Aplus - User Manual

APLUS TM

ACCOUNTING SYSTEM

For Windows

User Manual

Multi-company / Multi-module / Network ready.

WIN98 / WINME / WIN 2000 / WINXP

The authors have exercised due care in the design of the software and its manual. The authors and the designers make no warranties either expressed or implied with regard to the information and the programs contain in this package. In no event shall the authors and the designers be liable for incidental consequential damages arising from the furnishing or the performance of any information and/or the programs. DISCLAIMER APLUS SOFTWARE is sold on an "as-is" basis without warranty of any kind. It is up to you to determine whether APLUS SOFTWARE is suitable for your purpose. We have carefully designed and tested APLUS SOFTWARE and neither we nor our system testers have found any error in the program. We cannot, however, be sure that there is none, nor can we ensure that the system on which you install it will be error free. The entire risk of using APLUS Software is yours. You are not licensed to use APLUS SOFTWARE if you do not fully accept these conditions. Second Edition: 1st September 2002 ALL RIGHTS RESERVED. Copyright © 2002 by APLUS SOFTWARE SDN. BHD. (460526-U) A14-7, Block A, Bukit Pandan 2,No.10, Jalan 1/91B, Off Jalan Perdana 3/1, 55300 Kuala Lumpur, Malaysia. Tel:03-92742858 Fax:03-92743858 Website : http://www.aplus.com.my E-mail : [email protected]

Aplus Accounting for Windows

Information

General Information Aplus Accounting is a fully integrated accounting software package designed and developed locally since 1983. Many useful features have been added on to meet the needs of our current users and we are continuously working towards making Aplus Accounting the best accounting software in the market. Aplus Accounting has been designed with the aim of assisting the small and medium-sized business enterprises computerise their accounting system. This Aplus accounting software for windows is an enhancement of its previous version features follows windows standards. If you have used other windows programs, you won’t have any trouble opening menus and windows, entering, editing and saving data, or selecting icons and commands to perform various tasks. However Aplus accounting has accommodated the useful features found in DOS and in-corporate with its windows version to ensure maximum flexibility and efficient usages. This package is so easy to use and operate with no requirement of any computer and accounting knowledge. The proprietor of any business enterprise can easily operate the system immediately after installation. Aplus Accounting system consists of thirty-three modules, which provide important business information and account transactions. These modules include General Ledger, Accounts Receivable, Accounts Payable, Stock Control, Payroll System, Stock Invoicing, Point of Sales, Billing, Hire-Purchase, Purchase Order, Purchaser Control, Piece Work, Quota Control, Time Management, Time Attendance, General Insurance, Life Insurance, Legal Firm Accounting, etc. You can use these modules as an integrated unit or as a stand-alone to suit your business needs. Whichever module you first start with can be easily integrated with any other module. Furthermore, it runs well in LAN, WAP and network server environment and is easily accessible at a multi-user and multi-level environment. The Aplus Accounting Software Package will prove to be a valuable and indispensable tool for all level of users especially for the day-to-day operation of a computerised accounting system.

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Package Contents

Aplus Stock Control Module includes the following items:

Aplus Installation CD Aplus License Key Disk or Key-Lock (USB Mini Drive) User’s manual.

Hardware Requirement

The following are the hardware requirement to run Aplus Accounting software.

IBM Pentium II, III, IV for stand-alone or higher computer for LAN or Stand-alone system. 64MB Random Access Memory Hard Disk (minimum 30 MB), any removable hard drive. 1.44 MB Floppy Disk Drive 80 Column Printer / InkJet / Laser Printer VGA or SVGA Color Monitor

Operating System

Windows 98, Windows ME, Windows 2000, Windows XP, Windows NT Server, Windows 2000 Server, Windows 2003 Server, Linux 7.XX

Integration

All Aplus modules can be integrated with one another or it may be used as a stand-alone module.

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Customer Support

All registered Aplus users will be given one year free service and support. You may call or fax the Aplus Support Centre.

Hot-Line

03 - 9274 2858, 06 – 9518 333

9.00 a.m. - 1.00 p.m. 2.00 p.m. - 5.00 p.m.

(Monday – Friday only) Fax No: 03-9274 3858, 06-9511099 (24 hours)

Website

http: //www.aplus.com.my

E-mail

[email protected] [email protected]

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mailto:[email protected]

mailto:[email protected]


INSTALLATION

Aplus software installation pack consists of :-

Key-lock (Mini Drive) with Programs or

A Key-disk with an installation CDROM. Key-lock Version Installation 1. Install Aplus Key-lock (Mini Drive) driver into Windows 98. 2. Plug-in Aplus Key-lock (Mini Drive) into USB port.

* Assumption Mini drive is assigned to E: drive 3. Insert Aplus Installation CD into CD-ROM drive.

4. Install Aplus Accounting System (WAE/WAS) to your local Hard Disk.

* Default path is “ C:\AplusW\AS ” 5. Follow screen instruction to complete installation. 6. Change program shortcut icon properties setting as following :

Change Target path to:- E:\AplusW\AS\WAE.EXE

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Aplus Accounting for Windows Key-disk Version Installation

1. Insert Aplus Installation CD into CD-ROM drive.

2. Install Aplus Accounting System (WAE/WAS) to your local Hard Disk. * Default path is “ C:\AplusW\AS ”

3. Follow screen instruction to complete installation.

4. Insert Aplus Key disk into drive A:

5. Go to “Start” then click “RUN”.

6. Key in Evmove command “A:\EVMOVE A: C:”

7. Click “OK” to start moving Aplus License to local Hard Disk (C: drive).

Example :

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Preparation of Accounting Period

Before you start using any accounting system, you have to decide the accounting period for your system. The following questions will help you make your decision before you start using the system.

Questions:

1. What is the date that you intend to enter concerning the ‘Brought Forward Balance’ for your account?

2. How would you want your Chart of Accounts to be entered or organized?

3. Do you want to install integrated Accounting System?

4. Do you have your Debtor List with names and addresses and their account balance?

5. Do you have Creditor or Supplier List with names and addresses and their account balance?

6. What are the Expense Accounts you want to have?

7. How many types of Sales and Revenue Accounts do you want to make available for your company?

8. How many types of Purchase Accounts do you want to make available for your company?

9. Do you have your last Trial Balance?

10. Do you have your Fixed Asset Register?


CHAPTER 1 SYSTEM SETUP Aplus Accounting system is a versatile accounting software package which may be customized to suit your business needs and policies. It also allows you to create a seventy-two months accounting periods and multiple companies’ accounting on a single computer system. Just click on Setup button and enter its system administrator I.D and password. (Default is Aplus)

Click Enter Name & Password.

