Page 1

Main Index Contents • • •

1 Quick Start Guides 2 How To 3 Business Processes • 3.1 Transactions • 3.2 Customers • 3.3 Purchases • 3.4 VAT • 3.5 Miscellaneous 4 Application Guide • 4.1 Main Components • 4.2 Sub Components • 4.3 Add On Components 5 Other Links

Quick Start Guides • • • • •

Installing the application Introducing the Eazy Button The Accountz Philosophy A Quick Introduction to Accounting A Simple Guide to Bookkeeping

How To • • • • • • • • • • • • • • • • • •

Entering Your First Transactions Complete Transaction Process Guide Rapid Data Entry Creating and Customising Views Creating and Customising Documents Importing Data Part Paying A Bill How To Enter Opening Balances Licence Key Essentials UK Switching from VAT Cash Accounting To Standard VAT (accrual) Accounting for Investments - Stocks and Shares Client Accounts How To Create A Landscape Invoice Design UK EC Acquisitions VAT Boxes 2 and 4 UK VAT Apportioning for Personal Use UK How to change back Sales Tax Date to Tax Date How to set/re-set your business (VAT) start date How To Refund A Customer


• • • • • • • • • • • • • • • • • • • • • • • • • • • • •

How To Lock and Unlock Transactions UK EC Sales Lists Part Paying A Bill Or Invoice Year Ends and continuing into a New Year How to create a New Account Group and Accounts How to format a table on an Invoice/Purchase Order Deposit paid for by third party Tax Deducted at Source Factoring UK Tax for the Self-Employed UK VAT126 Claim for Refund by Local Authorities UK VAT Road Fuel Scale Charge UK VAT Corrections How to move an account from one group to another Nominal Ledger Report How to account for dead stock Setting a different backup path How to create your own shortcuts in Business Accountz UK CIS Construction Industry Scheme UK Reclaiming forgotten VAT Business Accountz won't start How to restore your data after re-installation How to print a report for transactions up to a certain date Create a Template Purchase Create a Template Sale Create a Template Transfer How to make your Invoice as a global template How to generate a Global Invoice template How to pay yourself back/refund yourself

Business Processes Transactions • • • • • • • • • • • •

Record a sale Record an expense Record a purchase of stock for resale Record a purchase of equipment for use in the business Record a purchase of raw materials for manufacturing Record a receipt of money from a customer Paying a bill Record a sales refund Record a purchase refund Record interest received Record PAYE Paying yourself if self-employed


• • •

Paying VAT to HMRC Recording a VAT refund from HMRC Paying Corporation Tax to HMRC

Customers • • • • • • • • •

Add a new customer Add a contact Remove a customer Design an invoice/quote/credit note Produce an invoice Produce a quotation Produce a credit note Receive money from a customer Setup or edit incrementing invoice/quote/credit note numbers

Purchases • • • • • • •

Add a supplier Add a contact Remove a supplier Design a purchase order Produce a purchase order Pay a supplier Setup or edit incrementing purchase order numbers

VAT • • • • • •

Complete a VAT return (Standard or Cash Accounting VAT) Complete a VAT return (Flat Rate Scheme) Submitting a VAT return on-line On-line VAT return submission history How to compile an EC Sales List VAT Cash Accounting for Part Paid Invoices

Miscellaneous • • •

Recording a Split transaction Reviewing all debtors/creditors Handling part payments


Application Guide Main Components • • • • • • • • • • • • • • •

The Eazy Button Chart Of Accounts Customer Records Customer Table Documents Journal Transactions Nominal Ledger Purchase Order Transactions Purchase Transactions Quotations Sales Transactions Supplier Records Supplier Table Transfer Transactions VAT Return

Sub Components • • • • • • • • • • • • • • • • • • • • • •

Automated Purchases Automated Sales Automated Transfers Backups Calculator Change Company Check for Upgrade Configuration Desk Diary Document Editor Error Reporting Importing Data Language Selection Set Licence Wizard Standard Reports Template Purchase Template Sales Template Transfers VAT Configuration VAT Setup Year Closing Your Business


Add On Components • • • • • •

Budgeting & Forecasting Management Reports Multi Currency Payroll Product Management Project Management


Quick Start Guides Installing the application Contents • • •

• • • • •

1 Introduction 2 Windows 3 Mac • 3.1 Mac Software Update • 3.2 Mac Java Install (Latest release) 4 Linux 5 Installation Web Welcome Page 6 Running Accountz and Licence Registration 7 Troubleshooting 8 Backing up your data

Introduction Place the CD into your CD/DVD Rom drive / download the software from the download link included then follow the instructions depending on which computer system you are installing it on.

Windows The Business Accountz installation wizard should run automatically. If nothing happens after 10 seconds, it may be that your auto-run option is turned off. In this case click on My Computer, then right click on your CD/DVD Rom drive and choose the Run option to start the installation wizard.

Mac 1. Before installing Business Accountz please make sure you run the Mac Software Update option (from the Apple menu on the top left of the screen). It is important you at least ensure any Java updates are installed (see below). 2. After ensuring your system is up to date, insert the Business Accountz CD (or go straight to step 3 if you downloaded it). A window should open displaying a file called Business Accountz.dmg. If it does not, please click on the Go button (from the system menu at the top), then Computer then your CD Rom icon. 3. Double-click the Business Accountz.dmg file to open the Business Accountz package installer. 4. Double-click the Business Accountz.pkg installer file (that has just opened from step 3) to run the installer.


Mac Software Update 1. Click the apple icon on the top left hand corner of the screen. 2. Select Software Update… from the menu.

3. Wait for the Software Update to Check for new software. 4. Select J2SE (Latest release) update from the list and click install. 5. Follow the instructions on the screen to complete the java installation.

Mac Java Install (Latest release) 1. 2. 3. 4.

Get Java from http://www.apple.com/macosx/features/java/ (located on the right of the page) Double-click the “J2SE(Latest release).dmg” disk image file that you downloaded, and it will appear as a disk in the Finder. Open the disk, then double-click the Installer icon. Follow the onscreen instructions to complete the installation.


Linux Different distributions of Linux have different installation processes, so please also refer to the instructions in your Linux distribution for installing applications. 1. 2. 3. 4. 5.

Open the CD Double-click on the Linux folder Double-click on the install_accountz.bin file Choose run in terminal or any option you have to run the file It is important that you set the permissions correctly in your installation folder and for the application itself.

If your Linux distribution does not have a way of installing directly, then you will need to install from the command line (also known as shell or bash). Please see your Linux distribution manual for further details of using the command line to set permissions and install and run binary files.

Installation Web Welcome Page After a successful installation, the installer will attempt to open your internet browser and display a welcome page. This will give you up to date information in case anything has changed since this manual went to press.

Running Accountz and Licence Registration After you have installed Accountz, assuming you accepted the installation default settings, you should have a shortcut to it on your desktop (you may have to create your own if you are using Linux). Double-click the shortcut to run Accountz. If you wish to change the language that the software runs in, now is a good time to do so. Select Tools>Language Selection and choose the desired language from the drop down list. Click Ok and then restart the software. Accountz first starts with the Company Setup Wizard. It is very important you complete this before registering your licence or applying any updates that have may be ready. Once you have completed the setup pages, you have up to 30 days of limited use before you must register the product. The Set Licence Wizard is available from the Help menu. Your licence registration number is printed on the CD case (or will be sent by email if you downloaded the software). Note that if you have Business Accountz Basic or Professional, some of the features of Enterprise will initially be available. Prior to licensing the software it is possible to alter what functionality is available to you. This is accessed via the Trial Selection option in the Help menu. This is especially useful if you are interested in trying out Accountz many add-on features. Once you have registered, these features will no longer be available. Upgrades are available direct from Accountz. See the website (www.accountz.com) for details Please also note that your licence key can only be used once, and so it is important to make a back-up (see below) of your datafile once you have registered the software.

Troubleshooting If you experience a problem installing Accountz or registering your software, please contact Accountz support by email: support@accountz.com


Backing up your data Accountz can be set to automatically backup your data. However, backups are no guarantee if they are only made within the database in your installation folder. If your hard disc becomes faulty or unusable, you will still lose all your data. And that includes all the files you have created with other software too. This has nothing to do with Accountz. It is the nature of hard drives to become faulty over time. Therefore, if you value your data (ask yourself if you could continue running your business if you were to lose access to the data in your computer) you must make regular backups of the important files on your hard disc. For Accountz, all of it is kept in the folder you installed Accountz into. The default folder varies on each system. It is vital you keep a note of where this folder is. • •

In Windows it will usually be in a folder named BAK within the Business Accountz folder in Program Files. On a Mac you may have chosen to install it in Applications, in which case the BAK folder will be inside the Business Accountz folder therein. On a Linux machine you may have installed it in the root or opt directory, or maybe in your home directory. Again the default installation will have placed it in the BAK folder within the Business Accountz folder.

To back up your entire accounts, all you need to do is make a copy of that folder. You can make this on to a CD, DVD, memory stick, removable hard drive or any other sort of removable and writable media. Remember that these too can also become faulty over time. Therefore we urge you to use, for example, a new CD every time. Or, at the very least, use 3 or more CD-RW discs and rotate them, replacing each as it gets full. We highly recommend you do this often. How often depends entirely on how much data you have entered since the last major backup, and how much it would cost you in time (or aggravate you) to re-input the lost data.


Business Accountz 2012 Edition Contents • •

1 The Eazy Button 2 Eazy Processes • 2.1 Buy/Pay • 2.2 Sell • 2.3 Bank • 2.4 Report • 2.5 Set Up • 2.6 VAT • 2.7 Tax/Year End

The Eazy Button

New for the 2012 edition of our software is the Eazy Button. It is situated on the left of the main tool bar at the top of the application. If you don't have the Eazy Button showing, then it means you are using an earlier version of the software. If this is the case there is an upgrade available for all existing users. Please contact Accountz or visit our online shop for pricing details. The Eazy Button takes most of the normal tasks you do on a day to day basis and simplifies them into a number of simple steps. If you are not sure what to do, then click on the Eazy Button and follow the instructions. When you click on the Eazy Button a new panel will open with a number of options across the top. Click on each section header (e.g. 'Buy/Pay') to see the options within that section. As you step through a particular process you will see a Step History in a panel on the right. You can click directly on any step shown to


return to it. You can also navigate at the bottom both forwards and backwards. The final step for each process is the Finish button. Clicking on this will generate a new transaction automatically. You can see any transaction by looking at the relevant transaction table.

Eazy Processes The Eazy Button covers the following processes (click on the header, e.g. 'Sell' to reveal the options within each section): Buy/Pay • • • • • • • • • • • • • •

Help me decide Add an Expense Buy Equipment Buy Company Vehicle Buy Stock for Resale Buy Other Asset Buy Goods from EC Zone Buy Service from EC Zone Add New Supplier Delete Supplier Send a Purchase Order Convert Purchase from Order Refund a Purchase Add an Expense Account

Sell • • • • • • • • •

Sell Something on Credit Send an Invoice Sell Something for Cash/Cheque/Card Add a New Customer Delete Customer Send a Quotation Refund a Sale Send a Credit Note Add a Sales Account

Bank • • • • • • •

Setup Direct Debit/Standing Order Record Bank/Finance Charges Top Up Petty Cash Pay Off Credit Card Transfer to Another Bank Record Drawings Record PAYE and Payroll


Report • • • • • • •

Profit and Loss Balance Sheet Trial Balance Creditors Debtors Uncleared Transactions Display current VAT Return

Set Up • • • • • • • •

Setup New Company Add a Bank Account Add an Expense Account Add a Sales Account Set Invoice Number Set Credit Note Number Set Quotation Number Set Purchase Order Number

VAT • • •

VAT Options Pay VAT to HMRC Display current VAT Return

Tax/Year End • •

Pay TAX/NIC Complete Year End


The Accountz Philosophy Accountz is based on the world professional standard of double-entry accounting. However, Accountz differs from other professional software in the way double-entry is presented to you, the user. We have removed the jargon and transformed the process. Instead of Credit and Debit, you now have From and To. Here is an example of how this simple transformation turns double-entry from difficult to easy: Example: Suppose we pay business rates by direct debit from our bank. In a typical double-entry software system you would make 2 entries. The first would debit your business rates account. The second would credit the bank (yes, credit). Both entries would be for the same amount, hence the books would balance and all is well.

Fig 1. Traditional double-entry journal The problem is, what exactly does a ‘credit’ mean when we are taking money from the bank? How does taking your money from your bank result in a credit entry? And worse, how can we remember that without taking a course in accountancy? Well, you don’t need to! Here is how this same transaction looks given the Accountz treatment:

Fig 2. Accountz alternative transaction Replacing Credit with From and Debit with To simplifies everything. Having a single amount column guarantees the transaction balances. The point is this: accounting for your business means tracking the flow of money in, around and out of your business. When you make any payment the money flows from your bank (or credit card etc.) to some expense or other account. This from and to concept is all you need to remember. It will enable you to logically understand and enter any type of transaction. When you pay off your business credit card each month from your bank, the money flows from your bank to your credit card account.

Fig 3 When you make a sale, the money flows from a sales account to your bank.

Fig 4


Once you have this single rule fixed in your mind, accounting with Accountz will become a pleasure. And if you want to impress your accountant/bank manager/tax inspector, just remember the rule: • •

Credit = From Debit = To

Alphabetically they are in the same order (C before D, F before T) so it is even easier to remember should you need it. Accountz is unique amongst accounting software. It has simplified the double-entry accounting system. Use it with confidence and it will pay dividends by saving you time, giving you better financial control, and therefore saving you money.


A Quick Introduction to Accounting There are only 2 reasons to account for your business: 1. To keep Her Majesty’s Revenue and Customs happy 2. To keep you in control of your business This overview is designed to bring the dark and mystical secrets of accountancy firmly into view. This will give you confidence, not only in using this software, but also by being able to talk to your financial advisers in their language. Accounting is simple. Money comes in. Money goes out. Money is what you are tracking. When you record where money came from and where it went to, you are recording a transaction. In Accountz, this is represented as a single row in a transaction table.

All versions of Accountz have these three major tables: 1. Sales Transactions 2. Purchase Transactions 3. Transfer Transactions This is all you need to record every financial transaction you make in your business. Every time you sell something, you will need to enter it as a transaction in Sales Transactions. These can be entered directly, or via some other way such as an invoice. Each transaction you make affects the balance of one or more accounts in the Chart of Accounts. Every time you buy something, the same thing happens, but this time it is entered in Purchase Transactions. If you transfer some money within your business, eg topping up your till from the bank if you run a retail business, it is entered in Transfer Transactions. Every transaction that you enter must come from a source document. Here are a few common examples of source documents: 1. An invoice you issued for a sale


2. A petrol receipt 3. A paying in slip from your bank 4. A purchase order to a supplier 5. A petty cash slip Why do you need a source document? There are 2 reasons: 1. Without it you will never remember the date, amount and details of the transaction 2. You will not be able to prove that your accounts are real and accurate to HMRC One golden rule of accounting therefore is to always remember to ask for a receipt for anything you buy. Even paying for something by debit card and showing the statement to HMRC is not proof that it was a genuine business purchase. A receipt is a must. If you are VAT registered, and you wish to claim the VAT back on a purchase, the receipt must also show the amount of VAT charged, or at least the supplier’s VAT number (on small purchases, you may only get a till receipt without a VAT breakdown, it is then up to you to check and prove how much of that receipt is VAT). So, armed with a bunch of source documents, you enter them into the system, then what happens? This is where our software is at its best. It adds up your transactions for you. It sorts them into date (or any other) order. It analyses the accounts used so you can see how much you have in the bank. It enables you to see at a glance precisely how much money you are making, who owes who what, how much VAT is due (if you are VAT registered), and finally, it produces a set of reports ready for your accountant (or yourself if you are a small business) to sign off. The only thing that matters is that the software is genuinely easy to use, you can get at and edit all your data, you can see the results immediately, at any time, without having to go through the monthly rituals of traditional bookkeeping. Accountz does all this and more. Note to Accountants and Bookkeepers WARNING: This short section of the manual is full of jargon. Please skip unless you want to know a little more about accounting processes and the terminology. There is no posting or period closing in Accountz other than at year end. All data is live all the time. The Chart of Accounts component is a fully fledged Trial Balance, Profit and Loss and Balance Sheet all rolled into one. Make any transaction anywhere in the system and all relevant accounts are updated immediately.


The entire company history is kept, so you can view previous years’ results simply by changing the accounting start and end dates in the Chart of Accounts. Each row in a transaction table represents a complete transaction. All the accounts specified in that transaction including VAT Control (if relevant) are debited and credited immediately. Eg. create an invoice (or enter it direct into Sales Transactions) and the Sales account, Debtors account and VAT Control are updated as you type. Click on the VAT button and choose which period you want to see for an immediate and always up to date VAT return. The Customer (Original, Professional, Enterprise) and Supplier Records (Enterprise) components are your Sales and Purchase Ledgers. Open any database, locate the trader, then click on the Transaction table to see just the transactions for that trader. It is from these ledgers that you can create invoices and credit notes, but with Accountz, you can also create an invoice direct from an entry in Sales Transactions (you can also drill down to the original source document direct from any transaction table). Accountz also includes a Journal Transactions component with access to every account. Note to ALL USERS Please, please read the previous Chapter (2) on making BACKUPS of your data (it is at the end of that chapter). What would you do if you lost important files on your computer due to a hardware failure? How much would it cost you to recover or re-input that data? (and that’s if you could gather it all together again). Making backups costs very little time and money if done regularly.


A Simple Guide to Bookkeeping Contents •

1 Simple Guide to Bookkeeping • 1.1 Introduction • 1.2 Transactions • 1.3 The Journal • 1.4 Posting • 1.5 The Ledger • 1.6 The Trial Balance • 1.7 The Profit and Loss Account • 1.8 The Balance Sheet • 1.8.1 Assets • 1.8.2 Liabilities • 1.8.3 Equity

Simple Guide to Bookkeeping Introduction This is a simple guide to double-entry bookkeeping, a pattern like all good patterns that has stood the test of time (modern double-entry was outlined in Benedetto Cotrugli's treatise Delia Mercatura et del Mercante Perfetto in 1458 and expanded in Pacioli's Summa de arithmetica 36 years later). The problem with most guides (certainly all those I have read on the subject) is that they start off with the balance sheet. This is enough to put most people off for life. This guide takes an entirely different approach. By using a few transactions and some simple guidelines the logic behind double-entry becomes clear and the jargon falls into place. Words like nominal ledger and trial balance will become second nature. You will have no problem with your debits and credits. In short, you will be able to post a journal just as easily as you can now post a letter. By the end, you will be able to talk, and understand, the same language as your bank manager, accountant, and tax inspector. Transactions When we buy something there are two things to consider: a) Where the money came from (i.e. the account that is paying for it, e.g. bank or cash) b) Where the money went to (i.e. what it was spent on, e.g. petrol, stationery, insurance) In a single-entry accounting system entries are recorded one after another in a book which typically has columns for the account used and the analysis of what was bought. Whilst we have no problem looking at the bank and cash columns as accounts, we rarely think of the analysis headings as accounts in their own right. In a double-entry system all of these are referred to as accounts (e.g. a cash account, a petrol account etc.), and more importantly, separate entries are made for each account involved in a transaction. Suppose we pay for some petrol with cash. Two entries are required: 1) one to show where the money came from (cash)


2) and the other to show where it went to (petrol). This from and to aspect of each transaction is known as crediting and debiting. It is what the term double-entry means. In order to record these entries we need somewhere to write them down. These are called Day Books or Journals. The Journal This is a book (similar to a diary) that contains various columns where day to day financial transactions are recorded. The minimum number of columns required is five: 1) date 2) account 3) reference 4) amount to debit 5) amount to credit All transactions are entered one after another in date order, therefore the book contains a complete history of transactions in chronological order. In practice, a business will use more than one book, each of which will be devoted to a certain aspect of the business and each will be given a name to reflect this (e.g. 'sales' or 'purchases'). Let's start with the example given earlier: purchasing petrol with cash. Two accounts are involved in this transaction (petrol and cash) so we will need to make two entries. The entries show how the money flows from one account to another. To achieve this the first entry will credit one of the accounts and the second will debit the other. However, deciding which account to debit and which to credit is not particularly obvious (getting it the wrong way round is by far the most common error in double-entry). This is where our first helpful hint comes in: Every transaction must come from somewhere and go to somewhere else. The from side is the credit side and the to side is the debit side. So, from=credit and to=debit. You can remember this easily because the F in 'from' comes before the T in 'to' and C in 'credit' is before the D in 'debit'. Remember this single rule of wisdom and you always know your credits from your debits. Traditionally the debit column is shown to the left, and the credit column to the right. That is, double-entry goes to before it knows where it came from, hence the famous T-Shirt slogan 'Accountants do it backwards'! If you apply this from and to principle to our first transaction you will know which account to debit and which to credit: the money is coming from cash and going to petrol so we credit cash and debit petrol. Lets take a look at the cash account to understand exactly why we credit it when we are taking money from it. The cash account should be thought of as a real cash box. When you remove some money to buy some goods, you should replace it with a receipt or petty cash slip to say what the money was used for. A receipt or petty cash slip is a form of credit note, so the cash box now contains a credit note instead of the cash, hence we show the entry as a credit. (Logically, if you returned the goods because they were faulty, the receipt would be given back in exchange for the cash). The exact same applies to any monetary account whether it is cash or a current bank account. When you take money from it, it is credited in your books. Looking at the debit side (where the money went to), the petrol account now has the money (albeit in the form of half a tank of petrol!), it got the money from cash so it is in debt to cash - hence it is entered as a debit. This is the fundamental principle of double-entry, we are keeping track of where the money came from (a credit) and where the money went to (a debit).


Furthermore the first rule of accounting states that all the debits must equal the credits. Therefore, provided all your entries are correct, no money can ever escape the system or be introduced into it without a complete record of it being shown in the journal. The second example will be a sale. You will need one more account that we shall call Sales. In this example we will sell something for cash. Therefore the second set of entries will credit sales (where the money came from) and debit Cash (where it went to). As we enter more and more transactions it will become increasingly difficult to calculate our current cash balance (or for that matter our total sales). Therefore we need a way of looking at each account separately. This is achieved by making exact copies of the entries in the journal to another book called the ledger. This is called posting. Posting When posting you are not moving an entry, but making a copy of it somewhere else. Your original entries will always exist in the order you entered them in the journal. Posting is traditionally done at the end of each month but is entirely at your discretion - if you need to know what your sales figures are, then you will need to make sure all your transactions are entered in the journal and posted to all the relevant accounts in the ledger as we are about to see. The Ledger A ledger is just another book but with each page devoted to a single account. It is simply an alternative view of your journal entries - the journal entries are in date order, the ledger is a re-arrangement of the journal in account order. The important thing to remember is that all your transactions are entered in the journal first. The ledger merely contains copies of them re-arranged by account. Just like the journal, most businesses will use more than one ledger, each devoted to a certain aspect of the business and each given a different name to reflect this (e.g. 'Sales Ledger' and 'Purchase Ledger'), but whatever the case, a single general ledger will always be opened. This is called the Nominal Ledger (called the General Ledger in the US). Although it is termed 'nominal' for reasons which will become clear later, it is nevertheless important to realise that it is the main ledger of a business (i.e. where other ledgers are also in use, the final balance of those ledgers will also be held in the nominal ledger). Therefore, the nominal ledger will hold the full picture of a business however many other ledgers are used. In order to post (i.e. make copies of) the entries from the journal we must draw up a list of the accounts used so far and give each one its own page in the ledger. We need three accounts at this stage: a cash account, a petrol account and a sales account. The layout of each account in the ledger is identical to the journal with the exception that the 'account' column is no longer required we are looking at the entries of just one account so it can be included as the title of the page instead. Once we have posted our entries into the ledger we can then begin to see how the business is doing. Posted entries are exact copies of the original. If the entry was a debit entry in the journal then it is also a debit entry in the ledger. Although we can now see the relevant entries we don't yet know what the balance is; furthermore we don't know whether that balance means we have a surplus or a deficit of cash. To find out, follow this procedure: 1. Start by adding up the debit and credit columns and show the totals on a new line. 2. Subtract one from the other to get the balance using the following rules: a) If the debit total is greater: the balance=debits-credits and the result is put in the debit column. b) If the credit total is greater: the balance=credits-debits and the result is put in the credit column. c) In other words, we are always going to get a positive balance, and it will always be placed under the highest total (this is the reason the columns were totalled first).


Because the balance of every account is always expressed as a positive value it doesn't tell us where we stand in relation to it (e.g. do we have a surplus of cash or is it overdrawn?). We can overcome this by applying our from/to guide again (from=credit and to=debit). If the balance is in the debit column, then we have a positive cash balance (more money has gone to it than from it). If it shows a credit balance then it is overdrawn. How does it apply to the sales account? If it has a credit balance, then we have positive sales. Where has the money come from? Sales. And finally, look at the petrol account. Where has the money gone to? Petrol. The next step is to check that all the journal entries have been posted correctly to the ledger. This is called a trial balance. The Trial Balance The trial balance is a complete list of your account balances from the ledger. The layout is similar to the ledger except that only three columns are required: the account name and a debit and credit column. Just the final balance line of each account is copied into the trial balance using the debit column if the account has a debit balance, or the credit column if the account has a credit balance. The debit and credit columns are then totalled and checked that they match each other to satisfy the first rule of accounting (all the debits must equal the credits). If they are not equal to each other it is proof that a mistake has been made. An audit is then carried out to find the error. An audit simply means going through each entry in the journal to check that it matches the original paperwork (this is called an audit trail). If no error is found then it must be due to a mistake when posting the entries to the ledger. The audit then continues by checking each journal entry against the ledger entries. OK, so lets discover if the business is making a profit or a loss. The Profit and Loss Account The Profit and Loss account (aka P&L), as its name implies, tells us whether we are making a profit or a loss: are we earning more money than we are spending? (a profit), or vice-versa (a loss). The layout of the P&L account is just like any other account. To compile the P&L account copy the balances of the sales and expense accounts into it. We can then use our from/to guide on the resulting balance to determine if a profit or loss has been made. If more money has come from sales than has gone to expenses, we have made a profit. That is, if the credit side is greater than the debit side we have made a profit. Having established the P&L account we must do one more thing: take a look at the business as a whole. For this we need to prepare the balance sheet. The Balance Sheet We can now look at the main equation of a double-entry system which will show that the first rule of accounting (the debits must equal the credits) not only applies to each transaction but continues right up to the main financial statement of the business; the balance sheet. The P&L account reflects the balance of a specific area of your business over a particular period of time. The balance sheet reflects the current balance of everything since the business began. The ledger holds this information, so like the trial balance we can compile the balance sheet by copying all the account balances into a report. The only difference is that the accounts are re-arranged to show what the business owns and what it owes. These are broken down into 3 groups:


Assets

These are the things the business owns. They are usually broken down into two groups: Current Assets and Fixed Assets. Current assets include money in the bank, petty cash, and money owed to the business by its customers. Fixed assets include capital items like business premises (assuming they are not rented), company cars and office equipment. Liabilities

These are the things the business owes to third parties. They too are usually broken down into 2 groups: Current Liabilities (e.g. overdraft at the bank) and Fixed Liabilities (e.g. Long Term Loans). Equity

Equity represents what the business owes to the owner of the business. This includes money paid for shares or capital introduced, any profits (or losses) brought forward from previous years as well as the current balance from this year's P&L. These three groups make up what is known as the accounting equation: Assets = Liabilities + Equity Easily remembered by those who like a pint with the acronym: ALE. Just like any mathematical equation a balance sheet can be re-arranged in any order you like: Equity = Assets - Liabilities Liabilities = Assets - Equity Probably the most useful view is Equity. Since equity is what the business owes its owners, it represents the value of the business from the owners point of view. If this were your personal accounts, it would be your net worth. Compiling a balance sheet is just more of what we have been doing so far; rearranging account balances by copying them into a different order. Assets first (bank balances, cash balances, debtors, unsold stock, buildings and company vehicles), then Liabilities (overdrafts, creditors, loans, mortgages), then Equity (P&L, Paid-up share capital, profit or losses brought forward from previous years). The Assets will have a debit balance, the liabilities (including equity) will have a credit balance. Add the two resulting columns up and they should both have the same balance. Although this is a very simplified view of accounting from an initial transaction right through to its effect on a balance sheet, it shows just how simple the process really is. Before computers came along, the whole process was carried out manually exactly as above. Early software emulated this process, making things only marginally quicker by automatically adding columns. Modern software takes things a stage further by eliminating the need to post anything. All you need to enter are the original transactions.


How To Entering Your First Transactions Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users.

Introduction As described in 'The Accountz Philosophy' section, Accountz has revolutionised double entry bookkeeping: every aspect of a transaction is entered in a single line. This means that provided you fill in the minimum required fields your books will always balance: • • • • •

Tax Date From Account To Account Total Amount VAT Code (if you are VAT registered).

Until certain, necessary fields have been completed within a transaction line, the transaction will display an exclamation mark at the start of the row, and the transaction value / running balance value will appear as struck through.

Sample Transaction Let’s take a sale as an example. You have made a sale for £50 which has been paid for straight away.

You would enter this in the Sales Transactions component like this (please note for these examples we will ignore the Customer, Sales Document and Description fields, as we are neither associating the transaction with a customer, nor creating a document for it): Click the green plus sign to add a new transaction line. In the Tax Date, set the date of the sale. In the ‘From Account’ field, select where the money has come from. For this example we will use ‘Sales Account’ (this account is generated by default when you set up the Chart of Accounts) - hit the spacebar when your cursor is in this field to see a list of available options, and choose ‘Sales Account’ from this list (if you hit ‘s’, or start typing ‘sales’ you will see your options narrow down). For the ‘To Account’ field, choose ‘Bank Account’, for Total Amount enter ‘50’. For the 'VAT Code' (this column is available if you chose to be VAT registered – otherwise ignore this paragraph) press ‘s’ – ‘Standard VAT’ will be offered as an option – press enter to select it. The rest of the fields relating to VAT are filled in for you. Your line looks like this (Fig. 1):

If you check the Chart of Accounts, you will see that the relevant accounts have been updated to reflect these figures. This simple transaction structure is repeated across the software – learn this and you are almost there!


