AWARE Finance User Manual Rough Draft
Final Release
Finance
Copyright Notice All terms mentioned in this document that are known to be trademarks or service marks are duly acknowledged. Exactus® Inc. cannot attest to the accuracy of this information. Use of a term in this document should not be regarded as affecting the validity of any trademark or service mark.
© Copyright 2009 Exactus Inc, All rights reserved
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NO WARRANTIES OF ANY NATURE ARE EXTENDED BY THIS DOCUMENT.
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Any product or related information described herein is only furnished pursuant and subject to the terms and conditions of a duly executed agreement to purchase or lease equipment or to license software. The only warranties made by Exactus Inc, if any, with respect to the products described in this document are set forth in such an agreement. Exactus Inc cannot accept any financial or other responsibility that may be the result of your use of the information in this document or software material, including direct, special, or consequential damages. You should be very careful to ensure that the use of this information and/or software material complies with the laws, rules, and regulations of the jurisdictions with respect to which it is used. This document is not a contract and does not create any representations or warranties by Exactus Inc. All applicable representations, warranties and covenants are contained only in the applicable agreement signed by the parties. The information contained herein is subject to change without notice. Revisions may be issued to advice of such changes and/or additions.
© 2009 Exactus Corporation
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Table of Contents Preface ..................................................................................................... 6 Purpose of this Manual....................................................................................................................... 6 Intended Audience .............................................................................................................................. 6 Related Documents............................................................................................................................. 6 Document Conventions ...................................................................................................................... 6 Version History .................................................................................................................................... 7
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Compliance .......................................................................................................................................... 7 Comments ............................................................................................................................................ 7
Overview .................................................................................................. 8 Product Overview ................................................................................................................................ 8
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System Overview .............................................................................................................................. 10 Hardware and Software requirements .............................................................. 10 Accessibility ...................................................................................................... 11 Main Menu ......................................................................................................... 11 File menu .......................................................................................................... 12 Login As ............................................................................................................................................. 12
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Change Password ............................................................................................................................. 12 Toolbars ............................................................................................................ 13 SheetBar............................................................................................................................................. 13 Operations Menu and Keyboard Shortcuts ........................................................ 14 Window Menu ................................................................................................... 15 Help Menu ......................................................................................................... 16
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Selecting Date and Time.................................................................................... 16 Searching Records ............................................................................................ 16
Accounts Masters .................................................................................. 18 Masters ............................................................................................................. 20 A/C Tree.............................................................................................................................................. 20 Bank Code Setting ............................................................................................................................ 20 Expense Type .................................................................................................................................... 22 Budget A/C Group ............................................................................................................................. 23 Budget A/C wise ................................................................................................................................ 24
Transactions ..................................................................................................... 26 Cheque Payment ............................................................................................................................... 26 Cheque Receipt ................................................................................................................................. 28
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Finance Petty Cash Payment.......................................................................................................................... 29 Cash Receipt...................................................................................................................................... 31 Journal ............................................................................................................................................... 32 LPO ..................................................................................................................................................... 33 Purchase ............................................................................................................................................ 35 Service Invoice .................................................................................................................................. 37 Sales ................................................................................................................................................... 39 Debit Note .......................................................................................................................................... 41
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Credit Note ......................................................................................................................................... 42 PDC Journal ....................................................................................................................................... 45 Clear PDC ........................................................................................................................................... 46 Year End JV ....................................................................................................................................... 47
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Bank Reconciliation .......................................................................................................................... 48 Cancel Bank Reconciliation ............................................................................................................. 49 Allocate Un- Allocated ...................................................................................................................... 50 Bank Remittance ............................................................................................................................... 51 Cheque Deposit Slip ......................................................................................................................... 53 Assets ............................................................................................................... 55
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Asset Group ....................................................................................................................................... 55 Asset Brand ....................................................................................................................................... 57 Asset Register ................................................................................................................................... 58 Monthly Depr. Allocation ................................................................................................................. 61 Asset Reports .................................................................................................................................... 62 Prepaid.............................................................................................................. 63
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Prepaid Register................................................................................................................................ 64 Monthly prepaid Allocation .............................................................................................................. 65 Prepaid Reports ................................................................................................................................ 66
