Cash Book
Bill of Materials
Purchase Orders

Frequently asked questions.
We have tried to answer many of the
most commonly asked questions here.

We think that most of our screens
are pretty much self-explanatory.
This is a database programme, and when
data needs be saved, please do so !!

We have really tried to make using this
programme as intuitive as possible, and
we think we have in large part succeeded,
thanks to the valued input of many of our
customers, over many years.

How do you progress forwards ?

Click on a task in the task list,
or press the enter key on any
data entry field in a form.

How do you go back ?
Click on `Go Back` or Cancel,
or press the escape key.

You can use the Explorer search
capability here to search for key words,
such as "bank" or "alternative".

This is on the Edit menu at the
top of your screen, or press Ctrl+F.

Transactions Money Sundry
Process the batch ? This is NOT a batch system, each transaction is saved and processed on completion, there is no batch to post, as it is designed to operate live, at point of sale, in any environment. If errors are made, they are corrected by another transaction, which supplements the original. In our context, "batch" refers to a batch of recurring invoices, done at the end of each month, with little operator input required.
Make the "double entry" ? You do not need to, as every transaction is an internal double, sometimes quadruple, entry in its own right, e.g. a sales invoice will post to debtor, post to sales, post to VAT account, post to inventory, post to cost of sales, all on the one transaction. An expense for "advertising" will post to general ledger, post to bank, post to VAT account, etc. etc. The only exception is posting to an "internal journal", where there must be a plus and a minus entry on the same transaction, which balance to zero. This is still only one transaction, though.
Add a customer to the list ?. Files, Customer, press F5 . See also, Debtors
Set up the customer`s options ? Press F6 to bring up the customer record, then check all the options that can be set against the customer, if you have not already done so when adding.
Set up a customer discount structure ? A customer can be generally given a set discount. Set this on his record, but there is also an option to link discounts for each customer with the product categories. This latter option will override any set discount. All discounts can be overridden at point of sale. Right click, select multiple discount.
Set up monthly, weekly, or COD debtors ? This is an option on each debtor`s record. Weekly and COD debtors will be aged weekly. This enables greater control of outstanding amounts on these accounts.
Add a supplier to the list ? Files, Supplier, press F5. See also, Creditor
Set up the supplier`s options ? On each supplier`s record, there are several options. Set these accordingly.
Set up other accounts ? Other accounts are also listed in the creditors file, though there will rarely be a balance owing here. Accounts such as Telkom, Receiver of Revenue, Wages, Salaries, Loan, Petty Cash, Insurance, Banks, etc. are added. These are not the accounts read in the trial balance, but are used to enable you to fast find any transaction posted against this account. Trial balance accounts are found in Files, Departments, and specify account categories.
Set up recurring debits ? Recurring debits are debits that usually recurr against an account regularly. Set these up by tabbing against the account code in Suppliers, and choosing the ledger code that is associated with the debit.e.g. Salaries, Fred -8810- 2500.00, James - 8811 - 2750.00, etc. When processing debits each month, you can load these debits direct on to the transaction form. Even better, for a split debit, such as 80% business, 20% personal, two entries are made, and both will be loaded. The program will automatically calculate percentages if you put a % sign in the description of the ledger code, FOLLOWED by the actual percentage, and the total amount in the value field. The amount figure can be amended at point of transaction. Remember to apportion the VAT code correctly, as there may be VAT on the business portion, but no claim can be made for the personal amount.
Add or open a new jobcard ? Files, Jobcards, press F5 . See also, Jobcards
Add a stock card or part number ? Files, Product, press F5. See also, Products
Set up labour items ? Files, Product, press F5. However, the labour items in the product list must be linked against the labour code set up in your company options, (company control, labour code) so that all reporting correctly apportions the labour.
Set up fuel costing options ? Files, Product, press F5. The fuel department in company control, fuel, must be used for the department code of any fuel product in inventory, so that all reports will correctly identify fuel items, and apportion accordingly.
Add a quotation ? Files, Quotation, press F5. This will make the "header", then save it with F4 or Ok. Then add the items by clicking "add items". See also, Quotations