Complete Transaction Process Guide Contents • • • •

1 Introduction 2 Sales 3 Purchases 4 Transfers

Introduction Accountz has revolutionised double entry bookkeeping: every aspect of a transaction is entered in a single line. This means that provided you fill in the minimum required fields (‘Tax Date’, ‘From Account’, ‘To Account’, ‘Total Amount’ and ‘VAT Code’ (if you are VAT registered)), your books will always balance. Until certain, necessary fields have been completed within a transaction line, the transaction will display an exclamation mark at the start of the row, and the transaction value / running balance value will appear as struck through.

Sales 1.If you have a paid sale (as above), your transaction looks like this (Fig. 1):

2. For an unpaid sale (Fig. 2):

When the sale is paid, go to your Green Books (Transfer Transactions) and make another entry (Fig. 3):

Go back to your initial transaction (Fig. 2) and tick the Paid box. This also updates your customer statement (Professional, Enterprise only). If you receive a cheque for this sale, but don’t pay it in separately (as you have some other cheques to pay in at the same time), then you would need to replace Fig. 3 with Fig 3a (below), which pays the money into a theoretical holding account, called Undeposited Funds:

Then, when you actually pay in the cheques together (let’s say they add up to 140) you create another transfer transaction (Fig. 4):

The reason for this is (a) it gives you a more accurate audit trail, and (b) it makes it easier to reconcile your bank account.


As you can see from the above, Accountz tracks the flow of money, from somewhere to somewhere else and so for all these examples the logic is that money has flowed from Sales Account to Bank Account. In Example 1 this happens directly in one transaction line; in Example 2 there are intermediate steps but the result is ultimately the same.

Purchases 1. For a completed purchase, say ÂŁ100 for Equipment, your transaction in the Red Books (Purchase Transactions) table looks like this (Fig. 5):

2. For an unpaid purchase (i.e. on credit) your transaction in the Red Books looks like this (Fig. 6):

When the purchase is actually paid for, go to the Green Books (Transfer Transactions) and make another entry, thus (Fig. 7):

Go back to your initial transaction (Fig. 6) and tick the Paid box. This updates your supplier statement (Enterprise only).

Transfers Aside from the usage described in Purchase and Sales above, you will tend to use Transfer Transactions for such tasks as topping up petty cash or paying of the company credit card, and paying your VAT bill: 1. Topping up petty cash (Fig. 8):

2. Paying off the company credit card (Fig. 9):

3. Paying your VAT bill to HMRC (Fig. 10):


Rapid Data Entry Contents • • • • • •

1 Introduction 2 Entering Dates 3 Formulae 4 Lookup Lists 5 Templates 6 Tables • 6.1 Sorting • 6.2 Columns - hide/show • 6.3 Swapping columns • 6.4 Column widths • 6.5 Views

Introduction All Accountz software includes the Rapid Data Entry system. This is designed to help you to enter your data more quickly. Most of it revolves around entering data directly into the transaction tables (all data is immediately auto-saved). That is, without having to use dialogue boxes and having to click on ‘OK’ and ‘Yes, I really did mean to do that’ buttons! Almost every column has some kind of helper attached to it. The date picker is interactive. Start typing a date and the calendar opens and reacts to everything you type. Press the Enter key when the date is what you want – even after entering only the day of the month.

Entering Dates

The date picker is interactive. Start typing a date and the calendar opens and reacts to everything you type. Press the Enter key when the date is what you want – even after entering only the day of the month. Anywhere within the program where you can enter a date, if you press the Space bar or start typing a date then a small Calendar will


pop-up allowing you to select a date to be entered into the field. You can enter the date using the keyboard, and as you enter the date the calendar will jump to that point. You can use any type of punctuation as a separator (eg. a space, a full stop, a forward or backslash etc.) and you do not have to include zeroes for numbers less than 10. Press the Enter key if the calendar shows the date you want or double-click on a day to select it with the mouse.

Formulae

The Total Amount field in any transaction table has the capacity to handle formulae. Simply enter ‘=’ followed by your formula, hit enter, and the software will make the calculation for you automatically.

Lookup Lists There are many types of lookup lists including alphabetically organised lookup:

Filtered drop-down lists:

The filtered drop-down lists work intelligently. If you press spacebar before you have typed anything, a list of all the names available will appear. The more you type the more the list filters the result. You can press Enter at any time to insert the currently highlighted entry in the list, or you can use the Up/Down arrow keys on the keyboard to choose a different name from the list. This means you can keep your hands on the keyboard which will keep your speed of entry high. Finally you can also double-click directly on an item in the list with the mouse, if you prefer.

Templates The Templates feature (if it is enabled in your version) enables you to enter near-complete transactions into any transaction table with a single mouse-click, leaving just the date and amount fields remaining to complete the transaction. The screenshot shows a number of templates set up in the lower panel, together with how they appear in the drop-down selection menu in the upper panel. Once you have set up some of these, you can enter transactions with just a single mouse click (i.e. click on one of the template names


available from the drop-down list. All you need to do to finish the transaction is enter a date and an amount. For template where you know the amount, you can include this information too.

Tables Sorting Click once on any column header and it will sort the table by that column. Click again and the sort will reverse. Click a third time to turn sorting off. You can also right click on any column header and choose the sort option from the menu.

Sorting columns is a great way of finding items quickly. For example when trying to locate transactions of a certain value, sorting on, say, the Amount column will not only put all the transactions of the same value together, you will also see those that are close to the value you are after.

Columns - hide/show By right clicking on any of the column headers within a table, then choosing 'Columns' from the menu which appears, you can add and remove columns as you wish. By turning off the columns you don’t need (eg. VAT if you are not VAT registered) it will help speed up data input. If you only have a single button mouse, press the Control key (Ctrl) at the same time.

To make a column visible in a table, select it from the ‘Hidden Columns’ list and click the ‘Show’ button. To hide a column, select it from the ‘Visible Columns’ list, and click the ‘Hide’ button.

Swapping columns You can drag any columns left or right thereby swapping the column order. One useful consequence of this is if you want Business Accountz to automatically calculate and add VAT to a transaction. To do this swap the Amount Total and Amount less VAT columns over. Now when you type the amount less VAT and enter S for standard rated VAT the VAT will be calculated and added on (rather than the default of assuming the transaction includes VAT).


Column widths The column widths on any of the column headings within a table can be reduced or enlarged by dragging the mouse on the column separators. If you have a lot of columns turned on and are using a low resolution, this can keep the whole table in view (rather than having to use scroll bars to see your data).

Views You can filter most of the tables in any way you like to either restrict the data to what is relevant to you at the time (eg. Last month's transactions) or for a report you want (eg. uncleared bank account entries). These filters are created in the View Builder .


Creating and Customising Views In this example we will create a view which initially only shows a certain account's entries (Bank Account). Subsequently, we will customise the view so that it only shows our Bank's entries for the last two months.

Contents •

1 Creating a View • 1.1 Open the View Editor Panel • 1.2 The View Panel • 1.3 The Filter Panel 2 Customising a View • 2.1 Rename the View • 2.2 Customise the View's conditions

Creating a View Open the View Editor Panel To create a new view, first select the 'Open/close the View Editor panel' icon , visible in any transaction table.


The View Panel Click on the 'View' panel, making sure that 'All Transactions' is the current view selected.

Click on the 'Create new view' icon. This creates a new view template based on the filter conditions of the current view, in this case the default view, 'All Transactions'.

In the 'View Name' field, give the new view an appropriate name, e.g. 'Bank Account'. For this example we will leave the other fields as they are. For more information about these fields, click here (Views#View Tab).


The Filter Panel Next, to set the view's conditions, click the 'Filter' panel.

Here, click the 'Add Condition' icon, and select 'Account Involved' from the drop-down list.

Click in the 'Value(s)' box, and start typing 'Bank Account'. From the ensuing drop down list, select 'Bank Account'. Finally, close the View Editor Panel. The table will now display the filtered transactions only.


Customising a View Here we will edit our newly created view to only show our Bank transactions for the last 2 months.

Rename the View First, open the 'View Editor' panel. In the View tab, edit the View Name to reflect our new condition. We will name it 'Bank Account last 2 months'.

Customise the View's conditions Next, select the Filter tab, and click the 'Add Condition' icon. This will add a further condition line to the filter. Select 'Date' from the drop down list.

In our second condition line ('Date'), click in the 'Condition' field, and select 'Occurred in the last' from the drop-down list. Click in the 'Value(s)' field, insert our required value '2', and select 'Months' from the drop down list.


Our customised view now only shows the Bank's transactions for the last two months.


Creating and Customising Documents Only available in Original, Professional, and Enterprise versions of Business Accountz

Introduction The Accountz Designer enables you to design various different documents to suit your business needs. Here we will look at how to create an invoice for a customer. Within Customer Records, select a customer, then press the Create New Invoice Accountz Designer within the Document Editor component.

button. This opens the View/Edit Tab of the

Worked Example – Create an invoice for a customer

1. Within Customer Records, select the Customer for whom you wish to produce an invoice (you can set the default To and From Accounts in the Customer database to save you time when creating invoices in the future). 2. Press the Create New Invoice button

.


3. Add invoice entries to the transaction table, starting with Tax Date and Description. 4. Fill in the other required transaction fields. 5. Select a Delivery address if different from the Billing Address (hit spacebar in this field to see your options).

6. Select the Design/Print Tab tab. 7. Edit the design of the document, if necessary. 8. Select the Print button

.

You can view/edit/print any invoice again either via Sales Transactions (double-click the Sales Document field for the invoice) or via the File > Documents menu option.


Importing Data Contents • •

1 Introduction 2 Selecting the right Import Wizard • 2.1 Bank / Credit Card Statement • 2.2 Foreign Currency Statement • 2.3 Sales Data • 2.4 Transfers Data • 2.5 Purchases Data • 2.6 Journal Data • 2.7 Products • 2.8 Customers • 2.9 Suppliers

Introduction Business Accountz allows you to import data from third party sources (such as Excel or legacy book keeping app) in the form of CSV (Comma Separated Values) files. You can also import bank and credit card statements files in the following formats: • • •

CSV (Comma Separated Values) QIF (Quicken Interchange Format) OFX (Open Financial Exchange)

Selecting the right Import Wizard Business Accountz has separate import wizards depending on what you are trying to import. You can access these wizards by going to the 'File->Import' menu option. The import wizards available are:

Bank / Credit Card Statement If you can download statements from your on-line bank or credit card provider you can import them into Business Accountz using this wizard. This wizard only supports importing statements for your base currency. If you have a statement from a foreign bank or credit card please use the Foreign Currency Statement import wizard instead. The import wizard is made up of the following steps: 1. Choose the data file you wish to import 2. Specify the account the statement is for Optional Step - might not be needed 3. Label the columns of your import file Optional Step - might not be needed


4. 5. 6. 7.

Specify date format in file Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Specify default values Preview data to be imported

Foreign Currency Statement If you have bank accounts held in a foreign currency and would like to import statements from them you can do so using this wizard. The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6. 7.

Choose the data file you wish to import Specify the account the statement is for Label the columns of your import file Optional Step - might not be needed Specify date format in file Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Specify default values Preview data to be imported

In step 2 you will be asked to specify the currency that the statement is in, then in step 6 you will need to specify the exchange rate between the currency you selected and your base currency in the 'Currency Rate' field. This exchange rate will then be used for converting all transactions to the base currency. You can if you wish alter the 'Currency Rate' value for individual transactions in the preview screen or after import if required.

Sales Data If you have historic sales data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: • • • • •

Date Account From Account To Total Amount VAT code

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6. 7. 8.

Choose the data file you wish to import Label the columns of your import file Specify date format in file Optional Step - might not be needed Define 'VAT Code' values Define 'From|To|Other Account' values found in import file Define 'Customer' valuesOptional Step - might not be needed Specify default values Preview data to be imported


Transfers Data If you have historic transfer data in CSV, QIF, or OFX format you can import it into Business Accountz. As a minimum your data must have the following columns defined: • • • •

Date Account From Account To Total Amount

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6. 7. 8.

Choose the data file you wish to import Label the columns of your import file Optional Step - might not be needed Specify date format in file Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Define 'Customer' valuesOptional Step - might not be needed Define 'Supplier' valuesOptional Step - might not be needed Specify default values Preview data to be imported

Purchases Data If you have historic purchase data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: • • • • •

Date Account From Account To Total Amount VAT code

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6. 7. 8.

Choose the data file you wish to import Label the columns of your import file Specify date format in file Optional Step - might not be needed Define 'VAT Code' values Define 'From|To|Other Account' values found in import file Define 'Supplier' valuesOptional Step - might not be needed Specify default values Preview data to be imported


Journal Data If you have historic journal data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: • • • •

Date Account Amount From (Credit) Amount To (Debit)

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6.

Choose the data file you wish to import Label the columns of your import file Specify date format in file Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Specify default values Preview data to be imported

Products If you have existing product data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: •

Name

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6.

Choose the data file you wish to import Label the columns of your import file Define 'VAT Code' values Optional Step - might not be needed Define 'Currency' values Optional Step - might not be needed Specify default values Preview data to be imported

Customers If you have existing customer data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: •

Name

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6.

Choose the data file you wish to import Label the columns of your import file Define 'Country' values Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Optional Step - might not be needed Specify default values Preview data to be imported


Suppliers If you have existing supplier data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: •

Name

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6.

Choose the data file you wish to import Label the columns of your import file Define 'Country' values Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Optional Step - might not be needed Specify default values Preview data to be imported


Part Paying A Bill Enter the full bill into Purchase Transactions as normal. Use Unpaid Bills for the From account and whatever relevant expense or purchase account for the To account. Make sure the Paid column checkbox remains unticked. Whenever you make a part payment for the bill, enter the amount in Transfer Transactions From Bank (if that is how you pay it) To Unpaid Bills. Leave the Payment Completed column checkbox unticked (if you cannot see this column, right click on any column header and choose it from the Columns menu that will open). Use the same reference for the original bill so you can easily connect the bill and part payments together. Once all part payments are complete, tick the Paid box of the original transaction in Purchase Transactions and tick the Payment Completed box of all part payments you have made. Part paying an invoice: Use the same theory as the above post but use of course Sales Transactions - FROM Sales TO Unpaid Invoices Once customer part-pays invoice: In Transfers - new line - Date (when they paid) relate to correct customer FROM Unpaid Invoices TO Bank (if that is how you pay it) (the amount of money (e.g. the part payment)) Leave the Paid column checkbox unticked...Use the same reference for the original invoice so you can easily connect the invoice and part payments together Once all part payments are complete, tick the Paid box of the original transaction in Sales Transactions and tick the Paid box of all part payments you have made.


How To Enter Opening Balances There are two situations to consider, please choose one or the other.

1. Opening Balances for a Brand New Business If you are starting a new business and using Business Accountz, there are no opening balances. This is because all your accounts start with a zero balance. There is nothing to carry forward from a previous year. Your first transaction will most likely be an injection of money. If so, enter that into the green books (Transfers). For the self-employed or partnerships the transfer transaction will come from Capital Introduced and go to the Bank. Capital Introduced is an Equity account in your Chart of Accounts. For Limited Companies it will be from a Shareholder account and go to the Bank. Shareholder accounts are also in Equity. These accounts will have been set up for you when you went through the company setup wizard.

2. Opening Balances for existing Businesses This assumes you have a set of accounts from your previous year which are not already in Business Accountz (note that you only need to enter opening balances once when you first start using Business Accountz). You will need something called a Trial Balance from your last set of accounts. Don't worry if you haven't got this, however, if you used an accountant or bookkeeper then they will be able to supply you with one. It should not cost anything. A Trial Balance (or TB) is simply a list of every account in your system with a balance. The balances are split into two columns, debits (To) on the left, credits (From)on the right. If you don't have a TB, then compile a list of all your accounts and their balances. You will need three columns: Account, Debit (To), Credit (From). Enter each account into the Account column. If the account has a positive balance, put the balance into the debit (To) column. If the account has a negative balance (eg. a business credit card) then put the balance into the credit (From) column. Either way you should now have a TB. Open the black books (the Journal). Copy each account and its balance directly into the journal, mirroring the debit (To) or credit (from) balance. Enter a description for each such as 'Opening Balance 2010'. NOTE: Your debit (To) balances MUST equal your credit (From) balances. If they do not, then you have a problem. You can open a new Equity account (called Equity Suspense Account) to record the difference and balance your books, but note that is NOT a cure of the underlying problem. Please see an accountant if you want to cure the problem properly. Once you are done, you can check if your books balance by opening the Chart of Accounts and looking at the Current Balance in the very top row, named 'Chart of Accounts'. It should be zero. The Chart of Accounts row contains every account within the system. It is the balance of all those accounts. If all the money coming in or owed to the business equals all the money going out or owed to suppliers then it will be zero. And that is as it should be.


Licence Key Essentials IMPORTANT: Licence keys can only be used once. When you enter a licence key to unlock the software (or an optional extra such as multi-currecny) via the menu option Help > Set Licence Wizard it becomes part of your data. It is important to realise that restoring to pre-licence versions of your data will lose the licence until you restore to a backup made after a licence was installed. Note: if you are adding an extra licence (eg. you have added another company) most of the details in the wizard will already be filled in. Just overwrite the old licence key with the new one and leave the rest of the data as it is. You will not lose earlier licences. Once your licence is installed, make a user backup (see below) then quit and restart to activate the licence. It is essential to make a backup directly after you install a licence and name that backup so you know when the licence was installed and are able to restore from that point onwards should you need to. To make and name a manual backup do this: 1. Run Business Accountz 2. Click on the Menu option File > Backups 3. Click on the button on the bottom left that looks like a filing cabinet (mouse tooltip = 'Backup the database') 4. A new line will be added to the backup table, click in the Description field and enter some meaningful text such as 'Licensed from this date'. Every backup made from that date will be licenced.


Switching from VAT Cash Accounting To Standard VAT (accrual) If you are switching from the UK VAT Cash Accounting scheme back to the standard scheme, this is what you need to do on the day you switch schemes: 1. Make a backup (so you can restore to that backup if you make a mistake) 2. Open Sales Transactions and select the Unpaid View option from the drop down menu in the toolbar for that page 3. Make sure the VAT Date column is displayed (if it is not turned on, then right click on any column header, choose the Columns option from the menu and make the VAT Date column visible, if you are on a Mac with a single button mouse, then click with the Ctrl key held down). 4. Change ALL the VAT Dates of your unpaid transactions so they will appear in the period of your NEXT VAT return. 5. Now click on the VAT Configuration option and turn off Cash Accounting 6. To make sure everything is OK, go and check your previous VAT returns.

Accounting for Investments - Stocks and Shares You could write a whole book on this subject, and there are no doubt many important aspects to do with tax and earnings from shares and other investments, but this topic is purely about dealing with stocks and shares as a bookkeeping exercise in its simplest form. 1. Buying shares as an investment. Open a new fixed asset account called 'Stocks and Shares Bought'. Make a Purchase Transaction From Bank To Stocks and Shares Bought. 2. Selling investment shares. Make a Sales Transaction From Other Sales To Bank. 3. Accounting for the profit or loss on sales of investments. Open a new Cost of Sales account called Stocks and Shares Sold. Make a Transfer Transaction From Stocks and Shares Bought To Stocks and Shares Sold for the cost of those shares sold (not the selling price but the price you paid when you bought the shares in the first place). Here's the logic of the above. Stocks and Shares Bought will show the value of your current stockholding. It will also show the history of stocks and shares bought and sold if you double-click on it and view the entries in the right hand panel. Other Sales (in your P&L Group) will show the actual value you sold the investments for for the period covered (ie. the current financial year). Every time you make a sale you also account for the movement of your stocks and shares from Bought to Sold at cost. The Stocks and Shares Sold account is an expense of the business and when taken with 'Other Sales' shows whether you made a profit or loss on your investments. To finish, here's an example: 1. You buy 100 shares at 1.00 each. 100 From Bank To Stocks and Shares Bought. Result: Bank = -100, Stocks and Shares Bought = +100. All this is within your assets group. There is no profit or loss. 2. You sell 10 shares for 3.00 each. There are 2 transactions to make here: • •

Sale Transaction: From Other Sales To Bank 30. Result: Other Sales = +30, Bank = -70 (-100+30). P&L = +30 Transfer Transaction: From Stocks and Shares Bought To Stocks and Shares Sold 10. Result: P&L = +20 (+30-10)


Client Accounts If your business involves handling money on behalf of your clients and you invoice and order on behalf of your client using a bank account setup by you specifically to do this, then follow this guide: 1. Set up a bank account on behalf of your client (it is your account, but set up solely to handle your clients money - ask your bank about the options) 2. Set up a Client Bank Group in Current Assets 3. Set up individual Client Bank Accounts in the above group (replace the word 'Client' here with you actual client's name - eg. ACME Bank Account) 4. Set up a Client Accounts Group in Current Liabilities 5. Set up individual Client Accounts in the above group (Client Accounts Group) (name them like this example: ACME Client Account) NOTE: As you can see above, for each client, you will be opening 2 accounts, the first in Current Assets > Client Bank Accounts, the second in Current Liabilities > Client Account Group

Contents • • • • •

1 Sales Transactions 2 Purchase Transactions 3 Invoicing Your Clients 4 Scenario 1 5 Scenario 2

Sales Transactions To make this easier to follow, we will use the example name above (ACME). 1. Whenever you invoice on behalf of your client, make a Sales Transaction From ACME Client Account To Unpaid Invoices. Use normal VAT rules if you are VAT registered. 2. When the client's customer pays you, make a Transfer Transaction From Unpaid Invoices To ACME Bank Account. Note 1: If they pay you immediately you can skip the second transaction and use ACME Bank Account in place of Unpaid Invoices. Note 2: If they pay some kind of deposit, split the invoice into 2 transactions, one for the deposit and the other for the remainder (the accounts involved are just the same as described above).

Purchase Transactions 1. If you are placing a purchase order on behalf of the client, make a Purchase Order From ACME Bank Account To ACME Client Account (this presumes you will be paying for the order when you place it). If it is on credit then use Bills Unpaid for the From account. 2. When you receive the order, find the Purchase Order transaction (in Suppliers Records), highlight it, then click on the Insert Purchase Transaction Based on this Order button. This will automatically create the Purchase Transaction(s) for the order. Note 3: if you are paying and placing the order immediately or do not use Business Accountz Enterprise, then enter the Purchase Transaction directly without doing a Purchase Order first. 1. If you are paying a deposit on a purchase order, make two transactions, the first for the deposit, the second for the remainder. (the accounts involved are just the same as described above).


Note 4: If this is just some expense, then go straight to Purchase Transactions. Note 5: Treat VAT just the same as you would for any expense.

Invoicing Your Clients The final part of the equation is invoicing clients for money they owe you for the work you are doing on their behalf. This is the actual money that is recorded in your Profit and Loss (all other transactions by-pass your P&L as you are doing that work on behalf of your clients). There are 2 scenarios here.

Scenario 1 The first is where they pay you directly from their own business: 1. Invoice them as normal: From Sales Account To Invoices Unpaid 2. When they pay you, make a Transfer From Invoices Unpaid To your Bank

Scenario 2 The second is where they pay you from their client account in your system: 1. Invoice them From Sales Account To ACME Bank Account 2. Make a Transfer Transaction From ACME Bank Account To your Bank Note: this records the fact that the money has passed through their client bank account so it is completely transparent. This case is where your commission/fees is included in your original invoice to your client's client.

How To Create A Landscape Invoice Design 1. Go to the menu option: Documents > Documents 2. Select the Invoices tab 3. Select the Landscape Template for Invoice Document (from the table) so it is highlighted (make sure its Is Template option is ticked) 4. Click on the Create Template Document button at the bottom right to open the Document Editor to design your new layout.


EC Acquisitions VAT Boxes 2 and 4 If you have bought goods from another EC country and they have accepted your VAT number and not charged VAT, then you need to account for it by making two Purchase Transactions. The example used here is for ÂŁ100. This is the total you have paid them, there is no VAT in this, so you will need to add on the VAT so it appears in Box 2 of your VAT return, then take it off again so it appears in Box 4 (yes VAT EC Acquisition rules are crazy and an amazing waste of time, but we have no choice). Transaction 1. Enter the date, from and to accounts as normal. Enter the invoice total in the Amount less VAT column (eg. 100.00). Use the EC Acquisition Box 2 - 20% option in the VAT Code and press Enter. The VAT has now been calculated for you and added on. Transaction 2. This removes the VAT again. Make an identical entry to the first transaction except enter the VAT element directly into the Total Amount field with a minus sign in front (eg. -20.00). Enter the EC Reverse Acquisition Box 4 option into the VAT Code field. You will see that the Amount less VAT column shows zero, and that is it. Nothing else to do. Here is the finished example of both transactions:

Note you may need to manually edit the VAT Amount so it is the same as the Total Amount for the second transaction.

VAT Apportioning for Personal Use If you are paying a bill that includes VAT but only part of it is for business use then you can only claim back the VAT for the business part (this also applies to income tax laibility too). How you deal with this depends on how the bill was paid: A) If paid with cash or through your personal bank or credit card. This is the simplest case. Just enter a single Purchase Transaction for the business use part only. The VAT will then also be correct. B) If paid via your business bank or credit card. Make two transactions: 1. Transfer Transaction From Bank (or Credit Card) to Cash for the full amount. 2. Purchase Transaction From Cash to relevant expense account for the business part of the bill This will leave you with a residue in Cash. You can make a Transfer of that to Drawings if you are self-employed or a loan if you are employed, or simply leave it in cash.


How to change back Sales Tax Date to Tax Date Sometimes when people update their Enterprise version 'TAX Date' mysteriously changes to 'Sales TAX Date'. Please follow the steps below to change Sales Tax Date back to TAX Date (if that is what you want of course!! What do to: 1. Make a backup. This is so if anything happens that you do not expect then all your data will be safe. Please remember our offices are closed over the Christmas holiday until 4th January - this is why it is especially important to make a backup before you do any of the following. Please see here on making a backup: viewtopic.php?f=8&t=350 Once you have made a backup please read on: 2. Click on Help > About 3. Click on Arguments Tab 4. Look for Country option and type UK in upper case and hit enter. 5. Close the Business Accountz software and restart it. Now, you should have TAX date instead of Sale Tax date.


How to set or re-set your business start date The start date will not matter for Year 1. Your Year 2 start date is set upon closing Year 1. The date in the business set up wizard sets the date for the VAT configuration if you are VAT registered. To change your VAT start date kindly follow these steps:

1. Click the VAT and Sales/Purchase VAT Control icon (alternatively select VAT Return>VAT Return from the main menu). 2. Select the 'Report Options' icon.

3. In here you can set your VAT start date and your monthly periods. Click OK to save the changes.


How To Refund A Customer Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. If you are refunding a sales in full do this: 1. Open Sales Transactions (blue books) 2. Find the original transaction and select it by clicking on any field in the transaction 3. Click on the transaction Credit Note button in the toolbar above the table (the button with a C in in it) 4. Enter the date you refunded the amount (eg. today) This creates a duplicate copy of the original transaction but with the amounts reversed (ie. negative totals) and a new date so that your VAT is correct for the current period if you are VAT registered. If you have Business Accountz Professional or Enterprise you can double-click on the document column and create a printable credit note to send to the customer.

How To Lock and Unlock Transactions There are 3 ways to lock (and unlock) transactions in Business Accountz: 1. Locking individual transactions 2. Setting a transaction lock date 3. Performing a Year End

Locking individual transactions In order to lock individual transactions in any transactions table, you will need to activate the 'Lock' column. For this example we will use the Sales Transactions Table.


1. Click on the Sales Transactions (Blue Books) icon 2. Right click (CMD+Click for Mac users) on any column header, and select 'Columns'

In the subsequent 'Set Column Visibility' screen: 3. Select 'Lock' from the 'Hidden' column 4. Click 'Show' ('Lock' should now be visible in the left hand column) 5. Click 'Close'

The 'Lock' column should now be visible in the Sales transactions table. To lock any transaction, tick the box relative to it in this column. Locked transactions will appear in blue font (unlocked and editable transactions will appear black). To unlock a locked transaction, uncheck the relevant tick box.


Setting a transaction lock date To lock all transactions before a certain date, please follow these steps:

Select 'File>Change Company' from the main menu.

Enter a date in the 'Transactions Lock Date' field, before which you wish all transactions to be locked.


Click the Blue Books icon to return to the Sales table. All locked transactions will now appear in blue font. To unlock this, you will need to edit the Transactions Lock Date to an earlier value.

Performing a Year End When you perform a Year End, all transactions prior to your cut off point are subsequently locked. Please see here for more information on how to do this. To unlock these transactions, you will need to undo your year end. In order to do this, ensure you make a backup of your data before proceeding. Information on how to undo a Year End can be found here: http://accountz.com/baz/bazforum/viewtopic.php?f=8&t=1840&p=6967#p6967.


