simply accounting users guide

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ACCPAC INTERNATIONAL

Simply Accountingfor Microsoft Windows

User GuideVersion 7.0

00-21-602-35040

SWC7UGTP.doc, printed on 03/08/99, at 10:50 AM. Last saved on 02/23/99 10:22 AM.


Copyright 1999 ACCPAC INTERNATIONAL, INC. All rights reserved.

ACCPAC INTERNATIONAL, INC., Publisher

No part of this documentation may be copied, photocopied, reproduced, translated,microfilmed, or otherwise duplicated on any medium without written consent ofACCPAC INTERNATIONAL.

Use of the software programs described herein and this documentation is subject to theACCPAC INTERNATIONAL License Agreement enclosed in the software package.

This software and its documentation are intended to provide guidance in regard to the subjectmatter covered. They are sold with the understanding that the author and publisher are notherein engaged in rendering legal, investment, tax, or other professional services. If suchservices are required, professional assistance should be sought.

All product names referenced herein are trademarks of their respective companies.

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ACCPAC INTERNATIONAL, INC.MICRO PRODUCT LICENSE AGREEMENT AND LIMITED PRODUCT WARRANTY

CAREFULLY READ THE FOLLOWING TERMS AND CONDITIONS. YOUR OPENING OF THEPROGRAM PACKAGE WILL INDICATE YOUR ACCEPTANCE. IF YOU DO NOT AGREE WITHTHESE TERMS AND CONDITIONS YOU SHOULD PROMPTLY RETURN THE COMPLETEPACKAGE AND YOUR MONEY WILL BE REFUNDED.

ACCPAC INTERNATIONAL, INC. (ACCPAC INTERNATIONAL) provides this Program and licensesits use to you. You are responsible for selecting the Program to achieve your intended results and for theinstallation, use and results obtained from the Program.

THE PROGRAM, INCLUDING ITS CODE, DOCUMENTATION, APPEARANCE, STRUCTURE ANDORGANIZATIONS, IS A PROPRIETARY PRODUCT OF ACCPAC INTERNATIONAL AND ISPROTECTED BY COPYRIGHT AND OTHER LAWS. TITLE TO THE PROGRAM, OR ANY COPY,MODIFICATION OR MERGED PORTION OF THE PROGRAM, SHALL AT ALL TIMES REMAINWITH ACCPAC INTERNATIONAL.

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network system for your own individual use. Even though copies of the Program may be provided ondisks of different sizes, you may not use both sizes simultaneously on different computers. Theprogram may be transferred to and used on another computer, so long as the Program is de-installedon the original computer, and shall under no circumstances be used on more than one computer at atime.If designated for use on a network system, the Program may only be used in conjunction with theLanPak for the Program.

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TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, AND EXCEPT ASSPECIFICALLY STATED IN THIS LICENSE, THE PROGRAM IS PROVIDED AND LICENSED ASIS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUTNOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR APARTICULAR PURPOSE.

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YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AND, BY OPENING THEPROGRAM PACKET, INDICATE YOUR ACCEPTANCE OF ITS TERMS AND CONDITIONS. YOUALSO AGREE THAT, UNLESS SPECIFICALLY COVERED BY ANOTHER WRITTEN LICENSEAGREEMENT WITH ACCPAC INTERNATIONAL, THIS LICENSE IS THE COMPLETE AGREEMENTBETWEEN US AND THAT IT SUPERSEDES ANY INFORMATION YOU RECEIVED RELATING TOTHE SUBJECT MATTER OF THIS AGREEMENT.

All product names referenced herein are trademarks of their respective companies. 1999 ACCPAC INTERNATIONAL, INC., 6700 Koll Center Pkwy, Pleasanton, CA 94566

User Guide iii

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Confidential ACCPAC International

Contents

Chapter 1: Protecting Your DataSetting Up Passwords .......................................................... 1-1

Changing and Removing Passwords ......................................... 1-2Checking Data Integrity ........................................................ 1-4

Correcting Integrity Errors .................................................. 1-4Backing Up Data ............................................................... 1-5

How to Back Up ........................................................... 1-6When to Back Up........................................................... 1-7Restoring a Backup ......................................................... 1-8Using Simply Accounting on a Local Area Network .......................... 1-10

Chapter 2: Maintaining RecordsFiling and Backing Up .......................................................... 2-1Adding Records ............................................................... 2-2

Adding Accounts .......................................................... 2-2Adding Vendors (Suppliers)................................................. 2-6Adding Customers ......................................................... 2-9Adding Employees ........................................................ 2-11Adding Inventory Items and Services ....................................... 2-14Adding Projects ........................................................... 2-16

Changing Records............................................................. 2-18Removing Records ............................................................ 2-20Clearing Data, Disk Space, and Memory ........................................ 2-23

Clearing Data ............................................................. 2-24Clearing Data Automatically ............................................... 2-32Clearing Disk Space ....................................................... 2-33Clearing Memory ......................................................... 2-34

iv Simply Accounting



Chapter 3: BudgetingWhat Is Budgeting? ............................................................ 31Why Budget?.................................................................. 31Setting Up a Budget for Your Company ......................................... 32

Turn On the Budget Option................................................. 32Add Budget Information ................................................... 33

Setting Up Project Budgets ..................................................... 34Turn On the Budget Option................................................. 34Add Budgets to the Project Record .......................................... 35

Changing Your Budget......................................................... 36Comparing Actual Performance to the Budget ................................... 36Turning Off Budget Options .................................................... 37

Chapter 4: Entering Miscellaneous TransactionsWhy and When to Enter Miscellaneous Transactions ............................. 41Recording Miscellaneous Transactions .......................................... 42

Chapter 5: Making PurchasesRecording a Quote............................................................. 52Converting a Quote to a Purchase Order or Invoice............................... 54Recording a Purchase Order .................................................... 55Converting a Purchase Order to an Invoice ...................................... 57Accounting for Purchases ...................................................... 57

Accounting for a Purchase with Payment ................................... 510Purchase Discounts ....................................................... 512

Accounting for Payments...................................................... 515Recording a Deposit or Prepayment to a Vendor............................. 517Making Remittances to Federal and Provincial Authorities ................... 518

User Guide v



Chapter 6: Making SalesRecording a Quote .............................................................62Converting a Quote to a Sales Order or Invoice ...................................64Recording a Sales Order ........................................................65Converting a Sales Order to an Invoice...........................................66Accounting for Sales ...........................................................67

Accounting for a Sale with Payment ........................................610Sales Discounts ...........................................................612

Accounting for Receipts .......................................................614Recording Payments from Credit-Card Companies...........................615Accounting for a Customers Prepayment or Deposit .........................616Accounting for a Customers Overpayment..................................617Processing a Credit Memo or Customer Refund..............................617

Writing Off Bad Debts.........................................................621

Chapter 7: Paying EmployeesProcessing a Single Paycheque with Automatic Deductions ........................71

Recording GST and QST on Employee Benefits ...............................75Processing a Single Paycheque with Deductions Calculated Manually ..............77Processing a Cheque Run to Pay Several Employees at Once .......................79Looking Up Paycheque Details .................................................711

