Introduction


Message From The Chief Executive Officer

I started programming software 12 years ago as I saw that business was faced with the fragmentation of sound management, administration and computing advice. To obtain a total business solution a business had to engage the services of numerous companies. TBS SOFTWARE was formed to provide all the above advice from within one company.

Having been an accountant plus financial controller of several large companies I have been able to use my knowledge to evoke software packages that are extremely strong in both accountancy and management.

Even today there are few software packages, if any, besides TBS that provide full financial and management control. Australian businesses need good quality networked software, daily profit control plus the facilities of automated management controls to stay competitive.

Microsoft Access has an enormous credibility rating in the UK, USA and Europe as a sound RDBMS (relational database management system) which because of its true client/server architecture provides tremendous development potential.

Our development team and distributors are committed to providing the best solution for your business.

I sincerely hope that TBS Software will become part of your business. TBS would like to be apart of…

Your business, Your future, Your solution.

Walter. S. Tegelaar

Managing Director

TBS Software


Installing Your Tbs Product

Congratulations on purchasing a TBS product.

The following information will guide you to the correct setup of the program and eliminate any undue confusion. TBS recommends following these procedures in sequence as to minimise the amount of time spent setting up the system.

Installation of the program:

1.	Load CD into CDROM drive

2.	Go to START MENU - RUN

3.	Press [BROWSE]

4.	In the "look in" field click on E drive or drive for CDROM

5.	Double click TBSCD folder

6.	Double click {name of TBS program or demonstration}

7.	Double click Disk 1

8.	Double Click SETUP.EXE

9.	In RUN press [OK] and follow the prompts.

If you do not have a CD-ROM please fill out the enclosed form requesting 3.5” floppy disks and send it to TBS. The disks will be sent out immediately upon receipt.

Special Note:

Please install the 3 of 9 font into your windows font directory. Follow the procedure below;

Start/Settings/Control Panel/Fonts/Install new font/look at (TBSWin directory)


Licence To Use Tbs Software

TBS allows a copy of the software program to be installed on a manager/owner’s portable machine or a home work machine where a program is copied for after hours review and work. All TBS software is sold single user (work on 1 machine at any one time) unless a networking user fee has been paid and the network licence authority given. In a network environment the network-licensing fee must be paid for the full number of users to the network.

TBS has a very simple policy on software piracy. If TBS software is copied to another firm’s computer or a friend for which we have not been paid, TBS will use the full extent of the law to seek copyright and product protection.


Registering Your Tbs Product

Please call the TBS number listed on your registration card, which is inside the box (The TBS office is open for registrations during normal business hours MON-FRI). The operator will give you a special sign on and instruct you to enter company details and an authorisation number. This procedure will register your product and if you have purchased a networked licence it will authorise networking capabilities to the amount of users specified.

Once this initial registration has occurred please log on to the program again using the following log on. Use this logon also if just viewing the demonstration programs.

At logon Name - type " OWNER1" [ENTER]

IMMEDIATELY  set up the password control as prompted by the system. THIS PROTECTS YOUR SYSTEM FROM UNAUTHORISED USEAGE!

Registration enables network and other functionality within the program and ensures the registered user has TBS support. All systems need an access code, even for single use. Please contact TBS on PH: 1300 301501, or if in Queensland (07) 38464644, during business hours for access code.  Make sure your TBS dealer has sent your registration form to TBS.

If you have purchased a multi user licence immediately complete the final registration by calling TBS, as your system will be a single user version without this code.

System Registration

By entering the data requested by the TBS operator the company details will be put into the system registration as business number one. Once your system is registered please enter the system registration screen (Button path is  Setup Maintenance/Register system business/s) and enter other applicaable data.  See Setup Maintenance chapter.


Introduction To Tbs

TBS Software understands that modern business needs more than just an accounting package to support modern management practice. Business needs an integrated information system that avoids unnecessary duplication and provides, in a single package, all of the software tools essential for sound financial and inventory management, linked to the business’ marketing control system. The software needs to be multi-company, multi currency and fully networked. TBS Software is all the above plus much more.

LATEST WINDOWS BASED SOFTWARE TECHNOLOGY

TBS Software programs are based upon proven advanced technology. Using the latest Relational Database management Technology (RDBMS) TBS avoids the problems inherent in many of our competitor’s language based programs. TBS is true windows, programmed in the international platform of Microsoft ACCESS. Many programs are still in DOS frantically trying to convert to windows and stop the millennium bug. TBS Software has no millennium problem!

SIMPLE MENUS

TBS understands that most business people do not want to become computer experts. TBS programs are designed around simple to use menus for easy data input and easy to produce reports. Data screens include common “buttons’ for regular processes.

REPORTS

There are over 300 different pre defined reports that can provide you with detailed management information on your business at the click of a button. From stocktake reports to daily sales reports TBS Software gives you the analytical information you need daily, weekly, monthly and yearly.

COMPREHENSIVE HELP

TBS can provide Help through our national 1800-call service with a variety of help/maintenance agreements. Training from basic program knowledge to extensive Access programming are available backed up by a team of business consultants, accountants and programmers.


About Tbs

TBS Software is a software house with its roots in modifiable software. We have had a belief that an accounting / management software package should be able to be modified to your needs at a reasonable price within the market place. TBS products are modifiable – just ask your dealer.

TBS decided that the lower end of the accounting software market was not getting a choice a quality software which would allow small businesses to run networked windows based software at rock bottom prices.

We have always, and will always, believe that quality & value for money are essential, no matter how low the price. Our packages are crammed packed full of features and utilities that are normally reserved for the upper end of the accounting market. Our off the shelf products are non-modifiable at present but can easily be upgraded if you the need arises.

TBS is unique in that way, of offering an upgrade path from a $500 package to a $20,000 package without the dramas and headaches.

TBS Software really does want to be a part of;

Your Business, Your Future and Your Solution.


Steps To Entering Data

TBS Software has a standard method of data-entry, which is applicable across all segments of the program. Record entry screens are grey and report entry screens are green. Some secondary record entry areas or review areas have a blue banner to segregate them from standard data-entry.

Buttons have been colour coded. A button in RED writing indicates a procedure or report TBS thinks is important to look at or run on a frequent basis. A button with NAVY BLUE is a general report or procedure whilst a DARK RED button relates to a maintenance function.

All data has a field type associated with it namely:

Text

Simple type data or  place your cursor at the data point (where data has already been entered into a field) where you wish to add text information. When a field is completely shadowed in black it is in overtype mode and all existing data will be erased by your data-entry. Therefore to add text to existing data place the cursor at the point you wish to add information before beginning to type. Many fields have been set to 10/20/30/35/40 characters for printing control to ensure no truncation in invoice, purchase order and report prints.

Number

Most number fields are set to 2 decimal places (visually) and some have enforced rounding to stop the overflow of calculations to the 15th decimal place which is standard in windows software. Sometimes if you enter a field you will notice many more numbers after the decimal point than the 2 prescribed, but that is simply the full number being shown. In reporting these may be shown as currency, 4 decimals etc.

NB: do not delete data in fields without replacing data even a 0.00 is important as the interactive programs must have data in every number field!

Memo

Memo fields are text fields that have been programmed to allow word wrap and much more information than the standard text fields. Simply press SHIFT+F2 to create a larger typing box and enter a fuller description than would otherwise have been the case with a standard data field. These are used at purchase ordering, jobbing, products, invoicing etc to provide better information to the supplier or customer. Most comment fields are also memo fields allowing for more data. NB: to force a new line press CTRL+ENTER

Counter

Invoice numbers etc are based upon a counter that will create a new number every time you go to enter a new record. If you do not save the record then this number will be lost and the number will skip to the next available number in line for the new record. It is important for those wishing to keep number sequences to save each record and go back and update data. The newer standards coming from the US are looking at random numbering rather than the old sequential numbering technique for data validation, to make the user control actual data rather than simply a record sequence.

Date

Date fields are normally stored in their short format 01/12/97 but will allow entry in long format ie: 01/12/1997. Dates should always be entered as a 2 digit day, 2 digit month and a 4 digit year. You can enter a 2 digit year date and the system will still know that 00 is the year 2000 and therefore is immune for the year 2000 bug that plagues many competitive software packages. You must always enter a year date.

Yes/No

These fields are invariably shown as an [X] box where X = yes. When you come to a field that needs to be updated to yes (no is the default and this is shown as an empty box) then click on the box or press the space bar when the field is highlighted.

Don’ts in data-entry:

•	Never delete data in a number field. Overwrite only. There must always have a number (even 0.00)

•	Never ignore warning messages as they are telling you, you are doing something wrong.

•	Never choose a required field (ie: a product number) then delete and expect to go on, data-entry will be enforced  to a valid code before allowing you to erase or delete data. This ensures data integrity.

•	Never begin typing in a highlighted field unless you want to overtype all existing data.


Basic data-entry

When a form opens check whether data exists in the form before beginning data-entry. Some menus force a new form for data-entry (ie: Quick Menu) but others simply allow a form to open with all records showing. To start new data-entry click the New button or press ALT+N (underscore characters may be actioned this way in combination with ALT key)

Always ensure that a date, system number, client number, supplier number, product number is (where appropriate) entered and balances represent the financial data you wish to enter. This simple control will avoid hours of frustrating data searching at accounting month end, management report review time etc where incorrect allocation and data-entry spoil the accuracy of the combined results reported.

Data-entry:

As a general rule, never leave empty fields where there was data

Use the buttons provided to erase, save, delete, exit or create a new record

Look at the help text in each field that appears on the bottom status bar, to help in data-entry

Go through a form and enter data in a logical sequence, we suggest through the Tab key

Always choose data from lookup boxes when the lookup box is open (F4) to ensure data accuracy and speed of data lookup. These have been designed to allow quick review of existing data

Check totals that they represent the correct balances and save and exit when completed

NB: in TBS software, records are often saved when you go to another screen and this ensures no data loss on power down of the computer. If the data to be saved hasn’t conformed to the data requirements of the open form, then the record will not be saved till you have entered the required data. In the event of an unauthorised power-down, such as a computer failure or an accidental turning off of the server/computer it may be necessary to review the last record entered to ensure data has been saved correctly. The last record only will be affected if any.


Basic Record Entry

•	Choose the system number required (default is 1). This has the advantage of being able to process any transaction area for any of your business entities at the same time. This allows speed of data entry and also allows flexibility in processing any data that comes across your desk.

•	Accept the date (defaults to the date provided by the system) or modify by entering the day number followed by a forward slash (/) or dash key (-) and then the month number. The default for the year is the current year, so enter only if different.

•	Record any control fields such as order number/OK to Invoice etc. Always check that the data needed by your record entry is actually filled in. Your data is only as good as your entry. We make assumptions that may require you to change data to achieve a result. ie: at invoicing the OK to Invoice field is set to Yes. If you wish the invoice to have an order only status, then change the OK to Invoice to No, and back to Yes when the order is cleared for delivery/pick up.

•	Choose the appropriate code number (ie: customer code, supplier code, and employee code at data-entry in main forms and usually product code in sub-forms). When the cursor enters a field that has a box and little arrow to the side, click the arrow or press F4 for a list of data. By entering in the first digit, the list will change to all like records; the second narrows the sort criteria etc. When you see the record that’s required, click on the record to select or arrow to the record and press enter to select. You may also enter any codes you remember.

•	NB: at most lookup boxes, double clicking will allow drill-down to data form below. Therefore at invoicing if you double click at the Client No, you will enter Customer Details.

•	Codes are used for customers, suppliers, products, ledger accounts, and job numbers.

•	Press TAB or ENTER to move to the next field or SHIFT+TAB to move backwards OR point to the field using the mouse and click where required.

•	Always ensure that all appropriate data fields are entered and by following the TAB sequence will ensure this.

•	Press CTRL+TAB to exit a sub-form and return to the main form. This will often initiate an update (as will clicking back on the main form from the sub-form) of key data to the main form. Remember that a sub-form (ie: invoice line items) is simply an extension of the main form and allows in table format the addition of unlimited data that is related to the main record. If there is an error in allocations (banking/payments) or in required data at line items (suppliers/customers invoicing or jobbing/purchase orders) then an error message will either force data-entry or highlight the problem. This must be rectified before exiting the sub-form. If you do not correct the problem you will continue to be faced with an error message.

•	In sub-form line item entry it is vital that you complete entry of a record by entering the next record in these areas to initiate the saving of the record, totals generation and also balancing back to the main forms. This may be achieved by pressing TAB/ENTER till you enter the first field of the next record or clicking on the first field of the next record.

•	Save the data to the hard disk.

•	Find an appropriate data record to be modified and also save this data to disk.

•	To search for a record

•	ensure all records are active (records, show all records)

•	click on binoculars (full access) or go via menus: edit, find and enter data required

•	with full access, also able to click edit/filter sort button or go via menus: records, edit filter / sort and enter the fields from the table and criteria for searching

[TIP] At invoicing say you wish to see all invoices for a client TBS01

Action the edit filter/sort and from the table G INVOICES click on the down arrow till you find the CLIENT NO. Double click (it will be placed in the field heading). Then at criteria type TBS01 and hit the Tab key (note: text quotes are placed around “TBS01”

Press the Funnel Icon or records, apply filter/sort and you will see the invoices only for this client! To see all invoices again choose records, show all records

•	Run reports by selecting a menu option and then entering the parameters required to define the report such as System number, Date range required, Product/Customer/Supplier number range and obtain a print preview of the output. This data-entry validation at reports entry is a very powerful feature in providing you with the capabilities to get the data you want, not all your data every time you run the report. The report preview will be viewable in 2 modes:

•	Full screen

•	Section of the report

•	Use the viewer symbol and click to obtain both views. When you are happy with the report then click the print icon to initiate the hard copy print (ensure your printer is on). We provide the view firstly to check the data being printed, and secondly to allow data review without a printer being hooked up to the computer.


Setup Maintenance


Menu Password Control

The "SYSTEM PASSWORD CONTROL" screen appears.

The permission's for the Menu names are set to defaults. The user can change the settings simply by clicking onto the appropriate box for the appropriate menu name. A (X) means that the user has access to that function.

Once the menu is set correctly click on the 'Save' button. The new settings are now in place.

The 'Erase' button will erase any new settings prior to the last time the screen was saved.


Ledger Accounts Entry

Setup ledger accounts. We recommend staying with our chart of accounts since this is used by the system in defaults and is also comprehensive enough to avoid the need for wholesale replacement. Additions may be made at any time, and you may alter the ledger descriptions to your own choice as long as the following format is maintained:

Assets	Begin with a 1

Liabilities	Begin with a 2

Sales	Begin with a 3

Purchases	Begin with a 4

Other Income	Begin with a 5

Manufacturing	Begin with a 6

Expenses	Begin with a 8

For further ledger analysis by department we suggest using 7 for Distribution expenses and 9 for Sales/Marketing expenses. Try utilising the same last 2 digit expense categories for common account numbering. ie: if we have a sales account manufacturing it would be numbered 300. By maintaining the last 2 digits as 00 the purchases account becomes logically 400. This is a simple method to remember and also utilises effectively, through advanced reporting, the consolidation aspects of the ledger account numbers.

Let us look at the example of light & power (L&P) expenses. By maintaining the last 2 digits as 20 the L&P account would be as follows for the differing areas:

620	Manufacturing	720	Distribution
820	Administration (or general expenses)	920	Sales & Marketing

By using this convention it is possible to also gain consolidated totals for the L&P account over all areas as well as by department through including the leading number prefix. Where multiple companies are utilised it is possible to use the system number as the ledger differentiation or maintain a similar numbering convention to that shown above with perhaps a set digit for the branch/company and a digit for a department ie:  10820

In Access we are able to define reports that look at any series of letters ie: the second digit, third digit or a combination of the 2nd and 3rd together to provide any number of consolidation options. (For those with Access it is possible to use queries to define your own parameters and then reports based

upon queries to report the results.

The field 'Ledger Lookup' provides a description of the account by name alphabetically followed by the assigned account No.

The field 'Account No' provides the same information as above but via ascending account No sequence.


System Registration/s

The "REGISTER SYSTEM BUSINESS" screen appears.

The details from the earlier registration screen have been imported. Complete the screen where necessary eg Telephone No, E-mail etc. The remaining fields have been set to default values eg: account numbers etc. and should not be changed unless changes have been made in other areas of the system.  If the Delivery Address is different from the Street address highlight appropriate fields in the Delivery area and enter correct data.

Use the vertical scroll bars to view the remainder of this form.

Click on the 'New" button if wishing to enter an additional business. The following fields are mandatory fields that need to be completed if wishing the additional business to be registered.

Field	Comment
System No	Enter a unique system no eg, 2 or 3 or 4 etc.
Business Name	Enter the new Business name
Street Address	Enter street Address
City	Enter city
Postcode	Enter postcode

The Delivery date field is set to one. This relates to the normal or average time required by your business to deliver the goods or services. At invoicing the date required field will be automatically updated with invoice date plus the number a days entered here. At invoicing, the date required field can be over written. This feature is to be used as a guide only.

The main ledger accounts have been setup and should be used as the defaults. ONLY change these setting if advised by your account or TBS.

By paging down one will see a list of options with check boxes. These settings can be changed depending on your business’ needs. There are 5 options:

Lock Delivery Docket reprint?

This will enable the user to reprint delivery dockets at invoice level. As a default it is set to only allow a delivery docket to be printed once from invoicing. Un-mark the box [ ] if wishing to allow reprinting.

Enforce Minimum Sell Price?

In the product entry screen the user can set a minimum sell price for a product. At invoicing or P.O.S a message will appear if the user tries to sell a product below the price set in the minimum sell field. The user must enter a value equal to or high than the minimum sell. The message will also show the normal sell price. It is advisable to use this function. Mark to [x] if wishing to use this function.

Demand Serial Number Entry?

In products entry serial numbers can be allocated. When a product is sold the user can be forced to enter a serial number by having this box checked  [X]. It is extremely important to make sure serial numbers have been entered in the products area if wishing to use this feature.

Membership System Required?

There is a built in feature that allows for memberships. An anniversary date can be entered at the customer entry screen, which can be used for renewing memberships. Invoicing can be done automatically on a bulk basis.

Cash Drawers Used (POS)?

Click this feature on if cash drawers are used and to be opened from the point of sale screen.

Locked before date

This allows data to be locked stopping all modifications to invoicing, journals, receipts and payments. This feature is generally not used, but if it is we suggest at least keep the last 60 days unlocked at all times.

Enter the standard rates that are to be applied to superannuation and leave loading that will appear in the payroll area. In payroll these figures can be over written.

A message can be entered that will appear on all invoices. Individual messages can be entered at invoicing that will overwrite this message. The standard reference box relates to a standard message for staff referral purposes. To be a generic message that can be altered later on.  Press [SHIFT] + [F2] to view all the message.

Once the new business details have been entered click the "Save" button. If you wish to delete the new business record click on "Delete". The 'Erase' button will erase any new settings prior to the last time the screen was saved.


Tbs Setup Of Program

It is wise to spend some time planning your SETUP as this will help with business structure and data input later.

After registration the first screen to appear is "TBS INITIAL SETUP" and the cursor is set on the button " Menu Password Control". There are 13 steps that should be followed in sequence. These are listed below with a brief description of their functionality.


Supplier (Supplier) Entry

The "SUPPLIERS ENTRY" screen appears.

Two default records will appear being 'Bank Sundry’ and 'Sundry Supplier'. Do not delete these records as they are used for sundry reasons. Click on the "New" Button to begin entering your existing suppliers. (Refer to "Supplier Entry" chapter for explanation of field descriptions or refer to on line help.)


Product Groups Entry

The "PRODUCT GROUPS' screen appears.

One default record will appear being ' ZZ  - Sundry’. . Do not delete this record as it is used for sundry reasons. Click on the "New" Button to begin entering your Product Groups.


Customer (Customer) Entry

The "CUSTOMERS ENTRY" screen appears.

Three default records will appear being 'Bank Sundry', ‘Cash’ and 'Sundry Customer'. Do not delete these records as they are used for sundry reasons. Click on the "New" Button to begin entering your existing suppliers. (Refer to "Customer Entry" chapter for explanation of field descriptions or refer to on line help.)


Price Level Definition

In this form the user can set the discount levels per product group per pricing level. Eg; all the customers with a Trade price level code can have a 5% discount on all Electrical goods. This form will show the user when it was last updated as shown by the date in the last updated column.

Below are the fields relating to this form;

Price Level Code:	choose from the list (F4)

Product Group #:	choose the product group

Discount Level %:	enter the discount percentage required for the product group/level chosen


Customer Price levels Entry

Allocate Price levels for customers then run update procedure to have the standard group sell price added up the customers individual file.


Customer Opening Balances plus Trial balance Customers

This will allow existing customer balances to be entered in a modified invoice form to help transfer information from your old system to TBS. Click The Trail Balance button to view customers trail balances.


Supplier Opening Balances plus Trial balance Suppliers

This will allow existing supplier balances to be entered in a modified invoice form to help transfer information from your old system to TBS. Click The Trail Balance button to view supplier trail balances.


Opening Journal Entry

Create opening entries for the business/es. Use the balance sheet from the prior period to enter the assets and liabilities of the business and then any further balancing/adjusting entries for customers and suppliers.


Update Product Opening Stock plus Opening Stock List

This will allow opening stock balances to be entered and automatically updated to the product file.


(Optional) Set Multi-Currency Rates

This area will allow the user to enter multi currency rates used in the business.


Update Product Code (Old To New)

This procedure will update an old product code to a chosen new one. Both product codes are to be valid codes at time of update (eg: don’t delete the old code before running this procedure.). Enter or select codes and click on the update button. The Products entry button will take you directly to the products area to be able to view and/or assess changes. WARNING: Make sure all users are off the network before running this procedure.


Postcode Maintenance

All the postcodes & relative cities  in Australia have been entered. Most address fields will automatically update the state and postcode once a city has been selected. If a new city or there is a postal change for an area it can be entered or altered through here.


Change System Password

This area will allow you to enter or change a password for a particular entry level. This screen is protected by security and only accessible with appropriate clearance. Enter the old password or if no password had been enter proceed to the New password field. Enter new password. Remember that the password is case sensitive (eg: if typed in capitals the password will not work if typed in lower case) and can not be more than 15 characters long and spaces are permissible.


Report - List System Businesses

This will print out a report showing the main information relating to each business that is registered.


Currency Rate Entry

This area will allow the user to enter multi currency rates used in the business.


Stolen Items Control (Serial No) Departments

This area is used for reporting stolen or missing product items. Enter data such as serial number, Model No, date of the theft and any comments.


Departments

This form allows departments to be entered that relate to the business. These are used in the chart of accounts if wishing to break the accounts down into departments.


Adjust Invoice No

This allows a business to set an invoice number higher than that currently being used. When a system is first installed the invoice number counter is set to zero. Some businesses like to set it to keep in line with the numbering of their old system or that it appears they have been trading for a while.


Append Lastest Update

This button will allow an import of the latest TBS upgrade form to your program. Please ensure the new modification supplied (TBSMODS.MDB) on disk had been entered into the directory C:\TBSWIN. When the form has been loaded go to the Import Section in the Accounting Menu.


Menu Password Control

This function allows those with owner clearance to set what features are viewable to the staff  & management levels. Just click a box next to the function under the appropriate heading to activate. Just click the field again to reverse. Please make a note that the Staff level are barred from payroll and ledger account maintenance irrespective of your choice. Manager level will be able to access payroll if set.


Sales & Customers

Customers are your business. Without customers, you have no business! This chapter covers the main areas relating to customers.

Through managing information relating to customers and the sale of products to customers your business can run more efficiently especially in areas like purchasing stock control & budgeting.  Any information relating to customers, sales of products by customer or sales people, outstanding invoices or Customer statements plus much more will be found here. The four main areas are: Record Entry, Reports, Sales Reports & Price level maintenance.


Record Entry


Customer Detail Entry

This is the area where you enter details regarding your customers. This screen is also accessible through the Quick Menu or by double clicking in the customer code area in customer invoicing.

This form stores standard information like addresses, phone numbers and contacts about your customer. It also allows you to dissect your customers into certain categories - by industry & by business type.

Your customer can have a set-pricing guide assigned under the price-rating field. The General category will make all sales to a particular customer at the sell price listed in the products area. If set to Class A then the price listed in the SELL Price 2 becomes the sale price for this particular customer. If set to Class B then Sell Price 3 becomes the sale price. (See Chapter 3 on Products for more information on Sell Prices). The only time this will vary is if the Set Price Items has been activated  (see Set Price items below).

You can link outlets together through the H/Office Code field for consolidated statements on a particular company. For example a company named Maryland Pty Ltd has a head office plus 4 outlet stores. Through this link, Head Office code, reports can be generated as 1) The whole of Maryland Pty Ltd and 2) as individual outlets.

Screen of Customer Entry.

code	enter up to a unique 6 digit alpha/numeric (A/N) Customer code which is used by the invoice / customer / receipts areas to define the client. We suggest the first 4 letters of the account name followed by 01 ie: Maryland Pty Ltd would be MARY01.

NB: TBS require a unique customer code so always check the number to be used. If you already have a customer code say MARY01 then use MARY02. You will always get an alphabetic list at data-entry to allow fast choosing of data. A warning message will appear informing the user that a particular code already exists.

HOLD	click yes (X) if you wish to hold customer orders (this has the effect of not bringing up the customer code at invoicing therefore stopping data-entry of invoices for credit stopped customers.

NB: you may also individually stop invoices via the Customers Record Entry Menu. Hold Invoices Control button

address	enter the business invoicing address details. The Address field should be used for floor levels, suite no, building name etc. If none of these, then leave this field blank. Enter the street number and name of street into Address2 field.  Type in the city or suburb location. Once you enter or TAB to the next field the program will automatically input the postcode and state. If there are more than one city or suburb with the same name in different states pick the correct city from the city drop down box. Once selected the new postcode and state will be automatically entered.

Delivery

 Address	defaults to the above address. If the customer has a different mailing address, highlight the appropriate fields and enter the correct details. This address will appear on the invoice.

SLSP code	choose the salesperson that will service this client or double click to enter a new salesperson (automatically up-loads at invoicing)

sales area 	provides analysis as to what area of your customer’s business that do the majority of the buying for your products, and therefore can provide valuable marketing data to get the best sales results.

industry type	able to define your industry types that trade with you as an analysis tool to enable concentration of effort where it best suits. Double click to enter new industry type and upon save and exit (from type entry), choose your new industry type.

credit limit	it is a good idea to set credit limits, especially for new clients, or doubtful payers to ensure a decision is made before goods are supplied. At invoicing there is a control button that will summarise the current net availability of credit against the limit set.

client bank	enter bank code to have banking details come up automatically at banking and allow auto pay in documentation without further entry.

tax code	default is charge but you may set to Exempt (if you customer buys all goods tax exempt) or No Quoted (where a tax exemption number has been given. Enter this in the next field called Tax No).

account no	this should normally be the control a/c ie: 103, and normally not changed. If you are not processing customer invoices then enter the ledger code applicable and the system will update automatically at banking receipts and invoicing.

call cycle etc	allows planning of visits to clients on a monthly cycle etc

Customer Information Button

This button gives a very detailed overview of the current position your customer is in with you financially and what type of products they are buying and have bought in the past.

Sales History	shows monthly sales history total transfers.

Invoice Status	lists monthly, unpaid invoices and total balances outstanding.

Trial balance	lists outstanding aged monthly balances for this customer.

Products Sales Data

The Products Sales Data button lists product sales (from the most recent order) showing date, product code, details, quantity sold, value & invoice # thereby enabling you to quickly view a customer’s purchase performances. This area might give warning to your business that a customer might be buying elsewhere if they have been buying stock regularly, however, no reorders have been placed over the past few months.

Invoice Balances

The Invoice Balances button lists all invoices, balances outstanding, whether the invoice has been paid. It also lists the date the invoice was raised and the due date of the invoice.  The field of the Invoice Number is raised and indicates that by double clicking the user will drop down into the original invoice.

Banking Data

Lists all receipts from the customer for control check and how it was paid.

Client ratings list

Gives you a Customer by Rating report for all customers.

By using the Page Down Key on your keyboard or using the vertical scroll bars within the program a second screen appears relating to Customer Details. In this area there are 3 buttons; Contact Details, Discount Items & Set Price items.

contact details	Allows unlimited contact data that you have had with your customer to be entered. It is a good practice to record all contact with a customer especially as relates to demands for payment.

When in the field, Details, press [SHIFT] +[F2] for a zoom box to appear which will show all details. Choose a category from the action drop down list that summarises the reason for the call eg: Sales Call, Chasing payment etc. Details for contact are summarised in a report located under Sales & Customers Report named “Customer Contact Data by Category”.

discount items	This function allows a set discount for a customer over different product groups. So all products under that product group will be discounted by the amount specified. At invoicing this discount will automatically be inputed and calculated. It can be overwritten at invoicing.

Set price items 	Will override any other pricing entered for the client for the particular product listed. This special price only relates to this product and not to the product group it belongs to. The Set price will stay in force until the finish date at which time the pricing will revert back to that set for the customer eg General Class A, Class B.

Credit card	Enter credit card details if you allow customers to pay by credit card. The number will automatically appear in the banking screen once credit is selected as the method of payment for this particular customer.

Notice	This is a memo box and the information stored here will appear at the bottom of the Credit Availability screen. This is useful in warning staff about over extending credit to particular customers.

Comments	This is a general comments area.


Invoice/ Credit Entry

Before processing any customer invoices ensure that customers, product groups and products files have been entered as information from these 3 areas are required to produce an invoice.  Through raising an invoice areas such as stock control, Customer control, sales person commission, General Ledger, just to name a few, are affected. Sales reports are obtained from the invoice area.

The Invoice / Credit Entry screen is quite comprehensive allowing linking to jobs, manual invoice numbers, order numbers and quote numbers. Not all the fields have to have data entered allowing for quick processing of invoicing.

To Process an Invoice the following procedures need to be followed:

1.	Accept the default date or enter a new date.

2.	The system number will default to system one so only change it if your require a different

business.

3.	Type in a customer code or chose one from the drop down list.

4.	Click on the INVOICE ITEMS ON button.

5.	Type or scan in a product code.

6.	Enter the quantity required.

7.	Click  the INVOICE ITEMS OFF button (which will post invoice total to the main form)

8.	Click on either Print 1, Print 2 or Print 3 depending on how you want the invoice to look. (Invoices can also be sent by internal fax program from this print procedure by choosing the fax and not the default printer.)

You may want to use other fields shown on the invoice. Please refer to the list below.

(Some fields appear on the 2nd screen of Invoice - Credit entry).

