2 Software Licence Agreement. 1. In this Agreement: 2. Our Licence to you

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2 2 Software Licence Agreement Software Licence Agreement Your right to use the software (in object code only) and its associated printed and electronic documentation ( Product ) is subject to the terms and conditions set out in this licence agreement ( Agreement ). Breaking the seal to open the DVD case, installing the software, or, using any part of the electronic or printed material accompanying the product, signifies your acceptance of the terms and conditions set out below. Therefore, please read them carefully before breaking the seal or using the materials provided. If you do not agree to be bound by the terms and conditions of this Agreement, you should promptly return the unopened DVD together with all packaging and associated documentation unused and in good condition to your reseller for a refund under the terms of its refund policy (if you purchased from your reseller), or to us within 10 days of purchase (if you purchased direct from Softline Pastel). Prior to returning the product, you should telephone Softline Pastel on and request a reference number to be sent with your return so that it can be identified. Provided that you promptly follow our returns procedure, we shall refund the price paid by you direct to us for the Product. 1. In this Agreement: 1.1. Use means to load, execute, store, transmit, display, (for the purposes of loading, execution, storage, transmission or display) or otherwise utilise the Product for your legitimate business purposes, excluding where, if relevant, the product will only be used for point-of-sale purposes; and 1.2. us, we and our means Softline Pastel of "Softline (Pty) Ltd.", and you and your mean the person, business or company purchasing the Licence the headings are for convenience only and shall not affect its construction or interpretation; 1.4. including and includes shall be understood to mean including without limitation and includes without limitation respectively; and 1.5. words of a technical nature shall be construed in accordance with general trade usage in the computer industry of South Africa. 2. Our Licence to you 2.1. In consideration of your acceptance of the terms of this Agreement, we grant you a non-exclusive, non-assignable right to Use the Product for which you have paid the relevant licence fee ( Licence ). The Product is activated using an activation key. The Product will alert you of the need for an activation key and this can be obtained from us free of charge. In order to produce such an activation key we will require information from you. You acknowledge that without such information we cannot provide the necessary activation key. You warrant that this information is true and correct You may Use the Product: on a single personal computer or laptop (but not on both, unless you have purchased a Second Copy Licence for Use by the same single user with the same data as is installed on the main installation) if you have purchased a Single User Licence ; or on a single local area network or Virtual Private Network (VPN) (which is under your control and used by your group of companies or businesses and not relating to any other third party use of the Product) with up to the specified maximum number of concurrent users, if you have purchased a Network User Licence ; and in connection with a single set of data only, such data being your data only, whether this is for a company or business unless you have purchased a licence to allow you to work with multiple sets of data up to a specific number which shall not be exceeded (such multiple sets of data being data of your group of companies or businesses and not relating to any other third parties) and the Product is used on one system and only at your premises if you have purchased a Multi-Company Licence. For the avoidance of doubt, a Multi Company Licence does not alter or amend the maximum number of concurrent users Licensed under this Licence; or on a bureau basis as an independent contractor (and for use by your staff only up to the specified maximum number of concurrent users and not by third parties) either at your premises or externally on your laptops, on behalf of and in relation to the data of the number of companies or businesses for which you have purchased a licence, if you have purchased a Bureau Licence In relation to clauses and above, you may transfer each licensed copy of the Product from one computer to another owned by you within a single location, provided it is not Used on more computers at any one time than your licence permits. Please see clause 2.1 regarding the need for an activation key in order to do this. For the avoidance of doubt, you may not continue to Use the Product on the computer from which you have transferred the Product In relation to clauses and above, the total number of companies or businesses whose data may be processed by the software is limited to the number of companies or businesses for which the software is licensed to you. In particular, such number may not be exceeded by the loading of the data of any further companies or businesses in replacement of the data of the number of unique/discreet companies or businesses for which you have purchased your licence If you wish to use the Product otherwise than as provided for by the type of Licence you have purchased, you must purchase the appropriate type of licence or additional licences (and associated activation key) prior to commencing any such Use Other than as permitted under this Agreement you shall not and shall not allow anyone else to: Use, copy, transfer, sell, sub-licence, lease, mortgage, rent, loan, publish, distribute or otherwise make the Product (or any part of it) available to any other person, whether or not for commercial gain; Use the Product (or any part of it) for the provision of any remote hosting or ASP services or in any other configuration that permits a third party to use the Product other than under the provisions of a valid licence with us; disable any licensing or control features of the product; Use the demonstration or free-for-trial evaluation version of the Product (or any part of it) for any purposes other than feature and functionality evaluation purposes. For the sake of clarity only, use of the demonstration version of the Product for commercial gain either for training purposes or for the delivery of any service other than product evaluation, is specifically prohibited; other than to the extent permitted by law, alter, adapt, merge, modify, translate, reverse engineer or de-compile, disassemble, create derivative works of the Product (or any part of it), except with our prior written consent; nor remove, change or obscure any of our or any third party proprietary notices, labels or marks associated with the Product You acknowledge that you own only the media on which the Product is supplied and that we shall retain ownership of the intellectual property rights in and to the Product and any amendments made to it by us regardless of form, including any back up copies that you make, and, subject to the Licence, you shall not have any right to use them.

3 Software Licence Agreement You acknowledge that we may collect data from time to time that verifies the circumstances under which you are using the product. The collection of such data will assist us in preventing the use of the Product other than in accordance with this Agreement or any other licence issued by us and to enforce our rights in terms of the Agreement. In addition, we may use the data and information in 2.1 to provide, maintain, protect and improve our Product (including advertising) and develop new Products for you. In addition to the information in 2.1, the data collected by us will include aggregated usage information and transaction volumes so that we can improve the Product design and where appropriate prompt you with suggestions on ways to improve your own use of the Product. We will not collect or access individual specific identifiable user transactional data, except where granted permission by you to assist with the resolution of a Product issue or error. 3. How this Licence can be terminated 3.1. We may terminate the Licence without refund: if you fail to make payment within our payment terms from the date the purchase was made or any other contract with Us or any international or local subsidiary of Sage Plc.; or immediately if we are notified that any finance arrangement you have made with a third party for the payment of the licence fee for the Product has ended for any reason Your Licence to Use the Product will terminate automatically if you fail to comply with any term of this Agreement, you become bankrupt, go into liquidation, suffer or make any winding up petition, make an arrangement with your creditors, have an administrator, administrative receiver or other receiver appointed, or if you suffer or file any similar action in consequence of debt Within ten working days of the termination of the Licence for any reason you shall uninstall the Product and return it to us (including any copies you have made of the Product (or any part of it)) and provide a certificate signed by your duly authorised representative to confirm compliance with this clause Our warranties to you 4.1. We warrant that the Product, when used in accordance with our operating instructions, will provide the functions and facilities and will perform substantially as described in the associated documentation supplied to you as part of the Product We warrant that during any free support period: we shall provide technical advice, assistance and support by telephone fax and during our normal business hours (this does not apply to updates or upgrades of the software); the media on which the Product is recorded will be free from defects in material and workmanship under normal conditions of use; and we shall correct any errors in the Product by patching or replacing (at our sole discretion) any Product not meeting the warranties given above and if we are unable to rectify any errors in the Product, we will terminate this Agreement and refund your purchase price, after having received the Product (including any copies you have made) and all packaging in good condition within the relevant free support period. This warranty excludes defects caused by accidents, abuse, poor storage or handling or any act referred to in clause The warranties set out in this clause 4 are in lieu of all other warranties, representations or conditions, express or implied, statutory or otherwise, including any implied warranties of satisfactory quality and fitness for a particular purpose. We do not warrant that the Product will meet your requirements, or that the operation of it will be uninterrupted or error free. We do not warrant or make any representation regarding the use of the Product or the results of such use in terms of correctness, accuracy, reliability or otherwise. No oral or written communications by or on our behalf shall create a warranty or in any way increase the scope of the warranties we have given Our entire liability and your exclusive remedy under the warranties given in this clause 4 will be, at our option either to: repair or replace the Product or encryption medium which does not conform with the warranty; or refund the price paid for the Product and terminate the Licence. 5. Disclaimer and limitation of liability 5.1. You acknowledge that the allocation of risk in this Agreement reflects the price paid for the Product and also the fact that it is not within our control how, and for what purposes, you use the Product. In no event, therefore, will we be liable for any indirect, consequential, incidental or special damage, or loss of any kind (including loss of profits, business, chargeable time, anticipated savings, goodwill, any business interruption or loss of or corruption of data) however caused and whether arising under contract, tort, including negligence, statute or otherwise If any exclusion, disclaimer or other provision contained in this Agreement is held to be invalid for any reason by a court of competent jurisdiction and we become liable for loss or damage that could otherwise be limited, such liability whether in contract, tort or otherwise, will not exceed the licence fee actually paid by you for the Product Whilst We take reasonable precautions to ensure that the media on which this application is distributed is free of viruses, unknown third-party embedded code or other forms of unwanted third-party software interference, We do not accept any responsibility whatsoever for damage caused by the action of viruses, virus signatures or any other unsolicited third-party embedded code which may be contained on this media. This includes loss of files, system malfunctions, data corruptions or the like, which may be caused by any third-party code, malicious or otherwise, which may be replicated on the media. 6. Copyright 6.1. The Product and all related intellectual property is owned by Us and is protected by copyright laws and international treaty provisions. It should be treated like any other product under copyright. However, you are authorised to make copies of the product solely for backup / security purposes; 6.2. The licensee acknowledges that any and all of the copyright, trademarks, trade names, patents and other intellectual property rights subsisting in or used in connection with the Product including all documentation relating thereto are and remain Our property. 7. Trademark 7.1. "Softline" and "Sage" are registered trademarks. Pastel is a trademark owned by Us. All other product names mentioned herein are the property of their respective owners. All rights reserved worldwide.

