for Sales, Purchase, Cash, Nominal & Management Accounts

Transcription

1 Overture Desk Top Book-Keeping for Sales, Purchase, Cash, Nominal & Management Accounts Overture has the ASTRA Desk Top Accounting feel and ergonomics and contains all sections required for small businesses, ie Sales Ledger, Sales Invoicing, Purchase Ledger, Nominal, Cash Book, Trial Balance, Balance Sheet, VAT and Cash Accounting VAT. It can use floppy disks or hard disks and is therefore suitable for disk drive only machines - it therefore maintains low entry cost. Overture is designed for the smaller companies and retail outlets not utilising stock and can upgrade to the next ASTRA Desk Top Accounting Premier and Professional range without data re-entry should you wish to have enhanced facilities in the future. Users therefore feel confident that they can update as and when their businesses grow. It has been written with the needs of the user in mind and is therefor very easy to operate. There is no confusing jargon and no complicated procedures to learn before starting. It organises all your business accounts and so take the routine out of book-keeping. The system makes it simple to prepare VAT accounts and sales invoices. It removes the need to keep paper ledgers for every accounting activity such as Sales and Purchases accounts. Your computer will become your filing system. Dealings with Customs and Excise, Accountants and the Inland Revenue are simplified because Overture takes the headache out of having to prepare the reports and records required by them. Your computer will, on request, print all the relevant information neatly and accurately. Effective management of any business needs timely and accurate information on which to base decisions. This information must be accurate and up to date. Overture has been designed to meet this need. The Overture package contains: - A program disk - this contains the Overture program, sample stationery and a sample mail merge letter. - An Overture Instruction Manual - the manual provides a step by step guide to the use of the program. - A Registration Card which needs to be filled in and returned to the address below, to S&S Systems Ltd. The Hardware Requirements To use Overture you will require a minimum of the following: - A Macintosh computer with at least 1MByte of free memory. - An additional disk drive - either a floppy or hard disk for data storage. - A Macintosh compatible printer. Overture Desk Top Book-Keeping 1

2 The Overture program The Overture program is divided into sections which are selected on the computer screen using the Macintosh 'mouse'. SALES The system keeps full open item records of customers' accounts. This means that comprehensive details of all sales transactions are kept on a customer's account until such time as they have been completed. The Sales section controls all aspects of customer accounts. Comprehensive Customer information together with automatic entering of transactions to the Nominal Ledger allows the production of a wide range of management accounts and sales analyses. As sales transactions are entered you name the Customer and Nominal account to which each transaction is to be allocated. New accounts can be created at any time. Sales Transactions This section is used to record all the transactions that affect Customer accounts. Invoices and credit notes can be prepared by the computer and printed out on standard or special stationery. Alternatively, if preferred, sales invoices can be raised manually and the details recorded into the system. Payments received can be allocated against specific invoices in a customer's account. Prepare Invoices and Credit Notes Invoices and Credit Notes are prepared using the blank invoice form that is presented on the screen. The form displays lines onto which details can be entered. If additional space is required new lines are automatically added to the foot of the form. In this way a full narrative invoice of 50 lines can be prepared. Manual Invoices If your sales invoices and credit notes are produced manually their details are entered using the Manual invoice entry screen. The value of each sales invoice can be allocated over 20 Nominal Accounts, which are automatically updated with the details as each entry is completed. Payments Received Overture Desk Top Book-Keeping 2

