Transcript CNET_ERP Accounting
CNET_ERP Accounting Management
Course # 2505
Contents Setting up CNET_ERP Accounting CNET ERP Accounting Architecture – Source Documents – Journals Posting – Ledger Reconciliation and auditing Closing and Reporting
Setting up CNET_ERP Accounting
Part One
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Setting up CNET_ERP Accounting Maintain Global System Library (GSL) Maintain Chart of Account Setup accounting Period Default account setting Account integration Beginning balance Proof reading and checking setting
Maintain Global System Library (GSL)
1.1
Company setup Company Name TIN No VAT No System Type Address
Global System Library (GSL) Items -
Non processed raw material
Products – –
Processed value added Product Finished Product and None finished Product.
Customers –
Buyers, Guests, Patients…
Suppliers –
Seller, vendors, provider
Employees –
Workers of the organization
Miscellaneous –
Various
Global system library illustration Sales Module
Global System Library (GSL)
Inventory Module Accounting Module FBM Module • • • •
Customer Item Product Employee
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Supplier Item Product Employee
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Customer
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Supplier
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Employee
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Item
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Product
Item/Products General Price list Supplier list (Only for item) Balance list Specification list Catalogue list Package Advanced Master record – Medicine, Book, Electronic, Garment,
Customer/Supplier General Address – Local Address – International Address Advanced – Picture – Translator
Employee General Address – Local Address – International Address Advanced – Picture – Translator
Bank Tax Message Lookup Table Item category Store Exchange rate Miscellaneous Department Cart Period Commission Font Fixed Asset Class Cost factor
Methods of Maintaining GSL Automatic
(Using data migrator)
– From Excel (Standard formats) – From Pervious version of CNET_ERP V.4.0
– During Synchronization – Fast Registration Manual maintenance – All GSL maintenance are found on maintain main menu.
Maintain history
Methods of editing GSL From maintain dialogue box – Must select the GSL to edit – Make changes and save From editing list – Excel like sheet – Has searching criteria – Multiple editing at once – Takes effect after saved Edit history
Maintain Chart of Account
1.2
Chart of account CNET_ERP Accounting follows A tree structure / parent-child structure.
Account type – Control account Subsidiary account Standard account types are provided in the system dictionary.
All transaction are made at subsidiary level Coding standard – Max 6 digit for Control – Max 6 digit for subsidiary – Select separator from special character “-,_,*,+,.,/,\,|, space,<,>,^,@,!,#,$,%,&,{,[,],},:,;,”,’,.
– Max total code length <= 13 “100010-300040”
Maintain Chart of Account – Cash Account On hand, at bank, pity cash, purchaser … – Revenue Account Item categories, room, board, add. Charge… – Expense Account General, utility, maintenance, departments… – Account payable (A/P account) Suppliers, vendors… – Account receivable (A/R account) Customers, Agents, Dealers… – Tax account VAT, Withholding, Income tax ...
Default Accounts
1.3 Setup accounting Period Ethiopian or European Period Number of period – Can be 12, 24, 36, 48 Set a Starting Date Automatically generate accounting periods.
Default account setting
1.4
Default Account Setting SalesTax SalesDiscount AdditionalCharge CashAtBank CashAtHand AccountPayable AccountRecivable WithHoldingReceivable WithHoldingPayable PettyCash VAT Discount Service charge Checking account Main cashier A/P A/R
Sales Inventory Default Account Setting CostOfSales IncomeTax OtherIncome Revenue Stock Cost of sales PurchaseDiscount GoodsInTransit DamagedExpense WorkInProcess DepreciationExpense GIT Breakage WIP
1.5
Account Integration
Account integration chart
Item/Product Customers Suppliers Room/Board Bank/Credit card User/Cashier Cost of sales Inventory Revenue Account Receivable Account Payable Cash at bank Cash on hand ...
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...
...