Add a ledger code, department or category ? Files, Department, press F5. Ledger codes are set in the same list as product departments. See also, Departments
Add a Bill of Materials ? Files, Bill of Material, press F5, fill in new header item, which can be a product in its own right, then go to the "add items" button to add the contents. A bill of materials will be costed continually against the latest "current" cost of all products listed, so that it will be up to date. You will need to enter into the bill of material for this to happen. There are options to cost the bill against average, current or list costs, and you can see the profit per line item, also. See also , Bills of Material
Add an Operator ? Files, Operators, press F5. Operators are assigned access levels, from 1 to 6 . All menu items are allocated an access level by an operator with a master access level of 7, and consequently, an operator will only see menu items of his level or lower. Each operator has a code, which should only be known to himself and the supervisor, and he needs enter it only when logging on. An option exist for an operator to have to enter his code at each transaction, see local options.
Add another company ? Files, companies, press F5. Another company can only be added by an operator of level 6, who will have full control over all the options for that company.
Add another report ? Customer/Supplier, General menu. Transaction reports can be set up for many different types of transaction, usually, audit trail, sales journal, receipts and expenditure, and each report can be saved as a custome report. Several reports can be linked together, e.g. all daily reports, and then a one click action will print all the linked reports together. There are a multitude of various reports, and inventory reports can also be set up here, such as stock valuation, surplus stock report, items to order, etc. See also, Reports
Change the date in the program ? Press F9, or click on the date at the top left of the screen. This date will not ordinarily change while you are in the program, but it may do so if you print copy documents or reports. The date is initially taken from your computer date.
Set up the company options ? Company options entail the details of your business, like address, telephone number, etc. and are found at Company Details.
Set the programme for my business ? Certain settings in this package apply to different types of business, and these can be seen at Programme Type, in Company Control. The default is "Y".
Set up the local options ? Local options are many and varied, and are accessed from Internal/Options. Some options are listed seperately on the page Options. Other options are shown as check boxes on the task lists.
Set up my printer options ? This package can bypass the Windows printer setup, and is designed for fast printing on continuous paper for a point of sale system. However, Windows printer settings can be used, and set up under the Printer icon. There is also a link between the printer setup, and the document template, as header position, footer position, form feeds, document length, are linked together.
Set up my print template ? The print template allows you to customise the printing to fit on YOUR documents. Each line of the document has a template line, where you can specify any item by [code], or type in words to be printed. The template file has its own help screen to show you which lines print where. Statements are also catered for, as seperate lines, as well as label printing. This template is also found under menu, Print.
Set up the messaging system ? The messaging system is designed to let you communicate with your co-workers as well as store messages for you. It is date and time sensitive, and in Files/Messages, you can specify the repeat interval for message searching, as well as the search back period. This latter is necessary, as when messages are made, they are stored in the main transaction file, and cannot be deleted, and this audit trail is date sensitive. The file will be searched every howmany seconds, backwards for howmany days, and any message for a given operator will be popped up on the screen. This will continue until the operator has acknowledged the message. The sender can revoke or change the message.
Change document numbers ? Change these in Internal/More Details, the number being the NEXT one up.
Change the VAT % ? VAT, GST percent is accessed in Internal/Company Details. There can be 5 different tax levels, linked to products and ledger categories.
Adjust the standard markup ? Standard markup is set in Internal/Company Details, and can be overridden on the stock card, or at point of sale. It is there to set selling prices on new items.
Change my operator code ? If you want to change for processing a transaction, click on the Operator name, but if you want to create a new code, if allowed, you go to Files, Operator, Add a new code. Then delete the old one.
