HandiSoft HandiBiz 2015 accounting software User Manual
Advertisement
Advertisement
HandiBiz 2015
User Manual
Important Notice!
Every effort has been made to ensure that this User Manual is accurate at the time of printing; however there may be some inaccuracies due to the continuous improvements made to the module.
An updated User Manual may be available for download from HandiSoft’s Internet site www.sagehandisoft.com.au
.
The following Licence Agreement will appear as a splash screen prior to the installation of the Software.
Licence Agreement
Important - Read Carefully: Permission to use this Software is conditional upon you, the customer, agreeing to the terms set out below. By passing beyond the splash screen, installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the following terms. If you do not agree to the terms, do not pass beyond the screen, install, copy, download, access or otherwise use the Software but promptly return this Software and any accompanying materials to HandiSoft or its
Authorised Distributor with proof of payment, and any Licence Fee you have paid will be refunded to you.
This licence agreement may be amended or replaced in its entirety at any time to facilitate changed operating conditions. In the event this occurs, the then current licence agreement will be the prevailing version. A copy of the operating licence agreement may be accessed from within the Licences tab in any HandiSoft module.
Copyright
© HandiSoft Software Pty Ltd 2015. All rights reserved.
Copyright in the Software and in the Documentation is owned by HandiSoft Software Pty Ltd. ("HandiSoft"). No part of the Software or the Documentation may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems) without the prior written permission of HandiSoft
Software Pty Ltd.
The copyright in the Software and the Documentation is protected by Australian national copyright laws (including the Copyright
Act 1968 (Cth)) and by international copyright treaties.
1. Words with defined meanings
1.1 Unless defined elsewhere in this Agreement, a word or expression starting with a capital letter has the meaning given to that word or expression set out in clause 15 of this Agreement.
2. Disclaimer
2.1 You acknowledge that you have sought independent professional advice in relation to the Software and Documentation, and that you are not relying on the advice or judgment of HandiSoft. To the extent permitted by law, the Software and the
Documentation are provided on the basis that:
2.2
(a)
(b)
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information in the Software or Documentation, nor for any error or omission in the Software or Documentation;
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not engaged in and do not represent by providing the Software and Documentation that they are providing any legal, accounting, professional or other advice or services; and
(c) HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information contained in any third party software or data, embedded in or provided in conjunction with the Software or Documentation, nor for any error or omission in such third party software or data.
Connected Services
In order to provide a more comprehensive offering of Handisoft Software, Handisoft discloses that there may be Third
Party Software Products or Services which are embedded into this module that may link to sources operated by other external parties (Connected Services). Notwithstanding that the Third Party may be affiliated with Handisoft, Handisoft has no control over these externally linked sources, all of which have their own separate terms and conditions including privacy and data collection practices. You will be responsible for all fees and charges associated with the Connected
Services and must do anything (including executing a document) that the external party reasonably requires giving full effect to the Connected Services and the transactions it contemplates.
3. Grant of rights
3.1
3.2
3.3
Subject to your payment of the Licence Fee, HandiSoft grants to you a non-exclusive licence ("Licence") during the Term to use the Software and Documentation at the Site, for your own internal purposes only, on the terms and conditions set out in this Agreement.
The Licence entitles a single accounting practice to install and operate the Software for one site of access only, notwithstanding it may be connected with other associated branches, affiliates and subsidiaries through a central server and/or a hosting environment, and is limited to the number of concurrent network Users specified on the Invoice and the
Software for that particular Site. You must purchase the Software for each location and site of access. In the avoidance of doubt, the Licence is Site- specific and individual accounting practice must have its own individual Licences.
If there is a limit to the number of Users of the Software, number of networks, or other restriction specified on the Invoice and in the Software, or otherwise imposed upon the Licence under this Agreement, the Licence to use the Software will be restricted accordingly. You may only increase the limits specified in the Invoice or Licence by paying such fees as are
© HandiSoft Software Pty Ltd
3
Licence agreement HandiBiz 2015
3.4 applicable to the increased limits. No reduction of Licence Fees will be provided in the event any limits are reduced during the Term.
If your accounting practice shares offices with another unrelated accounting practice, both accounting practices must purchase the Software in their own right, even if the parties share a common computer system.
4. Duration of agreement
4.1
4.2
4.3
4.4
This Agreement commences on the date of its acceptance by you and will continue in effect until the expiry of the current financial year on 30 June ("Term"), unless extended in accordance with clause 4.2, or terminated in accordance with clauses 4.3, 4.4 or 12.
Subject to clauses 4.3 and 4.4, you may extend the Term for further one year periods by paying the then current Annual
Renewal Fee for the extended period in accordance with clause 8.
The current Annual Renewal Fee must be paid, or arrangements for payment acceptable to HandiSoft made, by the due date specified by HandiSoft for the Term to be extended.
Without limiting any other right to terminate this Agreement under clause 12, HandiSoft may terminate this Agreement upon expiry of any financial year, by giving you written notice on or before expiry of the then current financial year.
HandiSoft will not unreasonably terminate this Agreement.
5. Your obligations
5.1
5.2
You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without HandiSoft’s written consent.
Subject to this Agreement, and to any non-excludable provisions at law (including the Copyright Act 1968 (Cth)), you must not, and must not allow or cause any other person to:
(i) print, copy or reproduce the Software or Documentation by any means or in any form other than to make one copy of the Software for back-up and security purposes;
5.3
(ii) give, lease, rent, lend, assign (other than as expressly permitted under this Agreement), licence, sub-licence, transfer, distribute, disclose, disseminate, or publish the Software in any form to any other person or attempt to do any of these acts;
(iii)
(iv) modify, adapt, alter, reverse engineer or decompile the Software; or modify or change the database other than through use of the Software; create or recreate, or attempt to create or recreate, the source programs, object programs or any other aspect of the Software in whole or in part. access, install or use the Software other than at the Site in accordance with this Agreement; (v)
(vi) use the Software for sublicensing, timesharing, rental, facility management, service bureau usage, or third party training purpose.
You agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised
Distributors against any loss or damage incurred by them as a result of use of the Software or Documentation by you, your employees, contractors or agents that is not in accordance with this Agreement.
6. Configuration and installation
6.1
6.2
The Software may only be installed on a computer at the Site.
The Index File provided with the Software is specific to you, the Licensee. Any change will require a new Index File. You must not circumvent the Index File system needed to operate the Software, or use an index file which has not been provided to you by HandiSoft.
7. Use of software and documentation
7.1
7.2
Subject to your payment of the Licence Fee, applicable taxes and any other fees specified in the Invoice in full, upon installation of the Software pursuant to clause 6, you may use the Software and Documentation in accordance with the terms of this Agreement.
You must, upon receiving a written request from HandiSoft, allow HandiSoft to access the Site, during ordinary business hours, as reasonably necessary to audit your compliance with the terms and conditions of this Agreement and the restrictions in clauses 3 and 5.
7.3 If the Term of this Agreement is not extended in accordance with clause 4.2, the Licence will automatically terminate on the expiry of the then current Term, and you acknowledge and agree that no further notice is required to you from HandiSoft to effect such termination.
8. Fees
8.1
8.2
8.3
8.4
You must pay the Licence Fee, applicable taxes and any other fees listed in the Invoice in full.
You acknowledge that a Deposit, if taken, is non-refundable in the event that you do not pay the Balance or proceed with installation of the Software in accordance with clause 6.
The Annual Renewal Fee is invoiced annually in advance for each financial year commencing 1 July in the relevant year and ending 30 June in the subsequent year. Each year, on or before 1 July, HandiSoft may increase the Annual Renewal
Fee. You must pay the Annual Renewal Fee on or before 1 July of each year of the Term.
Without limiting any other right or remedy of HandiSoft or its Authorised Distributors, interest on overdue amounts is payable by you at the rate of 15% per annum, from the date the amount became overdue until it is paid in full, inclusive of interest. Interest accrues daily.
4
© HandiSoft Software Pty Ltd
HandiBiz 2015 Licence agreement
9. Intellectual property rights
9.1
9.2
9.3
All Intellectual Property Rights relating to or subsisting in the Software and Documentation, including all enhancements, modifications, alterations, customisations or adaptations to the Software (whether created by HandiSoft or any other person), remain the property of HandiSoft. The Licence granted under clause 3 does not make you the owner of the
Software or Documentation nor does it cause any transfer of Intellectual Property Rights relating to or subsisting in the
Software or Documentation.
You must not alter, change, remove, obscure or otherwise effect any modification to any notice or other indication of
HandiSoft’s ownership of the Software and its Documentation or of its Intellectual Property Rights relating to or subsisting in the Software and Documentation.
You must ensure that each copy of the Software and Documentation in your possession bears such notices relating to
HandiSoft’s ownership of the Software and Documentation and of its Intellectual Property Rights relating to or subsisting in the Software and Documentation as HandiSoft may direct. In the absence of any specific direction by HandiSoft, you must ensure that all notices appearing on the Software and Documentation are reproduced and maintained in their entirety on all copies made by you.
10. Updates, software maintenance and support, and third party software and data
10.1 You acknowledge that HandiSoft has no obligation to develop Updates. During the Term you may receive Updates (if any) for the Software, including instructions and/or Documentation that HandiSoft considers reasonably necessary to assist in a smooth transition for use of any Update. Updates may include revisions to Documentation. Unless you have subscribed to the optional CD update services, you must have internet and email access for Updates to be supplied to you.
10.2 If HandiSoft provides you with an Update:
(i) the terms of this Agreement will continue to apply in all respects to the Update which will be deemed to be the
Software or Documentation for the purposes of this Agreement; ii) if requested by HandiSoft, you must return the Software and Documentation (and all copies) that was used prior to the Update to HandiSoft, or otherwise deal with it in accordance with HandiSoft’s reasonable directions.
10.3 HandiSoft may, in its absolute discretion, withhold or refuse to provide support and maintenance if you have failed to install, within a reasonable time, all available Updates provided in respect of the Software.
10.4 Technical support and Updates will only be supplied so long as the Software is used under conditions and on operating environments for which the Software is designed.
10.5 The technical support provided under this Agreement is limited to telephone and email support of the Software by
HandiSoft during normal business hours. There may be times when you allow our Support Consultant to connect to your computer remotely. The remote access is purely for the Support Consultant to quickly demonstrate tasks that would otherwise take too long to explain. Remote access is not generally used to have a Support Consultant complete processes.
Whilst all reasonable efforts shall be made to ensure a secure environment, Handisoft offer no guarantee and provide no warranty (express or implied) that the remote access to your computer will be secure or private. Handisoft accepts no liability for any and all security incidents, including any loss or damage suffered by you arising out of any failure to protect your data, network, systems, software or equipment.
10.6 If you require any additional technical support not covered under this Agreement, including telephone, onsite or online support, HandiSoft may, in its absolute discretion, provide that additional technical support to you at its then current rates for such services.
10.7 Any supplemental software code provided to you as part of the support services shall be considered part of the Software and subject to the terms of this Agreement.
10.8 You must provide HandiSoft with reasonable assistance as requested by HandiSoft for the purpose of providing you with maintenance and support.
10.9 If, in the course of obtaining maintenance and support services from HandiSoft, you provide any personal information about an individual, including, personal information about any officer or employee, then you warrant that in providing such personal information you have complied with your legal obligations under the Privacy Act 1988 (Cth.), including the
National Privacy Principles in Schedule 3 of that Act.
10.10 You consent to HandiSoft using any technical or confidential information which you provide to it:
(i) to enable HandiSoft to perform maintenance and support services; and
(ii) for its business purposes, including for the purpose of product support and development.
HandiSoft agrees not to use such technical information in a form that personally identifies you, or where such information is comprised of information identified by you as ‘confidential’ or subject to privacy laws, prior to consent being provided by you.
10.11 HandiSoft is not required to support any third party software or data, whether or not the third party software or data is provided by HandiSoft in connection with your use of the Software.
10.12 If HandiSoft provides you with any third party software or data, then your use of that third party software or data is subject to such terms as may be imposed by the relevant third party and must only be used for the purposes for which it is provided.
10.13 You agree that HandiSoft is not liable or otherwise responsible if a third party changes the terms (including as to payment) on which it licences any software or data. Without limiting the foregoing, it is your responsibility to pay any fees associated with your use of such third party software or data.
10.14 Notwithstanding any other provision of this Agreement, you agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised Distributors against any third party claim or action (including but not limited to reimbursement of legal costs), loss, damage, or expense incurred by them as a result of a failure by you, your employees, contractors or agents to comply with this clause 10.
© HandiSoft Software Pty Ltd
5
Licence agreement HandiBiz 2015
11. Warranties and limitation of liability
11.1 HandiSoft warrants that:
(i) it has the full right, power and authority to enter into and perform this Agreement; and
(ii) to the best of its knowledge, the use by you of the Software or Documentation in accordance with this Agreement, will not infringe the Intellectual Property Rights or moral rights of any person, and HandiSoft indemnifies and agrees to keep you indemnified from and against any loss, damages and expenses, including but not limited to, reasonable legal fees which you may suffer and incur as a result of any claim, action or proceeding arising directly from any breach of the warranty contained within this clause, provided that HandiSoft is not liable for any indirect, consequential or economic loss or damage suffered by you in connection with this Agreement.
11.2 You acknowledge that:
(i) the Software was developed without consideration of your objectives and needs; and
(ii) software in general is not error-free, and agree that the existence of errors in the Software will not constitute a breach of this Agreement by HandiSoft.
11.3 HandiSoft provides the Software and Documentation "as is".
11.4 Except as expressly provided in this Agreement, no warranties are made with respect to the Software or Documentation by any person, including but not limited to HandiSoft, any of its officers, employees, contractors, agents and Authorised
Distributors.
11.5 In the event any third party software or data is provided with or embedded in the Software, notwithstanding anything to the contrary, no warranties are made by HandiSoft, its officers, employees, contractors, agents, or Authorised Distributors, with regard to such third party software or data, including but not limited to its accuracy or reliability.
11.6 To the extent permitted by law, HandiSoft or any of its officers, employees, contractors, agents or Authorised Distributors will not be liable to you for any loss, costs, expenses or damages incurred by you as a result of using the Software and
Documentation.
11.7 Notwithstanding any other term in this Agreement, to the extent that consumers have the benefit of certain rights or remedies under the Trade Practices Act and similar state and territory laws in Australia, in respect of which liability may not be excluded, then to the maximum extent permitted by law, such liability is limited, at HandiSoft’s option, to:
(i) in the case of the Software, Documentation or other goods supplied under this Agreement:
A. replacement of the goods; or
B. correction of defects in the goods; or
C. the cost of having defects in the goods corrected; or
(ii) in the case of services provided under this Agreement, replacement of the services.
11.8 To the extent permitted by applicable law, HandiSoft or any of its current or former officers, employees, contractors, agents or Authorised Distributors (Those Indemnified) will not be liable for any direct, indirect, general, special, incidental or consequential damages arising out of or in any way related to the provision of any goods or services by HandiSoft or
Those Indemnified, pursuant to this Agreement and including your use of or inability to use the Software or Documentation, even if HandiSoft or any of Those Indemnified have been advised of the possibility of such consequence.
11.9 You acknowledge that any times quoted for delivery and installation of the Software and/or performance of maintenance and support services are estimates only, and that HandiSoft accepts no liability whatsoever for failure to meet those estimated times.
11.10 You acknowledge that you are responsible for ensuring that your operation of the Software does not breach any laws, or obligation of confidentiality or privacy owed to any person, and for maintaining the security of any databases which are accessed, used or managed by the operation of the Software. You indemnify and keep indemnified HandiSoft against any action, proceeding, claim, loss, injury or expense arising out of any failure by you to comply with your obligations in this clause
12. Termination
12.1 This Agreement may be terminated immediately by written notice from HandiSoft in any of the following circumstances:
(i) if you are in breach of any term of this Agreement;
(ii)
(iii)
(iv)
(v) if you, being a corporation, become the subject of insolvency proceedings; if you, being a firm or partnership, are dissolved; if the Software is otherwise outside your effective control; or if there is a change in ownership which effectively alters control of you.
12.2 You may terminate this Agreement by notice in writing to HandiSoft in the event that HandiSoft has breached a material term of this Agreement and failed to rectify such breach within 30 days of a notice requesting HandiSoft to do so.
12.3 Upon termination of this Agreement:
(i) the Licence is revoked; and
(ii) you must immediately pay all fees, charges or other payments owing under this Agreement; and
(iii)
(iv) you must either destroy or return any remaining copies of the Software and Documentation, in the manner directed by HandiSoft; and you hereby grant HandiSoft a licence to enter upon the Site(s) at which copies of the Software and Documentation may be situated and remove same in the event of non-compliance with the above subclause, and you must render all reasonable assistance to facilitate this action.
12.4 Termination of this Agreement will be in addition to any other remedies which either party may have under this Agreement or otherwise and does not affect any rights or obligations that had accrued at the time of termination.
6
© HandiSoft Software Pty Ltd
HandiBiz 2015 Licence agreement
13. Governing law and jurisdiction
13.1 This Agreement and the transactions contemplated by this Agreement are governed by the law in force in Western
Australia.
13.2 Each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of Western Australia and courts of appeal from them.
14. General
14.1 If you purchase any additional modules of the Software from HandiSoft, increase the limits under clause 3.3 of this
Agreement, or if HandiSoft otherwise agrees to alter the configuration of the Software, then the terms of this Agreement will continue to apply to your use of the Software as reconfigured.
14.2 You acknowledge that in entering into this Agreement you have not relied on any representations or warranties about its subject matter except as expressly provided by this Agreement.
14.3 This Agreement constitutes the entire agreement of the parties about its subject matter and supersedes all previous agreements, understandings and negotiations on that subject matter.
14.4 You may assign your rights and obligations under this Agreement with the prior written consent of HandiSoft, provided that the assignee executes a deed of novation pursuant to which it agrees to be bound by the terms of this Agreement..
14.5 A party may exercise a right, power or remedy at its discretion, and separately or concurrently with another right, power or remedy. A single or partial exercise of a right, power or remedy by a party does not prevent a further exercise of that right, power or remedy or an exercise of any other right, power or remedy. Failure by a party to exercise or delay in exercising a right, power or remedy does not prevent its exercise. A party is not liable for any loss caused by the exercise or attempted exercise of, failure to exercise, or delay in exercising the right, power or remedy.
14.6 A provision of, or a right created under this Agreement may not be waived or varied except in writing, signed by the party or parties to be bound.
14.7 The rights, powers and remedies provided in this Agreement are cumulative with and not exclusive of the rights, powers or remedies provided by law independently of this Agreement.
14.8 Neither party is liable for any breach of its obligations under this Agreement (other than an obligation to pay any moneys or to indemnify) if the breach resulted from a cause beyond its reasonable control.
14.9 If any provision of this Agreement is held to be invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deleted.
14.10 Each indemnity in this Agreement is a continuing obligation, separate and independent from the other obligations of the parties and survive the termination of this Agreement.
14.11 Clauses 2, 5, 9, 10, 11, 12, 13, 14, and any other clause which by its nature is intended to continue, shall survive the termination of this Agreement for any reason.
15. Definitions and interpretation
15.1 The following words have these meanings in this Agreement unless the contrary intention appears.
Agreement means this Agreement as it may be amended from time to time by written agreement between the parties.
Annual Renewal Fee means the fee designated as such in the Invoice, as amended by HandiSoft from time to time in accordance with clause 8.3.
Authorised Distributor means an entity appointed by HandiSoft to maintain and support the Software and
Documentation.
Balance means the residue of the Licence Fees payable after the deduction of the Deposit.
Deposit means the agreed amount of the Licence Fees initially payable in accordance with the Invoice..
Documentation means all manuals, handbooks, and other material, whether in hard copy or electronic form, in relation to the Software and its use, and provided by HandiSoft under this Agreement.
Licence Fees means the total fees specified in the Invoice.
HandiSoft means HandiSoft Software Pty Limited ABN 91 089 780 218.
Intellectual Property Rights means all intellectual property rights of whatever nature including all rights conferred under statute, common law or equity, including, without limitation, all copyrights, patent rights, trade mark rights, design rights, trade secrets, and all other intellectual property as defined in Article 2 of the Convention Establishing the World Intellectual
Property Organisation of July 1967.
Licence Fee means the fee designated as such in the Invoice.
Index File is an unlock key which allows access to the nominated Software modules and specified number of concurrent network Users to access the Software.
Invoice means HandiSoft’s or the Authorised Distributor’s standard form invoice as sent to you in relation to your ordering of the Software or Updates.
Site means the geographical location of access address specified in the Invoice.
Software means the object code version of the suite of computer programs known as the ‘HandiSoft Software’, as detailed in the Invoice and includes any Updates provided to you under this Agreement.
Updates means an executable file that modifies the Software by correcting bugs or errors, or by making minor improvements to the functionality of the Software, and includes new versions of the Software which HandiSoft generally makes available to licencees of the Software that have entered into an agreement with HandiSoft and paid the relevant
Annual Renewal Fee. Updates do not include any new products, including new products based on the Software, which are licensed separately, and for which an additional charge, separate to the Annual Renewal Fee, is payable.
User means a person accessing any part or all of the Software at any given point in time. For the avoidance of doubt, any background tasks created or spawned by an individual user is not to be treated as a separate user. If, however, a
© HandiSoft Software Pty Ltd
7
Licence agreement HandiBiz 2015
background task or process created by a particular individual user is still running then that individual user is deemed to be accessing the Software at that point in time.
15.2 In this Agreement unless the contrary intention appears:
(i)
(ii)
(iii) the singular includes the plural and vice versa; a reference to a statute, ordinance, code or other law includes regulations and other instruments under it and consolidations, amendments, re-enactments or replacements of any of them; and a reference to "you" is a reference to the customer specified in the Invoice.
15.3 Any marginal notes or headings are included for convenience and do not affect the interpretation of this Agreement.
Information regarding additional agents
To protect your interests we wish to clarify several situations where you need to exercise care:
The licence entitles a single accounting practice to install and operate the Software for one site of access. At that one site of access, you may operate the Software at the same time subject to the limits of the total number of concurrent network user licences you have purchased for use during the Term. To clarify:
You must purchase the nominated Software for each site of access. For example, if you had two branches (Sydney and
Melbourne) and the software was installed only at Sydney, and the Melbourne branch remotely accesses the Sydney installation, then you must purchase the nominated Software twice.
