Section Four

Section Four
Accounts

General Description
The Accounts Menu
Client Billing
Printing an Invoice
Printing an Account
Client Payments
Enter a Cash Payment
Issue Receipt
Layby Payments
Reports
Summaries
Business Operation Summary
Totals
Debtors
Creditors
Business Activity Statement
Creating a New Business Activity Statement

General Description
The Accounts module is used to bring the main accounting features and information screens of GEORGE the BOOKKEEPER into one place.
Some of the options in this module are also in their "Home Modules" for example, the Job and Sale, Expense and Stock Purchase summaries are contained in this module as well as in their respective modules.
This has been done to make the program more flexible and easier to use.
The Accounts module options include printing of invoices, receipts and accounts as well as managing layby payments, finding out information on how much you are owed by others and how much you owe, listing the income your business has received and the summaries of your jobs and sales, expenses and stock purchases.
In the Summaries menu the Business Operation Summary gives you an overall picture of how your business is performing.
You can Produce as well as view your Business Activity Statements from this module.

The Accounts Menu

Screen Presentation of the Accounts Menu

Client Billing
The box below appears when the "Client Billing" button is clicked.
You can select to print an invoice or an account.
For an invoice you enter the job number and click OK.
If you choose to print an account, then a list of all clients with their account type will appear for you to select from.

Screen Presentation of the Client Billing Menu (Invoice)

Invoice
This option is used for displaying a job record and if required, change the status to Invoiced and then to print an invoice.
Select "Invoice" at the Client Billing menu and enter the job number that you want to produce the invoice for and then click the OK button.
If you type in a job number that is not valid, ie one that does not exist then the job number entered will clear from the data entry box.
If a valid job number is entered, then the job details are displayed on the screen, and if the status of the job is already invoiced then the message to print an invoice will be displayed.
Any other status will not allow an invoice to be printed, so you must change the status to invoiced and click the "Save button".
This option can also be used to produce a second copy of an invoice as a reminder notice.
To find out how to manually set the status of a job see Section Two Changing Record Details.

Account
This option is used to print a statement of account for your clients that you have setup an account with.
It will list all previously invoiced jobs up to, and including, the date specified.
The overdue, current and total amount owing are printed with a remittance advice attached.
This option should be used at the end of the billing period which matches the clients account type.
The most common account type is the Twenty Eight day or Monthly account which means that at the end of the month all invoices accrued in that month are totalled as the current amount owing, with any outstanding amounts from the last account sent being overdue.
The overdue amount should be paid immediately and the current amount before the 28th of the month (so that it will not become overdue).

Screen Presentation of the Client Billing Menu (Account)

Client Payments
This module is used to record payments made by clients on jobs, sales and laybys.
You can select to enter a cash payment, issuing a receipt for a payment, or listing and entering payments on laybys.

Screen Presentation of the Client Payments Menu

Enter Cash Payment
This option is used to record cash payments for jobs and sales that have already been invoiced.
When the job number is typed in, the amount invoiced as well as the payment amount is displayed.
The amount of the payment must be the full amount owing for all job types except sales.
If there is no balance owing then the job has already been paid, or has not yet been completed and invoiced.
Click OK to display the complete record.
If this is not the record that you want, click Cancel or enter another job number.
Clicking OK will update the record and the status will be changed from Invoiced to Paid.
If the job is a sale, the status will remain as Invoiced until the debt is completely cleared.
A message will appear to tell you that the record has been updated.

Issue Receipt
This option is used for displaying a job record from the computers database, modifying the details and then printing a receipt.
Select "Issue Receipt" at the Billing and Payments menu and enter the job number that you want to produce the receipt for.
The balance owing if any, as well as the payment amount is displayed.
The amount of the payment must be the full amount owing unless the job was a sale.
If this is not the record that you want, click Cancel or enter another job number.
Click OK to display the complete record on the screen.
If the status of the job is Invoiced, Paid or Receipt Issued then clicking OK will update the record by setting the status to "Receipt Issued" and a "Record Updated" message will appear.
If the job is a sale, the Status will remain as Invoiced until the debt is completely cleared.
A message to print a receipt will then appear.
Any other status will not allow a receipt to be printed as the job may not be complete.
To find out how to manually set the status of a job see Section Two Changing Record Details.

Layby Payments
Selecting "Layby Payments" at the Billing and Payments menu will bring up the Layby Payments menu which is shown below.
This option is used to make payments on existing laybys.
New laybys are entered from the Jobs and Sales menu.
The client who is making the payment is selected from the list of active laybys.
If there are no active laybys on the system a message will appear to alert you of this.