Do any transactions ? Back to Main page, or Go to top of page Go to Customer, Supplier, or Jobcard. Click on the task list for the transaction you want.
Make an invoice for a customer ? Task list, invoice or cash sale. This will provide a tax invoice for the customer, which will be posted against his account. If the account code is `AAA000`, this will be treated as a Cash Sale.
Find out what the full stop code means ? The full stop is used to designate a line item on an invoice or credit note, as a non stock item, with no inherant cost. If sold, the cost is usually incurred under consumable purchase, although you can enter the cost at point of sale for profitability reasons, but as an indication only. This cost does NOT go through to cost of sales, as the cost has already been incurred under consumables. Using a full stop with a zero quantity, will designate the line as a "message" line, and you can type what you will in the description, and have as many dot lines as you wish. You can add a blank line to the document, so you can space your messages out for better readability. On stock purchases, you can only use the fullstop as a message line, as you cannot buy a "DotItem".
Make an invoice for recurring items ? Recurring items must first be set up against a customer, in Files, customer, recurring item, where several items can be linked to a customer. These items can also be month sensitised, e.g. a quarterly debit. On Process, Sales, Batch, the items will be automatically loaded against each customer as the program loops through the customer file. The option Each lets you yes/no to each invoice, but the option All, will loop through the entire file non stop, and you should only use this option if you KNOW it will work correctly, as all the invoices will be posted non stop.
Make a credit note for goods returned ? A credit note should only be made if in accordance with your company policy, as it amounts to giving money back to the customer. If the part can be put back into stock, enter the part number, the quantity as minus, but the price should remain positive. This will return the item to stock. The credit note is made in Process, Sales, Credit.
Make a credit note for other adjustments ? For a credit for, say, an overcharge on an invoice, use the full stop as the product code, enter the details in Description, quantity as -1, (the minus sign is entered AFTER the quantity) then the value.Thsi credit will not affect inventory, but will influence the debtor account. Process, Sales, Credit.
Make a cash sale ? Customer, Cash sales. In this package, a cash sale is exactly that, and NOT a document to be issued if you do NOT RECEIVE PAYMENT at point of sale. It is not necessary to make a receipt, as a cash sale will demand to know the payment method as you process.
Make a purchase of goods for stock ? Process, Purchases, Stock. A goods received advice, normally the supplier`s document, duly checked off in your receiving section, acts as the input document for this transaction. You should see that the stock quantities entered are correct, as well as the costs, but as the creditors system is designed to reconcile with this document, it should be entered as is. If there are errors on the supplier document, the supplier must give you a credit note, which in turn will be entered by you as an RFC. It is important the account is correct.
Make a Return For Credit (RFC) ? Goods sent back by you to your supplier, are entered here under Process, Purchases, R.F.C. This system will credit the supplier account at point of entry, so you can either enter the RFC when you send the goods back, where your creditor reconciliation may not be as his, but your inventory will be correct, or you can wait for the credit note from your supplier. In EITHER case, you must have an effective manual control in that you do get the proper credit due.
Make a purchase of consumables ? What are consumables ? A tricky question, but in our case, we define them as non inventory purchases, used in the production of goods for sale, or for value added services supplied, (sometimes known as bought-outs). These are not to be confused with bought outs for jobcards, which are posted to the jobcard, nor with general overhead expenses incurred in the running of your business. Procees, Purchases, Consumables.
Make a purchase order for stock ? Process Purchases, Purchase order , is usually the first item in the chain of supply. Our order system can be linked to inventory, to search for items less than Reorder Point in inventory, or as an individual order to order anything from a light buld to a bulldozer. However, if ordering for stock, the order can be generated against each item, showing as "on backorder", showing supplier`s part number if different from yours, and the order can be imported into the goods received advice, to save you all the work of double entry.
Make a purchase order against a jobcard ? Process Purchases, Purchase Order, Jobcard will ask you for which job the item is ordered. If you attempt to invoice a jobcard with an outstanding purchase order, you will be warned.
