OCI Accounting Systemmember.ocisystem.com/helpac/docs/Advance_TNG_10072013.pdf · 2016. 4. 26. · Setup> A/C Setting Click SETUP activity Click ACCOUNTS Click A/C SETTING module

OCI Accounting System

User Manual

Created: Wednesday, July 10, 2013

Copyright © OC Innovations Pte Ltd. All Rights Reserved.


copyright © OC Innovations Pte Ltd. All rights reserved. http://www.ocisystem.com/

The information contained in this document is subject to change without notice.This document contains proprietary information which is protected by copyright.

All rights are reserved. No part of this document may be photocopied, reproduced, or translated to another language without the prior written consent of OC Innovations Pte Ltd.

Table of Contents

Chapter 1: Advance Training

1 Get Set... & Go!!!

1.1 Accounting Lock Type Control

1.1.1 Type 1: Cannot Edit Lock Period Transaction

1.1.2 Type 2: Cannot Edit Lock Period Transaction Unless Change Transaction Date Out of Lock Period

1.1.3 Type 3: Editable. User Cannot Select Post Date

1.1.4 Type 4: Editable. User Can Select Post Date

1.2 User Access Control (Enhanced Version)

1.2.1 Difference between Standard and Enhanced Version

1.2.2 Assigning Rights to All Modules

1.2.3 Assigning Rights to Selected Modules

1.2.4 Assigning Accessing Rights to Different Companies

1.3 Multiple Companies

1.3.1 Switching between Companies

1.3.2 Sharing of Business Partners between Companies

1.3.3 Sharing of Items between Companies

1.3.4 Sharing Chart of Account Descriptions between Companies

1.4 Managing Accounting Group Posting

1.4.1 Understanding Business Partners and Customer Group

1.4.1.1 Posting Different Income Account for Different Customer

1.4.2 Understanding Item and Item Group

1.4.2.1 Posting Specific Item to Specific Income Accounts

1.5 Multi-Level Chart of Accounts (Enhanced Version)

1.5.1 Creating a Management View

1.5.2 Creating a Standard View with Your Sorting Order

1.5.3 Applying the Multi-Level COA on Profit & Loss

1.5.4 Applying the Multi-Level COA on Balance Sheet

1.6 Budgeting (Enhanced Version)

1.6.1 Understanding Budget Group, Registration & Report

1.6.2 Creating a Budget Group

1.6.3 Creating a Budget Registration

1.6.4 Printing a Budget Report

2 Optional

2.1 Using Multi-Year Project

2.1.1 Create a Chart of Account for Progress Claimed

2.1.2 Create a Customer Group for this progress claim customers

2.1.3 Create a Business Partner under this Customer Group

2.1.4 Create a Job Code to monitor the project

2.1.5 Create an Invoice for the Progress Claim

2.1.6 Check that it does not show up in Profit and Loss

2.1.7 Verify that it appear in Balance Sheet 34

2.1.8 Verifty that it is listed in WIP

Chapter 2: Index

1

35810121415171819202122232527283037394344474951545556576061626364666768697071

73

1 Get Set... & Go!!!2 Optional

Advance Training

1 . Advance Training


1.1 Accounting Lock Type Control1.2 User Access Control (Enhanced Version)1.3 Multiple Companies1.4 Managing Accounting Group Posting1.5 Multi-Level Chart of Accounts (Enhanced Version)1.6 Budgeting (Enhanced Version)

1 Get Set... & Go!!!

Advance Training . 2


1.1.1 Type 1: Cannot Edit Lock Period Transaction1.1.2 Type 2: Cannot Edit Lock Period Transaction Unless ChangeTransaction Date Out of Lock Period1.1.3 Type 3: Editable. User Cannot Select Post Date1.1.4 Type 4: Editable. User Can Select Post Date

1.1 Accounting Lock Type Control

Type Action Remark



Setup>

A/C Setting

Click SETUP activity

Click ACCOUNTS

Click A/C SETTING module

Click EDIT

To understand, first you have tounderstand that everyaccounting document (e.g. salesinvoices) has two dates.

1. Transaction Date – date ofthe document. E.g. Invoice Date

2. Post Date – date of theaccounting double entries areposted to the GL. By default thePost Date should the same dayas Transaction unless you areamending Locked Documents.

