finance processes

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Financial Accounting


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Copyright

All rights of this documentation and the software described herein are reserved by AccountView. These rights also include any

further modifications or extensions. The use of this manual and the software described herein is legally bound to the terms and

conditions of the Licensing Agreement. Any reproduction of the material is explicitly prohibited, unless prior written agreement is

given by AccountView. AccountView reserves the right to change the contents of the documentation without any prior notice and

this implicates no obligation in any form to AccountView.

AccountView, AuditViews, AutoCodes, BusinessViews, BusinessModeller, BusinessDimensions, BusinessReporter,

BusinessAlerter, SetupAnalyser and the logo of AccountView are registered trademarks of AccountView.

Microsoft, Visual FoxPro, SQL Server, Windows, Excel and Word are registered trademarks of the Microsoft Corporation.

All other trademarks are reserved by the respective owners.

Version 8.0c, January 2008.

Copyright © AccountView, 2008.


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Contents

Copyright 2

Contents 3

1. About This Documentation 7 1.1 Press F1 for Detailed and Up-To-Date Information 7

1.2 AccountView Team and Business 7 1.3 Documentation Structure 8 1.4 Help Information and Product Support 10 1.5 Symbols and Conventions 13

2. Reminders 15 2.1 Reminders - Functionality 15 2.2 Reminders - Procedure 15 2.3 Creating and Linking Reminder Layouts 16 2.4 Selecting Reminder Layouts Automatically 17 2.5 Creating Activities for Reminders 19 2.6 Analysing Outstanding and Paid Items 20 2.7 Marking Outstanding Items 21 2.8 Checking Reminders 23 2.9 Change reminders 23 2.10 Changing Layout Selection 24 2.11 Printing Reminders 25 2.12 Sending Reminders Electronically 26 2.13 Viewing Copies of Reminders 26 2.14 Viewing Activities relating to Reminders 26

3. Budgeting 29 3.1 Budgeting - Functionality 29 3.2 Budgeting - Procedure 29 3.3 Defining Budgeting Setup Data 30

3.4 Creating Budget Allocations 30 3.5 Creating Budgets 31 3.6 Changing Budget Amounts 34 3.7 Retrieving Budget Overviews 35


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4. Fixed Assets 37 4.1 Fixed Assets - Functionality 38 4.2 Fixed Assets - Procedure 39 4.3 Entry Sequence and Period Sequence Fixed Assets 39 4.4 Defining Fixed Asset Setup Data 42 4.5 Adding Fixed Assets 46 4.6 Fixed Assets with BusinessDimensions 49 4.7 Posting Depreciations 50 4.8 Disposing of Fixed Assets 51 4.9 Retrieving Asset Data 53

4.10 Revaluing, Splitting Up and Grouping Fixed Assets 55 4.11 Year-End Accounting for Fixed Assets 58

5. Extended Foreign Currency 59 5.1 Extended Foreign Currency - Functionality 59 5.2 Extended Foreign Currencies - Procedure 59 5.3 Defining Extended Foreign Currency Setup Data 60 5.4 Changing Exchange Rates 63 5.5 Writing Off Exchange Differences 65 5.6 Retrieving Exposure and Exchange Rate Information 66 5.7 Revaluing Currencies 68 5.8 Recording Product Prices in Foreign Currencies 70 5.9 Using the Exchange Rate Calculator 71

6. Consolidation 73 6.1 Consolidation - Functionality 73 6.2 Consolidation - Procedure 74 6.3 Creating Consolidation Companies 74 6.4 Making Companies Mutually Compatible 76 6.5 Making Companies Available 81 6.6 Entering the Consolidation Chart 82 6.7 Executing the Consolidation 83

7. Accruals 85 7.1 Accruals - Functionality 85

7.2 Accruals - Procedure 85 7.3 Defining Settings for Accruals 86 7.4 Entering Expenses as Accruals 87 7.5 Entering Revenue as Accruals 89


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7.6 Transferring Accruals to Prior Financial Year 91 7.7 Accruals and Closed Periods 92 7.8 Retrieving Accruals Overviews 92

8. Extended Cost Analysis 93 8.1 Extended Cost Analysis - Functionality 93 8.2 Extended Cost Analysis - Procedure 93 8.3 Defining Extended Cost Analysis Setup Data 94 8.4 Mandatory Entry of Cost Centres 95 8.5 Defining Default Cost Types 96 8.6 Making Entries for Cost Centres and Cost Units 96 8.7 Retrieving Cost Analysis Reports 97

9. Cost Allocation 101 9.1 Cost Allocation - Functionality 101 9.2 Cost Allocation - Procedure 102 9.3 Examples of Cost Allocation 104 9.4 Entering Allocation Methods 107 9.5 Using Allocation Methods 109 9.6 Posting Allocation Methods 111 9.7 Examples of Secondary Cost Allocation 112 9.8 Using Secondary Cost Allocation 115 9.9 Posting Secondary Cost Allocation 118

9.10 Retrieving Allocation Overviews 119

10. Automatic Payments and Direct Debits 121 10.1 Automatic Payments and Direct Debits - Functionality 121 10.2 Automatic Payments and Direct Debits - Procedure 122 10.3 Defining Automatic Payment and Direct Debit Settings 123 10.4 Defining Automatic Payment and Direct Debit Setup Data 124 10.5 Entering and Linking Banks 126 10.6 Executing Non-recurring Direct Debit Orders 127 10.7 Marking Outstanding Items 128 10.8 Changing Outstanding Items 131 10.9 Creating Trial Orders 134

10.10 Creating Final Orders 135 10.11 Sending Final Orders 137 10.12 Entering Bank Statements 137 10.13 Handling Unprocessed Orders 139


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11. Automatic Foreign Payments 141 11.1 Automatic Foreign Payments - Functionality 141 11.2 Automatic Foreign Payments - Procedure 141 11.3 Automatic Foreign Payments – Defining Settings 142 11.4 Automatic Foreign Payments – Defining Setup Data 142 11.5 Entering Foreign Payment Details 143 11.6 Creating Foreign Payment Orders 144

12. Cashbook 145 12.1 Cashbook Functionality 145 12.2 Cashbook - Procedure 146

12.3 Defining Cashbook Settings 146 12.4 Defining Cashbook Setup Data 146 12.5 Entering Payments in the Bank Book or Cash Book 147 12.6 Entering Receipts in the Bank Book or Cash Book 149 12.7 Printing Statement Letters 150 12.8 Entering Transfers between Banks 151 12.9 Printing Cheques 152 12.10 Entering Opening Balance and First Statement Number 153 12.11 Reconciling Payments and Receipts 153

13. Multi-Year Financials 157 13.1 Multi-Year Financials - Functionality 157 13.2 Multi-Year Financials - Procedure 158 13.3 Defining Setup Data for Multi-Year Financials 158 13.4 Retrieving Journal History Several Years 158 13.5 Fiscal Reports with Multi-Year Financials - Example 159 13.6 Statistical Analysis with Multi-Year Financials - Example 160 13.7 Retrieving Nominal Ledger Card Several Years 160 13.8 Retrieving Multiple-Year Assets Card 161 13.9 Retrieving Journal History Reports 161

14. Glossary of Terms 163

15. Index 167


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1. About This Documentation

This documentation set describes the functionality of AccountView Business and Team, including the various extension modules.

Together, these modules constitute a fine-tuned system which will meet all your accounting needs. By combining the various

modules for financial accounting, trade, projects, time and billing or accountancy, you can use AccountView to build a tailor-madesystem for your business.

The printed version of this documentation consists of several sections. In general terms, the following layout is adhered to:

• Installation: information for installing, configuring and starting to use AccountView

• General: the basic functionality of AccountView, plus modules that do not belong in a certain module group.

• Financial: extension modules for financial accounting, telebanking and automatic payments and direct debit.

• Trade: extension modules for Sales Order Processing, Purchase Order Processing, Stock Control, Production and Web Stores

• Projects, Time & Billing: extension modules for project accounting and invoicing, time registration and billing

• Accountancy: extension modules for accountants and administration practices

This layout is also used in the context-sensitive help information (F1 / Help/Subject).