Date:	The date will default to today’s date. Highlighting the field then entering the new date can change this. If the date varies by more than 30 days from today’s date it will warn you if this is the correct date. You are able to enter invoices against future or past dates.

Invoice No:	The invoice number will be created automatically and is a counter field. If you go to enter an invoice and then escape data-entry an invoice number will have been generated but no invoice raised, therefore it may appear that an invoice number is missing.

Date Required:	 Will default to the date entered in the above Date field plus the numbers of days specified for delivery which has been entered in the Delivery days field in System registration. The number of delivery days has been set to a default of 1 day.

System No:	Defaults to the main system number (1) and may be altered by choosing from the list provided the other businesses have been given a unique business number through the Register System Business screen.

Client No:	Enter the client (customer) number. If you can not remember the client number you may choose from the drop down list. To activate the drop down list click on the down arrow at the end of the field or press the  [F4] key. Choose the customer from the list by clicking on their name. After the client code has been entered, information from the customer file will be updated to the invoice such as business name, delivery address, tax status, discount level for invoice pricing etc. You may overtype any of the information that is automatically entered.

Manual

Invoice No:	This acts as a cross-reference to any manual invoice books that you may use. For example sales representatives, front counter or when you run manually and wish to correlate manual paperwork to the computer generated invoice number.

Order No:	If a customer has provided an order number enter it here.

Job No:	If maintaining jobbing control then you are able to link this invoice to a job number that has already been entered in the jobbing control area. This can be used as an effective tool for companies that do not do jobbing, but wish to record special promotions, projects etc and have income and costs assigned to a job.

Quote No:	Enables entry of a quote number. This field will be automatically updated if the invoice has been transferred from quoting.

OK to Invoice:	The default is set to Yes. This enables this invoice to be included in Customer control functions and reports. Change to No (blank) if wishing to make the invoice a customer order. Also see Customer Order screen.

Paid:	This field will automatically change status upon full payment of the invoice. If a partial payment has been paid this field will remain as No until the entire invoice has been paid.

Deliv-

docket:	This field will automatically update once a delivery docket has been printed. Only one delivery docket is allowed to be printed per invoice unless altered in the system registration area. You are able to reprint a delivery docket from Sales & Customers/Reports/Delivery Docket Print.

Total

of Invoice:	Is the total value of the invoice. This field will automatically update after entering products through the line item area.

Currency

Code	Updates from the system registration file when you choose a system number and allows for multi-currency rates to be applied to the invoice value, if you utilise this feature.

Currency Rate:	Updates from the system number used and able to be overwritten.

Currency

Value:	Calculates Total of Invoice * Currency Rate

Tax Code:	Updates from the customer file and represents the tax status of the customer. Exempt, charge or number quoted.

Tax:	Shows the tax charged against line items (if applicable)

Allocated:	Internal control noting the use of the line items.

Sales Area:	Defaults from any entry made in the customer file but may be altered to more specific data such as a promotion etc. TBS recommend setting at customer level.

Ledger

Account:	By default is set to the customers control account. (See System registration)

Comment:	Allows a comment to be made about this invoice which is not printed

Invoice

Message:	Updates from the system registration area for default messages but can be over typed with a specific customer message.

Detailed Invoice Item entry by field activated by the INVOICE ITEMS ON button.

Product Code:	Enter the product code or choose from the drop down list. If using a bar code scanner position the cursor in this field and scan the number from stock item. On exiting this field unit price, tax rate, discount rate will be automatically updated with the correct rates relating to that set in the customer file for this customer. Any of these automatically update fields can be over written.

BackOrderQty:	Enter any back order units where the order is greater than your stock units.

In stock:	This field is automatically updated to give live stock control.

Total Value:	This field calculates a total for just this line item taking into consideration of any discounts and taxes.

Cost Tax:	This field will default to that set in the Products Entry screen. If set to 0.00 and a tax rate is entered at invoicing the system will calculate the tax on the applicable unit price less any discounts for this particular customer.

Cost Price:	Shows the cost price (what you buy or make it for) for one unit of the product chosen.

Description:	Will automatically update from the description entered in the Product Entry screen, however, information can be added or subtracted by pressing the [SHIFT] + [F2] keys. The Invoice report can cope with as much information entered, as it will automatically wrap the text to suit the size for the field and create new lines. When entering new text press the [ CTRL] + [ENTER] keys for new lines of data entry.

There is more information available at this line entry level, however, it is only accessible by using the horizontal scroll bars.

Serial No:	Enter a serial number, if required, which is set at the products Entry screen. A bar code scanner can be used if you position the cursor in this field and scan the number from the stock item. If a serial number is required and the numbers have been entered in the Product Entry screen you may choose the appropriate number from the drop down list. A warning message will appear if a product requires a serial number but none has been entered

Warranty:	Click X (yes) if product item is warrantable and you wish to track cost. In the warranty form you can run a report that summarises costs where warranty field has been used.

All other fields are non changeable and only there as a reference.

BUTTONS ON FORM:

DEL DKT	Will print a delivery docket. The user will only be able to print the delivery docket once unless the check box in the system registration (Setup/maintenance -Register System business) is No [  ].

RECEIPT	This button will open up the banking receipts screen. Enter a balance only (final) payment here. If payment is a part payment or deposit enter the payment through normal banking procedures.

COPY INV	This button will copy an invoice. Make sure the user enters into the line item area as to activate the mechanism that will update the ‘live stock and Customer system data.

PRINT	There are 3 different invoice prints. The first is a standard print, the second will include serial numbers and the third can act as a statement or invoice. This invoice has a tear away slip at the bottom for easy reply.

COPY STD	This button will copy standard items, which have been created from jobbing. It allows quick invoicing on items that are regularly sold in-conjunction with one another to produce a final product.

CREDIT AV	This button will show what credit is available if the base amount has been entered at Customer Entry level. Notes entered in the Customer Entry area will also show here.

POINTS	This button will enable the user to deduct points from an account if the client is using points to redeem a reward. Enter the client code, the invoice and the amount of points being used. Click on the net points status button to make sure the client has current points.

CREDIT NOTES

Credit notes may be processed as a negative invoice through the Line items area by placing minus (-) sign in front of the quantity amount. This will adjust the stock control area plus create a credit amount for the customer. You can place a minus (-) sign in front of the unit price however, this may adversely effect stock control.


Customer Industry Type Entry

In this form you can specify the industry types that relate to your customers. Eg: Wholesale, Retail, Electrical etc. The entry can be alpha numeric but can not exceed 20 characters for its description.

At the Customer Entry screen in the Industry type field you will choose from the list you have created here. By double clicking in the Industry type field, in Customer Entry, the user is dropped down into this form. This allows new entries to be quickly inputed.


Sales Person

This form allows the user to enter sales people and the percentage of commission (if any) made on sales.

Enter a unique 6 character alphanumeric code for each sales person. You must also enter their first name and surname otherwise the system will continue to give you a warning to do so.  If you have started to enter a code and decide not to proceed, enter any data into the field and then delete the whole record. By double clicking in the SLSP code field, in Customer Entry, the user is dropped down into this form. This allows new entries to be quickly inputed.


Invoice Status Review (On A Network)

This function allows the user to view, live, what invoices are being raised showing total invoice, total cost and Gross Profit %. This includes sales conducted through Point of Sale (POS).

The screen will automatically refresh every 60 seconds to update data.


Backorders Control + Reports

The Invoice Backorder screen is automatically updated when a back order quantity has been entered from the Invoice Enter screen.

There are two reports relating to backorders within this form.

1:	Current backorders, which shows all backorders still outstanding

2:	All backorders report will ask if you want to delete items that are older than 30 days that have been supplied and shows the current status.


Customer Order (Pre Invoice)

Customer Order is for receiving a customer’s order without raising an invoice or changing the OK to invoice button on the Invoice Entry screen to no. This screen is very similar to the invoice screen with a few slight differences.

Data is entered in the same way as in Invoicing, however, there are 4 new buttons. Pick Sys, Stock All, Create INVS &Inv View.

Pick Sys is a picking system showing what parts (if any) are needed for a particular product. This report can be printed off and serial numbers enter manually.


Client Charge Time Registration

This form allows the tracking of chargeable time spent doing work for a client. It allows entry of the date work was charged out, Start time, Client, number of hours spent, person completing the task and a description of the task. A Time Registration & Charge report can be generated sorted by client No.


Layby Control & Status Report

This is a multiple item lay-by facility. Enter data as specified. You must set up a customer file with the appropriate buy pricing (eg General, Sell A, Sell B) before processing a lay-by. Once the product is chosen the price will automatically be entered.

Once the payment details have been entered click on the BANK button. This will link the user to the Banking screen. Enter details (see chapter on Cashbook), save then exit. This will return the user to Lay-by control.

There is a COPY button that allows the user to make a copy of the lay-by record. Once the copy has been created the details can be altered. The product details and payment details are the only field that need to be changed.

The REPORT button will give the user 3 different reports as specified on the Lay by information screen.


Warranty Control & Status Report

In the Invoice Entry Line item area (see Invoice Entry) there is a check box for warranty control. This must be marked to yes [X] if wishing to have that product under warranty control.

Enter data as required. A new entry must be completed for each item requiring warranty control.

Mail Merge facilities are available. If you wish to send a letter the user must mark the Send letter field to Yes [X] and choose a pre-defined letter from the Letter code field. Click the MAIL MERGE button to merge data. If a pre-defined letter has not been created please go to Other items/ Contacts & letters/Define Standard letters to do so.  Choose a sales person from the Sales Follow up who activated the mail merge.

There are two reports. The first is a Costs report that will list warranty items from invoices and jobs from a date range selected by the user, showing warranty value (cost prices) & transaction No sorted by client. The second will show the product, serial number, paid value, when warranty ends for a client who has data entered into the warranty control area.


Hold Invoice Control (High Security)

This facility requires security control. It enables the user to set invoices that have not been printed to a hold status for clients that have exceeded their credit limit (see Customer Entry). The Hold facility is not available at the invoice entry level and can only be adjusted through this form.

Click on the downward Black Arrow button for a listing of all invoices that exceed the customers credit limit. In the Hold Invoice field change the box to an [X] if the wishing to hold the invoice. When releasing or allowing the invoice to be printed leave or change to [  ].


Update Paid Status On Invoices

This facility allows the user to update invoices to a paid status where invoices are unpaid. Normally the paid status is updated once the invoice is totally paid through Banking allocations, however, it can be updated here if operating outside of banking allocations. The paid status shown on the Invoice Entry screen can only be changed through this form or through banking allocations. There is also a reversal button that allows the user to mark an invoice as paid = No.


Point Of Sale Entry

Point of Sale is used frequently in the retail environment where a high number of sales occur where purchases are paid immediately (unless on Lay By) and generally little details are kept about the purchaser.

Enter details as required. The client No defaults to CASH keeping no records of customers details. You may double click on this field to enter a new client, but is only recommended if the customer is a high volume customer. If you wish to track details for marketing purposes keep the client No as CASH but enter their name in the next field. If wanting to record their address use your mouse to click in to the fields under delivery address. The fields under delivery address do not have a TAB sequence therefore will require entry via the mouse.

Order/Gift #	Enter an order or gift voucher number if needed.

Paid	This box will automatically update once money has been tendered.

Product code	Enter a valid product code or choose one from the drop down list. If using a bar code scanner make sure the cursor is in the product code field then scan. You must enter a valid code to proceed. If you wish to enter a new product code double click within the drop down box and the PRODUCTS ENTRY screen will appear.

Product Description	This will automatically update once a valid product code has been entered. This description can be added to or deleted. SHIFT + F2 will open up the memo field to view full description box. If there is no data in the product code or product description the system will assume the user does not want to insert any more products so it will move the cursor to the amount tendered field.

Net Total	is the total sale price for all the items being purchased.

Tax Total	The total amount of tax being paid on total purchase.

Disc total	The total amount of discount applying to the total purchase.

Total invoice	Is the total amount payable taking into account taxes & discounts. The field will round off to the nearest $.05.

Tendered	Enter the amount tendered.

Change	Change to be given will be automatically calculated.

Receipt type	Choose from the drop down list how the customer is paying. Eg cash, credit, and gift voucher. (Each form of payment has a slightly different looking screen due to different information being entered. For example under credit 3 additional boxes appear to enter card type, number and expiry date. For gift vouchers a field appears to enter the gift voucher number etc).

Amount	Enter the amount that is being banked. (Normally the amount being tendered.)

Docket Printer	Click docket printer if a docket printer is attached to the computer. If a cash draw is also linked to the computer the cash draw will automatically open.

Open Till	Click on OPEN TILL to open cash draw if linked to computer.

Print	Click on here if wishing to have a preview of an invoice receipt.

New	Will reset the screen ready for a new sale.

Save	Click on save if you wish to save record. The system automatically saves after each field has been entered.

Delete	This will delete a record. No not click on this button if you do not have permission to delete records. If a mistake has been made whilst entering a sale click on the ERASE button.


Invoice / Credit - View Only

This button will give the user an overview of a chosen invoice. No data can be changed at this form.


Stock Transfer Entry & Reports

This function allows transfer of stock between businesses or locations and is not linked to stock control. Eg Between different system No’s.

On clicking the report button the user will be entitled to choose from 3 reports. Leave the product range as the defaults as this will take in all products. If wishing to only view a certain product then chose from the drop down list.

The first report, Products, will be sorted by product code showing the quantity being transferred from one system no to the other. It also shows the cost price per unit and the transfer value.

The second report is a summary of the first report showing the main details by product.

The third, Transfer Invoice will produce an invoice for transfer between the two system numbers. Make sure that from the Stock Transfer screen the 1st system number entered is the business/location where the stock is coming from and the 2nd system number is where it is heading.


Reports


Print  / Reprint - Invoices / Credits (<0)

This facility allows for mass printing, or reprinting, of invoices. Choose a system number and a range relating to invoice numbers. If you wish to only do a run for a chosen customer select that customer as the start and finish client No otherwise leave as set to have all customers included in the search.

This feature will only print those invoices that are marked No against Printed & Hold with OK to invoice equal to Yes. You can print to letterhead, plain paper in a normal layout or to Invoice/ Statement layout. Be careful in your selection as once you have clicked on your chosen print type it will update the printed status to Yes on the chosen invoices. You may chose reprint but it will only be in the normal invoice layout.

This feature is very useful for those companies that wish to process invoices during the day and as an end of day procedure run off all invoices for mailing.


Print / Reprint Invoices - Consolidated

This feature will do exactly as above, however, if wishing to have a consolidated invoice (ie as only showing one invoice line for the total invoice) then click on Consolidated button.


List Unpaid Invoices

Unpaid Invoices has a red button and is considered a report that should constantly be created. This report will list all customers that have outstanding invoices.

The entry screen prior to the report defaults to system one and will report from the first Customer (customer) to the last Customer, which means all your customers between the dates ranges. (The system defaults to 30 days from today.) Change the system No, customers and/or dates to suit the report you wish to run.


Invoices List - Orders List

This report will provide a list of all Invoices where OK to Invoice = YES or all orders where OK to Invoice =NO for any date range and Customer number range as entered.

In the entry screen there is a field called OK to Invoice. Type in 0 for all invoices or -1 for orders. Select the date and Customer ranges. The system defaults to all customers for the last 30 days.


Delivery Docket Print

This button will allow the user to print bulk delivery dockets or reprint a delivery docket. At Invoicing the system is set to only allow one delivery docket to be printed. If another delivery docket must be produced it can only be done via this  unless the control for reprinting has been set at the System registration. Security is required to enter this level.

The entry screen is for doing bulk delivery dockets. Entry parameters as required then click Run Dockets. By clicking the Reprint button a similar screen will appear as the first entry screen. Enter the details required then click the print button.


Tax From Invoices

This report will summarise the tax allowed from customer invoices to be remitted to the tax office. Similar to other Customer reports the user can choose system No, Customer No and the date ranges.


Customer Trial Balance

Report total unpaid invoice balances aged by Customer in total, current, 30, 60 and 90+ days based upon the date ranges entered. Client contact numbers are also shown to allow the trial balance to act as the worksheet for obtaining payment for Customer balances. Totals are shown for the system number requested.

If you do not want nil balances showing click the check box to remove the [X]. The system will default from today’s date, however, any date can be entered into the finish date with the system then extrapolating the other date ranges.


Customers Statements - 4 Formats

This report allows Customer statements to be printed in 4 different formats. The statement date is set at a default of today. This date can be changed. Simply tab after entering a statement date and the system will extrapolate the other date ranges.

Formats:

1.	Current data will show an individual line per Invoice No showing date of invoice and whether it is current, 30,60 or 90 days out, with a balance summary below. This report will only list the invoices whilst they are current. Once they are 30 days or over it will be just the summary.

2.	Similar to the report above with a different summary layout but will only show those that are 30 days or over (Some may show a figure in the current column due to other outstanding invoices that are 30 days or over).

3.	Plain paper statement will insert header details from the system registration and show all invoice numbers and dates regardless of period.

4.	Letterhead statement does not insert a header but will provide identical information.

It is possible to type your own message to appear on the bottom of the statements using the box provided.


Customers Statements - Head Office

This report will print a statement for the head Office control account as defined in the customer’s file (if defined). This report can also be used for buying group consolidation statements.


Backdated Customer Trial Balance

This will allow a report to be created showing a customer balance as of a given past date. Enter the date in the field provided and choose a system number. It takes into account invoicing and banking.


Ledger Account - Balance From Invoice Allocations

Report provides ledger account balances for invoice line items, which is the preferred option for invoice allocation in having sales allocated by product number to a specific ledger sales area. This provides a greater comparison of sales balances and also highlights the profit areas of the business. Correct allocation to accounts also aids in budgeting for future periods and also manufacturing/fixed costs allocation based upon relevant sales percentages to total.


List Of Customer Codes / Labels/ Envelopes

This button will provide two lists of all customer codes and business names in alphabetical order. On clicking the Detail button a report is produced showing code, business name, contact, address, phone No, Fax No, mobile and sales area. The summary button will produce a report just showing the code, name, contact and phone number.

The user can produce mailing labels by clicking on the mailing label button. This will produce labels that are 2 across the page. Label dimensions are 98mm x38mm. Envelopes can be printed also.


Customer Contact Data By Category

Report lists contact information as detailed in the Customer’s subform “Contact Details”. This is useful in presenting all information over a given period to show trends in ringing for money etc and checking client responses. Management may use this report to check problems reported per client.


Days Taken To Pay Invoices / Client

This report will show how long it takes customers to finalise their accounts. The report will categorise by customer code showing invoice No, invoice date, invoice amount, date paid & paid amount. If the invoice has been paid in full there will be a negative number under the heading of days. This represents the length of time taken to pay the invoice. If the figure is 0 it means that the invoice has not been completely paid as of the report date. The input screen has a default date range of the last 6 months.


Demand Letters & Merge Client Letters

This report provides a mail merger facility to create demand letters for payment. Firstly a standard letter must be created by clicking on the following buttons from the main menu; Other Items/Marketing/Define Standard letters.

Select customer or range of customers, to whom letters will be sent. Select appropriate form letter from the letter code field then click the report button at the top of the page. This will create a letter to be printed on letterhead paper.


Reconcile Customer Invoices Vs Payments

Summarises Payments vs Invoices by Customer for Designated Periods and is very important in balancing data for small businesses that have general staff handling customers without a credit manager to control the day to day activities. This report can also provided an aged trial balance report for the chosen criteria.

Enter the system number and Customer number range whilst also entering separate invoice and payment start and finish dates with a view to matching data as near as possible. The payment dates will default to that set in the invoicing date fields. Use these default settings unless the user wishes to have different dates.


Invoice Product Pricing Audit (2 Reports)

There are two audit reports contained within this form.

 The first is an exception report. This report shows all line items within an invoice that vary from the set sell prices.  This report is very good in quickly locating sales deviating from that set. Eg: extra discounts to friends etc. The second is a full listing of all invoices (by ascending order) showing discount amount, the set sell prices, the final unit cost (what the product was sold for) and the customer code.


Commissions Listing - Salespersons

This will list commissions payable to sales people, by invoice number between the date ranges entered. Select a sales person or leave blank for all sales people.

The report lists all invoices showing total invoice (inc tax), commission rate, commission $ (ex tax) and deduction amount for products that are non-commissionable. The amount payable to the sales person is found next to the field Net Due for.


Sales Reports


Sales Units And Value By Month (Annual) 4 Reports

This report is based on a calendar 12 month period and will show orders by client(s) listed alphabetically as well as what clients placed to largest volume of orders. Each set of reports, Client order and Volume order, have a dollar value and unit value report attached.

Enter the system no (default is set to 1), the year required and a valid product code. Leave client No blank if you wish to see all clients, then click on the appropriate report.


Sales Statistics - Monthly Units/Value (All Products)

This report will show the total unit sales for any given period by client on a monthly basis. When entering the date ranges make sure that you enter the start dates as the 1st of a month and the finish date as the 30th or 31st of a month as to have the total months details shown.

The report lists clients alphabetically, then products alphabetically, then each month for a particular product. It shows the amount of units sold, the extended price and the average cost spread over the whole purchase.


Sales By Sales Area And By Head Office

This report enables the user to produce numerous reports. Firstly a summary of all invoiced sale balances by sales area (not sales person) as defined in the invoice file (see customer entry for defining sales area). The detail report will list all invoices by client showing all invoice values.

Type in a sales area or leave blank for all areas, enter a date range and leave client No field blank if wishing to have all customers.

In the product Entry file there is provision to break the product down into categories. A sales report can be generated by these categories by clicking on the Sales by Category 1 or Sales by Category 2 buttons. These reports will alphabetically list clients and all invoices that have products with an entry in the category field(s).

The Head Office Sales button will summarise sales by those clients linked to the head office code for the date ranges provided.


Sales By Sales Person

This report allows the user to create two sales persons reports; one a detail listing of sales the other a summary.  The detailed listing shows all sales people (unless specified in the entry screen) in alphabetical order, which is then listed by customer, then invoice. The report shows invoice number, invoice date, total invoice amount, actual total Gross Profit (GP) plus total GP%.

The summary report still lists all sales people (unless specified) however, the customers’ invoices are listed as a total value, not individually. Total Invoice and GP’s are also shown in the summary report.


Profits / %’S To Total By Client

There are 3 reports within this function -. A summary, detail and Monthly summary report.

The summary report shows the total invoice amounts by clients as an actual value and as a percentage of total invoice sales for a given period. It will also show the actual & percentages of total cost and total GP.

The detail report will list each invoice for a client showing the actual total invoice amount, total cost and Gross Profit. A percentage is then shown on the total amounts.

The monthly summary will break the report down into monthly periods showing the same details as above. Remember for this report to enter the start date as the 1st of a month and the finish date as the 30th or 31st of a month as to show the whole month period, however, the user can type in any date range they prefer.


Client Product Sales By Period And Totals

This report will provide sales details of products, for a specified date range, for all clients (if client No is left blank) showing quantities and extended value. The user can nominate to create a report on a select client and/or product code.


Product Sales Units / Averages (Day, Week, Month)

There are two reports contained within this function - A summary and a detail report.

The summary report will show the total unit sales for the specified date ranges entered by the user. It will show daily, weekly and monthly averages for all products or a chosen product entered in the product code field. The total quantity, extended price and the average unit cost are also shown. This report is used for comparing month to month and it is important to remember that some months have less working days than others.

The detail report will show each invoice line item relating to a particular product showing the line quantity and extended price. Only a monthly sales average is shown.


Product Groups Gross Profit & Sales

The reports contained within this feature will allow the user to compare projected total gross profits with actual gross profits.

The summary and data buttons will provide the Total Gross Profit Projection. This projection is calculated by the sales revenue multiplied by the Gross profit % as specified in the Product Groups entry. The summary button will show, by product group, the sales revenue and the projected Gross Profit. The detail report will list each invoice line item showing the above information plus providing an average projected Gross Profit % on the totals.

Click on The Actual gross profit for period button for actual gross profit. If doing comparisons between projected and actual make sure the date range have not been changed. This report may take some time and is best done when no one is accessing invoicing and/or stock adjustments. The report shows the actual Gross Profit, the Sales for each product group and the achieved GP%.

The user can check gross profit per invoice line item by clicking on the report under the Sales item GP analysis. The user must run the Actual gross profit report prior to running this report. This report allows the user to double click down into any questionable invoices and make adjustments if necessary.


Invoice Profits By Invoice (List)

This report will print invoices in ascending order showing the total of invoice, total cost, gross Profit and GP%. It will also show the invoice date and the Client No.

This report should be run regularly as to monitor that set GP% targets are being achieved.


Values & Unit Sales By Product / Group (4)

This function allows the user the generate reports relating to products and product groups under the headings of values and units.

Under units there are two reports - Product units per month & Group units per month. Product units per month relates to how many units of a particular product were sold within the given months. Product Group units per month, relates to how many units of a particular product group were sold within the given months. A group unit is the grouping of products with the same group code.

Under values there are two reports - Product values per month & Group values per month. Instead of showing units as above these reports show the actual monetary value.


Sales By Non- Account Customers

This will report on all sales made under a non-account heading such as cash. This is useful in the Point of Sale environment where marketing activities are wishing to be under taken eg; sent out a catalogue.


Sales Product Performers Best & Worst

There are two reporting functions contained here.

The first function will show the top selling products over the specified date range. The system defaults to the last 6 months but any date range can be entered. In the units enter a figure if wishing to view products that are at least over that amount of units sold .eg look at products that have sold at least 40 units. If wishing to view the whole products list enter 0 then click on the Top Sales button. This report will list in highest to lowest order.

The second function will show the worst selling products in relation to unit movements. Enter the date range and specific in the units field a number representing the highest amount of units. Eg: show all products have moved less than 10 units over the given date range.


Price Level Maintenance


Price Level Codes Entry

These levels may be set at the customer file level and will affect product discounting by the price level codes used. This is a very effective way of ensuring uniformity in pricing amongst customers of the same industry type or volume purchase type. You are still able to set individual pricing by product group at the customer’s file, or click on a check-box to stop price level updates to a set client.

Price Level Code:	enter a code for the price levels you operate under ie: cash, trade etc

Level Description:	enter a pertinent description of the price level to show at lookups


Price Level Entry

In this form the user can set the discount levels per product group per pricing level. Eg; all the customers with a Trade price level code can have a 5% discount on all Electrical goods. This form will show the user when it was last updated as shown by the date in the last updated column.

Below are the fields relating to this form;

Price Level Code:	choose from the list (F4)

Product Group #:	choose the product group

Discount Level %:	enter the discount percentage required for the product group/level chosen


Update Customers Pricing Levels

This form allows the user to allocate a Price level code to each individual customer. This form is particularly useful in mass discount updating.

Mark the Update Price levels box to a [X] if you wish to have the customer file updated. Click on the update Customer’s button to proceed to the function of Mass Update Customers File.

The Mass update Customers file procedure will do a mass update of the customer file. It will change all customer files as marked [X] on the previous screen to the new price level code. MAKE ABSOLUTELY SURE OF BACKUPS AND NEED TO DELETE EXISTING DATA.


Set Prices Control + View + Updates

This form allows the user to change or adjust the finish date of the set price function found in Customer Entry for all customers or a chosen customer. On the entry screen enter the date you wish the set pricing to run to. Click on Display Set Price Data button to view the price set for each customer and its existing finish date. In this screen you can make adjustments to the set price. The user can delete records from here by clicking on the Cust No followed by clicking on the black triangle pointing to that particular Cust No then pressing the delete key on the keyboard. Take care! Exit out of the Customer view and click the Make Adjustments button. This will update the set prices to the new chosen finish date.


Search Customer Details

This facility will allow the user to do many different types of searches. Enter the type of data you are looking for. Eg: enter VIC in the state field then click SEARCH. This will pick up all customers/ members in Victoria. You can have your search as broadly based as above or narrow the search down by, for example adding in 3000 into the postcode field. This will pick up all customers in Victoria in the 3000 within your database. By entering a name or part of a name in the name field the search will find all the names similar or involving the letters entered. Searching by products sold and/or pricing groups are available.

In the second half of the screen the results of the search will be displayed. By clicking on the update button when there is no search criteria above will list the whole database. Once the information is sorted the user can choose to print lists or mailing labels relating to name, state etc.


Memberships Auto-Invoicing


Membership details & Customer entry

On clicking this button the normal customer entry screen will appear. This is just a short cut to the customer entry file for those predominantly concerned with memberships.


Customer search (lists & labels)

This button is a short cut to the search facility for those predominantly concerned with memberships.


Membership invoicing

To process membership invoices click on this button. Enter a system number and start – finish date ranges. The date range will capture all memberships due for renewal within that time frame. Click on the Click Anniversary dates Listing button to view all members’ anniversary dates. Once the date range has been entered follow the button sequence at the top of the screen.  The dark blue buttons are procedural buttons with the light blue buttons as reviewing buttons.

Once invoicing has been completed the membership (customer) entry area will be updated with the new invoice details. An invoice will have been raised that will appear in the Invoice Entry area.  You are able to adjust the invoice at invoice entry.  Invoices will then need to be printed and sent.


Update Anniversary dates

This procedure will update the anniversary date on the member (customer) file for the chosen year. All new invoices will be set 12 months ahead of Anniversary date. Therefore, last year would create invoices dated this year. Choose the update option required.


Membership price review

On clicking this button you will be asked to enter an amount. Enter an amount to show all prices for membership below that entered. Ie If entered 100 all memberships under $100 would come up. Change the Charge price if desired and the file will be automatically updated on exit.


Members In / Out

This function willk record member's movements in and out of your establishment. Enter membership number and the system will automatically stamp the time in or out.


Members In / Out List

This feature will print a list of all member's movements in and out.


Purchases & Suppliers

Suppliers should be entered before you start recording Supplier invoices. Access the Supplier Detail Entry button via the Suppliers Button or via the Quick Menu (Suppliers) button to create new supplier codes and information pertaining to suppliers. NB: At payments a valid Supplier code must be entered, so if you do not use the suppliers system fully then use the default ZZCRED code provided by TBS.

TBS strongly recommends the use of suppliers and the computerisation of all Supplier invoices. Outstanding Supplier balances is one of the weak points of most businesses in simply not knowing the current state of outstanding debt or checking what has been purchased from whom. By maintaining suppliers in a concertina file and matching only at payment time you are:

•	Removing a valuable control from the business by not showing averages, exposure to a particular Supplier, product pricing statistics, stock control, cost control etc.

•	Not checking duplications in payment (we do not allow invoices with the same number and supplier code to be processed)

•	Not allowing ready profit reports because it is such a task to add up and verify the correct Supplier balance. With TBS you have the possibility to complete weekly if not daily net profit reports that reflect the exact position of your business.