If your practice shares offices with another accounting practice, and the practices are not in partnership, both accounting practices must purchase the nominated Software in their own right. This is the case, even where you share a common computer system.
Where a client purchases an additional tax agent reference number, this is not an additional licence. It is simply an addition to your program to lodge tax returns under another tax agent name and number. It in no way allows you, the licence holder, to give a copy of the Software to the additional tax agent. You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without Sage's written consent.
Connected Services Terms of Use
By accessing or using HandiSoft’s Connected Services, you acknowledge and accept the following Terms of Use.
Handisoft may at any time amend this Terms of Use and the Licence Agreement without notice.
Disclaimer
Handisoft does not represent or warrant that the above Connected service (herafter “Service”) or the Customer's use thereof will be uninterrupted or error-free, that defects will be corrected, or that the Service or the server that makes it available are free of viruses or other harmful components.
Handisoft does not warrant or represent that the use or the results of the use of the Service or the materials made available, as part of the Service will be correct, accurate, timely, or otherwise reliable.
Handisoft shall not be responsible for unauthorised access to or alteration of transmissions or data, any material or data sent or received or not sent or received, or any transactions or agreements entered into through the use of the Service.
The Customer specifically agrees that Handisoft is not responsible for any content or data sent using and/or included in the
Service.
Handisoft and/or its suppliers, shareholders, directors and employees make no representations about the suitability, reliability, availability, timeliness, security and accuracy of the Service for any purpose. The Service is provided "as is" and without warranty of any kind. Handisoft hereby disclaims all warranties and conditions with regard to the Service, including all implied warranties, fitness for a particular purpose, title and non-infringement.
In no event shall Handisoft and/or its suppliers, shareholders, directors and employees be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the use or performance of the Service, with the delay or inability to use the Service, the provision of or failure to provide the Service, whether based on contract, tort, negligence, strict liability or otherwise, even if Handisoft has been advised of the possibility of such damages. The Customer's sole and exclusive remedy is to discontinue using the Service
8
© HandiSoft Software Pty Ltd
Contents
History of changes 13
Chapter 1.
Welcome! 15
Chapter 2.
Installing and configuring HandiBiz 2015 19
Chapter 3.
Backing up HandiBiz 2015 27
Chapter 4.
Using the Chart of Accounts 31
Chapter 5.
Working with GST 35
Chapter 6.
Entering transactions 41
© HandiSoft Software Pty Ltd
9
Contents HandiBiz 2015
Chapter 7.
Managing your debtors 57
Chapter 8.
Managing your creditors 71
Chapter 9.
Debtor creditor journal entries 83
Chapter 10.
Managing your inventory 87
Chapter 11.
Maintaining transactions 97
Chapter 12.
Reconciling the bank account 103
10
© HandiSoft Software Pty Ltd
HandiBiz 2015 Contents
Chapter 13.
Printing reports 109
Chapter 14.
Exchanging data with your accountant 127
Chapter 15.
Fixing corrupted data 137
Chapter 16.
Using documents 141
Chapter 17.
Additional tools 145
Index 149
© HandiSoft Software Pty Ltd
11
History of changes
The HandiBiz 2015 user manual online help has been updated since the initial version. The following list details the changes that have been made.
Changes made
The following changes have been made:
Changes included in version: 13/06/2015
First release of 2015 version.
Added information on exporting data to Sage One .
Changes included in version: 23/03/2015
Updated description of bank reconciliations to include editing transactions
Changes included in version: 24/09/2014
Updated images and descriptions
© HandiSoft Software Pty Ltd
13
Chapter 1. Welcome!
Designed to link to your accountant’s HandiLedger 2015 program, HandiBiz 2015 allows you to record financial information up to a Trial Balance stage. You can then transfer your HandiBiz
2015 data to your accountant, and thus remove the need for your accountant to enter your transactions.
About this User Manual
This User manual assumes that you have a working knowledge of the Windows operating system and its conventions, including how to use:
A mouse;
Standard menus;
Standard commands; and
Open, save, and close files.
For help with these techniques, please see your Microsoft Windows documentation.
Conventions used
You will see the following items within the User manual:
Tip
A tip will provide useful information on achieving a task. For example:
Tip: Press F1 to access the Online Help.
Caution
A caution advises you that failure to take or avoid a specified action could result in loss of data.
For example:
Caution: To avoid damaging files…
© HandiSoft Software Pty Ltd
15
Chapter 1. Welcome! HandiBiz 2015
Note
Notes provide you with information that emphasises or supplements the text. For example:
Note: More detailed information on the preceding topic…
Printable version
If your computer has access to the Internet, you can a download a printable version of the manual as a PDF file.
1. Click F1 to open the Online Help.
2. Click the Printable (PDF) version icon on the top right side of the Help window.
3. On the page that opens, click on the manual to download.
Obtaining upgrades
HandiSoft updates all programs regularly to comply with changing legislation and provide new and improved facilities. All upgrades are available at no cost from the HandiSoft Internet site at www.sagehandisoft.com.au
. You are able to download these upgrades whenever and as often as you wish.
Note: There is no charge for this service and no code or password is required to access our
Internet site.
Downloading software upgrades
You can download to either (a) your computer's hard drive or (b) your floppy disk drive. To download to floppy disk, you will need several blank 3.5" floppy disks before you can download the module.
To download an upgrade
1. Go to the HandiSoft Internet site at www.sagehandisoft.com.au
.
2. On the menu bar, point to Downloads, and then click HandiSoft 2015 Upgrades.
The “Downloads” page lists the HandiSoft programs with their current upgrade versions. If the version you have installed on your computer is earlier than that displayed here, then you should download the upgrade.
3. Click HandiBiz.
The page will display update information, and allow you to select a download option.
Download option Description
Single File download to hard drive
Multiple file download for floppy disk
The upgrade is downloaded as a single file, which you can then run to install it. Select this option if you do not need to copy the download to a floppy disk.
The upgrade is distributed over a number of files that will fit onto floppy disk. Each file must be downloaded separately. Do not use this option unless you have to save the download on floppy disks.
Tip: For information on downloading and installing upgrades, click Download
Instructions.
4. Select the required download option. This will cause the “File Download” window to open.
5. On the “File Download” window, select
Save this program to disk, and click OK.
16
© HandiSoft Software Pty Ltd
HandiBiz 2015 Obtaining assistance
6. On the “Save As” window, select a local directory to store the downloaded file. If you selected the multiple file download, you could specify a floppy disk as the storage location.
7. Click Save.
This starts the download process from the HandiSoft Internet site.
Your computer will display the progress of the download.
8. For a multiple file download, repeat the above steps for all the files.
To install the upgrade:
1. Close all programs on your computer.
2. From the Start menu, click Run.
3. Click Browse and highlight the downloaded .EXE file. In the case of a multiple file download, File 1 will be the .EXE file.
4. Click Open then OK.
5. Follow the prompts on the screen to complete the upgrade.
Obtaining assistance
Telephone support
Any telephone queries concerning the operation of HandiBiz 2015 should be directed to your accountant.
Tip: For a small annual fee, you can obtain support directly from HandiSoft. For details, please contact our Sales department on 1800 660 670 or view our website at www.handisoft.com.au/sales/prices.htm.
Any queries regarding your computer hardware should be directed to the company that installed your computer, or with whom you have a hardware maintenance agreement.
On-screen help
To get on-screen help at any time simply press the F1 function key. This will bring up information on the active window.
User Manual
Access the user manual for HandiBiz 2015 by clicking Help Topics from the Help menu.
The Sage HandiSoft Internet site
A large amount of information is accessible from our Internet site at www.sagehandisoft.com.au
.
Specific items of interest are:
HandiHints
The HandiHints area provides valuable information in the form of short tips.
On the HandiSoft menu bar, point to Support and then click HandiHints.
Knowledge Base
The answers to frequently asked questions, advanced technical information and helpful tips can be accessed from our Knowledge Base at any time to assist you.
On the HandiSoft menu bar, point to Support and then click Knowledge Base.
© HandiSoft Software Pty Ltd
17
Chapter 1. Welcome! HandiBiz 2015
User manuals
Up-to-date user manual documentation can be downloaded in PDF format at any time for no charge.
On the HandiSoft menu bar, point to
Downloads and then click User Manuals.
News and events
Information on new product releases, specific software problems and expected software releases can be found on the
HandiSoft News section.
Software upgrades
As they become available, up-to-date software versions are placed on our Internet site for downloading. The version upgrades can be accessed directly and free of charge.
On the HandiSoft menu bar, point to
Downloads and then click HandiSoft 2015 Upgrades.
Training
HandiSoft offers training for all its products. Information on these training courses, such as module, cost, size and duration are outlined on the Internet site for perusal.
On the HandiSoft menu bar, point to
Education and then click Courses Available.
Consulting
HandiSoft offers a range of consulting activities that may be useful to your practice. More detailed information, including specific contact details, are made available on our Internet site.
On the HandiSoft menu bar, point to
Services and then click Consulting Services.
18
© HandiSoft Software Pty Ltd
Chapter 2. Installing and configuring
HandiBiz 2015
This chapter describes the installation of HandiBiz 2015.
Before you can install HandiBiz 2015 you must have the following items from your accountant:
Program CD
Data disk (supplied by your accountant). Your accountant prepares this disk. The disk will contain your opening balances and chart of accounts (including GST codes).
Note: It is possible to enter data for a year for which you have not yet received a disk from your accountant. You will, however, not have any opening balances.
Step one – Check HandiSoft’s system requirements
Before installing HandiBiz 2015, check that your computers are able to run the program.
The system requirements for the operation of HandiBiz 2015 depend on a number of factors.
For example, the more programs you run concurrently, the higher the requirements.
The following are recommended specifications for standalone or workstation computers.
HandiBiz 2015 may run on systems with lower specifications, but the performance could be significantly degraded.
Your computer technician will be able to advise you further on this matter.
Item Recommended specification
Computer
RAM
Hard disk
A 500 MHz or faster processor
256 MB RAM or preferably 512MB; depending on number of applications required to run concurrently.
The size depends on the number of transactions or data that you enter. Generally, you should keep at least 2 GB of disk space free.
Removable disks CD Drive
Monitor 17” SVGA monitor. (It can work with a 15” monitor.)
Operating system Windows 2000
Windows XP Home
Windows XP Professional
Windows Vista
Windows 7
Other software
Other hardware
Modems
Microsoft Office 2000 or later
Mouse or equivalent pointing device.
A suitable backup device
Access to the internet is recommended for downloading software updates.
© HandiSoft Software Pty Ltd
19
Chapter 2. Installing and configuring HandiBiz 2015 HandiBiz 2015
Item
Printers
Recommended specification
Graphics capable printer. Laser printers are recommended.
Step two – Installing HandiBiz 2015
Caution: Where two HandiBiz 2015 programs are to be installed on the same computer,
first read " Installing two copies of User Manual HandiBiz 2015 on one computer " on page 20.
To install from the CD
1. Exit
ALL programs on the computer.
2. If you have used HandiBiz 2015 previously, back up the entire HCash directory, including all sub-directories.
3. Put the HandiBiz 2015 CD in your CD drive. If the CD's main menu automatically appears, skip to step 5.
4. If the main menu does not appear, you must manually run the Autorun.exe file from the CD.
Refer to " To manually run the Autorun.exe file " on page 20.
5. Click
Instructions.
6. If this is the first time you are installing HandiBiz 2015 on your computer or you are upgrading from HandiCash 2006, click Installing for the First Time. The current installation instructions will open in Microsoft Word™. Print out these instructions. Follow these printed instructions and install HandiBiz 2015.
7. If you have previously installed HandiBiz 2015 on your computer, click
Install or Upgrade
Programs on the main menu window.
To manually run the Autorun.exe file
1. From the Start menu, click Run. The "Run" window will open.
2. Click Browse. The "Browse" window will open.
3. In the "Browse" window, open the Look In box and click on your CD-ROM drive.
4. The "Browse" window will display the HandiBiz 2015 CD contents. Highlight Autorun.exe and then click Open.
5. The "Run" window will display. Click OK.
6. The CD's main menu will display.
Installing two copies of HandiBiz 2015 on one computer
To install and run two HandiBiz 2015 programs on the same computer, you must install each program into a separate sub-directory on the computer. It is necessary to specify the name of the sub-directory in the "HandiSoft Installation Directory" window.
Note: You require a separate HandiSoft Index File for each installation of HandiBiz 2015.
20
© HandiSoft Software Pty Ltd
HandiBiz 2015 Installing two copies of HandiBiz 2015 on one computer
Create sub-directories
Let us say you have two businesses. The first is ABC Plumbing and the second is XYZ
Plumbing. Before you install HandiBiz 2015, you must create two sub-directories. For this example, you will call the sub directories ABC and XYZ respectively.
Tip: For ease of backup and restore purposes you may wish to create these two subdirectories under one folder (for example, "accounts"). This way you could simply back up the accounts folder and all of its sub folders without having to create two separate backup routines.
To create the sub directory:
1. Right-click on Start, and then click Explore. A window similar to the following will open.
Figure 1: Windows Explorer
2. In the left pane of the window, click on the hard disk drive to which you want to install
HandiBiz 2015. Should you wish to install into a folder on the hard drive you should also select the folder.
3. From the File menu, point to New and then click Folder.
Figure 2: The “Create new folder menu” window
4. The computer will create a new folder in the right pane of the window. Type the name of your new folder (for example, ABC) and then press ENTER.
5. Repeat the above procedure for every sub-folder that you want to create.
Installing HandiBiz
During the HandiBiz 2015 installation, you must do the following:
1. When the "HandiBiz Installation Directory" window has opened, you must change the installation directory so that it becomes your first sub-directory.
© HandiSoft Software Pty Ltd
21
Chapter 2. Installing and configuring HandiBiz 2015 HandiBiz 2015
2. To insert a directory before HCash, click Browse.
3. Use your mouse to navigate through the directory structure. Highlight the directory that you created for the first HandiBiz 2015 program.
Figure 3: The "Browse For Folder" window
Example: Imagine that the first HandiBiz 2015 program that you will install is for ABC
Plumbing. You have already gone through Windows Explorer and have created the
C:\ABC directory. Now, it is a simple matter of highlighting that directory from the "Browse
For Folder" window.
4. Once you have highlighted the correct directory, click OK.
5. You should be back in the "HandiBiz Installation Directory" window. Notice that the "Install
Files To This Location" has now changed to read:
C:\ABC
6. Click
Next.
7. Continue with the installation of the first HandiBiz 2015 program.
8. Once you have installed the first HandiBiz 2015 program, repeat the above process for the second HandiBiz 2015 program.
Step three – Configuring HandiBiz 2015
To configure HandiBiz 2015:
1. Load the data disk (supplied by your accountant).
22
© HandiSoft Software Pty Ltd
HandiBiz 2015
2. Establish passwords, if required.
Step three – Configuring HandiBiz 2015
Loading the data disk
To load the data disk:
1. Start the HandiBiz 2015 program.
2. Once you are in the program, place the data disk in your disk drive.
3. From the HandiBiz 2015
Tools menu, click Merge Data Disk from Accountant.
4. Indicate the disk drive on which the data disk is located, and then click OK.
5. The client reference code and financial year will be displayed on screen. Make sure these are correct, and then click
OK.
Establishing passwords
HandiBiz 2015 can be set up so that passwords restrict the initial access to the program.
In addition to restricting the access to HandiBiz 2015, passwords restrict access to certain menu options.
You can specify two different passwords – one for Supervisor Access and one for Operator
Access.
Supervisor password
No restrictions are placed on Supervisor access: a user that knows the Supervisor password will be able to enter into the HandiBiz 2015 module as 'Supervisor' and access
all areas of the
HandiBiz 2015 program.
Operator password
Restrictions are placed on Operator access. Users that enter the HandiBiz 2015 programs using the Operator password will be unable to access all menu options.
To establish operator and supervisor passwords
1. From the
Options menu, click Passwords.
HandiBiz 2015 will open the “Passwords” window.
Figure 4: The "Passwords" window
This window contains two data entry boxes for both the Supervisor and Operator passwords. This is to ensure that no errors are made when initially creating the passwords.
Each password must be entered twice, once in each data entry box.
Tip: If you do not want to restrict access to HandiBiz 2015, leave the fields blank.
2. If necessary, click Defaults to clear any existing passwords.
© HandiSoft Software Pty Ltd
23
Chapter 2. Installing and configuring HandiBiz 2015 HandiBiz 2015
3. Type in the Supervisor and Operator passwords. You will be required to type in each password twice.
4. The passwords are not case insensitive (for example, you could type in either
SUPERVISOR or supervisor, and the program would read them as the same password).
5. Click
OK to save the new passwords and close the “Passwords” window.
Note: If you forget the Supervisor password, you will need to contact the HandiSoft Support
Department.
Debtor creditor ledger configuration
Entering your organisation’s details
The “Yourself” window collects details of your business.
1. From the Debtors menu, click Self.
Figure 5: The “Yourself” (summary) window
2. On the "Yourself" summary window, highlight the appropriate record and click Edit.
24
Figure 6: The “Yourself” (detailed) window
3. On the "Yourself" detailed window, enter the appropriate detail.
Tip: For information on the window fields, press F1 to display the online help.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Debtor creditor ledger configuration
Completing the “Debtors/Creditors Options” window
The default behaviour of the Sales (Debtors), Bills (Creditors) and Inventory functions are defined in the "Debtors/Creditors Options" window.
From the Options menu, point to Debtors / Creditors and click Options Setup.
Figure 7: The “Debtors/Creditors Options” window
Configuring the notice layouts
HandiBiz is provided with a number of default layouts for the presentation of Invoices, Purchase
Orders, Cheques, Statements and Adjustments. In addition to the HandiBiz default layouts, you are able to create your own customised layouts.
Specifying your layouts means you do not have to specify the layout every time you send something to the printer. Instead, HandiBiz will automatically use the layout specified.
The Notice Layouts area is user name specific. Consequently each person who uses HandiBiz may specify different Notice Layouts if necessary. For example, each partner in your firm may want to use a different layout.
To select default notice layouts
1. From the Reports menu, point to Debtors / Creditors and click Notice Layouts. The
"Layouts for Printed Notices" window will open.
© HandiSoft Software Pty Ltd
25
Chapter 2. Installing and configuring HandiBiz 2015 HandiBiz 2015
Figure 8: The "Layouts for Printed Notices" window
2. Next to each form type, select the required layout design by clicking the button, and choosing from the layout list.
3. Click OK to set the default layouts.
26
© HandiSoft Software Pty Ltd
Chapter 3. Backing up HandiBiz 2015
Tip: Consider all of the hours that you have invested in your computer data and all of the hours that would be lost if this data needed to be recreated. In the light of this, the amount of time, effort and cost associated with backing up your computer system is minimal.
It is advisable to store the HandiBiz 2015 installation CD in a safe place. This will minimise your downtime if something happens to your computer system and you need to reinstall the software.
Possible causes of data corruption
There are a number of factors that can result in the loss or corruption of data:
Power fluctuations or blackout.
Component failure and/or intermittent fault, for example motherboard, hard disk, controller.
Theft of your computer system.
Accidental deletion of a file.
Accidental corruption (for example, editing a database with a text editor).
Device drivers that clash with the hardware or BIOS.
Incorrect hardware settings e.g. IRQ or Port address.
Clashes between software on your computer system, for example Windows, DOS, caches, memory drivers etc.
Faults in computer software.
Computer viruses.
People accessing your database files via the Internet, often with malicious intent.
Suggested ways of minimising data corruption
Power failure
Data corruption can occur if the power to a computer is disrupted while it is writing to the hard drive. A suitable Uninterruptible Power Supply (UPS) can allow your PC to complete any disk interactions in the event of a power failure.
Hard disk drive failure
Mechanical disk failure is a major cause of data loss. The lower costs and small physical size of modern hard drives make it feasible to use multiple drives, known as RAID (Redundant Array of
Inexpensive Disks) storage, to store your critical data. This keeps your data intact even if a hard drive fails.
Caution: Setting up a RAID system on your computer is not a substitute for backing up your data. It will not prevent data loss if it is corrupted or your computer is stolen.
© HandiSoft Software Pty Ltd
27
Chapter 3. Backing up HandiBiz 2015 HandiBiz 2015
Computer viruses
Computer viruses that are often brought in as e-mail attachments can cause major problems with your data. You can take the following precautions to minimise the possibility of computer viruses infecting your system.
Make sure that you have an up-to-date version of virus protection software installed on your computer system. It is a good practice to update your virus protection software daily.
Adopt a policy of verifying all e-mail attachments before opening them. Even trusted sources can unknowingly send you a virus.
Unauthorised access (“hacking”)
If your computer system is permanently connected to the Internet, you will be the target of multiple malicious attempts to access your data. It is, therefore, essential that your computer system be protected by a firewall that is designed to prevent unauthorised access. There are many types of firewalls available, including free versions that you can download over the
Internet. You should contact your Internet Service Provider (ISP) for more information on firewalls.
Suggested hardware
To minimise the chance of losing data we recommend that you purchase the following computer hardware:
Uninterruptible Power Supply (UPS).
The UPS unit will help to minimise the loss of data due to power fluctuations or blackouts.
Please ensure that your UPS is sufficient to support your entire network.
RAID storage controller with at least two hard drives.
The RAID system will provide redundant disk storage, and thus minimise the risk of losing data through mechanical disk drive failure.
Removable data storage device, for example, Tape Drive, portable hard drive, flash memory stick etc.
Tape drives are generally used where there is a large amount of data to be backed up.
Tapes have the advantage of having a large storage capacity, but restoring data from them can take time. Smaller companies can use flash memory drives, which are quick and easy to use.
Suggested backup regime
We suggest you take backups as follows:
Prior to initial installation and upgrade.
Once a day ( this is a minimum recommended situation).
Weekly copy
Monthly copy
Three monthly copy
Six monthly copy
Rotate your backup tapes in such a way that if a problem occurs with your data, you do not continue to back up the problem. The following two examples illustrate this principle.
Example 1: Lot's Salt Works maintains seven daily backup tapes, rotating the tape each day.
Lot's data becomes corrupted, and they do not detect the corruption until 10 days have elapsed. Unfortunately, all of Lot's backup tapes contain this corruption.
28
© HandiSoft Software Pty Ltd
HandiBiz 2015 Data to be backed up
Example 2: Lot's Salt Works maintains seven daily backup tapes, rotating the tape each day. They also maintain four weekly tapes, rotating each tape every week. ABC's data becomes corrupted, and they do not detect the corruption until 10 days have elapsed. All of
Lot's daily tapes contain the corruption, however their weekly tapes contain valid data. They can restore their data from a weekly tape.