1.1 Press F1 for Detailed and Up-To-Date InformationDescriptions of the various commands and fields are included in the help information rather than in the printed manuals. To retrieve

the information quickly, press F1 in the command window or field and the relevant description will appear. The printed

documentation describes the procedures to be used and offers background information. In addition, the help information also includes

the detailed information on each command and field. In other words: the printed information tells you ‘how’, while the helpinformation tells you ‘how’ and ‘what’.

Not only is the help information much more detailed, it is frequently more up to date as well. As soon as new information is available

(about new modules or a changed procedure, for example), this is included in the help information. The printed documentation

cannot be updated as quickly as the help information. For that reason, we recommend using the help information as much as possible.

Help Information and Product Support (10)

1.2 AccountView Team and BusinessThis section outlines the differences between AccountView Team and AccountView Business.

AccountView BusinessAccountView Business is AccountView’s showpiece. This package incorporates BusinessViews as standard, enabling you to

configure AccountView as you wish. You can expand this standard package with an unlimited number of users, with any or all of the

modules for AccountView Team, and moreover with the following components:

• The business modules BusinessModeller , BusinessDimensions and BusinessReporter , which allow you to expand AccountView

with data that is specific to your industry or business

• The System Development Kit , which allows you to tailor AccountView to your needs, or to use it as a financial and logistic

‘building block’ in your own applications

• The Integrated Test Facility, which allows you to test your customisations automatically

• Customer Relationship Management for detailed marketing and customer management, made to measure for complex sales

processes and extensive files.


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8 Financial Accounting

AccountView TeamAccountView Team is the most popular AccountView package. In its standard version, AccountView Team offers AuditViews, cost

centres, foreign currency, password security and user-defined financial reports. You can expand this standard package with all the

available modules (with the exception of the modules listed under AccountView Business). AccountView Team can accommodateup to five users. You can upgrade from Team to Business at any time, and without losing your data or investment.

1.3 Documentation StructureMost of the modules are described in their own separate chapter. Some subjects which apply to more than one module are described

where they are most frequently used. For each subject, the documentation describes the various operations required to perform a

specific task. Each chapter discusses the following subjects:

• General functionality

• Brief description of the procedure(s)

• Procedures for defining settings and entering setup data

• Procedures for performing certain tasks These procedures only indicate which commands you should select and in which order

you should do so.

Locating ModulesThe table below provides an overview of the most important command(s) in each module. The ‘Doc’ column indicates in which

manual you can find the module: General, Financial, Trade, Projects and Time & Billing, or Accountancy. You can find modules

that have no manual code in the help information; you can get this using Help/Subject.

Module Doc Commands

Reminders Fi File/Sales Ledger, Edit/Reminders

Subscriptions Tr File/Trade/Subscriptions

Accountancy Toolkit Ac File/Journal, Reports/Chi Square / Reports/Cumulative Journal /Reports/Check Negative Cash Balance / Reports/Random NumberGenerator / Reports/Sampling / Search/Chi Square

AccountReporter Ac Document/Company Setup Data/Reporting Taxonomies

Agrarische subadministratie Fi Document/Company Setup Data/Partners

Product Cards Tr File/Trade/Products, Reports/Product Cards / Search/Product Card

AuditReport Ac File/Financial Reports, Reports/Check Financial Reports

Audit Trail Ge Options/Audit Trail

Automatic Payments and Direct Debit Fi File/Sales Ledger, File/Accounting/Direct Debit / File/Purchase Ledger,File/Accounting/Automatic Payments

Automatic Foreign Payments Fi File/Purchase Ledger, File/Accounting/Automatic Payments

Cash Invoicing Tr Reports/Cash Invoice

Payment Authorisation Ge Document/Company Setup Data/Payment Authorisations

Budgeting I / Budgeting II Fi File/Accounting/Budgets

BusinessAlerter I / BusinessAlerter II Ge Document/System Setup Data/Alerts

BusinessDimensions Ge Document/System Setup Data/Subledgers

BusinessModeller Ge Options / User Fields

BusinessReporter Ge Reports/Create User Report

Central Client Management Ac Document/Company Setup Data/Client Companies

Central Setup Data Ge Document/System Setup Data/Messages

Cliënt Export / Cliënt Import Ac File/Companies, Document/Export/Client Data / Document/Import/Client Data


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1 About This Documentation 9

Module Doc Commands

Consolidation / InternationalConsolidation

Fi File/Companies, Edit/Consolidation

Contact Manager Ge File/Contact Management/Businesses

Customer Relationship Management Ge File/Contact Management/Opportunities

Dynamic Office Ac Edit/Dynamic Office/Insert

eCatalogue Tr Document/Company Setup Data/Web Catalogues

Sales Order Processing Ge File/Trade/Sales Invoices

Authorisation Tr File/Trade/Sales Orders, Edit/Authorise Sales Order / File/Trade/PurchaseOrders, Edit/Authorise Purchase Order

Blocked Deposit A/C Fi File/Purchase Ledger/F6, File/Day Books/F6, File/Sales Ledger/F6

Goods Issue Tr File/Trade/Issue Orders

Purchase Order Processing Tr File/Trade/Purchase Orders

POP II Tr File/Trade/Products, Search/Suppliers per Product

Purchase History I / Purchase History II / Purchase Analysis

Tr File/Trade/Products, Search/Product History, Reports

Import Bank Statements Fi File/Day Books, File/Accounting/Bank Statements

Intragroup Entries Ac File/Companies, Edit/Create Intragroup Entries

Intrastat Tr File/Companies, Reports/Intrastat Return

Cost Distributions I / Activity BasedCosting

Fi Document/Company Setup Data/Allocation Methods

Credit Information Fi Document/Download Credit Information

Warehouse Locations Tr Document/Company Setup Data/Warehouses

Multi Client Telebanking / Multi AccountTelebanking

Ac Document/System Setup Data/Multiclient Telebanking Pages

Multi-Year Financials Fi Document/Company Setup Data/Journal History Several Years

Transaction Import File/Companies, Document/Import/Create Import Definition/Transactions /Document/System Setup Data/Field Mapper Groups

Quotations Tr File/Trade/Quotations

Back to Back Order Tr Document/Company Setup Data/Working Orders

Recurring Entries Fi File/Day Books/F6, Document/Acquire Journal Entry

Manufacturing Tr File/Trade/Production Orders

Project Costing / Extended ProjectBudgeting

Pr File/Projects, Time & Billing/Projects

Project Invoicing Pr Document/Create Working Invoices

Interim Billing Pr File/Projects, Time & Billing/Projects, Document/Interim Invoice

Volume Discounts Tr Document/Company Setup Data/Price Lists / Document/Company SetupData/Volume Discs

Bill of Materials Tr Document/Company Setup Data/Bills of Materials

Setup Data Import File/Companies, Document/Import/Create Import Definition/Setup Data /Document/System Setup Data/Field Mapper Groups

Accruals Fi File/Day Books/F6,Edit/Day Book Line/Accrual

Extended Product Description Tr Document/Company Setup Data/Extended Product Descriptions

Extended Cost Analysis Fi Document/Company Setup Data/Cost Types


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Module Doc Commands

Extended Access Security I / ExtendedAccess Security II / Extended AccessSecurity III

Ge Document/System Setup Data/Access Security Roles

Extended Foreign Currency Fi Document/Company Setup Data/Currency Codes

Working Trial Balance Ac File/Extended Trial Balance

Time Registration History I / TimeRegistration Analysis

Pr Search/Time Registration History

Time Registration Pr File/Projects, Time & Billing/Time Registration

Time & Billing I / Time & Billing II Pr Document/Create Working Invoices

Fixed Assets I / Fixed Assets II Fi File/Fixed Assets

Owner Ledger Ac Document/Company Setup Data/Owner Ledgers

Sales Advisor Tr Document/Company Setup Data/Product Relations

Sales History I / Sales History II / SalesAnalysis


Sales Information System Ge File/Contact Management/Businesses, Document/Mailing (Merge Letters ) /Sales History / Purchase History

Sales Orders Tr File/Trade/Sales Orders

Stock Control Tr File/Trade/Stock Pages

Stock History I / Stock History II / StockAnalysis


Stock Valuation Tr Options/Settings/Company/Trade/Stock, Stock Valuation

Table 1.1. Commands by module.

1.4 Help Information and Product SupportThe printed documentation contains the information required to install and use AccountView. More detailed information can be

found in the Help information. The Help system offers information on AccountView Business and Team, as well as the various

extension modules. In addition, AccountView’s web site offers up-to-date information and extensive product support.

