Below you will find brief information for SysFreight.NET. This user manual guides you through the Accounting Management System, covering General Ledger (creating accounts, managing financial periods, journal vouchers, and reports), Sales Ledger (customer transactions and reports), Invoicing, Purchase Ledger (vendor transactions and reports), Job Management, and Reference files.
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SysFreight.NET system Accounting Management System User Manual From : SYSMAGIC SOFTWARE SOLUTION Proprietary & Confidential SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION ACCOUNTING MANAGEMENT USER MANUAL The Accounting System consists of the following sub-modules: GENERAL LEDGER Create Accounts Code, setup Financial Period, Create Journal Voucher and generate Financial Reports. SALES LEDGER Create Customer, Process Customer Transaction and VAT/GST transaction, and generate Customer Reports INVOICE Create Miscellaneous Invoice and keep the Invoices generate by operation PURCHASE LEDGER Create Vendor, Process Vendor Transaction and VAT/GST transaction, and generate Vendor Reports JOB MANAGEMENT Create MISC Job, Job Processing and Closing and generate Job Reports. REFERENCE Master File e.g. Charge Code, VAT/GST code, W/T code, Payment Term etc. SHORTCUT User create shortcut SYSTEM ADMINISTRATION Create user, company profile and reset password. i SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION TABL E O F C O NTE NT S LOGIN ............................................................................................................................... 1 GENERAL LEDGER ....................................................................................................... 3 Journal Voucher ...................................................................................................... 4 Create New Journal Voucher ................................................................ 4 Create Recurring Entry ......................................................................... 6 Account Code.......................................................................................................... 7 Bank Code ............................................................................................................. 10 Create New Bank Code ....................................................................... 10 Initial Unreconciled Records .............................................................. 11 Bank Reconciliation ............................................................................ 12 Balance Enquiry .................................................................................. 14 Cash Flow ........................................................................................... 15 Cash Flow Statement .......................................................................... 15 Currency Code ...................................................................................................... 16 Currency History................................................................................................... 17 GL Balance ........................................................................................................... 18 Enter Initial Opening GL Balance ...................................................... 18 Recompute GL Balance ...................................................................... 19 GL Account Code ................................................................................................. 19 Analysis Code ..................................................................................... 20 Daily Posting ....................................................................................... 21 Monthly Posting .................................................................................. 22 Yearly Posting ..................................................................................... 22 Verification ......................................................................................... 24 Report.................................................................................................................... 25 Statistical Analysis ................................................................................................ 25 GL Balance ......................................................................................... 25 GL Transaction ................................................................................... 26 System File............................................................................................................ 27 Parameter ............................................................................................ 27 All Parameters ..................................................................................... 28 Setup Financial Year ........................................................................... 28 GL YTD .............................................................................................. 30 SALES LEDGER ............................................................................................................ 31 Customer Receipt .................................................................................................. 32 Create New Customer Receipt ............................................................ 32 Transfer of Invoice from Operations .................................................. 33 Full Payment ....................................................................................... 36 Partial Payment ................................................................................... 36 Auto Payment...................................................................................... 36 Contra Payment ................................................................................... 36 Advance Payment ............................................................................... 37 Expenses or Other Account ................................................................ 38 Exchange Difference ........................................................................... 38 Receipt Amount in Foreign Currency ................................................. 39 GL Details ........................................................................................... 39 Banking Slip.......................................................................................................... 41 i SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Cheque Return ...................................................................................................... 43 Adjustment ............................................................................................................ 45 Customer ............................................................................................................... 46 Process .................................................................................................................. 51 Update Fully Paid Invoice .................................................................. 51 Sales Transfer...................................................................................... 51 Daily Posting ....................................................................................... 53 Monthly Posting .................................................................................. 54 Report.................................................................................................................... 55 System File............................................................................................................ 56 Parameter ............................................................................................ 56 Customer Transaction ......................................................................... 57 SL Journal ........................................................................................... 58 VAT/GST Transaction ........................................................................ 59 INVOICE ......................................................................................................................... 60 Invoice................................................................................................................... 61 Create a New Invoice .......................................................................... 61 Multiple Jobs....................................................................................... 65 With Holding Tax ............................................................................... 66 Un-Post of Invoice .............................................................................. 67 Debit Note ............................................................................................................. 67 Credit Note ............................................................................................................ 68 Cash Invoice.......................................................................................................... 68 Cash Receipt ......................................................................................................... 69 Consol Invoice ...................................................................................................... 70 System Files .......................................................................................................... 71 Parameter ............................................................................................ 71 All Parameters ..................................................................................... 71 PURCHASE LEDGER ................................................................................................... 72 Purchase Order ...................................................................................................... 73 Provision Cost ....................................................................................................... 73 Vendor Invoice...................................................................................................... 75 Create New Vendor Invoice................................................................ 75 Multiple Jobs....................................................................................... 80 Splitting Cost ...................................................................................... 80 Cash Purchase ....................................................................................................... 83 Create New Cash Purchase ................................................................. 83 Multiple Jobs....................................................................................... 87 Un-Approve of Payment Voucher ...................................................... 87 Vendor Payment.................................................................................................... 89 Create New Vendor Payment.............................................................. 89 Full Payment ....................................................................................... 92 Partial Payment ................................................................................... 92 Auto Payment...................................................................................... 92 Contra Payment ................................................................................... 93 Advance Payment: .............................................................................. 94 Expenses or Other Account ................................................................ 94 Exchange Difference ........................................................................... 95 Payment Amount in Foreign Currency ............................................... 95 GL Details ........................................................................................... 96 Vendor................................................................................................................... 98 Process ................................................................................................................ 102 ii SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Update Fully Paid Invoice ................................................................ 102 Payment Voucher Approval .............................................................. 102 Purchase Transfer.............................................................................. 104 Daily Posting ..................................................................................... 105 Monthly Posting ................................................................................ 106 Report.................................................................................................................. 107 System File.......................................................................................................... 108 Parameter .......................................................................................... 108 All Parameters ................................................................................... 108 Vendor Transaction ........................................................................... 109 PL Journal ......................................................................................... 110 VAT/GST Transaction ...................................................................... 111 JOB MANAGEMENT.................................................................................................. 112 Job Master ........................................................................................................... 113 Create New Job ................................................................................. 113 Shipment Info.................................................................................... 115 Shipment Status ................................................................................ 117 Document List ................................................................................... 118 Job Type .............................................................................................................. 119 Job Status ............................................................................................................ 120 Multiple Modal Job ............................................................................................. 121 Verification ......................................................................................................... 122 Daily Posting ....................................................................................................... 123 Job Closing.......................................................................................................... 124 Job Approval ....................................................................................................... 125 Job Status Update ................................................................................................ 126 System File.......................................................................................................... 127 Parameter .......................................................................................... 127 All Parameters ................................................................................... 127 REFERENCES .............................................................................................................. 128 Area ..................................................................................................................... 129 Charge Item ......................................................................................................... 130 Create New Charge Item ................................................................... 130 Division ............................................................................................................... 132 Payment Term ..................................................................................................... 133 VAT Code ........................................................................................................... 134 Withhold Tax Code ............................................................................................. 135 Appendix I : Parameters .............................................................................................. 136 General Ledger.................................................................................................... 136 Sales Ledger ........................................................................................................ 137 Invoicing ............................................................................................................. 139 Purchase Ledger .................................................................................................. 142 Job Management ................................................................................................. 144 iii SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION LOGIN Double-click on the icon on your computer, with a sign. Figure 1.1: Login Screen Key in your User ID, Password setup by your Administrator Note: If you would like the system to save the setting the next time you log on, EXCEPT YOUR PASSWORD, put a tick on the checkbox. Upon successful login, the SysAcct screen will appear – Figure 1.2. 