3 Payments received are allocated to the invoices and credit notes to which they relate. Nominating an invoice for payment is a simple procedure. Simply call up the listing of all outstanding invoices for the required customer and use the mouse to tick the invoice or credit note as applicable. Sales Reports The reports and listings produced by the Sales Accounts may be printed to screen, printer or disk (in Excel tab format). You may select a particular customer or specify a range of customers. Customer Statements This prints full details of all outstanding transactions for each customer specified in the form of a statement of account. Aged Debtors This prints details of the balance outstanding for all accounts. It analyses the amounts owed under Current, 1 month, 2 months and over 3 months. Statements The report provides a full statement of outstanding transactions on each customer's account. Transaction Journal The transaction journal is a detailed audit report which produces a listing of all transactions entered on the Sales ledger. PURCHASES The system keeps full open item records of suppliers' accounts. This means that comprehensive details of all purchase transactions are kept, on a supplier's account, until such time as they have been completed. The Purchase section controls all aspects of suppliers' accounts. Comprehensive Supplier information together with automatic entering of transactions to the Nominal ledger allows the production of a wide range of management accounts and purchases analyses. As purchase transactions are entered you name the Supplier and Nominal Account to which each transaction is to be allocated. New accounts can be created at any time. Purchase Transactions This section is used to record all the transactions that affect Suppliers' accounts. Details of purchase invoices or credit notes are entered against a supplier account and nominal ledger account. Payments received can be allocated against specific invoices in a supplier's account. Overture Desk Top Book-Keeping 3

4 Purchase Invoices The details of Purchase invoices and Credit notes are entered using the Purchase Invoice entry screen. The value of each invoice and credit note can be allocated over 20 Nominal Accounts, which are automatically updated as each entry is completed. Payments Made Making payments to a supplier is a simple procedure of selecting invoices to be included in the amount of each cheque. Simply call up the listing of all outstanding invoices for the required supplier and use the mouse to tick the invoice or credit note for payment as applicable. Purchase Reports The reports and listings produced by the Purchase Accounts may be printed to screen, printer or disk (in Excel tab format). You may select a particular supplier or specify a range of suppliers. Suppliers Ledgers This prints details of all transactions for each supplier account. Aged Creditors This prints details of the balance outstanding for all accounts. It analyses the amounts owed under Current, 1 month, 2 months and over 3 months. Transaction Journal The transaction journal is a detailed audit report which produced a listing of all transactions entered on the Purchase ledger. CASH ACCOUNT Certain transactions are conducted on strict cash terms and do not warrant the opening of a Customer or Supplier account. The Cash Account system is used to record such transactions. A Retail outlet could conveniently record its sales using this section of the program. Cash Transactions The details of cash sales and purchases are entered directly onto the appropriate screen. Overture Desk Top Book-Keeping 4

5 The value of each cash transaction can be allocated over 20 Nominal Accounts, which are automatically updated as each entry is completed. Cash Daybook Report This report produces a detailed listing of all cash transactions entered in the Cash account and may be printed to screen, printer or disk. NOMINAL All transactions entered into the system require the use of Nominal account codes. The program supports up to 350 Nominal account types which are split into four categories. Account Numbers Categories 1-50 Sales Purchases Expenses and Overheads Balance Sheet The first three categories, from accounts 1 to 200, are Profit and Loss accounts. They are used to record the transactions made in each period and together provide a statement of income and expenditure. The Balance Sheet nominal accounts record the assets and liabilities of the organisation. New Nominal accounts can be created, deleted or altered at any time using the Nominal account screen. Budgets Target levels of income and expenditure can be recorded in the system and used for comparison against actual performance. The budget figures can be displayed at any time showing the actual and estimated amounts enabling you to easily identify the periods when actual performance varies from the target values. Journal Entries Journal Entries can be performed throughout the Nominal Ledger (except into the control accounts) allowing accounting adjustments or purchases through the Nominal to be easily made. Tax (UK = VAT, New Zealand = GST, Germany = MWST) There are 6 Tax Rates which can be changed at any time. A Tax Return is very easily produced containing the relevant information for completing Standard Deferred Tax Return Forms and Cash Accounting Tax Return Forms. Nominal Reports Overture Desk Top Book-Keeping 5

