financials - unilink...a number of financial systems including myob and quickbooks. in the accounts...

BOOKNET Getting Started with

Financials

®

Getting started with: Financials

V2010-02-03/wb10_financials.docx - 2 - ©2010 UniLink Data Systems Pty Ltd

Table of Contents

Overview ................................................................................................................................................................. 4

Financial Reporting ................................................................................................................................................... 5

Sales ........................................................................................................................................................... 5

Sales Dissection Summaries ............................................................................................................. 6

Customer Accounts .......................................................................................................................... 6

Accounts Receivable End of Month Process ......................................................................................... 7

Purchases .................................................................................................................................................... 8

Purchase Dissection summaries ......................................................................................................... 8

Supplier Accounts ............................................................................................................................ 9

Accounts Payable End of Month Process.............................................................................................. 9

Accounts Receivable (Debtors) .................................................................................................................................. 10

Dissection Codes (Sales) .............................................................................................................................. 10

Changes to default Dissection Structure ............................................................................................ 10

Add or Maintain a Dissection Code .................................................................................................... 11

General Ledger Setup/Codes ........................................................................................................................ 11

Setup ............................................................................................................................................ 11

Adding/Maintaining GL codes ........................................................................................................... 11

Enquiry ...................................................................................................................................................... 12

Create a Customer Type .............................................................................................................................. 13

Creating a New Customer Account ................................................................................................................ 13

Maintain an existing customer account........................................................................................................... 13

Superseding a Customer Account .................................................................................................................. 14

Reprinting an Invoice or Credit Note (Adjustment Note) ................................................................................... 15

Transactions ............................................................................................................................................... 16

Invoice (manual) ............................................................................................................................ 16

Credit Note/Adjustment Note (manual) ............................................................................................. 17

Credit Note/Adjustment Note (dollar value only) ................................................................................. 17

Journal (manual) ............................................................................................................................ 18

Customer Payments .................................................................................................................................... 19

Re-allocate Payments .................................................................................................................................. 20

Listings ...................................................................................................................................................... 21

Customer Listing ............................................................................................................................ 21

Trial Balance .................................................................................................................................. 21

Daybook ........................................................................................................................................ 22

Sales Dissection Summary (also the BAS report) ................................................................................ 22

Sales Dissection History .................................................................................................................. 23

Miscellaneous Transactions Listing .................................................................................................... 23

BAS Setup/Reporting ................................................................................................................................... 24

Producing a BAS Report................................................................................................................... 24

Obtaining sale values needed for BAS. .............................................................................................. 24

Obtaining purchase values needed for BAS. ....................................................................................... 24

End of Month .............................................................................................................................................. 25

POS Register Report ....................................................................................................................... 25

Inventory Valuation Report .............................................................................................................. 25

Indicate Started ............................................................................................................................. 26

Verify Balances .............................................................................................................................. 26

Listings ......................................................................................................................................... 27

Adjusting Transactions .................................................................................................................... 27

Overdue Interest (Optional) ............................................................................................................. 27

Statement Print .............................................................................................................................. 28

Statement Reprints ......................................................................................................................... 29

General Ledger Transfer .................................................................................................................. 29



Clear down and Ageing .................................................................................................................... 29

Indicate Finished ............................................................................................................................ 30

End of Year ................................................................................................................................................ 30

Accounts Payable (Creditors) .................................................................................................................................... 31

Dissection Codes (Purchases) ....................................................................................................................... 31

Changes to default Dissection Structure ............................................................................................ 31

Add or Maintain a Dissection Code .................................................................................................... 31

Remittance Advice & Cheque ........................................................................................................................ 31

General Ledger ........................................................................................................................................... 32

Setup ............................................................................................................................................ 32

Adding/Maintaining Codes ............................................................................................................... 32

Create a Supplier Type ................................................................................................................................ 33

Create Payment codes ................................................................................................................................. 33

Create a new Supplier code .......................................................................................................................... 33

Maintain an existing Supplier code ................................................................................................................ 33

Enquiry ...................................................................................................................................................... 34

Transactions ............................................................................................................................................... 35

Invoices ........................................................................................................................................ 35

Credit Notes (Adjustment Notes) ...................................................................................................... 36

Journals ........................................................................................................................................ 36

Supplier Claims .............................................................................................................................. 37

Claim Reconciliation .................................................................................................................................... 38

Payments ................................................................................................................................................... 39

Prompt Payments ........................................................................................................................... 39

Auto Payments ............................................................................................................................... 41

Payment Selection .......................................................................................................................... 41

Trial Pay List: Before Cheques Printed ............................................................................................... 42

Abandon Pay List ............................................................................................................................ 42

Remittance Advice Print................................................................................................................... 42

Trial Pay List : After Cheques Printed ................................................................................................ 43

Update .......................................................................................................................................... 43

Stop Payments / Change Payment date ............................................................................................. 43

Re-allocate Payments ...................................................................................................................... 44

Reverse Payments .......................................................................................................................... 44

Listings ...................................................................................................................................................... 45

Supplier Listing .............................................................................................................................. 45

Trial Balance .................................................................................................................................. 45

Daybook ........................................................................................................................................ 45

Purchase Dissection Summary .......................................................................................................... 45

Purchase Dissection History ............................................................................................................. 46

Stop Payments ............................................................................................................................... 46

Misc Transactions ........................................................................................................................... 46

End of Month .............................................................................................................................................. 47

Indicate Started ............................................................................................................................. 47

Verify Balances .............................................................................................................................. 47

Print a Trial Balance ........................................................................................................................ 47

Print a Purchase Dissection Summary ............................................................................................... 47

Print a Purchase Dissection History (optional) .................................................................................... 48

General Ledger Transfer .................................................................................................................. 48

Cleardown and Ageing ..................................................................................................................... 48

Indicate Finished ............................................................................................................................ 48

End of Year ................................................................................................................................................ 48

Help! Logging a Support Request and Support Contacts? .............................................................................................. 50



Overview

The Financial module in BookNet provides a comprehensive system for the management of Accounts Receivable (otherwise known as Debtors) and Accounts Payable (otherwise known as Creditors) This module also provides an integration option for a number of financial systems including MYOB and QuickBooks.

In the Accounts Receivable (Debtors) module:-

Invoices and Credit Notes (Adjustment Notes) produced by BookNet at the Point of Sale or via Direct Invoicing are charged to an account, updating an accounts balance and are recorded on the account for future viewing or reprinting. Payments and Journals are also recorded in a similar manner

The module provides an Aged Trial Balance, Statements and a variety of other management reports. All transactions are recorded in real time and as such, credit warnings at the Point of Sale are immediate particularly if an account is overdue or

over the agreed credit limit.

In the Accounts Payable (Creditors) module:-

Supplier Invoices are mainly entered at the time of receiving stock and credits are usually entered at the time of reconciling claims. These transactions update the supplier account balance in real time and as such are recorded on the account for future payment purposes.

This module provides an Aged Trial Balance, Remittance Advices (electronic or printed), payment (electronic or by cheque) and a variety of other management reports.



Financial Reporting

Sales

Sales transactions are created via point of sale or direct invoicing and are processed via the transaction processor. Each transaction has three parts; a summary of the transaction detailing the total value of the transaction and its elements such as tax and discount, the individual items that are sold and the actual payment. In BookNet terms we refer to this as the .sale header., the .sale items. and the .sale tender.. As with the .sale items. there may be more than one sale tender.. The transaction processor checks that the sum of the .sale items. equals the sum of the .sale tenders. and that these both equal the .sales header..If there is an imbalance the transaction is logged and stored for later correcting action. The sales transaction is recorded in a number of ways. It updates inventory if the sale relates to stock, add to the end of day register summaries, creates a sales database entry, adds to the sales dissection summaries and, if it is an account or member sale, records the transaction as an account or member entry.

Inventory Sales

Inventory can be a .stock. item or .service. item. In both cases the sales transaction adds to the items sales and cost of sales figures. For a .stock. item sale the daily transaction record is updated and the stock on hand figure is reduced. The inventory detail can be accessed using the BookNet taskbar by selecting Inventory and Enquiry.

Register Summaries

All sales transactions, point of sale and direct invoice sales, update the daily, weekly, monthly and yearly register summaries which are held by shop and company. The daily report is produced at the end of each day with other periods being optional. The reports can be accessed using the BookNet taskbar by selecting Sales, Point of Sale and Register Reports.