Locked Documents – documentswith Transaction Dates withinthe Accounting Locked Period.

Select LOCK TYPE

Type 1: Cannot Edit Lock

Period Transaction

For this selection, you will not beallowed to make amendments todocuments within the LockPeriod.

Type 2: Cannot Edit Lock

Period Transaction Unless

Change Transaction Date Out

of Lock Period

This allows you to makeamendment to LockedDocuments, but you have toalso amend the TransactionDate to after the Lock Period.

Type 3: Editable. User Cannot

Select Post Date

You will be allowed to makeamendments to LockedDocuments. But the differencesin accounting double entriesvalues will be adjusted andposted on the date amendment.

Type 4: Editable. User Can

Select Post Date

Similar to Type 3, you will beallowed to make amendments toLocked Documents. But thedifference is you can select thepost date for the adjustedaccounting double entriesvalues.

Click UNDO



Topic:

1.1.1 Type 1: Cannot Edit Lock Period Transaction

Home > Advance Training > 1 Get Set... & Go!!! > 1.1 Accounting Lock Type Control > 1.1.1 Type 1: Cannot Edit Lock Period Transaction

Type Action Remark

Sales>

Invoice

Click SALES activity

Click INVOICE module

Click NEW

DATE select 15 Jul 12

CUSTOMER select any

ITEM select any

QTY enter 1

UNIT PRICE enter 100

Click ADD



Type Action Remark

Setup>

A/C Setting

Go to A/C SETTING module

Click EDIT

DATE select 31 Jul 2012

LOCK TYPE select Type 1

Click SAVE

Type Action Remark

Sales>

Invoice

Go to SALES module

Click EDIT on the same

Invoice just issued

QTY changed to 2

Click UPDATE

You will notice that the systemdo not allow you to make any

changes.

Click UNDO



Created by:Admin Last Modified: Admin 6/25/2013 2:33 PM



Topic:

1.1.2 Type 2: Cannot Edit Lock Period Transaction Unless ChangeTransaction Date Out of Lock Period

Home > Advance Training > 1 Get Set... & Go!!! > 1.1 Accounting Lock Type Control > 1.1.2 Type 2: Cannot Edit Lock Period Transaction Unless ChangeTransaction Date Out of Lock Period

Type Action Remark

Setup>

A/C Setting


Click EDIT

ACCOUNTING LOCK PERIOD

select 20 Jul 2012

LOCK TYPE change to Type 2

Click SAVE



Type Action Remark

Sales>

Invoice

Go to SALES module


Invoice just issued

Date change to 31 Jul 2012

QTY changed to 2

Click UPDATE

You will notice that the systemallow you to save with such Lock

Type.




Topic:

1.1.3 Type 3: Editable. User Cannot Select Post Date

Home > Advance Training > 1 Get Set... & Go!!! > 1.1 Accounting Lock Type Control > 1.1.3 Type 3: Editable. User Cannot Select Post Date

Type Action Remark

Setup>

A/C Setting


Click EDIT

ACCOUNTING LOCK PERIOD

select 31 Jul 2012


Click SAVE



Type Action Remark

Sales>

Invoice

Go to SALES module


Invoice just issued

QTY changed to 3

AMOUNT note that it is

increased by $100

Click UPDATE

You will notice that the systemallow you to save with such Lock

Type.

Type Action Remark

Sales>

Invoice


Invoice just issued

Click GL

You will notice that the additional$100 value is posted in different

date from the invoice date.

Hence, the accounting valueswithin the locked period are still

safe guarded.

Close GL module

Click UNDO at invoice




Topic:

1.1.4 Type 4: Editable. User Can Select Post Date

Home > Advance Training > 1 Get Set... & Go!!! > 1.1 Accounting Lock Type Control > 1.1.4 Type 4: Editable. User Can Select Post Date

Type Action Remark

Setup>

A/C Setting


Click EDIT


Click SAVE

Close module



Type Action Remark

Sales>

Invoice

Go to SALES module


Invoice just issued

QTY changed to 4

Click UPDATE

POST DATE The system will allow you tosave but will prompt you for a

date to post.

