CNET_ERP Accounting Management Course # 2505. Contents Setting up CNET_ERP Accounting CNET ERP...
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Transcript of CNET_ERP Accounting Management Course # 2505. Contents Setting up CNET_ERP Accounting CNET ERP...
CNET_ERP CNET_ERP Accounting Accounting
ManagementManagement
Course # 2505
ContentsContents
Setting up CNET_ERP AccountingSetting up CNET_ERP Accounting
CNET ERP Accounting ArchitectureCNET ERP Accounting Architecture– Source DocumentsSource Documents– Journals PostingJournals Posting– LedgerLedger
Reconciliation and auditingReconciliation and auditing
Closing and ReportingClosing and Reporting
Setting up CNET_ERP Setting up CNET_ERP AccountingAccounting
Part OnePart One
Setting up CNET_ERP Setting up CNET_ERP AccountingAccounting
1.1. Maintain Global System Library (GSL)Maintain Global System Library (GSL)
2.2. Maintain Chart of AccountMaintain Chart of Account
3.3. Setup accounting PeriodSetup accounting Period
4.4. Default account settingDefault account setting
5.5. Account integrationAccount integration
6.6. Beginning balanceBeginning balance
7.7. Proof reading and checking settingProof reading and checking setting
Maintain Global System Maintain Global System Library (GSL)Library (GSL)
1.11.1
Company setupCompany setup
Company NameCompany Name
TIN NoTIN No
VAT NoVAT No
System TypeSystem Type
AddressAddress
Global System Library (GSL)Global System Library (GSL)
Items - Items - Non processed raw materialNon processed raw material
Products – Products – Processed value added ProductProcessed value added Product– Finished Product and None finished Product.Finished Product and None finished Product.
Customers – Customers – Buyers, Guests, Patients…Buyers, Guests, Patients…
Suppliers – Suppliers – Seller, vendors, providerSeller, vendors, provider
Employees – Employees – Workers of the organizationWorkers of the organization
Miscellaneous – Miscellaneous – VariousVarious
Global system library illustrationGlobal system library illustration
Sales Module FBM ModuleAccounting ModuleInventory Module
• Customer• Item• Product• Employee
•Item•Product
•Customer•Supplier•Employee
• Supplier• Item• Product• Employee
Global System Library (GSL)
Item/ProductsItem/Products
GeneralGeneral
Price listPrice list
Supplier list (Only for item)Supplier list (Only for item)
Balance listBalance list
Specification listSpecification list
Catalogue listCatalogue list
PackagePackage
AdvancedAdvanced
Master recordMaster record– Medicine, Book, Electronic, Garment, Medicine, Book, Electronic, Garment,
Customer/SupplierCustomer/Supplier
GeneralGeneral
AddressAddress– Local AddressLocal Address– International AddressInternational Address
AdvancedAdvanced– PicturePicture– TranslatorTranslator
EmployeeEmployee
GeneralGeneral
AddressAddress– Local AddressLocal Address– International AddressInternational Address
AdvancedAdvanced– PicturePicture– TranslatorTranslator
MiscellaneousMiscellaneous
BankBankTaxTaxMessageMessageLookupLookupTableTableItem categoryItem categoryStoreStoreExchange rateExchange rate
DepartmentDepartmentCartCartPeriodPeriodCommissionCommissionFontFontFixed Asset ClassFixed Asset ClassCost factorCost factor
Methods of Maintaining GSLMethods of Maintaining GSL
Automatic Automatic (Using data migrator)(Using data migrator)– From Excel (Standard formats)From Excel (Standard formats)– From Pervious version of CNET_ERP V.4.0From Pervious version of CNET_ERP V.4.0– During SynchronizationDuring Synchronization– Fast RegistrationFast Registration
Manual maintenanceManual maintenance– All GSL maintenance are found on maintain All GSL maintenance are found on maintain
main menu.main menu.
Maintain historyMaintain history
Methods of editing GSLMethods of editing GSL
From maintain dialogue boxFrom maintain dialogue box– Must select the GSL to editMust select the GSL to edit– Make changes and saveMake changes and save
From editing listFrom editing list– Excel like sheetExcel like sheet– Has searching criteriaHas searching criteria– Multiple editing at onceMultiple editing at once– Takes effect after savedTakes effect after saved
Edit historyEdit history
Maintain Chart of AccountMaintain Chart of Account
1.21.2
Chart of accountChart of accountCNET_ERP Accounting follows A tree structure / CNET_ERP Accounting follows A tree structure / parent-child structure.parent-child structure.Account typeAccount type– Control accountControl account
Subsidiary accountSubsidiary account
Standard account types are provided in the system Standard account types are provided in the system dictionary.dictionary.All transaction are made at subsidiary levelAll transaction are made at subsidiary levelCoding standardCoding standard– Max 6 digit for Control Max 6 digit for Control – Max 6 digit for subsidiaryMax 6 digit for subsidiary– Select separator from special characterSelect separator from special character
““-,_,*,+,.,/,\,|, space,<,>,^,@,!,#,$,%,&,{,[,],},:,;,”,’,.-,_,*,+,.,/,\,|, space,<,>,^,@,!,#,$,%,&,{,[,],},:,;,”,’,.
– Max total code length <= 13 “100010-300040”Max total code length <= 13 “100010-300040”
Maintain Chart of AccountMaintain Chart of AccountCash AccountCash Account
– On hand, at bank, pity cash, purchaser …On hand, at bank, pity cash, purchaser …
Revenue AccountRevenue Account– Item categories, room, board, add. Charge…Item categories, room, board, add. Charge…
Expense AccountExpense Account– General, utility, maintenance, departments…General, utility, maintenance, departments…
Account payable (A/P account)Account payable (A/P account)– Suppliers, vendors…Suppliers, vendors…
Account receivable (A/R account)Account receivable (A/R account)– Customers, Agents, Dealers…Customers, Agents, Dealers…
Tax accountTax account– VAT, Withholding, Income tax ...VAT, Withholding, Income tax ...