Reports ................................................................................................... 67 Transactions ..................................................................................................... 68 Cheque Payment ............................................................................................................................... 68 Receipt ............................................................................................................................................... 69 Cash Payment receipt....................................................................................................................... 69 Journal ............................................................................................................................................... 70 Purchase ............................................................................................................................................ 70 Debit & Credit Note ........................................................................................................................... 71 Sales ................................................................................................................................................... 71
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Finance Transaction query ............................................................................................................................. 72 Detailed Reports ............................................................................................... 76 Ledger Basic ...................................................................................................................................... 76 Ledger Job ......................................................................................................................................... 77 Statement of A/C ............................................................................................................................... 78 Outstanding Statement..................................................................................................................... 80 Expense Detailed Report .................................................................................................................. 81 Credit Limit Info ................................................................................................................................. 82
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Ageing ............................................................................................................... 83 Period Wise ........................................................................................................................................ 83 Month Wise ........................................................................................................................................ 85 Trial Balance ..................................................................................................... 86
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First Group ......................................................................................................................................... 86 Second Group ................................................................................................................................... 87 Third Group........................................................................................................................................ 87 A/c Wise ............................................................................................................................................. 88 PDC Reports ...................................................................................................... 89 Cheque Date wise ............................................................................................................................. 89
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Cheque Bank wise ............................................................................................................................ 90 Reconciled Statement....................................................................................................................... 90 Pending Reconciliation .................................................................................................................... 92 Budget Comparison ........................................................................................... 92 Budget A/c Group ............................................................................................................................. 92 Budget A/c Wise ................................................................................................................................ 93
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Profit and Loss .................................................................................................. 94 Profit and Loss .................................................................................................................................. 94 Job Wise P & L .................................................................................................................................. 96 Income EXP Analysis........................................................................................................................ 96
Balance Sheet ................................................................................................... 98
Utilities ................................................................................................... 99 Accounts Utility ................................................................................................. 99 Setup ................................................................................................................................................ 100 Document Setup .............................................................................................................................. 103 P&L Setup ........................................................................................................................................ 105 Balance Sheet Setup....................................................................................................................... 106 A/c Status Change .......................................................................................................................... 107
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Finance Parent A/c Setting ........................................................................................................................... 107 Cheque Print Design ....................................................................................................................... 108 Audit Report..................................................................................................................................... 110
Troubleshooting tips and FAQ’s........................................................... 111 Glossary ............................................................................................... 112 Support Information ............................................................................. 113 Appendix .............................................................................................. 114
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Accounts Masters ........................................................................................................................... 114 Reports ............................................................................................................................................. 115 Utilities ............................................................................................................................................. 115
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Index .................................................................................................... 116
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Preface
Purpose of this Manual
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This Document describes the process flow, functionality and step by step procedures to be utilized in ensuring and working with AWARE Finance.
Intended Audience
Related Documents
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All the Users working or implementing the application are the intended audience and will be provided with this document for reference.
All the documents are available online in both printed (PDF) and online (HTML) formats.
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Online Help Files: An online help is integrated with the application and the help is provided for each context or window of the application
Document Conventions
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In this manual, certain words are represented in different fonts, typefaces, sizes, and weights. This highlighting is systematic; different words are represented in the same style to indicate their inclusion in a specific category. The below table illustrates the typographic conventions used in this manual. Style
Elements
Blue text
Indicates links and cross references
Black boldface
User interface elements such as button names and menu items
Italic
Document titles, glossary terms, and occasional emphasis
Courier new font
Commands, filenames, URL’s, Directories, and paths
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Finance e Style
Elements Indicates Note A note pressents informaation that is i important, but not hazzard‐related. Indicates Im mportant An importaant notice con ntains inform mation essential to o operation o of the software.
Version n History y
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Modified d by
25th February 2009 9
Virender and Shravan
Conce eptual overviiew, information design, Devellopment of o outline content , Maintain n style
27th February 2009 9
Shravan, Shilpa and Stephen
Added content, caaptured scree en shots for Accou unt Masters, Reports, Utiility.
5th March 2009 9
Shilpa and Stephen
Drafte ed content, s steps and fields descrription, maste er pages
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Comments
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Date e/Release
March 2009 9 Shravan a and Stephen
Virender and Stephen n
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08th April 2009
Added visio diagrrams and rough draft releasse Releaased Final Verrsion updated reviews
Compliiance
Definition ns, documentt template, a acronyms use ed in this doccument will fo ollow IEEE sttandards and Documen nt content, prrocedures fo ollows Microssoft manual o of style for Te echnical publication.