Note for proper accountingpurpose, you will not be able to

post to future dates.

Click OK

Click UNDO

Close module




1.2.1 Difference between Standard and Enhanced Version1.2.2 Assigning Rights to All Modules1.2.3 Assigning Rights to Selected Modules1.2.4 Assigning Accessing Rights to Different Companies

1.2 User Access Control (Enhanced Version)



Topic:

1.2.1 Difference between Standard and Enhanced Version

Home > Advance Training > 1 Get Set... & Go!!! > 1.2 User Access Control (Enhanced Version) > 1.2.1 Difference between Standard and Enhanced Version

Type Action Remark

Maintenance>

Roles

Click MAINTENANCE Activity

Click ACCESS CONTROL

Click ROLES module

For Standard Version

ALL

For Standard Version, you cansetup Roles for users with or

without rights to accessmodules.

For Enhance Version

READ

More controls are available forEnhanced Version.

Read enable user to only viewthe module.

NEW New allows user to create newdocument.

EDIT Edit allows user to amend pastdocuments.

DELETE/VOID User will be allowed to deletepast documents.

PRINT Enable user to print transactiondocuments.

VIEW HISTORY Allow user to view the pastamendments to the document.

REPORT Enable user to view and printreport for the module.



Note: Depending on number of additionalcompany licences you have purchased,

additional companies will be displayed as thenext column.

In this example, the system is licenced for 3companies, hence you see 3 columns

appearing.




Topic:

1.2.2 Assigning Rights to All Modules

Home > Advance Training > 1 Get Set... & Go!!! > 1.2 User Access Control (Enhanced Version) > 1.2.2 Assigning Rights to All Modules

Type Action Remark

Maintenance>

Roles

Click COMPANY NAME (at the

header)

Click ALL This assigns Full rights to all themodules for this company.

Un-tick DELETE/VOID

Un-tick REPORT

This removes the rights foruser to Delete and Print Report

for all the modules.




Topic:

1.2.3 Assigning Rights to Selected Modules

Home > Advance Training > 1 Get Set... & Go!!! > 1.2 User Access Control (Enhanced Version) > 1.2.3 Assigning Rights to Selected Modules

Type Action Remark

Maintenance>

Roles

Tick ALL

Un-Tick ALL

This is to clear the selections.

Click on INVOICE button

Press CTRL & click RECEIPT

Press CTRL & click PAYMENT

This enable you to selectmultiple modules at one go.

Tick ALL This will assign user with fullaccess rights to Invoice,

Receipt and Payment modules.




Topic:

1.2.4 Assigning Accessing Rights to Different Companies

Home > Advance Training > 1 Get Set... & Go!!! > 1.2 User Access Control (Enhanced Version) > 1.2.4 Assigning Accessing Rights to Different Companies

Type Action Remark

Maintenance>

Roles

For another company (2nd column)

Click on INVOICE button

Press CTRL & click RECEIPT

Press CTRL & click PAYMENT

This is to clear the selections.

This enable you to selectmultiple modules at one go.

Tick ALL This will assign user with fullaccess rights to Invoice,

Receipt and Payment modules.

Note: In this example, this roledoes not allow users to access

3rd company.

Click UNDO

Close module




1.3.1 Switching between Companies1.3.2 Sharing of Business Partners between Companies1.3.3 Sharing of Items between Companies1.3.4 Sharing Chart of Account Descriptions between Companies

1.3 Multiple Companies



Topic:

1.3.1 Switching between Companies

Home > Advance Training > 1 Get Set... & Go!!! > 1.3 Multiple Companies > 1.3.1 Switching between Companies

Type Action Remark

Click CHANGE COMPANY This is located at the top menu

Company Dialogue Box

Select COMPANY (the other

one that you previously did not

access)

Select the company you wouldlike to access.

Click OK




Topic:

1.3.2 Sharing of Business Partners between Companies

Home > Advance Training > 1 Get Set... & Go!!! > 1.3 Multiple Companies > 1.3.2 Sharing of Business Partners between Companies

Type Action Remark

Setup>BusinessPartner


Click CUSTOMER/VENDOR

Click BUSINESS PARTNER

CODE & NAME list You will see the same BusinessPartners setup by the other

company.