Default AccountsDefault Accounts
1.3 Setup accounting Period1.3 Setup accounting Period
Ethiopian or European PeriodEthiopian or European Period
Number of periodNumber of period– Can be 12, 24, 36, 48Can be 12, 24, 36, 48
Set a Starting DateSet a Starting Date
Automatically generate accounting Automatically generate accounting periods.periods.
Default account settingDefault account setting
1.41.4
Default Account SettingDefault Account SettingSalesTaxSalesTax VATVAT
SalesDiscountSalesDiscount DiscountDiscount
AdditionalChargeAdditionalCharge Service chargeService charge
CashAtBankCashAtBank Checking accountChecking account
CashAtHandCashAtHand Main cashierMain cashier
AccountPayableAccountPayable A/PA/P
AccountRecivableAccountRecivable A/RA/R
WithHoldingReceivableWithHoldingReceivable
WithHoldingPayableWithHoldingPayable
PettyCashPettyCash
Default Account SettingDefault Account SettingSalesSales RevenueRevenueInventoryInventory StockStock
CostOfSalesCostOfSales Cost of salesCost of salesIncomeTaxIncomeTax
OtherIncomeOtherIncome
PurchaseDiscountPurchaseDiscountGoodsInTransitGoodsInTransit GITGIT
DamagedExpenseDamagedExpense BreakageBreakageWorkInProcessWorkInProcess WIPWIPDepreciationExpenseDepreciationExpense
Account IntegrationAccount Integration
1.51.5
Account integration chartAccount integration chart
Item/Product
Customers
User/Cashier
Bank/Credit card
Suppliers
Room/Board
Cost of sales
Account Payable
Inventory
Revenue
Account Receivable
...
Cash at bank
Cash on hand
...
...
...
Account integrationAccount integration
Item/ProductItem/Product
Customer/SupplierCustomer/Supplier
User (Cashier) Account settingUser (Cashier) Account setting
Credit card account settingCredit card account setting
Room Revenue account settingRoom Revenue account setting
Board revenue account settingBoard revenue account setting
Bank account settingBank account setting
Item/Product Account Item/Product Account integrationintegration
By Item categoryBy Item category– Parent account to child categoryParent account to child category– Child Category to items account Child Category to items account
inheritanceinheritance
By individual itemBy individual item
AccountsAccounts– RevenueRevenue– Cost of salesCost of sales– InventoryInventory
Customer/supplierCustomer/supplierAccount integrationAccount integration
By customer categoryBy customer category– Maintaining account for customer categoryMaintaining account for customer category– Account inheritanceAccount inheritance
By individual customerBy individual customer
Cashier Account SettingCashier Account Setting
All user that transact cash must have All user that transact cash must have accountaccount
Cash on hand accountCash on hand account
If no account assigned for a user system If no account assigned for a user system takes default cash on hand accounttakes default cash on hand account
Credit card account settingCredit card account setting
Miscellaneous sectionMiscellaneous section
All credit card must have accountAll credit card must have account
Cash at bank or account receivableCash at bank or account receivable
If no account assigned for a credit card If no account assigned for a credit card system takes default cash at bank accountsystem takes default cash at bank account
Room Revenue account settingRoom Revenue account setting(Hotel)(Hotel)
Assuming different Room type revenue will Assuming different Room type revenue will be posted in different accountbe posted in different account
Room type based revenue accountRoom type based revenue account
If no account assigned for a room type, If no account assigned for a room type, system takes default sales accountsystem takes default sales account
Board revenue account settingBoard revenue account setting(Hotel)(Hotel)
Assuming different board revenue will be Assuming different board revenue will be posted in different accountposted in different accountMostly board revenue is a food revenueMostly board revenue is a food revenueRoom type based revenue accountRoom type based revenue accountIf no account assigned for a room type, If no account assigned for a room type, system takes default sales accountsystem takes default sales account
Beginning balanceBeginning balance
1.61.6
Beginning balanceBeginning balance
1.1. Account balanceAccount balance
2.2. Item/Product beginning balanceItem/Product beginning balance
3.3. Customer/Supplier beginning balanceCustomer/Supplier beginning balance
4.4. Employee beginning balanceEmployee beginning balance
Account beginning balanceAccount beginning balance
PeriodicalPeriodical– Balance will be effective as of the selected Balance will be effective as of the selected
Accounting periodAccounting period
Must balanceMust balance
A trial balanceA trial balance
Natural balance is respectedNatural balance is respected
Proof read conformationProof read conformation
Item/Product beginning balanceItem/Product beginning balance
Must have a store and one of the store must Must have a store and one of the store must be main storebe main store
On item maintain form, balance listOn item maintain form, balance list
Must select the store and type in the Must select the store and type in the balance in the respective fieldbalance in the respective field
Beginning cost must be on the main storeBeginning cost must be on the main store
Beginning balance can be on the respective Beginning balance can be on the respective storestore
Customer/Supplier Customer/Supplier beginning balancebeginning balance
On maintain customer form general tabOn maintain customer form general tab
Must have accountMust have account
Employee beginning balanceEmployee beginning balance
On maintain employee form general tabOn maintain employee form general tab
Must have accountMust have account
Other alternative is on accounting setting Other alternative is on accounting setting user account settinguser account setting
Especially all cashiers must have accountEspecially all cashiers must have account
1.7 Proof reading and checking 1.7 Proof reading and checking settingsetting
GSL ReportGSL Report
Chart of accountChart of account
Period reportPeriod report
GSL check list for account integrationGSL check list for account integration– No account, No category, No supplier...No account, No category, No supplier...
Beginning Balance ReportBeginning Balance Report
Default Account setting ReportDefault Account setting Report
CNET_ERP Accounting CNET_ERP Accounting ArchitectureArchitecture
Part IIPart II
CNET_ERP Accounting CNET_ERP Accounting ArchitectureArchitecture
Layered detachable architectureLayered detachable architecture– Source document layerSource document layer
Voucher / TransactionVoucher / Transaction
– Journal layerJournal layerFive /5/ JournalFive /5/ Journal
– Leger layerLeger layerGeneral lager (Group by account)General lager (Group by account)
Trial balance (Summarized by account)Trial balance (Summarized by account)
Architectural illustrationArchitectural illustration
Source Doc.