Comme ents
Every effo ort has been made to enssure the accu uracy of the D Document. If you have comments, questionss, or suggestions regardin ng the docum ment contactt our docume entation supp port: info@exaactus.net
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Overview
Product Overview
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Aware Finance, a product of exactus Corporation, is simply the most cost‐effective financial accounting software product available today. Aware Finance is windows‐based financial accounting software covering financial accounting, order processing, user‐configurable invoicing, document printing, reports etc. The main principle of Aware Finance is to mange accounts, reconcile the existing records with the real‐time and generate reports for business analysis and forecast.
Features of Aware Finance
Aware Finance is a robust financial accounting software system that will help you organize your business's financial future. It contains all the features you would expect from a complete business and inventory management package as well as a robust accounting core. It includes: •
Accounts Management: Provides straight‐forward access to all the aspects of your accounts, where you can:
Manage your account tree, create new accounts and rename/renumber accounts as required
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Create, edit and manage Customers, Customer contacts and customer ship to addresses
Print or export details of Sales Orders/ Delivery Slips/ Invoices/ Receivables
Manage customer product returns. Create Credit/Debit notes
Reconcile accounts with the actual bank statements and generate reports
Make and manage deposits after you receive your payments.
Document Management
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Reports
Allows you to create sales orders, invoices, credit/debit notes, and purchase orders, journals.
Aware Finance provides 40 extensive reports for you to manage your business. Everything from account listings, transaction summaries, aging detail, trial balance, balance sheet, Budget Comparison, general ledger and many more.
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Customer Management
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Create, edit and manage Customers, Customer contacts and customer ship to addresses.
Benefits
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Finance professionals demand robust applications that deliver real operational and analytical benefits. As finance executives come under increasing pressure, Aware Finance is the right financial accounting application which can provide‐ •
The ability to change and grow the organisation without having to add more accounting staff
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Easier access to information held in the accounting system, allowing managers to react quicker and run the business more effectively
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Full integration with other business management and information systems improving functionality and lowering risk
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A quick return on investment due to ease of system set‐up, reduced re‐keying and improved processes and maintenance
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Enhanced security and control.
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System Overview Aware Finance software has been designed as per the usability in financial/accounts system which in fact, require a systematic approach in its functionality. For user convenience, the aware functionality is categorized into 5 main divisions‐
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Masters: It is where you define your chart of accounts and budgeting years Transactions: All the transaction details such as receipts, sales, purchases etc are exercised here Assets: All the asset details such as depreciation value, asset properties, brand etc are stored here Prepaid: Apart from transaction, if there are any prepaid payments, they are identified here Reports: Generate summarized/detail reports on each transactions or details.
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• •
Hardware and Software requirements Resource
Minimum Requirements
CPU
Need your information
Operating System
RAM
Hard Drive Space
Video Adapter
Printer
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Finance e
Accesssibility Login is aa combination n of informattion that auth henticates usser identity. T This process will determin ne whether or not the usser has the au uthority to acccess the acccount. If userr fails to login n, contact the e administrrator to know w whether th he account is active or hass been chang ged.
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When you u double clickk the Aware FIN icon, Aw ware Logon sccreen is displlayed.
Figure 1: Login Scre een
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User need ds to enter a valid user naame and passsword in the User ID and Password te extbox along g with the corresponding Server and Dattabase name.. Click Login button to ge et logged in.
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If User ID and Passworrd did not maatch then, user cannot proceed for furrther operatiion
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User ID an nd Password are case‐sen nsitive i.e., aw ware and Awaare are two d different User IDs
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If the userr couldn’t ablle to enter th he valid User ID and Passw word for morre than 3 time es, the login s screen autom matically term minates. And the user has to again dou uble click the e Aware TPM M icon to go to the Login n screen.
Main M Menu
Aware Fin nance is desig gned with a c classical men nu items whicch looks famiiliar for all kin nds of users. These me enu items are e arranged acccording to th he working p principle of A Aware Finance e. They are as follows:
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Finance File: Start‐up menu to change the login user and customize password Activities: Process all kinds of activities related to managing accounts and transactions Utilities: Design your document papers, invoices etc… Reports: Generate various reports for each kind of transactions Window: Customize settings of the application view
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Help: Support and guidelines for effective usage of Aware Finance.
File menu
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In File menu, you can login as a different user. You can also change the password of the user account accordingly.
Login As
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Depending on the user management, you can change your login form to a different user.
Change Password
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To ensure better security and integrity of your data, changing password is a best practice. In order to change the password, enter the old password and enter/Re‐Enter the new password in the respective fields and click OK.