Example of a Register Report

Sales Database

Sales transactions are also recorded in detail in the sales database which can be accessed using the BookNet taskbar by selecting Sales, Point of Sale, and Database Enquiry.



Sales Dissection Summaries

For financial analysis and as a precursor to posting to the general ledger the sales item and tender component values of all sales are dissected and added to their related dissection codes with the detail being recorded as a history against that code. An understanding of the dissection code structure and how they are used is important for a proper understanding of the month end process if accounting timing errors are to be avoided. The following example illustrates how a sales transaction is broken down for recording.

A book, which, for example, is classified in the inventory system as belonging to product group 10, is sold for $100.00 with a $1.74 discount, making the net price $98.26. This includes $8.93 tax. It is paid for with a $100.00 note with rounding down of $0.01 to give change of $1.75. The shop code in this example is ME (Melbourne) and, because no account is involved the customer type is set to default to C for cash. BookNet would create the necessary dissection code for the sale item by taking the customer type (C), adding the shop code (ME) and the product group of the item sold (10). For discount, rounding and tax it is possible to set up default codes for these and in this example DISC, GST and RNDG have been used. In the case of the cash tender the code has been set to 0000001.

Sales components:

CME10 Cash sale of a book ($98.26-$8.93) $91.07

CMEDISC Discount given $-1.74

CMEGST GST Tax ($98.26/11) $ 8.93

CMERNDG Rounding $-0.01

Tender component:

0000001 Cash received ($100 . change) $98.25

Each of the dissection summary codes, CME10, CMEDISC, CMEGST and CMERNDG also have the detail recorded so that the sum of the detail would equal the dissection summary total. This detail can be accessed from the BookNet taskbar by selecting Financials, Receivables, Listings and Sales Dissection History. Having been summarised in this way it is possible to attach a BAS code to each dissection so that BAS reporting is simplified. For instance the BAS code 1A (GST Collected) could be assigned to the dissection code CMEGST. Equally a debit and credit general ledger code can be assigned to each dissection and a journal created at the end of the month for posting to the general ledger as follows.

Dr Cr

CME10 Clearing Gross Sales

CMEDISC Clearing Discount *

CMEGST Clearing GST

CMERNDG Clearing Rounding *

0000001 Bank Clearing

* Discounts are held in BookNet a negative value so the

The general ledger Clearing account could be the Receivables Control Account because a cash sale would debit the Control account with the sale and credit the Control account with the payment, effectively cancelling each other out leaving the entries to debit the bank and credit the sale. Of particular importance if using the BAS function is that the customer type, which is the first character of the dissection summary code, be able to identify export customer for which no GST is collected. If these customers are coded .X. they can be easily distinguished and hence the correct BAS code allocated against these dissections. The sales dissection summary report and the BAS variant of this can be accessed at any time from the BookNet taskbar by selecting Financials, Receivables, Listings and Sales Dissection Summary.

Customer Accounts

If the sale transaction is charged to an account or is in payment of an account the value of the transaction is added to or deducted from the account balance and a financial transaction is recorded against the account. The effect on the account can be accessed from the BookNet taskbar by selecting Financials, Receivables and Account Enquiry.



Accounts Receivable End of Month Process

At the end of each month the POS summary reports are be balanced with the sales dissection summary report. This ensures the sales dissection report equals the POS summary report which in turn ensures the BAS sales reporting component and sales journal which is used for posting to the general ledger, are correct. To ensure there are no accounting timing errors which would lead to differences between the two reports, the following procedure must be followed:

At the end of each day the POS operators and those who are using the direct invoicing function use the Z function to signify the day has been completed. A .Z for each POS or direct invoicing PC is displayed in the transaction processor window. Once all Z.s are displayed the POS summary report is printed. At the time of printing the report an option is displayed to print weekly, monthly and yearly summary reports at the same time. Selecting the monthly option, as is the case at month end, will also print the daily report.

At month end, after checking that a .Z. is present for all registers or direct invoicing PC.s active during the month and prior to printing the POS summary reports, the month end process for Accounts Receivable must be started. This ensures no further sales transactions are posted to the accounts or sales dissections until the end of month process is concluded.

Once the month end process is initiated the POS summary reports can be printed. A check should be made following printing of the monthly POS summary reports to see if any transactions have been rejected by the transaction processor during the

month. A better practice would be to check for these throughout the month. The transaction processor carries out a number of checks to ensure the sales transaction has been properly transmitted from the POS or direct invoicing function, including ensuring that the transaction balances financially, that is the sum of the sales items equals the payment or charge. If a transaction is rejected it will still be recorded in the POS database but will be rejected for posting to an account or updating the dissections. This situation, should it ever occur, will need to be adjusted manually by a journal entry.

Having commenced the month end process and printed the monthly register reports the customer accounts should be verified. This process checks the sum of the outstanding transactions equal the customer account balance. The customer account aged trial balance can then be printed. At this point a check should be made to ensure the carried forward trial balance plus new account charges less new account payments, both shown on the monthly register report equals the carried forward trial balance. If charges and payments have been processed by the Accounts Receivable transaction entry or account payment entry functions these will need to be taken into account when balancing as they will obviously not appear on the monthly register report.

Having balanced the customer accounts the Sales Dissection Summary should be printed and balanced against the monthly register reports. As is the case with the trial balance, if charges and payments have been processed by the Accounts Receivable transaction entry or account payment entry functions these will need to be taken into account when balancing as they will obviously not appear on the monthly register report. A variation of this report is available at the time of printing the report to summarize dissections for BAS reporting.

The dissection summary report breaks down all elements of the sales for the month. The first part of the report details the tenders taken including account charges which can be easily identified on the registers report and the second part of the report details the sales and other .non-sale type transactions such as account payments, for which a tender has been taken. The tender part of the sales dissection report will balance to the .sales part of the dissection report. This is the same in the registers summary report.

The dissection history report is available if the detail behind the summary report is required. As this report is also available by date and dissection code it is recommended that this only be printed when required. One requirement might be to print only the GST collected code for filing with the BAS report.

Having balanced the monthly sales dissection report the statements are printed and, if required, the monthly figures of the sales dissection report can be transferred to a file in a suitable format (CSV) to create a sales journal for updating the general ledger.

The final steps in the month end process are to clear down customer account transactions that have been finalised and exceed their retention period (the default for this is twelve months) followed by aging those that are still outstanding and then concluding the Accounts Receivable month end process.



Purchases

Purchase transactions are created via the process of matching supplier invoices against purchase orders via the BookNet receiving function, the raising of claims for returned or faulty stock and the matching of those claims against supplier credit notes. A transaction entry function is also available in the BookNet Account Payable module but this is not stock related. A payment function in the Accounts Payable module provides for prompt payments as well as being able to select payments to be made by specific groupings and periods. The purchase or claim transaction is recorded in a number of ways. It updates inventory if the transaction relates to stock, adds to or subtracts from the purchase dissection summaries and, if it is a

purchase, claim or payment records the transaction on the supplier account.

Inventory Purchases

Inventory can be a .stock. item or .service. item. In the case of a .stock item, the purchase transaction adds to the items purchase figures. For a .stock item purchased a transaction record is created and the stock on hand figure is increased. The inventory detail can be accessed using the BookNet taskbar bys electing Inventory and Enquiry.

Purchase Dissection summaries

For financial analysis and as a precursor to posting to the general ledger purchases are dissected and added to their related dissection codes with the detail being recorded as a history against that code.

An understanding of the dissection code structure and how they are used is important for a proper understanding of the month end process if accounting timing errors are to be avoided. The following example illustrates how a purchase transaction is broken down for recording.

A book, which, for example, is classified in the inventory system as belonging to product group 10, is purchase for $110.00. This includes $10.00 tax. It is charged to the booksellers account. The shop code in this example is ME (Melbourne) and the supplier type is set to L denoting Local Purchases.

BookNet would create the necessary dissection code for the purchase item by taking the supplier type (L), adding the shop code (ME) and the product group of the item purchased (10). For tax it is possible to set up a default code in this example GST has been used.