Leger
Journal
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GA
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2.1 Vouchers Vouchers
(Transactions(Transactions))
Source Document layer
Vouchers (Transactions)Vouchers (Transactions)
Transactions are made out of one or many Transactions are made out of one or many GSLGSL
Transactions are curried via VouchersTransactions are curried via Vouchers
Vouchers are building blocks of subsystemsVouchers are building blocks of subsystems
There are 39 Vouchers in 5 Subsystems in There are 39 Vouchers in 5 Subsystems in CNET_ERP V.5.0CNET_ERP V.5.0
Vouchers are source documentsVouchers are source documents
Will take effect after being issuedWill take effect after being issued
Voucher will be further processed to Voucher will be further processed to produce Journalproduce Journal
Kinds of VouchersKinds of Vouchers
With respect to structureWith respect to structure– Line Item Voucher (29 – 75%)Line Item Voucher (29 – 75%)– None line item Voucher (10 – 25%)None line item Voucher (10 – 25%)
With respect to Stock movementsWith respect to Stock movements– Stock MovingStock Moving– None Stock movingNone Stock moving
With respect to AccountsWith respect to Accounts– Journal VoucherJournal Voucher– None Journal VoucherNone Journal Voucher
Vouchers and Sub systems Vouchers and Sub systems divisiondivision
Core Sub systemCore Sub system– Sales (7)Sales (7)– Inventory (15)Inventory (15)– Accounts (7)Accounts (7)
Extended Sub systemExtended Sub system– Front office management (3)Front office management (3)– Productions management (7)Productions management (7)– Human Resource management (-)Human Resource management (-)
Rules of VouchersRules of VouchersSequentially NumberedSequentially NumberedNeed time stampNeed time stampNeed one or more ownerNeed one or more ownerShould be contained in a single pageShould be contained in a single pageCan not be modified after being issuedCan not be modified after being issuedNeed a copy distribution management Need a copy distribution management (CDM)(CDM)Can be voidCan be voidMust support multiple print size and formatsMust support multiple print size and formatsHas execution procedureHas execution procedure
Line Item and None Line item Line Item and None Line item VouchersVouchers
All Sales, inventory and production All Sales, inventory and production Vouchers are line item vouchersVouchers are line item vouchers
All Accounting Vouchers and FOMS All Accounting Vouchers and FOMS vouchers are non line item vouchersvouchers are non line item vouchers
Dual Life vouchersDual Life vouchers– Credit sales (FOMS Room sales)Credit sales (FOMS Room sales)– Refund (FOMS Room Refund)Refund (FOMS Room Refund)
Parts of line item voucherParts of line item voucher
Address sectionAddress section
Item Information/ Item Information/ (Nested reference)(Nested reference)
Command sectionCommand section
Item collectorItem collector
Term SectionTerm Section
Summery SectionSummery Section
Voucher no SectionVoucher no Section
Value sectionValue sectionCart SectionCart SectionBatch sectionBatch sectionPayment methodPayment methodStore SectionStore SectionOperation SectionOperation SectionReference sectionReference sectionPurpose sectionPurpose section
Parts of non Line Item VoucherParts of non Line Item VoucherAddress SectionAddress Section
Reference section (Nested)Reference section (Nested)
Tax SectionTax Section
Account SectionAccount Section
Voucher No SectionVoucher No Section
Amount SectionAmount Section
Description SectionDescription Section
Cart SectionCart Section
Payment method sectionPayment method section
Operation SectionOperation Section
Sales subsystemSales subsystem
1.1. Sales OrderSales Order
2.2. Performa InvoicePerforma Invoice
3.3. Cash sales InvoiceCash sales Invoice
4.4. Credit sales invoiceCredit sales invoice
5.5. Sales return (Refund)Sales return (Refund)
6.6. Consignment sales invoiceConsignment sales invoice
7.7. Consignment sales returnConsignment sales return
Item moving Vouchers (Sales)Item moving Vouchers (Sales)
SNSN VoucherVoucher EffectEffect
11 Cash Sales InvoiceCash Sales Invoice --
22 Credit Sales InvoiceCredit Sales Invoice --
33 Sales ReturnSales Return ++
44 Consignment Sales InvoiceConsignment Sales Invoice (-)(-)
55 Consignment sales ReturnConsignment sales Return (+)(+)
Inventory Sub systemInventory Sub system1.1. Store RequestStore Request2.2. Store Issue VoucherStore Issue Voucher3.3. Store Transfer VoucherStore Transfer Voucher4.4. Goods Receiving VoucherGoods Receiving Voucher
1.1. Cash Goods ReceivingCash Goods Receiving2.2. Credit Goods ReceivingCredit Goods Receiving3.3. Dispensary Goods ReceivingDispensary Goods Receiving4.4. Consignment Goods ReceivingConsignment Goods Receiving
5.5. Purchase RequestPurchase Request6.6. Purchase orderPurchase order7.7. Store Return VoucherStore Return Voucher8.8. Disposal VoucherDisposal Voucher9.9. Stock Adjustment voucherStock Adjustment voucher10.10. Supplier ReturnSupplier Return11.11. Consignment Supplier returnConsignment Supplier return12.12. Delivery OrderDelivery Order
Item moving Vouchers (Inventory)Item moving Vouchers (Inventory)
SNSN VoucherVoucher EffectEffect
11 Goods receivingGoods receivingCash, Credit, Dispensary, ConsignmentCash, Credit, Dispensary, Consignment
++
22 Store Issue VoucherStore Issue Voucher +-+-
33 Store Transfer VoucherStore Transfer Voucher +-+-
44 Supplier return VoucherSupplier return Voucher --
55 Disposal VoucherDisposal Voucher --
66 Store Return VoucherStore Return Voucher +-+-
77 Stock Adjustment VoucherStock Adjustment Voucher +-+-
88 Delivery OrderDelivery Order (-)(-)
99 Consignment Supplier returnConsignment Supplier return (-)(-)
