documentation on the modules that you have installed in your computer. For example, if you click Accounts Payable 5.4A, then User Guide…

Click User Guide now.Click User Guide now.

…a .pdf file of the Accounts Payable User Guide, complete with a Table of Contents (see left panel at the right) will display.

You need Adobe Reader installed in your computer to be able to use this feature.


EXIT

More…More…

Go back to your text and proceed from where you have left off.Press ESC now, then click the EXIT button.

Documents

Introduction – ACCPAC Basics Slideshow I. List of Topics Slide No. Types of Accounting Software Integrated Accounting Software3 ACCPAC ERP System: A Modular