A list A = Availability

However, in this case thesebusiness partners are not

available to the 2nd companyuse.

Select ANY company

Click EDIT




Topic:

1.3.3 Sharing of Items between Companies

Home > Advance Training > 1 Get Set... & Go!!! > 1.3 Multiple Companies > 1.3.3 Sharing of Items between Companies

Type Action Remark

Setup>Item


Click ITEM DETAILS

Click ITEM module

CODE & NAME list You will see the same list ofitems from the other company.

A list A = Availability

However, in this case theseitems are not available to the

2nd company use.

Select ANY items

Click EDIT



Type Action Remark

Setup>Item

GROUP select Service Group This will assign this item for thiscompany use.

Click UPDATE In the next picture, note thatthe A now indicate as Yes for

the company assigned.




Topic:

1.3.4 Sharing Chart of Account Descriptions between Companies

Home > Advance Training > 1 Get Set... & Go!!! > 1.3 Multiple Companies > 1.3.4 Sharing Chart of Account Descriptions between Companies

Type Action Remark

Setup>Accounts


Click ACCOUNT

Click CHART OF ACCOUNT

module

To maintain accountsconsistency, Chart of Accounts

is shared across companies.

Select CAS1000

Click EDIT

DESCRIPTION Note that texts entered indescriptions are shared across

companies.

i.e. if you change the accountdescription at Company 2, thesame will appear at Company 1

However, there are certaincompany specific descriptionsthat cannot be shared. E.g.

Bank A/C no. etc.

For such case, you may enterthem in Remark field

REMARK Text that enters here will beisolated to this company use

only.

E.g. you may enter thecompany bank account no.

here.



Note that both the Description and Remarkwill appear at the GL, as shown in the Trial

Balance Report in next picture.




1.4.1 Understanding Business Partners and Customer Group1.4.2 Understanding Item and Item Group

1.4 Managing Accounting Group Posting



Topic:

1.4.1 Understanding Business Partners and Customer Group

Home > Advance Training > 1 Get Set... & Go!!! > 1.4 Managing Accounting Group Posting > 1.4.1 Understanding Business Partners and Customer Group

Type Action Remark

Customer Customer Groups Customer Groups define the double-entryaccounts for posting when there are

transactions with the Business Partnersunder this group.

You may setup as many Groups as youlike.

Note that similar concept applies to VendorGroup too.

Business Partners As you have learned in basic training,Business Partner is where you enter the

Customer/Vendor details. You can also set which Customer/Vendor

Group it is classified under.

Note that a Business Partner can beclassified only under one Customer Group

and one Vendor Group






Topic:

1.4.1.1 Posting Different Income Account for Different Customer

Home > Advance Training > 1 Get Set... & Go!!! > 1.4 Managing Accounting Group Posting > 1.4.1 Understanding Business Partners and CustomerGroup > 1.4.1.1 Posting Different Income Account for Different Customer

Type Action Remark

To do this we have to setup thefollowing:

Chart of Account

Customer Group

Business Partners

Setting up Chart of Accounts

Type Action Remark

Setup>Chart ofAccount


Click ACCOUNT

Click CHART OF ACCOUNT

module

Filter INC

Click SEARCH

Select INC0001

Click EDIT

DESCRIPTION rename to

Service Sales

Click UPDATE



Select INC0002

Click EDIT

DESCRIPTION rename to

Maintenance Sales

Click UPDATE

Select INC0002

Click DUPLICATE

Rename DESCRIPTION to

Product Sales

Click ADD

Close Module

Setting up Customer Groups

Type Action Remark

Setup>Customer

Group



Click CUSTOMER GROUP

module

Click DUPLICATE

GROUP NAME enter SVC-GRP

INVOICE CR AC select INC0001

Service Sales

DEBIT NOTE CR AC select

INC0001 Service Sales

CREDIT NOTE DR AC select

INC0001 Service Sales

Click ADD



Click DUPLICATE

GROUP NAME enter MAINT-

GRP

INVOICE CR AC select INC0002

Maintenance Sales

DEBIT NOTE CR AC select

INC0002 Maintenance Sales

CREDIT NOTE DR AC select

INC0002 Maintenance Sales

Click ADD

Close Module

Now we create Business Partner and define which group they below.