Retrieving Help InformationThe Help system is organised by modules. The information provided is always related to a particular subject or a specific module.

For example, all the information on the sales order processing can be found under ‘Sales Order Processing’. The Help information is

laid out in the same fashion as the printed documentation, with the difference that the Help information contain more chapters and isalways more up to date.

Press F1 to access the Help system. The AccountView Help system is context-sensitive. No matter from which area of AccountView

you press the F1 key, the information presented always relates to the specific field or window that is currently active. This enables

you to consult the Help system from any input field in AccountView to find out what data you can enter. Once the Help system is

active, you can browse the Help topics to find information on procedures which use a particular command or field, or to read other

topics.


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Using the Help SystemYou can access the Help system in a number of ways.

You have a question about a specific topicYou display the index of the Help system. Double-click the key word about which you want more information to display the Help

information. If there is more than one topic about the key word, you can select the desired topic in an additional window.

“How do I make a backup of a company?”1. Select Help/Index.

2. Enter ‘Making Backups’ and press ENTER.

3. An overview of all relevant Help topics is displayed.

4. Press ENTER to display the Help information.5. Information about making backups will be displayed.

If you select the Contents tab, you will see to which section of the Help system the displayed topic belongs. This offers you a quick

way of finding related topics.

Help/Index also enables you to find information on all AccountView menu commands, for example if you want moreinformation on the Document/Organise/Company command.

You have a question about a specific field or menu commandYou display the context-sensitive Help (F1). In most cases, a description of the field or command you are working with will be

displayed. The topic displayed will also frequently contain references to other topics about the same field or command. If no detailed

description is available, you can use the Contents tab, the Index tab, or the Search tab to find the information you are looking for.

“My customer setup data contains a field Srch Code; how can I use that field?”1. Select File/Sales Ledger.

2. Select Edit/Setup Data or press F6.

3. Place the cursor in the Srch Code field.

4. Select Help/Subject or press F1.

5. Information about the Srch Code field will be displayed.

To search the Help informationSelect Help/Search to access the search function of the Help system. You can enter one or more terms in the search field. Then clickthe List Topics button to retrieve the associated topics. Finally, select a topic and press ENTER or click the Display button.

Printing Documentation (12)

Browsing the Help InformationIt is important to know the difference between the various browse buttons.

• The Back and Forward buttons at the top of the windowThe Help system will remember which topics you have displayed. Click Back to return to the topic that you were looking at

previously. For example, use this button if you clicked a reference and now wish to return to the original topic which contained

the reference. After using Back, you can use Forward to undo this action.

If you clicked on the right-hand section of the window, you can also press the BACKSPACE key instead of using the Back button.


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• The Previous and Next buttons under the topic headings in the right-hand section of the window

The Help topics are arranged in the order in which they appear in the Help contents. Click these buttons to go forward ( Next) or

back ( Previous) within the current section, thus displaying the next or previous topic in the same section. This allows you to

browse the Help as if you were turning the pages of a book.

You can also use the arrow keys in the Contents to browse through the Help information:

• UP ARROW / DOWN ARROW: go to the previous or next topic displayed in the Contents.

• RIGHT ARROW: display the selected topic and show the subtopics; if the topic is already unfolded: go to the first subtopic

• ALT+*: unfold the current topic and all ‘underlying’ topics

• LEFT ARROW: close the current topic, so that the subtopics are no longer displayed; if the topic has already been closed: go to

the topic at the next level up

• ENTER: display the selected topic in the right-hand section of the screen

Using ReferencesThe Help system contains numerous references to other Help topics. This gives you quick access to information related to the current

topic.

References are underlined and displayed in a different colour. Click the reference to access the topic. If a number of references are

available, the Topics Found window will appear. Select a topic and press ENTER (or click the Display button).

Printing DocumentationYou can print the Help information as well as the information contained in the manual.

You want to print Help informationThe print options available from the Help information are limited, but you can print several topics at once. From the Contents, select

the topic you wish to print and press ENTER. The topic will be displayed. Then click Print to print the topic. You now have the option

of printing only the topic displayed ( Print the selected topic), or of printing all the ‘underlying’ information (subtopics) as well( Print the selected heading and all subtopics).

When printing, you make use of File/Page Setup in Internet Explorer. This also applies to headers and footers. If you clear the

Header and Footer fields, no header or footer will be printed when you print Help information from AccountView.

When you print out a single topic, the margins may be arranged incorrectly because the Microsoft Help software does not takethe printer margins into account. You can solve this by not maximising the Help window, yet sizing it so that it is big enough to

see everything that you wish to print (e.g. screen shots). You should then print the information in landscape format instead of

portrait. You may also encounter problems with printing if you do it from the index tab or search tab. This is also due to errors in

the Microsoft Help software. In general, we therefore recommend that you should always select the topic in Contents first and

always select the second option ( Print the selected heading and all subtopics) when printing. You then have the opportunity to

restrict what is printed using the ‘Page Range’ section in the ‘Print’ window.

If you select the topic ‘Working with AccountView’ and choose to print all subtopics, the entire chapter will be printed. If youselect the topic File/Nominal Ledger/F6 and choose to print all subtopics, the command description and all the associated field

descriptions will be printed. In both cases, you can specify the first and final pages in the ‘Print’ window to restrict what is

actually printed.


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You want to print information from the manualSelect Help/PDF Manual to retrieve an AccountView manual in Adobe Acrobat Portable Document Format (PDF). Using PDF

allows you to print one or more chapters at once. This printed documentation in digital format describes the procedures to be used

and offers background information. The detailed information for each command and field is only available in the Help information.

Furthermore, the printed documentation cannot be updated as quickly as the help information. For that reason, we recommend usingthe Help information as much as possible.

Help/PDF Manual (F1)

Getting Support through the InternetExtensive support is available through AccountView’s web site (http://www.accountview.co.uk). The web site offers tips and tricks,

answers to frequently asked questions, support solutions and up-to-date information. If you have an Internet connection, the

commands on the Help/AccountView on the Internet submenu will take you straight to the relevant pages of the web site.

If your Internet connection is installed on another computer than AccountView, you can also type the URL of AccountView’s

website (http://www.accountview.co.uk) directly in your browser. Select For Customers of AccountView, then Support Information.

Additional QuestionsShould you have any additional questions that are not answered in the documentation or on the web site, you may contact

AccountView’s Support department.

Help/AccountView Support (F1)

1.5 Symbols and ConventionsThe documentation frequently refers to sections of the program. The following typographic conventions are used in this

documentation:

• Bold Text

Used for menu commands, such as Help/Subject. The name of a menu command consists of the menu name displayed in the

menu bar ( Help) and the command displayed in the menu itself (Contents). Bold text is also used for frequently asked questions.

• Italic Text

Used for the names of modules, windows, fields, columns and options in windows. Italic text is also used for journal entries.

• Bold Italic Text

Used to emphasise certain words or sections of text.

• Typewriter Font

Used for program names and filenames, and for data you type on your keyboard. This type of data is usually displayed in all

capital letters. You can type this data in either capitals or lower-case letters, however.

• CTRL+F5

Keys you press on the keyboard are displayed in small capitals. A plus sign between the keys indicates that you should pressboth keys at the same time. For example, CTRL+F5 means that you should hold down the CTRL key and then press F5.

In addition, you will encounter a number of symbols in the documentation. The following is a list of the symbols used and what they

mean.

Installing AccountView (); Options/Settings/Company/General/Company (F1)


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Used for references. You can also interpret the arrow as meaning ‘See also’. In this example, the user is referred to the

‘Installing AccountView’ section and the description of the Options/Settings/Company/General/Company command for more

information. In the manual, the page number is shown next to it between brackets. A booklet indicates that the information can

be found in another book (and also in the Help information); F1 indicates that you can find command descriptions in the Help

information. In the Help information, you can click on an arrow to follow up the referral.

Copies of invoices will only be saved if you selected a folder in this field.A triangular arrow means ‘Note’. This symbol is often used to point out the potential consequences of performing or not

performing an action.

Company code YR_GRD2008 is an unambiguous code for the Your Garden Products 2008 company.A diamond with a question mark means ‘Example’.

Always make a backup before performing an update.A hand symbol is not used frequently, but when you do encounter it, it means ‘Warning: Danger!’