EC Sales Lists If you are VAT registered and export to other EC (European Community) countries you will need to fill in an EC Sales list. You can get a list by using the EC Sales list filter in Sales Transactions. Either export that report or create yourself a new filter based on this one and add conditions to restrict the date range. At the moment there is no way of showing each customer's VAT number against a sale, which you will need for the report, so it is best to copy and paste that into the Notes column when you enter export transactions. We have a task set to add a suitable column to make this simple for the future (task ID#1553). On the EC Sales List there is a column on the right called 'Indicator'. Here are the values and meanings: 0 = Goods 2 = Intermediate supplier in a triangulated sales (I think this probably needs further clarification! - full details on the HMRC site - link below) 3 = Services http://www.hmrc.gov.uk/vat/managing/international/esl/


Part Paying A Bill Or Invoice Part paying a bill: Enter the full bill into Purchase Transactions as normal. Use Unpaid Bills for the From account and whatever relevant expense or purchase account for the To account. Make sure the Paid column checkbox remains unticked. Whenever you make a part payment for the bill, enter the amount in Transfer Transactions From Bank (if that is how you pay it) To Unpaid Bills. Leave the Payment Completed column checkbox unticked (if you cannot see this column, right click on any column header and choose it from the Columns menu that will open). Use the same reference for the original bill so you can easily connect the bill and part payments together. Once all part payments are complete, tick the Paid box of the original transaction in Purchase Transactions and tick the Payment Completed box of all part payments you have made.

Part paying an invoice: Use the same theory as the above post but use of course Sales Transactions - FROM Sales TO Unpaid Invoices Once customer part-pays invoice: In Transfers - new line - Date (when they paid) relate to correct customer FROM Unpaid Invoices TO Bank (if that is how you pay it) (the amount of money (e.g. the part payment)) Leave the Paid column checkbox unticked...Use the same reference for the original invoice so you can easily connect the invoice and part payments together Once all part payments are complete, tick the Paid box of the original transaction in Sales Transactions and tick the Paid box of all part payments you have made.


Year Ends and continuing into a New Year Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. What do you do at year end? Well, first you need to know that it is not necessary to do anything! Just carry on using Business Accountz into your new year :) At some point in the new year, you will have received all the bills and bank statements from your old year, and it is only at that point that you need to start the Year End Wizard to help you close it. This essential answer explains this in great detail. Please read on:

Contents • • • • •

1 What is a Year End? 2 Original transaction in Purchases: 3 How to do a Year End 4 After running the Year End Wizard 5 To look at previous P&L's (for any period from 1 day to multiple years)

What is a Year End? At the end of each financial year, some housekeeping needs to be done. This is to ensure that everything to do with that year is accounted for. Depreciation of your assets is a good example and is covered in detail here: http://accountz.com/baz/bazforum/viewtopic.php?f=8&t=305 Depreciation reduces the equity of your business by the amount that your assets have lost in value that year. That reduction obviously needs to be recorded in the books so that they reflect a 'true and fair' picture of your business (the basic accounting standard you should adhere to). There may also be bills to be paid that you have yet to be billed for. Accountancy fees are a good example. if you use an accountant, they may not be able to calculate their costs until after they have finished the work, so they will add an extra estimated expense to the year. This is called an Accrual. You haven't paid it, you haven't received a bill, but it is a legitimate expense. As far as Business Accountz is concerned this is very easy to add using a Transfer Transaction From Unpaid Bills To Accountant Fees (or you could add a new account to Current Liabilities called Accruals and use that instead of Unpaid Bills). Next year, your accountant will add an adjustment to correct it if it turned out to be slightly different, and make another accrual for the new year. You may also have something called Pre-Payments. If your business insurance renewal is due mid financial year, then only half of it can be accounted for as an expense this year, with the remainder accounted for in the following year. This would involve 2 transactions. The first for the full amount goes into Purchase Transactions as normal (Red book). The second accounts for the pre-payment for next year and goes in Transfer Transactions From Insurance Expense To Pre-Payments. Lets take an example of £200 insurance for the year.

Original transaction in Purchases: From Bank To Insurance £200 Pre-payment in Transfers: From Insurance To Pre-Payments £100 Result: Bank -200 Insurance +100 Pre-payments +100 Open the pre-payments account in Current Assets. When you are happy that the year has been fully accounted for, the Year End Wizard will do the important final step for you. It creates a number of Journal Transactions (Black book) that transfer all last year's P&L account balances to the Retained Earnings account. This effectively zero's all of them. In this way, they are ready to start recording your new year's sales and expenses from scratch again.


How to do a Year End Before running the Year End Wizard 1) Before running the Year End wizard, make sure all the transactions for the year are complete. You can happily continue into your new year before running the year end wizard. 2) If you have more than one year's worth of accounts entered (there is no limit) you can run all earlier year ends one after another. Just make sure you do this starting with the first year and continuing in sequence.

After running the Year End Wizard a) Start Date check box - always leave this unticked b) Include Year Ends check box - always leave this ticked c) End Date check box - leave unticked for normal use (your P&L will always show the current year)

To look at previous P&L's (for any period from 1 day to multiple years) a) Tick and set the Start Date check box for the first day of the year or period you want to look at (eg. 01/04/04) b) Include Year Ends check box - always leave this unticked c) Tick and set the End Date check box for the year or period end you want to look at (eg. 31/03/05) Note: Setting the Start and End dates will directly affect your liability and asset accounts, that is, they are unlikely to make any sense to you (because you are not viewing the whole history of your accounts). The Start, End and Year End options are there purely for producing P&L's of any earlier periods or years.


How to create a New Account Group and Accounts How to create a New Account Group and Accounts. Lets take an example of creating an Assessment group under Expense Group and sub groups within Assessment Group. 1. Double Click on Expenses Group ( or any group to which you wish to add a sub group). 2. On the Right hand side use the '+' icon. It will bring up a dialog box names Create an Account. 3. Name the group i.e Assessment. Under Type select Expenses Group. 4. Click Yes. Once it's done you will see Assessment Group created under Expense Group. Now to create a sub group under Assessment Group, double click on Assessment Group and follow the steps from 2-4. You can follow the same steps for creating any new Account group.

How to create new Accounts under any group or sub-group. Lets take an example of creating an account under Assessment group and sub groups within Assessment Group. 1. Click on the Expense Group or any group for e.g Assessment Group to which you wish to add an account. 2. On the Right hand side use the '+' icon. It will bring up a dialog box names Create an Account. 3. Type the name of the account. Under Type select Expenses Account. 4. Click Yes. Once it's done you will see new accounts created under Assessment Group. Now to create a new account in sub groups under Assessment Group, double click on the Sub groups and follow the steps from 2-4. You can follow the same steps for creating any new Account under any groups. Note: The important point to remember while creating new accounts is to make sure that you set the correct account type from the drop down list.

How to add a new bank account to the Chart of Accounts. 1. Click on the Stack of coins (opens Chart of Accounts window) 2. Click on the tiny '+' to the left of the words 'Chart of Accounts' in the left hand pane - this should open the account groups called 'Asset Group', 'Liability Group' and 'Equity Group' 3. Click on the tiny '+' to open the Asset Group 4. Click on the tiny '+' to open the 'Current Assets Group'. You should see your existing bank account there 5. Double click on the title 'Current Assets Group' - this should open a new pane on the right hand side with two tabs at the bottom: 'Properties' and 'Sub-accounts' 6. Click on the 'Sub-accounts' tab. This should reveal the whole tab with your original bank account there as well as the other accounts in the Current Assets Group 7. Click on the green button with the white cross on it to the top right of that right-hand pane (Mouse tip = 'Add a new Account') 8. A new box should open 'Create a new Account'. In 'Name:' type in the new bank account's name e.g. 'HSBC' 9. In the 'Type' field click on the drop down arrow on the right of that field to reveal the various account choices possible, e.g. 'Asset Account', 'Current Assets Group', 'Bank Account' etc., etc.


10. Choose 'Bank Account' by clicking on it. Check the box where it says 'Reconcilable' so that it is a reconcilable account. Then click 'Yes'. Your new bank account should now be added and appear in the right hand panel as well as in the Chart of Accounts in the left hand panel. 11. You can now change its position in the Chart of Accounts view by (in the right hand panel) clicking on the account so that it is highlighted, then clicking on the green button with the white arrow in it (Mouse tip = Move Account up). Use the arrows up/down to move your new bank account to the required position.


How to format a table on an Invoice or Purchase Order Please see this post before you begin, to make sure all of the changes you are going to make are saved on the appropriate template: viewtopic.php?f=8&t=612 Once you have the appropriate template open in front of you (see above): In View/Edit window - the table - in top area (half) of screen: 1. Turn on all the columns that you want. To do this right click in any column name field (e.g. 'Description') and select 'columns' then tick all the columns you wish to see in the invoice table/untick all the columns you do not wish to see in the invoice table 2. Move the columns. To do this, in the column name field left click, hold and then drag the column you wish to move to the desired position Your columns should now all appear in the table in the order that you want them to be in. In View/Edit window - the bottom panel - 'Column visibility and order in Document' 3. Tick all the boxes that you wish to appear on the invoice proper by double left clicking on the tick box to the left of that name - to untick the box double click again 4. Refresh by left clicking on the blue 'ball' refresh button to the right of that lower panel just above the up/down green arrows Now when you click on the Design/Print tab you should see the invoice set up according to your requirements. The next time you wish this template to be accessible (that is if it is not already there for you), in the View/Edit window select that template from the template options (top right of that window).

Contents • • • • • •

1 How to move the address for the invoice over. 2 How to add an extra column to an invoice: 3 How to change the headers on an invoice: 4 To turn the headers white: 5 To turn the text blue: 6 To change the wording / format in the Total boxes at the bottom of the invoice:

How to move the address for the invoice over. Having read the above post, and updated to the latest version and so forth, here's how to do this! 1. Go to File > Documents > Invoices 2. Select a template you are not using (e.g. Template Invoice Document without Delivery Address) by clicking on the little check box to the right of that so it is ticked. 3. Go to the bottom of that page and select the right-most icon (looks like two pieces of paper Mouse Tip = 'Create Template Document') and click on it. 4. This will take you to a new page. Click on the Design/Print tab at the bottom of the page to the left and this will open a new page with your invoice ready to be changed. 5. Enlarge the page. To do this, on the scale near the top of the page on the left, drag the little arrow to 200.


6. Now you should be able to see fairly clearly the three dots underneath the legend: 'Invoice To'. 7. Click ON one of those three dots. This is the tricky bit. Once you have successfully clicked ON one of the dots it will be outlined in red. 8. (This should be point no. 8 but this little, sunglassed face refuses to be replaced by that boring digit) So, point number eight) Drag and drop it to the new, desired position. Or you can move it by going to the 'Position & Size' area to the right of the template and adding in dimensions. 9. You can also move the words 'Invoice To' by clicking somewhere on them (they will become outlined in red) and, still holding down the mouse, dragging and dropping them to the desired position. You can also move the words 'Invoice To' by going to the 'Position & Size' area to the right of the template and adding in dimensions. 10. Once your template is ready, give it a name in the View/Edit tab in the field: Name 11. It will now be ready for use.

How to add an extra column to an invoice: For instance, you can add the 'Notes' column to your invoice template. You can then use this column for your own purposes. (Or you could add more columns - it's up to you). The following is dealing with adding one more column. Add the column 'Notes' to the View/Edit window (see the top thread above for how to do this). In the 'Design/Print' window the column will now be visible in the location you have chosen for it in the View/Edit window. I am assuming that it is the most right-hand column for this example. To change the column widths: 1. Click on the complete table in the Design/Print window so that it is outlined in red. 2. In the panel on the right is an area called 'Position & Size'. In that area you will see 'Cell Width' and to the right of that name a drop down arrow (e.g just to the left of the tiny blue refresh 'ball'. Click on that drop down arrow. 3. You will see 'Description', 'Total Amount', 'VAT Amount' and 'Amount less VAT' (or more or different names in different orders depending on how many columns you have created). 4. You will need to select one, say, 'Description', by clicking on it. 5. Next, click and drag the sliding arrow which is on the scale marked '0', '50' and '100', to the left and the right to see how the columns move en masse to the right and the left. This is the tricky bit as the columns move in a little group apart from when you choose the last name in the drop down list. 6. Click on each header name in turn and follow the above to see how the columns respond. Tip: get the column widths correct for the names that you will be adding in there.

How to change the headers on an invoice: Assuming you are in the 'Design/Print' window in the process of editing an invoice template: The way to get 'rid' of the column headers as they stand at the moment is to select the complete table so that it is outlined in red (e.g. when you are amending your invoice template - please see the top thread for more on how to do this). You then need to make the text colour of the headers in the main 'box' on the invoice the same colour as the background colour of the headers in the main 'box' of the invoice. You can either turn the text blue or turn the background white - either way the effect will be the same - the header texts are not visible. The header fields look empty.


To turn the headers white: 1. Click on the complete table so that it is outlined in red 2. On the right will appear a panel with 'Header Fill Colour' somewhere in it. You may have to scroll up or down to find this. Click on the long, narrow field to the right of the word 'Colour' and a new box will appear called 'Choose a color' with a choice of colours in it. Click on a colour to choose it. To turn the headers white (thereby 'losing' the text) click on the top left tiny white box in that colour panel. Immediately the headers on the invoice will all turn white e.g. the text will be 'gone' (hidden).

To turn the text blue: 1. Click on the complete table so that it is outlined in red 2. On the right will appear a panel with 'Header Font Colour' somewhere in it. You may have to scroll up or down to find this. Click on the long, narrow field to the right of the word 'Colour' and a new box will appear called 'Choose a color' with a choice of colours in it. Click on a colour to choose it. To turn the text in the headers blue - the same blue as the background (thereby 'losing' the text) click on the relevant blue colour in that colour panel. Immediately the text on the invoice headers will all turn blue e.g. the text will be 'gone' (hidden) as it will be the same colour as the background. Now you add the text. There are several ways to do this. Here is one: Select the text tool (large 'T' on the toolbar on the left) click anywhere on the invoice to activate this and a new box will appear on the right hand panel, ready for you to add in the text. Type the name of the first header you want. It will appear on the invoice ready for you to colour, make the right size etc., then drag and drop onto the header. Once you have amended the template - then I would Name it in the View/Edit window where it says 'Name' in the field to the right of that.

To change the wording / format in the Total boxes at the bottom of the invoice: Click on the Total box in the Design/Print area and the whole table becomes outlined in red. Even though the total box is not apparently highlighted it is now editable. Once you have clicked on the total box a new panel will open on the right hand side. Scroll right down to the bottom and you will see some panels with the word 'total' in them such as 'Total Box colour', 'total fill colour', 'total font' etc. Have a little play about (e.g. change the Total font size to 1 mm to see it change size)..Change the various areas (e.g. the Box colour the fill colour, font size etc.) according to your needs! See above for general principles on changing colours etc in more detail.


Deposit paid for by third party This one came via an interesting question from a charity (if you are that charity, I have changed the situation slightly and the figures are made up examples). They are participating at an event that costs £1000. They are required to pay a deposit of £250. The 'problem' is that the deposit will be paid by a third party directly to the organisers. The third party has told the charity to treat it as a donation (ie. they do not want the deposit to be repaid). Here are the transactions. Note that there is a quicker altrernative way further on (though not as obvious): 1. Enter the invoice from the event organisers in Purchase Transactions (red books) From Unpaid Bills To <some expense account for events> for £1000 2. Record the donation of £250. Set up a new 'sales' account called 'Donations'. Make a Sales Transaction (blue books) From Donations To Cash for £250. 3. Make a Transfer Transaction (green books) From Cash To Unpaid Bills for £250. 4. When you pay the remainder, make another Transfer Transaction From Bank To Unpaid Bills for £750. OR, the 3 step method 1. As 1 above 2. Transfer Transaction From Donations To Unpaid Bills £250 3. As 4 above I would use the second method and explain what this was about in the description


Tax Deducted at Source This question came in from a consulting dentist who gets paid for work via a health authority but needs to account for it himself. As an example, he gets paid £1000. However, HMRC deduct, say, £200 at source to cover tax etc. This is how to account for it: 1. Open a new current asset account (type General Account), and call it Tax Control. 2. Open a new profit and loss account (type Tax Account), and call it Tax Paid. 3. Record the sale (Blue books) From Consultancy To Tax Control (£1000) 4. Add a Transfer Transaction (Green books) From Tax Control To Tax Paid (£200) 5. Add another Transfer From Tax Control To Bank (£800) The end balances are 800 in the bank, 0 in Tax Control, sales of 1000, 200 tax paid. And all this shows 800 net profit.


Factoring 1. Create a Factoring Account in the Current Assets Group. To do this double click on the Current Assets Group, this opens the group on the right hand side of the page. On the right press the green plus button and type the account name (Factoring Account) the accout type I would use is Bank. This account is reconcileable. 2. When you create a sales invoice the 'From' account is your Sales type and the 'To' account is Unpaid Invoices (debtors). 3. When you receive money from the factoring company you need to enter a Green Book Transfer 'From' Factoring Account 'To' Bank Account. 4. When the factoring company reports that an invoice has been paid this is a Green Book Transfer. Enter Customer name 'From' Unpaid Invoices 'To' Factoring Account. You will then need to go to the customer record view and tick the paid box on the correct invoice. 5. To enter the factoring invoices charges these are a Red Book transaction 'From' Factoring Account 'To' (new expense account called 'Charges Factoring' of the type 'Other finance Charges account' which does not need to be reconcileable). NOTE: If you have Business Accountz Professional or Enterprise, you can do step 4 direct from Customer Records, where all the information for that customer can be seen in one place.


Tax for the Self-Employed SELF_EMPLOYED If you are self-employed it is a good idea to set aside some money to pay your self-assessment income tax bill. The simplest way is to open a savings account (in Current Assets, type = bank), then make transfers from bank to savings whenever you have some spare cash. Because you can see your taxable profit in the Profit and Loss section of your Chart of Accounts at any time, you can make an educated guess on how much to put aside. Here's a link to HMRC guidelines on tax and the self-employed: http://www.direct.gov.uk/en/MoneyTaxAndBenefits/Taxes/WorkingAndPayingTax/DG_10016920 As a very rough guide, set aside around 28% on profits above ÂŁ6,000. The threshold is slightly lower at the time of writing, but it is likely that you will be able to claim capital allowances, which will reduce the overall bill. Note that if your profits go above ÂŁ37,400 (2009/10) the rate of income tax (at the time of writing) increases to 40% for all profits above that threshold, so you will need to set aside a little more. The above figures are based on class 4 NIC of 8% and the basic rate of tax at 20%. There is a further NIC rate of 1% on higher earnings, which you may also need to take into account. Alternatively, you may wish to set up a reserve without transferring any money. To do this open a new account of type 'drawings account' in Equity. Name it Tax Reserve. From time to time, make a Transfer Transaction From Retained Earnings To Tax Reserve to keep it topped up to your estimate of tax owed. When you actually pay the tax (normal transfer From Bank to Drawings) make another transfer From Tax Reserve To Retained Earnings to keep that up to date (ie. reduce it to reflect the tax actually paid).

VAT126 Claim for Refund by Local Authorities HMRC allow certain non-VAT registered bodies like Local Authorities to reclaim VAT paid on goods and services. To reclaim the VAT, form VAT 126 is required. This is a simple list showing the VAT portion of all relevant transactions. Assuming that the company setup wizard has been set as non-VAT registered, the question is 'how do you prepare that list when you have no access to the VAT section'. The answer is to open a new Expense Account, naming it 'VAT126 Claims' or something similar. Every time you enter an expense of this type, enter 2 transactions: 1. The original purchase (normal Purchase Transaction for the full amount From Bank To Expenses) 2. A Transfer Transaction From Expenses To VAT126 Claims. At any time, you can now go to the Chart of Accounts, double click on the VAT126 Claims account and view or export all your claims. You can get a full audit, if necessary, by doing the same with your real expense accounts. TIP: You can get the software to calculate the VAT portion for you by entering an = sign and the following equation: full amount (full amount / vat rate) Example where Full Amount = 11.50 and VAT Rate is 15%: =11.5-(11.5/1.15) will produce 1.50 NOTE: You would be better advised to enter the VAT exactly as it appears on your receipt rather than auto-calculate it. This is because a receipt may not always be at the standard rate/and or may include zero or exempt items/and or may not have been calculated correctly in the first place.


VAT Road Fuel Scale Charge Accounting for VAT on road fuel. There are 4 options (this is from HMRC on 14th September 2009). Pick only 1 of them. Option 1: Claim all the VAT because 100% is used for business purposes (no need to read any further) Option 2: Claim no VAT (no need to read any further) Option 3: Keep detailed mileage records of total mileage and those for business trips and only claim for VAT used for the business mileage. This is an equation to work out the figures. Here's an example. Total miles: 4000, of which 3000 are used for business (record the date, route and mileage of each business trip). Total inclusive cost of all fuel = £400. a) The cost of the business mileage is £400 x 3000/4000 = £300 b) Work out the total cost of the private mileage: £400 - £300 = £100 c) Assuming you have been entering all transactions including VAT, you will need to pay back the private mileage costs and VAT. d) Make a purchase transaction using negative numbers with a VAT Date for the current period. In this example, enter -100 in the Total Amount column and apply the Standard rate VAT code (at 15% the VAT will be £13.04). The From account will be cash (or your personal loan account) and the To account will be Motor (or whatever account you have been using to record road fuel expenses). Option 4: Claim all the VAT and use the Fuel Scale Charge to account for private use. This is the most common case. a) Enter all your road fuel expenses in full including the VAT b) At the end of each VAT return period make 2 further transactions. You will also need to open a 'Road Fuel Control Account' (in Assets > Current Assets of type Cash Account so it is available everywhere). This account should always end up with a zero balance. If it's not zero, you have made a mistake somewhere. This example is based on a vehicle with a Co2 rating of 135 over 3 months. Note that the 1st transaction is a Purchase, but the 2nd is a Sales Transaction. To enter the sales transaction you will need to allow the Motor Expense account to be included in Sales. Double-click the (Chart of Accounts > Equity > Profit and Loss > Expenses >) Motor account so it opens in the panel on the right. Select the Properties tab at the bottom. Tick the Sales From option in there.

If you have Business Accountz Professional you can set these up as Presets to save you some typing each quarter. In Enterprise they can be set up as Automated transactions so you don't even need to remember them.


VAT Corrections There are many reasons why you may need to correct a previous transaction for a VAT error. Below are all the cases and the solutions. We assume a VAT rate of 15% for all examples.

SALES 1. Sale of 100 with no VAT, subsequently discovered that VAT of 15 should have been added. The extra 15 is billed to the customer.

2. Sale of 100 with no VAT, subsequently discovered that VAT of 15 should have been added. The extra 15 is NOT billed to the customer.

3. Sale of 115 with no VAT. Subsequently discovered that VAT of 15 was owed.

PURCHASES 1. Purchase of 115 with no VAT. Subsequently discovered that VAT of 15 could have been reclaimed.

For all above examples, if the VAT refers to a different VAT period than the original, edit the VAT Date for the current VAT period. Remember to press the Enter key to confirm all changes. Of course if the change is for the current period, you can simply edit the transaction directly.


How to move an account from one group to another Lets take an example of moving Insurance account from Expense Group to Insurance Group 1. First create an Insurance group by double-clicking on Expense Group 2. Then on the right hand side create a new expense group using the + button and call it Insurance 3. Once it's created Double click on Expense Group. It will display the list of accounts under Expense Group on the right hand side 4. Select the Insurance Account, click the move button (diagonal arrow) 5. It will open anew dialog box 'Move account to another group 6. Select the Insurance Group and click Yes 7. Once it's done Insurance account will move from Expense Group to Insurance Group 8. Now if you want to create more insurance accounts within the Insurance group, you do this by double-clicking on the new Insurance Group 9. Then create new Insurance accounts using the '+' button on the right hand side and selecting the account type as Expense account

Nominal Ledger Report To obtain a printed report for a nominal ledger for a specific date range (assuming you have the latest version - if not please go to Help > Check for Upgrade and follow the instructions): 1. Go to the words 'Chart of Accounts' > 'Nominal Ledger'. 2. Click the 'Add new filter' icon located on the top right of the screen (the icon looks like a funnel with a plus sign on it). 3. A dialogue box will appear - 'Add New Filter'. Give this report a name relating to what you want to see in the report, e.g. 'Nominal Ledger Report for (dates)'. 4. The Filter Builder will appear. Click the green and white plus sign next to 'Tax Date'. A line below it will appear with the legend 'date condition'. Single click on where it says 'Equal to' in the Operator field. A menu should appear. Select 'After or Equal to Date' from this list by left clicking it. 5. Click once in the Parameter field to put the cursor there (or hit tab). Type the required date and hit return. 6. Click the green and white plus sign again next to 'Tax Date'. Again, a line below it will appear with the legend 'date condition'. Single click on where it says 'Equal to' in the Operator field. A menu should appear. Select 'Before or Equal to Date' from this list by left clicking it. 7. Click once in the Parameter field to put the cursor there (or hit tab). Type the required date and hit return. 8. Return to 'Chart of Accounts' > 'Nominal Ledger'. Your filter 'Nominal Ledger Report for (dates)' will be selected and those transactions will be selected and displayed. To print this report, hit the 'Export as CSV file' icon (which looks like a floppy disc) and export as a speadsheet file which you can then print out as necessary.

How to account for dead stock If you resell stock, you account for it in a special way (see below). However, sometimes that stock can go missing, or it can break, or in the case we just took over the telephone (a petshop owner): it can die :(


First, see this thread for how to account for goods you buy and resell: http://accountz.com/baz/bazforum/viewtopic.php?f=8&t=374 For stock that is stolen or damaged: http://accountz.com/baz/bazforum/viewtopic.php?f=8&t=487 And finally on to the petshop owner's sad problem: Open a new account in Equity > Profit & Loss > Sales > COGS called Dead Stock (or maybe something a little less terminal sounding!). Make a Transfer Transaction From Stock Bought (in assets) To Dead Stock. The type is 'Inventory Adjustment Account'.

Setting a different backup path 1. Click on the Arguments tab at the bottom of the Help > About window. 2. Scroll down until you see the backup-dir key (in the left column) 3. You will see the default path in the right hand column: Mac = /Applications/Business Accountz/BAK Windows = C:\Program Files\Business Accountz\BAK Linux = /home/<user dir>/BusinessAccountz/BAK 4. Change this to suit wherever you want your backups to be made. 5. You have to create a BAK folder where ever you wont you backups to go, then set the path to that folder. 6. Make sure you have set any permissions so that you have read/write access 7. Quit and restart Business Accountz

How to create your own shortcuts in Business Accountz Did you know that you can create your own customised short cuts in Business Accountz? To do this please go to: Tools > Configuration > Application components > Components key shortcuts We do not publish a list of shortcuts because the shortcuts are configurable. One person's shortcut would very likely differ from someone else's.


CIS Construction Industry Scheme There are two sides to this, either A) You are a sub-contractor, or B) You are employing a sub-contractor. Both cases use an example of an invoice for 117.50 including VAT at 17.5% and Tax at 20%.

Case A: You are a sub-contractor: You will need two transactions every time you issue an invoice for sub-contract work where CIS tax is taken. You will also need to set up 2 new accounts as follows: 1. CIS Sub-contract Work (in the Sales Group) 2. CIS Tax Paid (either in the Current Assets Group or preferably in a new Expenses Group called CIS Tax Deductions Group) The two transactions required: 1. In Sales Transactions (or via an Invoice): From CIS Sub-contract Work To Invoices Unpaid for 117.50. Use the applicable rate of VAT (if relevant) 2. In Transfer Transactions: From Invoices Unpaid To CIS Tax Paid for 20. The result in the P&L is CIS Sub-contract Work 100, Invoices Unpaid 97.50 and CIS Tax Paid 20. When you receive the money from your contractor, make a Transfer Transaction From Invoices Unpaid To Bank for 97.50

Case B: You are the employer: You will need 2 transactions every time you receive a bill from the sub-contractor. You will also need to set up 2 new accounts as follows: 1. CIS Sub-contractor Expenses (in the Expenses Group) 2. CIS Tax Unpaid (in the Current Liabilities Group) The two transactions required: 1. In Purchase Transactions: From Bills Unpaid To CIS Sub-contractor Expenses for 117.50. Use the applicable rate of VAT (if relevant). 2. In Transfer Transactions: From CIS Tax Unpaid To Bills Unpaid for 20 The result is a P&L showing 100 as expenses, Bills Unpaid of 97.50 (which is 80+VAT to your sub-contractor) and CIS Tax Unpaid of 20. When you eventually pay the bill and tax it is a Transfer Transaction From Bank To the relevant Current Liability account (CIS Tax Unpaid and Bills Unpaid)


Reclaiming forgotten VAT If you have bought something in the past and did not realise you could reclaim VAT on it, you can make an adjustment to reclaim that on your next VAT return. But PLEASE do check with HMRC on the rules. There may be a limit as to how far back you can go etc. To reclaim the VAT and adjust your P&L you will need to make 2 Purchase Transactions. For the pursposes of this example we will assume a purchase total of 115 with an unclaimed VAT element of 15. We will also assume it was paid for with cash (but the From account does not matter for the two transactions provided they are the same as they cancel each other out). The To side will be the account you used in the original transaction: 1. From Cash To Meals 15 'All VAT' code 2. From Cash To Meals -15 'Non VAT' code Note the 2nd transaction is negative.


Business Accountz won't start Try to do Restore of your data Close Business Accountz and all messages. Then run BA Restore. Located: Windows: C:\Program Files\Business Accountz\BA Restore.exe Mac: /Applications/Business Accountz/BA Restore.app This will load in the top left of the screen. Select the last backup in the list and press restore. Restart Business Accountz If it still fails then repeat the process and pick the next file up from the bottom of the list.

How to restore your data after re-installation Re-install the software from the disc if you havent already done so Make sure you are on the latest version by going to: Help --> Check for upgrade Follow instructions to the latest update. Close Business Accountz and run installer if you are not on the latest version. Take the .azb file (which you would have taken from your previously saved BAK folder) and put that into the newly installed BAK folder. Remove all other .azb files that are in there. Located: Windows C:\Program Files\Business Accountz\BAK\ Mac /Applications/Business Accountz/BAK/ Now close Business Accountz if it's running and run BA restore Located: Windows C:\Program Files\Business Accountz\BA Restore.exe Mac /Applications/Business Accountz/BA Restore.app This will load in the top left of the screen, select the file and press restore. Restart Business Accountz This should have you all up and running again.