Chapter 8: Keeping Track of Inventory andServicesAssembling Items from Components ............................................82Making Inventory Adjustments .................................................83Keeping Track of Inventory Turnover and Service Sales ...........................84Invoicing for Untracked Inventory Items and Services.............................85

vi Simply Accounting



Chapter 9: Allocating Revenues and Expenses toProjectsKeeping Track of Project Revenues and Costs .................................... 91

Select the Option to Allocate Amounts to Projects ............................ 91Allocate Project Revenues and Costs......................................... 92

Chapter 10: Looking Up Invoices, Orders, andQuotesSaving Invoice Details......................................................... 101Looking Up Invoices .......................................................... 101

Adjusting Invoices ........................................................ 102Turning Off Invoice Lookup ................................................... 102Looking Up Orders ........................................................... 103Looking Up Quotes ........................................................... 103Tracking Shipments........................................................... 104

Turning on the Track Shipments Option .................................... 104Locating Shipments Using the Internet...................................... 104

Chapter 11: Correcting EntriesAutomatically Correcting Entries .............................................. 111

Adjusting a Purchase Invoice .............................................. 112Adjusting a Purchase Order or Quote....................................... 115Adjusting a Sales Invoice .................................................. 116Adjusting a Sales Order or Quote ......................................... 1110Adjusting a Paycheque ................................................... 1111

Manually Correcting Entries.................................................. 1112Reversing a Miscellaneous Transaction .................................... 1113Reversing a Purchase..................................................... 1114Removing Reversed Amounts from the Payments Window.................. 1115Reversing a Payment for an Uncleared Purchase Invoice .................... 1116Reversing a Payment for a Cleared Purchase Invoice........................ 1117

User Guide vii



Reversing a Sale..........................................................1118Removing Reversed Amounts from the Receipts Window ...................1119Reversing a Receipt or an NSF Cheque for an Uncleared Sales Invoice ........1120Reversing a Receipt for a Cleared Sales Invoice .............................1120Reversing a Paycheque ...................................................1121Reversing an Item Assembly Transaction...................................1123Reversing an Adjustment Transaction......................................1123

Chapter 12: Using Recurring Transactions toSave TimeStoring a Recurring Transaction ................................................121Recalling and Using a Recurring Transaction ....................................122Changing a Recurring Transaction..............................................123Deleting a Recurring Transaction ...............................................123

Chapter 13: Using the Business Assistant to StayOrganizedUsing the To-Do Lists .........................................................131Displaying the To-Do Lists.....................................................132

Displaying Reminders .....................................................132Processing Recurring Transactions from the To-Do Lists ......................134Keeping Track of Purchase Orders and Invoices..............................135Keeping Track of Sales Orders and Invoices .................................137

Using the Checklists..........................................................1310Displaying the Checklists .................................................1310Using the Built-In Checklists ..............................................1311Working with Tasks ......................................................1311

Getting Online Business Advice ...............................................1314Setting Up a New Business....................................................1315

viii Simply Accounting



Chapter 14: Reconciling AccountsOverview: Three Steps to Reconciling .......................................... 14-1

Keep in Mind............................................................. 14-2Preparing to Reconcile ........................................................ 14-4Matching Transactions to the Bank or Credit-Card Statement..................... 14-5Making Adjusting Entries ..................................................... 14-7

Table 1: Summary of Transaction Statuses for Account Reconciliation ......... 14-9Adding Reminders for Next Time ......................................... 14-10Entering Service Charges, Discount Fees, and Interest Income ............... 14-11What To Do with an Unresolved Amount.................................. 14-13

Reconciling the Account...................................................... 14-15The Effect of Reconciling an Account ...................................... 14-15

Helpful Hints ............................................................... 14-16Print Your Work ......................................................... 14-16NSF Status: Only for Customer Cheques ................................... 14-16Save Time Reconciling Grouped Deposits .................................. 14-17Disk Space and Account Reconciliation .................................... 14-17

Chapter 15: Period-End ProcessingThe End of a Work Session .................................................... 15-1The End of a Month........................................................... 15-2The End of a Calendar Year ................................................... 15-3The End of a Fiscal Year....................................................... 15-3

Handling Year-End Adjustments........................................... 15-5The End of Your GST, HST, or QST Reporting Period............................ 15-6

Adjusting the GST, HST, or QST Report .................................... 15-7Filling Out the Goods and Services Tax Return .............................. 15-9Filling Out the Quebec Sales Tax Return ................................... 15-10Accounting for a GST, HST, or QST Payment............................... 15-11Accounting for a GST, HST, or QST Refund ................................ 15-13

Auditing Considerations ..................................................... 15-16Transaction References ................................................... 15-16Account Balances ........................................................ 15-16

User Guide ix



Cheque and Invoice Numbering ........................................... 15-17Audit Trail Reports....................................................... 15-17

Chapter 16: Reports and GraphsDrilldown ....................................................................162Account Reconciliation Status Detail Report .....................................163Account Reconciliation Status Summary Report .................................164Account Reconciliation Transactions Report .....................................165Adjustment Transactions Report ...............................................166Aged Overdue Purchase Invoices Reports.......................................166Aged Overdue Sales Invoices Reports...........................................167All Transactions Report........................................................168Balance Sheet ................................................................1610Cash-Basis Accounting Reports ...............................................1613Cash-Flow Projection.........................................................1613Chart of Accounts............................................................1614Current Revenue vs. Last Year (graph).........................................1617Customer Aged Reports ......................................................1618Customer List ...............................................................1621Customer Sales Reports.......................................................1621Customer Statements.........................................................1622Employee Detail Report ......................................................1624Employee List ...............................................................1625Employee Summary Report ...................................................1625Expenses and Net Profit as % of Revenue (graph) ...............................1626Expenses by Account (graph) .................................................1627Expenses vs. Budget (graph) ..................................................1628GST Report ..................................................................1629Imported Online Transactions Report ..........................................1630Income Statement ............................................................1630Inventory and Services Activity Report ........................................1633Inventory and Services List ...................................................1634Inventory and Services Sales Report ...........................................1635Inventory and Services Transaction Report .....................................1636Inventory Quantity and Synopsis Reports ......................................1637

x Simply Accounting



Invoices..................................................................... 1639Item Assembly Transactions Report ........................................... 1640Mailing Labels .............................................................. 1641Miscellaneous Transactions Report............................................ 1641Online Account Statements Report ............................................ 1642Paycheque .................................................................. 1643Payment Cheque ............................................................ 1646Payment Transactions Report................................................. 1647Payroll Transactions Report .................................................. 1648Pending Purchase Orders Report.............................................. 1649Pending Sales Orders Report ................................................. 1650Project Allocation Report..................................................... 1650Project Budget Report........................................................ 1651Project Income Report........................................................ 1652Project List.................................................................. 1653Purchase Orders............................................................. 1653Purchase Transactions Report ................................................ 1655QST Reports ................................................................ 1656Receipt Transactions Report .................................................. 1657Receipts .................................................................... 1658Relev 1 Slips ............................................................... 1659Revenues by Account (graph)................................................. 1661Sales Due vs. Unpaid Purchases (graph) ....................................... 1661Sales Order Confirmations ................................................... 1662Sales Quotes ................................................................ 1663Sales Transactions Report .................................................... 1665Sales vs. Budget (graph)...................................................... 1666Sales vs. Sales Due (graph) ................................................... 1666T4 Slips ..................................................................... 1667Transactions By Account Report .............................................. 1669Trial Balance ................................................................ 1670Unpaid Purchases by Aging Period (graph) .................................... 1671Unpaid Purchases by Vendor (graph) ......................................... 1671Unpaid Sales by Aging Period (graph)......................................... 1672Unpaid Sales by Customer (graph) ............................................ 1672Vendor Aged Reports........................................................ 1673