Symbols in Command Descriptions

Additional symbols are used in the descriptions of commands. These symbols are listed at the start of the description. They allow you

to determine at a glance what the command does, whether it is included in your licence, and where it is located. An example of the

start of a command description is provided below. Command descriptions are displayed when you press F1 in AccountView.

General information from the current bank statement

⌧ Import Bank Statements

⌦ Bank Statements / Bank Statement

⌫ Statement Information

SHIFT+F5

Next, a description of the command is provided, followed by the field descriptions. The field descriptions contain the same symbols.

The meaning of the symbols listed above is as follows: The discussion of each command starts with a brief one-line description.

⌧ The module or condition for which the command (or the field) is available is described next, preceded by a small square with an

X. You can only select the command (or field) in this example if you have the Import Bank Statements module. This line is

omitted if the command is always available.

⌦ The windows from which the command can be selected are listed next, preceded by a right-pointing arrow with an X. You can

select the command in this example from the Bank Statements and Bank Statement windows. In field descriptions, this symbol is

used to indicate on which tab the field is located if the command window contains several tabs.

⌫ The window that appears when you select this command is listed next, preceded by a left-pointing arrow with an X. After you

select the command, the Statement Information window is displayed. This line is omitted if no window is displayed (and the

command is immediately executed).

If the command can also be selected using a key combination, the relevant key combination is preceded by a keyboard symbol.

You can select the command in this example using the SHIFT+F5 key combination.

Referrals in the IndexIn order to avoid the index becoming unnecessarily unwieldy, it incorporates various referrals, e.g. “Supplier, See Customer”.

Unfortunately, you cannot follow up a referral in the online documentation simply by clicking on it. You have to look up the word towhich you are referred in the index for yourself.


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2. Reminders

The Reminders module allows you to print payment reminders for outstanding items. The outstanding items are displayed in a

separate window, after which you can define a filter for customers and/or outstanding items that qualify for printing a reminder.

In AccountView, you can select a reminder layout based on one of two criteria. You can do so either based on the overdue term of an

outstanding item, or based on the number of times a reminder has already been printed. The overdue term of an outstanding item is

the number of days that have passed since the payment term agreed upon with the relevant customer expired. Regardless of the

criterion used, you can define three layouts for each language code, each of which corresponds with either a specific overdue term or

a number of reminders. The module includes various sample layouts. These layouts can easily be adjusted to the situation in your

own organisation.Based on a check list, you can check the reminder data for an outstanding item and change it if necessary. You can block an item, for

example, to prevent a reminder from being printed for it. You can also change the reference date, which allows you to influence what

outstanding items are selected.

2.1 Reminders - FunctionalityThis extension module includes the following functionality:

• Central reminders window showing data for each outstanding item, including age, reminder and payment information.

• Reminder setup data, including note and promised date of payment.

• Block and transfer reminders.

• Freely definable reference dates.

• Standard layouts.

•

Integral layout designer.• Automatic layout selection:

• based upon number of reminders sent, or upon due date of outstanding item;

• three different layouts possible for each language code.

• Mark outstanding items manually.

• Automatic marking of outstanding items based upon reference date and minimum amount, and excluding transferred items,

credit notes and direct debit payments.

• Reminders can be sent digitally (AccountView Business).

• Standard reports:

• Reminders

• Check List

• Outstanding Items

2.2 Reminders - ProcedureBefore you can start working with the Reminders module, you must have set up your sales ledger.

To be able to send reminders, you will need layouts. Because of this, you start setting up the module by creating and linking layouts.

You can then send reminders using the layouts you created. The use of language codes and layouts is described in detail in the Sales

Order Processing [] chapter.

Customers and Suppliers (); Sales Order Processing ()


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Setting Up Reminders - ProcedureBefore you can send reminders, the module will have to be set up.

To set up reminders:

1. If you want to send different reminders to different groups of customers, you should use language codes. If you haven’t yet

created any languages codes and linked them to customers, you should do so first. Create a language code for each group of

customers. Link this language code to the customer with File/Sales Ledger/F6. If all your customers may receive the same

reminders, you only have to create one language code and link it to the company in

Options/Settings/Company/General/Business.

2. Create layouts for reminders, or change a copy of the reminder layouts in the Your Garden Products or Your Advice sample

company (*.TM2) with Edit/Layout. The number of layouts you will need depends on the number of language codes

(customer groups) you use, and on the number of different layouts that you’ll need for sending reminders to these groups. If all

your customers may receive the same reminders, you will need three layouts.3. Use Document/Company Setup Data/Language Codes/F6 to link the reminder layouts to the language codes in the Reminder

1, Reminder 2, and Reminder 3 fields on the Reminders tab. If all your customers may receive the same reminders, you can

simply link the three layouts to the Language Code of the company (Options/Settings/Company/General/Business).

4. You can work with automatic selection of layouts based on either the overdue term or the number of reminders. You can define

this setting for layout selection in Options/Settings/Company/Accounting/Reminders.

5. If you have Contact Manager , you can also define the settings for creating activities. This causes an activity to be created

automatically for each reminder that is sent.

6. If applicable, define settings for saving document copies. This results in a copy of each reminder being saved with the

outstanding items.

Creating Invoice Layouts (); Linking Invoice Layouts (); Selecting Reminder Layouts Automatically (17); DefiningDocument Copy Settings ()

Sending Reminders - ProcedureOnce you have created and linked layouts, you can start sending reminders.

To send reminders:

1. Select File/Sales Ledger.

2. Select Edit/Reminders.

3. If you wish, select Document/Company Setup Data/Outstanding Item Analysis to obtain an analysis of the outstanding items

before sending reminders.

4. In the Reminders window, mark the outstanding items for which you want to send reminders. You can mark items automatically

and change the reference date by selecting Search/Mark Outstanding Items.

5. Select Reports/Check List to check the reminders you marked.

6. Based on the check list, you can change the reminder data of a number of outstanding items with Edit/Setup Data (F6/ ENTER).

7. Select Reports/Reminders to print the reminders you marked.

8. You can periodically print an overview of the outstanding items for a specific customer.

Printing Statement Letters (150); Sending Reminders Electronically (26)

2.3 Creating and Linking Reminder LayoutsBefore you start printing reminders, you will have to decide which layout(s) you will use. The Reminders module offers a number of

standard layouts, which have the extension TM2. These layouts can be adjusted to the situation in your own organisation.


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2 Reminders 17

There are two ways in which you can select a layout for printing a reminder. You can either select a layout yourself when printing

reminders, or you can select layouts automatically. If you want to select layouts automatically for certain groups of customers, you

will have to use language codes. The use of language codes and layouts is described in detail in the Sales Order Processing []

chapter.

Creating Invoice Layouts (); Linking Invoice Layouts (); Options/Settings/Company/General/Business (F1); File/SalesLedger/F6 (F1); Document/Company Setup Data/Language Codes/F6 (F1)

2.4 Selecting Reminder Layouts AutomaticallyYou can record for each company how automatic selection of layouts should take place: based on the number of reminders (the

number of times that a reminder has been printed for an outstanding item), or based on the overdue term of the outstanding item. Thelatter option means the number of days that have passed after the payment term agreed upon expired.

In AccountView, you can record three reminder layouts in the setup data of the language code, each of which corresponds with either

a different overdue term or the number of times that a reminder has been sent for an outstanding item. If no reminder has yet been

sent for an outstanding item, for example, AccountView will select the layout for reminder 1.

The setting for automatic selection of layouts is defined as follows:

Figure 2.1. You record for each company how reminder layouts should be selected: based on the number of reminders (the numberof times that a reminder has been printed for an outstanding item), or based on the overdue term of the outstanding item.

To select reminder layouts automatically:1. Select Options/Settings/Company/Accounting/Reminders.

2. Select No of Reminders Sent or Days Item Overdue in Layout Selection.

If you select Days Item Overdue, you will also have to enter the various overdue terms.


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Selecting Layouts Based on Overdue TermIf you send reminders at regular intervals (for example, on a weekly basis), it is best to select layouts based on the overdue term. The

overdue term is the number of days after the due date. The due date is the invoice date plus the payment term.

Let’s say you use a payment term for customers of 30 days after the invoice date, and the length of each of the three different overdue

terms for the outstanding item is also 30 days.