How to print a report for transactions up to a certain date To obtain a printed report for a set of sales transactions up to a certain date (assuming you have the latest version - if not please go to Help > Check for Upgrade and follow the instructions): 1. Go to Sales > Sales Transactions (Blue books icon) 2. Click the 'Add new filter' icon located on the top right of the screen (the icon looks like a funnel with a plus sign on it). 3. A dialogue box will appear - 'Add New Filter'. Give this report a name relating to what you want to see in the report, e.g. 'Sales before end of (date)'. 4. The Filter Builder will appear. Click the green and white plus sign next to 'Transaction Date'. A line below it will appear with the legend 'date condition'. Single click on where it says 'Equal to' in the Operator field. A menu should appear. Select 'Before or equal to date' from this list by left clicking it. 5. Click once in the Parameter field to put the cursor there (or hit tab). Type the required date and hit return. 6. Return to wherever you were creating the filter/report for. In this case we are going to Sales > Sales Transactions (Blue books icon). 7. Your filter 'Sales before end of (date)' will be selected and those transactions will be selected and displayed. 8. You will also see that the new report filter you have created is now available as an option in the drop down menu. 9. To print this report, hit the 'Print this table' icon (which looks like a printer) to launch the document editor. 10. Go to the Design/Print tab and hit the printer icon in the top left to print. Please note that you can have more than one operator for a report, so to create a report for transactions between two dates, simply follow the instructions as above, but after line 5 of this guide, add another line by clicking the green and white plus sign alongside 'Transaction Date' again, and set the operator as 'After or equal to date' and the parameter to the date required. This way you can create a report for transactions in a particular month only. Filters are very powerful. You can also create a new filter from an existing filter. Simply select the existing filter, then follow the steps as above. You can also edit your own filters. Select the filter you want to edit. Then click on the Edit Filter button on the right of the filter name field.


Create a Template Purchase 1. Click on Payments (the written word 'Payments' along the top)>Template Purchases This will take you to the Template Purchases window. 2. Click on the green button with the white '+' on it to add in a new line/template transaction. Add in the template name in the relevant field (this is the name that will be available for your selection when you use the template). Add in the From and the To accounts and all other relevant details. Add in a full description as required in the Description column. This is what will appear on the document. Now in the Purchases area it will be available for selection when you choose the template icon of the stamp.

Create a Template Sale 1. Click on Sales (the written word 'Sales' along the top)>Template Sales This will take you to the Template Sales window. 2. Click on the green button with the white '+' on it to add in a new line/template transaction. Add in the template name in the relevant field (this is the name that will be available for your selection when you use the template). Add in the From and the To accounts and any other relevant details. Add in a full description as required in the Description column. This is what will appear on the document. Now in the Sales area it will be available for selection when you choose the template icon of the stamp.

Create a Template Transfer 1. Click on General (the written word 'General' along the top)>Template Transfers This will take you to the Template Transfers window. 2. To create a new template Transfer, select the Create transaction button (green button with the white '+' in it) Add in the template name in the relevant field (this is the name that will be available for your selection when you use the template). Add in the From and the To accounts and any other details as required. Now in the Transfers area it will be available for selection when you choose the template icon of the stamp.


How to make your Invoice as a global template Sometimes customers are not making changes to the global template but they make changes in on one of the invoices they have generated to their customer. This will not save any changes to their global template and when they raise any new invoice then it picks up the default global template wherein they will not see any changes they have made on design and print side. When the customer makes changes to one of their invoice then they have to select ‘Make into Template’ option to make that invoice as a global template. Please follow the instructions to make your invoice as your main global template 1. Open Business Accountz 2. Go to the menu option Documents > Documents > Invoices (If you are on Mac and you are not able to see the Invoices option then you need to click on the Arrow ‘<’ that will show you the rest of the options) 3. Select your default invoice template wherein you have made the changes (e.g. Not one of the top three default invoice templates that we ship with the software) 4. Click on Create Template Document button at the bottom. This will generate a new global template. 5. Give a name to the template like ‘My Final Invoice Template’ and make sure that Make into Template box is ticked. 6. Click on Design and print side and make any changes if you want in invoice layout. 7. Go to menu option Documents > Documents> Invoices 8. If you just want to have one global template then check the box against ‘My Final Invoice Template’ and uncheck rest of the options. 9. Now when you will raise any new invoice to your customer it will take ‘My Final Invoice Template’ as default template. The template is automatically saved, just close the template window.

How to pay yourself back/refund yourself How to refund yourself if you pay for something with your own personal money: 1. The original payment would go in the Red Books: From 'Cash' To 'Expense Account' 2. When you pay yourself back it is a Transfer Transaction in the Green Books: From 'Bank' To 'Cash'


Business Processes Transactions Record a sale Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. A sale can be recorded in 2 places: 1. In the Sales Transactions Component 2. In the Customer Records Component The protocol for both is identical, with the exception that in the Sales Transactions component the option is there to associate the sale with a customer, whereas in the Customer Records component this is automatically assigned. We will describe this process in the Sales Transactions component. First, select the component, either by clicking on the Sales Transactions icon main menu.

, or by choosing Sales>Sales Transactions from the

There are five fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account, Total Amount, and VAT Code (provided you are Tax registered). There are further fields which can be filled in to embellish the transaction with extra information, such as Customer, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc.

Record an expense Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. Expenses are recorded in the Purchase Transactions Component. Select the component, either by clicking on the Purchase Transactions icon from the main menu.

, or by choosing Payments > Purchase Transactions

There are five fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account, Total Amount, and VAT Code (provided you are Tax registered, note that the text here will vary depending on your tax regime). There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc.


Record a purchase of stock for resale Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. Purchases of stock for resale are recorded in the Purchase Transactions Component. Select the component, either by clicking on the Purchase Transactions icon from the main menu.

, or by choosing Payments > Purchase Transactions

There are five fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account, Total Amount, and VAT Code (provided you are Tax registered, note that the text here will vary depending on your tax regime). There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. Turn on the Quantity column if you are purchasing more than 1 item, and also the unit price column too. If you have Business Accountz Enterprise and the Product Management, you can record specific details about the product itself as well as look at the product history (eg. how many ordered, when and for how much, how many sold, when and for how much, plus how many are currently left in stock). You can also use the Supplier records module to create purchase orders, which can subsequently be turned into purchase transactions when those orders are received.

Record a purchase of equipment for use in the business Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. Purchases of assets such as equipment are recorded in the Purchase Transactions Component. Select the component, either by clicking on the Purchase Transactions icon from the main menu.

, or by choosing Payments > Purchase Transactions

There are five fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account, Total Amount, and VAT Code (provided you are Tax registered, note that the text here will vary depending on your tax regime). There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. One of the default accounts is called Equipment. The From account will be the account being used to pay for the equipment (eg. Bank, Cash, Credit Card or Bills Unpaid if it is being bought on credit). The To account will be Equipment.


Record a purchase of raw materials for manufacturing Introduction Purchases of assets such as raw materials to be used for manufacturing are recorded in the Purchase Transactions Component. Select the component, either by clicking on the Purchase Transactions icon from the main menu.

, or by choosing Payments > Purchase Transactions

There are five fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account, Total Amount, and VAT Code (provided you are Tax registered, note that the text here will vary depending on your tax regime). There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. One of the default accounts is called Raw Materials if you answered Yes to the manufacturing question in the company setup wizard. The From account will be the account being used to pay for the materials (eg. Bank, Cash, Credit Card or Bills Unpaid if it is being bought on credit). The To account will be Raw Materials. If the Raw Materials account is not present, go to the Chart of Accounts component and add to the Current Assets Group.

Record a receipt of money from a customer Introduction If you have already entered an invoice in the Sales Transactions component, and your customer is now paying it, enter a new transaction in the Transfer Transactions component. Select the component, either by clicking on the Transfer Transactions icon the main menu.

, or by choosing General > Transfer Transactions from

There are four fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account and Total Amount. There are further fields which can be filled in to embellish the transaction with extra information, such as Customer, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be Invoices Unpaid and the To account will be the account you are paying the money into (eg. Bank, Cash or Undeposited Funds if you are going to pay in more than 1 cheque at the same time to the bank). NOTE: If you have not entered the invoice and it is being paid immediately, then you can do it all directly in the Sales Transactions component. In this case the From account will be the Sales account you are using to analyse the sale and the To account will be the same as described above (eg. Bank).


Paying a bill Introduction If you have already recorded a bill in the Purchase Transactions component, and you now want to pay it, enter a new transaction in the Transfer Transactions component. Select the component, either by clicking on the Transfer Transactions icon the main menu.

, or by choosing General > Transfer Transactions from

There are four fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account and Total Amount. There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be the account being used to pay the bill (eg. Bank, Cash or Credit Card) the To account will be Bills Unpaid. NOTE: If you have not entered the bill and are paying it immediately, then you can do it all directly in the Purchase Transactions component. In this case the From account will be the account being used to pay the bill (eg. Bank, Cash or Credit Card).

Record a sales refund Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. A sales refund can be recorded in 2 places: 1. In the Sales Transactions Component 2. In the Customer Records Component The protocol for both is identical, with the exception that in the Sales Transactions component the option is there to associate the sale with a customer, whereas in the Customer Records component this is automatically assigned. We will describe this process in the Sales Transactions component. If you are adding a refund with no previous sales transaction (because it was held in some previous software, or manual bookkeeping system) then do this: First, select the component, either by clicking on the Sales Transactions icon main menu.

, or by choosing Sales>Sales Transactions from the

There are five fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account, Total Amount, and VAT Code (provided you are Tax registered). There are further fields which can be filled in to embellish the transaction with extra information, such as Customer, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc.


Enter your Sales account in the From field and the place the refund is going to in the To field (eg. Bank or Invoices Unpaid). Enter the Total including VAT but as a negative amount. Press the correct VAT code if registered and that's it done. You are simply reversing the original transaction by doing this (ie. using negative amounts). If you have the original sales transaction in the system it is much easier: 1. Find and highlight the original transaction 2. Click the Insert Credit Note based on this sale - Inserts credit note transaction(s) based on the selected sale(s) 3. Enter the date of the refund and you are done

Record a purchase refund Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. Refunds are recorded in the Purchase Transactions Component. Select the component, either by clicking on the Purchase Transactions icon from the main menu.

, or by choosing Payments > Purchase Transactions

There are five fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account, Total Amount, and VAT Code (provided you are Tax registered, note that the text here will vary depending on your tax regime). There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be the account that the refunded money is being paid into (eg. the Bank). The To account will be the expense or purchase account where this purchase was originally recorded. Enter the Total amount as a negative figure. Enter the relevant VAT code and you are done. By entering a negative amount, you are reversing the original transaction.

Record interest received As there is no VAT in interest received from investments or the bank, this can be recorded in the Transfer Transactions component. First, select the component, either by clicking on the Transfer Transactions icon from the main menu.

, or by choosing General > Transfer Transactions

There are four fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account and Total Amount. There are further fields which can be filled in to embellish the transaction with extra information, such as Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be your bank (if it is bank interest you are receiving). The To account will be either a dedicated Interest Received income account or the default Other Income account. It is important that you are aware this is income from interest as it will usually already be taxed at source, so make sure that is clear when you fill in your tax forms at year end.


Record PAYE Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. Make 3 entries in Transfer Transactions. The first for the total paid to employees will be From Bank To Employee Wages Account, the second for the Tax and NIC's paid to HMRC will be From Bills Unpaid To Employee Tax/NIC Account.

Then a third entry is entered when the payment is made to HMRC and is entered as From Bank To Bills Unpaid.

You can make as many of the first entry as you like to cover each employee individually if you like, or consolidate into a single transaction per payday.


Paying yourself if self-employed Paying yourself money from your business when you are self-employed is not an expense of the business. This is a common mistake. If you are an employee, then it is. This topic is for self-employed only: First you will need to add an account called Drawings of type Drawings Account into the Chart of Accounts > Equity section. Whenever you pay yourself, make a new Transfer Transaction From Bank To Drawings.

Paying VAT to HMRC Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. Select the component, either by clicking on the Transfer Transactions icon the main menu.

, or by choosing General > Transfer Transactions from

There are four fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account and Total Amount. There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be the account being used to pay HMRC (eg. Bank, Cash or Credit Card) the To account will be VAT Control.


Recording a VAT refund from HMRC Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. Select the component, either by clicking on the Transfer Transactions icon the main menu.

, or by choosing General > Transfer Transactions from

There are four fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account and Total Amount. There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be VAT Control. The To account will be wherever HMRC are paying the refund to (eg. your Bank).

Paying Corporation Tax to HMRC Introduction Select the component, either by clicking on the Transfer Transactions icon the main menu.

, or by choosing General > Transfer Transactions from

There are four fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account and Total Amount. There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be the account being used to pay HMRC (eg. Bank, Cash or Credit Card) the To account will be Corporation Tax. If you do not have a Corporation Tax Account set up. Do this: 1. 2. 3. 4. 5.

Open the Chart of Accounts component Double-click the Equity Group > Profit and Loss Group in the left hand panel. This will open it in the right hand panel. Select the Sub-accounts tab at the bottom of the right panel Click the Add new account button in the toolbar in that panel Enter a name for the account (eg. Corporation Tax) and set the account type as Tax Account

Note you could set up a Tax Group if you preferred and then open a Corporation Tax Account in that group.


Customers Add a new customer Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users.

Contents • • • •

1 Overview 2 Add a new customer to a transaction table 3 Add a customer to the Customer Records component 4 Add a customer in the Customer Table component

Overview There are 3 ways to add a new customer in Business Accountz: 1. Via the Customer column in a transaction table 2. Via the Customer Records component 3. Via the Customer Table component

Add a new customer to a transaction table It is possible to add a customer to any transaction table which contains the 'Customer' column. First, click in the 'Customer' field of any transaction.

Next, click 'New' from the drop down list which appears.


Enter the customer's name in the 'Add New Customer' field, and click 'Done' to finish.

The customer's name is associated with this transaction, and added to the Customer Records and Customer Table component


Add a customer to the Customer Records component Only available in Original, Professional, and Enterprise versions of Business Accountz

To create a new customer within the Customer Records window, click the 'Add a New Customer' button at the bottom of the left panel. This will clear the customer name/address fields and place the cursor in the 'Name' field, ready for you to start typing. Enter information as required into the following fields: • • • • • • • •

Name - The Customer's Name Address - The Customer's Address Postcode - The Customer's Postcode Country - The Customer's Country of address Notes - Any further notes you may wish to add about the customer Reference - Use this for any further reference details about the customer VAT Number - The Customer's VAT Number Account From - An account entered here will automatically be entered in any transaction/quotation for this customer within this component Account To - An account entered here will automatically be entered in any transaction/quotation for this customer within this component Other Lookup - This creates an extra 'Lookup' for the customer

Please note that the new customer details are automatically saved.


Add a customer in the Customer Table component Only available in Basic, Professional, and Enterprise versions of Business Accountz

Click the 'Add a New Customer' button in the toolbar at the top of the Customer Table window. This will add a new line to the table. Enter your customer's details as required. Please note: the new customer data is automatically saved.


Add a contact To add a new contact to a customer open the Customer Records component by clicking on the Customer Records from the main menu.

button or selecting Sales >

1. Find the customer you wish to add the contact to 2. Click the 3. Enter the new contact details You can add as many contacts as you like to each customer and add details to each contact such as position, telephone, email etc. You can also attach documents or folders to each contact. Four per contact by dragging them onto the empty Link fields. Once attached, click the associated Link buttons on the right to view the documents or folder contents. This is useful for attaching letters you may have written. If you have a lot of correspondence with a contact, keep those letters in a folder and drag the folder on the link. That way you can associate hundreds of documents with a single contact.

Remove a customer Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. To remove a customer open the Customer Records component by clicking on the from the main menu. 1. Find the customer you wish to remove 2. Click the

button or selecting Sales > Customer Records


Design an invoice, quote or credit note The Accountz Designer allows you to design various different documents to suit your business needs. Here we look at how the designer works when creating an invoice/quotation/credit note or Purchase Order. NOTE: You will need to create a design for all the above documents if you need them. Each design is unique. This also means you could create a document via the Quotation editor that states it is an Estimate rather than a Quotation. Quotes are fixed in price whereas estimates are exactly that - only an estimate of the likely cost. To create a new invoice for a selected customer press the Create NEW Invoice button (within the Customer Records component). This opens the View/Edit tab of the Accountz Designer within the Document Editor component.

The View/Edit tab contains all the underlying information about the invoice. At the top are 3 fields containing information about this invoice. 1. Name 2. Template 3. Description Every document created has a name. If you are creating an invoice for a customer the name will be automatically added as 'Invoice for <some customer>'. If you want to create a new invoice design rather than just a one-off invoice, then rename the document to something like 'New Invoice Design'. In this case also tick the 'Make into Template' check box. You will then be able to select this design when you next produce an invoice. Naming it is important so you know which design (or template) to choose. The next option, Template, is to the right of the name field. It is from the drop down menu option of this option that you can choose which template to use (eg. the one you may be creating right now). By default, you will always find a few ready made templates to choose from, so make sure you select the template you want to use. You can force the system to preselect your preferred template by going into the Documents component, selecting the type of document you want, then deselecting all the templates you don't want, leaving just your single preferred design. This screenshot shows the document component with the Invoice tab selected. Note that the only template with a tick is our new design. As there is only one document set to be a template, it will automatically be selected whenever you create a new invoice. Note also the Last Document Number field. Enter your last invoice number here, and the next invoice you produce will automatically increment and insert that reference into it.


The final field of the top 3 options is 'Description'. This is optional. If you want to add some note here about this invoice or template, enter it here. If you are designing a new invoice, select the columns you want to use in the future when entering new transactions for the invoice. Right click (Ctrl click on a Mac) on any column header, select the columns you want to show or hide. Drag the columns left or right to suit your needs. Note that columns like Total Amount should be moved to the right hand side as they also determine the position of the invoice sub-total boxes.

Now select and arrange the columns using the box below that you want to actually appear on the invoice itself. Double-click to tick or untick a column to show or hide it. A single click will just highlight it so you can use the arrow buttons on the right to move the column ordering. Columns at the top of the table will appear on the left of the invoice.

Now click on the Design/Print tab. This is where we will add graphics (eg. your logo) and other text to your design.


The screenshot shows a number of important things to understand that will help you see how it works. There are three main areas highlighted by the numbers 1, 2 and 3. 1. Tools. Select any tool from here. The text and image tools are the most commonly used ones. The screenshot shows that the image tool (at the bottom of the tools section) has been chosen. The user then clicked on the canvas (section number 2 in the middle) and a file dialogue box opened asking the user to select a graphic to be used on the invoice. In this example a logo named 'west.jpg' has been chosen. 2. Canvas. This is the invoice itself. Think of it as a canvas in which you can add text and graphics via the tools in section 1. 3. Attributes. Whenever any element is selected in the Canvas (section 2) its elements are shown in the right hand panel (marked 3). The attributes change according to what is selected in the canvas. For example, if a text item is selected, then its attributes are the font, size, position, colour etc. If the main transaction table is selected, many more attributes are shown including the ability to change the column widths. All saving is done automatically, so any changes you make are saved without you needing to do anything at all. There is one more area to look at here: Page options, scale and printing. These are at the top of the component.

Every document can have 3 different page designs if necessary: 1. First Page 2. Middle Pages 3. Last Page By default only 1 page design is used for all documents. If you are printing multiple pages, the same page design is used for all. Multiple page design options are useful where you produce invoices with many pages of transactions. For this, you could change the middle pages so that they dispense with the document header and just use the transaction table to cover the whole page. To achieve that, click on the Add page button twice to add 2 pages. Select any page, for example, page 2, and edit the contents (eg. delete the header text and make the table larger to fit the whole page). Make sure you leave a margin as many printers will not print to the edge of the page.


When you are happy with your design, just click on any other component to close the designer.


Produce an invoice Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. 1. Open the Customer Records component. 2. Find the customer you wish to invoice (use the selector on the left of the panel, or type any part of the name into the search box above it 3. Click on the Create a New Invoice button

This opens the Document Editor component. Add your new transactions, then click the Design/Print tab at the bottom to view the invoice and print it. Note: If you want to email the invoice, choose a PDF printer driver. Mac users already have one installed on the system, PC users can install any one of the many free PDF drivers. Cute PDF is a good choice. Search for it on Google. A PDF printer driver sends the output to a PDF file instead of the printer. Once done, you can then attach the PDF file to an email to send to your client.

Produce a quotation Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. 1. Open the Customer Records component. 2. Find the customer you wish to send a quotation to (use the selector on the left of the panel, or type any part of the name into the search box above it 3. Click on the Create a New Quotation button

This opens the Document Editor component. Add your new transactions, then click the Design/Print tab at the bottom to view the quotation and print it. Note: If you want to email the quote, choose a PDF printer driver. Mac users already have one installed on the system, PC users can install any one of the many free PDF drivers. Cute PDF is a good choice. Search for it on Google. A PDF printer driver sends the output to a PDF file instead of the printer. Once done, you can then attach the PDF file to an email to send to your client.


Produce a credit note Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. 1. Open the Customer Records component. 2. Find the customer you wish to issue a Credit Note to (use the selector on the left of the panel, or type any part of the name into the search box above it) 3. Click on the Create a New Credit Note button

This opens the Document Editor component. Add your new transactions, then click the Design/Print tab at the bottom to view the credit note and print it. Note: If you want to email the credit note, choose a PDF printer driver. Mac users already have one installed on the system, PC users can install any one of the many free PDF drivers. Cute PDF is a good choice. Search for it on Google. A PDF printer driver sends the output to a PDF file instead of the printer. Once done, you can then attach the PDF file to an email to send to your client.

Record a receipt of money from a customer Introduction If you have already entered an invoice in the Sales Transactions component, and your customer is now paying it, enter a new transaction in the Transfer Transactions component. Select the component, either by clicking on the Transfer Transactions icon the main menu.

, or by choosing General > Transfer Transactions from

There are four fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account and Total Amount. There are further fields which can be filled in to embellish the transaction with extra information, such as Customer, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be Invoices Unpaid and the To account will be the account you are paying the money into (eg. Bank, Cash or Undeposited Funds if you are going to pay in more than 1 cheque at the same time to the bank). NOTE: If you have not entered the invoice and it is being paid immediately, then you can do it all directly in the Sales Transactions component. In this case the From account will be the Sales account you are using to analyse the sale and the To account will be the same as described above (eg. Bank).


Setup or edit incrementing invoice, quote and credit note numbers Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. To set your invoice/credit note/quotation/purchase order or any other document number go to the main menu option: Documents > Documents > Invoices and enter your last invoice number in the 'Last Document Number' field.

It is named 'Document' number rather than 'Invoice' etc. as there are many different document types and all have the ability to automatically increment numbers. Next time you open a new invoice the 'Last Document Number' will be auto-incremented and added to the invoice reference field. You can edit or over-ride that number if necessary.


Purchases Add a supplier Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users.

Contents • • • •

1 Overview 2 Add a new supplier to a transaction table 3 Add a supplier to the Supplier Records component 4 Add a supplier in the Supplier Table component

Overview There are 3 ways to add a new supplier in Business Accountz: 1. Via the Supplier column in a transaction table 2. Via the Supplier Records component 3. Via the Supplier Table component

Add a new supplier to a transaction table It is possible to add a supplier to any transaction table which contains the 'Supplier' column. First, click in the 'Supplier' field of any transaction.


Next, click 'New' from the drop down list which appears.

Enter the supplier's name in the 'Add New Supplier' field, and click 'Done' to finish.

The supplier's name is associated with this transaction, and added to the Supplier Records and Supplier Table component


Add a supplier to the Supplier Records component Only available in the Enterprise version of Business Accountz

To create a new supplier within the Supplier Records window, click the 'Add a New Supplier' button at the bottom of the left panel. This will clear the supplier name/address fields and place the cursor in the 'Name' field, ready for you to start typing. Enter information as required into the following fields: • • • • • • • •

Name - The Supplier's Name Address - The Supplier's Address Postcode - The Supplier's Postcode Country - The Supplier's Country of address Notes - Any further notes you may wish to add about the supplier Reference - Use this for any further reference details about the supplier VAT Number - The Supplier's VAT Number Account From - An account entered here will automatically be entered in any transaction/quotation for this supplier within this component Account To - An account entered here will automatically be entered in any transaction/quotation for this supplier within this component Other Lookup - This creates an extra 'Lookup' for the supplier

Please note that the new supplier details are automatically saved.


Add a supplier in the Supplier Table component Only available in Basic, Professional, and Enterprise versions of Business Accountz

Click the 'Add a New Supplier' button in the toolbar at the top of the Supplier Table window. This will add a new line to the table. Enter your supplier's details as required. Please note: the new supplier data is automatically saved.


Add a supplier contact To add a new contact to a supplier open the Supplier Records component by clicking on the Supplier Records from the main menu.

button or selecting Payments >

1. Find the supplier you wish to add the contact to 2. Click the 3. Enter the new contact details You can add as many contacts as you like to each supplier and add details to each contact such as position, telephone, email etc. You can also attach documents or folders to each contact. Four per contact by dragging them onto the empty Link fields. Once attached, click the associated Link buttons on the right to view the documents or folder contents. This is useful for attaching letters you may have written. If you have a lot of correspondence with a contact, keep those letters in a folder and drag the folder on the link. That way you can associate hundreds of documents with a single contact.

Remove a supplier Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. To remove a supplier open the Supplier Records component by clicking on the from the main menu. 1. Find the supplier you wish to remove 2. Click the

button or selecting Payments > Supplier Records


Design a purchase order Designing a Purchase Order is much the same when designing an invoice or any other document. Full details can be found in the Design an invoice/quote/credit note help file. You can open the editor either through the main menu Documents > Documents option or via the Supplier Records component.


Produce a purchase order Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. 1. Open the Supplier Records component. 2. Find the supplier you wish to create a purchase order for (use the selector on the left of the panel, or type any part of the name into the search box above it) 3. Click on the Create a New Purchase Order button

This opens the Document Editor component. Add your new transactions, then click the Design/Print tab at the bottom to view the purchase order and print it. Note: If you want to email the purchase order, choose a PDF printer driver. Mac users already have one installed on the system, PC users can install any one of the many free PDF drivers. Cute PDF is a good choice. Search for it on Google. A PDF printer driver sends the output to a PDF file instead of the printer. Once done, you can then attach the PDF file to an email to send to your client.


Paying a bill Introduction If you have already recorded a bill in the Purchase Transactions component, and you now want to pay it, enter a new transaction in the Transfer Transactions component. Select the component, either by clicking on the Transfer Transactions icon the main menu.

, or by choosing General > Transfer Transactions from

There are four fields which MUST be completed for the transaction itself to be considered complete by the software: Tax Date, From Account, To Account and Total Amount. There are further fields which can be filled in to embellish the transaction with extra information, such as Supplier, Reference. Next, click the

Create a new transaction button in the top toolbar. This adds a new transaction line to the table.

Enter the date in the Tax Date field. As you start typing, a pop-up calendar will appear. You can either click on the required date, or type it in manually. The software will recognise most date dividers, such as full stops, slashes, etc. The From account will be the account being used to pay the bill (eg. Bank, Cash or Credit Card) the To account will be Bills Unpaid. NOTE: If you have not entered the bill and are paying it immediately, then you can do it all directly in the Purchase Transactions component. In this case the From account will be the account being used to pay the bill (eg. Bank, Cash or Credit Card).


Setup or edit incrementing invoice, quote and credit note numbers Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. To set your invoice/credit note/quotation/purchase order or any other document number go to the main menu option: Documents > Documents > Invoices and enter your last invoice number in the 'Last Document Number' field.

It is named 'Document' number rather than 'Invoice' etc. as there are many different document types and all have the ability to automatically increment numbers. Next time you open a new invoice the 'Last Document Number' will be auto-incremented and added to the invoice reference field. You can edit or over-ride that number if necessary.


VAT Complete a VAT return (Standard VAT) Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. You can view any VAT return at any time by clicking on the main menu option VAT Return > VAT Return or the main toolbar VAT Return button Full instructions on the VAT return itself can be found here: VAT Return Component When you have finished a VAT period (usually 3 months) you will need to do one of the following: 1. Pay the VAT to HMRC 2. Record a refund from HMRC 3. No VAT to be refunded or paid In the latter case, you need to do nothing at all. Box 5 of the VAT Return for the period will be zero. For cases 1 or 2 go to the Transfer Transactions component and enter a new transaction. The From account will be your bank (or other money source that is paying it). The To account will be VAT Control.

If you are being refunded reverse the accounts (From VAT Control To Bank)

Complete a VAT return (Flat Rate Scheme) Whenever you make a sales or purchase transaction and you are on the VAT Flat Rate Scheme, always use the 0% VAT Flat Rate code. All amounts must be entered including the full VAT. At the end of each VAT period (normally 3 months) you will need to add 2 transactions to complete the period. 1. A sales transaction to account for your rate of Flat Rate VAT 2. Another transaction to adjust your profit and loss account and adjust box 6 of your VAT return The following screenshot shows 3 typical sales transactions, then the 2 adjustments described above. Note that no matter how many sales transactions you may have for the period, you will only ever need to add the 2 adjustment transactions described above.

The first 3 normal sales transactions total £1,000. The flat rate set for this example is 10%. So the VAT owed is £100. Transaction 4 (dated 31/12/2010) shows the £100 being recorded as 100% VAT. It does not affect the From account at all. Transaction 5 (also dated the 31/12/2010) is the second transaction needed to adjust the profit and loss account by removing the VAT element from it. It also ensures the correct amount is included in box 6 of the VAT Return. Here is a screenshot of the Chart of Accounts after both period ending transactions have been entered. Sales are correct at £900 and the


VAT Control is also correct at ÂŁ100.

