Acceptum Business Software Examples Index

1 Acceptum Business Software Examples Index 1. A New Company 2 2. Accounts Information 6 3. Trial Balance and Financial Reports 11 4. Projects/Job Costing 15 5. Sales Orders and Customer Payments 22 6. Purchase Orders and Goods Receipting 26 7. Supplier Invoices and Payment 29 8. Stock Control 34 9. Sundry Journals 41 10. Ledger Reporting 44 11. Fixed Assets 50 12. Bank Reconciliation 55 13. Export and Import of Data 57 14. Using Budgeting and Forecasts 63 15. Graphs - Displaying data 70 16. Contact Management 75 17. Time Logs 83 18. Business Intelligence Score Card 88 To help get the most out of Acceptum, this documentation provides examples on how to use the system. It explains how to do common business tasks. This document can be read in any order. This material is supplied on the basis that it can be freely used within the purchasing organisation. However, the purchase of this material does not confer the right of re-sale or re-distribution in any form, electronic or printed. The copyright to this material is owned by:- Rowanberry Consultancy Ltd. 37 Sandy Lane, Maybury, Woking, Surrey GU22 8BA. www.rcl-systems.co.uk

2 1. A New Company Select menu 'Setup Companies' then 'Records Add Record' to create a new Company Enter data to define the company/organisation Add address information to appear on Invoices, Statements, Purchase Orders, etc.

3 Enter default account information for the Company Enter reporting information for the Company

4 Add links to external documents that relate to the Company Select menu 'Utilities Systems Users' to set user authorisations for the Company Select menu 'File Open Company/Year' to process business transactions Select the financial year to be processed. All sources, ledgers, transactions, views and reports now

relate to the Company and financial year 5

6 2. Accounts Information Select menu 'Setup Accounts' then right click on the window. Select 'Add Record' to create a new Account Press F3 to open the 'Detail' window and complete the 'General' information

7 Enter any 'Address' information for the Account - Customer/Supplier/Bank For a Customer or Supplier enter this additional information

If the Account record is for a Product (Stock Item) enter this additional information 8

9 Add links to external douments that relate to the Account The 'Balances' tab provides details of account postings, via company Press F4 to get a Monthly Movement analysis with Active Budget comparisons

10 The 'Web' tab provides details used on a web site enter information on a product to support a web site Within an open Company/Financial Year use menu 'Ledger Reporting Accounts' to obtain a listing of Account balances

3. Trial Balance and Financial Reports A Trial Balance structure is created and Accounts are assigned to TB Numbers. 11

12 A Financial Report structure is created with TB Numbers assigned to reporting lines So Accounts to TB Numbers, TB Numbers to Financial Report Lines The Analysis 1 Report Set restricts Depts on a report row for Departmental Reports Within an open Company/Year, select 'Ledger Financial Reports' to produce a report Individual Analysis codes can be reported for 'Cost Centre' reports

13 A Financial Report built from a user defined structure Budget or Prior Period/Year Actuals can be used as comparatives Double click a detail Budget amount to get Budget drill down

Double click a detail Actual amount to drill down to TB Numbers Double click an Account to drill down to Ledger Postings From Ledger Postings double click Docu Ref to review a Sales/Purchase Order 14

4. Projects/Job Costing Create a new Analysis 3 code for the project/order 15

Or create a new Project with Stages (Project module required) 16

17 Create Project/Job Costing lines for each product setting quantity, revenue and cost Period and Year are for when Job Costs are transfered to a Budget Create Project/Job Costing lines to assign Employees time to the project Standard employee rates can be changed

18 Add sundry overhead costs to be incurred such costs can be allocated to different periods When the Project/Job Costing Lines are complete - Convert to a Budget

When the Project/Job Costing Lines are complete Create a Customer Quote Use the Quote for quantities/amounts to be invoiced 19

Review actual Time Log Entries with Planned Project/Job Costs Review and control Actuals to Planned Project/Job Costs On Project and Stage level or Project Summary level 20

21 Review and control Actuals with Budget Use the Project/Job Cost budget and restrict the range under Financial Reports Use the Profit and Loss Financial Report to review performance Or construct a more detailed Financial Report specific to the purpose

22 5. Sales Orders and Customer Payments Select menu option 'Sources Sales Orders Enter SOs'. F3 to open the 'Detail' window Set the document header information - this is a Quote Add the first product being Quoted Set the Quantity and system calculates the 'Moving Average Cost' Other default information is updated

23 Default 'Revenue' information is set and can be altered Default 'Foreign Currency Sales' information is set and can be altered The Sales Unit Price is based in Foreign Currency when a Currency is set Click the Print button to produce a Quote document to send to the Customer

24 When the Quote is accepted, change to a Delivery Note and pick the products On completion of Delivery, change to an Invoice, print the invoice, then post to the Ledger