4 4 Software Licence Agreement 8. General 8.1. Any reseller, distributor or dealer (including any of our authorised resellers or distributors) from whom you have purchased a licence of the Product is expressly not appointed or authorised by us as our servant or agent. No such person has any authority, either express or implied, to enter into any contract or provide any representation, warranty or guarantee with or to you on our behalf, or otherwise to bind us in any way whatsoever. We will not be responsible for any modifications or mergers made to the Product by such persons We shall not be liable to you in respect of any circumstances arising outside our reasonable control Our failure to enforce any particular term of this Agreement shall not be construed as a waiver of any of our rights under it If any part of this Agreement is held by a court of competent jurisdiction to be unreasonable for any reason whatsoever, the validity of the remainder of the terms will not be affected This Agreement constitutes the entire agreement between you and us in relation to the Product and the Licence and supersedes any other oral or written communications or representations with respect to the Product No variations of any of these terms and conditions are valid if not confirmed in writing by Us or Our authorised representative Should you purchase a Product as an upgrade of another Product, then your ownership in the original upgraded Product ceases. You are not entitled to sell the original Product, nor can you continue to make use of the original Product No variations of any of these terms and conditions are valid if not confirmed in writing by Us or Our authorised representative This Agreement shall be governed by and construed in accordance with South African law. The parties hereby submit to the exclusive jurisdiction of the South African courts unless otherwise agreed in writing. Copyrights and Trademarks Copyright by Us. We hereby acknowledge the copyrights and trademarks of all terms we use in this manual and its accompanying electronic documentation. This includes, but is not restricted to, the following names and terms. The following are the property of the Microsoft Corporation and / or its subsidiaries: Microsoft SQL Server MSDE Windows 95, Windows 98 Windows NT Windows 2000 Windows XP Windows Vista Windows 7 The following are the property of Adobe Corporation: Adobe Acrobat PDF Version: February 2012 User Guide Version Version February 2012 Please note the following: Specifications and information in this guide are, to the best of our knowledge, correct at the time of publishing. Since we invest in our products on an on-going basis, the information in this guide is subject to change without prior notice. Therefore, Softline Pastel cannot be held responsible for errors or omissions. Copying or reprinting of this guide or sections thereof is not permitted without prior written authorization.

5 Table of Contents Software Licence Agreement... 1 Chapter 1 Getting Started... 7 Overview... 8 Starting My Business My Business Conversion Tool Chapter 2 Working with Companies Opening and Maintaining Companies [ Opening an Existing Company ] [ Creating a New Company ] [ Deleting Company Data ] Company Details Backup and Restore Companies Change Passwords User Defined Fields Export / Import Company Data Chapter 3 Working in My Business Working in the System [ Screen Elements ] [ Processing Transactions ] [ Record Tables ] [ Drill Down ] [ Maintaining Master File Records ] [ Notes ] [ Messages / Descriptions / Comments ] [ Filters and Searches ] [ Printing, Viewing, and ing Reports ] Chapter 4 Editing Master Files Customers [ Customer Categories ] [ Edit Customers ] Suppliers [ Supplier Categories ] [ Edit Suppliers ] Items... 60

6 [ Item or Inventory Categories ] [ Edit Items ] Bank and Credit Card Accounts and Accounts [ Bank and Credit Card Categories ] [ Bank and Credit Card Accounts ] [ Accounts ] Chapter 5 Processing Transactions Selling and Purchasing Items Receiving and Making Payments Bank and Credit Card Transactions Import and map Bank and Credit Card Statements Reconcile Bank and Credit Cards Allocations Item Adjustments Adjust Opening Balances Accountant s Area [ Process Journal Entries ] [ Tax Payments and Refunds ] [ Tax Adjustments ] [ Accountant s Reports ] [ Trial Balance Export ] Chapter 6 Enquiries and Reports The Company Dashboard Quick Views Reports Report Designer... 94

7 Chapter 1 Getting Started In this chapter, we present a product overview. We then look at how you log into your company. Overview Starting My Business

8 8 Overview Chapter 1 Getting Started Overview My Business by Pastel is a simple, easy-to-use system that manages your whole business cycle. You can: Create one or more companies in which to work. Create items that you sell. Create suppliers so that you can purchase items. You can process purchase orders, supplier invoices, and returns to suppliers. Create customers so that you can sell items. You can process quotes, invoices, and credit notes. If necessary, you can write-off bad customer debts. Create bank accounts, so that you can pay suppliers and process receipts from customers, optionally with discounts, and allocate the receipts to invoices. Create accounts for sundry payments and receipts. This would include items such as rent, telephone, stationery, bank charges, and so on. Process journal entries and Tax adjustments. Reconcile bank accounts to ensure they coincide with your bank statements. Produce powerful and sophisticated reports, including a Profit and Loss Report and a Statement of Assets and Liabilities. You can use the above as a sequential guide to help you get up and running as quickly as possible. [ Managing Customers and Suppliers ] As you process, the system keeps statistics of sales per customer and sales per item, purchases per supplier, and purchases per item. You can create customer categories, supplier categories, and item categories, and analyse your sales and purchases by these categories. The system features a powerful Dashboard that shows you: Due and Overdue invoices Expired quotes Overdue notes Top customers by sales / suppliers by purchases Top customers / suppliers by balance due Top selling items Sales / Purchases history graphs with full drill down to the invoice level Customer and supplier ageing totals graphs with full drill down to the invoice level [ Printing, Viewing, and ing Reports ] You can produce quotes, invoices, credit notes, receipts, and statements. You can print these, and/or you can them to customers or suppliers. You can also any report to anyone.