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Multi-company on screen module

Create New Company Data

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1.1 Create New Company Click on New button to create an accounting system for a new company. First, enter your company’s name and address followed by the name of its sub-directory. The account title is used to identify the company’s data and its accounting period.

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1.2 Duplicate Company Data Click on Duplicate button to duplicate data from existing database to another sub-directory. It is very useful to make a copy of the accounting data for backup or audit purposes.

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1.3 Shift Accounting Period This option allows you to change or shift your accounting period. The journal or transactions will be copied or transferred to new data according to your defined period.

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1.4 Delete Company Data

This option allows you to delete data from your accounting system.

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1.5 Edit Account Title This option allows you to change the title of your company’s account.

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1.6 Edit Password This option allows system administrator to add or edit users’ I.D. and passwords. System administrator default passwords and I.D is “APLUS”

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CHAPTER 2 GENERAL LEDGER In this chapter, you will learn about:

i. Setting your accounting Period ii. Adding / editing / deleting Chart of Account iii. Budgeting Entry / Editing Budget iv. Adding / editing / deleting Account Group v. Adding / editing / deleting Cost Centre vi. Adding / deleting Particulars vii. Editing Source Code viii. Defining Batch Title ix. Changing Account Code x. Delete Inactive Account xi. Servicing Table xii. Currency Table xiii. Cashier Table xiv. Salesman Table xv. Area Table xvi. Class Table xvii. Pay mode Table xviii. Tax Table xix. Term Table

Aplus Accounting for windows uses windows screen and its icon for you to operate the modules and their options.

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2.1 Accounting Period Aplus Accounting uses a twelve-month accounting period in a fiscal year. The system allows you to keep up to eight (8) fiscal years of data. To start off, you must set your opening date. How to set Fiscal Period for your account?

Click Setup System Setup Setup Fiscal Period You cannot change the accounting period after you exit this screen and having entered account transactions.

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Opening Date

Click SAVE icon to confirm accounting period

Eight (8) years accounting period

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2.2 Chart of Accounts Aplus General Ledger uses either numeric or alphanumeric account range to define its chart of accounts. Chart of accounting is for organizing the accounting entries of a business under the Balance Sheet and Income Statement. You may use 4 digits or 16 characters length account code to suit your accounting system. You have to define each of your account according to its type and detail. You can create your own chart of accounts one by one, if you like. Or, you can use Aplus standard installation with its sample chart of accounts. Later you may delete the unwanted accounts or modify its account’s name.

2.2.1 Account Type

a. Balance Sheet Contain the asset, liability and equity accounts.

b. Expense / Purchase Cost for purchase of goods or money paid to operate the business, utilities & rent.

c. Income / Sales / Revenue

The money received for products and services sold.

d. Profit / Loss (Accumulated) Accumulated earning from a business.

2.2.2 Account Details

1. Sales / Income / Revenue 2. Discount Allow / Sales Return 3. Opening Stock (P&L) 4. Purchase / Cost of Goods Sold 5. Closing Stock (P&L) 6. Operating Expenses Group 1 7. Operating Expenses Group 2 8. Operating Expenses Group 3 9. Operating Expenses Group 4 10. Other Incomes 11. Other Losses

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12. Disposal of fixed asset (Gain/Loss) 13. Provision For Tax 14. Propose Dividend 15. Adjustment After Net Profit 16. Cash 17. Bank 18. Fixed Assets 19. Accumulated Depreciation Account 20. Current Assets 21. Trade Debtors 22. Other Debtors 23. Stock (Balance Sheet) 24. Current Liabilities 25. Trade Creditors 26. Other Creditors 27. Long-Term Liabilities 28. Capital / Drawing Account 29. Accumulated Profit / (Loss) 30. Long Term Investment / Intangible Asset 31. Proposed / Provision Dividends 32. Profit & Loss Adjustment 33. Prepayment 34. Accrual 35. Purchase of Raw Materials 36. Opening Stock - Raw Materials 37. Carriage Inwards / Freight 38. Closing Stock - Raw Materials 39. Direct Cost / Wages 40. Direct Expenses 41. Factory Overhead Expenses 42. Opening Work in progress 43. Closing Work in progress 44. Opening Stock - Packing Raw Materials 45. Closing Stock - Packing Raw Materials 46. Purchase of Packing Raw Materials

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2.2.3 Account Range Account range is from 1000 to 9999 or 100000 to 999999. You may also set your own account range. Account code can be defined in numeric or alphanumeric. But maximum account code length is 16 characters.

1000 - 1399 CASH / BANK 1400 - 1499 OTHER ASSET 1500 - 1599 STOCK 1600 - 1799 FIXED ASSET 1800 - 1899 DEPRECIATION 1900 - 1999 CONTROL ACCOUNT 2000 - 2999 DEBTOR ACCOUNT 3000 - 3699 CREDITOR ACCOUNT 3700 - 3799 LIABILITY 3800 - 3899 CAPITAL 3900 - 3999 PROFIT & LOSS 4000 - 4499 SALES 4500 - 4999 SALES RETURN / DISCOUNT ALLOWED 5000 - 5999 REVENUE 6000 - 6299 PURCHASE 6300 - 6399 PURCHASE DISCOUNT RECEIPT 6400 - 6799 COST OF GOODS SOLD 6800 - 6899 OPENING STOCK 6900 - 6999 CLOSING STOCK 7000 - 9999 EXPENSES

To assist you in speeding up your installation, Aplus Accounting provides a sample chart of account. To suit your needs, you may add any new account, edit account name or delete account where necessary.

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2.2.4 Add / Edit / Delete /Print Chart of Account At windows screen, click Chart of Account to obtain the below screen. This screen allows you to add a new account into the system, edit the account’s particulars or delete unwanted account. You may use this screen to print your chart of accounts. Click PICK icon or press function [F2] to display chart of accounts on the screen.

