Control Record (GL)

This routine is used to create or amend a company's control record.

• Departments - Yes or No (Not used at present)
• Number of Digits - Number of leading digits used for department codes.

Masterfile Records (GL)

This routine is used to create or amend general ledger account records. For a new company you can automatically populate the company with standard accounts and reports by selecting the Populate button. You can also import a chart of accounts by selecting the Import button in which case the file must be in csv or xls format and must contain all the fields as listed below.

• Acc-Num - The account number of the record. This is a numeric field and can have up to 7 digits. There is nothing special about this number it is only used to access the record.
• Account Type - Select the applicable account type for the record.
• Description - The account's description up to 30 characters in length.
• Allow Postings - Whether or not direct postings are allowed to this account. Normally direct postings are not allowed to control accounts of subsidiary ledgers, e.g. Debtor's as they should be generated in the subsidiary ledger.
• Tax Default - The V.A.T. code normally associated with postings to this account.

Once all accounts have been created, you should print a list of them by selecting Chart of Accounts (GL) from the reporting menu, and check that all accounts have been created correctly.

Control Accounts

This routine is used to create control accounts for the company. Control accounts are accounts that the system needs to know about in order to create double sided entries. You must create at least one bank as well as the retained income control records but preferably most of the others as well.

If you elected to automatically populate while creating masterfile records this would already have been done for you.

• Code - Enter a valid control code e.g. bank_1. If you press F1 you will be given a list of available codes which you can select from.
• G/L Acc-Num - Enter the applicable general ledger account number for this code.
• Bank Account - If the code is a bank account then you can enter the bank's account number here. This is required for importing bank statements.
• Import Format - If you are going to import bank statements you must select the format you will be downloading or else None for no imports. The preferred format for internet banking is the OFX, or Open Financial eXchange, format.
• Date Format - If you entered an import format, select the applicable date format. The date format for OFX is CCYYMMDD.

Inter Company Records

This routine only applies to systems which have multiple companies. This allows one to capture transactions in one company directly into another company's accounts e.g. capture a payment made by company one for a telephone account for company two. For the purposes of simplicity lets assume that we are presently in company 1's ledger and want to integrate company 2.

• Coy-Num - The other company's number i.e. 2
• Acc-Num-1 - Company 2's inter company loan account number in company 1.
• Acc-Num-2 - Company 1's inter company loan account number in company 2.

Standard Journals

Use this routine to create, amend and delete standard journals.

The following fields need more explanation:

• Freq - This is the frequency with which this journal is raised:

  • M - Monthly
  • 3 - Quarterly
  • 6 - Biannually
  • Y - Annually

• Start - The first period this journal is to be raised, (CCYYMM)

• End - The last period this journal is to be raised, (CCYYMM)

Please note that you will not be able to end this routine until the debits equal the credits. Credits are entered as minus amounts.

Report Generator (GL)

Use this routine to create, amend and delete Financial Statements (GL) report formats.

• Company - The company number or a 0 to create a general report for all companies.

• Report - The report number. After this point certain options are available.

  • Re-Sequence - This re-sequences the whole report starting from 1

  • Copy - This allows you to copy an existing report

    • Company Number - The company number of the existing report
    • Report Number - The number of the existing report

  • Print - This allows you to print the report layout

• Type - The type of report to create:

  • B - Balance Sheet
  • P - Profit and Loss
  • O - Any Other type of report

• Heading - The report heading.

• Sequence

  • Seq-Num - The report sequence number. To insert lines use decimals.
  • Sequence Type - The sequence type as follows.

• Heading (H)

  • Description - The heading detail.
  • Highlight - Whether to print the heading in bold characters.
  • New Page - Whether to print the heading on a new page.
  • Ignore Account Type - In the case of B and P report types, when the account type changes the heading will automatically also change. To ignore this action select this option.

• Ledger (L)

  • From Account - The first account in a range of accounts.

  • To Account - The last account in a range or 0 for only the first account.

  • Highlight - Whether to print the line in bold characters.

  • Include Opening Balance - Whether to include the opening balance.

  • Accumulate Month Values - Whether to accumulate the month values. This only applies to (M)onthly report types.

  • Print Values

    • Yes - Print
    • No - Do not print
    • Debit - Only print if the value is positive
    • Credit - Only print of the value is negative

  • Normal Sign

    • Positive - The value for this account is normally positive
    • Negative - The value for this account is normally negative

  • Add, Subtract or Ignore

    • Add - Add the value in the totals
    • Subtract - Subtract the value from the totals
    • Ignore - Do not add nor subtract the value

  • Ignore Account Type - In the case of B and P report types, when the account type changes the heading will automatically also change. To ignore this action select this option.

  • Store Amount - Whether you want to store the value for later

  • Storage Number - The number to use when storing the value

  • Add, Subtract or Ignore

    • Add - Add the value in the storage
    • Subtract - Subtract the value from the storage
    • Ignore - Do not add nor subtract the value

• Group (G) - This is used to group a number of accounts together

  • Group Number - The group number

  • Description - The group description

  • From Account - The first account in a range of accounts.

  • To Account - The last account in a range or 0 for only the first account.

  • Highlight - Whether to print the line in bold characters.

  • Include Opening Balance - Whether to include the opening balance.

  • Accumulate Month Values - Whether to accumulate the month values. This only applies to (M)onthly report types.

  • Print Values

    • Yes - Print
    • No - Do not print
    • Debit - Only print if the value is positive
    • Credit - Only print of the value is negative

  • Normal Sign

    • Positive - The value for this account is normally positive
    • Negative - The value for this account is normally negative

  • Add, Subtract or Ignore

    • Add - Add the value in the totals
    • Subtract - Subtract the value from the totals
    • Ignore - Do not add nor subtract the value

  • Ignore Account Type - In the case of B and P report types, when the account type changes the heading will automatically also change. To ignore this action select this option.

  • Store Amount - Whether you want to store the value for later

  • Storage Number - The number to use when storing the value

  • Add, Subtract or Ignore

    • Add - Add the value in the totals
    • Subtract - Subtract the value from the totals
    • Ignore - Do not add nor subtract the value

  • Chart Label

• Stored (S)

  • Description - The description of the stored value

  • Highlight - Whether to print the line in bold characters.

  • Print Values

    • Yes - Print
    • No - Do not print
    • Debit - Only print if the value is positive
    • Credit - Only print of the value is negative

  • Normal Sign

    • Positive - The value for this account is normally positive
    • Negative - The value for this account is normally negative

  • Add, Subtract or Ignore

    • Add - Add the value in the totals
    • Subtract - Subtract the value from the totals
    • Ignore - Do not add nor subtract the value

  • Clear Stored Value - Whether to zero the stored amount

  • Storage Number - The stored value's number

  • Percentage of Stored Value - The percentage of the stored value to print

• Total (T) - All values are automatically added into or subtracted from totals numbered from 1 to 9.

  • Description - To description of the total or blank

  • Highlight - Whether to print the line in bold characters.

  • Total Level - The total number to print

  • Print Values

    • Yes - Print
    • No - Do not print
    • Debit - Only print if the value is positive
    • Credit - Only print of the value is negative

  • Normal Sign

    • Positive - The value for this account is normally positive
    • Negative - The value for this account is normally negative

  • Clear Total - Whether to zero the total

  • Store Amount - Whether you want to store the value for later

  • Storage Number - The number to use when storing the value

  • Add, Subtract or Ignore

    • Add - Add the value in the totals
    • Subtract - Subtract the value from the totals
    • Ignore - Do not add nor subtract the value

  • Chart Label

• Uline (U)

  • Highlight - Whether to print the line in bold characters.

  • Underline Type

    • Single - Single line
    • Double - Double line
    • Blank - Blank line

• Calc (C) - Not Yet Implemented:

• Percent (P) - This is a percentage of one stored amount against another stored amount.

  • Description - The description of the percentage
  • Highlight - Whether to print the line in bold characters.
  • Storage Number - The first stored amount
  • Storage Number - The second stored amount

Detail Records (GL)

Use this routine to create, amend and delete detail records used by Financial Statements (GL) report formats.