9 Chapter 1 Getting Started Overview 9 [ Access to Company Data ] The system gives you unparalleled access to your customer, supplier, item, and transaction databases. You can list all these records, and you can then sort, group, and filter them to your heart's content. This makes it easy to find any information you are looking for. [ Customer, Supplier, and Item Notes ] You can create notes that you attach to customers, suppliers, and/or items. These notes can contain text or links to documents. You can specify an action date for each note, and then track overdue notes via the Dashboard. For example, a customer may promise payment by a date. The note will show on the Dashboard after that date as requiring action. [ User Defined Fields ] A feature usually only found in far more expensive products is the ability to name and use custom fields for customers, suppliers, and items. For example, you can track where you obtained a customer's lead. [ Modern Interface ] The system features a modern, easy-to-use, and powerful interface that places all the system's functionality right at your fingertips: The Navigation Bar lets you access frequently used functions with one click Database entry fields let you pick customers and items very simply and even add new records on the fly as you are working Date entry allows you to pick dates from a calendar Wizards guide you through processes Record tables let you sort, group, and filter customers, items, invoices, receipts, and so on Drill down is a feature that lets you click a graphic or a total and see the transactions that make up the total value. Drill down is multi-level, and takes you right down into the original transaction. [ Guide is an Overview ] This user guide is a My Business by Pastel overview only. It does not cover every feature and every function in the system. The idea is to give you a detailed outline of the system's functionality. The online help contains detailed information on every feature. The table of contents in this user guide is a subset of the one in the online help, but in the same sequence. In addition, you can type user guide headings into the online help s Index section to find the relevant help section.

10 10 Starting My Business Chapter 1 Getting Started Starting My Business You can start My Business in two ways: Locate the My Business icon on your desktop: Double click the icon to start the system. From the Start menu, choose All Programs Softline Pastel Pastel My Business Version 3 Pastel My Business Version 3. You use this screen to maintain companies, and to open a specific company. You can create as many separate companies as you require. Each company is a separate entity, with its own customers, items, and transactions. Once you open a company, you can register your system. You can use an unregistered system for 30 days, after which you have to register to continue working.

11 Chapter 1 Getting Started My Business Conversion Tool 11 My Business Conversion Tool This feature will guide you through the process of converting your data from a previous version of My Business to My Business Version 3. [ Can I convert my data? ] If you are using one of the following Pastel products, your data can be converted: Pastel My Invoicing Pastel My Business Version 1 Pastel My Business Version 2 [ How to convert your data ] You can convert your data from two places in Pastel My Business Version 3: On the Open Company screen; and Within the system, select the My Business button, followed by the Data Conversion option. [ Open Company Screen ] 1. To access this function, select the Convert button on the Open Company screen:

12 12 My Business Conversion Tool Chapter 1 Getting Started 2. The following screen is displayed: 3. Select the Next button to continue. 4. The following screen is displayed: 5. Ensure that your current data is backed up before you start the conversion. 6. Select your Pastel Invoicing, Pastel My Business Version 1 or Pastel My Business Version 2 backup. 7. Enter a new company name for Pastel My Business Version 3 in the Company name field. 8. Select the Next button to continue.

13 Chapter 1 Getting Started My Business Conversion Tool The following screen is displayed: 10. If you want to auto allocate transactions to the oldest invoices in Pastel My Business Version 3, check the Set all customers and suppliers to use auto allocate to oldest invoice check box. 11. Select the Next button to continue. 12. The following screen is displayed: 13. If you are ready for the conversion, select the Next button. 14. When the conversion is completed, select the Finish button.

14 14 My Business Conversion Tool Chapter 1 Getting Started [ My Business Button ] 15. When Pastel My Business Version 3 is open, select the My Business button, followed by the Data Conversion option. 16. Follow the same steps as mentioned above to convert your data. [ What will not be converted? ] Customised Reports and Document Layouts: Customised layouts in the XtraReport Designer in Pastel My Invoicing and Pastel My Business are incompatible with the Pastel Report Designer in Pastel My Business Version 3. You will need to recustomise your layouts once you have converted your data.

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16 Chapter 2 Working with Companies In this chapter, we look at how you maintain and work with companies. We also look at company setup and some company-wide processing options. Maintaining and Opening Companies Company Details Backup and Restore Companies Change Passwords User Defined Fields Export / Import Company Data

17 Chapter 2 Working with Companies Opening and Maintaining Companies 17 Opening and Maintaining Companies [ Opening an Existing Company ] Once you start the system, you need to open a company in order to start working. To do so, you need to do two things: Select the company Enter its password In the Password field, enter the company's password if there is one. When you create a new company, there is no password for that company. In the Companies list, click on the company you wish to open. Click the OK button to login. The system installs with a demonstration company in place. We strongly recommend that you open that company and use it to learn how the system works. Once you understand the system and its settings, you can create your own company using settings that are best for you.

18 18 Opening and Maintaining Companies Chapter 2 Working with Companies The system opens the company and displays the home screen: [ Creating a New Company ] You can create a company from two places: In the Open Company window, click the New button. In the home screen, choose the My Business button Create Company menu option. Whichever of these options you use, the system takes you to the Company Details wizard, which we look at next. In this wizard, you set up the company name and other rules and methods. Once you complete the wizard, the system opens the company. When you next access the Login window, the new company appears in the list of companies. [ Deleting Company Data ] If you no longer need a company s data, you can delete it. Once you delete the company data, its information is irretrievably lost. If there is any possibility that you may need this data in future, you should backup the company before you delete it. Ensure that you make multiple backups, and that you store these in different geographical locations.

19 Chapter 2 Working with Companies Company Details 19 Company Details When you create a new company, the system invokes the Company Details wizard. Once the company is up and running, you can change some of the company detail settings using the same wizard. Select the Company Details option at the top right corner. In the Company Information screen, you enter information that prints on documents such as invoices and statements. You should therefore ensure that this information is accurate. If you are creating a new company, the Financial Year and Tax Systems screen displays as follows:

20 20 Company Details Chapter 2 Working with Companies In the Tax Systems section, you set up tax processing rules in accordance with your country s legislation. The following screen represents South Africa s details: If you do not know the tax system you should be operating under, you should find out from a financial professional. Failure to use the correct system, and to report taxes, is a criminal offence.

21 Chapter 2 Working with Companies Company Details 21 In the Rounding Settings section, you can set the system to round customer invoices. If you use rounding, the system displays the rounding on all the documents: In the Regional Settings section, you set how many decimals the system should use for all values: In the Document Setup section, you choose whether the system should warn you if item quantities and costs fall below zero:

22 22 Company Details Chapter 2 Working with Companies When you print statements, the system calculates and displays the ageing balances - how much the customer owes you in 30-day slots if you check the Monthly check box.

23 Chapter 2 Working with Companies Company Details 23 In the Document Message Settings screen, you enter messages to display on documents and statements: You can have different messages for customers depending on their oldest ageing balance. For example, you may thank a current customer for their business, but for 120-day customers you may wish to inform them that their account is overdue and they must pay immediately or be subject to legal action. Enter the messages you wish to display on the statement. If you wish to have the same message for each ageing category, you can copy and paste the message from one ageing category to another. Each message can be up to 150 characters and up to 4 lines.