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2.3 Budget Entry This option allows you to preset your budgeted amount to your selected accounts.

[Module] [General Ledger] [Budget Entry]

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2.4 Group Account Aplus General Ledger allows you to enter an unlimited number of account groups for your accounting system.

[Module] [General Ledger] [Group Account]

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Delete group Add new group 18


2.5 Cost Centre Aplus General Ledger allows you to enter unlimited cost centre for your accounting system.

[Module] [General Ledger] [Cost Centre]

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Delete cost centre

Add new cost centre

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2.6 Particulars Aplus General Ledger allows you to enter unlimited standard particulars into your accounting system. It is very useful for repeated entries using common terms. . To add new particular into table, just press [INS] key. Press [ENTER] to edit particular. The items in the particular table are automatically arranged in alphabetical order.

[Module] [General Ledger] [Particulars]

Screen

Delete particular

Add new particular

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2.7 Source Code This source code allows you to mark each of the transaction you have keyed in with a source. The source code can be easily defined as shown below from 0 to 9. Later, you can print general ledger by source code.

[Module] [General Ledger] [Source Code]

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2.8 Batch Title Aplus accounting allows you to organize your accounts by entering transactions by batches. There are 300 batch titles for you to define.

[Module] [General Ledger] [Batch Title]

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2.9 Change Account Code This option allows you to change your general ledger account code. All accounts in the transactions will be automatically changed to new account code as you confirmed.

[Module] [General Ledger] [Change Account Code]

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Enter account code you want to change

Enter new account code

Click Save to confirm 23


2.10 Delete Inactive Account This option allows you to delete an inactive account.

[Module] [General Ledger] [Delete Inactive Account]

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2.11 Table Setup Table setup allows you to define country currency, salesman code, classes of customers and payment mode for bank and credit charges.

1) Currency Table 2) Salesman Table 3) Area Table 4) Class Table 5) Paymode Table 6) Tax Table 7) Term Table

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2.11.1 Currency Table Currency table allows you to key in or store your foreign exchange rates into Aplus Accounting System. The exchange rate will be automatically use to calculate the gain or (loss) of any foreign currency account transaction such as invoices and payment receipts.

[Module] [General Ledger] [Table Setup] [Currency Table]

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2.11.2 Salesman Table Salesman table allows you to define your salesman code, employee payroll code and sales distribution account. You can print any financial report by salesman.

[Module] [General Ledger] [Table Setup] [Salesman Table]

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2.14.3 Area Table

Area table allows you to define your customers and vendors by sales and purchase area. It is useful when you want to print your customers’ account statement and other financial reports by sales area.

[Module] [General Ledger] [Table Setup] [Area Table]

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2.11.4 Class Table You can classify your customers by their class of transactions or group.

[Module] [General Ledger] [Table Setup] [Class Table]

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2.11.5 Pay mode Table Pay mode table allows you to auto compute your bank and credit card charges. Use pay mode formula to compute bank or credit card charges amount. To add new pay mode into table, just move cursor down to empty column. To delete pay mode from table, press [Ctrl] and [Del] key together.

[Module] [General Ledger] [Table Setup] [Pay mode Table]

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Bank charges 3%

Bank / credit card charges (Debited account)

Bank account

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2.11.6 Tax Table

Tax table allows you to define tax formulae for sales tax or GST.

Click [Module] [General Ledger] [Table Setup] [Tax Table]

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Tax I.D. Tax Account

Tax Formula Tax Particular

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2.11.7 Term Table

Term table allows you to define credit terms.

Click [Module] [General Ledger] [Table Setup] [Term Table]

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CHAPTER 3 DEBTOR LEDGER This module allows you to create or enter your debtor information such as debtor's name, address, telephone number, fax number, contact person and its credit limit.

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3.1 Debtor Enquiry This screen is for you to do debtor enquiry, add new debtor's record, edit and delete record, print debtor's accounts statement, print envelope, print standard letter or quotation, view statement, etc.

[Module] [Debtor Ledger] [Debtor Enquiry]

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Credit Limit Account Code

Corresponding address / Invoicing

Delivery address

Company Name

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3.1.1 Button & Function keys

Button Description Function Key

Display debtor's name by account code. F2 (by Code)

F3 (by Name)

Edit / change debtor's record. F 6

Add new debtor's account. F 7

Delete debtor’s account.

Save the editing/changing debtor’s record.

Cancel current action.

View debtor's statement of account on screen. F 4

Print debtor's statement of account. F 8

View debtor's unpaid bill of account on screen. F 11

Knock Off contra transaction. F 12

Print debtor’s address on envelop.

Close Debtor Enquiry Screen. ESC

Enter Payment from debtor.

Enter Invoice to debtor.

Enter Credit Note to debtor.

Enter Debit Note to debtor.

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3.2 VIEW REPORT This option allows you to view Debtor Journals on the screen, just select the following options.

i. Debtor Balance. ii. Debtor Ledger. iii. Unpaid Invoices.

3.2.1 Debtor Balance This option allows you to view Debtor Balance report.

[Module] [Debtor Ledger] [View Report] [Debtor Balance]

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Brought forward date Closing date

Account Balance

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3.3.2 Debtor Ledger This option allows you to view debtor’s ledger on the screen. You may select one or more accounts for viewing. Starting and ending dates enable you to view transactions by date range.

[Module] [Debtor Ledger] [View Report] [Debtor Ledger]

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Debtor’s Name

Debtor’s Account

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3.2.3 Unpaid Invoice This option allows you to view debtor's outstanding invoices. Some invoices may be partially paid but the due amount will be displayed.

[Module] [Debtor Ledger] [View Report] [Unpaid Invoice]

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Overdue y daysb

Invoice Amount Due Amount

Total Due Amount

Payment Amount

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3.3 REPORT This option allows you to print the following debtor reports.

i. Debtor List ii. Unapplied Payment Item iii. Statement of Account. iv. Debtor Balance. v. Debtor Ledger vi. Debtor Ageing Summary Report. vii. Top Sales Volume Report. viii. Unpaid Invoice Report. ix. Invoice Report x. Payment Report xi. Error Journal Report.