1 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 1.2: SysAcct Screen 2 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION GENERAL LEDGER General Ledger is the “heart” of the system. All account transactions will reside in this module after Monthly Posting. Functions user can perform in General Ledger: Figure 2.1: General Ledger screen Journal Voucher – pass journal entries to adjust the balance of account. Account Code – Chart of Accounts View GL Account – design and view the Accounts Bank Code – enter the bank details Cash Flow – view the cash flow Bank Reconciliation – reconciliation of bank balance Currency Code – enter the currency rates per currency code Currency History – the histories of currency rates per effective date GL Balance – setup and edit GL balance and budget Verification – view accounts with any discrepancies Processing – Daily, Monthly, Yearly Posting and Verification System File – parameter, GL YTD file Financial Reports such as Profit and Loss, Balance Sheet and Trial Balance etc. Enquiry – GL Balance, GL Transaction and Ad-hoc enquiry 3 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Journal Voucher User can pass the Journal Voucher to adjust the balance to each account. Situations which could utilize the Journal Voucher function includes making adjustments to the accounts as required by auditors during auditing, internal transferring of monies from bank holding foreign currency to bank holding local currency and pay out of salaries to employees, purchase of fix assets, depreciation of fix assets and accrual entries. Figure 2.2: General Ledger Journal Voucher screen Create New Journal Voucher Enter Ref No. (auto) or leave it empty for system to generate the reference number automatically. Automatically generated reference numbers will take on a prefix that can be configured in the sub-module „Parameter‟. Example: GLJ0000001 ‘GLJ’ is the prefix that can be configured in parameter under the system file. The numbers that follow are running numbers that increases with each new journal entry. (Warning: prefix should keep as default ‘GLJ’ so that the enquiry of the transaction in GL will not be affect as the system is hard-coded the prefix) If there is any Journal No. (optional) to be tracked, user can enter the number manually. E.g. JV 10001 4 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Journal Date (optional) is defaulted as current date but user can amend or remove it. If the journal involve the cheque payment, the cheque date should enter to Journal Date Post Date (mandatory) is default from Journal Date but user can amend it but cannot enter earlier than the Current Period GL in GL parameter (refer to GL parameter) Next to the Post Date is Post Mth (display) which is auto computed and cannot by change by user Description (optional) of the Journal Voucher is entered e.g. Audit Adjustment. User can enter any Reference or Cheque No. (optional). The cheque no. can be reflected on the Bank Reconciliation. Currency Code of the Journal Voucher. Press F4 to select Currency Rate is pulling out from the currency table base on the Post Date In the data grid under Acc Code (Mandatory) user can press F4 to select the Account Code to adjust. Description of the entries will be copied by default from the first entry to the next entry and it will reflect on the General Ledger details Amt refers to amounts in all currencies. e.g. USD Local Amt refers to amounts converted to local currency. Local Amt will be calculated based on the exchange rate stated in the Currency Rate field. User can overwrite the Local Amt. A positive figure in the amount fields indicates a debit entry. A negative figure in the amount fields indicates a credit entry and will be highlighted in red and have a minus (-) sign in front of the number. If the Debit and Credit amount do not balance, or the sum of the Amt is not Zero(0), system will not allow user to exit the entry. User can click on the button to view the Journal Details. 5 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 2.3: General Ledger Journal Voucher GL Details screen The Debit and the Credit base on the Local Amt entered in the Journal Voucher. The total of Debit and total of Credit must be the same. Click on to post the entry to General Ledger. The system will check if the journal is balance before allow posting. If the Post Mth in the journal is closed, it will not permit the user to post the journal. The Financial Statement will be updated with the new journal voucher entry only after it has been posted. Once posted, the journal voucher cannot be edited. The journal entry can be edited only after it has been un-posted. To entry, select the journal voucher and press Ctrl + R. the Note: User will not be allowed to exit from the screen or Posting if the balance is not equal to zero or Account Code is empty Create Recurring Entry If user needs to duplicate the Journal Voucher every month, just call up any Journal Voucher and then click on the Recurring Entry. It will prompt user for a screen to indicate the No. of Period and the Start Post Month. 6 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION After that, system will auto create the journal except the Post Month is closed. It will prompt the Refs No of each Journal created. Account Code User can setup new Account Code from this option. The Account Code can be uploaded from the old accounting system, excel file or manually enter by user. The structure of the Account Code depends on the financial requirements of the company. Figure 2.4: General Ledger Account Code screen Create New Account Code Enter Account Code and Description Local Name is to enter the Account Description in local language. Select Account Type – Profit and Loss / Balance Sheet. 7 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Control Account is set to „Y‟ to restrict its usage to a certain type of document. Example: Trade Debtor account set to „Y‟ because the account is to be used for invoicing only. (Recommend: set it to ‘Y’ for all Trade Debtor and Creditor Account) Heading is set to „Y‟ to omit the account totally from the system. During printout of documents, the name of the account will not be printed out. Post Detail is set to control if the details of the account will be posted to General Ledger from Purchase and Sales Ledger. Unless user has printed the journal report in each Sub-ledger, it is strongly recommended to set it to ‘Y’. Analysis Code 1, 2, and 3 is meant for grouping of the Account, which user wants it to appear on the Financial Statements (Balance Sheet, P&L). (Refer to the View GL Account) If user wants to track the Budget of the Account, the budgeted amount can be keyed in on the screen. If user needs multiple year budgets, it can be entered in the Budget screen. User can from previous years to current year and then edit. A positive figure in the amount fields indicates a debit entry. A negative figure in the amount fields indicates a credit entry and will be highlighted in red and have a minus (-) sign in front of the number. Balance is not in use. (In next version the Balance will combine with the Budget) 8 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 2.5: General Ledger Budget screen 9 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Bank Code User can setup the Bank Code from this option. User can enter the bank details, opening balances, enter the bank reconciliation, balance enquiry and cash flow details. Figure 2.6: General Ledger Bank Code screen Create New Bank Code Enter the Bank Code. (tips: enter the Bank Code with the currency code) At the Account Code, Press F4 to tie the Bank Code to an Account Code. (note: it should not link one Account Code to more than one Bank Code) Enter the Bank Acc No, Name, and Address. Users are able to enter the Initial Reconciled Balance and Initial Reconciled Local Balance. Initial Reconciled Balance is to enter the opening balance in the bank before start to use the system. (note: the balance may not be the same as the GL balance in balance sheet as some cheque may not be cleared from the bank) User needs to enter the Initial Reconciled Balance if user wants to use the Bank Reconciliation. 10 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Current Reconciled Balance is computed base on the reconciled transaction of the bank in the General Ledger and it should be tally with the balance in the latest bank statement if user has completed the Bank Reconciliation. Current GL Balance is captured from the GL balance and it should be tally with the bank balance in the latest Balance Sheet Initial Unreconciled Records It is to record the transactions of the unclear cheque from the old system when starting using the system. Figure 2.7: General Ledger Initial Unreconciled Records User can enter the cheque date as the Trx Date. Enter the Cheque no. , Customer or Vendor name, Currency Rate for foreign cheque that bank in to foreign currency account and enter the Amt and Local Amt. Local Amt is computed by Current Rate but allow user to edit. Once the cheque is cleared and reconciled, the transaction will be disappeared on the screen. If user wants to see the reconciled cheque again from the screen, just click the Show All to show all the records. 11 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Bank Reconciliation Figure 2.8: General Ledger Bank Code Bank Reconciliation Select the Bank Code by using F4 key. Enter the Clear Date if user wants to track the clear date of the cheque. The Clear Date will not be updated to the cheque until you click Update Single Chq or Update Multiple Chq. User can highlight one cheque at a time and click Update Single Chq to update or tick multiple cheques (use check box in the first column) and then click Update Multi Chq to update the same clear date to the selected cheques. Enter the date range in Post Date or Cheque Date. (Recommend: when specifying the date range, user should leave the starting date as BLANK and only enter the ending date so that it will include all the unpresented cheque in the bank account.) System will display the transactions based on the selections: A – show ALL Transactions, N – Non-Reconciled Item, Y-Reconciled Items. Use the default „N‟. System will display the Debit/Credit based on the selection of the Show field entered. Select Debit/Credit to show both for the transactions. 12 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION User can filter selection to display specific item, e.g. Cheque No, Cust/Vendor, Curr Code, Amount, Clear Date, Ref No, Bank Slip No and Bank Slip Date. User can select the Sort By order : Trx Date, Cheque No, Customer or Vendor Name, Curr Code and Curr Rate. Click on the Query to show the transactions. To perform reconciliation, tick on the Check Box on the left of the transactions. Click on „Save’ button to save the reconciliation process which updates the Reconcile Flag to „Y‟ for ticked record or „N‟ for un-ticked record. Print is to Print Bank Reconciliation Reports. Export is to Export the transaction to Excel. Import is to Import the reconciled transaction from Excel to system. Figure 2.9: General Ledger Bank Code Bank Reconciliation Import File Format (Note: the Cheque No may need to format to add the prefix of the Bank Code or ‘0’ in order to match the exact cheque no. in the system) Un-Match is to show the un-match records from the Excel after Import. 13 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Balance Enquiry Figure 2.10: General Ledger Bank Code Bank Balance Enquiry Enter the Financial Year and then click Query to show the full year balance of the bank. It will show the balance of each period and the accumulative balance of the bank. Click Print is to print the financial reports. Transaction Enquiry button to open up the respective screen. Figure 2.11: General Ledger Bank Code Transaction Enquiry 14 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Specify the criteria on above screen and then click Query to display the matched records as below: Figure 2.12: General Ledger Bank Code Transaction Enquiry Cash Flow is to display the cash position after considering the cash out and in from Sub Ledger. Figure 2.13: General Ledger Bank Code Cash Flow Cash Flow Statement is to show the transaction of the payments issued and payments receipt during the specified date range. Figure 2.14: General Ledger Bank Code Cash Flow Statement Select either Post Date or Cheque Date of the transactions. 15 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Show Cash Out/ Cash In is to show if user wants to see the Cash Out transactions or Cash In transactions. Select the criteria to search and then click Query to display the records. Currency Code User can add new or update Currency Code and Rate from this option. Figure 2.15: General Ledger Currency Code screen Create New Currency Code Enter the Currency Code. Enter the Currency Description. The Large Name and Small Name of the currency Enter the Date where the Currency Rate is taken into effect. Variance Percent refers to the difference between entered currency rates in percentage. This function defines the acceptable range of the rates. It serves as a precaution against human errors in entry of the currency rates. Enter the rate under the Curr Rate and Cost Curr Rate header. The Curr Rate is used for the billing to customer and Cost Curr Rate is used for the invoice receipt from vendor. 16 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Currency History Currency History is to show the currency rate for all currencies at the specified date Figure 2.16: General Ledger Currency History screen Effective Date of the Currency will auto display all the exchange have entered in currency table. If the Currency Code is not entered in the specified date is the found, user can click Show All Currency to display all the currencies and enter the new currency rate. Currency Converter is to convert the currency rate any two currencies. 17 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION GL Balance User can query or update the GL Balance of the account. (Note: this entry should only allow administrator or supervisor to access) Figure 2.17: General Ledger GL Balance screen Enter Initial Opening GL Balance User can update the opening balance to GL by financial period from old system by manually enter the balance per accounts. Change the Financial Period to the period of the opening balance Click on the Show Zero Balance to show all the Account include Zero Balance. (Note: it is used to enter the initial opening balance as the opening balance are zero) Click on Query button to display the results. Edit the GL balance. Click on Save to update the Opening Balance to GL 18 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION (Warning any update to the GL balance may cause the difference between GL YTD and GL balance. Please seek for the assistance from Vendor if you need do any update to GL balance.) Recompute GL Balance Recompute balance is to update the GL balance after amending the records in GL YTD. Change the Financial Period which is default from GL Parameter> Current GL Period Click on Query button to display the results. Select Recompute GL Balance after amending the balance Click on Save to update the Opening Balance to GL GL Account Code This screen displays the Account code setup and also the Balance of the account in GL. User can use this screen to setup new Account code also. Figure 2.18: General Ledger GL Account Code screen Click Heading A/C is to show only Heading Account Click Control A/C is to show only Control Account 19 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Click Balance Sheet is to show only Balance Sheet Account Click Profit & Loss is to show only Profit & Loss Account Go To is to move to the Account Code Set Analysis 1,2,3 is to update the Analysis Code 1,2,3 to each Account Code. Analysis Code Analysis Code is used to define the grouping of the Account Code in the Financial Statement. Each Analysis Code is to enter the Account Code. Analysis Code 1 is the most upper group in the report. User can create or use the existing Heading Account Code and then enter it to the Analysis Code 1. The next group will be Analysis Code 2 and the last group is Analysis Code 3 Below is the sample of the report. Balance Name of the Account which Account Code = Analysis Code1 Account Code has same Analysis Code1 Account Code has same Analysis Code1 Account Code has same Analysis Code1 Name of the Account which Account Code = Analysis Code 2 Account Code has same Analysis Code1,2 Account Code has same Analysis Code1,2 Account Code has same Analysis Code1,2 ___________ ___________ ___________ ___________ ___________ ___________ Name of the Account which Account Code = Analysis Code 3 Account Code has same Analysis Code1,2,3 ___________ Account Code has same Analysis Code1,2,3 ___________ Account Code has same Analysis Code1,2,3 ___________ Total for Analysis Code3 ========== Total for Analysis Code2 ========== Total for Analysis Code1 ========== Grand Total ========== 20 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Process Daily Posting For this option, the system has Daily Posting. It is to update the multiple Journal Vouchers prepared and post them to two tables the GL balance table to print the Financial Report and GL Transaction Table to print the GL Monthly and YTD Transaction report. The Post Up To is default as current date. Specify the Post Date and then click Post. Figure 2.19: General Ledger Process Daily Posting screen During the Posting system will verify the vouchers and if any error it will prompt the user You can double click to see the details. 