6 The Nominal ledger reports can be requested at any time and together provide a complete analysis of the business. They may be printed to screen, printer or disk (in Excel tab format). Trial Balance This provides a complete list of all Nominal Accounts currently open within the system. It will display the cumulative value of all transactions entered against each account. For ease of reference the listing is sorted into categories. Profit and Loss This produces a statement of Gross and Net Profit up to the current period. It compares total Sales with Cost of those Sales, to indicate the Gross Profit, and then deducts total expenses to calculate the Net Profit. Balance Sheet This provides a detailed analysis of the Assets and Liabilities of the organisation at the end of the current period. Financial Position This presents a statement of the financial status of the organisation. It provides cash flow statistics that summarises current liquidity. Management Accounts This provides a budget comparison between actual income and expenditure and target. It can be produced for any month during the financial year and shows the Sales, Purchases and Expenses values. It provides a summary which can be used to identify any significant movements of performance, from the original plan. Having isolated major differences the detailed information produced by the Nominal ledger reports can be used to examine the reason for the changes. Nominal Ledger This produces a listing of all transactions entered against each nominal account. It shows in detail the movements in the ledger during the current accounting period. Transaction Journal All transactions that take place are recorded in detail on the Transaction Journal. This is the source of the basic information for analysis purposes and provides a detailed audit trail of all transactions processed in each period. REPORTS Overture Desk Top Book-Keeping 6

7 All reports can be printed to screen, any Macintosh printer or to disk (in Excel tab format). One advantage of printing to disk is that you can, for example, print the address file to disk and mailmerge it with a letter in Microsoft Word. A sample Shell Mail Merge Letter is provided with the system. Stationery Setup The printer can use plain paper, custom printed paper or a PICT file can be drawn and used, which can include your company s details and logos. This enables you to create professional looking documents which can be printed on a Laser or Ink Jet printer using plain paper or company letterheads. SETUP Company Details The Company Details section is used to set the basic information about your business. The information is entered via the Company Details screen. The details, once entered, will be used automatically whenever required. Standard payment terms and settlement discounts can be set and will be automatically used when the system produces sales invoices. Passwords Ten Passwords can be entered to limit user access to different sections of the system, such as preventing users seeing bank accounts. Please note that this Prospectus is not meant to be a manual. It is simply aimed to give an insight into the features of Overture Desk Top Book-Keeping software. The price of Overture is currently plus carriage and VAT. Please check the current price with your dealer or S&S Systems. When your needs grow you can simply update your Overture system to the next product in the ASTRA Desk Top Accounting range Premier range: It is designed for companies and retail outlets selling or accounting for stock or time and can be upgraded to the Professional range as and when your business grows. Colour, large screens, barcode reading and complete System 7 Overture Desk Top Book-Keeping 7