• Code - A sequential number for the detail record.
• Description - A description of the detail.

For each month in the financial year enter the following:

• Period - A financial period i.e. CCYYMM
• Value - A value for the period.

Stream Records (GL)

Use this routine to create, amend and delete stream records used by Financial Statements (GL) report formats.

• Stream Number - A sequential number for the stream record.
• Description - A description of the stream.

For each report in the stream enter the following:

• Seq - A sequence number starting at 0.
• T - The report type, S(mall), L(arge), M(onthly) or C(ustom).
• CN - If the report type is a C then this is the custom report number.
• C - Consolidation code, Y or N.
• Rep - Report number.
• G - General report, Y or N.
• V - Report contents, V(alues), B(udgets), C(ombined) or D(etail).
• Cod - For contents type D, enter the applicable detail code.
• Z - Ignore zeros, Y or N.
• O - Print the options line on report, Y or N.
• N - Print account numbers on the report, Y or N.
• Printer Name - The printer name to print on or None.
• E-Mail Address - An email address to send the report to or leave blank.

Bank Import Control

Use this routine to create, amend and delete bank import control records. These records are used when importing bank statements to automatically create transactions for recurring entries e.g. charges, fees, interest, stop orders etc.

• Bank Account - The G/L account number for the bank.
• Memo Code - This is a 5 digit sequential number of the record. Entering a zero will automatically allocated the next number.
• Memo Desc Contains - This together with the next two fields are used to correctly identify the transaction using the description appearing on the bank statement.
• Transaction Type - Payment or deposit.
• Allocation Company - The company number to be debited or credited.
• Allocation Account - The account number to be debited or credited.
• Chn - The chain store code if the account number is the debtor's control account.
• Acc-Num - If the account number is the creditor's or debtor's account enter the relevant creditor's or debtor's account number.
• Ageing Code - If the account number is the creditor's or debtor's account select how to age the amount.
• Vat Code - Enter the applicable V.A.T. code.

Opening Balances (GL)

Use this routine to capture initial opening balances and budgets for a specific financial period.

• Acc-Num - The account number.
• Balance - The opening balance.

Budgets (GL)

Use this routine to capture monthly budgets for a specific financial period. You can also import budgets by selecting the Import File button in which case the file must be in csv or xls format and must contain all the fields as detailed in the prompt when you hover your cursor over the button. There is also an Auto Populate button which will create budgets based on the previous year's actual plus or minus a standard rate.

• Acc-Num - The account number.
• F - M to enter a monthly budget or A to enter an annual budget amount.
• Period - If M was selected then enter the period i.e. YYYYMM.
• Budget - The budget value.

Sales, Payments, Petty Cash, Purchases and Receipts

These data capture routines are similar in operation and therefore I will handle them together. Please note that if subsidiary books are integrated i.e. creditors and debtors, purchases and sales will not be available and an error message will be displayed if you attempt to access them.

As with most data capture routines you will first have to enter the Batch Details after which the following screens and fields apply:

• Transaction

  • Reference - The document's reference number.
  • Date - The date of the document.
  • Amount - The total inclusive value of the document.
  • Details - The description of the document.

• Allocation

  • Coy - The company number in multi company installations.
  • Acc-Num - The general ledger account number to debit or credit.
  • Alloc-Amt - The inclusive amount to be allocated to this account.
  • V - The applicable V.A.T. code to apply to this allocation.
  • VAT-Amount - The V.A.T. amount, which can be overridden.
  • Details - The description of the allocation.

• Creditors - This only applies if the Acc-Num is the creditor's control account and the transaction type is payments or receipts.

  • Acc-Num - The creditor's account number.
  • Ref-No2 - A further reference number if applicable.
  • Discount - A discount amount.
  • Amount - The amount to be allocated to this account.

• Debtors - This only applies if the Acc-Num is the debtor's control account and the transaction type is payments or receipts.

  • Chn - The chain store code, if chain stores apply.
  • Acc-Num - The debtor's account number.
  • Ref-No2 - A further reference number if applicable.
  • Discount - A discount amount.
  • Amount - The amount to be allocated to this account.

• Assets - This only applies if the Acc-Num is one of the asset's control accounts.

  • Grp - The asset's group code.
  • Cod-Num - The asset's code.
  • M - The transaction type i.e. New purchase, improvement, write off, depreciation or sale of asset.
  • Amount - The amount of the allocation.
  • Details - The description of the allocation.

If you have allocated the transaction to a creditor's or debtor's account you might be required to age the amount as described in Ageing Transactions above.

Manual Journal Entries (GL)

Use this routine to capture manual journal entries. You can also import journals by selecting the Import File button in which case the file must be in csv or xls format and must contain all the fields as detailed in the prompt when you hover your cursor over the button.

As with most data capture routines you will first have to enter the Batch Details after which the following fields apply:

• Ref-Num - The journal number.
• Date - The date of the journal.
• Coy - The company number in multi company installations.
• Acc-Num - The general ledger account number to debit or credit.
• Amount - The inclusive amount of the journal.
• V - The applicable V.A.T. code to apply to this journal.
• VAT-Amt - The V.A.T. amount, which can be overridden.
• Details - The description of the journal.

The List All button will show you all the postings captured, including those which have scrolled off the screen, for checking purposes.

Please note that you will not be able to exit this routine until the debits equal the credits. Credits are entered as minus amounts.

Standard Journal Entries (GL)

Use this routine to raise standard journal entries as created using Standard Journals.

As with most data capture routines you will first have to enter the Batch Details after which the following fields apply:

• Frequency - Select the frequency of the journals to be raised.
• All Journals - Select whether to raise all journals for the selected frequency.
• All Periods - Select whether to raise journals for all periods from the start of the current financial period up to and including the batch header period.

Bank Statements (GL)

Use this routine to capture bank statements. This is to facilitate reconciling the bank accounts with the bank statements. This routine can also used to capture receipts, payments and journal entries affecting the bank account e.g. all entries on the bank statement not yet entered into the bank account can be processed during this routine.

As with most data capture routines you will first have to enter the Batch Details. The following buttons will then be available:

• Exit - This exits out of the capture routine as per using the <Escape> key.

• Import Bank File - This routine is used to import a bank statement file as described under Control Accounts.

  Once you have selected the file to import the system will automatically flag all transactions which already exist on your database.

  If there are more than one transaction satisfying the comparison criteria these transactions will be displayed and you will have to select the transaction to be flagged. Should none of the transactions be the correct one, click the Quit button to skip allocating it.

  While importing, if a duplicate record is detected, i.e. a possible duplication of the import file, a message will be displayed giving you the choice of importing it or not.

  At the end of the import process a screen will be displayed showing all unallocated transactions. You must now capture these transactions as per the next option i.e. Process Bank Data.

• Process Bank Data - This routine is to continue an import which was suspended for whatever reason. This is also the procedure for capturing unallocated transactions from the previous option i.e. Import Bank File. A screen showing all the unallocated transactions will display.

  Select a transaction to process by clicking on it or moving the cursor to it and hitting the Enter key. Continue from the Details field in the following section.

• Manual Entries - Use this procedure to enter the bank statement manually. If there are unallocated records from a previous import then this will be highlighted and you will first have to allocated these using the Process Bank Data routine, before continuing.

  • T - Enter the transaction type i.e. (P)ayment, (D)eposit or (J)ournal.
  • Ref-Num - Enter the reference number. If the transaction already exists on your database it will be flagged as either paid or received i.e. will not appear on the bank reconciliation statement. If the transaction does not already exist you can capture it by entering the following fields:
  • Date - Enter the transaction date.
  • Amount - Enter the transaction amount.
  • Details - The details for this transaction.

  You will then be asked to confirm your entry and if you do so you will be able to allocate the transaction as in Sales, Payments, Petty Cash, Purchases and Receipts above.

Batch Error Listing (GL)

Use this routine to print any unbalanced batches.

• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.

Transaction Audit Trail (GL)

Use this routine to print lists of transactions either by financial period or date of capture.

• Period Type - Financial or Capture.
• Starting Period - The first financial period to include in the report.
• Ending Period - The last financial period to include in the report.
• Starting Date - The from date to include in the report.
• Ending Date - The to date to include in the report.
• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.
• Totals Only - Yes or No.
• Include Other Companies - Whether or not to include other companies. If yes, you will be prompted at a later stage to select which other companies to include.

Account Statements (GL)

Use this routine to produce statements for individual ledger accounts.

• Whole File - Yes for all accounts, Range for a range of accounts or Singles to select individual accounts.
• From Account - If range was selected enter the starting account number.
• To Account - If range was selected enter the ending account number.
• Starting Period - The starting financial period in the financial year.
• Ending Period - The ending financial period in the financial year.
• Separate Pages - Select whether or not to print each account on a new page.

Trial Balance (GL)

Use this routine to produce a trial balance.

• Opening Balances Only - Select whether or not to only print opening balances.
• Include Opening Balances - Select whether or not to include opening balances.
• Starting Period - The starting financial period in the financial year.
• Ending Period - The ending financial period in the financial year.
• Ignore Zero Balances - Select whether or not to ignore zero balances.

Financial Statements (GL)

Use this routine to produce financial statements using the information as set up with Report Generator (GL).

• Ending Period - The last period, in the financial year, to take into account.
• Stream Number - To print the reports as enumerated in a stream record as created using Stream Records (GL).
• Report Type - Select the relevant report type.
• Consolidate Companies - Select whether or not to print a consolidated report. This is only applicable in a multi company installation.
• Report Number - The relevant report number as created using Report Generator (GL).
• General Report - Select whether or not the report is a general report.
• Contents - Select which values to use in the report.
• Detail Code - If Detail was selected above, enter the detail code as created using Detail Records (GL).
• Ignore Zeros - Select whether or not to ignore lines with zero balances.
• Print Options - Select whether or not to include the selected options on the report heading.
• Account Numbers - Select whether or not to include the account numbers in the report.

Chart of Accounts (GL)

Use this routine to produce a chart of accounts.

• Sort Order - Select the order by which the report must be sorted.

Notes Listing (GL)

Use this routine to print any notes on the general ledger accounts.

• Action Flag - Normal or Urgent.
• From Capture Date - The starting creation date.
• To Capture Date - The ending creation date.
• From Action Date - The starting action date.
• To Action Date - The ending action date.

Bank Reconciliation (GL)

Use this routine to produce a bank reconciliation statement.

• Bank Account - The bank account number.
• Accounting Period - The relevant period in the financial year.

Imported Bank Statements

Use this routine to produce a report of imported bank statements.

• Bank Account - Bank account number.
• From Date - The starting date.
• To Date - The ending date.
• Unallocated Only - Whether to only print entries which have not yet been allocated.

Change Account Numbers (GL)

Use this routine to change account numbers within a company.

• Old Number - The current account number to change.
• New Number - The new account number. It must not already exist.

Copy Masterfile Records (GL)

Use this routine to copy accounts from another company.

• Copy From Company - The company number from which to copy.
• Include ... - Select what additional data is to be copied.

Integrated Controls Report (GL)

Use this routine to produce a report showing the balance status of integrated systems and their respective control accounts.

• Cut Off Period - The relevant period in the financial year.

Intercompany Accounts Report (GL)

Use this routine to produce a report showing the balance status of intercompany accounts in a multi company installation.

Initialise Bank Reconciliation (GL)

Use this routine to initialise the bank reconciliation.

• Bank Account - The bank account number.
• Last Period - The last reconciled period.
• Clear History - Select whether or not to mark all transactions up to the Last Period as being cleared through the bank.

Now capture all the outstanding transactions as at the Last Period.

• T - The transaction type.
• Ref-Num - The transaction reference number.

Control Record (CR)

Use this routine to create and amend the creditor's control record.

• G/L Integration - Whether or not to integrate with the general ledger.
• G/L Input Method - Whether allocations to general ledger accounts are entered inclusive or exclusive of V.A.T.

Masterfile Records (CR)

Use this routine to create or amend creditor's ledger account records. You can import records by selecting the Import button in which case the file to be imported must be in csv or xls format and must contain all the fields as listed below. If the Account Number field is left blank an account number will be generated using the Name field.

• Acc-Num - The account number.
• Name - The account name.
• Address Line 1 - The first line of the postal address.
• Address Line 2 - The second line of the postal address.
• Address Line 3 - The second line of the postal address.
• Postal Code - The postal code.
• Telephone Number - The telephone number.
• Fax Number - The facsimile number.
• Manager's Name - The manager's name.
• Manager's Email - The manager's email address.
• Account's Contact - The account's contact name.
• Account's E-mail - The account's contact email address.
• Order's Contact - The order's contact name.
• Order's E-mail - The order's contact email address.
• Date Account Opened - The date the account was opened.
• V.A.T. Number - The creditor's V.A.T. number.
• Terms Base - The terms base, Monthly or Daily.
• Statement Day - The day the creditor closes their month.
• Terms - The number of days the creditor allows us.
• Credit Limit - Our credit limit with the creditor.
• Trade Discount - Out normal trade discount.
• Settlement Discount - Out normal settlement discount.
• Payment Indicator - Whether or not the creditors must be paid.
• Bank Name - The creditor's bank.
• Bank Branch - The creditor's bank branch code.
• Bank Account - The creditor's bank account number.
• G/L Account Number - The default general ledger account for purchases.

Purchases, Journals and Credit Notes (CR)

These data capture routines are similar in operation and therefore I will handle them together.

As with most data capture routines you will first have to enter the Batch Details after which the following screens and fields apply:

• Transaction

  • Acc-Num - The creditor's account number.
  • Reference - The transaction reference number.
  • Date - The date of the transaction.
  • Amount - The total amount of the transaction.
  • Details - The details of the transaction.
  • You might now be required to age the transaction using Ageing Transactions.

• Allocation - This screen only applies if integrated with the G/L.

  • Coy - The company number.
  • Acc-Num - The G/L account number.
  • V - The V.A.T. code.
  • Exc-Amount - The exclusive amount of the allocation.
  • V.A.T. - The V.A.T. amount of the allocation.
  • Details - The details of the allocation.
  • Continue allocating the transaction until fully allocated.

Receipts and Payments (CR)

These data capture routines are similar in operation and therefore I will handle them together.

As with most data capture routines you will first have to enter the Batch Details after which the following screen and fields apply:

• Transaction

  • Acc-Num - The creditor's account number.
  • Reference - The transaction reference number.
  • Date - The date of the transaction.
  • Amount - The total amount of the transaction.
  • Discount - Any settlement discount.
  • Details - The details of the transaction.
  • You might now be required to age the transaction using Ageing Transactions.

Batch Error Listing (CR)

Use this routine to print any unbalanced batches.

• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.

Transaction Audit Trail (CR)

Use this routine to print lists of transactions either by financial period or date of capture.

• Period Type - Financial or Capture.
• Starting Period - The first financial period to include in the report.
• Ending Period - The last financial period to include in the report.
• Starting Date - The from date to include in the report.
• Ending Date - The to date to include in the report.
• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.
• Totals Only - Yes or No.

Due For Payment Listing (CR)

Use this routine to produce a listing of creditor's due to be paid at a specific cut off date,

Outstanding Transactions (CR)

Use this routine to produce a report of outstanding transactions by creditor.

Age Analysis (CR)

Use this routine to produce a creditor's age analysis.

Master Listing (CR)

Use this routine to produce a creditor's master listing.

Reconciliation Statements (CR)

Use this routine to produce creditor's reconciliation statements. These statements are useful in reconciling with creditor's statements.

Remittance Advices (CR)

Use this routine to produce creditor's remittance advices.

Name and Address Labels (CR)

Use this routine to produce creditor's name and address labels.

Notes Listing (CR)

Use this routine to print any notes on the creditor's ledger accounts.