In this case, select Days Item Overdue in Options/Settings/Company/Accounting/Reminders, and enter the values 60 and 90 in the

Overdue Term 2 and Overdue Term 3 fields respectively. Overdue Term 1 is not used. The first reminder is sent after 30 days, when

the payment term has expired. The Reminder 1 layout is used for this reminder, until the item is 60 days overdue. From 60 days afterthe due date onwards, Reminder 2 is used, and from 90 days onwards, Reminder 3 is used.

The following table shows which reminder will be used in the example provided above.

Overdue Term(Days)

Layout

25 Reminder 1

45 Reminder 1

65 Reminder 2

85 Reminder 2

105 Reminder 3

125 Reminder 3

Table 2.1. Layout selection when Overdue Term 2 = 60 and Overdue Term 3 = 90.

If you refrain from sending reminders for a month in this example, some customers may immediately receive a warning letter

( Reminder 2) as their first reminder, instead of a friendly reminder ( Reminder 1) to start with. You can avoid this by temporarilychanging the reference date. When you change the reference date, the overdue term will also be changed.

Changing the Reference Date (22)

Selecting Layouts Based on Number of RemindersIt is best to use this setting if you don’t send reminders very frequently (for example, once a month). As in the previous example, you

may use a payment term for your customers of 30 days after the invoice date, but now you always want the first reminder that yousend your customers to be the same, regardless of whether they are 30 or 70 days late.

In this case, select ‘Number of reminders sent’ in Options/Settings/Company/Accounting/Reminders. Again, the first reminder is

sent after 30 days, when the payment term has expired. The Reminder 1 layout is always used for this reminder, regardless of the

overdue term or the age of the item. The second reminder always uses the Reminder 2 layout, and the third and subsequent remindersalways use Reminder 3.

No. of Reminders Sent Layout

0 Reminder 1

1 Reminder 2

2 Reminder 3 3 Reminder 3

10 Reminder 3

Table 2.2. Layout selection based on the number of reminders sent.

In this way, regardless of when you send the reminders, your customers will always receive a friendly reminder first ( Reminder 1),

followed by a warning letter later on ( Reminder 2).


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2 Reminders 19

If certain customers should immediately receive the warning letter ( Reminder 2) instead of the friendly reminder ( Reminder 1), you

can achieve this by changing the number of reminders. When you change the number of reminders, the layout used will also be

changed.

Changing Layout Selection (24)

Saving Copies of Reminders⌧ AccountView Team/Business

You can save copies of reminders automatically as you print them out. The originals are sent to your customers and the copies are

saved for future reference. To do this, you must define a number of settings that correspond to the settings for other document copies.

These settings are explained in another section.

Document copies are saved for each outstanding item and are displayed on the Documents tab. When you create activities based on

reminders (Contact Manager module), the document copies can be retrieved via these activities.

Defining Document Copy Settings (); Creating Activities for Reminders (19)

2.5 Creating Activities for Reminders⌧ Contact Manager

You can record the sending of a reminder as an activity. These activities are immediately marked as completed. This completes your

overview of activities per contact, including with regard to reminders sent.

First, create a new activity to record reminders as activities. To record these activities, you must always use one activity main area;

this must be entered in Company Settings - Accounting ( Reminders). You can also specify up to three activity subareas for the first,second and third reminders. When the settings have been defined, the reminders are recorded automatically in Contact Manager .

You must always define an employee in association with an activity. In the case of reminder-based activities, the employee linked to

the current AccountView user is used.

If you save document copies, you can also retrieve them when working with activities.

Saving Copies of Reminders (19)

To define the use of activities for reminders:

1. Select Document/Company Setup Data/Activity Main Areas.

2. Select Edit/Add (CTRL+INS / CTRL+N).

3. Enter a new Activity Main Area for recording reminders.

4. Enter three activity subareas, such as REMINDER1, REMINDER2 and REMINDER3.

5. Select Options/Settings/Company/Accounting/Reminders.

6. Select Create Reminder Activity.

7. Select the desired activity main area. The activity subareas are entered immediately, but you can change them later if you wish.

8. Select File/Projects, Time & Billing/Employees.

9. Select an employee and select Edit/Setup Data (F6/ ENTER).

10. Select the Settings tab and then the desired User Name.


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2.6 Analysing Outstanding and Paid ItemsBefore sending reminders, you must first specify for which outstanding items you wish to send them. In some cases, this is easy;

AccountView has a number of standard reports that you can use to perform a simple analysis. The next section will discuss a few of

these.

Analysing Payment HistoryLet us suppose you have drawn up some rules for yourself as to when a reminder should be sent. For example, you do not send a

reminder until a bill has become due after 30 days. You will probably also wish to take account of your customer’s past paymenthistory.

AccountView has two reports with which you can analyse payment performance. If you have agreed on the same payment term with

all your customers and with every invoice, you can use the Customer Analysis report for this.

To view the Customer Analysis report:

1. Select Document/Company Setup Data/Outstanding Item Analysis.

2. Select Reports/Customer Analysis.

3. Select a report, for example the Average Payment Term for Items Paid by Customers report to see the average number of days

that it has taken all your customers to pay an invoice. Press F1 to retrieve more information.

Figure 2.2. The average payment term is shown per customer and per week.

If you use different payment terms for different types of invoice or different customers, the Customer Analysis report does not

provide enough information. You probably cannot remember offhand what payment term has been agreed with each customer, which

makes it difficult to analyse a customer’s payment performance. The Average Payment Term report compares the agreed paymentterm(s) with the actual payment term(s).

To view the Average Payment Term report:


2. Select another view, such as Paid Customers’ Items, from the options on the toolbar.

3. Select Reports/Average Payment Term.

4. Select the Use Business Selection Filter check box if you only wish to see the items that customers have paid in the report.

5. Enter the other settings according to your requirements. Press F1 to retrieve more information.


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Analysing the Age or Overdue Term of Outstanding ItemsBefore marking the outstanding items for which you want to print reminders, you may find it convenient to know how old the

outstanding items are or how long ago the payment fell due. This information is particularly useful if you manually select the

reminder layout prior to printing. For example, you may wish to select a different layout in order to alter the tone of the reminder.

To analyse the age or the overdue term of an outstanding item:


2. Select Reports/Ageing Analysis.

3. Under Calculate, select what you want to calculate, such as Overdue Term.

4. Specify the time periods into which the outstanding items in the report are to be grouped; you do this by entering the number of

days in Term 1 to Term 3.

5. Select Detailed under Output if you want each invoice to be displayed separately in the report.6. Enter the other settings according to your requirements. Press F1 to retrieve more information.

2.7 Marking Outstanding ItemsIn the Reminders window, you can mark outstanding items for which you want to send reminders. It is also possible to define a filter

in this window for the items that you want to send reminders for, and then to mark all these items at once.

Figure 2.3. In the Reminders window, mark the outstanding items for which you want to send reminders. This window displays alloutstanding items with their historical reminder data.

To mark reminders and define a filter:



3. Mark the outstanding items for which you want to send reminders using the following commands:

• Edit/Setup Data (F6/ ENTER), to retrieve details on a single outstanding item.

• Search/Mark/Unmark (SPACE / ENTER), to (un)mark a single outstanding item.


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• Search/Mark Outstanding Items, to mark only larger outstanding items, or to exclude items that you have passed on to a

collection agency. You can also change the reference date (and thereby the overdue term).

• View/Filter, to display the outstanding items for one or two customers, for example, or to display items with a high overdue

term.

You can then mark all items in the filter by selecting Search/Mark All.

The items will remain marked if you exit the window before completing the process.

If you select layouts automatically based on the overdue term, and you select two outstanding items for the same customerwhich have different overdue terms, both items will be combined on a single layout for that customer. To avoid this, it is best to

define a filter for the overdue term before you mark outstanding items.


Changing the Reference DateThe age and the overdue term of an outstanding item ( Age and Due columns) are calculated on the basis of the reference date. By

default, the current date (system date) is used as the reference date. This will show you the age of the outstanding item as of today.

It is also possible to use a different reference date. If you use a reference date that is one month into the future, you will see what the

age of the outstanding item will be on that date (i.e., 30 days more than it is today), and if you use a reference date that is one month

ago, you will see what the age of the outstanding item was on that date (i.e., 30 days less). The changed reference date is usedthroughout AccountView, until you exit AccountView.