User Guide xi



Vendor List..................................................................1675Vendor Purchases Report .....................................................1676Creating Graphs .............................................................1676

The Graphs Toolbar ......................................................1677Changing Print Fonts .....................................................1678Changing Colours ........................................................1678Exploding Pie Charts .....................................................1679Displaying Details for a Graph Segment ....................................1679Changing the Legends in a Graph..........................................1680

Chapter 17: Using Cash-Basis AccountingTransactions in Cash-Basis Accounting.......................................... 17-1

Accounting for Purchases .................................................. 17-2Accounting for Payments .................................................. 17-4Recording a Deposit or Prepayment to a Vendor ............................. 17-5Accounting for Sales....................................................... 17-7Accounting for Receipts.................................................... 17-9Special Procedures in the Sales, Orders, and Quotes Window ................ 17-10

Printing Accrual-Basis Reports in Cash-Basis Accounting........................ 17-14Period-End Procedures ....................................................... 17-15

The End of Your GST (or HST) or QST Reporting Period..................... 17-16Adjusting the GST (or HST) or QST Report ................................. 17-17Filling Out the Goods and Services Tax Return.............................. 17-19Filling Out the Quebec Sales Tax Return.................................... 17-20Accounting for a GST (or HST) or QST Payment ............................ 17-21Accounting for a GST (or HST) or QST Refund.............................. 17-24

Where To Now? ............................................................. 17-27

Chapter 18: Importing DataImporting E-mailed Purchase and Sales Transactions.............................181

Preparing to Import Transactions ...........................................182Importing Transactions ....................................................183

xii Simply Accounting



Importing Bank or Credit-Card Statements ..................................... 185Downloading Bank or Credit-Card Statements from the Internet.............. 186

Importing Miscellaneous Transactions.......................................... 187Restrictions............................................................... 187Formatting the Import File................................................. 187Importing a File........................................................... 189

Chapter 19: Exporting DataExporting Purchase and Sales Transactions ..................................... 191Exporting Data in Microsoft Access Format ..................................... 193

Using Data Exported in Microsoft Access Format............................ 194Exporting Reports ............................................................ 195Using DDE to Send Data to Other Windows Programs........................... 196

What Is DDE? ............................................................ 197Graphs................................................................... 197Custom Reports .......................................................... 198Letters to Clients and Employees........................................... 198DDE vs. Exporting........................................................ 198Preparing to Use DDE..................................................... 199Setting Up DDE Links to Other Programs.................................. 1911Entering Links with the Clipboard......................................... 1911Entering Links Directly................................................... 1915DDE Sample: A Form Letter .............................................. 1918

Exporting Data for E-filing Tax Returns ....................................... 1922The General Index of Financial Information (GIFI) .......................... 1923Exporting GIFI Data ..................................................... 1923

Chapter 20: Using Simply Accounting Data withMicrosoft OfficeExporting Simply Accounting Data ............................................ 202Working with Office Documents ............................................... 202

Using the Built-In Word Documents........................................ 202Built-In Word Documents ................................................. 205

User Guide xiii



Using the Built-In Excel Spreadsheets .......................................208Built-in Excel Spreadsheets.................................................209Modifying Office Documents..............................................2013Creating Your Own Office Documents .....................................2013

Simply Accounting Data......................................................2014The SIMPLY.MDB File....................................................2014Database Tables ..........................................................2014Database Queries.........................................................2017

Chapter 21: Customizing Forms and ReportsSelecting Custom Forms for Printing and E-mailing .............................. 21-2Selecting Management Reports for Printing...................................... 21-4Before You Customize Forms or Management Reports ................................ 21-6

Edit Copies of the Reports or Forms that You Want to Change ................ 21-6Print Forms or Reports at Least Once Before You Modify Them ............... 21-7

Modifying Custom Forms and Management Reports ............................. 21-8Custom Form File Names and Fields........................................... 21-11

Additional Fields Defined in Reports....................................... 21-13The SETTINGS.CSV File .................................................. 21-13Customized Invoice Form................................................. 21-16Customized Statement Form .............................................. 21-23Customized Paycheque Form.............................................. 21-28Customized Payment Cheque Form........................................ 21-37Customized Purchase Order Form ......................................... 21-40Customized Sales Quote Form............................................. 21-45Customized Sales Order Confirmation Form................................ 21-48Customized Receipts Form................................................ 21-51

Management Report File Names and Fields .................................... 21-54Displaying and Printing Management Reports .............................. 21-55Customizing Management Reports ........................................ 21-56Contents of Management Reports.......................................... 21-56Duplicated Account Names ............................................... 21-58Accounts That Can Be Deleted ............................................ 21-59Accounts with a Negative Balance ......................................... 21-60Overdue Amounts Owed to Vendors ...................................... 21-61

xiv Simply Accounting



Vendors with Decreased Monthly Purchases (Compared to Last Year) ....... 21-62Vendors with Increased Monthly Purchases (Compared to Last Year) ........ 21-63Customers Over Their Credit Limit........................................ 21-64Customers with Decreased Monthly Sales (Compared to Last Year) .......... 21-65Customers with Increased Monthly Sales (Compared to Last Year)........... 21-66Customers with Overdue Amounts........................................ 21-67Employees with Decreased Hours Since the Last Pay Period................. 21-68Employees with Overtime Hours This Month .............................. 21-70Employees with Pay Changes Since the Last Pay Period ..................... 21-71Inventory Items Selling Below Cost........................................ 21-72Inventory Items with a Low Markup ...................................... 21-73Inventory Items with a Low Profit Margin ................................. 21-74Projects That Have Lost Money ........................................... 21-74Unused Projects ......................................................... 21-76

Index

User Guide 1i

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ACCPAC INTERNATIONAL, INC. Confidential

Chapter 1Protecting Your Data

Setting Up Passwords .......................................................... 1-1Changing and Removing Passwords ......................................... 1-2

Checking Data Integrity ........................................................ 1-4Correcting Integrity Errors .................................................. 1-4

Backing Up Data ............................................................... 1-5How to Back Up ........................................................... 1-6

Labelling Backup Disks ................................................. 1-6If You Have Changed the Custom Forms ................................. 1-6

When to Back Up........................................................... 1-7Restoring a Backup ......................................................... 1-8

Multiple Copies of Your Data............................................ 1-9Using Simply Accounting on a Local Area Network .......................... 1-10

User Guide 11



Chapter 1Protecting Your Data

This chapter explains how to:

Set up passwords to control access to your data. Check data integrity to see whether your accounts balance. Back up and restore your data files.