And finally, here is the VAT Return itself for this period. Box 5 shows the ÂŁ100 VAT liability and Box 6 shows the correct ex-VAT output tax for the period. You can also see all the Sales output tax transactions including the 2 adjustments for the period.


Online VAT Submission Contents • • •

1 Introduction 2 Submitting A VAT Return 3 Submit VAT Return On-line Wizard • 3.1 Setup Information • 3.2 Sending • 3.3 Success

Introduction If you pay your VAT in the UK to HMRC via their online gateway you can submit your VAT returns directly from Business Accountz using this component.

Submitting A VAT Return To submit a VAT return using Business Accountz you need to go to the VAT Return component. Ensure that you have the period you wish to submit selected in the VAT_Period_Selector drop down box In the tool bar of the VAT Return component you will see the following two buttons: 1.

Submit VAT Return On-line Wizard

2.

VAT Submission History

Click the

Submit VAT Return On-line button to start the on-line submission wizard.


Submit VAT Return On-line Wizard Setup Information

The first time you perform an on-line submission you must fill in the following fields: these values will be remembered for future use •

• •

Sender ID - To submit VAT returns on-line to HMRC you must first be registered with them. Once you have registered with their on-line gateway service you will be provided with a "Sender ID" that you must enter into this field. VAT Registration Number - Enter your company's VAT registration number into this field Lock Transactions Involved - If this check box is ticked then once a submission has been successfully made the application will either: a) set the transaction lock date to be equal to the end of the VAT period just submitted if you use accural accounting, or b) if you use cash based accounting the application lock all transactions used to calculate the VAT return for the selected period

Once you are ready click the "Submit" button to start sending your VAT return.

Sending

While Business Accountz is sending your VAT return to HMRC you will see this dialogue box. It may take a minute or so to receive a response from the HMRC servers so please be patient.


Success

If your VAT submission is accepted by HMRC you will see the dialogue similar to the one above Clicking the "View Submission History" button will take you to the Online VAT Submission History screen where you can review the submission you have just made including: • • • •

The amount due for payment The due date The date the payment will be taken if you have a Direct Debit set-up Any additional messages received from HMRC


Online VAT Submission History Contents • •

1 Introduction 2 Screen Layout • 2.1 Past Submissions • 2.2 Selected Submission Messages • 2.3 VAT Totals for selected submission • 2.4 Export Digital Receipt

Introduction The 'Online VAT Submission History' screen shows you all successful on-line VAT submissions you have made using Business Accountz. This screen allows you to see all the related information about a VAT submission including: • • • •

The amount due for payment The due date The date the payment will be taken if you have a Direct Debit set-up Any additional messages received from HMRC

Screen Layout


Past Submissions This table list all the successful on-line VAT submission made using Business Accountz in chronological order. There are six columns: • • • • • •

Date Submitted-The date the submission was made For VAT Period-The start and end date of the VAT period submitted Amount Due-The total amount owed to HMRC for the period Payment Due-The due date for the payment Collection Date-The date the amount due will be taken if you have a Direct Debit set-up with HMRC for that period Paid- A user controlled flag that lets you record if you have made the payment to HMRC for the given period.

Selected Submission Messages This text area displays any messages that were received from HMRC for the period currently selected in the Past Submissions table

VAT Totals for selected submission This table shows you the calculated figures that were submitted to HMRC for the period currently selected in the Past Submissions table

Export Digital Receipt This button allows you to download the HMRC digital receipt received for the period currently selected in the Past Submissions table. You may want to store these receipts somewhere for your future records.


EC Sales List If you are VAT registered and export to other EC (European Community) countries you will need to fill in an EC Sales list. You can get a list by using the EC Sales View from the drop down menu in Sales Transactions.

Either export that report or create yourself a new View based on this one and add conditions to restrict the date range. At the moment there is no way of showing each customer's VAT number against a sale, which you will need for the report, so it is best to copy and paste that into the Notes column when you enter export transactions. On the EC Sales List there is a column on the right called 'Indicator'. Here are the values and meanings: 0 = Goods 2 = Intermediate supplier in a triangulated sales (full details on the HMRC site) 3 = Services Note: VAT rules do change. Please always check with HMRC about Tax and VAT issues.


Handling part payments with VAT Cash Accounting Scheme If you are on the UK VAT Cash Accounting Scheme (whereby you only account for VAT when invoices and purchases are actually paid for) then you will need to follow this procedure. You will need to split the original invoice or receipt into multiple transactions. Example Original transaction for 117.50 including VAT

An amount of 60 is paid towards this. The original invoice is split into 2 transactions. If the customer does not pay off the second part in full, then it will need splitting again into a third transaction.


Miscellaneous Recording a Split transaction If you want to split a single transaction across multiple expense (or other) accounts here's what you do: 1. Create a new account called 'Split Control' or something like that. Its type should be Cash. Create it in the Current Assets section where your other cash and bank accounts are. See Chart of Accounts for full details of creating accounts. Example: pay 100 by bank debit card and split it 75 to fuel, 25 to cash. 2. Make a Transfer Transaction From Bank To Split for 100. You can now reconcile your bank with ease with the single amount when the next statement arrives. 3. Make a Purchase Transaction From Split To Fuel for 75 4. Make a Transfer Transaction From Split To Cash for 25 You can of course split it across as many accounts as you need. When the transaction is complete the Split account will return to zero, and that is how you know you have split all of it correctly. Wonderfully simple, logical and transparent. If there is VAT involved in any of the Purchase Transaction splits, apply to each individual transaction, but make sure the overall VAT is not more than on your receipt. You may need to edit one of the transaction's VAT by a 1p or 2 to achieve this.


Reviewing all debtors and creditors Please note that this process is also covered by the Eazy Button, a new functionality available to Business Accountz 2012 users. For Debtors (aka Accounts Receivable) open the Sales Transactions component. 1. Select the Unpaid View from the drop down menu 2. Click on the Tax Date to sort it by date

For Creditors (aka Accounts Payable) open the Purchase Transactions component. 1. Select the Unpaid View from the drop down menu 2. Click on the Tax Date to sort it by date

A Management Reports module is also available that includes a set of useful management reports including preset Debtor and Creditor reports and year on year and year to date figures.


Handling part payments If you issue an invoice and your customer only sends you part of the amount due this is what you need to do: 1. Enter the original Sales Transaction as normal, but make sure the Paid column remains unticked. 2. When you receive the part payment, enter it into Transfer Transactions using the Customer field to tie the part payment to that customer. Do the same if you receive any more part payments too. Make sure the 'Payment Completed' field remaines unticked for all part payments UNTIL the invoice is paid for in full.

If you have Business Accountz Professional or Enterprise you can use the Statement tab in Customer Records to send the customer a full statement.

When the invoice is finally settled, tick the invoice's Paid field, then tick all the part payments 'Payment Completed' tick boxes. This stops all these transactions being included on the customer statement.


Application Guide Main Components Business Accountz 2012 Edition Contents • •

1 The Eazy Button 2 Eazy Processes • 2.1 Buy/Pay • 2.2 Sell • 2.3 Bank • 2.4 Report • 2.5 Set Up • 2.6 VAT • 2.7 Tax/Year End

The Eazy Button

New for the 2012 edition of our software is the Eazy Button. It is situated on the left of the main tool bar at the top of the application. If you don't have the Eazy Button showing, then it means you are using an earlier version of the software. If this is the case there is an upgrade available for all existing users. Please contact Accountz or visit our online shop for pricing details.


The Eazy Button takes most of the normal tasks you do on a day to day basis and simplifies them into a number of simple steps. If you are not sure what to do, then click on the Eazy Button and follow the instructions. When you click on the Eazy Button a new panel will open with a number of options across the top. Click on each section header (e.g. 'Buy/Pay') to see the options within that section. As you step through a particular process you will see a Step History in a panel on the right. You can click directly on any step shown to return to it. You can also navigate at the bottom both forwards and backwards. The final step for each process is the Finish button. Clicking on this will generate a new transaction automatically. You can see any transaction by looking at the relevant transaction table.

Eazy Processes The Eazy Button covers the following processes (click on the header, e.g. 'Sell' to reveal the options within each section): Buy/Pay • • • • • • • • • • • • • •

Help me decide Add an Expense Buy Equipment Buy Company Vehicle Buy Stock for Resale Buy Other Asset Buy Goods from EC Zone Buy Service from EC Zone Add New Supplier Delete Supplier Send a Purchase Order Convert Purchase from Order Refund a Purchase Add an Expense Account

Sell • • • • • • • • •

Sell Something on Credit Send an Invoice Sell Something for Cash/Cheque/Card Add a New Customer Delete Customer Send a Quotation Refund a Sale Send a Credit Note Add a Sales Account

Bank • • •

Setup Direct Debit/Standing Order Record Bank/Finance Charges Top Up Petty Cash


• • • •

Pay Off Credit Card Transfer to Another Bank Record Drawings Record PAYE and Payroll

Report • • • • • • •

Profit and Loss Balance Sheet Trial Balance Creditors Debtors Uncleared Transactions Display current VAT Return

Set Up • • • • • • • •

Setup New Company Add a Bank Account Add an Expense Account Add a Sales Account Set Invoice Number Set Credit Note Number Set Quotation Number Set Purchase Order Number

VAT • • •

VAT Options Pay VAT to HMRC Display current VAT Return

Tax/Year End • •

Pay TAX/NIC Complete Year End


Chart Of Accounts Contents • • •

1 Overview 2 Main Chart of Accounts (Left Panel) 3 Groups and Account Elements (Right Panel) • 3.1 Groups • 3.1.1 Properties tab • 3.1.2 Sub-accounts tab • 3.2 Accounts • 3.2.1 Properties tab • 3.2.2 Entries tab • 3.2.2.1 Table Toolbar • 3.2.2.2 Visible Columns • 3.2.2.3 Hidden Columns • 3.3 List of Account Types • 3.3.1 Assets • 3.3.2 Liabilities • 3.3.3 Equity

Overview

The Chart of Accounts represents the financial state of your business as it was on a specific date (ie. how much you have in the bank, how much the business owes, how much is owed to the business, your current profit and loss etc.). It is a live Balance Sheet.


It consists of assets and liabilities. Assets consist of tangible assets (current and fixed assets like a bank account or company vehicles) and intangible assets (e.g. goodwill). Assets (and asset groups) are often placed in order of liquidity (i.e. how easy it is to retrieve the money). The Chart of Accounts component comprises two vertical panels: 1. Main Chart of Accounts (Left Panel) 2. Groups and Accounts Elements (Right Panel)

Main Chart of Accounts (Left Panel)

The left panel contains a table made up of all your business' accounts and account groups, and their balances. The Accounts table has three columns: • • •

Accounts - This contains all your business's accounts and account groups Current Balance - Made up from all transactions made between the Start Date and End Date set in the Chart of Accounts Statement Balance - Made up of accounts and transactions that have been reconciled or cleared against a bank or credit card statement

The Accounts column contains the following icons: • • •

- Indicates Asset/Equity Account Groups - Indicates Liability Account Groups This icon is used for all your business's accounts.


Double clicking on an account group, or single clicking the plus sign next to it, opens its 'tree' to reveal the accounts contained within.

You will find the following buttons and fields above your Chart of Accounts: •

Search Field - This is used in conjunction with the Search Button to locate accounts within the chart

Search Click this button to search for any account within the Chart of Accounts.

Trial Balance – this opens the Trial Balance report/design window

Profit & Loss – this opens the Profit and Loss report (it includes all the accounts within the profit and loss account group)

Balance Sheet - this opens the Balance Sheet report/design window

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values) - Ticking the box/Entering a date here means that the Chart of Accounts balances' will reflect transactions

from this date only - Tick the box/Enter a date to set the Chart of Accounts to only include transactions up to (and including)

this date •

- Tick this box to include Year Ending transfers in the Chart of Accounts

If the Start/End Date fields are grayed out, then the balance will reflect all the transactions from day 1 to now.

Groups and Account Elements (Right Panel) The right hand panel of the Chart of Accounts is where you can view/edit information about your business's accounts and account groups. The Chart of Accounts consists of account groups that contain further account groups or accounts. You can re-arrange the groups, add more groups, add more accounts, hide accounts and rename accounts. The following tools are located above the right panel: •

Close Tab - This closes the currently selected tab

Close All Tabs - This closes all open tabs


Groups

Double clicking on an account group will open a new panel in the right hand pane. This panel comprises two tabs: Properties and Sub-accounts.


Properties tab

Here the user can edit certain aspects of the account group including its name: •

Name - Here you can edit the account group name.

Reference Code - Here you can add a reference code for the group. This could be some nominal code you are used to using from a previous system. A nominal code is generally just a number that defines whether an account or group is an asset, liability or some other account type. It is a legacy thing dating back to earlier double-entry systems. It is not necessary to know or use nominal codes in Accountz.

Reconcilable - Check this box if the group is reconcilable (for account groups, this is a visible indication only that the group contains one or more accounts that should be reconciled manually).

Type - Displays the group type. This is chosen when the account is created and cannot be changed once set.

Can Contain - Displays the account types this group can contain.

Notes - Displays relevant information in regards to an account group. You can edit this information and add further notes of you wish.


Sub-accounts tab

This displays a view of a group’s sub-groups and accounts with the following column headings: •

Name – the name of each account group and account contained in the group.

Reference Code – the reference for each account if one has been set.

Reconcilable – whether the account is reconcilable.

Type – the account group or account's type.

There are buttons at the top of the Sub-accounts tab comprising: •

- This opens the Add New Account dialogue box so that you can add a new account to the group (be sure to select the correct account type, especially if you want to add an account and not another group).

- This moves the currently selected sub-account up the list.

- This moves the currently selected sub-account down the list.

– This moves a sub-account to another group.

- This deletes the selected (unused) account from the Chart of Accounts.

Double clicking any of the sub accounts will open another tab in the right hand panel for that account.


Accounts

Double clicking on an account will open a new panel in the right hand pane. The panel comprises two tabs: Properties and Entries.

Properties tab

Here, the user can edit certain aspects of the account, including its name: â&#x20AC;˘

Name - the account name can be edited here.

â&#x20AC;˘

Reference Code - add a reference code for the account.


Reconcilable - check this box if the account is reconcilable.

Type - displays the account’s type.

Show in - here you can set the transaction tables in which the account is available

for selection. •

Information – displays any relevant information for this account type (eg. the box number for a self-assessment return that this account type belongs to)

Notes - add notes to the account.

Entries tab

Here the user can view, edit and filter all entries that have been made in reference to the selected account. The table contains text in two colours, blue and black. • •

Text displayed in black can be edited Text displayed in blue may not be edited

Table Toolbar

The toolbar above the Entries table displays the following options: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.


Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Visible Columns

The following columns are displayed by default: •

Tax Date – the date of the transaction for tax purposes

Reference – a reference value for the current transaction/entry

Amount From - Indicates money coming from the selected account for this transaction

Amount To - Indicates money coming into the selected account for this transaction

Running Balance – shows the running balance of all the transactions currently displayed in the table.

Cleared – if the entry appears on, say, a bank statement (click the field to clear or unclear, the Statement Balance of the account will automatically change to reflect the new state)

Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns •

• • • • •

Currency Amount From - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - As per 'Amount From', the currency amount coming from the selected account for this transaction Currency Amount To - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - As per 'Amount To', the currency amount coming into the selected account for this transaction Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Running Balance - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - As per 'Running Balance', shows how the currency balance changes as each transaction is taken into account Customer/Supplier – if this entry is associated with a customer (or Supplier if you have Business Accountz Professional) their name will appear here Description – any descriptive text Hidden - Check this box to hide the selected entry Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid Date – the date on which this transaction was paid


• •

Show Trader - Click this to open the record of the customer/supplier associated with this transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Date - the date used for the relevant VAT return period

List of Account Types All account groups and accounts are nested within the Chart of Accounts group. Therefore the Chart of Accounts is the base or root group for everything else. The following is a list of all the major groups, accounts, and what each can contain (using bullet points for quick reference). A group can contain groups and accounts. Generally a group can also contain a group of the same type as itself. Eg. a Current Assets Group and contain Current Assets Groups to any depth. The architecture behind this system is to allow maximum flexibility at the simplest possible level. A chart of accounts can be as complex or as simple as required and it all starts with the Chart of Accounts: Chart of Accounts Group can contain: • • •

Asset Groups Liability Groups Equity Groups

It is important to know that these are just the labels used for the group types. For example, two or more groups of type Asset Group could be opened and given any name. In the default setup, there is only one Asset Group (called Asset Group, but as stated, this can be renamed if required). It contains a number of sub-groups to differentiate between the asset accounts within the business. Assets Asset Group can contain: • • • •

Current Assets Group Fixed Assets Group Intangible Assets Group Other Assets Group

Current Assets Group can contain: • • • • • • • • • • •

Current Assets Group Inventory Group Debtors Account Group Asset Account Bank Account Cash Account Deposit Account Debtors Account Inventory Account Raw Materials Account Work in Progress Account


• •

General Account Suspense Account

Inventory Group can contain: • • •

Inventory Account Raw Materials Account Work in Progress Account

Debtors Account Group can contain: •

Debtors Account

Fixed Assets Group can contain: • • • • • • • • •

Fixed Assets Group Motor Pool Group Asset Account Fixtures and Fittings Account Equipment and Tools Account Buildings Account Accumulated Depreciation Account General Account Suspense Account

Motor Pool Group can contain: • • •

Motor Pool Group Vehicle Account Accumulated Depreciation Account

Intangible Assets Group can contain: • • • • •

Other Assets Group Asset Account General Account Goodwill Account Suspense Account

Other Assets Group can contain: • • • •

Other Assets Group Asset Account General Account Suspense Account


Liabilities Liability Group can contain: • • • •

Liability Group Current Liabilities Group Long Term Liabilities Group Other Liabilities Group

Current Liabilities Group can contain: • • • • • • • • •

Current Liabilities Group Creditors Group Liability Account Credit Card Account Creditors Account VAT Control Account General Account Suspense Account Client Fee Liability Account

Creditors Group can contain: •

Creditors Account

Long Term Liabilities Group can contain: • • • • •

Long Term Liabilities Group Long Term Loan Account Liability Account General Account Suspense Account

Other Liabilities Group can contain: • • • •

Other Liabilities Group Liability Account General Account Suspense Account


Equity Equity Group can contain: • • • • • • • • • •

Equity Group Profit and Loss Group Shareholders Group Partners Group Retained Earnings Group Appropriation Accounts Group Other Group Retained Earnings Account Drawings Account Capital Account

Profit and Loss Group can contain: • • • • • • • • • • • • •

Profit and Loss Group Sales Group Revenue Group Expense Group Depreciation Group Amortization Group Tax Group Sales Account Other Income Account Expense Account Deprecation Account Amortization Account Tax Account

Sales Group can contain: • • • • •

Sales Group Cost of Sales Group Sales Account Interest Expense Account General Account

Cost of Sales Group can contain: • • • • • • •

Cost of Sales Group Cost of Goods Sold Account Construction Industry and Sub-contractor Costs Accounting Inventory Adjustment Account Revenue Group can contain: Revenue/Income Account Interest Expense Account


Expense Group can contain: • • • • • • • • • • • • • •

Expense Group Employees Group Expense Account Premises Costs Account Repairs Account General Administrative Expense Account Motor Expense Account Travel and Subsistence Account Advertising, Promotion and Entertainment Account Legal and Professional Costs Account Bad Debts Account Interest Expense Account Other Finance Charges Account Other Expenses Account

Employees Group can contain: • • •

Employees Group Employee Wages Account Employee TAX/NIC Account

Depreciation Group can contain: • •

Deprecation Group Deprecation Account

Amortization Group can contain: • •

Amortization Group Amortization Account

Tax Group can contain: • •

Tax Group Tax Account

Shareholders Group can contain: • • •

Shareholders Group Shareholder Account Shareholder Loan Account

Partners Group can contain: • • •

Partners Group Partner Account Partner Loan Account


Drawings Account

Retained Earnings Group can contain: •

Retained Earnings Account

Appropriation Accounts Group can contain: •

Reserve Account

Other Group can contain: • • •

Other Group General Account Suspense Account


Customer Records Contents • • •

1 Introduction 2 Left 'Address Book' Panel 3 Right 'Tabs' Panel • 3.1 Contact Tab • 3.2 Delivery Tab • 3.3 Statement Tab • 3.3.1 Visible Columns • 3.3.2 Hidden Columns • 3.4 Sales Tab • 3.4.1 Table Toolbar • 3.4.2 Default Columns • 3.4.3 Hidden Columns • 3.5 Transfers Tab • 3.5.1 Table Toolbar • 3.5.2 Default Columns • 3.5.3 Hidden Columns • 3.6 Quotations Tab • 3.6.1 Table Toolbar • 3.6.2 Default Columns • 3.6.3 Hidden Columns


Introduction

The Customer Records component enables you to comprehensively manage your customer details. It comprises two panels. The left 'Address Book' panel primarily contains your customer address details; the right 'Tabs' panel contains tabs for transaction and extra contact/delivery details. Within this component you can: 1. Create a new customer 2. Search for a customer 3. Edit a customer 4. Delete a customer 5. Create a new Invoice 6. Create a new Credit note 7. Create a new Quotation 8. Add extra Contact details 9. Add extra Delivery details 10.View/Edit/Print a Statement 11.View/Add/Edit/Delete/Print Sales transactions for this customer 12.View/Add/Edit/Delete/Print Transfer transactions for this customer 13.View/Add/Edit/Delete/Print Quotations for this customer


Left 'Address Book' Panel

This panel contains a searchable customer address book. The Address Book part of this panel comprises the following fields: • • • • • • • •

Name - The Customer's Name Address - The Customer's Address Postcode - The Customer's Postcode Country - The Customer's Country of address Notes - Any further notes you may wish to add about the customer Reference - Use this for any further reference details about the customer VAT Number - The Customer's VAT Number Account From - An account entered here will automatically be entered in any transaction/quotation for this customer within this component Account To - An account entered here will automatically be entered in any transaction/quotation for this customer within this component Other Lookup - This creates an extra search 'Lookup' for the customer

Located at the bottom of the panel are the following options: •

Add a New Customer - Click here to add a new customer

Delete the Current Customer - Click here to delete the current customer

Recently Viewed Customers - Click here to list recently viewed customers

- Check this box to also show deleted records


Aside from the 'Recently Viewed Customers' button, there are 2 further search options on the left of the panel: •

The Customer Search Field - Type the customer's name in here

The Alphabetical Search Tool - Click a letter to reveal all entries starting with this letter. Use the '?' sign for numeric entries

The top of the panel incorporates the following toolbar items: •

Create a New Invoice - Inserts an invoice against the currently viewed customer

Create a New Credit Note - Inserts a new credit note against the currently viewed customer

Create a New Quotation - Inserts a new quotation against the currently viewed customer

Right 'Tabs' Panel The Right hand panel of the Customer Records component comprises the following tabs: • • • • • •

Contacts - Add/Edit/Delete extra contact information for the current customer Delivery - Add/Edit/Delete extra delivery information for the current customer Statement - Print/Edit the Statement for the current customer Sales - Filter/Search/Add/Delete/Print/Export all Sales transactions for the current customer Transfers - Filter/Search/Add/Delete/Print/Export all Transfer transactions for the current customer Quotations - Filter/Search/Add/Delete/Print/Export all Quotations for the current customer

Contact Tab

This is where you can add extra contact information about a customer.


The Contact contains the following data fields: • • • • • • • •

Name - The contact's name Position – The contact’s job (eg. sales, purchasing, admin etc.) Telephone – The contact’s telephone number Fax - The contact's fax number Mobile – The contact’s mobile phone number Email – The contact’s email address. Press the Email button to the right of it to open your default email editor Internet – The contact’s website if they have one. Press the Internet button to launch it in your internet browser Link fields – There are 4 link fields so you can associate other web pages or folders on your computer or specific documents with a specific contact Notes – Add any notes specific to this contact here

The following buttons are located at the bottom of the tab: •

- Add a new contact

- Delete the current contact

Delivery Tab

This is where you can add an alternative delivery address to associate with your invoice/receipt. The following fields are available for each delivery address you add: • • • • • •

Name - The name of the alternative addressee Address - The alternative delivery address Postcode - The alternative delivery postcode Country - The alternative delivery country Notes – Notes specific to this delivery address (eg. a contact phone number or directions) Copy from Customer button - This button will copy the name and address from the current customer record.

The following buttons are located at the bottom of the tab:


- Add a new delivery address

- Delete the currently viewed delivery address

Statement Tab

In this tab you can see how much the customer owes you for each period as well as the current and overall balances. The following fields and buttons are visible within the Statement tab: • • • • • • • • • • •

Current - Total unpaid transactions which are not yet due Period 1 (1 Month) - Shows the amount outstanding for Period 1 Period 2 (1 Month) - Shows the amount outstanding for Period 2 Period 3 (1 Month) - Shows the amount outstanding for Period 3 Edit button - Click here to edit the Credit Period length Total - Shows the total owed by the customer Credit limit - Editable credit limit for the customer Credit left - Shows how much credit the customer has remaining Statement button - Click here view/print your statement From End of Month - Tick here to set credit period to start from end of month Show Consolidated Transactions - Tick here to consolidate multi-transaction invoices into a single entry line

There are 4 different periods associated with the age of unpaid transactions. Current are those not yet due. Period 1 by default is set for 1 month. It includes all unpaid transactions that are at least 1 month old, but that have not yet reached Period 2, and so forth through to Period 3. This includes all other unpaid transactions back to the start of your accounts. The Edit buttons to the right of each period enable you to you alter the period for individual customers. Clicking on any Edit button opens the Edit Credit Period dialogue, where you can set your credit terms to Days or Months and also set how many (eg. 1 month or 60 days etc.).


Visible Columns The Statement table displays the following columns by default: • • • • •

• • •

Tax Date – the date of the transaction for tax purposes Reference – a reference value for the current transaction/entry Description – any descriptive text Sales Amount - Shows all sales transactions for this customer which have the 'Paid' field unchecked in the Sales Tab Paid Amount - Shows all transfer transactions for this customer which have the 'Payment Completed' field unchecked in the Transfers Tab Running Balance – shows the running balance of all the transactions currently displayed in the table. Payment Completed - Checking this column marks a transaction as 'paid' in the Statement table, and removes it Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • • •

• •

Amount less VAT – the net amount after VAT has been deducted Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row


• • •

• • • •

From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) Notes - a place to record any additional notes about this transaction Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Date - the date used for the relevant VAT return period

Sales Tab

In this tab you can create and view all sales for a customer.

Table Toolbar Above the table are the following buttons: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.


Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Insert Credit Note based on this sale - Inserts credit note transaction(s) based on the selected sale(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Default Columns By default this table displays the following columns: • • • •

• •

• • •

• •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) Amount less VAT – the net amount after VAT has been deducted Sales Document Template:Attribute - Not Filterable – determines if this transaction is part of a sales document and if so clicking on it will take you to the document. If the transaction is not part of a sales document clicking in this column will create a new sales document for you. Paid - marks this sale/purchase transaction as being fully paid Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be


• •

• •

purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Description – any descriptive text Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • •

• • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Date - the date used for the relevant VAT return period


Transfers Tab

In this tab you can view/edit/delete all transfer transactions made by the selected customer. Table Toolbar The toolbar above the table displays the following buttons: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)


Default Columns The Transfers Tab table displays the following columns by default: • • •

• • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction Description – any descriptive text Payment Completed - Checking this column marks a transaction as 'paid' in the Statement table, and removes it Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

• •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Reference – a reference value for the current transaction/entry


Quotations Tab

In this tab you can create and view all quotations and estimates for a customer. Table Toolbar The toolbar above the table displays the following buttons: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Insert Sales Transaction Based On This Quotation - Inserts sales transaction(s) based on the selected quotation(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Default Columns The Quotations Tab table displays the following columns by default:


• • • •

• •

• • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) Amount less VAT – the net amount after VAT has been deducted Description – any descriptive text Quotation Document - determines if this transaction is part of a quotation document and if so clicking on it will take you to the document. If the transaction is not part of a quotation document clicking in this column will create a new quotation document for you Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

• •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well.


Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • • •

• • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid - marks this sale/purchase transaction as being fully paid Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Date - the date used for the relevant VAT return period


Customer Table Only available in Basic, Professional, and Enterprise versions of Business Accountz

Contents • • • •

1 Overview 2 Table Toolbar 3 Visible Columns 4 Hidden Columns

Overview

The Customer Table component displays a sortable list of your customers and their details.

Table Toolbar Above the table are the following icons: • •

• •

• •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View Create Transaction – create a new empty transaction Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) Show/Hide Chart – displays and hides the chart for the currently selected view Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)


Visible Columns By default, Customer Table displays the following columns: • • • • • • • •

Name - Displays the Customer/Supplier's name Current - Total unpaid transactions which are not yet due Period 1 - Shows the amount outstanding for Period 1 Period 2 - Shows the amount outstanding for Period 2 Period 3 - Shows the amount outstanding for Period 3 Credit Total - Shows the total owed by the customer Credit limit - shows the credit limit for the customer Show Customer - Double clicking this icon takes you to the customer's entry in the Customer Records Component -

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • • • • • • • • • • • • • • • • •

Notes - Enter any notes about the selected entry here Other Lookup - Displays an extra search 'Lookup' for the customer (in Customer Records) VAT Number - The entry's VAT Number Reference – a reference value for the current transaction/entry Postcode - The entry's postcode Hidden - Check this box to hide the selected entry Import ID - If the transaction has been imported, this details the source document and time/date of import Credit Left - Shows how much credit the customer has remaining Contact Position - The contact’s job (eg. sales, purchasing, admin etc.) Country - The customer's Country of address Contact Mobile - The contact’s mobile phone number Contact Name - The contact's name Contact Phone - The contact’s telephone number Contact Email - The contact’s email address Contact Fax - The contact's fax number Account From - An account entered here will automatically be entered in any transaction/quotation for this customer Account To - An account entered here will automatically be entered in any transaction/quotation for this customer Address - The entry's address


Documents Overview

The Documents section provides template files and copies of documents created for the following reports: • • • • • • • • • • • • • • • • •

Balance Sheet Trial Balance Profit and Loss Account Transactions Sales Transactions Purchase Transactions Transfer Transactions Journal Transactions Invoices Customer Statements Supplier Statements Credit Notes Quotations Quotation Transactions Purchase Orders Purchase Order Transactions UK VAT Returns


Click on any tab to view the documents.