Figure 2: Changing Password
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Finance
Toolbars Toolbar is a panel under the main menu which gives you an easy access to the commonly used items. These items are shown in form of icons for better understandability of their usage.
SheetBar
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SheetBar is one of the toolbars providing options which can be used to make any actions to a given data. This includes creating new task, cancel a task, save data, print data etc….
Icon
Usage New
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Delete/cancel
Save
To modify
To find
To Download or upload
Undo
Print Setup
To open online Help
To close or exit
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Overview
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Finance Field
Description
A/c Code A/c Code
Unique Account Code
A/c Name
Name of the Account
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To create new Expense Detailed Report: 1.
Under the Date section, enter the From and To dates.
2.
Select one of the radio buttons: Exp Detailed Ledger
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Exp Analysis
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Expense Allocation Summary (Subtype wise)
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Expense Allocation Summary (Exp Code wise).
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Credit Limit Info
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Credit Limit refers to the maximum amount of credit that a bank will allow a card holder to borrow on a single card.
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Under the Account Reports, click Detailed Reports and select Credit Limit Info.
Figure 69: Credit Limit Information
Field
Description
A/c Code A/c Code
Unique Account Code
Reports
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Finance Field
Description
A/c Name
Name of the Account
Ageing Period Wise
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In this section, information related to account details is gathered on a particular period. A report is generated on the fetched details.
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Under the Account Reports, click Ageing and select Period wise.
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Figure 70: Period wise
Field
Description
INV Date wise
Ageing based on invoice date wise
Due Date wise
Details due date wise
Date
As on
Updated ageing as on current date
Option
Summary
It gives only brief description about ageing
Detail
Detailed description about ageing
Reports
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Finance Field
Description
Age 1,2,3,4
Ageing details based on period wise
Outstanding List
Select to generate Outstanding List
A/c Code Unique code assigned to bank account
A/c Name
The name of the individual or entity on the bank account
To create new Period wise report: Select either of the radio buttons:
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A/c Code
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INV (Invoice) Date
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Due Date wise.
Under the Date section, select or type the date in As on spin box.
3.
Under the Option section, select either of the radio buttons:
4.
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2.
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Summary
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Detail.
Enter the Period wise Age details in the following fields: Age 1
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•
5.
•
Age 2
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Age 3
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Age 4.
Select the Outstanding List check box.
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Month Wise
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Under the Account Reports, click Ageing and select Month wise.
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Figure 71: Monthly wise
Field
Date From/To
Specifies the validation period of the document
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Option
Description
Summary
Brief description about ageing
Detail
Detailed description about ageing (Monthly wise)
A/c Code
It is a bank account number
A/c Name
Name of the account
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A/c Code
To create Month wise report: 1.
Under the Date section, enter the From and To dates.
2.
Under the Option section, select either of the radio buttons: •
Summary
•
Detail.
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Trial Balance Trial balance is a worksheet listing the balance at a certain date, with credit and debit details. In trail balance, you can make reconciliation of credit and debit balance. Using these details a report is generated with respective to the results obtained for the balance sheet. Under the Account Reports, select Trial Balance.
First Group
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Under the Account Reports, click Trial Balance, select First Group.
Figure 72: First Group Trial Balance
Field
Dates related to First group trial balance
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Date From/To
Description
Group2 Codes L2 Code
A unique L2 code of first trial balance
Description
Description for every group code
To create First Group Trial Balance, Under the Date section, enter the From and To dates.
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Utilities
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Utilities are used for managing and updating the account details. Using utilities, the stock exchange transfer details can be viewed and update or set few account utilities.
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Figure 87: Utilities
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Accounts Utility
Account Utility refers to set of services provided by the organization. The Figure below shows the list of utilities which allows you to set the account details before print action is performed.
Figure 88: Account Utilities
Utilities
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Finance Field
Description
A/c Code
Related account code
A/c Name
Name of the account
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Enter the Account Code in A/c Code field or you can search for the existing Account code, click the search icon. A search window appears from which select appropriate A/c Code and click Select, which updates A/c Code and Descriptions fields. Refer Figure 94.
Figure 96: Searching Account Code
Cheque Print Design
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Using this option, you can identify the various elements of a cheque and position those fields on a scanned image of a physical cheque.
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Under Account Utilities, select Cheque Print Design.