[Module] [Debtor Ledger] [Report]

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3.3.1 Print Debtor List This option allows you to print debtor list with or without address. You may print this debtor list by sales area and by salesman.

[Module] [Debtor Ledger] [Print Report] [Print Debtor List]

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3.3.2 Print Unapplied Payment Item This option allows you to print unpaid invoices by account code and period.

[Module] [Debtor Ledger] [Print Report] [Print Unapplied Payment Item]

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3.3.3 Print Statement of Accounts This option allows you to print debtor’s monthly account statement. You can either print all or a selected debtor. Brought forward date and closing date can be defined before printing the statement of account. Post dated cheque payments will be printed after the last transaction of the statement.

[Module] [Debtor Ledger] [Print Report] [Print Statement of accounts]

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3.3.4 Print Debtor Balance This option allows you to print debtor balance report by sales area and by salesman.

[Module] [Debtor Ledger] [Print Report] [Print Debtor Balance]

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3.3.5 Print Debtor Ledger This option allows you to print debtor ledger report by sales area and by salesman. There is an option to print detail of journal with its narrations.

[Module] [Debtor Ledger] [Print Report] [Print Debtor Ledger]

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3.3.6 Print Ageing Summary This option allows you to print debtor ageing summary report. You can select your report printing either in Account or Customer's name order.

[Module] [Debtor Ledger] [Print Report] [Print Ageing Summary]

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3.3.7 Top Volume (Sales)

This option allows you to print top sales volume by period.

[Module] [Debtor Ledger] [Print Report] [Top Volume]

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Number Debtors to listing of Top Volume

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3.3.8 Print Unpaid Invoice This option allows you to print customer's outstanding or unpaid invoices report by salesman and by sales area.

[Module] [Debtor Ledger] [Print Report] [Print Unpaid Invoice]

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With Foreign Currency

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3.3.9 Invoice Report This options allows you to print sales invoice journal by account code, salesman and by period. Invoice transactions report can be printed either in date or invoice number order.

[Module] [Debtor Ledger] [Print Report] [Invoice Report]

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By Invoice Date

By Invoice Number

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3.3.10 Payment Report This option allows you to print customer’s payment journal. Payment or receipt report can be printed either in receipt number or data order.

[Module] [Debtor Ledger] [Print Report] [Payment Report]

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By Voucher Date

By Voucher Number

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3.3.11 Error Journal Report

This report highlights to you error(s) in your creditor report by listing the debtor accounts whose balances do not tally with the “Unpaid Invoice” amount. To rectify error(s) in this report; go to “debtor Enquiry”, select function [F11] for “Unpaid Invoice” and [F6] to adjust the balance column figure accordingly.

[Module] [Debtor Ledger] [Print Report] [Error Journal Report]

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Starting Account Code

Ending Account Code By Sales Area

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CHAPTER 4 CREDITOR LEDGER This option allows you to enter or add your creditor's account into the system.

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4.1 CREDITOR ENQUIRY This option allows you to do Creditor enquiry, add new creditor's record, print or view creditor's account statement, print envelope, print standard letter or purchase order, etc.

[Module] [Creditor Ledger] [Creditor Enquiry]

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Account Code Company Name

Memo / other detail

Creditor’s Address * Information of buttons & function key please refer to the chapter 3 (Debtor Enquiry, page 34)

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4.2 VIEW REPORT This option allows you to view all creditors’ account reports on the screen.

i. View Creditor Balance ii. View Creditor Ledger iii. View Unpaid Invoice

4.2.1 View Creditor Balance This option allows you to view creditor balance report on screen.

[Module] [Creditor Ledger] [View Report] [View Creditor Balance]

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Creditor’s Account Balance

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4.2.2 View Creditor Ledger This option allows you to view creditor ledger on screen.

[Module] [Creditor Ledger] [View Report] [View Creditor Ledger]

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Creditor Name

Transaction references

Creditor Account Code

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4.2.3 View Unpaid Invoice This option allows you to view all outstanding invoices due to your creditors on the screen.

[Module] [Creditor Ledger] [View Report] [View Unpaid Invoice]

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Due amount Invoice amount

Payment amount

Total due amount Creditor

Account Code

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4.3 PRINT REPORT This option allows you to print creditor account reports.

i. Creditor List ii. Unapplied Payment Item iii. Statement of Account. iv. Creditor Balance. v. Creditor Ledger vi. Creditor Ageing Summary Report. vii. Top Volume Report. viii. Unpaid Invoice Report. ix. Invoice Report x. Payment Report xi. Error Journal Report.

[Module] [Creditor Ledger] [Print Report]

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4.3.1 Print Creditor List This option allows you to print Creditor list with or without address.

[Module] [Creditor Ledger] [Print Report] [Print Creditor List]

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4.3.2 Unapplied Payment Item This option allows you to print unapplied item for payments.

[Module] [Creditor Ledger] [Print Report] [Unapplied Payment Item]

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4.3.3 Print Statement of Account This option allows you to print creditor account statements.

[Module] [Creditor Ledger] [Print Report] [Print Statement of Account]

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4.3.4 Print Creditor Balance This option allows you to print creditor account balance.

[Module] [Creditor Ledger] [Print Report] [Print Creditor Balance]

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4.3.5 Print Creditor Ledger This option allows you to print creditor ledger.

[Module] [Creditor Ledger] [Print Report] [Print Creditor Ledger]

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4.3.6 Print Ageing Summary This option allows you to print creditor account ageing summary report.

[Module] [Creditor Ledger] [Print Report] [Print Ageing Summary]

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4.3.7 Top Volume This option allows you to print top purchase volume.

[Module] [Creditor Ledger] [Print Report] [Top Volume]

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Number Creditors to listing of Top Volume

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4.3.8 Print Unpaid Invoice This option allows you to print all unpaid invoice due to your creditors.

[Module] [Creditor Ledger] [Print Report] [Print Unpaid Invoice]

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Sales Area

With foreign currency

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4.3.9 Invoice Journal This option allows you to print invoice journal.

[Module] [Creditor Ledger] [Print Report] [Invoice Journal]

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By Invoice date

By Invoice number

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4.3.10 Payment Report This option allows you to print payment report.