Column Headings The following columns are visible in each tab: •

• • • •

Last Document Number - This field reflects the number issued on your latest document. This number increases by one each time you issue a new document. You can change this number to reflect your own Invoice numbers. Name- shows the saved name of the document. Description - this displays the description written when the report is being created. Is Template - allows the document to be used as a template for other documents when box is ticked. Created - this shows when the document was created.

Toolbar buttons On the bottom right of the document panel are three buttons: •

Send Document to Editor - This lets you view the selected document, which allows data within the selected document to be edited and customised using Accountz Designer. The document can also be printed from here.

Delete Document from Database - Select a document and click on this button to delete it. You cannot delete templates except those you have created yourself (provided you untick them as a template first).

Create Template Document Select any document (which has the 'Is Template' field ticked) and use this button to create a template from that document. This is a simple way for you to create new invoice and report designs.


Journal Transactions Contents • • • •

1 Overview 2 Table Toolbar 3 Visible Columns 4 Hidden Columns

Overview

Here you can record Journal Transactions. The Journal is a traditional tool used most often to close a set of accounts. It is included in Business Accountz purely for those users who either use, or are, accountants. It follows traditional double-entry. That is, each row represents a part of a transaction; either the account the transaction came from (a credit) or the account it went to (a debit). You do not need to use or understand the Journal at all in order to use Business Accountz. It is, however, used by the software in one particular area, and that is the Year Closing procedure. You may also like to read the introduction where double-entry is explained in more detail, and how it relates to Business Accountz and the other transaction tables in the software.


Table Toolbar The toolbar above the Journal Transactions table offers the following options: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Visible Columns The following columns are visible by default: • • • • • •

• •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Reference – a reference value for the current transaction/entry Debit (To) – equivalent to Account To except the amount is recorded Credit (From) – equivalent to 'Account From' except that the amount rather than the account is recorded in the 'From' field. Cleared – if the entry appears on, say, a bank statement (click the field to clear or unclear, the Statement Balance of the account will automatically change to reflect the new state) Description – any descriptive text Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns The following columns can also be switched on: •

Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency From (Credit) - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - As per Credit (From), the currency amount, and not the account, is recorded in the 'From' field. Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column)


• •

Currency To (Debit) - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - As per Debit (To), the currency amount, and not the account, is recorded in the 'To' field. Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - Enter any notes about the selected entry here


Nominal Ledger Contents • • • •

1 Overview 2 Table Toolbar 3 Visible Columns 4 Hidden Columns

Overview

The Nominal Ledger is the definitive report your accountant will want to see. It is a complete list of all your accounts and their entries together with running balances. It is exportable so your accountant can load it directly into a spreadsheet. Like all the other transaction tables, you can set filters for the Nominal Ledger. You only need to set the Tax Date filter for this report. That way you can view and export each year independently.


Table Toolbar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Visible Columns The following columns are visible by default: • • • •

• • • • •

• •

Account - The account that the selected transaction relates to Tax Date – the date of the transaction for tax purposes VAT Date - the date used for the relevant VAT return period Customer/Supplier – if this entry is associated with a customer (or Supplier if you have Business Accountz Professional) their name will appear here Reference – a reference value for the current transaction/entry Amount From - Indicates money coming from the selected account for this transaction Amount To - Indicates money coming into the selected account for this transaction Running Balance – shows the running balance of all the transactions currently displayed in the table. VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated Notes - Enter any notes about the selected entry here Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: •

Currency Amount From - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - As per 'Amount From', the currency amount coming from the selected account for this transaction Currency Amount To - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - As per 'Amount To', the currency amount coming into the selected account for this transaction Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen


• •

foreign currency (as defined in the Currency Code column) Currency Running Balance - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - As per 'Running Balance', shows how the currency balance changes as each transaction is taken into account Description – any descriptive text Paid Date – the date on which this transaction was paid


Purchase Order Transactions Only available in the Enterprise version of Business Accountz

Contents • • • •

1 Overview 2 Table Toolbar 3 Default Columns 4 Hidden Columns

Overview

This component is where you can view/create/edit/delete all Purchase Orders created for your suppliers.

Table Toolbar The toolbar above the table comprises the following buttons: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a


View •

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Insert Purchase Transaction Based On This Order - Inserts purchase transaction(s) based on the selected order(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Default Columns The following columns are visible by default: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Supplier – Choose the supplier involved with this transaction (You can create any missing suppliers by selecting the 'New...' option)

• •

• • •

• •

• • • • •

Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated Amount less VAT – the net amount after VAT has been deducted Order Document - This is where you can create/view a purchase order document for this transaction. Double click the Order Document field to view the existing document / create a new document. Description – any descriptive text Paid - marks this sale/purchase transaction as being fully paid Lock - tick this column to lock an individual transaction Transaction ID – each transaction is automatically given a unique ID Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification


Hidden Columns The following columns can also be switched on: • • •

• • •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Delivery Template:Attribute - Not Filterable – represents the chosen delivery address for the selected Customer Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • •

• • • •

Notes - Enter any notes about the selected entry here Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Show Supplier - Double clicking this icon takes you to the supplier's entry in the Supplier Records Component Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Date - the date used for the relevant VAT return period


Purchase Transactions Contents • • • •

1 Introduction 2 Table Toolbar 3 Default Columns 4 Hidden Columns

Introduction

This is where all purchase and payment transactions are added, edited or deleted (hidden). These will typically include expenses (such as stationery and office rent) and purchases of capital items such as a new computer or office furniture.

Table Toolbar Above the table are the following buttons: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to auto-


insert commonly occurring transactions •

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Default Columns By default this table displays the following columns: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Supplier – Choose the supplier involved with this transaction (You can create any missing suppliers by selecting the 'New...' option)

• •

• •

• • • • • • •

Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) Amount less VAT – the net amount after VAT has been deducted Sales Amount - Shows all sales transactions for this customer which have the 'Paid' field unchecked in the Sales Tab Description – any descriptive text VAT Date - the date used for the relevant VAT return period Paid - marks this sale/purchase transaction as being fully paid Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be


• •

• •

purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Delivery Template:Attribute - Not Filterable – represents the chosen delivery address for the selected Customer Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • •

• • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Show Supplier - Double clicking this icon takes you to the supplier's entry in the Supplier Records Component Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field)


Quotations Only available in Original, Professional, and Enterprise versions of Business Accountz

Contents • • •

1 Introduction 2 Table Toolbar 3 Visible Columns • 3.1 Hidden Columns

Introduction

This component contains all quotations created in the software. Here you can: 1. 2. 3. 4.

Create a quotation Edit a quotation Delete a quotation View a quotation


Table Toolbar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Insert Sales Transaction Based On This Quotation - Inserts sales transaction(s) based on the selected quotation(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Visible Columns The following columns are visible in this table by default: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Customer – Choose the customer involved with this transaction (You can create any missing customers by selecting the 'New...' option)

• •

• •

• • • •

Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) Amount less VAT – the net amount after VAT has been deducted Description – any descriptive text Quotation Document - determines if this transaction is part of a quotation document and if so clicking on it will take you to the document. If the transaction is not part of a quotation document clicking in this column will create a new quotation document for you Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the


source document that the transaction came from to aid later identification Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

• •

• •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Delivery Template:Attribute - Not Filterable – represents the chosen delivery address for the selected Customer Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • •

• • • •

Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid - marks this sale/purchase transaction as being fully paid Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Show Customer - Double clicking this icon takes you to the customer's entry in the Customer Records Component Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Date - the date used for the relevant VAT return period


Sales Transactions Contents • • • •

1 Introduction 2 Table Toolbar 3 Default Columns 4 Hidden Columns

Introduction

This is where all sales transactions are added, edited or deleted (hidden). Selling is what businesses are all about. Whether you sell goods (eg. you are in the retail trade and have a shop) or services (eg. you are a business consultant) all the money you receive from work you have done goes into this section.

Table Toolbar Above the table are the following buttons: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Insert Credit Note based on this sale - Inserts credit note transaction(s) based on the selected sale(s)


Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Default Columns By default this table displays the following columns: • • •

• •

• • •

• • • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Customer/Supplier – if this entry is associated with a customer (or Supplier if you have Business Accountz Professional) their name will appear here Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated Amount less VAT – the net amount after VAT has been deducted Amount less VAT – the net amount after VAT has been deducted Sales Amount - Shows all sales transactions for this customer which have the 'Paid' field unchecked in the Sales Tab Description – any descriptive text VAT Date - the date used for the relevant VAT return period

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency


• •

• •

Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Delivery Template:Attribute - Not Filterable – represents the chosen delivery address for the selected Customer Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • •

• • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Show Customer - Double clicking this icon takes you to the customer's entry in the Customer Records Component Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field)


Supplier Records Only available in the Enterprise version of Business Accountz

Contents • • •

1 Introduction 2 Left 'Address Book' Panel 3 Right 'Tabs' Panel • 3.1 Contact Tab • 3.2 Delivery Tab • 3.3 Statement Tab • 3.3.1 Visible Columns • 3.3.2 Hidden Columns • 3.4 Purchases Tab • 3.4.1 Table Toolbar • 3.4.2 Default Columns • 3.4.3 Hidden Columns • 3.5 Transfers Tab • 3.5.1 Table Toolbar • 3.5.2 Default Columns • 3.5.3 Hidden Columns • 3.6 Orders Tab • 3.6.1 Table Toolbar • 3.6.2 Default Columns • 3.6.3 Hidden Columns


Introduction

The Supplier Records component enables you to comprehensively manage your supplier details. It comprises two panels. The left 'Address Book' panel primarily contains your supplier address details; the right 'Tabs' panel contains tabs for transaction and extra contact/delivery details. Within this component you can: 1. Create a new supplier 2. Search for a supplier 3. Edit a supplier 4. Delete a supplier 5. Create a new Order 6. Create a new Purchase Order 7. Add extra Contact details 8. Add extra Delivery details 9. View/Edit/Print a Statement 10.View/Add/Edit/Delete/Print Purchase transactions for this supplier 11.View/Add/Edit/Delete/Print Transfer transactions for this supplier 12.View/Add/Edit/Delete/Print Quotations for this supplier


Left 'Address Book' Panel

This panel contains a searchable supplier address book. The Address Book part of this panel comprises the following fields: • • • • • • • •

Name - The Supplier's Name Address - The Supplier's Address Postcode - The Supplier's Postcode Country - The Supplier's Country of address Notes - Any further notes you may wish to add about the supplier Reference - Use this for any further reference details about the supplier VAT Number - The Supplier's VAT Number Account From - An account entered here will automatically be entered in any transaction/quotation for this supplier within this component Account To - An account entered here will automatically be entered in any transaction/quotation for this supplier within this component Other Lookup - This creates an extra search 'Lookup' for the supplier

Located at the bottom of the panel are the following options: •

Add a New Supplier - Click here to add a new supplier

Delete the Current Supplier - Click here to delete the current supplier


Recently Viewed Suppliers - Click here to list recently viewed suppliers

- Check this box to also show deleted records

Aside from the 'Recently Viewed Suppliers' button, there are 2 further search options on the left of the panel: •

The Supplier Search Field - Type the supplier's name in here

The Alphabetical Search Tool - Click a letter to reveal all entries starting with this letter. Use the '?' sign for numeric entries

The top of the panel incorporates the following toolbar item: •

Create a New Purchase Order - Inserts a purchase order against the currently viewed supplier

Right 'Tabs' Panel The Right hand panel of the Supplier Records component comprises the following tabs: • • • • • •

Contacts - Add/Edit/Delete extra contact information for the current supplier Delivery - Add/Edit/Delete extra delivery information for the current supplier Statement - Print/Edit the Statement for the current supplier Purchases - Filter/Search/Add/Delete/Print/Export all Purchase transactions for the current supplier Transfers - Filter/Search/Add/Delete/Print/Export all Transfer transactions for the current supplier Orders - Filter/Search/Add/Delete/Print/Export all Purchase Orders for the current supplier

Contact Tab


This is where you can add extra contact information about a supplier. The Contact contains the following data fields: • • • • • • • •

Name - The contact's name Position – The contact’s job (eg. purchases, purchasing, admin etc.) Telephone – The contact’s telephone number Fax - The contact's fax number Mobile – The contact’s mobile phone number Email – The contact’s email address. Press the Email button to the right of it to open your default email editor Internet – The contact’s website if they have one. Press the Internet button to launch it in your internet browser Link fields – There are 4 link fields so you can associate other web pages or folders on your computer or specific documents with a specific contact Notes – Add any notes specific to this contact here

The following buttons are located at the bottom of the tab: •

- Add a new contact

- Delete the current contact

Delivery Tab

This is where you can add an alternative delivery address to associate with your invoice/receipt. The following fields are available for each delivery address you add: • • • • • •

Name - The name of the alternative addressee Address - The alternative delivery address Postcode - The alternative delivery postcode Country - The alternative delivery country Notes – Notes specific to this delivery address (eg. a contact phone number or directions) Copy Your Address - This button will copy the name and address from the current supplier record.


The following buttons are located at the bottom of the tab: •

- Add a new delivery address

- Delete the currently viewed delivery address

Statement Tab

In this tab you can see how much the supplier owes you for each period as well as the current and overall balances. The following fields and buttons are visible within the Statement tab: • • • • • • • • • • •

Current - Total unpaid transactions which are not yet due Period 1 (1 Month) - Shows the amount outstanding for Period 1 Period 2 (1 Month) - Shows the amount outstanding for Period 2 Period 3 (1 Month) - Shows the amount outstanding for Period 3 Edit button - Click here to edit the Credit Period length Total - Shows the total owed to the supplier Credit limit - Editable credit limit for the supplier Credit left - Shows how much credit we have left with the supplier Statement button - Click here view/print your statement From End of Month - Tick here to set credit period to start from end of month Show Consolidated Transactions - Tick here to consolidate multi-transaction invoices into a single entry line

There are 4 different periods associated with the age of unpaid transactions. Current are those not yet due. Period 1 by default is set for 1 month. It includes all unpaid transactions that are at least 1 month old, but that have not yet reached Period 2, and so forth through to Period 3. This includes all other unpaid transactions back to the start of your accounts.


The Edit buttons to the right of each period enable you to you alter the period for individual suppliers. Clicking on any Edit button opens the Edit Credit Period dialogue, where you can set your credit terms to Days or Months and also set how many (eg. 1 month or 60 days etc.).

Visible Columns The Statement table displays the following columns by default: • • • •

• • •

Tax Date – the date of the transaction for tax purposes Reference – a reference value for the current transaction/entry Description – any descriptive text Purchase Amount - Shows all purchase transactions relating to supplier which have the 'Paid' field unchecked in the Purchases Tab Paid Amount - Shows all transfer transactions for this customer which have the 'Payment Completed' field unchecked in the Transfers Tab Running Balance – shows the running balance of all the transactions currently displayed in the table. Payment Completed - Checking this column marks a transaction as 'paid' in the Statement table, and removes it Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • • •

Amount less VAT – the net amount after VAT has been deducted Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column)


• •

Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • •

• • • •

From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) Notes - a place to record any additional notes about this transaction Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Date - the date used for the relevant VAT return period

Purchases Tab

In this tab you can create and view all purchases for a supplier.


Table Toolbar Above the table are the following buttons: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Default Columns By default this table displays the following columns: • • • •

• •

• • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) Amount less VAT – the net amount after VAT has been deducted Paid - marks this sale/purchase transaction as being fully paid Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification


Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

• •

• •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Description – any descriptive text Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • •

• • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Date - the date used for the relevant VAT return period


Transfers Tab

In this tab you can view/edit/delete all transfer transactions made by the selected supplier.

Table Toolbar The toolbar above the table displays the following buttons: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)


Default Columns The Transfers Tab table displays the following columns by default: • • •

• • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction Description – any descriptive text Payment Completed - Checking this column marks a transaction as 'paid' in the Statement table, and removes it Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

• •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • •

• • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Reference – a reference value for the current transaction/entry Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field)


Orders Tab

In this tab you can create and view all purchase orders for a supplier.

Table Toolbar The toolbar above the table displays the following buttons: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Insert Purchase Transaction Based On This Order - Inserts purchase transaction(s) based on the selected order(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Show/Hide Chart – displays and hides the chart for the currently selected view

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)


Default Columns The Quotations Tab table displays the following columns by default: • • • •

• •

• • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) Amount less VAT – the net amount after VAT has been deducted Description – any descriptive text Quotation Document - determines if this transaction is part of a quotation document and if so clicking on it will take you to the document. If the transaction is not part of a quotation document clicking in this column will create a new quotation document for you Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date)


Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • • •

• • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid - marks this sale/purchase transaction as being fully paid Paid Date – the date on which this transaction was paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Date - the date used for the relevant VAT return period


Supplier Table Only available in Basic, Professional, and Enterprise versions of Business Accountz

Contents • • • •

1 Overview 2 Table Toolbar 3 Visible Columns 4 Hidden Columns

Overview

The Supplier Table component displays a sortable list of your suppliers and their details.

Table Toolbar Above the table are the following icons: • •

Select Current View Allows you to change the View that is currently in use by the table. Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Create Transaction – create a new empty transaction

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option


from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) • •

Show/Hide Chart – displays and hides the chart for the currently selected view Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Visible Columns By default, Supplier Table displays the following columns: • • • • • • • •

Name - Displays the Customer/Supplier's name Current - Total unpaid transactions which are not yet due Period 1 - Shows the amount outstanding for Period 1 Period 2 - Shows the amount outstanding for Period 2 Period 3 - Shows the amount outstanding for Period 3 Credit Total - Shows the total owed by the customer Credit limit - shows the credit limit for the customer Show Supplier - Double clicking this icon takes you to the supplier's entry in the Supplier Records Component -

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • • • • • • • • • • • • • • • • •

Notes - Enter any notes about the selected entry here Other Lookup - Displays an extra search 'Lookup' for the customer (in Customer Records) VAT Number - The entry's VAT Number Reference – a reference value for the current transaction/entry Postcode - The entry's postcode Hidden - Check this box to hide the selected entry Import ID - If the transaction has been imported, this details the source document and time/date of import Credit Left - Shows how much credit the customer has remaining Contact Position - The contact’s job (eg. sales, purchasing, admin etc.) Country - The customer's Country of address Contact Mobile - The contact’s mobile phone number Contact Name - The contact's name Contact Phone - The contact’s telephone number Contact Email - The contact’s email address Contact Fax - The contact's fax number Account From - An account entered here will automatically be entered in any transaction/quotation for this customer Account To - An account entered here will automatically be entered in any transaction/quotation for this customer Address - The entry's address


Transfer Transactions Contents • • • •

1 Introduction 2 Table Toolbar 3 Visible Columns 4 Hidden Columns

Introduction

The Transfer Transactions component is where all transfer transactions are added, edited or deleted (hidden). A transfer transaction is where money is moved from one account to another internally. This is used for when you pay off your company credit card, or for when a sale/purchase on credit is actually paid.


Table Toolbar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Create Transaction using Template– lets you pick a predefined Template Transaction from the drop-down menu to autoinsert commonly occurring transactions

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish)

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Visible Columns The Transfer Transactions table displays the following columns by default: • • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Tax Date – the date of the transaction for tax purposes Reference – a reference value for the current transaction/entry Customer – Choose the customer involved with this transaction (You can create any missing customers by selecting the 'New...' option)

Supplier – Choose the supplier involved with this transaction (You can create any missing suppliers by selecting the 'New...' option)

• • • •

From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction Description – any descriptive text Payment Completed - Checking this column marks a transaction as 'paid' in the Statement table, and removes it Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification


Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

• •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • • •

Import ID - If the transaction has been imported, this details the source document and time/date of import Lock - tick this column to lock an individual transaction Notes - a place to record any additional notes about this transaction Paid Date – the date on which this transaction was paid Show Trader - Click this to open the record of the customer/supplier associated with this transaction VAT Date - the date used for the relevant VAT return period


VAT Return Contents • • •

1 Introduction 2 VAT Totals (Top) panel 3 Transactions (Bottom) Panel • 3.1 Sales Transactions Tab • 3.1.1 Visible Columns • 3.1.2 Hidden Columns • 3.2 Purchase Transactions Tab • 3.2.1 Visible Columns • 3.2.2 Hidden Columns

Introduction

Please note - the screenshot reflects the U.K. VAT Return. This will change dependent on the country selected in the Set-up Company Wizard.


The VAT Return component shows you exactly what you need to fill in your VAT return. Every transaction entry that you make with VAT associated with it, will be entered into this component. The component is divided horizontally into two panels: 1. VAT Totals (Top) panel 2. Transactions (Bottom) panel

VAT Totals (Top) panel The top panel automatically displays the VAT totals for the period selected. Please copy these figures straight into your VAT Return form. The toolbar above the panel offers the following tools: VAT Period Selector - The period selection drop-down box lets you choose which period you

want to view •

Report Options - This is where you can set the VAT Period, Start Date and VAT method (Cash/Accrual).

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Transactions (Bottom) Panel This panel comprises two tabs: 1. Sales 2. Purchases These tabs show the sales and purchases transactions, respectively, that make up the VAT Return.

Sales Transactions Tab This shows all the sales transactions which make up the VAT Return. You will find the following button above the table: •

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.


Visible Columns The following columns available by default: • •

VAT Date - the date used for the relevant VAT return period Customer – Choose the customer involved with this transaction (You can create any missing customers by selecting the 'New...' option)

• • •

Total Amount – the full total of the transaction VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns The following columns can be switched on for this table: • • • • •

• •

Amount less VAT – the net amount after VAT has been deducted Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Description – any descriptive text Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • • •

From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) Notes - Enter any notes about the selected entry here Paid - marks this sale/purchase transaction as being fully paid Paid Date – the date on which this transaction was paid Reference – a reference value for the current transaction/entry Tax Date – the date of the transaction for tax purposes To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return)


Purchase Transactions Tab This shows all the purchase transactions which make up the VAT Return. You will find the following button above the table: •

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Visible Columns The following columns available by default: • •

VAT Date - the date used for the relevant VAT return period Supplier – Choose the supplier involved with this transaction (You can create any missing suppliers by selecting the 'New...' option)

• •

• •

Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount) Transaction Number – an auto-generated number starting from 1 given to each transaction that should be written on to the source document that the transaction came from to aid later identification

Hidden Columns The following columns can be switched on for this table: • • • • •

• •

Amount less VAT – the net amount after VAT has been deducted Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Description – any descriptive text Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • • • • •

From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) Notes - Enter any notes about the selected entry here Paid - marks this sale/purchase transaction as being fully paid Paid Date – the date on which this transaction was paid Reference – a reference value for the current transaction/entry Tax Date – the date of the transaction for tax purposes To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return)


Sub Components Automated Purchases Only available in the Enterprise version of Business Accountz

Contents • • • •

1 Introduction 2 Tool Bar 3 Visible Columns 4 Hidden Columns

Introduction With Automated Purchases you can create recurring entries (e.g. Direct Debits) which will be automatically inserted into Purchase Transactions.

Tool Bar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) Show/Hide Chart – displays and hides the chart for the currently selected view

Visible Columns The Automated Purchases table displays the following columns by default: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Start Date – The date from which this transaction will start to be automatically inserted into your books. Period – The frequency with which this transaction will automatically be inserted into your books. (Pressing the 'Space Bar' on your keyboard will bring up the list of available options)


Total Insertions – The maximum number of times this transaction should automatically be inserted into your books. (Setting this column's value to zero effectively disables the automated transaction)

Insertions Done – the number of times this transaction has already been automatically inserted. When the number in this column equals the number in the Total Insertions column the application will stop automatically inserting this transaction into your books. Next Date Due – the date of the next automatic insertion of this transaction. This column's value is calculated by the application and is not editable by the user.

Supplier – Choose the supplier involved with this transaction (You can create any missing suppliers by selecting the 'New...' option)

• •

• •

Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated Description – any descriptive text

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • • •

Amount less VAT – the net amount after VAT has been deducted Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can


• •

• •

be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Delivery Template:Attribute - Not Filterable – represents the chosen delivery address for the selected Customer Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • •

• • • •

Notes - a place to record any additional notes about this transaction Paid - marks this sale/purchase transaction as being fully paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Transaction ID – each transaction is automatically given a unique ID Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount)


Automated Sales Only available in the Enterprise version of Business Accountz

Contents • • • •

1 Introduction 2 Tool Bar 3 Visible Columns 4 Hidden Columns

Introduction With Automated Sales you can create recurring entries (for example, direct debits) which will be automatically inserted into the Sales Transactions component.

Tool Bar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) Show/Hide Chart – displays and hides the chart for the currently selected view

Visible Columns The Automated Sales table displays the following columns by default: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Start Date – The date from which this transaction will start to be automatically inserted into your books. Period – The frequency with which this transaction will automatically be inserted into your books. (Pressing the 'Space Bar' on your keyboard will bring up the list of available options)

Total Insertions – The maximum number of times this transaction should automatically be inserted into your books.


(Setting this column's value to zero effectively disables the automated transaction) •

Insertions Done – the number of times this transaction has already been automatically inserted. When the number in this column equals the number in the Total Insertions column the application will stop automatically inserting this transaction into your books. Next Date Due – the date of the next automatic insertion of this transaction. This column's value is calculated by the application and is not editable by the user.

Supplier – Choose the supplier involved with this transaction (You can create any missing suppliers by selecting the 'New...' option)

• •

• •

Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated Description – any descriptive text

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • • •

Amount less VAT – the net amount after VAT has been deducted Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column)


• •

• •

Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Delivery Template:Attribute - Not Filterable – represents the chosen delivery address for the selected Customer Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• • •

• • • •

Notes - a place to record any additional notes about this transaction Paid - marks this sale/purchase transaction as being fully paid Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Transaction ID – each transaction is automatically given a unique ID Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount)


Automated Transfers Only available in the Enterprise version of Business Accountz

Contents • • • •

1 Introduction 2 Tool Bar 3 Visible Columns 4 Hidden Columns

Introduction With Automated Transfers you can create future and recurring entries which will be automatically inserted into Transfer Transactions. This is useful, for example, for paying off your credit card.

Tool Bar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) Show/Hide Chart – displays and hides the chart for the currently selected view

Visible Columns The Automated Purchases table displays the following columns by default: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Start Date – The date from which this transaction will start to be automatically inserted into your books. Period – The frequency with which this transaction will automatically be inserted into your books. (Pressing the 'Space Bar' on your keyboard will bring up the list of available options)

Total Insertions – The maximum number of times this transaction should automatically be inserted into your books. (Setting this column's value to zero effectively disables the automated transaction)


Insertions Done – the number of times this transaction has already been automatically inserted. When the number in this column equals the number in the Total Insertions column the application will stop automatically inserting this transaction into your books. Next Date Due – the date of the next automatic insertion of this transaction. This column's value is calculated by the application and is not editable by the user.

Customer – Choose the customer involved with this transaction (You can create any missing customers by selecting the 'New...' option)

Supplier – Choose the supplier involved with this transaction (You can create any missing suppliers by selecting the 'New...' option)

• •

• •

Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Description – any descriptive text Total Amount – the full total of the transaction

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

• •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• •

Notes - a place to record any additional notes about this transaction Transaction ID – each transaction is automatically given a unique ID


Backups Contents • • • •

1 Introduction 2 Table Columns 3 Backup Settings 4 User defined Backups

Introduction

This component displays all backups that have been made by the user, automatically, and when the program is closed down.

Table Columns The Backup table displays the following columns: • • • •

Backup Time - When the backup was created Type - The type of backup, i.e. automatic, user-defined Description - A description of the type of backup Path on filesystem - The save location of the backup file


Backup Settings It is possible to adjust the regularity that backups are made, and the number of backups kept using the following tools above the Backup table: • •

Time between automatic backups (in minutes) - Use the up/down arrows to adjust the time between automatic backups Maximum number of previous automatic backups kept - Use the up/down arrows to adjust the number of automatic backups the computer keeps (backups further to this will be deleted to save space on your hard-drive) Maximum number of previous application closing backups kept - Use the up/down arrows to adjust the number of application closing backups the computer keeps (backups further to this will be deleted to save space on your hard-drive)

Please note that the software must be restarted for any changes here to take effect.

User defined Backups It is also possible for the user to create a manual backup by clicking the Make a Backup button


Calculator To calculate a figure, add a new line to the table using the Add a new calculation line icon and start typing in the ‘Calculation’ field. As you enter the figures the result is calculated in the adjacent ‘Result’ field. You can add a description of calculation if you wish, in the ‘Description’ field.

You can add as many rows of calculations as you like, and they are all saved with your file. The most common use of the calculator is to add up cheques that you are about to pay into the bank, or to add up petty cash receipts. You can cut and paste the result into a transaction.


Change Company Introduction

If you have a multi-company licence, this is where you can switch between companies, or change the name of the selected set of accounts. Transaction lock date enables you to protect your accounts to the last period you had cleared and checked, eg. after a VAT return. You can also enter some notes about your company here, for example your accountant’s name and address. Add New Company Button •

By default Business Accountz is only licensed for one company, although your licence can be updated to allow for more companies. Please visit www.accountz.com/shop.html for more details. Clicking this button starts the Company Setup Wizard.

Delete Existing Company Button •

Please use with GREAT CARE. Selecting a company from the list (and by default that will be your only company - eg. all your company accounts) and clicking this button will remove the company and all its data. Why is it here? It is because you may want to experiment first before using the program for your real accounts. When you are ready to go, use this button to remove your test accounts. Then use the Add New Company button to start the Company Setup Wizard for your real accounts.

