Section Ten
Options and Tools
General Description
The Options and Tools Menu
System Options Menu
Authority Codes
Auto Inventory Update
Costing and Rates
George's Helpful Tips
Date Format
Single Disk Backup
Tax Accounting Format
Default Job type
Business Logos
Lock and Unlock Records
Printer Setup
Registering GEORGE the BOOKKEEPER
General Description
The Options and Tools module is used to perform the housekeeping functions
of your bookkeeping system as well as offering some business utilities.
The System Options button allows you to set various options such as
the separate Authority Codes for management and users, the
Costing and Rates values as well as control of the GEORGE Helpful Tips messaging system.
You can set your Business Logos, which are printed on all documentation for the client.
A option to Lock and Unlock records is also available.
Printer setup and the Registration of your Business is also performed from this menu.
The Options
and Tools Menu
Screen Presentation of the Option and Tools Menu
The System Options Menu
The System Options button allows you to
Set the Authority Codes used for accessing data and functions for both the user and the management levels.
The selecting of automatic stock level adjustment for both Jobs and Sales as well as Stock Purchases.
The set up the cost of your Labour, Payment Terms and Warranty Period as well as other options.
(See later in this section under Costing and Rates).
The GEORGE's Helpful Tips Messaging system is turned on and off from this menu.
The date format used in all transactions where a date is used.
The backup data disk options are all set here.
The Tax Accounting format used to report tax to the Tax Office is selected from either a Cash or Accrual system.
The Default Job Type is also set here.
Screen Presentation of the Set System Options Menu
Authority Codes
Selecting Authority Codes at the Set System Options menu will prompt
you to enter an authority code.
You may enter either the User or the Management Codes and the program
will then give you access to change the entered code.
Only the management code can be used to change the management code
to a new value of any combination of alpha and numeric characters in either
lowercase or uppercase.
The codes must be at least four characters in length up to a maximum
of twenty characters.
The management code has unlimited access to all data and functions
whereas the user code is limited to normal operations only.
If you do not log on to the system, you will be prompted for the Authority Code type required to access the selected
function.
If an invalid code is typed, then a message is displayed with an audible warning.
The management code or the user code can be used to change the user
code to a new value of any combination of alpha and numeric characters
in lowercase or uppercase with the same rules for length, as above.
When the program is shipped the codes are preset with the user code
set to "user" and the management code set to "manage".
If a typing error is made whilst entering the code then use the Backspace
key to delete the last character typed.
Note : The preset values are in "lowercase" as
opposed to "UPPERCASE" text.
You can have a mixture of either case in your codes.
Auto Inventory
Update
The Auto Inventory Update is used to link Jobs and Sales and Stock
Purchases to the Inventory by adjusting stock levels as you buy, sell and
use stock and parts. You can choose to link either or both Jobs and Sales
and Stock Purchases.
Screen Presentation of Auto Inventory Update Menu
Costing and Rates
This option is used to set values that GEORGE the BOOKKEEPER uses when costing
jobs.
You can set the values of the following parameters.
Screen Presentation of Costing and Rates Menu
Labour Charge per Hour :
This is the cost per hour of labour for repairs and general work.
The default value is $25.
The smallest value that you can set is $0.01 with anything less entered becoming zero.
Contract Labour Charge per Hour :
This is the cost per hour of labour when subject to a contacted period.
The default value is $20.
The smallest value that you can set is $0.01 with anything less entered becoming zero.
Installation Labour Rate :
This is the cost per hour of installation labour.
The default value is $15.
The smallest value that you can set is $0.01 with anything less entered becoming zero.
Minimum Labour Hours :
This is the minimum time of labour charged to a job.
If you are changing a job's details and the labour entered is less than this amount then the time is set to this minimum.
The default value is set to 0.5 hour.
The smallest value that you can set is 0.1hr with anything less entered becoming zero.
Service Call Cost :
This is the amount of a service call charged to the client.
The smallest value that you can set is $0.01 with anything less entered becoming zero.
Quotation Cost :
This is the charge to your clients for you to produce a quotation on a job.
The default cost is $10 and the client is automatically invoiced this amount if they do not accept to proceed with the job.
The smallest value that you can set is $0.01 with anything less entered becoming zero.
Quote Valid Time:
This is the time that a quote will remain valid.
The default value is 30 days.
The smallest value that you can set is 1 day.
Payment Terms :
This is the amount of days for clients with no account to pay an invoice.
It is printed on the remittance advice.
The default value is 7 days.
The smallest value that you can set is Zero.
When Zero the message "Goods must be fully paid before collection" is printed on the invoice.
Guarantee on Repairs :
This is the time that you guarantee your repair work and goods sold to the client.
The default value is set at 30 days.
The smallest value that you can set is 1 day.
Guarantee on Sales :
This is the time that you guarantee your repair work and goods sold to the client.
The default value is set at 90 days.
The smallest value that you can set is 1 day.
Guarantee on Installations :
This is the time that you guarantee your repair work and goods sold to the client.
The default value is set at 365 days.
The smallest value that you can set is 1 day.
GST Tax Rate on Total Cost :
This is the GST tax rate on the total cost of the job or sale.
This is automatically calculated when producing an invoice or quote.
The default value is 0%.
The smallest value that you can set is 0.1% with anything less entered becoming zero.