Make a purchase of goods against a jobcard ? Process Jobcard, Bought Out, is used for any purchase transaction linked directly to a jobcard, as it is NOT necessary to bring items into stock, and then allocate them to a jobcard. Use this option only if all the items on the supplier document are for jobcards, and items can be for different ones. If there are items for stock on this supplier document, put them all into stock as a Stock Purchase, and then Allocate items to the jobcard. Alternatively, purchase all the items against a jobcard, and then reverse allocate the stock items back into stock with a minus quantity.
Make an Allocation of products to a jobcard from stock ? Take items from stock, and allocate them to a jobcard through Jobcard, Allocate. The quantity in the transaction is positive.
Make an allocation off a jobcard into stock ? Take items from a jobcard, and allocate them to stock through Jobcard, Allocate. The quantity in the transaction is negative.
Move an item from stock into a warehouse ? This is done through Product, Warehouse Transfer, and works in the same way as allocating to or from a jobcard, but you must identify the warehouse from the task list.
Allocate a labour cost per operator in labour intensive industries ? Some industries are very labour intensive, paying per item of work done. Here at Process, Product, Labour Cost, you can specify operator, and the product he/she is linked to, and reports are available to provide payment details down to the denomination and quantity of notes and coins to collect from the bank.
Make an invoice against a jobcard ? A jobcard allows multiple invoices to be made against it, so complete vehicle history can be seen on ONE jobcard. When items are invoiced off the jobcard, all unmarked items are loaded on to the invoice, through Jobcard, Invoice customer, and on processing, these items are marked, and the invoice is also "posted" to the jobcard, leaving a nill balance outstanding. If a price is altered, or something is deleted off the invoice, it none the less remains on the jobcard as outstanding, so there is no possibility of "doing favours for friends" without it being detected.
Save a document/transaction ? You will need to press F4, or click on Post, to allow a transaction to go through for processing, but then you will get a confirmation window with 0, 1, 2, 3, 4, which will be the point of no return. Escaping from here will not process the transaction in any way, but pressing F4 will process the transaction, irreversibly. A zero will process, but not print the document, a `1` will print once, a `2`, twice, etc. All transactions are firstly saved, before any printing takes place, but you must beware in a network that the caching system is either disabled, or works with a UPS, and is actually reliable, else the remote possibility exists that the document is printed, but not saved to disc.
Post a transaction to a previous period / last year ? All transactions are by default posted to the current open period, and you cannot post to any other period than "last year". Here, at the point of no return, you must choose the option "last year" if in fact posting there. You can also change the date of the transaction, or change the bank account to which it is being posted, here. There is one exception, and that is for debit entries as `Expenses`, where you can choose to post to `last month`. Only a certain amount of database space is allocated for this, and this amount can be changed on Internal/Control, `blank records at EoM`.
Link a serial number to a stock card. Stock cards have a linked data file containing alternative part numbers, which do not have to be stock cards in their own right. We use this linked file to store serial numbers. When purchasing parts with serial numbers, add the part number to the purchase screen, then press Ctrl + S to add the serial number. Do this for however many items you have bought, e.g. if you have bought three "Motors", you will press Ctrl+S three times, adding the different serial numbers. Warranty period is entered at the same time. When selling, the item is added to the sales screen, then press Ctrl + S to choose the item serial number, and the customer name will be stamped against it at the same time. There is a double link in the inventory file, so that if you type in just the serial number, instead of a part number, then press F7, you will find the link. All the serial numbers will be accessible from the stock card, press F7.
Correct an incorrect invoice ? You cannot, but you may make a credit note to reverse all, or portions of an invoice, so that the customer account is correct, but remember, your inventory must also be corrected if wrong.
Correct an incorrect credit note ? You cannot, but you may make another invoice to specify adjustments to the credit note. Remember, the inventory may have been changed, too.