Load/Refresh Existing Company Button •

If you do have a licence for more than one company, select the company whose accounts you want to view/edit from the list and click this button to load them in.

Transactions Lock date Setting this will stop any transactions up to this date from being edited. It will also stop any transactions being dated before (and


including) this date. If you are VAT registered, always set this date when you have completed a VAT return to stop accidental mistakes to earlier data. Accounting Year Ends Unlock Button â&#x20AC;˘

After you run the Year End Wizard an entry will be made here. There is a button under the list that lets you delete the year end data. This lets you 'roll' back to the end of the year so you can edit it. Run the year end wizard again to finish. Note you must undo each in turn if for some reason you want to go back to earlier years.

Important: unless you are really sure you want to do this and realise the consequences, it is not recommended. Always make sure you make a backup before using this feature.


Check for Upgrade To check you are using the latest version go to 'Help->Check For Upgrade. (

)

Any available updates will be downloaded automatically (internet connection required). If an update is available, after it has been downloaded you will be prompted to restart the application to apply the changes.


Configuration Introduction

The Configuration component enables the user to modify a range of settings within the software. The Configuration window is made up of two horizontal panels. The left panel contains an expandable 'tree' of editable sub-components and features within the software. Clicking on the 'plus' sign next to any entry will reveal the options contained therein. The right panel displays information about the editable aspects of the selected sub-component within the left panel 'tree'.


Desk Diary Contents • • • • •

1 Introduction 2 Diary Entries 3 Update Diary 4 Future Entries 5 To Do List

Introduction This is where you can keep track of your appointments.

The Desk Diary component consists of 2 panels. The left panel contains the calendar itself - today's date has a black square outline, and dates with entries relating to them are coloured in red. You can select a date by left clicking it. When you do so, the selected date is shaded in blue. The right panel is where you can create, edit and delete entries. You can view all future diary entries and create a prioritised 'To Do list'. There are 4 tabs above this table: • • • •

Diary Entries Update Diary Future Entries To Do List

Diary Entries This tab (see above) shows all your dairy entries for the date selected. Left clicking on a red date will take you directly to this tab. The Reminder Status field shows if you have any reminders set for these entries. To edit an entry, double-click it; this will take you to the Update Diary tab.


Update Diary

This is where you create/edit/delete calendar entries, and set reminders for them. The top half of the table has two fields, Title, where you enter the title of your new entry, and Notes, where you can enter a more in depth description of this entry. These fields are also where you would edit an existing entry (N.B. data entered in these fields is automatically saved). This table has the following icons above it: • •

Add Entry – click this button when you wish to add a new diary entry for the selected date. Repeat Entry – here you can create recurring diary entries (based on existing entries). You can set how often and how many times you would like an entry to be inserted. Remove Entry – here you can delete the entry being viewed, plus any recurring entries based on this one.

To create a diary entry, click the Add Entry icon, and then enter the Title of your entry in the Title field, and a more detailed description (if you wish) in the Notes field. If you wish to create a repeat entry, go to an existing entry, then click the you would like this entry to be made, then click OK. To delete an entry that you are viewing, click the any repeated entries based on it, or both.

Repeat Entry icon. Select how often and how many times

Remove Entry icon, and select (as relevant) if you wish to remove just this entry,

The lower half of this table is where you can set Reminders for a calendar entry. It has two columns: • •

Reminder Time - when your reminder is scheduled for. At the specified time, the reminder will pop-up on your screen. Reminder Status - a tick in this field shows that a reminder has been set for this entry.

To create a reminder, click the

Add Reminder icon.


A pop-up screen (see above) will appear where you can set when you would like the reminder to occur. At the allotted time a pop-up screen will appear to remind you about the selected event.

Select 'OK' to acknowledge that you have seen the reminder, 'Go to Diary Entry' to view the relevant entry, or 'Snooze' if you wish to reset the reminder for a later time. To delete a reminder, select a reminder by left clicking it once, and click the

Remove Reminder button.

Future Entries

This field shows a complete list of your future diary entries (relative to today's date). Double-clicking on any entry will take you to the Update Diary where you can edit/delete/set a reminder for this entry.


To Do List

Here you can create a list of pressing tasks and give them a priority value (on a scale of 1 to 10, 1 being most urgent). The table has 2 columns, 'To do' and 'Priority'. The first details a description of any task you have added to this list, the second relates its level of urgency. There are 2 buttons above this table: â&#x20AC;˘

Add a To Do note

â&#x20AC;˘

Remove a To Do note

Click the Add a To Do note icon to create a new line in the list. Type a description of your new item, and select a priority for it by left clicking the number in the 'Priority' field. A pop-up field will appear where you can select the item's priority. The list will automatically sort itself in order of priority. To edit an item, simply left-click in the field you wish to change. To delete a To Do note, select the item you wish to delete, then click on the

Remove a To Do note button.


Document Editor Contents • •

• • •

• •

• •

• • •

• • •

• • •

• • • • •

1 Introduction 2 View/Edit Tab • 2.1 Top Form Panel 2.2 Middle Table Panel 2.3 'Column visibility and order in Document' panel 3 Design/Print Tab • 3.1 Left-hand Toolbar 3.2 Top Toolbar 3.3 Right-hand Properties Panel • 3.3.1 Selection Tool • 3.3.1.1 Select Element 3.3.1.2 Copy Element • 3.3.2 Line Tool • 3.3.2.1 Position and size 3.3.2.2 Line 3.3.2.3 Line Colour • 3.3.3 Square Tool • 3.3.3.1 Position and size 3.3.3.2 Line 3.3.3.3 Line Colour 3.3.3.4 Fill Colour • 3.3.4 Circle Tool • 3.3.4.1 Position and size 3.3.4.2 Line 3.3.4.3 Line Colour 3.3.4.4 Fill Colour • 3.3.5 Oval Tool • 3.3.5.1 Position and size 3.3.5.2 Line 3.3.5.3 Line Colour 3.3.5.4 Fill Colour • 3.3.6 Text Tool • 3.3.6.1 Position and size 3.3.6.2 Edit Text 3.3.6.3 Font 3.3.6.4 Outline 3.3.6.5 Outline Colour 3.3.6.6 Fill Colour • 3.3.7 Image Tool • 3.3.7.1 Position and size • 3.3.8 Table Properties • 3.3.8.1 Position and Size 3.3.8.2 Horizontal Line


• • • • • • • • • • • • • • • • •

3.3.8.3 Vertical Line 3.3.8.4 Border Line 3.3.8.5 Horizontal Line Colour 3.3.8.6 Vertical Line Colour 3.3.8.7 Cell Fill Colour 3.3.8.8 Table Background Colour (empty space) 3.3.8.9 Border Line Colour 3.3.8.10 Header Fill Colour 3.3.8.11 Header Font 3.3.8.12 Header Font Colour 3.3.8.13 Cell Font 3.3.8.14 Cell Font Colour 3.3.8.15 Total Box 3.3.8.16 Total Box Colour 3.3.8.17 Total Fill Colour 3.3.8.18 Total Font 3.3.8.19 Total Font Colour

Introduction

Within this component you can view and edit the last 10 documents created. Whenever you create a new document, or go to edit an existing one, it will be launched in this screen for editing and printing. The document editor is comprised of two separate tabs: •

View/Edit Tab - allows you to preview and modify the data contents of a particular document as well as manage its name and other attributes. Design/Print Tabb - allows you to modify the design and layout of the document/template


View/Edit Tab

The View/Edit Tab contains the underlying detail of this particular invoice.

Top Form Panel The top form panel contains 7 items that represent information about this document. They are: •

• •

Name - the invoice name will be 'Invoice for customer.' You can edit this if you wish (n.b. if you intend to turn this invoice into a template (see below), it will appear by this name in the templates list). Template' - contains a drop-down list from which you can choose which template to use for this invoice. Description - used if you wish to give this particular invoice a description (i.e. relating to this individual sales transaction) for your own reference. Make into Template check box, which, if ticked, will make this invoice (and any design modifications you have made to it) available as a template for future invoices. Document No. - This is set in "File->Documents" "Invoices" Tab. You can set your preferred number here and any new invoices will auto-increment. Date format - This will set the date format for the document. The case of each letter is important. Upper case 'M' is for 'months', lower case 'm' is for 'minutes' (for a timed date). So: y = Year M = Month d = Day

This feature allows great flexibility. For example, dd MMMM yyyy will produce a date like this: 28 February 2007. Some other examples: UK: 23/10/2006 : dd/MM/yyyy UK: 23/Jan/06 : dd/MMM/yy USA: 10-23-2006 : MM-dd-yyyy


For further information on date formats please visit: http://java.sun.com/j2se/1.4.2/docs/api/java/text/SimpleDateFormat.html

Middle Table Panel The middle table panel allows you to add|edit|remove transactions to the invoice (n.b. each line you add in the table also creates a transaction in the Sales Transactions component). Click on

Add Transaction to add a new line to the table.</span>

The table has the following fields, the first six of which must be completed for each transaction line: • • • • • • • • • •

'Tax Date' 'Description ' 'From Account' 'To Account' 'Total Amount ' 'VAT Code' 'VAT Amount' 'Amount Less VAT' 'Paid' 'Delivery'

Enter the description of the sales transaction within the Description field. If you want to write more than one paragraph of description for a transaction, press Shift+Enter twice at the end of your first paragraph. N.B. The From and To Account fields can be given a default setting in the customer's entry within Customer Records to save you from filling them in every time you create an invoice To select a delivery address different from the billing address, within the Delivery field, hit spacebar to select a different address (you must have an entry in the customer's Delivery tab). You can also add/remove the following columns to/from the table by right clicking anywhere on a column heading and selecting from the columns menu: • • • • • • • • • • • • •

Quantity Unit Price Unit Price Less VAT Notes VAT Date Paid Date Cleared To Cleared From Date Created Error Code Deleted Transaction ID Transaction Code

'Column visibility and order in Document' panel The bottom panel of the View/Edit Tab entitled 'Column visibility and order in Document' is where you can select which of the following columns will be visible in the finished document: • •

'Description' 'Total Amount'


• • • • • •

'VAT Code' 'VAT Amount' 'Amount Less VAT' 'Paid' 'To Account' 'From Account'

Simply tick or untick any of the check boxes next to each column name, then click the document.

Reload Column Names icon to update the

You can change the column order within the document using the following two icons: Move Column Left icon Move Column Right icon Once you have entered the necessary details for the invoice, click the Design/Print Tab to view the document in the designer.</span>

Design/Print Tab

The Design/Print tab shows the invoice in the designer view. This is how your invoice will look when you come to print it. The designer has 3 toolbars.

Left-hand Toolbar Consists of the following tools: •

Selection tool (Esc)

Line tool (Ctrl+L)

Square tool (Ctrl+R)


Circle tool (Ctrl+C)

Oval tool (Ctrl+E)

Text tool (Ctrl+T)

Image tool (Ctrl+I)

These tools enable you to add new items to the document.

Top Toolbar Consists of the following tools: •

Print Document (Ctrl+P) - Pressing the print button opens the print pop-up allowing you to print the document by selecting a printer from your system.

100% Zoom (Ctrl+1) - The 100% zoom button will zoom the page to 100%. The scale slider tool allows you to zoom in and out of the document. Scale Document Slider - allows you to zoom in and out

• •

First Page (Home) - takes you to the first page of your document

Previous Page (Page Down) - takes you to the previous page of your document

Next Page (Page Up) - takes you to the next page of your document

Last Page (End) - takes you to the last page of your document

Add Page (Ctrl + +) - allows you to add a new page to your document.

Remove Page (Ctrl + -) - allows you to remove the current page from your document.

Recalculate Page (F5) - Recalculate table cells and recalculates page numbers.

Right-hand Properties Panel The panel on the right of the screen displays a changing list of 'property boxes' depending on the tool that is currently selected in the Left-hand Toolbar Below we describe what 'property boxes' Selection Tool When the Design/Print tab first opens the selection tool

is selected and you will see 2 properties fields on the right:


Select Element

Select Elements allows you to select elements on the document and layer them on top of each other. The element at the top will be above all other elements and the element at the bottom will be below all other elements in the document. If you double click any element in this list then you will open the properties for that element so that you can edit them. You can move the elements up and down using the To delete the element press the

Move up and

Move down buttons.

Delete button.

Copy Element

Copy Elements allows you to copy elements from one page to the same or another page. Double clicking on a page in this area opens the list showing all the elements on that page. Select the element you want to copy. Pressing the Copy To Page button will copy that selected element to the page. You should see the copied element in the Select Elements properties list. Line Tool The Line tool allows you to draw lines on the document. Click and hold where you want the line to start then move the mouse to the point where you want the line to end. Measurements for position and size - All measurements in the Accountz Designer are made in millimetres (mm).


Position and size

Controls the start and end positions of a line. Set the position of the start of the line with: • •

Start point from the left of the document Start point from the top of the document

Set the position of the end of the line with: • •

End point from the left of the document End point from the top of the document

The line Start and End points are absolute to the points you specify (eg. 24.8mm from the left, whether it is the start or end of a line always means 24.8mm from the left of the page). Line

• •

Width - sets the line width of the line. Line Pattern - sets the line pattern of the line.

Line Colour

Colour - Sets the colour of the line.

Square Tool The Square tool allows you to create a square/rectangle on the document. Click and hold the mouse where you want the square/rectangle to start. Move the mouse to where you want the opposite corner to be.


Position and size

• • • • • •

Left - start point from the left of the document Top - start point from the top of the document Width - sets the width of the Square/Rectangle (relative to the start point). Height - sets the height of the Square/Rectangle (relative to the start point). Radius Width - sets the width of the rounded corners of the Square/Rectangle Radius Height - sets the height of the rounded corners of the Square/Rectangle

Line

• •

Width - sets the line width of the line. Line Pattern - sets the line pattern of the line.

Line Colour

Colour - Sets the colour of the line..

Fill Colour

Colour - sets the fill colour of the Square/Rectangle.

Circle Tool The Circle tool allows you to create Circles on the document. The Circle has a red square box that it sits inside. When creating a Circle you click and drag the mouse for the two opposite corners of the square box and the Circle sits inside it.


Position and size

• • •

Center Left - the centre point from the left of the document Center Top - the centre point from the top of the document Radius - the radius of the Circle from the centre point.

Line

• •

Width - sets the line width of the line. Line Pattern - sets the line pattern of the line.

Line Colour

Colour - Sets the colour of the line..

Fill Colour

Colour - sets the fill colour of the Square/Rectangle.

Oval Tool The Oval tool allows you to create Ovals on to the document. The Oval has a red rectangular box that it sits inside. When creating an Oval you click and drag the mouse for the two opposite corners of the rectangular box and the Oval sits inside it.


Position and size

• • • •

Center Left - the centre point from the left of the document Center Top - the centre point from the top of the document Radius Width - sets the width of the radius from the centre point to make the Oval. Radius Height - sets the height of the radius from the centre point to make the Oval.

Line

• •

Width - sets the line width of the line. Line Pattern - sets the line pattern of the line.

Line Colour

Colour - Sets the colour of the line..

Fill Colour

Colour - sets the fill colour of the Square/Rectangle.

Text Tool The Text tool allows you to insert text onto the document. 1. Select the Text Tool button. 2. Click on the document where you want the text (a small red square will appear). 3. Enter the text in the Edit Text property box. As you input the text into the edit text properties you will see the text appear in the red box in the document.


Position and size

• •

Left - start point of the text from the left of the document Top - start point of the text from the top of the document

Edit Text

Contains a text area where you can set the text to display in the document. Font

• • • •

Font Family Name - sets the font for the text. Size - sets the font size. Style - here you can set the text to have Bold, Italic and Underline styles. Align - here you can set the text to have Left, Center, or Right alignment.

Outline

• •

Width - sets the outline width of the font. Line Pattern - sets the line pattern of the font.


Outline Colour

Colour -sets the colour of the text.

Fill Colour

Colour - sets the fill colour of the Square/Rectangle.

Image Tool Click where you want the image to appear in the document. This will open the file chooser dialog. Choose the file and press OK to insert the image in the document. The point where you click on the document to insert an image will be the top left point of the image, the other points will be relative to this. Position and size

• • • • •

Left - the starting point from the left of the document Top - the start point from the top of the document Width - set the width of the image to an absolute value Height - set the height of the image to an absolute value Scale - set the scale of the image as a percentage of its actual size

- move the image up the 'Z-order' axis (to be 'on top' of other elements)

- move the image down the 'Z-order' axis (to be 'underneath' other elements)

- delete the image

Table Properties After you have input all details in the View/Edit tab, the designer creates a table for you. This table contains the invoice entries. You


can edit the table properties by selecting the table on the document and editing the properties on the right. Position and Size

• • • • •

Left - the starting point from the left of the document Top - the start point from the top of the document Width - set the width of the table to an absolute value Height - set the height of the table to an absolute value Cell Width - select the column from the drop down list and adjust the slider to change the column's width size. To reset the column widths select the reload button.

- move the table up the 'Z-order' axis (to be 'on top' of other elements)

- move the table down the 'Z-order' axis (to be 'underneath' other elements)

- delete the table

Horizontal Line

• •

Width - sets the horizontal line width. Line Pattern - sets the horizontal line pattern.

Vertical Line

• •

Width - sets the vertical line width. Line Pattern - sets the vertical line pattern.


Border Line

• •

Width - sets the border line width. Line Pattern - sets the border line pattern.

Horizontal Line Colour

• •

Colour -sets the horizontal line colour. Opacity - sets the opacity of the horizontal line colour.

Vertical Line Colour

• •

Colour -sets the vertical line colour. Opacity - sets the opacity of the vertical line colour.

Cell Fill Colour

• •

Colour - sets the cell fill colour. Opacity - sets the opacity of the cell fill colour.

Table Background Colour (empty space)

• •

Colour - sets the cell fill colour. Opacity - sets the opacity of the cell fill colour.

Border Line Colour

• •

Colour - sets the border line colour. Opacity - sets the opacity of the border line colour.


Header Fill Colour

• •

Colour - sets the header fill colour. Opacity - sets the opacity of the header fill colour.

Header Font

• • •

Font Family Name - sets the Font family Size - sets the font size Style - sets the font style (bold, italic, or normal)

Header Font Colour

• •

Colour - sets the colour of the font. Opacity Slider - sets the opacity of the font.

Cell Font

• • •

Font Family Name - sets the Font family Size - sets the font size Style - sets the font style (bold, italic, or normal)

Cell Font Colour

• •

Colour - sets the colour of the font. Opacity Slider - sets the opacity of the font.


Total Box

• •

Width - sets the Total Box line width. Line Pattern - sets the Total Box line pattern.

Total Box Colour

• •

Colour - sets the colour of the box. Opacity Slider - sets the opacity of the box.

Total Fill Colour

Colour - sets the colour of the fill.

Total Font

• • •

Font Family Name - sets the Font family Size - sets the font size Style - sets the font style (bold, italic, or normal)

Total Font Colour

• •

Colour - sets the colour of the font. Opacity Slider - sets the opacity of the font.


Error Reporting

The Error Report tool appears in the lower panel and contains 3 fields: • • •

From Subject Message

The From field is for your email address (used to send you a reply email). This field will also remember the last email that you used, so you do not have to re-enter it again. The Subject field is used to give the error report a short description. Please use this to describe something of the problem rather than saying something like ‘Help!’. The Message field is where you can specify the error encountered fully, so that our technical support team can look into the problem and reply to you with a solution as fast as possible. Please always state the computer system and operating system version number if you know it, plus the version number of the software (see Help>About>Licence for the Installation version).


Importing Data Contents • • • • • • • • • • •

1 Introduction 2 Selecting the right Import Wizard 2.1 Bank / Credit Card Statement 2.2 Foreign Currency Statement 2.3 Sales Data 2.4 Transfers Data 2.5 Purchases Data 2.6 Journal Data 2.7 Products 2.8 Customers 2.9 Suppliers

Introduction Business Accountz allows you to import data from third party sources (such as Excel or legacy book keeping app) in the form of CSV (Comma Separated Values) files. You can also import bank and credit card statements files in the following formats: • • •

CSV (Comma Separated Values) QIF (Quicken Interchange Format) OFX (Open Financial Exchange)

Selecting the right Import Wizard Business Accountz has separate import wizards depending on what you are trying to import. You can access these wizards by going to the 'File->Import' menu option. The import wizards available are:

Bank / Credit Card Statement If you can download statements from your on-line bank or credit card provider you can import them into Business Accountz using this wizard. This wizard only supports importing statements for your base currency. If you have a statement from a foreign bank or credit card please use the Foreign Currency Statement import wizard instead. The import wizard is made up of the following steps: 1. 2. 3. 4.

Choose the data file you wish to import Specify the account the statement is for Optional Step - might not be needed Label the columns of your import file Optional Step - might not be needed Specify date format in file Optional Step - might not be needed


5. Define 'From|To|Other Account' values found in import file 6. Specify default values 7. Preview data to be imported

Foreign Currency Statement If you have bank accounts held in a foreign currency and would like to import statements from them you can do so using this wizard. The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6. 7.

Choose the data file you wish to import Specify the account the statement is for Label the columns of your import file Optional Step - might not be needed Specify date format in file Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Specify default values Preview data to be imported

In step 2 you will be asked to specify the currency that the statement is in, then in step 6 you will need to specify the exchange rate between the currency you selected and your base currency in the 'Currency Rate' field. This exchange rate will then be used for converting all transactions to the base currency. You can if you wish alter the 'Currency Rate' value for individual transactions in the preview screen or after import if required.

Sales Data If you have historic sales data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: • • • • •

Date Account From Account To Total Amount VAT code

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6. 7. 8.

Choose the data file you wish to import Label the columns of your import file Specify date format in file Optional Step - might not be needed Define 'VAT Code' values Define 'From|To|Other Account' values found in import file Define 'Customer' valuesOptional Step - might not be needed Specify default values Preview data to be imported


Transfers Data If you have historic transfer data in CSV, QIF, or OFX format you can import it into Business Accountz. As a minimum your data must have the following columns defined: • • • •

Date Account From Account To Total Amount

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6. 7. 8.

Choose the data file you wish to import Label the columns of your import file Optional Step - might not be needed Specify date format in file Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Define 'Customer' valuesOptional Step - might not be needed Define 'Supplier' valuesOptional Step - might not be needed Specify default values Preview data to be imported

Purchases Data If you have historic purchase data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: • • • • •

Date Account From Account To Total Amount VAT code

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6. 7. 8.

Choose the data file you wish to import Label the columns of your import file Specify date format in file Optional Step - might not be needed Define 'VAT Code' values Define 'From|To|Other Account' values found in import file Define 'Supplier' valuesOptional Step - might not be needed Specify default values Preview data to be imported


Journal Data If you have historic journal data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: • • • •

Date Account Amount From (Credit) Amount To (Debit)

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6.

Choose the data file you wish to import Label the columns of your import file Specify date format in file Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Specify default values Preview data to be imported

Products If you have existing product data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: •

Name

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6.

Choose the data file you wish to import Label the columns of your import file Define 'VAT Code' values Optional Step - might not be needed Define 'Currency' values Optional Step - might not be needed Specify default values Preview data to be imported

Customers If you have existing customer data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: •

Name

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6.

Choose the data file you wish to import Label the columns of your import file Define 'Country' values Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Optional Step - might not be needed Specify default values Preview data to be imported


Suppliers If you have existing supplier data and can save it in CSV format you can import it into Business Accountz. As a minimum your data must have the following columns defined: â&#x20AC;˘

Name

The import wizard is made up of the following steps: 1. 2. 3. 4. 5. 6.

Choose the data file you wish to import Label the columns of your import file Define 'Country' values Optional Step - might not be needed Define 'From|To|Other Account' values found in import file Optional Step - might not be needed Specify default values Preview data to be imported

Language Selection

Here you can choose the language the application displays. Select your chosen language from the list available and click OK.


Set Licence Wizard

To register the licence you have purchased go to the 'Help->Set Licence Wizard' menu option. The licence wizard will appear where you can enter the unlock licence key provided with your copy of Business Accountz. At the top of the panel is a description of each page of the wizard. Please fill in the necessary fields as described on screen. Click the arrow in the bottom left of the screen to proceed to the next page. The licence wizard requires an internet connection to be able to licence your application. Note: you can only use your licence key once. If you want to move your copy of the application to another machine please contact the Accountz support team


Standard Reports Overview Business Accountz include options to view and print the following reports: • • • •

Balance Sheet Profit & Loss Trial Balance Nominal Ledger

Reports For Your Accountant Assuming you use an accountant to check and rubber stamp your books at year end, you should produce all the above reports. You can print them, but it will result in an extraordinary amount of paper, especially the nominal ledger report. For this reason we suggest you export and email all reports in CSV format. Your accountant will be able to open them in any spreadsheet.


Template Purchase Only available in Professional and Enterprise versions of Business Accountz

Contents • • • •

1 Overview 2 Table Toolbar 3 Visible Columns 4 Hidden Columns

Overview

Template Purchases is a great labour-saving feature which enables you to quickly enter a transaction into any Purchase Transactions table with just two clicks of the mouse (by simply selecting the template from the template selector list), leaving you with only the Tax Date, and Total Amount fields to complete. To create a template purchase: 1. please click on Payments (the written word 'Payments' along the top)>Template Purchases This will take you to the Template Purchases window. 2. Click on the green button with the white '+' on it to add in a new line/template transaction. Add in the template name in the relevant field (this is the name that will be available for your selection when you use the template). Add in the From and the To accounts. Add in the VAT code (if necessary) and the Total Amount (if this varies you can leave this blank). Add in a full description as required in the Description column. This is what will appear on the document. Now in the Purchases area it will be available for selection when you choose the template icon of the stamp.


Table Toolbar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) Show/Hide Chart – displays and hides the chart for the currently selected view

Visible Columns This component has the following columns visible by default: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Template Name – enter a memorable name so you can choose it with ease from the template drop-down tool button Supplier – Choose the supplier involved with this transaction (You can create any missing suppliers by selecting the 'New...' option)

• •

• •

From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated Description – any descriptive text Paid - marks this sale/purchase transaction as being fully paid

Hidden Columns • • • •

Amount less VAT – the net amount after VAT has been deducted Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be


• • •

purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Delivery Template:Attribute - Not Filterable – represents the chosen delivery address for the selected Customer Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• •

• • • •

Notes - a place to record any additional notes about this transaction Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Reference – a reference value for the current transaction/entry Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount)


Template Sales Only available in Professional and Enterprise versions of Business Accountz

Contents • • • •

1 Overview 2 Table Toolbar 3 Visible Columns 4 Hidden Columns

Overview

This is a labour-saving feature, enabling you to quickly enter transactions. Here you can create template transactions, useful if you do the same type of work for people regularly. Then in either the Sales Transactions component, or the Sales Tab of the Customer Database you can choose the template transaction name (from the drop-down list) and a transaction line will be inserted into the table, with just the date and amount fields remaining to complete the transaction. To create a template sale: 1. please click on Sales (the written word 'Sales' along the top)>Template Sales This will take you to the Template Sales window. 2. Click on the green button with the white '+' on it to add in a new line/template transaction. Add in the template name in the relevant field (this is the name that will be available for your selection when you use the template). Add in the From and the To accounts. Add in the VAT code (if necessary) and the Total Amount (if this varies you can leave this blank). Add in a full description as required in the Description column. This is what will appear on the document. Now in the Sales area it will be available for selection when you choose the template icon of the stamp.


Table Toolbar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) Show/Hide Chart – displays and hides the chart for the currently selected view

Visible Columns This component has the following columns visible by default: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Template Name – enter a memorable name so you can choose it with ease from the template drop-down tool button Customer – Choose the customer involved with this transaction (You can create any missing customers by selecting the 'New...' option)

• •

• •

• •

Reference – a reference value for the current transaction/entry From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction VAT Code – the VAT code associated with this transaction (eg. S for Standard rate VAT), when a code is entered, the VAT is automatically calculated Description – any descriptive text Paid - marks this sale/purchase transaction as being fully paid

Hidden Columns • • • •

Amount less VAT – the net amount after VAT has been deducted Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Amount Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Amount Less VAT in the chosen foreign currency (as defined in the Currency Code column)


• • •

Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column) Currency Unit Price - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price in the chosen foreign currency (as defined in the Currency Code column) Currency Unit Price Less VAT - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Unit Price Less VAT in the chosen foreign currency (as defined in the Currency Code column) Currency VAT Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to VAT Amount in the chosen foreign currency (as defined in the Currency Code column) Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Delivery Template:Attribute - Not Filterable – represents the chosen delivery address for the selected Customer Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• •

• • •

Notes - a place to record any additional notes about this transaction Product - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site - the product item being bought/sold in this transaction Quantity - used when a transaction line comprises of multiples of the same item. Use in conjunction with the Unit Price and Unit Price Less VAT fields) Unit Price - displays/sets the unit price for an item (use in conjunction with the Quantity field) Unit Price Less VAT - displays/sets the unit price (excluding VAT) for an item (use in conjunction with the Quantity field) VAT Amount – see the previous entry (VAT can be edited manually if it is different from the auto-calculated amount)


Template Transfers Only available in Professional and Enterprise versions of Business Accountz

Contents • • • •

1 Overview 2 Table Toolbar 3 Visible Columns 4 Hidden Columns

Overview

This labour-saving feature enables you to quickly enter regularly occurring transactions. Simply put, here you can create what is called a 'template transaction', a pre-defined transaction containing every necessary detail about your entry, except (usually) Total Amount. Then, the next time you come to enter this transaction in the Transfer Transactions component (for example, paying money from your bank account to your cash account), instead of having to create a completely new transaction and fill in all the fields in the transaction line, all you need do is choose your template transaction from the template selector (a drop-down list available on the toolbar) and the transaction will be inserted into the table with just the Tax Date and Total Amount fields remaining to be completed. To create a template transfer: 1. please click on General (the written word 'General' along the top)>Template Transfers This will take you to the Template Transfers window. 2. To create a new template Transfer, select the Create transaction button

from the tool bar

Add in the template name in the relevant field (this is the name that will be available for your selection when you use the template). Add in the From and the To accounts and any other details as required.