• Action Flag - Normal or Urgent.
• From Capture Date - The starting creation date.
• To Capture Date - The ending creation date.
• From Action Date - The starting action date.
• To Action Date - The ending action date.

Purchase History (CR)

Use this routine to produce a purchase history report by creditor.

Change Account Numbers (CR)

Use this routine to change account numbers.

Transaction Reallocations (CR)

Use this routine to reallocate and age transactions.

Control Record (DR)

Use this routine to create and amend the debtor's control record.

Chain Stores (DR)

Use this routine to create, amend or delete chain store records.

Business Activities (DR)

Use this routine to create, amend or delete business activity records.

Business Types (DR)

Use this routine to create, amend or delete business type records.

Areas (DR)

Use this routine to create, amend or delete area records.

Salesmen (DR)

Use this routine to create, amend or delete salesman's records.

Delivery Addresses (DR)

Use this routine to create, amend or delete delivery address records.

Messages (DR)

Use this routine to create, amend or delete message records. These records are used by Statements (DR) or Sales Document.

Masterfile Records (DR)

Use this routine to create or amend debtor's ledger account records. You can import records by selecting the Import button in which case the file to be imported must be in csv or xls format and must contain all the fields as listed below. If the Account Number field is left blank an account number will be generated using the Name field.

• Chn-Num - The chain store number.
• Acc-Num - The account number.
• Name - The account name.
• Address Line 1 - The first line of the postal address.
• Address Line 2 - The second line of the postal address.
• Address Line 3 - The second line of the postal address.
• Postal Code - The postal code.
• Telephone Number - The telephone number.
• Fax Number - The facsimile number.
• Manager - The manager's name.
• Manager Email - The manager's email address.
• Accounts - The account's contact name.
• Accounts E-mail - The account's contact email address.
• Sales Contact - The buyer's contact name.
• Sales E-mail - The buyer's contact email address.
• Date Opened - The date the account was opened.
• Date Registered - The date the account was registered.
• V.A.T. Number - The creditor's V.A.T. number.
• Delivery Code - The delivery address code.
• Area - The area code.
• Business Activity - The business activity code.
• Business Type - The business type code.
• Price Level - The price level for this account.
• Discount Percentage - The sale's discount enjoyed by this account.
• Interest Percentage - The interest charged on overdue balances.
• Referral Terms - The maximum terms, in days, before referral.
• Rejected Terms - The maximum terms, in days, before rejection.
• Credit Limit - The credit limit.
• Stop Indicator - A flag to stop all access to this account.
• Invoice Message - The code of the message to print on invoices.
• Statement Message - The code of the message to print on statements.
• Credit Rating - The accounts rating (N/G/F/B).

Recurring Charges Records (DR)

Use this routine to create recurring charges records. These are charges which occur periodically e.g. rent, levies etc.

• Header

  • Number - A sequential number of the charge record.
  • Description - The description of the charge.
  • Frequency - How often the charge is to be raised.
  • Day of the Month - When the charge must be raised.
  • Charge Account - The G/L account to be credited if integrated.
  • VAT Code - The V.A.T. code.

• Body

  • Seq - A sequential number of the entry.
  • Chn - The debtor's chain store code, if applicable.
  • Acc-Num - The debtor's account number.
  • Charge Details - A further description of the charge for the debtor.
  • Excl-Value - The exclusive value of the charge for the debtor.
  • Start - The starting period of the charge for the debtor.
  • End - The ending period of the charge for the debtor.
  • Continue entering until all applicable debtor's have been entered.

Sales, Journals and Credit Notes (CR)

These data capture routines are similar in operation and therefore I will handle them together.

As with most data capture routines you will first have to enter the Batch Details after which the following screens and fields apply:

• Transaction

  • Chn - The debtor's chain store code, if applicable.
  • Acc-Num - The debtor's account number.
  • Reference - The transaction reference number.
  • Date - The date of the transaction.
  • Amount - The total amount of the transaction.
  • Details - The details of the transaction.
  • You might now be required to age the transaction using Ageing Transactions.

• Allocation - This screen only applies if integrated with the G/L.

  • Coy - The company number.
  • Acc-Num - The G/L account number.
  • V - The V.A.T. code.
  • Exc-Amount - The exclusive amount of the allocation.
  • V.A.T. - The V.A.T. amount of the allocation.
  • Details - The details of the allocation.
  • Continue allocating the transaction until fully allocated.

Receipts (DR)

As with most data capture routines you will first have to enter the Batch Details after which the following screens and fields apply:

• Deposit

  • Reference - The deposit reference number.
  • Date - The date of the deposit.
  • Amount - The total amount of the deposit.
  • Details - The details of the deposit.

• Allocation

  • Coy - The company number.
  • Chn - The debtor's chain store code, if applicable.
  • Acc-Num - The debtor's account number.
  • Receipt - The amount for this debtor.
  • Discount - Any discount allowed.
  • You might now be required to age the transaction using Ageing Transactions.
  • Continue allocating the deposit until fully allocated.

Payments (DR)

As with most data capture routines you will first have to enter the Batch Details after which the following screen and fields apply:

• Transaction

  • Chn - The debtor's chain store code, if applicable.
  • Acc-Num - The debtor's account number.
  • Reference - The transaction reference number.
  • Date - The date of the transaction.
  • Amount - The total amount of the transaction.
  • Discount - Any settlement discount.
  • Details - The details of the transaction.
  • You might now be required to age the transaction using Ageing Transactions.

Recurring Charges (DR)

Use this routine to raise recurring charges as created using Recurring Charges Records (DR).

As with most data capture routines you will first have to enter the Batch Details after which the following screen and fields apply:

• Frequency - The frequency of the charges to be raised.
• All Charges - Whether or not all charges for the selected frequency must be raised.
• 2nd Reference - A second reference number for the charges.

If you selected No to All Charges a list of available charges will be displayed and you will able to mark the ones to raise.

Chain Stores Listing (DR)

Use this routine to produce a listing of chain stores.

Areas Listing (DR)

Use this routine to produce a listing of areas.

Salesmen Listing (DR)

Use this routine to produce a listing of salesmen.

Delivery Address Listing (DR)

Use this routine to produce a listing of delivery addresses.

Messages Listing (DR)

Use this routine to produce a listing of invoice and statement messages.

Batch Error Listing (DR)

Use this routine to print any unbalanced batches.

• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.

Transaction Audit Trail (DR)

Use this routine to print lists of transactions either by financial period or date of capture.

• Period Type - Financial or Capture.
• Starting Period - The first financial period to include in the report.
• Ending Period - The last financial period to include in the report.
• Starting Date - The from date to include in the report.
• Ending Date - The to date to include in the report.
• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.
• Totals Only - Yes or No.

Due for Payment Listing (DR)

Use this routine to produce a listing of debtor's due to pay at a specific cut off date,

Outstanding Transactions (DR)

Use this routine to produce a report of outstanding transactions by debtor.

Age Analysis (DR)

Use this routine to produce a debtor's age analysis.

Master Listing (DR)

Use this routine to produce a debtor's master listing.

Statements (DR)

Use this routine to produce debtor's statements.

Name and Address Labels (DR)

Use this routine to produce debtor's name and address labels.

Notes Listing (DR)

Use this routine to print any notes on the debtor's ledger accounts.

• Action Flag - Normal or Urgent.
• From Capture Date - The starting creation date.
• To Capture Date - The ending creation date.
• From Action Date - The starting action date.
• To Action Date - The ending action date.

Sales History (DR)

Use this routine to produce a sales history report by debtor.

Change Account Numbers (DR)

Use this routine to change account numbers.

Transaction Reallocations (DR)

Use this routine to reallocate and age transactions.

Control Record (ST)

Use this routine to create and amend the store's control record.

Units of Issue (ST)

Use this routine to create, amend and delete units of issue records.

Product Groups (ST)

Use this routine to create, amend and delete product group records.

Locations (ST)

Use this routine to create, amend and delete location records.