[Module] [Creditor Ledger] [Print Report] [Payment Report]

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By Voucher date

By Voucher number

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4.3.11 Error Journal Report This report highlights to you error(s) in your creditor report by listing the creditor accounts whose balances do not tally with the “Unpaid Invoice” amount. To rectify error(s) in this report; go to “creditor Enquiry”, select function [F11] for “Unpaid Invoice” and [F6] to adjust the balance column figure accordingly.

[Module] [Creditor Ledger] [Print Report] [Error Journal Report]

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CHAPTER 5 ENTRY Aplus Accounting always makes entry easy for user. There are four types of entry you can use to enter your account transactions.

1. Batch Entry 2. Cash Sales Entry 3. Cash Purchase Entry 4. Cash Book Entry 5. Debtor Entry 6. Creditor Entry 7. Payroll Entry 8. Reprint Voucher

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Batch Batch enables you to enter transactions by batch number. You may define a batch title for the type of transactions you intended to enter. Organize your batch number and its title will enable you to trace and edit any transaction easily. 5.1 BATCH ENTRY There are five options available for batch entry. Any posted batch of transaction can be edited or deleted by using this option. All batch of transaction must be posted to update the general ledger.

1. Opening Balance. 2. Quick Entry. 3. Edit/Delete Posted Transactions.

[Entry] [Batch Entry]

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5.1.1 Opening Balance This option allows you to enter or edit your Opening Balance. Use function key [F8] to print opening balance report. To clear all opening balance amount, just click “Clean All” button.

[Entry] [Batch Entry] [Opening Balance]

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Total debited amount

Account Code

Total credited amount

Debited amount

Credited amount

Clear all opening amount

Foreign currency amount

Print opening balance report

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5.1.2 Quick Entry For any equal debit and credit entry, "Quick Entry" is recommended. Once you have entered the transaction date, reference, amount and its debit and credit accounts, the computer will automatically split the debit and credit transactions into two transactions in a single entry. Furthermore, a multiple debit or credit entry makes your work more organized and manageable. You can enter either the debit or credit account first before working on other figures. For example, you can enter three debit entries such as electricity, telephone and water charges first before you enter the lump sum of credit amount to the credited account. The system of entry will automatically monitor the balance of each batch before you are allowed to post into the individual account. Beside that, Aplus provides a useful facility to edit or delete un-posted transactions as well as posted transactions. Hence, it makes you work faster, easier and more efficient.

[Entry] [Batch Entry] [Quick Entry]

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5.1.3 Edit / Delete Posted Transaction Once you have entered transactions using batch entry, you must post the batch of transactions to update the general ledger. Any unbalanced batch will not allow to post.

[Entry] [Batch Entry] [Edit/Delete Posted Transaction]

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Total debited amount

Total credited amount

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5.2 CASH SALES ENTRY This option allows you to enter cash bill transactions.

[Entry] [Cash Sales Entry]

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Cash Bill Number

Cash Bill Date

Click here for multi credited account.

Cash Bill Amount

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5.3 CASH PURCHASE ENTRY This option allows you to enter cash purchase transactions.

[Entry] [Cash Purchase Entry]

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Cash Purchase Receipt Number

Cash Purchase Receipt Date

Click here for multi debited account.

Cash Purchase Amount

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5.4 CASH BOOK ENTRY There are three types of computerized voucher printouts. Each entry has its own format of entry. You can press <F1> for any assistance on this option.

1. Payment Voucher. 2. Receiving Voucher. 3. Contra / Credit Entry. 4. Edit / Delete Transactions.

[Entry] [Cash Book Entry]

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Note: All cash book entry transactions will be recorded in a daily batch. Daily batch number will be automatically generated by computer. You must enter the date of transactions in order to recall them.

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5.4.1 Payment Voucher For any payment of your expenses, this option allows you to print out your payment voucher without having to know any accounting principle. The computer will first ask which account is to be credited. (Example, by Cash, Bank, Credit Card, etc. then followed by transaction reference, date and payment details.) You can enter unlimited numbers of debit side of your transactions. Batch number can be user defined or computer generated.

[Entry] [Cash Book Entry] [Payment Voucher]

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Batch Number

Accounting period

Amount to be credited

Voucher number or computer generated auto voucher

Date of Transaction

Credited account

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5.4.2 Receiving Voucher This option allows you to print Receiving Voucher in the event you receive cash or funds. Just enter the account to be debited and the particulars of the transaction, followed by the account to be credited. Daily cash sales transaction can be entered easily by using this option.

[Entry] [Cash Book Entry] [Receiving Voucher]

Screen

Debit Cash Account

Credited Account

Debited Amount

76


5.4.3 Contra Voucher The contra voucher is useful when you do inter-bank contra or cash transfer to or from the bank. This option also allows you to print contra voucher for audit purposes.

[Entry] [Cash Book Entry] [Contra Voucher]

Screen

Credit Cash in hand

Debit Bank

Credit amount

77


5.4.4 Edit / Delete Posted Transaction This option allows you to edit any posted transaction or delete any unwanted transaction. Select the accounting period and its batch to locate the wanted transaction.

[Entry] [Cash Book Entry] [Edit/Delete Transaction]

Screen

78


5.5 DEBTOR ENTRY This option allows you to enter all debtors’ transactions, such as, sales invoice, receipts, debit or credit entry, contra account and edit or delete posted transactions. There are six options in debtor entry:

1. Receive Payment. 2. Invoice Entry. 3. Debit Note. 4. Credit Note Entry. 5. Contra Account. 6. Edit / Delete Transactions.

[Entry] [Debtor Entry]

Screen

79


5.5.1 Receive Payment This option allows you to enter all your debtor’s payments and print its receipt. Just select the debtor's account followed by its payment details. If there is any bank charge, it will be automatically debited to its account.

[Entry] [Debtor Entry] [Receive Payment]

Screen

Debtor Account Receive amount

Receipt Voucher Number

Debited Account

Receipt Date

Cash / Cheque Number

80


5.5.2 Invoice Entry This option allows you to enter your debtor’s sales invoices by month. Aplus Accounting will assign a batch number for invoices by month. Just select your debtor code and follow logical sequence; your invoice will be updated automatically. Aplus invoice entry also provides multiple credit entry for account posting.