Now in the Transfers area it will be available for selection when you choose the template icon of the stamp.

Table Toolbar The following tools are available via the tool bar above the table: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Transaction – create a new empty transaction

Copy Transaction – makes a copy of the currently selected transaction(s)

Delete Transaction– hides the currently selected transaction(s) from view (use the default filter drop-down menu option from the Filter Selector to show all deleted transactions again – where you can also un-delete them if you wish) Show/Hide Chart – displays and hides the chart for the currently selected view

Visible Columns This component has the following columns visible by default: • • •

Multiple Select - enables the user to select (and therefore copy/delete) multiple transactions Template Name – enter a memorable name so you can choose it with ease from the template drop-down tool button Customer – Choose the customer involved with this transaction (You can create any missing customers by selecting the 'New...' option)

• •

• •

{{Template:Column - Supplier} From Account – where the money came from (a sales account for a sale, a payment account for a purchase or, say, a bank for a transfer) To Account – where the money went to (the bank if a sale, some expense account if a purchase or some other monetary account if a transfer, eg. VAT Control if you are paying your VAT Return) Total Amount – the full total of the transaction Description – any descriptive text

Hidden Columns • • •

Cleared (From)– represents the 'from' side of the transaction as being cleared or not Cleared (To)– represents the 'to' side of the transaction as being cleared or not Currency Amount - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the equivalent amount to Total Amount in the chosen foreign currency (as defined in the Currency Code column) Currency Code - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the 3 character currency code of the chosen foreign currency Currency Rate - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the exchange rate to use when converting between the native and chosen foreign currency (as defined in the Currency Code column)


• •

Date Created – the actual creation date of this transaction (it may be different from the Tax Date or Paid Date) Deleted – signifies if this transaction has been deleted or not. By default you only see non-deleted transactions but you can modify the Current Filter to show deleted transactions as well. Error Code – if the transaction is in error (has a red background) this column displays a description of the error. Note: you can also view the description of the error by hovering your mouse over anywhere on the transaction row

• •

Notes - a place to record any additional notes about this transaction Reference – a reference value for the current transaction/entry


VAT Configuration Menu: 'VAT Return->VAT Configuration

Contents • • • •

1 Overview 2 VAT Configuration 3 Left Panel (Current VAT Rates) 4 Right Panel (Configurable VAT Rates)

Overview

Each country has a set of VAT rates, which can change over time. Therefore, in Business Accountz, not only is there a range of rates but also a From Date to reflect when a particular rate started. When you complete the Company Start-up Wizard, you select your country's VAT system. This automatically creates a set of rates relevant to your choice of country. These will be standard rates at the time of the software's release. Each country has a set of VAT rates, which can change over time. Therefore, in Business Accountz, not only is there a range of rates but also a From Date to reflect when a particular rate started. When you complete the Company Start-up Wizard, you select your country's VAT system. This automatically creates a set of rates relevant to your choice of country. These will be standard rates at the time of the software's release. It is important to note the possibility that these rates may have changed, therefore please check with your inland revenue service.

VAT Configuration The VAT Configuration component displays the VAT codes and rates for the country selected in the Company Set-up Wizard. The VAT Configuration screen comprises two vertical panels, the left panel, which displays the selected country's VAT rates, and the right panel, which is used if the user needs to update or add a new rate to the system.


Left Panel (Current VAT Rates) The left panel displays the current VAT rates as of the date entered in the 'Display Tax Rates as of:' field. The table has two columns: â&#x20AC;˘ â&#x20AC;˘

Name - The name of the VAT rate, i.e. 'Standard' Rate (on date) - The value for this rate on the date selected

Right Panel (Configurable VAT Rates) If the rates have changed, click on the Unlock Button on the right hand panel, which will unlock the VAT Maps and allow you to add a new map based on the date change (please note that it is the user's responsibility to ensure that, once unlocked, the VAT Rates are edited accurately; furthermore, once unlocked, the VAT Rates cannot be re-locked). Select the rate which has changed (in the left panel), click the Add New Rate button (on the right panel) and enter a From Date (when the new rate became active) and a Value (the new % rate). The new rate will automatically update any transactions effected. Similarly, if you wish to add a completely new rate, add the From Date and Value as described above.

select the Add New Rate button (on the left panel), name your new rate, and


VAT Setup Menu: 'VAT Return->VAT Setup

Follow the VAT Setup registration wizard to set your VAT details. The VAT Setup wizard is only available if you un-ticked the VAT Registered box in the Company Setup wizard (when you first started Business Accountz). It will ensure you have VAT Control account added to the Current Liabilities group in the Chart of Accounts. All Vatable transactions are displayed in the VAT Control account. It is a simple way of checking your complete VAT history. The balance should always agree with the current VAT Return.


Year Closing Menu: 'Chart of Accounts->Year Closing

Closing an accounting year is a very simple process. It involves entering a number of transactions that do things such as zero all the Profit and Loss accounts so they are ready to record the new yearâ&#x20AC;&#x2122;s profits (or loss). There are a few things that should be done at this point. These are outlined in the bullet points in the opening page of the Year End Wizard. Please also see here for more details of what you need to do. One useful point is to realise that you can continue well into your new year before using this wizard. This is to give you time to check you have not missed anything, reconciled your bank balance and ensured you have accounted for VAT for the year in full. Many businesses will continue 3 months into the new year before using the wizard. The other useful note is that the wizard creates a number of transactions for you. These are entered in the Journal. If you leave the Journal just for this purpose, it will make it easier to correct if you make a mistake. That is, you can delete (which actually only hides) the existing transactions in the Journal and use the wizard again after you have corrected any mistakes. Click on the Next button in the wizard to start it, then fill in the fields as necessary. To complete the wizard, click on the Finish button. Here is a screenshot of the last step.


Your Business Overview

Here you can store all of Your Business details. The component comprises two vertical panels. The left 'Address Book' panel primarily contains your business address details; the right 'Tabs' panel contains space for extra contact/employee details.


Address Panel The Address part of this panel comprises the following fields: • • • • • • • •

Name - Your Business Name Address - Your Business Address Postcode - Your Business Postcode Country - Your Business Country of address Notes - Any further notes you may wish to add about the customer Reference - Use this for any further reference details about the customer VAT Number - Your Business VAT Number Account From - An account entered here will automatically be entered in any transaction/quotation for this customer within this component Account To - An account entered here will automatically be entered in any transaction/quotation for this customer within this component Other Lookup - This creates an extra search 'Lookup' for the customer

Contacts Panel This is where you can add extra contact information / employee details for your business. The Contact contains the following data fields: • • • • • • • •

Name - The contact's name Position – The contact’s job (eg. sales, purchasing, admin etc.) Telephone – The contact’s telephone number Fax - The contact's fax number Mobile – The contact’s mobile phone number Email – The contact’s email address. Press the Email button to the right of it to open your default email editor Internet – The contact’s website if they have one. Press the Internet button to launch it in your internet browser Link fields – There are 4 link fields so you can associate other web pages or folders on your computer or specific documents with a specific contact Notes – Add any notes specific to this contact here

The following buttons are located at the bottom of the tab: •

- Add a new contact

- Delete the current contact


Add On Components Budgeting & Forecasting Contents • •

1 Introduction 2 Budget Tab • 2.1 Tool Bar • 2.1.1 Select Budget • 2.1.2 Create a New Budget • 2.1.3 Lock Budget • 2.1.4 Edit Budget • 2.1.4.1 Archiving Budgets • 2.1.5 Show/Hide decimal point • 2.1.6 Delete 'Specified' Value • 2.1.7 Replace 'Specified' Value with 'Calculated' Value • 2.1.8 Adjust Period Values by Percentages • 2.1.9 Print Budget • 2.1.10 Export Budget to CSV • 2.2 Budget Table • 2.2.1 Total Column • 2.2.2 Period Columns • 2.2.3 Error (Red) Cells 3 Forecast Tab • 3.1 Tool Bar • 3.1.1 Select Forecast for Budget • 3.1.2 Show/Hide decimal point • 3.1.3 Delete 'Specified' Value • 3.1.4 Print Budget • 3.1.5 Export Budget to CSV • 3.2 Forecast Table • 3.2.1 Total Column • 3.2.2 Period Columns 4 Year to Date Tab • 4.1 Tool Bar • 4.1.1 Reporting on Period • 4.1.2 for Budget • 4.1.3 Show/Hide decimal point • 4.1.4 Print Budget • 4.1.5 Export Budget to CSV • 4.2 Year to Date Table


Introduction - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site

The Budgeting component allows you to define a Budget at the start of your financial year, maintain a Forecast and produce Year to Date reports throughout the financial year. To access the Budgeting and Forecasting component click on the and Forecasting" menu option to access the screen.

icon in the tool bar, or select the "Chart of Accounts>Budgeting

In the middle of the screen are three tabs: •

The Budget Tab - is where you enter your projected 12 month budget for one or more accounts within the 'Profit and Loss Group'. The Forecast Tab - shows a monthly breakdown of your year to date figures, plus your projected figures for the remaining months of the set period, combined to show a Forecast total for the year as it stands. The Year to Date Tab - compares your projected Budget totals against your Forecast and Actual totals.

Each tab allows you to independently select which budget you want to look at in that particular tab. Changing the selected budget in one tab will not alter the selected budget in the other tabs. Note: you can hide/show these tabs by right-clicking on them and selecting the corresponding menu item

Budget Tab Tool Bar The tool bar consists of: Select Budget

This drop down box allows you to pick which budget (you may have some from past years) to view/edit. The 'pad lock' symbol by the name of the budget denotes if the budget has been Locked.


Create a New Budget

Click this button to create a new budget. After clicking this button the 'Create a new Budget' pop-up will appear:

Here you can set the: • •

Budget Name - the given name for the budget Start Date - the date for the start of your financial year

Lock Budget

This button allows you to lock a budget from editing. To unlock a locked budget you must use the Edit pop-up. Edit Budget

Click this button to edit the current budget. After clicking this button the 'Edit Budget Properties' pop-up will appear:

Here you can edit the: • • •

Budget Name - the given name for the budget Lock budget from editing - allows you to lock/unlock the budget from editing Archive budget - allows you to archive/un-archive the budget

Archiving Budgets

Archiving budgets is a way of hiding unwanted budgets from the budget drop down selector. If you have archived one or more budgets you will see a new item appear at the bottom of the budget drop down selector. You will see either: •

***Show archived Budgets*** - this item means that your archived budgets are currently hidden from view. Clicking on this option will cause the archived budgets to be shown. ***Hide archived Budgets*** - this item means that your archived budgets are currently visible. Clicking on this option will cause the archived budgets to be hidden from view.


If you see neither of these two items then you have no archived budgets to show or hide. Show/Hide decimal point

Clicking on this button will cause the figures after the decimal point to be hidden/displayed in the budget table. Delete 'Specified' Value

Clicking on this button will delete the value of the currently selected cell in the Budget_Table only if it is not a calculated value. Replace 'Specified' Value with 'Calculated' Value

Clicking on this button will replace the user specified value of the currently selected cell in the Budget_Table with the calculated 'sum' value. If the button is disabled then the selected cell is already equal to the calculated 'sum'. Adjust Period Values by Percentages

Click this button to adjust the period values for the currently selected row. After clicking this button the 'Set Period Values as a Percentage of Total' pop-up will appear:

The 'Set Period Values as a Percentage of Total' pop-up shows the amounts for all the individual periods along the top and the individual period's values as a percentage of the total . along the bottom. Each period has a 'slider' that allows you to increase or decrease the percentage of total value for the given period. As you move the slider up the percentage of total value for that period will increase as all the other periods decrease (and vise-versa). As soon as you edit a period's percentage value (either by using the slider or editing the percentage figure directly) that period will become locked. Locking a period means that its percentage value will not be altered when you adjust another period's value (which is


useful when you want to precisely set two or more period's values). You can lock and unlock periods via the check box above each period's slider bar. There are four buttons on the far right of the 'Set Period Values as a Percentage of Total' pop-up, these are: • • • •

Evenly Distribute - will evenly distribute the total amount amongst all periods (overrides any period locks) Apply - set the current period values into the budget and closes the pop-up. Reset - reverts the period values back to what they were when the pop-up first opened. Cancel - disregards the current period values and closes the pop-up.

Print Budget

Clicking on this button will take you to the Document Editor from where you can design and print the data currently being displayed in the Budget Table. Export Budget to CSV

Clicking on this button will bring up a 'file save' dialogue asking you to specify the name and location of the CSV file you wish to create. This file will contain all the data currently being displayed in the Budget Table.

Budget Table

The 'Budget Table' is linked with the 'Accounts' tree panel on the far left of the screen. Each row in the budget table corresponds to an account in the 'Accounts' tree panel. This is best illustrated by expanding and contracting the account groups in the 'Accounts' tree panel, as you do this you will see that the number of rows shown in the budget table grow/shrink to match the number of accounts in the 'Accounts' tree panel. The 'Budget Table' always consists of 13 columns, 12 periods and one total column. The first column represents the total yearly budget figure for the corresponding account. Total Column The total column always represents the sum of its corresponding 12 periods. Entering a value in the 'Total' column will cause this value to be distributed amongst each of the 12 periods (either evenly distributed if no values currently exist for any of these periods, or distributed using the existing weightings of the period column's current values). Period Columns The 12 period values for the lowest level (child) accounts in the 'Accounts' tree panel must be explicitly set by the user (either by manually setting each period value or setting a value in the total column that is automatically distributed amongst the 12 periods). The 12 period values for an account group in the 'Accounts' tree panel automatically displays the total sum value for all its child values of the same period. The period values for a group account can be explicitly set by the user (to override the default calculated value) but the system will warn you if the explicitly set value does not match the calculated sum value by turning the cell red.


Error (Red) Cells A cell that has a red background indicates that the value in this cell does not match the calculated sum of all its child values. To quickly resolve this issue you can select the cell in error and then press the tick icon in the tool bar to correct the value to is expected amount.

Forecast Tab

Each Forecast is tied to a particular Budget that it uses as the source for its starting values. Until the forecast's corresponding budget is locked the forecast remains uneditable. Once the forecast's budget becomes locked then the forecast's figures can be amended.

Tool Bar The tool bar consists of: Select Forecast for Budget

This drop down box allows you to pick which budget's forecast to view/edit. Show/Hide decimal point

Clicking on this button will cause the figures after the decimal point to be hidden/displayed in the forecast table. Delete 'Specified' Value

Clicking on this button will delete the value of the currently selected cell in the Forecast Table only if it is not equal to the original budgeted value. Print Budget

Clicking on this button will take you to the Document Editor from where you can design and print the data currently being displayed in the Forecast Table.


Export Budget to CSV

Clicking on this button will bring up a 'file save' dialogue asking you to specify the name and location of the CSV file you wish to create. This file will contain all the data currently being displayed in the Forecast Table.

Forecast Table Total Column The total column in the forecast table is never editable by the user. The total column's value will always be the sum of the period columns. Period Columns The value of a period column in the forecast table is date dependant (dependant on the date that the user is looking at the forecast). â&#x20AC;˘

â&#x20AC;˘

Before and during the period column's 'time frame' the column will display either the corresponding value from the (associated) budget or the amended (overwritten) value as set by the user in the forecast table. After the column's 'time frame' has passed the period column will display the actual balance for that account for the given period's 'time frame'.

For example: the 'Jan' period column's 'time frame' is from the 1st to the 31st of January The 12 period values of an account group are never editable by the user, their values will always be equal to the sum of their children. The 12 period values for the lowest level (child) accounts are editable by the user as long as the current date is not after the column's 'time frame'. For example: the period 'Jan' will be editable up to (and including) 31st January. From 1st February the period's values will not be editable


Year to Date Tab

This tab offers an overview of the (specified) period, year to date, and projected full year figures.

Tool Bar The tool bar consists of: Reporting on Period

This drop down box allows you to pick which period's 'actual' figures to compare against their 'forecast' and 'budget' values. for Budget

This drop down box allows you to pick which budget's figures to use in the Year to Date Table. Show/Hide decimal point

Clicking on this button will cause the figures after the decimal point to be hidden/displayed in the forecast table. Print Budget

Clicking on this button will take you to the Document Editor from where you can design and print the data currently being displayed in the Forecast Table. Export Budget to CSV

Clicking on this button will bring up a 'file save' dialogue asking you to specify the name and location of the CSV file you wish to create. This file will contain all the data currently being displayed in the Forecast Table.


Year to Date Table The 'Year to Date' table is a read-only report that brings together your budget, forecast and actual figures for the selected period, year to date, and full year projection. The 7 columns are grouped into three distinct areas: •

• • •

• •

Period (is defined as being from the first to the last date of the selected period) • Actual - The current actual value for the selected period Forecast - The value forecast for the selected period Budget - The budgeted value for the selected period Year to Date (is defined as the first date of your financial year to the last date of the selected period) • Actual - The current actual value from the start of your financial year to the last date of the selected period) Budget - The sum total of the budgeted values from the first period to the selected period) Full Year (is defined as the the first to the last date of your financial year) • Forecast - The sum of all the actual values up to the end of the last complete period that has occurred, plus the forecast figures for all the remaining periods in the year. Budget - The total budgeted figure for the year.


Management Reports Management Reports is an optional add on module to Business Accountz that provides the following functionality:

Standard Report Enhancements The Management Reports module extends the standard Trial Balance, Profit & Loss and Balance Sheet reports to include the extra 'Year to Date' and 'Last Year' balance columns. These columns will also appear in the Chart of Accounts and let you compare the current year with the previous year. With the Management Report module installed, you can also simulate a year end even if you have not yet created any. This gives you the ability to view comparison management reports without needing to physically close a year.

Additional Reports As well as enhancing the existing reports the Management Reports module also provides three additional reports: • • •

Aged Creditors Report Aged Debtors Report Uncleared Transaction Report

Trial Balance A trial balance is a complete list of your accounts that also shows each account's balance. Traditional systems require them, but they are not strictly necessary in open systems such as Accountz. However, if you use an accountant or bookkeeper, they may ask you for one. In which case: •

Open all the accounts in the Chart of Accounts so you can see every account.

Set the End Date in the Chart of Accounts to your financial year end date (leave the Start Date disabled).

Click on the Print Trial Balance button in the Chart of Accounts toolbar, choose the Trial Balance template, then click on the Document tab at the bottom to view and print your report.

Profit and Loss The Profit and Loss account shows you how much money your business has made or lost. You can create reports for any period from a single day up to your whole financial year by setting the Start and End Date in the Chart of Accounts. Note that you cannot create a Profit and Loss report for periods longer than your financial year or for periods that cross over year boundaries by un-ticking the Include Year Closing Transfers box. To see your profit and loss for a complete financial year set the End Date in the Chart of Accounts to your financial year end date (leave the Start Date disabled or make sure it is set to the first day of the financial year you want the report for). Then click on the Print Profit and Loss button in the Chart of Accounts toolbar, choose the Profit and Loss template, then click on the Design/Print tab at the bottom to view and print your report.


Balance Sheet The Balance Sheet represents the financial state of your business as it was on a specific date. That is, how much money there is in the bank, how much the business owes, how much is owed to the business, how much equity there is in the business (ie. how much is owed to the owners of the business) and how much profit or loss the business has made for the current period up to the date of the report. As is often said, it is a snapshot of your business at a certain point in time. You can make as simple or as detailed a balance sheet as you need by opening or closing different groups in the Chart of Accounts. At the very simplest level, you could show just the Assets, Liabilities and Equity groups (ie. close all sub-groups within each of the main groups). You can prove that the balance sheet actually balances by applying the standard accounting equation: Assets = Liabilities + Equity If you want to memorise this, use the acronym ALE. A more detailed (and typical) balance sheet will show the current asset and liability accounts in full but only the overall Profit and Loss account balance (the Profit and Loss account report will show the detailed view) together with the other Equity accounts. What matters is that you have complete control over the level of detail of the report. To view the report, set the End Date in the Chart of Accounts to your financial year end date (Important: leave the Start Date disabled).

Click on the Balance Sheet button in the Chart of Accounts toolbar, then click on the Design/Print tab at the bottom to view and print your report.


Aged Creditors Report

It is a list of unpaid purchase invoices ordered by period. The periods are 1-30 days, 31-60, 61-90, and 91+. You can set the date of the report via the Parameters option at the top. This is used to create a report as seen from a previous date and is typically used to recreate the creditors at your previous year end when submitting this report to your accountants.


Aged Debtors Report

The Aged Debtors Report is a list of unpaid sales invoices ordered by period. The periods are 1-30 days, 31-60, 61-90, and 91+. You can set the date of the report via the Parameters option at the top. This is used to create a report as seen from a previous date and is typically used to recreate the debtors at your previous year end when submitting this report to your accountants.


Uncleared Transaction Report Introduction

This is a list of all uncleared transactions. It includes a Parameter option so you can backdate the report to an earlier period. This report is typically generated at year end. Assuming normal use of the application, it will bring up a list of all uncleared transactions from your bank, credit card and other money oriented accounts.


Multi Currency Introduction The Multi Currency add-on module allows you to record a transaction's amount in both your base currency and a foreign currency. It is supplied as standard with the Professional and Enterprise versions of Business Accountz 2012, and as an add-on for Business Accountz Basic 2012 (and all older versions of Business Accountz). Upgrading to Business Accountz Professional / Enterprise 2012 versions will also unlock this feature.

Currency Columns With the Multi-currency option, 6 new foreign currency columns will become available in most of the tables. These are: • • • • • •

Currency Code: eg. EUR for Euro Currency Rate: user-set for the rate at the time of the transaction Currency Amount: the total amount including any taxes such as VAT Currency Amount less VAT: the total amount less VAT Currency VAT Amount: the VAT amount in the specified currency Currency Unit Price: the total amount of each unit if more than 1 is specified as a quantity

You can turn on all or any of these columns as necessary. Do this in one go before dragging them to the desired position in the table. Right click (or Command + Click on a one button mouse on a Mac) on any column header to add or remove columns from any table. You will also need to add these to an invoice if you need to invoice in another currency. The best idea is to set up a new invoice template from the menu option File > Documents > Invoices. Select a suitable template, then click on the button on the bottom right. Give the template a new name (eg. Euro Default Invoice) so it is easy to select it in the future. If you have a foreign currency account, you can open it in current assets and view all currency transactions by turning on the new currency columns in the right hand panel. Foreign currency transactions can directly affect your base currency bank account, or a specific foreign currency account All balances are displayed in the Chart of Accounts in your base currency.

Base Currency All values in the default currency columns (such as 'Total Amount' and 'Unit Price') are said to be in your Base Currency. You do not need to specify to the system what your base currency is as long as you ensure that all transaction amounts represent the same 'base' currency.


Payroll Menu: 'File->Payroll'

Contents • •

1 Introduction 2 Component Layout • 2.1 Authentication Panel • 2.2 Specify Accounts Involved • 2.3 Payroll Run Table 3 Importing a payroll run • 3.1 Requirements • 3.2 Downloading a Payroll Run

Introduction Business Accountz now supports downloading your PAYE transactions from third party payroll providers.

Component Layout

The payroll screen is made up of the following sections: • • •

Authentication Panel - located at the top left of the screen Specify Accounts Involved - located at the top right of the screen Payroll Run Table - located in the bottom half of the screen

Authentication Panel The authentication panel is where you must enter your username and password that you used to login to your third party payroll application.


Specify Accounts Involved Importing a payroll run involves creating three types of transaction in your green books: • • •

HMRC Payments - payments you make to the government Non-HMRC Payements - payments you make to other non-government organisations (such as pension providers) NET Wages - payments you make to your employees

In this panel you can control for each type of transaction which account the money comes from and which account the money is transferred to.

Payroll Run Table The payroll run table lists all the payroll runs that have already been imported into the application. The columns of the table are: • • • • •

Imported On - the date the payroll run was imported into the application Payroll Id - the unique id of the payroll run Payroll Date - the date the payroll was actually run Total Employee Net - total amount of Net pay paid to your employees Total Employee Tax - total amount of Tax paid for your employees

Importing a payroll run Requirements To use the payroll component you need to have an account with ThePayrollSite.co.uk. Please contact them directly for help on setting up an account.

Downloading a Payroll Run To download a payroll run simply press the Download Payroll button found on the top right of the Payroll Run Table. Once the download is complete you should see a notification appear and a new row will of been added to the Payroll Run Table. You can also view all of the transaction created for any imported payroll run by going to the green books and selecting the 'Payroll' View


Product Management Contents • •

1 Introduction 2 Top Table Panel • 2.1 Default Columns • 2.2 Hidden Columns 3 Bottom Tab Panel

Introduction Product Management, is a licence add-on available to Enterprise users only. This functionality enables you to keep track of your stock items. You can name your stock items and record reference, barcode and price against each item. You can view a history by stock item of all sales and purchase transactions, showing the purchasing and selling price for every transaction, as well as any quotes received or purchase orders sent. The history also shows the volume of stock left in the business, plus the running balance of the price you purchased or sold at, and your gross margin. Once you licence the software for this functionality, the Product Management icon becomes available for selection in Main Component Toolbar. It can also be selected from the main menu item Sales>Product Management.

The screen is split into two horizontal panels. • •

The top table panel contains a spreadsheet type overview of all your stock items. The bottom tab panel offers a detailed breakdown for the selected stock item.

By default the bottom panel is completely docked to the bottom edge of the screen. To make the bottom panel visible you can either


click and drag the separation bar up or click on the 'Expand/Contract' button

on the right-hand side of the separation bar.

When you select a 'Product' in the top table panel all the contents of the bottom tab panel change to reflect the selected product.

Top Table Panel Above the table are the following buttons: Select Current View Allows you to change the View that is currently in use by the table.

• •

Toggle View Editor Panel Show/hides the View Editor Panel that allows you to edit the current View or create/delete a View

Search Shows/hides the table's Search Panel that allows you to search for key words (or amounts) in the current table.

Create Product – create a new product

Delete Product– hides the currently selected Product from view (create a new View to show all deleted products if you wish to un-delete any of the deleted products)

Print– opens the Document Designer so you can select or design a suitable template for printing the current table of filtered transactions

Export as CSV File - opens a filer window so you can export the current table in a format suitable for loading into a spreadsheet (i.e. Comma Separated Values)

Default Columns By default this table displays the following columns: • • • • • • • •

Name – the name of the product Reference – a reference value for the product Description – any descriptive text Barcode – the barcode string of the product Notes - a place to record any additional notes about this product Price - the price for this product excluding VAT VAT Code – the default VAT code to use for transactions involving this product Currency - This component is an optional 'add on' and is not available as standard. This component can be purchased separately from accountz.com web site – the default currency code to use for transactions involving this product Price Total - the price for this product including VAT

Hidden Columns Below is a list of columns that are hidden by default but are available to be added: • • •

Deleted – signifies if this product has been deleted or not. ID – the unique system defined identifier for the product Import ID - If the product has been imported, this details the source document and time/date of import


Bottom Tab Panel The lower screen panel offers a detailed view of the currently selected product. There are six of tabs available for selection: • •

Details - shows the individual item’s product details as entered in the top panel. Sales - offers the same functionality as the Sales Transaction table but only shows sales transactions that involve the currently selected product Quotations - offers the same functionality as the Quotations table but only shows quotation transactions that involve the currently selected product Purchases - offers the same functionality as the Purchase Transaction table but only shows purchase transactions that involve the currently selected product Orders - offers the same functionality as the Purchase Order Transaction table but only shows purchase order transactions that involve the currently selected product History - shows all sales and purchases relating to currently selected product in a single view. At the bottom of the table you will see a total balance for sales and purchases, and a quantity balance showing your current stock levels for this item. There is also a ‘Running Balance’ column which will show your Gross Margin, i.e. the difference between your sales and purchases.


Project Management In this component you can create new projects and you can associate sales and purchases with that project so you can create mini P&Ls for that project. Go to Chart of Accounts and click on the third option down 'Project Management'.

This will take you to a new window called 'Project Management'.

Click on the green icon with the little '+' on it (Mouse tip = Create new Project) outlined in red above.


This introduces a new transaction line. Write the Project name in the Name Column e.g. Project X (outlined in green below) (could be, say, '1 Acacia Avenue') you can also add in here a Reference, Description, Notes etc., etc. Remember to press 'Enter' on the keyboard to 'save' the name.

Now go down the bottom of that window and open up the lower panel so that you can can track everything you have done within this project (Project X). To open up the lower panel go down to near the bottom of the page (in the above screenshot see the yellow outlined area) and hold your mouse over the bar where it says Project: Project X until it turns into a double headed arrow. Once your mouse cursor has become the double headed arrow click on it and then drag the little arrow upwards and you should then find the Project lower panel appears as here:


We now need to associate our transactions with that project. Start in the Purchases (red books) component. To associate our transactions with the project you will need to turn on the extra column called 'Project' in all the relevant tables (please see the following newsletter: [1] for how to turn on extra columns). In the Purchases (red books) component start typing in e.g. 'Project X' in the Project column. It should now be there for you to choose. Select it. Remember to press 'Enter' on the keyboard to 'save' the name.

Do the same for any relevant Sales Transactions (blue books).


Do the same for any relevant transactions in the Transfers (green books). Now we need to go back to the Project Management area. To do this go to 'Chart of Accounts' and click on the third option down 'Project Management' again. Down in the lower panel of the Project Management area you can now click between the Sales, Purchases and Transfers tabs and you should see all your associated transactions. Click on the tabs Account Balances>Balances to see the mini Chart of Accounts/mini P&L for this project. You will also be able to see the entries for this project by clicking on the Entries tab.

prova volantino  

claim_claim

Read more
Read more
Similar to
Popular now
Just for you