Type Action Remark

Setup>BusinessPartner



Click BUSINESS PARTNER

module



Click NEW

BP CODE enter SCPL

NAME enter Service Customer

Pte Ltd

CUSTOMER GROUP select SVC-

GRP

Click ADD

Click NEW

BP CODE enter MCPL

NAME enter Maintenance

Customer Pte Ltd

CUSTOMER GROUP select

MAINT-GRP

Click ADD

Close Module

To facilitate issuing of invoice, we create an Item

Type Action Remark

Setup>Item


Click ITEM DETAILS

Click ITEM module

Click NEW

CODE enter GSVC

GROUP select Service Group

DESCRIPTION enter General

Service

Click ADD

Close module

Now we are ready to issue invoices.



Type Action Remark

Sales>Invoice



Click NEW

CUSTOMER select Service

Customer Pte Ltd

ITEM select General Service

QTY enter 1


Click ADD



Type Action Remark

Sales>Invoice

Click EDIT on the newly

created invoice

Click GL

You can see that the $500 Salesis posted to INC0001 ServiceSales Account as set in the

Business Partner Group

Close GL module

Type Action Remark

Sales>Invoice

Click NEW

CUSTOMER select

Maintenance Customer Pte Ltd


QTY enter 1


Click ADD



Type Action Remark

Sales>Invoice


created invoice

Click GL

You can see that this 2nd invoiceSales is posted INC0002

Maintenance Sales Accountinstead.

Close GL module




Topic:

1.4.2 Understanding Item and Item Group

Home > Advance Training > 1 Get Set... & Go!!! > 1.4 Managing Accounting Group Posting > 1.4.2 Understanding Item and Item Group

Type Action Remark

Product orServices

Item Groups As mentioned in the basic training, ItemGroups define if the item is a Service or

Inventory item.

On top of that, Item Group can also beused to set double-entry accounts forposting on the list of items under this

group.

However, to achieve this means you mustoverwrite the setting dictated by the

Customer/Vendor Group. An illustrationand explanation on this will be shown later.

You may setup as many Item Groups asyou like.



Items As you have learned in basic training, Itemis where you enter the details of the items.

Additionally, you can also set which ItemGroup it is classified under.

Note that an Item can be classified onlyunder one Item Group.




Topic:

1.4.2.1 Posting Specific Item to Specific Income Accounts

Home > Advance Training > 1 Get Set... & Go!!! > 1.4 Managing Accounting Group Posting > 1.4.2 Understanding Item and Item Group > 1.4.2.1 PostingSpecific Item to Specific Income Accounts

Type Action Remark

Setup>Item Group


Click ITEM DETAILS

Click ITEM GROUP module

Click DUPLICATE

CODE enter PG

DESCRIPTION enter Pdt Group

PRIORITY (OVERWRITE

BUSINESS PARTNER GROUP

A/C) Tick

You have to tick on Priority.

This will Overwrite the BusinessPartners (which belongs to a

Customer Group) pre-set doubleentries posting accounts.

INVOICE CREDIT A/C select

Product Sales

Select the Account which youwant this item to overwrite.

CHANGEABLE A/C AT

DOCUMENT Un-Tick

If you tick on this setting, youwill be allowed to choose which

account to post to duringissuing of the document.

Click ADD

Close Module



Type Action Remark

Setup>Item


Click ITEM DETAILS

Click ITEM module

Click NEW

CODE enter PDT

GROUP select Pdt Group

DESCRIPTION enter Hardware

Sales

Once an item with the PdtGroup, it is subjected to theOverwriting Double entries

Posting set in the Item Group.

Click ADD

Close Module

Now we are ready to issue an invoice.

Type Action Remark



Sales>Invoice



Click NEW

CUSTOMER select Service

Customer Pte Ltd


QTY enter 1


ITEM select Hardware Sales

QTY enter 1


Click ADD

Type Action Remark

Sales>Invoice


created invoice

Click GL

You can see that this 3nd invoice,there are two Sales posting.

$330 is posted to Service SalesAccount, which is determined by the

Customer Group.