Input Tax Credit on Stock Purchases :
This is the GST tax credit rate on Stock Purchases.
This is automatically calculated when entering a purchase or return
The default value is 0%.
The smallest value that you can set is 0.1% with anything less entered becoming zero.
The value should be the same as the GST tax rate set for Total Cost on Jobs and Sales
Disposal Time :
This is the time that you will hold uncollected goods for the client.
The default value is set at 30 days.
The smallest value that you can set is 1 day.
On job sheets and invoices the message "No responsibility is taken for uncollected goods xx days after work is completed" is printed.
Layby Period :
This is the time that your clients who have purchased goods on a layby have to fully pay for the goods.
The default value is set at 90 days.
The smallest value that you can set is 1 day.
The date is automatically calculated and printed on the layby record for the client.
Rental Period :
This is the time that you rent goods for.
The default value is set at 7 days.
The smallest value that you can set is 1 day.
The date is automatically calculated and printed on the rental sheet for the client.
George's Helpful Tips
Selecting George's Helpful Tips at the Set System Options menu will display the screen below from which you can turn the tips on or off.
George's Helpful Tips is designed for new users of GEORGE the BOOKKEEPER to become familiar with the operation of the system.
When on messages will appear which tell you what to do next or give you a warning.
When a user is experienced in the use of GEORGE the BOOKKEEPER,
the tips can be turned off to speed up the system as the user does not have to acknowledge the messages.
Screen Presentation of the George's Helpful Tips Setup Menu
Date Format
Selecting Date Format at the Set System Options menu will display the current setup
You can select from DD/MM/YYYY or MM/DD/YYYY where D=Day, M=Month and Y=Year
The default value is DD/MM/YYYY, the format used in Australia.
You should make sure that the Windows date format matches the format selected in GEORGE the BOOKKEEPER otherwise date calculations will possiblys cause errors to occur.
Screen Presentation of the Date Format Setup Menu
Single Disk Backup
Selecting Single Disk Backup at the Set System Options menu will display the menu below.
The default value is off and you will need to have 4 floppy disks to backup your business data to drive A.
If you have a 1.44Mb or 1.2Mb disk drive as drive A then you can use the single disk backup option.
As you business records grow, you should check the free space on the single disk and
switch single disk backup off if you can’t fit all the data on the one floppy.
Most small to medium businesses can fit all their data for a financial year on a single disk.
You can also select any other drive attached to the computer as the single disk backup drive.
This would include another hard drive, a Zip Drive or even a network drive.
Once a backup drive is selected, it is used for restoration of data as well.
Note: Since you can select any drive attached to your computer as the backup drive, it is
important that you do not select the same drive where GEORGE the BOOKKEEPER is installed as a
failure of that drive could result in complete loss of original and backup data.
It is better to backup to removable media and keep multiple copies.
You cannot backup your data to any device that is not writeable.
If you have a network then you can mount a directory on another machine as a drive and select that drive as your backup drive.
When you backup your data the process is very quick on most networks.
Screen Presentation of the Single Disk Backup Setup Menu
Tax Accounting Format
Selecting Tax Accounting Format at the Set System Options menu will display the menu below.
The default setting is Cash and you can select between Cash or Accruals system of reporting.
With a Cash system, only income received from clients,
payments made by you to your suppliers for stock items
and any expenses that have been paid that are creditable will be used in producing a Business Activity Statement.
With an Accruals system of reporting, all transactions reported in a cash system
as well as all unpaid invoices,
outstanding payments on stock as well as expenses are used to produce a Business Activity Statement.
Screen Presentation of the Tax Accounting Format Setup Menu
Default Job Type
Selecting Default Job Type at the Set System Options menu will display the menu below.
The default setting is Repair and you can select any of the fifteen (15) different job types.
When a New Job is added, the default job type will be selected to save you having to manually set it.
If you are a contract labourer, then set it to contract labour for example.
Screen Presentation of the Default Job Type Setup Menu
Set Business Logos
Clicking Logos at the Options and Tools menu will get you to the Business
Logos Setup menu where you can display and set your business title (Printed
on top of your printouts), your logos as well as your remittance advice
postal address.
This allows you to have a different postal address from the work address.
You can also select to modify the general printing and list printing
formats.
Screen Presentation of the Business Logos Setup Menu (title)
Screen Presentation of Business Logos Setup Menu (Logo)
Screen Presentation of Business Logos Setup Menu (Remittance Advice)
Lock and Unlock
Records
Clicking Lock Records at the Options and Tools menu will return the
lock status to normal.
Any archived records from another financial year, or Receipted Jobs
and Sales will have the records normally locked.
The unlock command is used to unlock the record for modification if
an error was made.
It requires the management code to function.
Printer Setup
Clicking Printer at the Options and Tools menu will display the Printer Setup menu
You can select any printer installed on your system.
Networked printers should be attached to a LPT port.
Screen Presentation of Printer Setup Menu
Register
Clicking Register at the Options and Tools menu will display the Screen
Below
You can type in the Name of your Business and then the 15 digit code
supplied to you from ANKA Electronics when you purchased the software.
Click OK and the software will be registered to your business.
Screen Presentation of Registering GEORGE the BOOKKEEPER
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© Copyright Stamy Criticos 2001 ANKA Electronics