Notes

CaliachMRP V2.58

For more information on field characteristics, checkbox attributes see appropriate page in the CaliachMRP Reference Book for each process.

Prepared by Malcolm Anderson, Senior Consultant

CaliachMRP Simple Guide to Ledgers

Contents

Section 1 - Accounts Receivable (Sales Ledger)
Section 2 - 2 Accounts Payable (Purchase Ledger)
Section 3 - General Ledger (Nominal ledger)
Section 4 - Ledgers Manager

Section 1 - Accounts Receivable (Sales Ledger)

Menu sequence: Ledgers, Accounts Receivable

New Invoice No Despatch

This window allows the creation of invoices where no despatch has taken place or where no sales order has been raised, such as progress payments or services. The part number field can only be used for parts which are NON STOCK types. Enter the customer code and confirm then set up invoice header parameters - references, addresses etc and confirm. Click on ADD for each line entry and enter the details, after the last entry click on POST to record the details. Until you Post, no entry you make is recorded. To print invoice see below.

New Credit Note No return

This window allows the creation of credit notes where no return of a previous despatch has taken place. The part number field can only be used for parts which are NON STOCK types. Enter the customer code and confirm then set up credit note header parameters - references, addresses etc and confirm. Click on ADD for each line entry and enter the details, after the last entry click on POST to record the details. Until you Post, no entry you make is recorded. To print credit note see below.

Amend Invoice

Note only invoices and credit notes created in the current accounting period (once the month end has been carried out invoices and credit notes are fixed) may be amended.

Details, references and additions are the only allowable functions, Values cannot be changed.

Print Invoices and Credit Notes

This window provides the option to print a single invoice or credit note or a selection with or without despatch notes. The next window provides selection of the amount of detail to be printed as well as choice of document. In the multiple invoice printing window, editing an invoice allows you to 'unmark' it as printed and hence reprint an invoice as an original.

Receipts from Customers

Enter and confirm the Customer code, Add payment and confirm. Auto clear will allocate the payment to the earliest invoice and mark them as cleared or the line entries may be cleared individually. On completion of entries click on Post as Listed to record the entries.

Refunds to Customers

Enter and confirm the Customer code, Add payment and confirm. Auto clear will allocate the payment to the earliest invoice and mark them as cleared or the line entries may be cleared individually. On completion of entries click on Remittance to print advice note then Post as Listed to record the entries.

Statement and Reports

Provides a selection criteria for printing reports. TIP: If Keyword Search is used to produce a list of customers then you may select from that list to print the report, instead of selection From xxx to xxx.

Accounts Review List

Allows the display of an individual customer status, this can also be printed from the window.

Overdue List

The first window displays the current date, this can be amended, on confirmation a list is provided to print statements, reviews or mailmerge.

Daybook Analysis

Note If the manual setting is used in the Manager Controls, this window will display all transactions since it was last reset. Otherwise the window displays all transactions for the current day.

Control Analysis

Shows the analysis for the period shown. It enables you to confirm that the Debtor Control account in the G/L is equal to the status of the A/R.

Section 2 - 2 Accounts Payable (Purchase Ledger)

Menu sequence: Ledgers, Accounts Payable

Purchase Part History

Gives access to the purchase part history by part.

Confirm PO Prices

Note: Only use this menu if you are not verifying invoices - see below.

This window allows the user to enter a supplier and purchase order number to display items delivered against the order and the prices on the purchase order. On confirming the price, the line will be marked as being confirmed. The confirming will also update the current costs on the parts master record.

Note: If no line is displayed then the goods have not been booked in on the system.

Invoice and Credits

For verifying and recording invoices and credit notes

Enter the supplier code and confirm

Select "Invoice Verification"

Enter the purchase order number and confirm. The window will display all receipt for that purchase order - showing quantity, unit price and net price, plus the VAT calculation. Lines starred have already been confirmed and should be deleted from the list. The remaining items on the list should equal the value of the invoice you are processing. Note if no line is displayed then the goods have not been booked in on the system.

At this stage you are able to amend the item value, VAT value and the nominal account to be charged. Once satisfied record as invoice will update the material costs of the parts master for each part displayed and return you to the previous window to complete the invoice process.

Displayed in the blue boxes will be the account number and values to be posted. The edit button will allow changes to accounts date of invoice, due date for payment and values as appropriate. When confirmed the "Split Post" allows the amount to be spread over several nominal codes. When all invoices for the supplier have been completed use the Post as Listed button

Note there is a check box which allows the posting of invoices into the next period, for when early invoices are posted before the month end has been completed for last month.

Payment to Suppliers

This window is the same as the A/R "Receipts from Customers" in both look and function.

Refund from Suppliers

This window is the same as the A/R "Refunds to Customers" in both look and function.

Statement and Reports, A/c Review, Overdue List, Daybook Control

All these function are similar to those in the Accounts Receivable ( Sales Ledger) - see above.

Section 3 - General Ledger (Nominal ledger)

Menu sequence: Ledgers, General ledger

Accounts List

This window will display the current status of all the accounts with a button to switch between year to date and current period. The totals at the bottom of the list should be equal and opposite, if the G/L balances. Remember that negative values are credits, so if you are in profit, trading accounts will show a negative total.