Tip: We strongly suggest that your weekly, monthly, three monthly and six monthly backups be kept in a safe place off your business premises. This is particularly relevant in the case of fire or theft.
Data to be backed up
It is important to ensure that all important data files are backed up. All HandiSoft products store data in multiple files on your PC or server’s hard drive. The modules use this file structure because of its reliability and flexibility. Also, while the HandiSoft program files can be restored from the installation CD, they might not include any updates or changes that have been made since the initial installation.
We, therefore, recommend that you back up all the directories and files under the \HCash directory. If data is lost or corrupted, going back to where you were is simply a matter of restoring your backed-up files and directories.
Caution: Do not perform selective backups – you may neglect to backup a critical file.
Backing up manually
You should schedule your data backups to be done automatically at a specific time each day.
There may, however, be times when you have to do an ad-hoc manual back up. This procedure shows one way of doing this.
1. Ensure that no one is running HandiBiz 2015.
If someone is running HandiBiz 2015, the backup can continue, but changes made to the database might not be included in the backup. If the data is restored later, these changes will be excluded.
2. Use Windows Explorer to copy the entire
\HCash directory to the backup drive. For example, if the backup drive is drive e:\, click on the \HCash folder and drag it into the e:\ drive.
3. When Windows finishes copying the files, using Windows Explorer click on the backup drive
(e.g. e:\) and check that all the HandiBiz 2015 directories and files have been written to it.
4. If you are not going to use the backed up data immediately, remove the backup disk or tape from the drive and store it in a safe place.
Restoring the data
There are many different methods of restoring backed up data. This procedure shows one way of doing it manually.
1. Ensure that no one is running HandiBiz 2015.
If someone is running HandiBiz 2015, files that it has open will not be overwritten with the backed up files.
2. Use Windows Explorer to copy the \HCash directory from the backup drive to the HandiSoft installation directory on the hard drive. For example, if the backup drive is drive
e:\, and the
HandiSoft programs are in c:\HCash, click on the e: \hcash folder and drag it into the c:\ drive.
© HandiSoft Software Pty Ltd
29
Chapter 3. Backing up HandiBiz 2015 HandiBiz 2015
3. Windows will display a Confirm Folders Replace or Confirm File Replace window asking you to confirm that the existing HCash directories or files can be overwritten. Click on the
Yes to All button if you are ready to continue.
Caution: If you continue, you will delete any changes made to the database since the last backup.
4. When Windows has finished copying the directories and files, you should be able to run
HandiBiz 2015 using the restored data.
Note: There are many different backup software packages available. For information on the specific one that your practice uses for backing up your data, please consult the person responsible for maintaining your computer system.
Online backups
Many individuals and companies are now using online backup services, where their data is securely backed up via the Internet onto multiple remote servers at different locations. Using these services, you can schedule automatic backups without having to handle tapes or other storage devices. Restoring data is also a relatively easy process.
Sage HandiSoft offers an online backup service. For more information, visit our Website at http://www.sagehandisoft.com.au/Online-Backup.aspx
.
For information on online backup services, contact our Administration department at 08 9245
0611.
30
© HandiSoft Software Pty Ltd
Chapter 4. Using the Chart of Accounts
Your accountant transfers your Chart of Accounts to you on a data disk. The Chart of Accounts can only be altered if you have logged in as 'the accountant'.
Viewing the chart
You are able to view the Chart of Accounts on screen using either of the following methods:
Press F9 from anywhere in the program.
From the View menu, click Chart of Accounts.
HandiBiz 2015 will open the "Chart of Accounts" window.
Figure 9: The "Chart of Accounts" window
For information on the "Chart of accounts" window, press F1 to display the online help.
Printing the chart
To print the Chart of Accounts, do the following:
1. Press F9 or, from the View menu, click Chart of Accounts.
2. On the "Chart of Accounts" window, click Print. The "Chart Report" window will open.
© HandiSoft Software Pty Ltd
31
Chapter 4. Using the Chart of Accounts HandiBiz 2015
Figure 10: The "Chart Report" window
3. On the "Chart Report" window, specify what is to be included in the report.
If your entity contains divisions, select the division to include in the report. Leave the
Divisions field blank to include all divisions.
On the top section, select whether the report is to include the control and sub accounts, or only the control accounts.
On the lower section, select whether the report will display a classification column or not.
4. Click OK.
Altering the chart
You can only alter your Chart of Accounts if you log in as 'the accountant'.
Logging in as 'the accountant'
1. From the Entity menu, click Login as Accountant.
2. In the "Login As Accountant" window, enter the accountant's HandiSoft customer reference code and then click
OK.
Altering the Chart of Accounts
1. From the View menu, click Chart of Accounts.
The "Chart of accounts" window will open with additional buttons for editing the accounts.
32
Figure 11: The accountant "Chart of Accounts" window
© HandiSoft Software Pty Ltd
HandiBiz 2015 Altering the chart
2. In the "Chart of Accounts" window, use the New, Edit and Delete buttons to make the required changes.
Logging out as accountant
It is important to remember to log out as accountant when you have finished making the changes. This will prevent changes being made by mistake.
From the Entity menu, click Logout as Accountant.
© HandiSoft Software Pty Ltd
33
Chapter 5. Working with GST
Your accountant will establish a chart of accounts that includes the correct GST codes for each account. The data disk supplied by your accountant will include this chart of accounts.
Tip: To print a copy of your chart of accounts - from the Reports menu, click Chart of
Accounts.
Understanding tax codes
HandiBiz 2015 uses a number of different tax codes to facilitate GST collection and the preparation of your Business Activity Statement.
Tip: To print a copy of the tax codes – from the View menu, click Tax Codes and then
Report.
When you enter transactions, HandiBiz 2015 will complete the Tax column for you based on the tax code associated with the account in the Chart of Accounts.
Example:
If you were to record a cash payment to an account (for example account 2815) with the CAP
(Capital acquisitions) Tax Code, HandiBiz 2015 would automatically complete the Tax Code column with "CAP", and would use a rate of 10% when calculating the tax.
Later, when you prepare your Business Activity Statement, HandiBiz 2015 will place transactions with a Tax Code of CAP into Item G10 on the Business Activity Statement report.
How tax codes work
Example:
A HandiBiz 2015 client, who is a sole trader, sometimes pays for personal items out of the business account and the accountant has specified that all entries must specify a tax code.
Personal items (as opposed to something that is part usage business and part personal which has to go to a private usage tax code) should be posted to the Drawings account 4080.
In this exercise, you will create a new tax code for drawings, which will calculate an amount of tax in the tax column. This tax amount will be written back to the drawings account and will not print on the BAS statement.
For this example, you would set up your tax code (DRW), using the tax calculation method as normal, GST at ten percent and the posting account for tax as being drawings. You will not specify a BAS code or select Capital Acquisition, as you do not want this to appear on the BAS statement.
An entry for $110.00 was posted including $10.00 GST through the HandiBiz 2015 "Bill
Details" (Creditors / Bills Received / New) window. The line entry is posted as tax inclusive and therefore the line details specify an including tax amount of $110.00, tax code of DRW and
$10.00 for the tax.
© HandiSoft Software Pty Ltd
35
Chapter 5. Working with GST HandiBiz 2015
Figure 12: Example of Bill Data entry
Therefore, the Ledger entry would be:
Dr/Cr Account Description
Dr 4080 Drawings
Dr 4080
The amount in the tax column on the transaction line (Drawings)
Cr 3048 Trade Creditors
Amount
$100.00
$10.00
$110.00
Adding a new Tax Code
1. From the Tools menu, point to Debtors / Creditors and then click Master Tax Codes to open the “Master Tax Codes” window.
36
Figure 13: The "Master Tax Codes" window
2. Click New to open the “Add a Tax Code" window.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Entering transactions with GST
Figure 14: The “Add a Tax Code” window
3. Enter the required information.
Tip: For information on the “Add a Tax Code” window, press F1 to display the online help.
Entering transactions with GST
When you enter transactions , the GST area of HandiBiz 2015 will be active. Generally, the
amounts that you enter will fall into one of the following three categories:
1. No GST is applicable to the amount.
2. The amount you enter excludes GST , but GST does apply to the transaction. HandiBiz
2015 will calculate the amount of Tax applicable. Please refer to “ Example one ” (below).
3. The amount you enter includes GST . Please refer to “ Example two ” (below).
Example one
Imagine you are entering a receipt of $300 (tax exclusive) into Input / Cash Receipts. In the
"Cash Receipts" window Tax field, you would select Excluded. In the Credit column, you would input an amount of $300:
Account Description Code (Debit) Credit (Excl) Tax
510 Sale of paint GST 300
As soon as you move the cursor out of the
Credit column, HandiBiz 2015 will complete the remaining fields as follows:
Account Description Code (Debit) Credit (Excl) Tax
510 Sale of paint GST 300 300 30
Example two
Imagine you are entering a receipt of $550 (tax inclusive) into Input / Cash Receipts. This time, in the "Cash Receipts" window Tax field, you would select Included. In the Credit column, you would input the amount including GST:
Account Description Code (
Debit
) Credit (Excl) Tax
0510 Sale of supplies GST 550
As soon as you move the cursor out of the Credit column, HandiBiz 2015 will complete the remaining fields as follows:
© HandiSoft Software Pty Ltd
37
Chapter 5. Working with GST HandiBiz 2015
Account Description
0510
Code (Debit) Credit (Excl) Tax
Sale of supplies GST 550 500 50
Tip: If required, you can adjust the amount in the Tax column. However this is not
recommended! Adjusting the tax column indicates that only part of the dollar amount is subject to GST. Any amount assigned a Tax Code will be included in the BAS Statement.
Consequently, if you combine taxable and non-taxable items on the same line, your BAS
Statement would probably be incorrect.
Business Activity Statement
The accuracy of the Business Activity Statement (BAS) prepared by HandiBiz 2015 is dependent on the Chart of Accounts and Tax Codes used.
HandiBiz 2015 allows you to either create a new BAS report for a specified period, or reproduce a previously generated BAS report.
To create a new BAS report
1. From the
Reports menu, click Business Activity Statement. HandiBiz 2015 will open the
"BAS transfer report" window.
38
Figure 15: The "BAS transfer report" new BAS window
2. To generate a new BAS, click the New BAS for a period tab and then complete the fields on the page.
3. Click OK to generate the BAS report.
4. HandiBiz 2015 will display the BAS report in a "Report Preview" window.
5. Click
Print if you want to print the BAS report.
When you exit the "Report Preview window", HandiBiz 2015 will ask if you want the entries included this BAS to be marked as processed.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Business Activity Statement
Click Yes if you intend lodging this report, so that transactions in this BAS report are not included in the next one. If you are not going to lodge this BAS report, you should click No.
© HandiSoft Software Pty Ltd
39
Chapter 5. Working with GST HandiBiz 2015
To reproduce a previous BAS report
1. From the Reports menu, click Business Activity Statement. HandiBiz 2015 will open the
"BAS transfer report" window.
2. To reproduce a previous BAS, click the Reproduce a previous BAS tab
Figure 16: The "BAS transfer report" previous BAS window
3. Complete the fields on the page.
4. Click OK to generate the BAS report.
5. HandiBiz 2015 will display the BAS report in a "Report Preview" window.
6. Click
Print if you want to print the BAS report.
When you exit the "Report Preview window", HandiBiz 2015 will display the following
"Attention" window if you selected the Undo a previously committed BAS check box.
If you click Yes, all transactions in this BAS report will be included in the next one.
Tip: For information on the "BAS transfer report" window, press F1 to display the online help.
40
© HandiSoft Software Pty Ltd
Chapter 6. Entering transactions
Data entry for various transaction types is performed through the Input menu. HandiBiz 2015 provides you with a large number of data entry options. Some of these cover general tasks, such as the input of a Cash Receipt. Other data entry options are specific to a type of transaction, such as clearing the Suspense Account.
HandiBiz 2015 provides special menu options that may be used to perform a number of data entry operations. These menu options increase the speed of data entry and help ensure that data is entered into HandiBiz 2015 correctly. The operations that should be performed using the special options are:
Clearing the suspense account
Performing recurring entries
Setting the data entry year
Before entering information into HandiBiz 2015, you must ensure you are in the correct data entry year. The bottom right-hand corner of your screen displays the current data entry year.
Tip: If you have the financial year of 1/7/2015 to 30/6/2016 selected, the bottom right corner of your screen will display 2016.
To change to the previous year: - from the Entity menu, click Prior Years Accounts.
To change to the following year - from the Entity menu, click Next Years Accounts.
Please note that:
For the HandiBiz 2015 program, you are only able to do data entry for the 2015 and 2016 data entry years.
You are able to enter data for the financial years for which your accountant has not yet provided a data disk. However, you will only have opening balances once you obtain a disk from your accountant.
Some terminology
Before discussing the specific data entry options that are available to you in the HandiBiz 2015 program, we must define some terms that will be used throughout this chapter.
What is a transaction?
A transaction is a group of ledger entries which, when added together, equal zero. Each ledger entry forms part of a transaction. Each transaction is assigned a unique transaction number.
Every ledger entry is linked to a specific transaction number.
All transactions and the corresponding ledger entries are created in HandiBiz 2015 in either of the following ways:
Manual data entry.
Automatically created by HandiBiz 2015 (for example, Recurring Entries).
© HandiSoft Software Pty Ltd
41
Chapter 6. Entering transactions
Imported from your accountant.
Transactions may be viewed from the "Transactions" window.
HandiBiz 2015
Open the "Transactions" window
To open the "Transactions" window:
Press F4; or
From the View menu, click Transactions.
The "Transactions" window has two parts. The top half of the window displays individual transactions, each comprising number of ledger entries, which are shown on the lower half of the window.
You can view the individual ledger entries in the "Ledger Entries" window, which is accessed through View / Ledger Entries. Each ledger entry has a transaction number recorded against it, indicating the transaction to which it belongs.
Figure 17: The "Transactions" window
What is a ledger entry?
A single ledger entry is a component of a transaction. This is best displayed using the following example.
Example:
Trans Account Date
1
1
Description DR CR
1615 30/9/2015 Depreciation Expense
2869 30/9/2015 Accumulated Depreciation
$10
$10
The above displays a transaction that records an annual Depreciation Expense. This single transaction is made up of two ledger entries. Notice the following:
You are able to see which ledger entries belong to a certain transaction by looking at the transaction number in the Trans column. All ledger entries from the same transaction will be displayed with the same transaction number.
If you add together all ledger entries that make up a transaction, the balance will be zero.
42
© HandiSoft Software Pty Ltd
HandiBiz 2015 Increasing your data entry speed
What is a batch?
A batch is a group of one or more transactions.
When performing data entry in HandiBiz 2015, you are able to specify a batch number. This
number is used to group transactions together in a batch. This is particularly useful for generating reports, where you can specify a batch number to only include transactions that belong to a certain group. You may, for example, have two partners. To separate their transactions, you can allocate a batch number to each partner.
A batch number differs from a transaction number in the following ways:
HandiBiz 2015 automatically allocates a transaction number to each transaction. You are unable to alter this transaction number.
The person who enters a transaction manually assigns a batch number. The batch number is an optional field.
You are able to attach a batch number to a transaction by completing the Batch number field at the time you enter the transaction into HandiBiz 2015.
Increasing your data entry speed
HandiBiz 2015 has the following buttons and keyboard shortcuts to make your data entry more efficient.
Key Button Function
ESC
-
ENTER
TAB
SHIFT+TAB
F1
F2
F4
-
-
-
-
Pressing the
ESC key exits you from the active window and discards any changes that were made.
Pressing the ENTER key saves all the fields in the active window, and then exits from the active window. To move to the next field within a window, press the TAB key. Note: The numeric keypad’s
ENTER key may be set up to operate in the same manner as the TAB key (see below).
Pressing the TAB key moves you on to the next field in the active window.
Holding down the SHIFT key and pressing the TAB key at the same time will move the cursor to the previous field in the active window.
Opens the HandiBiz 2015 online help with information on the currently open window.
Opens a window from which you can select an entry.
Opens the "Transactions" window.
F9
Opens the "Chart Of Accounts" window.
F11
-
F12
-
-
Opens the "History" window. From the "History" window you can select recently entered information, thereby reducing the amount of typing that you need to do.
Opens the "Macros" window. .
Opens the "Cash Sales and Payments" window for you to input transactions.
- Opens the "Cash Receipts" window for you to input cash receipt transactions.
-
Opens the "Cash Payments" window for you to input cash payment transactions.
© HandiSoft Software Pty Ltd
43
Chapter 6. Entering transactions HandiBiz 2015
-
-
-
Key
-
-
Button Function
Opens the "Journal Entries" window for you to input a journal entry.
Opens the "Ledger Entries" window.
Copies transactions TO disk.
Reads transactions FROM disk.
Exits from HandiBiz 2015.
Use of the Enter key
The standard for Windows programs is for the Enter key to save, and the Tab key to move you from field to field. This can reduce the speed of your data entry, so you can define the behaviour of the numeric keypad's Enter key via the “Data entry options” (Options / Data entry
/ Keystrokes and Capitalisation) window.
Copying, cutting and pasting
Within HandiBiz 2015, you may use the Windows Clipboard. This allows you to:
Copy/Cut information from a data entry field into the clipboard
Paste information from the clipboard into a data entry field
To copy an item onto the clipboard, highlight the desired information and then press CTRL+C to
copy the information to the clipboard. You can then use CTRL+V to paste the information from the clipboard. You can also use the right mouse button to copy/cut and paste information.
Keyboard shortcuts
Keyboard shortcuts are provided within the software, allowing the keyboard to be used instead of the mouse. Keyboard shortcuts can be great time savers and we encourage you to use them where possible.
The keyboard shortcuts that you may encounter are:
Hot Keys
Function Keys and
Keyboard Macros.
These keyboard shortcuts are discussed in more detail below.
Hot keys
To use hot keys, press
ALT and then look for the underlined letter in menu options and field names.
Example: Pressing ALT+V will access the View menu. Once you have pressed these keys, you will notice that the main View menu has been opened.
Function keys
Function keys are attached to the more commonly used menu options.
Example: In HandiBiz 2015, under the View Menu, the characters F9 are displayed next to the Chart of Accounts option. This means that Chart of Accounts can be accessed from anywhere in HandiBiz 2015 by pressing
F9.
44
© HandiSoft Software Pty Ltd
HandiBiz 2015 Configure your data entry options
Reducing the keystrokes required
There are often a number of different ways to perform the same task. Ideally, you will use the method that requires the least amount of keystrokes.
Example: When typing an Account Code, there is no need to enter the preceding zeros.
Therefore, an account code of 0010 could by typed in as 10. HandiBiz 2015 would insert the two leading zeros for you.
Using the "Skip Fields" window
Click Skip to open the "Skip Fields" window. The Skip button is available when you input Cash
Receipts, Cash Payments or Journal Entries.
Figure 18: The "Skip Fields" window
Using the "Skip Fields" window, you can streamline your data entry. You can instruct HandiBiz
2015 to skip certain fields, thereby reducing the number of keystrokes.
Configure your data entry options
Changing how the Enter key behaves
In Windows programs, the Tab key is used to move the cursor from one field to the next. This is not always convenient when performing data entry using the numeric keypad. To make your data entry more effective, HandiBiz 2015 allows you to alter the behaviour of the numeric keypad's Enter key, allowing it to move the cursor from one field to the next.
To change the Enter key:
1. From the
Options menu, point to Data Entry and then click Keystrokes and
Capitalisation. The "Data entry options" window will open.
© HandiSoft Software Pty Ltd
Figure 19: The "Data entry options" window
45
Chapter 6. Entering transactions HandiBiz 2015
2. To have the numeric keypad’s Enter key operate in the same manner as the Tab key on the main keyboard, select the Use keypad Enter key as Tab key check box.
3. Click OK.
Changing the automatic capitalisation of text
To alter HandiBiz 2015’s automatic capitalisation:
1. From the Options menu, click Data Entry and then Keystrokes and Capitalisation. The
"Data entry options" window will open.
2. Under Capitalise Text, select the required capitalisation option.
3. Click OK.
Entering transactions
This section outlines how you would enter transactions into HandiBiz 2015.
Entering cash sales and payments
Both receipt and payment transactions can be entered via the "Cash Sales and Payments" window.
1. From the Input menu, click Transactions to open the "Cash Sales and Payments" window.
46
Figure 20: The "Cash Sales and Payments" window
2. Complete the "Cash Sales and Payments" window.
3. Click Save.
4. Once all of the entries for this transaction have been Saved, click
Post to update HandiBiz
2015.
Tip: For information on the "Cash Sales and Payments" window, press F1 to display the online help.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Entering transactions
Entering cash receipts
The procedure for entering cash receipts is outlined below:
1. From the Input menu, click Cash Receipts to open the "Cash Receipts" window.
Figure 21: The "Cash Receipts" window
2. Complete the "Cash Receipts" window.
3. Click Save.
4. Enter any other entries to be attached to this transaction.
5. Once all of the entries for this transaction have been input and saved, click Post to update the HandiBiz 2015 records.
Notes:
After posting the ledger entries, HandiBiz 2015 will update the Session Balance field. This field displays the total of all items that have been posted from the "Entries" section during this data entry session.
HandiBiz 2015 creates a new transaction each time you click Post.
6. Once all Cash Receipt transactions have been processed, click Close.
Tip: For information on the "Cash Receipts" window, press F1 to display the online help.
Tip: The Skip button at the bottom of your "Cash Receipts" window is provided to enhance the speed of your data entry. By using Skip you can prevent the cursor from stopping at the Received From, Receipt No, Description, Debit and Tax fields. You can also use this area to skip the window that pops up asking if you would like to post the transaction.
© HandiSoft Software Pty Ltd
47
Chapter 6. Entering transactions HandiBiz 2015
Entering cash payments
To input a Cash Payment:
1. From the Input menu, click Cash Payments to open the "Cash Payments" window.
Figure 22: The "Cash Payments" window
2. Complete the "Cash Payments" window.
3. Click Save.
4. Enter any other entries to be included in this transaction by repeating the above steps.
5. Once all of the entries for this transaction have been input and saved, click Post to update the HandiBiz 2015 records.
Notes:
After posting the ledger entries, HandiBiz 2015 will update the
Session Balance field. This field displays the total of all items that have been posted from the Entries section during this data entry session.