Masterfile Records (ST)

Use this routine to create, amend and delete store's ledger records.

Selling Prices (ST)

Use this routine to create and amend product selling prices.

Purchase Orders - Place (ST)

Use this routine to place purchase orders against suppliers.

Purchase Orders - Receive (ST)

Use this routine to receive purchase orders from suppliers.

Goods Received Notes (ST)

Use this routine to receive goods into stock without purchase orders.

Issues to General Ledger (ST)

Use this routine to issue stock directly to general ledger accounts.

Location Transfers (ST)

Use this routine to transfer stock from one location to another.

Stock Take Report (ST)

Use this routine to produce a stock take report. This report is used to facilitate counting physical stock.

Stock Take Returns (ST)

Use this routine to enter physical stock count quantities.

Stock Take Variance Report (ST)

Use this routine to produce a report of variances between the stock in the ledger as opposed to the stock counted.

Stock Take Merge (ST)

Use this routine to create adjustments to the stock records to bring them in line with the actual stock counted.

Units Of Issue Listing (ST)

Use this routine to produce a list of all units of issue.

Product Groups Listing (ST)

Use this routine to produce a list of all product groups.

Locations Listing (ST)

Use this routine to produce a list of all locations.

Batch Error Listing (ST)

Use this routine to print any unbalanced batches.

• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.

Transaction Audit Trail (ST)

Use this routine to print lists of transactions either by financial period or date of capture.

• Period Type - Financial or Capture.
• Starting Period - The first financial period to include in the report.
• Ending Period - The last financial period to include in the report.
• Starting Date - The from date to include in the report.
• Ending Date - The to date to include in the report.
• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.
• Totals Only - Yes or No.

Selling And Cost Price Listing (ST)

Use this routine to produce a list of selected products' cost and selling prices.

Master Code List (ST)

Use this routine to to produce a master list of products.

Stock Movements (ST)

Use this routine to produce a report of selected products' movements.

Purchase Orders (ST)

Use this routine to produce a report of purchase orders.

Stock On Hand (ST)

Use this routine to produce a stock on hand report.

Stock Accounts (ST)

Use this routine to produce product statements showing opening balances and movements.

Notes Listing (ST)

Use this routine to print any notes on the store's ledger accounts.

• Action Flag - Normal or Urgent.
• From Capture Date - The starting creation date.
• To Capture Date - The ending creation date.
• From Action Date - The starting action date.
• To Action Date - The ending action date.

Price Tags (ST)

Use this routine to produce price tags for products.

Change Product Codes (ST)

Use this routine to change product codes.

Revalue Stock Records (ST)

Use this routine to revalue stock records by average or last cost. It also provides for the zeroing of items with negative balances.

Control Record (SI)

Use this routine to create or amend the sales invoicing control record.

• Address - Which address to put on the sales documents.
• Delivery Notes - Whether to print delivery notes.
• Print Values - Whether to include values on delivery notes.

Sales By Product (SI)

Use this routine to produce a sales by product report.

Period Sales By Product (SI)

Use this routine to sales by product by period report.

Product Sales History (SI)

Use this routine to produce a product sales history report.

Sales By Customer By Product (SI)

Use this routine to produce a product sales by customer report.

Sales By Salesman (SI)

Use this routine to produce a product sales by salesman report.

Salesman's Sales History (SI)

Use this routine to produce a salesman's sales history report.

Date and Printer Selection

• Document Date - This is the actual date of the invoices.
• Delivery Notes - Whether or not to print delivery notes.
• Print Choice - Select whether to print, view or simply store the invoices without printing.
• Printer Name - If printing was selected, this is the printer to use.
• E-Mail - Whether to email the invoices. This will be dependent on a valid email address on the debtor's record as well as a valid SMTP Server in the System Record Maintenance.

Sales Document

• Type - The document type.

• Mode - The mode of payment. Cash invoices will automatically be debited to a debtor's account CASHSLS.

• Acc-Num - The account code for account mode.

• Rep - The salesman's code.

• Level - The price level for this customer. It will default to whatever is on the debtor's masterfile.

• Grp - The product group.

• Product-Code - The product code.

• Description - The product description and or details.

• L - The location from which this item is being sold from.

• Quantity - The quantity being sold.

• V - The value added tax code.

• Price - The inclusive or exclusive selling price depending on the method.

• Dis-% - The trade discount percentage.

• Value - The value of the sale. This is a display field only.

• Available Buttons

  • Cancel - This button is for cancelling the current invoice.
  • DelAdd - This button is for entering a delivery address.
  • Ribbon - This button is for entering the ribbon line.
  • Messag - This button is for including an invoice message.
  • Edit - This button is for editing document lines.
  • Reprint - This button is for reprinting documents.
  • DrsMaint - This button is for creating new debtor's accounts.
  • DrsQuery - This button is for interrogating a debtor.
  • StrMaint - This button is for creating new store's accounts.
  • StrQuery - This button is for interrogating a stores item.
  • Exit - To exit the sales routine.
  • Accept - This button is to accept and complete the document.

Control Record (AR)

Use this routine to create an asset's register control record.

• G/L Integration - Yes to integrate else No.
• Receiver Dep - Yes to have separate depreciation rates for the receiver.

Depreciation Codes (AR)

Use this routine to create asset's register depreciation codes.

• Code - Enter a code which can be up to 3 alphanumeric characters.

• Description - Enter a description for the depreciation type.

• Type - Select the type of depreciation, straight line or diminishing balance, for company and receiver, if applicable.

• Rates - Enter the depreciation rates for company and receiver, if applicable, as follows:

  • Year 1 - The first year's rate
  • Years 2-7 - The following year's rates if applicable

Group Records (AR)

Use this routine to create group records as follows:

• Asset Group - Enter a code which can be up to 3 alphanumeric characters.

• Description - Enter a description for the group.

• Depreciation Code - Enter a depreciation code, as created in Depreciation Codes (AR) above, for the group.

• If integrated with general ledger you must enter the following account numbers:

  • Asset Account - This is the B/S Asset Account.
  • Accum Account - This is the B/S Accumulated Depreciation Account.
  • Expense Account - This is the P&L Depreciation Expense Account.

Masterfile Records

Use this routine to edit an asset's description or depreciation code.

• Group - Enter the asset group.
• Code - Enter the asset code.
• Description - Enter the asset description.
• Depreciation Code - Enter the asset depreciation code.

Opening Balances (AR)

Use this routine to capture all existing assets.

• Take-on Date - This would normally be the end of the previous financial period but must always be the last day of the month otherwise there will be problems when the next depreciation run is made.

• You can now either import a csv or xls file, in the correct format, by clicking on the Import File button or capture the assets manually.

  • GRP - Enter the asset group as created in Group Records (AR).
  • Cod-Num - Enter the asset code or number which can be up to 7 alphanumeric characters.
  • Description - Enter the description of the asset.
  • Dep - Enter the depreciation code to be applied to this asset. It will default to the group depreciation code but can also be a different one.
  • Purch-Date - Enter the original date of purchase of the asset.
  • Cost - Enter the total cost of the asset including any improvements and write-offs.
  • Coy-Dep - Enter the total company depreciation up to the take-on date,
  • Rec-Dep - Enter the total receiver depreciation, if applicable, up to the take-on date.

Payments, Receipts and Journal Entries

Use these routines to capture all asset movements as and when required. In addition, if integrated with the G/L, assets can also be captured while capturing Payments and Receipts by allocating to the asset account as entered in Group Records (AR).

Depreciation

Use this routine to raise depreciation, as and when required.

• Cut-off Period - Enter the last month period to take into account. Once you have confirmed the cut-off period the system will automatically determine the last period for which depreciation has been raised and then raise depreciation for each following month up to the cut-off period.

Groups Listing

Use this routine to produce a report of all asset groups.

Batch Error Listing (AR)

Use this routine to print any unbalanced batches.

• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.

Transaction Audit Trail (AR)

Use this routine to print lists of transactions either by financial period or date of capture.