21 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Monthly Posting Monthly Posting is to close all the ledgers in order to lock the current period and block the user to enter any entry to affect the financial period that has been closed. Some companies may not want to post the transaction from sub-ledger directly to GL but update to SL and PL journal. This monthly posting will also update the SL and PL journal to GL. For Monthly Posting, see Figure 2.20 Figure 2.20: General Ledger Process Monthly Posting screen Click on the relevant modules that you wish to include in the monthly posting. Choose from Sales Ledger, Purchase Ledger, Job Management and General Ledger. Select the Financial Period of the module for Monthly Posting. The Financial Period is default from the Current Period stated in the GL Parameter. (Note: the Financial Period is not the Calendar month, Refer to the GL parameter > Financial Year) Search Inv w/o No is to search for any invoice has no invoice no. Search UnApp PV will search for any operation Payment Voucher pending for approval Search Unpost Records can search for any unpost record in the system. When you click this button, you need to specify the module. Post All Months buttons will post all transactions up to date. Post Current Month will post all transactions UNTIL the Financial Period entered. User can select the respective buttons at the bottom to perform other types of processing, e.g. Daily Posting of other modules, and Transferring of Sales/Purchases from Operation to Account system. Yearly Posting For Yearly Posting, it will close the current Financial Year, and refresh with a New Financial Year. The Account Balance for Balance Sheet Accounts will be automatically carried forward to the New Financial Year. System will calculate the yearly profit & loss and update to Retained Earning Account that set in the GL parameter. Then it will zero the Profit and Loss Account in new year. 22 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION (Note: Yearly Posting will only post the current year balance to next year, if user has made any adjustment before current year, it must do the Yearly Posting every year. E.g. if adjustment made in 2005, user must do the Yearly Posting for 2005 and 2006 in order to update the latest opening balance of 2007. The Yearly Posting can be carried out many times for the same year) Figure 2.21: General Ledger Process Yearly Posting screen 23 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Verification This is a tool use for account verification. The system will display transactions that have the selected type of discrepancies. Figure 2.22: General Ledger Process Verification screen GL out of balance – check if the GL Balance is out for specified month GL details and balance not tally – check if the GL Balance tallies with the GL transaction. Duplicate Trx in GL – check if any transaction in GL has double posting. Missing Trx in GL – check if any transaction in GL is missing. AR different from GL – check if AR tally with the Trade Debtor balance in GL if not it will show the transaction. AP different from GL - check if AP tally with the Trade Creditor balance in GL if not it will show the transaction. AR out of balance – check if SL journal is balance AP out of balance – check if PL journal is balance Duplicate invoice no – check if any duplicate invoice no in the Invoice File Duplicate invoice in customer statement of accounts – check if any duplicate invoice in Sales Ledger i.e. Statement of Accounts Invalid customer code in invoice file – check if any invalid customer code in invoice. It is useful for the invoice transferred from other location Invalid vendor code in invoice file - check if any invalid vendor code in invoice. It is useful for the invoice transferred from other location 24 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Report User can print out the following Reports: (i) Financial Report Trial Balance Profit & Loss Balance Sheet Profit & Loss Analysis Monthly General Ledger (ii) GL YTD YTD General Ledger Bank Reconciliation Report Statistical Analysis User can use the GL Balance Inquiry to monitor account balance. GL Balance Figure 2.23: General Ledger Statistical Analysis GL Balance screen User can view balance in the GL account as shown on Figure 2.23. 25 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Type in the account code in the „Account Code‟ field. Press F4 to select from list. Select the financial year. Click on „Query‟ button. User can view individual transaction details within each period. Click on the period of choice. Details in selected period reveal itself. GL Transaction User can view GL transactions that were created. Figure 2.24: General Ledger Statistical Analysis GL Transaction screen Search Options: Enter the range of accounts you wish to search in the Account Code fields. Enter the range of transaction amount in the Amount field. Enter the range of cheque numbers in the Cheque No field. Enter the range of customer or vendor codes in the Customer/Vendor Code field. No using of F4 is allowed here. Enter the range of customer or vendor in the Customer/Vendor field. No using of F4 is allowed here. Enter the range of description in the Description field. Leave blank if description unknown. Enter the range of invoice numbers in the Invoice No field. Enter the range of job numbers in the Job No field. Enter the range of local amount in the Local Amount field. Local amount refers to the currency used in the country where the company operates in. 26 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Enter the range of post month (format:YYYYMM) in the Post Mth field. Enter the range of reference numbers in the Ref No field. Enter the range of transaction dates in the Trx Date field. Enter the range of voucher numbers in the Voucher No field. Note: Being too specific in your selection criteria can sometimes filter out desired results. Leave all fields blank to show all GL transactions. Figure 2.25: General Ledger Statistical Analysis GL Transaction screen Double click on the record in the screen can drill down to the original source document entry. System File System is only for system administrator to modify the data or parameter. Parameter The parameter file in GL consists of set up of the System Parameter and Financial Year 27 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION 2.26: General Ledger System File GL Parameter All Parameters Refer to Appendix I Setup Financial Year The financial period can be set up to 18 months every year. User an transfer the Financial Period from current year to next year. It can also Change Financial Year of the financial period. 28 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION 2.26: General Ledger System File GL Parameter Financial Year 29 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION GL YTD GL Year-To-Date file is to keep all the transactions in General ledger that posted from Sales Ledger, Purchase Ledger, Job Management and Journal Voucher in GL. User can open the GL transaction file to modify the data. After change the data, user needs to recompute the GL balance in the system. 2.27: General Ledger System File YTD Ledger 30 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION SALES LEDGER Sales ledger is to process customer transactions. Functions user can perform in Sale Ledger: Create Customer Receipt Create Banking Slip Create Cheque Return Create Adjustment Set up and edit new Customer Set up and edit new Customer Type Perform Daily Posting and Monthly Posting Perform Sales Transfer from operations to accounts Print Report in the following areas: o Customer o Customer Receipt o Customer Transaction o SL Journal o VAT Transaction Perform Statistical Analysis in the following areas o Sales Enquiry o Ad-Hoc Enquiry o Debtor Enquiry Edit Parameters used in Sales Ledger Create and edit Customer Transaction Create and edit Sales Ledger Journal Create and edit VAT Transaction Figure 3.1: Sales Ledger screen 31 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Customer Receipt From this option, user will be able to perform Receipt transactions from the Customers. Figure 3.2: Sales Ledger Customer Receipt screen Create New Customer Receipt: Ref No. (auto) leave it empty for system to generate the reference number automatically. Automatically generated reference numbers will take on a prefix that can be configured in the System File > Parameter. Example: SLR0000001 ‘SLR’ is the prefix that can be configured in parameter under the system file. The numbers that follow are running numbers that increases with each receipt entry. (Warning: prefix should keep as default ‘SLR’ so that the enquiry of the transaction in GL will not be affect as the system is hard-coded the prefix) Enter Customer Code or press F4 to select from list. Change Customer Name if the payment is received from other party. Click on the Address button to select the address of the different branches of the customer. The selected address should be the same as the branch that is making the payment. 32 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Receipt No. can be automatically generated or user defined. To change this setting, go to Sales Ledger System Files Parameter Auto Receipt No.?. Type in YES for automatic generation of receipt number, NO for user defined receipt number or BOTH for both. Receipt Date when the payment is received. Enter the Cheque No. Select cheque type by pressing F4 button. Select from list: CASH, GIRO or T/T (telegraphic transfer) or just enter the Cheque No. (tips: Enter the Bank Code before the cheque no. e.g. ABC 12345). If the same Cheque No. is entered, system will remind the user. Cheque Date (optional) for record purpose. Bank Slip No. is to show the cheque is banked in to which banking slip no. Enter Post Date which is default by Receipt Date F4 on Bank Code to reveal list of bank codes available. Default bank code can be changed in Sales Ledger System Files Parameter Bank Acc Code. (Note: Bank Code is optional. If the Bank Code is empty, user can select different Account Code from GL Account to Debit the Receipt Amount to the account e.g. use bad debt account to write off the invoice.) Enter Receipt Amount. (Warning: if receipt is in foreign currency and is banked into a different currency account, the Receipt Amount must be the converted amount of the bank’s currency. The receipt amount should be the same amount appear on the Bank Statement) The Currency is defaulted from the Bank or from the customer file if currency code is empty in the Bank Code. Currency can be changed by pressing F4 to reveal list of currencies available for selection. (Note: if the Currency is defaulted by Bank, it should not change as it will not consistent with your bank reconciliation.) The Currency Rate will be pulled from the Curr Rate in Currency Table base on the Post Date. User can overwrite it as the bank in rate. The Local Amount next to the Receipt Amount will change with the exchange rate. Desc to enter the description of the receipt. Transfer of Invoice from Operations: Normally invoices will be transferred by Sales Transfer (Refer to Sales Transfer in Sales Ledger> Process). But if any invoice is not transferred then invoice can to be transferred from operations to accounts before they can be paid out. Click on „Transfer‟ button to see Figure 3.3. 33 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 3.3: Sales Ledger Customer Receipt Transfer screen Transfer From is blank and To is defaulted current date. Customer From is defaulted from customer receipt. User can change or leave blank for all customers. Check the Transfer And Post checkbox for the selected invoices to be transferred and posted to accounts when the Transfer button is pressed. (Note: if Transfer and Post is not ticked, the invoice will not be posted simultaneously and must be posted separately) Select the respective checkboxes on the right to select the different departments. Or select All. Click on Query button. Select the invoices. Click on Transfer to transfer the invoice. (Note: The invoice is transferred but still not paid until user click Unpaid Inv to pay) 34 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Upon transferring, click on the Unpaid Inv button to see Figure 3.4. Figure 3.4: Sales Ledger Customer Receipt Unpaid Invoices screen Figure 3.4 shows outstanding invoices for the Customer that had been transferred. All the outstanding invoices will appear on the screen in the order by Due Date. The over due invoice will be added an asterisk (*) beside the due date. (Tips: User can click the column header to sort the column e.g. Invoice No.) The Currency Rate of the invoice will be depend on the parameter (Original Curr Rate Flag) in Sales Ledger > System File. „Y‟ will show the original currency rate of the invoice, „N‟ will show the current rate from receipt header or the curr rate in the currency table if different currency code from receipt header. If user wants to change the currency rate, it can be double-clicked on the invoice on the screen. 3.5: Sales Ledger Customer Receipt Unpaid Invoices screen Current Rate 35 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION (Note: user can view more information on the right hand side of the screen e.g. Job No. of the invoice.) launch Go To Invoice No or Invoice Amount to move the cursor to the stated Invoice No. or Invoice Amt especially if there are many invoices on the screen. Full Payment: Click on the check box to fully knock-off the invoice. Partial Payment: For partial payment click on the check box and then hit Enter key, and enter the amount to be paid for the invoice. Auto Payment: If the customer did not specify which invoice to apply for, user can use the Auto Payment (button at the bottom) feature to apply the oldest invoices. The total paid amount and no. of the paid invoice will be shown on the bottom and group by currency. Once completed, click OK to return to Figure 3.6. 3.6: Sales Ledger Customer Receipt Contra Payment: There are 2 methods of doing a Contra transaction: 1. Issue a Credit Note, and select both the Credit Note and Invoice to knock it off. 36 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION 2. An alternative is to use the Contra function. o Click on the Contra button to reveal a Contra Entry screen. o Select the company and the type (Customer or Vendor). o Select the invoices to be used for Contra. o Click OK at the bottom of the screen. o The selected invoice will be brought into the receipt for computation of the balance. 3.7: Sales Ledger Customer Receipt Contra After the contra, it will update the first column as „V‟ for vendor contra payment or „C‟ for customer contra payment. 3.8: Sales Ledger Customer Receipt (Note: for the Vendor Contra Payment, it will appear the amount as red and minus) Advance Payment At Figure 3.2, place your cursor at the Inv/Acct No, and press ALT+A to enter the short name of the advance payment, or click Advance button will 37 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION insert the Advance yy-mm-dd under the Inv/Acc No. A character, A, will appear at the beginning of the entry as below. Key in the Invoice No and amount. 3.9: Sales Ledger Customer Receipt Advance Payment This advance payment will update to the Statement of Accounts so that user can contra it next time with another invoice. User can click on the Unpaid Inv to view the Advance payment. Expenses or Other Account Pay the expenses e.g. Bank Charges, just click on the row of Inv/ Acct No. column and then press F4 to select the account from the list. 3.10: Sales Ledger Customer Receipt Expense Exchange Difference For discrepancies due to difference in currency exchange, select an account „Exchange Profit/Loss‟ as mentioned above or click ExDiff to balance up the difference. The default account code needs to set up in ExGainLossAccCode in parameter 3.11: Sales Ledger Customer Receipt Exchange Difference 38 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Receipt Amount in Foreign Currency: Sometimes customer may pay foreign amount for local or different currency invoices. User can select different currencies invoices at the same time to pay. 3.12: Sales Ledger Customer Receipt Unpaid Invoice If the Receipt Amount is in Foreign Currency, e.g. USD, this will be resulted in the exchange gain loss or rounding difference. Hence to enter the exchange difference, position the cursor at the Inv/Acc No, and press F4 to select the Gain Loss Account Code from the list. At the Amount field, press F4 to change it to Local Currency Code as shown in Figure 3.13. or just click on the ExDiff button. Note: only Expenses or Advance payment can amend the currency code and exchange rate. Figure 3.13: Sales Ledger Customer Receipt Currency screen GL Details Click on the GL button to display the GL details of the receipt. 39 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 3.14: Sales Ledger Customer Receipt GL details screen Receipt Voucher can be printed out by clicking on the printer icon. Click on Post to post the receipt to SL Journal. Accounts personnel can check un-posted documents in SL Journal before performing Monthly posting. Posted receipts cannot be edited. To un-post, click Ctrl + R on the screen of the posted receipt. (Note: if the advance payment contra with another invoice, the receipt cannot be un-posted until the contra transaction is deleted). Note: User will not be allowed to exit from the screen or Posting if the balance is not equal to zero or Account Code is empty 40 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Banking Slip From this option, user will be able to create Banking Slip. Banking Slip is to group the daily customer receipts paying by Cheque or Cash into one single document for easy of verification and banking. Normally the bank will give only one lump sum figure on the bank statement per banking in. With the Banking Slip, user will easier to do the Bank Reconciliation with Banking Slip in the system. Figure 3.15: Sales Ledger Banking Slip screen Bank Slip No. is auto created by system. (Next version, the Bank Slip No. will be created in Numbering system by Bank Code) Account Code is default from Bank Code Post Date is to enter date range of the Customer Receipt that already entered in the system Bank In is to indicate if user want to search the Y – Banked in Receipt, N – Not yet banked in Receipts and A – All Receipts. Bank In Date to indicate the date of this Banking Slip i.e. when the cheque is banked in. It is default as current date. Search the Customer Receipt by Cheque No, Customer Name, Curr Code, Amount, Ref No (SLR No.) 41 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Include the GIRO or T/T transaction in the Banking Slip. Sorting the Receipt by order of Receipt Date, Cheque No, Customer Name, Curr Code and Curr Rate Search Receipts: Select the Bank Code. Enter the range of the post dates in Post Date From field. Leave blank if unsure. Filter the search by Cheque No/Customer Name/Curr Code/Amount/Ref No if known. Leave blank if unsure. Sort the search results by selection the criteria to sort in the Sort By dropdown list. Click on Query to begin search. Select the receipts. Add New Receipts to Banking Slip: Click on New After fill up the Bank Code and created the Bank Slip No. Click on Add New Receipt. Enter Customer Receipt as described in previous section. System will default the Bank Code Remove Receipt from Banking Slip To remove any receipt from Bank Slip, just un-tick any receipt Click Save Add Existing Receipt to Banking Slip The existing Receipt must has the same bank code Change the Bank In to „N‟ and click query to list the existing receipt Tick the receipt and click save. Print Bank Slip Summary Click Print and select Bank Slip Summary 42 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Cheque Return If the cheque payment is returned by bank, user can call up the posted Customer Receipt and then click on the Copy button. It will prompt as the following message: Figure 3.16: Sales Ledger Customer Receipt Copy button If answer „Y‟, it will copy the receipt to a new Cheque Return transaction as shown and it reverses the paid invoices to be unpaid. The statement of accounts will show the reversal transaction for records. 