Contents

Microsoft Office Compatible

Capital Gold and the Office Compatible Features

Using Capital Gold with Microsoft Office

Exporting to Microsoft Excel

Exporting to Microsoft Word

Capital Gold Documentation

General Document Conventions

On Line Documentation

Pegasus Capital Gold Support Services

Support

Training

Stationery

Overview

Sales

Purchase

Nominal and Cashbook

Invoicing and Sales Order Processing

Stock Control and Purchase Order Processing

Management Information and Reports

VAT Routines

Getting Started

Installation of the Capital Gold Software

Start and Exit Capital Gold

User Login

Company Selection

Activating Pegasus Capital Gold

User Maintenance

Using Capital Gold in Windows

Windows and Dialog Boxes

Window item descriptions

Menu Selection

Form Application Icon

Form Application Icon menu descriptions

The Window Menu

Screen Processing

Common Function Buttons

Searching for records

Using the Standard Capital Gold Toolbar

Toolbar Options and Customizing

Navigator

Spike

Creating Your First Company

Your Getting Started Check List

Creating a New Company

Entering Opening Balances

Your Opening Balances Checklist

Entering Opening Balances

Posting Outstanding Sales/Purchase Transactions for Opening Balances

Entering Opening Balances and VAT Considerations

VAT Cash Accounting System Users

Entering  the Opening Trial Balance

Company Parameters

Company Password/Opening Balance Mode

Company Details

Financial Year Details

Control Accounts

VAT Options

VAT Settings

ESL Settings

Miscellaneous

Next Document Numbers

VAT Rates

Maintaining Details of Records

Creating and Updating Customer/Supplier Details

General Details

Financial Details

Comments

Amending Customer/Supplier Records

Setting Up Your  Nominal Account Structure

Setting Up Nominal Groups

Adding Nominal Account Details

Account Details

Budget Breakdown

Prior Year's Actuals

Setting Up Analysis Groups

Analysis Groups

Creating and Updating Product Details

General

Product Details

Changing Prices by Supplier

Changing Prices by Product

Deleting Records

Posting Customer and Supplier Transactions

Posting Customer/Supplier Invoices and Credits

Invoice or Credit Details

Analysis Details

Posting Customer Receipts, Allocations and Disputes

Receipt Details

Allocations and Disputes

Posting Supplier Payments, Allocations and Disputes

Payment Details

Allocations and Disputes

Posting Sales/Purchase Adjustments and Refunds

Customer/Supplier Adjustments and Refunds

Posting Nominal and Cashbook Transactions

Posting Nominal Journal Entries

Journal Entries

Posting Nominal Reserves and Provisions

Reserves and Provisions

Defining Recurring Journals

Journal Details

Postings

Posting Recurring Journals

Cashbook Postings

Cashbook postings

Invoicing and Sales Order Processing

Raising Invoices and Sales Order Processing

Invoices and Credit Notes

Document Details

Product Details

Proformas and Quotations

Cancelling Proformas or Quotations

Sales Orders

Details Concerning Item Levels

Cancelling Sales Orders

Releasing Sales Orders

Invoicing Sales Orders

Stock and Purchase Order Processing

Purchase Orders

Order Details

Item Details

Cancelling a Purchase Order

Receiving Purchase Orders

Stock Movements

Stock Movements

Automatic Payment Processing

Record Enquiries and Monitoring

Sales/Purchase Account Enquiries

Product Enquiries

Nominal Account Enquiries

Making Enquiries about the Company's Financial Status

Bank Account Enquiries and Reconciliation Procedure

Reports and Listings

About Report Functions

Adding/Removing Reports

Report Output and Selection Options

Print Setup

Sales Reports

Purchase Reports

Nominal Reports

Cashbook Reports

Invoicing /S.O.P. Reports

Stock/P.O.P. Reports

General Reports

Graphs

Customer Reminder Letters

Completing VAT Returns

VAT Auditing

VAT Cash Accounting

Receipts/Payments

VAT Adjustment Transactions

VAT Cash Reports

EC VAT

Financial Statements

Report Instructions (Properties)

How the Subtotals Work

Period End

Your Period End Checklist

Running the Period End

Year End

Your Year End Checklist

Backup and Restore

Utilities

Deleting Companies

User Status

Import Data

Reorganising Data


Microsoft Office Compatible

Capital Gold is a Microsoft Office Compatible product, which means that its toolbars, menus, and accelerator keys are similar to those used by Microsoft Office. If you are already using Microsoft Office, which includes Microsoft Excel, Word, Microsoft Access and Powerpoint, then many of the tasks you have learned to complete in Office can be completed in a similar manner in Capital Gold. Pegasus and Microsoft hope those similarities will make it easier for you to use our products together and with other Microsoft Office Compatible products.

Look for the Microsoft Office Compatible logo when purchasing software. For more information about the Microsoft Office Compatible program, and for a complete listing of Microsoft Office Compatible products in the United States call Microsoft Customer Service at 1-800-426-9400. Customers outside the United States should contact their local Microsoft office.

Capital Gold and the Office Compatible Features

Using Capital Gold with Microsoft Office


Capital Gold and the Office Compatible Features

Pegasus Capital Gold includes a number of Office Compatible features. Many of the skills you acquire using Microsoft Office products are applicable to Pegasus Gold too.

•	Capital Gold contains a toolbar which is similar to the ones in Microsoft Office. For example, you can print a document just by pressing the ‘Print’ button on the standard toolbar, and you can discover each button’s function just by pointing to it with the mouse. This will activate a ToolTip that displays the name of the button.

•	Standard buttons are used for creating, opening and closing files. You may be familiar with these in your Microsoft Office products. In the case of Capital Gold, these are used to create a new Company, Open an existing company and closing the currently open company.

•	All functions for which there are toolbar buttons can also be accessed from the pull-down menus which can be seen from the menu bar across the top of your Capital Gold screen.

•	Although best used with a mouse, all menu functions can also be selected using the keys on your keyboard. When selecting a menu option from the menu bar, you can press the ALT key in conjunction with letter that is underlined to open the menu. For example, pressing ALT + F will open the File menu. Once the menu is displayed, you can select an option from the menu by pressing the letter that is underlined in the option name you want. For example, with the File menu option, pressing N will select the New Company option.

•	The menu bar contains standard menu options for File, Edit, Windows and Help. These are used in a similar way to the menus of the same names in Microsoft Office products. The File menu contains all the options concerned with file operations, such as opening and closing files, creating new files, printing files, etc. The Exit option on the File menu is used to close down Capital Gold just as the Exit option is used to close Microsoft Office products. The Edit menu contains those functions you use to cut, copy, paste and delete highlighted text in Capital Gold windows. Cut, copy and paste can be used to reposition or duplicate highlighted text elsewhere within Capital Gold as well as between other windows applications that support cut and paste via the Windows clipboard.

•	Windows in Capital Gold cannot be minimized or maximized but you can have several windows open at the same time, just as you can open several files or documents simultaneously in Microsoft Office products. The Windows menu includes options to select an open window as the active one, close all windows simultaneously and change the arrangement of the windows so that they are displayed in a ‘cascade’.

•	The Help menu can be used to access the help system as well as using F1 for context sensitive help.  Use the About Pegasus Capital Gold option to display information about the license details and version of the software in use.

Microsoft Office Compatible

Using Capital Gold with Microsoft Office


Using Capital Gold with Microsoft Office

Pegasus Capital Gold includes a number of features that can be used to make the most of the Microsoft Office compatibility.

Exporting to Microsoft Excel

Exporting to Microsoft Word

Microsoft Office Compatible

Capital Gold and the Office Compatible Features


Exporting to Microsoft Excel

1	Use the Reports wizard to produce the report for the data you want to transfer to Microsoft Excel.

2	Choose the Output Directed to Print Preview option when you have completed the selection criteria.

3	Click on the ‘suitcase’ button which is used to export the selected data to your chosen format.

4	From the Export dialog, choose the Microsoft Excel version for which data is to be exported, by selected from the drop-down list window in the Format box. All Excel output will be given an XLS extension.

5	Choose Disk File from the Destination drop-down list box.

6	Click OK.

7	A default file name is offered for the output which you can either accept or change if required. You can also use the browse window to locate the file in the disk and folder of your choice. Click Save when you have finished specifying the file name and location.

8	You can now retrieve the exported data within Microsoft Excel from the XLS file created.


Exporting to Microsoft Word

1	Use the Reports wizard to produce the report for the data you want to transfer to Microsoft Word.

2	Choose the Output Directed to Print Preview option when you have completed the selection criteria.

3	Click on the ‘suitcase’ button which is used to export the selected data to your chosen format.

4	From the Export dialog, choose the Microsoft Word version for which data is to be exported, by selected from the drop-down list window in the Format box. All Word output will be given a DOC extension.

5	Choose Disk File from the Destination drop-down list box.

6	Click OK.

7	A default file name is offered for the output which you can either accept or change if required. You can also use the browse window to locate the file in the disk and folder of your choice. Click Save when you have finished specifying the file name and location.

8	You can now retrieve the exported data within Microsoft Word from the Word file created.


Capital Gold Documentation

Pegasus Capital Gold is provided with both on-line and printed documentation to help you get the most from your software. For information about the installation of Pegasus Capital Gold, refer to the separate Installation Guide.

General Document Conventions

On Line Documentation


General Document Conventions

Numbered lists indicate a sequence of events or steps you need to take to achieve a particular task. Many of the procedural instructions can be completed using either a mouse or the keyboard. For example, menu and option selections can usually be made by either clicking on the option required, or pressing one or a combination of keys.

Bulleted lists are used to summarise a list of features, options, choices or points of interest. Unlike numbered lists, they do not have any particular sequence or order of importance.

For each entry field in Pegasus Capital Gold, the documentation provides an explanation of what is required and/or displayed. Although information is grouped logically by function, the comprehensive index will help you locate a particular item of interest.

Tips, hints, important notices and warnings are highlighted with a shaded background to draw your attention.

Bold type is used for characters you must enter. For example, if the manual reads, type a:\setup, you enter all the characters in bold in the appropriate place.

Italics is used for emphasis or for variables. For example, in the phrase ‘the program creates a file filename.CSV where filename is the name you specify’ the word ‘filename’ is italicised because it is a variable which may be any word you specify.

All key names are shown in small caps. For example, the control key is shown as CTRL, the escape key as ESC, etc. If more than one key needs to be pressed simultaneously, these are shown with a plus sign between them. For example, with ALT+M you would press the ALT key and hold it down while pressing the M key. Throughout this manual, we refer to the ENTER key. This is the same as the RETURN key which is a term you may be familiar with for this particular key. For the arrow keys, these are referred to collectively as the cursor control keys. Individually, they are referred to as CURSOR LEFT, CURSOR RIGHT, CURSOR UP and CURSOR DOWN.

Mouse operations are based on a two-button Microsoft-compatible mouse. The left mouse button is used to select or highlight an option or item in Pegasus Capital Gold.  It often has the same effect as pressing ENTER or the SPACEBAR depending on the operation being carried out at the time.


On Line Documentation

Pegasus Capital Gold on line documentation is provided at a number of levels.

•	The comprehensive help system is available throughout Pegasus Capital Gold to provide on line documentation about the particular part of the system you are using. The help system comes complete with a contents list and searching facilities to help you find out more about particular points of interest. You can access the help system from either the Help menu or by pressing the function key F1.

•	Tool Tips are pop-up descriptions for the buttons on the toolbar and are displayed when the cursor is pointing at a button.

•	On Line Help can be activated using the On Line Help button.  A help window is displayed in which information is displayed about the field or form you are using. The content of the help window changes as you move the cursor through the fields in the form, providing a context-sensitive guide to help you through entry procedures.

•	Using the Help button on the toolbar, the program provides ‘help bubbles’. These are prompts displayed automatically in yellow boxes when you move the mouse pointer over an input field or active form button. Help bubbles are available on most of the important fields and you can toggle them on and off as required using the Help icon.

•	When the cursor rests in an input field, the program displays a hint prompt in the bottom left-hand corner of the screen on the information/prompt bar. This provides a brief description of the field and the entry requirements.

•	Wizards take you step-by-step through various procedures. They provide information and controlled guidance to help you complete more complex activities. For example, the Period End wizard prompts you to complete the stages necessary to close the accounting period, including printing reports, clearing old data, etc. Wizards make sure you don’t miss out any important steps to completing a particular function.


Pegasus Capital Gold Support Services

Support

Training

Stationery


Support

If you have a query with Pegasus Capital Gold, which you are unable to resolve yourself, we know how important it is for help to be close at hand. With Pegasus Capital Gold you have two options:

•	Pegasus Service Cover provides you with telephone support direct from Pegasus Software.

•	Alternatively, support services are available from nationwide Pegasus Capital Gold System Centres.

Customer Services can be contacted by phone on (01536) 495195 or by fax on (01536) 495191.


Training

Pegasus Capital Gold has been designed with ease of use as a priority. However, to ensure you get the most from your investment, software and bookkeeping training courses are run by Pegasus at regional centres in the UK.

Training is also available from Authorised Pegasus Trainers and Pegasus Capital Gold System Centres.

For further information on the above services, please contact Pegasus Software or a Pegasus Capital Gold System Centre.


Stationery

To help you convey a professional image to your customers and suppliers, exclusively designed stationery is available for use with Pegasus Capital Gold software. The range includes the following:

•	Two-part statement/remittance.

•	One-part statement.

•	One-part remittance advice.

•	Two-part multipurpose form for use as sales orders, purchase orders, proformas, quotations, invoices and credit notes.

•	One-part multipurpose form for use as above.

All of these are produced on high-quality laser-compatible cut-sheet paper, which is also suitable for deskjet and inkjet printers. The two-part forms have a different coloured second copy.

Stationery can be personalised and you are guaranteed an exact fit, excellent quality, outstanding service and fast delivery. Quantities as low as 500 can be ordered. For further information, contact Deluxe (UK) Ltd. Telephone (0800) 833414.


Overview

Pegasus Capital Gold is a simple to use integrated accounting system which includes functions to satisfy small- to medium-sized companies and organisations. Access to information is easy, reports are quick to prepare and there are comprehensive help and search facilities. You can maintain full records for your accounting system through a complete range of functions for effective management. These include Sales, Purchase and Nominal Ledgers together with a full Stock System and both Sales Order Processing and Invoicing. Also provided are a Cashbook facility and Purchase Order Processing.

As transactions are posted into the system, the Nominal Ledger is updated, providing an accurate financial record from which reports are easy to run. VAT Return and EC Sales List reporting is also provided while profit and loss reports and balance sheets are available ‘at the touch of a button’.

Sales

Purchase

Nominal and Cashbook

Invoicing and Sales Order Processing

Stock Control and Purchase Order Processing

Management Information and Reports

VAT Routines


Sales

Pegasus Capital Gold maintains detailed customer records. It holds information about what has been sold, at what price and when; when payment is due and the length of time it has been outstanding, as well as credit details and discounts given. A full history of all customer transactions, outstanding balances, invoices and the status of outstanding debts is available. Country and VAT registration numbers are included to conform to EC VAT requirements. Receipts are recorded on a bank style paying-in slip. You can look back and see which receipts were banked together and make up the figure which appears on your bank statements. Advance and part receipts are allowed and discount and amount due is automatically calculated to save processing time.

Statements and up to three levels of standard debtors letters can be issued to speed up the payment of outstanding invoices. Detailed aged debtor reports indicate outstanding debts and status. There is also a facility which prints a scanned signature on the letters; again, to save time.

Pegasus Capital Gold automatically ‘forward posts’ entries if they are dated after the end of the current accounting period.


Purchase

The Purchase section records supplier details. It maintains information about items bought, dates and prices, when payments are due and discounts you may be entitled to. A full history of all supplier transactions, outstanding payments and invoices is available. Country and VAT registration numbers are included to conform to EC VAT requirements.

Payment reports provide details of creditors requiring payment, together with due dates, allowing you to control your cashflow by deciding who to pay and when. The system also allows for partial payments and payments in advance.

Invoices due for payment by a specified date can be identified. If payment is authorised, entries are automatically created and a remittance advice printed, if requested, saving you time. Settlement discount to which you are entitled is automatically calculated and reflected in the amount due for payment.


Nominal and Cashbook

The Nominal collates the entries in other ledgers to produce a balance sheet and profit and loss account. Pegasus Capital Gold automatically updates the Nominal each time an entry is made so it always holds the latest information.  The Cashbook is integrated with the Nominal. When setting up the program, an appropriate set of accounts can be created for your type of business, if required. Appropriate nominal codes are also created which can be modified later if desired. Alternatively, you may create your own set of accounts from scratch.

Graphs and reports can be produced which compare budgets and prior year figures with actuals and Pegasus Capital Gold provides the flexibility that allows you to design your own balance sheet and profit and loss reports.

Recurring entries can automatically be created for those journals which are required on a regular basis, for standing orders, direct debits, etc.

When receipts are entered, they are consolidated onto bank-style paying in slips helping to make reconciliation with bank statements easier.


Invoicing and Sales Order Processing

These functions control sales orders through to the point where they are invoiced and assist with credit control. Prices, discounts and VAT are calculated automatically and the relevant ledgers updated. For products recorded as ‘full stock items’, stock details are updated on screen when you raise invoices, credit notes and sales orders, showing the effect the transaction will have on stock levels. For sales orders and invoices, the program also indicates if there is insufficient stock to meet that order.

Proforma invoices and quotations can be entered and printed. Later, they can be converted into sales orders or invoices. All documents can be printed using special stationery. The printing of documents can be batched and carried out at the end of each day, if preferred. Existing documents can be reprinted. You can view which customer orders are complete, those outstanding and those on back order.


Stock Control and Purchase Order Processing

These features enable you to keep up-to-date product information and therefore maintain the correct levels of stock. You have the flexibility to record products as ‘product only’, ‘full stock item’ or ‘description only’. ‘Product only’ items record details such as selling prices and available discounts. ‘Full stock item’ products include information such as re-order levels, re-order quantities, minimum stock levels, quantities in stock, on order, allocated and sold, supplier details and cost price. ‘Description only’ items can be used for frequently used description lines that can be recorded to avoid retyping.

Cost and selling prices can be updated globally by supplier and by product range. For example, a global 10% increase or decrease.

Each transaction for a specific product is recorded. For ‘full stock item’ products, stock details are updated on screen when you receive stock and raise purchase orders, showing the effect the transaction has on stock levels.

The printing of purchase orders can be batched and carried out at the end of each day using special stationery. You can see when orders are awaited from suppliers, which are overdue and which have been partially delivered.


Management Information and Reports

Pegasus Capital Gold provides you with reports and management information vital to  the successful running of a business. Most of the reports produced by Pegasus Capital Gold can be output directly to the print preview facility, the printer, or a number of file formats supported by Crystal Reports which includes MS Word, Excel, ASCII, CSV, etc. Over 50 reports are available to provide you with information on all areas of your business.

Individual products or groups of products can be allocated a sales or purchase analysis code. These allow more detailed analysis to be carried out and therefore assist management decision making. Analysis codes in turn are allocated to a specific nominal code.

Enquiries can be performed on the status of sales, purchase and nominal accounts and product items. The detail lying behind summary information can be viewed using the ‘drill down’ facility; you can see exactly what an outstanding invoice on a customer’s record was for. The ‘drill down’ facility is widely available in Pegasus Capital Gold including VAT Return report, graphs and status screens.

Cashflow forecasts, aged debt, customer, supplier and product turnover can be illustrated by one of the built-in graphs. The ‘drill down’ facility, where appropriate, allows you to see the figures and detail which lie behind each bar of the graph. Graphs can also be exported and incorporated into word processing documents.

The ‘spike’ provides an intermediate repository for multiple pieces of information that is to be transferred (e.g. cut and paste or drag and drop) to another application.

A status screen provides a summary of the position of your business, including due events, such as a reminder that a VAT Return is due, and financial information such as the amount of cash in the bank, accrued VAT liability and customer receipts.


VAT Routines

VAT values are calculated whether you use accrued VAT or VAT cash accounting. The report looks like the HM Customs and Excise VAT 100 form, reducing the risk of mistakes when completing the document you submit.

The ‘drill down’ facility, widely available throughout Pegasus Capital Gold, shows you the detail lying behind the figures in the VAT Return report. Pegasus Capital Gold will optionally produce your EC Sales List report if you deal with the European market.

Note that you must switch this option on via the System Parameters before starting to post transactions if an EC Sales List is required.


Getting Started

Before you can begin to use your Pegasus Capital Gold system, various tasks need to be carried out to ensure that the system is installed correctly and that you get the best service from the software. You will need to:

•	Install the software.

•	Be familiar with the Windows 95 environment.

•	Set up various system parameters.

•	Identify the basic functions of Capital Gold.

Installation of the Capital Gold Software

Start and Exit Capital Gold

User Login

Company Selection

Activating Pegasus Capital Gold

User Maintenance

Using Capital Gold in Windows

Searching for records

Using the Standard Capital Gold Toolbar

Toolbar Options and Customizing

Navigator

Spike

Creating Your First Company

Entering Opening Balances


Installation of the Capital Gold Software

Pegasus Capital Gold is installed using either the Windows 95 Run option select from the Start menu, or using the Add/Remove Programs function available from the Control Panel (recommended). The installation is a simple automated wizard.

Full details about the installation procedures for Capital Gold can be found in the separate Installation Guide that accompanies the software package.


Start and Exit Capital Gold

Once Pegasus Capital Gold has been installed, the Pegasus Capital Gold folder will appear on your Windows 95 desktop. There will also be a menu option for Pegasus Capital Gold in the Programs section of the Start menu.

To start Capital Gold

Either:

1	Double-click to open the Pegasus Capital Gold Folder, then double-click the Capital Gold icon.

or:

1	Click the Start button, click Programs, click Pegasus Capital Gold, and then click Capital Gold.

To exit Capital Gold

1	Click Exit (File Menu).


User Login

Each time Pegasus Capital Gold is started, the operator must log in with a user name and a password which may be blank if required. The first time Pegasus Capital gold is run, a user name of ADMINISTRATOR will already have been set up and a password can be entered by typing the word PASSWORD.

The purpose of logging in is to provide security over who can get access to the system. One or more individuals could be given the administrator’s password in order to set up other users. However, only one system administrator can be logged in at any one time. Note that the OK button will be disabled until a valid password has been entered.

It is recommended that if you want a secure system right away, the system administrator should change the default password from PASSWORD to something else immediately after installation. You should note that some system functions are only available to the user logged in as administrator so access to this password should be strictly controlled.

Capital Gold requires a user to log in when it is loaded. Once loaded, it is also possible to log in via the File menu, provided there is no company already open.

To log in through the File menu

1	Ensure no companies are open.

2	Click File, then User Login.

3	Highlight the user name and enter the password, if required.

4	Click OK to accept.


Company Selection

Pegasus Capital Gold enables you to maintain data for several companies independently. Each set of company records can contain a unique set up with customers, suppliers, products and nominal ledger accounts that may be different in each case. There is no direct relationship between such sets of company data, so a customer account  in one set will be maintained quite independently from another.

The first time you use Pegasus Capital Gold, the company selection screen will be displayed after logging in, which includes the demonstration data company. This contains data files that you can use to become familiar with the features of Pegasus Capital Gold without having to use your own live data.

When you are ready to begin using Pegasus Capital Gold for your own company’s data, you will need to first create the company details which will subsequently appear in the Open Company window for you to select. You can attach a password to a company so that you can control who has access to each company. The demonstration data company does not have a password set up, so there is no need to enter one and the password box is greyed out.

You can change the program date in the box provided. The date is presented as a default when entering transactions, so if you have many transactions to enter for a date other than the one displayed here, it may be helpful to change it before you begin. You can then return to the login screen and change it back when you are ready.

Important

The use of Capital Gold will remain restricted to the use of the demonstration company until you enter an Activation Key on the Licence Details window.


Activating Pegasus Capital Gold

Although you entered your registration details including the licence number during the installation procedure, Pegasus Capital Gold requires one more identification code in the form of an Activation Key. This is necessary to ensure that you are an authorised user. Without this key the software will remain restricted to the use of the demonstration data only and you will not be able to output reports to a printer, export reports or perform period end functions.

To activate the software

1	Ensure that you have your licence number and company details ready and call Pegasus on the following number to obtain the Activation Key: 01536 495193.

2	Start Pegasus Capital Gold as described previously. Make sure there are no other users on the system. Click File, then Licence Details.