Setting Up PasswordsYou can set up a system password that gives access to the entireprogram, and up to three subsidiary passwords that allowaccess only to the modules you specify.

If you have set up passwords, you cannot start the programunless you enter the system password or a subsidiarypassword. Users who start the program with a subsidiarypassword can open only the features you allow for thatpassword. They do not have access to certain commands,including the one to change passwords.

Before you begin Before assigning passwords, you should:

Decide on the modules people are allowed to use, and thetype of access (view, edit, or both) they can have to eachmodule.

Choose your passwords. A password can have a maximumof seven characters, and they are not case-sensitive (the usercan enter capital or lower-case letters).

Upgrading from DOS If you are upgrading from Simply Accounting for DOS, youmust reassign your system password, as described in thissection.

Do not forget yoursystem password!

Store the list of passwords and users in a secure place, in caseyou forget a password or need to make changes.

Setting Up Passwords

12 Simply Accounting



To set up a password:

1. On the Setup menu, choose Set Security. Fill in the screen.

The system password givesaccess to the entire program.You must set it before youcan set other passwords.

With Password 1, 2,or 3 selected,indicate therestrictions for eachmodule. See thePassword Accesstable (facing page)for details.

You can set up a restricted(or subsidiary) password toprevent access to somemodules.

Choose a secret word ornumber. (You must enterit twice, to check for typingerrors.) Do this for eachpassword you set up.

Changing and Removing Passwords

A user with the system password can remove any otherpassword, or change access privileges of any other password.

To change or remove a password:

1. Open Simply Accounting using the system password.

2. On the Setup menu, choose Set Security.

3. In the Set Password For box, choose the password you wantto change or remove, then:

To remove a password, press the Backspace key in theEnter New Password field to clear it.

To change a password, type a different password in theEnter New Password and Re-enter New Passwordfields.

To change the access a password allows, select one ofthe three restricted passwords (not the systempassword), then change the View or Edit access boxes.You do not need to reenter or change the password.

4. Choose OK. The changes take effect the next time you openthis companys data.

Setting Up Passwords

User Guide 13



Password Access

For this type of access: Check/Clear:

Symbol in theHome window is:

No Access. Cannot use the module;cannot use the To-Do Lists. Can useChecklists and related Microsoft Officedocuments.

The modules icons donot appear, except theAccounts,MiscellaneousTransactions, andAccount Reconciliationicons, which appearwith a no-entry symbol.

View only. Cannot add, change, or deleteinformation, export to Microsoft Access,import purchase or sales forms, or displaythe Recurring to-do list. Can display,print, and export graphs and reports,export GIFI data, use DDE, look upinvoices, and use Checklists.

Edit only. Cannot display, print, orexport graphs and reports, use DDE,export to Microsoft Access, export GIFIdata, or look up invoices. Can add,change, or delete records and entries,import purchase and sales forms, displaythe Memo and Recurring To-Do lists, anduse Checklists.

View and edit. Unrestricted access to themodule, including the To-Do Lists andChecklists.

No symbol

Note: Users of subsidiary passwords do not have access to Restore or WorkingCopy on the File menu; Settings on the Setup, Wizards menu; Company Information,Names, Settings, Credit Cards, and Set Security on the Setup menu; or to some Clearcommands. View access is required for Reports And Forms and to Check DataIntegrity on the Maintenance menu.

Checking Data Integrity




Checking Data IntegrityIt is important to use the programs Check Data Integrityfeature regularly to check that your accounts balance. Using thisfeature can warn you of possible serious errors in your data.

Always check data integrity before you use a restored backup.Do not back up damaged data onto an older backup.

To check data integrity:

1. On the Maintenance menu, choose Check Data Integrity.

The program checks your data, then displays an IntegritySummary screen. If there are errors in your data files, yousee a screen such as this:

A message tells you whetheryour data is out of balance,or damaged.

An asteriskshows whereyour data isout of balance.

2. If errors are reported, make a note of the amounts and theaffected areas, then follow the steps in the next section tocorrect any errors.

Correcting Integrity Errors

If integrity errors are reported on the Integrity Summary screen:

1. On the File menu, choose Restore. Follow the on-screensteps to restore your most recent backup.

2. Check the integrity of the data you restored. If the datacontains errors, restore an earlier backup and check itsintegrity.

Backing Up Data

User Guide 15



Once you have restored a backup copy that is free ofintegrity errors, use it as the new master copy of your data.

3. Reenter all the transactions and other data that wereentered after the date and time of the backup copy.

4. On the Maintenance menu, choose Check Data Integrity toconfirm that your data is now free of errors.

5. If your data still has errors, reinstall the program using theoriginal Simply Accounting 7.0 disks. (Follow the steps inChapter 3, Installing and Starting Simply Accounting, inthe Getting Started manual.) Then repeat steps 1 to 4, above.

Backing Up DataMaking backup copies of your Simply Accounting data is quick,easy, and inexpensive. Do it often! With good backups, you can:

Restore damaged data caused by a hardware error.

Undo an irreversible action, such as choosing FinishEntering History.

Review cleared details, such as paid invoices.

Print historical reports from past months, and calendar orfiscal years.

Multiple files Simply Accounting data is stored in a number of different files.The Backup command copies them all, in one step, to the folderor directory you specify.

If you discover that your data is damaged, you can restore arecent, error-free backup, then quickly add any entries youmade after the last backup. The more often you back up, thefewer entries you must redo.

However, when you back up frequently, be sure to use differentdiskettes or different file names. It pays to check your dataintegrity as well; theres no benefit to backing up damaged data,especially if you overwrite an earlier backup that was error-free.

Backing Up Data




Diskettes or hard disk You can back up onto diskettes, or to a separate folder(directory) on your hard disk, as described later in this section.

How to Back Up

To back up your data onto diskettes or your hard disk:

Backup 1. On the File menu, choose Backup, or click the Backupbutton on the toolbar.

Change the file name toavoid overwriting aprevious backup and tohelp you identify the backuplater. This example usesthe date format: MM-DD-YY.

Add a comment thatexplains why yourebacking up. For example:Mondays weekly backup.

If you wish, choose Browse,then select a different folder.

2. Fill in the boxes and choose OK.

Tip: Check whether the backup is error-free beforeputting it away, by restoring it to a temporary file asdescribed in Restoring a Backup, later in this chapter.

Labelling Backup Disks

When you back up, prepare a backup diskette(s) for eachworking day, and carefully label each diskette as shown below:

Simply Accounting Backup DataUniversal Construction

C:\PROGRA~1\WINSIM\DATAMay 15, 2000

MONDAY BACKUPDiskette #2 of 2

Folder (directory) whereyou store the master copyof your data.

Time period coveredby this backup data.

Company name (this mayalso be the name of yourdata file, if you use longdocument names).