24 24 Backup and Restore Companies Chapter 2 Working with Companies Backup and Restore Companies Making secure copies of your company data, is essential. The database is stored on your hard disk, and the hard disk is subject to hardware failure, physical damage from natural events, and theft. The information you store in your database is worth thousands of times as much as the physical hardware. Your business may fail if you lose this data. Therefore, you are obliged to make regular copies of the company data. You should keep some of these copies in a separate geographical location to ensure their safety. To access this function, select the My Business button Backup/Restore Company:

25 Chapter 2 Working with Companies Backup and Restore Companies 25 The following screen is displayed: Note the message about Pastel IronTree. This is an online backup service, into which you upload your data. This provides you with safe, secure, and off-site backups. You can use this service instead of, or in conjunction with, the standard backup facility. To use Pastel IronTree, you download and install software from the Pastel IronTree site, and you setup and initiate backups via that software. You can install a trial version to see how it works. Consult the online help for detailed backup and restore procedures.

26 26 Change Passwords Chapter 2 Working with Companies Change Passwords Security of your data is vital. You need to ensure that unauthorised persons cannot access your data when you are not at your workstation. You do this by setting a password that you need to enter to open the company database. When you create a new company, the system sets the password to be blank, so that you can enter the database easily. One of the first things you should do is to create a password for the company. To access this function, select the My Business button Change Password: Enter and confirm a new password.

27 Chapter 2 Working with Companies User Defined Fields 27 User Defined Fields When you maintain customers, suppliers, items and assets, you may wish to store additional information about each record over and above the information the system requires. To do this, the system allows you to name 12 additional fields for each of these record types. You name the fields in the User Defined Fields function. Then, in the User Defined Fields tab of the edit functions of these records, you enter the values you require for each individual record. To access this function, select the My Business button User Defined Fields:

28 28 User Defined Fields Chapter 2 Working with Companies There are four types of fields: Field Type Text Numeric Date Yes/No What You can Enter You can enter an alphanumeric description, of up to 30 characters. You can enter numbers. You can enter dates. This is a check box, which you can check or uncheck. Note once again that in this function we are not entering field values. We are entering the names of the fields.

29 Chapter 2 Working with Companies Export / Import Company Data 29 Export / Import Company Data You can import and export some master file elements of the company data. You do this via this function. If you have an import file from another system, you can match the import file s fields to fields in the system. To access this function, select the My Business button Import/Export:

30 30 Export / Import Company Data Chapter 2 Working with Companies You should make a backup of your company prior to importing data. If there is a problem with the data you are importing, you can corrupt your data. Consult the online help for detailed import and export procedures. [ What's Next ] Once you have installed and registered your system, created companies, and put backup procedures in place, you are ready to start using the system. In the next chapter, we look at how you work in the system, and we look at some common processes such as reporting.

31 Chapter 3 Working in My Business In this chapter, we see how you navigate through the system and enter data. We then look at general features such as using notes and viewing, printing, ing, and exporting reports. Working in the System

32 32 Working in the System Chapter 3 Working in My Business Working in the System [ Screen Elements ] Here is a typical screen: There are various elements: You use the menus to choose program functions. The work area, where the item list is showing in the above screen, is an area where the system displays a list of existing records, such as customers, items, invoices, and so on. The screen displays best at a minimum size of 1024 x 768, but you can use other sizes. However, it is recommended that you do not use a screen setting of 800 x 600, as you will find it difficult to work in My Business at this setting.

33 Chapter 3 Working in My Business Working in the System 33 Program functions are in logical positions within the menu system: By clicking on the Home menu item, you will see the company Dashboard. In the Quick View menu, My Business allows you to quickly view customer, supplier, item, account and bank account information. In the Customers menu, you can access any function that has to do with customers. In the Suppliers menu, you can access any function that has to do with suppliers. In the Items menu, you can access any function that has to do with items. In the Banking menu, you will maintain your bank and credit card accounts. In the Accounts menu, you have options that let you enter all your expense accounts and keep track of them. In the Accountant s Area, you will find reports and functions that are usually part of an accounting function. The Assets menu you will maintain your assets. You can add asset categories and locations.

34 34 Working in the System Chapter 3 Working in My Business In the Reports menu, you can select a variety of reports to print. Reports can be ed from your company. The Help menu option you can access the Online Help File and PDF User Guide, and register your product. You will add and manage your companies via the options in the My Business button. You will manage the setup of your User Defined Fields and import or export company data.

35 Chapter 3 Working in My Business Working in the System 35 [ Processing Transactions ] Transactions are processed through document screens and grids in My Business. You enter data such as numbers and text into the system in standard ways. In this section, we focus on these data entry elements: Selecting Records from a List Entering Dates Working in Data Entry Grids You create various master records, or static records, in the system. Examples of these are customers, suppliers, items, and their associated categories. Other records are lists of invoices that you sometimes need to select. We look at how you access these records. Record selection fields have a drop-down arrow. You can click the drop-down arrow to open a list of the available items as shown in the above screen. This works as follows: Click an item to select it.

36 36 Working in the System Chapter 3 Working in My Business To add a new item, click on the (Add New Item) option to open the applicable maintenance screen. Complete the screen with the Customer, Supplier, Item, Bank or Account details and click on the Save button. You will be able to select the newly created record from the drop down menu. You can navigate the list by using the <Up Arrow>, <Down Arrow>, <Page Up>, and <Page Down> keys. You can scroll through with the mouse using the scrollbar. The date entry field looks like this: You can set the sequence in which My Business places the day, month and year in the Edit Company screen, on the Rounding and Regional Settings tab. To enter the date, enter the day / month / year as separate fields. Press <Left Arrow> and <Right Arrow> to move between the date fields. You do not need to enter the date separator symbols - /.

37 Chapter 3 Working in My Business Working in the System 37 Alternatively, you can choose a date from a calendar called a date picker. Click on the calendar icon on the right of the date field to display the calendar: Click the day of the month to select that day and close the calendar. To change the month, click the left and right arrows around the month name. To change the year, click on the month of the year. To select today's date, click Today. Data entry grids are tables such as the one you use to enter invoices lines: Use your Tab key on your keyboard to move to the next column. You can use Shift + Tab to move to the previous column. To move to a new line press Tab on your keyboard or click on the + button at the end of the line. To delete a line, click on the x button at the end of the line that you want to delete. To edit lines, you can click any field and edit it. You move between fields with the keyboard by pressing <Tab> to move forwards and <Shift> + <Tab> to move backwards. You can use the <Left Arrow>, <Right Arrow>, <Up Arrow>, <Down Arrow>, <Page Up>, and <Page Down> keys. However, when you edit a field's content, the <Left Arrow> and <Right Arrow> keys move within the field, not between fields.

38 38 Working in the System Chapter 3 Working in My Business [ Record Tables ] The system displays lists of records in a table. These records can be records such as customers and items, or they can be transactions such as invoices and receipts. Record tables are powerful tools that allow you to sort records and select the columns that you want to view. This makes it easy to find a record you are looking for and to see groups of records in the sequence you require. The great thing about these tables is that they work in the same way irrespective of the information they are displaying. Therefore, once you learn how one works, you can use them all. A typical record table looks like this: You can double click on records in record tables to open the record. By clicking on the arrow to the right of each of the headings, you can select which customer you wish to view.

39 Chapter 3 Working in My Business Working in the System 39 [ Drill Down ] Drill down is a feature that lets you click on a graphic or a total and see the transactions that make up the total value. Drill down is multi-level, and takes you right down into the original transaction. Once you understand how drill down works, you will use it all the time! The best way to see it is by means of an example. Here is the sales graph from the Dashboard. The above graph shows each month s monthly sales values. Click a month s value, and you see daily values: Note that there is a Back arrow at the bottom left corner of the screen. You can click this icon to return to the previous graph or view.

40 40 Working in the System Chapter 3 Working in My Business Click a day s value, and you see the transactions that make up that value: Click on the magnifying glass on a transaction line, and you will see the original invoice: Once you close the invoice, you will return to the same screen you were when you drilled down on the graph. You can drill down just about everywhere where you see a balance or a graph. If you are not sure whether you can drill down, just click a graph or balance and see how it works.