Select menu option 'Ledger Sales Ledger Payments Receipt'. Select the customer who is paying their bill and double click. On the Customer Payment Form set the amount and date of the payment and double click the line items being paid to clear them. On completion post to the Ledger to record the payment. 25

26 6. Purchase Orders and Goods Receipting Select menu option 'Sources Purchase Orders Enter POs'. F3 to open the 'Detail' window Set the document header information Add the first product being purchased, it can be a Product an Asset or Expense item

27 After selecting a Product, its default information is completed, it can be altered Set the Quantity being purchased and double click Amount to calculate the value based on the Last Purchase Price Click the Print button to produce a Purchase Order to send

Select menu option 'Sources Purchase Orders Goods Receipt' select the PO being received press F3 and enter the Quantity, click the Post button to create the GR/IR Accrual in the Ledger 28

29 7. Supplier Invoices and Payment Select menu option 'Sources Supplier Invoices Enter' F3 to open the 'Detail' window Add a record and set the document header information First line of invoice relates to a Purchase Order The Purchase Order is selected, change the values from the PO to the invoiced amounts

First 2 lines are invoice amounts in respect of P.O. items Third line relates to an item not covered by a Purchase Order Verify the totals for Items/VAT/Invoice before posting Click the Post button to update the Ledger 30

31 'Posted Journal Edit' view of the posted Supplier Invoice Line 2 shows the journal for the Price Variance between P.O. Price and Actual Price Select menu option 'Ledger Purchase ledger Payment' to show balances due to Suppliers Select a Supplier, press F3 to open the 'Detail' window Select individual lines to be paid by double clicking the 'Pay' column

Click the Print button to produce a Remittance Advice then click the Post button to update the Ledger with the payment 32

Bulk Payments to several suppliers can also be run - Remittance Advice has a cheque at the bottom 33

34 8. Stock Control Stock getting low! Use 'Sources Purchase Orders Stock Re-ordering' to see what needs replenishing Create Purchase Orders automatically from Stock Re-ordering

35 Receipt of Goods into stock Manufactured Product? Use 'Sources Production Orders Manufacturing Requirements' to see what is running low Automatically create planned Production Orders ready for production to start

'Sources Products Find a Product' allows staff to use product criteria to narrow down the listing to the required products showing stock levels 36

'Sources Products Available Products' also shows stock levels Plus, Product Availability by Date and Moving Average Price analysis 37

38 'Sources Products Product Adjustments' allows quantities and Moving Average Prices to be changed at stock taking 'Sources Products Product Movements' allows staff to move stock between locations Issue stock to Production Orders or Write Stock off

39 A Pick List shows warehouse staff what is required. Allowing them to set the Picking Date, Quantity and Location Used Sales staff then confirm the Delivery with a posting and Printed Delivery Note

40 After Delivery posting Stock movements - Value and Quantity are recorded directly to the Unified Ledger No reconciliation to sub-systems required

41 9. Sundry Journals Select menu option 'Sources Pending Journals' then F3 to open the 'Detail' window Add a record, then set the document header information and add journal lines Use the Analysis/Currency/Quantity tabs to access each data area When the journal lines are complete click the Post button to update the Ledger 'Template' journals are retained so they can be used for repeat postings

42 A posted journal can always be altered under 'Ledger Posted Journal Edit' Select 'Ledger Reporting All journals' to review journals posted to the Ledger The columns displayed, their order and the data sort order can be set be the user

Select a journal line and press F3 to view the entire journal The columns displayed and their order can be set be the user 43

44 10. Ledger Reporting Select menu option 'Ledger Reporting' to review Ledger postings using different criteria Trial Balance No and Account format views of the Ledger postings Select a line and press F3 to obtain a listing of the journals comprising the balance

The Ledger Posting window is filtered to show postings to the selected Account 45

46 Use the 'Set Grid' button or press F9 to display/hide individual columns and set a multiply sort order Select menu option 'Ledger Reporting All Journals' to review Ledger postings Then apply a filter on any field.

Alternatively, select a value, then right click and select 'Quick Filter' Select the relational condition required 47

On some View windows a 'Monthly Movement' display is obtained by pressing F4 48

When a sort order has been set (see Italic column headings) Sub Totals By Sort right click menu option opens a new window Showing values and totals based upon the sort criteria and selected numeric column A powerful 'on the fly' data analysis feature 49

50 11. Fixed Assets Select menu 'Sources Fixed Assets Enter' Then press F3 to open the 'Detail' window Add a record and set the asset information Set the Account and Analysis codes for each asset

51 Set any links to external documents for an asset On a regular basis 'Post Depreciation' for assets

Depreciation journal posted to the Ledger 52

53 To dispose of an asset use the 'Post Sale' function to do the accounting Select menu 'Sources Fixed Assets View' to review fixed assets

Select menu 'Sources Fixed Assets Forecast Depreciation' To create a forecast of depreciation on the current asset base Use the forecast to help construct a Budget 54