Date.

Diskette number.

If You Have Changed the Custom Forms

Crystal Reports If you have revised the Crystal Reports custom forms that comewith Simply Accounting, be sure to back them up.

Backing Up Data

User Guide 17



Note: If you upgraded to Simply Accounting 7.0 from SimplyAccounting 5.0 or an earlier version of the program, you canstill use the CA-RET program for your Simply Accountingreport writer.

To back up Crystal Reports or CA-RET forms:

1. In Crystal Reports or CA-RET, choose Save As from the Filemenu.

Note: Choosing Save As from the File menu in the Homewindow in Simply Accounting does not saveCrystal Reports or CA-RET files.

2. Fill in a different file name (and folder, if you wish), thenchoose OK.

When to Back Up

On this day: Back up onto this disk: Store in:

Monday to Thursday Daily backup diskette(s), adifferent set for each day.

A safe place in your office.

Friday New Friday diskette(s).Do not overwrite the previousFridays data.

A safe place, preferably awayfrom your office.

Last day of the month New Monthly diskette(s).Do not overwrite the previousmonths data.

Another building.

December 31 (end ofcalendar year)

New calendar year-enddiskette(s). Make two sets.

One set in a safe place in youroffice, one set off-site.

Last day of yourfiscal year

New fiscal year-enddiskette(s). Make two sets.

One set in a safe place in youroffice, one set off-site.

Note: Reusing disks will eventually wear them out and makethe data irretrievable, especially disks you reuse weekly.Replace them from time to time.

Backing Up Data




Tip: You can reuse an old Friday disk after six weeks. Wesuggest you keep monthly and period-end backups forseveral years.

Restoring a Backup

Backed up data can be used again, when you need it, byrestoring it into the usual Simply Accounting file format. Abackup can be restored many times. Restoring can be useful to:

Print a report from a previous year.

Check details that you cleared to save disk space.

Replace damaged data.

Check that a new backup is error-free before storing it.

To restore a backup:

1. On the File menu, choose Restore, then follow the on-screeninstructions.

Note: When restoring a new backup to check whether it iserror-free, be sure to restore it to a temporary file. Do notrestore it over the file containing your companys data.

2. On the Maintenance menu, choose Check Data Integrity.Ensure that your restored data is free of errors.

If your data has errors, follow the instructions inCorrecting Integrity Errors, earlier in this chapter.

Restore from theSelect Companywindow

You can also choose Restore From Backup from the SelectCompany window that appears when you start SimplyAccounting. Follow the on-screen instructions, and be sure tocheck the integrity of the backup afterwards.

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User Guide 19



Multiple Copies of Your Data

You should keep only one working copy of your data forday-to-day use. Normally, this is kept on your computers harddisk, in the \Program Files\Winsim\Data folder.

Occasionally, you may find yourself with more than one set ofdata files. For example, you may have restored a backup, orused the Save As command to make a copy of your data.

If you lose track of which file is which, try one or more of thefollowing:

Note the name of the file you have open.The title bar at the top of theHome window shows the nameof the data file you are using.

On the Setup menu, choose Company Information, thencheck the datas session date.

Check the last entry on the All Transactions report to seewhether it is the last one you made.

Check the date and time the data was last saved, usingWindows Explorer.

To delete unneeded data files, use Windows Explorer. For moreinformation about deleting files, check your Windows manualor Windows online Help.

Backing Up Data




Using Simply Accounting on a Local Area Network

Creating a workingcopy of your data

If you use Simply Accounting on a local area network, you maywish to process transactions in a working copy of yourcompany files, and save your changes to the network when youare finished. Using a working copy:

Reduces the chance of your data being damaged bytransmission problems on the network.

Speeds up the processing of transactions and other changesto your data.

When you choose Working Copy from the File menu in theHome window, Simply Accounting creates a temporaryduplicate of your company files on your hard disk. You entertransactions, reconcile accounts, and update records as usual.When you finish working with the data or you quit theprogram, Simply Accounting updates the original file on thenetwork and removes the copy from your computers hard disk.

System passwordrequired

If you set up a system password for your company, only usersopening your company files with that password can change theWorking Copy settings.

To use a working copy of your data:

1. In the Home window, from the File menu, chooseWorking Copy.

2. Check the Make A Working Copy box.

3. Click OK to accept the location displayed, or enter adifferent one.

4. Use Simply Accounting just as you normally would.

When you finish, Simply Accounting automatically savesyour changes to the network and deletes the working copy.

Working copy optionremains on for allusers

Once you select the Make A Working Copy option, SimplyAccounting will save a working copy of your data each time auser opens this company.

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Change the optionwhenever you wish

If you no longer wish to use this feature, you (or a user with asystem password) can turn it off by selecting Working Copyfrom the File menu, and then unchecking (clearing) the option.

User Guide 2i

SWC7UG02.DOC, printed on 03/08/99, at 11:00 AM. Last saved on 03/02/99 11:21 AM.


Chapter 2Maintaining Records

Filing and Backing Up .......................................................... 2-1Adding Records ............................................................... 2-2

Adding Accounts .......................................................... 2-2Account Numbers and Types ............................................ 2-2Using the Modify Accounts Wizard to Add Accounts...................... 2-3Using the Accounts Icon Window to Add Accounts ....................... 2-3

Adding Vendors (Suppliers)................................................. 2-6Adding Customers ......................................................... 2-9Adding Employees ........................................................ 2-11Adding Inventory Items and Services ....................................... 2-14Adding Projects ........................................................... 2-16

Changing Records............................................................. 2-18Removing Records ............................................................ 2-20Clearing Data, Disk Space, and Memory ........................................ 2-23

Clearing Data ............................................................. 2-24Clearing Transaction Entries............................................ 2-25Clearing Vendor or Customer Invoices .................................. 2-26Clearing Payroll Data .................................................. 2-27Clearing Account Reconciliation Information ............................ 2-27Clearing the GST, HST, or QST Report .................................. 2-30Clearing Inventory Tracking Data....................................... 2-31Clearing Invoice Lookup Data .......................................... 2-31Clearing Previous Fiscal Years Data .................................... 2-32

Clearing Data Automatically ............................................... 2-32Clearing Disk Space ....................................................... 2-34Clearing Memory ......................................................... 2-35

User Guide 21



Chapter 2Maintaining Records

This chapter tells you how to add, change, and removerecords the background information about your accounts,vendors, customers, employees, inventory and services, andprojects. It also tells you how to clear transaction entries andother information you no longer need.

If you have not yet set up your Simply Accounting system, dothis first. Work through the Getting Started manual now,especially Chapters 5 and 6. Those chapters describe how to setup a chart of accounts and organize your records before youadd account information and begin using the program for yourday-to-day operations.

Filing and Backing UpAs you work, whenever you make significant additions orchanges to your records, you should:

Print the records and file them.

Back up your work.

Backup For example, if you add some new customer records, print theCustomer List, then back up your data. (On the File menu,choose Backup. In the Comment field, identify the backup. Forexample, enter Made after adding customer records on [date].For more information about backing up, see the sectionBacking Up Data in Chapter 1, Protecting Your Data.)

