Abc accounting 11. 0 Reference Guide

Reference # (D)

This is a number from 1 to 999999. The computer automatically sets it to the next available number. To view or edit a previous deposit, enter the reference number for that deposit.

Customer Code (D)

This code references the Customer (C) screen. The computer will load the customer and display the name, address, balance, and non-invoice amount (NIA). The customer's open invoices are listed on the screen, with any partial payments.

Date (D)

Enter the date of the deposit. By default, the computer lists the current program date.

Ledger # (D)

If you are entering deposits for multiple bank accounts, enter the Ledger number (3 - 7) of the bank account that this deposit applies to. If this field is left blank, the A/P Ledger# specified on the Setup A/P & A/R (&) screen is used. The Ledger number is used to determine which bank accounts to post deposits into.

For more help on posting deposits, from the screen select Questions, and then option P.

To set a G/L account up as a bank account, enter a B in the Statement 1 field on the G screen. Then, on the Setup Company G/L (#) screen, specify which Ledger uses that G/L account.

;Used before field was split in version 9

;Used before field was split in version 9

Check Amount (D)

Enter the amount of the payment. If one check is to be applied to more than one customer, enter only the amount to be applied to this customer. You must make a separate deposit entry for each customer.

If the customer is paying all the invoices listed, press Alt+Z. This will enter the total open balance in the Check Amount field and will apply the payment to all of the open invoices.

Apply to G/L Account (D)

If you want to apply this payment directly to a G/L account instead of to a customer invoice or the customer NIA amount, enter the G/L account number here. The amount you wish to apply gets entered in the G/L Amount field. Examples of payments you might apply this way are tax refunds or insurance reimbursements for which there are no receivable invoices.

If the G/L# matches the number in the Special Deposit Acct# field on the Setup A/P and A/R (&) screen, the computer will post that amount to the Special Deposit field on the Customer (C) screen, which allows for the tracking of special prepayments.

G/L Amount (D)

Enter the amount you want to apply to the G/L account.

Payment Applied (D)

Each open invoice is listed on a separate line. On each line, enter the amount of the payment you wish to apply to that particular invoice. To skip an invoice, press Enter or Down arrow.

If the customer took a discount, enter the amount the customer actually paid. Do not include the discount in the Payment Applied. The next field is for entering the Discount.

The Balance column on the right indicates the amount that is still open on each invoice.

Pressing , applies the payment to the oldest invoices first.

Discount Applied (D)

Enter the amount of any cash discount given on the invoice. This field is automatically filled in when a discount is available, but you can manually override it.

The Discount Earned field on the right will be set to Y or N to indicate whether the customer took a discount to which he was entitled, based on Discount Date and the Deposit Date.

Payment Type (D)

Enter one of the following, or press F6 for a list of selections.
# - Check F - Foreign Check

A - American Express M - MasterCard

B - Carte Blanch N - Diners Club

C - Cash V - Visa

D - Discover

If the deposit is foreign (not from a U.S. Bank) enter an F. This specifies a foreign deposit and Report # 3-18, DEPOSIT TICKET, will print a separate deposit ticket for the foreign entries.

Check Number (D)

Enter the check number or slip number.

The check number will appear on Report # 3-18, DEPOSIT TICKET. If you want to enter a remark that does not appear on the deposit ticket, enter an asterisk (*) here, followed by the remark, a space, and the check number. Only the check number will show on the deposit ticket.

If you want the deposit ticket to show a name other than the customer name that shows on the screen, enter a space here, followed by the name you want to use, a space, and the check number.

Deposit Total (Y/N)

Entering a Y here indicates that this is the last entry in the deposit, and saving it will then tally the total deposit, starting with the deposit after the previous Y was entered, and display the total on the screen. You will also be given the option to print a deposit slip (Report # 3-18) immediately.