3	Enter the Activation Key in the box provided and click OK.

4	Exit from Capital Gold and restart. The software will then provide full capability.


User Maintenance

Once you have activated your Capital Gold system, we recommend you change the password used by the system administrator from the default one supplied, and set up any other user names and passwords required.

Once you have set up user records (i.e. one or more users other than the system administrator), you can assign access privileges. For a given user, these privileges control which functions of Capital Gold can be used.

To change a user password

You should use this function immediately after installation to change the password associated with the system administrator, otherwise any user will be able to log in as administrator.

1	Click File, then User Maintenance.

2	Select the user from the User Name drop down list box.

3	Enter the old password. The correct input of this will allow a new password to be entered.

4	Enter the new password, then confirm it by entering it again in the New Password Validated box. This is to make sure you entered the new password  correctly first time. Note: the system administrator’s password cannot be blank.

5	Click Apply to activate the use of the new password. This will be required next time the selected user logs into Capital Gold.

To add a new user

1	Click File, then User Maintenance.

2	Click the New User tab.

3	Enter the name of the user that will appear in the login window when starting Capital Gold.

4	Enter a password for the user (if required).

5	Confirm the password you have entered for the user.

6	Click Apply to activate the user record.

To set user privileges

1	Click File, then User Maintenance.

2	Click the Privileges tab.

3	Select the user for which privileges are to be set from the drop down list box.

4	By default, all functions are available to the user, as indicated by a tick in the check boxes for all functions. To deselect a function, click on the check box to remove the tick. Any function not selected (i.e. with no tick showing) will not be available to the selected user.

5	Click Apply to accept the privilege settings.

To remove a user record

Use this function if a user record is no longer required.

1	Click File, then User Maintenance.

2	Click the Remove User tab. A list of existing user record is shown, each with a check box alongside.

3	Click on the check box to put a tick against any user(s) to be removed.

4	Click Apply or OK to remove the selected user record.

Note: make sure that no-one is logged in as the user you wish to remove.


Using Capital Gold in Windows

Capital Gold is designed to operate within the Microsoft Windows 95 environment. Windows is a graphical user interface that makes the operation of applications running within it efficient and more intuitive. If you have experience of running applications in this environment, much of this section will be familiar to you. If, by using Capital Gold, you are using Microsoft Windows 95 for the first time, this section will help you to understand some of the basic operations and facilities that are common to most programs and functions. In short, it will help you acquire the basic skills necessary to run Capital Gold effectively.

Further information on the functionality of the Windows 95 environment can be found in the Microsoft Windows 95 user guide.

As the name suggests, programs that run in Microsoft Windows 95 are displayed in application windows. These are ‘frames’ displayed on the computer screen in which information is displayed and/or entered. You can have more than one window showing at one time and, while using Capital Gold, many program functions you choose to work with can be displayed as separate windows. There are common characteristics for all windows that are described here, and you will soon become familiar with the use of the various window’s features. These include facilities to select, open and close windows, move them, etc.

Windows and Dialog Boxes

Window item descriptions

Menu Selection

Form Application Icon

Form Application Icon menu descriptions

The Window Menu

Screen Processing

Common Function Buttons


Windows and Dialog Boxes

Almost all of the processing you will do using Capital Gold will involve interaction with windows and dialog boxes. The windows allow you to view and enter information relating to the database, and dialog boxes or buttons offer options, pull-down menus or display messages that require simple responses, such as choosing whether to continue or cancel a process.


Window item descriptions

Form Application Icon

Enables you to move, minimise and close windows. It also allows you to switch to other applications. This item is shown in the upper left corner of each window.

Title Bar

Shows the name of the application or program function. If there are several windows open at once, the title bar for the active window (i.e. the one on which you are working) is shown in a different colour or intensity.

Menu Bar

Displays the menu options, providing the program functions.

Scroll Bar

Enables you to scroll a display up and down (or left to right when applicable). This is most useful where the number of items in a window exceed what can be displayed at one time.

Active Window

To identify which window is the one you are working on, other open windows will have their title bars in a different colour or intensity, indicating that they are not active. When you click anywhere on another window, that window will become the active one. There may be some windows where you cannot select any other until you have completed a process or clicked on a button to carry out an action or accept a condition.

Status Bar

This shows various pieces of information. On the left, the program will display prompts to explain a particular entry field. These are only shown when the cursor is in an entry field. The status bar also indicate the available disk space as a percentage, the date, user name and whether input is in insert (INS) or over type mode (blank).

Work Area

The space within the Pegasus Capital Gold application window in which you can display windows relating to Capital Gold functions.

Toolbar

A bar containing buttons which relate to particular functions and features of Pegasus Capital Gold. The toolbar is explained in more detail later in this section. It can be modified to include buttons for specific functions according to your own requirements.

Form Close Button

A button that closes the form or window currently open. If used on the main Capital Gold window, it is treated in the same way as choosing Exit from the File menu.


Menu Selection

The menu bar shown at the top of the Capital Gold window enables you to access pull-down menus of  options relevant to the particular application function in use.

To select a menu and menu option

1	Point to the name of the menu on the menu bar and click the left mouse button to open the menu.

2	Point to the option name using the mouse (the options are highlighted as the mouse pointer moves over them). Click the left mouse button to selected the highlighted option.


Form Application Icon

Control menus can be displayed by clicking on the top left corner of a window. The small icon in the corner is known as the Form Application Icon. Options can be selected from the control menu like any other menu option.


Form Application Icon menu descriptions

Restore

Restores the window or dialog box to the original default size.

Move

Allows you to move the window/dialog box to a new position using the keyboard.

Size

Allows you to resize the window.

Minimize

Shrinks the window or dialog box to a button on the taskbar.

Maximize

Fills the screen with the window.

Close

Closes the window. Closing unwanted windows will make more memory available.


The Window Menu

The Window pull-down menu on the main Capital Gold window displays a numbered list. This shows which windows are open in the Capital Gold main window. A tick marks the window that is currently active.


Screen Processing

The following relate to a number of Microsoft Windows 95 features that are particularly relevant when using Capital Gold, and some features that are peculiar to Capital Gold in this operating environment:

To enter data into a field

A field is a box in which you can either enter or edit information, or one in which the program displays information that you may or may not be able to amend. These may be individual fields or arranged in a table format. Fields that cannot be amended are called ‘display only’ fields.

1	Click on the field box. If the field box is empty an insertion point (a vertical bar) appears at the far left side of the box. The text you type starts at the insertion point.

2	If the box already contains an entry, clicking on the text at a particular point will place the insertion point at the desired location for inserting or editing characters in the box.

3	To select text within a field box, place the insertion pointer at the start point for selecting the text, then drag the pointer across the text you want to select while holding down the left mouse button. In some circumstances, you may find that the whole field is selected by clicking once on any part of a field.

4	When text is selected, it is highlighted in reverse video. Once selected, text can be deleted by pressing the DELETE key or copied for pasting elsewhere.

To select an item from a drop-down list

Information can be listed in drop-down boxes, such as country names and other data types, where a limited choice of entries is possible for a particular field. In short, list boxes present available choices.

1	Click on the arrow button by the side of a selection box and the drop-down list appears.

2	To select an item from the drop-down list, click on the item you want to select.

To toggle radio buttons

These are usually shown alongside items that offer a choice and are shaped like small circles, with an inner dark circle if selected, e.g. the diagram below shows the radio buttons from the Product Details Update window, where you must specify description only, product only or full stock item:

1	Click on the required button to select your choice.

2	Radio buttons toggle the option on and are mutually exclusive, i.e. if another option is already on when you select a radio button for a new option, the previously selected radio button will be switched off automatically. To alter the choice you have made simply click on an alternate radio button.

To copy and paste text

You may wish to copy and paste sections of text from one field to another to save time with repetitious entry.

1	Select the information you want to copy. See the earlier information on field boxes. Press  CTRL+C or CTRL+INSERT or click on the Copy button on the toolbar.

2	Paste the text in the desired field box or new position by pressing CTRL+V or SHIFT+INSERT or click on the Paste button on the toolbar when the insertion pointer is at the correct position.

3	You may use copying and pasting to copy text from a display only field to a search field. In this way, you can quickly get to the details you want.

To use commands and functions

Commands can be items on a pull-down menu, buttons, special function keys or key combinations. They cause a particular process or action to take place. Note that some functions are activated from an icon-based button on the toolbar rather than a menu option or named button. For example, you can use the left and right arrow buttons to search for the next or previous record.


Common Function Buttons

Save

Stores a record (i.e. the contents of a window or dialog box) to a disk so that it can be retrieved later. You have to complete an edit or addition on certain screens for the Save button to become highlighted, i.e. available. In addition, throughout Capital Gold, when entering more than one transaction line, unless you confirm an entry at the end of a line by pressing ENTER, the line will not be saved.

Cancel

Closes the dialog box and ignores any input or selections that have been made.

Close

Closes the current window. If amendments have been made, you may be given the opportunity to save them first.

OK

Closes the dialog box, accepting any input/selections or simply acknowledges a prompt or message displayed in a dialog box.

Next

Moves to the next topic or dialog box in a wizard.

Back

Moves to the previous topic or dialog box in a wizard. Only available having used Next at least once.

Print

Ends wizard procedure.

Other function buttons, specific to particular windows, will be explained in the relevant sections.


Searching for records

Pegasus Capital Gold provides powerful search mechanisms to help you find the records you want in the most efficient manner. All records are referenced by a key field. For example, this may be a customer ID for a customer record, a supplier ID for a supplier record, a product ID for a stock item, a sales order number for a sales order record, etc. All key fields are unique; this means that you cannot have two records with the same key field. Wherever a key field can be entered to locate a record, you can search for the record you want in a variety of different ways, each of which is explored in the following text.

To find a record using the key

1	Place the cursor in the key field. If you know the correct ID, enter the characters and press ENTER or TAB to another box or button. The corresponding record will be retrieved and any relevant data displayed.

Changing a Key Field Entry

It is important to note that when entering or changing a key field, you need to press enter or tab for the record to be accepted. Clicking on another part of a form with the mouse will not be sufficient for the software to recognise a change in the field entry. For example, if you were to identify a customer record for posting an invoice, but decided to change the account code part way through, the new key field entry will not have been read unless you pressed enter or tab. If you simply clicked out of the box in another part of the form with the mouse, the posting would go to the account originally entered.

To find a record using wildcards in the key field

1	If you do not know the correct ID, but have some idea of how to identify the record, you can use an asterisk * as a wildcard. For example, B* searches for all records beginning with B.

2	The first record that matches the search criteria you have specified will be retrieved and/or displayed.

To scroll through the available records

1	Locate a record using the wildcard method. Where there is more than one record available that matches the wildcard criteria, the slider bar will become active.

2	Either click on the slider and drag using the mouse to scroll back and forth or use the cursor keys or press SHIFT+> or SHIFT+<.

To find a record using the ‘spyglass’

The spyglass is activated by the icon button shown at the right of key fields or boxes.

1	Click on the spyglass button or place the cursor in the key field and press ?.

2	The program will display a Pick List of all relevant records in the system. For example, the illustration below shows an example of the nominal account spyglass Pick List:

3	The scroll bar can be used to search through the list of records displayed. When you see the one you want, either double-click on the record in the list or click once to highlight, then click OK. If you are using the keyboard, you can also scroll the list using the cursor control keys, PAGE UP, PAGE DOWN, HOME and END keys. When the one you want is highlighted, tab to the OK button and press ENTER.

4	You can also use ID Criteria box to find one or more records that match a criterion you enter. You can enter part of an ID, for example, to retrieve a list of all matching records. You can also use the wildcard character (the asterisk).

5	If many records are found matching the criterion, you can scroll the list to find the one you want.

To find a record in a pick list

This feature enables you to locate a record by using any of the columns in the Pick List. You can, for example, locate a customer by name rather than key field.

1	When a Pick List is displayed, click on column heading. The Find window is then displayed.

2	Enter your search criteria in the Find What box. Note: when searching in a column where items can be checked on or off, enter + to locate checked items or a space to locate unchecked items.

3	Tick the Begin With check box if you want the program to search on the basis that the text you have entered is at the beginning of the field. Otherwise, the text you enter may appear anywhere in the field.

4	Tick the Match Case check box if you want your search to be case sensitive.

5	Use the Direction radio buttons to choose in which direction, from the currently highlighted record in the Pick List, you want the program to search.


Using the Standard Capital Gold Toolbar

Several program functions are displayed on the Capital Gold toolbar underneath the menu options. These provide easy access to commonly used functions and are activated simply by clicking on the icon representing the function. A user-definable toolbar can also be added. The main toolbar buttons are described below.

New Company

This is only active when there are no companies open. It allows for a new company data set to be created.

Open Company

Opens an existing company. The button invokes the company selection window like the one presented when Capital Gold is loaded.

Backup

Calls the Capital Gold Backup wizard so that you can backup your company data. Only active when you have a company open.

Cut

Deletes any highlighted text within a field and simultaneously copies it to the Clipboard. To highlight text, simply place the cursor at the starting point and drag the cursor over the text you require whilst holding down the left mouse button.

Copy

Copies any highlighted text within a field to the Clipboard. To highlight text, simply place the cursor at the starting point and drag the cursor over the text you require whilst holding down the left mouse button.

Paste

Pastes any text from the clipboard into the currently selected field.

Undo

Reverses your last change, e.g. if you have changed the contents of a box from one thing to another this button will revert the entry to its previous state.

Internet Browser

If you have installed an Internet browser in Windows 95, this button will run your application software so that you can access the Internet without having to close or clear the Capital Gold application window. Capital Gold does not supply a browser; you must already have the necessary software for this button to work.

Reports

The Accounting Reports button loads the wizard that provides the reporting and listing facilities in Capital Gold.

Navigator

The Navigator button loads a window which can be used to launch functions within Capital Gold through a graphical ‘menu’ in which functions are nested according to module. See the Navigator section for more details.

Spike

Enables you to drag and drop or paste text from one or more fields in Capital Gold so that the information can be pasted in some other part of the system or application.

Status

The Company Financial Status enquiry window is invoked by this button.

On Line Help

Opens the on line help system. The help window displayed shows information relevant to the field you are currently editing. As you move from one field to another in a form, the help displayed in this window changes accordingly, providing you with context-sensitive information as you work. Clicking the button again clears the help windows from the screen.

Bubble Help

This is the Help button which switches the yellow help bubbles on/off. If you switch off the bubbles by clicking on the Help button, the bubbles will not appear. The bubbles appear as yellow rectangles when you position the cursor over an input field. They briefly describe the field, e.g. if you place the cursor over the Customer ID field in the Customer Account Maintenance window, the help will show ‘Enter the customer account ID or * to activate slider.’


Toolbar Options and Customizing

The View option on the Capital Gold menu bar allows you to change options concerning toolbars and customize the user toolbar.

When you select the Toolbar option or double-click the toolbar itself (to the right of the buttons), the program displays a window listing the toolbar options.

The check boxes indicate which toolbars are active. If you select both bars, the user toolbar is displayed beneath the standard toolbar.

The user toolbar provides buttons that correspond to the functions in the various modules that make up the Capital Gold accounting system, thereby providing an alternative way of choosing functions to the menu options.

Toolbar options are provided in the form of check boxes for each type of toolbar. You can choose whether you want the buttons in colour or greyscale; whether to use small or large buttons; and whether you want the tool tips help bubbles to be displayed when the cursor is positioned over the toolbar buttons. You cannot customize the standard toolbar, but if you select the user toolbar in the window, the Customize button becomes active and you can change the buttons displayed.

By default, all buttons are provided on the user toolbar. You can highlight a button in the Toolbar Buttons list window and use the Move Up or Move Down buttons to change the position of the button on the toolbar. You can also change the order of buttons by dragging and dropping buttons in the confines of the toolbar itself using SHIFT and the mouse.

To remove buttons from the user toolbar, highlight the button concerned and click Remove. It is then moved to the list of Available Buttons. To add a button from the Available Buttons list to the toolbar, highlight the button in the Available Buttons list and click Add. Note that you can also remove a button using SHIFT and the mouse, dragging and dropping the button out of the confines of the toolbar.

Use Reset if you want to revert to the previous settings.

The separator is the line that separates the standard toolbar from the user toolbar.

Choose Close when you have finished customizing the toolbar.


Navigator

The Navigator is available as one of the options on the Tools menu or via the Navigator button on the standard toolbar. When it is selected it will remain open in the background of the main window as a search aid, until you decide to close or deselect the option.

The Navigator provides a list of the software features in the Windows directory  style format, which enables you to locate the item you want quickly. This is done by selecting the module first which opens up a further level of functions contained within that module. You can expand further levels until you find the function you want, then click the Launch button to load the selected option.


Spike

The Spike button on the toolbar invokes the ‘multi-clip’ function that enables you to capture selected items from windows and dialog boxes in Pegasus Capital Gold and build up a clipboard of text that can be transferred to other Windows applications. For example, you could select all the fields that make up a customer address from the customer details window and use this to paste into a word processor to address a letter.

To use the spike

1	Click on the Spike button.

2	The program will display a window in which text can be stored for placing in the Windows clipboard.

3	Make sure you have the window or dialog box open in Pegasus Capital Gold that you want to use as the source of the capture.

4	Holding down the left mouse button, drag across the area to be captured so that you effectively draw a box around the items you want. All text in the selected area can be copied to the Spike, including field headings.

5	Once you have highlighted the text, use the mouse to drag the selected area to the open Spike window. It will be pasted into the area at the point where you position the cursor in the Spike window.

6	When you close the Spike window, you will be asked if you wish to copy the contents to the Windows clipboard.

You can also use the drag and drop method described above to copy one or more fields to other ‘drag and drop aware’ applications.


Creating Your First Company

Before you create your own set of company data, we suggest that you familiarise yourself with the features of Pegasus Capital Gold, and read the information about the general operation of the software. Use the demo data to try out the features of the software. This may help you to decide how you want to set up your company.

Your Getting Started Check List

Creating a New Company


Your Getting Started Check List

•	Familiarise yourself with the software and user guide.

•	Use the New Company wizard to set up your first company.

•	Make sure you have the financial year start date set correctly.

•	Make sure you have the VAT options set correctly.

•	If you have not used a default chart of accounts, create your Nominal Ledger and group ID’s.

•	If you have used one of the default charts of accounts, make any changes you require, including setting up additional bank and/or cash accounts you may need.

•	Set up your customer and supplier records, including analysis codes.

•	Set up your product records.

•	Enter opening balances for all your customers, suppliers and nominal accounts, including bank accounts.

•	Enter opening balances for your products.


Creating a New Company

When you create a new company, you will be required to enter various setup parameters. A wizard guides you through this process, as described below. Remember too that you can access the various types of on line help provided by Capital Gold while running the wizard to provide assistance in completing the fields.

To set up a new company

1	Either select the New Company option on the File menu or click on the New Company button on the standard toolbar and the first window will appear. Note: you can use the Cancel button on any window to cancel the creation of a new company. Previous and Next enable you to move to the previous or next window. Finish becomes available on the final window to confirm the entries you have made and create the new company.

2	Enter the company name. This will appear on the title bar when this company is in use.

3	If you want to assign a password to the company, enter the password and confirm it by entering it again. If no password is entered, none will be required when selected in the Open Company window.

4	Click Next.

5	Enter the start of your financial year.

6	Choose the number of periods in your financial year.

7	Identify the current accounting period.

8	Click Next.

9	Choose which type of chart of nominal accounts you want. You can choose from Sole Trader, Partnership or Limited Company or choose to create your own set of accounts.

10	Default sales and purchase codes can also be created. Select the check box if you want the default codes or leave blank to define your own.

11	Select a default code for carriage charges.

12	The following windows enable you to define your VAT and EC Sales List details, where applicable.

13	The final window includes the Finish button which initialises a set of data files for the new company. A default path for the location of the data is provided. Use the browse button if you want to choose an alternative location.

14	Click on the Finish button when you are sure that the details you have entered are correct.


Entering Opening Balances

Before you can begin to post transactions or perform any processing routines, you must transfer all current balances from your existing system into Pegasus Capital Gold. Outstanding customer and supplier invoices must be entered to reflect monies owed from customers and to suppliers. Where other items are held in query, e.g. credit notes, receipts, etc., you may wish to enter all current transactions to replicate your current system. Outstanding sales and purchase transactions can only be entered as opening balances when the system is in opening balance mode. This is switched on automatically when you create a new set of company data as described previously. It can be switched off through the Company Parameters.

Your Opening Balances Checklist

Entering Opening Balances

Posting Outstanding Sales/Purchase Transactions for Opening Balances

Entering Opening Balances and VAT Considerations

VAT Cash Accounting System Users

Entering  the Opening Trial Balance


Your Opening Balances Checklist

•	Create the company required. The program will automatically switch to opening balances mode.

•	Make sure the VAT settings are correct for your company.

•	Post the opening balances for your customers and suppliers.

•	Print reports showing balances of accounts and aged debtors and creditors.

•	Post opening balances for your products (full stock item types only).

•	Check that the balances are correct.

•	Switch off Opening Balances mode.

•	Post your opening balances journal to the Nominal Ledger via a Journal.

•	Print the trial balance.

•	Take a backup of your data files.


Entering Opening Balances

When you create a new company, the program is automatically set to ‘Opening Balances’ mode. In this mode the Nominal is protected and cannot be posted to. Only when you have successfully completed the entry of all sales and purchase opening balances should you deselect the opening balance mode.

Once it has been deselected it cannot be used again for the same company, in order to protect the Nominal balances.

You will need to choose a suitable date on which you will enter opening balances. A trial balance should be drawn up for the Nominal accounts as at that date from your existing accounting system. Ask your accountant or financial adviser for help if you are unsure how to achieve this.

It is always a good idea to choose the start of an accounting period for your opening balances input date. If you are registered for VAT, there are further implications about the start date you choose, as described later in this section.

With the opening balance mode in operation, you begin by entering the opening balances of your customer and supplier accounts. If using the VAT cash accounting scheme you may need to enter transactions for payments and receipts.

Additional notes on entering opening balances within Capital Gold

•	Careful thought should be given to the posting of opening balances with respect to VAT return and ESL periods. Some opening balance transactions may belong to VAT or ESL periods prior to your first ‘live’ Capital Gold VAT or ESL period and will therefore have been included in a VAT return or ESL submitted by other means. To prevent these transactions appearing again on a VAT return or ESL it is advisable, once you have posted all your opening balances, to run a prior or ‘dummy’ VAT return and ESL. For instance, if your company submits quarterly VAT returns and your first VAT return is to be dated 30/06/97, then you should enter in Company Parameters against ‘Final processing day for the next VAT return’ a date of 31/03/97. Calculate and commit a VAT return. This will include opening balances prior to this date. The ‘next VAT return date’ will be advanced to 30/06/97 ready for your first ‘live’ Capital Gold VAT return.

•	The sales and purchase reports ‘Analysis of Invoices and Credits’ and ‘Analysis of Receipt and Adjustments’ will print nothing  until opening balance mode has been switched off and postings have been made.

•	Nominal journals are not created by sales and purchase postings entered in opening balance mode. Drill down will not be available on any journals entered subsequently to reflect these postings.

•	Receipts entered in opening balance mode will all be included in a single slip reference. Once opening balance mode is switched off and the first receipt or cash sale is posted, this reference will be removed.


Posting Outstanding Sales/Purchase Transactions for Opening Balances

This describes the input of outstanding sales and purchase transactions relating to opening balances. Unpaid customer invoices must be entered, but do not require the production of a document as the customer already has the physical invoice. Unpaid supplier invoices must also be entered. In both cases there is no need for the Nominal to be updated with the transactions, as the balances will be entered to the Nominal later from a trial balance.

To enter opening balances

1	Choose the appropriate Sales or Purchases posting option from the menu.

2	Enter any transactions that are outstanding using the posting options from the Sales and Purchase posting submenus.

3	You should now check that the trade Debtors and Creditors totals entered agree with your manual trial balance figures. To do this, print an Aged Debtors/Creditors report and check the total at the bottom against debtors/creditors balances on your trial balance. If there are discrepancies, amend the postings until the totals agree. You must do this before you switch off the opening balance mode option.

4	Check your VAT balance by printing the VAT analysis reports from the Sales and Purchase Reports options. If there are discrepancies, amend the postings until the totals agree. You must do this before you switch off the opening balance mode option.

5	When you have completed the opening balances by entering all outstanding sales and purchase transactions, and checked the results as described in the previous step, you can deselect the opening balance mode on the Company Parameters wizard.


