Presentation on theme: "IT Account System Quick Start"— Presentation transcript:
1 IT Account System Quick Start Prepared by IT Department Ltd.
2 Overviews OP Customer vs Account Customer Invoice / Cost - Income and expense not related to sea or air logistics jobs.Settlement->Receipt (AR) – Create cheque for invoiceSettlement->Payment (AP) – Create cheque for costSettlement->AR/AP – Create cheque for agent invoice (monthly cleaning)JournalReports – includes customer statement, income statement (P&L), G/L list etc.
3 OP Customer vs Account Customer New OP Customer RecordNew Account Customer RecordCOPYVery Good Shipping Ltd.Very Good Shipping Ltd.Very Well Property ManagementNOT COPYFor OP UseFor Accounting UseMenu: 6. Code -> OP CustomerMenu: 6. Code -> Account Customer- > MasterYou can find the linked A/C customer name in OP customer screen
4 OP Customer vs Account Customer Account Customer Can …Set credit terms (Pay term)Set credit day (AR)Set vendor credit day (AP – Set it if the customer is also a vendor)- Control credit limit (default value is 0)
5 2. Invoice / Cost Invoice Example You buy an airline ticket for your agent and charge her with an invoiceClick New buttonEnter customer, issue date, base currency …
6 2. Invoice / CostAccount user can control the COA account no (OP invoice cannot)
7 2. Invoice / CostCost Example: Your company pay to airline for a airline ticketClick New buttonEnter customer, issue date, base currency …
8 2. Invoice / CostYou can change charge description by yourself
9 3. Settlement->Receipt (AR) Select Settlement->Receipt -> MaintenanceClick New
10 3. Settlement->Receipt (AR) Select Bank AccountEnter Invoice noClick Search button and then you can see the result at the botton123Search result – User can search all OP and accounting invoice
11 3. Settlement->Receipt (AR) Enter the cheque amount, cheque no (bank no + cheque no), cheque date, cheque currency, ex-rateClick Save to save the receiptRcecipt ID will be generated21
12 3. Settlement->Receipt (AR) - Transaction User can print receipt or Voucher after save2. Transaction is generated automatically, but you can change it by yourself
13 3. Settlement->Receipt (AR) - Transaction In case some settlement has difference…2. Program will treat it as Exchange difference, but you can change it.
14 4. Settlement->Payment (AP) The operation of payment is same as receipt, but there is a “Print Chg” button for cheque printing
15 5. Settlement->AR/AP Receipt, Payment and AR/APRecipetInvoice onlyPaymentCost onlyAR/APInvoice + Cost / Agent InvoiceThis is mainly for settling monthly (or weekly or whatever) payment with agentsYou can find all invoice, cost agent invoice information in this AR/AP screen.Different settlement will generate reference ID with different prefix
16 5. Settlement->AR/AP Click NewSelect bank accountSearch by agent name, invoice no or cost no
17 5. Settlement->AR/AP Select the invoice and cost you want to settle in the search resultType the cheque information as introduced in the Receipt sectionWhen complete, Click “Save”
18 5. Settlement->AR/AP You can print voucher, official receipt, cheque or cheque transaction in this module
19 6. Journal By default, user can 4 types of Journal: Journal Voucher Bank ReceiptBank PaymentFor bank payment, you can type general expenses like rent, buying water expense, electricityPetty cash voucher
23 6. Journal Select Journal type as BP (Bank Payment) 2. Input Customer (Optional, for cheque printing use)
24 6. Journal The example input the debit node first You can type information about the payment in descriptionSelect Debit or CreditType the cheque no in Ref No / CQ No
25 6. Journal Click insert Row Input another node as shown in the picture User can input invoice no in Ref No / CQ NoWhen finish, click save
26 6. Journal Click insert Row Input another node as shown in the picture User can input invoice no in Ref No / CQ NoWhen finish, click save
27 6. Journal If you want to print cheque, you can click “Print Cheque” If you want to print a list of journal, you can selectSettlement -> Journal -> Print orReport -> Journal -> Listing
28 7. Reports – General Ledger G/L ListingCheck transaction activity of all accounts in a period of timeG/L ActivityFocus on the activity under one or several accounts in a period of timeBalance Sheet & Balance Sheet (12 month)View the balance of all chart of accountsIncome Statement & Income Statement (12 month)View the Income and cost in a period of time. A profit & loss in accounting without any Operation job.Trial Balance & Trial Balance (12 month)View the amount movement in all chart of accounts in a period of time
29 7. Reports – Receivable / Payable Customer Statement (Receivable Only)Give statement to charge each customer with outstanding balanceAgingShow the outstanding balance of 30, 60, 90 or over 90 daysCustomer Report / Vendor ReportShow outstanding balance of all customers / vendors in a report. This is for internal use.Invoice Summary Listing / Cost Summary ListingList all types of invoice / cost in one report. You can print all invoice / cost in this module.Invoice Settlement Summary Report / Payment Summary ReportList all settlement of receivable / payment
30 7. Reports – Receivable / Payable - Receipt Listing / Payment ListingA list of receipt / payment. This report can be used as an official receipt / payment voucher for large no. of receipt / paymentAR/AP ListingA list of AR / AP. This is like the above receipt / payment listing reportCustomer Sub Ledger Listing (Receivable Only)Invoice listed by each customer in Account Receivable accountAR Subsequent Settlement Report / AP Subsequent Payment ReportThis is a list of invoice and settlement by customer. It shows the relation of invoices / costs with related receipt / payment recordsInvoice list by chargeList all Invoice of one charge code (e.g. Ocean Freight Charge)
31 7. Reports – Others Journal Listing A list of Journal Void Report Deleted record of Invoice / Settlement / Cost / Journal can be searched in this reportProfit & Loss ReconciliationShow the amount difference between Profit & Loss printed in IT-LEO and income statement printed in IT-ACC. The difference is caused because IT-LEO P&L show data by job date while income statement show data by invoice / cost issue date only.