41 Chapter 3 Working in My Business Working in the System 41 [ Maintaining Master File Records ] Master file records contain static information such as customers, suppliers, items and their respective categories. You maintain these records via their respective menus. For example, to edit a customer account, you will select List of Customers from the Customers menu. When you select one of these options, My Business displays a list of the existing records (if any): These lists are record tables, which allow sorting, grouping, and filtering. If you have many records, these facilities make it easy for you to find any records you are looking for. We suggest you spend time learning how to use these tables they will save you a lot of time! To add a new record, click the Add button. To edit an existing record, double click on the line you want to edit. To delete a record, select the x button on the line that you want to delete.

42 42 Working in the System Chapter 3 Working in My Business A typical edit window looks like this: You can edit four tabs: Contact Details; Additional Contacts; Notes; and User Defined Fields. The other three tabs are completed by My Business using transactions that you have processed: Activity; Quotes; and Unpaid Invoices.

43 Chapter 3 Working in My Business Working in the System 43 [ Notes ] You can create notes for Customers, Suppliers, Items, Accounts and Banks and Credit Cards. These notes can be opened ended, i.e. they do not expire, or they can have an action date applied to them. Notes can be used to keep additional information on the record to which they are attached. When you click on the Notes tab, a note line is automatically added. To add another note, click on the + sign at the end of one of the notes and another line will be added. To edit a note, click in the fields. You cannot edit the Entry Date. In the Note field, you can enter as much text as you require. [ Messages / Descriptions / Comments ] When you enter documents or transactions, you can enter additional text for the document or with each transaction. For documents such as quotes, purchase orders, and invoices, we call these "messages". For supplier payments, customer receipts, and write-offs, we use "descriptions". If you have set up standard messages on your documents, you would use the message field to enter a message specifically for the document that you are working on.

44 44 Working in the System Chapter 3 Working in My Business On documents, the message entry field is on the bottom left corner of the document. Should you wish to add standard messages, which you can select when creating an invoice, select the (add message button). To add the message, select the Add Message button.

45 Chapter 3 Working in My Business Working in the System 45 Enter a code for the message in the Code field and enter the message that you wish to display in the Message field. Select the OK button. Select the message that you want to display followed by the Select button.

46 46 Working in the System Chapter 3 Working in My Business The message that was created will be displayed in the Message field. For supplier payments, customer receipts, and write-offs, we use descriptions. [ Filters and Searches ] On all the maintenance screens, there are Search and View fields. These fields allow you to search for specific master files and documents. The View field contains specific system default filters that you can use for more advanced searches.

47 Chapter 3 Working in My Business Working in the System 47 [ Printing, Viewing, and ing Reports ] Reports are printouts you make from the system. These include the printing of invoices, statements, and many other reports. Besides printing reports, you can view them on screen and export them into many different formats. In addition, you can also reports to anyone, as long as: You have software running on your workstation You know the recipient's address All PDF files generated by My Business will be 128-bit encrypted. When you print a report, the Report window displays. Here is a typical report window:

48 48 Working in the System Chapter 3 Working in My Business Each report window has the following elements: The Report Filter displays options specific to each report. The Report Options section gives options common to all reports. The Print button prints the report. The Preview button lets you view the report on screen, after which you can print. The button lets you quickly the report in PDF format and allow you to enter multiple recipients. Remember to separate the address with a semi-colon (;). Below is a typical screen preview:

49 Chapter 3 Working in My Business Working in the System 49 The following table explains the icons functions related to Reports Search the report for a string of characters. the report. Print the report. Print only the current page of the report. Scroll through the report. Save the report to disk. Export the report using a variety of formats and show it in a new window. The formats available for exporting.

50 Chapter 4 Editing Master Files In this chapter, we look at how you maintain static records such as customers and items. Customers Suppliers Items Bank and Credit Card Accounts and Accounts

51 Chapter 4 Editing Master Files Customers 51 Customers [ Customer Categories ] You can optionally create customer categories and then analyse sales per category. You can start or stop using customer categories at any time. To access this function, select the Customers Customer Categories menu: To create new category, click on the Add Customer Category button. [ Edit Customers ] You sell items to customers. In this function, you maintain customer records. You can access this function by selecting Customers List of Customers. To edit a customer account, double click on the customer record line. You can delete customer records that do not have any activity.

52 52 Customers Chapter 4 Editing Master Files When editing customer accounts, there are a number of tabs with different information. For South African users, the Accepts Electronic Documents check box allows you to indicate that the customer has agreed to accept electronic documents. Check the Auto Allocate Receipts to Oldest Invoice check box when you want the system to automatically allocate the customer s receipts to the oldest invoices. You can edit four tabs: Contact Details; Additional Contacts; Notes; and User Defined Fields. My Business, using transactions that you have processed, completes the other three tabs: Activity; Quotes; and Unpaid Invoices. In the Contact Details tab, you enter postal and delivery address details.

53 Chapter 4 Editing Master Files Customers 53 Notice the links available on this screen, namely: Map which will direct you to Google Maps. Copy from Postal Address which will copy the Postal Address fields to the Delivery Address fields. opens a draft . Web Address opens the website recorded in the field. The Activity tab summarises your financial activity with the customer: In the Activity tab, you are able to drill down to the original document by clicking on the magnifying glass on each line in the screen. The Additional Contacts tab lets you enter contact details for persons in the customer s company: In the Notes tab, you enter notes for the customer. We looked at notes earlier in this guide.

54 54 Customers Chapter 4 Editing Master Files In the User Defined Fields tab, you can enter additional fields. As we saw earlier, you can define the names of the fields yourself in the User Defined Fields function: In the Quotes tab, you can see the quotes for the client, and you can drill down to transactions.

55 Chapter 4 Editing Master Files Customers 55 In the Unpaid Invoices tab, you can see unpaid invoices for the customer and drill down to see invoice details.

56 56 Suppliers Chapter 4 Editing Master Files Suppliers [ Supplier Categories ] You can optionally create supplier categories, and then analyse purchases per category. You can start or stop using supplier categories at any time. To access this function, select Suppliers Supplier Categories: [ Edit Suppliers ] You purchase items from suppliers. In this function, you maintain supplier records. You can access this function by selecting Suppliers List of Suppliers.

57 Chapter 4 Editing Master Files Suppliers 57 When you add or edit a supplier, the Edit Supplier window opens: Check the Auto Allocate Payments to Oldest Invoice check box when you want the system to automatically allocate the supplier s receipts to the oldest invoices. In the Contact Details tab, you enter postal and physical address details and contact details. Notice the ample links available on this screen, namely: Map which will direct you to Google Maps. Copy from Postal Address which will copy the Postal Address fields to the Physical Address fields. opens up a draft . Web Address opens the website recorded in the field. The Activity tab summarises your financial activity with the supplier: In the Activity tab, you are able to drill down to the original document by clicking on the magnifying glass link on each line in the screen.

58 58 Suppliers Chapter 4 Editing Master Files The Additional Contacts tab lets you enter contact details for persons in the supplier s company. In the Notes tab, you enter notes for the supplier. We looked at notes earlier in this guide. In the User Defined Fields tab, you can enter additional fields. As we saw earlier, you can define the names of the fields yourself in the User Defined Fields function: In the Purchase Orders tab, you can see purchase orders that have been processed for the supplier and drill down to see details.

59 Chapter 4 Editing Master Files Suppliers 59 In the Unpaid Invoices tab, you can see unpaid invoices for the supplier and drill down to see details.