Report # 3-14, CUSTOMER PAYMENT LEDGER, prints a subtotal for each Y in Deposit Total. This field is also used in posting deposits to General Ledger. For more help on posting deposits, press Page 95. The same information is found by pressing , selecting Questions, and then option P.

Advance Payment - Entering (D)

To enter a customer payment for which there is not yet an invoice on the file, go to the Deposit (D) screen. Just enter the check number and amount and save the entry. The deposit will go into NIA Amount as a negative customer balance.

If you are tracking advance payments for a special purpose, use the Apply to G/L Account field to apply the check amount to the G/L account that you have set up for this purpose.

ABC's standard Special Deposit Account # is 222.

Petty Cash Transactions (D)

First setup a Petty Cash Ledger. This is done on the # Screen. Choose one of the Ledgers that is not used and enter the Petty Cash Account #.

ADDING TO PETTY CASH The correct time to add an amount to Petty Cash is just before you make a deposit ticket. On the C screen, set up Petty Cash as a customer. Make an entry on the Deposit screen using Petty Cash as the customer. Enter C for Payment Type, and a negative amount in the Check Amount field. In the Apply to G/L Account field, enter your Petty Cash Account #. In the G/L Amount field, enter the amount again as a negative. When you make your deposit ticket, your total deposit will be adjusted by the amount added to the Petty Cash Account.

SUBTRACTING FROM PETTY CASH To enter an expense that was paid from Petty Cash, choose the Petty Cash ledger by pressing the dash (-). Press the Petty Cash ledger number. Enter the transaction the same way that you enter general ledger checks.

Deposit Ticket - How to Make (D)

When you are ready to take your checks to the bank, follow these steps:

1. Press F10 D to go to the Deposit screen.

2. Press F7 to load the most recent deposit.

3. Enter Y in Deposit Total.

4. Press F9. The computer totals up the deposits since the previous Y and asks "Print deposit ticket? (Y/N)".

5. Press Y if you want a deposit ticket printed. Press N if you don't.

6. If you press Y, the computer asks if you want condensed print. Press Y.

Either way, the computer updates the bank balance. To view the new bank balance, press F10 and then L.

To enable automatic deposit posting, on the Questions screen select option P.

Applying a Payment to Several G/L Accounts (D)

You may wish to enter a check, that is not to pay a receivable invoice, to more than one G/L account. Enter the total amount of the check as one deposit, apply a portion of that to the desired G/L account and save the entry. The remaining portion, which was not applied to a specific G/L account, will be temporarily placed into the customer's NIA (Non-Invoiced Amount). On the next Deposit Reference #, enter the customer's data as if you would be entering another deposit, but do not enter a check number or check amount. Enter the G/L account # and the remaining amount that you want to apply to it. The amount will be taken from the customer's NIA and applied to the specified G/L account number. This may be done as often as necessary to apply the total check amount to the various G/L accounts.

If you use automatic deposit posting, it will put the amount into the specified G/L account, and the next two paragraphs do not apply to your case.

If you post your Accounts Receivable to General Ledger by manually making an entry on the Ledger (L) screen, you will need to apply the rebate check to the same G/L account(s) that you applied it to on the Deposit (D) screen. Apply the rest of the deposit to the G/L Accounts Receivable Accounts as usual.

If you post Accounts Receivable to General Ledger with Report # 3-37, CASH DEPOSITS BY G/L#, the computer applies the check to the proper G/L Accounts.

Deposit Entry Screen - How to Use (D)

To apply a payment to a Customer's Invoice, press F10 and then D.

1. Type the Customer Code and press Enter. A list of open (unpaid) invoices appears if the customer has any. (If you are not sure of the code, press F6 for a Lookup Screen of Customers that have been entered into the computer. Use the Up or Down arrows to place the cursor on the right Customer and press Enter to select the customer.)

2. Type the customer's Check #, or if it's cash, type a C in Payment Type. Press Enter.

A. If the payment EQUALS the total of all open invoices, press Alt+Z. This enters the Check Amount and applies payment to each open invoice listed.