8 & PowerPC support for the full range of current Macintosh and PowerPC computers is included in every section. Sections from Premier is a fully integrated Single or Multi-User (100 users) complete accounting Advanced Business Controller system briefly containing; Invoicing, Open Item and Tele-Sales invoicing, Sales & Purchase Order Processing, auto Back- Ordering, Job Costing and Tracking, Sales and Purchase Ledgers, Stock Control and Manufacture, Serial Number and Product Tracking for every stock item Sold & Purchased, Point of Sale (10 simultaneous EPOS sales at each computer), Barcode Reading, Nominal Ledger, VAT and Cash Accounting VAT, Barcode Label production. Users can create MACROS for own procedures and front ends etc. All transactions update all ledgers and stock, automatically & in realtime, and can be entered over 2 years automatically updating through to the current year s accounts. Comprehensive management reporting for Sales & Staff Performance, Purchases & Cost Centres, Job Costing & Tracking, Stock Profitability, Tracking & Memos, through to VAT Returns and 2 year management reports - Trial Balance, Balance Sheet and Profit & Loss. It has user selectable options with powerful yet friendly individual customisation of operation and reporting facilities, with links to and from other applications via AppleEvents. High speed and multi-window multi-user operation is due to it being a true Macintosh Application. INVOICING: Sales Invoicing, Pro-Forma Invoicing, Open-Item Invoicing, Print Open-Item Invoices, Tele-Sales Invoicing, Print Tele-Sales Invoices, Customers' Details, Customers' Help, Linked Accounts (Multiple Delivery Addresses). Reports: Customers' Details, Mailing Labels, Daily Audit Trail, Transactions Journal. Free text invoicing or Stock Codes can be used if Stock Control is installed. Will automatically update the Sales, Nominal Ledgers, VAT, Stock Control and Jobs, if installed. SALES LEDGER: Manual Invoices, Manual Credit Notes, Money Received, Cancelled Receipts, Balance Adjustments, Customers' Details, Agents' Details, Credit Limits, Customers' and Agents' Help. Reports: Statements, Aged Debtors, Customers' Ledgers, Invoices Due, Customers' Details, Mailing Labels, Agents' Details, Agents' Summary Analysis, Agents' Detailed Analysis, Monthly Sales Analysis, Daily Audit Trail, Transactions Journal. Invoicing will automatically update the Sales Ledger if installed. Nominal Ledger and Jobs are automatically updated if installed. PURCHASE LEDGER: Purchase Invoices, Credit Notes, Pay Suppliers, Cancelled Payments, Transactions on Hold, Balance Adjustments, Suppliers' Details, Cost Centres, Suppliers' and Cost Centre Help. Reports: Aged Creditors, Suppliers' Ledgers, Invoices Due, Suppliers' Details, Mailing Labels, Cost Centre Details, Cost Centre Summary Analysis, Cost Centre Detailed Analysis, Monthly Purchase Analysis, Daily Audit Trail, Transactions Journal. Nominal Ledger is automatically updated if installed. Jobs are automatically updated if installed. NOMINAL LEDGER: Uses 999 Nominal Accounts. Journal Entries, Journal Payments, Automatic Standing Orders, Stock Valuations, Work in Progress, Set Budgets, Nominal Account Details, Nominal Account Help. Reports: Bank List, Bank Balances, Trial Balance, Profit & Loss, Balance Sheet, Account Layout, Nominal Ledger, Daily Audit Trail, Transactions Journal. Vat is automatically updated if installed. VAT RETURN: End of VAT Quarter, VAT Return for Standard Deferred VAT and Cash Accounting VAT, Pay VAT, Receive VAT Refund, VAT Help. Requires Nominal Ledger. STOCK CONTROL: Stock Level Adjustments, Stock Details, Manual Price Changes, Automatic Price Changes, Export & Import Stock Details, Categories. Stock, Alternative Stock and Category Help. Reports: Product Lists, Overture Desk Top Book-Keeping 8