Account integration Item/Product Customer/Supplier User (Cashier) Account setting Credit card account setting Room Revenue account setting Board revenue account setting Bank account setting
Item/Product Account integration By Item category – Parent account to child category – Child Category to items account inheritance By individual item Accounts – Revenue – Cost of sales – Inventory
Customer/supplier Account integration By customer category – Maintaining account for customer category – Account inheritance By individual customer
Cashier Account Setting All user that transact cash must have account Cash on hand account If no account assigned for a user system takes default cash on hand account
Credit card account setting Miscellaneous section All credit card must have account Cash at bank or account receivable If no account assigned for a credit card system takes default cash at bank account
Room Revenue account setting (Hotel) Assuming different Room type revenue will be posted in different account Room type based revenue account If no account assigned for a room type, system takes default sales account
Board revenue account setting (Hotel) Assuming different board revenue will be posted in different account Mostly board revenue is a food revenue Room type based revenue account If no account assigned for a room type, system takes default sales account
Beginning balance
1.6
Beginning balance 1.
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Account balance Item/Product beginning balance Customer/Supplier beginning balance Employee beginning balance
Account beginning balance Periodical – Balance will be effective as of the selected Accounting period Must balance A trial balance Natural balance is respected Proof read conformation
Item/Product beginning balance Must have a store and one of the store must be main store On item maintain form, balance list Must select the store and type in the balance in the respective field Beginning cost must be on the main store Beginning balance can be on the respective store
Customer/Supplier beginning balance On maintain customer form general tab Must have account
Employee beginning balance On maintain employee form general tab Must have account Other alternative is on accounting setting user account setting Especially all cashiers must have account
1.7 Proof reading and checking setting GSL Report Chart of account Period report GSL check list for account integration – No account, No category, No supplier...
Beginning Balance Report Default Account setting Report
CNET_ERP Accounting Architecture
Part II
CNET_ERP Accounting Architecture Layered detachable architecture – Source document layer Voucher / Transaction – Journal layer Five /5/ Journal – Leger layer General lager (Group by account) Trial balance (Summarized by account)
Architectural illustration
Leger Journal Source Doc
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2.1 Vouchers (Transactions
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Source Document layer
Vouchers (Transactions) Transactions are made out of one or many GSL Transactions are curried via Vouchers Vouchers are building blocks of subsystems There are 39 Vouchers in 5 Subsystems in CNET_ERP V.5.0
Vouchers are source documents Will take effect after being issued Voucher will be further processed to produce Journal
Kinds of Vouchers With respect to structure – Line Item Voucher (29 – 75%) – None line item Voucher (10 – 25%) With respect to Stock movements – Stock Moving – None Stock moving With respect to Accounts – Journal Voucher – None Journal Voucher
Vouchers and Sub systems division Core Sub system – Sales (7) – Inventory (15) – Accounts (7) Extended Sub system – Front office management (3) – Productions management (7) – Human Resource management (-)
Rules of Vouchers Sequentially Numbered Need time stamp Need one or more owner Should be contained in a single page Can not be modified after being issued Need a copy distribution management (CDM) Can be void Must support multiple print size and formats Has execution procedure
Line Item and None Line item Vouchers All Sales, inventory and production Vouchers are line item vouchers All Accounting Vouchers and FOMS vouchers are non line item vouchers Dual Life vouchers – Credit sales (FOMS Room sales) – Refund (FOMS Room Refund)
Parts of line item voucher Address section Item Information/ (Nested reference) Command section Item collector Term Section Summery Section Voucher no Section Value section Cart Section Batch section Payment method Store Section Operation Section Reference section Purpose section
Parts of non Line Item Voucher Address Section Reference section (Nested) Tax Section Account Section Voucher No Section Amount Section Description Section Cart Section Payment method section Operation Section
Sales subsystem 1.
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Sales Order Performa Invoice Cash sales Invoice Credit sales invoice Sales return (Refund) Consignment sales invoice Consignment sales return
Item moving Vouchers (Sales) SN Voucher 1 Cash Sales Invoice 2 3 Credit Sales Invoice Sales Return 4 5 Consignment Sales Invoice Consignment sales Return Effect + (-) (+)
Inventory Sub system 1.