•	Reducing the control on cashflow and outgoings being largely unplanned


Supplier / Creditor Detail Entry

Code:	enter a unique 6-digit alpha/numeric (A/N) Supplier code that is used by the invoice/customer areas to define the supplier.

Name:	enter the business name of the Supplier.

Address:	address capability for floor number etc. Enter the business address details (TBS favour physical location for purchase order updating and in case stock must be picked up from supplier).

Address2:	enter the business address details (TBS favour physical location for purchase order updating and in case stock must be picked up from supplier).

City/Suburb:	choose the location from list (F4) or enter the location of the supplier. Maintenance is possible by double clicking and adding to listing for any new locations.

State:	state will be updated through your choice of city on the postcode list.

Country:	optional data entry where you deal internationally.

Postcode:	postcode will be updated from list.

Payment

Terms:	choose the payment terms of the supplier (default 30 Days).

Supplier/GL:	SUPPLIER is the default for standard Supplier/supplier invoice processing, with the other choice GENLEDGER being for direct payment processing of Supplier accounts without entering Supplier’s invoices. This solves the age-old problem of which payment to allocate to suppliers or to a ledger account at payment entry. Now once a Supplier code is chosen in the payments form the ‘Supplier/GL’ reference appears to clarify what needs to be done. If Supplier then allow ledger allocation to the Supplier control account and if GenLedger then post data to a cost/asset/liability area.

account no	choose the appropriate account number from the ledger lookup although the default is the trade Supplier control account and for 99% of suppliers should be the ledger account used. If Supplier invoice line items are not used (or GenLedger was chosen at Supplier/GL) then, and only then, should you allocate a ledger charge area for the supplier as either an expense, purchase or liability area (such as HP/Loan etc).

NB: enter the trade Supplier control account if the classification of the Supplier is Supplier, otherwise enter a purchase/expense ledger account number if the classification is GenLedger (denoting the non-processing of suppliers invoices and the direct allocation of Supplier payments at payments entry).

Buying Group:	able to link to an existing Supplier that may be a head office or a buying group and invoices may therefore be amalgamated against this buying group/head office whilst also being available against the particular Supplier.

Contractor:	default is No, change to Yes when supplier is a contractor and requires PPS control (prescribed payments) which is the recording and possible tax withdrawal of monies from invoices owed to the supplier and remittance of tax value to the tax office. This is normally applicable in the building/trades industries.

PPS Rate:	enter the rate applicable to be deducted from the supplier’s invoices and held for remittance to the tax office.

Supplier

rating:	 allows you to categorise performance levels of your supplier for QA (quality assurance) standards and also to allow your staff to know who you prefer to trade with and also which supplier performs best against difficult suppliers etc

Rating Delivery:	default is set at median 5, 9 is best and 1 is worst

Rating Quality:	default is set at median 5, 9 is best and 1 is worst

Rating Performance: 	default is set at median 5, 9 is best and 1 is worst

Rating Pricing:	default is set at median 5, 9 is best and 1 is worst

Rating Response:	default is set at median 5, 9 is best and 1 is worst

Re-Use:	default is Yes and may be set to No if you do not wish to use this supplier again. Also informs staff whom not to trade with.

Comments:	general comments allowed.

Purchases

History:	monthly purchase history total transfers (Accounts/Archive/History Tfr) will post gross purchases by supplier to a special file which will accumulate data in a table for your perusal.

Unpaid

Invoices:	lists all unpaid invoices in a separate screen.

Trial balance	lists outstanding monthly balances for this supplier.

products	the products purchases data button lists product purchases with the most recent first and shows date of purchase, product no, description, quantity, value of purchase and the invoice number applicable. Gives a good overview of the use of this supplier as to products and value of purchases.

invoices	the invoice status button lists all invoices and payment status for a supplier and by double clicking at invoice no. Also allows view and update of the invoice.

payment

information 	shows payments, date and total payment made to the supplier.

OPEN ITEM SUPPLIER BUTTON

This button will summarise the open item transactions as to invoices and payments with the net balance due for this Supplier. Notes the invoice number, payment balance per invoice, outstanding balance per invoice and the payments made to suppliers and the appropriate payment number for referral purposes. Total due and totals for all columns are also shown. This recalculates every time you choose this button.


Invoices / Credit Note Entry

The process for entry of  Supplier invoices is similar to customers whereas the use of the total suppliers area will probably be more prevalent than in the customers section where line items are usually always entered.

Supplier/creditor Invoices may be entered in 2 ways:

(The first method TBS recommends)

1:	Enter supplier details, invoice number & amount, and enter the product items in line items area. If you use the line items then you must leave the main invoice form coded to the suppliers control account because from an accounting treatment the main area cancels out and the line items become the charge to suppliers and purchasing/expenses.

2: 	Enter the supplier details as normal including invoice amount but instead of letting the system default to the suppliers ledger account the user allocates the invoice directly to a purchases ledger account number.

NB:  Suppliers invoices (line items) provide the stock in component of the stock control process and hence if stock control of products is required then line items on suppliers invoices must be completed.

System No:	defaults to main system number (1) and may be changed if you are processing more than one business through the software (ie: holding company and operating company).

Paid:	defaults to No (blank) and may be changed at invoicing entry or better left to being changed automatically by payment procedures.

Supplier No:	choose the supplier number from the list provided.

Supplier Name:	updates from the supplier number chosen. (If you are using a sundry Supplier account then make sure to enter the Supplier name for later report controls)

Invoice No:	enter the invoice number (or delivery docket/invoice no) in this field. If you are processing an invoice from a supplier with the same number as previously entered then ensure you add an A or B etc on the end of the invoice number. We have a control in the system, which adds the Supplier No to the Invoice No, and this must be unique. This ensures that we do not mistakenly process the same invoice twice. Where you may be processing a supplier statement etc which is not numbered then we suggest you use ST for statement and some numbering for the month and year ie: 0997 (September 1997) to preserve uniqueness and also enable tracking of invoiced values.

Hold:	defaults to No and may be changed to Yes when you wish to hold payment of this particular invoice. When paying via remittance advises you will also be presented with a complete list of invoices that may allow changing of the hold status before payment (ie: you are querying delivery or pricing, then hold till invoice cleared for payment)

Amount:	enter the amount of the invoice. If you are going to complete line item stock/charge entry then you need not enter the total invoice value as this will be updated for you when you exit the line item area.

Acc No:	defaults normally to 210 (control a/c) Refer Suppliers/Supplier entry explanation under Account No and Supplier/GL for what to do in this area.

Job:	optionally enter a job number if invoice covered by jobbing control (select from drop down box)

PPS:	defaults to supplier rate if entered on file otherwise s/be 0.00

PPSValue:	calculates amount * PPS and rounds down to nearest dollar

Porder No	shows the purchase order number when transferred from purchasing.

Manual

Order #:	allows entry of a manual order number.

Order Value:	allows entry of a manual order value for balance checking.

Net:	shows Amount minus PPS Value and cannot be adjusted.

Payment:	record the payment for a particular invoice or allow the payment process to update this field (this is our preferred option).

Details:	allows sundry information about the invoice to be entered.

Currency

Code:	updates from the system registration (system no entry)

Currency Rate:	updates from the system No entry and may be updated

 Cheque#:	updates from the paid invoices file as a cross-reference

Allocated:	shows the value allocated in line item section (Total Alloc) and a further internal control called Allocated defaults to No and updates to Yes when the line items have been used and is a behind the scenes control for ledger analysis updating

Currency

Value:	calculates amount * currency rate


Request For Credit From Supplier

This is an important control relating to suppliers in that it keeps a record of short deliveries & price variations. This ensures follow up and also the attainment of the supplier’s credit note. This is an area of significant profit drain for many businesses. We also include an automatic request letter to be sent to the supplier.

Date:	enter the date or accept the today’s date default

System No:	accept or change the system number

Supplier No:	choose the supplier code from the list (F4)

Invoice No:	enter the supplier’s invoice number applicable to your claim

Amount:	enter the value amount being claimed

Order No:	optionally enter your purchase order no, used to order original item

Product Code:	choose the product code (F4) for the item being claimed

Details:	enter details pertinent to your claim on the supplier

Received:	change to Yes when the credit has been received from the supplier

C/Note No:	enter the supplier credit note number that clears this RFC

Always check outstanding RFC’s (Received = No) and follow up older claims.

Click on the report button to generate a credit request letter. The new screen will allow you to enter additional information about the request letter. Click on the Supplier Request letter button to produce the letter.

The listing button will list all outstanding requests for credits showing the supplier involved, the date the request was raised, invoice no, amount and order No along with details.


Suppliers View Of Total Invoices

This form will list all outstanding invoices from the date nominated by the user. This procedure should be used as a control check. As a manager it is worth listing these from set dates to get an overview of spending patterns and also which Supplier we are supporting at this time.

Enter the date required and click on the report button. The report will list suppliers alphabetically showing Supplier # & name, invoice No, Date, invoice total, PPS Value Balance to pay, Hold status and paid status. By double clicking on the invoice number the user will drop down into the chosen Suppliers invoice, which can be changed if necessary.


Update Suppliers Invoices Hold Status

This function enables the user to easily update supplier invoices to a hold status. To hold an invoice simply click in the hold invoice field. The invoice will be held when an [X] is showing. The invoice will not be included in the remittance advice print until it has been cleared. (To clear the hold status simply click on the [X] in the hold invoice field to return it to a blank  [  ].


Reports Menu


Invoice Listing Per Supplier

There are two reports contained within this function - Unpaid & All report.

The unpaid report will list all suppliers (unless a specific Supplier has been chosen from the entry screen) between the chosen date range that still have a balance of payment owing. It will show the amount of the invoice and the balance to pay. The paid status on this report should be no.

The all report will list all invoices for the supplies irrespective of the paid status showing amount of each invoice and whether there is still a balance owing.

Both reports will also show what account number the invoices have been allocated to.


Supplier Listing

This report will simply list all suppliers (the default setting or the user can choose from the entry screen) showing the supplier code, name, telephone number, fax no and the ledger account number set for that supplier.


Supplier Aged Trial Balance - 30, 60

On the entry screen the system has defaulted to todays date with the repsective date periods extrapolated out. The user can change the Current date and the system will alter the other dates. The system is also set, as a default, to show all suppliers. The user may pick a specific supplier if necessary. Click on the report button. The report will list outstanding balances as current 30 days & 60 days. If wishing to have 90+ day accounts use the function below.


Supplier Aged Trial Balance - 30, 60, 90 (2 Reports)

This function has 2 reports - Summary and Detail

The summary report will list all unpaid balances per supplier invoice and show the balances owing under the appropriate column of current, 30, 60 or 90+ days.

The detail report will list all invoices per supplier showing each invoice’s balance to pay and current, 30, 60 days etc position.

On the entry screen the system has defaulted to todays date with the repsective date periods extrapolated out. The user can change the Current date and the system will alter the other dates. The system is also set, as a default, to show all suppliers. The user may pick a specific supplier if necessary.


Reconcile Invoices Vs Payments

Summarises Payments vs Invoices by Supplier for Designated Periods and is very important in balancing data, for small businesses that have general staff handling suppliers without a suppliers manager to control the day to day activities.

Enter the system number and supplier number range whilst also entering separate invoice and payment start and finish dates with a view to matching data as near as possible. The payment dates will default to that set in the invoicing date fields. Use this default setting unless the user wishes to have different dates.


Ledger Account Totals For Supplier Invoices

This report will list ledger account balances using the main suppliers invoice entry data showing the invoice number, the net amount allocated, any PPS payments and the total amount. The report will list the accounts in ascending order. At the bottom of the report total summaries are shown.


Ledger Account Totals For Supplier Invoice Lines

This report will list ledger account summary balances for the suppliers invoice line items area.


Unpaid Invoices - Account Accruals

This report will summarise all Supplier invoices that show the Paid field equalling No and therefore, require accrual or journal adjustments.


Pps Deductions By Supplier

This report will list the invoices, by supplier, that relate to PPS show amount PPS %, PPS value, and the net value.


Print / View Remittance Advices

This function will print remittance advices for the date range entered and by the payment terms. Invoices within the date range will print by Supplier and the paid field must be NO. If you wish to exclude an invoice from remittance advice print then change the hold field on Supplier invoice to Yes. This can be done by clicking on the Invoices Hold button.

Enter the details as requested and then click the remittance button. Once remittances have been printed click on the “Change Paid status ….’ Button. Read this screen carefully. The default settings should not be changed unless specifically required. Click on the report button to perform the mass update.


Invoice Purchases By Supplier/Product/Buy Groups

The main report within this feature, will	 show all  suppliers who have supplied product within the specified date ranges, sorted by product code. It also shows the quantity & extened value of each suppliers invoice plus total summaries for each product.

By entering a code in the buying group code field a list will be created linking suppliers to the particular buying group showing invoice no and amount.


List Supplier Codes / Details / Labels

There are 3 facilities within this function.

The first is to produce mailing labels. Leave the default setting to print all suppliers or choose a particular supplier. The labels are based on Avery, 2 across the page with the following dimensions. 98mm x38mm.

The detail button will produce a report showing the suppliers contact details, codes and ratings.

The summary button will show the suppliers and their respective supplier code, the city they are in, Telephone & fax numbers and the contact person.


Request for Credit Letter/Outstanding

This function will allow the user to create a report showing all credit letters that are still outstanding.


Purchsing Menu

Purchase orders should be raised for all stock and service items that a company purchases. This ensures not only a validation process for the cost to the business and subsequent influence on future cashflows, but also controls stock and speeds the suppliers invoice process through the automation of purchase order to suppliers invoice. Therefore in a perfect world where a purchase order has been raised and authorised, providing the goods received match the units and pricing nominated on the purchase order, there should be no further need for Supplier invoice authorisation and hence the payment process may be simplified and further automated.

Purchase orders also have their units adjusted against current stock history status and therefore provide a better means for stock control than undocumented orders placed upon suppliers arriving without any timing/unit cost/unit verification. Closeoff balances are also more difficult to calculate for businesses completing full monthly profit & loss, without control of the purchasing process and knowing what is due from a stock/cashout projection. The principal benefits of purchase orders are controlling:

1.	what gets purchased and what in value is due for delivery and subsequent payment

2.	how much have we agreed to pay for the stock/goods

3.	provides stock control in establishing authority lines for stock ordering

4.	provides cash control by maintaining a view over future expenditure


Record Entry


Purchase Order Entry

System No:	defaults to main system number (1) and may be changed if you are processing more than one business through the software (ie: holding & operating company).

Del-Address:	updates from system number as the delivery address for supplier’s delivery

Porder No:	shows the transaction number of this purchase order

Requisition No:	enables cross reference to another requisition number by department etc

Supplier No:	type in the supplier code or choose from the list provided.

Total Order

Value:	shows the total value of the purchase order.

Outstanding

Value:	shows the undelivered portion of the purchase order which should be followed up for stock control purposes as well as verifying for cash flow control.

Date Required:	enter the date required for delivery (appears on purchase order print)

Job No:	able to link to a job number for job costing control.

Supplied:	will change to Yes when total purchase order has been supplied

Tax Exempt No:	this will be stamped here if entered at system registration or may be entered.

Comments:	allows sundry information about the purchase order to be entered

Currency Code	updates from the system registration (system No entry)

Currency Rate:	updates from the system No entry and may be updated

Currency Value:	calculates amount multiplied by currency rate

PURCHASE ORDER LINE ITEMS ENTRY

Product No:	choose the product code required.

Quantity:	enter the quantity. If an amount is entered that is higher than that set in the products file (maximum units) a warning message will appear informing the user to refer to management. The system will accept the value entered unless changed.

Pre-Tax Price:	updates from the product file and is the trade price (99% of the time this will also be the cost price but this allows for purchasing of tax exempt items).

Description:	updates from the product file. Additional information can be added by pressing [SHIFT] +[F2]. There should be enough descriptive text to ensure the supplier knows exactly what you are purchasing and your requirements.

Job No:	able to enter a job number per line item for job charging

(To access next list of fields use the horizontal scroll bar within the line item area.)

ExJob:	will update when taken up by jobbing costs analysis (accounts up)

Supplier

Product No: 	this will stamp the supplier product number that you allocated at the product file or at Alternate Suppliers Product area and enables the supplier to pick goods based on their product code and not yours. Many businesses make the mistake of setting their product codes to match a supplier and then change suppliers. This foregoes this need and will change dynamically as you change the supplier number and have alternate product codes registered.

Supply Qty:	able to update quantity supplied against line item and will be automatically completed by receiving process.

QA No:	this stands for quality assurance number and allows linking of QA control.

Tax %:	enter the tax percentage payable if any and the system will recalculate the value of the purchase order line item and total purchase order.

TaxCalc In:	shows the tax calculation.

Non Supplied

Units:	shows the non-supplied quantity still outstanding (if any) and the value.

In stock:	will show how many of this product are currently in stock.

Other fields are control fields only allowing user reporting capabilities and quicker reporting times. As you update data in the line item area the values in the main purchase order form are updated automatically as you exit the line item area.

SPECIAL BUTTONS

Alternate Suppliers

This button will drop the user down into a reporting form that will request a product code and upon clicking the report icon (next to exit) will list alternate suppliers if any have been defined)

Print P/O

This button prints the current purchase order to screen, review and then click the print icon to send to the printer (make sure the printer is turned on and is ready to print).

Find P/Order

This lookup field enables you to quickly find a particular purchase order. Click on the box down arrow and begin typing the number required or scroll the purchase order list presented. The drop down box shows Purchase order No, Supplier Name and No, Order value, Outstanding value.


Receiving (Purchase Order To Supplier Invoice)

This form allows the receiving of goods on purchase orders and automatically creates the suppliers invoice. It also updates received quantity on purchase orders.

Enter system number, Supplier (code from list), date and Supplier invoice number. NB: The Supplier invoice number must be a unique number for the Supplier entered since we add the Supplier code and the invoice number to create a unique reference which stops the processing of the same suppliers invoice twice. Select the purchase order from the list of unsupplied orders for the entered Supplier. The list of unsupplied product will be generated automatically, you may then use received toggle to receive all items or select individually. You may at any time change received quantities and cost prices, but must do so at the point of entry and before moving to a new record or exiting the receiving form. You should take care that receiving mirrors the delivery docket accompanying the goods, and if no delivery docket exists that the goods received has been accurately entered.

NOTE: Care should be taken where detail lines may be scrolled beyond the visible screen area.


Goods Inwards Data

This form is a separate control to that listed above. This should be used for gate receipts for crosschecking to the suppliers invoices. It is useful for date takeup of stock deliveries.


Alternate Suppliers / Product

This form will allow the user to enter a new supplier product number and purchase price against a product code.


Reports


Print / View Purchase Orders

This report will print the purchase orders that have been raised but are still designated as “No’ against the supplied field. This is useful if you wish to do bulk printing of purchase orders instead of doing individual purchase order prints for the purchase order entry screen.

The function can also be used to view purchase orders that have already been raised and sent.


List Purchase Orders Outstanding

This report will list all purchase orders that are still marked as not delivered. It will list by suppler No and all purchase orders relating to that supplier. The date raised, the date required and the total order value are also shown.


List Purchase Order Line Items Outstanding

This report lists outstanding purchase orders by product. It shows each supplier's purchase order relating to that product, the raised date and the non-supplied quantities. It is able to be viewed as a report or as a screen view. If viewing by screen remember that it might be necessary to scroll down the page.


Check Takeup Of Purchase Orders To Suppliers

This report compares the purchase order amount to the suppliers invoice amount. The report lists each purchase order, its value and then lists the corresponding invoice number and amount. Remember that the suppliers invoice must show the appropriate order No to allow this cross-reference to occur.


Order Projection For Stock Items

Ensure that you have transferred stock data to history file before running order reports. Clicking the stock update button found at the bottom left of this screen can do this. Above the button it shows when last stock update was done. After running the stock update you may have to exit and re enter this form to have the screen update with the new date ranges.

Change dates to reflect when stocktake was last completed. This ensures take up of current transactions only including purchase orders for net stock and order projection calculations. Click on the report button to view products, units sold and opening stock, cost price, lead time and averages. If wishing to view what needs ordering click on the Place Orders button. This will show what products that require ordering. Enter the amount that is to be ordered using the averages, lead time etc as guidance. If a supplier and supplier number has been entered in the products file it will appear here. Click the Order ? field to yes [X] when wanting to create a purchase order. Click the Create Orders button to create the purchase orders.

Click on the View Purchase order button to see the raised purchase order. You can print the purchase order from here or enter the normal purchase order screen at a later date


Stock Replacement By Supplier

This report will provide invoiced product details by supplier (where the supplier is nominated on the product file) for replacement stock  orders for sales with the date range entered.

The material usage button is when you have an item marked as manufactured in the product file and it is sold by invoicing. This report not only records this data but also extrapolates any B.O.M definitions where the process equals the invoiced product code. (In full manufacturing this results in a production plan.)


Goods Received Summary

This function will create a report based on the Record Entry button of Goods Inward Data. A report can be produced by supplier and/or product code.


Unsold Purchases List

This report will show all stock purchased through suppliers plus the amount of stock sold. You may have to check floor to make sure your numbers are correct. Run step one first to post information and show the net amount unsold. Step two will show a detailed listing of stock movement for the chosen period.


Products

Product and inventory controls are vital components to the correct analysis of your business and the control of profitability. Too many businesses do not pay enough attention to the establishment of products (both inventory and general charging codes), the cost prices used, the correct selling prices nor the correct discount structure per client.

TBS offers a great array of features to automate and control customer pricing to eliminate the looking up of prices via lists and also allows control locks to be placed on system values generated. ie: There are 3 selling prices found in the product file and the customer file allows 2 forms of price variation - discount rates per product group, which will then apply to all products nominated to a product group and specific (contract) pricing per product.


Product Groups Entry

Product groups need to be established to categorise products and services in a broad sense. Product groups provide profit and performance data over these manageable groupings. ie: it is much more difficult to validate the profit return over say 3500 product lines individually, than say 40 product groups that may also have industry averages to compare against. For example in the computer industry a product group might be Hardware with a computer as the product. Any markup, discount, tax etc can be overwritten at Product entry level even at Invoicing. These markups etc are to be used as a guide. You may want to have the same as the industry standard or wish to achieve a certain level of GP.

Group No	enter a 2 to 3-digit alpha/numeric code unique for the product group required. Do not be concerned that the product group code be definitive because the description you enter next will be available at all data entry points.

Group Desc	enter a clear description of the product group.

Markup %	enter a markup (on cost) that may be applied to products of this group.

Discount %	the discount level relates to the standard discount % available for products in this product group if any (default is 0.00).

Ave GP %	will calculate based upon the markup % entered. You may also enter a known Gross Profit percentage , GP%, (if you know an accurate gross profit for this group) that will aid in extrapolating the total gross profit for a period and also allow verification against actual profit levels achieved.. ie: when an accountant measures GP% for a period it is usually by checking the known sales values for groupings, applying a known GP% and thereby verifying the total GP% achieved. Sales mix of products are often the main cause for percentage fluctuations and we are able to measure these if you enter expected GP%’s

Tax %	enter any tax percentage that may be applicable for this group.

Update

 Products	leave as Yes (X) to stamp new products with group information.

Account No	choose an appropriate ledger account number for the sales area that this group belongs to. At products entry the ledger codes will default to this code but is able to be modified at product entry for individual product allocations NB: at system registration you should set defaults that will appear at product group entry as the default.

Acc No 2	choose the purchases or cost area ledger account

Ensure the product groups entered cover the range of products and dissection of data required by your business not only now, but also for the short and long term needs of your business.


Products Data Entry

The purpose of this form is to enter  all the stock items both raw materials and  finished goods. Nominate the opening stock,  minimum stock normally required and the average usage per month.

This will provide automatic order or  production quantities, based on the figures entered by you. The basis is that order/prod  is the minimum stock + the average daily  usage times the lead days. Therefore when you  place an order, that quantity you require as  minimum stock will be on hand when the order  is received! Auto stocktake values are also given.

NB: For "live" unit stock balance.. When you post data to the history file a stock field is set to "Y"  (normally set to "N"). This will ensure the stock  unit balance shown below is the real-time balance. The opening stock will be the correct balance for the period stock, and transaction data after posting to history will reflect stock movements since...

Product codes are upto 15 digits (A/N) and should be established for all saleable products (whether goods or services) and for materials used in the production/costing process. By defining all the business products, stock control is able to be maintained by units and value. At all record entry forms “live” stock is available by entering the product code, then whilst the cursor is still in the product code field, double click to enter products and check balance on page 2. The owner can specify whether a product requires to be shown in the stock live area by clicking on the check box, include in stock .

Products are updated to invoices (usage), suppliers invoices (receipts), stock adjustments (breakages, reps samples etc), purchase orders, quotations, goods inwards (separate gate control of inwards stock/services), production standards (bill of materials), detailed costings, import costings, supplier product codes registration (linked to supplier’s “own” codes for allocation to purchase orders), production planning, job register, budget (products), stock history and manual stocktakes. Following is a brief description of field values to be entered or considered for entry.

Product code	- enter a code upto 15 char (alpha/numeric)

Product group	- combo list to lookup a list of codes

Product details	- enter a description of the product or service (updated across system)

Manufactured	- yes/no field defaulting to no

Preferred supplier	- able to link product to a supplier code

Suppliers product no	 - optionally enter the code used by the supplier for this product. This is updated to the purchase order system

Cost price	- this is the system cost price that all main calculations are based upon

Cost (wholesale)	- default with cost price.. alter to cost less tax/freight as basis for tax calculation.

Last purchase price	- shows the last price paid from suppliers invoices and the date applicable

Markup %	- enter the markup value for the product in question to calculate sell price

Revised markup %	- shows the actual markup % after sell price has been entered

Minimum sell	- optionally enter a lowest sell price.. TBS can “lock” pricing accordingly

Sell/charge price	- this is the SYSTEM PRICE and must be entered.. RRP or list price

Gross profit margin	- shows gross profit percentage to sales.. report lists the same information for review

Wholesale price	- adds calc % to the cost (wholesale) price.. used to calculate tax payable

Tax percentage	- defaults to 0.00.. overwrite with tax % as required

Price to client	-shows sell price plus tax value

Lead time days	- enter the days required to obtain stock

Stock type	- choose the type of stock.. default is Finished Goods

Opening stock units	- record the period opening stock units

Minimum stock units	- record minimum stock allowed before re-order required

Re-order quantity	- record the standard re-order quantity or production run quantity

Average usage	- enter the standard usage in units for the product

Bin location	- record location identifier in warehouse/storage areas

Invoices account no	- record the sales ledger account number

Purchases account no	- record the purchase/expense ledger account


Update Opening Stock Balances

An important point is the ability to randomly take physical stock of any product item at any time, and through entry of stock date have stock history automatically update the appropriate data.


Manual Stocktake Data

This enables entry of stocktake data for a particular stock date in any random order as the system will summarise the stocktake and post the completed units to the products file. The stock live area is also automatically updated. The stock on hand date will be altered to the stocktake date and used by stock history to update for transactions at invoicing and stock adjustments after this date.


Stock History Update & Reports

This is a summary area for all stock transactions that are current namely stock on hand from the product file and all transactions from invoicing (customer / supplier) and stock adjustments that have occurred after the SOH date found in the product file. This procedure should be run as an end of day procedure when no transactions will be processed with the same date as the SOH date. The formula used is all transactions after the SOH date plus the stock on hand units. Click Update stock history button to process the stock history update. When completed you are able to click the stock history reports menu button which provides 4 reporting options: stock history data with orders, stock history totals with orders, stock history listing & a stocktake listing that summarises units and value.

NB: This is the end of day procedure referred to when you exit the program and should only be completed at the end of the day by the last person designated to perform this function.


Stock Update From Suppliers

This is an internal TBS procedure where we define a stock upload process from a 3rd party source eg: your major supplier, where we take ASCII / excel / other data and reformat that information into a useable upload to the product file. This process can be tailored to your specific requirements. Contact your TBS dealer.


Stock Adjustments Entry

This area is used to record adjustments to the product file for non-invoiced items. eg: breakages, stolen items, promotion or representative samples where the stock adjustment would otherwise not be made through non processing of invoicing - ensure your stock unit balance is upto date.


Detailed Costing Worksheet

Enter the units & cost of raw materials, labour & overhead costs that make up a finished product. Page two for this form (page down) summarises these results and enables product cost and selling costs to be updated and automatically sent to the product file by answering YES at the adjust sell price field.


Pricing Lookup

This feature allows the user to view the pricing on products categorised by their group product. Leave the * in the Product Group field to view all product groups or select a group if preferred. Click on the view button. The following screen will show the product code, product group and the product description with the 3 different sell prices. It will also show how many units are in stock and in what bin location. If the user wishes to view other products he/she can press the [PAGE DOWN] button to view other products in an ascending order sorted by group code. If looking for a specific product use the product lookup or code lookup facilities.


Stock History Summary Screen

Run the stock history update prior to running this viewing screen. This screen is for viewing only and no data input is allowed here. This will list all products showing opening stock and each individual sales movement indicating invoice number.  Click on the report button to be able to select an individual product code and view the movements.


Reports


Products List & Blank Stocklist

This report will list all products in product code order under product groupings. If required, a certain product group can be selected. Leave product range as the set default if wishing to view all products. Click on Stocklist blank button to produce a list of all stock items with no value set in the quantity column. This is useful for manual stocktakes.

The Products with prices button will also show all products by product groups, however, this report will list all cost prices, sell prices (standard), gross profit % and the supplier.


Product Bin Code Listing

This report will list all products by bin location showing product codes and product descriptions. The default is set to show all products.


Detailed Costing List

This button will produce a report showing all products that are entered in the detailed costings area.


Manual Stocktake Listing

This report summaries the stock manually counted and entered into the stocktake registry. It will show the products, quantity, cost price and stock value as of the stocktake date.


Update Opening Stock - Products

When you have run stock history update and you are happy with the unit value shown, in lieu of a physical stocktake you may care to post the net stock values as the new stock on hand. ie: This can be especially useful as an end of month procedure to minimise transaction information on the stock live file. Simply enter the date range required (start date should be after your last stocktake date) and the system number before clicking the button Run transfer of stock on hand unit balance. NB: This process is fully reversible for the product file by clicking Reverse stock on hand update button.

An another button titled Stock variation units report may be run after the update process to give a listing of products and their original stock on hand value and current stock on hand value. This provides a clear picture of movements in a month / period and to the experienced factory manager etc gives extra control. The unit variations will also be shown in this report.