This possibility is particularly useful if you select layouts automatically based on the overdue term and you want to print reminders

earlier than usual, or if you forgot to send reminders, and want to send them now using the correct layout.

Figure 2.4. The Search/Mark Outstanding Items command allows you to specify the reference date and the minimum amount foroutstanding items to be marked.

To change the reference date:



This window displays the current Ref Date, on which the Age and Due columns are based.

3. Select Search/Mark Outstanding Items.

Change the Ref Date and click OK .

4. The Reminders window will now display a new Ref Date, and the Age and Due columns have been recalculated.

5. Select Search/Unmark All to unmark items.


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2 Reminders 23

2.8 Checking RemindersIf you want to check the data for the outstanding items that you marked before printing the final reminders, you can print a check list.

This list displays both the customer data and the reminder data for all marked items. You can also use this check list for customer

management purposes, if you follow up by calling your customers.

To print the check list after marking reminders, select Reports/Check List in the Reminders window.

The reference date is also used to draw up the check list. You can change the reference date with Search/Mark OutstandingItems.

Changing the Reference Date (22); Reports/Reminder Analysis (F1)

2.9 Change remindersBased on the check list, you may decide to change the (historical) reminder data for an outstanding item. You can change the numberof reminders, for example, or block an item for reminders, pass it on to a collection agency, or make a note on it.

To change reminders after checking them, select Edit/Setup Data (F6/ ENTER) in the Reminders window. Although the customer and

invoice data for the outstanding item will be visible in the Reminder Setup Data window, you will be unable to change this data.

Figure 2.5. The Reminder Setup Data window allows you to block items or pass them on to a collection agency. You can alsorecord promised payments and change the number of reminders sent.

Select Search/Outstanding Item Lines (F5) to retrieve the transaction data for the selected item, as processed in the relevant

day book.

Frequently Asked Questions

• How can I change the due date?

You cannot change the due date here. You can, however, change the due date in the original entry.

Edit/Reminders/F6 (F1)


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Blocking Customers for RemindersIf you (temporarily) want to refrain from sending reminders to certain customers, you can block these customers in the Customer

Setup Data window. This will prevent outstanding items for these customers from being marked in the Reminders window until you

unblock the customers.

To block a customer for reminders, select the Blocked for Reminders check box in the Customer Setup Data window. A message will

now be displayed in the Reminders window if you attempt to mark an outstanding item for this customer.

File/Sales Ledger/F6/Settings (F1)

Blocking Outstanding Items for RemindersIf you (temporarily) want to refrain from sending reminders for a particular outstanding item, you can block that item in the

Reminder Setup Data window. This will prevent the outstanding item from being marked in the Reminders window until you unblock

the item.

To block an outstanding item for reminders, select the Blocked for Reminders check box in the Reminder Setup Data window. A

message will now be displayed in the Reminders window if you attempt to mark the outstanding item.


Passing On Outstanding Items to a Collection AgencyIf you passed the collection of a particular outstanding item on to a collection agency or other third party, you can record this fact in

the Reminder Setup Data window. In that case, the outstanding item can only be marked in the Reminders window after

confirmation.

To record the fact that you passed an outstanding item on to a collection agency, select the To Collection Agency check box in the

Reminder Setup Data window. Enter the date when the item was passed to a collection agency. A message will now be displayed in

the Reminders window if you attempt to mark the outstanding item. If you mark outstanding items with Search/Mark Outstanding

Items, you can automatically skip items that you passed on to a collection agency.


Recording Promised PaymentsIf a customer promises to pay you, you can record this fact in the Reminder Setup Data window. Promised payments are not taken

into account when you mark outstanding items. You can, however, retrieve an overview of promised payments with

Reports/Reminder Analysis.


2.10 Changing Layout SelectionIf you want to use a different layout for a particular outstanding item, you can change the layout selected.

Changing Layout Selection Based on Number of RemindersIf you select layouts based on the number of reminders sent ( No of Reminders Sent inOptions/Settings/Company/Accounting/Reminders), this number is recorded in the Reminder Setup Data window. By changing

this number, you can influence the layout that will be selected automatically.

If you have sent two reminders for an outstanding item, and you want to send a third reminder using Reminder 2 again, insteadof Reminder 3, change the Reminder from 2 (sent reminders) to 1.

Selecting Reminder Layouts Automatically (17); Edit/Reminders/F6 (F1)


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Changing Layout Selection Based on Overdue TermIf you select layouts based on the overdue term ( Days Item Overdue in Options/Settings/Company/Accounting/Reminders), you

can change the reference date to influence the layout that will be selected automatically.

If you use 60 days and 90 days for the overdue term, for example, and the overdue term for a particular item is 100 days whencalculated in relation to the current reference date, Reminder 3 will be used for the next reminder for that item. If you want to

use Reminder 2 again, instead of Reminder 3, use a reference date that is 11 to 39 days earlier. This causes the overdue term to

become between 61 and 89 days, which will automatically cause Reminder 2 to be used.

The changed reference date is used throughout AccountView, until you exit AccountView. Because of this, only use a changedreference date to mark items for which reminders should be sent in relation to that changed reference date.

Changing the Reference Date (22); Selecting Reminder Layouts Automatically (17)

Changing Layout Selection ManuallyIt is of course also possible to adjust the layout selection manually. To do so, mark the item(s) for which you want to send reminders

using a particular layout, and select Reports/Reminders. You can then select the desired layout in the Reminders window.

2.11 Printing RemindersAfter checking the reminder data for the (marked) outstanding items, you can print the final reminders. If you use the overdue term of

outstanding items to determine the layout selection, the age of the outstanding item will be determined by the reference date.

To print reminders:



3. If you have not already done so, mark the outstanding items for which you want to print reminders (see Marking Outstanding

Items [128]).

4. Select Reports/Reminders.

This window displays the Ref Date. If desired, you can manually select a layout.

5. Click Next .

6. Click Print .

7. Check the reminders printed.

8. Click Cancel if the data has not been printed correctly.

Click Finish to process the reminders. The reminder date ( Rem Date) and the number of reminders ( No) for the outstanding

items are updated in the Reminders window. The reminder date is updated based on the Ref Date.

If you do not send the reminder until a few days later, you can change the Last Reminder date if necessary.


Frequently Asked Questions• Why do I get a message saying that the employee’s user name has not been defined?

This message may appear if reminders also have to be recorded as activities in Customer and Relation Management. Link the

user name to the employee currently logged into AccountView.

Creating Activities for Reminders (19)


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2.12 Sending Reminders Electronically⌧ AccountView Business

Instead of printing reminders on paper, you also have the option of sending your customers electronic reminders. In this case, the

outstanding items you mark are converted to a PDF file, which is then included in an e-mail message as an attachment. If the Sales

Information System module is available, the e-mail message will be sent to the address defined in Office E-Mail in the setup data forthe customer contact person. Otherwise, the customer’s business e-mail address will be used.

To configure your system for electronic reminders and to send reminders electronically, the procedure is the same as that for sales

invoices.

Sending Sales Invoices Electronically ()To a large extent, the process of sending reminders electronically involves the same steps as with printing reminders on paper. The

processing in your financial accounts also proceeds in the same way.

Printing Reminders (25)

2.13 Viewing Copies of RemindersFor each reminder, a digital document copy is also kept if you have specified in the settings that you want this to happen. These

document copies are recorded on the Documents tab for each reminder. Other document copies, such as invoice copies, are also

displayed on this tab.

The Documents tab only contains shortcuts to the document copies. These document copies are saved on your hard drive in the Doc

Copy Folder ; you can specify this folder in Options/Company Settings/General. The file name of a reminder copy always starts

with RE, e.g. RE20070011.

Copies of invoices and delivery notes can be retrieved in the Document Copies window (Search/Invoice Copy (SHIFT+F5) in the

Reminders window). Reminder copies are not displayed in this window.

Defining Document Copy Settings ()

2.14 Viewing Activities relating to Reminders⌧ Contact Manager

You can record the sending of a reminder as an activity. These activities are immediately marked as completed. This completes your

overview of activities per contact, including with regard to reminders sent.

Reminders are always recorded under the activity main area and activity subareas; these have to be entered in Company Settings -

Accounting ( Reminders). You can specify up to three activity subareas for the first, second and third reminders. If you send further

reminders, these are recorded under the third activity subarea. If you save document copies you can also retrieve them according to

the relevant activity.