A new transaction will be created each time you click the Post button.
6. Once all cash payment transactions have been processed, click Close.
Tip: For information on the "Cash Payments" window, press F1 to display the online help.
Tip: The Skip button at the bottom of your "Cash Payments" window is provided to enhance the speed of your data entry. By using Skip, you can prevent the cursor from stopping at the following fields: Paid To, Description, Cheque No, Credit and Tax.
You can also use this area to skip the window that pops up asking if you would like to post the transaction.
48
© HandiSoft Software Pty Ltd
HandiBiz 2015 Journal entries
Journal entries
You can create both cash and non-cash journal entries. The procedure for processing a journal entry is outlined below.
Making a journal entry
1. From the Input menu, click Journal Entries to open the "Journal Entries" window.
Figure 23: The "Journal Entries" window
2. Complete the "Journal Entries" window.
3. After all the journal entries have been entered, check the Entry Balance field to ensure the transaction is in balance. Where the transaction is in balance, the Entry Balance field should contain a zero.
4. Once the transaction is in balance, click Post to update the journal entry information.
5. Repeating the above steps can create additional journal entries with their own unique transaction numbers.
Tip: For information on the "Journal Entries" window, press F1 to display the online help.
Adding a journal narration
If you wish to attach a narration to your journal entry, you need to press F2 or the button to the right of the Description field. The "Transaction Narration" window will open for you to enter a narration to complete the journal entry.
Figure 24: The "Transaction Narration" window
© HandiSoft Software Pty Ltd
49
Chapter 6. Entering transactions HandiBiz 2015
Automatic text fill descriptions
HandiBiz 2015 will "remember" anything that you have typed in the
Description fields of the
"Cash Receipts", "Cash Payments" and “Journal Entries” windows. When you enter the first few characters in a receipt or payment Description field, HandiBiz 2015 will complete the entry with a previously typed in description. You can either press Enter to accept the automatic text fill, or continue to type in a description. This can greatly speed up your data entry.
To view and delete automatic text fills
The "Automatic Text Fill Descriptions" window lists all the available text fill entries available for payments and receipts. You can delete any unwanted entries.
To open the "Automatic Text Fill Descriptions" window:
1. From the View menu, click Auto Text Fill Descriptions. The "Automatic Text Fill
Descriptions" window will open.
50
Figure 25: The "Automatic Text Fill Descriptions" window
2. Click the Receipts, Payments or Journal tab to view the text fills for receipts, payments or journal entries respectively.
3. To delete a text fill, highlight the required entry and click
Delete. Click OK on the "Attention" window.
4. Click Close to exit the "Automatic Text Fill Descriptions" window.
Tip: You are not able to add to or edit the entries in this window. To change an entry, delete it in this window and type in a new description in the "Cash Payments", "Cash Receipts" or “Journal Entries” window.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Using the Suspense account
Using the Suspense account
When entering data in HandiBiz 2015, you may be unsure which account code you should use.
HandiBiz 2015 provides you with a special account, the Suspense Account, into which these transactions may be stored until the correct account code is known.
HandiBiz 2015's Suspense Account is account code 0000.
Once the correct account code for the transaction is known, reallocate the transactions to the correct account using the "Clear Suspense Account" window.
Entering transactions to the Suspense account
If you are performing data entry and do not know the correct account code for a transaction, simply input the account code as 0000. This will place the transaction in the suspense account.
Tip: It is only necessary to enter a single zero (o) for the suspense account code.
Clearing the Suspense account
Your accountant will not be able to roll your data into the next accounting year if transactions exist in your suspense account.
Tip: Reducing the suspense account to a balance of zero is insufficient. You must remove all transactions from the account. You cannot successfully clear the suspense account using a journal entry.
The only way to clear the suspense account so that it contains no transactions is to use the
Clear Suspense menu option.
Using the "Clear suspense account" window
To correctly clear the suspense account:
1. From the
Input menu, click Clear Suspense.
The "Clear suspense account" window will open, displaying all transactions that have been coded to the suspense account.
Figure 26: The "Clear suspense account" window
2. To change the order of the transactions:
Click Order. The "Find/Order Transactions" window will open.
© HandiSoft Software Pty Ltd
51
Chapter 6. Entering transactions HandiBiz 2015
Indicate the required order. You can select Account Number, Date, Transaction
Number or Reference Number.
To search for a specific transaction, complete the Find field. To simply change the order of the transactions, leave the Find field blank.
Click OK.
3. To move a transaction to the correct account code:
If the full amount of one transaction is to be moved to multiple account codes, highlight the transaction and then click Split. The “Split Suspense Entry” window will open.
52
Figure 27: The "Split Suspense Entry" window
Follow the instructions in “ Completing the "Split Suspense Entry" window ” on page 53.
If the full amount of the transaction is to be moved to the one account code.
Highlight the transaction.
Click Select. The "Select an Account" window will open.
Highlight the correct account code, and then click Select.
You will be in the "Clear Suspense Account" window. Check that the Tax Code is correct and that the amount of tax has been correctly calculated.
Click Save.
4. After making the necessary changes, click Save and then Close.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Using the Suspense account
Completing the "Split Suspense Entry" window
If you click the Split button in the "Clear suspense account" window, the "Split Suspense Entry" window will open.
Using this window, you can allocate a suspense transaction to multiple account numbers.
Where the entire amount of the transaction has not been split to specific account codes,
HandiBiz 2015 will place the remaining amount back into the suspense account.
Audit trails
HandiBiz 2015 does not maintain an audit trail of the transactions assigned to the suspense account and their subsequent reassignment to the correct account. When the entries are reallocated out of the suspense account, no trace of the entries will be left in the suspense account.
If you require an audit trail of movements in the suspense account, it will be necessary for an account other than HandiBiz 2015's suspense account to be used for the recording of suspense transactions. You can then clear the suspense transactions using a journal entry to transfer them to the correct account code. As the reallocation is being performed via journal entry, an audit trail of the reallocation will then exist.
Example: Lot's Salt Works requires an audit trail to be maintained for all 'suspense transactions'. The HandiBiz 2015 suspense account is account 0000. It is required that, when
HandiBiz 2015 rolls the data into the next financial year, the suspense account 0000 does not have any journal entries. For this reason, Lot's Salt Works has decided to use account 0001 to record their suspense transactions. They will then reallocate suspense transactions from account 0001 to the correct account code via journal entries.
© HandiSoft Software Pty Ltd
53
Chapter 6. Entering transactions HandiBiz 2015
Recurring entries
The
Recurring Entries option is provided as a means of increasing data entry speed and, consequently, your productivity. Where you have a transaction that repeats throughout the financial year, use the Recurring Entries option.
The "Recurring Transactions" window collects information for the recurring transactions. Once this information is Posted, HandiBiz 2015 will automatically create the required journal entries.
Once the journal entries are created, the transactions will behave in exactly the same manner as a manual journal entry created using the “Journal Entries” ( Input / Journal Entries) window.
The journal entries may be viewed, edited and deleted in the same manner as all other transactions.
Example: Smooth Pty Ltd pays rent on a monthly basis. These transactions may be recorded using the Input / Recurring Entries option. In the "Recurring Transactions" window, the
Period x fields are quickly completed by entering the monthly charge in Period 1, and then pressing Repeat. HandiBiz 2015 will then copy the amount into all other Period fields.
Step-by-step recurring entries
A Recurring Entry is recorded as follows:
1. From the Input menu, click Recurring Entries.
The "Recurring Transaction" window will open.
54
Figure 28: The "Recurring Transaction" (monthly) window
2. Complete the window. After completing all information, click Post to have HandiBiz 2015 create and save the Recurring Transactions.
The window has two Account number and name sections. The upper section is for entering details of the account to which the debit side of the transaction is to be posted. The lower section is for entering details of the account to which the credit side of the transaction is to be posted.
Tip: For information on the "Recurring Transaction" window, press F1 to display the online help.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Recurring entries
Weekly recurring entries
You can also set up your recurring transactions on weekly basis
1. From the Input menu, click Recurring Entries. The "Recurring Transaction" window will open
Figure 29: The "Recurring Transaction" (weekly) window
2. On the "Recurring Transaction" window, click the Weekly tab.
3. In the
Start Period and Start Day fields, select the period and the day within the period that you want the first transaction to occur.
4. Click Generate to create an entry for each week of the year from the specified start period and day.
5. Click Edit to enter or change details of each recurring transaction.
Tip: If the details for the weekly transactions are the same, complete the first entry and then click Repeat to automatically complete the remaining entries.
6. After completing all information, press Post to have HandiBiz 2015 create and save the recurring transactions.
© HandiSoft Software Pty Ltd
55
Chapter 7. Managing your debtors
The Sales (Debtors) area of HandiBiz 2015 allows you to:
Enter debtor / customer information
Record customer invoices, payments and adjustments
Print invoices, adjustments and statement.
Produce debtor reports
To use the debtors system, you will need to do the following:
Ensure that the HandiBiz 2015 options have been correctly set . Refer to Chapter 2,
"Installing and configuring HandiBiz 2015".
Enter your debtors (customers).
Record any opening balances for debtors.
Creating debtors
You can create debtors in HandiBiz 2015 in two ways:
1. From the Entity menu, click Debtors
2. During the creation of an invoice or receipt.
Both methods will open the “Debtors” window or the “Select Customer” window:
Figure 30: The “Debtors” window
The “Select Customer” window opens when you complete a transaction within the system.
In a field requesting a customer reference code, you can either click the button or press
F2 to bring up this window.
Creating a new debtor
1. From the Entity menu, click Debtors. This will open the “Debtors” window.
2. On the "Debtors" window, click
New. This opens the “Debtors” detail window.
© HandiSoft Software Pty Ltd
57
Chapter 7. Managing your debtors HandiBiz 2015
Figure 31: The “Debtors detail" window
3. Enter the required information.
Tip: For information on the “Debtors” and "Select Customer" windows, press F1 to display the online help.
Entering and amending opening balances
The debtors opening balances facility allows you to enter outstanding balances for the debtor.
Caution: No automatic journal entries are recorded and posted to the General ledger when creating opening balances.
Enter opening balances
1. From the Debtors menu, click View Debtors. This will open the “Debtors” window.
2. Highlight the required Debtor. If necessary, click New to create a new debtor.
3. Click Input. On the menu that appears, click Adjustments.
The "Debtor Adjustment" window will open.
58
Figure 32: The "Debtor Adjustment” window
4. Under Adjustment Type, select Opening Dr (+). This opens the “Opening Debtors
Balance” window.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Entering and amending opening balances
Figure 33: The “Opening Debtors Balance” window
5. In the Number column, enter an invoice number.
6. In the Date column, enter the date of the opening balance.
7. In the
Due column, enter the date the balance is due.
8. In the
Amount column, enter the amount of the opening balance.
9. Click
New to add another adjustment, if applicable, and repeat the previous steps.
10. Click Post to save and post the opening balances.
Amending and deleting an opening balance
To alter a previously entered opening balance entry you must delete the entry and reprocess the opening balance.
Deleting the opening balance
1. From the Debtors menu, click Sales Invoices. This will open the "Invoices" window.
Figure 34: The "Invoices" window
2. Highlight the required entry.
4. Click Delete.
5. Click OK to confirm the deletion.
© HandiSoft Software Pty Ltd
59
Chapter 7. Managing your debtors HandiBiz 2015
Deleting when the status column is not blank
If the status column is not blank, this indicates that another transaction has been applied against this invoice. That transaction would have to be deleted from the system before the opening balance can be deleted.
The first step is to identify the receipts applied against the opening balance.
1. From the Debtors menu, click Sales Invoices.
2. On the "Invoices" window, highlight the required entry.
3. Click
Receipts.
HandiBiz 2015 will display a transaction listing report in the "Report Preview" window.
4. Note the receipt numbers on the report.
5. Click Close to exit the "Report Preview" window.
6. Click Close to exit the “Invoices” window.
Deleting receipts
1. From the Debtors menu, click Sales Receipts. This will open the "Receipts" window.
60
Figure 35: The “Receipts” window
2. Highlight the entry to be deleted.
3. Click Delete.
4. Click OK to confirm the deletion.
page 68). You should compare this to the aged balance report on your old system. This will enable you to ensure that you have not made any data entry errors, with your opening balances.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Entering invoices
Entering invoices
There are two styles of Invoicing in HandiBiz 2015:
Service Style.
Inventory Style.
Caution: Ensure that the systems options have been correctly set before commencing
invoicing. The invoice style should be set under Options / Options setup. Refer to Chapter
2, "Installing and configuring HandiBiz 2015".
Entering a service or inventory style invoice
1. Open the “Invoice Details” window :
From the Debtors menu, click Sales Invoices
On the “Invoices” window, click New.
Depending on the settings in the “Debtors/Creditors Options” (
Options /
Debtors /Creditors / Options Setup) window, the “Invoice Details” – Service or “Invoice
Details” – Inventory window will open.
.
Figure 36: The “Invoice Details” - Service Invoice window
Figure 37: The Invoice Details” - Inventory Invoice window
2. Enter the required invoice details.
Tip: For information on the "Invoice Details” window, press F1 to display the online help.
© HandiSoft Software Pty Ltd
61
Chapter 7. Managing your debtors
Receipting Customer Payments
Customer payments can be offset against invoices in the following ways:
When invoicing, entering a value in the
Paid now field.
Through the “Receipt” window.
Entering receipts through the “Receipt” window
1. From the Debtors menu, click Sales Receipts to open the "Receipts" window.
2. Click New to open the “Receipt” window:
HandiBiz 2015
Figure 38: The “Receipt” window
3. Enter the required receipt details.
Tip: For information on the "Receipt" window, press F1 to display the online help.
Amending and deleting receipts
HandiBiz 2015 does not allow you to edit a receipt. You must delete the receipt
(Refer to: “ Deleting receipts ” on page 60).
To delete a receipt
1. From the
Debtors menu, click Sales Receipts. This will open the "Receipts" window.
62
Figure 39: The Receipts” window
© HandiSoft Software Pty Ltd
HandiBiz 2015 Adjusting invoices
2. Highlight the entry to be deleted.
3. Click Delete.
4. Click OK to confirm the deletion.
To print a receipt
1. From the Debtors menu, click Sales Receipts to open the "Receipts" window.
2. Highlight the receipt to be printed.
3. Click
Preview.
4. If required, select the layout for the printed receipt.
The receipt will be displayed in the “Report Preview” window. From there, you can print or email the receipt.
To view details of a receipt
1. From the Debtors menu, click Sales Receipts. This will open the "Receipts" window.
2. Highlight the entry to be viewed
3. Click View. The "Receipts" (detailed) window will open, listing the invoice items paid for in the receipt.
Figure 40: The "Receipts" (detailed) window
4. Click View again to return to the “Sales Receipts” window.
Tip: For information on the “Sales Receipts” windows, press F1 to display the online help.
Adjusting invoices
HandiBiz 2015 allows you to adjust the value of a specific invoice to cater for bad debts, credit notes or other situations. There are two ways of achieving such an adjustment.
Record a discount from
Debtors / Sales Receipts / New.
Record an adjustment from Debtors / Sales Adjustments.
Recording an invoice adjustment
1. From the Debtors menu, click Sales Adjustments to open the “Sales Adjustment” window.
2. Click New to open the "Debtor Adjustment" window.
3. Under Adjustment Type, select the type of adjustment you want to make.
© HandiSoft Software Pty Ltd
63
Chapter 7. Managing your debtors HandiBiz 2015
Figure 41: The "Debtor Adjustment” window
4. In the Debtor field, type in the reference for the debtor or click to select the debtor from the "Select Customer" window.
5. In the Invoice field, type the number of the invoice to be adjusted, or click to select the invoice from the "Select an Invoice to Adjust" window.
64
Figure 42: The "Select an Invoice to Adjust" window
Tip: You can leave the Invoice field blank if you want to record a credit note for a customer without raising an invoice. The transaction will be recorded in with a negative reference number.
6. Complete the fields on the "Debtor Adjustment" window.
7. Click
Save to save the adjustment.
8. Click Post to post the adjustment.
9. When you have completed the adjustment, click Close to exit the "Debtor Adjustment" window.
If you have saved information without posting it, you will be asked if you want to post it now.
Click OK to post the adjustment.
The adjustment will show up as a transaction in HandiBiz.
Note: You can only make one adjustment per invoice.
Tip: For information on the "Debtor Adjustment" window, press F1 to display the online help.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Printing statements
Viewing invoice adjustments
You are able to view all the invoice adjustments that have been made.
1. From the Debtors menu, click Sales Adjustments. The “Sales Adjustment” window will open.
Figure 43: The "Sales Adjustment" window
2. You can edit, delete and create new bill adjustments as required.
3. Click Close to exit the "Sales Adjustment" window.
Tip: For information on the "Sales Adjustment" window, press F1 to display the online help.
Printing statements
You can print statements for one customer or all customers from HandiBiz 2015 as often as desired.
To print a debtors statement
To print a Debtors statement
1. From the Debtors menu, click Print statements.
Figure 44: The “Statement Details” window
2. Complete the “Statement Details” window.
3. Select a statement layout, if applicable, and ensure that you are printing to the correct printer. Then click OK.
© HandiSoft Software Pty Ltd
65
Chapter 7. Managing your debtors HandiBiz 2015
Tip: If you have not selected a statement format under Options / Notice Layouts,
HandiBiz 2015 will open the "Report Writer" window for you to select a statement format.
Printing invoices
There are two methods for printing invoices:
Print the invoice at the time of invoice entry
Batch print invoices.
Printing at invoice entry time
When you save an invoice, HandiBiz 2015 will ask if you want to preview the invoice.
If you click OK, HandiBiz 2015 will display the invoice in a "Report Preview" window. You can then select
Print to print the invoice.
Batch printing invoices
To print invoices using the batch method
1. From the Debtors menu, click Print invoices.
2. Enter the required selection in the “Print / View Invoices” window.
Figure 45: The “Print / View Invoices” window
3. Click OK.
Tip: If you have not selected an invoice format under Options / Notice Layouts,
HandiBiz 2015 will open the "Report Writer" window for you to select a format.
4. Select an appropriate invoice format if applicable.
5. Select the required printer that you wish to print to if you have selected the
Send direct to
printer check box.
6. Click OK.
Sales staff
HandiBiz 2015 enables you to add, edit and delete sales staff as required. You can then reference staff members within invoices.
Adding and editing sales staff
1. From the Debtors menu, click Sales Staff. The "Sales Staff" window will open.
66
© HandiSoft Software Pty Ltd
HandiBiz 2015 Sales staff
Figure 46: The "Sales Staff" window
2. To create a new staff member, click New, and type in the details.
3. To edit or delete a staff member, highlight the staff member and click Edit or Delete.
4. Click Save to save changes to the sales staff list, and Close to exit the "Sales Staff" window.
Generating staff sales reports
The HandiBiz 2015 report writer enables you to generate reports on the sales performance of staff members. To do this:
1. From the Debtors menu, click Sales Staff Report. The "Staff Sales Report" window will open.
Figure 47: The "Staff Sales Report" window
2. In the Staff Name field, type in the name of the sales staff member for whom the report is being generated. You can click to select the staff member from the "Sales Staff" window.
Tip: You can leave this field blank if you want the report to include all the sales staff members.
3. In the Date fields, type in the earliest and latest dates of sales invoices to be included in the report.
4. Click
OK to generate the report.
© HandiSoft Software Pty Ltd
67
Chapter 7. Managing your debtors
Printing debtors reports
HandiBiz 2015 provides the following standard debtor reports:
Report Description
Debtors listing
Aged debtors
All debtors details
Debtors history
Debtors accrual
This report returns the customers' code, name and balance outstanding.
This report shows the ageing of amounts outstanding by debtors.
This report shows debtors’ details, such as: Name,
Contact, addresses and phone number.
This report lists a selected debtor's transaction history.
This report lists accrued invoices and receipts for a selected debtor or all debtors.
HandiBiz 2015
Debtors listing report
The Debtors listing report gives the customers, codes, names and balances outstanding
1. From the
Debtors menu, click Debtors reports. The "Run Report" window will open.
Figure 48: The "Run Report" window
2. Select
Debtors listing, and click OK.
3. HandiBiz 2015 will display the report in a "Report Preview" window.
4. On the "Report Preview" window, click Print if you want to print the report.
Aged debtors report
The Aged debtors report shows the ageing of amounts outstanding by debtor.
1. From the Debtors menu, click Debtors reports. The "Run Report" window will open.
2. Select Aged debtors, and click OK. The "Aged Debtor" window will open.
68
Figure 49: The "Aged Debtor" window
3. On the "Aged Debtor" window, enter the required date and ageing periods for the report.
Under Page View, select the orientation of the report. Select the Underline check box if you want the individual debtors to be separated with an underline.
4. HandiBiz 2015 will display the report in a "Report Preview" window.
5. On the "Report Preview" window, click Print if you want to print the report.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Printing debtors reports
All debtors details report
The All Debtors Details report shows customer details, such as: Name, Contact, addresses and phone number.
1. From the Debtors menu, click View Debtors. The “Debtors” window will open.
2. On the "Debtors" window, click Show, and then Debtors Report to open the "Run Report" window.
3. Select All Debtors details, and click OK.
4. HandiBiz 2015 will display the report in a "Report Preview" window.
5. On the "Report Preview" window, click Print if you want to print the report.
Debtors history report
The Debtors history report lists all the selected debtor's transactions.
1. From the Debtors menu, click View Debtors. The “Debtors” window will open.
2. On the "Debtors" window, highlight the debtor for whom you want to run the report.
3. Click
Show, and then Debtors Report to open the "Run Report" window.
Figure 50: The "Run Report" window
4. Select Debtors history, and click OK to open the "Debtors History Report" window.
Figure 51: The "Debtors History Report" window
You can specify whether the report will show invoices, receipts or adjustments. If the report is for the currently highlighted debtor only, you can select all three.
5. Select your report requirements and click OK.
6. HandiBiz 2015 will display the report in the "Report Preview" window.
7. On the "Report Preview" window, click Print if you want to print the report.
Tip: For more information on the "Debtors History Report" window, press F1 to display the online help.
© HandiSoft Software Pty Ltd
69
Chapter 7. Managing your debtors HandiBiz 2015
Debtors accrual reports
The Debtors accrual report lists the accrued invoices and receipts for either a selected debtor or all debtors.