Adding Records




Adding RecordsHelp (F1) If you need help as you work, check the status bar (message

line) at the bottom of the screen, or press the F1 key, or use theHelp menu or button for more information.

Adding Accounts

Changing andremoving accounts

This section describes how to add accounts to the Accountswindow. To change or remove an account, see ChangingRecords or Removing Records, later in this chapter.

The Accounts window lists the accounts you use to keep trackof your companys assets, liabilities, equity, revenues, andexpenses. You can also use it to set up a budget to help you planyour revenues and expenses and track your companys results,as described in Chapter 3, Budgeting.

Account Numbers and Types

There are five types of accounts you can add to the Accountswindow. They are described in Chapter 5, Choosing Optionsand Setting Up Accounts, in the Getting Started manual.

When adding accounts, you must use this numbering system:

Asset accounts 1000 to 1999Liability accounts 2000 to 2999Equity accounts 3000 to 3999Revenue accounts 4000 to 4999Expense accounts 5000 to 5999

You cannot enter account numbers outside these ranges. Usethe correct range for each of your accounts, to ensure the correctfunctioning of your accounting system.

When you assign account numbers, leave gaps between them(of perhaps 10 or 20 numbers). If you later need to add anaccount in the same section, you can insert it in the gap.

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User Guide 23



You can run the Modify Accounts wizard to add accounts, oryou can use the Accounts icon window. The Modify Accountswizard guides you through adding accounts by prompting youfor the account details. The Accounts icon window lets youreorganize your chart of accounts as you add new accounts.

Using the Modify Accounts Wizard to Add Accounts

To use the Modify Accounts wizard to add an account:

1. On the Setup menu, select Wizards, then choose ModifyAccounts.

2. Select Create, and then follow the instructions in thewizard.

3. When finished, follow the instructions in step 4 of the nextsection, Using the Accounts Window to Add Accounts, tocheck your work.

Using the Accounts Icon Window to Add Accounts

Display accounts bytype

The Accounts icon window, with Display By Type turned on,arranges your accounts and their balances like a financialstatement, making it easier to see how your accounts aregrouped.

One advantage of this display is that you can add new accountsright from the icon window, and the program will help youwith the numbering scheme.

Reorganize yourchart of accounts

Another advantage is that you can easily reorganize your chartof accounts from this view. You can move or delete any accountin the Accounts icon window if:

It has not been used in transactions.

It is not a linked account.

To use this view, if a different display appears in the Accountsicon window, choose View, Icon Windows, Accounts in the

Adding Records




Home window. Then choose Display By Type from the toolbarin the Accounts window.

To use the Accounts icon window to add an account:

1. In the Home window, open the Accounts window (choosethe Accounts icon).

Select the Display By Typebutton.

Use the Check The Validity OfAccounts button to ensure thatyour accounts are organizedlogically.

Highlight the position where youwant to insert the new account.The new account will beinserted above the highlightedone.

2. If you are adding to an existing set of accounts, positionyour cursor where you want to add a new account.

3. Press the Insert key on your keyboard, or choose Create onthe Edit menu, or choose the Create button from thetoolbar. Fill in the name and the fields on the Account tab.

If you are creating a set of company files from scratch, or ifyou prefer a different number from the one displayed, entera new account number.

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User Guide 25



Check the status bar for informationabout any check box, menu item,or field you point at with themouse.

To format and organize thepresentation of your financialstatements, use account types.(See Chapter 5 of the GettingStarted manual.)

If you have an existing set ofaccounts, the program willsuggest a new account number.If you enter a different accountnumber, follow the numberingsystem described earlier in thissection.

Name theaccount clearly.

Enter a GIFI code if youfile your corporate financialstatements electronically.(Contact Revenue Canadaor your accountant forinformation on GIFIcodes.)

If your bank has a Web site, and you have access to theInternet, you can download your bank statements and letSimply Accounting help you to reconcile your account.

4. Check your work, then choose Create to add the account.

Tip: You can use Simply Accounting to reconcile anaccount you are using as a bank or credit-card account.See Chapter 7, Setting Up an Account forReconciliation, in the Getting Started manual.

Check the accounts 5. After you finish adding accounts, check your workcarefully:

Check TheValidity OfAccounts

From the toolbar, or the Edit menu, choose Check TheValidity Of Accounts, to ensure that your accounts arelogically organized.

Print the chart of accounts. (In the Home window, onthe Reports menu, choose Lists, then choose Chart OfAccounts, and then choose Print from the File menu.)On the printed copy, confirm that:

You added all the accounts you need.

The accounts appear in the order you want them.

There are gaps between account numbers (ifpossible), so you can later add more accounts, asneeded.

Adding Records




The account names, types, and GIFI codes arecorrect.

The program may tell you your accounts are in thewrong order. If this happens, read the on-screen Help.

Check the balances Print a trial balance. (In the Home window, on theReports menu, choose Financials. Choose Trial Balance,select Current Year, choose OK, then choose Print fromthe File menu.) On the printed copy, confirm that theaccount balances are correct.

Keep the printed copies for your files.

If you need to make changes or corrections, see ChangingRecords, later in this chapter.

Budgeting You can budget any revenue account (numbered 4000 to 4999)or expense account (numbered 5000 to 5999). See Chapter 3,Budgeting.

Adding Vendors (Suppliers)

The Vendors window keeps track of all the vendors you dobusiness with, and the amounts you owe and pay them.

Changing andremoving records

This section describes how to add records to the Vendorswindow. To change or remove a vendor record, see ChangingRecords or Removing Records, later in this chapter.

Each vendor (supplier) record in the Vendors window lists thevendors name and address, telephone and fax numbers, e-mailaddress, Web site name, a contact name, early-payment terms,whether the vendor calculates discounts before tax, andwhether you normally print or e-mail purchase orders for thevendor. Each record also tracks how much you owe the vendor,and your total purchases from the vendor, last year and thisyear.

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User Guide 27



To add a vendor record:

1. In the Home window, open the Vendors window (choosethe Vendors icon).

2. On the Edit menu, choose Create (or choose the Createbutton from the toolbar). Fill in the vendors name and thefields on the Address tab that apply to this vendor.

Check the status bar for hintsabout on-screen items you arepointing at with the mouse, orchoose a topic on the Help menu.

You can click this button to senda note by e-mail to a vendor

Or click this one, to visit thevendors Web site.

Enter the vendors BusinessNumber, here. If the vendor doesnot have a Business Number,enter their Social InsuranceNumber. Revenue Canadarequires you to report this numberalong with payments for certainkinds of services.

3. When finished, choose the Options tab and fill it in.

If you use the Contact field asan extra address line, check thisbox to include it on cheques.

Enter the vendors payment terms, ifyou know them. (See Chapter 5 of theGetting Started manual for details.)

Check this box to include GST you pay in the GST report. InQuebec, check the Include In QST Report box also.

If this vendor gives you adiscount based on the totalinvoice price, including tax,leave this box blank. Otherwise,check the box.