Screen Presentation of the Layby Payments Menu

If a client has more than one active layby, there will be two entries in the list of that client name and as the balance owing is shown, you can choose the correct layby.
If the displayed layby record is the one to which the payment is to be made then click OK.
Clicking OK allows you to enter payments made by the selected client on the layby.

Screen Presentation of Layby Payment Details

The Layby Payment Details screen is where you can double check if you have the correct layby as it shows more complete details.
You can enter the amount of the payment being made and the date.
The default is the current date.
Click the Confirm button to add the payment.
A Layby Record can then be printed which shows all the layby details and the payments made to date, including the balance owing. This is the client's record.
The List Payments button is used to look at all payments made on this layby to date.
This option can be used at any time without entering a payment.

Screen Presentation of Layby Payments

Reports
This option is used to give you information about your business in a variety of ways.
Some of the options here are included in their "Home Modules".
They are located in the Accounts module to make GEORGE the BOOKKEEPER more flexible.
This module allows you to choose a report type of Summary, Totals, Debtors, Creditors and a Business Activity Statement.

Screen Presentation of the Reports Menu

Summary
By selecting "Summary" at the Reports menu you will be able to select from various types of summary.
This option is included for convenience and combines all the summaries from the other modules into one menu.
You can Select a Job and Sale, Expense, Stock Purchase or a Business Operation Summary.
Details about the Job and Sale Summary can be found in Section Two.
Details about the Expense Summary can be found in Section Five.
Details about the Stock Purchase Summary can be found in Section Six.

Business Operation Summary
Selecting "Business Operation Summary" at the Summaries menu will allow a choice of Monthly or Year to Date Summary of business performance.
This option requires the management authority code to operate.
After entering your authority code you will be shown the opening stock value at the start of the financial year with the option to update or modify the value.
You are also presented with the stock on hand value also with an option to update or modify as before.
The computer will take a few moments and produce a screen with the information similar to a profit and loss statement.
The information can be useful in telling how well your business is operating.
A printout can be produced if desired.

Screen Presentation of Updating Stock Values

Screen Presentation of a Business Operation Summary (Year to Date)

Totals
By selecting "Totals" at the Reports menu, you are then prompted to select from Totals of Jobs and Sales (Income), Totals of Expenses or totals of Stock Purchases.
Only the Management code will access these functions.
Each of these functions are described in detail in Section 2, Section 5 and Section 6 respectively.

Screen Presentation of the Total of Receipts Listing

Debtors
Unpaid Invoices and Written off as a Bad Debt are the options to choose from when you select Debtors from the Reports Menu.
The Unpaid Invoices option is also found in the Jobs and Sales Module and is described in Section Two.
Selecting Written of as a bad debt will list all jobs with status as Written Off and the total amount lost.

Creditors (Unpaid Bills)
By Selecting Creditors at the Reports menu, you are prompted to select from Unpaid Expenses or Unpaid Stock Purchases.
Both these options are found in their respective modules and are described there.
Unpaid Expenses can be found in Section Five and Unpaid Stock Purchases in Section Six.

Business Activity Statement
By selecting "Business Activity Statement" at the Reports menu, you are then prompted to select from a previous Business Activity Statement or to create a new statement.
Only the Management code will access these functions.

Screen Presentation of the Business Activity Statement Menu

Screen Presentation of a Business Activity Statement

By clicking the "Show Details" Button you are then presented with a list of every transaction that makes up the statement.
You also get a display of the BAS form boxes and the values to insert in them for both the Calculation Sheet and the Accounts methods.

Screen Presentation of a Business Activity Statement Details

Screen Presentation of a Business Activity Statement Details Form Boxes

Creating a New Business Activity Statement
By selecting "Create new Statement" you are then prompted to change or enter the starting and end dates of the statement
The starting date is automatically set to the day following the last statements ending date.
Most businesses will report to the Tax Office Quarterly and some will report monthly.
If you are reporting Quarterly then the dates are :
1st July to 30th September
1st October to the 31st December
1st January to the 31st March
1st April to the 30th June
Only the Management code will access this function.

Screen Presentation of the Create Business Activity Statement Menu

When you create a new statement the details presented to you break down income into various groups which are
Paid Invoices/Receipted, Cash payments and Client refunds.
If you are using Accrual system of reporting, then Unpaid Invoices and returns are also listed as income.
If you need to look at a detailed list of transactions used in this statement, click the Show Details button.
You can then edit any records required and then go back and reproduce the statement.
If you are satisfied with the statement then click the Save button to mark all the transactions used in the
statement with this report number and to then save the statement.
You can also enter any start and end dates to create a statement, then click the show details button to monitor business performance and tax liability.
In most cases if a transaction has been marked as reported, then it will not be included in any new statement created.

Screen Presentation of a Business Activity Statement

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