1. From the Debtors menu, click View Debtors. The “Debtors” window will open.
2. On the "Debtors" window, if you want to run the report for a single debtor, highlight that debtor.
3. Click Show, and then Debtors Report to open the "Run Report" window.
4. If you want to run the report for the highlighted debtor, select Debtors accrual. To run the report for all the debtors, select
All Debtors accrual.
5. Click
OK.
6. HandiBiz 2015 will display the report in a "Report Preview" window.
7. On the "Report Preview" window, click Print if you want to print the report.
The Reports menu
The debtor reports can be also run from the Reports menu.
1. From the Reports menu, point to Debtors / Creditors and click Edit reports. This will open the "Report Writer" window.
Figure 52: The "Report Writer"window
2. Highlight the required report.
3. Click Run.
4. HandiBiz 2015 will display the report in the "Report Preview" window.
5. On the "Report Preview" window, click Print if you want to print the report.
70
© HandiSoft Software Pty Ltd
Chapter 8. Managing your creditors
The Bills (Creditors) area of HandiBiz 2015 allows you to:
Record bills payable, the payment of those bills and bill adjustments
Print Cheques
Produce an Aged Creditors report, Creditors History Report and Creditors Listing
Before you can begin to record sales information, you must create the Creditor records and any associated Opening Balances.
Adding a Creditor
Creditors can be created from two areas within the system:
From the Entity menu, click Creditors; or
During the creation of a bill or payment or purchase order.
Both methods will take you to the “Creditors” window, also known as the “Select Vendor” window.
Figure 53: The “Creditors”("Select Vendor") window
The “Select Vendor” window is accessed when completing a transaction within the system. In a field requesting a supplier reference code, you can either click the button or press F2 to bring up this window.
Creating a Creditor
1. From the Entity menu, click Creditors to open the “Creditors” window.
2. Click New. This opens the “Creditors" (detail) window.
© HandiSoft Software Pty Ltd
71
Chapter 8. Managing your creditors HandiBiz 2015
Figure 54: The “Creditors Detail” window
3. Add the required information.
Tip: For information on the "Creditors" and "Creditors Detail" windows, press F1 to display the online help.
Entering and amending opening balances
The Creditors opening balances facility allows you to enter outstanding balances for the creditor.
Caution: No automatic journal entries are recorded and posted to the General ledger when creating opening balances.
To enter opening balances
1. From the Creditors menu, click Bill Adjustment to open the “Bill Adjustments” window.
2. Click
New to open the “Creditor Adjustment” window.
3. Under
Adjustment Type, select Opening Dr.
72
Figure 55: The “Opening Creditors Balance” window
4. Enter the required information.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Entering and amending opening balances
page 80). You should compare this to the aged balance report on your old system to ensure that you have not made any data entry errors with the opening balances.
Amending and deleting an opening balance
To alter a previously entered opening balance entry, you must delete the entry and reprocess the opening balance.
Deleting the opening balance
1. From the Creditors menu, click Bills Received. This will open the "Bills Received" window.
Figure 56: The "Bills Received" window
2. Highlight the bill to be deleted.
3. Ensure that the
Note: If a part payment has been made against the bill, the Status column will be blank, but you will not be able to delete the bill without deleting the payment first.
4. Click Delete.
5. A warning, "Delete this record?", will appear. Click OK.
Deleting when the status column is not blank
If the status column is not blank, another transaction has been applied against this bill. If this is the case, then you must delete that transaction before the opening balance can be deleted.
The first step is to identify the payments applied against the opening balance.
1. From the Creditors menu, click Bills Received.
2. On the "Bills Received" window, highlight the required entry.
3. Click Payments. HandiBiz 2015 will display a transaction report in a "Report Preview" window.
4. Note the payment numbers.
5. Click Close to exit the "Report Preview" menu.
6. Click Close to exit the “Bills Received” window.
© HandiSoft Software Pty Ltd
73
Chapter 8. Managing your creditors HandiBiz 2015
Deleting payments
1. From the Creditors menu, click Bill Payment. The "Bills Paid" window will open.
Figure 57: The "Bills Paid" window
2. Highlight the entry to delete.
3. Click Delete.
4. A warning "Delete this record?" will appear. Click OK.
Entering bills
There are two styles of Bills in HandiBiz 2015:
Service Style.
Inventory Style.
We discuss both methods below.
Caution: Ensure that the systems options have been correctly set before commencing
invoicing. Refer to Chapter 2, "Installing and configuring HandiBiz 2015".
Entering a Service Style bill
1. From the
Creditors menu, click Bills Received to open the “Bills Received” window.
2. Click
New to open the “Select Bill Style” window.
3. On the "Select Bill Style" window, choose Service.
4. Click OK. The "Bill Details" (Service) window will open.
74
Figure 58: The “Bill Details“ (Service) window
© HandiSoft Software Pty Ltd
HandiBiz 2015
5. Enter the required bill details.
Entering bills
Entering an Inventory Style bill
1. From the Creditors menu, click Bills Received to open the “Bills Received” window.
2. Click
New to open the “Select Bill Style” window.
Figure 59: The “Select Bill Style” window
3. On the "Select Bill Style" window, choose Inventory.
4. Click OK. The "Bill Details" (Inventory) window will open.
Figure 60: The “Bill Details” (Inventory) window
5. Enter the required bill details.
6. HandiBiz 2015 will ask if you have received the inventory items. Click OK to automatically update the inventory.
Tip: For information on the "Bill Details" windows, press F1 to display the online help.
© HandiSoft Software Pty Ltd
75
Chapter 8. Managing your creditors
Adjusting Bills
HandiBiz 2015
Bill maintenance facilities
You can access the bill maintenance facilities as follows:
1. From the Creditors menu, click Bills Received. This will open the "Bills Received" window.
Figure 61: The “Bills Received” window
2. Highlight the bill to be maintained, and click the required button.
Tip: For information on the "Bills Received" window, press F1 to display the online help.
Recording a bill adjustment
1. From the Creditors menu, click Bill Adjustment to open the “Bill Adjustments” window.
2. Click New to open the "Creditor Adjustment" window.
3. Under Adjustment Type, select the type of bill adjustment to be done.
76
Figure 62: The ”Creditor Adjustments” window
4. In the Creditor field, type the reference for the creditor or click to select the creditor from the "Select Vendor" window.
5. In the Bill field, type the number of the bill to be adjusted, or click to select the bill from the "Select a Bill to Adjust" window.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Adjusting Bills
Figure 63: The "Select a Bill to Adjust" window
6. Complete the fields on the "Creditor Adjustment" window.
7. Click Save to save the adjustment.
8. Click
Post to post the adjustment.
9. When you have completed the adjustment, click
Close to exit the "Creditor Adjustments" window.
If you have saved information without posting it, you will be asked if you want to post it now.
Click OK to post the adjustment.
The adjustment will show up as a transaction in HandiBiz 2015.
Note: You can only make one adjustment per bill.
Viewing bill adjustments
You are able to view all the bill adjustments that have been made.
1. From the Creditors menu, click Bill Adjustment. The "Bill Adjustments" window will open.
Figure 64: The "Bill Adjustments" window
2. You can edit, delete and create new bill adjustments as required.
3. Click
Close to exit the "Bill Adjustments" window.
© HandiSoft Software Pty Ltd
77
Chapter 8. Managing your creditors
Paying Bills
You can enter payments to creditors via the “Bill Payment Details” window.
1. From the
Creditors menu, click Bill Payment to open the “Bills Paid” window.
2. Click New to open the “Bill Payment Details” window.
HandiBiz 2015
Figure 65: The “Bill Payment Details” window
Adjusting Payments
1. From the Creditors menu, click Bill Payment to open the Bills Paid” window.
2. To view a list of the bills paid with a single payment, highlight the payment and click View.
The "Bills Paid" (detailed) window will open.
Figure 66: The "Bills Paid" (detailed) window
Tip: For information on the “Bill Payment” and "Bills Paid" windows, press F1 to display the online help.
Writing Cheques
If cheque printing has been enabled on the “Debtors/Creditors Options” window (
Options /
Debtors / Creditors / Options Setup), you will be able to print cheques as follows:
78
© HandiSoft Software Pty Ltd
HandiBiz 2015 Writing Cheques
1. From the Creditors menu, click Write cheques. The "Report Writer" window will open listing the available cheque layouts.
Figure 67: The "Report Writer" (cheques) window
2. Highlight the required cheque layout and then click Select.
The HandiBiz 2015 will generate all outstanding payment cheques and display them in a
"Report Preview" window.
Tip: If required, you can create your own cheque layout. Refer to “
3. Click Print.
A message will then appear “Mark cheques as printed?”
4. If the cheques have printed correctly, click OK. If you have to reprint the cheque, click
Cancel.
Customising the Cheque Layout
You may find that the default cheque layout that is provided with HandiBiz 2015 needs to be modified for the pre-printed cheques that have been provided by your bank. If this is the case, the procedure is as follows:
1. From the Reports menu, point to Debtors / Creditors and click Edit Reports. The "Report
Writer" window will open, listing the available cheque layouts.
2. Highlight the layout that requires alteration. (Example: Cheque).
3. Where the layout has a Y in the HandiSoft column, you will not be able to directly modify that layout. Instead, you will need to copy the layout to a new name. This is achieved as follows:
With the required layout highlighted, click Copy.
Specify the name that the new layout is to be called. (Example: Cheque – customised).
Click
OK.
You should now be highlighting the new layout. This is the one that you will modify.
4. With required layout highlighted, click Design. This will open the "Report Designer" window. From here you are able to 'drag and drop' the components of the cheques into
© HandiSoft Software Pty Ltd
79
Chapter 8. Managing your creditors HandiBiz 2015
different areas of the window. You are also able to resize the cells by dragging the cell boarders.
Printing creditor reports
HandiBiz 2015 provides the following standard creditor reports:
Report Description
Creditors listing
Aged Creditors
All Creditors details
Creditors history
Creditors accrual
Displays the creditors' code, name and balance due.
Shows the ageing of amounts outstanding to creditors.
Shows creditor details (such as Name, Contact, addresses and phone number).
A transaction listing of the highlighted creditor's transactions.
Lists accrued bills and payments for a selected creditor or all creditors.
Creditors listing report
The Creditors listing report includes the vendors, codes, names and balances outstanding.
1. From the Creditors menu, click Creditors reports. The "Run Report" window will open.
Figure 68: The "Run Report" window
2. Select
Creditors listing, and click OK.
3. HandiBiz 2015 will display the report in a "Report Preview" window.
4. On the "Report Preview" window, click Print if you want to print the report.
Aged creditors report
The Aged creditors report shows the ageing of amounts outstanding to creditors.
1. From the Creditors menu, click Creditors reports. The "Run Report" window will open.
2. Select Aged creditors, and click OK. The "Aged Creditor" window will open.
80
Figure 69: The "Aged Creditor" window
3. On the "Aged Creditor" window, enter the required date and ageing periods for the report.
Under Page View, select the orientation of the report. Select the Underline check box if you want the individual creditors to be separated with an underline.
4. Click
OK.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Printing creditor reports
5. HandiBiz 2015 will display the report in a "Report Preview" window.
6. On the "Report Preview" window, click Print if you want to print the report.
All creditors details report
The All creditors details report shows creditor details, such as: Name, Contact, addresses and phone number.
1. From the Creditors menu, click View Creditors. The “Creditors” window will open.
2. On the "Creditors" window, click Show and then Reports to open the "Run Report" window.
Figure 70: The "Run Report" window
3. Select All Creditors details, and click OK.
4. HandiBiz 2015 will display the report in a "Report Preview" window.
5. On the "Report Preview" window, click Print if you want to print the report.
Creditors history report
The Creditors history report lists all the selected creditor's transactions.
1. From the Creditors menu, click View Creditors. The “Creditors” window will open.
2. On the "Creditors" window, highlight the creditor for whom you want to run the report.
3. Click Show and then Reports to open the "Run Report" window.
4. Select Creditors history, and click OK to open the "Creditors History Report" window.
Figure 71: The "Creditors History Report" window
You can specify whether the report will show bills, payments or adjustments. If the report is for the currently highlighted creditor only, you can select that it includes all three.
5. Select your report requirements and click OK.
6. HandiBiz 2015 will display the report in the "Report Preview" window.
7. On the "Report Preview" window, click Print if you want to print the report.
Tip: For more information on the "Creditors History Report" window, press F1 to display the online help.
© HandiSoft Software Pty Ltd
81
Chapter 8. Managing your creditors HandiBiz 2015
Creditors accrual reports
The Creditors accrual report lists the accrued invoices and receipts for either a selected creditor or all creditors.
1. From the Creditors menu, click View Creditors. The “Creditors” window will open.
2. On the "Creditors" window, if you want to run the report for a single creditor, highlight that creditor.
3. Click Show and then Reports to open the "Run Report" window.
4. If you want to run the report for the highlighted creditor, select Creditors accrual. To run the report for all the creditors, select
All Creditors accrual.
5. Click
OK.
HandiBiz 2015 will display the report in the "Report Preview" window.
6. On the "Report Preview" window, click Print if you want to print the report.
The Reports menu
The creditors reports can be also run from the Reports menu.
1. From the Reports menu, point to Debtors / Creditors and click Edit reports. This will open the "Report Writer" window.
Figure 72: The "Report Writer"window
2. Highlight the required report.
3. Click Run.
HandiBiz 2015 will display the report in the "Report Preview" window.
4. On the "Report Preview" window, click Print if you want to print the report.
82
© HandiSoft Software Pty Ltd
Chapter 9. Debtor creditor journal entries
HandiBiz 2015 can produce automatic journal entries for debtor and creditor transactions.
Setting up the journal entries
To create journal entries in HandiBiz 2015, you must do the following
1. From the Options menu, point to Debtors / Creditors and click Options setup. This will open the "Debtors/Creditors Options" window.
Figure 73: The “Debtors/Creditors Options” window
2. Under General Ledger Transactions, you can choose to create journal entries for either or both the Debtors and Creditors ledger.
Choosing control accounts
For the integration to work you must define the appropriate general ledger accounts on the
"Debtors/Creditors Options" ( Options / Debtors / Creditors / Options Setup) window.
How accounting transactions are generated
The account codes that are used when generating automatic journals are obtained from a number of different areas in HandiBiz 2015. An example of each type of transaction with an explanation of where the account information is derived from is outlined below. The transaction types discussed are:
© HandiSoft Software Pty Ltd
83
Chapter 9. Debtor creditor journal entries
Sales
Customer payments (Receipts)
Bills
Pay Bills (Payments)
Creation of sales transaction journals
Account
Trade debtors
Sales revenue
Freight Income
Information derived from
This code is established on the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window.
This code is entered when creating the invoice. If no account code is entered, the suspense account code will be used in the automatic journal.
This code is established on the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window, and is used only where a freight charge is applied.
Creation of customer payments (receipts) transaction journals
Account
Cheque account code
Discount account code
Information derived from
This code is established on the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window. This code defaults into the Bank acct field of the “Receipt” window, and can be overwritten.
Where automatic journals have been disabled, the
Bank
acct field will display ‘Ledger OFF’.
This code is established on the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window, and is used only where a discount is allowed.
Creation of bill transaction journals
Account
Purchases
Freight expense
Trade Creditors
Information Derived from
This is the account code specified in the
Expense Acct
field on the “Inventory Details” (
Inventory / List Stock
Items / View) window.
This code is established on the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window, and is used only where a freight charge is incurred.
This code is obtained from either the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window or from the Cr Acct field on the
“Creditors” ( Creditors / View Creditors / View) window.
A Cr Acct code entered on the “Creditors” (Creditors /
View Creditors / View) window will take preference over the code entered on the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window.
HandiBiz 2015
84
© HandiSoft Software Pty Ltd
HandiBiz 2015
Account
Expense account
Other Creditors
How accounting transactions are generated
Information Derived from
This code is obtained from the
Exp acct field on the
“Creditors” ( Creditors / View Creditors / View) window
(optional). This code may be overwritten at the time of data entry. If the account code is left blank, the suspense account code will be used in the automatic journal entry.
This code is obtained from either the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window or from the Cr Acct field on the
“Creditors” ( Creditors / View Creditors / View) window.
A
Cr Acct code entered on the “Creditors” (Creditors /
View Creditors / View) window will take preference over the code entered on the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window.
Creation of bill payment transaction journals
Account
Trade Creditors
Cheque account
Discount account
Information derived from
This code is obtained from either the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window or from the Cr Acct field on the
“Creditors” ( Creditors / View Creditors / View) window.
A Cr Acct code entered on the “Creditors” (Creditors /
View Creditors / View) window will take preference over the code entered on the "Debtors/Creditors Options"
( Options / Debtors / Creditors / Options Setup) window.
This code is obtained from the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window. This code defaults into the Bank acct field of the “Receipt” window, and can be overwritten.
This code is established on the "Debtors/Creditors
Options" (
Options / Debtors / Creditors / Options
Setup) window, and is used only where a discount is allowed.
© HandiSoft Software Pty Ltd
85
Chapter 9. Debtor creditor journal entries HandiBiz 2015
Viewing and editing automatic journals
The following procedures show how to view and amend automatic journals for the various transactions processed.
Invoices
1. From the Debtors menu, click Sales Invoices.
2. On the "Invoices" window, highlight the required invoice, and click Journal.
Invoice adjustments
1. From the
Debtors menu, click Sales Adjustments.
2. On the "Sales Adjustment" window, highlight the required adjustment, and click Journal.
Receipts
1. From the Debtors menu, click Sales Receipts.
2. On the "Receipts" window, highlight the required receipt, and click Journal.
Bills
1. From the
Creditors menu, click Bills Received.
2. On the "Bills Received" window, highlight the required bill, and click
Journal.
Payments
1. From the Creditors menu, click Bill Payment.
2. On the "Bills Paid" window, highlight the required payment, and click Journal.
Payment adjustments
1. From the Creditors menu, click Bill Adjustment.
2. On the "Bill Adjustments" window, highlight the required adjustment, and click Journal.
86
© HandiSoft Software Pty Ltd
Chapter 10. Managing your inventory
The inventory area of HandiBiz 2015 allows you to control the stock function in a perpetual inventory system. The system can handle a manufacturing environment, where stock items
(Components) can be assembled into a new item of inventory.
Creating inventory items
Stock items can be created from two areas within the system:
From the
Inventory menu click List Stock Items; or
During the process of creating an inventory style invoice.
Both methods will take you to the “Inventory List” window
When completing a transaction within the system in a field requesting an inventory / stock code you can either click the button or press F2 to bring up this window.
In HandiBiz 2015 a stock item can be:
A stock item in its own capacity.
A component.
A parent stock item, which is an inventory item in its own capacity that is assembled from other components.
Each of these items, whether a component or parent stock item, is an inventory item.
Adding Inventory items
To add an inventory item
1. From the
Inventory menu, click List Stock Items.
The "Inventory List" window will open.
2. Click New.
© HandiSoft Software Pty Ltd
Figure 74: The “Inventory List” window
87
Chapter 10. Managing your inventory
The "Inventory Details" window will open.
HandiBiz 2015
Figure 75: The “Inventory Details” window
3. Complete the required details.
Tip: For information on the "Inventory List" and "Inventory Details" windows, press F1 to display the online help.
Recording the purchase price
The Buy button on the "Inventory List" window allows you to enter the purchasing cost of the item and the date from which this is effective.
When you click the Buy button, HandiBiz 2015 displays the "New Buying Price" window that lists the buying price history of the item. This window is not displayed if you are entering a buying price for the first time.
88
Figure 76: The "New Buying Price" window
Click Update to add a new buying price. The "New Buying Price" (Update) window will open.
Figure 77: The “New Buying Price” (update) window
© HandiSoft Software Pty Ltd
HandiBiz 2015 Maintaining inventory items
Tip: It is possible to “Batch" update buying prices . (Refer to: “ Adjusting buying prices ” on
page 92).
Recording the selling price
This option allows you to update the selling price of the highlighted inventory item.
The
Sell button allows you to enter the selling price of the item and the date from which this is effective.
When you click the Sell button, HandiBiz 2015 displays the "New Selling Price" window that lists the selling price history of the item. This window is not displayed if you are entering a selling price for the first time.
Figure 78: The "New Selling Price" window
Click Update to add a new selling price. The "New Selling Price" (Update) window will open.
The “New Selling Price” (update) window
“Batch" update selling prices . (Refer to: " Adjusting selling prices ” on page 92).
Maintaining inventory items
You will, at times, need to perform various functions on existing stock items, such as changing, deleting, and adjusting buying/selling prices.
When you click Inventory / List Stock Items, the “Inventory List” window displays the following information on the stock items.
Item displays the stock code for each inventory item.
Description of stock item.
Stock shows the current quantity of stock on hand.
Price indicates either the buying or the selling price for each inventory item.
Tip: Where an item of inventory is both bought and sold, the Price displayed will be the
selling price.
© HandiSoft Software Pty Ltd
89
Chapter 10. Managing your inventory
Deleting inventory
1. From the Inventory menu, click List Stock Items.
2. On the "Inventory List" window, highlight the inventory item to delete.
3. Click Delete.
You will be asked to confirm the deletion before the record is removed.
HandiBiz 2015
Viewing inventory
1. From the Inventory menu, click List Stock Items to open the "Inventory List" window.
2. On the "Inventory List" window, highlight the item you want to view and click View. This will toggle between the list of stock items and the complete details of the highlighted stock item.
Tip: Clicking Find allows you to locate a specific inventory item, or order all existing items. This is particularly useful if you want to display a list showing either item sold, or items bought.
Creating parts
1. From the Inventory menu, click List Stock Items to open the "Inventory List" window.
2. Highlight the assembled inventory item for which you want to view the parts.
3. Click Parts. This will open the "Inventory Assembly" window.
Tip: The Parts button is only active for those inventory items that have the
Assemble check box selected in the "Inventory Details" window.
Figure 79: The “Inventory Assembly” window
Where the item of inventory is assembled from parts (components), the "Inventory Assembly" window will display a listing of the parts required to assemble the highlighted inventory item.
Assembling inventory items
1. From the Inventory menu, click Assemble Stock Items. The "Auto Assemble" window will open.
90
© HandiSoft Software Pty Ltd
HandiBiz 2015 Adjusting inventory numbers
Figure 80: The "Auto Assemble" window
2. Highlight the item to be assembled.
3. Click Parts to ensure that the parts required assembling this item are listed. If required, enter the required number of items to build this part.