• Starting Period - The first financial period to include in the report.
• Ending Period - The last financial period to include in the report.
• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.
• Totals Only - Yes or No.

Asset Statements

Use this routine to produce asset statements.

• Start Period - The starting period.
• End Period - The ending period.
• Product Group - The asset group or blank for all.
• Asset per Page - Whether or not to start each asset on a new page.

Asset Register

Use this routine to print an asset register.

• Cut-Off Period - The last month period to take into account.
• Report Type - If applicable select either Company or Receiver.
• Asset Group - Select an asset group or leave blank for all groups.
• Ignore Zero Items - Select Yes to ignore all items sold or written off.

Notes Listing (AR)

Use this routine to print any notes on the asset records.

• Action Flag - Normal or Urgent.
• From Capture Date - The starting creation date.
• To Capture Date - The ending creation date.
• From Action Date - The starting action date.
• To Action Date - The ending action date.

Control Record (RB)

This routine is used to create or amend a member's ledger control record.

• G/L Integration - Whether or not to integrate with the general ledger.
• Last Month End - The date of the last month end.

Premises Records (RB)

This routine is used to create or amend premises records.

• Premises Code - A 7 character alphanumeric code.
• Description - The description of the premises.
• Address Line 1-3 - The address of the premises.
• Postal Code - The postal code.
• Rental Account - If integrated with the general ledger this would be the control account.
• Income Account - If integrated with the general ledger this would be the account to be credited with rentals raised.

Masterfile Records (RB)

This routine is used to create or amend tenants records.

• Premises Code - The premises code being rented.
• Account - A 7 character alphanumeric code for the tenant.
• Tenant Name - The name of the tenant.
• Address Line 1-3 - The postal address of the tenant.
• Postal Code - The postal code.
• Telephone Number - The tenant's telephone number.
• E-Mail Number - The tenant's email address.
• VAT Indicator - The V.A.T. code.
• VAT Number - The tenant's V.A.T. number, if applicable.
• Payment Frequency - The frequency of rental payments.
• Start Date - The starting date of the lease.
• Number of Periods - The number of payment periods to run.
• Rental Amount - The period rental amount, V.A.T. exclusive.
• Status - The status of the lease.

Control Record (WG)

Use this routine to create and amend the salary's and wage's control record.

Branch Records (WG)

Use this routine to create and amend the salary's and wage's branch records.

Department Records (WG)

Use this routine to create and amend the salary's and wage's department records.

Receiver Codes (WG)

Use this routine to create and amend the salary's and wage's receiver of revenue irp5 records.

Earning and Deduction Codes (WG)

Use this routine to create and amend the salary's and wage's earnings and deduction records.

The following fields need more explanation:

• Type - E for Earning and D for Deduction.

• Code - The code's number. Certain earning codes are fixed i.e.

  • 1 for Normal Pay
  • 2-5 for Overtime Pay

• Description - The code's description.

• Type - The type of code.

  • Variable - If the code is a fixed rate for all employees
  • Fixed - If the code is different for each employee

• Employee Portion - Amount if the portion is a monetary value or Rate if the portion is a rate.

  • Base - If you have indicated that the portion is a rate, you must now indicate the code of the base of the calculation, as follows:

    • 1 - X * Normal Rate of Pay * Factor

    • 2 - Normal Pay * Factor

    • 3 - Normal Pay * Factor / 100

    • 4 - X * Daily Rate of Pay * Factor

    • 5 - X * Hourly Rate of Pay * Factor

    • 6 - U.I.F. Pay * Factor

      Where: + X refers to a data captured period e.g. hours or days. + * indicates multiplication. + / indicates division + Factor refers to the 'Amount' field below.

    • Amount - The actual amount or rate to be used in the calculations.

    • Limit - The maximum amount allowed e.g. U.I.F. - 116.62.

    • GL/Cono - The General Ledger company number to be updated. This will take preference to the general ledger company number in the department record.

    • GL/Acno - The general ledger account number to be updated. This will take preference to the general ledger account number in the department record.

• Earnings Type - Salary if the earning is a salary amount or Commission if the earning is a commission amount.

• Employer Portion - These are the same as for employee portion above.

• Tax Code - Indicates whether the earning is taxable or not and if so what type of to apply as follows:

  • Yes - If the earning is taxable.
  • No - If the earning is not taxable
  • Notional - If the earning is only used in calculating the tax amount and is NOT in fact paid out as a salary
  • One Time - If the earning is a One time payment and must be annualised, e.g. an annual bonus
  • Retrench - If the earning is in respect of a retrenchment package.

• Tax Portion - If taxable or tax deductible, the portion to be taxed.

  The following fields need more explanation:

• Rec Of Rev Code - This is the code assigned by the receiver of revenue for this type of earning or deduction.

• Union Report - Indicates whether the deduction must be included in a union report.

• Must Pay - Indicates whether the deduction must be made irrespective of what the period earnings are.

• Balance Number - This is used for a finite deduction e.g. If you want to deduct a total garnishee order of R1000 at a rate of R100 per month you would create a 'Garnishee' deduction record and enter a 1, 2 or 3 in this field. You would then edit the employee's record and under 'Balances' you would enter R1000 in the corresponding balance field. This deduction of R100 would then continue automatically until the full R1000 rand was deducted.

• Hourly Limit - Indicates that a deduction is only applicable if the number of normal hours worked in a period, is less than or equal to the amount in this field.

• Monthly Deduction - Indicates whether the deduction is to be deducted only once a month in the case of weekly or fortnightly paid employees.

Union Records (WG)

Use this routine to create and amend the salary's and wage's union records.

Payslip Messages (WG)

Use this routine to create and amend the salary's and wage's payslip message records.

Employee Masterfile (WG)

Use this routine to create, amend or delete employee masterfile records.

• General
• Tax
• Bank
• Earnings
• Deductions

Clock Cards (WG)

Use this routine to capture daily, weekly or monthly clock cards.

Payslips (WG)

Use this routine to create weekly, fortnightly or monthly payslips.

Integration (WG)

Use this routine to generate journal entries.

Terminations (WG)

Use this routine to capture employee terminations.

Loans Masterfile

Use this routine to amend loan records.

New Loans

Use this routine to capture new or existing loans.

• EmpNo - The employee number.
• Ln - This is automatically generated.
• Description - The description of the loan e.g. Study Loan
• Date - The date of the loan.
• Ref-No - The reference number of the loan.
• Cde - The salaries deduction code to use for repayments.
• Intr-% - The rate of interest to be charged on the loan.
• Loan-Amt - The capital amount of the loan.
• Ded-Amt - The amount to be deducted from earnings to repay the loan.

Movements

Use this routine to capture movements to existing loans.

• EmpNo - The employee number.

• Lon - The loan number which was generated when creating a new loan.

• Trans-Date - The movement date.

• T - The type of movement as follows:

  • 1 Interest Adjustment
  • 3 Further Advance
  • 4 Loan Repayment
  • 5 Loan Adjustment

• Reference - The reference number of the movement.

• Intr-% - The new rate of interest to be charged on the loan.

• Interest - The interest adjustment, if type 1.

• Amount - The loan amount for types 3, 4 and 5.

• Deduct - The new amount to be deducted from earnings to repay the loan.

Raise Interest

Use this routine to raise interest on loans.

• Transaction Date - The date on which the interest must be raised.

Batch Error Listing (SL)

Use this routine to print any unbalanced batches.

• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.

Transaction Audit Trail (SL)

Use this routine to print lists of transactions either by financial period or date of capture.

• Starting Period - The first financial period to include in the report.
• Ending Period - The last financial period to include in the report.
• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.
• Totals Only - Yes or No.

Master Listing

Use this routine to list all existing loans.

• Sort Order - Select whether to sort by Number or Name.
• Ignore Zero Balances - Select whether to exclude repaid loans.

Statements

Use this routine to print loan statements as follows:

• Start Date - Only include loans issued on or after this date.
• Last Date - Only include loans issued on or before this date.
• Whole File - Include all loans in the selected period or individuals.
• Ignore Paid Ups - Select whether to exclude repaid loans.

