Transactions

Use normal businesss style transactions,
just as you would do these transactions
before computerising. You do not have to
re-design your business. Simple transaction
entry, validating data as you go.

Change date or operator for any transaction.
Transactions posting into current period,
except bank debits for last month, or
when posting to last year. All transactions
doing double or quadruple entry at one time
for accurate accounting. Transactions all
posted on confirmation, not held in batch.

Customize your invoices, customer statements,
to fit most any paper or form. Hide menu
options, only allow to operators with
required access level. No "voiding" of
transactions allowed, once done, leaving

a secure audit trail, (certain exceptions
with highest access). In all transactions
involving actual money movement, you will
be asked to identify the way in which the
money moves, using a simple choice menu.

This ensures that banking and cash flow
details are correctly recorded. In ALL
inventory or jobcard transactions, MONEY
VALUE per line item cost, or sales price,
is always positive, and the QUANTITY can
be negative or positive, as the total
line value is calculated by (Qty x Value)
which gives either a positive or negative
amount. A positive quantity will move
goods out of stock, or into a jobcard,
while negative will replace goods to
inventory, or remove from a jobcard.

Screen shot. [Colors, fonts, text and Icons, User configurable].

Sales	Go to top of page
Invoice	Used to sell items to people in your customer list, who are not paying now. You can sell anything here, inventory items or not. Use a full stop as code for any "non-stock" item. You can have plus and minus quantity items on the same invoice, but the nett value of the transaction cannot be negative.
Credit note	Use this when you are crediting a customer for an overcharge, or when your customer returns goods to you. You can have plus and minus quantity items on the same invoice, but the nett value of the transaction cannot be positive. Only use this option if you have already charged the customer, with the option above.
Cash sale	This is a one-stop transaction for selling goods for which you are being paid at the same time, and the program will keep track of the money paid.You can have plus and minus quantity items on the same invoice, and the nett value of the transaction can be either positive or negative. If negative, it will mean you are giving the money back to the customer.
Batch invoice	This refers to the running of an automatic batch of recurring invoices, at the end of each month, automatically.
Purchases	Go to top of page
Stock Purchase	Use this to buy goods for inventory, and it is the only option to use which will put goods into your stock from a supplier.
R.F.C.	Use this when you send goods back to the supplier, or make an adjustment to the creditor`s account. Remember to check that your supplier does in fact credit you. We prefer to use the option when the goods are moved, as it will update inventory, and at the same time, your creditor account, but it may be some time before your supplier actually gives you the credit.
Consumable purchase	Consumables are items purchased that impact on your cost of goods sold, but do not warrant an inventory item, such as welding gas, or odd items bought only very ocassionally. There is an option in the program to issue a sales invoice directly after receiving a consumable purchase, lest you forget to charge it out.
Purchase orders	These are transactions which have no bearing on your trial balance, as neither goods nor money move when issuing them. However, they have a large bearing on inventory control, if used with the backorder system.
Cash Book	Go to top of page
Debtor income	Use this when a customer who owes you money, pays you. If you make an error in amount or to the wrong account, you can issue a negative amount , which will reverse the transaction.
Other income	Income from other sources (not sales), like rent received, loans to the business, etc.
Creditor payment	Payment to a supplier to whom you owe money.
Expenditure/ internal journal	Normal expenditure, excluding creditor payments, for such things as wages, salaries, telephone, advertising, etc. If the money moves, you will acknowledge the way in which it does so, but there is a further option here, "Internal journal". This can only be used if there are at least two entries on the transaction, a positive debit, and a negative credit, which will balance to zero. This is used for "cross-allocating" expenses to or from different accounts, such as depreciation, capital lease purchases, loan account expenses, etc.
Cash withdrawal	Use this option to move money out of the bank, into your hands, as cash.
Bank deposits	All income is NOT automatically banked, and a bank deposit needs to be made for monies received, coinciding with your actual bank deposits.
Jobcard	Go to top of page
Delivery note	In "Trucker" mode, delivery notes can be made against customer, product, driver, route, etc. which can be automatically invoiced later, but these D/N`s have no bearing on money or inventory movement.
Purchase, buy-out	Used for purchase direct against jobcard. You can use product codes, but there is no movement through inventory. You cannot use this item to split goods bought for jobcards as well as stock, on the same transaction. Either buy all the goods for stock, and allocate to jobcard, or buy all the goods against the jobcard, and reverse allocate to stock. You can use this item for an R.F.C. off the jobcard, where goods are sent back to the supplier, by using a negative quantity.
Allocate	Allocate items from your inventory to a jobcard. Positive takes goods out of stock, puts them into jobcard, negative puts goods into stock, removes from jobcard. You can use this choice to allocate labour to a jobcard, or sundry items for which you have no product code. You can allocate a Bill of Material part number to a job card, and if there is no inventory for the item as a "pack", the summ total of it`s parts will be withdrawn from inventory, item by item. You can also allocate items to a jobcard for manufacture, and reverse allocate a completed Bill of Material back into stock.
Jobcard invoice	Automatically load all un-invoiced items on a jobcard onto a sales invoice. Jobcards can be set up to use either a debtor from your customer list, or the code "AAA000" for a cash sale customer. When a cash sale jobcard is processed, it will ask for the method of payment, just like a cash sale. A jobcard can be used time and time again, as it will automatically flag as invoiced, all previous transactions, and only produce current items for invoicing. This means that for auto service, for instance, the full vehicle history is kept on ONE document.
Receipt	You can receipt money against a jobcard, but this is not a common option, rather use a debtor`s receipt. This is useful, though, when partial payment is being made, such as in the building industry.
Product	Go to top of page
Warehouse transfer	Transfer goods out of your inventory (positive qty) into a warehouse, or vice versa with a negative quantity.
Adjust stock quantity	If you want to change the stock quantity in inventory, use this option, as it will leave an audit trail of changes, as well as recording the descrepancy value against ledger code 9058, for stock adjustments.
Labour cost	This option is for specialised costing of "piece work" labour against products in inventory, and operators in the operator list. If used, you can print out a money required listing for bank withdrawal.
Bill of material, quotation.	Both these options make heavy use of the product list, but they make NO movement of inventory, nor of money, so they do NOT affect the trial balance.
Internal	Go to top of page
Debtor journal	This is no substitute for a credit note, and should only be used for crediting interest not paid, writing off a bad debt, or only very judicial adjustment to an account.
Creditor journal	This is no substitute for a credit note, and should only be used for very judicial adjustment to an account.
Allocate interest	Interest can be allocated to delinquent debtors by this package, at your command each month, and it will calculate the interest according to the set parameters. On the debtor account, interest is reflected as such, but in reality it is a journal entry, and it should be reversed with a credit journal entry if not paid. Do NOT use a credit note, NOR give a settlement discount. Remember to check whether interest bears VAT or not, in your environment, and set the ledger code tax option accordingly.

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