Entering Opening Balances and VAT Considerations

If you are registered for VAT, you will need to consider the implications of setting up your Pegasus Capital Gold accounting system with respect to your VAT return abd ESL periods (see note earlier). By far the best approach is to plan to set up your system and enter opening balances for the start of a new VAT accounting period. That way, you can ensure that the system can produce a complete VAT return for the period.

If you intend to set up Pegasus Capital Gold part way through a VAT accounting period, you can still choose to enter opening balances from the beginning of the current VAT period. This is particularly important for those using the VAT cash accounting scheme where we recommend that you enter all transactions in full (i.e. outstanding invoices, payments and receipts) from the beginning of the current VAT period.

In any case, you are strongly advised to retain all audit trails and other VAT reports and documents from your existing accounting system if you intend to set up Pegasus Capital part way through a VAT period so that you can reconcile your next VAT return properly.


VAT Cash Accounting System Users

If you are using the VAT cash accounting scheme, VAT inputs and outputs are based on VAT payments and receipts rather than accrued VAT from invoices and credit notes. This means that you have to enter payments and receipts for customers, suppliers, cash and bank where VAT is involved, preferably from the start of the current VAT accounting period.

The important issue is to ensure that any VAT-related payments and receipts, whether posted through the Sales, Purchase or Cashbook are included from the start of the VAT accounting period if you want a complete VAT return at the end. If you choose not to enter opening balances in this way, you are advised to continue with your existing accounting system up to the end of the current VAT accounting period in order that you can reconcile the VAT return accurately.


Entering  the Opening Trial Balance

1	Make sure that the totals of your debtors, creditors and VAT liability match those of your opening trial balance before you continue. Provided they match, you can switch off the opening balance mode option and enter nominal account opening balances.

2	From the Postings menu choose Nominal and the Journal Entries option. Using your opening trial balance, enter the debit and credit balances for all nominal accounts. As you are entering these from a trial balance, the total of all debits and credits should match. This is essential for the opening journal entry to be completed. You cannot save an unbalanced journal.

Once you have completed the nominal account opening balances, you can begin normal processing from the date of that trial balance.


Company Parameters

When you choose to create a new company using the New Company option on the File menu or the New Company button on the toolbar, Pegasus Capital Gold will guide you through the procedure, step-by-step.

See also: Creating Your First Company

Some of the company parameters cannot be changed once you begin adding records and transactions to the system. It is therefore important to make sure that these parameters are completed correctly beforehand.

To edit your company parameters

1	From the menu bar, choose Parameters.

2	Choose the Company Parameters option.

3	Follow through the wizard, completing the entries as applicable to your business on the various tabs. You can move from one part of the company parameter details to the next one by clicking on the Next button and move back one step using the Previous button.

4	The entries you have made are saved when you select the Finish button. You can return to the Company Parameters option to make amendments at a later date if required, though refer to following important note.

Important Note

Once a posting has been made to any module, certain company parameter fields may no longer be changed. These are:

•	Start of financial year.

•	Number of accounting periods.

•	Current accounting period.

•	VAT cash accounting option.

•	VAT analysis group ID for sales.

•	VAT analysis group ID for purchases.

•	Home country.

In addition, a company marked as being VAT registered cannot then be unregistered.

Company Password/Opening Balance Mode

Company Details

Financial Year Details

Control Accounts

VAT Options

VAT Settings

ESL Settings

Miscellaneous

Next Document Numbers


Company Password/Opening Balance Mode

You can change the company password. You must confirm the entry of the new password to ensure it is correct.

The Opening Balance mode can be switched off once you have completed making your opening entries. Once you begin entering transactions outside the opening balance mode, you will no longer be able to activate that mode.


Company Details

Name/Address

The name and address for your company, which must be completed for you to continue using Capital Gold.

Country

The country in which your company is registered for  VAT.

Telephone

The telephone number for your company.

Facsimile

The fax number for your company.


Financial Year Details

The details described here can only be amended up to the point you begin processing with any module in the system and recording at least one posting. After that point, these details are fixed.

Financial Year Start Date

The date on which your current financial year begins.

Number of Accounting Periods

The number of accounting periods in your financial year.

Current Accounting Period

The number of the current period in the year. This is automatically advanced each time you carry out a period end routine.


Control Accounts

When you create a new company in Capital Gold, you are given the choice of one of three default nominal account charts: sole trader, partnership or limited company. Alternatively, you may choose the custom design option to set up your own chart of accounts from scratch. Regardless of which set you choose, there are certain control and key accounts that must be provided in order to enable Capital Gold to function correctly. These key accounts are specified here.

They will have already been set up as part of the installation process, but you may wish to change them if you are tailoring the chart of accounts for your own use.

If you change a default control account code to one that does not exist (i.e. has not already been set up as a nominal code), the nominal account maintenance screen is displayed in order for you to create the new nominal control account.

Debtors Control

The default nominal account code for the Debtors Control account. This is the account which is used as the double-entry for the gross value of sales invoices, credit notes, receipts and other debtor related postings. The balance of this account always reflects the total amount owed to you by your customers.

Creditors Control

The default nominal account code for the Creditors Control account. This is the account which is used as the double-entry for the gross value of purchase invoices, credit notes, payments and other creditor related postings. The balance of this account always reflects the total amount you owe your suppliers.

Debtors Reserves & Provisions

The default nominal account code for the Debtors Reserves and Provisions account. This is the double-entry account for any prepayment transactions.

Creditors Reserves & Provisions

The default nominal account code for the Creditors Reserves and Provisions account. This is the double-entry account for any accrued expenses.

Sales Discount

The default nominal account code for discount allowed on sales. This is where the value of customer settlement discount is posted, if taken.

Purchase Discount

The default nominal account code for discount received on purchases. This is where the value of settlement discount from suppliers is posted, if taken.

Bank

The default nominal account code for the Bank account. You may set up as many other bank accounts as you wish within Nominal Ledger, but this one will be used as a default.

Petty Cash

The default nominal account code for the Petty Cash account. You can set up as many other cash accounts within the Nominal Ledger as you wish, but this one will be used as a default.

Profit and Loss

The default nominal account code for the Profit and Loss account.

Sales VAT Outputs

The default nominal account for VAT on sales (outputs).

Purchase VAT Inputs

The default nominal account for VAT on purchases (inputs).

Default Nominal Account Codes

The default nominal account codes can be changed to fit your own needs, but the default names shown cannot be changed. These accounts are the minimum required for Capital Gold to operate and must exist. You can however add to these accounts with further nominal accounts, e.g. you may have several bank accounts.


VAT Options

Some of these options may not be amended once processing has begun. You can switch the ESL option on or off as required.

VAT Registered

A check to indicate that your company is registered for VAT. If your company is not VAT registered the setting this flag on at a later date will activate the VAT elements of the system. It is not possible however to unset this option for a company which was previously registered.

VAT Cash Accounting

A check to confirm that you wish to use the Cash Accounting method for your VAT returns. Once transactions have been posted, it is not possible to switch the company to the accrued VAT scheme. If this becomes necessary, set up a new company.

ESL Required

A check to indicate whether you need to produce an EC Sales List. (Only available if company is VAT registered). If this option is checked on, then an extra screen will be displayed to allow further entries.


VAT Settings

VAT Return Frequency

The frequency of your VAT submissions, e.g. check the Quarterly Return radio button if you are required to submit your VAT Return every three months.

Company VAT registration number

Your company’s VAT registration number.

Final processing day for the next VAT return

The date for the end of the next VAT period, e.g. 30/06/1997.

VAT Analysis Groups

The analysis group code for Sales VAT and Purchase VAT, e.g. SV01 and PV01. These are mandatory fields.


ESL Settings

ESL Frequency

The frequency with which you submit EC Sales Lists. You can choose either calendar quarterly or annually.

Final processing day for the next ESL return

The date for the end of the next EC Sales List period, e.g. 01/08/1997.


Miscellaneous

This screen maintains various options as described below:

Settlement Discounts

Two levels of settlement discount, e.g. Days 1 could be set up to show that if payment is received by your company within 15 days, 5% discount will be applied for prompt settlement. Days 2 could then show that if payment is received by your company within 20 days, 2% discount will be applied for prompt settlement. These default discounts can be overridden for individual customer accounts.

Calculate First

You should indicate whether you wish to have settlement discount or VAT calculated first by clicking on the relevant radio button. It is normal practice within the UK to calculate settlement discount first.

Use Line Discount

A check to optionally allow line discount on invoices and sales orders.

Carriage Group

The default analysis code for carriage.


Next Document Numbers

Next quotation number

The document number to be allocated to the next quotation posted.

Next proforma number

The document number to be allocated to the next proforma posted.

Next sales order number

The document number to be allocated to the next sales order posted.

Next sales invoice number

The document number to be allocated to the next sales invoice posted.

Next credit note number

The document number to be allocated to the next credit note posted.

Next purchase order

The document number to be allocated to the next purchase order posted.


VAT Rates

Your VAT rates must be set up before you start entering transactions into the Pegasus Capital Gold database. This ensures VAT is calculated correctly and properly analysed for your VAT returns.

The VAT parameters are defined using a wizard for guidance.

To edit your VAT Rates

1	From the menu bar, choose Parameters.

2	Choose the VAT Rates option on the Parameters menu.

3	Follow through the wizard, completing the entries as applicable to VAT analysis requirements. You can move from one part of the wizard to the next one by clicking on the Next button and move back one step using the Previous button.

4	If you want to edit an existing VAT rate, highlight the rate in the dialog box and choose the Edit button.

5	To insert a new VAT rate, choose the Insert button. The program will pop up a dialog box in which you can select an ID code from 0 to 9 and A to Z (with the exception of the default codes), enter a description and specify the applicable percentage rate of VAT.

6	To delete an existing VAT rate, highlight the rate in the dialog box and choose the Delete button. You will not be permitted to delete active VAT rates. A rate is deemed to be active if there is one or more transactions in the data files with the rate concerned attached. You also may not delete any of the reserved VAT rates; i.e. E, N, X and Z.

7	The entries or amendments you have made are saved when you select the Finish button. You can return to the VAT Rates function to make amendments at a later date if required.

Code

An ID number or letter (0 to 9 or A to Z with the exception of the default codes) by which the corresponding rate can be retrieved subsequently during processing in Capital Gold. Up to 36 rates of VAT can be specified and attached to transaction records to identify the VAT for analysis. You can specify default VAT rate codes on customer and supplier records and also on products.

Description

The description for this VAT code.

Percentage

The percentage for this VAT code. The program will calculate the VAT element of invoices and credit notes  on the basis of this percentage.

VAT Percentage Changes

If an existing VAT percentage changes, it is important that you ensure all orders, invoices and credit notes that are to be processed at the old rate are raised and posted before you change the relevant VAT rate. This applies regardless of whether you are using standard or VAT cash accounting.


Maintaining Details of Records

Once you have set up your Pegasus Capital Gold system, including the system parameters and printer setup, you will be ready to begin entering details of the accounting and other records through the options on the Maintenance menu.

You can use the Maintenance menu to:

•	Set up the account details of the customers and suppliers with whom you trade on credit terms.

•	Set up the names and details of nominal accounts to which all profit and loss and balance sheet postings are made.

•	Maintain records for sales and purchase analysis codes, used to analyse the content of invoices and credit notes and provide the link to nominal income and expense accounts.

•	Set up details of product records.

•	Make global price changes to product cost and/or selling prices.

Creating and Updating Customer/Supplier Details

Setting Up Your  Nominal Account Structure

Setting Up Nominal Groups

Adding Nominal Account Details

Setting Up Analysis Groups

Creating and Updating Product Details

Changing Prices by Supplier

Changing Prices by Product

Deleting Records


Creating and Updating Customer/Supplier Details

You can keep records of different aspects of your customer/supplier details on separate tab frames, including general name and address details, terms of business, default tax (VAT) details, comments, etc. The general procedure for customers and suppliers is the same.

To create a new customer/supplier record

1	From the menu bar, choose Maintenance.

2	Choose either the Customer Accounts or Supplier Accounts option on the Maintenance menu, as appropriate.

3	Click on the New button. The program confirms that you are creating a new record by displaying the word ** NEW ** alongside the Customer/Supplier ID box. Note that you may skip this step and thereby enter a previously unused ID which will default to **NEW**.

4	In the Customer/Supplier ID box, type a unique ID for the new account. This can be any code of numbers and/or letters up to eight characters in total. If you inadvertently enter an ID that has already been used, the details associated with that record will be displayed in the fields and you should try again with a new ID.

5	You can enter the rest of the customer/supplier details in any order you wish within each tab page. You can move from one part of the details to another by clicking on the relevant index tab. For example, you click on the Financial Details tab to enter the terms of business details.  Note though that the details on each individual tab page must be correct before you are allowed to choose another.

6	At any point after specifying the ID, you can save the record by clicking on the Save button. You can return to complete any missing information some other time. If you decide you want to abandon the new record, click on the Form Close Button before you save anything. You will be warned if you have not saved the data, click on OK to continue closing or Cancel to return to the previous window. If you wish to remain at the Customer/Supplier Detail Update window when abandoning a new record, you can enter a different ID over the one you have already entered, before you save any details.

Do Customer/Supplier ID’s need to be in any special format?

You can use any ID for customer/supplier accounts that is meaningful to you. However, you should bear in mind that the standard reports in Pegasus Capital Gold are sorted in ascending order of ID (numbers being sorted before letters). You may also wish to consider in what way you can utilise the searching facilities to best advantage. If you use customer/supplier ID’s that relate in some way to the name (e.g. HUNTER for Hunter & Tirrell), then you may find it easier to locate the account record elsewhere rather than having to remember complex numbers.

General Details

Financial Details

Comments

Amending Customer/Supplier Records


General Details

See also:

Creating and Updating Customer/Supplier Details

Financial Details

Comments

Amending Customer/Supplier Records

Customer Name and Address

Up to 30 characters in each of the five lines available for the customer/supplier address, plus up to nine characters for the postcode. This address will be printed on statement documents, reminder letters and invoices, etc.

Discount Code

A one-character line discount code. The discount code identifies one of three levels of discount that can be associated with product records. Each product record can store up to three codes and percentage discounts which affect the selling price of the item when included on sales orders, invoices or credit notes. For example, if code ‘A’ is used for 10% discount, then any customer with the discount code of A on their account record will automatically be given 10% discount on the selling price. This field only applies to customer records and line discount.

Area Code

A one-character area analysis code. This can be used to identify the area in which the customer is located or perhaps the representative who operates in the customer’s area. The program provides area code analysis and summary reports within the Sales reporting options based on the value of sales associated with this code.

Telephone/Facsimile

The details of the customer/supplier telephone number and fax number. The telephone and fax numbers can be up to 14 characters.

Contact

The name of the contact at the customer/supplier premises, up to 25 characters. The Contact box may not be able to display the full contact name at one time; in which case the entry scrolls to the left. You can use the HOME and END keys or CURSOR LEFT and CURSOR RIGHT keys to view the rest of the field.

Customer on Credit Hold

A check to indicate that you want to put the customer on credit hold. The program will display a warning that the customer is on hold on the invoice posting screens and again when you attempt to save an invoice. This only applies to customer records.

Suspend Reminder Letters

A check to indicate that you do not wish the customer to receive reminder letters, regardless of whether they qualify for a letter or not; useful if you want to prevent special customers receiving reminder letters.

Default Analysis Group ID

For supplier accounts only, the purchase analysis  group ID that you wish to appear as the default for cost analysis purposes on the purchase invoice/credit note transactions.


Financial Details

See also:

Creating and Updating Customer/Supplier Details

General Details

Comments

Amending Customer/Supplier Records

Note: the name and address of the customer/supplier is still shown and may be amended from here if required.

Country

The country where the customer/supplier is registered for VAT. With regard to customers only, this information is used in the production of the EC Sales List for VAT purposes.

Registration No.

The customer/supplier VAT registration number. Up to 16 digits can be entered. For supplies and acquisitions, the VAT registration number must be quoted on invoice documents.

VAT Code

The VAT code that will apply to transactions involving this customer/supplier. These are stored in the VAT Rates option. You can enter either a single digit from 0-9 or a letter from A-Z for a VAT code including the following standard defaults:

•	1 Standard

•	Z Zero-rated

•	E Exempt

•	N Not applicable

•	X Export

Due Date

Select the basis for the credit terms that determines from which point the due date for outstanding transactions is calculated. You can choose from the drop down list as follows:

•	Number of days after invoice date

•	Day of month following invoice

•	Day of 2nd month following invoice

•	Day of 3rd month following invoice

Payment Days

The number of days allowed before payment is due for any transaction between you and this customer/supplier. Up to 999 days can be entered. This is used in conjunction with the Due Date option. For example, if you enter 30 for the Payment Days and select ‘No. of days after invoice date’ as the Due Date option, outstanding transactions for the account will be due 30 days after the date on the invoice.

Credit Limit

You can enter up to £999,999,999 as a credit limit (either set by you for a customer record or as dictated by a supplier for your business). If you leave this blank or enter zero the customer is allowed unlimited credit. A customer may be put on credit hold on the General Details tab frame.

Disc. Days and Disc. Rates

Two different levels for settlement discount can be specified. Each allows the number of days to be entered and a percentage value for the discount allowed, e.g. Disc. Days 1 could show that if the sales/purchase invoice is paid within 5 days, 10% discount will be allowed, whereas Disc. Days 2 could show that if the sales/purchase invoice is paid within 10 days, 2.5% discount will be allowed.

If default settlement discounts have been set up in your company parameters they will be displayed automatically when creating a new record, but you can override these if required.


Comments

See also:

Creating and Updating Customer/Supplier Details

General Details

Financial Details

Amending Customer/Supplier Records

Note: the name and address of the customer/supplier is still shown and may be amended from here if required.

Comments

Any free-form notes to be retained as a memo about the customer/supplier. A single, scrolling block of text with automatic word wrap can be entered.


Amending Customer/Supplier Records

See also:

Creating and Updating Customer/Supplier Details

General Details

Financial Details

Comments

To amend a customer/supplier record

1	From the menu bar, choose Maintenance.

2	Choose either the Customer Accounts or Supplier Accounts option on the Maintenance menu, as appropriate.

3	Click the Edit button.

4	In the Customer/Supplier ID box, type the unique ID for the account. This must be a code of numbers and/or letters up to eight characters in total. The details associated with that record will be displayed in the fields. You can also use search facilities.

5	You can amend the rest of the details in any order you wish. You can move from one part of the details to another by clicking on the relevant index tab. For example, you click on the Financial Details tab to amend the terms of business.

6	At any point after specifying the ID for a new record, you can save the amended record by clicking on the Save button. When you are amending a record, you must make an amendment first before Save becomes available. You can amend the record as often as you wish. If you decide you want to abandon the amendments, click on the Form Close Button before you save anything. You will be warned if you have not saved the data, click on OK to continue closing or Cancel to return to the previous window. If the Customer/Supplier Account Maintenance window is closed without saving your amendments, the details will be retained as they were when you accessed the record.

7	If you wish to remain at the Customer/Supplier Account Maintenance window when abandoning a record, you can enter a different ID over the one you have already entered.


Setting Up Your  Nominal Account Structure

A default nominal account structure may be provided with Pegasus Capital Gold if chosen during the New Company procedure. There are three sets of default accounts that can be installed: sole trader, partnership and limited company. By providing a default set of accounts, Pegasus Capital Gold ensures that at least the minimum nominal accounts required to run successfully are included; especially the main posting and control accounts. The names and codes for these are shown in the Company Parameters windows.

If, however, you have selected not to use a default set of accounts, but to use your own custom design set, then the default accounts will still have been created when the company was first set up.

You can change the default chart of accounts installed to suit your own business. The control account codes specified in the Company Parameters can also be amended, and if the nominal accounts concerned do not exist, the program will create them. However, the functionality of the default accounts is fixed.

Once you have started posting transactions, you should be cautious when amending your nominal account structure (other than to add new accounts when necessary) in order to ensure that errors and inaccuracies do not occur.

To add to your nominal structure

The following sets out the overall order in which to set up nominal accounts. For details on each function, continue reading the following sections on nominal titles, nominal account details and analysis groups.

1	First set up your nominal ‘groups’. These provide the groups into which sets of nominal accounts are divided.

2	Next add your nominal account details, which must be linked to a nominal group. The nominal accounts form the basis of your financial accounts, from which the profit and loss reports and balance sheet reports are produced.

3	Finally set up the sales and purchase analysis groups, which in turn must be linked to a nominal account. You can have multiple analysis groups linked to a single nominal account. The analysis groups link the various values from invoices, credit notes etc. to their specified nominal account as well as providing the mechanism for sales and purchase analysis reporting.

Setting Up Nominal Groups

Adding Nominal Account Details

Setting Up Analysis Groups


Setting Up Nominal Groups

You may find you require many nominal accounts to accumulate the transaction values for the various aspects of your business. The reporting of these can become complex. To create structured accounts for reporting, nominal groups must be added to which the nominal account details can be linked. This enables you to report at various levels, e.g. on a whole group as well as individual accounts. For example, if you set up a nominal group such as ‘Fixed Assets’ and link this to nominal account details for individual fixed assets, such as buildings, machinery, etc. you would be able to report on the subtotals for the individual accounts and the overall total for fixed assets.

To Set Up and Maintain Nominal Groups

1	From the menu bar, choose Maintenance.

2	Choose the Nominal Groups option.

3	Click the New button. The program confirms that you are creating a new record by displaying the word ** NEW ** alongside the Group ID box. Alternatively,  you may key in a previously unused group ID which will be assumed to be new.

4	In the Group ID box, type a unique ID for the nominal title. This can be any code of numbers and/or letters up to two characters in total. If you enter a group ID that has already been used, the details associated with that analysis group will be displayed in the fields. When retrieving existing nominal groups for viewing or amendment, you can also use the search facilities. You may amend the title for an existing record, but you cannot amend the group ID.

5	Enter a title in the Nominal Group Description box using up to 30 characters.

6	Save the record by clicking on the Save button. If you decide you want to abandon a new nominal group or amendments to the title, click the Form Close Button before you save anything. You will be warned if you have not saved the data, click on OK to continue closing or Cancel to return to the previous window. If you wish to remain at the Nominal Group window when abandoning a new record, you can enter a different group ID over the one you have already entered, before you save any details.


Adding Nominal Account Details

All postings made into the system must be allocated to a nominal account for the accounting software to maintain accurate financial records and reports. The default accounts available depend on the business type selected during installation, but you can add further accounts as needed. Before adding nominal account records, you should also consider the relationship between sales and purchase analysis codes and nominal accounts as well as considering what accounts you need for financial analysis.

Sales and purchase analysis codes control the way in which invoice and credit note transactions are broken down for analysis of their content. For each analysis code, you must associate a nominal account code, but many different analysis codes can all have the same nominal account if appropriate. It all depends on how much detail you want in your nominal account files.

For example, you may choose to have only one account in the Nominal for all sales income, yet have a detailed sales analysis. This would mean attaching the same nominal account for sales to all sales analysis codes. On the other hand, you may wish to ‘pigeon hole’ sales in the nominal according to other criteria, such as whether it is UK sales, export sales, retail sales, distribution sales, etc. In this case, you might want separate nominal accounts for each category of sales so they can be attached to the relevant sales analysis codes. As a result, you would have to create additional nominal accounts over and above those provided by the default chart of accounts.

Finding the balance between what breakdown you need for nominal reporting (including profit and loss and balance sheet reporting) and what you need for sales and purchase analysis is the key to determining just how many nominal accounts you need for any particular income or expense category. We suggest you study the default chart of accounts you have chosen to install and consider the following points before adding any more nominal accounts:

•	Consider how you might assign nominal accounts to the sales and purchase codes you choose.

•	Consider what headings you want for reports such as the profit and loss and balance sheet. For example, do you want one heading for all income, or are you likely to want a breakdown of sales by some form of category, such as ‘Sales of Goods’, ‘Sales of Services’, ‘Other Income’, etc. If this is the case, you will need at least one nominal account code per category heading, though you can combine several related accounts to one heading.

•	For expenses and overheads, consider how you may wish to budget for each category as this may influence your decision about how many nominal accounts you need for particular types of expenditure. For example, if you set a budget for all your organisation’s printing needs, you may be content with one ‘printing expenses’ account. However, if you want budget control at a more detailed level, such as ‘printing - brochures’, ‘printing - stationery’, ‘printing - packaging’, etc., you will want to create additional nominal accounts.

To add nominal account details

1	From the menu bar, choose Maintenance.

2	Choose the Nominal Accounts option on the Maintenance menu.

3	Click the New button. The program confirms that you are creating a new record by displaying the word ** NEW ** alongside the Nominal ID box. Alternatively, you may enter a previously unused nominal ID which will be assumed to be new.