Control Record (ML)

This routine is used to create or amend a member's ledger control record.

• G/L Integration - Whether or not to integrate with the general ledger.
• Bonus Days - The number of days leeway for for raising charges.
• Last Month End - The date the last month end was performed.
• Photo's Path - Where the members photographs are stored.
• Access Control - Whether or not to integrate with an access control system.
• Access Host - The name of the server running the system.
• Access Database - The database name of the system.
• Access Username - The user's name to access the system.
• Access Password - The user's password to access the system.

Category Records

This routine is used to create or amend membership category records.

• Category Type - Select the type of category record.

• Code - A numeric code for the category.

• Description - The category's description.

• Report Group - This is used for sports categories only and is a method to groups various categories together for reporting purposes.

• Frequency - How often the fee must be repeated.

• Limits - The following three conditions determine when a member's category might change.

  • Age Limit - The maximum age limit for the category or 0 for none.
  • And Mship - The number of years membership the age limit also depends on or 0 for none.
  • Or Mship - Or the number of years membership which qualifies or 0 for none.

• Next Code - The category code the member will progress to when the various limits have been attained.

• G/L Account Number - If integrated with the general ledger, the account to be credited with the charges raised.

• Effective Date - The date the following rates become effective. Every time a new date is entered a new record is created.

• Penalty Rate - The rate that penalties will be charged on overdue fees.

• Pro-Rata - Whether or not the fees are to be pro-rata'd based on months till anniversary. This can be either No, the number of months to skip or Manual.

• Month 1-12 - The V.A.T. inclusive fee to be raised. In the case of manual pro-rata, you must calculate the various splits manually.

Message Records

Use this routine to create, amend or delete message records. These records are used by Statements (ML).

Contact Records

Use this routine to create, amend or delete message records. These records are used to parametrise the contact details of members.

• Code - Numeric code.
• Contact Type (E,F,M,T) - The type of contact code i.e. E-mail, Fax, Mobile or Telephone.
• Contact Description - The description on the contact code.

Invoices

For each invoice enter the following fields:

• Mem-No - The membership number.
• Reference - The invoice number.
• Date - The date of the invoice.
• Amount - The inclusive total of the invoice.

If not integrated with the general ledger enter these two additional fields:

• V - The applicable V.A.T. code.
• V.A.T. - The applicable V.A.T. amount.

Then enter:

• Details - The detail summary of the invoice.

If integrated with the general ledger enter these additional fields, on the next frame, for all allocations of the total amount.

• Acc-Num - The general ledger account number to allocate an amount to.
• V - The applicable V.A.T. code.
• All-Amt - The exclusive amount to be allocated to this account.
• Details - The details of this allocation.

Payments

For each payment enter the following fields:

• Mem-No - The membership number.
• Reference - The payment number.
• Date - The date of the payment.
• Amount - The amount of the payment.
• Discount - The discount amount.
• Details - The details of the payment.
• Age the payment using Ageing Transactions.

Journals

For each journal enter enter all fields as per Invoices above except that you will have to age the journal using Ageing Transactions after the first Details field.

Credit Note's

For each credit note enter all fields as per Invoices above except that you will have to age the credit note using Ageing Transactions after the first Details field.

Receipts

For each receipt or deposit slip enter the following:

• Reference - The receipt or deposit slip number.
• Date - The date of the receipt or deposit.
• Amount - The total amount of the receipt or deposit.
• Details - The details of the receipt or deposit.

For each receipt enter the following until the total of the receipt or deposit has been captured.

• Mem-No - The membership number.
• Receipt - The receipt amount for this member.
• Discount - The discount amount for this member.
• Age the receipt using Ageing Transactions.

Batch Error Listing (ML)

Use this routine to print any unbalanced batches.

• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.

Transaction Audit Trail (ML)

Use this routine to print lists of transactions either by financial period or date of capture.

• Period Type - Financial or Capture.
• Starting Period - The first financial period to include in the report.
• Ending Period - The last financial period to include in the report.
• Starting Date - The from date to include in the report.
• Ending Date - The to date to include in the report.
• Type - The transaction type or 0 for all.
• Batch-Number - The batch number or blank for all.
• Totals Only - Yes or No.

Age Analysis

Use this routine to print an aged analysis of all member's accounts.

• Cut Off Period - The last period to include in the report.
• Status - The member's status to filter the report.
• Category - The membership category to further filter the report.
• Code - The category code, 0 for all, to further filter the report.
• Totals Only - Yes or No.
• Sort Order - Sort by membership number or surname.
• First Member Number - To only print a selected range of members.
• Last Member Number - To only print a selected range of members.
• Lower Balance Limit - To exclude all members whose outstanding balance is less than this amount.
• Include Credit Balances - Whether to include members with credit balances.
• Ignore Zero Balances - Whether to include members with zero balances.

Statements (ML)

Use this routine to print or email member's statements.

• Status - The membership status to filter the report.
• Whole File - Select to print all statements, a range of statements, individual statements, statements without email addresses or statements with email addresses only.
• Member Start - If printing a range enter the starting membership number.
• End - If printing a range enter the ending membership number.
• Zero Balances - Whether to print statements for paid up accounts.
• Minus Balances - Whether to print statements for accounts in credit.
• Message Number - The number of a message to print on the statement.
• Statement Date - The date of the statement, normally the end of a month.
• Sort Order - Sort by membership number or surname.

Notes Listing (ML)

Use this routine to print any notes on the member's ledger accounts.

• Action Flag - Normal or Urgent.
• From Capture Date - The starting creation date.
• To Capture Date - The ending creation date.
• From Action Date - The starting action date.
• To Action Date - The ending action date.

Category Changes

Use this report to print any membership category changes.

• Report Type - Actual or pending changes.
• Starting Date - The starting date of the changes.
• Ending Date - The ending date of the changes.
• Change Type - The type of change to print or all.
• Category - The membership category to print or all.
• Code - The code of the selected category or all.

Master Report

Use this report to print a selective master list of members.

• Report Date - The date of the report.
• Status - The member's status to filter the report.
• Category - The membership category to further filter the report.
• Report Group - The report group for sports categories.
• Code - The category code, 0 for all if no report group specified, to further filter the report.
• Gender - All, male or female.
• Sort Order - Sort by membership number or surname.
• From Entry - Include members who joined on or after this date.
• To Entry - Include members who joined on or before this date.
• From Status - If a status was selected include members who's status was effective on or after this date.
• To Status - If a status was selected include members who's status was effective on or before this date.
• Once you have selected the output options you will be able to select what data you would like on your report.

Suspension Report

Use this report to print a list of potential suspensions due to non payment.

• Sort Order - Sort by membership number or surname.
• Include Pay Plan - Include members who have arranged terms.

Update Details Request

Use this report to email requests to all members to update their details.

• Category - The membership category to further filter the report.
• Code - The category code, 0 for all.
• First Member Number - To only print a selected range of members.
• Last Member Number - To only print a selected range of members.

Birthday Report

Use this report to print a list of members whose birthday falls between two dates.

• Category - The membership category to further filter the report.
• Code - The category code, 0 for all.
• Sort Order - Sort by membership number or surname.
• From Date - Include members who's birthday is on or after this date.
• To Date - Include members who's birthday is on or before this date.

Name and Address Labels

Use this report to print name and address labels.

• Status - The member's status to filter the report.
• Category - The membership category to further filter the report.
• Code - The category code, 0 for all.
• Sort Order - Sort by membership number or surname or postal code.
• Avery A4 Code - The Avery code for the label being used. At this stage only L7159, (3x8), is supported.
• First Label Position - The first available blank label, 1-24.

Transaction Reallocations

Synchronise Access Control

New Records

Click on the New button to create a new member's record and then enter all relevant fields on all the available pages:

• Personal
• Addresses
• Contacts
• Categories
• Links

Once all available data has been entered click on the Update button to create the new record or the Reset button to exit without creating the record.