To retrieve activities based on reminders:

1. Select File/Contact Management/Businesses.

2. Select the desired contact.

3. Click Activities. All activities relating to this contact will be displayed in the Businesses – Activities composite window.

4. Select an activity.

5. Select Edit/Setup Data (F6 or ENTER).


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Figure 2.6. The most important information relating to the reminder is displayed in Activity Note .

Activities based on reminders are automatically given the status of Activity Status Completed .6. Select Documents to view copies of reminders. Document copies are only saved if you have specified in the settings that this is

to happen.

Creating Activities for Reminders (19)


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3. Budgeting

The Budgeting I and Budgeting II modules allow you to compare the budgeted and the actual figures for a company.

Budgeting I allows you to create one budget based on account groups, while Budgeting II allows you to create multiple budgets based

on account groups, nominal ledger accounts, cost centres and cost types. While entering data, you can compare the budget amounts to

the actual figures. You can use budget allocations to automatically distribute an annual budget over the periods while entering data.

This means that you do not need to define all the period budgets manually, though you can do so if you wish.

In the Financial Report window, you can compare the actual and the budget figures for the current and previous financial years and

create reports on these.

3.1 Budgeting - FunctionalityThe Budgeting II module is supplementary to the Budgeting I module. The following functionalities, among others, are available:

⌧ Budgeting I

• One budget per company.

• Budgeting by account group.

• Automatic creation of budget lines for all account groups.

• Annual budgets automatically distributed over periods using percentage-based formulae.


• Budget Allocation Codes (summarised and detailed).

• Budget Lines (by year and by period).

⌧ Budgeting II • Several budgets per company.

• Budget managers for each budget line.

• Budgeting by:

• Account Group

• Ledger account

• Ledger account and cost centre

• Ledger account and cost type

• Ledger account, cost centre and cost type

• Automatic creation of budget lines for all combinations of budgeting criteria used.

• Modification of budget amounts by group.

• Copy Budgets

• Standard report: Budgets, including budgeting criteria.

3.2 Budgeting - Procedure1. Create budget allocations if you work with period budgets instead of annual budgets. This allows you to allocate specific

percentages of the annual budget to the various periods automatically.

2. If you make use of budget managers, you should also create employees (only in Budgeting II ).


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3. Enter the budgets:

• If you use the Budgeting I module, you will have one budget based on account groups. In that case, you enter a budget line

for each account group. If you have not yet created any account groups, you should do so first. Once you have created all

account groups, you can automatically create a budget line for each account group by selecting Document/Recalculate

Budget.

• If you use the Budgeting II module, you can create multiple budgets based on account groups, nominal ledger accounts, cost

centres, and cost types. Determine the criteria according to which you want to create your budgets, and create the relevant

setup data. Next, create the budget lines for each budget with Edit/Budget Lines. For each budget line you can select a

budget manager.

You can make different budgets for low, average, and high expected growth, for example, or for positive, negative, and

expected developments.

4. You can compare your budget figures with the actual figures in Reports/Budget Lines in the Budget Lines window, and in the

Financial Reports window.

3.3 Defining Budgeting Setup DataBefore you can create or enter budgets, you must create the setup data on which the budgets are based.

If you use the Budgeting I module, you will have one budget based on account groups. If you have not yet created any account

groups, you should do so first.

If you use the Budgeting II module, you can create multiple budgets based on account groups, nominal ledger accounts, cost centres,

and cost types. Determine the criteria according to which you want to create your budgets, and create the relevant setup data. If you

make use of budget managers, you should also create employees.

The creation of this setup data is described in other chapters.

Creating Account Groups (); Creating Cost Centres (); Recording Cost Types (94); Creating Departments and Employees

(

)

3.4 Creating Budget AllocationsBudget allocations do not contain budgets; rather, they are a means of creating budgets quickly. In a budget allocation, you use

period percentages to indicate how a budget is to be allocated to the periods. Once you have created a budget allocation, you can useit for several different budgets.

You have created the budget allocation REVENUE to set budgets for revenue accounts (January 5%, February 5%, March 10%etc.). The annual budget for nominal ledger account ‘8100 Revenue – Product Group 1’ amounts to 500,000. When the budget

allocation is applied, the monthly budgets are calculated automatically: January 25,000.00, February 25,000.00, March

50,000.00 etc. This budget allocation can also be used for other revenue accounts.

If you work with annual budgets, you do not need to create any budget allocations. In that case, the annual budget amount entered is

always placed in the last period.

To create a budget allocation:1. Select Document/Company Setup Data/Budget Allocation Codes.

2. Select Edit/Add (CTRL+INS or CTRL+N).

3. Enter the data in the window. Press F1 to retrieve more information.

4. Select the Periods tab.

5. Enter the period percentages.


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If the total does not add up to 100%, select the percentage of the period with which you want to settle the difference, and select

Edit/Correct Percentage Difference (CTRL+W).

Figure 3.1. Use budget allocations to allocate specific percentages of an annual budget to the various periods automatically.

3.5 Creating BudgetsThe procedure for creating budgets depend on the modules available to you:

• Budgeting I

You can enter a budget for each account group. Once defined, the budgets are displayed in the Budgets window. A budget does

not have its own (user definable) code; instead, it is identified by the code of the relevant account group.

• Budgeting II

You can create budgets based on account groups, nominal ledger accounts, cost centres, and cost types. You can assemble a

variety of budgets.

You can make different budgets for low, average, and high expected growth, for example, or for positive, negative, and expecteddevelopments. You can then compare these budgets with one another. Select Edit/Financial Report Settings to select a budget

in the Financial Reports window.

Budgeting in Budgeting IYou can enter a budget for each account group.

To create a budget in Budgeting I:

1. Select File/Accounting/Budgets.

In the window you will see a column containing the company’s actual figures ( Act Amt YTD), the budgets and the differencebetween the budgets and the actual figures.

2. Select Document/Recalculate Budget if you have not created any budgets yet. The window will then display a list of all

account groups.

3. Select a budget line and then select Edit/Setup Data (F6/ ENTER) to change it.

If you wish, you can add lines manually with Edit/Add (CTRL+INS / CTRL+N). First select the desired account group. Obviously,

you can only do this from account groups that are still displayed in the window.


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4. Select an Allocation Code if you want to automatically allocate the annual budget to the periods.

5. Enter the Budget Year to Date.

Figure 3.2. First, enter the data on the General tab. You can change the period budget amounts afterwards.

6. Check the period budgets on the Periods tab. You do not need to do this if you only use annual budgets. When you adjust a

period budget, the annual budget will be updated automatically.

Budgeting in Budgeting IIYou can create budgets based on account groups, nominal ledger accounts and the following combinations: nominal ledger accounts

+ cost centres, nominal ledger accounts + cost types, and nominal ledger accounts + cost centres + cost types. In a budget code, youfirst specify the type of budget (e.g. Account ). You then select Edit/Budget Lines to enter the budgets (for each nominal ledgeraccount, for example).

To create a budget in Budgeting II:


2. Select Edit/Add (CTRL+INS / CTRL+N) to create a new budget.

3. Specify the type of budget in Budget By.

The Budget Code is a budget version: the sales budget, for example. If you budget by nominal ledger account, you can link all

sales accounts to this code and set budgets for them. If desired, it is possible to create a variety of sales budgets (pessimistic,

neutral and optimistic). For each budget, you should create a budget code to which the relevant nominal ledger accounts are

linked.

You will not be able to change the budgeting criteria of a budget code later on. Instead, you’ll have to delete the existing budgetcode and add a new one.

4. Select the budget allocation code if you want to calculate the period budgets automatically.


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3 Budgeting 33

Figure 3.3. Creating a standard budget by Account . The annual amounts of new budget lines are allocated to the various periodsusing a uniform allocation.

5. Select Edit/Budget Lines (CTRL + F6).

In the window you will see a column containing the company’s actual figures ( Act Amt YTD), the budgets and the difference

between the budgets and the actual figures. Click Recalculate to update these figures. This button is only active if the company

figures no longer match the figures in the Budget Lines window.

If you created a budget by account group, a budget line is created for each account group. If your budget uses different

budgeting criteria ( Budget By), a budget line is created for each combination of criteria for which actual figures are available.