4	In the Nominal ID box on the Account Details tab frame, type a unique ID for the nominal account. This can be any combination of numbers and/or letters up to four characters in total. If you inadvertently enter a nominal ID that has already been used, the details associated with that nominal account will be displayed in the fields and you should try again with a new ID.

5	You can enter the rest of the nominal account details in any order you wish, switching from one tab frame to another.

6	Save the record by clicking on the Save button. If you decide you want to abandon the new account, click the Form Close Button before you save anything. You will be warned if you have not saved the data, click on OK to continue closing, or Cancel to return to the previous window. If you wish to remain at the Account Details tab frame when abandoning a new account, you can enter a different nominal ID over the one you have already entered, before you save any details.

Account Details

Budget Breakdown

Prior Year's Actuals


Account Details

Description

The description of the nominal account, up to 30 characters.

Group ID

The ID used for the relevant nominal group to which you are linking this account. The nominal group description appears next to the Group ID box when a group ID is entered.

Type: Bank/Cash/Other

An account can be defined as a bank account, cash account or other. Click on the button required. It is important to differentiate the bank and cash accounts as only these type of accounts can be used for bank and cash postings respectively.

Profit & Loss/Balance Sheet

Used to indicate that this account will appear on either the Profit & Loss or Balance Sheet report. Click on the relevant button to activate this choice.

Report Code

Enter a code to define how you wish this account to be subtotalled for profit and loss and balance sheet reporting.  You assign the same code to this and any other accounts that you want to accumulate under the same heading in the profit and loss or balance sheet. For example, if all your sales accounts were given the report code of 01, then all the sales accounts totals would be accumulated under total number 01 on the profit and loss report.

In the report design you could add a heading of ‘Sales’ to be printed alongside the total. The report codes you assign to the accounts do not have to follow any sequence, so long as you do not mix them for unrelated accounts. The Profit & Loss and Balance Sheet radio buttons described below, determine which report the account belongs to.


Budget Breakdown

Total Budget

The value budgeted for this account for the current year. If you have chosen to enter period budgets, the program will calculate and display this total automatically.

Period Budgets

The individual budgets for each period, for this nominal account.


Prior Year's Actuals

Total Prior Actuals

The total prior year figure for this account. This is calculated as the sum of the period values, or you can enter just one total directly if you prefer.

Period Actuals

The prior year actual figures for each period, for this nominal account.


Setting Up Analysis Groups

Sales and Purchase Analysis Groups are needed to break down the analysis of sales and purchase transactions for detailed reporting. For example, you may require an analysis for several sales groups such as sweets, books and magazines, to ensure that you have an accurate picture of how much of each group has been sold. These must be linked to a nominal account using the nominal ID.

When you post a sales or purchase invoice into the system, the group ID for the relevant sales or purchase analysis group is linked to the separate items on the invoice to enable the data to be collated to the correct analysis group. This same information is also allocated to the correct nominal account due to the link between the analysis group and the nominal account.

The main benefit of using the analysis groups method is that it helps you to maintain a simple set of nominal accounts for profit and loss and balance sheet reporting. For example, you could maintain minimal sales and purchase nominal accounts, which would result in concise financial reports, but by using the analysis groups you can still break down the figures in these accounts for detailed management reports.

Using group ID’s

Please note that ‘group ID’ is a general term used to define various groups of information. In this instance the group ID for sales analysis groups is separate to the group ID used for nominal titles and nominal account details.

To set up Analysis Group ID’s

1	From the menu bar, choose Maintenance.

2	Choose the Sales Analysis Groups option if you wish to set up or amend a sales group, or the Purchase Analysis Groups option if you wish to set up or amend a purchase group.

3	Click the New button. The program confirms that you are creating a new record by displaying the word ** NEW ** alongside the Group ID box. Alternatively,  you may key in a previously unused group ID which will be assumed to be new.

4	In the Group ID box, type a unique ID for the analysis group. This can be any combination of numbers and/or letters up to four characters in total. If you enter a group ID that has already been used, the details associated with that analysis group will be displayed in the fields.

5	Enter the rest of the analysis group details or amend the current details as required.

6	Save the record by clicking on the Save button. If you decide you want to abandon a new record or amendments to a current record, click on the Form Close Button before you save anything. You will be warned if you have not saved the data, click on OK to continue closing or Cancel to return to the Analysis Groups window.

Analysis Groups


Analysis Groups

Description

The description of the analysis group, up to 25 characters.

Nominal ID

The nominal ID belonging to the nominal account to which you are linking this analysis group. This field is mandatory.


Creating and Updating Product Details

A list of products and their details can be recorded in the system. A new product can be set up as one of following types of records:

•	As a ‘Description Only’ item with no corresponding price or other stock details.

•	As a ‘Product Only’ item with selling price and discounts but for which no stock levels are maintained.

•	As a ‘Full Stock Item’ record for which stock levels are maintained and checked when retrieved for orders and invoices.

To set up Products

1	From the menu bar, choose Maintenance.

2	Choose the Products option.

3	Click the New button. The program confirms that you are creating a new record by displaying the word ** NEW ** alongside the Product ID box. Alternatively,  you may key in a previously unused Product ID which will be assumed to be new.

4	In the Product ID box, type a unique ID for the product. This can comprise numbers from 0-9 and letters from A-Z, plus the hyphen (-) and forward slash (/) characters. Up to 16 characters in total can be entered. If you enter a product ID that has already been used, the details associated with that product will be displayed in the fields.

5	Enter the rest of the product details or amend the current details as required. If you are creating or amending a full stock product, you will be able to access further stock details by selecting the Product Details tab.

6	Save the record by clicking on the Save button. If you decide you want to abandon a new record or amendments to a current record, click on the Form Close Button before you save anything. You will be warned if you have not saved the data, click on OK to continue closing or Cancel to return to the previous window. If you wish to remain at the product window when abandoning a new record, you can enter a different product ID over the one you have already entered, before you save any details.

General

Product Details


General

Description Only

This identifies that this is a description only product and therefore will not have any price details or stock details associated with it. This can then be called up by the product ID on a document, e.g. an invoice, to provide a line of text. This text can be an additional description of the product, a message directly related to the product or simply a line of required text (possibly repetitious text which is required on all or many documents).

Product Only

This identifies a product which allows you to enter selling price details, but the program will not maintain any stock levels and you cannot enter information via the Stock Details tab. This is useful if you wish to maintain a product list and use the details for associated orders and invoices, but do not need stock level control.

Full Stock Item

This identifies a full stock item that enables you to enter all details, including the price, stock and supplier data. The program will maintain stock levels according to transactions raised through sales and purchase orders, invoices and credit notes and also stock issues, receipts and adjustments made directly.  Full Stock Item is the default selection.

Note: you cannot change a product item to a full stock item once it has been used and included on an order or invoice document, otherwise, you can upgrade a product item to a full stock item if required.

Description

The description of the product, up to 30 characters.

Group ID

The group ID to which you are linking this product. This determines which Sales Analysis Code will record sales of the product and therefore controls where these values are posted in the Nominal. Although all sales group ID’s may be linked to a single nominal account, you can use different group ID’s for different products to separate the data on management reports. You can use the search mechanisms to locate the correct Group ID.

Selling Price

The amount for which you will sell each unit of this product.

VAT Code

The VAT code associated with this product. This will retrieve the appropriate rate of VAT for this product when included on invoices, orders and credit notes.

Unit Description

A description that indicates how the product is held, e.g. you might enter BOX, CRATE, EACH or a number to indicate if the product is made up from a single item or several. Enter the amount up to 99999 or up to five characters.

Discount Details

A code that identifies this level of discount. Each of the three codes can be a number or a letter as required, with a separate percentage shown to the right. One of these codes can be linked to the details for a customer which means that the corresponding rate of discount will automatically apply to orders and invoices for qualifying customers.


Product Details

Supplier ID

The supplier ID to which you are linking the purchase orders of this stock item. You can use the search mechanisms to find the correct supplier.

Suppliers Part No.

The part number by which the supplier identifies the product, up to 12 characters. This is printed on purchase orders as well as your own product ID.

Cost Price

The price you have to pay to the supplier for each unit of this stock item. A separate average cost price is recalculated each time goods are received into stock and it is this average price that is used for stock valuation. You can also update prices by supplier or product using the global price change functions.

Location

Any combination of numbers and alpha characters, up to four, to indicate the location of the product in storage, e.g. a bin number in a warehouse.

Re-Order Level

The level of stock at which you would normally wish to re-order from your supplier. This level is checked by the system to provide you with information about your re-order requirements.

Re-Order Quantity

The quantity you would normally re-order. It is included on the re-order report.

Minimum Stock

The minimum level to which stock can be allowed to fall before re-ordering. This is different from the re-order level in that it signals the danger point where stock reserves could become critical.


Changing Prices by Supplier

Use this wizard to update the cost and/or selling prices of products associated with a particular supplier. This only applies to full stock items which also have a supplier record identified on the Product Details tab.

To change prices by supplier

1	From the menu bar, choose Maintenance.

2	Choose the Price Change By Supplier option.

3	In the Supplier ID box, identify the supplier for whom product prices are to be changed or use the spyglass and/or search facilities.

4	Choose the order in which you want products to be presented. You can list them in either supplier part number order or your own product ID code order.

5	Click the Next button.

6	Choose the method by which cost and/or selling prices will be changed. This can be by a percentage uplift or a fixed amount. You then need to specify the amount or percentage change in the boxes provided. To reduce prices, enter negative values.

7	Click the Next button.

8	The program displays the products (in the order chosen previously) with the current cost and selling prices. You can now confirm the price changes required in the following ways. Firstly, you can individually check the boxes against specific product items to confirm the price change. When you check a box in the ‘C’ column, a tick is shown and the new price is displayed. This method is useful where a relatively small selection of the products are to be updated.

If all or nearly all of the products listed are to have price changes, click the Select All button. All the check boxes are ticked automatically and new prices are displayed. You can then deselect any specific products for which price changes do not apply. An Undo All button becomes available after items have been selected to enable you to start again if required.

If you want to enter a cost or selling price that does not relate to the percentage or fixed amount change, you can highlight a product item that has not already been checked and click on either the Manual Cost Price or Manual Selling Price buttons. Which buttons are available will depend on whether you elected to implement price changes for both cost and selling prices. The program pops-up a box in which you can enter the new price for that specific item.

9	When you are satisfied with the new prices, click on the Finish button. If you decide you want to abandon the amendments, click on the Cancel button instead of the Finish button. You will be warned if you have not saved the data, click on OK to continue closing or Cancel to return to the previous window.


Changing Prices by Product

Use this wizard to update the cost and/or selling prices of either a range of products or sales analysis groups.

To Change Prices by Product

1	From the menu bar, choose Maintenance.

2	Choose the Price Change By Product option.

3	In the Product ID box, define the range of products to be updated by entering the leftmost characters that are common to each of the products to be processed. For example, entering A would select all products with ID’s beginning with the letter ‘A’, while ABC1 would select all products with ID’s beginning with ‘ABC1’. You can skip this box altogether if you want to restrict the range to sales analysis codes only, or it can be used in conjunction with the analysis box.

4	In the Analysis Group box, define the range of products to be updated by entering the leftmost characters that are common to the sales analysis codes for the products to be processed. For example, entering S would select all products with sales analysis groups beginning with the letter ‘S’. You can skip this box if you want to select by product ID only.

Note: if no selection is made in either box, all products are selected.

5	Click the Next button.

6	Choose the method by which cost and/or selling prices will be changed. This can be by a percentage uplift or a fixed amount. You then need to specify the amount or percentage change in the boxes provided. To reduce prices, enter negative values.

7	Click the Next button.

8	The program displays the products in the range selected with the current cost and selling prices. You can now confirm the price changes required in the following ways. Firstly, you can individually check the boxes against specific product items to confirm the price change. When you check a box in the ‘C’ column, a tick is shown and the new price is displayed. This method is useful where a relatively small selection of the products are to be updated.

If all or nearly all of the products listed are to have price changes, click the Select All button. All the check boxes are ticked automatically and new prices are displayed. You can then deselect any specific products for which price changes do not apply. An Undo All button becomes available after items have been selected to enable you to start again if required.

If you want to enter a cost or selling price that does not relate to the percentage or fixed amount change, you can highlight a product item that has not already been checked and click on either the Manual Cost Price or Manual Selling Price buttons. Which buttons are available will depend on whether you elected to implement price changes for both cost and selling prices. The program pops up a box in which you can enter the new price for that specific item.

10	When you are satisfied with the new prices, click on the Finish button. If you decide you want to abandon the amendments, click on the Cancel button instead of the Finish button. You will be warned if you have not saved the data, click on OK to continue closing or Cancel to return to the previous window.


Deleting Records

You can delete Sales, Purchase and Nominal accounts, Stock records and Sales or Purchase analysis group ID’s using the Delete Records function.

You cannot delete records which are active; i.e. they have transactions on file and/or a non-zero balance.

To delete a record

1	Choose the Delete Records option from the File menu.

2	Use the tab to select the appropriate record type (Sales, Purchase, Nominal, Stock, etc.).

3	Enter the ID for the record to be deleted or use the spyglass. You can also select the group ID for customers and suppliers and the title group ID for nominal records.

4	Where possible, the selected item is checked for active records at this point. In some cases, the check will be performed after you hit the delete button. If the item cannot be deleted, then a message will be displayed and deletion will not be allowed.

5	The program will check the data files to see if the record is active. If it is, a message will be displayed and you will have to wait until active transactions have been cleared, such as after a period end process.


Posting Customer and Supplier Transactions

When all relevant details of the accounting records have been set up through the options on the Maintenance menu, you can post the following customer and supplier transactions when required:

•	Customer and supplier invoices and credits.

•	Customer receipts and supplier payments, and the allocation of these transactions.

•	Customer and supplier adjustments and refunds.

•	Nominal journal entries and recurring journal entries.

Changing the transaction date

The system date is offered as the default transaction date provided it is within the current accounting period. If the system date relates to a prior period, the default offered is the first day of the current accounting period. If the system date relates to a future period, the last day of the current accounting period will be offered as a default. In all cases, the default can be amended if required.

Changing a Key Field Entry

It is important to note that when entering or changing a key field, you need to press enter or tab for the record to be accepted. Clicking on another part of a form with the mouse will not be sufficient for the software to recognise a change in the field entry. To be sure, press enter or tab right through each transaction line, or after changing a key field to ensure that all record lookups are performed correctly before the save.

Posting Customer/Supplier Invoices and Credits

Posting Customer Receipts, Allocations and Disputes

Posting Supplier Payments, Allocations and Disputes

Posting Sales/Purchase Adjustments and Refunds


Posting Customer/Supplier Invoices and Credits

This describes the input of invoice and credit note transactions directly into the Customer or Supplier and Nominal Ledgers. Direct invoices and credits for both customer and supplier transactions are entered into the system using much the same procedure. If you wish to raise invoice documents based on product items, you should enter invoices using the facilities on the Sales Invoicing/S.O.P. menu described later in this manual. If invoices are raised through that menu, do not enter them through the posting routine described here also as they will be posted to the Sales Ledger automatically.

To post an invoice or credit note

1	From the menu bar, choose Postings. Choose either Sales or Purchase as required.

2	Choose either the Customer or Supplier Invoices and Credits option, on the Sales or Purchase submenu, as appropriate.

3	In the Customer/Supplier ID box, type a unique ID to locate the relevant  customer/supplier account. This can be any combination of numbers and/or letters up to eight characters in total. Various details associated with that customer record will be displayed in the window, together with the details to be entered. If you enter an ID that does not exist, the program will ask for valid search criteria.	You can use the searching facilities.

4	Click on the Invoice or Credit radio button as required to define the type of posting being made. You can then enter the rest of the data in any order you wish.

5	Click on the Pay Now check box if you wish to record immediate cash payment of the invoice. The Bank Account ID and the payment reference will be displayed. When you save the transaction details, on the Analysis Details tab, the receipt or payment will be automatically recorded and posted.

6	Click on the Analysis Details tab to break down the net invoice value over one or more sales/purchase analysis group codes. Click on Save on this tab to store the transaction details.

7	You will be warned if you try to save the details without completing a mandatory field. In this instance the information must be supplied before the posting can be stored. If you decide you want to abandon the posting, click on the Form Close Button before saving.

Invoice or Credit Details

Analysis Details

What Sales Postings are Made?

What Purchase Postings Are Made?


Invoice or Credit Details

Date

The date format will be picked up from the setting within Date tab on the Regional Settings Properties window accessed through the Microsoft Windows Control Panel. For example, if your short date style is set to dd/MM/yyyy, and the a date of 21st February 1997 will be displayed as 21/02/1997.  Note: a transaction will belong to the current period even if you enter a date prior to the current period.

Reference

The invoice or credit note reference.

Net Value

The net value before VAT. If you input the net value and press enter, the VAT, total value and discount are calculated and displayed automatically.

Discount

The settlement discount to be allowed on the transaction as specified by the default settlement discount on the customer/supplier record. It can be overridden here except for VAT exclusive transactions. If discount is to be overridden in this case, it must be changed temporarily on the customer/supplier record while posting the transaction. Note: if overridden for a supplier transaction, the new discount amount will not be stored for use by the automatic payments routine which always uses the discount terms set on the supplier’s account record.

VAT

The VAT amount shown on the invoice or credit note, if any. Once the net value has been entered the VAT is calculated automatically, but can be overridden. If the VAT amount entered seems disproportionate to the VAT rate applicable, the program will display a warning to this effect when you attempt to save the details.

Total Value

The total value shown on the invoice or credit note, including any VAT.

Days

The default number of days before payment for the invoice/credit, as used in conjunction with the basis of terms specified on the customer record. You can override this if required.

Due

The date due is calculated automatically using the entry in the Date field, the Days field and the Due Date setting on the customer record.

Pay Now

A check to confirm that the transaction is to be paid for simultaneously.

Bank Account ID

The bank account ID to be used for immediate payment when Pay Now is selected. The default bank account will be displayed, but you can select another by clicking on the down-arrow to the right of the field and choosing from the drop-down list provided.

Reference

The payment reference when Pay Now is selected.


Analysis Details

Group ID

The sales/purchase analysis group, which links the value posted to the correct nominal ID. You can search for a group using the spyglass.

Description/Analysis Description

The description belonging to the sales/purchase analysis group. You cannot amend this here.

Value

The value being posted to this group. This can be either part of the total net value, enabling you to split different items on the invoice/credit note to different accounts, or the full net amount if only one analysis line is required.

Comment

Any notation required against the posting to identify the particular analysis line.

VAT

The VAT code being applied to this posting.

This Posting

The net balance of the invoice analysed so far.

Balance to Post

The amount remaining to post from the net value of the invoice or credit note.

To correct an invoice/credit posting error

If you enter a line in the analysis details with incorrect information or you wish to delete a line altogether, click on the line to highlight the data and then click on the Remove Line button. The line will be deleted and, if required, you can enter the correct information on a new line.


Posting Customer Receipts, Allocations and Disputes

When you receive payment from a customer, you should enter the receipt into the system. Receipts may be posted on account or immediately allocated to outstanding transactions. You can also mark transactions as being in dispute to prevent allocation of receipts against them until cleared.

To post and allocate a receipt

1	From the menu bar, choose Postings.

2	Choose the Customer Receipts, Allocations and Disputes option on the Postings menu.

3	In the Customer ID box, type a unique ID to locate the relevant  customer account. This can be any combination of numbers and/or letters up to eight characters in total. Various details associated with that customer record will be displayed in the window, together with the transaction information to be entered. If you enter an ID that does not exist, the program will ask for valid search criteria. You can use the searching facilities.

4	Click on the Receipt radio button and enter the details. Enter the receipt reference and amount. You can move to the Allocations tab at this point if required to link the amount to the correct sales invoice(s). If you simply wish to make an allocation, click on the Allocation and Disputes radio button. The Allocations and Disputes window will be displayed, without having to post a transaction, showing all unallocated payments and other transactions relating to this account.

5	Identify the bank that will receive the amount being posted. You can maintain a paying in slip to batch control the receipts. If you want to start a new paying in slip, click on the New Paying In Slip check box. The finalising and closing of an existing paying in slip is done during Bank Reconciliation.

6	If the receipt is to be posted on account (i.e. unallocated), click on the Unallocated Receipt check box. The program will then post the receipt without requiring any allocation against invoices. The allocation procedure can be completed at a later date as required. If the receipt is to be allocated, click on the Allocations and Disputes tab.

7	To make an allocation in full against an outstanding item, either press SPACEBAR or double-click on the transaction concerned. The balance column will be zero and the transaction allocated in full. If a receipt balance remains, you can then allocate this further to other outstanding items.

8	To part allocate a receipt to an invoice, click on the transaction and then click on the Manual Allocation button and enter the amount allocated in the box provided. The balance of the transaction that remains outstanding is displayed automatically. If discount is being taken, you can also amend or enter the value of discount in the box provided. The program will check the validity of the discount entered and warn you if it does not match with the calculated settlement discount due under the terms specified on the customer account.

9	If you want to automatically allocate the receipt to the transactions shown, click on the Auto Allocate button. If the program detects that any receipt balance would be remaining after transactions are allocated in full, you will be warned and given the opportunity to allocate the balance elsewhere, to post an unallocated receipt or to abort the posting.

10	If, after your allocations, the value of amount to allocate exceeds the value of the invoice(s) selected for matching, an Overpayment box appears on the screen. You can click on the box to accept the fact that there has been an overpayment, and the extra cash will be posted as unallocated. If the box is not selected, you will not be able to save the allocations until the full value of the cash has been allocated.

11	You can continue to make allocations against transactions until the receipt amount is allocated in full or if there are no more invoices against which the receipt is to be allocated. If there are other credits on the account, such as other receipts or credit notes, double-clicking on these will add to the amount that can be allocated to outstanding invoices.

12	When the allocations are complete, click on the Save button. The Save button is only activated when the receipt amount, plus any other credits selected for allocation, have been fully allocated against outstanding invoices.

Correcting a sales receipt/allocation posting error

If you make an incorrect allocation, either double-click on the transaction concerned to deallocate it completely, or click on the transaction once to highlight it and then click on the Manual Allocation button. Amend the Allocated field as required.

Receipt Details

Allocations and Disputes

What Receipt Postings are Made?


Receipt Details

Date

The date of the receipt. Note: a transaction will belong to the current period even if you enter a date prior to the current period.

Reference

The receipt reference on the Receipt Details tab or the reference of a transaction item on the Allocations and Disputes tab.

Receipt Value

The total value shown on the receipt.

Bank Account ID

The bank account that you wish to use for this receipt. If the default account is not the one required, click on the down-arrow to select the correct bank account from the drop-down list.

New Paying In Slip

Click on this to start a new paying in slip record for the selected bank account with this transaction.

Unallocated Receipt

A check box used to identify that this receipt is being paid on account and will be posted unallocated.


Allocations and Disputes

Type

The transaction type, e.g. invoice, credit, receipt on account, etc.

Reference

The reference for this particular line item.

Due Date

The date that payment was originally due.

Value

The original total value of a transaction line item, to which you may now allocate part or all of the receipt value if appropriate.

Balance

The balance of the transaction value after allocation.

Discount

Any settlement discount that may apply.

Allocated

The amount allocated to this line.

Posting a receipt on account

If you enter a check in the Unallocated Receipt box you will not be able to transfer to the Allocations and Disputes tab, as the program assumes no allocation is to be made. Click on Save to store the receipt and the data is saved and the screen cleared.

Allocating from a receipt on account

You can then see the stored amount by entering the customer ID and clicking on the Allocations button. The receipt on account is now listed on the Allocations window together with any other transactions relating to this account. You can allocate the amount on account simply by double-clicking on the line — the value will be allocated in full.

To mark a transaction as being disputed

1	With the Allocations and Disputes tab displayed, click in the Dispute check box for the transaction concerned. This transaction will be highlighted as being disputed when it is subsequently selected.

2	Repeat the process to remove the dispute flag.


Posting Supplier Payments, Allocations and Disputes

When you make payment for outstanding supplier invoices, you can either enter them individually using the function described here, or use the automatic purchase payments routine. Payments may be posted on account or immediately allocated to outstanding transactions.

To post and allocate a payment

1	From the menu bar, choose Postings.

2	Choose the Supplier Payments Allocations and Disputes option on the Postings menu.

3	In the Supplier ID box, type a unique ID to locate the relevant  supplier account. This can be any combination of numbers and/or letters up to eight characters in total. Various details associated with that supplier record will be displayed in the window, together with the transaction data to be entered. If you enter an ID that does not exist, the program will ask for valid search criteria. You can use the searching facilities.