60 60 Items Chapter 4 Editing Master Files Items [ Item or Inventory Categories ] You can optionally create item categories, and then analyse sales per category. You can start or stop using item categories at any time. You access this function via Items Item Categories: To create another category, click on the Add Item Category button. [ Edit Items ] In this function, you maintain records for the goods and/or services you sell to your customers. You purchase items from suppliers, and you sell items to customers. You can view sales and purchase statistics, so you know how many units you are selling each month, and their value. You can access this function by selecting Items List of Items (Inventory).

61 Chapter 4 Editing Master Files Items 61 When you add or edit an item, the Edit Item window opens: You use service items to sell maintenance contracts, consulting hours, and so on. You can use them for postage / delivery costs. For new items, you can enter opening cost and quantity values. In the Activity tab, you are able to drill down to the original document by clicking on the magnifying glass link on each line in the screen. In the Price fields, you enter the exclusive or inclusive selling price, which you can override per invoice. In the Notes Tab, you enter notes for the item. We looked at notes earlier in this guide. In the User Defined Fields Tab, you can enter additional fields. As we saw earlier, you can define the names of the fields yourself in the User Defined Fields function.

62 62 Bank and Credit Card Accounts and Accounts Chapter 4 Editing Master Files Bank and Credit Card Accounts and Accounts [ Bank and Credit Card Categories ] You can optionally create bank and credit card categories and then filter by these in various reports. You can start or stop using bank and credit categories at any time. You access this function via Banking Bank and Credit Card Categories: To create a new category for bank accounts, click on Add Bank Account Category and enter the name of the new category. [ Bank and Credit Card Accounts ] You use bank and credit card accounts to: Receive payments from customers Pay suppliers Make other payments incidental to your business, for example buying stationery Receive cash from sources other than customers Process tax payments and refunds

63 Chapter 4 Editing Master Files Bank and Credit Card Accounts and Accounts 63 You can access this function by selecting Banking List of Banks and Credit Cards menu. When you add or edit a Bank and Credit Card account, the Edit Bank Account window opens: Enter the details of your bank / credit card account. In the Notes Tab, you enter notes for the account. We looked at notes earlier in this guide. In the Activity tab, you can see a summary of the bank account s activity and drill down to view details of each transaction.

64 64 Bank and Credit Card Accounts and Accounts Chapter 4 Editing Master Files [ Accounts ] You use accounts to analyse transactions entered in the Bank and Credit Cards function, as well as Journal Entries captured in the Accountant s Area. In this function, you maintain accounts. You can add account lines to customer and supplier documents. You can access this function by selecting Accounts List of Accounts: When you add or edit an account item, the Edit Account window opens:

65 Chapter 4 Editing Master Files Bank and Credit Card Accounts and Accounts 65 If you are creating a new account, in the Category field, choose the appropriate financial category for the account. The categories include: Sales Cost of Sales Expenses Non-Current Assets Current Assets Non-Current Liabilities Current Liabilities Owner s Equity Income Tax Other Income This category is used for non-item based sales. This category is used for any costs associated with sales and is used to calculate gross profit. This category is used for costs that were incurred such as advertising, rent, stationery, and so on. This category is used for items of value lasting for an extended period such as property. This category is used for assets that are expected to be settled within a year such as cash. This category is used for liabilities to be settled in the future such as loans, mortgages and so-on. This category is used for liabilities that are expected to be settled within a year such as tax owed. This category is used for the owner s interest in the company. This category is used for taxes that are levied on the net income of the company. This category is used for income that is received such as interest and discount received. Once you have recorded transactions against an account, the category cannot be changed. If you do not know which category to select, we recommend checking with a financial professional before proceeding. You can create your assets separately by going to the Assets menu option.

66 Chapter 5 Processing Transactions Once you enter customer, supplier, and item master file information, you can process monetary transactions. Selling and Purchasing Items Receiving and Making Payments Bank and Credit Card Transactions Reconcile Bank and Credit Card Accounts Accountant s Area Allocations Item Adjustments Adjust Opening Balances

67 Chapter 5 Processing Transactions Selling and Purchasing Items 67 Selling and Purchasing Items Selling to customers involves the following documents: Document Quote Invoice Customer Return Definition Quotes are optional. A quote is an offer to sell one or more items to a customer at the price you specify. When you produce a quote, you specify a date on which the quote expires. The customer can accept the quote up to that date. After that date, it is your choice whether to sell to the customer at the quote price. Note that a quote is not a sale. When you produce a quote, the system does not update any quantity or sales statistics, because there is no sale yet. When a customer purchases from you, you process an invoice. An invoice is a document of sale. If you first produced a quote for the customer, you can link the quote into the invoice and print it without having to redo any data entry. You deliver the invoice to the customer along with the items you sell. If a customer returns an item you sold them for a refund, you process a credit note. The values you enter into a credit note will reverse the values you entered into an invoice. The amount the customer owes you decreases, as do the sales quantities and sales values per item. Purchasing from suppliers involves the following documents: Document Purchase Order Supplier Invoice Supplier Return Definition Purchase Orders are optional. A purchase order is an undertaking to purchase one or more items from a supplier at the specified price. You enter a purchase order into the system in order to have a record of the order you are placing with the supplier. Note that a purchase order does not record an actual purchase. When you produce a purchase order, the system does not update the quantity on hand, nor does it update purchase statistics, because there is no purchase yet. When you receive goods and an invoice from the supplier, you process a supplier invoice. If you first produced a purchase order for the supplier, you can link the purchase order into the supplier invoice and print it without having to redo any data entry. If you receive one or more defective items, or you wish to return items to a supplier, you process a return. The values you enter into a supplier return will reverse the values you entered into an invoice. The amount you owe the supplier decreases, as do the purchase quantities and purchase values per item. The on hand quantity of the items decreases by the quantity you return.

68 68 Selling and Purchasing Items Chapter 5 Processing Transactions You can access these functions (Quote, Invoice, Customer Return, and Purchase Orders, Supplier Invoices, Supplier Returns) in the following way: Select one of these menu items, depending on the document you want to process. In the screen that you have selected, you can click on the Add button to process the applicable document. In the menus, select one of the options that refer to documents. You will then be able to process a document by clicking on the Add button. To setup recurring invoices, select Customers Customer Recurring Invoices and click on the Add Recurring Invoice button. Use the Customer Statement Run option to generate customer statements and deliver it to customers using the following distribution methods (as per the customer settings):

69 Chapter 5 Processing Transactions Selling and Purchasing Items 69 Here is a typical invoice window: The window has four sections: In the header section, you choose the customer or supplier account. You then enter or select address details and other information, such as the document date. Also in the header section, you can select a quote that you want to link the invoice to. The lines will pull through to the invoice from the quote. In the lines section, you enter as many items as you are selling or purchasing. You enter each item on its own line, with the required quantity for that item. You can add account lines to the invoices. In the footer section, you can enter a message or add additional messages to print on the document. At the bottom of the screen are four options: o o o o Process Receipt Process Process and New Print You must bear in mind that once you have printed or ed a document, you will not be able to edit the document.