While $990 is posted to Product SalesAccount which is determined by Item

Group which we have set tooverwrite the Business Partner

Settings.

Close GL module






1.5.1 Creating a Management View1.5.2 Creating a Standard View with Your Sorting Order1.5.3 Applying the Multi-Level COA on Profit & Loss1.5.4 Applying the Multi-Level COA on Balance Sheet

1.5 Multi-Level Chart of Accounts (EnhancedVersion)



Topic:

1.5.1 Creating a Management View

Home > Advance Training > 1 Get Set... & Go!!! > 1.5 Multi-Level Chart of Accounts (Enhanced Version) > 1.5.1 Creating a Management View

Type Action Remark

Setup>Accounts>Multi-Level COA


Click ACCOUNTS

Click MULTI-LEVEL COA

module

Click NEW

CODE enter MV01

NAME enter Management

View

Click CREATE STANDARD

ONE LEVEL

The system will take a few secondsto generate the list from the all

your Chart of Accounts.

As default, Level One Group iscreated.



Type Action Remark

Adding orCreating a

Group

You can create a New Group by:

Right-click on a GROUP

Select GROUP

Add Grouping in Lower Level

Add Grouping in Same Level

CODE enter a unique code

DESCRIPTION enter

Deleting aGroup

Right-click on a GROUP

Select DELETE

Type Action Remark

Removing anAccount from a

Group

At Box A

Right-Click COS0001

PURCHASES

Select REMOVE

This will remove the PurchasesAccount from displaying in

Group40.

Note that this will not delete theaccount.

At Box B

Scroll for COS0001 PURCHAES

Note that Purchases is nowgrouped under Group40, hence

N/A is mentioned.



Type Action Remark

Adding anAccount from a

Group

SEARCH BOX enter N/A This will filter from Box B this listof Accounts which is not been

Grouped.

At Box A

Click on the Group (that you

wish the account to be

grouped)

At Box B

Double-Click on the Account

(that you want to group)

Note that Purchases is nowgrouped under Group40, hence

N/A is mentioned.

Click ADD

Close Module




Topic:

1.5.2 Creating a Standard View with Your Sorting Order

Home > Advance Training > 1 Get Set... & Go!!! > 1.5 Multi-Level Chart of Accounts (Enhanced Version) > 1.5.2 Creating a Standard View with Your SortingOrder

Type Action Remark

Setup>Multi-Level

COA


Click ACCOUNTS

Click MULTI-LEVEL COA

module

Click NEW

CODE enter STD00

NAME enter Standard View

Click CREATE STANDARD

ZERO LEVEL

The system will take a few seconds togenerate the list from the all your

Chart of Accounts.

Note that Accumulated Fixed Assetsare omitted. This is because theseaccounts are already tagged withtheir corresponding fixed asset

accounts.

Click on [UP] or [DOWN] This will arrange the order that theyare listed.

Hence, whenever you generate aProfit & Loss or Balance Sheet

Reports with Standard View, it willfollow this order.



Click ADD




Topic:

1.5.3 Applying the Multi-Level COA on Profit & Loss

Home > Advance Training > 1 Get Set... & Go!!! > 1.5 Multi-Level Chart of Accounts (Enhanced Version) > 1.5.3 Applying the Multi-Level COA on Profit &Loss

Type Action Remark

Report>Profit/Loss

Click REPORT activity

Click FINANCIAL

Click PROFIT/LOSS module

Click REFRESH

CHART GROUP select

Management View

CHART LEVEL enter 1

PRINTOUT select Yearly

Profit/Loss Report by

Financial Year

Click PRINT

Notice those created at Multi-LevelChart of Accounts can be applied

here.



Type Action Remark

Notice that only Group Names aredisplayed.

Close Print Dialog box

CHART LEVEL enter 2

Click PRINT

Type Action Remark

Notice that the Accounts in the Groupingare now displayed.


Close PROFIT/LOSS module




Topic:

1.5.4 Applying the Multi-Level COA on Balance Sheet

Home > Advance Training > 1 Get Set... & Go!!! > 1.5 Multi-Level Chart of Accounts (Enhanced Version) > 1.5.4 Applying the Multi-Level COA on BalanceSheet

Type Action Remark

Report>Balance Sheet


Click FINANCIAL

Click BALANCE SHEET

module

Click REFRESH

CHART GROUP select

Management View

CHART LEVEL enter 1

Click PRINT

Notice those created at Multi-LevelChart of Accounts can be applied

here.