4	The Payment radio button is selected by default, ready for you to enter the payment details. If you simply wish to make an allocation only, click on the Allocation radio button. The Allocations and Disputes window will be displayed, without having to post a transaction, showing all unallocated payments and other transactions relating to this account.

5	If you want the program to calculate a payment for all outstanding items on the account, click on the Calculate Payment check box. You are then not required to enter anything in the Cheque/Payment Value field. The amount will be calculated by the program automatically on the basis of what is due to the supplier.

6	Enter the payment reference and, unless you are using the Calculate Payment option, enter the amount. You can move to the Allocations tab at this point if the rest of the details shown are correct, to link the amount to the correct purchase invoice(s).

7	Identify the bank account from which the payment will be made.

8	If a remittance advice is not required for the payment, you may click the Remittance Required check box to remove the tick (by default a remittance advice will be produced).

9	If the payment is to be posted on account (i.e. unallocated), click on the Unallocated Payment check box. The program will then post the payment without requiring any allocation against invoices. The allocation procedure can be completed at a later date as required. If the payment is to be allocated, click on the Allocations and Disputes tab.

10	To make an allocation in full against an outstanding item, double-click on the transaction concerned or click on the transaction and then press SPACE BAR. If the payment amount is equal to or greater than the amount invoiced, the balance column will be zero and the transaction allocated in full. If a payment balance remains, you can then allocate this further to other outstanding items.

11	To part allocate a payment to an invoice, click on the transaction and then click on the Manual Allocation button and enter the amount allocated in the box provided. The balance of the transaction that remains outstanding is displayed automatically. If discount is being taken, you can also amend or enter the value of discount in the box provided. The program will check the validity of the discount entered and warn you if it does not match with the calculated settlement discount due under the terms specified on the supplier account.

12	If you want to automatically allocate the payment to the transactions shown and you have not selected the Calculate Payment check box previously, then click on the Auto Allocate button. If the program detects that any payment balance would be remaining after transactions are paid in full, you will be warned and given the opportunity to allocate the balance elsewhere or to abort the posting.	If you previously selected the Calculate Payment check box, you can use the Auto Calculate button to allocate all transactions (including only those invoices which are overdue) and automatically calculate the required payment value.

13	You can continue to make allocations against transactions until the payment amount is allocated in full or if there are no more invoices against which the payment is to be allocated. If there are other credits on the account, such as other payments or credit notes, double-clicking on these will add to the amount that can be allocated to outstanding invoices.

14	When the allocations are complete, click on the Save button. The Save button is only activated when the payment amount, plus any other credits selected for allocation, have been fully allocated against outstanding invoices.

15	If you wish to abandon your entries without saving, click on the close button. If you attempt to close once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Correcting an allocation error

If you make an incorrect allocation, either double-click on the transaction concerned to deallocate it completely, or click on the transaction once to highlight it and then click on the Amend Allocation button. Amend the Allocated field as required.

To mark a transaction as being disputed

1	With the Allocations and Disputes tab displayed, click in the Dispute check box for the transaction concerned. This transaction will be highlighted as being disputed when it is subsequently selected. Disputed invoices are ignored by the automatic payments routine.

2	Repeat the process to remove the dispute flag.

Printing a remittance advice for a part paid invoice

If you part pay an invoice and require a remittance showing the part payment, click on the Remittance Required box when you are first making the part payment and, when you have saved the payment details, use the Batch Print Remittance Advices option in the Purchase Reports submenu to print the remittance immediately. Do not wait for the invoice to be fully paid before printing as it will not show the part payment at that point.

Payment Details

Allocations and Disputes

What Payment Postings are Made?


Payment Details

Date

The date of the payment. Note: a transaction will belong to the current period even if you enter a date prior to the current period.

Reference

The payment reference or cheque number.

Payment Value

The total value of the payment net of any discount taken. Note: you may click the Calculate Payment field. The program  will then automatically calculate the payment for you.

Bank Account ID

The bank account that you wish to use for this payment. If the default account is not the one required, click on the down-arrow to select the correct bank account from the drop-down list.

Remittance Required

A check box used to identify whether this payment requires the printing of a remittance when posted. By default, a remittance advice will be printed.

Payment on Account

A check box used to identify that this payment is being paid on account and is therefore unallocated.


Allocations and Disputes

Type

The transaction type, e.g. invoice, credit, payment on account, etc.

Reference

The reference for this particular line item.

Value

The original total value of a transaction line item, to which you may now allocate part or all of the payment value if appropriate.

Balance

The balance of the transaction value after allocation.

Due Date

The date that payment was originally due.

Discount Available

Any settlement discount that may apply. The total amount of discount is shown at the foot of the column.

Allocated

The amount allocated to this line. The remaining amount to be allocated is shown at the foot of the column. When this total shows zero the amount has been fully allocated.

Printing Remittance Advices

If you have elected to produce a remittance advice for the payment, you can print this through the Print Batched Remittance Advices report option.


Posting Sales/Purchase Adjustments and Refunds

Any refunds that are given to customers or received from suppliers should be entered into the system to maintain accurate accounting.

Adjustments for reasons other than refunds can also be entered for both sales and purchase transactions. Adjustments only affect the balance of the ledger concerned, not the sales or purchase analysis group data.

To post a sales/purchase adjustment or refund

1	From the menu bar, choose Postings. Choose either Sales or Purchase as required.

2	Choose either the Customer or Supplier Adjustments and Refunds option, on the Sales or Purchase submenu, as appropriate.

3	In the Customer/Supplier ID box, type a unique ID to locate the relevant  customer/supplier account. This can be any combination of numbers and/or alpha characters up to eight characters in total. If you enter an ID that does not exist, the program will ask for valid search criteria. You can use the searching facilities described.

4	Click on either the Adjustment or Refund radio button as appropriate — the same window is used for both types of entry. Enter the adjustments/refunds to be applied. Note that all transactions in any one input batch must be of the same type; i.e. all adjustments or all refunds.

5	You will be warned if you try to save the details without completing a mandatory field. In this instance the information requested must be supplied before the posting can be stored.

6	If you wish to abandon your entries without saving, click on the Close button. If you attempt to close once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Correcting an adjustment/refund posting error

If you enter an adjustment or refund with incorrect information or you wish to delete a line altogether, click on the line to highlight the data and then click on the Remove Line button. The line will be deleted and, if required, you can enter the correct information on a new line.

Customer/Supplier Adjustments and Refunds


Customer/Supplier Adjustments and Refunds

Nominal Account

This is the name of the current nominal account associated with the nominal ID entered. You cannot alter the description here.

Date

The date of the adjustment or refund.

Reference

The reference of the adjustment or refund.

Value

The value of the adjustment or refund.

Nominal ID

The nominal ID that dictates which nominal account will be updated by the adjustment or refund. Use the spyglass mechanism, situated next to the Nominal Name field, to search for the Nominal ID required. The nominal name is displayed above the ID.

Comment

Any notation to be attached to the adjustment or refund being posted.

VAT

The VAT code relating to the refund, if appropriate. This only applies if you are using the VAT cash accounting scheme.

Opening Balance

The opening balance of the selected Sales/Purchase account.

This Posting

The value of this posting for the adjustment or refund.

Closing Balance

The closing balance of the selected Sales/Purchase account which reflects the current transactions being posted.


Posting Nominal and Cashbook Transactions

When all relevant details of the accounting records have been set up through the options on the Maintenance menu, you can post the following transactions when required:

•	Nominal journal entries and reserves and provisions.

•	Recurring journal entries.

•	Cashbook postings.

Changing the transaction date

The system date is offered as the default transaction date provided it is within the current accounting period. If the system date relates to a prior period, the default offered is the first day of the current accounting period. If the system date relates to a future period, the last day of the current accounting period will be offered as a default. In all cases, the default can be amended if required.

Posting Nominal Journal Entries

Posting Nominal Reserves and Provisions

Defining Recurring Journals

Posting Recurring Journals

Cashbook Postings


Posting Nominal Journal Entries

There are many reasons for making a journal entry, but you will normally use these for one of the following:

•	Opening balances.

•	Closing entries.

•	Purchases or sales of assets.

•	Depreciation accounting.

•	Petty cash entries.

•	Expense account entries.

•	Wages and salary postings.

•	Tax accounting.

•	Bank account postings.

•	Interest and loan accounting entries.

•	Profit and loss accounting.

To post a journal entry

1	From the menu bar, choose Postings, then Nominal/Cashbook.

2	Choose the Journal Entries option on the Nominal/Cashbook submenu.

3	You will need to identify the nominal ID’s for each account to which you are posting and whether the amount to be posted is a debit or a credit.

4	If the journal involves VAT, click on the Vatable Journal check box and choose whether the VAT is to be analysed for input or output VAT.

5	Enter the details for all the necessary postings.

6	Click on the Save button when you have finished posting to store the data. The Save button will not be activated unless the total of debits and credits is equal. This is to ensure that only a balanced, double-entry journal can be posted.

7	If you wish to abandon your entries without saving, click on the Form Close Box. If you attempt to close once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Correcting a nominal journal entry

If you add a nominal journal entry with incorrect information or you wish to delete a line altogether, click on the line to highlight the data and then click on the Remove Line button. The line will be deleted and, if required ,you can enter the correct information on a new line.

Journal Entries


Journal Entries

Date

The date of the nominal journal entry.

Input By

Enter a reference to identify the person entering this data, e.g. your initials, up to three characters.

Narrative

Enter a description to explain why these entries are being made, up to 30 characters.

Vatable Journal

Select this check box if you want the detail lines for the journal analysed for VAT so they are taken into account on the VAT Return.

VAT Outputs/Inputs

If you have selected the Vatable Journal check box, you can use these two radio buttons to select whether input or output VAT is affected (you cannot mix input and output VAT detail lines in the same journal).

Nominal ID

The nominal ID for the account being posted.

Account Name

The name of the account being posted (display only).

Debit/Credit

The value of this entry as either a debit or credit. The totals for each column will be automatically displayed at the bottom and must be equal for the postings to be saved, e.g. for every credit an equal amount shown in debit(s) must be posted on another line/lines and vice versa. You cannot have a debit and a credit on the same line.

VAT

Use the list button to select the VAT code for the detail line. This is only available if you are posting a vatable journal.

VAT Amount

Enter the amount of VAT that corresponds to the chosen VAT code. This is only available if you are posting a vatable journal.

Comment

Any notation for the specific entry line can be entered here.


Posting Nominal Reserves and Provisions

Use this option to deal with debtors and creditors reserves and provisions, i.e. prepayments and accruals. These are automatically reversed at the period end.

To post nominal reserves and provisions

1	From the menu bar, choose Postings, then Nominal/Cashbook.

2	Choose the Reserves and Provisions option on the Nominal/Cashbook submenu.

3	You will need to know the nominal ID’s for the accounts to which you are posting and whether the amount to be posted relates to debtors or creditors.  You only need to post a one-sided entry if the other side of the entry is going to the Debtors or Creditors Reserves accounts, then this will be picked up automatically by the system and posted to either of those accounts depending on the radio button chosen; i.e. Debtors/Creditors.

4	Enter the details for all the necessary postings.

5	Click on the Save button when you have finished posting to store the data. If you wish to abandon your entries without saving, click on the Form Close Button. If you attempt to close once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Correcting a nominal reserve or provision entry

If you add a nominal reserve or provision with incorrect information or you wish to delete a line altogether, click on the line to highlight the data and then click on the Remove Line button. The line will be deleted and, if required, you can enter the correct information on a new line.

Reserves and Provisions


Reserves and Provisions

Date

The date of the nominal reserves and provisions entry.

Input By

A reference to identify the person entering this data, e.g. your initials, up to three characters.

Narrative

A description to explain why these entries are being made, up to 30 characters.

Debtors

Click on Debtors if the amount being posted is related to debtors reserves and provisions (i.e. a prepayment).

Creditors

Click on Creditors if the amount being posted is related to creditors reserves and provisions (i.e. an accrual).

Nominal ID

The nominal ID for the account being posted.

Account Name

The name of the account being posted (display only).

Debit/Credit

The value of this entry.

Comment

Any notation for the specific entry line.


Defining Recurring Journals

Use this option to define transactions that recur on a regular basis, e.g. standing orders, direct debits, etc. If the entry contains an element of VAT, you must enter a journal line for the VAT amount to ensure that it is subsequently posted to the correct nominal VAT control account.

Once a recurring journal entry has been defined, a separate function is provided to manage the actual postings.

To define recurring journal entries

1	From the menu bar, choose Postings, then Nominal/Cashbook.

2	Choose the Define Recurring Journals option on the Nominal submenu.

3	You will need to know the nominal ID’s for the accounts to which you are posting and whether the amount to be posted is a debit or credit.

4	Click on the New button and enter a new Journal ID on the Journal Details tab if you are creating a new recurring journal, typing a unique ID. This can be any code of numbers and/or letters up to four characters in total. If you enter an ID that has been used before, various details for the selected journal will be displayed on the screen. To edit an existing one, click the Edit button.

5	Enter the transaction details for all the necessary postings on the Postings tab.

6	Click on the Save button when you have finished posting to store the data. If you wish to abandon your entries without saving, click on the Form Close Button. If you attempt to close once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Journal Details

Postings


Journal Details

Journal ID

A code by which the recurring entry is later retrieved.

Input By

A reference to identify the person entering this data, e.g. your initials, up to three characters.

Narrative

A description to explain why these entries are being made, up to 30 characters.

Next Posting Due On

The date that this recurring journal entry is next due.

Delete at Period End

Click on this box if you wish this recurring journal entry to be deleted once the final repetition has occurred.

Continuous Repetition

Click on this box if you do not want to limit the number of times the journal is repeated. This will cause the Number of Repetitions box below to be disabled.

Number of Repetitions

Provided the Continuous Repetition box is not selected you can specify the precise number of times the journal posting is to be repeated. For example, if a standing order needs payment and six weekly repetitions are required, the frequency described below should be set to weekly and the repetitions to 6. You can enter any number of repetitions from 1 to 999.

Dispute Journal

Click on this box if you want to suspend the journal and exclude it from subsequent postings until it is released.

Frequency

The frequency with which the recurring journal will be processed. Click on the relevant radio button.


Postings

Nominal ID

The nominal ID for the account being posted.

Account Name

The name of the account being posted (display only).

Debit/Credit

The value of this entry.

Comment

Any notation for the specific entry line can be entered here.


Posting Recurring Journals

Use this wizard to manage the posting of recurring journals for the period. The wizard ensures that only the due recurring journal entries are posted according to the date you specify and automatically excludes held journals unless you specifically release them for posting.

To post recurring journals

1	From the Postings menu, choose Nominal/Cashbook.

2	Choose the Post Recurring Journals option on the Nominal/Cashbook submenu.

3	Follow the instructions for the posting wizard, entering the date up to and including which recurring journals are to be actioned. Click Next when you are ready to continue.

4	Journals to be processed by the routine are displayed and you can see which ones, if any, are in dispute. If necessary, you can exclude/include journals by clicking the dispute box in the column headed ‘D’.

5	Click Finish to carry out the postings.


Cashbook Postings

Capital Gold enables you to make cash and bank transactions for receipts and payments to a bank or cash account.

To post cashbook receipts and payments

1	From the menu bar, choose Postings, then Nominal/Cashbook.

2	Choose the Cashbook Postings option on the Nominal/Cashbook submenu.

3	Enter the details for all the necessary postings.

4	Click on the Save button when you have finished posting to store the data. If you wish to abandon your entries without saving, click on the Form Close Button. If you attempt to close once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Deleting a bank payment/receipt posting error

If you make an incorrect posting, select the relevant line and click on the Remove Line button. The line will be deleted and if required, you can enter the correct information.

Cashbook Posting Details

What Cash Payment Postings are Made?

What Cash Receipt Postings are Made?


Cashbook posting details

Date

The date of this bank or cash posting.

Input By

A reference to identify the person entering this data, e.g. your initials, up to three characters.

Narrative

Any description concerning the overall receipt or payment should be entered here, up to 30 characters.

Receipt/Payment

Click on the required radio button to indicate whether this is a receipt or payment.

Bank

The bank or cash account affected by the receipt or payment. If the default is not required, click on the down-arrow and select the correct bank or cash account from the drop-down list.

Nominal ID

The nominal ID for the account being posted.

Account Name

The name of the account being posted (display only).

Net Value

The net value of this posting, shown both for individual lines and in total at the bottom. The total net value is calculated automatically and is display only.

VAT

The VAT code being applied to this posting.

VAT Amount

The total VAT amount. This is calculated automatically but can be overridden.

Comment

Any comment pertaining to the individual line item.

Bank Posting

The total posting value, calculated automatically. This is display only.


What Purchase Postings Are Made?

1	The supplier’s account balance and turnover (exclusive of VAT) totals are increased by the posting of an invoice, or decreased by the posting of a credit note, with the gross value (including VAT).

2	The expense or purchase nominal accounts identified by the purchase analysis groups specified in the detail of the invoice/credit note are increased for an invoice and decreased for a credit note by the net value (excluding VAT). This subsequently shows a decrease or increase in the profit and loss account for the current accounting period and year-to-date.

3	The purchase VAT control account in the Nominal will be increased for the VAT on an invoice or decreased for the VAT on a credit note. This will result in an decrease or increase in your VAT liability, which will ultimately be reflected in the balance sheet.

4	The creditors control account will be increased for an invoice or decreased for a credit note, by the gross value (including VAT). This results in an increase or decrease in your creditor liability, which will ultimately be reflected in the balance sheet.


What Sales Postings are Made?

1	The customer’s account balance and turnover (exclusive of VAT) totals are increased by the posting of an invoice, or decreased by the posting of a credit note, with the gross value (including VAT).

2	The revenue or sales nominal accounts identified by the sales analysis groups identified in the detail of the invoice/credit note are increased for an invoice and decreased for a credit note by the net value (excluding VAT). This subsequently shows an increase or decrease in the profit and loss account for the current accounting period and year-to-date.

3	The sales VAT control account in the Nominal will be increased for the VAT on an invoice or decreased for the VAT on a credit note. This will result in an increase or decrease in your VAT liability, which will ultimately be reflected in the balance sheet.

4	The debtors control account will be increased for an invoice or decreased for a credit note, by the gross value (including VAT). This results in an increase or decrease in your debtor asset, which will ultimately be reflected in the balance sheet.


What Receipt Postings are Made?

1	The balance on the customer’s account and the amount outstanding on the customer’s transaction history will be decreased by the receipt amount.

2	The bank account will be increased by the receipt amount.

3	If any discount is involved, the sales discount control account will be increased by the total amount of discount.

4	The debtors control account will be decreased by the receipt amount plus any discount.


What Payment Postings are Made?

1	The balance on the supplier’s account and the amount outstanding on the supplier’s transaction history will be decreased by the payment amount, plus any discount taken.

2	The bank account will be decreased by the payment amount.

3	If any discount is involved, the purchase discount received control account will be increased by the total amount of discount.

4	The creditors control account will be decreased by the payment amount plus any discount.


What Cash Payment Postings are Made?

1	The balance of the nominal expense account will be increased by the amount paid.

2	The specified bank/cash account will be decreased by the amount paid.


What Cash Receipt Postings are Made?

1	The balance of the nominal income account is increased by the receipt amount.

2	The specified bank/cash account will be increased by the receipt amount.


Invoicing and Sales Order Processing

Capital Gold provides a completely integrated accounting system with the ability to utilise Sales Order Processing (SOP), Purchase Order Processing (POP) and sales invoices/credits, which all automatically update the stock records.

Raising Invoices and Sales Order Processing

Invoices and Credit Notes

Proformas and Quotations

Cancelling Proformas or Quotations

Sales Orders

Cancelling Sales Orders

Releasing Sales Orders

Invoicing Sales Orders


Raising Invoices and Sales Order Processing

The Invoicing/S.O.P. menu provides the following functionality:

•	Invoices and Credit Notes. These options enable you to raise invoices and credit notes for sales transactions.

•	Proformas/Quotations. These options enable you to create and amend proformas for prepayment of goods/services, and quotations for goods/services to be supplied. The documents can be printed immediately if required or recalled and printed later.

•	Cancel Proformas/Quotations. These options enable you to cancel selected proforma(s) or quotation(s).

•	Sales Orders. This option enables you to raise and amend sales orders, which allocate stock items to a customer record. The orders can be printed immediately if required or recalled and printed later.

•	Cancel Sales Orders. This option enables you to cancel selected sales order(s).

•	Release Sales Orders. This option enables you to release sales orders once it they are complete and authorised, ready to be invoiced.

•	Invoice Sales Orders. This option enables you to create invoices from sales orders.

Using the system date for transactions

Whenever you are asked for a date relating to a transaction, the system date appears as the default to save you time. However, this can be amended if required, e.g. you may be entering transactions for a whole week, in which case the system date will not always be appropriate.


Invoices and Credit Notes

Use these functions to create invoices and credit notes for which you want a document raised and printed. The method for creating a credit note or invoice is virtually the same, although the following instructions are predominantly based on invoice entry.

To raise an invoice or credit note

1	From the menu bar, choose Postings, then Invoicing/S.O.P.

2	Choose either the Invoices or Credit Notes option on the Invoicing/S.O.P. submenu according to which document type you wish to raise.

3	In the Customer ID box, type a unique ID to locate the relevant customer account. Various details associated with that customer record will be displayed. If you enter an ID that does not exist, the program will advise you. You can use the spyglass and search facilities for records.

4	Invoices can be created from Proformas or Quotations. If you want the invoice you are raising to be based on the details previously entered in a proforma or quotation record, click the relevant radio button and use the drop-down list window to select the document number concerned. The rest of the invoice will then contain the same information as originally specified in the source document, though it may be amended as required before saving the invoice. Credit notes can also be created from existing invoices in a similar way.

5	Enter the details for the document header and footer in the boxes provided and complete the actual product details using the Product Details tab. When inputting data into the Product Details tab, press ENTER to progress through the fields.

6	Click on the Save button on the Product Details tab when you have finished, to store the data. If you decide to abandon the details, click on the Form Close Button before saving. If you try to abandon your entries once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Document Details

Product Details

What Invoice/Credit Note Postings are Made?


Document Details

Batch Print Later

A check if you wish to print the document as a batch process rather than at the time you save the details. If this box is not ticked, the program will generate the document immediately on saving; a dialog box being opened to ask how many copies you require. If line discount is detected on the invoice, the program will use the discount style invoice layout. automatically. If this is not required, choose this batch print option.

Batch stored invoices can be printed as required using the printing functions, at which point you can choose the invoice layout style.

Invoice Date

The date of the invoice or credit note. Note: a transaction will belong to the current period even if you enter a date prior to the current period.

Due Date

The date that the invoice will be due for payment using details from the customers record.

Customer Ref

The reference used by the customer for this invoice or credit note.

Despatch By

How the goods are likely to be despatched, e.g. the method of delivery.

Payment Days

The number of days that defines the settlement discount period. This is based on the details stored on the customer record.

Settlement Discount

The percentage of settlement discount available to the customer as defined on the customer record by default.

Overall Discount

The percentage of overall invoice discount applicable.

Delivery Address

The delivery address for the items on the invoice if different from the invoice address.

Net Delivery Charge

The net carriage and the VAT code can be entered. The sales analysis group code for carriage is displayed automatically as is the VAT on carriage and total carriage.

Narrative

Any message that you wish to print at the foot of the document.


Product Details

Product ID

The ID for the product you want to appear in the currently selected line of the table. You can use the search mechanisms to find the correct product.

Description

The description of the product read from product record. You can change this if required, but it will still be held in its original state in the product record. The first 30 characters will be copied to the Comment field in the analysis file which can be viewed through the transaction drill down on the account enquiry.

Group

The group ID for the sales analysis code associated with this product. You can change this here by locating another group (you can use the search mechanisms).

Quantity

The quantity of the product needed on the invoice or credit note. This is used to automatically calculate the totals shown.

Price

The price of each unit of the product, as held in the product record. You can change this if required, but it will still be held in its original state in the product record.

Disc %

The default discount percentage associated with this product. You can change this if required, but it will still be held in its original state in the product record. This will not be available if line discount is not allowed through the system parameters.

VAT

The VAT code associated with this product. You can change this if required, but it will still be held in its original state in the product record.

Overall Discount

The overall discount for the invoice/credit note.