None Item moving VoucherNone Item moving Voucher
SNSN ModuleModule VoucherVoucher
11 SalesSales Sales OrderSales Order
Performa InvoicePerforma Invoice
22 InventoryInventory Store RequestStore Request
Purchas RequestPurchas Request
Purchase OrderPurchase Order
33 AccountingAccounting All Accounting Vouchers are All Accounting Vouchers are non item moving vouchersnon item moving vouchers
44 FOMSFOMS All FOMS Voucher are non All FOMS Voucher are non item moving vouchersitem moving vouchers
Accounting VouchersAccounting Vouchers
1.1. Cash Receipt VoucherCash Receipt Voucher
2.2. Bank Advise VoucherBank Advise Voucher
3.3. Bank Payment VoucherBank Payment Voucher
4.4. Pity cash Payment VoucherPity cash Payment Voucher
5.5. I O U VoucherI O U Voucher
6.6. Bank Deposit VoucherBank Deposit Voucher
7.7. Payment Order VoucherPayment Order Voucher
None Journal VouchersNone Journal Vouchers
Sales SubsystemSales Subsystem– Sales OrderSales Order– PerformaPerforma– Consignment InvoiceConsignment Invoice– Consignment ReturnConsignment Return
ProductionProduction– Job RequestJob Request– Job orderJob order– Batch VoucherBatch Voucher
Inventory SubsystemInventory Subsystem– Store RequestStore Request– Purchase RequestPurchase Request– Purchase OrderPurchase Order– Consignment ReceivingConsignment Receiving– Consignment ReturnConsignment Return– Stock Transfer VoucherStock Transfer Voucher
Journal Voucher ChartJournal Voucher Chart
Journal VoucherJournal Voucher SubsystemSubsystem JournalJournal
Cash Sales InvoiceCash Sales Invoice
Credit Sales InvoiceCredit Sales Invoice
SalesSales
SalesSales
SJSJ
Payment OrderPayment Order
Cash Goods ReceivingCash Goods Receiving
Credit Goods ReceivingCredit Goods Receiving
AccountingAccounting
InventoryInventory
InventoryInventory
PJPJ
Cash Receipt VoucherCash Receipt Voucher
Bank advise VoucherBank advise Voucher
AccountingAccounting RJRJ
Bank Payment VoucherBank Payment Voucher
Petty cash Payment VoucherPetty cash Payment Voucher
AccountingAccounting
AccountingAccounting
DJDJ
General JournalGeneral Journal
Journal VoucherJournal Voucher SubsystemSubsystem JournalJournal
General JournalGeneral Journal
Sales Return (Refund)Sales Return (Refund)
Supplier ReturnSupplier Return
DisposalDisposal
Stock Adjustment Stock Adjustment
Bank Deposit SlipBank Deposit Slip
Formulation VoucherFormulation Voucher
Packing List VoucherPacking List Voucher
Store Issue VoucherStore Issue Voucher
AccountingAccounting
SalesSales
InventoryInventory
InventoryInventory
InventoryInventory
AccountingAccounting
ProductionProduction
ProductionProduction
InventoryInventory
GJGJ
Working on Accounting Working on Accounting VouchersVouchers
Lists of accounting VouchersLists of accounting Vouchers
Cash Receipt VoucherCash Receipt Voucher
Bank Advise VoucherBank Advise Voucher
Bank Payment VoucherBank Payment Voucher
Pity cash Payment VoucherPity cash Payment Voucher
Bank Deposit VoucherBank Deposit Voucher
Payment order VoucherPayment order Voucher
I O U VoucherI O U Voucher
Cash Receipt VoucherCash Receipt Voucher
Used to receive cash from different sourceUsed to receive cash from different source
Will trigger cash receipt JournalWill trigger cash receipt Journal
Can be done in two different methodsCan be done in two different methods– Referenced preparationReferenced preparation
Will produce cash collection adviceWill produce cash collection advice
Keep monitoring the remaining balanceKeep monitoring the remaining balance
Can be sorted by specific reference ownerCan be sorted by specific reference owner
VAT and Withholding will be calculated from Ref.VAT and Withholding will be calculated from Ref.
Line item detail will be shown in balloon.Line item detail will be shown in balloon.
– Direct preparationDirect preparation
Bank Advise VoucherBank Advise Voucher
Used to receive cash from different source Used to receive cash from different source through bank transfer.through bank transfer.Will trigger cash receipt JournalWill trigger cash receipt JournalCan be done in two different methodsCan be done in two different methods– Referenced preparationReferenced preparation
Will produce cash collection adviceWill produce cash collection adviceKeep monitoring the remaining balanceKeep monitoring the remaining balanceCan be sorted by specific reference ownerCan be sorted by specific reference ownerVAT and Withholding will be calculated from Ref.VAT and Withholding will be calculated from Ref.Line item detail will be shown in balloon.Line item detail will be shown in balloon.
– Direct preparationDirect preparation
Disbursement ProcedureDisbursement Procedure
Stock purchaseStock purchase– Pre paid Purchase (Purchase Order)Pre paid Purchase (Purchase Order)– Post Paid Purchase (Credit Good Receiving)Post Paid Purchase (Credit Good Receiving)
Service purchase (Payment order)Service purchase (Payment order)
Refund (Sales Return)Refund (Sales Return)
Payment can be made By BPV or PCPVPayment can be made By BPV or PCPV
Bank Payment VoucherBank Payment Voucher
Used to Disburse cash to different party from Used to Disburse cash to different party from BankBankWill trigger cash Disbursement JournalWill trigger cash Disbursement JournalCan be done in two different methodsCan be done in two different methods– Referenced preparationReferenced preparation
Will produce cash collection adviceWill produce cash collection adviceKeep monitoring the remaining balanceKeep monitoring the remaining balanceCan be sorted by specific reference ownerCan be sorted by specific reference ownerVAT and Withholding will be calculated from Ref.VAT and Withholding will be calculated from Ref.Line item detail will be shown in balloon.Line item detail will be shown in balloon.