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Store Request Store Issue Voucher Store Transfer Voucher 1.
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Goods Receiving Voucher Cash Goods Receiving Credit Goods Receiving Dispensary Goods Receiving Consignment Goods Receiving Purchase Request Purchase order Store Return Voucher Disposal Voucher Stock Adjustment voucher Supplier Return Consignment Supplier return Delivery Order
2 3 4 5 6 7 8 9 Item moving Vouchers (Inventory) SN 1 Voucher Goods receiving Cash, Credit, Dispensary, Consignment Store Issue Voucher Store Transfer Voucher Supplier return Voucher Disposal Voucher Store Return Voucher Stock Adjustment Voucher Delivery Order Consignment Supplier return Effect + + + + + (-) (-)
SN Module 1 Sales 2 3 4 None Item moving Voucher Inventory Accounting FOMS Voucher Sales Order Performa Invoice Store Request Purchas Request Purchase Order All Accounting Vouchers are non item moving vouchers All FOMS Voucher are non item moving vouchers
Accounting Vouchers 1.
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Cash Receipt Voucher Bank Advise Voucher Bank Payment Voucher Pity cash Payment Voucher I O U Voucher Bank Deposit Voucher Payment Order Voucher
None Journal Vouchers Sales Subsystem – Sales Order – Performa – Consignment Invoice – Consignment Return Production – Job Request – Job order – Batch Voucher Inventory Subsystem – Store Request – Purchase Request – Purchase Order – Consignment Receiving – Consignment Return – Stock Transfer Voucher
Journal Voucher Chart Journal Voucher Cash Sales Invoice Credit Sales Invoice Payment Order Cash Goods Receiving Credit Goods Receiving Cash Receipt Voucher Bank advise Voucher Bank Payment Voucher Petty cash Payment Voucher Subsystem Sales Sales Accounting Inventory Inventory Accounting Journal SJ PJ RJ Accounting Accounting DJ
General Journal Journal Voucher General Journal Sales Return (Refund) Supplier Return Disposal Stock Adjustment Bank Deposit Slip Formulation Voucher Packing List Voucher Store Issue Voucher Subsystem Journal Accounting Sales Inventory Inventory Inventory GJ Accounting Production Production Inventory
Working on Accounting Vouchers
Lists of accounting Vouchers Cash Receipt Voucher Bank Advise Voucher Bank Payment Voucher Pity cash Payment Voucher Bank Deposit Voucher Payment order Voucher I O U Voucher
Cash Receipt Voucher Used to receive cash from different source Will trigger cash receipt Journal Can be done in two different methods – Referenced preparation Will produce cash collection advice Keep monitoring the remaining balance Can be sorted by specific reference owner VAT and Withholding will be calculated from Ref.
Line item detail will be shown in balloon.
– Direct preparation
Bank Advise Voucher Used to receive cash from different source through bank transfer.
Will trigger cash receipt Journal Can be done in two different methods – Referenced preparation Will produce cash collection advice Keep monitoring the remaining balance Can be sorted by specific reference owner VAT and Withholding will be calculated from Ref.
Line item detail will be shown in balloon.
– Direct preparation
Disbursement Procedure Stock purchase – Pre paid Purchase (Purchase Order) – Post Paid Purchase (Credit Good Receiving) Service purchase (Payment order) Refund (Sales Return) Payment can be made By BPV or PCPV
Bank Payment Voucher Used to Disburse cash to different party from Bank Will trigger cash Disbursement Journal Can be done in two different methods – Referenced preparation Will produce cash collection advice Keep monitoring the remaining balance Can be sorted by specific reference owner VAT and Withholding will be calculated from Ref.
Line item detail will be shown in balloon.
– Direct preparation
Pity cash Payment Voucher Used to Disburse cash to different source from pity cash.
Will trigger Cash Disbursement Journal Can be done in two different methods – Referenced preparation Will produce cash collection advice Keep monitoring the remaining balance Can be sorted by specific reference owner VAT and Withholding will be calculated from Ref.