Price Lists - 4 Formats

This feature has 2 main functions - one to list the standard sell prices for all items irrespective of client code and two, to provide product lists relating to client and client buy code.

To obtain the first report just click on the Standard Sell button without entering any Customer no and leave the product range set to the default for all products.

For the second type of report enter a Customer and click on one of the Sell price reports.


Stock Adjustments

This report will show all adjustments that have been made in the stock adjustment file


Product Group Listing

This button will create a report showing the different product groups, their description, markup price on the standard sell price, Discount %, Ave GP% and the markups on the two other sell prices. It will also show where they have been updated.


Stocktake Valuations

This report will show a number of different reports relating to stock live. Enter the product or product range which is to be viewed. Enter a date for when the stock data is relevant. All reports show something slightly different and should be used inconjucntion with one another to achieve an overall synopsis.

The 1st report is found at the top of the screen. This will list all products showing opening stock units, cost price and stock value. The 2nd report, being Current ‘live” stock will show the current stock situation. The 3rd report will show the average profit made on each product while the 4th report is showing the current net value of the stock live. The 5th report, being stock reconciliation, works on the date parameters entered. It shows The openings units of stock and how many units of stock have been sold.


Actual Stock By Bin Location

This report will list the actual quantities of products by bin location. Make sure stock update has been completed before clicking the Report button.


Serial Number Tracking

This area allows the user to track  serial numbers. The first button will list all serial numbers that have been entered into the products file showing product code, model numbers, in & out dates. The second button will list all serial numbers used in a transaction area, such as invoicing. It shows the serial number, product code, transaction area and date.

To run the third button a valid serial number needs to be entered into the space provided. This button will show whether the serial number has been entered into the product file and/or entered into a transaction area.


Mass Updates / Stock


Update Sell Prices

This feature allows the user to easily update product sell prices by a certain percentage.

Select a product group code (All products within the product group will be updated). The user can nominate which sell prices are to be updated. Enter the percentage increase (if wishing to decrease the prices enter a negative value). Click on the function button at the top of the screen to run the update. The system will tell the user how many products are being updated.


Update Cost Prices (3 Levels)

Choose the date range and product code range required for the various options. Future list button shows all products within the range entered as to future price increase. Update future button will update the product cost on file with the future cost price. The update ex suppliers button will update the product file cost on an averaging basis taking into account stock on hand value and the value of purchases within the given period.


Stock "Live" Control

This allows the user to delete the complete stock live file and repost SOH balances from the product file. NB: This procedure is automatically completed on the manual stocktake update and therefore, is necessary only where you need to manually control the process.


Stock Valuation (Period End)

This are allows stock to be have a “write down or up” figure.

Run the Update stock history first. The dates on this form will change if you exit and re enter the form. After running the update enter the period range you wish to look at. Step 1 will show your stock units at present. Use the review button to view data on a regular basis, as you will not be posting data each time as would happen if always clicking on step one. Step 2 will ask for an adjustment percentage to be entered if not already done. If wishing to mark stock down enter a negative amount. This will adjust the amount of units by the percentage entered. Use the review button to view details.

By running step 1 & 2 the orginal data held in the product file is not affected. Step 3 is only if you are really sure that you wish to transfer the new product units to the product file to reflect your tax file adjustments. It will also post existing stock unit balance to the last stock field in the products file before overwritting the new stock on hand figure. TBS DOES NOT RECOMMEND DOING THIS STEP.

The O/S transfer button will show Units from stacktake against units now in product file.

If a reversal is required go to Products/Reports/Update opening stock products and click the reverse SOH button. There is no need to enter or alter the date range within this form.


Update Sell By Group & Costs

This feature allows the user to update the selling prices, tax %, trade price and cost for tax  of a product, by product groups. Leave the product group field as a * for all product groups or select a group, then click on the view button at the top of the screen. Enter the new details then exit. The product file will be automatically updated with the new pricing.


Update product usage per month

This feature will allow the user to compare usage figures for month, or date range entered. It will look at the figure entered in the product file as average monthly usage and what has actually been sold. Enter the parameters asked then click on the List & update button. It w ill only update once you leave the next form. The next form will show a list of products, the average usage on file and the sales average use per month. If the user wishes he/she can change the average usage figure that appears in the product file.


Transfer Sales/Purchases data to Customer/supplier History

In the customer and supplier entry areas there are wizard buttons that will show the respective histories. For the information to appear there it must be transferred from here. Enter the date range required, type GO and then click the history data transfer button. This should be done on a monthly basis. Next to the start and finish dates it shows the last time the files where updated. Be careful not to post the information twice by running the procedure again for the same period. If this does occur the user can delete to history then repost the information.  To delete the information simply enter the date range, type GO and then click the delete History data button.


Payroll


General

This chapter explains the Payroll system.

The payroll data is entered through the relevant options of Payroll (main menu). Two sub-menus have then been established; one invoking a series of payroll reports including; Pay slips, Leave, Group Certificates, etc., and the other, establishing a Human Resources facility which ultimately provides management with documented information on each employee’s history and position/status in the Company or Business.

Helpful information at the bottom of each screen:

•	Note the ‘record counter’ on the second-last line of ‘data entry’ screens. This indicates the total number of records in that particular file of data and the current record in use. Scroll through the data by clicking the mouse pointer on the horizontal scrolling arrows, one record at a time, or go straight to the end or beginning of the file by clicking on the ‘outer’ arrows.

•	General instructions and prompts are given in an area above the ‘record counter’ line

•	Data entry field ‘prompts’ are often provided on the status line below the ‘record counter’ line.

Whenever using any ‘data-entry’ screen, always check along the side and/or bottom of the screen for vertical and horizontal ‘mouse driven’ scroll bars. Avoid using the ‘page-up’ or ‘page down’ keys, as this practice may sometimes cause you to also scroll through the data records unnecessarily. This can be quite confusing for newcomers to the system, so keep it in mind.

The “ERASE” button is used to ‘clear or reset’ certain mandatory fields in your current screen if you want to EXIT without saving any data. Sometimes, especially in the early stages, when learning how to use a new system, we go in and ‘try out’ all sorts of different combinations of data to see what the system will do with it. That’s fine to do, and the system should handle any problems, but if you get stuck with an error message that won’t let you leave that screen, try clicking on the Erase button and then click on Exit.


The Payroll Main Menu


Introduction

TBS PAYROLL allows for multi-company processing of an unlimited number of employees. Included in the standard personnel and payroll sections are user updateable tax rate tables.

Job card times, for a selected date range, can be easily transferred from production control  to the Payroll System.

Up to four (4) overtime rates, and seven (7) allowances, deductions and tax ranges are catered for in processing, and tax is calculated by pressing the World Icon in Payroll Data Entry, which is the main screen in Payroll Processing. The entire payroll process may be streamlined to between 1 and 4 hours per week, depending upon the size of the payroll staff. For a small payroll of five to ten employees, the whole process could take as little as ten minutes. Thereafter, summary reports for group tax, superannuation, terminated pays etc., allow for quick and accurate control. There are also reports that summarise job cards in a manufacturing environment for time worked for totals to be included in payroll processing. Group tax disbursements for monthly/quarterly payment, group certificates, leave reports, bank transfer reports, RDO, cash payroll, overtime analysis, payroll slips, ledger account totals for wage cost allocations, superannuation, LSL and many other reports allow control of the payroll and personnel areas.

Reports have been defined to allow access of key data by:

 Staff member, Date range, and Business (System No.), using the system or cost area.

A special note on the tax schedule section. TBS endeavours to have the correct taxation rates entered at the time of shipment but this should be checked for validity to current tax office rates. The tax schedule 01 is the standard for 95% of all payrolls and should be modified when there is a rate change or you wish to alter the method of calculation, to build up some reserves. Go to the Payroll Main Menu and choose Taxation Schedule (set rates). Convince yourself that these figures are correct, according to the tax office (more about this later). This form also allows the Company’s bank information to be entered for bank transfer payments and reports.

Time card information is automatically transferred via the ‘Jobbing Hours’ button at the top of the Payroll Processing screen.

Job cards may enter specific job times and provide a wealth of data as to productive and non-productive times, total minutes per job and task as well as payroll summary information. We recommend the printing of job cards for any business that completes manufacturing or even packaging of materials to make another product (eg., safety hats are made up of several different components).

By entering the data in the payroll section, the actual rate of the employee’s involvement in the work is used in the job costing information and therefore provides a more accurate job cost.

There is a legal requirement to monitor staff attendance as regards workers compensation so care should be taken in this area to ensure compliance for insurance purposes.

Payroll is network ready and may also be used on a stand-alone computer. As previously stated multi-company processing is available as well as consolidation of said data for control reports and combined payments for group tax, payroll tax etc.


Setup

•	Enter your staff/payroll entities on the personnel details form, ensuring that all personnel records are correct.

•	Check that the Taxation Schedule rates are in accordance with the Taxation office requirements.

•	Multiple tax schedules can be defined.

•	Process the payroll as per payroll process (below), which will use detail defaults from the personnel file.

•	Run reports such as pay slips, totals reports, tax and Superannuation, etc.

•	Pay group tax, superannuation, etc. based upon the balances per summary reports

Payroll Process for a Standard Pay

1.	From the Payroll Main Menu select “Payroll Data Entry” which takes you to the Payroll Processing Screen.

2.	Click on the ‘Find Payroll’ field (drop-down table) to ensure that there are NO entries present

3.	Click on the ‘Employee No.’ field (drop-down table) and select the next payroll candidate

4.	Scroll down the screen, checking details as you go, to the ‘World’ Icon.

5.	Click on the ‘World’ Icon to calculate tax, super, etc. and check the correctness of all details

6.	Go back to the top of the screen and Click the Save Button

7.	Continue the process from step three(3) to step six(6) until all payroll candidates have been selected

8.	** Payroll Processing Complete ** - its that easy!


Payroll Data Entry

The following details are provided for your understanding of the Payroll process at the individual field level. Processing allows for automatic payroll data retrieval from the personnel file and auto tax calculation from tax file data in the tax schedules form. Ensure personnel details have been correctly entered before commencing payroll processing.

Buttons:

The Jobbing

Hours:	Transfers job card times to a temporary table (for the dates entered on the screen: ‘Manuf: Job Cards - Times Transfer to Payroll’), allowing lookup of total times during payroll processing.

Find Payroll:	This ‘drop-down’ table enables you to check  the payroll process during a ‘run’.

The ‘New’:	Clears and/or initialises data entry fields on screen to default values, in preparation for a new transaction in the payroll file.

The ‘Save’:	Saves each new standard pay record as it is created into the payroll file.

The ‘Delete’:	deletes saved ‘standard’ records, one at a time, from the payroll file, but only if a record has been pre-selected and loaded ‘on screen’. If no record is loaded, you will get the message “There is Nothing to Delete”.

Fields - General:

Date:	enter the payroll date required or accept the automatic date

System No:	enter the appropriate system number or accept the default

Emp No:	choose the employee number from the list provided (you must choose from

the already setup entries in the personnel file to enable all the other details and taxation considerations to be uploaded  for this particular payroll run)

First Name:	updates from personnel file as visual verification

Surname:	updates from personnel file as visual verification

Standard Super:	updates the value from the personnel file upon which company super will be calculated if any has been entered, otherwise calculates from gross wages

Standard Wage:	updates the standard salary/wage from the personnel file

Standard Hours:	updates the standard salary hours from the personnel file

Rate per Hour:	updates the rate per hour from the personnel file

Tax No:	updates tax number from the personnel file

Fields - Payroll Data:

Std Hours:	enter the standard wage hours for the period or accept personnel file update

Std Wage:	enter the standard wage for the period or accept personnel file update

OT Rate:	normally leave this rate clear for secondary pay rate (% calculator/rate)

OT1:	enter the hours applicable for OT rate 1

OT Rate2 - 4:	updates from tax schedule (OT rate) or multi-pay rate from personnel

OT2 - 4:	enter the hours applicable to the OT rate %

OT/Other Total:	updates the total non-standard additions to payroll for overtime etc

Total Hours:	summarises the total hours allocated to standard and overtime worked

Total Wage:	sub-totals the standard and overtime wage values

Hours Not Paid:	enter the hours (if any) of any unpaid wages

Reason:	enter a reason for non-payment of wage hours if entered above

Fields - Other Hours Paid:

Sick Leave Taken:	note the hours of sick pay paid for this payroll

Sick Leave:	value shown of sick leave payment

Annual Leave:(hr)	enter the hours allocated to annual leave payment

Annual Leave:	value shown of annual leave payment

Other:	enter any other payment information

Other Wage

Payment:	value shown of other payment

Workers

Compensation:	enter any workers compensation hours

WComp Payment:	value shown of workers compensation payment

Leave Loading %:	defaults to 17.5 % or what is set in the System Registration

LeaveLoadingPay:	enter the value to be used as base for Leave Loading calculation

LeaveLoading:	value shown of leave loading calculation

Tot Hrs:	totals the hours processed for the payroll

Total Wages Paid:	sum total of the wages/salary value

TermType:	if terminated employee enter the termination type

Fields - Payroll Totals:

Gross:	shows the total gross wages total (top field in blue box.. payroll totals)

Net Adj:	updates from the personnel file and may be adjusted

Deduc:	total deductions

Tax:	tax value updated from the system after clicking on the WORLD icon and may be overwritten to your own tax calculation

Net:	shows the net payroll value after tax (rounded to even dollar)

All1 - All7:	allowances updated from the personnel file and may be overwritten

Total Allowances:	totals the allowances entered/updated and is found in blue box summary

Ded1 - Ded7:	deductions updated from the personnel file and may be overwritten

Total Deductions:	totals the deductions entered/updated and is found in blue box summary

Comments:	able to enter comments as regards this payroll

Super Percent:	updates from personnel and is the company super percentage

Super:	calculates the gross (or standard super) * super percent

Superannuation Levy:	updates personal super as recorded in staff details superannuation levy

Own Super Value:	calculates gross * superannuation levy

Salary Sacrifice:	updates the salary sacrifice value from the personnel file if entered

Sacrifice Value:	calculates salary sacrifice value for payroll

Type:	updates from the personnel file the type of salary sacrifice (Per/Val)

Fringe B/Tax:	updates fringe benefit tax deduction from the personnel file

Fields - Wage Guides:

Standard Payroll

Period:	updates for reference purposes the standard payroll period

Annual Guide:	shows the annual salary value from the personnel file

YEAR GROSS:	shows the current payroll extrapolated to a full years value for cross checking and provides a useful cross check against annual salary guide for variation

Exp/Cost Area:	updates from personnel entry and may be adjusted to allocate current payroll value to a specific ledger account/cost area

Fields - Bank Transfer Data:

Bank1:	if the employee is paid via a bank transfer, then the banking data will be loaded from the personnel file. You should ensure that transfer is set to ‘Yes’ to enable printing on the Bank list

Transfer:	set to Yes to transfer payroll (updates from personnel)

Total1:	shows the value of bank 1 transfer

Bank2:	if monies sent to a second bank then ensure bank name appears here

Transfer2:	must be Yes to transfer to bank transfer report

Total2:	enter the value of the second bank transfer amount (ensure correct balances are entered in both Total 1 and Total 2 that they represent the values you wish to transfer)

Payment Method:	Updates from personnel and must be Tfr to pay by bank transfer

Fields - Miscellaneous:

Allowances &

Deductions:	No input is needed unless changes are required

Tax Rates Guide:	This is a reference table and requires no input


Personnel Details

Record Entry

This form stores all the individual employee personal details, hours worked, tax, super, time off, history and long service details, over four screens.

To enter new employee data, follow the field details as described below. To adjust an existing employee, simply click on the Lookup Employee box and scroll through, or enter the employee number to locate the record, and then overwrite with the appropriate adjustments. It is essential to create the individual employee records prior to Payroll Processing, so that the payroll is allocated correctly against the employee details.

Mandatory fields are:

system no, date, employee no, surname, tax no, tax file no, annual salary, standard hours and standard pay period.

Lookup Employee:	This ‘drop-down’ table enables you to check  a list of employees already entered on the Personnel file.  The first record on file is automatically pre-loaded on entry

Personal Details:

Date Entered:	enter the date of employee detail entry or accept system date

System No:	enter your required system number

First Name:	enter the first name of the employee

Init:	enter the initials, if any, of middle names

Surname:	enter the employee’s surname

Emp No	enter up to 6 A/Nor enter your own code(suggest 4-alpha/2 numeric)

Address:	enter the residential street address (NB: PO Box is not acceptable)

Spouse Name:	enter a spouses name if applicable (emergency, social contact etc)

City:	enter the city/suburb where employee lives

Postcode:	enter the postcode of the city/suburb

Tel No:	enter a telephone contact number (especially for emergencies)

Fax No:	enter a fax contact number if applicable

Sex:	choose the sex of the individual (male/female

DOB:	enter the DOB (date of birth)

Age:	calculates from the system date and the DOB

Work related Details:

Date Commenced:	enter the date employee commenced working for your business

Award:	enter the award (if applicable) employee falls under

Super -Coy: 	enter the rate applicable that the company pays superannuation on behalf of the employee.  (defaults from the system registration screen)

Standard Super:	enter a value in here only if you wish to limit the employer superannuation being deducted  to the level entered in this field, otherwise superannuation will be calculated  from the gross wage figure

Tax No:	choose the relevant tax number applicable - defaults to 1

Staff Responsibility:	enter the number of employees directly responsible to this employee

Tax File No:	enter the tax file number for group certificate/legal requirements

Exp Ac:	choose the expense account to be charged with this employee. NB: this is not

                                      automatically updated to the ledger but requires a summary journal each

                                      month/period. Should you require this be automated then please contact TBS

Standard Hours:	enter the standard hours worked per payroll period (defaults to a weekly figure of 38). This may be adjusted and should be adjusted if different to 38

Hours per Day:	calculates the daily hours worked (defaults to 7.6)

Hours per Payroll:	shows the weekly hours per payroll (defaults to 38)

Tax Deduction:	defaults to 0.00 and should be left as 0.00 unless the employee has specific tax deductions such as married allowance and must relate to the actual tax deduction claimable for the payroll period, as this figure is deducted from the actual tax to be charged against payroll. This will normally be empty (0.00) but may have a deduction as allowed by the tax office only

Payment Method:	defaults to Chq (Categories are Chq = cheque, Cash, Tfr = transfer). Change the category as required and note that payment method must be set to Tfr to have auto pay to bank listing produced

Current Position:	enter the position held by the employee as appears in the staff ‘tree’

Department:	optionally choose the department that the employee mainly works in. Where an employee works for various areas, enter the main department allocated for management

Std Payment Per:	defined in 3 areas: 52 (weekly the default), 12 monthly, 26 fortnightly. Enter the required payment period and this will be used by the system to calculate gross and tax

Annual Salary:	enter the annual salary of the individual. Even if the employee is paid by the hour you should still enter the approximate annual wage value since the system uses that information in calculations and reports are defined to show wage bill exposure

Std:	shows the standard wage value based upon the annual salary entered

Per Hr:	shows the rate per hour applicable to standard wage/salary

Leave Entitlements:

ALeave Allow:	enter the annual leave hourly allowance. This is used by the system to calculate the annual leave balance, which may be adjusted later. default is 0.00 so you must enter a value which may be an award specification but is usually 4 * weekly hours

Sick Allow:	enter the sick leave hourly allowance. This is used by the system to calculate the sick leave balance, which may be adjusted later.. default is 0.00 so you must enter a value and this is normally as specified by the award (ie.: 5 - 8 days .. 38 or 60.8 hours)

Opening Bal Hols:	enter the opening balance of annual leave hours taken

Opening Bal Sick:	enter the sick leave hours taken

ALeave Ent:	recalculates every time you enter the field based upon the starting date, the opening balance of used annual leave hours and the accrual rate per year (Aleave Allow). This will show the hours due to an employee as at today (less any leave taken via payroll processing) and may be used as a basis for payment upon termination. TBS always advocate checking the balance due manually as a crosscheck:

current/termination date less starting date = a number of days

divide days allowed by 365 and multiply result by hours allowed per year

deduct hours taken

balance should be net hour’s due.. then multiply by hourly rate

SLeave Ent:	shows the net hours entitlement for sick leave

ALeave Used:	will update from the payroll processing area of your system

SL Used:	reports from the payroll processing section sick leave hours used

Bal AL:	shows the net hours due which is the basis for payout / leave accruals

Bal SL:	shows the net sick leave hours due for accrual purposes.. sick leave hours are not normally paid on termination and may also be forfeit under some awards if not taken within a specific period (ie. a year)

Annual Leave $:	shows the annual leave net hours times the rate per hour

Sick Leave $:	shows the sick leave net hours times the rate per hour

Total Leave Entitle:	adds the annual leave and sick leave values

Rates of Pay, Allowances and Deductions:

Rate per Hour:	shows the rate per hour or enter the employee rate per hour to have the annual salary figure adjust to the extrapolation of hours * standard hours * payment period

Rate per Minute:	shows the rate per minute which is valuable in costing calculations

Rate1:	able to set multiple pay rates for different awards or functions the employee may complete. This is therefore the second pay rate (after the main details entry)

Rate2 - 4:	multiple pay rates 2-4 give a total of 5 pay scales available

Ratecalc1 - 4:	these are the actual payroll rates that will be used in calculating additional wage rates as entered in the overtime section (OT RATE1-OT RATE4) of payroll processing. They may be adjusted to 4 decimal places for accuracy and overwritten at payroll processing.

All1 - All7:	these are allowance categories that may be set against each employee. There are 7 categories although most businesses only have 1 or 2 and may be accessed via a combo-list or double clicking to access the payroll allowances data-entry area to establish categories to be used in the listing. We suggest having a common structure to your allowances so say motor vehicle allowance always appears as the same allowance number for each employee

A1-A7 $:	enter the value attributable to each allowance category and relative to the amount allowed per payroll processing period

Total Allowances:	totals the allowances allocated to the employee

Ded1 - Ded7:	these are deduction categories that may be set against each employee. There are 7 deduction categories although generally not used and may be accessed via a combo-list or double clicking to access the payroll deductions data-entry area to establish categories to be used in the listing. We suggest having a common structure to your deductions

D1-D7 $:	enter the deduction value applicable to deduction category entered

Total Deductions:	totals the deductions allocated to the employee

Superannuation & FBT:

Superannuation

Levy:	enter any rate (%) for personnel superannuation paid by employee and not the employer contribution.

Salary Sacrifice:	enter a rate or value dependent upon the type of salary sacrifice required and only if this is utilised by the employee and part of your salary package arrangements. Salary Sacrifice is a foregoing of salary that may have taxation benefits and is normally a part of executive packages

Salary Sacrifice

Type:	enter Per (for %) and Val (for value)

Super Scheme:	able to enter the superannuation scheme name

Super Policy No:	enter (if applicable) the policy number of the employee super scheme

FBT rate charged:	enter any deduction value where FBT (fringe benefit tax) is deducted for this employee and may relate to personal share of motor vehicle etc

FBT Explanation:	able to enter descriptive explanation for the FBT to be deducted

Transfer:	must be set to YES to transfer to payroll (for bank transferred payrolls)

Bank Details:

Bank:	able to enter a bank name for the main bank transfer value where the employee has Tfr as payment method

Branch:	enter the bank branch to which payroll transfer should be directed

BSB No:	enter the bank BSB number for the employee’s account

A/C No:	enter the bank Account No number for the employee’s account

Bank2:	second bank transfer item available with same format as above

Branch2:	second bank transfer item available with same format as above

BSB No2:	second bank transfer item available with same format as above

A/C No2:	second bank transfer item available with same format as above

Total to Pay:	this value relates to the total to be transferred to the second bank account (if you transfer to more than one) and will therefore send the total payroll less this value to the main bank as listed

Terminated:	defaults to No and should be set to Yes when employee has been terminated and then we suggest marking Re-employ field to warn others to not re-employ troublesome employees’ etc.. when this person goes who is there to warn of sacked employee

Term Date:	enter the termination date if employee terminated

Re-Employ	defaults to Yes and should be changed to No if employee is not someone you would re-employ

History Details:

History Data box

Date:	shows the date of notation

Rate per Hour:	able to enter a new rate per hour

Normal Hours:	able to modify when standard hours changed

Gross Pay:        	able to record old gross pay before change

Allowances:	able to record allowances before change

Deductions:	able to record deductions before change

Comments:	able to enter comments to support changes to rate etc

Training Data:	enter any relevant training courses etc

Qualifications Data:	enter any qualifications of the employee and general notes

Long Service

Leave hours taken:	enter any long service leave hours taken as a history

LSL Years:	enter the number of years needed to accrue long service (10 yrs)

LSL Weeks:	enter the long service weeks due after LSL Years have accrued

LSL Due Date:	updates the long service leave date when LSL will fall due (on entry)


Taxation Schedule (Set Rates)

TBS has created a taxation schedule to allow you, the user, to modify the tax rates in the program to comply with the ever-changing requirements of the tax office. You therefore do not have to wait for an update disk (not a free service) from TBS, because you are able to maintain these changes yourself, as a control function whenever the need arises!

Please note that tax instalments have always been set (via the Taxation Schedule Rates in the program), to tax an extra $80-$100 per year from each employee, when compared to the tax calculation as itemised in the ‘Income Tax Instalments - Weekly Rates Incorporating Medicare Levy’ document provided by the tax office.

We have always erred on the side of caution and would recommend that you also slightly overtax employees, because under taxing costs you money and makes people very angry if they are required to pay extra income tax at the end of the financial year.

We provide the rates as a representative guide only. The onus is on you to ensure that the rates you use are accurate, and that sufficient tax is withdrawn from payroll processing. TBS provide you with a mechanism for very quick payroll completion but you must always be very careful of the processing because payroll is probably the most sensitive issue you will ever face in employee control.

TAX NO:	1

RANGE1-14:	enter the annualised values for the tax range as provided by the tax office

TAX RATE1-14:	enter the tax multiplier relative to each range

Diff1-13:	shows the difference between tax ranges for information and collaboration of the tax rates used

OTRATE1:	enter the overtime rates that operate in your business

OTRATE2:	enter the overtime rates that operate in your business

OTRATE3:	enter the overtime rates that operate in your business

OTRATE4:	enter the overtime rates that operate in your business

FIRM NAME:	enter the name of your firm for the bank transfer header data

BANK NAME:	enter the name of your bank

BANK NUMBER:	enter your bank account number

BRANCH:	enter you bank branch location


Management Request For Change

Managers and Supervisors are able to enter salary and personnel requests for actioning by Payroll staff. On completion, Payroll staff must confirm the changes back to management, making appropriate comments at the bottom of the form.

Choose System No and Employee No. from the ‘drop-down’ lists and then key-in the remaining details.


The Payroll Reports Menu

These reports are largely self-explanatory and are listed below to show what types of results can be expected.


Personnel Listing

Lists personnel details by employee number sequence, specifying the most important information for each employee, used in the payroll processing entry. There is no provision to distinguish between employees from different companies in a multi-company situation.


Personnel Payroll Changes

Lists management or supervisor requests for employee payroll changes by the date range nominated. The report is company specific.


Cash Dissection

This report calculates payrolls for employees to be paid in ‘cash’ and provides a break up in major notes per employee, as well as the totals for bank collection.


Leave Taken (Details/Summary)

Lists leave information by occurrence or in grand totals for each employee via 2 separate reports.

The report is company specific.


Long Service Leave Due Report

This report only lists those employees who have more than 8 years service.


Payroll Slips (Pay Slips)

Summarises the payroll processing data for every employee in a payroll run. Set at 1 pay-slip per page, the information shown is employee name, date of payroll, hours paid and the value for each payroll allocation, allowances and deductions and of course the main categories of gross, tax and net paid.

Use the horizontal arrows at the bottom left of the screen to view the remaining pay-slips if there is more than one in this run. The report is company specific.


Pay Data - Details/Sum/Balances

Provides wage/salary data by employee in broad details between date ranges or with grand totals only via 2 separate reports. Included are summary reports of Leave Balances, Allowances and Deductions, and Superannuation. The reports are company specific.


Bank Transfer - Payroll (Main / No2)

These 2 reports detail personnel who have their wages/salaries transferred by bank transfer to their respective bank accounts. Most businesses will only transfer salaries to a single employee bank account and hence the main bank area should be used. Where additional bank transfers are completed on behalf of the employee then use procedure no 2.


Ledger Totals For Payroll

Lists all ledger accounts in order as allocated in payroll processing.


Group Certificate Print

Prints group certificates in selected ranges. Ensure that all details are correct (especially dates) and amounts.

Do a practice run prior to using the pre-printed stationery provided by the Tax Department.


Terminated Payroll Report

Lists terminated employees with date of termination.


Human Resources (Hr Menu)


Job Position Descriptions

Enter the job position details that may be advertised or used by applications entry.

Position:	enter the position of the employee in the firm

Department:	click on a choice from the drop-down department list

Reporting to:	enter the name of the person that the new employee will report to

Annual Salary:	enter the advised salary for the position on offer

No. of Subordinates:	enter the number of employees reporting to this employee

Job Description:	enter a description of the position in some detail

Job Active flag:	press the space bar to set the flag to ‘X’ (yes) if position is to be filled


Job Applications Inc: Contract Letter

Enter the requested personal details, including references and experience on page two (accessed via the vertical ‘scroll’ bars at the right side of the screen). Choose from the ‘drop down’ lists where ever available. If a computer is set up in a room or foyer a job applicant can sign onto the system under ‘applicant’ and this is the only screen to appear. This means they can input their own data and by the time they walk into the office of the interviewer, the interviewer if on a network will have all their details.


Official Warning And Advice Print

Select the employee number from the drop-down list, then ‘enter-through’ the remainder of the fields, keying the requested information. Print the warning notice accordingly.


Reference Letter For Employee

Select the employee number from the drop-down list, several fields will be filled automatically by the system. Provide Termination Date and Referee Name if necessary. Review and/or complete the reference text as appropriate.


Review Of Personnel

Select the employee number from the drop-down list, certain fields will be updated automatically by the program, from the personnel file. Complete the remaining fields providing the requested information as appropriate. This option should be used in conjunction with the employee reviews, as an on going process. The resulting report will form part of the employee history, documented on the system and easily accessed by management for future use.


Reviews Of Personnel

Lists personnel who have been reviewed, warnings given, and future review dates.


Training / Qualifications Data

Lists training and qualifications data entered in the personnel file (sub-form).