You have selected Account + Cost Centre in Budget By. Up to now entries in account 8000 have been made to cost centresP-OORT and P-SCAN. In account 8010, there is only one entry to the cost centre P-SOUTH. This results in the following

budget lines for accounts 8000 and 8010: 8000 / P-OORT, 8000 / P-SCAN and 8010 / P-SOUTH.6. Select a budget line and then select Edit/Setup Data (F6/ ENTER) to change it. The budget allocation code for the budget code is

displayed, but can be changed.

7. Select the Budget Manager . You can retrieve the budget figures per budget manager in reports.

8. Enter the Budget Year to Date.

9. Check the period budgets on the Periods tab. You do not need to do this if you only use annual budgets. When you adjust a

period budget, the annual budget will be updated automatically.

Copying Budgets⌧ Budgeting II

If you want to create a new budget that is very similar to an existing budget, you can copy the existing budget, including the budget

lines, in a single operation. After that, you can change the budget lines.

You want to create a new budget in which the amounts in most of the lines are 10% higher than in an existing budget. Copy thebudget, and then select Edit/Change Budget Amounts to increase the budget amounts by 10%.

To copy a budget:


2. Select the budget that you want to copy.

3. Select Edit/Copy Budget.

4. Enter the code of the new budget.


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Figure 3.4. In this way, you can easily use an existing budget as the basis for a budget with a 30% growth scenario.

3.6 Changing Budget AmountsIn Budgeting II it is not always necessary to change every budget line individually. You can change budget amounts for multiple

budget lines simultaneously. You can replace the annual or period budgets by a new amount, or increase or decrease them by an

amount or percentage. You can do so for a range of account groups, nominal ledger accounts, cost centres, cost types, or budgetmanagers. What fields are displayed is determined by the budgeting criteria ( Budget By) of the current budget.

You want to create a new budget in which the amounts in most budget lines are approximately 10% higher than in an existingbudget. Copy the budget, and then select Edit/Change Budget Amounts to increase the budget amounts by 10%.

To change budget amounts automatically:


2. Select the budget for which you want to change the budget amounts.

3. Select Edit/Budget Lines.

4. If applicable, select Recalculate first.

5. Select Edit/Change Budget Amounts.

6. In Budget , indicate whether you want to change annual budget amounts or period budget amounts.

7. In Calculation, indicate what you want to do with the budget amount:

• Increase or decrease it by a Amount .

• Increase or decrease it by a Percentage.

• Replace it by a New Amount .

8. Enter the Value field.

To decrease the amount, enter a negative amount or percentage.

9. If you want your budget to consist of round figures, select a rounding factor in Round Off At .

10. The remaining fields allow you to restrict your changes to only some of the budget lines. What fields are displayed is determined

by the budgeting criteria ( Budget By) that apply to the budget.

Figure 3.5. Annual budget amounts of budget lines in which the Budget Manager is BROWN will be increased by 10%.


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3 Budgeting 35

Frequently Asked Questions

• How do I set my budgets to zero?

Select New Amount in Calculation, and enter a Value of 0.

3.7 Retrieving Budget OverviewsYou can retrieve budget overviews in two areas of the program:

• Budget Lines window:

This window allows you to compare the budget figures with the actual figures for the company. This window offers the

following possibilities:

• Click Recalculate (Document/Recalculate Budget) to update the actual figures.

•

Select Reports/Budget Lines to print an overview of annual or period budgets.• Select Search/Total Budget ( Budgeting II ) to retrieve the total figures of the budget, the actual figures, and the result for

the current and the previous financial year.

• Financial Reports window:

This window allows you to compare the budget figures with the actual figures for the current and the previous year. This

window offers the following possibilities:

• Select Edit/Financial Report Settings to select a budget and a budget manager ( Budgeting II module).

• Select Reports/Print Report to print budget overviews.

• In the top right corner of the Annual Figures and Period Figures tabs, you can select to display various combinations of

actual figures and budget figures for the current and the previous financial year.

Edit/Budget Lines (F1)


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4. Fixed Assets

This chapter describes the Fixed Assets I and Fixed Assets II modules. Because these modules are very closely related, they are

described in a single chapter. If certain commands are only available for the Fixed Assets II module, a separate note is included. Allother commands are available for both modules.

The Fixed Assets I module is intended for businesses that wish to record and depreciate their fixed assets in a simple and flexible

way. In contrast to the process of calculating depreciations in a spreadsheet, the Fixed Assets I module is easy to use and completely

integrated with the financial accounting system. The menu-driven interface and powerful tools ensure correct calculation of

depreciation amounts and offer detailed year lists.

The Fixed Assets II Add-In is intended for accountancies and businesses that require additional functionalities such as extradepreciation types, both tax-based and economic depreciation possibilities, one-off depreciations and revaluing, merging or splitting

up of assets. When investments are entered, for example in a purchase day book, a wizard is automatically displayed to help you

create a new asset quickly and step by step, without leaving the entry window.

Figure 4.1. The Fixed Assets window.

You can specify the useful life and the depreciation percentage or amount in the depreciation methods. The depreciation methods can

be freely defined based on the depreciation types. By default you can choose between two different types of depreciation: based on a

percentage of the purchase value, or based on a percentage of the book value. You can also define your own depreciation methods by

manually modifying the percentages of depreciation per period. In the Fixed Assets II module you have five more types ofdepreciation at your disposal: annuities, sum of the year’s digits, combined, fixed amounts and ‘do not depreciate’. Should you

require additional specialised types of depreciation, your supplier will be able to supply these as ‘connector components’.

For each asset, you specify such data as the purchase value and the depreciation method. With the Fixed Assets II module you can

also specify a tax-based depreciation in addition to the economic depreciation. The recurring journal entries for recording the

economic depreciation are generated by AccountView on the basis of the data in the asset file. When the journal entries are posted,

the book value, the number of periods depreciated, and the amount depreciated are updated in the fixed asset file. The module is


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flexible because depreciations can be easily regenerated after any corrections or revisions. You do not need to restore a backup copyto correct depreciations.

A depreciation overview is maintained on the fixed asset cards. In addition, the module offers several reports that show the

reconciliation of the fixed asset file with the nominal ledger. By linking fixed assets to a cost centre code, you can create overviews

of the depreciation per department.

4.1 Fixed Assets - FunctionalityThe Fixed Assets II module is supplementary to the Fixed Assets I module. The following functionalities, among others, are

available:

⌧ Fixed Assets I

• Registration of fixed assets, including serial number, location, cost centre, purchase and sales date, sales value, visual image,

miscellaneous comments and shortcuts to the appropriate documents.

• Asset ledger accounts can be configured per individual asset (assets, cumulative depreciation, depreciation costs and sales).

• Two types of depreciation: straight line, and reducing balance.

• Define your own depreciation methods, based on depreciation types, by changing the percentages per period.

• Automatically generate depreciation.

• Assets cards with views; zoom in on underlying journal entries etc.

• Flexible year accounting: opening balance and assets can be copied again after correction.


• Fixed Assets: summarised or detailed, with or without assets that have been written off and/or sold.

• Year List : progress of investments, disposals and depreciation.

• Nominal Ledger Reconciliation: check reconciliation of the asset accounts with the financial accounts.

•

Pictures: in four different report layouts.• Fixed Asset Cards.

• Labels.

⌧ Fixed Assets II

• Automatically add assets and sell them on the basis of day book entries.

• Distinguishes between commercial and fiscal depreciation.

• Five extra depreciation types: annuity, sum of the year’s digits, combined, fixed amount (for actual usage) and no depreciation

(for extraordinary depreciation entries)

• Define your own depreciation methods based on depreciation types, by means of percentages or amounts per period.

• Defined Property Tax Groups for fixed assets.

• Assets cards retrievable for commercial, fiscal or all transactions, also over several years in combination with Multi-Year

Financials.

• Revalue assets upwards or downwards using a separate revaluation calculation that can be configured for each individual asset.• Easy division or grouping (combination) of assets.

• Extraordinary depreciation entries.

• Recording insurance data of assets: whether or not insured, policy number, insurer, premium, insured amount, start and

termination dates.


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4 Fixed Assets 39


• Separate commercial and fiscal reports for standard reports in Fixed Assets I .

• Differences (between commercial and fiscal depreciation).

• Depreciation Prognosis: as a pivot table in Microsoft Excel

• Insurances.

4.2 Fixed Assets - ProcedureBefore you will be able to record fixed assets, you must create nominal ledger accounts a