Type Action Remark

Notice that only Group Names aredisplayed.


CHART LEVEL enter 2

Click PRINT

Type Action Remark



Notice that the Accounts in the Groupingare now displayed.


Close BALANCE SHEET

module




1.6.1 Understanding Budget Group, Registration & Report1.6.2 Creating a Budget Group1.6.3 Creating a Budget Registration1.6.4 Printing a Budget Report

1.6 Budgeting (Enhanced Version)



Topic:

1.6.1 Understanding Budget Group, Registration & Report

Home > Advance Training > 1 Get Set... & Go!!! > 1.6 Budgeting (Enhanced Version) > 1.6.1 Understanding Budget Group, Registration & Report

Type Action Remark

Budget Budget Group This enables you to give a name to yourbudget.

You may have as many Budget Groups asyou like.

E.g. Sales 2012 Budget, Expense 2012Budget, etc.

Budget Registration This enables you to give a name to yourbudget.

You may have as many Budget Groups asyou like.

E.g. Sales 2012 Budget, Expense 2012Budget, etc.

Budget Report You will be able to compare your actualresults with budgets set at the

registration




Topic:

1.6.2 Creating a Budget Group

Home > Advance Training > 1 Get Set... & Go!!! > 1.6 Budgeting (Enhanced Version) > 1.6.2 Creating a Budget Group

Type Action Remark

Report>Budget Group


Click BUDGETING

Click BUDGET GROUP

module

Click NEW

CODE enter Sales2013

DESCRIPTION enter

Sales Budget 2013

Enter a unique code and enter ameaningful name.

Click ADD

Close the module




Topic:

1.6.3 Creating a Budget Registration

Home > Advance Training > 1 Get Set... & Go!!! > 1.6 Budgeting (Enhanced Version) > 1.6.3 Creating a Budget Registration

Type Action Remark

Report>Budget

Registration


Click BUDGETING

Click BUDGET

REGISTRATION

module

Click NEW

CODE select

Sales2013

PERIOD select January

2013

MONTH select 12

Select 12 for a 1 year period.In another words, you can setup quarter

or budget for any period.

JOB leave Empty Unless you are planning a Budget for aspecific Job , you leave it empty for the

entire company budget.

Click ACCOUNT

selection

You may begin entering or addingaccounts one by one for the budget

planning here.



Type Action Remark

CATEGORY select

Sales or Revenue

Alternatively, you may use Category to adentering of Char of Accounts.

Type Action Remark

To delete a row,

Click on the column

(refer to pic red box)

Press DELETE on your

keyboard



Type Action Remark

Click 1st Month

Enter 50000

Do you want to apply amount tothe month

Click YES

Type Action Remark

Click ADD

Close module




Topic:

1.6.4 Printing a Budget Report

Home > Advance Training > 1 Get Set... & Go!!! > 1.6 Budgeting (Enhanced Version) > 1.6.4 Printing a Budget Report

Type Action Remark

Report>Budget Report


Click BUDGETING

Click BUDGET REPORT

module

FROM select Jan 2013

TO select Dec 2013

BUDGET GROUP select

Sales Budget 2013

TYPE select Monthly

Click REFRESH

Click PRINT

To Type, you may compare yourbudgeted with actual figures by

Monthly, Bi-Monthly, Quarterly, Half-Yearly or Yearly.

Close Module





2 Optional



2.1.1 Create a Chart of Account for Progress Claimed2.1.2 Create a Customer Group for this progress claim customers2.1.3 Create a Business Partner under this Customer Group2.1.4 Create a Job Code to monitor the project2.1.5 Create an Invoice for the Progress Claim2.1.6 Check that it does not show up in Profit and Loss2.1.7 Verify that it appear in Balance Sheet 342.1.8 Verifty that it is listed in WIP




Topic:

2.1.1 Create a Chart of Account for Progress Claimed

Home > Advance Training > 2 Optional > 2.1 Using Multi-Year Project > 2.1.1 Create a Chart of Account for Progress Claimed

In order for you to capture the value of the progress claimed, you are required to a chart of account to monitor it.