Purchase components:

LME10 Purchase of a book ($110-$10) $100.00

LMEGST GST Tax ($110/11) $ 10.00

Each of the dissection summary codes, LME10 and LMEGST also have the detail recorded so that the sum of the detail would equal the dissection summary total. This detail can be accessed from the BookNet taskbar by selecting Financials, Payables, Listings and Sales Dissection History.

Having been summarised in this way it is possible to attach a BAS code to each dissection so that BAS reporting is simplified. For instance the BAS code 1B (GST Collected) could be assigned to the dissection code LMEGST. Equally a debit and credit general ledger code can be assigned to each dissection and a journal created at the end of the month for posting to the general ledger as follows.

Dr Cr

LME10 Stock Payables Control

LMEGST GST Paid Payables Control

Of particular importance if using the BAS function is that the product group, which is the last two characters in the example above, be able to identify capital expenditure as opposed to stock. If these CAPEX. purchases are coded .X. they can be easily

distinguished and hence the correct BAS code allocated against these dissections.

The purchase dissection summary report and the BAS variant of this can be accessed at any time from the BookNet taskbar by selecting Financials, Payables, Listings and Purchase Dissection Summary.



Supplier Accounts

If the purchase transaction is charged to an account or is in payment of an account the value of the transaction is added to or deducted from the account balance and a financial transaction is recorded against the account. The effect on the account can be accessed from the BookNet taskbar by selecting Financials, Payables and Account Enquiry.

Accounts Payable End of Month Process

At month end the month end process for Accounts Payable must be started. This ensures no further purchase transactions are posted to the supplier accounts or purchase dissections until the end of month process is concluded.

Having commenced the month end process the supplier accounts should be verified. This process checks the sum of the outstanding transactions equal the supplier account balance. The supplier account aged Trial Balance can then be printed.

Having printed the supplier Trial Balance the Purchase Dissection Summary should be printed. The brought forward aged Trial Balance from the previous month plus the net total of the Purchase Dissection Summary (purchases less payments) for the month should equal the new Trial Balance. A variation of the Purchase Dissection Summary is available at the time of printing the report to summarize dissections for BAS reporting.

The dissection summary report breaks down all elements of the purchases for the month. The first part of the report details the payments made to suppliers and the second part of the report details the purchases.

The dissection history report is available if the detail behind the summary report is required. As this report is also available by date and dissection code it is recommended that this only be printed when required. One requirement might be to print only the GST paid code for filing with the BAS report.

Having balanced the monthly purchases dissection report the monthly figures of the purchases dissection report can be transferred to a file in a suitable format (CSV) to create a purchases journal for updating the general ledger.

The final steps in the month end process are to clear down supplier account transactions that have been finalised and exceed their retention period (the default for this is twelve months) followed by aging those that are still outstanding and then concluding the Accounts Payable month end process.



Accounts Receivable (Debtors)

Dissection Codes (Sales)

A dissection code can be useful in a number of ways. It can allow for more detailed reporting. The code is made up of 7 characters. Each position is created with reference to BookNet fields. The BookNet default is to position

example:- C M W 2 0 _ _

Position 1 = Customer Type (eg C = Cash), this can be found in Table 46

Position 2 and 3 = Shop Code (eg MW = Mt Waverley), this can be found in Table 1

Position 3 and 4 = Product Group (eg 20 = Gen Books), this can be found in Table 3

Position 5 and 6 = Can be nominated from a list, an example of this would be Product Category

There are a number of standard Dissection Departments and Tenders for Accounts Receivable which are allocated. These codes are as follows and can be reflected in the POS Register Report and Dissection Reports

Department# Description

100 Stock without department (PG’s)

101 Gift Voucher Sold

102 Deposit Taken

103 Exchange Voucher Sold

104 Account Payment Taken

105 Pay out (Petty Cash)

106 Share Sale

107 $$ Discount given

108 EFT out

110 Buyback Purchases

112 Subscription Renewals

151 Freight (charged to customer via D/Invoicing)

152 Handling (charged to customer via D/Invoicing)

197 Rebate (formerly ETSS)

198 Rounding

199 Extra Discount given

Tender Description

0000001 Cash

0000002 Cheque

0000003 Gift Card (prev BankCard)

0000004 Mastercard

0000005 Visa

0000006 Amex

0000007 Diners

0000008 EFTPOS

0000009 Charge (Debtor)

0000010 Gift Voucher Redeemed

0000011 Exchange Voucher Redeemed

0000012 Deposit Redeemed

0000013 Book Token Redeemed

0000014 Money Orders

0000015 Travellers Cheques

0000016 Prepaid/Direct Transfers

0000019 Exchange Voucher Issued

0000020 Loyalty Points Redeemed

Changes to default Dissection Structure

We recommend any changes in this area be in consultation with a UniLink support team member

1. Select Setup > Global Defaults > Dissections

2. Make necessary changes, Click on OK

3. Exit BookNet on all machines including the Transaction Processor and restart



Add or Maintain a Dissection Code

A code can be added or renamed and linked to a general ledger codes required to link to other financial systems.

1. Click on Financials > Receivables > Dissections

2. Enter Dissection code (press F1, if unknown)

3. Press [Enter]

4. Add or Amend description

5. Add or Amend General Ledger codes

6. Click on Save

General Ledger Setup/Codes

Setup

This parameter is required if the organisation is to use the General Ledger transfer to another financial package.

1. Select Setup > Global Defaults > General Ledger

2. Setup code structure depending on financial package requirements

3. Click on OK

Exit BookNet on all machines including the Transaction Processor and restart

Adding/Maintaining GL codes

Within BookNet, all Dissection codes must have a corresponding DR/CR General Ledger codes which relate to the bookshops Chart of Accounts. This applies to both the Accounts Payable and Accounts Receivable modules.

Please note:- when entering the General Ledger codes (‘Chart of Accounts’), some journaling rules must be followed:-

1. Click on Financials > Receivables > General Ledger

2. Enter General Ledger Code (press F1, if unknown)

3. press [Enter]


5. Set the record type of account

6. Enter the summary account (optional)

7. Enter the link account (if applicable)

8. Enter the account type

9. Enter normal balance sign

10. Enter print column, if required

11. Enter print percentage, if required

12. Click on Save

Asset Debit Revenue Credit

Liability Credit Expense Debit



Enquiry

Customer enquiry enables the user to search by one of a number of options; e.g. account number, keywords or name. Filters are also provided to refine searches. The only restriction that applies is that only one search criteria can be used at any time.

1. Select Financials > Receivables > Enquiry

2. Type in Account number (press F1 to search, if unknown)

3. or choose another type search option available eg phone

no.

4. Select any Additional search restrictions, if required

5. Click on Search

Each folder contains different information pertaining to the account:-

Name

This folder will display master account details, such as name, main address and contact details.

Home/Notes

This folder will display residential address details, alternative customer code and any notes.

Financial

This folder will display details such as customer type, any discounts, loyalty points accrued.

Balances

This folder will display details such as outstanding balances, aged balances

Transactions

This folder will keep a record of all transactions, invoices, credit notes, journals, payments and claims. When using this screen three options are available for display:-

All Transactions – will display all paid invoices

Current Transactions – will display all outstanding invoices with balances owing

Cash Transactions – will display all cash sales, deposits, gift vouchers and exchange vouchers

Orders

This folder will display all special orders, layby’s, approvals and reservations made by the customer

Prefs/Stats

This folder will display customer preferences and statistical data.

History

This folder will display history for the account, address changes are automatically recorded but a user can also place notes pertaining to the account.



Create a Customer Type

Customer types are used for further analysis using the Sales Profiling task or Dissection Reporting. To setup a customer type, please do the following:-

1. Select Setup > Table Maintenance

2. Select Customer Type (Table 46)

3. Enter Customer Type (note this is a one character field, do not change the defaults (Z=Misc) / (C=Cash))

4. Enter Description and any additional criteria that maybe required

5. Click Save

Creating a New Customer Account

When entering a new customer account, it is important to include all information. A customer type can be allocated per account to assist in financial reporting on these groups. There are 6 different types of Accounts that can be used. The two most widely used are the Regular Account and the Cash Account.

• Regular account is used when the customer is charging to an account for purchases

• Cash account is used to record all sales, however payment must be made at the time of purchasing.

• Layby account is a cash account used to put items aside and payments made against this until time of collection

• Member account is usually cash accounts used to record all sales made and then profile, if required.