Payroll Tax Register & Reports

For those businesses that pay payroll tax, you are able to record these payments in this form:

Date:	enter the date for the month applicable (suggest last day of month)

System No:	enter the system number applicable

Gross Amount:	enter the gross amount of wages subject to payroll tax

Tax Amount:	enter the payroll tax payment value for the month

Paid Date:	enter the date when payroll tax payment has actually been made

Comments:	free text comments to explain/justify tax payment

Tax Report Button:	drops to a report screen that allows listing of payments by date range


General Ledger


Record Entry


Journals


General Journal Entry

Month end and adjustment journals can be completed in this section.  This utility is also linked to the setup opening balances and new period journals included in other parts of the program.  This utility is particularly useful to businesses that manage period account accruals.

Reversal Jnl:	Any journal can be reversed by clicking this button whilst in the actual journal to be reversed.  A new journal reversing all debits and credits will be created.  This facility is ideal for reversing period end accruals and other period end journals.

Copy Jnl:	You may have journals, which include data that is regularly repeated eg. Standing journals, an original journal can be copied with the current date using this facility.

To GLA:	This button allows immediate posting of a specific journal to the General Ledger Analysis (GLA). Note that these journals will not influence any reports until this posting has been completed using this button or the Transfer Accounts Data facility.


Ledger Accounts Data

The General Ledger Analysis table in this feature details all transactions posted to the GLA by account number.  The Ledger Accounts Data button allows you to view all transactions, and the current account balance, for any account.  As an example if you enter accounts number 102 Cash at Bank you will be able to view every banking transaction and the current posted account balance.  Be sure that you have posted all transactions to date to the GLA to ensure the accuracy of this feature.

Note:  	A number of General Ledger Reports summarise various parts of this information for performance analysis.


Intercompany Journals (Multi-Item) And (Single Item)

For those businesses wishing to transfer account transactions between companies registered in this system these utilities allow this process.


Other Items


Ledger Accounts (Chart Of Accounts)

The TBS Chart of Accounts is found both here and in the setup program.  The TBS Chart of Accounts is most versatile and with TBS there is no need to establish a pre-defined industry template for your Chart of Accounts.  You may use any of the accounts listed, now or some time in the future as your requirement change or you can change account numbers and descriptions plus add additional accounts, as you require. Only accounts with data entered will display on your reports thus there is no need to delete accounts to avoid unnecessary detail on your reports.

Ledger Lookup:	You may find an account by account description here.

(Account No):	You may find an account by account number here.

Acc No:	Standard TBS account numbers that you may change to upto 8 digits if required.

Account

Description:	You may amend these descriptions or add accounts if required.

Account Type:	Defines location of account in Balance Sheet or Profit and Loss Reports.

Group Ledger:	This is an optional additional reporting feature that allows you to group specific ledger accounts for specific reporting requirements (EG Assets). You will find a report in General Ledger Reports that details data by groups defined in this utility.

Acct No#:	Your accountant normally has his/her own ledger codes.  This allows cross-referencing so you may produce a trail balance in your accountant’s account format for the accountant’s review.

Dept Sort:	The General Ledger Reports include reports categorised by department divisions. If you run multi-departments you can attribute accounts to these departments in this area. Double Clicking the Dept Sort field will take you to the list of departments.

Coy Sort:	For businesses utilising the multi-company feature this utility allows account assignment to other than the main company. Double Click the Coy Sort field to access the listing of companies used with this utility.

Ledger Grading:	You may define expenses as fixed, semi fixed or variable in this feature.

Sub Account:	The main Balance Sheet & Profit Loss Reports conform to standard reporting Schedule 5 layout. Should you require sub account reporting then designate what accounts are sub-accounts, here, and relate them to the main account in the next Add Sub to Main Account Function.

Data	This feature details account balances for the account designated by where the cursor is situated in the ACC No on the left of your screen.

To insert new accounts click the `NEW’ button and fill in the details required.


Distribution Of Overheads

This feature allows you to attribute parts of a cost from the main cost account to various secondary accounts. For example you may wish to attribute a part of your electricity costs to product costs.  When you have completed the details of the distribution the JNL Button will create a general journal which completes this transaction.


Group Ledger Accounts (Temporary Balance)

When you set up the Chart of Accounts there is a facility to group accounts into any grouping type you may wish to designate.  This feature details the transactions for a defined period grouped in accordance with the accounts grouping you have defined.


Ledger View Balances

This is an additional utility to the DATA button in Chart of Accounts and the LEDGER ACCOUNTS DATA feature to obtain account balances summaries.


Reports


Month End


Transfer Accounts Data to General Ledger

TRANSFER ACCOUNTS DATA TO GENERAL LEDGER ANALYSIS

This screen allows the user to post information to the general ledger. The process is very simple. By clicking on the Post All Accounting data to the GLA button all information currently held in the GLA report will be deleted and re-posted with the new information. This process does not affect source data held in payments, banking, journals, invoices etc, as it is a summary function.

MAKE SURE ALL STAFF ARE OFF THE SYSTEM WHEN POSTING TO GLA TO AVOID DATA CONFLICTS AND ENSURE SPEED OF POSTING.

The process of posting to the GLA is very quick and should take approximately 5 minutes for 200,000 records.

The Cashbook Items Only button is for experienced accounting personnel only. This will only post transactions from banking, payments, cash payments and journals. TBS recommends doing the normal GLA transfer procedure.

NB: The only time you may consider using this option is for a partial years processing where customers or suppliers invoicing entry is not upto date and you have coded banking and payments ledger allocations direct to the cost and expense accounts.


Profit & Loss (Ledger format)

This screen will provide two reports: Profit & loss and a balance sheet summarised by ledger account type and totalled in the formats required for P&L and Balance sheet.  Debt or credit balances are shown as is in the reports, credit amounts will usually be prefaced with a minus sign. Therefore, a minus profit is an actual profit because sales have exceeded costs and sales are shown as credits (Generally accountants only). This can be run by date range and system number.


Profit & Loss Report (Balance sheet)

This screen will enable profit & loss reports, balance sheet showing individual balances for asset and liability items, balance sheet showing sub totals only (schedule 5), and a special profit & loss report that details sub accounts totalling to a main account balance. You will be required to enter a start and finish date and a system number, and also update the retained earnings account (if different to default number shown). Then simply press the required option report button. NB: The opening and closing stock fields (notional adjustments) are only to be used to provide a profit and loss report that uses these balances and will not be reflected in the balance sheet. Stock adjustments MUST be journalised to be taken up correctly in the balance sheet.

The user can page down and enter notes to the balance sheet.


Trail balance (inc Period) + special P/L

This screen will require start & finish date as well as last balance date to provide year to date balances and monthly figures. Therefore, the data between your last balance date and the finish date represents your current period or month ie: let us say we wish to run a report from the 1/7/?? to the 30/4/?? with the period being April. Enter in the start date - 1/7/?? In the last statement date enter 31/3/?? and finish date enter 30/4/??.

Four reports are available; a trail balance report showing yearly data, a period data report which shows year to date and period balances, an ASCII file transfer to enable upload to other systems (ie your accountant) and a special profit & loss report by sort code. This special report may produce departmental results and summary by the department or company sort codes you have defined at ledger accounts enter.


Trail Balance B/S Format

This screen will require a system number and a start and finish date and provide the accounting trial balance in profit & loss and balance sheet order. This is especially useful in defining ledger accounts as either profit & loss or balance sheet and also shows the net profit (or loss) for the period.


Transactions & Bank Ledger & Grading

This screen will require a system number and a start and finish date and start & finish ledger account numbers. This will provide 3 reports that list ledger account balances sorted in ledger account number order and by the 1st three, four or all characters. Two additional buttons provide ledger report by grading (fixed, semi fixed & variable) and transactional information by bank number.


Consolidated Ledger Trail Balance

This screen will require a start & finish system number and a start and finish date. The purpose of this trial balance sorted in balance sheet P&L order is to consolidate information for all system numbers fitting between the range entered. Therefore, it is important to have system numbers correlate to main business structures (See Business registrations) ie: business 1, 2, 3 may be clothing stores and businesses 11 & 12 may be garages.


Period End Journals

The purpose of this area is to create a journal that summaries the total balances (ie: trial balance) for a particular period. You would run this process at month end or year-end to put total values into the next periods  transactions. You will be required to enter a system number, start date, finish date & post as date (The date appearing on the journal and hence being taken up in reporting information). You must also type GO to accept the settings. Click on the report button ( reminder finger) to generate a journal that becomes the opening entries for the new period.

NB: This must be run before achiving is completed.


Other Items


Transaction Data Graph/ Data

This report will display, in text and graph format, the summary amounts relating to invoices & suppliers plus Bankings & Payments for the chosen date range. It will also show the invoicing & cash differences.


General Journal List

This report will report, in journal number order, the journal entries that have been activated between the chosen date range.


Journal Account Data

This report will report, in journal number order, the full journal data entries that have been activated between the chosen date range.  It shows what account No’s are being debited and credited.


Ledger View Bank, Paym, Jnls, Invs

Choose an account number for an overview of balances posted on file for the ledger account number. It will show all postings from the date entered in the date from field.


Group Ledger Actual Balances

This screen provides a report that will show group ledger account balances sorted in alphabetical order. Enter system number, group ledger accounts (leave as default for all accounts) and a date range then click on the report button.


Accountants Ledger List + ASCII

This screen will provide a list of balances relating to the accountants ledger account codes as defined in the Chart of Accounts. Enter an appropriate date range, select a system number and start & finish ledger accounts (leave as is for all accounts). By clicking on the ASCII file button the information can be saved as an ASCII file for use within another program. Click on the Summary button to print a report summarising the transaction or click on the Data button for a more detailed analysis.


Banking Payments Ledger Adjustments

This procedure allows mass updating of the receipts and payments ledger account allocations to a control account number.  This should only be run if you have made mistakes in allocating cost and income ledger accounts whilst also processing supplier and customer invoices.  By doing the above mistakes you effectively duplicate the costs and incomes for the period in question. For sundry items that should be directly coded, go into receipts / payments and alter codes after updating data to control accounts.


Ledger Chart of Accounts Print

This will print the chart of accounts in account number order.


End Of Month

The TBS End of Month procedure is a guide to help you through the procedures businesses undertake at month end.  It is not a formal `Roll Forward’ as is required by many packages before you may proceed to the next months processing, but merely an aid.  Many businesses will ignore some of the steps as unrelated to their requirements - view this feature as merely a checklist of common month-end events.


Auto Bank Reconciliation

Prior to using this feature you should check off any unpresented cheques in the CASHBOOK Module.

Date of

Reconciliation:	Today’s date, or any date you define.

System No:	Select the appropriate Company.

Bank No:	Select a/c to be reconciled.

Starting Date:	The first date of the period reconciled. TBS recommends year to date reconciliation therefore enter 01/07/---- in this field. If you wish to reconcile month by month or weekly, not year to date then enter the day after the last reconciled period in here.

Finish Date:	The final date of the period reconciled should agree with Bank Statement Date.

Opening Cash

Book Balance:	This defaults to the opening balance detailed in the System Registration Screen in SETUP. This is usually the balance as at 1 July.  You may insert the closing balance of a previous period if not conducted year to date reconciliation.

Bank

Statement Date:	From Bank Statement.

Bank

Statement Balance:	From Bank Statement.

Unpresented

Cheques - Prior: 	Enter to totals of cheques unpresented in a prior period.

Bankings not on

Bank Statement:	Enter totals of any deposits not included in statement.

The report produced by this information will detail all the elements of the reconciliation.  This reconciliation is compared to the Cashbook Cash at Bank balance included in the system and must have a 0 figure displayed against (Difference Should Be 0.00) description at the bottom of the report.  If not each figure in the reconciliation and unpresented cheques must be compared to banking reports/the bank statement to detect the error.


Inv/Product Price Audit

This feature provides a valuable management control facility for checking actual invoice item sell prices against the listed prices in the product file. You may view either of two reports. The standard report lists all invoices for the period and includes details of discount percentages and the three designated sell prices. The final columns list the customer and the actual item sell price.  The second report `Exception Report Only’ lists only the invoices where the actual sell price differs from the prices detailed in the product file.  This allows owners to check on any sales made for prices not in accordance with your selling policies.


Product Sales Units/Ave

This feature accesses two important sales performance reports.  The first report (summary) details total numbers of each product sold plus daily, weekly and monthly sales averages for each product. The second report (details) details each sale of a particular product item.


Customers Trial Balance

This feature produces and aged Customer’s trial balance detailing all customer amounts owed.


Customers Statements

This feature is used for the preparation of monthly customer outstanding accounts statements.


Suppliers Trail Balance

This feature details suppliers’ accounts still outstanding.


Remittance Advices

This feature is used to prepare suppliers payments remittance advices.  The system allows for automatic production of remittance advices for all accounts due for the payment period set in the Payment Terms field.

Should you wish to not raise remittances for certain accounts then check boxes can designate these in the Invoices Hold facility.  After remittances are printed you can update outstanding accounts details automatically by clicking the Change Paid Status of Invoice Button.


Update Cost Prices-Prods

This feature is also located in the Products area and is used to update product cost price data.  You may update costs as per the future cost update designator, located in each product file, or in accordance with the last Supplier’s product cost taken from the Supplier’s invoice. The Future List details all products located in the product file with price increases designated for the defined period.  The Update Future button completes this product update process.  The Update ex Suppliers button will update each product in accordance with the supplier’s last cost price.


Stocktake Listing

This feature is also located in the Products area and includes a series of stock valuation/holdings reports. Ensure stock history has been updated prior to using this facility.

Main Report	This report details opening stock quantities and values.

Current Live

Stock List	This report lists the current stock holdings.

Value Guide	This report details current stock value at invoice cost.

Profit Guide	This report details the sales value of the stock  from stock live.


History Transfer Invoices

Both customer and suppliers files include product sales/purchases histories.  These are not automatically updated until you are satisfied all monthly transactions are complete.  This utility allows you to `post’ sales/purchases information to customers and suppliers files when ready to do so.


Period Close Off/Test Data

This facility is also found in General Ledger Reports and is the posting procedure required to transfer transaction data to the reports generator in the General Ledger Analysis (GLA). This is described more fully in General Ledger Reports.


Accounting Trial Balance

This area features the current account trail balance.


Schedule 5 Financial Statements

Profit & Loss Reports and Balance Sheets are located here.


General Journal Entry

This allows the user to update standing journals or make any ledger account adjustments (where original data cannot be appropriately altered) as a jornal which is also posted to the general ledger analysis at closeoff.


Archiving Data


Archives Data & Deletes Main Data

When it is necessary to achieve main accounting base data (invoices, banking, payments, journals) for a period you need to firstly post ALL data to the GLA, then post a period end trial balance (acts as starting point for new period). Then run the archiving procedure that will redate unpaid invoices to the starting date of the new period (unpaid date reset), which then posts data to an archiving area before deleting accounting data in the areas specified previously. It is important to maintain data for as long as practicable to allow lookup of customer/supplier information etc but it is also important to maintain system speed and therefore, a balance needs to be made between level of transactions for review and effecting system speed. TBS do not allow deletion of records earlier than 60 days and would recommend keeping a full financial year's data at any given time. Enter the system number, start & finish date (for the data to be archived) and type GO to proceed. Click the archive and delete button to action procedure.


GLA Archives (Final Monthly Balances)

This area creates trial balances that may act as historical reference month by month. Similar to above you will be asked to enter system number, start & finish date, post as date and to type GO to accept before clicking Archive button which will create a journal entry. This is for archiving the GLA only and would generally not be used by small to medium businesses.


System Data Checks (After Eom)

One of the principal audit requirements (especially larger businesses) is to ensure accounting based data matches the GLA. The series of buttons on this form enable a quick cross-reference of values for accounting based data as compared to the GLA. This ensures that the GLA is 100% correct. Generally auditors and public companies would use this feature, as may accountants who are chasing variations to profit.


Delete Old Cheque Remittance Data

This will delete sundry remittance data (ex cheques) to the date you are asked to enter. TBS sends sundry cheque allocations, made at payments, to a report file. Whilst enabling analysis of payments made against Supplier invoices, this should be periodically cleared.


Audit Trial Print - Deletion

Accounting based data entry forms have an audit control that posts totals and user information to an audit control area. This area can become very large due to volume of transactions and should be cleared periodically. You have the option to view and delete data in this area by date ranges. NB: We do not allow deletion within the last 45 days for security purposes.

This is a good management control because it posts record number, value, user, time and date of the entry or adjustment and hence you can see whenever anything was completed and by whom.

Leave posting field blank for all areas (recommended) then Type GO to activate process.


Archived Data Information

This feature will enable the user to create a report using archived data. Enter a specified date range and leave the ledger account field blank for all accounts or choose a specific account. Click on the report button to view report.


Control Check - Invoice Balances

This control check will summarise the totals of invoice line items vs the main invoice value and will show exceptions only. This report is useful (as are all the control checks) where an out of balance has occurred and the difference needs to be quickly found.


Control Check - Credinv Balances

This control check will summarise the totals of Supplier invoice line items vs the main Supplier invoice value and will show exceptions only. This report is useful (as are all the control checks) where an out of balance has occurred and the difference needs to be quickly found.

NB: Where some supplier invoices have been processed as totals only, variations will appear in showing nil line items and an invoice total value. This is acceptable but all transactions where a value appears in the line items column (> 0) should be investigated.


Control Check - Banking Balances

This control check will summarise the totals of banking line items vs the main banking value and will show exceptions only. This report is useful (as are all the control checks) where an out of balance has occurred and the difference needs to be quickly found. There is also an additional report analysing receipts and allocations beyond the date entered.


Control Check - Payments Balances

This control check will summarise the totals of payment line items vs the main payment value and will show exceptions only. This report is useful (as are all the control checks) where an out of balance has occurred and the difference needs to be quickly found. Similar to above with an additional report analysing payments and allocations beyond the date entered.


Control Check - General Journals

This will simply check debts vs credits.


Balance Sub To Main Invoices (Dr/Cr)

This procedure balances line item records (subform) to the main customers and suppliers invoices. This forces the line item value total to the main invoice area and should only be used where line items are maintained all the time.


Transaction Integrity Check (Debt/Credit/Products)

Only run this procedure when other users are NOT on the network. This button will check for incorrect customer, Supplier and product code usage within the following areas: Banking (receipts), payments, Customer Invoicing and Supplier Invoicing. This will check data throughout the program against valid Customer, Supplier and product codes and list only exceptions, which should be checked. For example run this feature when someone has deleted a customer code when valid invoicing data still exists. The system will not be able to report on a deleted customer code thus errors occurring in reports due to information not being available.


Transaction Integrity Check (Ledger Account)

Only run this procedure when other users are NOT on the network. This button will check for incorrect ledger code usage within the following areas: Banking (receipts), payments, Customer Invoicing, journals and Supplier Invoicing. This will check data throughout the program against valid ledger codes and list only exceptions, which should be checked. For example run this feature when someone has deleted a ledger code when valid data has already been posted to that account. The system will not be able to report on a deleted ledger code thus errors may occurring in reports due to information not being available.


Import/ Export Data

There are 2 sections to this area: importing, exporting and program update.

The first section allows you to import journal data from your accountant. The accountant should have processed journal adjustments and copied a file called TBSJNLS.MDB to your C:\TBSWIN  directory. This will have adjustments that you should take up and then run the appropriate reports as advised by your accountant.

The export facility will do two things. Firstly it will delete the original TBSJNLS.MDB from C:\TBSWIN before creating a new data structure. Ensure the file TBSJDEL.BAT is in the C:\  directory. (This file is not automatically loaded into the C directory. The file is located on the CD and should be transferred to the mentioned directory.) The second button will update the journal data ready for export. Ensure step one has been carried out prior to clicking the second button.

The third area is only for TBS use and/or use when instructed by a TBS dealer. The transfer Forms button will enable any new modifications or upgrades to be integrated into the system. Follow the instruction on screen.


Cashbook


Banking Data Entry

Banking is the receipting of monies received by the business on a daily basis and immediately allocated against outstanding Customer balances. Many problems, experienced by businesses in recovering monies from customers, have their beginnings in poor credit control. You also need to update the receipts section at least monthly with the bank statement credits (interest received etc) to balance receipts data to bank statement receipts.

Enter details as requested. Some fields that need explaining are:

Bank No:	The system defaults to bank account 1. If being allocated to a different account select from the drop down list.

Allocated:	Defaults to no and will be automatically updated when funds have been allocated.

Customer No:	Type in a customer code or choose from the drop down box. The Customer code and name will automatically be entered once a Customer is selected.

Amount:	Enter the amount being paid by the customer.

Settlement$:	Enter any settlement discount amount here. Note the Gross Amount field will add the settlement discount to the Amount field as the total balance is written back to the customers control account.

Receipt type:	This defaults to cheque, however, if paying by other means select from drop down box.

Client Bank:	This field will automatically update if details have been entered in Customer Entry.

Job No	Select a job number if payment relates to a job.

Remember ledger posting is not required if only 1 total being allocated. NB if you are going to allocate multiple receipts to different ledger accounts, we still advocate saving the record before entering the allocations area (sets the correct balances) and then simply overtype the correct values and ledger codes to suit your allocation needs. If the ledger code nominated as the default is the correct code to be used (ie: usually the Trade Customers control account 103) then the total of the customer banking will be automatically posted in the 1st box titled “Ledger Account Postings”. If you wish to allocate more than 1 ledger account balance then you will need to enter each ledger account required and the appropriate balance ensuring the total ledger allocation matches the total banked.

Click the Mark Invoices Paid button to post banking allocations to invoices and therefore updating the invoice balances and payment status for your entries (ensure others are not using invoicing at the time of updating to avoid possible posting conflicts). You will be presented with a list of invoices still to pay and the balance still outstanding on the applicable invoices. Enter the balance you wish to allocate against each invoice or simply click Pay to have the total outstanding allocated as the payment. Running totals will show how much is still to be allocated and you cannot exit the record without allocating the total value of the customer payment (Gross Customers). If you have just one line entry to update and it is a part payment then you may need to click the Save Icon to record the transaction before having the Diff value (at the base of the page) show as 0.00.

The Banking List button will list all banks after a certain date which the user will be prompted to enter.


Payments Data Entry

Payments may be manually entered by individual payment (the normal procedure) or automated via cashbook auto remittance and payment procedure. Payments should be entered for the total value of the payment, allocated to a ledger account (generally automatic to the Supplier control account) and then allocated against Supplier’s invoices (unless remittance advices method is used).

You also need to update the payments section at least monthly with the bank statement debits (lease payments, FID etc) to balance payments data to bank statement outgoings.

How Paid?	Choose the method of payment from the drop down box (The default is cheque) but must be changed to Debit when posting.

Bank No:	The default is to bank account 1. Accept this or chose another bank control number.

Cheque No:	This field will automatically update to the new cheque number. If you change cheque numbers the next time you enter a payment the system will follow the new numbering sequence.

Cheque

Presented:	Defaults to Yes for debits etc and may be marked off for presented cheques when presented via the bank statement (but do this via Update Presented Cheques button on the Cashbook Menu)

Supplier:	Choose the Supplier/supplier number then click on the Invoices pay list. This will list all outstanding invoices showing amount, amount paid and balance to pay.

Job No:	Optional link to a valid job number.

Paid To:	Updates from the supplier number chosen. If using a sundry code then ensure the correct name of the payee is entered.

Acc No Guide:	Updates from the supplier number and should be used in allocation

Details:	Record any further details required.

Hold:	Mark yes [X] if you wish to hold payment.

After entering the above information press Save and then New if continuing to enter payments or click the Remittance button to produce a remittance advise. You may run a mass remittance advice through the Suppliers area.

Click on the Sundry Invoices button to view all sundry invoices and to allocate payments.

NB: auto ledger post is also available at payments entry where only 1 ledger account is to be posted

Payments should be checked against the bank statement at least monthly. A bank reconciliation should be completed to ensure the data on file is correct.


Update Presented Cheques

Lists all unpresented cheques by cheque date, cheque no, amount and cheque presented. If the cheque total matches the bank statement then click cheque presented to Yes (X). If the totals differ then double click at cheque no, adjust the payments record (at both amount and ledger allocation), and exit back to this form to see the amount updated by changes to payments. When you have marked off all the cheques that appear on your bank statement you may run the Unpresented Cheques Listing to verify the cheques still outstanding.


Update Cheques Held (On Hold)

This form will show all unpresented cheques. If the user wishes to hold any of these cheques they must mark the cheque held field. Clicking in the appropriate cheque held field, which will produce a [X], does this and the word held. When releasing the cheque from the hold status simply click the [X] to return it to a blank box [  ].

Clicking on the report button can create a report of the cheques on hold.


Cashflow Worksheet

The cashflow worksheet provides 2 functions.

The first function allows the user to plan cashflow for upto 6 months. Enter the cashflow period end date, and then enter the appropriate period ends eg. JAN, FEB, MAR etc. Enter the opening bank balance (enter a negative amount if in overdraft) and then the balances in the required income and outgoings fields. Totals will be automatically updated to the next periods. Overdraft (OD) limits and Letter of Credit (LC) can be entered to reflect cash position, which are found by scrolling down the page.

The second function is to create a guide to the current cash position of the business, which is also found by scrolling down the page.

A printed report can be generated from this worksheet for management or the bank.


Cashflow Budget & Report

The cashflow budget allows a more open-ended budget of income and expenditures by item rather than by total as found in the cashflow worksheet. Enter the date, date to, system no, IncomeExp (default = Inc) to categorise whether budget is income or expenditure, and the amount budgeted. Name and comment fields are optional but may explain your cashflow budget plan. A report will provide a summary of the data entered.


Cash Payments Entry

Use this form to track out of pocket expenses or cash payments that will be automatically updated to the general ledger. Enter date, amount, the Supplier (normally ZZCRED for a sundry Supplier) paid to, general ledger code & details of payment. The transaction can be linked to a job number.

Two reports can be generated. One being a suppliers view of the cash payments, the other, a ledger accounts view.


Reports


Cashflow Print

This report will print off a budget cashflow worksheet for the specified period end.


Cashflow Forecast

This report allows the user to see the previous cashflow positions allowing for future cashflow analysis. The report summarises totals for customers’ invoices & suppliers invoices (unpaid balances). Enter the system no, finish date (set to the default of today) and the other dates will be automatically calculated and any available funds balance (leading - for overdraft/deficiency) and then click on the report icon.


Multi - Currency (5 Reports)

Report summarises totals for customers’ invoices, suppliers invoices (unpaid balances) to allow for future cash planning. Enter the system no, finish date, start date, 3 prior dates to differentiate periods and any available funds balance (leading - for overdraft/deficiency) and then click on the report icon.


Automatic Bank Reconciliation

The automatic bank reconciliation allows the user to reconcile any bank account, for any system No. Ensure that the bank statement has been checked against bankings, payments, unpresented cheques, sundry payments and / or receipts. Enter the starting date (TBS recommends the start of the financial year) & finish date as per your bank statement date. Then enter the opening cash book balance as at the period start date (may be updated if entered at system registration), the balance at close from your bank statement and also any Bankings processed by you in Bankings but not yet appearing on the bank statement. Click the report icon to reveal if the balanced bank reconciliation is correct.

If there is a difference, this usually relates to cheques not marked off correctly or different balances appearing.

Date of reconciliation:	The current date of the reconciliation.

System No:	Choose the system number being reconciled.

Bank No:	Enter the bank number (usually 1).

Starting Date:	Enter the starting date (should be 1st day of year 1/7/??).

Finish/Statement Date:	Enter the closing date for receipts/payments data

Opening Cash

Book Balance:	Enter the opening CBB from the prior year.

Bank Statement Date:	Enter the date on the latest bank statement.

Bank Statement

Balance:	Enter the closing balance on the last bank statement.

Unpresented Cheques

Prior Period:	List a value for any unpresented cheques outside payments data and is normally blank.

Bankings not on

Bank Statement:	List the value of Bankings that are included in your Bankings total but do not appear as yet on the bank statement


Auto Cheques Print And Remm

This process will create payment information for the suppliers within a chosen payment term. There are 2 principal areas to this process. The first, auto printing of cheques (cheques & Remittances button). This is not reccommended by TBS as auto cheque processing can create difficulties due to printer jams upsetting number sequences and therefore, we suggest small to medium businesses not to use it.

The second part is mass update to payments of supplier information (which is TBS reccommended option). Run remittance advises first before entering this screen. Enter the same paramaters as that entered to run the remittance advises. Click on Payment Data Only button and when dome click on Change Paid Status to YES button, which will update all supplier invoices with paid status for the period entered and for the terms specified.


Banking / Receipts


Banking Data

There are two reports available relating to banking data - ledger Allocations by receipt and receipts listing.

From the main entry screen choose a bank account or leave as * for all bank accounts. Select a date range and the default for customers is set for all customers.

Ledger Allocation by receipt button produces a report listing the receipt No, date of receipt, amount and to which ledger accounts the money has been allocated to.

The receipts listing button produces a report sorted by bank No showing date of receipt, amount, Customer name and receipt No.


List Banking Allocations

This report lists the Bankings received, by customer, and the allocations against invoices made via the banking program in the order of receipt.


Banking Pay-In (Deposit) List

This report provides the banking pay-in document for your bank. You have options of choosing the system number, bank number, and date range required (normally same start/finish date for the current days banking).


Un-Allocated Bankings List

This report will list those Bankings not yet allocated. If you allocate main Bankings then this report summarises what still needs to be done. It is important to allocate receipts against Customer’s invoices to balance the Customer’s outstanding balances and to ensure that your Customer trial balance reflects the true amount owing to the business.


Receipt Consolidation

This will list all individual bankings, by bank account number, with a daily total as a cross check against you bank statement.


Banking - Ledger Account Data

This report provides balances for Bankings by the ledger account number allocated at the time of banking. Enter the system no, ledger account number range (choose from lists) and the date range required. It also provides a percentage of each ledger account total amounts allocated against total banking.


Payments


Payments Data

This feature is very similar to the banking Data button, however, this is for payments. The two main reports are Ledger allocations of Payments and Report payments Data.

The Ledger allocations of Payments report shows a list of payments, by ascending payment numbers. The details provided are; ledger account number the payment was allocated to, cheque number, amount and suppliers name.

The Report Payments Data summaries all payments in date order (between the specified dates) showing dates of payment, amounts and the payee.

There are two further reports contained within this area- Sundry Remittances ex Payments and Remittances all suppliers.


Cheques Details From Payments

This feature will create a report showing all cheque payments within the specified date range. The report shows, date of payment, cheque no, Supplier, paid to and the amount. If you wish to run a report by cheque range (ie: starting at one cheque number through to another cheque no) enter the details under the By cheque range heading and click the report button along side. This will produce a report showing date, cheque number and amount.


Unpresented Cheques Listing

Report lists all unpresented cheques to a specific date for any system no and bank no.