43 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 3.17: Sales Ledger Customer Receipt Cheque Return screen Note: User will not allow edit anything on the Cheque Return screen. Note: User will not be allowed to exit from the screen or Posting if the balance is not equal to zero or Account Code is empty 44 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Adjustment Sometime user may not receive customer payment but they need to adjust the Sales Ledger e.g. Bad Debt entry, Contra entry between Credit Note, Invoice or previous Advance Payment. Figure 3.19: Sales Ledger Customer Receipt Adjustment screen The entry of the adjustment is the same as Customer Receipt except it will not default the Bank Code. Note: User will not be allowed to exit from the screen or Posting if the balance is not equal to zero or Account Code is empty 45 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Customer User can setup the Customer (Debtor) in this entry. Figure 3.20: Sales Ledger Customer Customer Info screen Add New Customer Customer Code: Customer is generated automatically by default. You can enter a customer code of your liking if you do not want the system to automatically assign customer code to your customers. o Automatically generated customer code look like this – A001 Where „A‟ is the initial of your customer‟s name and the next three numbers are running numbers, therefore the next customer starting with „A‟ will have the customer code A002. o The length of the customer code will be decided from the parameter (Customer Code Length) Customer Name will be checked if the same name is entered in the customer file Local Name is the name of the customer in local language. Address 1 – 4 46 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Enter Postal Code to Postal but this Postal Code will NOT be printed on the documents e.g. Invoice or B/L. Telephone and Fax: Enter the country code in the first box followed by the telephone or fax number in the second box. Note: Click on Update Business Party or Update Vendor only after entering and saving all the details related to the customer. This will update all details to Operations as well as to the Creditors. New customers will be added while existing ones will have their details changed. Figure 3.21: Sales Ledger Customer Update Business Party Default the Party Type as CL but allow to change, click Auto Generate to create the Business Party Code automatically from the Next Business Party Code in Company Profile. Figure 3.22: Sales Ledger Customer Update Vendor The Vendor Code can be Auto Generate by system unless user un-tick the check box and enter the Vendor Code manually. 47 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Go to Next Screen, Correspondence to enter the Contact Information. Figure 3.23: Sales Ledger Customer Correspondence screen Enter up to 3 different contacts of the customer: Title: The position of the person in the company Name, Email, Telephone, Fax, Hand phone and Pager. (Next version will create increase the contacts to be unlimited) 48 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Select Reference screen and key in the mandatory information such as Account Code, Term Code, and Currency Code. Refer to Figure 3.9. Figure 3.24: Sales Ledger Customer Reference screen Customer Short Code can be used for keep old code for the customer in old system Account Code is defaulted from the parameter (Debtor Acc Code) Analysis Code is for reporting. Area Code to define the customer into different area. Enter the Vendor Code, if this Customer is also your Creditor, and would like to combine the Receivable and Payable Statement. This Vendor Code will auto update when Vendor Code button is clicked in the Customer Info (Note: The combine statement is a separate report). Credit Status Code (optional) Currency Code default to the invoicing of the customer or receipt of the customer (if Bank Code has no currency) Customer Type allow user to define in the Customer Type table. E.g. LC – Local Customer, OA – Overseas Agent etc. Division Code – define in the Division Code table to indicate the Department or Division to handle this customer. 49 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Enter the Salesman Code for reporting purposes. Sales Type (optional) e.g. 1- Service 2-Goods Press F4 at the Term Code to select from Term Code table and it will default to the Invoice for the customer. Go to next screen Credit Info to set the Credit Control. Refer to Figure 3.10. Figure 3.25: Sales Ledger Customer Credit Info screen Credit Date (When enter this Date the customer can enjoy the credit term) (Next Version) Set the Credit Limit if user would like to control the credit limit for the customer. It will not allow generate any Job or Booking for the customer once the Credit Limit is exceeded. (Note: The Credit Limit is in local currency) Set the Credit Control By Day to enter the outstanding ageing day, e.g. 30, 60. Set the Credit Control By Amt to enter the Credit Limit in local currency for the customer who has outstanding amount after the day stated in Credit Control By Day. Consol Invoice is to set the customer need Consolidation of Invoices. Budget Amount – Budgeted Sales for this customer for comparison. 50 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Set the Customer Hold? to “Y” to blacklist the customer. Set to „N‟ to remove customer from blacklist. MISC Customer e.g. for CASH customer so that the customer name can be amended during invoicing. (Next version) Open Item is to indicate if the customer has opening balance. (Not in use) Post Receivable „Y‟ will post the customer to receivable. (Not in use) Print Statement allows print Statement of Accounts. (Not in use) Service Charge – subject to the Service Charge if overdue. For reporting purpose. Process Update Fully Paid Invoice This function is to update the Paid invoice that paid previous months not shown on the Statement or Customer Transaction Report. Only the invoice paid on current month will be shown. Sales Transfer The function of Sales Transfer is to load the Operations Invoices to Account. User can locate the invoices in the Invoice module. Sales Transfer does not transfer Cash Invoice, Cash Receipt and Customer Receipt. The types of invoices transferred by Sales Transfer are: Air Export Invoice Air Import Invoice Sea Export Invoice Sea Import Invoice Transport Invoice Warehouse Invoice Select Sales Transfer to see a screen similar to Figure 3.11. 51 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 3.26: Sales Ledger Process Sales Transfer screen Enter the date range of the invoices in the Transfer From fields. Enter the range of the customer codes in the Customer From fields. Check the Transfer And Post checkbox for the selected invoices to be transferred and posted to accounts when the Transfer button is pressed. (Note: if Transfer and Post is not ticked, the invoice will not be posted simultaneously and must be posted separately) Select the respective checkboxes on the right to select the different departments. Select All if you are unsure. Click on Query button. Select the invoices you wish to make payment to. Click on Transfer. 52 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Daily Posting The function of Daily Posting is to update the Receivable information to the Debtors account. The types of documents posted by Daily Posting are: Invoice/ Debit Note/ Credit Note Cash Invoice/ Cash Receipt Customer Receipt Select Daily Posting to see a screen similar to Figure 3.12. Figure 3.27: Sales Ledger Process Daily Posting screen Key in the Post Date range to select by date. User can select what documents to be posted. Click on Invoice, Cash Inv, or Customer Receipt, or click on All to include search to all document. Click on Query button to display the transactions. Click on the individual transactions to be posted, or put a click on the Select All to select all transactions for posting. Click on Post button to start the Posting process. 53 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Monthly Posting: This optional function of Monthly Posting will update the Receivable transactions to the General Ledger. It is used when user choose to post the SL transaction by batch set in SL and IV parameter (Post Online or Bath Flag and Reverse Post Online or Batch Flag) Figure 3.28: Sales Ledger Process Monthly Posting screen Click on the relevant module that you want to perform the Month End, e.g. Sales Ledger, Purchase Ledger. Select the Financial Period of the module for Monthly Posting. Post All Months buttons will post all transactions up to date. Post Current Month will post all transactions UNTIL the Financial Period entered. User can select the respective buttons at the bottom to perform other types of processing, e.g. Daily Posting of other modules, and Transferring of Sales/Purchases from Operation to Account system. 54 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Report User can print out the following Reports: (i) Customer Customer List Customer Details List Customer Invoices List Customer Sales Report All Invoice List (ii) Customer Receipt Customer Receipt Voucher Customer Receipt Detail Report Customer Receipt Summary Report Import Customer Receipt Report (iii) Customer Transaction Customer Transaction Report Customer Ageing Report Customer Balance Report Customer Statement Report Customer Reminder Report (iv) SL Journal Credit Sales Journal Report Cash Sales Journal Report Cash Receipt Journal Report (v) VAT (GST) Transaction VAT (GST) Output Tax Report 55 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION System File System is only for system administrator to modify the data or parameter. Parameter Figure 3.29: Sales Ledger Process Parameter 56 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Customer Transaction Figure 3.30: Sales Ledger Process Customer Transaction screen 57 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION SL Journal Figure 3.31: Sales Ledger Process Sales Ledger Journal 58 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION VAT/GST Transaction Figure 3.32: Sales Ledger Process VAT/GST Transaction 59 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION INVOICE Click on Invoice, and user will see the below menu options. Figure 4.1: Invoice screen User is able to key in Tax Invoice, Debit Note, Credit Note, Cash Invoice, Cash Receipt and also do consolidation of invoices in Consol Invoice. The function Sales Transfer (in Sales Ledger Process Sales Transfer) transfers the invoices from Operation to this module. Air Import Invoices Air Export Invoices Sea Import Invoices Sea Export Invoices Transport Invoices Warehouse Invoices Figure 4.2: Flow of invoices from Operations to Accounts 60 Accounts Invoice SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Invoice From this option, user is able to create Invoice. Figure 4.3: Invoicing Tax Invoice Create a New Invoice Ref No. (auto) leave it empty for system to generate the reference number automatically. Automatically generated reference numbers will take on a prefix that can be configured in the System File > Parameter. Example: CIV0000001 ‘CIV’ is the prefix that can be configured in parameter under the system file. The numbers that follow are running numbers that increases with each new invoice entry. (Warning: prefix should keep as default ‘CIV’ so that the enquiry of the transaction in GL will not be affect as the system is hard-coded the prefix) Invoice Type is next to the Ref No. It is for user to choose the type in order to create different invoice no. Setup of the Invoice Type is in the IV parameter. Invoice No will be assigned only after the invoice is printed or click on the Save button which is configured in the parameter (On Save Generate Inv No) set to Y. If user want to manually assign the Invoice No, change the 61 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION parameter – Auto or Manual to „A‟ in IV parameter. It is because user may want to enter the old invoice no. from old system. Apply To is reference no. User can enter the original invoice no. when entering the Credit Note or Debit Note Enter Job No. which pulling from Job Master. If the Job No is not found, system will prompt for a new job number to be created. See below. Figure 4.4: Invoicing Tax Invoice New Job Then it will jump to the Job Master file to enter a new job. AWB or BL No. is display field that pull from Job Master. Invoice Date is defaulted as Current Date. It can be controlled by No of Day Back Date in parameter so that user cannot back date the invoice. Due Date computed by system after entering the Payment Term. Post Date will be defaulted from the Invoice Date but allow to change. It will be blocked if the Post Date earlier than the Current IV period in GL parameter. Post Mth calculated base on the Financial Year in GL parameter. Our Ref No is display only. It is reserved for showing the Trx No. of the Invoice in operation. User can key in additional reference number into the Your Ref No. field. 62 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Customer Code press F4 to list from the Customer file. Acc Code will be defaulted from the Customer file. (Warning: we strongly recommended not changing the account code as it will cause the difference between AR and GL balance. If user really need to change the account code, it should be one of the Trade Debtor account) Customer Name and Address. Lock the Customer Name and Address if the Lock Customer Name Flag is set to Y in IV parameter. Postal is pulled from customer Attn is pulled from customer‟s first contact Term Code is pulled from customer and can be amended by user to compute the Due Date Currency is pulled from customer and can be amended by user if the SL parameter (MultiCurrFlag=‟Y‟). i.e. the single customer code can have multiple currency billing and it will be separate ageing report and statement of accounts. Currency Rate is pull from the Curr Rate in Currency table Enter the Item Code for billing. The Item Code is defined in Reference > Charge Code Description is pulled from Charge Code and allow to modify. Press F4 at the Description to enter additional description and press Esc to exit. Figure 4.5: Invoicing Tax Invoice Remark Enter Qty, Unit Rate, UOM (pull by Charge Code), Curr, Rate (Curr Rate pull from header if same curr code) VAT or GST (pull by Charge Code) can press F4 to pull from VAT table under the reference. It will compute the Vat Amount base on the rate in the Vat table. Amount is defined as Round(Qty x Unit Rate x Curr Rate / Header - Curr Rate,2) Sales is the local amount of the amount if it is foreign currency 63 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Cost can be pull from the Charge Code but allow user to amend. To bill for miscellaneous item, user can create a dummy or miscellaneous charge code in the Charge Code table e.g. „ACC‟ and then leave the Sales Acc Code blank. Enter this miscellaneous Charge Code, and click on the Acc Code button to tie the item to an Account Code. Click Desc to enter additional Description of the invoice. Charge button is to pull the standard charges from Charge Table. Figure 4.6: Invoicing Tax Invoice Charge button To bill for multiple job on the same invoice, click on the Multiple Job button. Costing button is to pull the item from Job Costing which input by operation. It is the accrual cost of the job and can be posted to GL provide the provision account is entered. 64 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 4.7: Invoicing Tax Invoice Costing button Click GL to display the GL details: Debit Trade Debtor. Credit Sales and VAT/GST if any. Click on Post to post the Invoice to SL Journal. Accounts personnel can print out the documents in SL Journal before performing Monthly posting. After Posting the Invoice will appear on the Statement of Accounts and Ageing Report. Posted invoice cannot be edited. To un-post, click Ctrl + R on the screen of the posted invoice. (Note: if the Invoice has been paid, it cannot be un-posted until the paid invoice in the receipt is removed). Receipt button is to show if any payment has been made. (Note: only posted invoice can show the receipt) Multiple Jobs 65 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Click on the Multiple Job button to go to the screen to enter different Job No. into one invoice. The Multiple Job screen will show the Acc Code that pull from the Sales Account Code in the Charge Code table under the Reference. Figure 4.8: Invoicing Tax Invoice Costing button Search is to find the item easier when too many items in one invoice. Click New to add new item, when click it will move to a new row. Charge Table is to add the standard charges by customer. Costing is to pull to costing items from the job created by operation. With Holding Tax With Holding Tax is optional feature for some customers in the countries need to report this special tax to Government. During billing the tax will add to the invoice. The tax rate can be setup in the With Hold Tax table under Reference. With Hold Tax in the Invoice is activated by the SL parameter Next With Holding Tax No. It will add a new column to Ivcr1 and W/Hold Tax button will show on the invoice entry. User can press F4 at the W/T to select the With Holding Tax Code. Figure 4.9: Invoicing Tax Invoice W/Hold Tax 66 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Click on the W/Hold Tax button will the With Hold Tax No. and total With Holding Tax Amount. The amount will be added to the Total Invoice. Un-Post of Invoice Figure 4.10: Invoicing Tax Invoice Un-Transfer of Invoice If the invoice is transferred from operation, it will show the invoice as above and user cannot amend the invoice unless it un-transfer to operation using Ctrl-R. Our Ref will use the Operation Ref No. of the Invoice. Note: The procedure is similar for creating Debit Note, Credit Note, Cash Invoice and Cash Receipt. Debit Note Debit Note normally is used for the short billing to customer or billing to overseas agent. The Debit Note No. can be created different from Invoice No. set up in IV parameter or Numbering System. 