Please note: that an account is not able to be deleted at any stage, if transactions are present. The only way that a deletion can occur is using the Customer purge program.

1. Select Financials > Receivables > Maintenance

2. Enter account number or click on New Account, press tab

3. Enter Customer type

4. Select Account type, default will be ‘Regular account’

5. Click on More

6. Include any further information required

7. Click on Save

Maintain an existing customer account

When new information is available for the customer like a change of phone number or address, even email address then this must be updated in their existing customer account file.

1. Select Financials > Receivables > Maintenance

2. Enter account number, if known or press F1 to search

3. Update the relevant information on the front page or click More to update additional information

4. Click on Save



Superseding a Customer Account

A customer account maybe superseded to either replace an account code with a new account code not known to BookNet or to replace the account number with one that already exists. It is important to note that once supersession as been done, it cannot be reversed.

Option 1: Replace an account code with a new account code not known to BookNet

1. Select Customers > Maintenance

2. Enter Account number that is to be superseded

(press F1 to search if not known)

3. Click on Supersede button

4. Enter the New Code

5. Click OK

6. Click Yes to proceed with supersession

The screen will then run through the transfer of transactions and history, this may take some time to process depending on the amount of existing history. Once complete, the old Account code will no longer exist! Subsequently, if the old account code is keyed, BookNet will automatically refer to the new code.

Option 2: Supersede an account with another existing account

When two accounts for the same customer exist on the database or two accounts need to be merged the account supersession can be used. Both accounts must have the same account type assigned for this supersession to be successful.

1. Select Customers > Maintenance

2. Enter Account number that is to be superseded

(press F1 to search if not known)

3. Click on Supersede button

4. Enter the Code to be superseded to

5. Click OK to confirm

6. Click Yes to proceed with supersession

The screen will then run through the transfer of transactions and history, this may take some time to process depending on the amount of existing history. Once complete, the old Account code will no longer exist.



Reprinting an Invoice or Credit Note (Adjustment Note)

At times an Invoice or Credit Note issued may need to be reprinted. There are two ways this can be done depending on the information known:-

1. Invoice/Adjustment note number known

2. Invoice/Adjustment note number is not known but the account number is

When an Invoice/Adjustment Note number is known


2. Type in Invoice/Adjustment note number press F1 to search, if unknown)

3. Click on Search

4. Double click on Invoice

5. Click on Print

When an Invoice/Adjustment Note number is NOT known but the account number is


2. Type in Account number (press F1 to search, if unknown)

3. or choose another type search option available eg phone no.

4. Select any Additional search restrictions, if required

5. Click on Search

6. Click on Transactions folder

7. Select option All Transactions

8. Enter date, if required

9. Double click on transaction required

10. Click on Print



Transactions

Transactions allow the user to add an Invoice or Adjustment Note for sales which have not been processed through BookNet. A Journal option is also provided for any entries or corrections to be made. These transactions have no effect on stock levels.

Invoice (manual)

When entering an Invoice(s) a batch total is required ensuring that the entered values are equal to a total. For each account,

the transaction value must be equal to the sum of the dissection breakdowns before any transaction can be stored or updated.

1. Select Financials > Receivables > Transactions > Invoices

2. Enter Batch Total, click OK

3. Enter Account Number (press F1 to search, if unknown)

4. Enter manual document number or press F8

5. Enter Total Value, Transaction Date, select Ageing period if required

6. Enter Narrative (notes relating to document being processed)

7. Enter Reference, if required

8. Enter Dissection code(s) (press F1, if unknown

9. Enter Value less GST

10. Enter GST in GST Box

11. Click on Store to process more entries or

12. Batch Update, if finished

13. Click on Yes, OK, OK, Cancel

Example of a batch summary report



Credit Note/Adjustment Note (manual)

When entering an Adjustment Note(s) a batch total is required ensuring that the entered values are equal to a total. For each account, the transaction value must be equal to the sum of the dissection breakdowns before any transaction can be stored or updated.

1. Select Financials > Receivables > Transactions > Credit Notes













Credit Note/Adjustment Note (dollar value only)

Under some circumstances, a credit note may need to be raised for a dollar value only. These steps will assist the user to raise a credit note without returning inventory to stock. Once this process has been completed, the credits should be allocated to the applicable invoices using Re-allocate Payments.

1. Open Financials > Receivables > Transactions > Credit Note

2. Enter the batch total (as a positive), click OK

3. Enter the account number, press tab

4. Press F8 to select the next available credit note number

5. Enter the credit total (as a positive)

6. Enter the transaction date (0 (zero) TAB will place today’s date)

7. Enter a Narrative

8. Enter a Reference (this will print on the credit note in the Sales Order field)

9. If a printed Credit Note is required, Click Print this document

10. If you have elected to print, you will be asked for any notes you wish to be added. Enter these and click OK

11. Select the applicable dissection code(s)

12. Enter the appropriate value against the code(s)

13. Click Store, repeat steps 4 to 13 for any additional Invoices required

14. Click Batch Update, YES, OK, OK



Journal (manual)

When entering an Journal(s) a batch total is required ensuring that the entered values are equal to a total. For each account, the transaction value must be equal to the sum of the dissection breakdowns before any transaction can be stored or updated.

1. Select Financials > Receivables > Transactions > Journals















Customer Payments

Payments can be processed two ways in BookNet either at the Point of Sale or in the back office using this task Customer Payments. In this task the user is able to allocate the invoice at the time of processing the payment.

1. Open Financials > Receivables > Customer Payments

2. Enter number of payments in Batch and Batch Total

3. Click OK

4. Enter Account number, press Tab (If Account number is unknown, press F1)

5. Enter Payment details;

6. Reference – can be cheque#, bank reference etc.

7. Value

8. B.S.B - enter and press tab, if unknown a prompt box will appear, enter name details and click Save

9. Double-click on the Invoice line to fully allocate payment, an (F) will appear on the line

10. If an Invoice is to be part-paid, double-click on the Invoice line, a (P) will appear on the line

11. Click on Store

12. When all Customer payments have been completed, click on Update in the Batch details area

13. Click Yes, OK

14. If you require a Bank Deposit Slip, click Print Bank Deposit Slip

15. Click OK

Key:

Drawer Allows the user to enter a Drawer’s name from a cheque if different from account

BSB Code Allows the user to enter a BSB (note: this is an optional field)

Discount Allows the user to enter a % discount if applicable to this payment

Pay This Allows the user to allocate the transaction in full

Pay Rest Allows the user to allocate what is left in the account with the payment

Auto Pay Allows the user to allocate payment from oldest to newest invoice displayed

Find Doc Provides an enquiry screen for searching of relevant documentation



Re-allocate Payments

Re-allocate Payments is a task used when a payment or credit note is used and the relevant invoices not allocated at the time of processing. It can also be used when a journal has been raised as well. Re-allocate payments can be used to allocate an invoice in full, part allocate and/or allocate to multiple invoices.

Allocate payments in full

1. Open Financials > Receivables > Re-allocate Payments

2. Enter Account number, press Tab (If unknown, press F1 to search)

3. Double-click a credit transaction line to allocate, this will show (F) for fully allocated

4. Double-click a debit transaction line to allocate the amount from above.

5. If the transactions selected are matched with the same amount, both will show (F), if not an outstanding amount will be shown and a (P) for part allocated

6. Select Store

7. If required process another account as per step 2 to 6, if not proceed to step 8

8. Select Update, Yes, OK

9. Part Allocate against Multiple Invoices

Allocate payments in part and/or multiple

1. Open Financials > Receivables > Re-allocate Payments

2. Double click on the payment or credit note and an F will appear against it (F = Fully Allocated)

3. Click ONCE on the Invoice

4. Enter the amount being paid in the Allocate box

5. Press tab, and a P will appear (P = Part Allocated)

6. Repeat steps 3 to 5 for each part payment as required

7. Once finished, the allocated amount displayed should read 0.00 and the Update button should be available

8. Click Update, Yes, OK, OK

Key:

Pay This Allows the user to allocate the transaction in full

Pay Rest Allows the user to allocate what is left in the account with the payment

Auto Pay Allows the user to allocate payment from oldest to newest invoice displayed

Find Doc Provides an enquiry screen for searching of relevant documentation



Listings

A number of reports are available under this menu:-

• Customer Listing

• Trial Balance

• Daybook

• Sales Dissection Summary

• Sales Dissection History

• Misc Transactions

Most of these reports can also be extracted to a comma separated file format (CSV) which can then be imported to a report designer like Excel, Access or Crystal Reports. They layout for these files can be found by selecting the CSV format button on applicable reports.