Payment Details - By Payment Type

This report will show the payments for a selected payment type (eg Cash) for the chosen date range.


Contra Income / Payments By Code

Report will summarise banking and payments for the same code (defined as a Customer and Supplier) as a form of reconciliation between contra’s where a client is also a Supplier and you wish to check who owes what! Enter the code number required together with dates and system.


Payments - Ledger Account Data

Report provides balances for payments by the ledger account number allocated at the time of payment.


Summarise Pos Cash Receipts

This procedure will total all CASH Bankings from the point of sale area for the date show below, which defaults to today’s date. It will store the information into an analysis area for cross checking (POS receipts button) and will delete banking item data and replace with summary posting for the days transactions (minimises multiple cash items in receipts and improves bank pay-in report). Run the Update Receipts entry function first then the POS receipts Listing.


Budgets


Record Entry


Budget Periods - Definition

You may define specific budget periods that suit your reporting requirements in this utility.  The `Period No’ field will be used to designate reporting periods in Budget Reports. These periods are listed in the report ‘Budget Period Listing’.


Account Annual Budget Summary

You may define monthly budgets for the entire financial year in this area.

System No:	Select the Company the budget will apply to.

Account No:	Select the expense or income account required (eg. 885 Wages & Salaries).

Jul ...    	Enter the monthly budget amounts in each month field.

Jul Act...  	These fields will list the actual account amounts after “Update ex Actuals”.

Update Ex Actuals Button

This button will ask you to post the GLA to the current date and update the ‘Act’ (Actual) fields for each month to date.

Use a NEW record for each individual Income/Expense Account.


Special Monthly Budgets

Should you wish to manage your budgets, or parts of your budgets, differently from the traditional yearly model the Special Monthly Budgets model provides a very versatile and flexible utility.  You may define any period time and duration.

Period No:	Place your cursor in this field and double click - this will take you to the budgets sub-screen where you can define a start date and finish.

Ledger Accounts:	Select the account you wish to budget for the defined period.

System No:              	The Company the budget applies to.

Budget Amount:  	The actual budgets amount for the period.

Comments:           	Any related comments.

Date:	The date of entry.

Budget List:	This button will ask you for start and finish date parameters then detail the budget information listed in the Special Accounts Monthly Budget Table.


Salespersons Budget

This utility allows you to establish sales budgets for sales staff. Enter the amount budgeted, system number, sales person code (choose from list) and the period number. On choosing the budget period number, the start & finish dates relative to the period will be automatically shown as a cross reference to your data entry. This data will be matched to live sales data in later reports.


Salespersons Code Entry

Use this area to register your sales people. Enter a unique sales code up to 6 characters, names, any commission % amount, contact number and their location for within your company or their area eg; metropolitan or country.


Budget Period Listing

This will produce a report showing the budget periods that have been defined in the Budget Periods – Definition area.


Reports


Annual Budget Comparison

This section is linked to the data entered into ACCOUNTS ANNUAL BUDGET SUMMARY and contains three budgets reports that allow you to analyse actual performance against budget projections. You will be prompted for a system number (default 1) and a year which should be entered as a four digit year (eg 1997). The start and finish dates will automatically be updated by your year entry (adjust if necessary). The Full Year (Actual Results) button will provide an overall view of any given financial year giving actual results from the General Ledger. It also provides actual totals of the accounts as well as P&L totals for the months.

Click on the Post Summary Data button to post all available information that will be the basis for these reports. NB: This will delete prior summary information then re-post, and will not affect original data.

Report Listing:	This report lists each month’s budget and actuals, for each account item, for the entire financial year.

Check: 1st/2nd

Half Year:	These reports summarise by half year periods the actual vs budget performance of 	each account.

Month:	The monthly report button provides both month to date and year to date data (you need to choose the month required from the drop down box).


Special Budget Actual Report

This report is linked to the SPECIAL MONTHLY BUDGETS and provides a detailed report on that data.

Month Start Date	Enter the first of the month you wish to analyse (eg. 1-2-98 for Feb 98)

YTD Start Date	Enter the start of the current Financial year (eg. 1-7-97)

YTD End Date	Enter last day of the period required (eg. 28-2-98 for Feb 98)

The budget period number may be viewed to ascertain the appropriate start and finish dates for the year.

NB: You should have updated to the GLA (see Accounting reports) and a reference field shows the last date in the GLA.

The budget process and report button will post & print information relative to the dates entered and the second report reprint button simply provides a reprint option without re-posting data.


Sales Persons Budget Report

Enter the start and finish dates for the reporting period required and then choose from two report options; budget details report (summarises amounts budgeted and sold by sales person code) and sales persons budget print which acts as a budget requirement listing for the sales person.


Other Budget Information

Additional Budget worksheets exist in the UTILITIES MENU.  These calculators allow you to manipulate account budgets with percentage adjustment facilities.  Ledger account budget information is compared to actual payments data or actual suppliers invoices for periods defined in the reports. This utility is detailed in the UTILITIES Chapter.


Other Items


Controls


Period Management Control Reports

This area has many features that provide useful control information that can give management an overview of how many transactions are occurring over a given period. After entering the date range and system No (leave blank if wishing to view all businesses) click on the Transaction Processing Unit -totals button to obtain the above transaction results.

The daily report will list a total value summary (rounded to the nearest dollar) of all transactions relating to customers invoices, suppliers, banking & payments by each individual date within the date range.

The weekly report provides the same information as above but in a weekly manner.

The summary report showing averages button will show Total Value of Invoices, number of invoices raised & average invoice expenditure. The same will be shown for Supplier invoices. The report will list by day, for the chosen period date, only showing dates that have had some form of transaction relating to Customer or Supplier invoices.

The period date button will summarise the totals, for the chosen date range and besides displaying the information in a text format it can also be viewed by graph. The monthly report will do the same only on a monthly basis.

The Budget comparison button enables the user to create a special control report that summarises GLA data and Budget monthly data to provide a balance sheet values summary budget. This is not part of the budget area but a special control used by accountants and management. Enter a date range next to the Budget Comparison button to set the date range for this function.


Reconciliation Of Customer / Supplier

This feature will allow the user to view either a chosen Supplier or Customer and see the transactions relating. If viewing a Customer the report will show all invoices, amounts and paid status plus all Bankings (shown as a negative amount) for the specified period. The report summarises each area (invoices & banking) then shows the difference between the two.

Similarly, the report for suppliers will do the same function, however, it will show payments (as a negative amount) and invoices relating to the chosen Supplier.


Group Ledger Accounts Summary

This function will give group ledger account balances sorted in order by the dates specified in the entry screen. It will post data from banking, payments, journals, Customer invoices (sub form area) and Supplier invoices (sub form area) to provide the grouping overview.

This function does not affect accounting or stored data and as such, can be run anytime.

If wishing to view all group ledger accounts have the start No as ASSESTS and the finish No as LIAB’S. The summary button will provide a total summary value for each ledger group, whereas the detail button will list all transactions, in date order, relating to the specific group ledger.


Daily Management Controls (& Reports)

This procedure will allow the user to choose a date and it will update balances from various areas, such as cashbook, invoicing & payments. There are two reports that can be run.

The first report is a daily report. This is very useful for branches that have to send information to head office daily. The second report will provide a summary that lists daily figures between 2 entered dates.


Graphs (Various Business Graphs)

There are 4 different graphs the user can look at, relating to sales. Enter the date range and enter an amount in the value field. The amount entered should be the lowest value criteria to be used within the graph. Eg All sales above $1000.00. This field affects graphs 1,2 & 4.

The 1st graph shows sales by product group.

The 2nd Sales by major customers. This is very useful in quickly seeing which customers are purchasing the most (in dollar terms).

The 3rd graph will show total sales for the last 6 months and is very useful in observing any major drops or rises in sales. This might alert management that certain times of the year are better than others for sales which then may affect advertising budgets etc.

The 4th graph will show sales by main products above the nominated criteria value.


To Do / Follow Up


To Do

This feature will create a to do list. Enter the details as requested. In the time field enter a set time eg what time the meeting is, or leave it as the current time. If the time is for the afternoon enter the time in 24 hour clock mode (eg: 14:00 for 2PM) then click on the TO DO button. This will create the report.

Once a task has been completed click the box under the heading of completed. This will produce a [X] symbol in the box indicating it has been completed. Next time the report is accessed this item will be deleted.


Follow Up

This area records all follow up data, which has been generated from Contacts, marketing & quotes.

It provides name, telephone number, date called, next follow up contact, type of contact and from what area it has come. Clicking the follow up button can generate a report.


Appointment Schedule

This allows the user to enter scheduling information. The calendar can be used to select the appropriate day, month & year for the appointment or the details (including the date) can be typed straight in. The area on the left-hand side of the screen has both vertical and horizontal scroll bars.

A report, for a chosen day, can be printed listing all appointments. The appointment schedular only shows appointment data for the current user.


Marketing


Marketing Events / Contacts

This feature allows the user to control data that has been gathered through marketing events such as letter drops, phone polls etc.

To enter an event double click on the event field. This will drop the user into the marketing Events entry screen. Enter details as requested. In the follow up box enter a follow up date. If immediate follow up is required (eg: potential large new client) check the Urgent follow up box to [X]. By entering a follow up date this will initiate a request to send this information to the follow up file.

In the green details area at the bottom of the page enter date for action, the type of action (eg telephone call, sent letter etc) and any details. To be able to mail merge, to print a standard letter, there must be an action code of Std letter and the, LETTER, marked as [X]. A letter Code also must be entered to produce a letter. To produce a letter see Mail merge ex marketing events.

Clicking onto the list button will generate a report that can be for a specific marketing event or for all marketing events.


Define Standard Letters

This is the area where standard letters are created. Give each standard letter a unique code then type the letter. To create a new line press [CTRL] + [ENTER]. A standard letter can not have fields inserted into the body of the text. Eg wanting particular information about a client to appear within the letter. If wishing to do the above export client details into a word processing program like Word.


Mail Merge Ex Marketing Events

This button will create the letters designated for printing from the marketing events. It will allow the user to preview the letter(s) before printing.


Exhibition Entry

This feature is useful when involved in an exhibition. It allows people attending the exhibition to enter there own details and express the areas they are interested in. Areas might be different displays or products. The listing button only appears under owner and management levels.


Specifications Entry & Report

This is a very useful tool on comparing your products or services to that of a competitor. Enter a print group number. This will allow the user some flexibility in what is reported as the report can be for all print groups or just a specific print group. Enter the different categories that you wish to compare. There are 4 area columns. Each box has the choice of YES, NO or a blank entry data. The categories with only blanks in them will not be printed. Normally you would allocated area 1 to your product /services and the other others to your competing products.

This report does not necessarily have to be used for comparing your products against a competitor. It can be used for comparing differences within your own range. Eg Basic model, intermediate or advanced model.

Once the data has been entered click on the Report button. Enter headings for the different areas, select a system no and the print group range. The default is set for all print groups.


Club Points Reward System

This allows a business to create their own loyalty rewards program based on gross sales.

At the bottom of the page there are two buttons. Click on Enter new club levels to enter levels. These are the names of the different levels such as Gold, Silver, Bronze etc. Click on the Enter club points per reward level to allocate the number of points per level. Eg Gold 3 points, Silver 2 points and Bronze 1 point.


Contacts / Letters


Record Entry


Contact Details

This utility allows the user to control various sort of contacts.

Under the main business Details enter the data as requested. In the Your ID field enter the users name or ID. A search can be done later on using this field. In the status field choose the type of contact they happen to be. The fields Customer # and Supplier # are automatically updated when the contact has been transferred to the appropriate area (See transfer contact details to Customer File & transfer contact details to Supplier File).

Enter the contact information such as lasted contacted, contact type etc. By clicking on the Contact person’s button you will be able to enter personal details about the contact eg First name, Surname, position with business etc. The box letter must be marked [x] and a letter code chosen as to be able to mail merge. Click on the contact data button as to be able to record the detail of each contact with the prospect, new client etc. The user can double click on the action field to input additional action codes.

The user can lookup a contact by; lookup name, lookup cust # or lookup supp #. The lookup by name will bring up all contact in alphabetical name order. The lookup by customer # will only look up the contacts that have been transferred to the customer file. The same applies to the suppliers Look up.


Define Standard Letters

This is the area where standard letters are created. Give each standard letter a unique code then type the letter. To create a new line press [CTRL] + [ENTER]. A standard letter can not have fields inserted into the body of the text. Eg wanting particular information about a client to appear within the letter. If wishing to do the above export client details into a word processing program like Word.


Action Code Definition

This form allows additional action codes to be added. Some additional action codes might be E-mail, send card etc.


Business Type Definition

This form allows additional business types to be entered. This form is assessable by double clicking in the appropriate fields within other forms such as Contact Master and Customer Entry.


Reports / Other


Contact Master Listing

This report will show all contacts, plus their details, grouped by the contact type. Eg prospects, Customers, suppliers etc.


Telephone / Contact Listing By Id

If the YOUR ID field has been used in the contact Details entry the user will be able to run a report listing only those contacts relating to them. This report will also show all the contact details of the contact.


Create Merge Letters

This facility allows the user to use the contact or customer database to create a mail merge.

Click in the select source either Contact Table or Customer Table. Once selected the user can mail merge to all in that database or to a particular business. If wishing to merge all, leave the Contact or Customer fields as * otherwise select the appropriate business from the drop down boxes. Select the letter code and click on whether the letter will be printed on letterhead paper. Finally click on the Merger Letters button. A preview of the letters will be displayed before printing.

This facility will also allow select mail merging. If using the Contacts database the user can chose to send a letter to a particular type of contact (eg prospect) only and/or a specific industry type.

The same can be done from the Customer database, however, the Status field disappears when the Customers database is selected, as all within that database are customers, not prospects or the alike.

The user can click on the Set Customer Industry Type button as to be able to allocate an industry type to all customers without returning to the Customer Data Entry screen.


General Fax Entry And Letters

This area allows the user to create a fax or letter that is not a standard letter.

Chose the customer or supplier that is being faxed from the drop down boxes. If the person or business is neither of the above just start typing his/her address in the header field. For a new line within the header area, and the main body of the fax, press [CTRL] + [ENTER]. If choosing a customer or supplier the address and fax number will automatically be inserted into the header area. The user must reformat the address by creating a new line after each segment of the address. Eg new line after business name, new line after street address.

Enter the person’s name and type the body of the fax. The greeting in the footer can be changed to suit. Click onto the appropriate format eg letter, fax, letterhead fax, and e-mail.


Transfer Contact Details To Customer File

This button will bring up the Contact status change - Customers form. If the user has specified that the contact listed in the Contact Entry area is to be generated into a customer (done by entering “customer” in the Status field in Contact Entry) that business will appear here. Click on the Transfer to Customer File field. An [X] means it will be transferred.  If there is an existing customer with the same code as the new contact the system will ask the user to enter a new code for the new customer. The user can use the customer lookup to see what codes have already been used.


Transfer Contact Details To Supplier File

This button will bring up the Contact status change - Suppliers form. If the user has specified that the contact listed in the Contact Entry area is to be generated into a supplier (done by entering “supplier” in the Status field in Contact Entry) that business will appear here. Click on the Transfer to Supplier File field. An [X] means it will be transferred.  If there is an existing supplier with the same code as the new contact the system will ask the user to enter a new code for the new supplier. The user can use the supplier lookup to see what codes are already been used.


Hire / Consignment Control


Hire Entry

This hire / consignment facility allows a business to record and control hire items. It is a single item hire module meaning that for every hired item there must be a new entry completed. (A Multiple hire option is available by contacting TBS software).

Enter details, such as debt No as requested. In the equipment details area choose the product that is for hire. Note that in the products area the goods must be marked as a hire item and the amount available for hire entered. (See Products Entry). Once a product is selected, select fields are updated with data such as equipment units, day rate, tax % etc. Enter any insurance percentage or straight dollar value and /or any discount %.

In the timing requirements area enter details relating to the time of hire, term of hire, pick up time, finish dates etc. If the appliance has meter reading capabilities the figures can also be entered here.  Enter the status of the hire in the status box. This must be set to Complete when wishing to send information to invoicing, except when hire is based on a monthly, yearly or contract periods as to allow part transfers. The ? button will explain Hire Charging Method.

There is an area called Account Payment Details for Non Customer hire, which is used if the hirer is not an existing customer of the business and is not likely to be one in the future.  Enter deposit amounts, how it was paid and comments (to expand the comments box press [SHIFT] + [F2]) then enter the final payment details.

Enter the sales information of sales person and the area that person belongs to. The Hire Totals / Ledger accounts will be automatically updated. The fields Hire docket printed and posted to Invoices will be automatically up dated when those functions have been activated.


Update Hire Data To Invoicing

Click on this button to send the hire information off to invoicing. Only send to invoicing when the hire is complete and that status box reflects this. Click on Completed Run at Anytime button if invoicing is for day or weekly hire, and make sure the date period covers the date of the hire. Only click the Monthly Run ONLY at month end if processing monthly hires.


Invoice Balances Entry

Only use this facility as an overview to see those invoices relating to hiring.


Hire Agreement Print

This function will allow the user to print hirer agreements for a chosen customer that has not had an agreement printed from the Hire Entry screen. If needing to do a reprint of a hire agreement change the status on the hire Entry screen to printed = no [  ] then do the reprint.


View Hire Product Status

This report will list all products showing how many units have been designated for hire, how many have been hired and how many units available for hire.


Current Hire Status By Client

Select a client then click on the report button. This report will show what products have been hired for the particular customer.


Monthly Summary Of Hire Section (2 Reports)

There are two reports. The first report (click on Fin Data by type button) will summaries items hired by hire type relating to hire period. Eg Day, week, month etc. The second report (click on financial report button) will show the summary by customer.


Utilities


Car Log (Kilometres And Costs)

This utility allows the tracking of car useage for business purposes.

Enter the car registration, date of journey, opening speedometer reading, closing speedometer reading and details relating to the journey.  The system will automatically calculate the amount of km’s/miles travelled. Click the check box to indicate whether the trip was for business or pleasure. Costs associated with the trip can be entered as a single value. To produce a report simply click on the car log report.


New Product Breakeven / Cost

This utility allows the user to study the break-even amount of units on a proposed new product. The user can enter each component of the new product in the New Product item area. If the component has units relating to it enter the figure in the units column and leave the hours field as 0.00. Enter the cost per unit. If inputting labour enter the hourly charged rate in the unit cost column and the amount of hours in the hours column. The total cost for the new product will be automatically calculated.

In the main area of the form enter the proposed amount of units to be manufactured (or bought) & the expected sell price. This will calculate the estimated revenue.

With the above information entered the system will work out how many units need to be sold to cover development costs and how many units are required to break-even covering all costs.

The user can test different sell prices against associated costs to work out product risk.


Loan Repayment Calculator

This worksheet will help the user work out repayments on principal / interest loans as well as interest only loans.

Enter the principal amount & a residual percentage (if applicable). If a residual percentage has been entered the residual amount will be automatically calculated. A figure can be directly entered into the residual amount field if necessary. Enter the interest rate and the amount of months the loan is over. The system then will automatically calculate monthly repayments, annual repayments, total sum payable, total interest payable.

If calculating an interest only the user must enter data in the principal amount and interest rate fields. The results are shown at the bottom of the page showing annual interest and monthly interest.


Quick Pricing Worksheet And Print

This function allows for very quick quotes where someone just wants to have a rough idea of the price. This is a non-linked calculator. A product, especially if it involves numerous parts can quickly be assembled and a price given without it impacting on quoting.


Bar Code Generation

This feature will be an upgrade option in the near future. Products will be able to have a unique bar code that can be printed as a report or as labels. Please contact TBS for more details.


Wages On - Cost Calculator

This calculator allows a business to work out how much extra (expressed in a percentage) is added on top of an employees normal wage allowing for leave, taxes, super etc. It is important to take this sort of information into account when budgeting.


Import Costing Worksheet

This worksheet is useful in keeping a record of importing activities and the likely costs associated with it. Enter the information that is required. LC No stands for letter of Credit and LC/Ship Value stands for letter of credit or shipment value.

At the bottom of the form there is a multi currency facility to work out the value in a foreign currency.


Audit Control Of Customers & Report

This facility is a stand-alone feature. It allows managers /auditors to view a debtors balance without impacting on the rest of the system.

Enter all invoices filling out all spaces provided for each invoice. Normally one would enter all invoices raised for a given month. Enter No in the paid field. Click on the report button. Make sure the date range is applicable and make sure the Paid button is also no, then click on the internal report button. The report will list all the invoices entered. For the following month enter all invoices plus mark off any that have been paid from the previous month. This time when running the internal report the user can click run two reports. One showing NO in the paid field and one showing YES.


Audit Control Of Suppliers & Report

This facility is a stand-alone feature. It allows managers /auditors to view a debtors balance without impacting on the rest of the system.

Enter all invoices filling out all spaces provided for each invoice. Normally one would enter all invoices received for a given month. Enter No in the paid field. Click on the report button. Make sure the date range is applicable and make sure the Paid button is also no, then click on the internal report button. The report will list all the invoices entered. For the following month enter all invoices plus mark off any that have been paid from the previous month. This time when running the internal report the user can click run two reports. One showing NO in the paid field and one showing YES.


Sales Tracking Information / Control

Use this feature to only record sales information, especially those that are sales representatives. Enter the details as applicable and use the built in search facilities to find information.


Transactions Worksheet

This will give a quick summary as to how many transactions one might expect to do over a given period of time.


Cash Tracking Form Sundry

This feature is not linked to the rest of the program. It is used for basic cash management especially for things like work social club etc.


Costs & Expenses Record

This feature is useful when purchasing items especially on behalf of clients. The user can track the outgoings until they have been re-imbursed. This feature is not linked to the main system.


Sundry Budget Record Entry


Ledger Budget Calculator

This budget calculator is many used for expense ledger accounts. Enter details as required. Once an amount has been entered into the increase field (expressed as a percentage) the new budget and budgeted amounts are updated. Once the actual totals are in enter the figure and the difference will be automatically calculated.


Sales Profit Calculator

This tool allows the user to have an area to analysis different situations relating to sales.

Enter the sales period, month, year etc and the number of working dates. Enter the product or area, the sales total amount & the gross profit in dollar terms that is to be made. This will calculated the GP%. Enter any sales or GP multiples. On paging down the user is provided with a summary. Manufacturing adjustment figures can be added as well as an expense %. The summary will show the net profit per day and how many units it will take to achieve that target.


Income And Costs Budget Analysis

This utility is useful in planning or recording income and cost items. This feature is not linked to the system.


Sundry Budget Reports


Accounts Budget Summaries

Click on this button to produce reports relating to the budget figures entered in the ledger Budget Calculator. Enter the appropriate date range and click on Summary for a summary showing percentages of total budgeted amounts or click Data for details listed by ledger account number.


Budget Vs Payments Actual

This feature will report the figures listed in the Budget ledger calculator against those processed by the actual system. Enter the applicable details and then click the report button.


Budget Vs Suppliers Actual

This feature will report the figures listed in the Budget ledger calculator against those processed by the actual system. Enter the applicable details and then click the report button.


Business Plan

Completing a Business Plan is probably on of the most important things a business can do, especially a new one. It is a document that will allow the business to create a clear view of where the business is heading taking into account all likely factors that may influence the business. Business policies, future sales, growth projections and likely expenses are all taken into account. It is advisable for a business to review its business plan every 6 - 12months to see if targets and objectives are being meet. A Business Plan may need to be altered due to influencing factors.

Follow the Business Plan step by step until you have created a full business plan.


Fixed Assets


Record Entry


Asset Register

Enter all assets here. Use the main form for depreciation items and click on the downward black arrow button to record non-depreciable items.  Enter details. Double click down on Group category to enter new categories or choose from the list. Select the asset status from the list. WDV means write down value. After the 1st year transfer the closing WDV to this field. The group button will list assets by their group category.


Asset Groups

Enter any new asset groups here. This area can be accessed through the asset register by double clicking in the Group category field.


Assets (Non-Depreciable)

This is the register for non-depreciable assets. Clicking the black downward arrow button founded in the Asset register can also enter this.


Equipment Maintenance Control

This feature allows a business to monitor equipment maintenance. Enter the asset item (equipment) as the main heading then all parts that relate to the asset including labour costs. You are able to enter when it was last serviced and when the next service is due. A report can be produced showing material and labour costs involved in the maintenance of the asset.


Reports


Asset Listing (& Transfer To New Year)

This feature will print a report listing all assets in number order for the chosen business.

The other feature is the re posting of assets for the New Year. The transfer asset data button will create a new enter for each asset listed and after update adjust each record for depreciation values.


Depreciation Schedule

This button will list all depreciable assets in number order for the business required for the chosen year.


Quick Menu

The quick menu will be used more once a user is familiar with the program. All the functions listed in the quick menu can be found in other parts of the program, however, under quick menu the more commonly used features are listed for easy access. It allows the user to go directly to a particular function (eg: Customer invoicing) at a click of a button without having to go through 2 or 3 additional screens. It also allows the user to easily move between different facilities such as between Customer Invoice and customer Banking.

Below the following description will be brief. For a more in depth description of the features see the appropriate chapters.


Main Tasks


Customer Invoice / Credit Entry

Allows entry of customer invoices


Suppliers Invoice / Credit Note

Allows entry of supplier invoices


Banking Entry

Allows entry for customer payments


Payments (Cheque / Other) Entry

Allows for payments to suppliers


Purchase Order Entry

Allows the raising of a purchase order


Quotes Entry

Allows the user to enter and print a quote.


Goods Receiving

Allows the user to enter the receiving of goods.


Pos (Point Of Sale)

Easy access to the POS screen.


Customers

Direct access to the Customers entry screen to input a new customer or to view an existing customers details.


Suppliers

Direct access to the Suppliers entry screen to input a new supplier or to view an existing suppliers details.


Other Tasks


Job Costing Entry

Allows easy access for the user to enter a new Job.


Products Entry

Easy access to the products entry screen to allow the user to enter a new product, view existing product details or amend existing product information.


To Do Tasks / Appointments

Will bring up the TO DO entry screen allowing new details to be entered and/or print a list of items to be completed.


Contacts Database

Will enter the user directly into the contact master screen.


Product Price View

This is the only feature that is not found in the other modules. This is a very useful feature in that it allows the user to quickly see products listed by Product group & code showing units in stock, the 3 different sell prices including & excluding tax, the cost price plus any tax % rate. Use the lookup facility or the vertical scroll bars to find the product.


Out Of Pocket Expenses

Opens up the Cash payments/ out of pocket costs screen. Enter details recording cash payments including petty cash for automatic update to the general ledger.


Invoice / Credit View Only

This button will allow the user to have an over view of an invoice with the line items always showing. No details can be changed from here. The user must enter the customer invoice screen either using the quick menu or through the appropriate area.


Client Order (Pre Invoice)

This button will allow the user to view or enter a customer order.


End of Day (Balances)

This procedure will allow the user to choose a date and it will update balances from various areas, such as cashbook, invoicing & payments. There are two reports that can be run.

The first report is a daily report. This is very useful for branches that have to send information to head office daily. The second report will provide a summary that lists daily figures between 2 entered dates.


Owners menu

This button will allow the owner to have a quick menu to ALL major screens within the program. A business can practically be run from this screen.


Hot Keys

You can use the hot keys anywhere in the program to make certain functions operate. The keys are as follows:

[CONTROL] +[R]	this will show all Records rather than going through all the screens

[ALT] +[X]	this will exit the form

[CONTROL] +[ I]	this will open Invoicing

[CONTROL] +[B]	this will open Banking

[CONTROL] +[P]	this will open Payments

[CONTROL] +[C]	this will open Creditors invoicing.

[CONTROL] +[J]	this will open Jobbing.

[CONTROL] +[T]	this will open job cards.

[CONTROL] +[Z]	this will list outstanding jobs

[CONTROL] +[S]	this will open products.

[CONTROL] +[L]	this will open product price view.

[CONTROL] +[D]	this will open Customers (customers).

[CONTROL] +[M]	this will open up members In & Out time sheet.


Estimates & Job Costing

Quotes are completed to provide clients with an estimation of cost before placing an order. Your business may do a lot of quoting or very little, but the use of the quoting section for most businesses is a major time saver and improves the ‘bottom line’ through better control during the quoting items and pricing stages. The best feature of TBS quoting is the BOM (standards - bill of materials) approach to quoting tasks and work sets where a group of items may be grouped under a common heading and automatically uploaded to quoting as you choose each group category. Customer special pricing is also automatically catered for to ensure accuracy is maintained in quote entry and the correct pricing structure will be used to help win the deal!

TBS recommends strongly the breaking down of work procedures and product groupings in the standards area (explained below quoting) to facilitate their uploading to quotes. This improves accuracy in the quoting process and an example follows:

Say you are a concreter and you wish to quote on a slab for a house or under a carport. You need to consider the following items:

•	concrete

•	timber framing

•	steel mesh

•	labour in different areas of excavation, pouring and trowelling

•	pegs, black plastic, hessian etc

This is best handled by entering all the items under a common heading of Carport Pad or House Pad etc and then at quoting you only need to press the COPY STANDARD ITEMS button to choose the pad, other items required for up load to your quote. You are then able to modify the quantities, costs, and or add/delete items pertinent to this customer’s requirements, but the essential difference is that you did not need to remember 1 thing to be quoted! This is absolutely vital for staff (both inexperienced and line management) who may not have the grasp of the quoting process as would the owner, manager etc.

The quote area also links to invoicing (able to create an invoice if the quote has been accepted and therefore avoid duplication of data-entry) and similarly the quote details may also be sent to jobbing for further control and speed of input. You may also copy a prior quote that you feel fits the current requirements of this client and then when copied simply change the customer code and details to provide a quick quote ‘on the fly’.

Quotes should be chased weekly. The contact or customer has taken the time to find out about a product or service of yours. They may be shopping around for price and /or service. They may be busy and your reminder call is all they needed to make that purchase decision. Thousands of dollars are lost by businesses (especially trade-related businesses) in not having quotes issued quickly (within 1 or 2 days) and not following up on quotes.


Record Entry


Estimates / Quotes Entry

Enter details relating to a quote or estimate here.

Either select an existing customer through the client No field or a contact through the con # field. Both will automatically update the client name & address details. If selecting from the Contacts area the client No will be set to ZZDEBT as the contact is considered a sundry Customer because no customer has been created.

If contact details have not been entered at either the Customer entry form or the Contacts entry form please enter a contact name. It is important to do so, as the name will appear on the printed quote.