– Direct preparationDirect preparation
Pity cash Payment VoucherPity cash Payment Voucher
Used to Disburse cash to different source from Used to Disburse cash to different source from pity cash.pity cash.Will trigger Cash Disbursement JournalWill trigger Cash Disbursement JournalCan be done in two different methodsCan be done in two different methods– Referenced preparationReferenced preparation
Will produce cash collection adviceWill produce cash collection adviceKeep monitoring the remaining balanceKeep monitoring the remaining balanceCan be sorted by specific reference ownerCan be sorted by specific reference ownerVAT and Withholding will be calculated from Ref.VAT and Withholding will be calculated from Ref.Line item detail will be shown in balloon.Line item detail will be shown in balloon.
– Direct preparationDirect preparation
Bank Deposit VoucherBank Deposit Voucher
Used to transfer cash from cash on hand Used to transfer cash from cash on hand account to cash at bank accountaccount to cash at bank account
It also tracks shortage and overage of It also tracks shortage and overage of cash on hand cashier account.cash on hand cashier account.
Can be sorted by valid cashier accountCan be sorted by valid cashier account
Only cash sales and cash receipt will be Only cash sales and cash receipt will be referredreferred
Refund will not be consideredRefund will not be considered
Payment order VoucherPayment order Voucher
Mostly used as a reference document to Mostly used as a reference document to issue paymentsissue payments
Mostly used to process service purchaseMostly used to process service purchase
Will trigger a purchase journalWill trigger a purchase journal
I O U VoucherI O U Voucher
Mostly used to control cash flow within the Mostly used to control cash flow within the company employeescompany employees
Can be used to issue loneCan be used to issue lone
Can be used to transfer cash custodianCan be used to transfer cash custodian
Bank checkBank checkIncoming and outgoing checkIncoming and outgoing check
Outgoing check printing facilityOutgoing check printing facility
Supports 14 check coordinates in the systemSupports 14 check coordinates in the system
Check reprinting securityCheck reprinting security
Any resizable tray printer can be usedAny resizable tray printer can be used
Actual check must be used from the stab.Actual check must be used from the stab.
Check must be manually signedCheck must be manually signed
Reference AdvisersReference Advisers
If a voucher is made as a result of other If a voucher is made as a result of other Vouchers.Vouchers.– When cash receipt is madeWhen cash receipt is made
Cash collection AdviseCash collection Advise
– When Bank payment Voucher or Pity cash When Bank payment Voucher or Pity cash payment voucher is madepayment voucher is made
Payment AdvisesPayment Advises
e-Box filee-Box file
(Document list)(Document list)
Accounting system Work flowAccounting system Work flow
Item
Customer
Employee
Supplier
Mesilanous
Product
VoucherTransaction
Sales e_box file
Accountinge_box file
Inventorye_box file
Sales Journal
Purchase Journal
Cash receipt Journal
Disbursement Journal
General Journal
Gen
eral Led
ger
Fin
ancial S
tatemen
ts
Types of e box fileTypes of e box file
Global System library Box fileGlobal System library Box file
Subsystem e box fileSubsystem e box file– SalesSales– InventoryInventory– Accounting – check manager, Cart, tax…Accounting – check manager, Cart, tax…– ProductionProduction– *FOMS (*FOMS (working environmentworking environment))
House keeping DocumentHouse keeping Document
POS manager - POS manager - cash, credit, Refund, Report, cash, credit, Refund, Report, Dashboard, remote POS managerDashboard, remote POS manager
Components of e-box fileComponents of e-box file
Tool BarTool Bar
Search engineSearch engine
TabsTabs
Contextual menuContextual menu
Side Dock windowSide Dock window
Bottom Dock windowBottom Dock window
Status BarStatus Bar
GSL Document listGSL Document list
Display GSL componentsDisplay GSL components– Item, Product, Customer, Supplier, Employee Item, Product, Customer, Supplier, Employee
and master recordsand master records
Intelligent Search EngineIntelligent Search Engine
Contextual menu for desired operationContextual menu for desired operation
Standard spared sheet interfaceStandard spared sheet interface
Incomplete information trouble ShootingIncomplete information trouble Shooting
GSL aging component meterGSL aging component meter
Subsystem e Box File Subsystem e Box File (Document List)(Document List)
Electronic archive of the transactions (Voucher)Electronic archive of the transactions (Voucher)Organized in respective sub systemOrganized in respective sub systemSorted and indexed in different criteriaSorted and indexed in different criteriaColored according to their operation doneColored according to their operation doneLine item detailLine item detailJournal DetailJournal DetailOwner detailOwner detailVoucher general detailVoucher general detailContextual menu for desired operationContextual menu for desired operationStandard spared sheet interfaceStandard spared sheet interfaceEnhanced tool bar for various operationEnhanced tool bar for various operation
POS managerPOS manager
Tree like POS organization by POS typeTree like POS organization by POS type
Displays POS VouchersDisplays POS Vouchers
POS Dash BoardPOS Dash Board
Generic POS reportGeneric POS report
Enable remote POS connectionEnable remote POS connection
Enable summarized remote JournalizationEnable summarized remote Journalization
Working on accounting Working on accounting DocumentDocument
Accounting VoucherAccounting Voucher
Check managerCheck manager
General ledgerGeneral ledger
TaxTax
CartCart
Accounting VoucherAccounting Voucher
7 Accounting Vouchers7 Accounting Vouchers
Side dock able detailsSide dock able details– Voucher operatorsVoucher operators– Color legendColor legend– Other many voucher informationOther many voucher information
Bottom dock able detailsBottom dock able details– Mainly Journal, if the document is postedMainly Journal, if the document is posted
Contextual menusContextual menus
Check managerCheck manager
Organize and manage checks.Organize and manage checks.
Issued and received check log.Issued and received check log.
Check liquidity calendar.Check liquidity calendar.– Monthly calendar.Monthly calendar.– Forecast bank balance.Forecast bank balance.– Limit the amount of money discharged daily.Limit the amount of money discharged daily.