Line item detail will be shown in balloon.
– Direct preparation
Bank Deposit Voucher Used to transfer cash from cash on hand account to cash at bank account It also tracks shortage and overage of cash on hand cashier account.
Can be sorted by valid cashier account Only cash sales and cash receipt will be referred Refund will not be considered
Payment order Voucher Mostly used as a reference document to issue payments Mostly used to process service purchase Will trigger a purchase journal
I O U Voucher Mostly used to control cash flow within the company employees Can be used to issue lone Can be used to transfer cash custodian
Bank check Incoming and outgoing check Outgoing check printing facility Supports 14 check coordinates in the system Check reprinting security Any resizable tray printer can be used Actual check must be used from the stab.
Check must be manually signed
Reference Advisers If a voucher is made as a result of other Vouchers.
– When cash receipt is made Cash collection Advise – When Bank payment Voucher or Pity cash payment voucher is made Payment Advises
e-Box file
(Document list)
Accounting system Work flow Item Product Customer Supplier Employee Mesilanous Voucher Transaction Sales e_box file Inventory e_box file Accounting e_box file Sales Journal Purchase Journal Cash receipt Journal Disbursement Journal General Journal
Types of e box file Global System library Box file Subsystem e box file – Sales – Inventory – Accounting – check manager, Cart, tax… – Production – *FOMS (
working environment
) House keeping Document POS manager cash, credit, Refund, Report, Dashboard, remote POS manager
Components of e-box file Tool Bar Search engine Tabs Contextual menu Side Dock window Bottom Dock window Status Bar
GSL Document list Display GSL components – Item, Product, Customer, Supplier, Employee and master records Intelligent Search Engine Contextual menu for desired operation Standard spared sheet interface Incomplete information trouble Shooting GSL aging component meter
Subsystem e Box File (Document List) Electronic archive of the transactions (Voucher) Organized in respective sub system Sorted and indexed in different criteria Colored according to their operation done Line item detail Journal Detail Owner detail Voucher general detail Contextual menu for desired operation Standard spared sheet interface Enhanced tool bar for various operation
POS manager Tree like POS organization by POS type Displays POS Vouchers POS Dash Board Generic POS report Enable remote POS connection Enable summarized remote Journalization
Working on accounting Document Accounting Voucher Check manager General ledger Tax Cart
Accounting Voucher 7 Accounting Vouchers Side dock able details – Voucher operators – Color legend – Other many voucher information Bottom dock able details – Mainly Journal, if the document is posted Contextual menus
Check manager Organize and manage checks.
Issued and received check log.
Check liquidity calendar.
– Monthly calendar.
– Forecast bank balance.
– Limit the amount of money discharged daily.
General ledger Posted journals Details on the bottom dock able Editing journal facility Journal trouble shooting
Tax Display transactions made that includes specific transaction
Cart Display transactions collected by specific Cart Drill down facility is provided Voucher detail is provided
2.2 Posting Routines
Journal Layer
Journal type 4 5 2 3 SN Description 1 Sales Journal Cash receipt journal Disbursement journal Purchas journal General journal Abbreviation Remark SJ RJ DJ PJ GJ
Journal Voucher Chart Journal Voucher Cash Sales Invoice Credit Sales Invoice Payment Order Cash Goods Receiving Credit Goods Receiving Cash Receipt Voucher Bank advise Voucher Bank Payment Voucher Petty cash Payment Voucher Subsystem Sales Sales Accounting Inventory Inventory Accounting Journal SJ PJ RJ Accounting Accounting DJ
General Journal Journal Voucher General Journal Sales Return (Refund) Supplier Return Disposal Stock Adjustment Bank Deposit Slip Formulation Voucher Packing List Voucher Store Issue Voucher Subsystem Journal Accounting Sales Inventory Inventory Inventory GJ Accounting Production Production Inventory
Journal Parameters Journal Type Reference Date Period Reason Debit Credit
... Continued Is a parallel recording of transaction in a form of Dr and Cr Can be made real time and or batch per journal type All parameters are selected automatically
Posting Methods Real time Posting – Automatically Will produce a printable journal sheet.