B. If the payment DOES NOT EQUAL the total of all open invoices, type in the amount of the payment and press Enter. Press Alt+Z to apply the payment to the open invoices, starting with the first one on the list.

OR....Type in the amount that you want to apply to each open invoice in the Pmt Apd column on the same line as the invoice. You can also apply a discount to an invoice by typing the discount amount in the Dis Apd column.

3. Press F9 to save. Now you can enter another customer's payment.

A payment can also be applied to a Receivable Invoice, by choosing the option D or B after F9 is pressed to save the Invoice. This takes you directly from the R screen to the Deposit screen with the Customer already loaded, ready for Step #2. When you press F9 to save, the computer returns you to the Receivable Invoice screen, ready to make another invoice.

For help on making a deposit ticket, from the Questions screen select D.

Applying an NIA (Non-Invoiced Amount) (D)

When you enter a check from a customer on the D screen and it is not applied to an invoice, the computer registers it as an NIA (Non-Invoiced Amount). This happens when a Check Amount is entered and no amount or a different amount is entered in the Pmt Apd field or on the G/L Amount field.

When Report # 3-12, CUSTOMER AGED TRIAL BALANCE, is run all NIAs are displayed. Customers with NIAs should be reviewed to make sure a mistake wasn't made when the payment was entered. Check to see if there are NIA amounts that should be applied to an open invoice. This happens when an invoice is entered into the computer after a payment was entered and the payment is not applied to the invoice.

To apply an NIA to a customer's invoice follow these steps:

1. Press F10. Press D to go to the Deposit screen.

2. Type in the customer's code. Press Enter.

3. Let the check number and the check amount fields blank.

4. Type the NIA amount in the Pmt Apd. field. Press Enter.

5. Press F9 to save the record.

Posting Deposits to General Ledger (D)

There are three ways to post Deposits to General Ledger.

1. The easiest way is to enable automatic deposit posting. In the Setup Company G/L (#) screen, enter either A or C in Auto.Dep.Post, to select either the Accrual or Cash method of calculating sales. Once this is set up, the computer will post deposits to General Ledger whenever you enter a Deposit with a Y in Deposit Total. The entry will be posted into the selected checkbook ledger, using a decimal check number.

Presently, automatic posting will not post to multiple ledgers simultaneously. Also, it does not check A/R Discount Account # on the Customer Type (Y) screen.

2. Another method is to run a report at the end of the month. Use either Report # 3-14, CUSTOMER PAYMENT LEDGER, if you use the accrual basis of accounting, or Report # 3-37, CASH DEPOSITS BY G/L#, for cash basis accounting. The entry will be posted into the Computer Entries ledger.

3. The third way is to post the deposits manually by making an Adjustment Entry directly into General Ledger.

Customer Refund (D)

Sometimes a customer writes a check for more than what he owes and you pay him back with cash.

On the D screen, enter the customer's code, the check number and the check amount. Use Alt+Z to apply the payment to his bill(s). Save the record with F9.

Enter the customer's code on a new D screen record. Enter a C for Cash in the Payment Type field. In the Check Amount field, enter as a negative the cash amount that you paid the customer. Save with F9.

When a deposit ticket is printed, the cash total will be adjusted by the negative amount.

Saving a Deposit (D)

The Amount Not Applied is the difference, if any, between the Check Amount and the amount applied to invoices. When the deposit is saved, this difference is applied to NIA (Non-Invoice Amount) on the Customer (C) screen.

If the Check Amount is greater than the payments applied to invoices, a negative amount will be applied to NIA (Non-Invoice Amount).

The computer will not allow you to save a deposit if the payments applied are greater than the total Check Amount and any NIA amount on the Customer (C) screen.

To total a series of deposit entries, enter a Y in Deposit Total. When you save the deposit, the computer totals the deposits, starting after the last deposit with a Y in Deposit Total. The total is displayed on the bottom of the screen.