Price Rating:	Importantly updates from the customer file and enables the quote to be priced as if you were completing an invoice using the customer’s group/special pricing. If you wish to change the price highlight the unit price in the Quote items area to the price you wish.

Date

Submitted:	Defaults to the current date and should reflect when you sent quote.

Follow Up

Date:	Enter the date you should follow up the quote.

Quoted Job

Name:	Enter the job/area to be quoted as a brief header description. The system will default to “Job for <clientNo>”. It is advisable to change this to reflect what the job relates to, as on the quote it follows; “ We are pleased to submit the following quote for the supply of….”.

Conditions1-3:	Note the conditions (which will appear on the printed quote) for your quote that you wish to make the customer aware of before they accept your quote. ie: payment of a deposit, payment at installation, things the client needs to do before you can continue.

Quote Value:	Provides the quote value for reference purposes.

Product No:	Choose the product item required. The description, unit price, cost price & file price will be automatically updated if adding product items.

Quantity:	Enter the quantity required.

Unit Price:	This should be the unit quote price (updated from product file less pricing discount if any). The user can change this price, however, if a minimum sell price has been set in the product file a warning will be shown informing the user that the price they have chosen is below the minimum sell. It will show what the minimum sell price is and what the sell price should be for this particular customer.

IN:	The box is used for optional extras to be shown on the quote but not included in the quoted price. This allows the user to give a price for a product plus give the customer an idea of upgrades, similar products etc. The box must be marked [X] to be included in the quote cost. If left [  ] the product will appear under the optional area.

Quote Accepted:	Defaults to No and should be changed to Yes when quote is accepted.

 Quoted Price:	Calculates quantity * unit price and may not be adjusted.

Labour Cost:	Shows the labour cost portion where stock type is shown as labour.

Material Cost:	Shows the non-labour cost of products as entered.

Value of Quote:	Allows entry of quote value accepted by the customer. Enter new value if altered to obtain the deal.

Quote Completed By: 	Defaults to proprietor and may be updated with the person’s name who completed the quote (good for reference back to originator)

Total Hours Allowed: 	Optional entry of hours (labour) allowed in quote for control purposes.

Order No:	Able to enter a customer’s order number when a quote is accepted.

Sent To Job:	This field will automatically update to Yes [X] when job has been transferred to jobbing.

Job No:	Links to job number when transferred to jobbing. Double clicking will also allow entry to the jobbing area when a job number is entered to the specific job.

Date Work to

Commence:  	Enter the date when work is agreed to commence/delivery needed. It is very important that this field is completed as it appears on the quote.

Labour Cost:	Summarises the total labour cost of this quote.

Material Cost:	Summarises the total material cost of this quote.

Profit Margin:	Shows the profit margin on the quote and this should be checked for acceptability before sending the quote. Management should set profit percentages that must be attained before a quote is sent when staff are completing quotes. Update costs where applicable and update unit prices as required to achieve the required profit return.

Margin Percent:	Shows the profit as a percentage of the total quote.

Comments:	Free text comments explaining the quote (not printed on the quote).

Function buttons found on 1st page of quoting:

CREATE INVOICE

This button will send the quote to invoicing. Make sure you mark the quote as being accepted. All line items marked as IN will be sent. Once the quote has been sent to invoicing the next time that particular quote is entered it will be stamped with INVOICED. This stops any embarrassing moments when chasing up quotes to find out that the client has already accepted the quote and has received their goods!

COPY

This button will allow the user to copy a quote. This is very useful when a client wants a quote on an item or service that you have just quoted someone else on. Copy the quote then change the customer code. This will change the pricing to suit.

PRINT

Pressing this button drops the user into a screen that allows the printing of a chosen quote number. (NB: the last quote number will be the default quote number [not the current quote] therefore, if you are working on a prior quote then you will need to adjust the quote number start and finish). Two report buttons are presented: - Facsimile Print and Print. Both are different formats and should be chosen per your requirements.

JOB TRR

This button will send the quote off to jobbing. Make sure the client has accepted the quote before transferring to jobbing.

COPY STANDARD ITEMS BUTTON

This button enables you to upload standard groupings (BOM) items to your quote by choosing the task group required from a list and clicking the icon Copy Jobbing Data before exiting this form and returning to the quote.

CHECK INVOICE BUTTON

This allows the user to drop down into invoicing (to the exact invoice linked to this quote if any) and check the invoice/s.

CALCULATOR

This button allows the user to complete calculations using an online calculator.

PRODUCT BUILD BUTTON

This allows dropping down into the detailed costing area to complete a very detailed quote analysis and then include only the summary costs in the body of the quote.


Standards Entry (Bill Of Materials)

Standards (bill of materials) allow grouping of products & tasks against a task group. All combo boxes are able to go to the original data source by double clicking when the cursor is located in the field. Therefore when needing to create a new Task group number simply double click in this field, enter the task group/s required and upon exiting, the new task group numbers are available for linking in the standards area.

TBS recommend having the standards area set up before quoting is undertaken (if possible), as it can dramatically reduce the amount of time spent on quoting. This is because all items and labour processes relating to an end product, that are to be shown as quote items, can be grouped together under a specific heading. Then when quoting the user only has to import the specific heading and all line items are automatically entered relating to that product. In quoting these line items can be changed as needed.

For an example we will build a billycart.

Main Product No:	Double click on this field to enter a new main product (the specific heading) or process. If the item is a product then a product must already be entered in the products area. (This means we must have a product called Billycart in the product entry area.)

Product code (parts):	Select the products required for the product or process. These items need to have been entered as products in the products entry area. (We need billycart wheels, seat, frame and labour to be products. A new line needs to be entered for each part of the process)

Qty/hours:	Defaults to one. (one product or 1 hour, adjust to suit)

Item Desc:	This will default from the description entered in the product file. Change the item description, if required, as this will provide the basis for auto upload to the quote.

Task No:	This field is optional. Choose a task group that has been previously set or double click down to enter a new one. If double clicked, Enter a task No (A task No may be PAINT. This refers to the painting of the billycart) and description. Enter the time it takes to complete the task. The system will automatically calculate that time into seconds. The drawing No is a reference to the location and type of drawing (plan) used, if any. The user can double click here to enter drawing details. Enter the standard cost for this process. Enter a new task No for each task involved (CONSTR for construction of cart maybe another task).

Machine / Unit:	Choose a machine or unit area in which the work is to be carried out, if any. The user can double click down to enter a new one. If doubled clicked, enter a machine area No (in our case it may be SPA1 -Spry paint area one) and a description.

MATERIAL COST BUTTON

Make sure the cursor is located in the appropriate main product line (eg in a Billycart line) then click the material cost button. This report will show all materials and costs involved within the process (eg all costs associated with building a billycart) totally to a grand cost price.

ALL STANDARDS BUTTON

The All standards button will list all the job standards for those listed in the Standards Entry screen.

? BUTTON

Click on this button for on screen help relating to how to set up a Standards Entry.

We now have a complete bill of Materials for the billycart. Now when someone wants a quote on a billycart we can click on copy standard items in quoting, select task group (billycart) then click on the copy standards data. This will now update the quote with all items and labour specified for a billycart.


Reports


Print Or View Estimates / Quotes

This form enables the user to print quotes either as a single quote or by selecting from one quote number to another. The user can enter a name to appear on the quote then click the facsimile or print button for the appropriate layout.

This form is also accessible through the Quotes & Estimates screen by clicking on the print button.

This button is mainly used for doing a mass print of quotes. For example, a person can process quotes then at the end of the day print them out ready for posting. This saves on time as the person does not have to click on the print button, then select the quote to be printed, then enter his/her name then finally click on the print button. The person involved only has to do it once at the end of the day.


Estimates / Quotes Listing

This function allows an overview of all quotes and estimates for the chosen date ranges. The report will show if it is a quote or estimate, date the quote was raised, the customer involved, a follow up date, amount of the quote and whether it has been accepted or not.


Job Costing Menu

Normally a quote has been raised for a prospective or existing client before being transferred to jobbing. Not all quotes are transferred to jobbing -only those that require jobbing or cost control. Once transferred the job can be analysed and adjusted to suit client specifications plus be tracked through the accounting data forms of the TBS program. Jobbing comes in 2 versions: basic and full jobbing. (Full jobbing is available in the TBS Accounts package. Call TBS or your dealer for more information). Not to be mislead from the word, basic, TBS Basic jobbing is very comprehensive.

Jobbing is a very specialised area in which TBS specialises. Our jobbing systems are comprehensive yet easy to use. They take into account; BOM (bill of materials), special markups, tax control, discount control, multiple level quoting (even after job commenced), conditional line invoicing (to get part payments for completed work), automatic purchase order generation after setting order required, and a host of other features including full integration with job cards and supplier invoices.

Within this program TBS has retained the jobbing control registration to provide a valuable reference of incoming and outgoing costs for a job. By creating a job registration (automatically from quoting or in the jobbing screen) you may then allocate the job at invoicing, Supplier invoicing, banking, payments and cash payments to fully control the job process. Also in this program you are able to record job data on job cards and create professional invoices.


Job Costing Register

If a quote has been sent to jobbing it will appear here. All details such as name, address and all line items will have been transferred. The system will automatically link this job to the quote by stamping the quote number in the Quote # field. A job does not have to be transferred from quoting. It can be created from scratch from within this form.

(For BUSINESS ACCOUNTS full jobbing see Business Accounts Full Jobbing)

Job No:	Job number is created by the system.

Cost Date:	Accept system date or enter another date.

Manual Job No:	Able to link to manual workbook etc.

Customer Number:	Choose the customer number from a picking list and the Customer name, address, contact numbers will be automatically updated.

Job Description:	Enter a complete description of the job to be completed.

Start Date:	Enter the starting date of the job.

Finish Date:	Enter the expected finish date of the job.

Completed:	Mark as yes [X] when total job is completed.

Area:	Able to nominate a work or sales area.

Quote $:	This field will be automatically updated if transferred from quoting.

Comments:	Free text entry explaining aspects of the job.

Total Job:	Shows the total value of a job. It is updated from the line item entries. Line Items are for reference purposes only

Product No:	Allows for the selection of the appropriate products required for the current job. This will be automatically updated if you have used the copy standard items function or transferred from quoting. This automatic update also relates to Item Description, Quantity / Hours, Cost Price, Job unit cost, Start & Finish Date. These details can be overwritten.

Manufact:	Check this box [X] when the item must be manufactured.

Supplier #:	Enter the supplier number when you are going to order the line item.

Order:	Check this box [X] when wishing to place an order for the item.

Completed

(item lines):	Check this box  [X] when the line item is completed. This is automatically updated when job is invoiced, or the main screen completed box is checked.

Invoice:	Check this box [X] to mark invoice line item for invoicing. This allows for part invoicing. This box is automatically checked if the Total job for invoicing box has been checked on the main screen.

Warranty:	Able to mark item completed under warranty.

Summary Details in the Line Item box.

Lines:	Shows the number of line items applicable to the current job.

Units:	Totals the number of units for this job.

Ave Cost:	Calculates the average unit cost for items in this job.

Total Cost:	Totals the quantity x cost for all line items.

BUTTON ON TOP OF SCREEN

STATUS BUTTON

This button will produce 2 reports showing different financial aspects of a chosen job, including hours spent on the job, over the specified date range. The first report is Jobs Data (suppliers main). This report shows receipts and payments, total invoices & total suppliers where the job number has been entered into the customer’s invoice in the main section of the invoice. The second report is Jobs Data (Supplier line items) where the job has been entered into the customer’s invoice in the line item area of the invoice. It will report on the same areas as above.

DATA BUTTON

This report appears like an invoice showing customers details and the items listed by line as in an invoice. This however is not an invoice. It is for your records only. It shows how many units are required and the cost price. It also shows whether the line item has been completed. At the bottom of the report it indicates the proposed start and finish dates of the job.

PRODUCTS BUTTON

This report will list all the products & quantities needed (as indicated by the line items) for the job also showing whether the item needs to be manufactured.

ORDERS BUTTON

This report will list all line items that have been marked as needing to be ordered.

JOB CARDS BUTTON

See Job cards listed below.

BUSINESS ACCOUNTS FULL JOBBING

Jobbing: This jobbing system is more advanced than that found in COMPANY. If wishing to have full jobbing you must upgrade to BUSINESS ACCOUNTS. Please contact your TBS dealer for an easy upgrade.

There are two ways of entering a job:

1.	By creating the job live on the screen (step by step data entry) calling up parts, labour etc as needed for the specific job, or

2.	By creating the job main details and then using standard Tasks (that you have created.. BOM) ie: what is used as the most common components and labour to do a job task (or series of tasks, in that you are able to enter multiple standard options within a job), you are then able to copy these standard item/s into the job as a block and modify as necessary.

Upon entering jobbing you are presented with a main screen, do the following:

Job No:	necessary allocates an automatic job number

Cost Date:	stamps it with the current date

Job Type:	allows the operator to select the appropriate job type from a list. Defaults to Job, but also has categories Quote, Estimate, Manufacture, No Charge, Warranty, Warr-Charge

System No:	allows the selection of the system number (multi company)

Manual Job No:	allows for the entry of a manual job number for cross referencing

Debtor Number:	allows the selection of the debtor required. This will automatically allocate the current debtor details ie contacts address etc (able to double click to enter customer file and change address data etc if required for a permanent change)

Contact Person:	Updates from the debtor number and may be overwritten

Address:	Updates from the debtor number and may be overwritten

City:	Updates from the debtor number and may be overwritten

PostCode:	Updates from the debtor number and may be overwritten

Telephone:	Updates from the debtor number and may be overwritten

Fax:	Updates from the debtor number and may be overwritten

Job Description:	allows for the entry of a job description and this should clearly describe the job to be completed as it is also used in some work reports

QTY:	you enter here the number of units to be jobbed

Update QtyxUnits:	this button will automatically increase all component labour/ materials for the current job by the number selected ie: if you had 1 quantity and then had line item data to match this 1 job.. change the Qty to 2 and by pressing this button all quantity/hours data will be adjusted with the appropriate change in values

Delivery Details:	this will come from the debtor information but can changed as needed

Date Required:	enter the required date

Order No:	enter the customers order number if supplied

Tax:	this will come from debtor file but can be changed as needed (charge/exempt/no quoted) and this affects the tax calculation in the line item area

Start + Finish Date:	enter as required to reflect the required start and expected finish of the job

Completed:	will remain blank until the job is completed and you can check (X) job done

Cost+Margin+Tax:	shows the total value for the current job (ie: as it appears at invoicing)

Detailed Quote #:	if the job has been previously quoted it can be selected from this list. It will put the quoted value into the Value box and if the Adjust Inv button is selected it will automatically adjust the invoice when created to this value by creating an adjustment line at invoicing so you get credit for reducing the job cost to the quoted value

Adjust Invoice Total:	this will adjust the invoice total to the quoted value if check Yes (X)

Invoice:	check this box to allow automatic creation for the total job. Otherwise the only items that will be invoiced are the line items marked invoice and that are still un-invoiced

Once this page is completed by paging down you are now presented with job line entry details, this screen does the following (NB: all fields data structure, marked with a down arrow selection box, are able to be accessed by double clicking):

Product No:	allows for the selection of the appropriate products required for the current job. This will be automatically updated if you have used the copy standard items function. This is applicable to all the fields in the line items area

Task No:	allows for the selection of tasks from the current list of tasks you have defined previously. Ensure enough tasks have been defined to cater for all the various work functions and product options you require to perform in the jobbing process.

Drawing #:	allows the selection of a drawing number relative to a plan etc

Start Date:	updates auto from the main screen and is able to be overwritten

Finish Date:	updates auto from the main screen and is able to be overwritten

Description:	updates from the product or task area and may be expanded to include work instructions/ explanatory text for invoicing (Press Shift+F2 to expand to a full screen view for typing)

Line #:	is an auto number that defines the job line entry for control purposes and later definition in the costing process for large corporations

Manufacture:	check this box when this item must be manufactured

Warranty:	able to mark item completed under warranty

Category 1/2:	allows defining the job line to a special category

Machine/Area:	able to allocate this function to a particular machine or area

Qty/hours:	enter the number of product units or labour hours needed

Qty Shipped:	updates the actual quantity used and may be adjusted if you are maintaining delivery controls and require further analysis of units outstanding

Unshipped:	shows the net difference.. qty - qty shipped

Cost Price:	updates automatically from the product file (able to overwrite)

Markup %:	updates from the system registration, or the product group area and may be overwritten to the value required for the job product/task listed

Job/Unit Cost:	calculates quantity x cost

Cost + Markup:	calculates total job unit cost + allowance for the markup %

Completed:	check this box when the line item is completed.. NB: this is automatically updated when job is invoiced, or the main screen completed box is checked

Order:	check this box when you wish to place an order for the item

Ordered:	is updated by the system when an order has been created

Tax:	calculates the tax value if tax is defined in the product file and is applicable to the job (refer main screen)

Invoice:	check this box to mark invoice line item for invoicing, automatically checked if you check the total job for invoicing on the main screen

Invoiced:	is updated by the system when an invoice has been created

Supplier #:	enter the supplier number when you are going to order the line item.. click on the down arrow to see a list and begin to type the supplier code.. choose from the list

Required Date:	updates from the main screen and may be modified

Serial No:	able to enter a serial number for the item in this job for later tracking and reporting

Summary Details in the Line Item box..

Lines:	shows the number of line items applicable to the current job

Units:	totals the number of units for this job

Ave Cost:	calculates the average unit cost for items in this job

Total Cost:	totals the qty x cost for all line items

Tax:	totals the tax for all line items (to be updated to invoices)

Cost + Markup:	shows the totals for all items at cost plus the markup

The above explains the field data entry for a job, we will now explain the various buttons that appear at the top of the screen and then explain a sample job entry.

JOBBING BUTTONS

Upload Job Labour

This automatically uploads the time recorded against the particular job via the job card entry and when you answer Yes to the continue option you will be presented with a summary screen headed “Job Booked Times” which will show the employee number, date, times, booked hours and allow you to enter the recovered hours for each job entry (to be updated to the jobbing line items)

Work Reports

This section details the job work routines to be completed and allows specification of a start & finish date range where applicable to the reports being run:

Job Products / Tasks List	lists items needed for the current job

Category 1 Data (all jobs)	lists information for category 1 items between dates for all jobs

Category 2 Data (all jobs)	lists information for category 2 items between dates for all jobs

Category 1 Data (this job)	lists info for category 1 items for current job

Category 2 Data (this job)	lists info for category 2 items for current job

Machine Utilisation Listing	lists items by machine/work area where defined and allows planning of workload per machine/work area

Copy STD Items

Copies standard jobbing/manufacturing items to this Job. Also allows updating of Markup %'s ex Product Groups. Ensure no duplication of posted data. When posted go through line items and amend as required. Items to be ordered (purchase order) should have Order box checked. When you answer Yes you are presented with a screen that allows a choice between jobbing standards and manufacturing standards already defined to be loaded to the job line items. A button titled “Jobbing Standards Entry” allows a view of the jobbing standards you have already defined (as a double check) and also allows additions/deletions to cater for the current job.

Once a choice has been made from the appropriate Task Group expanding list box, then click the appropriate copying icon (button) to affect the transfer. As detailed previously the default markup on cost is derived from the system registration file and we have the capacity to be more specific and update the products with their appropriate product group markup percentages (as defined in product group entry).

Quote Print

This allows a print of the total value only for the current job (as an advice to a client) where you are able to enter your name as the originator or sender of the quote. NB: The job description field (on the main form) is the only data that appears on the quote other than the total value of the quote. This will allow a fax print to be created.

List All Job Items

This form allows for a complete overview of what products/tasks have copied to the current job. You can again at this stage make any changes as necessary including the deletion of lines not needed.

Job Reports

This section lists current reports that can be run, you should enter the date range that you wish to print the reports for

Job List-- Current	Lists all jobs still not marked complete

Completed Jobs List	List all completed jobs within the date range

Jobs By Client	Lists current jobs (completed/current)
The All Client button will show the same report  but will show all customers

Jobbing Lab & Mat	List all jobs broken down to total labour and materials

Prod Status Inv/ WIP	Lists all products either invoiced or as Work In Progress showing totals for quantity  labour and materials

The Details 	button will show the same report but will include all details

Quote/Estimates	Lists products defined for Quotes/Estimates

Job Values listing (All)	Lists all jobs and values across all areas

Job Costing Led Rep	Lists all ledger cost codes and Unit/values across product codes used

Job Qty Totals (All)	Lists all units by product/charge code across all areas

Serial No Tracking	Shows serial # in products and through invoice/job usage

Invoice Items

This will automatically create an invoice for all items that have been checked OK to invoice. (before running this you should ensure that you have marked all the items that you wish to invoice)

Order Items (P/O)

This form will give you a complete overview of all items that have been marked to order for the current job. You able at this point to select the supplier and if necessary change the quantity.

The 3 buttons at the top of the form allow you to do the following:

Print:	print a hard copy of all items as listed

List Orders:	this gives you a complete overview of all items that have been ordered for the current job. If you wish to view the actual purchase order or make changes to it, you can double click on the purchase order number box and it will take you down to the actual P/O. On exiting the P/O it will return you back to the original view screen.

P/Order Create:	this will automatically create the necessary purchase orders for all the current items as shown on the job product order list. If there is an item on the list that you don’t wish to order, go back into the job and change the status of that line item by clicking on the order check box.

Copy Prior Job

This option allows you make a complete copy of a prior job using the current date. Once this procedure has been completed you are then able to go into the job and make any necessary changes that are required (ie costs, prices, add new line/s or delete existing ones etc)  By using this option you eliminate the requirement to completely create the job again.

HOW DO I ENTER  A JOB?

1.	accept the job type (default Job) or change to the transaction type

2.	choose the debtor number applicable and update information as required

3.	enter the job description (appears on quotes)

4.	update the dates for commencement/finish etc

5.	copy standard items from standard profiles defined in jobbing & manufacturing or enter details by line item for materials, labour and processes as required for the job

6.	enter the units required (otherwise leave as 1).. if you alter then click the

7.	Update QTY x Units Button

8.	enter the subform (line items) and make the necessary alterations (if any) to the quantities, pricing, markup etc to arrive at a job cost

9.	ensure the description per line item is sufficient for production processes or for the client at invoicing

10.	if items are to be ordered then click the Order box and then the ORDER Items PO button and create the purchase orders

11.	on exit from the sub-form the total cost plus markup (invoice value) will update to the Cost+Margin+Tax box on the main screen and this is able to be overwritten. If you wish to have the invoice value correctly adjusted by a product line entry at invoicing then enter a value at Value box (red) and click the Adjust Invoice Total box. This will create a discount line entry that shows the customer the adjustment made to come back to a quoted figure.

Once all the job/contract data has been entered it is possible to create automatic invoices (will invoice only those lines checked to Invoice). This allows partial job invoicing to collect monies as they fall due rather than waiting for a complete job to finish


Job Cards

Job cards are used to enter specific job times relating to a job and/or process. They provide a wealth of data as to productive and non-productive times, total minutes per job and task as well as payroll summary information. It is recommended job cards be maintained for any business that completes manufacturing or even packaging of materials to make another product (ie: safety hats are made up of several different components).

By entering the data in the payroll section the actual rate of the employee involved in the work is used in job costing information and therefore provides a more accurate job cost.


Jobbing Standards Entry

Standards (bill of materials) allow grouping of products & tasks against a task group. All combo boxes are able to go to the original data source by double clicking when the cursor is located in the field. Therefore when needing to create a new Task group number simply double click in this field, enter the task group/s required and upon exiting, the new task group numbers are available for linking in the standards area.

TBS recommend having the standards area set up before quoting is undertaken (if possible), as it can dramatically reduce the amount of time spent on quoting. This is because all items and labour processes relating to an end product, that are to be shown as quote items, can be grouped together under a specific heading. Then when quoting the user only has to import the specific heading and all line items are automatically entered relating to that product. In quoting these line items can be changed as needed.

For an example we will build a billycart.

Main Product No:	Double click on this field to enter a new main product (the specific heading) or process. If the item is a product then a product must already be entered in the products area. (This means we must have a product called Billycart in the product entry area.)

Product code (parts):	Select the products required for the product or process. These items need to have been entered as products in the products entry area. (We need billycart wheels, seat, frame and labour to be products. A new line needs to be entered for each part of the process)

Qty/hours:	Defaults to one. (One product or 1 hour, adjust to suit)

Item Desc:	This will default from the description entered in the product file. Change the item description, if required, as this will provide the basis for auto upload to the quote.

Task No:	This field is optional. Choose a task group that has been previously set or double click down to enter a new one. If double clicked, Enter a task No (A task No may be PAINT. This refers to the painting of the billycart) and description. Enter the time it takes to complete the task. The system will automatically calculate that time into seconds. The drawing No is a reference to the location and type of drawing (plan) used, if any. The user can double click here to enter drawing details. Enter the standard cost for this process. Enter a new task No for each task involved (CONSTR for construction of cart maybe another task).

Machine / Unit:	Choose a machine or unit area in which the work is to be carried out, if any. The user can double click down to enter a new one. If doubled clicked, enter a machine area No (in our case it may be SPA1 -Spry paint area one) and a description.

MATERIAL COST BUTTON

Make sure the cursor is located in the appropriate main product line (eg in a Billycart line) then click the material cost button. This report will show all materials and costs involved within the process (eg all costs associated with building a billycart) totally to a grand cost price.

ALL STANDARDS BUTTON

The All standards button will list all the job standards for those listed in the Standards Entry screen.

? BUTTON

Click on this button for on screen help relating to how to set up a Standards Entry.

We now have a complete bill of Materials for the billycart. Now when someone wants a quote on a billycart we can click on copy standard items in quoting, select task group (billycart) then click on the copy standards data. This will now update the quote with all items and labour specified for a billycart


Task (Work Type) Definition

This button allows the defining of tasks. Enter a task No (A task No may be PAINT. This refers to the painting of a product) and description. Enter the time it takes to complete the task. The system will automatically calculate that time into seconds. The drawing No is a reference to the location and type of drawing (plan) used, if any. The user can double click here to enter drawing details. Enter the standard cost for this process. Enter a new task No for each task involved (CONSTR for construction of the product maybe another task).


Task Group Definition

This form allows the entry of the main product or process. Enter up to a 20 unique code for a task group/process or up to a 15-character code for a product.  If the item is a product/process listed in the products field the invoice item will automatically be marked as yes [X]. This field is non-changeable.


Employee Registration

If using job cards the employees carrying out the work must be registered here as well as the normal employee registration area in Payroll. Select an employee from the Emp No field. Most fields are updated from the payroll area such as staff responsibility, department, postion, working days etc. Enter details regarding to whom this employee reports to, if anyone.


Job Form Used In Accounts - View Button

This button is used to illustrate how a job would look in the full jobbing program found in TBS Accounts. As one can see there are more controls and dissection of the jobs. All the buttons at the top of the screen are currently non active. If wishing to upgrade to TBS Accounts please contact TBS or your dealer. An upgrade is very easy without the need to transfer data or lose valuable time.


Product Build (for order picking items only)

This allows the linking of materials and/or products used as a picking slip in customer order entry. Ie: computer parts to make up a computer. This area is not linked to the Bill Of Materials.


Jobbing Reports


Job Card Times

This feature will report job cards, by employee, for the chosen date range. It shows the start time and finish time of the job, standard number of minutes, overtime start & finish and the cost value.


Job Card Data (Tasks By Job)

This report will list all job numbers over a chosen date range. It will show the dates and employees who have worked on a job, the task he/she performed, start & finish times, number of units produced, total labour cost and how many hours have been spent on a job. A grand total of minutes, units, total labour costs and hours is provided.


Job Listing + Job Profit & Loss

The listing button will list all reports over the date range illustrating start and finish dates, whether the job has been completed and any comments.

The Job cost ledger totals Report button will list all purchases from jobbing by ledger account number between the specified date range. It lists all the components, customers, start & finish dates and costs per purchase ledger account.

The job cost ledger Mat/lab report button will show jobs by ledger account No also. However, this report shows the quantity of units, labour charges and material costs per group. Each ledger group is totaled with a grand total provided.


Job Status

This button will produce 2 reports showing different financial aspects of a chosen job, including hours spent on the job, over the specified date range. The first report is Jobs Data (suppliers main). This report shows receipts and payments, total invoices & total suppliers where the job number has been entered into the customer’s invoice in the main section of the invoice. The second report is Jobs Data (Supplier line items) where the job has been entered into the customer’s invoice in the line item area of the invoice. It will report on the same areas as above.


Job Detail Print

This report appears like an invoice showing customers details and the items listed by line as in an invoice. This however is not an invoice. It is for your records only. It shows how many units are required and the cost price. It also shows whether the line item has been completed. At the bottom of the report it indicates the proposed start and finish dates of the job.


Management Help


Terminology Used In Accounting

Ledger Accounts	The account number list used to define operating and asset & liability areas of a business, which is made up of a code and a description

Chart of Accounts	This is simply the term given to the full list of ledger accounts

Trading	The act of buying and selling for profit

Financial Period	That date range where a financial set of figures will be produced that will summarise the net trading result of the business and then the net asset position of the business. This should be completed monthly and based on full physical stocktakes at least twice per year

Working Days	The number of actual days trading/manufacturing.

Balance Sheet	The financial statement that summarises the assets and liabilities & the ‘structure’ of the business, which usually points to the net worth. It also points to the financial strength of the enterprise where the asset position is viewed in relation to liabilities and the type of liabilities: financed loans versus personal loans, lease/HP commitments and basically any item that will place a call on cashflow. Working capital is a key identifier to the firm’s ability to meet short term trading problems and must be positive for any organisation to even look at your business.

Asset	A belonging or tangible item associated with the business.

Liability	indebtedness associated with the business.

Working Capital	The difference between current assets and current liabilities.

Equity	That portion of the business owned. Relates to net assets.

Profit & Loss	This financial statement summarises the trading figures for a given period and also provides the carry forward net profit (or loss) into the balance sheet to allow it to balance. This section looks at all the ledger accounts not found in the balance sheet which are by nature operating items and summarises the income and cost areas to arrive at the net result for any trading period.

