(Accounting Office Version 2.28.3)
|
NO.
|
FEATURE | LOCATION | DESCRIPTION |
|
1
|
Spread journals | Nominal --> Journals --> Spread journals | Allows journals such as prepayments and accruals to be spread over a number of periods (days, weeks, months or years) |
|
2
|
System parameters form | Tools --> Companies --> Change System Parameters | Allows system defaults to be altered as described below. |
|
3
|
Default nominal accounts can now be altered | Tools --> Companies --> Change System Parameters |
Using the system parameter form, the default nominal accounts for sales, purchases, stock, freight charges, bank and exchange differences can now be changed. The default accounts are used as follows:
|
|
4
|
Sales nominal default can now be taken from customer details or stock details | Tools --> Companies --> Change System Parameters | In previous versions of Accounting Office, the sales nominal code was taken from that held on the stock item maintenance form. This new feature allows the user to override this and use the sales nominal from the customer details form by default if required. |
|
5
|
Department and cost centre defaults | Tools --> Companies --> Change System Parameters | On the sales order form, the department and cost centre details can be entered on the header page but they also appear on the Item form where they are picked up from the Stock item Maintenance form. Previously, the details on the Stock Item Maintenance form were used by default. This new feature gives the user the option of using the details entered on the Sales Order header page by default. |
|
6
|
Default stock details | Tools --> Companies --> Change System Parameters | The default stock details that appear on purchase and sales forms can now be altered. This can be done for Depots, Sites, Stock Types and Picking Depot. The site can be set for the local PC and the system as a whole. |
|
7
|
Separate credit note numbers | Tools --> Companies --> Change System Parameters | This feature gives the user the option of numbering sales credit notes in the same sequence as sales invoices or with a different sequence. |
|
8
|
Accrue stock on credit notes by default | Tools --> Companies --> Change System Parameters | On the Sales Credit Item form there is a check box that gives the user the option of returning goods to stock when selected or writing off the stock is not selected. By default the former option is selected, but with this new feature, either option can be selected as the default. |
|
9
|
Order quantity variance allowed | Tools --> Companies --> Change System Parameters | This feature enables the user organisation to accept quantities of goods that exceed the original quantity ordered. This is useful where the commodity ordered is delivered in volume or weight rather than units. For example, a brewery that ordered 1 tonnes of hops may not be too bothered if 1.1 tonnes was delivered, but would have a problem if 10 tonnes was delivered. In the latter situation, when the details are entered on the Goods In form, a message stating: "Quantity Received exceeds tolerance" is displayed. |
|
10
|
Maximum charge amount | Tools --> Companies --> Change System Parameters | Where a charge is added to an invoice that was not on the original purchase order the invoice can still be processed as long as the charge does not exceed the amount set on the system parameters form. If the amount does exceed this then when it is entered, a message is displayed stating: "Charge exceeds system tolerance of XX.XX" and the amount is not accepted. |
|
11
|
VAT cash accounting | Tools --> Companies --> Change System Parameters | Accounting Office now allows VAT cash accounting. The method of VAT accounting can be changed from cash accounting to standard accounting and vice versa from the system parameters form. When first starting a new company, the user is given the option of which method is required. Controls are in place to prevent the double counting of VAT on the changeover from one method to the other. |
|
12
|
Credit terms for supplier credits | Tools --> Companies --> Change System Parameters | If this option is selected purchase credits are treated the same as purchase invoices, I.e. they will not be selected on the pay suppliers form until the credit terms have been exceeded. If the checkbox is not selected, credits will appear selected on the Pay Suppliers form as soon as they are raised. |
|
13
|
Part ship by default | Tools --> Companies --> Change System Parameters | If this option is selected on the system parameters form, the part ship checkbox on the Sales Order form will be selected by default (once the order number is entered). |
|
14
|
Print cheques from cash book | Tools --> Companies --> Change System Parameters | If this option is selected on the system parameters form, then cheques will be raised on the completion of the multi-line cash payments form. |
|
15
|
Nominal ledger adjustments |
Browse Nominal --> Details --> Adjust (Excludes fixed asset and control accounts) |