Correct an incorrect cash sale ? A cash sale can be reversed. Just use minus quantities, instead of positive ones. Remember, all money values remain positive, it is the quantity that changes the value of the transaction from positive to negative.
Correct an incorrect receipt ? Enter the receipt again, EXACTLY as before, but with the value as minus.
Correct an incorrect payment ? Enter the payment again, EXACTLY as before, but with the value as minus.
Correct an incorrect bank debit ? Enter the debit again, EXACTLY as before, but with the value as minus.
Correct an incorrect stock purchase ? You must enter the transaction, if in total, exactly as before, but under Process, Purchases, RFC, with the quantities as minus. This will allow both the account and inventory to be corrected. If there is a small mistake, such as an incorrect quantity or price, you can make another transaction, either under purchase if adding, or RFC, if subtracting, but remember, it will not be so easy to reconcile the creditor`s account.
Correct an incorrect consumable purchase ? You can do the transaction again, EXACTLY as before, but with a minus value, this will correct the account, VAT and general ledger value
Correct an incorrect jobcard purchase ? You can reverse a jobcard purchase by entering it EXACTLY as before, but with the quantities as minus. This will correct the job value, creditors and the VAT account.
Correct an incorrect expense ? You can do the transaction again, EXACTLY as before, but with a minus value, this will correct the account, VAT and general ledger value
Adjust VAT difference between my input and the supplier document ? Some calculators round off differently, some computer programs add VAT per line item, others add to total. All this sometimes cause a discrepancy of a few cents on the transaction. We offer the option of calculating VAT on line OR total, and all you have to do when the document is on screen, is `Change display options` to see if it makes a difference. If it does, well and good, but if not, you can follow either of the next two steps, or use brute force, create an "adjustment" stock code for 0.01 cent, and use it for any adjustments. This will throw your inventory out, but not by much if used correctly, which will be written off to cost of sales at year end.
Adjust the VAT amount on an invoice or cash sale ? Make a new invoice using the full stop code for "product", quantity one, and put a fictitious amount giving you the required vat figure, say line yes to vatable. This will put a positive amount in the vat column. Now enter anothe line EXACTLY like the first, but with quantity minus, and say no to vatable. This will leave a net VAT amount on the document, as the other values will cancel to zero. If you need a minus VAT amount, you must use a credit note to do the same thing, and reverse the lines on which you use vatable, and non vatable.
Adjust the VAT amount on a stock purchase ? Make a new purchase using the stock code for "product", quantity one, and put a fictitious amount giving you the required vat figure, say line yes to vatable. This will put a positive amount in the vat column. Now enter anothe line EXACTLY like the first, but with quantity minus, and say no to vatable. This will leave a net VAT amount on the document, as the other values will cancel to zero. If you need a minus VAT amount, you must use a credit note to do the same thing, and reverse the lines on which you use vatable, and non vatable.
Adjust the VAT amount on a consumable purchase, or expense ? Make a new transaction, or if still in one, simply go to VAT field and enter the correct amount.This will not affect any other account than VAT.
Adjust the VAT amount on a receipt or payment ? Just override the VAT amount in the VAT field. This is only necessary if you are on the "cash/payments" system of VAT. With the "accrual/invoice" system, this field has no effect. However, you MUST correctly identify whether the transaction is vatable or not, if there is any settlement discount.
Adjust the VAT amount on a debtor or creditor journal ? Just override the VAT amount in the VAT field. However, you MUST correctly identify whether the transaction is vatable or not, if you are on the "accrual/invoice" basis, as this vat is taken into account on your return.
Contra an account ? A contra is done when offsetting an amount you owe to someone, against the amount they owe to you. In other words, you do something for, or sell something to, someone. You should issue an invoice. They sell something to you, or do something for you, for which they should issue you an invoice. The amounts do not have to be the same, but the "contra" amounts should be. A Contra will mean that you do not have to "pay" each other. There are two steps ;
  • Process a journal entry against the customer account, in Transactions, Internal, using a ledger code for "contra", with a minus amount. This will deduct the amount from what your customer owes you.
  • Process a journal entry against the supplier account, in Transactions, Internal, using a ledger code for "contra", with a minus amount.