4. When finished, choose the Activity tab and fill it in.

Note: You can fill in the Year-to-Date Purchases and LastYears Purchases fields only when you are entering history.

5. When finished, choose the Memo tab and fill in the fields, asfollows:

Adding Records




Type any notes you wish tokeep about the vendor, suchas what you need to discussthe next time you talk tothem.

Type the date you want the memo to first appear in the To-Do Listswindow, or leave this field blank if you want the memo to appearright after you add the vendor record. (Note that you must alsocheck the Display This Memo In The To-Do Lists box.)

Check this box if you wantthe memo to appear in theTo-Do Lists window.

Tip: The To-Do List displays only the memos first40 characters until you select the memo to view it all, soyou might find it useful to summarize longer memos inthe first 40 characters.

6. When finished, choose the Import/Export tab and fill in thefields as follows:

If this vendor uses item numbers different from yours, enter them in thischart along with your corresponding item numbers, for all items youpurchase from this vendor. For non-inventory items, match thisvendors item number with your asset or expense account.

If this vendor uses the sameitem numbers as you do, youdo not have to fill in the restof this tab.

If this vendor has e-mail anduses Simply Accounting, theycan import your purchaseorders electronically. Check thisbox to be able to exportpurchase orders to this vendor.

7. Check your work, then choose Create to add the record.

Check your work 8. After you finish adding vendor records, print the VendorList and check your work. (In the Home window, on theReports menu, choose Lists, then choose Vendors, and thenchoose Print from the File menu.) Keep the printed copy foryour files.


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User Guide 29



Adding Customers

Changing anddeleting records

This section describes how to add records to the Customerswindow. To change or delete (remove) a record, see ChangingRecords or Removing Records, later in this chapter.

Each customer record in the Customers window lists thecustomers name, address, phone and fax numbers, contactname, e-mail address, Web site name, early-payment terms,whether you print statements for this customer, whether younormally print or e-mail forms, and credit limit. Each recordalso tracks the amount the customer owes you, and the totalsales to that customer, last year and this year.

To add a customer record:

1. In the Home window, open the Customers window (choosethe Customers icon).

2. On the Edit menu, choose Create (or choose the Createbutton from the toolbar). Fill in the customers name andthe other fields on the Address tab that apply to thiscustomer. The address you enter here is the customersbusiness address, to which you direct invoices and othercorrespondence.

Check the status bar for hintsabout on-screen items youare pointing at with the mouse.

You can click this button to senda note by e-mail to a customer

Or click this button to visit thecustomers Web site.

3. When finished, choose the Ship-To-Address tab, and enterthe contact person and address to which you normally ship

Adding Records




products for this customer. This address is displayed insales invoices, orders, and quotes, and can be different fromthe one you specify in the Address tab.

4. When finished, choose the Options tab and fill it in.

Check this box to include GSTyou collect in the GST report. InQuebec, check the Include InQST Report box also.

Enter the payment terms you want to givethe customer only if they differ from theones you set on the Customers and Salestab (under Settings on the Setup menu).

Check this box only if you sendstatements to your customers.

You can print or e-mail customer statements, salesorder confirmations, invoices and quotes. Select themethod you wish to use for this customer.

5. When finished, choose the Activity tab.

Note: You can fill in the Year-to-Date Sales and Last YearsSales fields only while you are entering history.

Enter the customers credit limit in the Credit Limit field.


Type any notes you wish to keepabout the customer, such as whatyou need to discuss the next timeyou talk to them.

Check this box if you want thememo to appear in the To-DoLists window. Type the date you want the memo to first appear in the To-Do

Lists window, or leave this field blank if you want the memo toappear right after you add the customer record. (Note that youmust also check the Display This Memo In The To-Do List box.)

Tip: The To-Do List displays only the memos first40 characters until you select the memo to view it all, soyou might find it useful to summarize longer memos inthe first 40 characters.

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User Guide 211



7. When finished, choose the Import/Export tab and fill in thefields, as follows:

If this customer uses item numbers different from yours, enter them in

this chart along with your corresponding item numbers, for all items inyour inventory. For non-inventory items, match this customers itemnumber with your asset or revenue account.

If this customer uses the sameitem numbers as you do, youdo not have to fill in the rest ofthis tab.

If this customer has e-mail anduses Simply Accounting, theycan import your sales invoicesand quotes electronically.Check this box to be able toexport invoices to this customer.


Check your work 9. After you finish adding customer records, print theCustomer List and check your work. (In the Home window,on the Reports menu, choose Lists, then Customers, andthen choose Print from the File menu.) Keep the printedcopy in your files.


Adding Employees

Each employee record in the Employees window lists anemployees name, address, hire date, date of birth, and otheridentifying information. Each record also tracks the employeespay rate or salary, required and optional deductions (such astaxes and employee-paid benefits), and payroll history, for lastyear and the year to date.


This section describes how to add records to the Employeeswindow. To change or delete (remove) a record, see ChangingRecords or Removing Records, later in this chapter.

To add an employee record:

1. In the Home window, open the Employees window (choosethe Employees icon).

Adding Records




2. On the Edit menu, choose Create (or choose the Createbutton from the toolbar). Fill in the employees name andthe fields on the Personal tab that apply to this employee.

Check the status bar for hintsabout buttons, menu items,or fields you point at with themouse.

You can pay only employeeswhose status is active, but youcan produce reports for bothactive and inactive employees.

You can view amounts for the year to date on the Income, Deductions,and Taxes YTD tabs, at any time. You can view a Quebec employeestips in the Year-To-Date Quebec Tips tab, if you selected Track QuebecTips, in Settings, in the Payroll tab. However, you can enter year-to-dateamounts only while you are entering history. To find out about enteringemployee history, see Chapter 5 in Getting Started.

3. When finished, choose the Income tab and fill it in.

If the worker is paid by the hour, enter the regular andovertime pay rates, and, if you wish, the usual number ofhours. If the employee is on salary, enter the salary and thenumber of hours in a pay period. (Hours per pay period areused to determine Employment Insurance eligibility.)

4. When finished, choose the Deductions tab and fill it in. Ifyou need to rename any deductions, go to the Homewindow and choose Setup, and then Names.

Enter the amounts or percentages you want the program todeduct from the employees paycheque each time you makean entry in the Paycheques window.

Using pre-set deductions saves you time and helps preventerrors. You specify whether the deductions are a percentageof gross pay or a fixed amount, in the Payroll tab, in Setup,

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User Guide 213



Settings. However, you can change the pre-set amountswhen you make an entry in the Paycheques window, ifneeded.

Deductionsbefore or after tax

The program can deduct amounts either before or after itcalculates taxes. To specify when to make the deductions,

without closing the Employee Records dialog box, switch tothe Home window and on the Setup menu choose Settings,then choose Payroll, and check or clear the box for eachdeduction. Choose OK, then switch back to the EmployeeRecords window.

CDN:GST and QST onbenefits

If the employees benefits are subject to GST or QST, enterthe amount of GST or QST to deduct per pay period in thefield you are using for GST deductions or QST deductions.For information about setting up GST or QST deductions,see Chapter 5 in the Getting Started manual.