67 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION The Apply To can enter the pervious short billing Invoice No. for reference. If it is blank, the system will generate it same as Debit Note No. Credit Note Credit Note is used for over billing to customer or a document given to overseas agent or a party to indicate the amount own by the user‟s company. The Credit Note No. can be created different from Invoice No. set up in IV parameter or Numbering System. At the Apply to press F4 to select the previous invoice to fully reverse of the invoice. If leave it blank, system will generate the Apply To as the Credit Note No. Figure 4.10: Invoicing Credit Note F4 at Apply To For the Credit Note, it will show a note: Note: Enter negative amount for credit note. When entering the amount to each item, it must enter minus sign and it will show as red. Cash Invoice If user wants to have separate Invoice No. for Cash Term invoice, choose to the Cash Invoice entry to enter the invoice. 68 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Cash Receipt If customer is making payment on spot, user can issue the Cash Receipt to customer. The Cash Receipt is different from other documents under Invoicing. It will not show on the Statement of Accounts or Ageing Report. The GL journal is Debit Bank and Credit Sales. Figure 4.10: Invoicing Cash Receipt Cash Receipt No. is auto created by system set in IV parameter or Numbering System Cheque No. is the cheque received from customer. Enter the Cheque or Cash Amt. If Cheque No. is not entered, Cheque Amt cannot be entered. The sum of Cheque and Cash Amt must be the same as the Invoice Total 69 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Consol Invoice Invoices can be consolidated under one master invoice number. Figure 4.11: Invoice Consol Invoice Consolidate Invoices: Select the Customer using the F4 key. (It should filter the customer that Consol Invoice =‟Y‟ is Customer file) Select from Job Type the module which the invoices are located. Select the Invoice Date. Click on Query to display the invoices which fit the stated criteria. Select the invoices you wish to consolidate. Click on Add Invoice to add more invoices to the list. Click on Consol to consolidate select invoices. 70 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION System Files System is only for system administrator to modify the data or parameter. Parameter Parameters determine how your reports and screens look like. Figure 4.5: Invoice System Files Parameter Invoice Prefix The alphabets keyed in this column appear in front of all invoice documents associated with the respective modules. For example: Having „AE‟ as an Air Export prefix will result in the invoice associated with Air Export having the number „AE100001‟, where „AE‟ is the prefix followed by the invoice number „100001‟. Document Footer Document footer appears at the bottom of your reports. The footer is separated into two lines and the second line immediately follows the first. You can change the text by removing the old text and typing in the new one from the Parameter screen. All Parameters Refer to Appendix I Note: Alteration of running numbers may cause disruption to current records and result in skipping of numbers. 71 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION PURCHASE LEDGER Click on Purchase Ledger, and user will see a screen similar to Figure 5.1. Functions user can perform in Purchase Ledger: Create new Vendor Invoice (Creditor Invoice). Create new Cash Purchase (Miscellaneous expenses). Create new Vendor Payment. Create and edit Vendor and Vendor Type. Payment Voucher Approval. Daily and Monthly Posting of Vendor Invoice, Cash Purchase and Vendor Payment/Adjustment. Print Report in the following areas: o Vendor and Vendor Type o Vendor Invoice o Cash Purchase o Vendor Payment o Vendor Transaction o PL Journal o VAT Transaction Perform Statistical Analysis in the following areas: o Ad-Hoc Enquiry o Creditor Ledger Note: After the Operation Payment Voucher had been transferred to Account (Purchase Ledger, Process, Purchase Transfer), the Payment Voucher will appear in the Cash Purchase option. Figure 5.1: Purchase Ledger screen 72 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Purchase Order This is optional entry for some companies who need to issue PO to vendor for request of service or goods. The entry can be referred to Vendor Invoice except the Invoice No. is not mandatory and the P/O No. is auto generated by system when save or user can also manually create the number. The running no. of the Ref No. is sharing with the Vendor Invoice Figure 5.2: Purchase Ledger Purchase Order Screen When the actual Vendor Invoice is received, the Purchase Order can be converted to Vendor Invoice by click on the Invoice button. (Note: the Purchase Order will not post to the Ledger until converted to Invoice) Note: User will not be allowed to exit from the screen if the balance is not equal to zero or Account Code is empty Provision Cost If the user wants to provide the provision cost for some operation jobs or accrual costs for some expenses. It can be entered to Provision Cost entry. Similar to the Purchase Order entry, the Provision Cost is not required to enter the Invoice No. The step of entering the Provision Cost is the same as Vendor Invoice. The running no. of the Ref No. is sharing with the Vendor Invoice 73 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.3: Purchase Ledger Provision Cost Screen When the actual Vendor Invoice is received, the Provision Cost can be converted to Vendor Invoice by click on the Invoice button. (Note: the Provision Cost will not post to the Ledger until converted to Invoice) Users create one Ref No. for each vendor and accumulate the all Provision Cost from different jobs using the Multiple Job screen. Then when the actual cost has came, it can use the Invoice button inside the Multiple Job Screen to select the provision to convert as actual cost. Figure 5.4: Purchase Ledger Provision Cost Multiple Job Figure 5.5: Purchase Ledger Provision Cost Multiple Job Invoice button If user needs to post the Provision Cost to the General Ledger so that the cost will be accrued to the Profit & Loss, it can be done by printing the Provision Summary Report and then create the Journal Voucher for the Provision Cost base on the summary of the report. Note: User will not be allowed to exit from the screen if the balance is not equal to zero or Account Code is empty 74 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Vendor Invoice This option allows user to enter the Creditor Invoice, which is on credit term. Vendor Invoice need to be posted to Purchase Ledger and then to be paid later via Vendor Payment. Figure 5.6: Purchase Ledger Vendor Invoice Create New Vendor Invoice Ref No. (auto) leave it empty for system to generate the reference number automatically. Automatically generated reference numbers will take on a prefix that can be configured in the System File > Parameter. Example: PLV0000001 ‘PLV’ is the prefix that can be configured in parameter under the system file. The numbers that follow are running numbers that increases with each new invoice entry. (Warning: prefix should keep as default ‘PLV’ so that the enquiry of the transaction in GL will not be affect as the system is hard-coded the prefix) Vendor Code (mandatory) can press F4 to select from Vendor file. 75 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Enter the Invoice No and system will check if any duplicate Vendor Invoice is entered for the vendor. Apply To field requires the Invoice No. to be applied to a reference number or other document number e.g. Previous Invoice No. If leave it blank system will set it the same as Invoice no. Invoice Date refers to the date of the invoice. Due Date is based on the Term Code in the Vendor file but user can amend it. Post Date refers to the date the invoice is transferred and posted to Accounts. Post Mth is calculated from the setup of Financial Year in GL parameter. Enter the Job No. if the invoice is related to operation. Otherwise user can use MISC job that is created in Job Master. Click on to search the Job No. by Customer Invoice. Figure 5.7: Purchase Ledger Vendor Invoice Search Job No AWB/ BL No. will pull from system for cross reference on the invoice. PO No. will not auto create but user can enter for reference Acc Code will pull from Vendor Code (Warning: Changing the Acc Code may result in difference between GL and AP. If user really need to change the account code, it should be one of the Trade Creditor account) Enter the Invoice Amt of the invoice inclusive of VAT/GST Amt (Note: If the Invoice Amt and the sum of amount of all items are different, user will be prompted, and system will not exit from the entry.) 76 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Invoice Local Amt is computed base on the Currency Rate entered in the invoice. Adj is to change the Invoice Local Amt to the same as the sum of the Local Amt in the charge detail screen. VAT/GST Code which is pulled from VAT Table and will calculate the VAT/GST Amt base on the rate stated in the table automatically. VAT/GST Amt can be defaulted by the system where Invoice Amount x the Vat Rate base on the VAT/GST Code. User can overwrite the VAT/GST Amt according to the document as some of the item may not be VAT/GST chargeable. When change the VAT/GST Amt, it will auto prompt user to enter the VAT/GST Base Amt. Click on VAT/GST Base Amt will show 3 items on the box: Exempted Amt, Standard Rated Amt and Zero Rated Amt. It will calculate from the Invoice Amt and VAT/GST Amt. e.g. The Standard Rated Amt is computed from the (VAT/GST Amt / Vat Rate) base on the specified VAT Code in VAT Table. Then the Zero Rated Amt is the net of the Invoice Amt minus Standard Rated Amt. User can amend the Standard Rated Amt but it will not re-compute the VAT/GST Amt. The Exempted Amt is the net of the Invoice Amt minus Standard Rated Amt – Zero Rated Amt. Currency is default by the Vendor in the vendor file. It will not allow to change the Multi Curr Flag =‟N‟ in the PL parameter. The exchange rate is default from the currency table base on the Post Date. Shipment Date is to show the exchange rate (Curr Rate) in the Currency Table base on the Shipment Date so that user can apply to the previous exchange rate when the Job is created. It is because user may not want any exchange gain or loss to generate due to the late of the foreign vendor invoice. Click on the P&L button to check the job has any extra cost or missing billing. 77 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.8: Purchase Ledger Vendor Invoice P&L button Double click on the Job will drill down to the details. Figure 5.9: Purchase Ledger Vendor Invoice P&L Click on Desc to enter invoice description. Click on Item Detail to add details to each individual item and press F4 to view the remark. 78 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.10: Purchase Ledger Vendor Invoice Item Detail The Item Details will show the screen allow user to enter one cost item one per screen and the lower screen will display any billing for the Job with the same item. Click Payment to show if the Invoice has been paid by Vendor Payment or Contra by Customer Receipt. Figure 5.11: Purchase Ledger Vendor Invoice Payment button Double click on the record will show the original payment entry. Click on Cost to pull in job costing. 79 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.12: Purchase Ledger Vendor Invoice Costing button Multiple Jobs Sometimes the vendor will put many different job no. on the same invoice. User can enter different job no. for each item. Figure 5.13: Purchase Ledger Vendor Invoice Multiple Jobs Splitting Cost User may want to split the Cost of the entered items from Master Job to house Job. There are two types of Cost Splitting: Split Cost by No. of Job – Split the Cost of all Master Jobs on the screen into House Jobs and distribute the cost by no. of House Job per Master Job. 80 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Split Cost by Charge Wt – Split the Cost of all Master Jobs on the screen into House Jobs and distribute the cost by ratio of the charge weight of each House Job per Master Job. Before Cost Splitting Figure 5.15: Purchase Ledger Vendor Invoice Multiple Job button Before Split Cost After Cost Splitting Figure 5.16: Purchase Ledger Vendor Invoice Multiple Job button After Split Cost 81 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Click on GL to view General Ledger Journal Details. The Balance must be zero in order to view the GL. Figure 5.17: Purchase Ledger Vendor Invoice GL details Click on Post to post the Invoice to PL Journal. Accounts personnel can print out the documents in PL Journal before performing Monthly posting. After Posting the Invoice will appear on the Vendor Statement of Accounts and Ageing Report. Posted invoice cannot be edited. To un-post, click Ctrl + R on the screen of the posted invoice. (Note: if the advance payment contra with another invoice, the receipt cannot be un-posted until the contra transaction is deleted). Note: User will not be allowed to exit from the screen or Posting if the balance is not equal to zero or Account Code is empty 82 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Cash Purchase This option allows user to enter Miscellaneous transactions such as Payment Voucher and Petty Cash for paying the cash term or administrative expensive like office rental, electricity, salaries, claim etc. User can also enter the PV for operation directly here as Job No. is provided and so it is not necessary to transfer from operation. (Note: All the PV created in Cash Purchase is not necessary to be approved before posting) Figure 5.18: Purchase Ledger Cash Purchase screen Create New Cash Purchase Ref No. (auto) leave it empty for system to generate the reference number automatically. Automatically generated reference numbers will take on a prefix that can be configured in the System File > Parameter. Example: PLC0000001 ‘PLC’ is the prefix that can be configured in parameter under the system file. The numbers that follow are running numbers that increases with each new invoice entry. (Warning: prefix should keep as default ‘PLC’ so that the enquiry of the transaction in GL will not be affect as the system is hard-coded the prefix) Vendor Code (optional) can press F4 to select from Vendor file. Vendor Name can be entered manually by user. Voucher Type press F4 to select and can be defined in PL Parameter up to 6 different types e.g. PC – Petty Cash, PV – Payment Voucehr. The Voucher Type can default the Bank Code and Voucher No. 83 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Voucher No will be assigned by the system based on the Voucher Type setup in the PL Parameter – Voucher No Auto or Manual. Type in A for automatic generation of voucher number, M for user manually enter or BOTH for both. The voucher no. can also set up in the number system to have running no. by Month. Voucher Date refers to the date of the voucher. Default current date. User manually enters the Cheque No. System will check if any duplicate cheque is entered and will remind user. (Next version will auto generate) Cheque Date default as current date. Post Date default by Cheque Date refers to the date posted to Accounts. Post Mth is calculated from the setup of Financial Year in GL parameter. Enter the Job No. if the invoice is related to operation. Otherwise user can use MISC job that is created in Job Master. Click on to search the Job No. by Customer Invoice. Figure 5.19: Purchase Ledger Cash Purchase Job No. search AWB/ BL No. will pull from system for cross reference on the invoice. PO No. will not auto create but user can enter for reference Invoice No. given from the vendor if any. It can set as Mandatory in PL Parameter Mandatory Invoice No. (Note: The Invoice No. is just for the reference only, it will not contra the invoice that entered in Vendor Invoice unless user post the vendor invoice and pay in the Vendor Payment) Bank Code is default from the Voucher Type in parameter. 