This will deduct the amount from what you owe your supplier. In the trial balance, these amounts will offset each other, to zero.

To simplify this, there is a task in Customers to do both entries at once, either Contra DR-DR, or Contra DR-CR.
All money movement in this package is figurative, as there is no direct banking link. Back to Main page......or Go to top of page
Find out what happens, moneywise ? All money movement in the computer' will demand a `how paying` answer, at the time you do the transaction.

Make a sale. Receive the money. Cheques must be banked, when you `bank`, All the money that is to balance the entry on your bank statement must be processed. Swipe cards must be banked, when banking, to balance with the entry on your bank statement. Cash can be banked, when you do banking or it can be retained as cash. Bank credits are automatically `banked`. No deposit necessary. Other income is from another source, such as rent received, bank interest, money brought in to the business, etc. Other income is also banked. Remember, ALL `banking` here must balance with entries on your bank statement.

That is the income side of the cash book.

Now, the expenditure.

Pay suppliers for money you owe them. Pay for other items purchased. Post bank debits off the bank statement. Draw money from the bank.

Now all BANK movements can be seen at Money Matters, , cash book.

Now all CASH movements can be seen at Money Matters, cash transactions

Make a receipt when a debtor pays ? Process, Customer, debtor receipt, designate payment method. A positive amount will subtract from the debtors account. A negative amount will add to the debtor account. This works in the opposite way to journal entries, and negative amounts in receipts are used to reverse incorrect entries, and put the amount back into the account. Read the screen !!
Make a receipt when someone pays direct into the bank ? Process, Customer, debtor receipt, designate payment method.
Make a receipt for a cash sale ? Process Cash Sale, designate payment method on processing.
Make a receipt for other income ? Process, Customer, Other Income, designate payment method.
Make a payment to a creditor ? Process, Supplier, Pay money owing, designate payment method.
Make a payment for an immediate expense ? Process, Supplier, DirectExpense, designate payment method. It is not necessary in this system to enter first the details of what you are paying for, then a seperate transaction for the payment. It is all done correctly at one time, so long as this is not designated "post to creditor".
Enter an expense which I am not paying now ? Process, Supplier, Direct Expense, designate payment method as "post to creditor". It IS necessary in this case to enter first the details of what cost you are incurring, then do a seperate transaction for the payment.
Make a bank debit against the bank statement ? Process, Supplier, Expense, designate payment method as "bank debit". It is not necessary in this system to enter first the details of what you are paying for, then a seperate transaction for the payment. It is all done correctly at one time.
Draw money from the bank ? Process, Money Matters, Cash withdrawal. This is used if you draw cash from the bank to pay any expense, then the expense must be entered as a seperate transaction, designated payment by cash. You can either draw via a cheque, or a bank debit which will show as an ATM withdrawal on you bank statement.
Deposit Money into the bank ? Process, Money Matters, Bank deposit. This sytem is designed to operate as you do in real life. You receive cash, cheques, or swipe a card through a machine at your point of sale. In this case these values are not generally reflected on your bank statement, but rather the sum total of a "deposit". In our case, we load all the receipts since the last deposit on to a screen, for you to edit as you wish. However, in normal circumstances, this WILL be the deposit, so just save it as such, with F4 or Ok. This will generate a "bank deposit" in the computer, balancing to your actual bank statement. You do not need to deposit all the cash you receive, as this remains in the computer "petty cash" amount, until disposed of. Any transaction designating "cash" as method of payment does not touch the bank, only changes the petty cash balance. Swiped cards are treated seperately, as they generally generate one deposit per day on your account. Any deposits made direct into the bank by a third party, are designated " bank credit" by you on processing the transaction. These will show as credits on your bank statement, and no other transaction needs be done.
Pay my tax ? (VAT or GST or Income Tax) Process, Supplier, Direct Expense, designate payment method. It is not necessary in this system to enter first the details of what you are paying for, then a seperate transaction for the payment. It is all done correctly at one time. When paying VAT or GST, you must use the code, same as in Company Control, VAT account, so that the program will correctly apportion this VAT, but the amount is in the amount field, NOT the VAT field. For other taxes, a general ledger code for that tax is used, and there is NO value in the tax field. The only time this field is used for tax payments, is for a VAT refund.