Press Page 95 for deposit posting information. The same information is found by pressing , selecting Questions, and then option P.

Data Management Utilities for Deposits (D)

In the rare event of data corruption, a paid invoice may show up as open, or vice versa. Also, an invoice may show up under the wrong customer's account. To correct any of these problems, follow these steps:

1. If you are on a network, use the ABC server for the following steps. Otherwise start with Step # 2.

2. Go to the Deposit screen (D).

3. Enter the Customer Code for the account that contains incorrect data.

4. Press Alt+A. The computer will ask for an invoice number.

5. Enter the number of the invoice that is posted incorrectly. The computer will correct the customer's open and/or paid invoice pointers for the invoice in question. The customer's balance will not be affected. The screen display is not updated until you reload the customer.

6. To fix another invoice for this customer, go back to step 4.

7. To fix any invoices for another customer, go back to step 3.

S - Salesman Screen
SALESMAN SCREEN FILE HELP

Clear the screen, without saving or unsaving the current record, and set the reference number to the next available number.
Exit Lookup Close All Lookups

Open Lookup Alternate Lookup

Save Record Delete Record

Selection Screen Go to Menu Bar

Exit One Level Exit ABC

CUSTOMER SCREEN LOAD HELP

If you want to enter the same, or almost the same customer information under a different code, type in the new code and press Ctrl+D. Enter the new code in code field, press Enter then Ctrl+D and enter code to duplicate.This transfers Name, Address, Phone #, etc., but not the posted information.

open/load previous record

open/load next record

When the cursor is on an indexed field, press Shift+F7 to scroll through information in reverse.

When the cursor is on an indexed field, press Shift+F8 to scroll through information going forward.

Salesman Screen Tools Help

You will receive a message telling you what entry location and field number your cursor is at. Type in the number of the entry location you want your cursor to be moved to and press enter, and your cursor will be moved to that location.

This gives you two notepads to keep on file anything you want to remember about this entry. Ctrl+J files it with the date and time.

Saves the Salesman Code to a Word processor list. To see the list, press F10, W, Ctrl+N (to clear screen) and then type SLIST. To learn more, press Page 11.

Undo present changes to line cursor is on.

Move the cursor to the last field on the screen.

Start macro from the line the cursor is on. Press F4 and the macro name.

Record macro. Press Shift+F4 to begin recording. Then enter the macro keystrokes. Press Shift+F4 to end the macro. Press Page 12 for more information.

calculator. Use + to add and total and - to subtract. Use / to divide and * to multiply. Use ) to clear and ( for off. Use = or Enter for equals.

Salesman Code (S)

Enter the code you will use to reference this salesman. The Salesperson field on the Customer screen (C) references this field; therefore the codes in these fields must match.

To save time when you are setting up salesmen, you can use a default record. From the S screen, press Shift+F1, select Questions, and then option H.

Salesman Name (S)

Enter the name of the salesman.

Default Commission Code (S)

This field may be used to calculate commission for this salesman. Enter a number followed by one of the following letters to specify how the commission will be calculated:

S - % of Sale

P - % of Gross Profit

T - $ Amount per Ton

C - $ Amount per Hundredweight

E - $ Amount Each

If no letter is entered in the Commission field on the Inventory (I) screen, the computer will use this Default Commission Code to calculate the Salesman's Commission.

Commission Codes A - L (S)

Commission Codes A - L are designed so that a salesman can receive various rates of commission depending on which item he sells. The corresponding letter, A to L, must be put in the Commission Field on the Inventory screen of the Item.

Enter a number followed by one of the following letters to specify how the commission will be calculated:

S - % of Sale

P - % of Gross Profit

T - $ Amount per Ton

C - $ Amount per Hundredweight

E - $ Amount Each

If no letter is entered in the Commission field on the Inventory (I) screen, the computer will use the Default Commission Code to calculate the Salesman's Commission.

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

See page 98 for Commission Codes A - L (S)

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