For further information refer to: “ Creating parts ” on page 90.
4. Click Number. The "Number to Assemble" window will open.
Figure 81: The "Number to Assemble" window
5. Enter the number or parts to assemble.
6. Click OK.
7. Click Assemble.
Adjusting inventory numbers
To make adjustments to stock quantities, you can use the Adjust Stock Numbers facility:
1. From the Inventory menu, click Adjust Stock Items.
The “Adjust Stock Numbers” window will open.
© HandiSoft Software Pty Ltd
Figure 82: The "Adjust Stock Numbers" window
91
Chapter 10. Managing your inventory
2. Edit the stock levels as required, and click Post.
HandiBiz 2015
Adjusting selling prices
Selling prices can be adjusted in several ways:
One item at a time through
Inventory / List Stock Items / Sell (Refer to: “ Recording the selling price ” on page 89)
When completing an invoice by overwriting the price.
In batches using Inventory / Adjust selling prices through the “Set Selling Prices” window.
Setting selling prices
The Adjust selling prices option allows you to set the selling price for a number of stock items for a specified date.
1. From the Inventory menu, click Adjust selling prices.
The “Set Selling Prices” window will open.
Figure 83: The "Set Selling Prices" window
2. Enter the new selling prices as required.
Adjusting buying prices
Buying prices can be adjusted in several ways:
One item at a time through
Inventory / List Stock Items / Sell (Refer to: “
Recording the purchase price ” on page 88)
In batches using I nventory / Adjust buying prices through the “Set Buying Prices” window.
Setting buying prices
The Adjust buying prices option allows you to set the buying price for a number of stock items for a specified date.
1. From the Inventory menu, click Adjust buying prices.
The “Set Buying Prices” window will open.
92
© HandiSoft Software Pty Ltd
HandiBiz 2015 Creating purchase orders
Figure 84: The "Set Buying Prices" window
2. Enter the new buying prices as required and click Post.
Creating purchase orders
HandiBiz 2015 allows you to use purchase orders to order and receipt the stock items that you buy.
There are two styles of purchase orders in HandiBiz 2015:
Service Style.
Inventory Style.
Caution: Ensure that the systems options have been correctly set before ordering . Refer
to Chapter 2, "Installing and configuring HandiBiz 2015".
Creating a service or inventory style purchase order
1. From the Inventory menu click Purchase Order and, on the "Purchase Order" window, click
New.
2. On the "Select Purchase Order Style" window, click
Inventory or Service. The “Purchase
Order Details” (Inventory) or “Purchase Order Details” (Service) window will open.
© HandiSoft Software Pty Ltd
Figure 85: The "Purchase Order Details" (Service) window
93
Chapter 10. Managing your inventory HandiBiz 2015
Figure 86: The “Purchase Order Details” (Inventory) window
Tip: For information on the “Purchase Order Details” window, press F1 to display the online help.
Maintaining purchase orders
You may need to perform various functions on existing purchase orders.
1. From the
Inventory menu, click Purchase Order.
The "Purchase Order" window will open.
94
Figure 87: The "Purchase Order" window
2. Highlight the required purchase order and click the button for the function to be performed on it.
Tip: For information on the "Purchase Order" window, press F1 to display the online help.
© HandiSoft Software Pty Ltd
HandiBiz 2015
Receiving inventory items
There are three methods of receiving stock into HandiBiz 2015:
A purchase order exists and you know the purchase order number.
A purchase order exists and you know the creditor.
No purchase order exists.
Receiving inventory items
Receiving inventory without a purchase order
Caution: To receive stock without a purchase order, you must have an invoice. This procedure will create a creditor bill entry in HandiBiz 2015.
1. From the Inventory menu, click Receive Stock Items. The "Receive Inventory" window will open.
Figure 88: The "Receive Inventory" window
2. On the "Receive Inventory" window, click
No purchase order.
3. Click OK. The "Bill Details" window will open.
4. Enter the required details.
5. Click Bill, and then Post.
The following message will appear:
6. Click OK.
Receiving inventory with a purchase order
1. From the Inventory menu, click Receive Stock Items.
2. On the "Receive Inventory" window, select Reference Code or Order Number.
3. Under Find, enter in the supplier's code or the purchase order number.
4. Click OK. If you selected Order Number, the "Receive Stock" window will open.
If you selected Reference Code, the "Purchase order" window will open for you to select a purchase order number first.
© HandiSoft Software Pty Ltd
95
Chapter 10. Managing your inventory HandiBiz 2015
Figure 89: The “Receive Stock” window
5. Enter the quantities received in the Now column in the “Receive Stock” window.
6. Click Save, and then Close.
7. Click
OK to the "Update Changes?" message.
Printing the “Inventory Listing” report
To print a stock valuation report of inventory, from the Inventory menu click Stock Reports.
The Stock Report displays:
Item code
Stock description
Quantity on Hand
Unit Cost
Total Value
This report also gives you a total of all of the stock on hand.
96
© HandiSoft Software Pty Ltd
Chapter 11. Maintaining transactions
When producing financial statements, you may wish to view, add, edit or delete some or all of your transactions, or prepare various general ledger reports.
HandiBiz 2015 allows you to view, edit and report on your data from two different menu options.
View / Transactions
View / Ledger Entries
This chapter discusses both of these options.
Viewing transactions
You can view the transactions that you have entered from the "Transactions" window.
Opening the "Transactions" window
To open the "Transactions" window, either:
Press F4 or
From the View menu, click Transactions.
Figure 90: The "Transactions" window
The "Transactions" window is split into the following four pages:
All transactions
Receipt transactions only
Payment transactions only
Journal transactions only
© HandiSoft Software Pty Ltd
97
Chapter 11. Maintaining transactions HandiBiz 2015
Tip: To change the display order, click on the button at the head of the column under which the list is to be ordered.
Using the tabs at the top of the window, you are able to display only those transactions of interest.
Example:
To view only receipt transactions, you would simply click the Receipts tab at the top of the window.
Viewing ledger entries
You can view individual ledger entries from the "Ledger entries" window.
To open the "Ledger Entries" window:
From the View menu, click Ledger Entries.
98
Figure 91: The "Ledger entries" window
The following columns can be used to order the information displayed in this window.
Transactions
Account
Date
To order the information, click on the required column. Click again to reverse the order.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Fix incorrectly keyed account codes
Fix incorrectly keyed account codes
If you have keyed items to the wrong account number, HandiBiz 2015 provides a quick and effective utility to fix the error.
Note: You can only fix transactions that have not been transferred to your accountant.
Caution: This facility will not leave an audit trail. Do not use it if you require one. If you do require an audit trail, then perform the correction using Input / Journal Entry rather than this
Fix option.
Example: Imagine that you have entered expense items against the wrong account code.
Choosing View / Ledger Entries / Fix will allow the mistake to be quickly and easily corrected.
Fixing a transaction
The Fix option will transfer ledger entries from one account code to another account code. You can perform this transfer for all dates – or only for ledger entries that fall within a certain date range.
To fix a transaction:
1. From the View menu, click Ledger Entries. The "Ledger entries" window will open.
2. On the "Ledger entries" window, click Fix.
You should now be in the "Fix Account Numbers" window.
Figure 92: The "Fix Account Numbers" window
3. Complete the fields in the "Fix Account Numbers" window as required.
Note: If you do not specify a date range, HandiBiz 2015 will change all the entries, regardless of their dates.
4. Click
OK.
© HandiSoft Software Pty Ltd
99
Chapter 11. Maintaining transactions HandiBiz 2015
Editing transactions and ledger entries
Tip: You can only edit transactions that have not been transferred to your accountant.
You can enter both Transaction and Ledger Entry information from the "Transactions" and the
"Ledger Entries" window.
Editing transactions
1. Press F4 or, from the View menu, click Transactions. The "Transactions" window will open.
2. On the "Transactions" window, highlight the transaction to edit.
3. Click View. The "Transaction details" window will open.
Figure 93: The "Transaction details" window
The "Transaction Details" window shows all details of the Transaction and its related ledger entries.
4. Make the necessary changes in this window.
5. After making the necessary changes, click Save.
6. Click Close.
Editing ledger entries
You can also edit from the "Ledger Entries" window:
1. From the
View menu, click Ledger Entries. The "Ledger entries" window will open.
2. On the "Ledger entries' window, double-click on the entry you wish to edit. Alternatively, highlight the entry and click View.
3. The "Transaction Details" window will open.
4. On the "Transaction Details" window, make the necessary changes, and then click Save.
5. Click
Close.
100
© HandiSoft Software Pty Ltd
HandiBiz 2015 Viewing period balances
Viewing period balances
Period Balances record the closing balance for each period (month) for each account code in
HandiBiz 2015. HandiBiz 2015 uses these period balances when creating interim reports.
To see the various period balances:
1. From the View menu, click Period Balances. The "Balances" window will open.
Figure 94: The "Balances" window
2. To view the period balances for a specific type of transaction, click the relevant tab at the top of the "Balances" window. The Transaction tab will display balances for all transactions.
3. Under Account, highlight the account for which you want to view the balances. The period balances for that account will be displayed on the right of the window.
4. Click
Close to exit the "Balances" window.
© HandiSoft Software Pty Ltd
101
Chapter 12. Reconciling the bank account
This chapter shows you how to perform bank reconciliations in HandiBiz 2015, and how to print the bank reconciliation report.
Caution: It is important you contact your accountant to find out who is performing the reconciliations. You and your accountant cannot both perform bank reconciliations, as problems will arise when copying data between your two separate systems.
Where you are performing the bank reconciliation.
Where your accountant is performing the bank reconciliation.
When you use the
Copy Data Disk For
Accountant command, you MUST use the option
Only Presented/Cleared
Transactions and Journal Entries.
When you use the
Copy Data Disk For
Accountant command you MUST select the option
All Previously Untrasferred
Transactions.
Performing a bank reconciliation
Using HandiBiz 2015, you can reconcile your bank account as follows:
1. From the Input menu, click Reconcile Bank. The "Select Reconcile Method" window will open.
Figure 95: The "Select Reconcile Method" window
2. Complete the "Select Reconcile Method" window.
3. After completing the "Select Reconcile Method" window, click
OK. The "Reconcile
Accounts" window will open.
© HandiSoft Software Pty Ltd
103
Chapter 12. Reconciling the bank account HandiBiz 2015
104
Figure 96: The "Reconcile Accounts" window
The “Reconcile Accounts” window has two tabs, Unpresented and Presented. Clicking
Unpresented displays all the transactions that have not been recorded in HandiBiz 2015 as being cleared through the bank. Clicking Presented displays those that have been recorded as cleared through the bank.
4. Click the Unpresented tab.
5. For transactions that appear on the bank statement, highlight the transaction and then click
Present.
HandiBiz 2015 will move the transaction from the “Unpresented” page to the “Presented” page.
6. If the Discrepancy amount is zero:
Click Close.
When asked, “Post reconciliation of accounts”, click Yes.
7. If the Discrepancy amount is not equal to zero:
Check that only the correct transactions have been cleared.
Check that the value of each cleared transaction agrees with the value on the bank statement.
Check that all transactions that are displayed on the bank statement have been entered into HandiBiz 2015.
Check that no transactions have been accidentally cleared.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Performing a bank reconciliation
Editing transactions during reconciliation
If you need to edit a transaction that is listed on the “Reconcile accounts” window, you can do so without having to exit from the window.
1. On the “Reconcile accounts” window, highlight the transaction to be edited and click Edit.
Alternatively, right-click the transaction and click
Edit.
2. On the “Transaction details” window, edit the transaction as required, and click Save to save your changes.
3. Click Close to post your changes and return to the “Reconcile accounts” window.
Sorting bank reconciliations by debit and credit
You may find it easier to group all the credit and debit transactions.
1. In the "Reconcile accounts” window click Find.
2. In the "Reconcile Fin..." window, under Order, select either Credit or Debit.
3. Leave the
Find field blank and click OK.
The bank reconciliation will group all the credit and debit transactions.
Tip: You can achieve the same result by clicking on the Debit or Credit column headings in the “Reconcile accounts” window.
Sorting bank reconciliations by cheque number
When doing a bank reconciliation in HandiLedger, you can sort your transactions by cheque number.
1. In the "Reconcile accounts” window click Find.
2. In the "Reconcile Fin..." window, under Order, select Reference Number.
3. Leave the Find field blank and click OK.
The bank reconciliation will be sorted by cheque number.
© HandiSoft Software Pty Ltd
105
Chapter 12. Reconciling the bank account HandiBiz 2015
How to unpresent a transaction
How you unpresent a transaction is dependant on whether or not the presented transaction is listed in the "Reconcile Accounts" window.
If the transaction is visible in the "Reconcile Accounts" window, you can unpresent the transaction from there.
If the transaction is not visible in the "Reconcile Accounts" window, you must post the transactions that you have presented, and then edit the required transaction from the
"Ledger entries" window.
Unpresenting from the "Reconcile Accounts" window
To reverse an erroneously cleared transaction:
1. If you are in the "Reconcile Accounts" window, click the Presented tab.
2. Highlight the transaction to unpresent.
3. Click Unpresent.
4. HandiBiz 2015 will move the transaction back to the “Unpresented” page.
Note: If the required transaction is not visible, you must unpresent the transaction using the
"Ledger entries" window.
Unpresenting from the "Ledger entries" window
If the transaction is not visible in the "Reconcile Accounts" window, you must post the transactions that you have presented, and then edit the required transaction from the "Ledger entries" window.
To post the presented transactions:
On the "Reconcile Accounts" window, click Close.
When asked, “Post reconciliation of accounts”, click Yes.
1. From the View menu, click Ledger Entries. The "Ledger entries" window will open.
2. Highlight the required entry.
Note:
You must highlight the entry that is attached to the bank account you are reconciling (for example, account 2000).
You cannot unpresent any transactions that have been previously transferred to your accountant.
3. Click
View. The "Transaction details" window will open.
4. On the “Transaction details” window, clear the Presented check box.
5. Click Close.
6. When asked, “Post changes to entries”, click Yes.
106
© HandiSoft Software Pty Ltd
HandiBiz 2015 Printing the bank reconciliation report
Printing the bank reconciliation report
Once you have reconciled the bank account, you should print a copy of the Bank Reconciliation report.
1. From the Reports menu, click Bank Reconciliation. The "Reconciliation Report" window will open.
Figure 97: The "Reconciliation Report" window
2. Click OK. The Bank Reconciliation report will open in the “Report Preview” window.
3. Click Print if you want to print the report.
Fixing an out of balance reconciliation
If the bank reconciliation is out of balance, there are several areas that you should check to locate the discrepancy:
Check that you have entered the correct opening statement balance.
When you run your Bank Reconciliation report, check that you have selected the
Check
prior year check box to include outstanding items from the previous year.
Ensure you have presented the correct transactions.
Check that the values that you have presented are exactly the same as those on the bank statement. For example: The cheque may have been for $100.19 and has been entered and presented as $100.91.
Fixing transactions missing from the reconciliation
If you perform the bank reconciliation and you find that unpresented transactions are not being displayed on your screen, this indicates you have chosen the wrong option when Copying the
Data Disk for your accountant. If you are performing the bank reconciliations, you MUST copy the disk for your accountant using the Copy Presented (Cleared) Transactions option ONLY.
If this error has been made inadvertently, please contact your accountant, who will then need to contact HandiSoft Support for instructions on how to rectify the situation.
© HandiSoft Software Pty Ltd
107
Chapter 13. Printing reports
HandiBiz 2015 enables you to generate multiple reports, which you can save and print as required. The reports include:
Trial balance
Transactions
Chart of Accounts
Profit and Loss statements
Trading Account
Trading Profit and Loss Account
Balance sheets
Business Activity Statement
Bank reconciliation
Missing cheques
Troubleshooting
Configuring your report options
Before you begin printing report, it is advisable to check your report options.
You are able to establish the default appearance of your HandiBiz 2015 reports. From this area you area able to specify items such as:
Page numbering style
Display of headers/footers
Text style
Treatment of sub-accounts
Inclusion of ABN or ACN
Display of report titles
If necessary, you can overwrite the settings defined in this area when you generate a report.
© HandiSoft Software Pty Ltd
109
Chapter 13. Printing reports HandiBiz 2015
Set report options
To set the report options, do the following:
1. From the Reports menu, click Options. The "Report Options" window will open.
Figure 98: The "Report Options" window
2. Set the report option fields as required, and then click OK.
Tip: For information on the "Report Options" window, press F1 to display the online help.
Configuring font styles
Style names
The Font option allows you to create or edit "Styles" which you can use in reports. These
Styles nominate the font type, size and effect to be used in a particular section of the report, for example Arial, 14 Point, and Bold.
A style comprises four components:
The name of the Style.
The font Type, for example Arial, Times New Roman, etc.
The font Size (nominated in points). The smaller the font size the smaller the size of the print and the more you will fit on a line.
The font Effects, for example Bold, Italics or Underline.
The use of styles in reports is important as it allows you to easily see at a glance what font type and size is in use at any given part of the report, without having to highlight it to display that information.
To view the styles available for use in reports you choose the following options:
From the Options menu, click Fonts.
Choosing this option displays the "Fonts" window.
Please note that, when previewing HandiBiz 2015 reports you are not able to change the font type or size. To change these you must select a style.
A number of default styles are supplied for use with your reports. You can also create as many of your own styles as required but you can only implement these when you preview a report.
You can change any of the default Styles as required. If you accidentally change the default
Styles, you can click Load Default to load all the default Styles as supplied with the program.
110
© HandiSoft Software Pty Ltd
HandiBiz 2015 Configuring font styles
Adding a new font style
To add a new style you would perform the following operations:
1. From the Options menu, click Fonts. This will open the "Fonts" window.
Figure 99: The "Fonts" window
2. On the “Fonts” window, click New.
3. On the “Font style” window, type in the new font style name.
4. Click OK
5. In the “Fonts” window, under Font, highlight the required font type.
6. Under Size, either type in the exact font size or highlight it on the list.
7. Under Effects, choose the effect required (bold, italic, underline). You can choose one or more of the Effects (that is, bold and italics and underline). You are not restricted to just one effect for a style.
8. Click OK
Editing a font style
To edit an existing style you do the following:
1. From the Options menu, click Fonts.
2. On the "Fonts" window, under
Style, highlight the style name requiring change.
3. Under
Font, highlight the required font type from the list.
4. Under
Size, either enter the exact font size or choose a size from the list.
5. Under Effects, choose the effects required (bold, italic, underline).
6. Click OK.
Deleting a font style
To delete a style you do following:
1. From the Options menu, click Fonts.
© HandiSoft Software Pty Ltd
111
Chapter 13. Printing reports HandiBiz 2015
2. On the "Fonts" window, under Style, highlight the style name to delete.
3. Click Delete.
Note: If you delete a style name inadvertently, while the "Fonts" window is still open, you can click Cancel to undo the deletion.
Note: Default styles cannot be deleted.
Page setup
To access the Page Setup for reports:
From the Options menu click Page Setup to open the "Page Setup" window.
Figure 100: The "Page Setup" window
There are three important sections to this window:
Setup name
Paper size
Page margins
Setup name
The setup name is a description for the size of paper, orientation and margins. HandiBiz 2015 is supplied with four default paper sizes as follows:
Standard
Wide
Large
112
© HandiSoft Software Pty Ltd
HandiBiz 2015 Printing a trial balance
Label
These defaults can be changed to suit your requirements. Additionally, you can create any number of new setup names specific to the size paper, orientation and margins that you require.
The buttons at the bottom of this screen allow you to perform the following operations:
To make changes to a Setup Name:
1. On the "Page Setup" window, under Setup name, highlight the setup requiring change.
2. Click the
Paper size tab and change the appropriate options.
3. Click the
Page margins tab and change the appropriate parameters.
4. Click
OK to save your settings and close the window.
Paper size
After highlighting a Setup name, you can then choose the Paper size that you want to use with it. To alter the Paper size associated with a specific Setup name you perform the following operations:
1. On the "Page Setup" window, under
Setup name, highlight the setup name requiring change, or click New to create a new setup name.
2. Click the Paper size tab and change the appropriate options.
The Paper size tab allows you to specify the following:
Field Description
Printer
Paper size
Orientation
Select the printer from the list of printers that your computer can access.
Note: If the list is blank, then you have not added any printers to your computer.
Select the required paper size. Make sure the selected printer can support the paper size.
Choose whether the printing should be in Portrait or Landscape mode.
Page margins
After completing the Paper size options for the highlighted Setup name, you then need to complete the Page margins options. This can be done as follows:
1. On the "Page Setup" window, under Setup name, highlight the setup name requiring change, or click New to create a new setup name.
2. Click the Page margins tab and change the appropriate options.
3. Enter the appropriate page margins required for this report.
Printing a trial balance
To generate and print a Trial Balance report:
1. From the Reports menu, click Trial Balance. The "Report Options" window will open.
Tip: If you wish to produce a trial balance that includes figures for the previous financial year, click Comparative Trial Balance from the Reports menu instead.
2. In the "Report Options" window, indicate:
The period (month) for which the report will be produced.
The sub-accounts to be included in the report.
© HandiSoft Software Pty Ltd
113
Chapter 13. Printing reports HandiBiz 2015
The appearance of the report.
If applicable, the divisions to be included in the report.
3. Click OK.
4. HandiBiz 2015 will display the Trial Balance report in a "Report Preview" window.
5. Click
Print to send a copy of the report to your printer.
Tip: If you find that #### symbols, instead of numbers are appearing in the reports, you must use a smaller font size. To do this, go into Options / Font and specify a smaller font size for 'Body Text'.
Printing a comparative trial balance
You can generate and print a Comparative Trial Balance report in the following way:
1. From the Reports menu, click Comparative Trial Balance. The "Report Options" window will open.
Tip: If you wish to produce a trial balance that only shows figures for the current year, click Trial Balance from the Reports menu instead.
Figure 101: The "Report Options" window
2. In the "Report Options" window, indicate:
The period (month) for which the report will be produced.
The periods (month) for which the comparative figures will be produced.
The sub-accounts to be included in the report.
The appearance of the report.
If applicable, the divisions to be included in the report.
3. Click OK.
4. HandiBiz 2015 will display the Trial Balance report in a "Report Preview" window.
5. Click Print to send a copy of the report to your printer.
Printing a transaction report
There are two ways to create Tax Style and Debit/Credit style Transaction reports:
From the Reports menu, point to Transaction Reports, and then click the desired report.