Enter a refund from the receiver ? See the previous section, for VAT, but if an income tax refund, it must be shown as "Other Income", in Process, Customer.
See actual bank statement ? Money Matters, Actual Bank, will put up the last page of the computer bank statement. You can import the statement, but it is actually easier to load the entries manually, each day/month.
See the cash book transactions in the computer ? Money Matters, Cash book, will put up the last page of the cash book.
See the cash transactions in the computer ? Money Matters, Cash expenses/income, will put up the last page of the computer cash account.
Change the bank or cash balances in the cash book ? Adjust the opening balances in Money Matters and Reset Balance Forward.
Check the bank statement against computer entries ? Money Matters, Bank Reconciliation. This will load the computer entries for the given period in to a temporary file, which you can manipulate on screen in various sort orders, and offset them against VALUES from the Actual Bank statement. Pink entries are bank items, not in the computer, and black items are items you have entered, not found on the bank statement. You can make computer transactions from this screen against Pink items, but you must determine if Black items are pending, or whether you need to reverse them.
Operate a loan account ? Loan accounts are methods by which you keep track of money expended by you personally, in paying for company expenses, or in bringing money in to the business for various reasons. These are not "trading" revenue, but the expenses WILL impact on your profit and loss if they are for legitimate company expenses. You need to set up an account in Customers, called "LOAN", and the same in Suppliers. You need different ledger codes for loans, as to whom they apply to.These are balance sheet items, in all cases. For money coming in to the business, it is Process, Cashbook, Other income, against load account
Make a journal entry against a debtor account ? This should only be used for adjusting the account for items like interest charged or interest reversed, or bad debts written off. It is NOT a substitute for a credit note, and should NOT be used as such. A debit amount is positive, and will add to the debtors account. A credit amount is negative (remember to hit the minus key AFTER entering the amount), and will subtract from the debtor account.
Make a journal entry against a creditor ? This should only be used for adjusting the account for items like interest charged or reversed, or items adjusted by your supplier. It is NOT a substitute for a credit note, and should NOT be used as such. A debit amount is positive, and will add to the supplier account. A credit amount is negative (remember to hit the minus key AFTER entering the amount), and will subtract from the account.
Add a comment to any transaction ? Options, comment list, shows a listing of prerecorded comments that are available to your transaction, just point and click. Alternatively, you can add a comment with the "full stop" on any transaction, typing in the comment at description. Remember to leave the quantity at zero for any comment item.
Sundry activities Back to Main page or Go to top of page
Charge interest on overdue accounts ? Customer, Charge interest. You must run this option every month, if you want to charge interest, and the best time is immediately before running statements for your customers. Each customer has an individual override item for his particular interest period, or he can be exempt from interest altogether. See also, Debtors
Change the program options on my computer ? Options allow you to set your display in several ways for transaction processing, inventory, etc. as well as allowing, or not, several methods in transaction processing. See also, Options
Print a copy document ? Find the document in customers or suppliers, highlight the top line, and click Copy document to print it. A copy of a debtor statement can be printed by highlighting the month-end balance, and clicking copy document.
Look up any transaction ? Two ways. If you know the customer, supplier, part number or category, go to the relevant record, and click on the transactions tab. The default options will show the latest page of records in either sales or purchases.
See profits per invoice or cash sale ? There is a screen report on this at Internal/Profit.
See my sales and profit per day, for the month ? There is a report on this on Customer, General Menu, Sales Journal, Filter option 16.
Check my profit or loss ? There is a screen report on this at Money Matters/Trial Balance, G/P.