Figure 97: Cheque Print Setup
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Finance Field
Description
Template
Template code used to identify the template
Template Assign To Bank Mention the template number which is assigned to the bank Size Size of the cheque Number of cheques selected
Chq Image File Name
Provide the path for the image used in cheque Specify the width of the cheque
Cheque width in inch
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To create a new setup to print the cheque:
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Selected
Enter a Template code in the field.
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The existing template can be used using the search icon. Select the template from the search window and click Select. Refer Figure 96.
Figure 98: Searching for Template
2.
Enter a Template Assign to Bank code in the field.
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To find existing Template Assign to Bank, click the search icon. A search window appears select the Template and click Select. Refer Figure 97.
Figure 99: Searching Template assign to bank
1.
2.
Select the Size of the Cheque from the drop down list. Choose either of the radio buttons: a. Yes b. No.
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Appendix Accounts Masters Description
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Keywords Bank code
It is a code assigned by bankers association in a country
Expense Type
The transaction where the payments were done through a bank account. Here, you can assign the transaction bank a/c details, exchange rates etc…
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Cheque Payment
A financial account with a banking institution, recording the financial transactions between the customer and the bank and the resulting financial position of the customer with the bank
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Bank Account
It is often a small amount of discretionary funds in the form of cash used for expenditures.
Account Code
The code to identify all kinds of accounts.
Journal
Currency code
A three letter code representing the currency of a particular country
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Petty Cash Payment
Exchange rate
An exchange rate is the current market price for which one currency can be exchanged for another
Invoice
A business document detailing goods or services provided and requesting payment
Recon Number
Swift Code
The swift code of a bank is an alphanumeric code that uniquely identifies your financial institution
Beneficiary Account
A beneficiary account holder is legally entitled for all rights and liabilities attached to the securities. (i.e., equity shares, debentures, government
Appendix
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Finance Keywords
Description securities, etc.) held in that account
Asset Account Code
Asset Brand Code
Asset Accounting code is used for identifying the Accounts. Significance of asset accounting lies broadly in different areas such as self Built, Purchased…
Activity
Activity Group
Keywords Base Currency
Description
Base Currency is identified as a currency of a particular account. Local Currency is identified as a currency used by the company. The Account represents increase in liability or reduction of asset
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Local Currency
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Reports
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Asset Group Code
Credit Account
Debit Account
The Account represents reduction of liability
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Utilities
Keywords
Insurance
Registration
Financial Period
Description
Protection against a specific loss over a period of time that is secured by the payment of a regularly scheduled premium
Fine
The period of time specified as such in the Financial Regulations
Template
Template Assign To Bank
Appendix
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Index
A
B
C
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Filter, 17 Filter Check Box, 17 First Group, 94
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Intuitive Type Bar, 17 Invoice amount, 81 invoice number, 37 ITB. See Intuitive Type Bar
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Cash receipt, 32 Cheque No, 56 Cheque Payment, 27 Cheque receipt, 29 Close/Exit, 15 Credit note, 43 currency, 33
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Debit & Credit Note, 76 Debit note, 42 Delete, 14 Depreciation Percentage, 57 Detail, 91 Download Button, 17 download formats, 17
on‐line help, 16 Online Help Files, 6
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P&L Setup, 116 PDC Reports, 98 Petty Cash, 30 Print, 15 Print Button, 17 Profit and Loss, 103 purchase, 36
Help, 15
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Balance Sheet, 108 Balance Sheet Setup, 117 bank account number, 47 Bank Codes, 21 Bank reconciliation, 49 Basic Currency, 87 Budget Account, 24 Budget Comparison, 102 Budget Group A/C, 26
exchange rate, 36, 37 Expense Allocation Summary, 89 Expenses, 23
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Account Masters, 19 Account Tree, 21 Accounts Utility, 111 Amount, 68 Asset Brand, 60 Audit Report, 123
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Job Confirm Date, 85 Journal, 33, 75
R
Reconciliation, 101
S sales, 40 Save As, 14 Second Group, 94 Service Invoice, 38 Setup, 111 Summary, 91 Swift Code, 54, 112
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Ledger Basic, 84 Limited Purchase Order, 34 Local Currency, 87
M
Modify, 14 Month, 66
N New, 14
Index
T Template, 122 Third Group, 95 transaction, 27 Trial Balance, 94
U Undo/Cancel, 15 Utilities, 110
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Finance e 6320 Canoga C Avenue
Woodland Hills, CA A 91367
Email: sales@exacttus.net
www w.exactus.n net
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