[Entry] [Debtor Entry] [Invoice Entry]

Screen

Debtor Account Code Invoice Amount

Invoice date

Credit Account Invoice Number

Reference

81


5.5.3 Debit Note Entry This option allows you to enter all your debtor’s transactions by Debit Notes.

[Entry] [Debtor Entry] [Debit Note Entry]

Screen

Debit Note Amount

Debtor Account Code

Debit Note Number

Debit Note Particular

Debit Note Date Debit Account

82


5.5.4 Credit Note Entry This option allows you to enter all your debtor’s transactions by contra accounts.

[Entry] [Debtor Entry] [Credit Note Entry]

Screen

Debit Note Amount Debtor Account Code

Credit Note Number

Credit Note Particular

Credit Note Date

Credit Account

83


5.5.5 Contra Account This option allows you to enter all your debtor’s transactions by contra accounts.

[Entry] [Debtor Entry] [Contra Account]

Screen

Contra Amount Debtor Account Code

Credit Note Date Reference Contra Account 84


5.5.6 Edit / Delete Transactions This option allows you to edit any transaction after being posted. Just select the month when the transaction was posted and editing can be easily done.

[Entry] [Debtor Entry] [Edit / Delete Transactions]

Screen

85


5.6 CREDITOR ENTRY This option allows you to enter all your creditor’s transactions such as purchase invoice, payment, debit or credit note, contra account and edit or delete posted transactions.

[Entry] [Creditor Entry]

Screen

86


5.6.1 Payment Entry This option allows you to enter all payments to your creditor’s account. Just select the creditors’ account follow by its payment details.

[Entry] [Creditor Entry] [Payment Entry]

Screen

Payment Amount Creditor Account Code

Payment Voucher Number

Particular Payment Date

Cash / Bank Account

87


5.6.2 Purchase / Debit Entry This option allows you to enter all your creditor's Invoice and Debit note by month.

[Entry] [Creditor Entry] [Purchase/Debit Entry]

Screen


Purchase Invoice Amount

Payment Date

Particular Purchase Invoice Number

Purchase / Debited Account

88


5.6.3 Credit Entry This option allows you to enter all your creditor's Credit Notes.

[Entry] [Creditor Entry] [Credit Entry]

Screen


Credit Amount

Transaction Date

Particular

Debit Note Number from Creditor

Debited Account

89


5.6.4 Contra Account This option allows you to enter your creditor's transaction by contra accounts.

[Entry] [Creditor Entry] [Contra Account]

Screen


Contra Amount

Transaction Date

Particular

Reference

Credited Account

90


5.6.5 Edit / Delete Transactions This option allows you to edit any transaction after being posted. Just select the month when the transaction was posted then editing can be easily done.

[Entry] [Creditor Entry] [Edit/Delete Transactions]

Screen

91


5.7 Payroll Entry This option allows you to do payroll entry.

[Entry] [Payroll Entry]

Screen

Reference Accounting Date

Account Code

Debited Amount

Credited Amount

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93

5.8 Reprint Voucher This option allows you to reprint Payment Voucher & receipt.

[Entry] [Reprint Voucher]

Screen


CHAPTER 6 VIEW This option allows you to view account balance and general ledger on the screen.

Screen

6.1 ACCOUNT REPORT This option allows you to view all accounts or journals on screen. The five reports are as follow:-

i. By Account ii. By Group

94


6.1.1 Account Report by Account This report gives you a seventy-two month analysis of the selected account.

[View] [Account Report] [By Account]

Screen

95


6.1.2 Account Report by Group This report gives you a seventy-two month analysis of the selected account.

[View] [View Account] [Account Report]

Screen

Starting date

Account details

Account type

96


6.2 Account Balance This report displays the account balance of each account you have in the system.

[View] [Account Balance]

Screen

Account code Account balance

Month of period

Account description

Credit amount

Debit amount Brought forward amount

97


6.3 General Ledger Account This report allows you to view transactions of your selected account.. You may select an accounting period by entering the starting and ending date to specified range of transactions to view. The transactions can be displayed with or without a brought forward balance.

[View] [General Ledger Account]

Screen

Balance Transaction date

Account code

Transaction particular

Reference

98


6.4 View Batch of Transaction This option allows you to view all transactions by batch number. It enables you to check on previously posted batch of transactions.

[View] [View Batch of Transaction]

Screen

Reference #2 Account Year Batch No.

Particular Reference

Account Transaction Date

99


6.5 SEARCH / EDIT TRANSACTION This is a powerful and versatile search option. You only have to specify any of the following field and the system will help you to track down the transaction(s) you need to edit or delete:

i. Batch ii. Date iii. Account iv. Reference #1 v. Reference #2 vi. Particular vii. Amount viii. Cost centre ix. Group

[View] [Search / Edit Transaction]

Screen

100


Screen

Reference #1 Batch Number

Account

Particular

Reference #2

Amount

Particular

Transaction Date

Transaction Period 101


6.6 DELETE TRANSACTION This option allows you to delete unwanted transaction.

[View] [Delete Transaction]

Screen

Tick to select transaction

Click to delete transaction

102


CHAPTER 7 REPORT Aplus Accounting has a powerful reporting tool. Just click the "Report" option to extract the required information in the following report. You can print all the reports either to printer or on screen.

1. Trial Balance 2. Balance Sheet 3. Profit / Loss 4. Profit / Loss (12 Month) 5. Manufacturing Account 6. General Ledger Account 7. Account Balance 8. Batch of Transaction 9. Chart of Transaction 10. Batch Title Report

Screen

103


7.1 Trial Balance Trial Balance can be printed either on computer plain paper or on the screen for preview purposes. You can print trial balance for any month by selecting the required month.

[Report] [Trial Balance]

Screen

Account Period

Account Particular (Select 2 for Name 2)

104


7.2 Balance Sheet Balance Sheet financial report can be printed on computer form or on screen for preview purposes. Balance sheet format can be easily defined or modified by the user using the [Utility] edit Balance Sheet option.

[Report] [Balance Sheet]

Screen

Balance Sheet Report Format

Tick for departmental Account Period

105


7.3 Profit & Loss Profit & Loss financial report can be printed on computer form or on screen for preview purposes. Profit & Loss can be easily defined or modified by the user using the [Utility] edit Profit & Loss option.