Accounts Maintenance

This window always opens in the find mode, if adding a new account confirm first then select New a/c.

Note: All accounts must be assigned to a report line (see report layout below) and should have an a/c type if they are Bank, Cash, Sales or Purchase, others the type box is left blank.

Each account may be allotted a budget. Initially you set a value and this is applied to every month for each period of the current ledger calendar, then you are able to amend any period individually.

Other than control accounts you may operate the account in a different currency. Bank accounts, etc

An account may not be deleted when there are transactions recorded against it.

Transaction Entry

This window is for recording transfers between different nominal accounts. It automatically creates the contra entries on posting.

Journals

On selecting this menu you have a choice of a tax or a non-tax journal.

Select "Header" to setup the parameters of the journal and confirm on completion which will return you to the window to add a line. Note the balance on the right must equal zero before you can post the journal.

This is an easy way of entering a whole series of transactions before month-end.

Create separate or a single journal for regular payments such as direct debts, HP, payroll, etc. and make it a recurring journal.

A/c Review List

Provides a window to view or print transactions on a particular account.

A/c Reports

Provides a selection window for printing, viewing or creating a report of the selected accounts.

Petty Cash

This window allows for the recording of petty cash transactions and allocating the value to the appropriate account. You can have any number of Petty Cash accounts.

Bank Account

Select the account number and confirm, and the period and date will be displayed in transaction order showing resultant balance after transaction. If you use the sort menu the transactions will be displayed in the selected order BUT the balances relate to the period and date order.

This window can be used for bank reconciliation by clearing selected items on the bank statement.

The selection of an uncleared payment allows the printing of cheques and remittance advice notes.

Sales Tax (VAT)

This window allows the calculation of VAT for the period selected and the production of analysis and detail reports.

Asset Register

This window is for recording asset detail including depreciation rates and values. Each asset must have a unique code. The system will calculate the rate if the value and time period are entered, or any other if two of them are entered.

Currency Control

This window is for recording variations in the currency exchange rate and for revaluing the value of outstanding orders. Note order items that have been delivered will not be changed.

ECU exchange rates are controlled on a separate window by use of the "more/ECU" button.

Daybook

Note If the manual setting is used in the Manager Controls, this window will display all transactions since it was last reset. Otherwise the window displays all transactions for the current day.

P & L Statement

This window provides selection criteria for different types of P & L reports and outputs.

Balance Sheet

This window provides selection criteria for different types of Balance Sheet reports and outputs.

Section 4 - Ledgers Manager

Menu sequence: Ledgers, Ledgers Manager

Manager Controls

This is the setup window for the parameters governing the ledgers - VAT rates, default accounts, payment days, aged accounts times, and manual settings for daybook.

Period Calendar

The next period must be set up before a previous period can be closed. If budgets need to be set, create the whole of the year.

The period need not be a calendar month it can be a fixed number of weeks or the last Friday of the month. You cannot delete period entries, so take great care.

Note: When setting up the calendar, you need to use period serial number 1 to load initial balances. So if you plan to go live on 1st Jan 2000, the start of your financial year, set period 0 to 31st Dec 1998, period 1 as 31st Dec 1999 and period 2 as 31st Jan 2000. All initial balances will go into the period from 1st Jan 1999 to 31st Dec 2000.

Report Layout

These layouts are setup first as each account must have a report line. Additional lines may be added at any time. If line numbers are not sequential it is easier to insert lines in the right place. Otherwise the use of sub groups will ensure the values are added to the right selection.

The first sub group will group lines together for totals and the second sub group will group the groups together.

The line inset allows the report to have better presentation.

Lines may be deleted if there is no account allocated to it.

The line title may be changed at any time .

Audit Trail

This window build up a list of transactions for a period, transaction number or date range.

Double clicking on a line in the list will display transaction details and contra accounts.

Error Correction

This window allows limited correction to transaction entries. The Delete button is only available if the Ledgers are unlocked - See non-balancing transactions, below.

NOTE: If the Delete button is used it will only delete single entries and the accounts may not subsequently balance. For advanced use only!.

Month-End

This routine will close the ledgers one at a time.

The Accounts Receivable is closed at the start of the first day of a new period otherwise any subsequent despatches will be included in the old period. Before processing, check the A/R Control Analysis.

The Accounts Payable can remain open until all invoices have been processed, invoices for the next period can be posted into the next period. Before processing, check the A/P Control Analysis.

The General Ledger may also remain open and transactions can be posted into the current open period or the next period.

NOTE: G/L Month-End cannot be processed if the G/L does not balance. All ledgers must be closed for the year before the year-end routine can be processed.

Transactions cannot be edited or corrected once the ledger is closed for that period, including amending invoices.

Year-End

This routine will close the accounts for the year and must be carried out after the last month end on every ledger has been completed Ledger menu.

Non-Balancing Transactions

This window is normally used to enter starting balances on accounts. Although it may be used at any time if there is a need to change the values of accounts.

Note: It is necessary to make sure the ledgers balance on completion otherwise the month end routine will not operate.

Special Data Transfer

This feature will allow the import of report layout and general ledger accounts with or without values. Useful for start up or if ledgers are added at a later date.