General ledgerGeneral ledger
Posted journalsPosted journals
Details on the bottom dock ableDetails on the bottom dock able
Editing journal facilityEditing journal facility
Journal trouble shootingJournal trouble shooting
TaxTax
Display transactions made that includes Display transactions made that includes specific transactionspecific transaction
CartCart
Display transactions collected by specific Display transactions collected by specific CartCart
Drill down facility is providedDrill down facility is provided
Voucher detail is providedVoucher detail is provided
2.2 Posting Routines2.2 Posting Routines
Journal LayerJournal Layer
Journal typeJournal type
SNSN DescriptionDescription AbbreviationAbbreviation RemarkRemark
11 Sales JournalSales Journal SJSJ
22 Cash receipt journalCash receipt journal RJRJ
33 Disbursement journalDisbursement journal DJDJ
44 Purchas journalPurchas journal PJPJ
55 General journalGeneral journal GJGJ
Journal Voucher ChartJournal Voucher Chart
Journal VoucherJournal Voucher SubsystemSubsystem JournalJournal
Cash Sales InvoiceCash Sales Invoice
Credit Sales InvoiceCredit Sales Invoice
SalesSales
SalesSales
SJSJ
Payment OrderPayment Order
Cash Goods ReceivingCash Goods Receiving
Credit Goods ReceivingCredit Goods Receiving
AccountingAccounting
InventoryInventory
InventoryInventory
PJPJ
Cash Receipt VoucherCash Receipt Voucher
Bank advise VoucherBank advise Voucher
AccountingAccounting RJRJ
Bank Payment VoucherBank Payment Voucher
Petty cash Payment VoucherPetty cash Payment Voucher
AccountingAccounting
AccountingAccounting
DJDJ
General JournalGeneral Journal
Journal VoucherJournal Voucher SubsystemSubsystem JournalJournal
General JournalGeneral Journal
Sales Return (Refund)Sales Return (Refund)
Supplier ReturnSupplier Return
DisposalDisposal
Stock Adjustment Stock Adjustment
Bank Deposit SlipBank Deposit Slip
Formulation VoucherFormulation Voucher
Packing List VoucherPacking List Voucher
Store Issue VoucherStore Issue Voucher
AccountingAccounting
SalesSales
InventoryInventory
InventoryInventory
InventoryInventory
AccountingAccounting
ProductionProduction
ProductionProduction
InventoryInventory
GJGJ
Journal ParametersJournal Parameters
Journal TypeJournal Type
ReferenceReference
DateDate
PeriodPeriod
ReasonReason
DebitDebit
CreditCredit
... Continued... Continued
Is a parallel recording of transaction in a Is a parallel recording of transaction in a form of Dr and Crform of Dr and Cr
Can be made real time and or batch per Can be made real time and or batch per journal typejournal type
All parameters are selected automaticallyAll parameters are selected automatically
Posting MethodsPosting Methods
Real time PostingReal time Posting– AutomaticallyAutomatically
Will produce a printable journal sheet.Will produce a printable journal sheet.
– Semi automaticallySemi automatically
Batch Posting /Document list/Batch Posting /Document list/– Singular postingSingular posting– Multiple postingMultiple posting– Remote postingRemote posting
Singular batch postingSingular batch posting
Will be done from document listWill be done from document list
A single journal voucher must be selectedA single journal voucher must be selected
Journalize command from contextual Journalize command from contextual menumenu
System build the journal and display itSystem build the journal and display it
The displayed journal will be posted on The displayed journal will be posted on post command buttonpost command button
If the voucher has been posted previously, If the voucher has been posted previously, the new posting will be overwrittenthe new posting will be overwritten
Multiple batch postingMultiple batch posting
Will be done from document listWill be done from document listA group of journal vouchers must be listedA group of journal vouchers must be listedUse Journalize all command button from the tool Use Journalize all command button from the tool barbarThe system displays a progress bar showing the The system displays a progress bar showing the posting of the journalposting of the journalIt may take longer time to complete if listed It may take longer time to complete if listed journal voucher are many.journal voucher are many.If the voucher has been posted previously, the If the voucher has been posted previously, the new posting will be overwrittennew posting will be overwritten
Remote batch postingRemote batch posting
Will be done from pos manager document listWill be done from pos manager document listMostly used to journalize remotely made sales Mostly used to journalize remotely made sales transaction in to central ledger.transaction in to central ledger.The vouchers will be summarized before The vouchers will be summarized before postingpostingJournalize command from tool barJournalize command from tool barSystem build the journal and display itSystem build the journal and display itThe displayed journal will be posted on post The displayed journal will be posted on post command buttoncommand button
Journal building procedureJournal building procedure
System takes standard journal templateSystem takes standard journal template
System assign account no according to System assign account no according to setting made in chapter 1setting made in chapter 1
System gives priorities for account System gives priorities for account integrationintegration
System uses default account setting as a System uses default account setting as a fail over mechanismfail over mechanism
Sales JournalSales Journal
Credit Sales JournalCredit Sales Journal– *Credit sales Invoice*Credit sales Invoice– Credit sales summery (POS Manager)Credit sales summery (POS Manager)– Daily resident summeryDaily resident summery
Cash Sales JournalCash Sales Journal– *Cash sales invoice*Cash sales invoice– Cash sales summery (POS Manager)Cash sales summery (POS Manager)
Sales Journal structureSales Journal structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Cash/ A/RCash/ A/R Integration Integration / Default/ Default
22 RevenueRevenue IntegrationIntegration
33 Cost of salesCost of sales IntegrationIntegration
44 InventoryInventory IntegrationIntegration
55 Sales DiscountSales Discount DefaultDefault
66 Service chargeService charge DefaultDefault
77 VATVAT DefaultDefault
Resident summery Journal Resident summery Journal structurestructure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 A/RA/R DefaultDefault
22 Room RevenueRoom Revenue IntegrationIntegration
55 Sales DiscountSales Discount DefaultDefault
66 Service chargeService charge DefaultDefault
77 VATVAT DefaultDefault
Cash Receipt JournalCash Receipt Journal
Cash Receipt VoucherCash Receipt Voucher– Affect cashAffect cash
On hand /user account, default cash on hand/On hand /user account, default cash on hand/
At bankAt bank– Check /regular checking account/Check /regular checking account/– Credit card /Credit card account integration or default Credit card /Credit card account integration or default
cash at bank.cash at bank.