– Semi automatically Batch Posting /Document list/ – Singular posting – Multiple posting – Remote posting
Singular batch posting Will be done from document list A single journal voucher must be selected Journalize command from contextual menu System build the journal and display it The displayed journal will be posted on post command button If the voucher has been posted previously, the new posting will be overwritten
Multiple batch posting Will be done from document list A group of journal vouchers must be listed Use Journalize all command button from the tool bar The system displays a progress bar showing the posting of the journal It may take longer time to complete if listed journal voucher are many.
If the voucher has been posted previously, the new posting will be overwritten
Remote batch posting Will be done from pos manager document list Mostly used to journalize remotely made sales transaction in to central ledger.
The vouchers will be summarized before posting Journalize command from tool bar System build the journal and display it The displayed journal will be posted on post command button
Journal building procedure System takes standard journal template System assign account no according to setting made in chapter 1 System gives priorities for account integration System uses default account setting as a fail over mechanism
Sales Journal Credit Sales Journal – *Credit sales Invoice – Credit sales summery (POS Manager) – Daily resident summery Cash Sales Journal – *Cash sales invoice – Cash sales summery (POS Manager)
Sales Journal structure 2 3 4 5 6 7 SN Debit account 1 Cash/ A/R Cost of sales Sales Discount Credit account Remark Revenue Inventory Integration / Default Integration Integration Integration Default Service charge Default VAT Default
Resident summery Journal structure SN Debit account 1 2 5 6 7 A/R Sales Discount Credit account Remark Default Room Revenue Integration Service charge VAT Default Default Default
Cash Receipt Journal Cash Receipt Voucher – Affect cash On hand /user account, default cash on hand/ At bank – Check /regular checking account/ – Credit card /Credit card account integration or default cash at bank.
Bank Advise Voucher – Affect only cash at bank
2 Cash Receipt Journal Structure SN Debit account 1 Cash OH/ AB 3 4 With holding Credit account A/R VAT Remark Integration/ default Integration/ default Default Default Where OH is cash on hand, and AB is cash at bank.
Purchase Journal Inventory Purchase – Cash Goods Receiving Voucher – Credit Goods Receiving Voucher Service purchase – Payment order
2 5 6 7 Purchase Journal structure for Inventory purchase SN Debit account Credit account Remark 1 Inventory Service charge VAT Cash/ A/P Pur. Discount Integration/ default Integration Default Default Default
2 5 7 Purchase Journal structure for Service purchase SN Debit account Credit account Remark 1 Expense VAT A/P With holding Default/ Integration Selection Default Default
Disbursement Journal Bank Payment Voucher – Only affect cash at bank account Pity cash payment voucher – Only affect cash on pity cash account
Disbursement Journal Structure SN Debit account 1 2 A/P 3 4 VAT Credit account Cash OH/ AB With holding Remark Default / Integration Default / Integration Default Default
General Journal Manual General Journal – Free account journal – Using General Journal Interface – Used for adjustment Automatic General Journal – From adjustment Voucher
Automatic General Journal Sales Return (Refund) Supplier Return Disposal Stock Adjustment Bank Deposit Slip Formulation Voucher Packing List Voucher Store Issue Voucher
Sales Return Journal structure 2 3 4 6 7 SN Debit account 1 Revenue Inventory Service charge VAT Credit account Remark Cash/ A/R Cost of sales Default / Integration Integration Integration Integration Default Default
Supplier Return Journal structure SN Debit account 1 Cash/ A/R 2 5 6 7 Discount Credit account Remark Inventory Default / Integration Integration Default Service charge Default VAT Default
Disposal Journal structure SN Debit account 1 Damaged Expense/ A/P 2 Credit account Remark Inventory If it is supplier fault and it is not paid yet, affect A/P Integration
Bank Deposit Journal structure SN Debit account 1 2 3 4 Cash At Bank-x Cash At Bank-y ...