84 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION (Note: Bank Code is optional. If the Bank Code is empty, user can select different Account Code from GL Account to Credit the Pay Amt to the account) Bank Acc Code will pull from Bank Code and cannot be edited if Bank Code is entered. If there is no Bank Code (1-6) set up in PL parameter, it will auto default from the Bank Acc Code in parameter. Enter the Pay Amt of the Voucher inclusive of VAT/GST Amt (Note: If the Pay Amt and the sum of amount of all items are different, user will be prompted, and system will not exit from the entry.) Pay Local Amt is computed base on the Currency Rate entered in the voucher. VAT/GST Code which is pulled from VAT Table and will calculate the VAT/GST Amt base on the rate stated in the table automatically. VAT/GST Amt can be defaulted by the system where Invoice Amount x the Vat Rate base on the VAT/GST Code. User can overwrite the VAT/GST Amt according to the document as some of the item may not be VAT/GST chargeable. When change the VAT/GST Amt, it will auto prompt user to enter the VAT/GST Base Amt. Click on VAT/GST Base Amt will show 3 items on the box: Exempted Amt, Standard Rated Amt and Zero Rated Amt. It will calculate from the Invoice Amt and VAT/GST Amt. e.g. The Standard Rated Amt is computed from the (VAT/GST Amt / Vat Rate) base on the specified VAT Code in VAT Table. Then the Zero Rated Amt is the net of the Invoice Amt minus Standard Rated Amt. User can amend the Standard Rated Amt but it will not re-compute the VAT/GST Amt. The Exempted Amt is the net of the Invoice Amt minus Standard Rated Amt – Zero Rated Amt. Currency is default by the Vendor in the vendor file. The exchange rate is default from the currency table base on the Post Date. Click on the P&L button to check the job has any extra cost or missing billing same as the button Vendor Invoice. Click on Desc to enter invoice description. Click on Item Detail to add details to each individual item and press F4 to view the remark. 85 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.20: Purchase Ledger Cash Purchase Item Detail button The Item Details will show the screen allow user to enter one cost item one per screen and the lower screen will display any billing for the Job with the same item. Click Payment to show if the Voucher has been paid by Vendor Payment Figure 5.21: Purchase Ledger Cash Purchase Payment button Double click on the record will show the original payment entry. Click on Cost to pull in job costing. 86 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.22: Purchase Ledger Cash Purchase Cost button Multiple Jobs to enter multiple jobs for the voucher. The screen is very similar with Vendor Invoice. P&L – Show the P&L Click on the Approval button to approve the voucher. It will just update the Approval Flag in the record but no impact to the system Click on GL to view General Ledger Journal Details. The Balance must be zero in order to view the GL. Click the Print Button to Print the Payment Voucher Click on Post to post the Voucher to PL Journal. Accounts personnel can print out the documents in PL Journal before performing Monthly posting. Posted Voucher cannot be edited. To un-post, click Ctrl + R on the screen of the posted voucher. (Note: if the Invoice has been paid, it cannot be un-posted until the paid invoice in the vendor payment is removed). Note: User will not be allowed to exit from the screen or Posting if the balance is not equal to zero or Account Code is empty Un-Approve of Payment Voucher 87 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.23: Purchase Ledger Cash Purchase Un-App Payment Voucher If the Payment Voucher is transferred from operation, it will show the Payment Voucher as above and user cannot amend the Voucher unless it Un-Appove to operation. Our Ref will use the Operation Ref No. of the Payment Voucher. 88 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Vendor Payment From this option, user will be able to perform Payment transactions to the Vendor/Creditor. Vendor Payment is paying for the Vendor Invoice or unpaid Payment Voucher. (Note: unpaid Payment Voucher is only for the voucher that has not entered the cheque no) Figure 5.24: Purchase Ledger Vendor Payment screen Create New Vendor Payment: Ref No. (auto) leave it empty for system to generate the reference number automatically. Automatically generated reference numbers will take on a prefix that can be configured in the System File > Parameter. Example: PLP0000001 ‘PLP’ is the prefix that can be configured in parameter under the system file. The numbers that follow are running numbers that increases with each receipt entry. (Warning: prefix should keep as default ‘PLP’ so that the enquiry of the transaction in GL will not be affect as the system is hard-coded the prefix) Enter Vendor Code or press F4 to select from list. Change Vendor Name if the payment is paying to other party but using the same Vendor Code. Voucher Type press F4 to select and can be defined in PL Parameter up to 6 different types e.g. PC – Petty Cash, PV – Payment Voucehr. The Voucher Type can default the Bank Code and Voucher No. 89 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Voucher No will be assigned by the system based on the Voucher Type setup in the PL Parameter – Voucher No Auto or Manual. Type in A for automatic generation of voucher number, M for user manually enter or BOTH for both. The voucher no. can also set up in the number system to have running no. by Month. Payment Date when the payment is made. Default current date Enter the Cheque No. Select cheque type by pressing F4 button. Select from list: CASH, GIRO or T/T (telegraphic transfer) or just enter the Cheque No. (tips: Enter the Bank Code before the cheque no. e.g. ABC 12345 unless user has only one bank). If the same Cheque No. is entered, system will remind the user. Cheque Date for record purpose and for the Bank Reconciliation and Cash Flow. Enter Post Date which is default by Cheque Date Bank Code is default from the Voucher Type in PL parameter. F4 on Bank Code to reveal list of bank codes available (Note: Bank Code is optional. If the Bank Code is empty, user can select different Account Code from GL Account to Credit the Pay Amt to the account) Bank Acc Code will pull from Bank Code and cannot be edited if Bank Code is entered. If there is no Bank Code (1-6) set up in PL parameter, it will auto default from the Bank Acc Code in parameter. Enter Pay Amount. (Warning: if Payment is in foreign currency and is withdrawal from different currency account, the Pay Amount must be the converted amount of the bank’s currency. The Pay amount should be the same amount appear on the Bank Statement) The Currency is defaulted from the Bank or from the customer file if currency code is empty in the Bank Code. Currency can be changed by pressing F4 to reveal list of currencies available for selection. (Note: if the Currency is defaulted by Bank, it should not change as it will not consistent with your bank reconciliation.) The Currency Rate will be pulled from the Curr Rate in Currency Table base on the Post Date. User can overwrite it as the bank rate. The Local Amount next to the Pay Amount will change with the exchange rate. Desc to enter the description of the receipt. Upon transferring, click on the Unpaid Inv button to see Figure 3.4. 90 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.25: Purchase Ledger Vendor Payment Unpaid Invoices screen Figure 5.25 shows outstanding invoices for the Vendor. All the outstanding invoices will appear on the screen in the order by Due Date. The over due invoice will be added an asterisk (*) beside the due date. (Tips: User can click the column header to sort the column e.g. Invoice No.) The Currency Rate of the invoice will be depend on the parameter (Original Curr Rate Flag) in Sales Ledger > System File. „Y‟ will show the original currency rate of the invoice, „N‟ will show the current rate from receipt header or the curr rate in the currency table if different currency code from receipt header. If user wants to change the currency rate, it can be double-clicked on the invoice on the screen. 91 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.26: Purchase Ledger Vendor Payment Unpaid Invoice Currency Rate (Note: user can view more information on the right hand side of the screen e.g. Job No. of the invoice.) Go To Invoice No or Invoice Amount to move the cursor to the stated Invoice No. or Invoice Amt especially if there are many invoices on the screen. Full Payment: Click on the check box to fully knock-off the invoice. Partial Payment: For partial payment click on the check box and then hit Enter key, and enter the amount to be paid for the invoice. Auto Payment: If the user did not specify which invoice to pay for, user can use the Auto Payment (button at the bottom) feature to apply from the oldest invoices. The total paid amount and no. of the paid invoice will be shown on the bottom and group by currency. Once completed, click OK to return to Figure 5.27 92 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.27: Purchase Ledger Vendor Payment Contra Payment: There are 2 methods of doing a Contra transaction: 3. Issue a Credit Note, and select both the Credit Note and Invoice to knock it off. 4. An alternative is to use the Contra function. o Click on the Contra button to reveal a Contra Entry screen. o Select the company and the type (Customer or Vendor). o Select the invoices to be used for Contra. o Click OK at the bottom of the screen. o The selected invoice will be brought into the receipt for computation of the balance. 93 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.28: Purchase Ledger Vendor Payment Contra After the contra, it will update the first column as „V‟ for vendor contra payment or „C‟ for customer contra payment. Figure 5.29: Purchase Ledger Vendor Payment Customer Contra Payment (Note: for the Customer Contra Payment, it will appear the amount as red and minus) Advance Payment: Place your cursor at the Inv/Acct No, and press ALT+A to enter the short name of the advance payment, or click Advance button will insert the Advance yy-mm-dd under the Inv/Acc No. A character, A, will appear at the beginning of the entry as below. Key in the Invoice No and amount. Figure 5.30: Purchase Ledger Vendor Payment Advance Payment This advance payment will update to the Statement of Accounts so that user can contra it next time with another invoice. User can click on the Unpaid Inv to view the Advance payment. Expenses or Other Account 94 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Pay the expenses e.g. Bank Charges, just click on the row of Inv/ Acct No. column and then press F4 to select the account from the list. Figure 5.31: Purchase Ledger Vendor Payment Expenses or Other Account Exchange Difference For discrepancies due to difference in currency exchange, select an account „Exchange Profit/Loss‟ as mentioned above or click ExDiff to balance up the difference. The default account code needs to set up in ExGainLossAccCode in parameter Figure 5.32: Purchase Ledger Vendor Payment Exchange Difference Payment Amount in Foreign Currency Sometimes user may pay foreign amount for local or different currency invoices. User can select different currencies invoices at the same time to pay. Figure 5.33: Purchase Ledger Vendor Payment Payment Amt in Foreign Currency If the Pay Amount is in Foreign Currency, e.g. USD, this will be resulted in the exchange gain or loss or rounding difference. Hence to enter the exchange difference, position the cursor at the Inv/Acc No, and press F4 to select the Gain Loss Account Code from the list. At the Amount field, press F4 to change it to Local Currency Code as shown in Figure 3.6. or just click on the ExDiff button. Note: only Expenses or Advance payment can amend the currency code and exchange rate. 95 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Figure 5.34: Purchase Ledger Vendor Payment Currency screen GL Details Click on the GL button to display the GL details of the payment. Figure 5.35: Purchase Ledger Vendor Payment GL details Payment Voucher can be printed out by clicking on the printer icon. Click on Post to post the payment to PL Journal. Accounts personnel can check un-posted documents in PL Journal before performing Monthly posting. 96 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Posted receipts cannot be edited. To un-post, click Ctrl + R on the screen of the posted receipt. (Note: if the advance payment contra with another invoice, the receipt cannot be un-posted until the contra transaction is deleted). Note: User will not be allowed to exit from the screen or Posting if the balance is not equal to zero or Account Code is empty 97 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Vendor Figure 5.36: Purchase Ledger Vendor Add New Vendor Vendor Code: Vendor is generated automatically by default. You can enter a code of your preference if you do not want the system to automatically assign customer code to your customers. o Automatically generated customer code look like this – A001 Where „A‟ is the initial of your customer‟s name and the next three numbers are running numbers, therefore the next customer starting with „A‟ will have the customer code A002. o The length of the customer code will be decided from the PL parameter (Vendor Code Length) Vendor Name will be checked if the same name is entered in the vendor file Local Name is the name of the customer in local language. Address 1 – 4 Enter Postal Code to Postal but this Postal Code will NOT be printed on the documents e.g. Invoice or B/L. City Code: Press F4 on City Code to select from a list of pre-defined city codes. Telephone and Fax: Enter the country code in the first box followed by the telephone or fax number in the second box. 98 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION (Note: Click on Update Business Party or Update Vendor only after entering and saving all the details related to the customer. This will update all details to Operations as well as to the Creditors. New customers will be added while existing ones will have their details changed.) Figure 5.37: Purchase Ledger Vendor Business Party button Default the Party Type as blank but allow to change, click Auto Generate to create the Business Party Code automatically from the Next Business Party Code in Company Profile. Go to Next Screen, Contact Info to enter the Contact Information. Figure 5.38: Purchase Ledger Vendor Contact Info Title: The position of the person in the company Name, Email, Telephone, Fax, Hand phone 99 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Select Reference screen and key in the mandatory information such as Account Code, Term Code, and Currency Code. Refer to Figure 3.9. Figure 5.38: Purchase Ledger Vendor Reference screen Vendor Short Code can be used for keep old code for the customer in old system Account Code is defaulted from the PL parameter (Creditor Acc Code) Area Code to define the vendor into different area. Enter the Customer Code, if this Vendor is also your Debtor, and would like to combine the Receivable and Payable Statement. This Customer Code will auto update when Vendor Code is created from the customer in the Customer File (Note: The combine statement is a separate report). Credit Limit given by Vendor for information Currency Code default to the invoicing of the customer or receipt of the customer (if Bank Code has no currency) Division Code – define in the Division Code table to indicate the Department or Division to handle this customer. MISC Vendor e.g. for CASH vendor so that the vendor name can be amended during invoicing. (Next version) Pay Code is for indicate the payment method to the vendor and default to the Cheque No. in Vendor Payment and Cash Purchase (Next version) 100 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Analysis Code is for reporting. Press F4 at the Term Code to select from Term Code table and it will default to the Invoice for the customer. VAT/GST Registration No to default from the VAT/GST code as „STD‟ to Vendor Invoice Vendor Type allow user to define in the Vendor Type table. E.g. LC – Local Vendor, OA – Overseas Agent etc. 101 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Process For this option, the system has Payment Voucher Approval, Purchase Transfer, Daily Posting, and Monthly Posting. Update Fully Paid Invoice This function is to update the Paid invoice that paid previous months not shown on the Statement or Vendor Transaction Report. Only the invoice paid on current month will be shown. Payment Voucher Approval The function of Payment Voucher Approval is to approve the Operation Payment Voucher from Accounts. User can view all Vouchers created from all different system (Air, Sea, Warehouse, Transport). When click on the Payment Voucher Approval, below screen will appear. Figure 5.39: Purchase Ledger Process Payment Voucher Approval screen User can key in the Date range, and click on Query button. The transactions will be displayed based on the selection criteria. If Approval? is set to Y, then the system will show all Approved Vouchers. To Approve the Voucher, click on the checkbox in front of each transaction, enter the Cheque No, and select Approve button. 102 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION To Transfer the Voucher from Operation to Account, click on the checkbox Transfer to account. To execute the process, remember to select Save button. 103 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Purchase Transfer The function of Purchase Transfer will load the Operations Payment Voucher (Sea Export/Import, Air Export/Import, Warehouse and Transport) to Accounts. User can locate the Payment Voucher in the Purchase Ledger, Cash Purchase. When click on the Purchase Transfer, below screen will appear. Figure 5.40: Purchase Ledger Process Purchase Transfer screen Enter the Transfer Date range, and click on the relevant module Voucher to be transferred to Account. Click on the Query button and data will load to the screen. Select the individual Voucher or click on the Select All box to select all Vouchers. Once done, click on the Transfer button to start the process. 104 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Daily Posting The function of Daily Posting will update the Payable information to the Creditor account, example Vendor Invoice, and Vendor Payment. Click on the Daily Posting and below screen will appear. Figure 5.41: Purchase Ledger Process Daily Posting screen Key in the Post Date range to select by date. User can select what documents to be posted. Click on Vendor Invoice, Cash Purchase, or Vendor Payment, or click on All to include search to all transactions. Click on Query button to display the transactions. Click on the individual transactions to be posted, or click on Select All to select all transactions for posting. Click on Post button to start the Posting process. 