Sales	The income derived from goods or services sold to customers

Purchases	The cost of products or services used in resale to customers

This may also relate to raw materials used in the manufacturing process

Expenses	The costs associated with running the business (not in making the sale)

Cost of goods sold	The cost of the sales to customers that is calculated by adding purchases for a period and adjusting for the difference between the opening and closing stocks for the same period (+ manufacturing costs)

Manufacturing	The costs involved in producing products for sale/stock

Trading gross profit	Trading profit representing income less purchases, manufacturing costs and the difference between opening and closing stocks

Net profit	The difference between gross profit less total expenses. If this balance is a negative (expenses are greater than gross profit) then there is a net loss from trading

Markup	The percentage increase on your cost price to arrive at a sell price

ie: If you have a cost of $40 and your markup is 50% then the sell price will be 40*50/100 + 40 = $60                (1.5 x 40 is quicker)

Gross profit	The difference between the selling price and the cost price represented as a percentage of the selling price. When an accountant talks of profit on selling he/she refers to gross profit (% on sales), whilst many make the mistake of seeing this % as applicable to cost. The difference can be catastrophic

ie: 	20% on 100,000 cost is 20,000

20% on 120,000 sell is  24,000 (a big difference)

Stockturn	The total stock divided into the total annual revenue which provides a figure that in theory if the sales and stock levels remain the same represents how many times you renew your stock ie: 200,000 stock  1,000,000 annual sales = 5 stockturns. This should relate to more than 6 stockturns per year and may also have some bearing on the stock valuation methods used

Cost Price	Represents the cost into store of a product or service and should include all items such as freight etc to provide an into store price

Sell Price	Represents the standard price you sell your product/service before allowances for discounts etc. This should allow sufficient profit to pay for your expense level and also continuing profit. Selling prices should be reviewed every 2 months, based upon actual and upto date product costings and allow accurately for expense and profit requirements. Therefore if an item costs $100, your expense percentage on sale is 18% and your required net profit is 5% to fund future investment and growth, the markup on cost should be:

100 / 77 * 100 = 129.87	(add 18 + 5 = 23 and deduct from 100%)

(divide the result into the cost to arrive at the sell price)

check M/U	129.87 - 100 = 29.87 / 100 * 100      = 30% M/U (markup)

check G/P	129.87 - 100 = 29.87 / 129.87 * 100 = 23% G/P (gross profit)

Current assets	If it was necessary to realise the value of the asset then this should be possible within a 12-month period (hence “current”). All assets that satisfy this criteria are listed as current assets and are the most prized by a financier as security (outside of any available bricks and mortar), since they may be readily realised for cash in the short term. The key finance and accounting basis of any business is its working capital (the net funds available after deducting current liabilities from current assets) and is the most important guide to the viability and strength of a business.

Many asset rich businesses have gone bankrupt through not ensuring enough working capital to meet Supplier payments and have then been systematically stripped of their assets. Always ensure that there is sufficient funds to meet liabilities. Two simple methods are to keep stock at manageable levels with steady stockturns. The other is by keeping customers to a level under 60 days.

Fixed assets	These are by definition held longer than a 12 month period and relate to the ‘physical’ tools needed to run a business such as furniture and fittings, buildings, cars etc. They are depreciated for tax purposes (written off over a designated period) and should also be periodically reviewed for actual value against that held ‘on the books’. Equipment should always be checked for the costs incurred in maintaining them and decisions made for replacement when the cost of maintaining the car/press/computer goes beyond its depreciable write-off per year.

Many businesses do not plan for fixed asset replacement and this also may have a detrimental affect on business performance, especially in the manufacturing and technology industries as outdated equipment can effect competitiveness and price performance in the market place.

Intangible assets	This area is the most mis-understood in accounting and relates to the perceived or ‘non-physical’ value of an asset. Since it has no hard and fast rules to the valuation of it, its value is usually in the eye of the holder or financier. Therefore intangible assets have some basis in valuing the business but the realisation of the value of the asset in monetary terms is sometimes open to the salesmanship of the vendor and normally has no value in a forced sale.

The examples of this asset are purchase costs of a business that included goodwill, which is not tax deductible, but does represent a value to the business. Where the business grows, then so does the goodwill value, which is often non-taxable by the very fact that no deduction was allowed in the first place for the cost. Initial setup costs of a company are considered intangible assets in that the cost had to be incurred and is necessary to the running of the business, but may not be included in the taxable deductions of the business.. these are usually shown as Formation Expenses

Current  liabilities	Liabilities are the amounts owing by a business to either a Supplier, bank or in fact the owners of the business, accepting that a business should be viewed as an entity.

These cost areas represent the liabilities the business will incur in the next 12 months and as stated may be deducted from current assets to arrive at a surplus (or heaven forbid a deficit) over the next 12 months. One basic area of confusion is that owner’s funds are treated as a liability and the reasoning is simple. The business is the entity and it owes the owner/shareholders the funds invested. When the business is a company and hence a legal entity in it’s own right, there are definite rules for enforcing the accounting treatment of directors funds in/out, share transfers, ownership percentages and have all to do with the liability structure of the enterprise. Most of these items may also be shown as deferred or non-current liabilities, and most accountants will break up the liability into 12 months (current) and beyond (deferred).

Examples are where a hire purchase commitment is made for a company car, the first 12 months payments are a current liability and the balance outstanding relates to non-current liabilities. Current liabilities are best categorised as trade suppliers, bank overdraft, short-term loans, LC (letter of credit) for imported purchases, Bills, taxation amounts for group tax etc.

Deferred liabilities	Non-current (beyond 12 months) these generally relate to the capital and borrowing structure of the business. Financing costs of a building, long term establishment loans, funds due to owner’s etc are examples of it.

It is always better to structure a finance facility with the accent on long term debt rather than short term and immediately place a strain on liquidity. Many people endeavour to structure finance to repay as soon as possible, run into trouble and then are under pressure forever. Take a cautious approach to borrowing, but always on the conservative side to cater for any market downturns, interest rate increases and simply cashflow problems.

TIP	For many businesses the march of time sees many different financial commitments develop, where small loans are taken out for equipment purposes, cars, business development, building purchase or development costs and they often place a strain on monthly repayments. Consider a consolidation of all financed items, which may obtain a better rate, and most certainly will reduce the monthly debt burden.

Equity	These items represent the owners share of the business after allowance for assets and liabilities and therefore represent the ‘left over’ balance or net asset position of the enterprise. Add total current, fixed and intangible assets and deduct liabilities (current and deferred) to arrive at the equity position. This is the balance the owner may expect if the business is sold off at values listed in the balance sheet.

Expenses	Expenses are the costs of running and operating a business.

These may be separated into 2 categories:

Purchases 	that relate to goods and services purchased for resale or stock

Expenses 	that are the cost of operating or running a business.

Therefore, if a cost has been incurred for a stock item that was resold for a profit, then this item is a purchase. The delivery expense to deliver the stock item would also be considered a purchase cost whilst the delivery expense to deliver this product to your customers is an expense. Many make the mistake of taking up the actual purchase cost from a supplier as a purchase, and then allocating all the rest of the incoming costs such as freight, insurance, clearance fees to expenses. This seriously affects the actual cost into store and therefore, the calculation of the selling price, which is based upon the cost price.

Also ensure that you analyse your purchases into sufficient cost centre areas or product groups to facilitate adequate analysis of your profit performances.

Telephone, light & power, rent, advertising and wages are examples of expenses. It is important to not only dissect expenses to arrive at a realistic cost structure for the business. It makes it easier to plan and/or your future costs & income to test your preparedness. It is wise to review actual expenses at least monthly against budgets and explain away all variations greater than 5%. The difference will either point to poor budgeting, lack of accurate figures to base your budget calculations, increases that may reflect on pricing, or unexpected expenditure which needs to be controlled.

When you purchase the item or incur an expense you are presented with a suppliers invoice. Always process the invoice through the suppliers invoice system to take up costs as they are incurred, not when paid. By entering all Supplier (supplier) invoices at the time of receipt (also delivery dockets), you have a means of producing daily/weekly profit positions which otherwise is impossible. The expense/purchase then is allocated at Supplier invoice time to the appropriate ledger account and the liability to the Supplier is recorded. When payment is made to the Supplier by drawing a cheque via payments, the offsetting entry must be against the Supplier and not to the expense or purchase account as this would have the effect of doubling up on your costs.

Check all expense and purchase balances against expenditure in prior periods for fluctuations.

Always update your product costs based upon the latest purchase costs. It is advisable to enter the cost replacement value and not the average cost as this often hides the need for price increases where costs have significantly increased but are hidden through overstock of items purchased in the past for a lower cost.

eg: 	You bought a container of stock which included 100 units of a product item @ $40. After 6 months you still have 30@ $40 but you have also purchased 10 units @ $55 (which represents the newer cost). We will set prices for the next 3 months and incur sales of 60 units.

AVERAGE COST METHOD

By using averaging, the stock value will be (30 x 40)+(10 x 55) = 1,750 which has an average unit cost of 43.75. Now we set the selling price for the next 3 months at cost (43.75) * markup of 40%   Therefore sell is 43.75 x 1.4 = 61.25. We sell 60 units @ 61.25 and buy an additional 20 units @ 55 to satisfy the units sold...

Sales = 60 x 61.25	= 3,675
Cost  = 1,750+(20 x 55)	= 2,850
Profit	= 825

REPLACEMENT VALUE METHOD

We accept the new cost will be 55.. x 40% markup = sell price of $77

Sales = 60 x 77	= 4,620
Cost  = 1,750+20x55	= 2,850
Profit	= 1,770
Difference	$ 945

Price your products on actual costs as they exist today. Take up any swings in product pricing (up or down) immediately in the stock valuation which is the prudent course and also ensures sales activity will always be based on accurate replacement pricing.


Key expenses that should be controlled

Payroll	What percentage is the payroll total to total sales revenue.

How does this percentage compare to industry averages.

When was the last review date and are wages paid upto industry values. This may ensure that you keep trained and valuable staff, who are an investment in time and money and also an asset to you in preserving and improving your market position.

Advertising	Is the advertising budget measurable in success terms and relative to benefits achieved.. refer especially to yellow pages advertising and local newspapers. You should endeavour to always obtain 200% or more value from advertising in net profit terms not in sales turnover, otherwise the money is better spent on direct representation, which has a greater impact and more lasting value to the client. New prospects also react better to personal contact and follow up.

Specialty promotions that can be measured for results are a good means of spending the advertising dollar.. plan, act and review an event

Fuel	Is car fuel for representatives being filled every Friday afternoon and Monday morning. Do you also purchase 	at 1 location or obtain the best market rate. Have you considered the prospect 	of gas conversion for sales reps where more than 10,000 km are travelled/year

Power	Do you practice power management (in large organisations this can have a dramatic effect on total power consumption and hence cost).

Printing	Is cost monitored and does work conform to company presentation standards.

Consider using the windows environment to print stationery when required rather than having everything pre-printed. For small organisations this is a definite cost saving area, however, for large print runs, pre-printed stationery is still cheaper

Telephone	The main cost problem for most business is with personal calls and lack of respect for cost. Some firms have found STD bars on some phones have dramatically reduced costs

Computers	Computers are a wonderful tool but must be controlled as to the software that gets loaded onto a network (virus destruction of data can be a real problem), the cost of non-business software and system upgrades being necessary to the job specifications of the person requesting the change

Purchasing	Is this controlled and are costs verified before commitments (orders) made. Are all the costs correctly taken up in product costing or also job costing? A purchase order should be raised for every product/service requirement and that all purchase orders are authorised by key personnel only. This controls what gets ordered, the cost involved and improves awareness of problem areas, cashflow considerations etc

Income	Income is the revenue earned by the business by sales, commissions or interest received on monies invested. This may be further categorised as sales (product/service sales) and other income (interest/rent received). Sundry areas such as freight receipts should be allocated to a separate ledger account and costs associated with it sent to the same account. Generally areas such as this and sales tax charged and reimbursed to the tax office should be clearly separated from actual sales performances. You are liable to record an income item at the date of sale and where payment is expected.

Normally income relates to invoiced sales of goods and services for cash or credit. When credit is involved a business utilises a customers system to control the registering of debt and the customers payment of it.

You sell an item, through a Customer’s invoice that creates the debt on behalf of the Customer and also records the sale. When the Customer pays this invoice at a later time the transaction going through banking and is allocated against the trade Customer control account and not to sales (this has already been allocated at invoicing time). The net difference between invoices and banking totals represent the net Customer’s position (owing by your customers).

Always run customers trial balance and check the balance against that held in the trade customers control account, when an accounting trial balance is run. It is very important to always have these balances agree as it may point to an invoicing problem.


General Accounting

Accounting is the systematic recording of business income, costs, assets and liabilities via the double-entry system.

That is for every DEBIT (DR) there must be a corresponding CREDIT (CR). Items are entered by being paid, banked, or recorded through the use of schedules and journals.

The easiest method of understanding the often complicated accounting rules is to relate all transactions back to the bank as if they were cash transactions.

Assets	increase on the DR side	decrease on CR side
Expenses	increase on the DR side	decrease on CR side
Liabilities	increase on the CR side	decrease on DR side
Income	increase on the CR side	decrease on DR side

Assets are those things owned by a business and normally relate to furniture, fittings, plant & equipment, trade customers, stock on hand and cash at bank.

Liabilities are the amounts owing by a business to either a Supplier, bank or in fact the owners of the business, accepting that a business should be viewed as an entity.

Expenses are the costs of running a business. These may be separated into 2 categories: purchases that relate to goods and services purchased for resale, and expenses that are the cost of operating or running a business. Therefore if a cost was incurred for a stock item that was resold for a profit, then this item is a purchase; the delivery expense to deliver the stock item would also be considered a purchase cost whilst the delivery expense to deliver this product to your customers is an expense. Light & power, rent, advertising and wages are examples of expenses.

Income is the revenue earned by the business by sales, commissions or interest received on monies invested. Normally this relates to invoiced sales of goods and services for cash or credit. When credit is involved a business utilises a customers system to control the registering of debt and the customers payment of it.

A good accounting system recognises that all items have a debit and credit side or an income and expenses or asset and liability equation. If we make a sale, we must have incurred a cost; if we have an asset, then a liability must have been incurred to fund the asset purchase etc. The interaction of profit as the means of purchasing assets etc creates the difficulty in understanding for many, but endeavour to keep the accounting transactions simple and related to cash equivalent transactions to answer 99% of all posting problems.

Let us look at a series of accounting transactions where the bank is the central account.

NB: your account at the bank is a Customer to the bank and therefore the debits/credits are reversed for your understanding. Therefore when you speak of having a credit balance at the bank, you are in debit, or have cash to spend in your accounts.

Where the bank increases on the DR side......

(A)

receipts are therefore	DR  Bank	CR  Income
payments are therefore	DR  Expenses/Pur	CR  Bank

Where we are using customers or suppliers as intermediary steps to the standard Bankings and payments via the cheque account, we must substitute some steps to record the debt and payment of the debt in both customers and suppliers sections.

Where we record invoices on credit to our clients..

(B)

invoices are therefore	DR  Customers	CR  Income
receipts are therefore	DR  Bank	CR  Customers

By eliminating the intermediary step of customers once all invoices are paid then we are left with the initial transaction as recorded as  (A) above... 	DR Bank  CR Income

Similarly where we use suppliers to record purchases or expenses

(C)

costs are therefore	DR  Expenses/Pur	CR  Suppliers
payments are therefore	DR  Suppliers	CR  Bank

Again by eliminating the intermediary step of suppliers in recording Supplier's invoices and subsequent payment of accounts we are left with the original cash transaction as per (A) above... DR Expenses/Purchases  CR Bank

Refer below for the classic "T-bar" representation of the above details by using amounts in the various areas to explain the transaction process:

By "converting" all transactions to "cash" transactions (as if cash is involved) you should be able to understand all accounting transactions, and also be able to decide when an adjusting journal is necessary.

When an account balance will not be adjusted by the normal business transactions of Bankings, payments etc then a journal or adjusting entry is required to transfer balances to the correct account. For example, if you are wondering whether a Customer overpayment of $10 should be adjusted by journal, ask the question: are we going to raise a credit note? If the answer is no then a journal adjustment is necessary to balance the total customers value against expected receipts.


The Main Concerns In Accounting & Business Management

•	what products are sold and how many units by product per month

•	what needs to be ordered or produced to satisfy demand/stock levels

•	what is the actual cost of manufactured and jobbing products

•	what is the work in progress (WIP) value and product status of the WIP products as to completion and opportunity to invoice

•	what selling price should be placed on products for resale and when was the last review of the product file

•	what movements are in the marketplace as to selling prices for competitive products, and what should be done about them

•	who are the best customers and who provides the problems/benefits

•	where should the product emphasis be placed to maximise sales

•	what sales areas should be investigated and promoted to improve turnover

•	what sales promotions need to be planned for the next 1-3 months

•	what is the current customers aged trial balance position

•	which customers are over 60 days and need attention

•	who has not bought to their normal sales pattern and why

•	what is the current suppliers aged trial balance position

•	are all payments upto date, especially for key suppliers

•	are Supplier accounts reconciled to Supplier statements

•	has group tax, payroll tax, sales tax been remitted and balanced

•	how do Bankings and payments compare for the current period

•	what is the bank balance and has it been reconciled

•	what cashflow considerations need to be attended too.. LC/Bills/OD

•	what expenses will arise in the next period beyond normal budget items

•	which expenses are in line with budgets and which expenses are a problem

•	what is the current stock value in total

•	what stock items are in short supply or need to be manufactured

•	what is the current out of stock (OOS) position and what is being done

•	what stock items are redundant or overstocked

•	what is the net profit position for the last month and the plan for next month

•	in a production environment, is everything upto date and what is the lead time

•	is all data processing up to date

•	what is the current quote position and should there be any follow up to clinch any impending sales.. what quote acceptance is being achieved

•	how do the sales/costs/units/profits per day stack up against past periods

•	what issues need to be addressed to maximise internal/external performances


What Checks Should A Business Be Doing?

Some of the following checks relate to medium to large businesses, however, it is still very worthwhile any size business reading, and implementing some of these checks.


Products Area

•	Check the products on file and do they cover all the products available for sale

•	Check the last purchase price and compare to the cost price held on file. Discuss with management the likelihood of selling price adjustments to cater for long term adjustments in the cost price or to correct any obvious discrepancies

•	Check the actual costs in expense categories for the last month and the last quarter and ensure the correct budget allocations are in place and that the overhead allocation on product costing represents these costs, also check quotes and the profits attainable


Data Processing

•	Review the data processing for any backlogs in data entry and whether this has an impact on Customer control and knowing the Supplier payment status

•	Check purchase orders and ensure orders are being placed for required items, by reviewing the unit stock position and justifying the units ordered

•	Provide production statistics or review with the production department to ensure correct takeup of finished goods, raw material adjustments and labour costs to be allocated to work in progress, job costing and current period profitability


Reconcile The Bank And Check Cashflow

•	Reconcile the bank and follow up on any cheques older than 30 days that have not been presented on the bank

•	If you are holding cheques for suppliers, check what items can go and what is the current holding balance in relation to current bank balance and likely receipts

•	Check Customer receipts and follow up any late payers


Manufacturing

•	Check production records and ensure all job cards have been entered

•	Review the direct labour percentage for the current period as compared to prior periods

•	Complete a raw material usage calculation to ensure takeup of all costs

•	when a stocktake has not been completed

Opening stock units @ prior cost

+ Purchase units @ actual purchase costs

-  Production units

= Theoretical closing stock units @ product cost

Then work back the totals to a usage cost:      O/S + Purchases - C/S


Complete Monthly Accounts

•	Post all information after checking accuracy of posting data to the GLA

•	Run product sales profit reports to check for potential profit leakage on normal levels achieved (complete before full month-end is underway to obtain a feel for how the profit will turn out)

•	Run the customers trial balance and compare prior months totals for any significant change in not only the total values but also in the main client purchases

•	Check the unpaid invoices listing and the total invoices listing

•	Run the Customer statements once you are satisfied that all invoices have been entered and that all banking receipts have been entered and allocated against Customer invoices for a true net position

•	Run the total banking and payments reports and keep on file

•	Calculate the closing stock value for the period

•	Double check the items shown on suppliers invoices. (Dates close to month end have in fact been received within the month

•	Complete raw material usage calculations if manufacturing is completed and make

•	appropriate journal entries for any usage transfers between ledger accounts and

•	appropriate journal entries for closing stock

•	DR/CR Finished Goods

•	DR/CR Stock variation

•	Check for petty cash takeup of expenses, and also any other items that may effect profitability. In a business that imports goods, check delivery/LC status/goods in transit

•	Run the general ledger trial balance and compare values to past periods

•	Review transaction data of the GLA for duplicate postings, correct allocations

•	Calculate accruals and prepayments and post adjustments

•	Check the revised trial balance and prepare P&L and Balance Sheet

•	Ensure all the above items including bank reconciliation, manufacturing etc is completed


Discuss The Results With Management

•	provide copies of the monthly accounts

•	provide an analysis of the profit attained and explanation of variations

•	include discussion points that you feel need to be discussed such as downturns in profit, the stock level needed to be used to attain profit results, key expense percentages and where trends are surfacing, gross profit results per product group and likely shifts in sales volumes by product group

•	provide information on budget changes required

•	TBS can design multiple level reports to consolidate data in any format you may require. The report writer in the TBS software is very sophisticated and will allow detailed analysis of data to avoid manual use of Excel/Lotus etc and re-entry of key data. Contact TBS for more detail.


Finding The Net Profit Position

•	Ensure all invoices have been entered to reflect the correct customer position before running customer statements and the Customer trial balance

•	Ensure all Supplier invoices have been entered including the takeup of delivery dockets if Supplier invoices have not yet been received. By creating purchase orders and controlling receipt of same, costs/goods in may be better accounted

•	After balancing suppliers against Supplier statements where provided, run Supplier remittances, the Supplier trial balance and auto payments entry. if you create auto cheques or manual cheques, do so before closeoff (roll-over) to ensure the correct accounting treatment of all costs

•	Hold the Supplier/supplier cheques till they are to be released

•	Do a bank reconciliation to ensure all items balance and the data on file has been correctly taken up at least for banking/payments

•	Post the accounting data via the closeoff procedure. Accounts/Reports/CloseOff: Transfer all Data to General Ledger Analysis

•	Run the general ledger trial balance to check balances and then compare the total customers and suppliers control accounts against the appropriate trial balances.

•	Post any distribution of overheads entries direct to the GLA

•	Make any adjusting journal entries and repost as required directly from the journal (To GLA)

•	When all balances have been checked run the auto P&L and Balance Sheet. This is the schedule 5 format that also allows notional adjustment of closing stock. Accounts/Reports/CloseOff: Schedule 5 Financials(B/S;P/L)

It is then advised to analyse these figures in conjunction with your trading figures to provide an accurate view of your business and the possible steps needed to maximise profitability.

Accountants and/or business consultants may be needed to fill any knowledge gap you may have in this area.


End Of Period Procedures

After checking that all items have been posted for a period (usually a month) and that all listings balance for customers, suppliers and stock. It will then be necessary to transfer the period data for any date range you specify, and for any business using the system to the GLA (General Ledger Analysis).

You may enter information month by month or simply delete the data in the GLA every time you do your accounting or management reports, and repost the data accordingly for the date period required. The process is very fast allowing for 170,000 + records per 6 minutes.

NB: The Closeoff procedure DOES NOT delete original data in the main accounting forms, it simply copies data from these areas and resets posting control references (flags).

If you wish to post your period data then choose the Closeoff menu item and read the instructions. You are advised that the program should be locked (therefore everyone should be off a network) and also what steps should you have taken (refer list below) with regards to bank reconciliation, trial balances, backup etc. Choose the system number (default 1) and the date range for posting (usually 01/07/?? to the current month end date).

The program will then post relevant data to the GLA

Thereafter you are free to run the P&L and Balance Sheet statements and associated trial balance/analysis reports.

Run all the appropriate reports required for management control and then ensure that you complete a monthly backup of the total program and store off-site or in a fire safe area at your premises for future reference. It is recommended to keep backup copies of every month-end period for as long as you are in business. For the cost of a few floppy disks it is a tremendous safety factor. Also if you are faced with a taxation audit, legal recovery against a Customer etc and need to refer to old data, you are always able to recreate the exact state of affairs for any period. The obvious benefit is in the event of a hard disk crash or fire or sabotage.. you simply restore the data and continue with trading or processing insurance claims etc.

Checkpoints before Period End (month end)

•	Complete annual bank reconciliations at least monthly.

•	Reconcile Customer and Supplier accounts and balance the trial balance totals back against the ledger balances.

•	Check the closing stock balance provided by the system or your own stock count against the ledger balance.

•	Check the ledger coding throughout all your data forms: banking, payments, journals, invoices and Supplier invoices for accuracy. Run the ledger-acc reports against each menu option to screen or printout and double-check allocations.

•	Check major expense areas or standard cost areas such as telephone, rent, light & power, depreciation etc for actual charge and the relevance of that charge to the required levels. Otherwise accrue (allow) for charge by way of an accrual journal which may be updated to the GLA and would charge (DR) expenses and credit (CR) the suppliers account 210 or the accrued general liabilities account 222. In the next month simply process a reversal journal by going to the accrual journal and clicking the Reversal Jnl button which reverses the entries automatically and sets to current date.

•	Journal and the appropriate reversal for the next period must also cater for prepayment of expenses ie: yellow pages advertising, rates etc.

•	Check period ledger balances against prior periods for consistency. Adjust as necessary.

•	Check stock balances

As a total compared to prior months and then compare to sales volumes for prior months

As groups in what material usage figures are presented in relation to prior periods. do this by having a worksheet that has opening stock + purchases - closing stock and then a materials usage figure is the result which should be taken as a percentage of sales volume, but better yet as an average against sales/production units

Check cost price of stock items and do a random costing of at least 5% of stock items to ensure correct value takeup of stock

•	Check deliveries from suppliers in the last 1-3 days of the month and ensure delivery was effected in your working month and not simply predated to get early payment.


End Of Period Reports


Transfer All Data To General Ledger Analysis

End of period is also known as period rollover or close off. The only principal to be recognised is that TBS allows you to modify all record entry forms (with appropriate security level). Therefore there is no need for multiple journals, credit notes and re-invoicing, like with other systems. The user is able to go back and modify the source data before posting to the general ledger analysis. You may care to post each month or the entire period.

You are able therefore to post data to the general ledger analysis (GLA) and may delete it when required since the GLA is a separate entity.


Schedule 5 Financials (B/S;P/L)

Report lists both a profit & loss statement and a balance sheet statement and should be run after closeoff has been completed. These formats list in order prescribed by ledger accounts setup and should be used as a basis for your own PL/BS formats.


Balance Sheet P/L (Ledger Format)

Report lists balance sheet items in ledger account PL/BS sort order in the following format:

•	BS grouping such as equity, current assets, current liabilities, fixed assets etc

•	Ledger account description of items with a balance

•	Balance per account and also per group

•	A net total which should be compared to the profit & loss report


Validation Procedure:

We suggest running the P&L and the B/S to check balances and ensure the net differences agree.. Then run ledger trial balances (suggest trial balance in balance sheet/P&L order), review costs and make appropriate accrual and prepayment entries. Analyse closing stock balance entries, suppliers and customers control accounts balance to the subsidiary ledger (a listing of outstanding invoices for both suppliers and customers), journalise and then re-run the closeoff posting process. This is the easiest method to obtain ‘clean’ figures without the normal problems of notional adjustments.


Specifications

TBS Software programs are based upon proven advance technology. Using the latest Relational Database management Technology (RDBMS) TBS avoids the problems inherent in many of our competitor’s language based programs. TBS Software is a true Windows product programmed in the international platform of Microsoft ACCESS.

TBS Software will run efficiently over WIN 95, NT, WFW (Windows for Workgroups) 3.11 as a stand alone or unlimited user network. The software will run smoothly over a combination of the above environments.

The minimum system requirements are; a PC compatible computer, 486 DX or better, minimum 16mb RAM (recommend 32mb) and CD ROM. (Disks are available by returning the coupon enclosed in the box). A dedicated server should be used once the amount of users exceeds 3-4 or where high volume retailers require super speed. Occasionally the quality of existing hardware may interfere with the operation of the software. Some areas that may cause problems are old video cards, hard drives and motherboards.

By being programmed in Microsoft ACCESS, TBS SOFTWARE products can be modified subject to code clearance. If you wish to modify your software please contact TBS.

For those clients with Microsoft Access we include the technical specifications, which clearly demonstrate the tremendous power of the RDBMS (relational database management system) and its power for networking and integration with any and all business requirements.


For Databases


For Tables


For Queries


For Forms and Reports


For Macro’s

For those users who have Microsoft Access V2.0 and the appropriate TBS clearance, the following explains the main work areas and the naming convention used to identify the areas. Those with Access V95 we recommend upgrading to Access V97. Those with Access V97 should contact TBS for upload information. For instance customer details are held in the table called TAC BANK CODES with the appropriate support tables listed with a similar naming prefix.

Table field deletions are not authorised as this may have adverse affects to other tables and form structures in the program.

Any additions to table structure should be checked for conformity to standards used:

Numbers	Double	Standard	2 decimals

Text	Allow zero string unless a required field

Date	Medium

Changes to reports should be checked before saving over TBS definition and be aware that modifications to our report/query/table definitions are completed at the licencee's discretion and are not covered by our maintenance agreements for obvious reasons. Our simple advise is to take care and plan any changes, see how they work before saving (overwriting) data held in the TBS program. If there is any doubt then save the report definition under a new name and work from your new report.

Work Area	Table Names
Customers Details	TAC BANK CODES
	TAC BANKCODEsub	TAC
BANKCODESDISCsub	TAC BANKCCTYPES	TAC BANKCODE INDUSTRY
Customers Invoices	G INVOICES and G INVOICEsub	(Line items)
Supplier Details	TAC PAYMENT CODES
Supplier Invoices	WT CRED INV SUMMARY and WT CREDINVsub	(Line items)
Product Groups	SM PRODUCT GROUPS
Products	SM PRODUCT DESC	SM PRODUCTS
	SM PRODUCTSsub	SM PRODUCTSTypes
Banking	TAC BANKING and TACBANKsub
Payments	TAC PAYMENTS
General Journals	TAC GENERAL JOURNAL	TAC GENERAL JOURsub
Ledger Accounts	TAC LEDGER ACCOUNTS	TAC LEDGER ACCTYPE
GLA	TAC GENLGR ANALYSIS	TAC GENLGRANALYSISPeriods
Archive	Anything beginning with Archive
Contact Management	Anything beginning with Contact
Jobbing	CL JOB COSTING and anything beginning with Job
Manufacturing	Anything beginning with Manuf + M STANDARDS DATA
Payroll	Anything beginning with Payroll
Purchase Order	CL PURCHASE ORDER and CL PURCHASE ORDsub
Quotes	SM QUOTE and SM QUOTEsub
SalesPerson	CL SLSP
Stock Adjustment	G STOCK ADJUSTMENT
System Registration	TAC SYSTEM and TAC SYSTEMStock