Credit account Cash On Hand-x Cash On Hand-y ...
Remark Integration Integration Integration Integration
Formulation Journal structure SN Debit account 1 Work In Process (WIP) 2 3 Credit account Remark Inventory1 Inventory2 ...
Of item one Of Item two ...
Packing list Journal structure SN Debit account 1 Credit account Remark Work In Process (WIP) 2 Inventory Product
Store issue Journal structure Not always SN Debit account 1 2 Credit account Remark Inventory1 Inventory2 ...
3 4 Cost of sales1 Cost of sales2 ...
Editing Posted Journal From the Source document – Generate Journal From the general ledger – View Posted journal Overwriting or inserting journal
Working on general Journal Date Period Reference Journal Type Account debit and credit
None transaction Journal Sales Summery journal (SJ) – Pos Manager Resident summery journal (SJ) – Hotel room sales General Journal (GJ) – Manual general journal
Journal Sheet Will be displayed every time you post journal.
It is printable.
Support multiple paper size.
– A4, A5, A15, Roll paper...
Centralized journal printer can be used.
Can be documented with the source document.
Reconciliation and auditing
Part four
Reconciliation
Account reconciliation Mostly used to reconcile cash accounts Has print out Needs ending balance Each account must be cleared after reconciliation
Cross Checking By checking the respective documents.
By looking in to the general ledger document.
By journal report.
By checking the respective documents Every posted Journal voucher has a journal listing on the bottom dock window Voucher detail
By looking in to the general ledger document Posted and un posted documents Defective journals Tracing Voided Document’s journal Journal listing at the bottom
Audit & Reports
Reports Classification 1.
GSL Report 2.
Subsystem Reports – Voucher Reports – Analytical Reports Industry standard reports 3.
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Dash Board reports Security Report Setting Reports
GSL Reports Item Products Customer Supplier Employee Miscellaneous
Voucher Reports Made by direct analysis of the voucher There are 15 types of voucher report 7 of the report are only made for line item vouchers The rest 8 of them serves both types Therefore – 15 report types * 29 voucher = 435 reports – 8 report types * 10 vouchers = 80 reports There are total of 515 Voucher reports
7 8 9 10 11 SN 1 2 3 4 5 6 12 13 14 15 Voucher Reports Chart Voucher Categorized Categorized summarized Summarized Running Detail Summarized by to Summarized by Machine Summarized by Date Summarized by operator Item in voucher Removed Transaction Reference Void Report Voucher Operation Categorized Summarized by to Remark Line Item Voucher only Line Item Voucher only Line Item Voucher only Both Line Item Voucher only Both Both Both Both Line Item Voucher only Line Item Voucher only Both Both Both Line Item Voucher only
Sales Subsystem report Sales Voucher Reports Profitability report Business Agent Summery by to and type Summarized sales report Commission report Price change Sales history report Hospitality industry Reports Daily Sales Summery Profitability report Sales Report (sales center) Categorized charge type Summarized charge type Summarized Waiter Waiter efficiency Cash V Room Charge Item modifier
Inventory report Inventory vouchers report Reorder Inventory closing Store report Purchase report
Front office Report (Hotel) Front office Voucher reports Analysis Report Front office report – Shift end report – Day end report – Month end report House keeping Report PMS Maintain Report
Financial Report Accounting Voucher reports Journal report General ledger report – Summery – Detail Trial Balance Balance sheet Income statement Cash flow Retained earning
Dash Board reports Item Product Customer Supplier Security Employee (HRM)
Item/Product Dashboard Item/Product – Bin Card – Stock Card (Ledger) – Stock Valuation Multiple store balance – Stock movement
Hourly, daily, monthly, yearly
– Expiring – Reordering level monitor – Item analysis
Customer/Supplier Dashboard Customer/Supplier – Customer ledger Summery, detail – Ageing Analysis Summery, detail – Customer activity Hourly, daily, monthly, yearly
Security Dashboard Active users Operation log Operation History