Financial setup
STEP 1
1. Go to Admin module
2. Go to Table tabfolder
3. Select Business Type
4. Select General in the Table Code column
5. Create your own business type. each company's accounting structure is depended on the/it's business type.
STEP 2
1. Go to Accounts module
2. Read through the classifications rules.
3. Go to the Required tabfolder
4. Select the Business Type, see example "General"
5. Create or modify your accounting structure based on the classification rules above
STEP 3
1. Go to the Company module
2. Go to the Financial Setup tabfolder.
3. Select the company.
4. Select the year.
5. Click on Period # field and click the new record button, bottom left to create the financial year periods. 1-12 periods - records
6. Click on the save record button, bottom left.
7. Go to the Chart of Accounts tabfolder
8. Click on the Create/Update Chart of Accounts, based on the business type attached to the company, see Company tabfolder Business field and also Admin module Accounts Required tabfolders
9. Modify the Other Ref, Other Title, Analysis Code1->Analyze by department, Analysis Code2-> Analyze by project or event
Other Ref
[M]M15-1000 -> first letter of Company Ref
M[M]15-1000 -> first letter of business type
MM[15]-1000 -> financial year
MM15-[1000] -> account code based on classification
STEP 4
1. Go to the Opening Balances tabfolder
2. Enter the opening balances and date based on audited accounts, the Net[Dr/Cr] must equal to 0 zero
3. Click on the Post Opening Balances button.
STEP 5
1. Go to the Budgets tabfolder
2. Select the respective account
3. Click on Period # field and click the new record button, bottom left to create the periodic budgets. 1-12 periods - records
4. Click on Update Budget button followed by Refresh Chart button
GL code allocations
STEP 1
1. Go to the Company module.
2. Go to the Bank Accounts tabfolder.
3. Select the Bank A/c Name and go to the GL A/c Ref field.
4. Select the bank account GL code and attach it to the bank account record.
5. Go to the Tariffs, Expenses and Payment tabfolder and check that they have corresponding GL codes in you chart of accounts structure.
STEP 2
1. Go to System - GL - Allocate GL Codes module
CSBMS - Business Management System
CSCMS - Clinic Management System
CSFMS - Farm Management System
CSPMS - Property Management System
CSSNL - Savings and Loans System
2. Go to Cus/Sup/Emp tabfolder
CSBMS - Cus/Sup/Emp tabfolder
CSCMS - Cus/Sup/Emp tabfolder
CSFMS - Cus/Sup/Emp tabfolder
3. Select Customer and attach the debtors/accounts receivable GL A/c code
CSBMS - Customer
CSCMS - Patient & Company
CSFMS - Customer
CSPMS - Tenant, Property & Landlord
CSSNL - Clients - since deprecated see Client Transaction Types below
4. Select Supplier attach the credit/accounts payable GL A/c code
5. Select Employee and attach the employee expense GL A/c code, when the payroll is not in use
6. Select Stores and attach the inventory and cost of goods COG GL A/c codes
7. Go to Exp/Trf/Payments tabfolder see company module tariffs, expenses & payments
8. Select Expense and attach the respective expense GL A/c codes
9. Select Tariffs and attach the revenue/income GL A/c codes
10. Select Payment and attach the cash, bank GL A/c codes
STEP 3
CSSNL - Savings and Loans System
1. Go to Facilties - Client Transactions Types
2. Select respective Fees and attach revenue GL A/c codes
3. Select respective Savings and attach liabilities GL A/c codes
4. Select respective Shares and attach liabilities GL A/c codes
5. Select respective Loans and attach respective loan, current assets, GL A/c codes
6. Select respective Interest and attach revenue GL A/c codes
7. Select respective Penalties and attach revenue GL A/c codes
8. Select respective Other Income and attach revenue GL A/c codes
GL posting
STEP 1
1. Go to the General Ledger module.
2. Go to the GL Entries tabfolder. internally generated transactions based on integration
3. Select the Journal Date [Filter] to post one day at a time where necessary.
4. Click on Post GL Entries button to post the internally generated transactions.
STEP 2
Corrections - Each internally generated transaction can be corrected from it's source module, the first two letters denoting it source, i.e.
[PM]1000001 from payment modules,
[RC]1000001 from receipting modules
[IN]1000001 from income modules - CSBMS & CSFMS
[BI]1000001 from income modules - CSCMS & CSPMS
[AP]1000001 from accrual modules - CSSNL
see Company module Sequences tabfolder
1. Go to the respective module, i.e. Cash Receipts.
2. Select the bearer of the transaction, i.e. customer
3. Go to transactions tabfolder
4. Select the transaction that requires correction
5. Go to GL Entries tabfolder
6. Edit/make the desired corrections and save.
7. Go back to STEP 1 above.
End of year procedures
STEP 1
1. Go to the General Ledger module.
2. Go to the Year End Closing tabfolder. ensure! that you have 3140 - Income Summary and 3110 - Capital accounts in you accounting structure.
3. Click Generate Closing Journal Entries button. the totals must balance before proceeding
3. Click Post Closing Journal Entries & Run Year End Routine button.
This is a fully automated procedure that:
-> closes your financial year,
-> creates the next financial year,
-> creates new financial periods,
-> create new chart of accounts and
-> posts the opening balances.
takes approximately five minutes.
4. Go the GL code allocations section and manually allocate the new year's GL codes accordingly, takes approximately 30 minutes.