Bank Advise VoucherBank Advise Voucher– Affect only cash at bankAffect only cash at bank
Cash Receipt Journal StructureCash Receipt Journal Structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Cash OH/ ABCash OH/ AB Integration/Integration/defaultdefault
22 A/RA/R Integration/ Integration/ defaultdefault
33 VATVAT DefaultDefault
44 With holdingWith holding DefaultDefault
Where OH is cash on hand, and AB is cash at bank.
Purchase JournalPurchase Journal
Inventory PurchaseInventory Purchase– Cash Goods Receiving VoucherCash Goods Receiving Voucher– Credit Goods Receiving VoucherCredit Goods Receiving Voucher
Service purchaseService purchase– Payment orderPayment order
Purchase Journal structure for Purchase Journal structure for Inventory purchase Inventory purchase
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Cash/ A/PCash/ A/P Integration/Integration/defaultdefault
22 InventoryInventory IntegrationIntegration
55 Pur. DiscountPur. Discount DefaultDefault
66 Service chargeService charge DefaultDefault
77 VATVAT DefaultDefault
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 A/PA/P Default/ Default/ IntegrationIntegration
22 ExpenseExpense SelectionSelection
55 With holdingWith holding DefaultDefault
77 VATVAT DefaultDefault
Purchase Journal structure for Purchase Journal structure for Service purchase Service purchase
Disbursement JournalDisbursement Journal
Bank Payment VoucherBank Payment Voucher– Only affect cash at bank accountOnly affect cash at bank account
Pity cash payment voucherPity cash payment voucher– Only affect cash on pity cash accountOnly affect cash on pity cash account
Disbursement Journal StructureDisbursement Journal Structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Cash OH/ ABCash OH/ AB Default /Default /
IntegrationIntegration
22 A/PA/P Default /Default /
IntegrationIntegration
33 With holdingWith holding DefaultDefault
44 VATVAT DefaultDefault
General JournalGeneral Journal
Manual General JournalManual General Journal– Free account journalFree account journal– Using General Journal InterfaceUsing General Journal Interface– Used for adjustmentUsed for adjustment
Automatic General JournalAutomatic General Journal– From adjustment VoucherFrom adjustment Voucher
Automatic General JournalAutomatic General Journal
Sales Return (Refund)Sales Return (Refund)Supplier ReturnSupplier ReturnDisposalDisposalStock Adjustment Stock Adjustment Bank Deposit SlipBank Deposit SlipFormulation VoucherFormulation VoucherPacking List VoucherPacking List VoucherStore Issue VoucherStore Issue Voucher
Sales Return Journal structureSales Return Journal structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Cash/ A/RCash/ A/R Default /Default /
IntegrationIntegration
22 RevenueRevenue IntegrationIntegration
33 Cost of salesCost of sales IntegrationIntegration
44 InventoryInventory IntegrationIntegration
66 Service chargeService charge DefaultDefault
77 VATVAT DefaultDefault
Supplier Return Journal structureSupplier Return Journal structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Cash/ A/RCash/ A/R Default /Default /
IntegrationIntegration
22 InventoryInventory IntegrationIntegration
55 DiscountDiscount DefaultDefault
66 Service chargeService charge DefaultDefault
77 VATVAT DefaultDefault
Disposal Journal structureDisposal Journal structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Damaged Damaged Expense/ A/PExpense/ A/P
If it is supplier If it is supplier fault and it is not fault and it is not paid yet, affect paid yet, affect A/PA/P
22 InventoryInventory IntegrationIntegration
Bank Deposit Journal structureBank Deposit Journal structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Cash On Hand-xCash On Hand-x IntegrationIntegration
22 Cash On Hand-yCash On Hand-y IntegrationIntegration
......
33 Cash At Bank-xCash At Bank-x IntegrationIntegration
44 Cash At Bank-yCash At Bank-y IntegrationIntegration
......
Formulation Journal structureFormulation Journal structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Work In Work In Process (WIP)Process (WIP)
22 Inventory1Inventory1 Of item oneOf item one
33 Inventory2Inventory2 Of Item twoOf Item two
...... ......
Packing list Journal structurePacking list Journal structure
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Work In Work In Process (WIP)Process (WIP)
22 Inventory Inventory ProductProduct
Store issue Journal structureStore issue Journal structureNot alwaysNot always
SNSN Debit accountDebit account Credit accountCredit account RemarkRemark
11 Inventory1Inventory1
22 Inventory2Inventory2
......
33 Cost of sales1Cost of sales1
44 Cost of sales2Cost of sales2
......
Editing Posted JournalEditing Posted Journal
From the Source documentFrom the Source document– Generate JournalGenerate Journal
From the general ledgerFrom the general ledger– View Posted journalView Posted journal
Overwriting or inserting journalOverwriting or inserting journal
Working on general JournalWorking on general Journal
DateDate
PeriodPeriod
ReferenceReference
Journal TypeJournal Type
Account debit and creditAccount debit and credit
None transaction JournalNone transaction Journal
Sales Summery journal (SJ)Sales Summery journal (SJ)– Pos ManagerPos Manager
Resident summery journal (SJ)Resident summery journal (SJ)– Hotel room salesHotel room sales
General Journal (GJ)General Journal (GJ)– Manual general journalManual general journal
Journal SheetJournal Sheet
Will be displayed every time you post Will be displayed every time you post journal.journal.
It is printable.It is printable.
Support multiple paper size.Support multiple paper size.– A4, A5, A15, Roll paper...A4, A5, A15, Roll paper...
Centralized journal printer can be used.Centralized journal printer can be used.