114
© HandiSoft Software Pty Ltd
HandiBiz 2015 Printing a transaction report
From the View menu, click Transactions. On the "Transactions" window click Report, and then click the desired report.
The "Transaction Reports" window will open.
Figure 102: The "Transaction Reports" window
From this window, you are able to view and print a number of different transaction reports.
These include:
A list of ledger transactions or
An 'audit trail' of transactions by date
A list of journal items by account number
A General Ledger
Information for a specific type of transaction may be produced using the check boxes at the side of the window.
Example: You may wish to view all journal entries between the dates of 1/7/2015 to 1/8/2015.
To do this, select one of the tabs at the top of the screen, select the Date range, type
01/07/2015 to 01/08/2015 then clear the check boxes at the side of the screen so that only the
Journal entries check box is selected.
Different reports are printed using the "Account Order", "Transaction Order", "Date Order" or
"Screen Order" pages of the "Transaction Reports" window. Each of these pages is discussed in more detail below.
Account Order page
If you complete the
Account Order page, the transaction report will display the transactions in account number order. The following reports are generated using this page:
A complete General Ledger
The ledger for a specific account code(s)
Example: You may wish to report by account number in order to check the entries that have been processed to a particular account, for example the Bank Account. In the Account Order page you would set both the From: and To: Account numbers fields to account '2000'.
© HandiSoft Software Pty Ltd
115
Chapter 13. Printing reports HandiBiz 2015
Transaction Order page
A report printed from the Transaction Order page will display the transactions grouped by journal entry.
Example: You may wish to look at the entries for a particular Cash Receipts Journal. To do this, click Transaction Order and then, in the Transaction numbers fields, type the transaction number you wish to view. To view cash receipts only, under Entry types, clear the check boxes leaving the Cash receipts check box selected.
Date Order page
Reporting the general ledger via the Date Order page will display all entries in date order from the earliest to the most current date for a financial year.
Example: You may wish to check the data entries for a particular day or number of days. To do this, click Date Order and, in the Date fields, enter the date or range of dates you require.
Reference Order page
Reporting the general ledger via the Reference Order page will display all the transactions in reference order.
Example: You may wish to check the transactions with a particular reference or range of references. To do this, click Reference Order and, in the Reference number fields, enter the reference number or range of numbers you require.
Screen Order page
Reporting the general ledger via the Screen Order page will display ledger entries in date order grouped by transaction number.
Printing multiple ranges of accounts
From the “Transaction Reports” window click
SET for Multiple Ranges. This will allow you to view and/or print several accounts that are not in consecutive order, say account 2000, 0500 and 1480.
Clicking
SET opens the "Account Selection" window displaying account codes with a balance under the heading available accounts. Arranged down the centre of the screen are arrows that allow for the inclusion or exclusion of accounts. The double arrow to the right includes all accounts, to the left excludes all accounts. The single arrow to the right includes a highlighted account, to the left excludes a highlighted account.
Printing a Chart of Accounts
You can generate a report displaying your Chart of Accounts as follows:
1. From the Reports menu, click Chart of Accounts. This will open the "Chart Report" window.
116
© HandiSoft Software Pty Ltd
HandiBiz 2015 Printing bank reconciliations
Figure 103: The "Chart Report" window
2. On the "Chart Report" window, select whether you want the report to include sub-accounts, and whether it should display the classification column.
3. Click
OK.
HandiBiz 2015 will display the Chart of Accounts in the "Report Preview" window.
Printing bank reconciliations
Once you have prepared a bank reconciliation using Input / Reconcile Bank, you can print a report:
1. From the Reports menu, click Bank Reconciliation. This will open the "Reconciliation
Report" window.
Figure 104: The "Reconciliation Report" window
2. Enter the account code for the relevant bank account.
3. Select the Check prior year check box so that unpresented transactions from the prior year will be displayed.
4. Enter the closing date of the bank statement for which the reconciliation was performed.
5. Enter the closing balance of the bank statement for which the reconciliation was performed.
6. Click OK.
7. HandiBiz 2015 will display the report in the "Report Preview" window.
8. Click Print to send a copy of the report to your printer.
Printing the missing cheques report
You can use the Missing Cheques report to ensure that all cheques have been entered, and any missing cheques have been accounted for. The report is produced as follows:
1. From the Reports menu, click Missing Cheques. This will open the "Missing Cheque
Report" window.
© HandiSoft Software Pty Ltd
117
Chapter 13. Printing reports HandiBiz 2015
Figure 105: The "Missing Cheque Report" window
2. Enter the bank account for which the report will be produced.
3. Enter the starting number of your cheque book.
4. If you wish to have ALL cheques (not just the missing ones) displayed on the report, select the Show existing cheque check box.
5. Indicate how many cheques were in the chequebook.
6. Click OK.
7. HandiBiz 2015 will display the report in the "Report Preview" window.
8. Click Print to send a copy of the report to your printer.
Locating errors
The Trouble Shoot report will locate all transactions containing the dollar amount that you specify. It will also display transactions with double and half that amount. The report is produced as follows:
1. From the Reports menu, click Trouble Shoot. This will open the "Trouble Shoot Report" window.
118
Figure 106: The "Trouble Shoot Report" window
2. In the Search amount field, enter in the dollar amount you are looking for. Use a decimal point for dollars and cents.
3. Click OK.
4. HandiBiz 2015 will display the report in the "Report Preview" window.
5. Click Print to send a copy of the report to your printer.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Operating the “Report Preview” window
Operating the “Report Preview” window
Reports that you generate are displayed in the “Report Preview” window. From this window, you can perform a number of tasks, including:
Save the report to a file.
Export the report to Microsoft Word™, Microsoft Excel™ or PDF (Portable Document
Format).
Open report as PDF.
Email the report.
Print the report in either a text or an ASCII format.
Perform a Find and Replace of text.
View the report in graphical, ASCII or HTML formats.
Tip: For information on the "Report Preview" window, press F1 to display the online help.
Editing reports
The "Report Preview" window has some limited edit features, which allow you to "touch up" the report before printing it. This does not change the data; so any editing you do in the "Report
Preview" window will be lost when you run the report again.
To edit a report in the “Report Preview” window:
1. In the "Report Preview" window, double-click on the text you want to change. Alternatively, right click on it and click
Edit on the shortcut menu that appears.
The "Edit the text in this cell" window will appear, displaying the text in the selected cell.
Figure 107: The "Edit the text in this cell" window
2. Edit the text as required and click OK. You can also change the font style or effects of the text in the selected cell.
Saving a report and its data
Once you have viewed a report in the “Report Preview” window, you can export it to the following programs for further processing.
Microsoft Excel
Microsoft Word
HTML
© HandiSoft Software Pty Ltd
119
Chapter 13. Printing reports HandiBiz 2015
Save a report
1. Preview the required report in the “Report Preview” window.
2. Click Save.
3. On the "Save Report Document" window, specify the name under which the report is to be saved.
4. Click OK to save the report.
Retrieve a report
You can retrieve a previously saved report as follows:
1. From the Reports menu, point to Debtors / Creditors and click Saved Reports. The
"Saved Reports" window will open, listing all the saved reports.
2. Highlight the required report and click View.
HandiBiz 2015 will display the report in the “Report Preview” window.
Exporting reports to Word and Excel
You can export your reports as Microsoft Word and Excel files, which you can choose to save to the Document Manager or any other location.
Note: If you want to save reports to the Document Manager, it must be installed and enabled.
To export a report to Word or Excel
This procedure outlines how you would export a report as a Microsoft Word or Excel file. If you have the Document Manager installed and enabled, you can also save the exported Word or
Excel file to either the selected client folder or your import folder.
1. Generate the required report.
2. On the “Report Preview” window, from the File menu, click Export to Word or Export to
Excel. The "Export to Word Document" or "Export to Excel Document" window will open.
120
Figure 108: The "Export to Excel Document" window
© HandiSoft Software Pty Ltd
HandiBiz 2015 Saving a report and its data
3. Complete the fields in the "Export to Excel Document" window. For more information, press
F1 to display the online help.
Tip: If you only want to view the Word or Excel document without saving it, you can select the Open with Word or Open with Excel check box and clear the Save check box.
4. Click Generate.
The HandiSoft program will create the Word or Excel file. If you selected the Open with Word or Open with Excel check box, it will open the document in Word or Excel.
Saving reports as PDF files
A useful feature of all HandiSoft programs is that they allow you to save a report as a PDF
(Portable Document Format) file.
PDF has become a de facto standard for the secure and reliable distribution and exchange of electronic documents and forms
,
for the following reasons:
PDF documents are compressed, so they can often be sent as email attachments.
PDF is a universal file format that preserves the fonts, images, graphics, and layout of any source document, regardless of the application and platform used to create it. This means that clients will be able to view and print PDF documents you send to them in the correct format.
PDF documents can be opened on almost any computer that has the PDF Reader installed.
The PDF reader is available on the HandiSoft installation CD, or you can download it free of charge from http://www.adobe.com/products/acrobat/readstep2.html
.
HandiBiz 2015 also allows you to send a report in PDF format as an email attachment directly from the "Report Preview" window.
© HandiSoft Software Pty Ltd
121
Chapter 13. Printing reports HandiBiz 2015
To save a report as PDF
This procedure outlines how you would save a report as a PDF file to a specified directory.
1. Generate the required report.
2. On the “Report Preview” window, from the File menu, click Export to PDF. The "Export to
PDF Document" window will open.
122
Figure 109: The "Export to PDF Document" window
3. Complete the fields in the "Export to PDF Document" window. For more information, press
F1 to display the online help.
4. If you want to add a watermark to the PDF document, under Watermark, select the Use
watermark check box and specify the position and text of the watermark
Note: You can password protect the PDF file by selecting Password protected and typing in a suitable password. This will encrypt the PDF file so that it you are required to enter the password before the document can be read in a PDF reader.
Tip: If you only want to view the PDF document with saving it, you can select the
Open with PDF reader check box and clear the Save check box.
5. Click
Generate.
The HandiSoft program will create the PDF file. If you selected the Open with PDF reader check box, it will open the PDF Reader with the document.
© HandiSoft Software Pty Ltd
HandiBiz 2015
Emailing reports
Emailing reports
Emailing reports as HTML
You can attach the report in HTML format to email messages.
1. Run the report as already described.
2. On the "Report Preview" window, from the
File menu, click Email as HTML. The "HTML
Document Setup" window will open.
Figure 110: The "HTML Document Setup" window
3. Complete the fields in the "HTML Document Setup" window and click Generate.
HandiBiz 2015 will create a file containing the report in HTML format and save it to the specified directory. An email message window will open with the HTML file attached.
4. Enter the email recipients' addresses, and send the email.
Emailing reports as a PDF attachment
This procedure outlines how you would email a report as a PDF attachment. .
1. Generate the required report.
2. On the "Report Preview" window, click the Email report ( ) button or, from the File menu, click
Email as PDF. The "Email as PDF Document" window will open.
© HandiSoft Software Pty Ltd
123
Chapter 13. Printing reports HandiBiz 2015
Figure 111: The "Email as PDF Document" window
3. Complete the fields in the "Email as PDF Document" window. For more information, press
F1 to display the online help.
4. If you want to add a watermark to the PDF document, under Watermark, select the Use
watermark check box and specify the position and text of the watermark
Note: You can password protect the PDF file by selecting Password protected and typing in a suitable password. This will encrypt the PDF file so that the recipient is required to enter the password before the document can be read in a PDF reader.
Tip: If you want to email the PDF file without saving it, clear the Save check box.
5. Click Generate.
An email message window will open with the PDF file attached.
Trial Balance drill-down
When you run a trail balance report, you are able to go directly from the report to the ledger entries for the relevant accounts and adjust them where necessary. You can then refresh the report to include any changes you have made.
Running a Trial Balance report
1. From the Reports menu, click either Trial Balance or Comparative Trial Balance.
HandiBiz 2015 will display the report in the "Report Preview" window. You should notice that the account numbers in the report are highlighted. This indicates that you can drill-down to the ledger entries for the accounts.
124
© HandiSoft Software Pty Ltd
HandiBiz 2015 Trial Balance drill-down
2. To view the ledger entries for a particular account, double-click on the account number in the report. The "Ledger entries" window will open, listing all the transactions for that account.
Figure 112: The "Ledger entries" window
3. To view details of a specific transaction, either double-click on the transaction or highlight the transaction and click View. The "Transaction Details" window will open.
Figure 113: The "Transaction details" window
You can use the "Transaction Details" window to edit the transaction.
4. If you want to change the account number of all the transactions listed in the "Ledger entries" window, click Fix. This will open the "Fix Account Numbers" window where you can enter details of the account number changes.
© HandiSoft Software Pty Ltd
125
Chapter 13. Printing reports HandiBiz 2015
Figure 114: The "Fix Account Numbers" window
5. Click Close to exit the "Ledger Entries" window and return to the "Report Preview" window.
6. To update the report to reflect any changes you have made, click Refresh at the top of the
"Report Preview" window.
126
© HandiSoft Software Pty Ltd
Chapter 14. Exchanging data with your accountant
HandiBiz 2015 allows a two-way data exchange between you and your accountant.
Your accountant will provide you with an initial data disk and may also provide additional disks containing changes to your data or chart of accounts.
You, in turn, will provide your accountant with data disks of your transactions.
The frequency of data exchange should be discussed with your accountant and will depend on whether your accountant will be preparing and electronically lodging BAS or other tax forms on your behalf.
Receiving data from your accountant
Before you can input any data into HandiBiz 2015, you must load the initial Data Disk (supplied by your accountant). It is also likely that, as the year progresses, your accountant will supply you with additional disks. These additional data disks will contain changes the accountant has made to your transactions or Chart of Accounts.
Tip: When a data disk is merged into HandiBiz 2015, it updates the information on your system. If you have transactions that have not been copied to disk for the accountant, they will not be overwritten on your computer. However, even though uncopied transactions are safe, we still recommend that you back up your computer system before copying a disk from your accountant.
Merging data received from your accountant
Data Disks from your accountant are merged into your computer system in the following manner:
1. Back up your computer system. For further information, refer to Chapter 3, "Backing up
HandiBiz".
2. Start the HandiBiz 2015 program.
If the accountant has provided you with a disk, place it in your disk drive and scan the disk for viruses.
Caution: Any disk that has been used on a computer other than your own should be scanned for viruses.
If the accountant has sent you the data as an e-mail attachment, save the attachment to a suitable location on your computer’s hard drive.
3. From the
Tools menu, click Merge Data Disk from Accountant or Merge
Debtors/Creditors data from Accountant.
Caution: Merged Debtors / Creditors data will overwrite any data you have entered.
The “Select Disk Drive” window will open.
© HandiSoft Software Pty Ltd
127
Chapter 14. Exchanging data with your accountant HandiBiz 2015
Figure 115: The "Select Disk Drive" window
4. In the Merge Files from section, indicate where the accountant's data is on your computer.
If the data is on:
A floppy disk, click Floppy disk drive.
The hard drive of your computer, click Select drive/directory.
5. If you chose Select drive/directory in step 4 then you must complete the Merge File Type section. If your accountant sent you:
A single file with a .ZIP file extension, click Single Compressed ZIP File.
Multiple files with a .TXT file extension, click Multiple TXT Files.
6. Click OK.
7. The client reference code and financial year will be displayed. Make sure these are correct, and then click OK.
Sending data to your accountant
To send HandiBiz 2015 data to your accountant:
1. Back up your computer system. For further information, refer to Chapter 3, "Backing up
HandiBiz".
2. Start the HandiBiz 2015 program.
3. From the Tools menu, click Copy Data Disk for Accountant. The "Copy Data to
Accountant" window will open.
Note: To send debtors and creditors information to your accountant, click Copy Debtors /
Creditors Data for Accountant.
128
© HandiSoft Software Pty Ltd
HandiBiz 2015 Sending data to your accountant
Figure 116: The "Copy Data To Accountant" window
4. Under Transactions to Copy, select:
All Previously Untransferred Transactions if your accountant does your bank reconciliations: or
Only Presented/Cleared Transactions and Journal Entries if you do your own bank reconciliations.
5. Complete the remaining fields as required and click OK. For detailed information, press F1 to display the online help.
Caution: Be very careful that you select the correct option. Failure to do so may result in problems performing your bank reconciliation.
Once data has been transferred to your accountant, the information can be altered only on the accountant's computer system. You will not be able to edit the transactions using
HandiBiz 2015.
Re-transferring data
If you have transferred data to your accountant, and it is lost or corrupted you can re-transfer the same information.
1. From the
Tools menu, click Copy Data Disk for Accountant to open the "Copy Data to
Accountant" window.
2. Under Transactions to Copy, select Re-copy a Previous Transfer. In the Transfer
Number field, type in the transfer number of the data transfer to be recreated.
3. Complete the remaining fields as required and click OK. For detailed information, press F1 to display the online help.
Note: The Re-copy a Previous Transfer only transfers the data that was in the selected previous transfer.
For example, if you did a data transfer, and then realised that you had left out an entry, you would have to add the entry and then create an additional transfer, which will contain only the added entry. You must then send both the original and the new data file to your accountant.
Caution: Under Transactions to copy, you can select Re-copy All Previously
Transferred Transactions to re-send all your previous transfers to your accountant. Be wary of doing this, because your accountant could inadvertently overwrite changes to entries when merging this data.
© HandiSoft Software Pty Ltd
129
Chapter 14. Exchanging data with your accountant HandiBiz 2015
Transferring data via an ASCII file
HandiBiz 2015 allows you to export and import data via ASCII text files. This enables you to transfer HandiBiz 2015 data to and from other non-HandiSoft programs that do not have the same data format.
Exporting transaction details
HandiBiz 2015 enables you to export transaction details as an ASCII text file. You can then import this file into another program. HandiBiz 2015 allows you to specify how the transaction data records are mapped to the text file, and the character that separates the fields.
To export transaction details
1. From the
Tools menu, click Export Data to an ASCII File. The “Select period for transaction export” window will open.
Figure 117: The "Select period for transaction export" window
2. In the
Start Period and End period fields, type the range of periods of transactions to be included in the export file. If you want to include transactions from only one period, type the same period in both fields.
3. Click OK. The “Export ASCII Data” window will open.
130
Figure 118: The "Export ASCII Data" window
4. Click
Load if you want to use a previously saved mapping scheme. On the "ASCII
Import/Export Mapping Schemes" window, select the required mapping scheme and click
Select.
5. Complete the “Export ASCII Data” window and then click Run.
Tip: For information on the "Export ASCII Data", press F1 to display the online help.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Transferring data via an ASCII file
6. The “Export File” window will open. Specify the location and file name of the ASCII export file and then click Open. (This is where HandiBiz 2015 will store the exported data).
After exporting the transaction details to the export file, HandiBiz 2015 will display an information window showing how many records were exported.
Importing transaction data
If you want to transfer data from another program into HandiBiz 2015, you can do so by
exporting the data from that program to an ASCII file, and then importing the ASCII file into
HandiBiz 2015.
For specific instructions on importing data from SagePay and Wage Easy, please refer to
“ Importing data from Wage Easy ” on page 134.
To import data from an ASCII file
When you to import data from an ASCII file, HandiBiz 2015 might not know which data fields are contained in the import file, and the order in which the fields are listed. Consequently, you may need to ‘map’ the fields in the import file to those in HandiBiz 2015.
1. From the Tools menu, point to Import Data from an ASCII File and then click General.
The “Import Entries” window will open. This window lists all the transaction entries that have been imported. The rows are blank because the data has not yet been imported.
2. Click Import.
The “Import ASCII Data” window will open. This window allows you to view the information contained in the ASCII file, and to map it to the correct fields in the HandiBiz 2015 database.
Figure 119: The "Import ASCII Data" window
If you want to use a previously saved mapping scheme, click
3. Click File, and then select the import file name from the “Open” window. HandiBiz 2015 will automatically display the file name in the Import File Name field.
4. Under Import File Data Fields, HandiBiz 2015 will display the data fields in the first record of the ASCII file.
© HandiSoft Software Pty Ltd
131
Chapter 14. Exchanging data with your accountant HandiBiz 2015
Each line of text in the ASCII file represents a data record. The individual data fields within each record are usually enclosed in double quotes and delimited by a separator character, which is normally a comma. At this stage you have probably not yet specified what this separator character is, so HandiBiz 2015 will display each record as only having one field.
To specify the separator:
Under Input Field Mappings, in the Separator field, type in the character used to separate the data fields in the ASCII import file.
Under Import File Data fields, HandiBiz 2015 will display the individual fields of each record.
Use the blue arrow buttons to scroll through the lines in the import file.
5. Under Import Field Mappings, the “Import ASCII Data” window lists all the fields in the
HandiBiz 2015 database in alphabetical order. The fields in the import file must be mapped to the HandiBiz 2015 fields.
If a mapping scheme has previously been stored, you can retrieve it for re-use . To retrieve
a stored mapping, refer to " Saving and loading mapping schemes ” on page 132.
If no mapping scheme has been previously stored, you must manually define the mapping.
To define the mapping:
Under Import Field Mappings, in the Map column, number the HandiBiz 2015 fields to correspond to the fields in the import file. Where a HandiBiz 2015 map is not included in the import file, leave the map number blank.
Example: Imagine that your ASCII file looks like this:
“Ref”,”LastName”,”Title”,”FirstName”. In the Map column, you would enter a 1 against
Ref, 2 against Title etc.
6. After you have mapped the fields, you can save the mapping for future use. Refer to
" Saving and loading mapping schemes ” on page 132.
7. Run the import. Refer to “ To run the import ” below, for detailed instructions.
To run the import
1. On the “Import ASCII Data” window, click Run.
HandiBiz 2015 will proceed with the import and display an “Information” window on completion:
2. Click OK on the “Information” window.
HandiBiz 2015 will open the “Import Entries” window listing the imported records.
3. On the “Import Entries” window, check that the records have been imported correctly.
4. Click Errors to display a list of any errors that may have occurred.
5. Select the Delete file Imported check box if you want the import text file deleted when you exit the window.
6. Click Close to exit the window and post the imported entries to the ledger.
7. On the “Attention” window, click Yes to post the entries.
Saving and loading mapping schemes
This manual method of mapping can be time-consuming. For this reason, HandiBiz 2015 allows you to save the mapping scheme so that you can use it to import other similar files.
There are two steps in using this facility (a) Saving the mapping scheme; and (b) Loading a mapping scheme.