55 12. Bank Reconciliation Select the Bank Account to be reconciled, press F3 to open 'Details' Foreign currency bank accounts are reconciled in the base currency Set the Bank Account Statement number Double click the 'Cleared' column for those items on the bank statement Check the summary totals to the bank statement balance before posting To review cleared items change the check mark and press F3

56 Line items marked as cleared They can be 'un-cleared' by double clicking the clearing number Automatic Bank Recs can be performed Using a CSV file downloaded via the internet A bank specific or generic file layout can be used Unmatched items from an Automatic Bank Recs Can be displayed to aid reconciling the bank account

13. Export and Import of Data When a window is open its data can be exported in CSV/Excel/XML format Select menu 'Utilities Export' to export the displayed data 57

Select menu 'Utilities Pivot Table' to export data to an Excel Pivot Table Very useful for accountants and manager to cross analyse data 58

59 With an appropriate text editor construct an XML file Use 'Utilities Import XML File' to import XML data

60 XML data imported Use menu option 'Utilities Import General' to import data from a spreadsheet (Import of new records or updates to existing records can be done)

61 Excel spreadsheet data imported into selected table Use menu option 'Utilities MailMerge' to link data to a Word document

Addresses held in Acceptum used in a MailMerge document 62

63 14. Using Budgeting and Forecasts Select menu 'Setup Budget Phasing' to create distribution weightings Select menu 'Ledger Budgets Versions' press F3 for the Details Click 'Budget Lines' to see Account and Analysis 1/2/3 entries

Enter the Account and Analysis 1/2/3 combination with an annual amount then either enter monthly amounts or use a Budget Phasing 64

65 The Budget Phasing has been changed Use the 'Budget Copy' feature to copy amount lines from one version to another You can even copy across financial years

66 With the 'Adjust Budget' feature you can inflate/deflate budgeted amounts Use 'Copy Budget' and 'Adjust Budget' to create Revised Budget versions You can even create a Budget with the first N periods based on Actuals

67 Select menu 'Utilities Export Excel' to create an Excel spreadsheet Modify the budget data before importing into a new version Or create your budget in a spreadsheet from scratch

68 Select menu 'Utilities Import General' to bring in the new budget Select menu 'Ledger Forecast' to enter your forecasted transactions

Incorporate Forecast transactions into Financial Reports to see their impact on the company results 69

70 15. Graphs - Displaying data Open window for the data to be used in a graph Select menu 'Utilities Graphs' then select a Category field and 1+ Data/Value fields. Select the type of graph to be used.

71 Selected data shown in the selected graph Double click the Graph image to activate Microsoft Chart software

You can change the type of graph 72

Review and edit the basic data 73

Copy and paste the graph into Excel to print it. 74

16. Contact Management Contact addresses can be entered by hand or by XML Import of web site contact pages via Outlook 75

76

Create the Contact Management main activity and its sub activities Enter E-mail text and attachments 77

Or, set a Word MailMerge document or a HTML E-Mail document 78

79 Add contacts/customers/suppliers to a sub activity Telephone contacts via the auto-dialer and record notes on the conversation Send mail to recipients - letter, standard e-mail or HTML e-mail depending upon Status settings

Copy recipients onto next sub activity (depending on status) ready for next operation 80

SQL Statements can be embedded in E-mails to give dynamic content like current stock levels, sales prices etc. 81

82 Employees can review statuses and assigned tasks with the Contact Management View Review statistics of marketing campaigns

83 17. Time Logs Create 'Jobs' under Analysis 3 for customers and non-productive categories Set Employee Internal and External rates

84 Add Time Log records, setting the Date/Employee/Rate Id/Job/Hours and any expenses Employee Internal and External rates can be changed Create Ledger journals for 'Recovery/Absorption' at Internal Rate out of Employee Departments and charged to 'Cost of Sales'

85 Internal Rate 'Recovery/Absorption' journals Create Customer Invoices from the Time Log records

86 Review invoices before printing and posting Time Logs entered against Production Orders can be journalled to W.I.P. at the Internal Rate

87 Time Logs can be entered by employee and week Under 'Setup Data Employees' informally plan employee hours

88 18. Business Intelligence Score Card Create SQL statements to interrogate the database for the Key Performance Indicators Create the Score Card by adding rows for each Key Performance Indicator

89 Add Score Card rows for computed values Here the Variance between Budget/Target and Actuals Extract the data for each Key Performance Indicator and computed row Add notes to explain the performance/variance

Print the Score Card for Management Review off-line Best used on-line with frequent Extraction to constantly monitor performance 90

Create a Key Performance Indicator Dashboard To instantly monitor the key elements 91

Each user can specify they own Dashboard So they only monitor the data elements they control 92

From Utilities Systems User SQL - create your own reports Answer those Adhoc questions or fill reporting gaps 93