[Report] [Profit & Loss]

Screen

Profit & Loss Report Format

Account Period

106


7.4 Manufacturing Account This option allows you to print manufacturing account.

[Report] [Manufacturing Account]

Screen

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7.5 General Ledger Account General Ledger account can be printed out by account range, date range, by group or by cost centre.

[Report] [General Ledger Account]

Screen

108


7.6 Account Balance This option allows you to print account balance report.

[Report] [Account Balance]

Screen

109


7.7 Batch of Transaction This option allows you to print any batch of transaction which you have already posted.

[Report] [Batch of Transaction]

Screen

110


7.8 Chart of Account Chart of Account gives the report of Aplus Account range and user defined Account.

[Report] [Chart of Account]

Screen

111


7.9 Batch Title Report This option allows you to print batch title.

[Report] [Batch Title Report]

Screen

112


CHAPTER 8 UTILITY There are nine options as follow:-

1. Data Maintenance. 2. Periodic Process. 3. Closing Stock Entry. 4. Lock Accounting Period. 5. Combine Account. 6. Consolidate 7. Report Generator 8. Backup Data. 9. Restore Data.

Screen

113


8.1 Data Maintenance There are four options allow you to maintain or recover your data.

1. Batch Checking. 2. Period Checking. 3. Data Recovery. 4. Unpaid invoices.

Screen

114


8.1.1 Batch Checking This option helps you to trace any un-balanced batch in your transactions. The respective un-balanced batch number will be displayed on the screen for your reference.

[Utility] [Data Maintenance] [Batch Checking]

Screen

Accounting Fiscal Period

Batch Balance

Number transaction in batch

Batch title

Batch number

115


8.1.2 Period Checking This option enables you to check periodic transactions balance.

[Utility] [Data Maintenance] [Period Checking]

Screen

Total Debit Amount of period

Total Credit Amount of period

Deference Amount between Total Debit & Total Credit of period.

116


8.1.3 Data Recovery This option enables you to recover or recalculate journal balance with its ledger.

[Utility] [Data Maintenance] [Data Recovery]

Screen

Tick for clear deleted transaction

117


8.1.4 Unpaid Invoice This option allows you to recover all unpaid invoice. System will auto apply all unapplied payment to unpaid invoice.

[Utility] [Data Maintenance] [Unpaid Invoice]

Screen

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8.2 Periodic Process This option allows you to close the account at the end of accounting period. The closing balance will automatically be posted to the new fiscal period and its difference will be posted to the Profit or Loss Account. 8.2.1 Roll Up Accounting Year This option allows you to roll up your accounting period by fiscal period.

[Utility] [Periodic Process] [Roll Up Accounting Year]

Screen

119


8.2.2 Closing Account This option allows you to close your year end account.

[Utility] [Periodic Process] [Closing Account]

Screen

120


8.3 Closing Stock Entry This option allows you to enter your closing stock value into the book automatically. You may reverse this entry as needed. You must define your Balance Sheet Stock, Opening Stock and Closing Stock for P & L items respectively.

[Utility] [Closing Stock Entry]

Screen

Accounting period

Enter monthly closing stock

121


8.4 Lock Accounting Period This option allows you to lock/unlock accounting period.

[Utility] [Lock Accounting Period]

Screen

Enter “Y” for Lock, “N” for Unlock.

122


8.5 Combine Account This option allows you to combine the transaction of account to another account.

[Utility] [Combine Account]

Screen

Source Account

Destination Account

123


8.6 Consolidate This option allows you to consolidate the accounting transaction from other branch/directory. There are 3 options to consolidate data.

1. Export Via Diskette 2. Import Via Diskette 3. Direct Consolidate

8.6.1 Export Via Diskette This option allows you to export data to diskette.

[Utility] [Consolidate] [Export Via Diskette]

Screen

124


8.6.2 Import Via Diskette This option allows you to import data from diskette.

[Utility] [Consolidate] [Import Via Diskette]

Screen

125


8.6.3 Direct Consolidate This option allows you to direct consolidate data from other directory.

[Utility] [Consolidate] [Direct Consolidate]

Screen

126


8.7 Report Generator This option allows you to generate your own report format.

[Utility] [Report Generator]

Screen

127


8.8 Backup Data This option allows you to backup your data into your hard-disk or any floppy diskette using drive A or B.

[Utility] [Backup Data]

Screen

128


8.9 Restore Data This option allows you to do restoration of data from your hard-disk or backup diskettes in your drive A or B.

[Utility] [Restore Data]

Screen

129


CHAPTER 9 SETUP This option allows you to do system setup & house-keeping for your Aplus Accounting System.

Screen

130


9.1 Setup Fiscal Period Before you start using Aplus Accounting, you must enter the opening date for your accounting period. Once accounting period is confirmed, you cannot change when there is a transaction. Aplus Accounting keeps eight years account journals for easy accessing.

[Setup] [Setup Fiscal Period]

Screen

Second year accounting period Accounting month

Fourth year accounting period

Third year accounting period

First year accounting period

131


9.2 Setup Company Information From the setup menu, select Setup Company Information. Enter your company’s name, address, E.P.F number, SOCSO number and income tax number.

[Setup] [Setup Company Information]

Screen

Company’s Name

Company’s other name

Company’s Address, Telephone & Fax Number

Company registration number 132


9.3 Counter / Default Setting This option allows you to do system setup for your accounting system, its default value and data backup and restore instructions. There are five pages in this option.

[Setup] [Counter / Default Setting]

Screen

133


System Setup Page 2 Screen

Screen


Screen

134



Screen

Contents in Page 4 Descriptions 01. Name 2 Alternative name.

02. Credit Limit Bar issuing of Invoice to customer over credit limit.

03. Debtor Group Printing statement by Debtor Group. 04. Currency If trade in foreign currency. 05. Debtor/Creditor Class Class of Debtor/Creditor. 06. Debtor/Creditor File No Special reference. 07. Title Default is File. 08. Group Group Account 09. Cost Centre Cost Centre 10. Source Code Classification of transaction type. 11. Auto Accounting Batch Use system default batch. 12. Bank Charge Auto calculate bank charge amount. 13. Cash Book Voucher Format Default Cash Book Voucher Format. 14. Receiving Voucher Default Receiving Voucher Format. 12. Payment Voucher Default Payment Voucher Format 13. Auto Computer Singatory

135



Screen

Contents in Page 5 Descriptions 01. Invoice No. Sales Invoice number counter. 02. D.O. No. Sales Delivery Order number counter. 03. Debit Note Debit Note number counter. 04. Credit Note Credit Note number counter. 05. Payroll Voucher Payroll Voucher number counter.