105 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Monthly Posting The function of Monthly Posting will update the Payable transactions to the General Ledger. Figure 5.42: Purchase Ledger Process Monthly Posting screen Click on the relevant module that you want to perform the Month End, e.g. Sales Ledger, Purchase Ledger. Select the Financial Period of the module for Monthly Posting. Post All Months buttons will post all transactions up to date. Post Current Month will post all transactions UNTIL the Financial Period entered. User can select the respective buttons at the bottom to perform other types of processing, e.g. Daily Posting of other modules, and Transferring of Sales/Purchases from Operation to Account system. 106 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Report User can print out the following Reports: (i) Vendor Vendor List Vendor Details List Vendor Voucher List (ii) Vendor Type Vendor Type List (iii) Vendor Invoice Vendor Invoice Report Vendor Invoice Summary Report Vendor Invoice History Report Vendor Invoice History Summary Report Vendor Payable Voucher (iv) Cash Purchase Payment Voucher/Petty Cash (Origin) Payment Voucher/Petty Cash (Duplicate) Cash Purchase Report Cash Purchase History/Summary Report (v) Vendor Payment Payment Voucher Remittance Advice Vendor Payment Report Vendor Payment History/Summary Report (vi) Vendor Transaction Vendor Transaction Report Vendor Ageing Report Vendor Statement By Invoice Date (vii) PL Journal Vendor Invoice Journal Report Cash Purchase Journal Report Payment Journal Report (viii) VAT (GST) Transaction VAT (GST) Input Tax Report 107 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION System File System is only for system administrator to modify the data or parameter. Parameter Figure 5.43: Purchase Ledger System File Parameters All Parameters Refer to Appendix I 108 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Vendor Transaction Figure 5.44: Purchase Ledger System File Vendor Transaction 109 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION PL Journal Figure 5.45: Purchase Ledger System File Purchase Ledger Journal 110 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION VAT/GST Transaction Figure 5.46: Purchase Ledger System File VAT/GST Transaction 111 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION JOB MANAGEMENT Click on Job Management, and user will see the below menu options. Functions user can perform in Job Management: Create a job in Job Master View jobs created in all modules in Job Master Verification of the Job if any unbilled job Job Closing, Approval and Status Update Posting of the Job Provision Print Report Job Profit and Loss Summary Perform Ad-Hoc Enquiry in Statistical Enquiry. Figure 6.1: Job Management screen 112 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Job Master Job Master allows user to create or edit jobs for all modules. Figure 6.2: Job Management Job Master Job Info screen Create New Job Job No. can be auto created by system from the Numbering System by setting the Number Type as „jmjm‟ with correct Job Type or manually enter user‟s own job no. Master Job No. is auto update same as Job No. if blank Enter AWB or BL No. if any Enter HAWB or HBL No. if applicable. ( if it is Sub-Master, it can enter the SubMaster AWB or BL to it) Enter MAWB or OBL No. Select Job Type by pressing F4 to reveal selection choices and can be defined in the Job Type entry Enter Job Date default as current date but can be amended. Job Mth is display field and compute base on the Year and Month of Job Date. ETD – enter the ETD, departure date or departure flight date or collection date for local transport. 113 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION ETA – enter the ETA, arrival date or arrival flight date or local delivered date for local transport. Close Date Time for Vessel or Flight if any Origin is the City Code of the Origin. F4 to select. Destination is the City Code of the Destination. F4 to select. Customer Code for the Job. It is set in the Business Party Code in operation. F4 to select. (Next version it will be Mandatory for checking of the Credit limit) Salesman Code default from Customer Code in Business Party Code. F4 to select. Shipper Code F4 to select. Consignee Code F4 to select. Coloader Code F4 to select. Delivery Agent Code F4 to select. Delivery Type F4 to select. Delivery Term can be entered manually. Shippingline Code F4 to select. 114 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Shipment Info Shipment Info tab contains many important fields which are required to be displayed on printed reports. Many fields in Shipment Info allows user to press F4 to select from list. Figure 6.3: Job Management Job Master Shipment Info screen Port of Loading: Port which the cargo is loaded from. Press F4 to select from list. Port of Discharge: Port which cargo is unloaded to. Press F4 to select from list. Vessel Code: Enter vessel code if traveling by sea. Press F4 to select from list. Flight or Voyage No.: Enter the number of the flight or voyage. Press F4 to select from list. Airline ID: Enter the airline if traveling by air. Press F4 to select from list. First Via Port Code: Press F4 to select from list. Cargo Type: Press F4 to select from list. CFS, CY, FCL, LCL, SOC, COC and CV Shipment Type: Press F4 to select from the list: House, Direct, Master, SubMaster/House, Coload and Courier. Feeder Vessel/ Voyage Volume, No. of Container, Freight , Other Charges, Charge Rate, Charge Weight, Gross Weight, Pcs. 115 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Unit of Measurement F4 to select the UOM for the cargo. Commodity Code: Press F4 to select from list. If desired commodity is not found in list, go to any operation‟s module to create new commodity. 116 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Shipment Status Figure 6.4: Job Management Job Master Shipment Status screen Date of the Shipment Status Time of the Shipment Status Enter the Description Enter Ref No for reference e.g. Document No. Status Update By Status of the Shipment ETrack – if the status need to update to eTracking system. 117 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Document List Document list tab holds the documents related to the job number. Documents which share the same job number (or part) will be displayed automatically in this tab. You may create new documents from Job Master or attach the job number to the documents you create in any Operations module. Figure 6.5: Job Management Job Master Document List screen Create New Document From Job Master Select the type of document you wish to create. Click on New button to reveal screen for creating the documents. Enter the details as you would in Operations module. 118 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Job Type Figure 6.6: Job Management Job Type Job Type Job Description Module Code 119 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Job Status Figure 6.7: Job Management Job Status Job Status Code Job Description Job Type Module Code 120 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Multiple Modal Job Figure 6.8: Job Management Multiple Modal Job screen 121 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Verification There are two verifications: Job without Billing and Job with Payment but No Invoice Job without Billing – to display any Job created but not Billing to customer (MISC Job will not be included) Job with Payment but no invoice – to display any Job created has cost but no billing to customer (MISC Job will not be included) Figure 6.9: Job Management Process Verification 122 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Daily Posting Job Posting to post the Job Provision Figure 6.10: Job Management Process Daily Posting 123 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Job Closing Job Closing is to close the Job for and it will lock the Job in operation not to allow user to amend. When the Job is closed, the operation cannot use the Job for Billing or Payment Voucher. When close the job, it will insert one new data to the Shipment Status for the Job as ‘CLOSE’ and it will also update the status of the Job as ‘CLS’ when view the status from the main menu Figure 6.11: Job Management Process Job Closing Select Job Type and Job Date to filter the Job. Choose to view the Closed or Not Closed Job. Choose how to close the Job by Consol or per Individual Job. Click Query to list the Job as per selection Tick and Un-tick the Job to close or open the Job Click Export to export the data to Excel. The Job can be Re-open in the shipment status screen in the operation. When click the re-open, it will also insert a new status record to the shipment status to keep track of the user and when the job is re-opened. 124 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Job Approval Job Approval is to approve the closed Job so that it cannot be Re-open for amendment. It is the final step of the job processing. Figure 6.12: Job Management Process Job Approval The step of the Job Approval is very similar to Job Closing except it will only show the Closed Job for user to approve. 125 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Job Status Update Job Status Update is for user to update Status to multiple Jobs at the same time. It will insert to the shipment status screen for each job. Figure 6.13: Job Management Process Job Status Update The step of the Job Status Update is very similar to Job Closing except it allow user to enter the New Status and the Date Time for the status. 126 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION System File System is only for system administrator to modify the data or parameter. Parameter Figure 6.13: Job Management System File JM Parameter All Parameters Refer to Appendix I 127 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION REFERENCES Reference is to keep all the master files for accounting system. It must be set up together with the Parameters before start to use the system Select References to reveal the screen below. Functions user can perform in References Figure 7.1: References screen Area Charge Division Payment Term VAT Code W/T Code 128 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Area Area refers to the area code used in creating Vendors or Customer. Figure 7.2: References Area screen Enter Area Code. A maximum of 5 characters for the Area Code is imposed. Enter Area Name. Click Save. 129 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Charge Item Charge Item for Job Costing used in operations can be created and edited here. Figure 7.3: References Charge Item screen Create New Charge Item Enter Charge Item Code and Description. Enter Charge Type. Press F4 to view list of Charge Types. Enter Job Type. It works the same way as the module code. Press F4 to view list of Job Type - SE, SI, SF, AE, AI, AF, TP, WH and MS. It is use to filter the Charge Code display on the list when prepare the charge code in the Invoice to customer. SF (Sea Freight) is for the charge code used on both Sea Export and Import. AF (Air Freight) is for the charge code used on both Air Export and Import. Enter Sales Account. Press F4 to view list of Account and to be updated from the invoicing module or operation invoice. Enter Cost Account. Press F4 to view list of Account and to be updated from the AP e.g. Vendor Invoice, Cash purchase and Payment Voucher. Enter Provision Account. Press F4 to view list of Cost Account. Enter VAT Code. Press F4 to view list of codes. 130 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Enter Unit of Measurement. Press F4 to view list of Unit of Measurement. Click Save. Multiple Acc is to use for the company need to report the Sales and Cost into different Job Type or Module Code on the Financial Reports. It needs to link to different Account Code for Sales and Cost. (Note: The Provision Acc Code in the multiple acc screen is not in use at the moment, system will always take the Provision Account from the first screen.) Figure 7.4: References Charge Item Multiple Acc screen Job Type is to match the Job Type stated in Job Master. Module Code – SE, SI, SF, AE, AI, AF, TP , WH, MS to match the Module Code stated in the Job Master. Sales Acc Code – F4 to select the Account Code Cost Acc Code – F4 to select the Account Code (Copy To and Copy From and allow to select the Charge Code to copy or to be copied) 131 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Division Division Codes such as Admin Dept, Import Dept and Operations Dept can be set up here. Figure 7.5: References Division screen Enter Division Code Enter Division Name Click Save 132 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Payment Term Several common Payment types are preconfigured already but can be edited with this function. You may also create new payment terms as required for your business. Figure 7.7: References Payment Term screen Enter Term Code. Usually two numeric integers to indicate the number of days. e.g. 30 for 30 days. Enter Term Description. Net Days: Enter number of days e.g. 14 for two weeks and 30 for thirty days. Enter Y in Net Date. Select „Y‟ to compute the Due Date by the Invoice Date + Net Days. If enter as N, system should compute the due date by End Month of the Invoice Date + Net Days. Enter number of days the discount is valid for in Discount Days if your company offer discount to customers. Enter Y in Discount Date if you offer discount. Enter N if you do not offer discount Enter percentage of discount in Discount Percentage if you offer discount. Enter minimum amount of service charge imposed on customers in Service Charge MiniAmt. Enter percentage of service charge you imposed on customers in Service Charge Percent. 133 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION VAT Code VAT Code refers to value added tax such as Goods and Service Tax (GST) imposed by the country‟s government. The amount and type of VAT can be created and edited here. Figure 7.9: References VAT Code screen Enter VAT/ GST Code. This will be the code to enter when prompted to enter a VAT code in Operations module. Enter VAT/ GST Description. Choose an information description for easy reference. Enter VAT/ GST Type: OUT, STD, ZER, EXM. It is to use for the reporting of the VAT/ GST base amount by the category. Enter a numerical VAT Rate in term of percentage. Enter Input Tax Amount – link to one of the Account under the Current Assets Enter Output Tax Amount – link to one of the Account under the Liabilities 134 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Withhold Tax Code Figure 7.10: References W/T Code screen With Holding Tax Code enter the tax code e.g. 1%, 2% etc. Enter any Tax Description for reference. Enter Tax Rate in term of percentage 135 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Appendix I : Parameters General Ledger Parameter Name Value Description Account Digit Auto Post Flag Y/N Current Period GI Current Period IV Current Period Jm Current Period Op Current Period PI Current Period SI Date Validate Division Digit Ex Gain Loss Acc Code Financial Period Financial Year First Sales Acc Code Hide Post Button Flag Y/S/A Journal Prefix Local Curr Code Next Ref No No Of Yr History Post Online Or Batch GLJ Retain Earn Acc Code glch1.AccCode Reverse Post Online Or Batch O/B Sales Acc Code Site Digit O/B Maximal digit of Account Code Set as Y, if the record is not posted and not deleted, it will auto post as long as the record exit the form. Current Period of General Ledger Current Period of Invoice Current Period of Job management Current Period of Operation Current Period of Purchase Ledger Current Period of Sales Ledger NOT IN USE NOT IN USE NOT IN USE No of Financial Period in Financial Year Default Financial Year to Financial Year in Yearly Posting To define the prefix of Sales Account Code in the Chart Of Account If set as Y, will hide the Post button for all user, if set as S, will hide the Post button for access right is U, if set as A, will hide the Post button for access right is U and S the Ref No. Prefix for Journal Voucher NOT IN USE NOT IN USE NOT IN USE NOT IN USE Define the Retain Earn Acc Code to compute the retainer earning during the Yearly Posting O - When Reverse Post will overwrite the exist record in General Ledger, B - When Reverse Posting will insert a new record to General Ledger NOT IN USE NOT IN USE 136 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Sales Ledger Parameter Name Value Description Adjust Prefix Ageing Type Agent Code Attn Name NOT IN USE NOT IN USE NOT IN USE Use in report e.g. Customer Reminder Set as Y, if the record is not posted and not deleted, it will auto post as long as the record exits the form. Auto Post Flag Y/N Auto Reverse Credit Note Flag Y/N Bank Acc Code glch1.AccCode Bank Code glbc1.BankCode Cash Customer Code slcu1.CustomerCode Cash Prefix CSH Allow to reverse the Invoice by Credit note Combine Statement Flag Credit Check Error Flag Y/N Credit Prefix CIV Customer Code Length Debtor Acc Code glch1.AccCode Designation Ex Gain Loss Acc Code glch1.AccCode Link Op Flag Y/N Multi Curr Flag Y/N Next Cash Receipt No Next Journal No Next Official Receipt No Next Post Date Next With Holding Tax No No Of Days Past Original Curr Rate Flag Y/N 137 Default the Bank Acc Code to the Customer Receipt if Bank Code is blank Default the Bank Code to the Customer Receipt Default the Customer Code for the Cash Invoice or Invoice with out Customer Code The Ref No. and Journal No. Prefix for the Cash Receipt NOT IN USE Verify the customer credit limit when entering the job in operation. Y - Verify and stop the user to continue. N - Verify but give user warning only The Ref No. and Journal No. Prefix for the Invoice Define the length of the