Type Action Remark

Setup>

Chart ofAccount


Click ACCOUNTS

Click CHART OF ACCOUNT module

Click NEW

CODE enter CLI7000

CATEGORY select Current Liabilities

DESCRIPTION enter Progress

Claimed

Click ADD

Close module

\




Topic:

2.1.2 Create a Customer Group for this progress claim customers

Home > Advance Training > 2 Optional > 2.1 Using Multi-Year Project > 2.1.2 Create a Customer Group for this progress claim customers

Type Action Remark

Setup>

CustomerGroup



Click CUSTOMER GROUP module

Click NEW

GROUP NAME enter WIP

INVOICE DR AC select Trade

Debtors

INVOICE CR AC select Progress

Claimed

This means that whenwe trade this customer,

the sales will not bepresented in the Profit &Loss statement. Instead

it will show up in theBalance Sheet as the

Progress Claim account isa Current Liabilitycategory nature.

DEBIT NOTE DR AC select Trade

Debtors

DEBIT NOTE CR AC select Progress

Claimed

CREDIT NOTE DR AC select Progress

Claimed

CREDIT NOTE CR AC select Trade

Debtors

Click ADD

Close module






Topic:

2.1.3 Create a Business Partner under this Customer Group

Home > Advance Training > 2 Optional > 2.1 Using Multi-Year Project > 2.1.3 Create a Business Partner under this Customer Group

Type Action Remark

Setup>

BusinessPartner



Click BUSINESS PARTNER module

Click NEW

BP CODE enter a unique code

NAME enter Main-Contractor Pte Ltd

GROUP select WIP

Click ADD

Close module




Topic:

2.1.4 Create a Job Code to monitor the project

Home > Advance Training > 2 Optional > 2.1 Using Multi-Year Project > 2.1.4 Create a Job Code to monitor the project

Type Action Remark

Setup>CompanyDetails>

Job


Click COMPANY DETAILS

Click JOB module

Click NEW

BP CODE enter a unique code

NAME enter MBS Project

CONTRACT AMOUNT enter 800

000

ESTIMATED COST enter 65 000

Click ADD

Close module




Topic:

2.1.5 Create an Invoice for the Progress Claim

Home > Advance Training > 2 Optional > 2.1 Using Multi-Year Project > 2.1.5 Create an Invoice for the Progress Claim

Type Action Remark

Sales>

Invoice



Click NEW

CUSTOMER select Main-Contractor

Pte Ltd

ITEM select any

JOB select JOB-MBS

QTY enter 1

UNIT PRICE enter 250,000

Click ADD

Close module




Topic:

2.1.6 Check that it does not show up in Profit and Loss

Home > Advance Training > 2 Optional > 2.1 Using Multi-Year Project > 2.1.6 Check that it does not show up in Profit and Loss

Type Action Remark

Report>

Profit/Loss


Click FINANICAL

Click PROFIT/LOSS module

Click REFRESH

Close module




Topic:

2.1.7 Verify that it appear in Balance Sheet 34

Home > Advance Training > 2 Optional > 2.1 Using Multi-Year Project > 2.1.7 Verify that it appear in Balance Sheet 34

Type Action Remark

Report>

Balance Sheet


Click FINANICAL

Click BALANCE SHEET module

Click REFRESH

The sales amount isposted to Balance Sheet.

Close module




Topic:

2.1.8 Verifty that it is listed in WIP

Home > Advance Training > 2 Optional > 2.1 Using Multi-Year Project > 2.1.8 Verifty that it is listed in WIP

Type Action Remark

Report>

Multi-YearReport


Click OTHERS

Click MULTI-YEAR PROJECT module

JOB select MBS Project

Click REFRESH

PRINTOUT select WIP Estimated

Profit/Loss Report

Click PRINT

The claimed amount isalso reflected here.



Type Action Remark

Report>

Multi-YearReport


Click OTHERS

Click MULTI-YEAR PROJECT module

Click REFRESH

PRINTOUT select WIP vs. Progress

Payment Report

Click PRINT

The claimed amount isalso reflected here.

Close module




Index