Print an age analysis of what debtors` owe ? Customer, General Menu, Age analysis, where there are several options available.
Print statements for my customers ? Customer, General Menu, All Statements, where there are several options available. Current statement can be printed off Tasks on any customer, as well as from the transaction screen.
Print invoices for the month ? Customer,General Menu, Run of Invoices, where you can choose the starting invoice number.
Print any reports ? Select Customer/Supplier/Product, and Go to General Menu. Many options available.
Print labels ? Customer,Print Labels.
Close the monthly transactions, age debtors or creditors ? Internal, Company details, close Customer or Supplier month end seperately, or both together, from "Close month-end"
Close the financial year ? Internal, Company, Company control. You have an option here to add your current year to the history file, or replace the history file with the current year. In both cases the current year will be cleared. Our advice is to "add" to history.
Change the stock quantity of an item in inventory ? Product, Change Stock Qty. Changing the quantity logs a descrepancy value to the audit trail, which will show in the trial balance.
Change the cost price of an inventory item ? Files, Product, F6 on the one you choose. You can change the current or list cost of an item at will, but the changing the average cost logs a descrepancy value to the audit trail if there is a stock quantity, which will show in the trial balance.
Understand record markers ? There is one single audit trail of just about EVERYTHING that happens in this package, and all records are stored sequentially, each record being internally identified as to what it represents. Each record has a unique number, and we refer to them as "markers". For example, when you switch on for the first time each day, a new "marker" is added to the audit trail, representing a "daily marker", and if we search for anything that happens today, the program will know where to start searching. The same goes for month-end markers, which actually divide the audit trail up into segments. These represent our accounting periods. Many reports will ask for marker positions, e.g. a debtors statement for a previous period will be identified from the starting and ending "markers". All transactions are linked together with preceeding and succeeding markers as to their type, and this makes for extremely fast searching for many types, as intervening records are not accessed at all.
Check the record markers ? Month-end, weekly, daily, and cash period markers can be seen at Enquiries, Internal, Record markers.
Change month end dates if incorrect ? After doing a "month-end" routine, the date is stored in Company Control, month end. You can change it here. The program will only allow a month-end routine once every 28 days, so if you attempt to do another sooner than that, you will get an error. Change this date, here, backwards, to overcome it.
See if an operator is using an illegal code ? There is an audit trail against a `supplier` called AUDIT, that records every movement of an operator, when logging on or changing codes, that will show if an operator moves to a higher code. Access level can be set on this `supplier`, usually a level 7, to show the audit trail.
Clear the operator code if I walk away from my computer ? Press the F8 key on the main screen.
Backup my data ? We suggest you use any commercial product to backup your data, or burn to CD. If you backup the complete directory (folder) MO_TO, including all its sub directories, you will have a complete backup of all the data, including the program itself, and the vocabularies and help files. Please keep more than one backup, but each time you do backup, you will overwrite the old backup with a complete new set, which is from day one. The history file MO_TOT.DAT is probably the only file you do not need to backup every time, as this file will not change UNLESS you post a transaction to last year, or flag items as paid. After a few years, this file can grow HUGE, so it is a good idea, at the end of each financial year, BEFORE doing the year end procedure, to make a backup, label it Year xyz, and store the backup safely elsewhere. We cannot emphasize too strongly, the NEED for good backup, and please, do not suddenly make a NEW backup if your data suddenly appears faulty in the computer, as you can overwrite perfectly good data on the old backup, with faulty data from the computer. If in doubt, ASK us first.
Restore data from a backup ? Your same commercial product used for backup, will most likely enable you to restore. Remember that a "restore" will completely ERASE any data on the computer, which will be overwritten by the restored data. If there is an error during restore, you stand to lose any of the data on the computer. Please do NOT restore, unless you know what you are doing. Ask us first.

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