Goods Value

The total value of the goods as automatically calculated using the quantity and the price of each unit.

VAT

The total VAT for the invoice/credit note.

Total

The total value for the invoice/credit note.

Correcting an invoice/credit note

If you add a line to the Product Details tab for an invoice or credit note with incorrect information, or you wish to delete a line altogether, click on the line to highlight the data and then click on the Remove Line button. The line will be deleted and, if required, you can re-enter the correct information.

Entering Text Only and Non-Product Detail Lines

If you leave the Product ID and Group fields blank, you can type a description only line. Non-product items can be entered by leaving the Product ID field blank but entering a description and Group code.

Entering multiple text lines

When you get to the end of a description field on a description-only invoice/credit note, you can continue onto another line by pressing CTRL+ENTER. This can be repeated on as many lines as required up to a maximum of 2048 characters.


Proformas and Quotations

Proformas and quotations are raised in a similar way to invoices. You can optionally convert a quotation to a proforma. There is no Payment Days entry for the settlement discount as this is not applicable to the posting of a proforma or quotation and needs only to be completed if the document is subsequently progressed to an invoice.

What postings are made?

No postings are made as a result of raising either a proforma or quotation. Although a proforma is often intended for payment, it is not legally binding as a tax invoice, therefore a sales invoice should be raised after receiving a proforma payment to ensure VAT liability is covered.

See Invoices and Credit Notes


Cancelling Proformas or Quotations

Use the wizard for cancelling proformas or quotations that are no longer valid.

To cancel proformas or quotations

1	From the menu bar, choose Postings, then Invoicing/S.O.P.

2	Choose either the Cancel Proformas or Cancel Quotations option on the Invoicing/S.O.P. submenu. The program loads the wizard for cancelling the documents. This functions much the same way for both proformas and quotations.

3	In the Customer ID box, type a unique ID to locate the relevant customer account or use the drop-down list shown to the right of the Customer ID or leave blank to select all customers

4	Click on the radio button that selects the category by which you want to sort proformas or quotations for cancellation. Then click the Next button.

5	The program lists proformas/quotations in the order selected. Click the Cancel box alongside any that are to be cancelled. You can also return to the previous screen if you want to change the sorting or selection criteria by clicking the Previous button.

6	Click on the Finish button to cancel the selected document(s).


Sales Orders

Use this function to create a sales order record that allocates stock for a customer that will be subsequently invoiced on despatch. You can create new sales order records from scratch or use a quotation document previously created as the basis for a sales order. Order acknowledgements can be printed for sales orders raised, either on completion of the order details or as a batch process later.

To input or amend a Sales Order

1	From the menu bar, choose Postings, then Invoicing/S.O.P.

2	Choose the Sales Orders option on the Invoicing/S.O.P. submenu.

3	In the Customer ID box, type a unique ID to locate the relevant customer account. This can be any combination of numbers and/or letters up to eight characters in total. If you enter an ID that does not exist, the program will ask you to reselect. You can use the spyglass and search facilities for records.

4	To create a new sales order from scratch, click the Create New Sales Order radio button. To amend an existing sales order record, click the Amend Sales Order radio button and choose the document from the drop-down list window. If you have entered a quotation or proforma record previously and wish to convert it to a sales order, click the Amend Sales Order radio button and choose the appropriate quotation or proforma number drop-down list window.

5	Enter the document and product details for the document as described for invoices and credit notes.

6	Click on the Save button when you have finished to store the data. If you decide to abandon the details, click on the Form Close Button before saving. If you try to abandon your entries once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Details Concerning Item Levels

What Sales Order Postings are Made?


Details Concerning Item Levels

Projected Stock

What is in stock, less the amount of stock allocated, plus what stock is currently on order from suppliers.

In Stock

The total amount of stock remaining for the selected product.

Allocated

The amount of stock already allocated to sales orders.

Free Stock

The amount of stock available for further orders.

On Order

The amount of stock on order from suppliers.


Cancelling Sales Orders

Use the wizard for cancelling sales orders. Note that cancelled sales orders cannot be reinstated automatically.

To cancel a sales order

1	From the menu bar, choose Postings, then Invoicing/S.O.P.

2	Choose the Cancel Sales Order option on the Invoicing/S.O.P. submenu. The program loads the wizard for cancelling the document.

3	In the Customer ID box, type a unique ID to locate the relevant customer account or use the drop-down list shown to the right of the Customer ID or leave blank to select all customers.

4	Click on the radio button that selects the category by which you want to sort orders for cancellation. Then click the Next button.

5	The program lists sales orders in the sequence selected. Click the Cancel box alongside any that are to be cancelled. You can also return to the previous screen if you want to change the sorting criteria by clicking the Previous button.

6	Click on the Finish button to cancel the selected document(s).

Cancelling part released orders

Once the sales order has been fully released you cannot cancel the order. To release the stock, you must continue with the normal procedure of invoicing the items, using the Invoice Sales Orders option, then raise a credit note to reverse the invoice. This will negate the transaction.

If the sales order has transactions which are released or partially released, you may cancel the outstanding order but using the Cancel Sales Orders routine.

Amending part released orders

When amending  a sales sales order, all detail lines are shown including any that have been fully or partially released. Note that it is not possible to either amend or remove such detail lines.


Releasing Sales Orders

Use this wizard to release items for despatch to fulfil in whole, or in part, requirements on sales orders and prepare the invoice documentation.

To release a Sales Order

1	From the menu bar, choose Postings, then Invoicing/S.O.P.

2	Choose the Release Sales Orders option on the Invoicing/S.O.P. submenu.

3	In the Customer ID box, type a unique ID to locate an individual  customer account or leave blank to select all. If you enter an ID that does not exist, the program will advise you. You can use the spyglass and search facilities for records.

4	Click on the radio button that selects the category by which you want to sort orders for release. Then click the Next button.

5	Select the sales order from which you wish to release items, then click the Next button.

6	To partially release a line, select the line (you can scroll through the list to locate the required detail line) and click on the Part Release button and enter the quantity to be released in the box where the cursor now rests. Note: the last field is checked to leave the rest on order. If the balance of the order is not to be left on order then uncheck this box before you click OK. When you return to the previous screen, the quantity part released will be shown in the Release column and any quantity remaining on order in the Remaining column.

7	To release the balance remaining for an individual line of an order, click in the R box for the line concerned. The sales order will be flagged for deletion.

8	To release all the balance of the order in one go, for all lines, click the Release All button. Note that the Undo All button will deselect any lines previously ticked.

9	When you have completed your selection of items for release, click the Next button to move to the invoice details window.

10	Complete the invoice details including delivery address, settlement discount and other items as described for invoice records.

11	Click on the Finish button when you have completed the invoice details. If you decide to abandon the details, click on the Form Close Button before saving. If you try to abandon your entries once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

What Order Release Postings are Made?


Invoicing Sales Orders

Use this wizard to raise the invoice documents for released sales orders.

To invoice released sales orders

1	From the menu bar, choose Postings, then Invoicing/S.O.P.

2	Choose the Invoice Sales Orders option on the Invoicing/S.O.P. submenu.

3	In the Customer ID box, type a unique ID to locate an individual  customer account or leave blank to select all. If you enter an ID that does not exist, the program will advise you. You can use the spyglass and search facilities for records.

4	Click on the radio button that selects the category by which you want to sort orders for invoicing. Then click the Next button.

5	Click in the Invoice Order box on each order to be invoiced or use one of the selection buttons that allows you to invoice all, deselect all or reverse the selections you have already made.

6	Click Finish to complete the process or Cancel to abandon. You will be asked to confirm that the relevant files are to be updated if you choose Finish.

What Invoiced Orders Postings are Made?


Stock and Purchase Order Processing

Use Capital Gold’s Purchase Order Processing (POP) and stock adjustment functions to maintain the levels of stock you need for your sales activities. The Stock/P.O.P. menu provides the following functionality:

•	Stock Movements. This option enables you to manually adjust the level for a selected stock item in your product list, without receiving stock from a recognised purchase order or issuing it from an invoice. You can manually issue or return a selected stock item with the stock levels being updated accordingly and receipts of stock can be entered with a new cost price.

•	Purchase Orders. This option enables you to create and amend purchase orders, which record stock items as being on order from a supplier record. The orders can be printed immediately if required or recalled and printed later.

•	Cancel Purchase Orders. This option enables you to delete a selected purchase order.

•	Receive Purchase Orders. This option enables you to record the receipt of a purchase order and will update the stock records to show that the additional stock is now available.

Purchase Orders

Cancelling a Purchase Order

Receiving Purchase Orders

Stock Movements


Purchase Orders

Use the Purchase Orders function to raise a purchase order document for goods required from suppliers and so that you can keep track of outstanding items due for delivery.

To input or amend a Purchase Order

1	From the menu bar, choose Postings, then Stock/P.O.P.

2	Choose the Purchase Orders option on the Stock/P.O.P. submenu.

3	In the Supplier ID box, type a unique ID to locate the relevant  supplier account. If you enter an ID that does not exist, the program will advise you. You can use the spyglass and search facilities for records.

4	To create a new purchase order from scratch, click the Create New Purchase Order radio button. To amend an existing one, click the Amend Purchase Order radio button and select the document required from the drop-down list window.

5	Enter the details for the order and the relevant products, switching between the order and product details tabs to complete the data. When inputting data into the Product Details tab, press ENTER to progress through the fields.

6	Click on the Save button on the Product Details tab when you have finished, to store the data. If you decide to abandon the details, click on the Form Close Button before saving. If you try to abandon your entries once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Entering multiple text lines

When you get to the end of a description field on a description only purchase order, you can continue onto another line by pressing CTRL+ENTER. This can be repeated on as many lines as required. There is an overall maximum of 2048 characters.

Order Details

Product Details

What Purchase Order Postings are Made?


Order Details

Batch Print Later

A check box used to specify if you wish to print the document as a batch process later. If deselected, the order document will be printed when you save the details.

Order Originator

A reference indicating the person inputting this order.

Order Date

The date of the purchase order.

Deliver By

The date that  the stock should be delivered by.

Delivery Address

The delivery address.

Narrative

Any message that you require to print at the foot of the document can be entered here.


Item Details

Product ID

The ID for the product you want to appear in the currently selected line of the table. You can use the spyglass to find the correct product. If you leave the Product ID and quantity boxes blank, the program assumes that you are entering a text only description line.

Description

The description of the product, as held in the product record. You can overtype or add to this here if required, but it will still be held in its original state in the product record.

Quantity

The quantity of the product needed on the purchase order. This is used to automatically calculate the total value shown.

Price

The price of each unit of the product, as held in the product record. You can change this if required, but it will still be held in its original state in the product record.

Supplier’s Part No.

The supplier’s reference for the selected product, or you can enter any free-form text here.

Net Order Value

The total value for the purchase order.

Correcting a purchase order

If you add a line to the Product Details tab for a purchase order with incorrect information, or you wish to delete a line altogether, click on the line to highlight the data and then click on the Remove Line button. The line will be deleted and, if required, you can re-enter the correct information.

Amending part released orders

When amending  a purchase order, all detail lines are shown including any that have been fully or partially released. Note that it is not possible to either amend or remove such detail lines.


Cancelling a Purchase Order

Use the wizard for cancelling purchase orders that are no longer required.

To cancel a Purchase Order

1	From the menu bar, choose Postings, then Stock/P.O.P.

2	Choose the Cancel Purchase Orders option on the Stock/P.O.P. submenu. The program loads the wizard for cancelling the document.

3	In the Supplier ID box, type a unique ID to locate the relevant supplier account or use the drop-down list shown to the right of the Supplier ID; or leave blank to select all suppliers.

4	Click on the radio button that selects the category by which you want to sort orders for cancellation. Then click the Next button.

5	The program lists orders in the sequence selected. Click the Cancel box alongside any that are to be cancelled. You can also return to the previous screen if you want to change the sorting criteria by clicking the Previous button.

6	Click on the Finish button to cancel the selected document(s).


Receiving Purchase Orders

Use this function to record the receipt of goods delivered against purchase orders.

To enter Purchase Order receipts

1	From the menu bar, choose Postings, then Stock/P.O.P.

2	Choose the Receive Purchase Orders option on the Stock/P.O.P. submenu.

3	In the Supplier ID box, type a unique ID to locate the relevant  supplier account. If you enter an ID that does not exist, the program will advise you. You can use the spyglass and search facilities for records.

4	Using the drop-down list associated with the Order Number box, select the relevant purchase order. The purchase order details will be displayed in the lower half of the window.

5	Select the line where you need to indicate a receipt of a particular product. If you wish to record the full quantity as being received, click on the ‘R’ box for the line concerned.

6	To receive all lines at once, click on the Receive All button. The Undo All button will deselect any lines previously ticked.

7	To record a partial receipt, click on the Part Receive button and enter the amount in the box provided. Note: the last field is check to leave the rest on order. If the order is not to be left on order then uncheck this box before you click on OK. Any balance will be shown on the order in the Balance column, and the quantity received in the Receive column.

8	If you have made several errors, you can clear the amendments you have made quickly by clicking on the Undo All button. You are then able to re-enter the values as required.

9	Click on the Save button when you have finished to store the data. If you decide to abandon the details, click on the Form Close Button before saving. If you try to abandon your entries once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

What Purchase Order Receipt Postings are Made?


Stock Movements

This function can be used to record various adjustments to stock levels including manual issues, receipts and returns and to make adjustments to stock levels, perhaps as a result of stocktake variances.

To make Stock Movements

1	From the menu bar, choose Postings, then Stock/P.O.P.

2	Choose the Stock Movements option on the Stock/P.O.P. submenu.

3	In the Product ID box, type a unique ID to locate the relevant  product. The current stock levels and prices are then shown on the window. If you enter an ID that does not exist, the program will advise you. You can use the spyglass to search for records.

4	Choose the type of movement you want to record by clicking the relevant radio button.

5	Enter the details for the movement. If entering an adjustment, the stock will be increased by the quantity specified unless you precede the quantity by a minus sign, For example, an entry of -47 will decrease the stock figures by 47.

6	Click on the Save button when you have finished to store the data. If you decide to abandon the details, click on the Form Close Button before saving. If you try to abandon your entries once Save has become activated, you will be warned that you have not saved your work. Click on OK to continue closing or Cancel to return to the previous window.

Stock Movements

What Stock Movement Postings are Made?


Stock Movements

Date

The date of the stock movement.

Reference

The reference given to the stock movement.

Quantity

The quantity of the stock movement. For adjustments, this can be either a positive or negative quantity.

Price Each

The unit cost price for stock received.

Comments

Any narrative to explain the movement can be entered here.


Automatic Payment Processing

This describes the Automatic Payments function on the Purchase submenu. It enables you to make automatic purchase payments for outstanding supplier invoices that are due and not in dispute.

If you only make sporadic purchases or use varied suppliers, you may wish to make payments manually. This helps you to keep a close check on when money is released and whether the services/goods provided are of the expected standard. However, if you use a regular supplier, you may be satisfied to release payment automatically. This carries out a repetitious duty for you and updates the records.

Payments can only be made to accounts that have outstanding invoices that are due for payment. Where settlement discount can be taken, the program will take this into account automatically. Invoices that are in dispute are ignored.

All transactions including unallocated cash and negative adjustments are presented on the table for allocating. Transactions cannot be partially paid; they must be fully allocated. As transactions are selected for payment on the table, the payment value increases and the Projected Bank value is adjusted according to the transaction chosen.

To process automatic purchase payments

1	From the menu bar, choose Postings, then choose Supplier.

2	Choose the Automatic Payments option on the Supplier submenu. This loads the purchase payments wizard.

3	If you have more than one bank account and wish to make payments against an account other than the default shown, click on the arrow button to the right of the bank account box. Select the bank account required from the drop-down list displayed.

4	You can specify the due date on which the selection of outstanding transactions for payment is to be actioned. The default is the current processing date.

5	The payment date also defaults to the current processing date. This is the date that will be given to the payment transactions generated by the process. Again, you can change this if required.

6	Enter the cheque number for the first payment to be processed. All cheques printed in the automatic process will be allocated the next number in sequence and the same reference will be used on the payment transactions.

7	If you wish to have a printed remittance for each payment, ensure that the Print Remittance box is checked.

8	Click the Next button to continue with the process when you have completed the above details. The program now presents a list of the transactions due for payment according to the criteria specified.

9	Select a line that you wish to be paid and click on the ‘P’ box to mark it for payment. If you wish to remove the matched item from this list, select the line and click on the ‘P’ box again to remove the tick. To transfer all lines at once for automatic payment, click on the Match All button. The Unmatch All button removes all selections made.

10	As you continue to match items for payment, the program automatically updates the total of payments and the projected bank balance shown at the top of the window.

11	When you are satisfied that all the lines requiring payment have been marked click on the Finish button and confirm that the payments are to be made when prompted.

Printing remittance advices

If you have chosen to print remittance advices, these can be printed as a batch through the Purchase Reports menu.


Record Enquiries and Monitoring

As soon as you begin to make postings into the system, you can make enquiries about these transactions through the options on the Enquiries menu. Enquiries can be made against any single account on the Sales, Purchase or Nominal and the Product enquiry displays stock details associated with a selected product record. The data is displayed  on screen and is a fast method of checking the current status of an account without having to wait for a report to print.

In addition to the Enquiries menu, you can use the System Status option on the Tools menu to make general enquiries about the system and the current financial status.

Sales/Purchase Account Enquiries

Product Enquiries

Nominal Account Enquiries

Making Enquiries about the Company's Financial Status

Bank Account Enquiries and Reconciliation Procedure

Using the Drill Down Feature


Sales/Purchase Account Enquiries

These enquiries display any postings made into the selected account, any aged debt values and the overall balance. You can view any sales or purchase account, regardless of whether any transactions exist. A message will confirm the lack of any transactions if postings have not yet been made.

To make a sales/purchase account enquiry

1	From the menu bar, choose Enquiries.

2	Choose either the Sales or Purchase Account Enquiry option, as appropriate, on the Enquiries menu.

3	In the Customer/Supplier ID box, type the unique ID for the account. If you enter a customer ID that does not exist, the program will advise you. You can use the searching facilities.

4	Click on the radio button to choose which transactions you want to display. You can choose from all transactions, only those due or overdue according to their due dates or advanced transactions only.

5	Use the drill down feature to display details of individual transactions.

6	When you have finished viewing the data, you can select another customer/supplier ID if required or click on the Form Close Button to clear the enquiry window.

Reprinting Invoices and Credit Notes

If you select an invoice or credit raised by the Invoicing/SOP module in the enquiry for an account, you can use the Reprint Document to print a copy of the original document.

Name & Address

The name and first line of the address. These are displayed beneath the customer/supplier ID, after you have entered the ID, to ensure that you are looking at the correct record.

Trading Terms

Details of the payment terms and settlement discount terms applicable to the account.

Credit Limit

The credit limit allowed to a customer (for a sales account enquiry) or the credit limit granted to you by a supplier (for a purchase account enquiry).

Turnover

The overall turnover for the customer with your business (for a sales account enquiry) or your overall turnover with the supplier (for a purchase account enquiry). This excludes VAT.

Balance

The account balance.

Date

The date associated with the transaction.

Type

The transaction type, e.g. Inv for Invoice, Rec for Receipt, etc.

Reference

The transaction reference, e.g. invoice or credit note number.

Status

The status of the transaction, e.g. paid, allocated, etc.

Debit/Credit

The value of the transaction, either shown as a debit or credit.

Balance

The balance of the transaction outstanding.

Adv

‘Adv’ will appear as confirmation against any item that is an advance posting for the next period.

Aged Debts

The values associated with aged debts of more than three months, two months and one month are shown, along with the current month’s debt, the value for unallocated transactions and the balance of the account.

For transaction analysis:

Group

The analysis group ID to which the transaction was posted.

Description

The description of the analysis group.

Value

The value of the posting.

Comment

Any comment that was made with the posting.

VAT

The VAT code that applied to the posting.

For allocation history:

Date

The date the transaction was posted.

Type

The type of transaction.

Reference

The reference given to the transaction.

Status

The status of the transaction, e.g. allocated.

Debit/Credit

The value of the transaction as a debit or credit.

Balance

The balance of the transaction if part allocated.


Product Enquiries

A product account enquiry displays the stock details associated with the product record including quantities maintained for allocated, issued, ordered and projected stock. You can view a monthly breakdown of issues and drill down to display details of orders and invoices associated with selected product transactions.

To make a product enquiry

1	From the menu bar, choose Enquiries.

2	Choose the Product Enquiry option on the Enquiries menu.

3	In the Product ID box, type the unique ID for the product. You can use the searching facilities.

4	All the static details of the product are displayed along with the current levels for full stock items.

5	To display the movement records associated with full stock items, click on the Movements tab.

6	Use the radio button to select the movements you want to view. You can choose from all movements, only those for this period or advanced movements only.

7	Use the drill down feature to display details of orders or invoices associated  with relevant movements.

8	To display the issues history of a full stock item, click on the Issues History tab.

9	Use the radio buttons to choose between the last 12 months history or the current financial year only.

10	Click the Include Advanced Issues check box if you want the history to include advanced issues in a separate Advanced total.


Nominal Account Enquiries

A nominal account enquiry displays the postings made into the selected account, along with the total value of the account. You can view any account for which transactions exist.

A message will confirm the lack of any transactions if postings have not yet been made to the account.

To make a nominal account enquiry

1	From the menu bar, choose Enquiries.

2	Choose the Nominal Account Enquiry option on the Enquiries menu.

3	In the Nominal ID box, type the unique ID for the account. The transaction data will be displayed in the table below. If you enter a nominal ID that does not exist, the program will advise you. You can use the searching facilities.

4	Use the drill down feature to view a breakdown of the journal detail lines associated with a transaction by double-clicking the item concerned.

5	To view a comparison between the actual balances on the account selected, the budgeted balances and the prior year’s value, click on the Budget & Actuals tab.

Date

The date associated with this transaction.

Entry

The entry number of the posting made to this account.

Type

The transaction type, e.g. journal, sales, purchase, etc.

Input By

An identification, usually the initials, of the person who posted this transaction

Debit/Credit

The value of the transaction, shown either as a debit or a credit.

Comment

Any comment associated with the transaction.

Balance

The current total of all accumulated values within the account.

For Budgets & Actuals:

Number of Periods

The number of periods in your financial year as set up in your system parameters.

Current Period

The current financial period.

Period

A list of the periods within the financial year.

Budget

The value budgeted for the selected nominal account line, per period.

Actual

The actual value for the selected nominal account line, per period.

Prior Year

The actual value for the selected nominal account line for the corresponding periods in the prior year.

For Related Postings :

Date

The date associated with this batch of transactions.

Nom ID

The nominal ID relating to the nominal account used for each posting.

Account Name

The name of the nominal account

Type

The transaction type, e.g. journal.

Input By

An identification, usually the initials, of the person who posted this transaction.

Debit/Credit

The value of the transaction, shown either as a debit or a credit.

Comment

Any comment associated with the transaction.

For Source Postings:

Date

The date associated with this batch of transactions.

Type

The transaction type, e.g. Inv for invoice.

Reference

The source transaction reference.

Value

The value of the source transaction.

Account ID

The source customer or supplier account code.

Account Name

The source customer or supplier account name.


Making Enquiries about the Company's Financial Status

The Company Financial Status feature enables you to view various items of information relating to the company as a whole.

To make enquiries about the Company’s Financial Status

1	From the menu bar, choose Tools.

2	Choose the Company Financial Status option on the Tools menu.

3	The General status details are displayed. This tab indicates if a VAT return, period end or recurring journals are due. You are also given a notepad to enter any user-defined notes that you wish.

4	Move to the Controls details by clicking on the relevant index tab.

5	Move to the Financial details by clicking on the relevant index tab.

6	Various financial totals are displayed to help you monitor the system and forecast cash flow. The Projected Cash shows the same figure as Total Cash until you click on the items with function buttons — Standing Orders Due, Accrued VAT Liability, Customer Receipts Due and Supplier Payments Due. When these function buttons are used they calculate the amount for the specified item and the Projected Cash is amended automatically to show the effect of that item on the forecast.

7	You can use the drill down feature with the four items that have function buttons. Position the cursor over the amount for that item and double-click. Another level of information will be displayed showing the breakdown for that amount. Click on the Form Close Button to close the drill down window.

8	You can keep the status window open whilst you use other features. You can keep a current picture of the financial status whilst you post transactions by clicking on the function buttons on the system status Financial tab, to recalculate these items and the projected cash flow.

Cash at Bank

The total amount of cash held in your default bank account.