This feature allows the user to change the Nominal Ledger account number, Department and/or Cost Centre where a profit and loss account item has been incorrectly posted, A description can be input to explain the adjustment. This new feature introduces a new transaction type "NLA" (Nominal Ledger Adjustment) and two new columns to the Nominal Ledger listing: "Adj. by tran" and "Adj to Item". The former gives the transaction reference of the adjustment transaction and the latter gives the item reference of the original transaction. Note that the amount cannot be changed or broken down by this feature, only the analysis can be adjusted. |
|
16
|
New field on the journal item entry form | Nominal --> Journals --> Journal Entries | On the standard journal item entry form there is now an additional field for the Adjustment to Nominal Item ref. In the situation where a journal is raised to adjust an item, this feature allows a link to be set up between the original transaction and the journal adjustment. Once processed, the original transaction will have the journal reference shown in the Adj by Tran. field and the adjusting journal entry will have the original transaction item reference in the Adj to Item field of the Browse Nominal Ledger screen. |
|
17
|
Three new columns have been added to the nominal ledger listings | Browse Nominal --> Details | The two nominal ledger listings, Nominal Ledger Account Balances (Nominal --> Browse Nominal Ledger) and Nominal Ledger Detailed Listing (Nominal --> Ledger Maintenance --> Nominal Ledger Accounts --> Details) have had three new columns added. The first two are explained above in the Nominal Ledger adjustments Feature. The third one is the Item Reference, i.e. the unique reference number of the item. |
|
18
|
Writing off bad debts/transactions from the cash match screen | Purchases/Sales --> Ledger Maintenance --> Cash Matching --> Options | On the Cash Matching forms there is now an option to Write Off Transactions on the options pull down list. Writing off a transaction is simply a case of selecting the item and then selecting the option. A warning message is displayed stating that "Transactions will be written off the profit and loss account. Are you sure that you wish to continue?". Answering Yes to this message results in a list of Profit and loss Nominal Ledger accounts being displayed for the user to select the appropriate one to write off the net amount of the transaction to. The VAT is written off to the VAT control account and the gross transaction amount is written off the purchase or sales ledger control accounts. |
|
19
|
Sales order generated from previous orders | Sales --> Orders --> Create or Amend Order --> Options | New sales orders can now be generated from earlier sales orders. After entering the account number and order reference, "Populate from Recent Order" can be selected from the Options pull down list. This option brings up a list of recent orders for that customer. Selecting an order will result in that order's details being copied into the new order. |
|
20
|
Search for suppliers and customers by name | Supplier, Customer and Stock Code selection buttons | Wherever a supplier, customer or stock code is required, right clicking on the selection button will result in a "Search for Code by Matching Name" input box being displayed. Clicking on OK will result in a list of all supplier/customers with the input combination of letters in their name. |
|
21
|
Manual Remittance advices | File --> Printing --> Printer Setup --> Manual Remittance Advices | This feature introduces a new document type which is generated from the multi-line nominal payments. It allows the user to print out remittance advices for one off payments and is useful where a company has the remittance and cheque set out on a single page (the cheque can be separated from the bottom of the remittance advice for banking). This latter document is set up in the MRACHQ Crystal template. |
|
22
|
Associate sales credit note with original invoice | Sales --> Credits --> Issue Credit Note | There is a new field on the Sales Credit Note form for the entry of the associated invoice. A selection button brings up an Invoice Selection form, which allows the user to select the invoice and enter the quantity of items to credit. The form also provides details of credit notes already raised against the invoice selected and allows the user to get details of these credit notes if required. |
|
23
|
Multi-line payments and receipts | Nominal --> Cash Book --> Cheque Payments/Receipts --> Multi-line Payments/Receipts | This feature allows the user to assign multiple nominal ledger codes to individual payments and receipts. It also allows remittance advices and cheques to be printed. |
|
24
|
Find Cash Book Entry | Nominal --> Find Cash Book Entry | This feature allows the user to search any of the bank accounts for transactions that fall between certain dates, amounts and/or references. This can be done for all transactions, just receipts or just payments. "AND" or "OR" logic can be used for the search |