Customer Listing

This customer listing has a number of functions, it can list customer details including address details and/or it can include/exclude specific transactions relating to one particular or all customers. This report can be printed or extracted to a CSV file.

1. Click on Financials > Receivables > Listings > Customers

2. Select required criteria

3. Click on Print

Trial Balance

This report will print an aged trial balance based on outstanding balances for Customers. This report can be printed or saved but at this stage cannot be converted to a CSV file.

1. Click on Financials > Receivables > Listings > Trial Balance


3. Click on Print



Daybook

This report will itemise the daily transaction list for Regular Account holders. These transactions will include Invoices, Special Orders, Adjustment Notes, Journals and Payments. This report is not restricted and can be run daily, weekly and/or monthly. The new transactions will always be from the last time the report was run.

1. Click on Financials > Receivables > Listings > Daybook


3. Click on Print

Daybooks can be reprinted based on the original printing, creation or transaction dates using options 2 – 4. Dates will be required to be specified for these reports.

Sales Dissection Summary (also the BAS report)

This report will detail the balances of each tender and sales dissection code should the breakdown of sales dissections codes be required. Please note: this will not include Tender dissection codes this can only be found in the dissection history report. The NET figure of this report should agree with the Daybook. This report is the equivalent to the Sales Ledger.

This report can also be used to print the BAS report, if all elements have been set up correctly, see page 25 for further information regarding setting up and printing this type of report.

1. Click on Financials > Receivables > Listings > Sales Dissection Summary


3. Click on Print



Sales Dissection History

Sales Dissection details are retained per line for each sales transaction. This report will provide a listing of transactions that sum to the total of the Sales Dissection Summary Report (the Sales Journal).

The Dissection History Listing can be run in several modes. The default mode is the equivalent to a listing of current month (or period) dissection history detail. Other modes exist to list all details, whether "Cleared Down" or not, just those that are "Cleared Down", or those that have occurred in relation to Sales transactions that have taken place since the EOM process was started and prior to its completion. That is "Suspended" transactions. The dissection detail can be eliminated and only the summaries printed by deselecting the "Include all Dissection History details" box.

Within this selected options are provided to filter specific information by Dissection Code and Transaction Date. The transaction date filter can be further refined by selection of the Transaction Date (the date of the transaction) or the entry Date (the date the transaction was processed). Reports can be saved to file or a comma separated value (CSV) transaction file created.

1. Click on Financials > Receivables > Listings > Sales Dissection History


3. Click on OK

Miscellaneous Transactions Listing

This report is designed to print all transactions, allocated or unallocated transactions reports based on a customer range and/or date. It can include or exclude any of the following transactions like Invoices, Credit Notes, Payments and Journals.

This report can be printed or produced in a CSV format.

1. Click on Financials > Receivables > Listings > Misc Transactions


3. Click on Print



BAS Setup/Reporting

In BookNet the ex tax value of each item in a sale and purchase transaction is dissected by (a) the type of customer or supplier, (b) the shop and (c) the product group of the item sold or purchased. This is the default setting in the supplied software and will happen automatically. An example of this for a purchased item would be LMW01 where L might be the supplier type representing a local supplier, MW would be the shop code for Mount Waverly and 01 might be the product group code for books. The user will need to set

up the type of customer. Cash customers are defaulted to type C and, for BAS purposes, overseas customers or suppliers should be distinguished by type i.e. O for overseas. The discount, freight and tax components of the transaction are usually dissected to a specific code which can be set by the user. For tax collected from sales the default is 000GSTC and for tax paid on purchases the default is 000GSTP. In both cases the type and shop codes are set to 000 and the product group code is set to GSTC or GSTP. The dissection codes can also have a related BAS code

The BookNet dissection summary report lists all the codes together with their description, associated general ledger codes (if supplied) and the month and year value. This report can be printed in BAS code order (if the BAS codes have been supplied) If the BAS statement is completed other than monthly, i.e. quarterly then the report values need to be manually summarised.

Producing a BAS Report

1. Set up the BAS codes for each dissection for which BAS reporting applies (see Fig1 above)

• Select Financials > Receivables > Dissections

2. Print a dissection summary report in BAS sequence for sales and purchases (see Fig2)

• Select Financials > Receivables > Listings

3. Manually transfer the dissection summary values by BAS code to the supplied BAS report form.

With the introduction of a new system the dissection structure may not be understood, entry of the BAS codes is overlooked or the user may not be aware of the need to enter them and, more particularly may not have run the necessary reports at the end of the month.

Do not despair! These figures can be obtained elsewhere in BookNet but in a less orthodox manner as outlined below:-

Obtaining sale values needed for BAS.

All sales are maintained in a separate sales database. Sales for a particular period can be extrac ted to a spreadsheet and the various elements, including tax, totalled. Another alternative is the monthly POS summary report that provides a complete sales breakdown including tax. Finally there is the option of listing and totalling all entries to the BAS dissection code (default is 000GSTC) for a particular period of time using the Special Processing option of the Dissection History Listing function.

Please note that the report type MUST be set to the second option; that of printing all transaction history within both the Dissection and Date ranges above. It should be noted that where this option is used the BAS value multiplied by 11 will give the GST on all

taxed sales. It will be necessary to manually identify non-taxed sales (if any) and amend the BAS report for these.

Obtaining purchase values needed for BAS.

There is no corresponding separate database for purchases such as that maintained for sales. The orthodox method using the dissection summary report sorted by BAS code is preferred BUT if this is not possible then listing and totalling all entries to the BAS dissection code (default is 000GSTP) fora particular period of time using the Special Processing of the Dissection History Listing function will provide the correct BAS value. It should be noted that where this option is used the BAS value multiplied by 11 will give the GST on all purchases. It will be necessary to manually identify



End of Month

The end of month procedures are essential if an adequate level of control is to be achieved. Indicate started must be completed immediately after the monthly POS register report is run. Once ‘Indicate started’ has been done, normal sales functions can still be undertaken. These sales will be suspended until the month end process has been completed. BookNet has a series of tasks which are required to be done throughout this process. It only has six steps which are mandatory. The others are optional depending on the business requirements. Those that are highlighted in yellow are mandatory.

End of month process:-

1. POS Register Report (Monthly)

2. Inventory Valuation Report

3. Daybook (if required)

4. Indicate Started

5. Verify Balances

6. Listings

7. Print a Trial Balance

8. Print a Sales Dissection Summary

9. Print a Sales Dissection History

10. Adjusting Transactions

11. Overdue Interest

12. Statement Print

13. Statement Re-Print

14. General Ledger Transfer

15. Cleardown & Ageing

16. Indicate Finished

POS Register Report

Please ensure that a POS Register Report has been run for the end of month, if this has not been automated. For more information on this please refer to ‘Getting started with the Point of Sale’ workbook. Note: This must be done at the same time as the daily report on the nominated last day of the month for your organisation.

1. Open Sales > POS > POS Register Reports

2. Once the Red “Z” appears for all Tills

3. Click on [Print X/Z]

4. Tick Daily and Monthly

5. Click on [Print]

Inventory Valuation Report

Please ensure that this has been set to run overnight on the nominated last day of the month for your organisation.

1. Open Inventory > Reports > Valuation

2. Select criteria required

3. Select Report type as Summary

4. Click on [OK]



Indicate Started

‘Indicate Started’ will place a flag on the system to indicate month end has begun. All transactions completed prior to this step will be included in this month end. All other transactions completed after this will be suspended until end of month has been completed.

1. Click on Financials > Receivables > End of Month > Indicate Started

2. Set posting period, if not correct

3. Click Start End of Month

When setting the posting period the user will need to consider which month we are in according to either the calendar

year or the financial year. Please contact the UniLink Support Team, if you are unclear and they will assist.

Verify Balances

‘Verify Balances’ will look at all transactions and check them against the customer’s account aged balances. Any discrepancies are displayed and can be automatically corrected, if required. Transactions can also be re-aged in this screen. Verify can be run at any time and does not require an end of month.