Customer Code when auto generate the customer code include the first letter of the name Default Trade Debtor Account Code in Customer File Use in report e.g. Customer Reminder Default the Account Code for Foreign Exchange Difference Link to the Operation Invoice. If N, the Billing Party in the invoice will not link to Customer Code. If set Y, the Billing Party F4 search can not show the Business Party without Customer Code Allow Multiple Currencies of the Invoice or Customer Receipt if the Currency Code is entered to the Bank Code NOT IN USE Next Journal No to generate when posting Next Official Receipt No. in Customer Receipt when Voucher No Auto Manual Flag is set as A or B NOT IN USE Default the next running no. of the With Holding Tax in the Customer Receipt NOT IN USE Default the Original Currency Rate of the invoice when settlement of the invoice SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Post Detail Flag Y/N Specify if the posting should update the Sales Ledger to General Ledger with Detail. It works only when specify the posting by Batch Post Online Or Batch O/B O - Post directly to General Ledger, B - Post by Batch to Sales Journal and then post to General Ledger when posting End of Month Prompt Post Flag Y/N Receipt Adjust Flag Y/N Receipt Prefix SLR Reverse Post Online Or Batch O/B Round Off Acc Code Vat Registration No Voucher No Auto Manual Flag W Hold Tax Acc Code When exit out the Customer Receipt will prompt user if it is not posted. Y to show an Adjustment button in the Customer Receipt to adjust the Local Receipt Amount The Ref No. and Journal No. Prefix for the Customer Receipt When Reverse Posting of the cusotmer receipt, O - delete the record in GL, B - insert the reversal entry in GL Default the Account Code for Rounding Difference NOT IN USE A - Auto Receipt No, M - Manual Receipt No , B Both Default the Account Code of the With Holding Tax glch1.AccCode A/M/B glch1.AccCode 138 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Invoicing Parameter Name Air Export Invoice Type Value 0-9 Air Export Prefix Air Import Invoice Type 0-9 Air Import Prefix Auto Post Flag Y/N Cash Note Flag T/F Cash Receipt Flag T/F Convert Inv To Rcp Flag Y/N Credit Note Flag T/F Debit Note Flag T/F Default Invoice Date Flag J Default Invoice Type Default Name Delete Inv Right Description Fix Cash Trx Type Group Flag A/S/U Invoice Flag T/F Invoice Format PF/SFX/S/MM/ M/YY/Y Invoice Format Type Invoice No Auto Or Manual Invoice Type 01 Description Default Invoice Type for Air Export Invoice Type when Job Type is AE 1-Invoice Type01, 2-Invoice Type 02………10-Invoice Type 10 To print on Air Export Invoice Default Invoice Type for Air Import Invoice Type when Job Type is AI 1-Invoice Type01, 2-Invoice Type 02………10-Invoice Type 10 To print on Air Import Invoice Set as Y, if the record is not posted and not deleted, it will auto post as long as the record exit the form. If set as F, Cash Note running No is created by Next Cash Invoice No 1 If set as T, Cash Note running No is created by Next Invoice No base on Invoice Type If set as F, Cash Receipt running No is created by Next Cash Receipt No 1 If set as T, Cash Receipt running No is created by Next Invoice No base on Invoice Type Set as Y when click on the receipt button will prompt user to convert the invoice to cash receipt If set as F, Credit Note running No is created by Next Credit Note No 1 If set as T, Credit Note running No is created by Next Invoice No base on Invoice Type If set as F, Debit Note running No is created by Next Debit Note No 1 If set as T, Debit Note running No is created by Next Invoice No base on Invoice Type Set J to default the Invoice Date as Job Date or Blank to default as Current Date Default Invoice Type (08,09 & 10) when enter a new Invoice Default the Name of the Invoice Type. Access Right to Delete the Invoice NOT IN USE For sea import it fix the Cash Invoice NOT IN USE If set as F, Invoice running No is created by Next Invoice No 1 If set as T, Invoice running No is created by Next Invoice No base on Invoice Type Invoice No Format:[PF:Invoice Prefix],[SFX:Suffix],[S:Shipment Type],[MM:01-12],[M:19/A-C],[YY:01-99],[Y:0-9] NOT IN USE NOT IN USE 0-9 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 01 139 SYSFREIGHT.NET – Accounts User Guide Invoice Type 02 0-9 Invoice Type 03 0-9 Invoice Type 04 0-9 Invoice Type 05 0-9 Invoice Type 06 0-9 Invoice Type 07 0-9 Invoice Type 08 0-9 Invoice Type 09 0-9 Invoice Type 10 0-9 Iv Type Curr Control Flag SYSMAGIC SOFTWARE SOLUTION Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 02 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 03 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 04 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 05 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 06 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 07 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 08 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 09 Default Next Invoice / Credit Note / Debit Note / Cash Note / Cash Receipt No(base on Trx Type) for Invoice Type 10 Indicate the Invoice Type to control the currency Keep Op Invoice Flag Y/N Lock Curr Flag Lock Curr Rate Flag Lock Customer Flag Lock Customer Name Flag Lock Description Flag Y/N Y/N Y/N Set Y to keep the operation invoice after Sales Transfer. N to delete the Invoice after Sales Transfer Lock Currency in the invoice entry Lock Currency Rate after invoice has invoice no. Lock Customer after invoice has invoice no. Y/N Lock Customer Name in the invoice entry Y/N Lock Item Description in the invoice entry Lock Invoice Date Flag A/S/U Lock Invoice Date after invoice has invoice no. Set U for lock AccessRight='U' Set S for lock AccessRight='U' and 'S'. Set A for lock for user Lock Invoice Flag Lock Job No Flag Lock Post Date Flag Lock Term Flag Y/N Y/N Y/N Y/N Miscellaneous Invoice Type 0-9 Miscellaneous Prefix Negative Invoice Flag Ng Sign On Credit Note No Of Days Back Date Invoice On Save Generate Inv No Operation Flag Y/N Lock Invoice after invoice has invoice no. Lock Job No. after invoice has invoice no. Lock Post Date after invoice has invoice no. Lock Term in the invoice entry Default Invoice Type for Miscellaneous Invoice Type when Job Type is MS 1-Invoice Type01, 2-Invoice Type 02………0-Invoice Type 10 To print on Mis Job Invoice Allow if the invoice to have negative amount NOT IN USE No. of Days allow user to back date the invoice form current date Y/N Click Save to generate the Invoice No NOT IN USE 140 SYSFREIGHT.NET – Accounts User Guide Other Invoice Prefix 01 Other Invoice Prefix 02 Other Invoice Prefix 03 Other Invoice Type 01 Other Invoice Type 02 Other Invoice Type 03 Other Job Type 01 SI/SE Other Job Type 02 SI/SE Other Job Type 03 SI/SE Outlay Vat Item Code acit1.ItemCode Post Online Or Batch O/B Print Credit Note Sign Flag Print Upd Inv Date Flag Reverse Post Online Or Batch Y/N Y/N O/B Sales Adjust Flag Y/N Sea Export Invoice Type 0-9 Sea Export Prefix Sea Import Invoice Type 0-9 Sea Import Prefix Transport Invoice Type Transport Prefix Unpost Op Invoice Flag Update Bar Code Value Warehouse Invoice Type Warehouse Prefix 0-9 Y/N 0-9 SYSMAGIC SOFTWARE SOLUTION To print on the Invoice that Invoice is Other Invoice Type 01 To print on the Invoice that Invoice is Other Invoice Type 02 To print on the Invoice that Invoice is Other Invoice Type 03 Define the Invoice Type 01 to Invoice Define the Invoice Type 02 to Invoice Define the Invoice Type 03 to Invoice If set as SI, Control Other Invoice Type 01 do not show on Seiv1 and Aeiv1 and Operation Ivcr1 If set as SE, Control Other Invoice Type 01 do not show on Siiv1 If set as SI, Control Other Invoice Type 02 do not show on Seiv1 and Aeiv1 and Operation Ivcr1 If set as SE, Control Other Invoice Type 02 do not show on Siiv1 If set as SI, Control Other Invoice Type 03 do not show on Seiv1 and Aeiv1 and Operation Ivcr1 If set as SE, Control Other Invoice Type 03 do not show on Siiv1 Define the VAT (GST) outlay Item Code for reporting O - Post directly to General Ledger, B - Post by Batch to Sales Journal and then post to General Ledger when posting End of Month To print the credit note with negative sign When printing the invoice the Invoice Date will change to the Current Date When Reverse Posting of the invoice, O - delete the record in GL, B - insert the reversal entry in GL Set Y to show a button to adjust the Invoice Local Amount Default Invoice Type for Sea Export Invoice Type when Job Type is SE 1-Invoice Type01, 2-Invoice Type 02………10-Invoice Type 10 To print on Sea Export Invoice Default Invoice Type for Sea Import Invoice Type when Job Type is SI 1-Invoice Type01, 2-Invoice Type 02………10-Invoice Type 10 To print on Sea Import Invoice Default Invoice Type for Transport Invoice Type when Job Type is TP 1-Invoice Type01, 2-Invoice Type 02………10-Invoice Type 10 To print on Transport Invoice Allow to unpost the Operation Invoice Set as DUTA for one particular customer to print Bar Code Default Invoice Type for Warehouse Invoice Type when Job Type is WH 1-Invoice Type01, 2-Invoice Type 02………10-Invoice Type 10 To print on Warehouse Invoice 141 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Purchase Ledger Parameter Name Value Description Accrued Payment Acc Code glch1.AccCode Accrued Voucher Type plpa1.VoucherType 1/2/3/4/5/6 Adjust Prefix Auto Post Flag Y/N Bank Acc Code glch1.AccCode Bank Code1 Bank Code2 Bank Code3 Bank Code4 Bank Code5 Bank Code6 glbc1.BankCode glbc1.BankCode glbc1.BankCode glbc1.BankCode glbc1.BankCode glbc1.BankCode Cash Prefix PLC Cash Vendor Code plvn1.VendorCode Check Sales Flag Y/N Combine Statement Flag Cost Adjust Flag Y/N Creditor Acc Code glch1.AccCode Credit Prefix PLV Ex Gain Loss Acc Code glch1.AccCode Job Type 1 Job Type 2 Job Type 3 Job Type 4 Job Type 5 Job Type 6 Keep Op Payment Flag Y/N Link Op Flag Y/N Lock Accrual Cost Flag Y/N Lock Description Flag Lock Vendor Name Flag Mandatory Invoice No Flag Y/N Y/N Y/N 142 Default the Account Code to the Payment Voucher when transferred to Account for the specified Accrued Voucher Type Specify the Voucher Type for the Payment need to change the account code during the Purchase Transfer NOT IN USE Set as Y, if the record is not posted and not deleted, it will auto post as long as the record exit the form. Default the Account Code in Cash Purchase and Vendor Payment when Bank Code is not specified Default the Bank Code for Voucher Type 1 Default the Bank Code for Voucher Type 2 Default the Bank Code for Voucher Type 3 Default the Bank Code for Voucher Type 4 Default the Bank Code for Voucher Type 5 Default the Bank Code for Voucher Type 6 The Ref No. and Journal No. Prefix for the Cash Purchase Default the Vendor Code for the Cash Purchase without Vendor Code for Reporting When entering the Item Code in Vendor Invoice or Cash Purchase, it will prompt user if the Sales is less than the Cost entered NOT IN USE Y to show an Adjustment button in the Vendor Invoice to adjust the Local Invoice Amount Default Trade Creditor Account Code in Customer File The Ref No. and Journal No. Prefix for the Vendor Invoice Default the Account Code for Foreign Exchange Difference Filter the Voucher Type 1 by Job Type Filter the Voucher Type 2 by Job Type Filter the Voucher Type 3 by Job Type Filter the Voucher Type 4 by Job Type Filter the Voucher Type 5 by Job Type Filter the Voucher Type 6 by Job Type Set Y to keep the operation Payment Voucher after Purchase Transfer. N to delete the Payment Voucher after Purchase Transfer If set as Y, it will check if Charge Item Code have Acc Code operation Payment Voucher If set as Y, it will lock Item Code and Job No in Plvi1 and Plcp1 Lock the Item Description when enter an item code Lock the Vendor Name when enter the Vendor Code Set if the Invoice No. in Cash Purchase is mandatory SYSFREIGHT.NET – Accounts User Guide Multi Curr Flag SYSMAGIC SOFTWARE SOLUTION Allow Multiple Currencies of the Invoice, Cash Purchase or Vendor Payment if the Currency Code is entered to the Bank Code Next Journal No to generate when posting Default the original currency rate of the invoice when settlement of the invoice Y to show an Adjustment button in the Vendor Payment to adjust the Local Payment Amount Set Y when posting the Vendor Invoice or Cash Purchase, it will post the Accural Account Code to reverse the accural from Job Costing Specify if the posting should update the Purchase Ledger to General Ledger with Detail. It works only when specify the posting by Batch O - Post directly to General Ledger, B - Post by Batch to Sales Journal and then post to General Ledger when posting End of Month Y/N Next Journal No Original Curr Rate Flag Y/N Payment Adjust Flag Y/N Post Accrual Flag Y/N Post Detail Flag Y/N Post Online Or Batch O/B Prompt Notify Flag Y/N Receipt Prefix PLP Reverse Post Online Or Batch O/B Round Off Acc Code glch1.AccCode Stop Payment Voucher Flag Y/N Unpost Op Payment Flag User Define 1 User Define 2 User Define 3 Send the message to Account when operation has prepared a Payment Voucher The Ref No. and Journal No. Prefix for the Vendor Payment When Reverse Posting of the record in Purchase Ledger, O - delete the record in GL, B - insert the reversal entry in GL Default the Account Code for Rounding Difference The document list will check and stop user to enter any cost if the user has not entered any Sales Invoice for the Job Set Y to allow operation unpost the Payment Voucher NOT IN USE NOT IN USE NOT IN USE Define the length of the Vendor Code when auto generate the vendor code include the first letter of the name PF - Prefix,S - Shipment Type,MM - Month,M - Single Month,YY - Year,Y - Single Year,SFX - Suffix Default the next voucher no. for voucher Type 1 Default the next voucher no. for voucher Type 2 Default the next voucher no. for voucher Type 3 Default the next voucher no. for voucher Type 4 Default the next voucher no. for voucher Type 5 Default the next voucher no. for voucher Type 6 A - Auto Voucher No, M - Manual Voucher No , B Both Default Voucher Type 1 Default Voucher Type 2 Default Voucher Type 3 Default Voucher Type 4 Default Voucher Type 5 Default Voucher Type 6 Y/N Vendor Code Length Voucher Format PF/SFX/S/MM/ M/YY/Y Voucher No 1 Voucher No 2 Voucher No 3 Voucher No 4 Voucher No 5 Voucher No 6 Voucher No Auto Manual Flag Voucher Type 1 Voucher Type 2 Voucher Type 3 Voucher Type 4 Voucher Type 5 Voucher Type 6 A/M/B 143 SYSFREIGHT.NET – Accounts User Guide SYSMAGIC SOFTWARE SOLUTION Job Management Parameter Name Accrue Billed Item Flag Adjust Prefix Value Y/N Auto Approve Day Auto Generate Provision Flag Y/N Default Document IV/CN/DN/0/1/ 2/3/4/5/6/7/8/9 HideCostFlag A/S/U Implement Date Job Seq Length Last Post Date Lock Closed Job Flag Y/N Lock Salesman Flag Y/N Update Customer Flag Set as Y only the item has billing will provide the Cost Accrual NOT IN USE If the job is closed the system will auto approve the job after the specified day(s) NOT IN USE Create Job Flag Next Journal No Provision Prefix Unuse Field 1 Unuse Field 2 Description JPV Y/N Set Y will allow user to create the Job from the entry form of the Vendor Invoice and Cash Purchase Default the Document List to display the Trx Type of Document e.g. IV for Invoice, CN for Credit Note, DN for Debite Note, CI for Cash Invoice, CR for Cash Receipt, 0 for Ivcr1_0, 1 for Ivcr1_1, 2 for Ivcr1_2, 3 for Ivcr1_3, 4 for Ivcr1_4, 5 for Ivcr1_5, 6 for Ivcr1_6, 7 for Ivcr1_7, 8 for Ivcr1_8, 9 for Ivcr1_9 Access Right to hide the Cost Column in Job Costing and select from Job Costing in the invoice entry NOT IN USE Sepecify the Job Running No. in the view Define the Last Post Date 1. If PostDate<Last Post Date then prompt ' You have done the posting for this date. You cannot back date the posting'. 2. If the Post Date >= LastPostDate, then proceed the posting. If set as Y, in Ivcr1 and Plvi1 F4 seach Job should filter the status =CLS If set as Y, Access Right = 'U', will lock the Salesman Code in BL and jmjm1 Next Journal No. for the Job Provision Posting Define the Ref No Prefix for Provision Posting in glyl1 NOT IN USE NOT IN USE If set as Y, when insert the record to jmjm2, will update the Customer Code and Customer Name in Correspondence to jmjm2 144 ">
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General Ledger management
Sales Ledger processing
Invoice creation and management
Purchase Ledger management
Job Management functionalities
Bank Reconciliation
Financial Reporting
Go to General Ledger -> Journal Voucher. Enter Ref No. (or leave it empty for system to generate automatically), Journal Date, Post Date, Description, Reference No., Currency Code, Currency Rate, Account Code, and Amount. Ensure Debit and Credit amounts balance before posting.
Enter the Bank Code, link it to an Account Code, enter the Bank Account Number, Name, and Address. Enter the Initial Reconciled Balance if you want to use the Bank Reconciliation.
Go to Sales Ledger -> Customer Receipt. Options include transferring invoices from operations, full payment, partial payment, auto payment, contra payment, advance payment, expenses or other account, exchange difference, and receipt amount in foreign currency.
How to process a returned cheque payment in the Sales Ledger?
To process a returned cheque payment, locate and open the posted Customer Receipt, then click the 'Copy' button and confirm with 'Y' when prompted. This creates a new Cheque Return transaction that reverses previously paid invoices.
How can job details be edited in Job Master, and can a saved Job Number be modified?
Job details can be edited across the Job Info, Shipment Info, Shipment Status, and Document List tabs in Job Master, provided the job is not Closed or Approved. However, once assigned and saved, a core Job Number cannot be directly modified.
How is the Multiple Modal Job function accessed in the system?
Open the Job Management module from the navigation menu and select the Multiple Modal Job option to open the management interface for multi-modal transport jobs.
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