EI insurable earnings 5. If the employee already has EI insurable earnings this year,choose the YTD Income tab and enter the amount ofpreviously earned EI Insurable Earnings in the box.

You would not normally change the total in this field.

6. When finished, choose the Taxes tab and fill it in.


Type any notes you wish tokeep about the employee,such as the date of their nextscheduled holiday.

Check this box if you want thememo to appear in the To-DoLists window.

Type the date you want the memo to first appear in the To-DoLists window, or leave this field blank if you want the memo toappear right after you add the employee record. (Note that youmust also check the Display This Memo In The To-Do List box.)

Tip: The To-Do List displays only the memos first40 characters until you select the memo to view it all, so

Adding Records




you might find it useful to summarize longer memos inthe first 40 characters.


Check your work 9. After you finish adding employee records, print anEmployee Summary report and check your work. (In theHome window, on the Reports menu, choose Payroll, thenEmployee. Select the employees with changed records (orSelect All), and choose OK. Then choose Print from the Filemenu.) Keep the printed copy for your files.


Adding Inventory Items and Services

Each record in the Inventory and Services window keeps trackof goods or services you sell. Each record contains an itemnumber, description, unit of measure, and selling price. Itemrecords also contain a minimum stock level (for reordering),quantity on hand, total value, quantity on purchase order, andquantity on sales order. Records also show the revenue andexpense accounts associated with each service, and the revenue,cost of goods sold, asset, and variance accounts associated witheach inventory item.


This section describes how to add records to the Inventory andServices window. To change or delete (remove) a record, seeChanging Records or Removing Records, later in thischapter.

To add an inventory item or service:

1. In the Home window, open the Inventory and Serviceswindow (choose the Inventory and Services icon).

2. On the Edit menu, choose Create (or choose the Createbutton from the toolbar). Fill in the item number,description, and type, and the fields on the Item tab thatapply to this item.

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Check the status bar for hintsabout buttons, menu items, orfields you point at with themouse.

The item number cancontain up to 13numbers and letters.

Indicate whether you are addingan inventory item or a service.

3. When finished, choose the Linked tab and fill it in.

Asset. Use this account to keep track of the actual cost ofthis inventory item when you buy or sell it.

Revenue. Use this account for amounts you receive whenyou sell this item or service.

Expense. Use this account for the amounts you pay whenyou buy this service.

Cost of Goods Sold (C.O.G.S.). Use this account for theamounts you pay when you buy this inventory item.

Variance. Use this account for the difference between theaverage cost and the actual cost of this inventory item whenits inventory level drops below zero.

4. When finished, choose the Activity tab and fill it in.

5. Check your entries and choose Create to add the record.

Print reports andcheck your work

6. After you finish adding inventory records, print thefollowing reports to check your work:

Inventory and Services List. In the Home window, on theReports menu, choose Lists, then Inventory and Services.

Adding Records




Confirm that you entered the item numbers, descriptions, andaccount numbers correctly.

Inventory Quantity. On the Reports menu, selectInventory and Services, then choose Inventory, then selectItem Quantity, and Select All. Choose OK, then confirm thatyou entered the minimum levels correctly.

Inventory Synopsis. On the Reports menu, select Inventoryand Services, then choose Inventory, then select ItemSynopsis, and Select All. Choose OK, then confirm that youentered units, price, quantity, and cost correctly.

You can also obtain these reports from the Inventory AndServices icon window. (If you have chosen not to displaythis icon window, but wish to see it now, in the Homewindow, on the View menu, select Icon Windows and thenInventory And Services.)


Adding Projects

The Project window contains a list of all the projects yourcompany is working on, and their balance-forward amountsand start dates.

After the other modules are ready for day-to-day use, you canallocate revenues and expenses to projects by makingtransaction entries in the following windows:

Miscellaneous Transactions

Purchases, Orders, and Quotes

Sales, Orders, and Quotes

Paycheques

Payroll Cheque Run

Adjustments

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Note that the Project module does not have its owntransaction-entry window.

Changing the name If you wish, you can customize the name of the Project moduleto match your profit centres. For example, you could call itTeam, Job Cost, Branch, Location, or Department.

To customize the name of your module, on the Setup menu,choose Names, then change the Project Title. The new nameappears in the Home window as well as on screens and reports.

If you are unfamiliar with project accounting, read Chapter 20,Cost Accounting, in the Accounting Manual, to learn aboutallocating revenues and expenses in your business.


This section describes how to add records to the Projectwindow. To change or delete (remove) a record, see ChangingRecords or Removing Records, later in this chapter.

To add a project:

1. In the Home window, open the Project window (choose theProject icon).

2. On the Edit menu, choose Create (or choose the Createbutton from the toolbar). Fill in the projects name and thefields on the Project tab.

Check the status bar for hintsabout any button or field youpoint at with your mouse.

Name your project.

Enter the project information.

Changing Records




3. If you selected Budget Project, (on the Project tab underSettings on the Setup menu), you can enter budget amountsfor this project. Select the Budget tab, and then selectBudget This Project. Enter budget amounts in the fields thatappear.

4. Check your entries and choose Create to add the record.

Print the Project Listand check your work

5. After you have added projects, print a Project List andcheck your work. (In the Home window, on the Reportsmenu, choose Lists, then choose Project, and then choosePrint from the File menu.) Keep the printed work for yourfiles.

If you need to make changes or corrections, see the next section,Changing Records.

Changing RecordsYou can change most of the information stored in yourcompany data: account names, customer addresses, employeepay rates, inventory item and service prices, and so on. Onceyou have finished entering history, there may be restrictions;check the following table before you follow the steps later in thissection.

Changing Records

User Guide 219



Before changingthis:

Note the following restrictions:

Account The account must not have been used since the earliesttransaction date.

If you change the number of a linked account, the new numbermust be within the same section of the chart of accounts (forexample, asset accounts must be within the 1000 to 1999 range).

To change a subgroup or group account to a group heading,subgroup total, or group total, you must delete the account,then re-enter it with the new account type.

If you file your tax return electronically, check with youraccountant to ensure that you are using the correct GIFI code.

Vendor record You can change last-year purchase amounts and year-to-datepurchase amounts only if you have not finished enteringhistory for this module. If you have finished entering history,make entries in the Purchases, Orders, and Quotes windowand the Payment Cheques window to change these balances.

Customer record You can change last-year sales and year-to-date sales only ifyou have not finished entering history for this module. If youhave finished entering history, make entries in the Sales,Orders, and Quotes window and the Receipts window tochange these balances.

Employee record You can change year-to-date totals only if you have notfinished entering history for this module. If you have finishedentering history, make entries in the Paycheques window tochange these balances.

Inventory record You can change quantity and total value only if you have notfinished entering history for this module. If you have finishedentering history, change these balances by making entries inthe following windows: Purchases, Orders, and Quotes; Sales,Orders, and Quotes; Item Assembly; and Adjustments.

Project record No restrictions.

As you work, if you need help, check the status bar at thebottom of the screen, or use the Help menu for

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