Edit Records

Enter a valid membership number followed by the Enter key. All details of the member will be displayed. Click on the Edit button to edit the member's record. Once all details have been altered click on the Update button to update the record or the Reset button to exit without updating the record.

Player's Maintenance (CC)

Use this routine to create, delete or amend player's records. Most of the fields are self explanatory with the exception of:

• Code - The player's number or zero for the next available number.
• Club Code - The player's club number or zero for the next available number in which case you must enter the name of the club.

Competition Types

Use this routine to create competition type records as follows:

• Type Code - zero for the next number else an existing number. To see existing types press the F1 key.
• Description - The competition description.
• Number of Games - The total number of games comprising the competition.
• Number of Ends per Game - The number of ends to be completed in a game.
• Groups - Whether or not the teams must be split into different groups. If grouping is not going to occur continue with Skins below.
• Group After Game - Select the game after which the grouping is to take place.
• Adjust Scores - Whether or not the scores are to be adjusted.
• Expunge Games - Which games, if any, must be expunged i.e. cleared. The games must be comma separated e.g. 1,2
• Retain Percentage - What percentage of the shots of the games, not expunged, must be retained when split into groups.
• Skins - Whether or not to have skins.
• Number of Ends per Skin - If skins were selected then enter the number of games per skin.
• Points per End - Number of points per end won.
• Points per Skin - If skins were selected then enter the number of points allocated per skin.
• Points per Game - Number of points for the game.
• Bonus Points - Whether to allocated a bonus point.
• Win by More Than - If bonus points are allocated enter the number of points which the winning margin must be more than.
• Lose by Less Than - If bonus points are allocated enter the number of points which the losing margin be less than.

Capture Entries

Use this routine to capture entries in a competition as follows:

• Competition Code - The relevant competition number or zero for the next available number.
• Competition Name - The name of the competition.
• Date - The starting date of the competition.
• Type - The competition type as created in Competition Types.
• Skips - Enter the skip's codes as created in Player's Maintenance (CC) or you can enter new player's details as per Player's Maintenance (CC).
• Paid - Whether or not the skip has paid.

Print Match Cards

Use this routine to create a draw and to print match cards as follows:

• Competition Code - The relevant competition code.
• Game Number - The relevant game number.
• Game Date - The date of the game.
• Number of Groups - The number of groups, if applicable, to split the players into.
• Greens - The greens to be used, comma separated e.g. A,B,C
• Print Cards - Whether or not to print score cards.
• All Cards - If cards were selected to be printed, whether to print all cards or only a select few.
• Output - Whether to first view the reports or simply print them.
• Printer Name - The printer to use for printing.

Print Cards Summary

Use this routine to print a summary of all draws to date.

Change Match Cards

Use this routine to change individual match cards. After changing the cards you must reprint them as per Print Match Cards. Please note that to only reprint certain cards you must select All Cards No.

• Competition Code - The relevant competition code.

• Game Number - The relevant game number.

• Greens - The available greens comma separated e.g. A,B,C

  • SKC - The skip's code.
  • OPP - The opposition's code.
  • GR - The rink number e.g. A1

Capture Results

Use this routine to capture completed matches as follows:

• Competition Code - The relevant competition code.

• Game Number - The relevant game number.

  • SKC - The skip's code.
  • SF - Shots scored by the skip's side.
  • Pnts - Points scored by the skip's side.
  • OPP - The opposition's code.
  • SA - Shots scored by the opposing side.
  • Pnts - Points scored by the opposing side.

Print Game Results

Use this routine to print game results as follows:

• Competition Code - The relevant competition code.
• Game Number - The relevant game number.

Print Match Results

Use this routine to print the match results as follows:

• Competition Code - The relevant competition code.
• Last Game - The last game to take into account.

League Formats

Use this routine to create league format records e.g. Flag or Muter.

• Format Code - The applicable format code. A zero code will automatically select the next available code.
• Description - The description of the format.
• Logo - The applicable logo image file of the sponsor.

Player's Maintenance (LS)

Use this routine to create or amend player's details.

• Player's Code - The applicable player's code. A zero code will automatically select the next available code.
• Player's Surname - The player's surname.
• Player's Names - The player's first names.
• BSA Number - The player's Bowls South Africa number.

Side's Maintenance

Use this routine to create or amend side records. These are sides as entered in the league e.g. WPCC A or WPCC B.

• Format Code - The applicable league format code as created using League Formats.
• Side Code - The applicable side code. A zero code will automatically select the next available code.
• Description - The description of the side e.g. WPCC A
• League - Select whether this side is playing in the Main or Friendly league.
• Division - The division that the side is playing in e.g. PR, 1A etc.
• Number of Teams - The number of teams in the side.
• Active Flag - Whether or not this side is still active. If a team gets relegated or promoted it must be made inactive and a new side must be created. An inactive side can be made active again in the future if it once again becomes applicable.

Capture Selections

Use this routine to capture team selections as follows:

• Format Code - The applicable league format code as created using League Formats.

• Match Date - YYYYMMDD.

• Side Code - The applicable side code. If no sides have as yet been entered enter a zero and create a side code as follows:

  • Side Description - The description on the side.
  • League (M/F) - Main or Friendly league.
  • Side Division - The division of the side. PR for the premier side and 1A, 1B, 2A etc
  • Number of Teams - The number of teams in the side.

• Opposition Code - The applicable opposition side code. If the opponent's record has not yet been captured enter a zero and create the opposition's side code as follows:

  • Club Code - Enter an existing club code or zero for a new club.
  • Club Name - Enter the club's name if it is a new club.
  • Side Name - Enter the opposition side's name e.g. WPCC A or WPCC B

• Venue (H/A) - Enter whether the match is being played at Home or Away.

• Meeting Time - The time the side must meet at the club on the day of the match.

• Captain Code - The player code of the captain. If this is a new player or person enter 0 and create a new code as follows:

  • Players Surname - Enter the player's surname.
  • Players Names - Enter the player's first names.
  • BSA Number - Enter the player's BSA Number.

• Enter the teams as follows:

  • Skp - The player code of the skip. If this is a new player enter 0 and create a new player's code as described above.
  • Plr - The player code of the next team member. If this is a new player enter 0 and create a new player's code as described in above.

• When all sides have been entered press the Esc key twice to exit. You will then be asked whether or not you would like to View or Print the Selections. If Yes continue as follows:

  • Output - Select the type of output.
  • E-Mail Report - Select whether to email the forms.
  • E-Mail Address - The email address(es), comma separated, to email the forms to.

Assessment Forms

Use this routine to print assessment forms as follows:

• Format Code - The applicable league format code.
• Match Date - Enter the match date to print.
• Number of Forms - Enter the number of forms to print per team, 1 or 4.

Declaration Forms

Use this routine to print declaration forms as follows:

• Format Code - The applicable league format code.
• Match Date - Enter the match date to print.

Capture Assessments

Use this routine to capture completed assessment forms as follows:

• Format Code - The applicable league format code.

• Match Date - Enter the match date to capture.

• Number of Forms - The number of forms per team.

• For each completed form enter the following.

  • Skp - The skip's code.
  • Plr - If capturing 4 forms per team enter the player's code.
  • SF - The number of shots the team scored.
  • SA - The number of shots the opposition scored.
  • 1 - The skip's rating.
  • 2 - The third's rating.
  • 3 - The second's rating.
  • 4 - The lead's rating.
  • Remarks - Any remarks.

Match Assessment Report

Use this routine to print a match assessment reports as follows:

• Format Code - The applicable league format code.
• Match Date - Enter the match date to print.

Assessment Summary

Use this routine to print an assessment summary as follows:

• Format Code - The applicable league format code.
• First Round Date - Enter the date that the first round of the season was played.

Clear History

Use this routine to erase all previous selection data as well as selectively erasing player and opponent details. Please ensure that you have a backup before selecting this routine as there is no going back.

• Clear Players - Select whether or not to also erase all player's details.
• Clear Opponents - Select whether or not to also erase all opponent's details.