1. Click on Financials > Receivables > End of Month > Verify Balances

2. Click Verify

Note: If a discrepancy appears, please log a request or contact the Support Team for further advice

� Re-ageing can be done by ticking the Age all transactions and the set the ageing period.



Listings

Trial Balance

This report will print an aged trial balance based on outstanding balances for Customers. This report can be printed or saved but at this stage cannot be converted to a CSV file.

1. Click on Financials > Receivables > Listings > Trial Balance


3. Click on Print

Sales Dissection Summary

This report will detail the balances of each tender and sales dissection code should the breakdown of sales dissections codes be required. Please note: this will not include Tender dissection codes this can only be found in the dissection history report. The NET figure of this report should agree with the Daybook. This report is the equivalent to the Sales Ledger.

1. Click on Financials > Receivables > Listings > Sales Dissection Summary


3. Click on Print

Sales Dissection History (if required)

Sales Dissection details are retained per line for each sales transaction. This report will provide a listing of transactions that sum to the total of the Sales Dissection Summary Report (the Sales Journal).

1. Click on Financials > Receivables > Listings > Sales Dissection History


3. Click on OK

Adjusting Transactions

Adjusting Transactions will allow the user to add, update or journal the following:-

• Invoices

• Adjustment Notes

• Journals

• Payments received

• Re-allocate, where required

Any adjustment made inside the month end process will be included in the statement run and therefore aged as well for this period.

Overdue Interest (Optional)

This is an optional function within the Receivables module. It will calculate the interest for overdue accounts. Should this be a requirement of your organisation, please contact the UniLink Support Team to discuss this further.



Statement Print

‘Indicate Started’ will place a flag on the system to indicate month end has begun. All transactions completed prior to this step will be included in this month end. All other transactions completed after this will be suspended until end of month has been completed.

1. Click on Financials > Receivables > End of Month > Statement Print

2. Choose any minimum conditions which might apply

3. Enter Account range, if required, if left blank will select all accounts

4. Select Print condition(s)

5. Check Statement date is correct

6. Check Payment date is correct

7. Enter Statement message, if required

8. Enter Remittance message, if required

9. Click on Print

Note:

New Transactions, if this is selected then ALL invoices, credit notes, payments and journals will appear on the Statement. If this is de-selected then only outstanding invoices or credit notes not taken up will appear.

Example of statement



Statement Reprints

A statement or all statements can be re-run if required. Statement Reprint will also allow the user to print any statement for the last period by account number, if required.

1. Click on Financials > Receivables > End of Month > Statement Reprint

2. Enter Account number

3. Click on Print

General Ledger Transfer

This is ONLY used when an Interface to another financial system is needed. Our support team will advise you if you are unsure on whether this step needs to be completed or not.

1. Click on Financials > Receivables > End of Month > General Ledger Transfer

2. Select path and file name for CSV

3. Check Journal posting date is correct,

4. Enter Transaction Reference code

5. Enter Narrative, if required

6. Click OK

Clear down and Ageing

Clear down and Ageing is an important step in Month end as it can clear down transactions and/or age transactions ready for the following month.

1. Click on Financials > Receivables > End of Month > Clear down & Ageing

2. If Ageing only – Click [OK]

• If it is your intention to Clear down transactions to a nominated date then please select Clear down transactions and enter criteria as required. It is VERY IMPORTANT to note that this will REMOVE all details of the transactions from your BookNet Master files. No backup of this data is kept unless there is system backup.



Indicate Finished

‘Indicate Finished’ will release the flag placed on the system by ‘Indicate Started’. This will update all debtors and allow all transactions that were suspended to now filter through.

1. Click on Financials > Receivables > End of Month > Indicate Finished

2. Click Finish End of Month

End of Year

The end of year process is completed using the end of month steps indicated on pages 26-31, however, instead of just setting the month end indicator the end of year indicator must also be set in the following steps:-

1. POS Register Report must have the ‘Yearly’ option selected

2. Cleardown & Ageing must have the ‘End of Year’ option selected

Please contact the Support Team should you have any further enquiries regarding the End of Year process and what

Global Defaults (General Ledger) – General Ledger default



Accounts Payable (Creditors)

Dissection Codes (Purchases)

A dissection code can be useful in a number of ways. It can allow for more detailed reporting. The code is made up of 7 characters. Each position is created with reference to BookNet fields. The BookNet default is to position

example:- L M W 2 0 _ _

Position 1 = Supplier Type (eg C = Cash), this can be found in Table 46

Position 2 and 3 = Shop Code (eg MW = Mt Waverley), this can be found in Table 1

Position 3 and 4 = Product Group (eg 20 = Gen Books), this can be found in Table 3

Position 5 and 6 = Can be nominated from a list, an example of this would be Product Category

There are a number of standard Dissection Departments and Tenders for Accounts Receivable which are allocated. These codes are as follows and can be reflected in the POS Register Report and Dissection Reports

Payments Description

0000002 Cheque

0000003 Credit Card

0000004 Cash on Delivery (COD)

0000005 Voucher

0000006 Prepayment

0000012 Bank Draft

0000013 Department Transfer

0000020 Bank File

Changes to default Dissection Structure

We recommend any changes in this area be in consultation with a UniLink support team member

1. Select Setup > Global Defaults > Dissections

2. Make necessary changes, Click on OK

3. Exit BookNet on all machines including the Transaction Processor and restart

Add or Maintain a Dissection Code

A code can be added or renamed and linked to a general ledger codes required to link to other financial systems.

1. Click on Financials > Payables > Dissections

2. Enter Dissection code (press F1, if unknown)

3. Press [Enter]


5. Add or Amend General Ledger codes

6. Click on Save

Remittance Advice & Cheque

It is important to setup/check these defaults. This will ensure that when you pay your supplier the correct Remittance format will be provided. To do this, please do the following:-

1. Select Setup > Global Defaults > Suppliers

2. Select Remittance General folder, enter detail as required

3. Click on [OK]

Bank’s will now issue cheques on stationery (A4), BookNet can then print the Remittance Advice on the this as well as

print the cheque. Should the user wish to do this, please log a ticket into Footprints, attach or fax a copy of the cheque layout and attach a copy of your logo in .bmp format along with the shop details including the ABN. We will then send the user a copy of the logo and instructions on how to set this up in preparation for the cheque runs or a prompt payment. Please ensure that enough notice is given on this as it does take a little time to set up.



General Ledger

Setup

This parameter is required if the organisation is to use the General Ledger transfer to another financial package. Note: If this has already been setup for Accounts Receivable, then it is not necessary to be repeated.

1. Select Setup > Global Defaults > General Ledger

2. Setup code structure

3. Click on OK

Exit BookNet on all machines including the Transaction Processor and restart

Adding/Maintaining Codes

Within BookNet, all Dissection codes must have a corresponding DR/CR General Ledger codes which relate to the bookshops Chart of Accounts. This applies to both the Accounts Payable and Accounts Receivable modules.

Please note:- when entering the General Ledger codes (‘Chart of Accounts’), some journaling rules must be followed:-

1. Click on Financials > Payables > General Ledger

2. Enter General Ledger Code (press F1, if unknown)

3. press [Enter]


5. Set the record type of account

6. Enter the summary account (optional)

7. Enter the link account (if applicable)

8. Enter the account type

9. Enter normal balance sign

10. Enter print column, if required

11. Enter print percentage, if required

12. Click on Save

Asset Debit Revenue Credit

Liability Credit Expense Debit



Create a Supplier Type

Supplier Types are used for further analysis of what is being purchased and who we are purchasing from. This can be done as simply as L for Local Suppliers and O for Overseas Suppliers via a Payables dissection summary.


2. Double click on Table 98 – Supplier type

3. Click in Supplier type box and enter a code (eg L), press Tab

4. Enter Description (eg Local), click on [Save]

5. Repeat steps 4-5 until all Supplier Types have been entered

6. Click on [Quit], [Yes]

Create Payment codes

These types of codes only need to be created if Auto Payment runs are being used. This allows BookNet to group suppliers together with the same payment terms.