70 70 Receiving and Making Payments Chapter 5 Processing Transactions Receiving and Making Payments Once you purchase from suppliers and sell to customers, you need to receive and make payments. You use three process functions for this purpose: You pay a supplier. You receive money from a customer. If the customer refuses to pay you, or goes out of business, you need to write off the amount owing. You use the Write-Off Bad Debts function for this. You can process receipts and payments from and to customers and suppliers via the bank and credit card transactions option. These three functions work in an almost identical manner. Once you know how to use one of these functions, you can use the others. If a customer returns items to you, or you return items to suppliers, you do NOT use these functions. Instead, you create a Customer Return or Return Items to a Supplier. This reverses the invoice, adjusts the inventory quantities on hand and updates the customer/supplier balance. You can access these functions in a number of ways: Select the Customer Receipts or Supplier Payments options on the Customers or Suppliers menus. You can use the Process Banks and Credit Cards to process customer and supplier receipts and payments. You can process account receipts and payments. A typical receipt screen looks like this:

71 Chapter 5 Processing Transactions Receiving and Making Payments 71 To process a receipt, click on the Add Receipt button. The window has three sections: In the header section, you choose the customer or supplier account, and enter the transaction details, including the amount. You also specify which bank account you are using. In the lines section, you link the transaction to one or more invoices. Until you fully match invoice values with one or more receipts, payments, or write-off transactions, the invoice appears on the customer or supplier statement. You can match the receipt, payment or write-off at a later stage using the allocations screen. When a customer or supplier is set to automatically allocate receipts or payments to the oldest invoices, the system will automatically allocate them in this screen. This includes receipts and/or payments processed via the bank and credit card transaction option. The document status displays at the bottom of the screen. At the bottom of the screen, you can select one of three processing options.

72 72 Bank and Credit Card Transactions Chapter 5 Processing Transactions Bank and Credit Card Transactions You will process account payments and receipts, customer receipts, supplier payments and tax payments or refunds using this function. For example, you can pay rent, telephone, or buy a car and so on. When you process customer and/or supplier receipts and/or payments using this function, you will need to allocate the receipts and payments under the customer and supplier menu options, however, if you have selected to auto allocate receipts or payments for your customer or supplier, the system will automatically allocate the receipts or payments to the oldest invoices. You can access this function by selecting Banking Process Banks and Credit Cards. In the Payments tab, you process account, supplier and tax payments. In the Receipts tab, you process account, customer receipts and tax refunds. If you have more than one bank account and have done an inter-account transfer, you move amounts between bank accounts in the Transfers Out and In tabs. When you want to view previous bank or credit card transactions, check the Show Previous Bank and Credit Card Transactions check box. This functionality allows you to view and amend processed transactions as well as add new transactions.

73 Chapter 5 Processing Transactions Bank and Credit Card Transactions 73 If you Show Previous Transactions and you edit an existing Customer Receipt or Supplier Payment, any allocations made on that receipt or payment will be removed and you will need to re-allocate those transactions. All of the processed transaction lines display in a light grey colour. All of the new or amended transactions will display in black. My Business can automatically remember which Account, Customer or Supplier to use based on the description you enter while processing your bank and credit card transactions. If you enter a description that My Business recognises, the system will automatically complete the type of transaction and account, customer or supplier selection for you. You can manage the list of mapped descriptions by selecting the Mapped Descriptions List on the Banking menu. The mapped or completed transactions display in light grey and the new transactions display in black. You can change or edit the transaction line details.

74 74 Import and map Bank and Credit Card Statements Chapter 5 Processing Transactions Import and map Bank and Credit Card Statements My Business allows you to import bank and credit card statements that you have downloaded from the Internet, either in OFX or.csv format. You can access this function by selecting Banking Import Bank Statements: My Business allows you to map descriptions to certain recurring transactions displayed on your bank or credit card statement. Click on the chain link in the transaction line and save the mapped transaction description. You can personalise your mapped descriptions. The mapped or completed transactions display in light grey and the new transactions display in black. You will maintain these mapped transaction descriptions under the Map Bank Statement Descriptions menu option.

75 Chapter 5 Processing Transactions Reconcile Bank and Credit Cards 75 Reconcile Bank and Credit Cards You process payments and receipts via one or more bank accounts. You can reconcile these bank accounts against the bank statement if you wish to. The reconciliation process does not affect any values on your system, and its use is optional. It lets you match each payment and receipt you enter into the system against a physical bank statement. This helps you to ensure that the amounts are correct. For example, you may write a cheque for , but enter it into the system as 1, Alternatively, the bank can make an error. The reconciliation process helps you know the value of the cheques that are not yet in your bank statement, so that you can plan your cash flow. For example, you may have cash in the bank, but unless you know the value of cheques that suppliers have not yet deposited, you do not know whether there are sufficient funds in the bank. If your reconciliation is up to date, you can view these undeposited cheques. Note that the bank reconciliation takes into account all transactions processed using the specific bank. You can access this function by selecting Banking Reconcile Banks and Credit Cards. You mark items as being present on the bank statement by checking the Reconciled check box.

76 76 Allocations Chapter 5 Processing Transactions Allocations You sell to customers via invoices, and customers pay you via receipts. In addition, you can process discounts, returns and write-offs. You purchase from suppliers via supplier invoices, and you make payments to the supplier. In addition, you can also process supplier discounts and supplier returns. You have to match each receipt, payment, and write-off to a customer or supplier invoice. If you invoice a customer for , for example, you have to allocate to this invoice via one or more receipts, discounts and/or write-offs. Until you do so, the invoice will appear on the customer s statement or the supplier s statement. The best time to do this allocation is when you enter the actual payment, receipt and so on. As you enter the transaction, you can allocate it to the correct invoice. To allocate a receipt as it is processed, you will click on the line for the document record that you want to allocate to, as shown below. If you are allocating receipts and payments after having processed them, you will use the Allocate Receipts and Allocate Payments menu options in the Customers and Suppliers menus respectively. To allocate a receipt or payment, you will click on it in the Unallocated Items section on the right and then drag it over the invoice on the left that you want to allocate to.

77 Chapter 5 Processing Transactions Allocations 77 You are also able to unallocate a payment or receipt. If the due value on an invoice on the left is less than the total value, a transaction has been allocated to the invoice. To unallocate the transaction, click on the ^ sign to the left of the invoice, and then drag and drop the allocated transaction into the Unallocated Items area.

78 78 Item Adjustments Chapter 5 Processing Transactions Item Adjustments When you create a new item, you can enter an opening cost price and quantity on hand. Thereafter, the quantity adjusts as you purchase and sell the item. The cost price adjusts as you purchase items. The system calculates a new cost price, using average costing, each time you purchase items. There are times when the quantity or the cost price can become incorrect. For example: You may enter an incorrect cost price when you purchase, and the system then calculates the new price using incorrect data. You may purchase into the incorrect item, with a different cost, and the system calculates a new cost price that is not correct. You will also have the incorrect quantity on hand for both the correct and the incorrect items. You may have stock losses through errors, theft, or breakage, and so the quantities on hand can become inaccurate. You use this function to correct errors such as these. You can also use this function to make percentage adjustments to selling prices for a range of items. To access this function, select Items Item Adjustments: You can adjust the cost and the quantity on hand at the same time.

79 Chapter 5 Processing Transactions Adjust Opening Balances 79 Adjust Opening Balances When you create a customer, a supplier, bank or credit card accounts and an account, you can enter an opening balance and a date at which the balance applies. Once you process any transactions for the record, you cannot change the opening balance fields in the edit function. Instead, you use this function should you need to change the opening balance. To access this function, select the Adjust Opening Balances option from the Customers, Suppliers, Banking and Accounts menu options: Once you choose the account to adjust, you can enter the adjustment details.

80 80 Accountant s Area Chapter 5 Processing Transactions Accountant s Area This area is exclusively for accountant processing such as Journal entries and Tax Adjustments. If you are not sure about how to process these transactions, we recommend that you seek the advice of a financial professional before proceeding. You can access these functions by selecting the Accountant s Area menu option. [ Process Journal Entries ] In the Process Journal Entries screen, you can either increase or decrease accounts and select to add an affecting account, which will be the other leg of the transaction. You are able to add a comment to the journal entry by expanding the comment sign.