06. Sales Account Sales Account. The default account is 4000.

07. Sales Discount Sales Discount Account. The default account is 4500.

08. Tax Account Sales Tax Account. The default account is 3750.

09. Title Title of Tax. 10. Percentage Default rate of Tax.

136



Screen

Contents in Page 6 Descriptions 01. Bank Charge A/C Bank Charges Account Code.

02. Gain/Loss A/C Gain/Loss Account Code for foreign currency exchange.

03. Cash Control A/C Auto posting of Cash Sales Bill after entry.

04. Sales Control A/C Sales Account Code. Auto posting of Sales Invoices after each entry.

05. Purchase Control A/C Purchase Account Code. Auto posting of Purchase Invoices transaction under [Creditor Entry] ~> [Purchase/Debit Entry].

06. Bank Control A/C Bank Control Account Code. 07. Currency Symbol Currency Symbol. e.g.: RM for Ringgit. 08. Currency Word Currency Word. e.g.: Ringgit, Dollar. 09. Debtor/Creditor Aging Format Default Aging Format.

10. Debtor/Creditor Aging Block Default Aging Block Day.

11. Cash Purchase A/C Purchase Account for Cash Purchase Entry

12. Cash Account Cash account for Cash Purchase Entry. 13. Cash Sales A/C Sales Account for Cash Sales Entry. 137


14. Cash Account Cash account for Cash Sales Entry. 15. Payroll Folder Aplus Elite Payroll System path.

16. Branch I.D. I.D. of branch, used for consolidate option.


Screen

Backup Configuration : -X Exclude example : -X*.zip –X*.bak -&F Quickly format floppy disk. -&W Delete all file in floppy disk. -U Backup newly file only. -S Password example : -saplus

Restore Configuration : -O Overwrite -S Password example : -saplus

138


9.4 User Setup This option allows the system administrator to add, edit and delete user’s access level. The accessing option shown below is based on the module you purchased.

[Setup] [System Setup] [Change Password]

Screen

139


9.5 House Keeping

House-keeping option allows you to maintain your data files.

1. Index Database. 2. Clear Marked Transaction. 3. Clear All Transaction.

(i.e.: keep all account code except its transactions.) 4. Create New Accounting System.

9.5.1 Index Database This option allows you to do index database.

[Setup] [House Keeping] [Index Database]

Screen

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9.5.2 Clear Marked Transaction This option allows you to clear all previously deleted transaction.

[Setup] [House Keeping] [Clear Marked Transaction]

Screen

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9.5.3 Clear All Transaction This option allows you to clear all general ledger transactions except the chart of account.

[Setup] [House Keeping] [Clear All Transaction]

Screen

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143

9.5.4 Create New Accounting System This option allows you to create a new company data.

[Setup] [House Keeping] [Create New Accounting System]

Screen

BANK RECONCILIATION This option allows you to do bank reconciliation for you bank account.

[Module] [Bank Reconciliation]

Screen

Click here for enter last year transaction (Single Entry)

Voucher Number

Cheque Number

Cheque amount

Mark/Unmark Cheque

APLUS SOFTWARE LICENSING AGREEMENT 1. Aplus software is warranted by APLUS SOFTWARE SDN. BHD. For twelve (12) months from the date

of purchase after returning the software registration Card within 14 days from the date of purchase. 2. The Purchaser may use the Software on a single computer system and make one copy of the software

solely for backup purposes. The License is non-transferable. 3. The Purchaser acknowledges that the software is the sole and exclusive property of APLUS SOFTWARE

SDN. BHD. The purchaser agrees to take all possible steps to protect the software from reproduction or distribution. The purchaser also agrees not to rent, lease, disassemble, de-compile or do a reverse engineering of the software.

4. APLUS SOFTWARE SDN. BHD. shall not be liable for any loss or damage whatsoever that may be

caused arising directly or indirectly in connection with this agreement, the software and its use. APLUS SOFTWARE SDN. BHD. expressly excludes liability for any consequential loss or damage to data and/or equipment, property, loss of profit, revenue, goodwill or anticipated saving which may arise in respect to the use of this software.

5. Copyright. The Software is owned by International Computer Centre and is protected by Malaysian

copyright laws and international treaty provisions. Therefore, you may not use, copy, or distribute the Software without authorization. This License does not constitute a sale of the Software, or any portion thereof. Without limiting the generality of the foregoing, you do not receive any rights to any patents, copyrights, trade secrets, trademarks or other intellectual property rights relating to or in the Software, except in Generated Code as defined below. All rights not expressly granted to you under this License are reserved by International Computer Centre. You may not print copies of any user documentation provided in “online” or electronic form.

6. This agreement is effective from the time you make an access to the software. 7. DISCLAIMER APLUS SOFTWARE is sold on an "as-is" basis without warranty of any kind. It is up to

you to determine whether APLUS SOFTWARE is suitable for your purpose. We have carefully designed and tested APLUS SOFTWARE and neither we nor our system testers have found any error in the program. We cannot, however, be sure that there is none, nor can we ensure that the system on which you install it will be error free. The entire risk of using APLUS Software is yours. You are not licensed to use APLUS SOFTWARE if you do not fully accept these conditions.

8. This license is automatically terminated without any written notice if the purchaser fails to comply with

any of the terms & conditions as stated above.

Distributed By

APLUS INTERNATIONAL SDN. BHD. (720539-A) A14-7, Block A, Bukit Pandan 2, No.10, Jalan 1/91B, Off Jalan Perdana 3/1,

55300 Kuala Lumpur, Malaysia. Tel: 03-92742858 Fax: 03-92743858

E-mail: [email protected] http://www.aplus.com.my

Aplus is a trademark of International Computer Centre, Malaysia. Aplus Software is a copyright © 2007 of International Computer Centre, Malaysia.

Aplus - User Manual

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