2. Double click on Table 40 – Payment code

3. Click in Payment code box and enter a code (eg 1), press Tab

4. Enter Description (eg 7 Days), click on [Save]

5. Repeat steps 4-5 until all Payment Codes have been entered

6. Click on [Quit], [Yes]

Create a new Supplier code

A new supplier code is required to be created for a number of reasons, adding inventory, ordering an item and then receiving it. To create a new Supplier, please do the following:-

1. Select Inventory > Supplier > Maintenance or Financials > Payables > Maintenance

2. Enter New Supplier Code, press enter

3. Enter address, contact and ABN details, where known

4. Click on Ordering folder and add details, where known

5. Click on Ordering (cont) folder and add details, where known like the Suppliers SAN number, particularly important if using Electronic ordering or receiving.

6. Click on the remaining folders and add details, where known

7. Once all information has been added, click Save

Maintain an existing Supplier code

An existing Supplier code may require more information to be added as it is known.

1. Select Inventory > Supplier > Maintenance or Financials > Payables > Maintenance

2. Enter Supplier Code, if known (or press F1 to search)

3. Change the detail required in the relevant folder(s)

4. Click Save



Enquiry

Detailed information on a particular Supplier can be obtained by searching, however one of the following criteria must be known:-

• Supplier Code, if unknown can press F1 to search

• Supplier Name or part thereof

• Document Number (in full)

1. Select Inventory > Suppliers > Enquiry or Financials > Payables > Enquiry

2. Enter one of the following:-

a. Supplier code (if unknown press F1 to search)

b. Supplier name or part thereof

c. Document Number (in full)

3. Click on Search

Detailed information can be found under the relevant folder. Please see below for an outline of what is contained in these folders:-

Folder Description

Contact details Supplier details. It includes information like address, telephone, email, contact and ABN.

Ordering preferences

Ordering details relating to the ordering of stock, Supplier’s pricing method, Discount/Mark-up%, if a Supplier is tax inclusive or exclusive and SAN.

Financial Account allowances, Purchasing requirements like minimum ordering value, minimum quantity value and penalties, supplier type, classification and more.

Balances Outstanding balances, aged balances and purchasing totals.

Transactions A record of all transactions – Invoices, Credit Notes, Journal entries, Payments and Claims.

Payments Payment terms, Payment code and details relating to a direct debit transfer.

Comments Notes files and any miscellaneous notes recorded in maintenance.

Delivery addresses

Keeps details of other address information. (eg Returns Address)

Account Nos. Keeps detail of Account numbers pertaining to this supplier. This number is then printed on Purchase Order and Claim documentation.

History Allows the user to add notes relating to address changes, supplier contact details etc. It is a free format note field which records the date and User ID information automatically.



Transactions

Normally invoice and claim transactions would result from receiving and credit notes from the reconciliation of credit notes to claims, all of which can affect stock. The Payables transaction entry allows the user to manually enter the following types of documents which do not affect stock:

• Invoices

• Credit Notes (Adjustment Notes)

• Journals

• Claims

When entering these documents the document value must be equal to the sum of the values of the related dissections.

Invoices

Before transactions can be entered a Batch Total is required. This total is used to ensure the totals of the entered documents have not been entered incorrectly.

1. Click on Financials > Payables > Transactions > Invoices

2. Enter a Batch Total

3. Click on [OK]

4. Enter Supplier code (press F1 if unknown)

5. Enter Invoice number

6. Enter Total Value

7. Enter Transaction date

8. Enter Pay Select date, if required

9. Enter Narrative (any notes)


11. Enter required Dissections (press F1, if unknown) and values

12. Enter GST dissection (press F1, if unknown), if applicable

13. Click on [Store]

14. Return to step 4, to enter further invoices. If completed, click Batch Update

Note: If Batch Total is incorrect, click on the [Change] button

15. Click on [Yes], Click [OK]

Note: a Batch Summary will be printed

16. Click [OK] Click [Cancel] to exit.

Document

Number

Enter the Supplier Invoice or Credit Note number. Alternatively a journal reference may be entered

Document

Value

Enter the Invoice, Credit Note, Journal or Claim value. If the journal is a negative enter as a

negative

Document

Date

The transaction date defaults to the system date.

This can be changed if required.

Document Pay Select

Date

This is the date the transaction is due for payment. Supplier payment terms are set in

Supplier Maintenance.

Document

Narrative Provides for a comments field

Document

Reference

This field can be left blank or used to record any

other document number

[STORE] Will save this transaction as part of this batch

[REVIEW] Will display transactions stored as part of this

batch. [Change] will allow alterations.

[BATCH

UPDATE]

Will save and update all transactions to the

master files



Credit Notes (Adjustment Notes)

As with invoices, before transactions can be entered a Batch Total is required. This total is used to double check that the totals entered agree once all the required transactions have been entered.

1. Click on Financials > Payables > Transactions > Credit Notes


3. Click on [OK]

4. Enter Supplier code (if not known then use F1)

5. Enter Credit Note number






11. Enter required Dissections (F1 available) and values

12. Enter GST dissection (F1 available), if applicable

13. Click on [Store] and return to step 5, if completed click on Batch Update



15. A Batch Summary will be printed


Journals

Before transactions can be entered a Batch Total is required. This total is used to double check that the totals entered agree once all the required transactions have been entered.

1. Click on Financials > Payables > Transactions > Journals


3. Click on [OK]

4. Enter Supplier code (F1 available)

5. Enter Journal number

6. Enter Total Value (negative for credit)







13. Click on [Store] and return to step 5, if complete proceed to step 15


14. Click on [Batch Update]






Supplier Claims

Before transactions can be entered a Batch Total is required. This total is used to double check that the totals entered agree once all the required transactions have been entered.

1. Click on Financials > Transactions > Supplier Claims


3. Click on [OK]


5. Enter Claim number








13. Click on [Store] and return to step 5, if complete proceed to step 15


14. Click on [Batch Update]






Claim Reconciliation

Once a claim is raised and authorised by the supplier a cedit note is forwarded by the supplier. This credit note is then reconciled against the original claim.

1. Click on Financials > Payables > Claims Reconciliation

2. Enter Supplier code (Use F1 to search if unsure)

3. Enter required detail

4. Double click on the Claim number required

5. Settle as required

6. Click on [OK]

7. De-select, return inventory to stock unless required

8. Click on [OK]



Payments

The Payments sub-menu provides for making prompt payments, selecting payments due up to a particular date by payment type or supplier for, stopping payments, re-allocating payments and cancelling payments.

Prompt Payments

1. Click on Financials > Payables > Payments > Prompt Payments

2. Enter a Run Reference, or leave as is

3. Enter Number of payments

4. Enter Batch total

5. Click on OK


7. Select Payment Type

8. Enter Document details

9. Enter Value

10. Double click on Invoice(s) to be paid

11. Click on [Store]

12. Repeat steps 7-12 until batch is complete

13. Click on [Update]

14. Click [Yes], [OK]

15. If the user would like a Remittance Advice (see page 18), then select [Print Remittance Advice]

16. If the user doesn’t require a Remittance Advice, Click [OK]

17. Click on [Cancel]

Note: If [Update] button is greyed out then you need to use the [Review] button to check that your totals balance to your batch. Then either change your Batch Total or alter the applicable payment.

Key

Button Description

Discount Field A settlement discount value can be entered in this field.

Note: Any discount entered will be added to the amount allocated.

[Pay This] This will pay a particular transaction only

[Pay Rest] This will pay the remaining transactions until the value allocated has been used

[Pay Auto] This will pay all transactions until the value allocated has been used

[Find Doc] This will find a particular document so the user can allocate payment for this document

[Store] Will save this transaction as part of this batch

[Review] Will display transactions stored as part of this batch

[Discard] Will delete any transactions stored as part of this batch

[Update] Will save and update all transactions to the master files



Remittance Advice Example



Auto Payments

The Automatic Payment function allows invoices that are due for payment for a number of suppliers to be assembled and paid in the one process.

The Automatic Payment function provides an option to make payment selections, print a trial pay list both before and after cheques have been printed, offer an option to Abandon the pay list if necessary, print the cheques and update the relevant supplier records with the payments made.