132
© HandiSoft Software Pty Ltd
HandiBiz 2015 Transferring data via an ASCII file
To save a mapping scheme:
1. On the “Import ASCII Data” window, in the Mapping name field, type in the name under which you want to store the mapping.
2. Click
Store.
HandiBiz 2015 will open the “Save Mapping As” window for you to confirm the saving.
The “Save Mapping As” window also allows you to change the name of the mapping scheme before you save it.
3. Click
OK to save the mapping scheme.
To load an existing mapping scheme:
1. On the “Import ASCII Data” window, click Load.
HandiBiz 2015 will open the “ASCII Import/Export Field Mapping Schemes” window.
Figure 120: The "ASCII Import/Export Field Mapping Schemes" window
The “ASCII Import/Export Field Mapping Schemes” window lists all the previously saved mapping schemes.
2. Use the arrow buttons or your mouse to highlight the required mapping scheme.
Click View if you want to view the mapping scheme before loading it. Clicking View again returns you to the list of mapping schemes.
If you want to edit the highlighted mapping scheme, click
Edit. Modify the mapping scheme as required, and then click Save to save the changes.
To remove the highlighted mapping scheme, click Delete.
3. To load the highlighted mapping scheme, click Select.
© HandiSoft Software Pty Ltd
133
Chapter 14. Exchanging data with your accountant HandiBiz 2015
Importing data from Wage Easy
Wage Easy is a payroll processor that has been designed to integrate with HandiBiz 2015.
When you have completed your payroll processing in Wage Easy, you can import the data as journal entries into HandiBiz 2015.
To import Wage Easy data
You should have already exported the Wage Easy data to an ASCII file, and saved the file to a suitable location.
1. From theHandiBiz
Tools menu, point to Import data from an ASCII file and then click
Wage Easy.
2. On the “Import Entries” window, click Import.
3. On the “Wage Easy Import” window, select the Wage Easy data file and click Open. The
"Import Entries" window will open, listing the transactions in the import file.
Figure 121: The "Import Entries" window
4. Click
Errors to check whether there are any areas that need attention
5. Click Close.
6. Click Yes to the "Post imported entries to ledger?" prompt.
The Wage Easy data should now have been imported. HandiBiz 2015 automatically inserts the journal entries into their correct financial years.
Tip: To verify that the transactions balance, you can run a Trial Balance report. Some accounts may require re-mapping.
Exporting HandiBiz data to Sage One
You can export the following data from HandiBiz 2015 to .CSV files, which you can then import into Sage One.
Accounts
Customers
Suppliers
1. From the HandiBiz
Tools menu, click Export To Sage One.
2. On the “Browse For Folder” window, select the location to where the exported .CSV files are to be saved.
134
© HandiSoft Software Pty Ltd
HandiBiz 2015 Exporting HandiBiz data to Sage One
Figure 122: The "Browse For Folder"
3. Click OK to export the data.
HandiBiz 2015 will display successful export of the data.
© HandiSoft Software Pty Ltd
135
Chapter 15. Fixing corrupted data
As part of your data maintenance, you may be required to run some utilities to ensure the integrity of your data. These utilities are listed in this chapter.
Verifying your transactions
After a power failure, power surge, system failure etc, you may be concerned that the HandiBiz
2015 data has been damaged. In this situation, you can use the
Verify Accounts option to ensure that the event has not corrupted your data.
Verify transactions
1. From the Tools menu, click Verify Accounts. The "Verify transactions" window will open.
Figure 123: The "Verify transactions" window
2. On the "Verify transactions" window, select the check boxes next to the data verification options that you want.
3. Click Start.
4. Read the "Verify transactions" window. Where error messages result, you will need to contact your accountant.
© HandiSoft Software Pty Ltd
137
Chapter 15. Fixing corrupted data HandiBiz 2015
Fixing corrupted transactions
This option checks for transactions that are out of balance. It is often used where there has been a power failure and you are concerned that your data has been damaged.
Fix transactions
1. From the Tools menu, click Fix Transactions. The "Fix transactions" window will open.
138
Figure 124: The "Fix transactions" window
2. On the "Fix transactions" window, select the check boxes next to the required display options.
Option Description
Full Details
Show Good
Transactions
If an error is found, the complete details of each error are reported. If this is not selected, a summary only is shown.
When selected, all entries are shown. If this is not selected, only those entries where an error was detected are shown.
3. Click OK.
4. Read the "Fix Transactions" window. Where out of balance transactions are detected, correct them as follows:
Click Fix. The "Select Transaction to Fix" window will open.
Highlight the transaction to be corrected, and click
Fix. The "Transaction Details" window will open.
Click New and add the missing side of the transaction.
When the transaction is in balance, click Close. The "Select Transaction to Fix" window will open.
Click Close.
5. On the "Fix Transactions" window, click
OK. HandiBiz 2015 will once again check for out of balance transactions.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Rebuilding the databases
Rebuilding the databases
This option attempts to restore integrity to corrupted HandiBiz 2015 data files. There are two types of rebuilds available:
Option Description
Reindex only
Performs a reindex on your existing data files.
This is significantly faster than a full rebuild.
Rebuild (reindex and pack) Reads all the data in your existing data files, validated each data field, and then writes the data to new data files.
Where data files are damaged to the extent of preventing data from being read, then performing a rebuild cannot restore this data. In such cases, restoring from backup is your best option. For information on backing up HandiBiz 2015, refer to Chapter 3, "Backing up HandiBiz".
Rebuild database files
1. Where you are using a networked computer system, make sure that no other computer is using HandiBiz 2015. Your computer should be the only one running HandiBiz 2015.
2. From the Tools menu, click Rebuild Database Files. The "Rebuild database files" window will open.
Figure 125: The "Rebuild database files" window
3. Select the checkboxes next to the database files that you want to rebuild or reindex.
4. Click
Rebuild or Reindex.
5. In the "Attention" window, click
OK.
6. The "Attention" window will open for each file that HandiBiz 2015 rebuilds. Keep clicking
OK.
7. If any error messages result when you are rebuilding the files, please write down the message and then contact your accountant for assistance.
© HandiSoft Software Pty Ltd
139
Chapter 16. Using documents
The Documents menu in HandiBiz 2015 provides a text editor that allows you to create letters and documents. A limited number of formatting commands are available (for example, underline, italic and bold).
You can also access Microsoft Word from the HandiBiz 2015 Documents menu. To do this you are required to have Microsoft Word installed on the computer.
The Document Editor
Opening the Document Editor
From the Documents menu, click Edit document.
The Document Editor will open, displaying a blank document.
Creating a new document
1. From the Document Editor File menu, click New.
2. Edit the document as required.
3. When you have finished editing - from the File menu, click Save to save the document.
This will open the "Save As" window.
4. In the "Save As" window Save as type field, select whether you want to save the document as a text (.txt) file or Rich Text Format (.rtf) file.
5. Enter the file name for the document to be saved under, and click Save.
Editing an existing document
1. From the Document Editor File menu, click Open.
2. In the "Open" window, select the required text (.txt) or Rich Text Format (.rtf) document file.
3. Edit the document as required.
4. When you have finished editing, from the
File menu, click Save to save the document.
If you want to save the document under a different file name, click
Save As. This will open the "Save As" window.
In the "Save As" window Save as type field, select whether you want to save the document as a text (.txt) file or Rich Text Format (.rtf) file.
Enter the file name for the document to be saved under, and click Save.
Printing a document
To print a document from within the HandiBiz 2015 Document Editor:
1. From the
File menu, click Print.
2. On the "Print" window, set the printer properties and click
OK.
© HandiSoft Software Pty Ltd
141
Chapter 16. Using documents HandiBiz 2015
Using Microsoft Word™
Where you require more complex formatting than that available in the HandiBiz 2015 Document
Editor, you can use Microsoft Word™.
Creating a Word document
So that information can be mail merged from HandiBiz 2015 into Word, you must create the
Word document as follows:
1. From the HandiBiz 2015 Documents menu, click New Word Document.
2. If you are using Microsoft Word™ 2003, the
Mail Merge toolbar will be displayed.
3. If you are using Microsoft Word™ 2007 or 2010, click the
Mailings tab to show the Mail
Merge ribbon.
Use this toolbar or ribbon to insert HandiBiz 2015 field codes.
Tip: Field codes allow information to be ‘mail merged’ into the document from
HandiBiz 2015. When the document is printed, the field codes are replaced with client information from HandiBiz 2015.
4. Enter the required text into the Word document.
Where you require information to be ‘mail merged’ in from HandiBiz 2015, insert the required field code. To insert a field code, click the Insert Merge Field button. A list of available fields will open. Click the required merge field.
142
Figure 126: The "Insert Merge Field" window
5. When you have completed the Microsoft Word™ document, from the
File menu, click Save or Save As to save the document.
6. You can print the document using the Microsoft Word™ print function.
The document is now ready to be printed.
© HandiSoft Software Pty Ltd
HandiBiz 2015 Debtors and creditors mailing labels
Editing a Word document
Where a Word document was created from within HandiBiz 2015, you can edit the document in the following manner:
1. From the HandiBiz 2015 Documents menu, click Edit Word Document. This will cause the "Open" window to be displayed.
2. From the "Open" window, locate the document that is to be edited. Highlight the file name, and then click Open.
The document will now be opened in Microsoft Word™.
3. After the document has been loaded fully, you may edit it as required.
4. After making the necessary changes, save the document:
5. From the File menu, click Save.
6. If required, from the File menu, click Print to print the document.
Debtors and creditors mailing labels
You can print mailing labels for the debtors and creditors that are listed in HandiBiz 2015.
1. From the Documents menu, point to Debtors / Creditors and click Print Debtor/Creditor
Labels.
Figure 127: The “Print mailing labels for Debtor/Creditor” window
2. Complete the “Print mailing labels for Debtor/Creditor” window.
Item Description
Type Indicate if the labels will be printed for Debtors or Creditors.
Groupings Indicate which of the Debtors/Creditors you want to include.
You can select from:
Order
All. Include all records.
Selected. Enables you to print a label for a single client. (You select the debtor/creditor later in these instructions).
Matching conditions. Print records that meet certain criteria. This is discussed in further detail below.
Indicate the order in which the labels will print.
3. Preview the labels to ensure they appear correctly on screen. Click Preview.
If you specified the grouping as Selected, after you click Preview you must:
In the "Select the Starting Label" window, indicate the first label to print on. Click the required label and then click OK.
© HandiSoft Software Pty Ltd
143
Chapter 16. Using documents HandiBiz 2015
Select the required record to print. Simply double-click on the required debtor or creditor.
144
© HandiSoft Software Pty Ltd
Chapter 17. Additional tools
This chapter describes additional features that can improve your efficiency when using HandiBiz
2015.
Keyboard macros
Macros are used to pre-record tasks that you perform frequently. Macros can be operated using a very small number of keystrokes, and may, therefore, greatly reduce the number of keystrokes required to perform a certain task.
Creating a macro
There are two ways of creating a keyboard macro. You can either simply record the keystrokes that make up the macro, or you can enter the macro steps directly.
To record a macro
Caution: When recording a macro, it is important that you begin recording from within the
HandiBiz 2015 window that the macro will be played from in the future. If you play the macro from a different area of the program, it will not run or, worse yet, you may inadvertently delete data.
Tip: Macros will only record keystrokes. They cannot record mouse movements. You, therefore, can only use the keyboard when recording a macro.
1. Press F12 key or, from the Tools menu, point to Debtors / Creditors and then click
Keyboard Macros.
The “Macros” window will open.
Figure 128: The "Macros" window
The “Macros” window lists the names of existing keyboard macros with their associated key.
2. Click the Record button.
This will return you to the HandiBiz 2015 main window. Notice that the title bar of the window now shows "– Recording Macro (F12 to Stop)".
Any keystrokes you make from
now on will be recorded in the Macro.
3. Perform the task that you want the macro to record.
© HandiSoft Software Pty Ltd
145
Chapter 17. Additional tools HandiBiz 2015
4. After you have completed the task that the macro is to perform, press the F12 key to stop the recording of keystrokes. The "Edit macro" window will open.
Figure 129: The "Edit macro" window
The "Edit macro" window displays the steps in the macro. If necessary, you can make changes to them.
5. In the top right field, type a name for the macro.
6. Click Save to save the new macro, and Close to exit the "Edit macro" window.
Your new macro has been recorded.
To create a macro directly
You are able to create a macro by directly entering the steps. This can be quicker than recording the macro.
1. Press the F12 key.
The “Macros” window will open.
2. On the “Macros” window, click New. The "Edit macro" window will open.
3. On the "Edit macro" window, enter the steps that make up the macro.
4. Click Save to save the new macro, and Close to exit the "Edit macro" window.
Run a macro
To run a Macro that has been previously created, you must be at the location where it was initially recorded.
To run an existing macro
1. Press the
F12 key to open the "Macros" window.
2. On the “Macros” window, highlight the macro that is to be run.
3. Click the Play button or press Enter.
The program will replay the steps in the macro.
Tip: The quickest way to run a macro is to press Ctrl+Alt+<key number>. For example, to run a macro with a key number of 02, press Ctrl+Alt+2.
Edit a macro
You are able to edit the steps in existing macros. This is very useful if you have recorded a macro and you want to change a single step without having to record the macro again.
To edit an existing macro
1. Press the
F12 key to open the “Macros” window.
146
© HandiSoft Software Pty Ltd
HandiBiz 2015 Sending an email message
2. In the “Macros” window, highlight the macro that is to be edited and click Edit. The "Edit macro" window will open, listing the steps in the highlighted macro.
3. To edit a macro step, highlight the step and, in the right pane, double-click the required action for that step.
4. To add a new step, place the cursor at the required step. (If necessary, press
Enter to make a space.) On the right pane, double-click the required action for that step.
5. Click Save to save your changes.
6. Click Close to exit the “Edit macro” window.
To delete an existing macro
1. Press the F12 key to open the “Macros” window.
2. In the “Macros” window, highlight the macro that is to be deleted.
3. Click Delete.
4. Click OK on to confirm the deletion.
5. Click
Close to exit the “Macros” window.
Sending an email message
If you have email access, you can easily create and send an email while you are using a
HandiSoft program. Simply:
1. From the Tools menu, click Send Email Message.
2. Using your default email program, HandiBiz 2015 will open a blank email message.
Complete all details and then send the email message.
Note: For further information, refer to the instructions you received with your email program.
Using the calculator
HandiSoft provides a handy calculator within HandiBiz 2015.
You can access the calculator tool directly from within HandiBiz 2015 either by using the shortcut keys Ctrl + F7, or through the Tools menu.
To access the calculator via the Tools menu
From the Tools menu, click Calculator.
Figure 130: The "Calculator" window
© HandiSoft Software Pty Ltd
147
Chapter 17. Additional tools HandiBiz 2015
Viewing all cards
In addition to being able to view information on your organisation, your debtors and your creditors via the File menu Self, Debtors and Creditors items respectively, you can also view information on them all in the same window via the File menu All item.
Opening the "All Cards" window
The "All Cards" window displays information on your organisation, the debtors and the creditors together. From here, you can edit, delete, run reports and print labels for selected cards.
1. From the
Debtors menu, click All. The "All Cards" window will open.
Figure 131: The "All Cards" window
2. Highlight the card on which you want to perform an action.
3. Click the button corresponding to the required action.
4. To view or edit details of a card, highlight the card and then click
View or Edit. The "All
Cards" (detailed) window will open.
148
Figure 132: The "All Cards" (detailed) window
Tip: For information on the "All Cards" windows, press F1 to display the online help.
© HandiSoft Software Pty Ltd
Index
A adjustments adjusting bills 76 adjusting invoices 63–64 aged creditors report 80 aged debtors report 68 all cards, viewing 148
ASCII file importing from 131 mapping schemes 132 automatic text fill 50
B bills adjustments 76 editing bills 76 entering bills 74 inventory style bills 75 service style bills 74
Business Activity Statement 38
C calculator 147 cards, viewing all 148 cash payments 46 cash receipts 47
Chart of Accounts editing 32 printing 31, 116 viewing 31 clearing the suspense account 51 computer viruses 27 consulting 18 credit note, entering 63, 76 creditors adding creditors 71 opening balances 72 selecting a creditor 71 customer payments, receiving 62
D data corruption causes 27 issues 27 minimising 27 viruses 27
© HandiSoft Software Pty Ltd
data entry
Enter key 44 function keys 43 hot keys 44 increasing speed 43 data transfer from accountant 23, 127 to accountant 128 database, RAID system 28 debtors, opening balances 58
E editing a font style 111 editing a Word document 143 email attaching reports 123 sending messages 147 sending reports as PDF 123 entity, entering details 24
F fixing a transaction 99 function keys 44
G
GST using tax codes 35
H
HandiSoft services consulting 18 training 18 hot keys 44
I import data from Wage Easy 134 incorrectly keyed account codes 99 installing HandiBiz installation CD 20 installation directory 21 multiple copies 20 system requirements 19 inventory adding stock items 87 adjusting buying prices 88 adjusting selling prices 89 adjusting stock numbers 91 assemblies, creating parts 90 entering invoices 61 listing stock items 87 receiving stock items 95 invoices configuring layouts 25 entering invoices 61 inventory style 61 making adjustments 63–64
149
Index
payment of 62 printing 66 printing batches 66 service style 61
J journals adding a narration 49 creating automatic entries 83–86 making journal entries 49 recurring entries 54
K keyboard macros creating 145 editing 146 running 146 using hotkeys 146 keyboard shortcuts 44
L ledger entries control accounts 25 creating automatic entries 83–86 editing 100 setting control accounts 83–85 locating errors 118 logging in as 'the accountant' 32
M macros See keyboard macros merging data from your accountant 127
O online backups 30 opening balances creditors 72 debtors 58 options debtors creditors 25 entity specific tax codes 36 notice layouts 25 options setup 25 organisation's details, entering 24
P passwords, establishing 23 payments cash sales and payments 46 editing payments 78 entering cash payments 48 printing cheques 78 receiving from customers 62
PDF creating and emailing reports 122
150 password protection 122, 124 period balances, viewing 101 printable version, downloading 16 printing printing documents 141 printing invoices 66 printing statements 65 purchase orders configuring layouts 25 inventory style 93 service style 93
R
RAID system 28 rebuilding the database 139 receipts cash sales and payments 46 deleting 62 editing 62 entering cash receipts 47 entering receipts 62 printing 63 recurring entries 54 reports bank reconciliation 107, 117
Business Activity Statement 38
Chart of Accounts 31, 116 comparative trial balance 114 configuring options 109–14 creditors 80 debtors 68 editing 119 emailing as PDF 121 emailing reports 123
HTML format 123 inventory 96 missing cheques 117
Report Preview window 119 retrieving saved reports 120 saving 120 saving as Excel documents 120 saving as PDF 121 saving as Word documents 120 staff sales 67 statements 65 transaction report 114 trial balance 113 trial balance drill down 124 trouble shooting transactions 118
S sales adjustments 63 invoices 61 printing invoices 66 receipts 62 staff reports 67 self information 24 sending data to your accountant 128
HandiBiz 2015
© HandiSoft Software Pty Ltd
HandiBiz 2015
software upgrades 18 split suspense entry 53 staff sales report 67 sales staff, adding and editing 66 style names 110 supervisor password 23 suspense account clearing 51 entering transactions 51
T tax codes adding tax codes 36
Business Activity Statement 38
GST 35
Tools menu, Keyboard Macros 145 training 18 transactions batch 43 definition 41 editing 100 repairing corruption 138 verifying 137 viewing 97 transferring data via ASCII file 130–33
V verifying transactions 137
W
Wage Easy, importing data 134 windows
Add a Tax Code 36
Adjust Stock Numbers 91
Aged Creditor 80
Aged Debtor 68
All Cards 148
ASCII Import/Export Field Mapping Schemes
133
Auto Assemble 90
Automatic Text Fill Descriptions 50
Balances 101
BAS transfer report 38
Bill Details 35, 95
Bill Details inventory 75
Bill Details service 74
Bill Payment Details 78
Bills Paid 74
Bills Received 73, 76 calculator 147
Cash Payments 48
Cash Receipts 47
Cash Sales and Payments 46
Chart Report 31, 116
Clear suspense account 51
Copy Data to Accountant 128, 129
Creditor Adjustment 76
© HandiSoft Software Pty Ltd
Creditors 71
Creditors Detail 71
Creditors History Report 81
Customer Payments 62
Data entry options 45
Debtor Adjustment 63
Debtors 57
Debtors detail 57
Debtors History Report 69
Debtors/Creditors Options 25, 83
Edit macro 146
Edit the text in this cell 119
Export ASCII Data 130
Find/Order Transactions 51
Fix Account Numbers 99
Fix transactions 138
Font style 111
Fonts 111
Import ASCII Data 131
Import Entries 131, 132
Inventory Assembly 90
Inventory Details 88
Inventory List 87
Invoice Detail inventory 61
Invoice Details service 61
Invoices 59
Journal Entries 49
Layouts for Printed Notices 25
Ledger entries 106
Ledger Entries 42, 98
Login As Accountant 32
Macros 145
Missing Cheque Report 117
New Buying Price 88
New Selling Price 89
Number to Assemble 91
Opening Debtors Balance 58
Page Setup 112
Passwords 23
Print / View Invoices 66
Print mailing labels for Debtor/Creditor 143
Purchase Order 94
Rebuild database files 139
Receipts 60, 62, 63
Receive Stock 95
Reconcile Accounts 103
Reconciliation Report 107, 117
Recurring Transaction 54
Report Options 110
Report Preview 118, 119
Report Writer 70
Report Writer 79
Run Report 68, 80
Sales Staff 66
Saved Reports 120
Select a Bill to Adjust 76
Select an Invoice to Adjust 64
Select Bill Style 74
Select Customer 57
Select Disk Drive 127
Index
151
Index
Select period for transaction export 130
Select Reconcile Method 103
Select the Starting Label 143
Select Vendor 71
Set Buying Prices 92
Set Selling Prices 92
Skip Fields 45
Split Suspense Entry 53
Staff Sales Report 67
Statement Details 65
Transaction Reports 115
Transactions 42, 97
Trouble Shoot Report 118
Verify transactions 137
Yourself 24 word processing
Document Editor 141
Microsoft Word 142
HandiBiz 2015
152
© HandiSoft Software Pty Ltd
Download
Public link updated
The public link to your chat has been updated. You may view and manage your chat links after registration here.
Document public link
Advertisement