Cash in Hand

The total amount of cash held in your default petty cash account.

Total Cash

The combined total of Cash at Bank and Cash in Hand.

Recurring Journals

The total outstanding amount that you owe on any recurring journals. Click on the check box for this field to calculate this amount. Note that this box only includes recurring journals which are linked to the accounts E810 (bank) and E820 (petty cash). No other recurring journals are included.

VAT Liability

The total liability for VAT for the current VAT period, shown as the difference between the input/output VAT accounts. Click on the check box for this field to calculate this amount. Use the drill down facility to see each of the two values individually.

Projected Cash

The projected cash. This is the same as Total Cash until the previous two fields are calculated, by clicking on the appropriate check boxes.

Receipts Due

The total amount owed to you from your customers. Click on the check box for this field to calculate this amount.

Payments Due

The total amount that you owe to your suppliers. Click on the check box for this field to calculate this amount.

Projected Cash

The total projected cash. This is the same as previous Project Cash total until the previous two fields are calculated, by clicking on the appropriate check boxes.


Bank Account Enquiries and Reconciliation Procedure

Bank account enquiries can be made using either the Nominal Account Enquiry  function described earlier, or by viewing transactions through the bank reconciliation function. A bank reconciliation displays the postings made into the selected bank account, in order that you can compare and clear items matching the bank statement.

To make a bank reconciliation

1	From the menu bar, choose Periodic.

2	Choose the Bank Statement Reconciliation option on the Periodic menu.

3	If you have more than one bank account and wish to make an enquiry against an account other than the default shown, click on the arrow button to the right of the bank account box. Select the bank account required from the drop-down list displayed.

4	The current paying in slip details are shown. To close the paying in slip for the purposes of the reconciliation, click on the Close Paying in Slip check box.

5	Enter the reference number of the bank statement received from your bank in the box provided.

6	The first time you carry out a reconciliation, you will need to enter the bank statement balance. Subsequently, this will always default to the last closing balance from the previous reconciliation process.

7	Click Next to continue. The program displays a window with the unreconciled transactions for the selected bank. You can use the drill down facility to display transaction details associated with any slip numbers.

8	Start by marking all the items that appear on your statement. When a line matches one found on your bank statement, click on the ‘R’ box.

9	If you need to add a transaction because it appears on the bank statement but not in the reconciliation details, use the relevant posting function within Capital Gold and then click on the Refresh button.

10	Click Next when you have finished marking the transactions for reconciliation.

11	You can now sort the marked transactions in the same sequence that they appear on the bank statement. This is done by clicking on a transaction that needs to be relocated and then clicking on the Up or Down button accordingly.

12	Click Finish when you have completed the reconciliation or Cancel to abandon the reconciliation.


What Invoice/Credit Note Postings are Made?

1	Once an invoice has been raised, the stock item is issued. In the case of credit notes, the item is returned.

2	The customer’s account balance and turnover totals are increased by the posting of an invoice, or decreased by the posting of a credit note, the account balance with the value including VAT and the turnover with the value excluding VAT.

3	The revenue or sales nominal accounts held against the sales analysis groups identified in the detail of the invoice/credit note are increased for an invoice and decreased for a credit note by the net value (excluding VAT). This subsequently shows an increase or decrease in the profit and loss account for the current accounting period and year to date.

4	The sales VAT control account in the Nominal will be increased for the VAT on an invoice or decreased for the VAT on a credit note. This will result in an increase or decrease in your VAT liability, which will ultimately be reflected in the balance sheet.

5	The debtors control account will be increased for an invoice or decreased for a credit note, by the gross value (including VAT). This results in an increase or decrease in your debtor asset, which will ultimately be reflected in the balance sheet.


What Sales Order Postings are Made?

1	The stock records are updated to show the order quantity has been allocated for the relevant product(s).

2	The nominal accounts are not affected until a sales invoice/credit has been raised.


What Order Release Postings are Made?
What Sales Order Release Postings are Made?

1	The stock records are updated to show the order quantity has been released for the relevant product(s).

2	The in-stock and allocated figures are reduced by the amount released.

3	The nominal accounts are not affected until the released order has been invoiced.


What Invoiced Orders Postings are Made?
What Invoiced Sales Orders Postings are Made?

1	The customer’s account balance and turnover (exclusive of VAT) totals are increased by the posting of an invoice, or decreased by the posting of a credit note, with the gross value (including VAT).

2	The revenue or sales nominal accounts associated with the products are increased for an invoice and decreased for a credit note by the net value (excluding VAT). This subsequently shows an increase or decrease in the profit and loss account for the current accounting period and year-to-date.

3	The sales VAT control account in the Nominal will be increased for the VAT on an invoice or decreased for the VAT on a credit note. This will result in an increase or decrease in your VAT liability, which will ultimately be reflected in the balance sheet.

4	The debtors control account will be increased for an invoice or decreased for a credit note, by the gross value (including VAT). This results in an increase or decrease in your debtor asset, which will ultimately be reflected in the balance sheet.


What Purchase Order Postings are Made?

1	The stock records are updated to show the quantity has been put on order for the relevant product(s).

2	The nominal accounts are not affected until a purchase invoice/credit has been raised via the Purchase.


What Purchase Order Receipt Postings are Made?

1	The stock records are updated to show the quantity has been received for the relevant product(s) and the In Stock record is increased. The quantity on order is decreased.

2	The nominal accounts are not affected until a purchase invoice/credit is raised via the Purchase.


What Stock Movement Postings are Made?

1	The stock records are updated and the In Stock record is increased or decreased according to the type of movement entered.


Using the Drill Down Feature

Wherever you see the binoculars icon next to the cursor, you can drill down to a further level of information. Simply double-click on the required item line and another window of information appears. When you drill down on an invoice line the Analysis Enquiry window opens. When you drill down on a receipt line the Allocation History window opens. You can also drill down on the Allocation History window to the Analysis Enquiry window. Both the Analysis Enquiry window and the Allocation History window can also be accessed using window buttons.


Related Postings

Related postings are shown when you drill down on individual nominal transactions. These are the other nominal postings that have been made as a result of  posting an invoice or credit note transaction, including the sales or purchase accounts, VAT, control account, etc. or in the case of journal entries, the ‘other side’ of a double-entry posting.


Source Postings

Source postings are shown when you drill down on related posting transactions. These are the original transactions from which the nominal detail line was created.


Reports and Listings

Pegasus Capital Gold provides extensive reporting facilities to enable you to maintain thorough records of all transactions and data entered into the system. You can use the Reports menu to:

•	Print/display a variety of predefined, commonly used reports, which have been designed to save you time.

•	Export reports to other file formats for use in spreadsheets, word processors, etc.

About Report Functions

Report Output and Selection Options

Print Setup

Sales Reports

Purchase Reports

Nominal Reports

Cashbook Reports

Invoicing /S.O.P. Reports

Stock/P.O.P. Reports

VAT Cash Reports

General Reports

Graphs


About Report Functions

Report functions are available for both accounting and management reporting and for document printing or reprinting, such as for invoices, orders, letters, statements, etc. Many of the reports you are likely to need are provided as predefined or ready to run reports, but you can also create reports of your own design.

You can select and run a predefined or user defined report using either the Management or Accounting Reports wizards. The following describes the basic procedure to run a predefined accounting report or listing.

To select and run a predefined accounting report

Either:

1	Choose the Print button on the toolbar.

or:

1	From the menu bar, choose Reports.

2	Choose the Accounting Reports option on the Reports menu.

Then:

1	Click on the radio button corresponding to the module for which you want an accounting report, then click Next. A list of the reports available for the selected module is then displayed.

2	Click on the report you want to run and then click the Next button.

3	Choose the criteria or range options according to the type of report selected (see the details given later about report output and selection options).

4	Click on the Next button. Choose the output destination of the report (see the details given later about report output and selection options).

5	You may select to preview the report to screen or send it to a selected printer. Each report shows the report title, page numbers, the report run date and your company name at the top of each page.

Adding/Removing Reports


Adding/Removing Reports

Reports created with Crystal Reports can be added to the list of those available using the Add button on the reports list window by the system administrator. Reports can also be removed from the list using the Remove button.

To add a report to the list

1	From the menu bar, choose Reports.

2	Choose the Accounting Reports option on the Reports menu.

3	Click on the radio button corresponding to the module for which you want an accounting report, then click Next. A list of the reports available for the selected module is then displayed.

4	Click on the Add button. A list of report files is displayed. Click on the check boxes to add the ones you want, then click Next.

5	A list of the selected reports is displayed. You can amend the description which defaults to the filename. The description entered here is the one that will be shown in the list of reports for the selected module. Click Finish to add the report(s).

To remove a report from the list

1	From the menu bar, choose Reports.

2	Choose the Accounting Reports option on the Reports menu.

3	Click on the radio button corresponding to the module for which you want an accounting report, then click Next. A list of the reports available for the selected module is then displayed.

4	Click to highlight the report to be removed, then click on the Remove button. You will be prompted to confirm that you want to delete the selected report.


Report Output and Selection Options

Each predefined report provides various options to enable you to choose the type of information displayed. For those reports that include transaction details, the report wizard offers various choices concerning the period or periods over which transaction details are to be included.

For reports that are based on master records, you can define the range of records to be selected for the output. If no selection is specified, then all records are included. Otherwise you can enter the start and end codes for the records concerned either of which can be left blank to start at the beginning of the file or finish at the end of the file as required.

Having defined the criteria that determines what is included in a report, the report wizard offers choices for the output. You can either send the report straight to a printer or preview the report’s content on the screen after which you can proceed to print if required.

If you choose the preview option, the report is displayed in a window as a representation of the printed report.

You can use the scroll bar to view the current page as required.

To see the report lines more clearly, you can click on the Zoom View button to magnify the display.

Use the buttons to move to the next page or previous pages of a multi-page report or to the first or last page as required.

To print the report, click on the Print button. The Output Report to Printer form is displayed in which you can configure the print options according to the type of printer. You can specify the number of copies to be printed. If you select more than one, the Collate check box becomes available. For example, when printing multi-part documents such as invoices, statements, etc., on a laser or inkjet printer, you can choose to group sets for each account.

If you wish to export a report to another file format, highlight the report in the list box and click on the Export button instead of the Print button. The program will display a choice of export format options. The program will display the file name that will be used. The extension will depend on the export file type you choose.


Print Setup

This option is available from the File menu. It enables you to change the printer configuration for your Pegasus Capital Gold reports. Printer settings can also be changed at the time of printing a report.

The actual setting choices and options available will depend on the type of printer(s) you have installed in Windows 95. Further details are available in your Microsoft Windows 95 User’s Guide or the Help system and/or your printer manual.


Sales Reports

The following predefined reports are available to provide details about customer accounts and transactions.

Customer Account Enquiry

The report shows each selected customer ID with the general details, followed by the list of transactions currently posted to this account. The transactions are listed with the date, type, reference, status, debit/credit value and the balance. The aged debt values are shown at the bottom of each transaction list.

List of Customer Accounts

This report shows a list of customer accounts with the general details for each account.

List of Sales Invoice and Credit Notes

This report lists invoices and credit notes according to your selection choice, for all customers. The customer ID, date, type, reference, total value, value of goods, VAT, account name, total invoices, total credits and total are shown. Choose from the Report Options as described earlier.

List of Sales Receipts

This report lists all sales receipts, showing the customer ID, date, reference, value, account name and total. The same report options are available as for invoices and credit notes.

List of Sales Adjustments

This report lists adjustments for all customers. The report shows the customer ID, date, reference, value, nominal ID, customer name, comment and total. Options are as for invoices and credit notes.

List of Sales Refunds

This report lists all refunds for all customers. The details show the customer ID, date, reference, value, customer name, comment and total. Options are as for invoices and credit notes.

Aged Debtors List

The Aged Debtors Lists both show the account number, aged debt values, current value unallocated, total, credit limit, account name and totals.

Sales Analysis List

This report shows transactions sorted by analysis group, with the description, VAT, type, value, customer ID, date, reference and Product ID. Choose from the Report Options as described earlier.

Sales Analysis Summary

This report shows a summary of analysis groups, with the description, value for the period and value for the year to-date.

Sales Area Code Analysis

This report shows transactions sorted by area code, with sales analysis code, description, VAT, type, value, customer/supplier ID, date, reference and product ID. Choose from the Report Options.

Sales Area Code Summary

This report shows a summary by area codes, with value for the period. Choose from the Report Options.

Product ID Analysis List

This report shows transactions sorted by product ID, with the description, analysis code, VAT, type, value, customer/supplier ID, date and reference. Choose from the Report Options.

Product ID Summary

This report shows a summary of product ID’s, with the description, value for the period and overall total. Choose from the Report Options.

Sales VAT Analysis

This report shows an analysis of VAT, with the VAT code, total value, total goods value, VAT value and overall total.

Debtors Control Breakdown

This report lists the totals for invoices, discounts, credit notes, allocated receipts, unallocated payments, adjustments and refunds, together with the date, opening balance and total outstanding.

Sales Statements

This report starts a new page for each customer. Your company details, the statement date and the account name and ID are shown at the top (unless using preprinted stationery). The statement then lists the transactions by date, with the type, reference, status, debit/credit value and balance. The aged debt values and overall balance are shown at the bottom of each statement. It is recommended that statements are printed before period end, as some transactions may not appear after the period end has been run.

Analysis of Sales Invoices and Credits

This report shows a breakdown of the nominal analysis of postings. You can choose the same transactions options as those for invoice/credit note listings. For each transaction the report shows entry date, reference, account and value, a subtotal for each account and an overall value.

Analysis of Sales Receipts and Adjustments

This report shows a breakdown of the nominal analysis of postings. You can choose the same transactions options as those for invoice/credit note listings. For each transaction the report shows entry date, reference, account and value, a subtotal for each account and an overall value.


Purchase Reports

The following predefined reports are available to provide details about supplier accounts and transactions.

Supplier Account Enquiry

The report shows each selected supplier ID with the general details, followed by the list of transactions currently posted to this account. The transactions are listed with the date, type, reference, status, debit/credit value and the balance. The aged debt values are shown at the bottom of each transaction list.

List of Supplier Accounts

This report shows a list of supplier accounts with the general details for each account.

List of Purchase Invoices and Credit Notes

This report lists invoices and credit notes according to your selection choice, for all suppliers. The supplier ID, date, type, reference, total value, value of goods, VAT, account name, total invoices, total credits and total are shown. Choose from the Report Options.

List of Purchase Payments

This report lists all purchase payments, showing the supplier ID, date, reference, value, account name and total. The same report options are available as for invoices and credit notes.

List of Purchase Adjustments

This report lists adjustments for all suppliers. The report shows the supplier ID, date, reference, value, nominal ID, supplier name, comment and total. Options are as for invoices and credit notes.

List of Purchase Refunds

This report lists all refunds for all suppliers. The details show the supplier ID, date, reference, value, supplier name, comment and total. Options are as for invoices and credit notes.

Aged Creditors List

The Aged Creditors Lists both show the account number, aged debt values, current value unallocated, total, credit limit, account name and totals.

Purchase Analysis List

This report shows transactions sorted by analysis group, with the description, VAT, type, value, supplier ID, date and reference. Choose from the Report Options.

Purchase Analysis Summary

This report shows a summary of analysis groups, with the description, value for the period and value for the year to-date.

Purchase VAT Analysis

This report shows an analysis of VAT, with the VAT code, total value, total goods value, VAT value and overall total.

Suggested Payments List

This report lists payments due, with the supplier ID and name at the top of each section. The transactions are listed beneath showing the reference, date, type, discount, invoiced amount, discount amount, amount due, account total and overall total at the bottom.

Batch Print Remittance Advices

This option provides remittance advices with a new page for each supplier, where a remittance advice requirement has been indicated for a manual payment posting or through the automatic payments routine. Your company details are shown at the top right of the page (unless using preprinted stationery) with the account name and ID in the centre. The dates and payments for items are listed below.

Creditors Control Breakdown

This report lists the totals for invoices, discounts, credit notes, allocated payments, unallocated payments, adjustments and refunds, together with the date, opening balance and total outstanding.

Analysis of Purchase Invoices and Credits

This report shows a breakdown of the nominal analysis of postings. You can choose the same transactions options as those for invoice/credit note listings. For each transaction the report shows entry date, reference, account and value, a subtotal for each account and an overall value.

Analysis of Purchase Payments and Adjustments

This report shows a breakdown of the nominal analysis of postings. You can choose the same transactions options as those for invoice/credit note listings. For each transaction the report shows entry date, reference, account and value, a subtotal for each account and an overall value.


Nominal Reports

The following predefined reports are available to provide details about nominal accounts and transactions:

Nominal Account Enquiry

This report prints a page for selected nominal accounts showing the journal transactions, detailing date, entry, type, input by, debt credit and comment, with an account total.

List of Nominal Accounts

This provides a listing of selected nominal accounts, giving nominal ID, nominal name, brought forward balance, budget, profit and loss or balance sheet indicator, code, group and group name.

Budgets List

This report shows the budget figures for selected nominal accounts, with the nominal ID and name, period, value and annual total.

Nominal Transaction List

Having selected a time period, this report lists the transactions by entry number, with the date, type, nominal account ID, debit/credit values, account total and overall totals at the bottom.

Summary Trial Balance

Having selected a time period, this report shows the debit/credit value for each nominal account and overall totals.

Detailed Trial Balance

Having selected a time period, the detailed trial balance lists nominal transactions grouped by nominal account ID and name, with the date, entry, type, who input the transaction, debit/credit value, comment, account total and totals at the bottom.

Trial Balance by Group

This report provides a trial balance with subtotalled year to-date balances by group code only.

Nominal Journals

Having selected a time period, this report lists all transactions entered as journal entries, detailing entry no, date, narrative, nominal ID, name, debit/credit value, comment, account totals and overall totals.

Nominal Reserves and Provisions

This report lists all reserves and provisions posted within the selected time period, and shows the same details as the previous report.

Nominal Recurring Journals

This produces a list of the recurring journals set up (but not the posting transactions). The report details entry, next due, frequency, repetitions, narrative, accounts, debit/credit value, account totals and overall totals.


Cashbook Reports

The following predefined reports are available to provide details about bank accounts and transactions:

Bank Account Enquiry

This lists all the transactions on the selected bank account that were posted within the selected time period. The report shows the bank account number and name, and for each transaction it shows date, reference, details, payment/receipt value and balance.

Bank Statement

When you select this report a selection window appears first. The program needs to know the bank account for which you need a statement. The default bank account is shown. The Bank Statement lists all transactions made into the selected bank account that have not previously been printed on a statement but have been reconciled. The report shows the bank account number and name, the brought forward balance and date, reference, details, payment/receipt value and balance for each transaction.

Paying In Slip Report

For the selected bank account and slip number, this report shows the account ID, name, value and reference for transactions belonging to the chosen payslip. Note that the slip reference number required is the nominal batch number created by the program; not the reference number you entered at the time of posting.


Invoicing /S.O.P. Reports

The following predefined reports are available to provide details about invoicing and sales order processing transactions. The ‘Print’ options produce printed copies of documents raised through the Postings menu of Pegasus Capital Gold or that have been generated automatically from released sales orders.

Print Quotations

This function produces printed copies of quotations. You can either run all documents or only those for a chosen account. A list of the documents is presented and you can choose which ones you want to print by clicking the check boxes. Buttons are provided to select or deselect all. You can then choose the stationery layout option required: with or without discount columns.

Print Proformas

This function produces printed copies of proformas. You can either run all documents or only those for a chosen account. A list of the documents is presented and you can choose which ones you want to print by clicking the check boxes. Buttons are provided to select or deselect all. You can then choose the stationery layout option required: with or without discount columns.

Print Sales Orders

This function produces printed copies of sales orders. You can either run all documents or only those for a chosen account. A list of the documents is presented and you can choose which ones you want to print by clicking the check boxes. Buttons are provided to select or deselect all.

Print Delivery Notes

This function produces printed copies of delivery notes. You can either run all documents or only those for a chosen account. A list of the documents is presented and you can choose which ones you want to print by clicking the check boxes. Buttons are provided to select or deselect all.

Print Outstanding Invoices

This function produces printed copies of invoices. You can either run all documents or only those for a chosen account. A list of the documents is presented and you can choose which ones you want to print by clicking the check boxes. Buttons are provided to select or deselect all. You can then choose the stationery layout option required: with or without discount columns.

Print Outstanding Credits Notes

This function produces printed copies of credit notes. You can either run all documents or only those for a chosen account. A list of the documents is presented and you can choose which ones you want to print by clicking the check boxes. Buttons are provided to select or deselect all.

List Outstanding Sales Orders

This provides a list of the sales orders which are awaiting release.

List Completed Sales Orders

This provides a list of sales orders that have been released and invoiced.

List Released Sales Order Not Yet Invoiced

This provides a list of sales orders that have been released but are awaiting invoicing.

List Proformas

This provides a list of proformas still classed as open. If a proforma has been cancelled it does not appear on this listing.

List Quotations

This provides a list of quotations still classed as open. If a quotation has been cancelled it does not appear on this listing.


Stock/P.O.P. Reports

The following predefined reports are available to provide details about product records and associated transactions:

Print Purchase Orders

You can either load all purchase order documents or only those for a chosen supplier.

Product Enquiry

This produces a list of transactions for one or a range of products and contains detailed information about the product, including movement details such as purchase orders, sales orders, stock levels etc.

List of Products

This lists the details of one or a range of product records including product code, type of product, date last issued, stock levels, etc.

Stock Movements

This lists all movement types, including issues, returns, proformas, quotations, purchase orders etc. for all stock items in the chosen period range.

List Outstanding Purchase Orders

This provides a listing of the outstanding purchase orders for which deliveries are awaited in whole or in part.

List Completed Purchase Orders

This lists purchase orders for which all items have been received.

Stock Valuation

This report provides a valuation of stock based on the average cost price of product items stored on file. It also shows selling and cost prices and values and the expected profit margin as a difference between the two values.

Stock Re-Order

This report lists the re-order requirements for items based on the critical levels specified on the product records. Also, any item whose in-stock level has fallen below the minimum stock level but whose projected stock is above the re-order level will be highlighted with ‘<<Below Re-Order>>’ at the far right of the report.

Stock Re-Order by Supplier

This report lists the re-order requirements for a selected supplier.

Price List

This shows the product ID, description, selling prices and discounted prices for products.

Stocktake List

This is a list of all stock items including product ID, description, location, supplier, quantity in stock, unit description, supplier’s part number and a physical quantity in stock column for you to complete yourself.

Stock Issues

This lists the issues of products transacted in the current accounting period, the cost value, selling value, expected profit and percentage margin.

Stock Issues History

This provides a table of issues for each of the accounting periods.


General Reports

This option provides access to one default report that lists the VAT rates and codes.


Graphs

Use the Graphs option on the Reports menu to display information stored in your ledgers and product files graphically. Pegasus Capital Gold provides for the following graphs:

•	Customer Turnover by period.

•	Supplier Turnover by period.

•	Nominal Account vs Budget.

•	Aged Debtors.

•	Stock Issues by period.

•	Company Turnover by period.

•	Cashflow Forecast.

The Graph wizard guides you through the graphing function. The general procedure is as follows.

To produce a graph

1	From the menu bar, choose Reports.

2	Choose the Graphs option on the Reports menu.

3	When the Graph wizard is displayed, highlight the type of graph you want.

4	Complete the specific field requirements prompted for by the wizard. For example, when producing a customer turnover graph, you will  have to select the customer ID concerned.

5	Chose the output destination of the graph. Choose the preview option if you want the graph displayed in print preview format, otherwise you can choose to produce a printout.


Customer Reminder Letters

Using the Customer Reminder Letters wizard, you can produce any or all of the following for each run:

•	A summary of overdue debts.

•	One, two or three levels of debt-chasing letter for accounts that are overdue by the selected number of days and more than a chosen amount.

•	Statements for the customers for whom a letter is being printed.

If you have the Crystal Reports application installed with Pegasus Capital Gold, you can set up your own letter layouts. Otherwise, a set of standard layouts are provided for your use.

Notes About Reminder Letters

•	Any customers whom you do not wish to receive reminder letters can be excluded by checking on the Suspend Reminder Letters option within Customer Account Maintenance. Excluded customers will also not appear on the summary report or have statements printed via this wizard.

•	A statement can still be produced via the Sales Accounting Reports if required.

•	It is advisable to allocate any unallocated payments prior to running this wizard. If however this is not possible then unallocated payments will be taken into account when calculating the overdue amount for a customer.