9 Detailed Lists, Stock Categories, Transactions Journal. If Invoicing is installed Stock Codes can be used on the invoice with the levels being automatically adjusted. Will also automatically update Jobs if installed. STOCK PARTS EXPLOSION: Manufactured Item Constituent Details, Manufacture Process. Reports: Component Usage, Manufacturing Costs. Requires Stock Control. SALES ORDER PROCESSING: Sales Orders, Sales Orders Adjustments, Back Order Help. Reports: Sales Back Orders, Stock Memos. If Invoicing is available items can be placed on Back Order or Memos. Requires Sales Ledger & Stock Control. PURCHASE ORDER PROCESSING: Purchase Orders, Purchase Orders Adjustments, Back Order Help, Incoming Goods. Reports: Purchase Back Orders. Requires Purchase Ledger & Stock Control. JOBS: Job Details, Job Invoicing, Stock Issues to Jobs, Receipts from Jobs, Purchases applicable to the Job, Jobs Help. Reports: Job Detailed or Summary Costs and Profitability. Requires Invoicing, Sales Ledger & Stock Control. Will be automatically updated by Purchases if installed. POINT OF SALE - EPOS: Up to 10 simultaneous POS sales at each computer. Auto Adverts. Reports: POS Stock Transactions, Daily Audit Trail, Transactions Journal. Requires Nominal & Stock. BARCODE LABELLING: Labels can be produced individually or in automatic batches if Stock Control/Purchase/Sales Ledger are installed. Pictures can be pasted on the Labels, which can also be copied to other applications, eg DTP. 23 Barcode families - 8 Digit EANA, 13 Digit EANA, 6 Digit UPCA, 12 Digit UPCA, 8 Digit EANA plus 2 Digit Add-ons, 13 Digit EANA plus 2 Digit Add-ons, 6 Digit UPCA plus 2 Digit Add-ons, 12 Digit UPCA plus 2 Digit Add-ons, 8 Digit EANA plus 5 Digit Add-ons, 13 Digit EANA plus 5 Digit Add-ons, 6 Digit UPCA plus 5 Digit Add-ons, 12 Digit UPCA plus 5 Digit Add-ons, 14 Digit ITF, 14 Digit DUN, 16 Digit DUN, 2 of 5 Matrix, 2 of 5 Industrial, 2 of 5 Interleaved, 2 of 7, Monarch, CodaBar, 3 of 9 and Plessey. A full range of Flat Bed and Hand Held CCD or Laser Barcode Scanners are available from S&S. PRODUCT TRACKING: Stock lines can be serially numbered and easily logged on receipt and sale which enables all individual products to be fully tracked. Reports: which Products have been sold to specified Clients, which Clients have bought specified Products, all showing profitability, sales and purchase details for each serially numbered product. Enables such as service departments to track when an item was sold, enables sales to have a full history of each client's purchases. MACROS: Allows users to produce repetitive procedures, eg standing orders & repeating invoices. Also allows data transfer from other systems or user's own 'front ends' via the standard ASTRA windows, thus maintaining data integrity and full audit trails. Macros are in the form of a text file which can be produced by databases or word processors. OVERSEAS VERSIONS: German, Russian, Latvian, South African, Dutch and New Zealand versions are available. Others are being prepared. Note: each section is NOT an individual module. It automatically integrates as appropriate with other sections throughout the whole system - without the inconvenience of having to run 'batch' procedures. The system is true multiuser and can support up to 100 users on one network. Sections from Overture Desk Top Book-Keeping 9

10 When your needs grow you can simply update your Premier system to the next product in the ASTRA Desk Top Accounting range Professional range: It is designed for the larger company, the holding company of a group, companies and retail outlets selling or accounting for stock or time, companies which require Multi-Currency or Multi-Location Stock, and companies trading internationally. It is a single-user or true multi-user system (1000 users) using SQL server technology and includes all of the above features of the Premier range with the following additional features: Customers, Suppliers, Stock, Nominal Accounts, Transactions: file sizes are increased to 999,999. Multi-Departmental: additional Nominal Account structure, up to 100 departments. Reports: all Nominal Ledger reports can be overall or departmental. This provides departmental nominal account analysis, trading consolidation and multi-company accounting. Multi-Currency: up to 99 currencies. Invoicing, receipts, payments, journals, banking, etc, handled in any currency. Reports: all Nominal Ledger, Sales and Purchase Ledger reports accommodate their currency and currency fluctuations. Multi-Warehousing: up to 10 locations or warehouses can be used for distribution and stocking. Multi-Lingual Invoicing: is available in the invoicing section and can accommodate 15 languages. Nominal Accounts: it includes user definable expanded nominal account structures, with 20 alpha-numerical account codes. Increased sized money fields used throughout for international use, together with a country localisation facility. Management Reports: are available over a 3 year accounting period. OVERSEAS VERSIONS: German, Russian, Latvian, South African, Dutch and New Zealand versions are available. Others are being prepared. Note: each section is NOT an individual module. It automatically integrates as appropriate with other sections throughout the whole system - without the inconvenience of having to run 'batch' procedures. The system is true multiuser and can support up to 1000 users on one network. Sections from Consultation - Installation - Training - Support can be purchased from your dealer or S&S Systems Ltd. Overture Desk Top Book-Keeping 10

11 ASTRA Desk Top Accounting and Overture Desk Top Book-Keeping, dms and PresFax are registered trademarks of S&S Systems Stephen H Alsop S&S Systems Ltd, Bretton Court, Manor Road, Wales Village, Sheffield, S26 5PS, England. Tel: (01909) Fax: (01909) International Code: ( ) info@astraaccounts.co.uk Overture Desk Top Book-Keeping 11