Can be documented with the source Can be documented with the source document.document.
Reconciliation and Reconciliation and auditingauditing
Part fourPart four
ReconciliationReconciliationAccount reconciliationAccount reconciliation
Mostly used to reconcile cash accountsMostly used to reconcile cash accounts
Has print outHas print out
Needs ending balanceNeeds ending balance
Each account must be cleared after Each account must be cleared after reconciliationreconciliation
Cross CheckingCross Checking
By checking the respective documents.By checking the respective documents.
By looking in to the general ledger By looking in to the general ledger document.document.
By journal report.By journal report.
By checking the respective By checking the respective documentsdocuments
Every posted Journal voucher has a Every posted Journal voucher has a journal listing on the bottom dock windowjournal listing on the bottom dock window
Voucher detailVoucher detail
By looking in to the general By looking in to the general ledger documentledger document
Posted and un posted documentsPosted and un posted documents
Defective journalsDefective journals
Tracing Voided Document’s journalTracing Voided Document’s journal
Journal listing at the bottomJournal listing at the bottom
Audit & ReportsAudit & Reports
Reports ClassificationReports Classification
1.1. GSL ReportGSL Report
2.2. Subsystem ReportsSubsystem Reports– Voucher ReportsVoucher Reports– Analytical ReportsAnalytical Reports
Industry standard reportsIndustry standard reports
3.3. Dash Board reportsDash Board reports
4.4. Security ReportSecurity Report
5.5. Setting ReportsSetting Reports
GSL ReportsGSL Reports
ItemItem
ProductsProducts
CustomerCustomer
SupplierSupplier
EmployeeEmployee
MiscellaneousMiscellaneous
Voucher ReportsVoucher Reports
Made by direct analysis of the voucherMade by direct analysis of the voucherThere are 15 types of voucher reportThere are 15 types of voucher report7 of the report are only made for line item 7 of the report are only made for line item vouchersvouchersThe rest 8 of them serves both typesThe rest 8 of them serves both typesThereforeTherefore– 15 report types * 29 voucher = 435 reports15 report types * 29 voucher = 435 reports– 8 report types * 10 vouchers = 80 reports8 report types * 10 vouchers = 80 reports
There are total of 515 Voucher reportsThere are total of 515 Voucher reports
Voucher Reports ChartVoucher Reports ChartSNSN VoucherVoucher RemarkRemark
11 CategorizedCategorized Line Item Voucher onlyLine Item Voucher only
22 Categorized summarizedCategorized summarized Line Item Voucher onlyLine Item Voucher only
33 SummarizedSummarized Line Item Voucher onlyLine Item Voucher only
44 RunningRunning BothBoth
55 DetailDetail Line Item Voucher onlyLine Item Voucher only
66 Summarized by toSummarized by to BothBoth
77 Summarized by MachineSummarized by Machine BothBoth
88 Summarized by DateSummarized by Date BothBoth
99 Summarized by operatorSummarized by operator BothBoth
1010 Item in voucherItem in voucher Line Item Voucher onlyLine Item Voucher only
1111 RemovedRemoved Line Item Voucher onlyLine Item Voucher only
1212 Transaction ReferenceTransaction Reference BothBoth
1313 Void ReportVoid Report BothBoth
1414 Voucher OperationVoucher Operation BothBoth
1515 Categorized Summarized by toCategorized Summarized by to Line Item Voucher onlyLine Item Voucher only
Sales Subsystem reportSales Subsystem report
Sales Voucher ReportsSales Voucher Reports
Profitability reportProfitability report
Business AgentBusiness Agent
Summery by to and typeSummery by to and type
Summarized sales reportSummarized sales report
Commission reportCommission report
Price changePrice change
Sales history reportSales history report
Hospitality industry ReportsHospitality industry ReportsDaily Sales SummeryDaily Sales SummeryProfitability reportProfitability reportSales Report (sales center)Sales Report (sales center)Categorized charge typeCategorized charge typeSummarized charge typeSummarized charge typeSummarized WaiterSummarized WaiterWaiter efficiencyWaiter efficiencyCash V Room ChargeCash V Room ChargeItem modifierItem modifier
Inventory reportInventory report
Inventory vouchers reportInventory vouchers report
ReorderReorder
Inventory closingInventory closing
Store reportStore report
Purchase reportPurchase report
Front office Report (Hotel)Front office Report (Hotel)
Front office Voucher reportsFront office Voucher reports
Analysis ReportAnalysis Report
Front office reportFront office report– Shift end reportShift end report– Day end reportDay end report– Month end reportMonth end report
House keeping ReportHouse keeping Report
PMS Maintain ReportPMS Maintain Report
Financial ReportFinancial ReportAccounting Voucher reportsAccounting Voucher reports
Journal reportJournal report
General ledger reportGeneral ledger report– SummerySummery– DetailDetail
Trial BalanceTrial Balance
Balance sheetBalance sheet
Income statementIncome statement
Cash flowCash flow
Retained earningRetained earning
Dash Board reportsDash Board reports
ItemItem
ProductProduct
CustomerCustomer
SupplierSupplier
SecuritySecurity
Employee (HRM)Employee (HRM)
Item/Product DashboardItem/Product Dashboard
Item/ProductItem/Product– Bin CardBin Card– Stock Card (Ledger)Stock Card (Ledger)– Stock ValuationStock Valuation
Multiple store balanceMultiple store balance
– Stock movementStock movementHourly, daily, monthly, yearlyHourly, daily, monthly, yearly
– ExpiringExpiring– Reordering level monitorReordering level monitor– Item analysisItem analysis
Customer/Supplier DashboardCustomer/Supplier Dashboard
Customer/SupplierCustomer/Supplier– Customer ledgerCustomer ledger
Summery, detailSummery, detail
– Ageing AnalysisAgeing AnalysisSummery, detailSummery, detail
– Customer activityCustomer activityHourly, daily, monthly, yearlyHourly, daily, monthly, yearly
Security DashboardSecurity Dashboard
Active usersActive users
Operation logOperation log
Operation HistoryOperation History