81 Chapter 5 Processing Transactions Accountant s Area 81 [ Tax Payments and Refunds ] Tax reports must be submitted to your local tax authority on a regular basis, and will either indicate that you need to pay tax over or receive a refund. Since the tax laws of your country govern tax processing, it is of extreme importance to ensure that you process the adjustments, payments and refunds correctly. My Business will calculate your tax for you as shown below. Your Input Tax is calculated by working out the tax included on all of the supplier invoices that you have processed in My Business. Next, your Output Tax is calculated by working out the tax included in all of the customer invoices that you have processed in My Business. The difference between the two is the amount of tax that you owe. If your input tax is higher than your output tax, you will be due a tax refund.

82 82 Accountant s Area Chapter 5 Processing Transactions In the Detail screen, you will edit the date for the transaction and the bank account that will be affected. You will then enter the Reference and Description for the transaction. You are able to edit the value of the amount in the Detail section of the screen; however, this is not recommended. Clicking on Next and Finish will save the transaction, and you will not be able to edit it. [ Tax Adjustments ] In the Tax Adjustments screen, you are able to adjust either the input or output tax. The most common use of tax adjustments is to account for customs tax on imported goods, since these amounts are very seldom as standard rated tax. In this case, you would process the full amount including the tax value to the supplier account and then post an input tax adjustment for the tax amount.

83 Chapter 5 Processing Transactions Accountant s Area 83 This function should not be done without the advice of a financial professional. If you use the Payment Based tax system, this screen will display an extra field where you need to select either Tax Payable or Tax Provision.

84 84 Accountant s Area Chapter 5 Processing Transactions [ Accountant s Reports ] The following Accountant s reports are available: Report Tax Reports Tax Audit Report Trial Balance Opening Balances and Tax Adjustments Report Audit Trail Tax Payments and Refunds Report Summary A tax report lists tax transactions for reporting purposes. This report lists all of the original Customer Tax Invoices and Credit Notes that were ed and marked as Computer Generated. The trial balance is a list of all your accounts, including System Accounts, for a selected period. It is presented in a traditional accounting format and is used to check that your debit and credit transactions balance. You can export your trial balance. This report details the opening balances and tax adjustments transactions for a specified period. This report shows when transactions were created, edited and deleted for a specified period. This report shows payments to and refunds from tax authorities. [ Trial Balance Export ] In My Business you are able to export your trial balance to a.csv file. This allows you to import the exported file into other.csv compatible software. You can select to assign account numbers to the list of accounts. To export your trial balance, specify your date range and viewing options by using the drop down menus. After you have made your selection click on the Export data button. To assign account numbers, click on the Assign Account Numbers button.

85 Chapter 5 Processing Transactions Accountant s Area 85 The following screen displays: Assign account numbers in the Account Number column by manually typing in an alphanumeric and/or numeric number. After you have made your selection and mapped your account numbers, click on the Save button. The system will return to the Trial Balance Export screen. Click on the Export data button.

86 Chapter 6 Enquiries and Reports Once you enter monetary transactions, you need to view them, sometimes edit them, and report on them. The system places a lot of emphasis on presenting these transactions so that you can find the ones you require quickly. The Dashboard Quick Views Reports Report Designer

87 Chapter 6 Enquiries and Reports The Company Dashboard 87 The Company Dashboard The Company Dashboard shows you some key facts about your business: The To Do List shows due and overdue customer and supplier invoices, expired quotes, and overdue notes. The Banking widget summarises your bank account activity and gives you an option to import your bank statement. Sales History shows a graph of total sales for this year and per month. Top Customers by Sales shows the top value customers. You can access this function by selecting the Home menu option. You can drill down in each element of the Company Dashboard, and you can customise some of the elements for more information. Should you want to add more graphs to the Dashboard, click on Manage Widgets and select the views that you want.

88 88 Quick Views Chapter 6 Enquiries and Reports Quick Views My Business allows you to view customer, supplier, item, account and bank account information. [ Quick View Menu ] The Quick View menu lists the different types of information you can view. Select the master file from the menu. The following screen displays: The Quick View screen details the latest transactional activity on the selected master file record. The running balance displayed on the right hand side of the grid represents either an outstanding balance and/or current balance for the selected master file record. To view the original document or transaction, click on the magnifying glass link next to the document or transaction. If you want to print or all of the documents or transactions, click on the Select All button. To deselect your selection, click on the Deselect All button. To print or selective documents or transactions, check the check box next to any document or transaction that you want to print or . After you have made your selection, select whether you want to print or the documents or transactions, by clicking on the Print Invoices or Invoices button at the bottom of the screen. To exit the Quick View screen, click on the Cancel button.

89 Chapter 6 Enquiries and Reports Reports 89 Reports To drill down on reports, the cursor will change to a hand, which indicates that you can drill down. In this section, we list the reports available in the Reports menu. Customer Reports Report List of Customers Sales by Customer Customer Balances Days Outstanding Customer Statements Customer Transactions Summary This lists customer details. This analyses sales by customers. This shows your customers' aged balances. You use this to send statements to customers indicating how much they owe you. This lists all types of customer transactions - invoices, receipts, and so on.

90 90 Reports Chapter 6 Enquiries and Reports Supplier Reports Report List of Suppliers Purchases by Supplier Supplier Balances Days Outstanding Supplier Statements Supplier Transactions Summary This lists your supplier information. This analyses purchases by supplier. This shows your aged balances with your suppliers. You use this to indicate how much you owe the suppliers. This lists all types of supplier transactions - invoices, payments, and so on. Item Reports Report List of Items Sales by Item Purchases by Item Item Movements Item Valuation Summary This lists the item details. This analyses sales by item. This analyses purchases by item. This shows movement details for items. This values your items taking current cost and quantity on hand into account.

91 Chapter 6 Enquiries and Reports Reports 91 Bank and Credit Card Reports Report List of Bank Accounts Bank Account Transactions Cash Movements Cash Flow Report Summary This lists the bank and credit card accounts. This lists transactions per bank / credit card account. This shows the movement of monies in and out the company. This shows the cash inflows and cash outflows by the type of transaction. Account Reports Report List of Accounts Account Transactions Summary This lists the accounts. This lists transactions for the different accounts.

92 92 Reports Chapter 6 Enquiries and Reports Tax Reports Report Tax Report Tax Payment and Refunds Tax Audit Report Summary This helps you determine the tax amount you have to pay. This lists the payments made and refunds received from the revenue service. This shows a list of all original customer tax invoices and Credit Notes that were ed and marked as computer generated. Financial Statement Reports Report Profit and Loss Report Statement of Assets and Liabilities Trial Balance Report Summary This report details your company s income and expenses. This report details your company s assets, investments, debts and so on. This report shows account balances as well as the Net Profit / Loss after Tax.

93 Chapter 6 Enquiries and Reports Reports 93 Asset Reports Report Asset Register Summary This report displays all the details about the assets in your company. Other Reports Report To Do List Audit Trail Summary This report shows transactions / notes that require attention. This is a formal record or log detailing all the financial transactions of the company.

94 94 Report Designer Chapter 6 Enquiries and Reports Report Designer My Business allows you to customise the following: Customer Documents and Statements Supplier Documents and Statements On the report screen, select the Layout tab Select the layout that you wish to design followed by the Design button: The Report Designer opens: You can add, move and edit fields on the layout using the Standard Controls, Report Explorer and Field List. To view your report or document, click on the Preview button at the bottom of the screen.

95 Chapter 6 Enquiries and Reports Report Designer 95 Select the Save button to save the report and save the report as a different name. When you will preview the report again, you have to select the new layout name that you created.

96 96 Report Designer Chapter 6 Enquiries and Reports