•	Any invoices marked as disputed are ignored when calculating the overdue amount.

•	When the oldest overdue invoice, as at the time of the previous letter run for a customer, is subsequently paid, or part-paid, the customer will be given the lowest priority letter, i.e. letter style 1 on the next letter run (should they qualify for a letter). If however on subsequent letter runs the oldest overdue invoice, as at the time of the previous letter run for a customer, is still outstanding then the next letter style in sequence will be produced.

•	When letter style 2 is reached, the customer is automatically put on credit hold. The customer can then be taken off credit hold via Customer Receipts, Allocations and Disputes when payment is received.

•	When letter style 3 is reached, and subsequently printed, then while the oldest overdue invoice remains outstanding no further letters will be produced. When the oldest overdue invoice is subsequently paid, or part-paid, the customer will then be given the lowest priority letter i.e. letter style 1 on the next letter run (should they qualify for a letter).

To produce reminder letters

1	From the menu bar, choose Periodic.

2	Choose the Customer Reminder Letters option on the Periodic menu.

3	Click Next. The program displays the three letter styles and their template names. If you have Crystal Reports installed, you can click on a letter style to change the layout. If it is not installed, you cannot change the default letter texts provided.

4	For each letter style, you can change the number of days overdue that determines whether a letter will be produced for selected customers. The letters are printed in sequence; i.e. if this is the first reminder for a debt, then letter style 1 will be printed. Letter style 2 is then printed for the second reminder, and subsequently letter style 3 is printed for further reminders.

5	If you want to set a minimum balance level for which to print a  letter, enter the value in the box provided.

6	Click the Next button.

7	Choose the range of customers that will be searched for overdue balances. If no criteria are specified, all customer accounts will be included in the process, though only those with overdue transactions and whose Suspend Reminder Letters check box is blank are considered for reminder letters.

8	Click the Next button.

9	Enter the date of the run for the letters. The program shows the date of the last run. Once a reminder has been printed for a customer, the next level of reminder will not be generated until the appropriate interval has elapsed.

10	Click on the Next button.

11	Choose the Summary button to produce a  report showing a summary of the accounts overdue for payments. The program calculates this information, informs you how many meet the criteria and offers the print dialog box for the report generated.

12	Click the Letters button to generate the letters of the appropriate style. Confirm each of the styles to be printed. The program offers the print dialog box for the letters generated in turn, or informs you if there are no letters to be printed of a given style.

13	Click the Statements button to generate statements for those customers for whom a letter has been printed. The program offers the print dialog box for the statements generated.

14	When you have processed the output you want for the reminders procedure, click Finish. The program updates the customer records with the information about the date of  the last letter generated.


Completing VAT Returns

Pegasus Capital Gold enables you to process your VAT returns as a partly-automated process, taking away much of the complexity of this work. The printed result can be used to help you complete your VAT Return form.

VAT Auditing

VAT Cash Accounting

VAT Cash Reports

EC VAT

To process your VAT return

1	From the menu bar, choose Periodic.

2	Choose the VAT Return option.

3	The VAT period end date is shown. To view a previous set of VAT Return figures, click on the arrow next to this date and select one of the four previous dates from the drop-down list. To continue with the current VAT return, ensure the current period end date is active.

4	Click on the Calculate button to automatically calculate the VAT return values for the categories shown. Note: if you are simply viewing your VAT Return, simply close the form without committing the details.

5	If you are carrying out your periodic VAT procedures, make sure you are satisfied that the figures are complete, then click on the Commit button to finalise and commit this VAT return. The transactions included in the return will be cleared during the next purge routine. Any new VAT transactions will begin to accumulate again ready for the next VAT return.

6	Click on the Close box when you have finished.


VAT Auditing

As VAT transactions are posted into the system, audit trails are maintained to ensure that you can trace and monitor the accumulation of VAT data. You can view the audit trails at any time through the VAT Return option. Simply click on the audit trail button of your choice to view the details and then if required you can print the report.

Summary

Prints the details as seen on the VAT Return window.

Sales

The VAT Analysis of Sales report, showing the customer code, transaction date, transaction type, reference, value of goods, value of VAT, VAT code and totals.

Purchase

The VAT Analysis of Purchases report, showing the supplier code, transaction date, transaction type, reference, value of goods, value of VAT, acquisition tax (VAT on purchases from suppliers in EC member states), VAT code and totals.

Cashbook

The VAT audit trail return for the Cashbook, detailing all VAT transactions passing through the Cashbook. This report includes the nominal account code, transaction date, input by, entry number, goods value, VAT value, VAT code and totals.


VAT Cash Accounting

Warning: Please refer to VAT Notice reference 731 — Cash Accounting, before using the VAT Cash Accounting facility.

If you are using the VAT cash accounting scheme, then the inputs and outputs of VAT will based on receipts and payments that relate to VAT. This includes receipts and payments posted through the Sales or Purchase posting options and the Cashbook/Bank posting options.

There are a number of points to consider when using the VAT cash accounting scheme with Pegasus Capital Gold:

Receipts/Payments

VAT Adjustment Transactions


Receipts/Payments

If you check the Unallocated Receipt box (or Payment on Account in the Purchase postings), then an additional dialog box entitled VAT Cash Accounting appears. In this box, you must select an appropriate VAT code. This ensures that the portion of VAT that is contained within the receipt (or payment) appears on the VAT return.

If an Allocated Receipt (or Payment) is posted against an invoice, then any VAT due on that invoice (or portion of VAT due if a part payment is being made) is automatically calculated and will appear on the VAT return.


VAT Adjustment Transactions

By way of an example, if you raise a sales invoice for £100.00 of which £50.00 is subject to VAT at the standard rate of 17.5%, with the remaining £50.00 being zero rated, the VAT amount calculated would be £8.75. Therefore, when this invoice is paid in full, VAT of £8.75 would appear in Box 1 of the VAT return (VAT due on sales) and a goods value of £100.00 would appear in Box 6 (total value of sales excluding VAT).

However, if the payment for this invoice is posted as an unallocated receipt with a VAT code of 1 (for standard rate), the system will calculate the VAT amount  as £16.20 with a goods value of £92.55. At this point, the system has no knowledge of the fact that this receipt will subsequently be allocated against the invoice (in which the VAT due was calculated as £8.75 and not £16.20), but VAT must be calculated since some cash has been received which will be due on the VAT return.

Printing the VAT return at this point would result in the £16.20 appearing in Box 1 and £92.55 in Box 6, resulting in an overpayment of VAT by £7.45. This is because the receipt remains unallocated.

When using the VAT cash accounting scheme, therefore, we recommend that you try to allocate any unallocated receipts or payments before producing and committing the VAT return. You should allocate the cash starting with the oldest outstanding invoice.

To continue the above example, if the receipt of £108.75 is subsequently allocated against the invoice, the allocation process realises that there is a conflict between the VAT calculated on the receipt compared to the VAT on the invoice. A VAT adjustment transaction is created to correct this. In this example, the adjustment VAT value will be £-7.45 with a goods value of £7.45 which ensures that the correct values appear in boxes 1 and 6 on the VAT return.

Transaction	Goods Value	VAT Value

Invoice	100.00	8.75

Receipt	92.55	16.20

VAT Adjustment	7.45	-7.45

Box 1 on VAT Return = (16.20 -7.45) giving the correct VAT due as 8.75

Box 6 on VAT Return = (92.55 + 7.45) giving the correct goods amount of 100.00

The VAT adjustment transaction is highlighted on the VAT Analysis of Sales report and on the VAT Cash reports by the comment ‘VAT Adjustment due to unallocated cash’.

Please note that a VAT adjustment transaction is only created when an unallocated receipt or payment is subsequently allocated against one or more invoices in which more than one VAT rate applies, or where the VAT code entered against the unallocated receipt is different to that used on the invoice to which it will be allocated and where the same VAT code is used on all analysis lines.

If a receipt or payment is posted and allocated in the first place, rather than being posted on account, then no VAT adjustment need be created, since the correct VAT due amount will be calculated on the allocated receipt or payment itself.


VAT Cash Reports

There are various VAT cash reports available from the Reports menu if you are using the VAT cash accounting scheme.

Sales/Purchase VAT Reconciliation

These reports show a ‘snapshot’ of each allocation session and provide details of the VAT paid on each transaction; i.e. they provide a means of reconciling receipts and payments against invoices. The reports detail the customer or supplier ID, allocation date, allocation batch number, transaction date, transaction type, reference, value paid or received, goods value, VAT value and VAT code. You can also choose which transactions are included according to the Report Options dialog.

Sales/Purchase Unallocated Receipts/Payments

These reports show any unallocated receipts or payments and the VAT due on them (calculated according to the VAT code entered against them). The reports detail the customer or supplier ID, transaction date, reference, value, goods value, VAT value, VAT code, customer or supplier name and totals.

Sales/Purchase VAT Outstanding

These reports show any VAT that is outstanding on unpaid and part-paid invoices and credits. The reports detail the customer or supplier ID, transaction date, transaction type, reference, value outstanding, goods outstanding, VAT outstanding, customer or supplier name and totals.


EC VAT

The EC Sales List report is available from the Periodic menu if the relevant option within the System Parameters has been selected. It produces the EC Sales List (form VAT101) information. This option requires you to enter the name of the signatory, the signatory date, contact name and contact telephone number. When you have completed these entries, click on the Calculate button to process the EC Sales List.

Pegasus Capital Gold optionally provides two EC Sales Lists: a calendar quarterly version and an annual summary version. The annual summary version does not print any values of supplies; it is simply a list of those EC customers that have been traded with during the last calendar year. The choice of EC Sales List is controlled by the setting in the System Parameters.

To produce the EC Sales List

1	Choose the EC Sales List option from the Periodic menu. The signatory and contact names should be entered and the date and telephone number confirmed.

2	The period end date shown will depend on the current system date and the end of the next ESL period as defined in the System Parameters. You can choose a previous ESL period end date from the drop-down list if required.

3	When you have completed the details shown, click on the Calculate button to instruct the program to prepare the content of the EC Sales List report.

4	To print the report, click on the Print button, which is activated when the calculation is complete. The EC Sales List will be previewed on screen and is ready to print. Once sent to the printer, the program will ask you to confirm that the print was successful before closing. If not, you can print it again until you are satisfied that the printing is okay.

5	Check that the content of the EC Sales List is correct. Only when you are satisfied that the information is accurate, click on the Commit button to commit the EC Sales List information for the current ESL period.

6	Warnings will be displayed if you choose to Close the EC Sales List production before committing the details. Any calculations made will be abandoned if you choose to abort the procedure before committing the EC Sales List.

Important Note About EC Sales List Form Submissions

If you wish to submit an ESL substitute produced via Pegasus Capital Gold, you must first obtain approval from your local VAT office. You should quote the following reference number:

VOPS/ESL 27

in any correspondence in order that your application to submit a substitute ESL is processed quickly. The following page shows an example letter text that you could use to accompany your application.

Example Letter of Approval for Substitute EC Sales List:

Date

Name and Address of

your VAT Office

Dear Sir/madam

I am writing to apply for approval to submit an EC Sales List substitute which is produced by a computerised accounts package called Pegasus Capital Gold which has been purchased from Pegasus Software Limited. I understand that this substitute EC Sales List has received approval from HM Customs and Excise and I have been asked to quote the following reference number

VOPS/ESL 27

to aid in the speedy processing of this application.

Yours faithfully,


Financial Statements

Use the Design Management Reports function on the Reports menu to create your own profit and loss and balance sheet report layouts and to subsequently print, view or export those reports.

To print existing profit and loss or balance sheet reports

To design your own report

To create a blank line

To remove a line

To edit the report as a Microsoft Word document

To edit the report as a text document

Report Instructions (Properties)

How the Subtotals Work

Net Profit Figure


Report Instructions (Properties)

Title Only

Click on this radio button if the line is to be a title only with no corresponding values.

Left/Right Value

Click on one of these to align the value to the left or right value column. This enables you to set out levels of subtotalling in a structured format on the page.

Report Code

If the entry is a report code type that accumulates values for all accounts of a particular report code.

Left/Right Total

Click on the appropriate Total radio button to define a level of subtotalling. Instead of identifying a report code, you identify which level of totalling is required. Choose the button according to whether the total is to be shown in the left or right columns.

Net Profit

Click on this radio button if you are defining the line for the net profit figure which is calculated automatically by the program.

Single/Double Underline

Click on the appropriate radio button if a single- or double-underline is required in the column specified.

Bracket Options

Click on No Bracket, Debit or Credit to define how you wish the value to be printed. No Bracket means the figure appears as it is stored. If Debit is specified for a value, brackets will be displayed if the figure happens to be a credit. If Credit is specified for a value, brackets will be displayed if the figure happens to be a debit. For example, the bank account will normally be a debit value (positive) but will a credit if it is overdrawn (negative); if you specify the Debit option for the report code associated with the bank account, the value printed will be shown in brackets if it is a credit.

Displaying Real Figures

If you click on the ‘Display actual figures instead of report codes’ check box, the program will accumulate the actual balances of the accounts included in the design and show these in place of the report codes.


How the Subtotals Work

The subtotalling works by a series of additions. As you add report codes to the format, these are added in the column specified. When a debit and a credit are added together, the column displays the difference between the two since the system is effectively adding positive and negative values together.

When you want to include a subtotal, you simply specify a total number from 1 to 9 in the left or right column as required. For example, suppose you want to total the following figures at the top of a profit and loss report in the right hand column:

Left	Right

Sales (Home)	01 (C)

Sales (Export)	02 (C)

Other Sales	03 (C)

The (C) indicates that these are normally credit balances. You would specify the first level of totalling as level 1 by selecting ‘Right 1’ in the Code box on the Report Instructions dialog. This would appear as follows:

Right 1 (C)

Now suppose you wanted a subtotal of other types of income:

Left	Right

Royalties	04 (C)

Contract Income	05 (C)

Miscellaneous Income	06 (C)

To get a subtotal of these, you would use ‘Right 1’ again as this would only total those values since the last ‘Right 1’ subtotal.

Now to specify a subtotal for all revenue (sales and other income types), you would use the next level ‘Right 2’. This would add together the two previous ‘Right 1’ subtotals:

Total Revenue	Right 2 (C)

Net Profit Figure

The Net Profit option is a special code that is calculated automatically. It is calculated by adding all debit and credit balances of those accounts defined as profit and loss type together and will normally be the last item included on the profit and loss report. The same figure is then included in the balance sheet and represents the retained profit figure for the current period.

Using the Find Code Button

The Find Code button on the Report Instructions dialog provides a means of locating accounts to include in your report design on the basis of searching for a match to either a report code, an account description or an account number.

The program displays a pop-up screen in which you can specify the conditions for the search.


Period End

You should run the period end process at the end of each accounting period. A period end wizard will enable you to choose which reports you want printed as part of the procedure.

The period end performs the following functions:

•	Advances the period number for the ledgers and stock file.

•	Optionally clears paid and allocated transactions from customer and supplier accounts and stock movements history.

Your Period End Checklist

Running the Period End

Your Year End Checklist

Year End


Your Period End Checklist

•	Make sure you have posted all transactions for the period.

•	Check that you have set up and processed any recurring journals applicable.

•	Make sure you have set up any prepayments and accruals for the period through the reserves and provisions routines.

•	Reconcile your bank accounts.

•	Print your accounting reports for all monthly data you require, (though you can do this as part of the period end wizard).

•	Post any monthly opening and closing stock adjustment journals for your financial statements.

•	Print and reconcile your VAT Return.

•	Print Statements and Reminder Letters for customers.

•	Take a backup of your data.

•	Run the period end wizard.

•	Take a further backup of your data.


Running the Period End

Your Period End Checklist

To carry out the period end

1	From the menu bar, choose Periodic.

2	Choose the Period End option. The program confirms the current period.

3	Click Next.

4	Check the reports that you want to print as a batch process and click Next.

5	If you want to purge the data during the period end, click on the check box provided. A date is offered and completed transactions prior to this date are cleared from the system, provided the relevant VAT return and EC Sales List (if used) have been committed. If these reports have not been committed, the transactions will not be cleared regardless of the check box setting.

6	Click Finish to begin the period end routine.

Clearing Previous Period Data

Clearing previous period data will permanently remove data. Therefore you should consider carefully the implications of this and what information you require for auditing and VAT inspection purposes. Always ensure that you backup your data files beforehand.


Year End

Pegasus Capital Gold will complete a year end process when the current period is the same as the number of periods in the year (i.e. when it is the last period in the financial year). The year end performs a normal period end first, resetting the period number to 1 for the first period in the new year. The year end processing continues automatically after the period end is completed as part of the same process and performs the following additional functions:

•	Brings forward opening balances for balance sheet accounts.

•	Clears profit and loss Nominal account balances.

Note that the year end procedure does not delete any information unless the check box to clear previous periods is selected, allowing you the option to build up several years of data although this is not advisable as backups should be retained for reference purposes.

Your Year End Checklist

Running the Period End


Your Year End Checklist

•	Make sure you have taken a backup of your data.

•	Make sure you are processing the last period in your financial year.

•	Print your financial statements.

•	Run the period end procedure.

•	Print a trial balance.

•	Take another backup of your data.


Backup and Restore

Use the Backup function to make regular backups of your Pegasus Capital Gold data or to restore previously backed up data. The Restore function can be used should you need to revert to a backup to correct errors or other problems with your current data. The functions are controlled by a wizard. You can use Capital Gold’s own built-in backup and restore facilities, or, if you have a third party backup application, you can use this instead; the wizard will load the application you choose.

Important Note: we recommend that you make backup copies of all companies onto removable media, such as disks, on a daily basis. However, if a company is set up to run from a removable drive, you cannot backup onto the same drive.

To backup your data

To restore your data


Utilities

This covers various utility functions on the File menu as follows:

Deleting Companies

User Status

Import Data

Reorganising Data


Deleting Companies

The Delete Company option removes all data associated with the selected company, including report templates (such as profit.fmt and balance.fmt).

To delete a company

1	Make sure you have closed all open companies.

2	From the File menu, choose Delete Company.

3	Choose the company from the list window that is to be deleted.

4	Click Delete.

5	Confirm that the company is to be removed.


User Status

The User Status option shows for each user ID, who is logged onto the system and the time they logged in and out. The name of the company is also shown.

To view the user status

1	From the File menu, choose User Status. The program displays the user log in details.

A tick alongside a company name indicates that it is in use.


Import Data

The Import Data option can be used to transfer the records of one company to another. For example, you may wish to use the same product or nominal accounts in more than one company. The function is controlled by a wizard. You will need to have created more than one company before data can be transferred. The transfer is done from the receiving company, so the source company must exist.

Only ‘static’ data can be imported in this way. Live information, such as transactions and balances, etc., is ignored.

The target company should have exactly the same company details as the source company; For example, if VAT codes have been created in the source company but not it the target company, problems may arise in the target company when importing customer or supplier accounts or products. Make sure VAT rates and Country settings for both source and target companies are the same.

Custom Chart Of Accounts Companies

If you are importing the whole of a company’s data, it is advised that you import nominal accounts before importing any other accounts. If you import analysis groups and the nominal account that they are linked to does not exist, then either a creditors/debtors suspense account is created or it is linked to the existing suspense account which is relevant.

To import data

1	Make sure you have open the receiving companies.

2	From the File menu, choose Import Data.

3	Choose the company from the list window that is to be the source of the data.

4	Click Next.

5	Use the radio buttons to select which type of records are to be transferred (you can only transfer one type at a time. Click Next.

6	A window is then displayed listing the records that can be transferred. You can select all records using the Select All button, or select highlighted records using the Select Record button or clicking the check box for the record you want. Use the Deselect All button if you want to clear all the selections made.

7	The program then builds a list of the duplicate records found (i.e. those with the same ID), showing the descriptions of the accounts concerned. You can then amend the ID associated with any of the records before they are transferred to the current company. Simply highlight the records concerned and enter the new ID in the box provided. If you want a duplicate removed rather than changing the ID, use the Remove button for the selected records. Note: you must attend to all duplicate ID’s before the transfer can take place.

8	Click Next.

9	Click Finish to carry out the import.


Reorganising Data

Use this function to optimise the data files for a selected company. Make sure you have taken a backup of the data files before reorganising files for a company.

To reorganise a company’s data files

1	Make sure you have closed all open companies.

2	From the File menu, choose Reorganise Data.

3	Choose the company from the list window that is to be reorganised.

4	Click Reorganise.


To print existing profit and loss or balance sheet reports

1	From the menu bar, choose Reports.

2	Choose the Management Reports option on the Reports menu.

3	Select the report type required and indicate whether you want to show working figures and include only this periods details.

4	Click on the Next button. The program will load the report design and contents in a preview window.

5	Click on the Print or Export button to run the report.


To design your own report

When designing your own version, this facility uses a simple method of adding a line of narrative on the left of the page to describe a statistic listed on the right. The statistic is called into the report by the use of report codes attached to your nominal account details. Depending on how you set up the report codes, different levels of subtotalling and totalling can be used within the customised reports.

1	From the menu bar, choose Reports.

2	Choose the Design Management Reports option on the Reports menu. Click on the New button to define a new report, or Load to retrieve an existing report for editing.

3	Enter the title for the customised profit and loss report or balance sheet, as appropriate, in the Title of the Report field. Choose the type of report as either profit and loss or balance sheet by clicking on the appropriate radio button.

4	Either double-click on a line in the format or click on the Properties button. You can now enter a line of narrative for the highlighted line, using up to 30 characters. This acts as a description or subheading in the report and appears on the left of the format display area.

5	The report code is the code attached to the Nominal accounts. All accounts with the same report code will have their balances accumulated alongside the corresponding heading on the report design. Special options are provided to identify a total and the net profit figure.

6	To store the user-defined report, click on the Save button. Locate the required directory where you wish to store the report or use the default as displayed. Enter the name of the report in the format *.FMT , where the * can be any combination of letters and numbers, and click on the OK button. Any changes to a report will not be seen until they have been saved.


To create a blank line

1	Highlight the line before which the blank line is required.

2	Click on the Insert button. A new line will be inserted after the currently selected line.


To remove a line

1	Highlight the line to be removed by clicking on it.

2	Click on the Remove button. The line and its contents will be deleted and the rest of the lines will move up accordingly.


To edit the report as a Microsoft Word document

1	Click on the Document button.

2	The report format will be loaded into either Microsoft Wordpad or Word, if available, for additional editing.


To edit the report as a text document

1	Click on the Text button.

2	The report format will be loaded into either Microsoft Notepad for additional editing.


Net Profit Figure

The Net Profit option is a special code that is calculated automatically. It is calculated by adding all debit and credit balances of those accounts defined as profit and loss type together and will normally be the last item included on the profit and loss report. The same figure is then included in the balance sheet and represents the retained profit figure for the current period.


To backup your data

1	Click on the Backup option on the File menu.

2	A wizard is provided to take you through the procedure to backup a copy of the database for the current company. Click Next to proceed.

3	If you have a third party application you use for backing up data, click the check box provided and use the Browse button to locate the application file used to load it.

4	If parameters are required at run time when the program is loaded, enter these in the box provided and click Run to launch the third part application.

5	If you do not have a third party backup application or in any case wish to use the one provided in Capital Gold, click Next, leaving the check box blank.

6	By default, the program will suggest a filename and path which directs the backup to a floppy disk in drive A. If you wish to backup to another location, use the Browse button to search for the alternative destination path.

7	Click Next. The program displays a summary which indicates details of the previous backup. Click Next to continue.

8	Click Finish to carry out the backup procedure.

Note:  the program will check whether any disk you insert for the backup procedure contains existing company or other data. If so, a warning is displayed and you are given the option to overwrite the disk.


To restore your data

1	Make sure you have closed all companies.

2	Click on the Restore option on the File menu.

3	A wizard is provided to take you through the procedure to restore a copy of the database for the selected company. Click Next to proceed.

4	If you used a third party application for backing up the data previously, click the check box provided and use the Browse button to locate the application file used to load it.

5	If parameters are required at run time when the program is loaded, enter these in the box provided and click Run to launch the third part application.

6	If you did not previously use a third party backup application, click Next, leaving the check box blank.

7	Use the Browse button to search for the source of the backup data to be restored.

8	Click Next. The program displays a summary which indicates which company’s data is contained in the selected backup. Click Next to continue.

9	Click Finish to carry out the restore procedure.

Restoring Deleted Companies

If the company to be restored has been deleted by the Administrator, the company created on restore will have no password. It is the responsibility of the Administrator to ensure that a password is given to the restored company if required.