There are six steps involved in using Auto Payments and they are as follows:

• Payment Selection

• Trial Pay List before cheques are printed

• Trial Pay List after cheques are printed

• Option to Abandon Pay List

• Print Remittances/Cheques

• Update

Payment Selection

1. Click on Financials > Payables > Payments

2. Select Auto Payments, select Payment Selection

3. Enter a Run Reference, press [Enter]

4. Select Payment code required

5. Ensure the date is correct for this run

6. Click on [Scan]

7. Add, Remove, Stop or Examine selections

8. Click on [Produce a Pay List]

9. Click on [Yes]

10. Click on [OK]

Key

Button Description

Scan All Documents Looks at all documents which have been processed

Quick Estimate Looks only at Supplier Balances

[Add] Add additional Suppliers to this run, Enter Supplier in White Box, click on [Add]

[Remove] Remove a Supplier from this run, Highlight the required line, click on [Remove]

[Stop] Place a Supplier on Stop from this run, Highlight the required line, click on [Stop]

[Enable] If a Supplier has been placed on Stop and the user wishes to remove this, Highlight required line, click in [Enable]

[Examine]

Will look at the Outstanding Documents pertaining to the Supplier, Highlight the required line, click on [Examine].

Once in this screen the user can the place a [Stop], lift a Stop payment [Enable ] and/or [Amend] any line. This

will also allow the user to change the Pay Date



Trial Pay List: Before Cheques Printed


2. Select Payables, followed by Payments

3. Select Auto Payments, select Trial Pay List

4. Select Before Cheques Printed

5. Select Run Reference

6. Click on [Print]

Abandon Pay List


2. Select Auto Payments, select Abandon Pay List


4. Click on [Abandon]

Remittance Advice Print


2. Select Auto Payments, select Remittance Print


4. Enter Bank Account Number, which is on the cheque being issued

5. First Cheque Number for this run

6. Click on [Print]



Trial Pay List : After Cheques Printed

1. Click on Financials >Payables > Payments

2. Select Auto Payments, select Trial Pay List

3. Select After Cheques Printed


5. Click on [Print]

Update


2. Select Auto Payments > Update



Stop Payments / Change Payment date

The Stop Payment function allows the user to call up a supplier or an invoice and put a STOP indicator on either the entire Supplier or an individual invoice which may be in dispute. Alternatively, if an invoice or supplier is already on Stop this function can be used to enable the payment.


2. Select Stop Payments

3. Enter Supplier code, if u nknown press F1

4. Highlight line required

5. Select option




Re-allocate Payments

This function is used to eliminate previously unallocated transactions against other outstanding transactions that are of equal but opposite value.

Note: All transactions entered through this task must be equal to zero

1. Click on Financials > Payables > Payments > Re-allocate payments

2. Enter Supplier code, if unknown press F1

3. Double click on (+) line and then double click on the (-) line


Reverse Payments

This function will allow the user to reverse payments made to Suppliers. This function does not reverse invoices flagged as paid but creates a journal on the Supplier Account.

1. Click on Financials > Payables > Payments > Reverse Payments

2. Enter Number of reversals

3. Enter Batch Total

4. Click on [OK]

5. Enter Supplier code, if unknown press F1

6. Double click on invoice required to be reversed

7. Click on [Store]

8. Click on [Update Batch]

9. Click on [Yes], [Yes], [OK] and [Cancel]

10. A batch summary will be printed



Listings

This function provides a series of reports. Some of these reports are also available in Comma Separated (CSV) format which can be imported to Excel or Access for the user to design their own reports or look for specific information without having to print in detail. The layout of this file can be found by clicking on the [CSV format] button on each task.

• Supplier Listing

• Trial Balance

• Daybook

• Purchase Dissection Summary

• Purchase Dissection History

• Stop Payments Listing

• Misc Transactions

Supplier Listing

The Supplier Listing has a number of options. This report can list Supplier detail including address details and/or it can include/exclude specific transactions relating to one Supplier or all Suppliers. This report can be printed, saved and/or written to a CSV format.

1. Click on Financials > Payables > Listings > Suppliers

2. Select Criteria required

3. Click on [Print]

Trial Balance

This report will print a report based on outstanding balances for Suppliers. This can include/exclude individual transactions. This report can be printed or saved. No CSV is available for this report.

1. Click on Financials > Payables > Listings > Trial Balance


3. Click on [Print]

Daybook

This report will list the daily transactions processed. This report can be run daily, weekly or monthly. This report can be printed or saved. No CSV is available for this report.

Daybooks are stored and they can be rerun at any time using one of the three selections. If select two or three are used then a date range will be required.

1. Click on Financials > Payables > Listings > Daybook

2. Select any criteria required

3. Click on [Print]

Purchase Dissection Summary

Purchase Dissection summary will detail balances of each dissection code. If further information on what makes up these balances is required, it will be necessary to run the Dissection History Report.

This report can be printed, saved and/or written to a CSV format.

1. Click on Financials > Payables > Listings > Purchase Dissection Summary


3. Click [Print]



Purchase Dissection History

Purchase Dissection history provides detailed information relating to the dissection summary report. The Dissection History Listing has several options. The default is set to list the current month’s information.


1. Click on Financials > Payables > Listings > Purchase Dissection History


3. Click [Print]

Stop Payments

This will provide a list of all payments which have been stopped. This report based on Supplier and has the option to print transactions or just a summary. This report can be printed or saved. No CSV is available for this report.

1. Click on Financials > Payables > Listings > Stop Payment


3. Click [Print]

Misc Transactions

This report will print All transactions, Allocated transactions or Unallocated transaction reports based on Supplier range and Date range. The types of transactions which can be included are Invoices, Credit Notes, Payments, Journal entries and Claims.


1. Click on Financials > Payables > Listings > Misc Transactions


3. Click [OK]

TIP: USE THE PAYMENTS ONLY OPTION FOR BANK RECONCILIATION



End of Month

The End of Month procedures are essential if an adequate level of control of payments to suppliers is to be achieved. This process must be completed on the nominated date for End of Month reporting. To complete this end of month process there are 8 steps of which only four are mandatory depending on the requirements of the bookshop.

Please note: Once the user has indicated started, normal receiving functions can still be undertaken. These purchases will be suspended until the month end process is completed.

End of month process:-

1. Indicate Started

2. Verify Balances

3. Print a Trial Balance

4. Print a Purchase Dissection Summary

5. Print a Purchase Dissection History

6. General Ledger Transfer

7. Cleardown & Ageing

8. Indicate Finished

Indicate Started

1. Click on Financials > Payables > End of Month > Indicate Started

2. Check posting period is correct, if not then change to correct period

3. Click on [Start End of Month]

Verify Balances

This task will look at all transactions and check them against the supplier account aged balances. Any discrepancies will be displayed. Verify can be run at any stage and does not require an end of month.

1. Click on Financials > Payables > End of Month > Verify Balances

2. Click on [Verify]

Note: If a discrepancy appears, please log a request or contact the Support Team for further advice

� Re-ageing can be done by ticking the Age all transactions and the set the ageing period.

Print a Trial Balance

1. Click on Financials > Payables > End of Month > Listings > Trial Balance

2. Select Criteria

3. Click on [Print]

Print a Purchase Dissection Summary

1. Click on Financials > Payables > End of Month > Listings >Purchases Dissection Summary

2. Select Criteria

3. Click [Print]



Print a Purchase Dissection History (optional)

1. Click on Financials > Payables > End of Month > Listings >Purchases Dissection Summary

2. Select Criteria

3. Click [Print]

General Ledger Transfer

BookNet has its own General Ledger module to which the sales journals generated in this step can be posted. This step also allows for the creation of a CSV file for importing to other financial systems such as Quicken, Attache and MYOB.

1. Click on Financials > Payables > End of Month > General Ledger Transfer

2. Enter file name, followed by posting date, reference code and any notes in the narrative that may be required

3. Click on write file to CSV, if required

4. Click on enter tender dissections, if required

5. Click on [OK]

[CSV Layout] will give you the details pertaining to the format of the file

Cleardown and Ageing

1. Click on Financials > Payables > End of Month > Cleardown & Ageing

2. Click on Age Payables

3. Click on [OK]

• If it is your intention to Clear down transactions to a nominated date then please select Clear down transactions and enter criteria as required. It is VERY IMPORTANT to note that this will REMOVE all details of the transactions from your BookNet Master files. No backup of this data is kept unless there is system backup.

Indicate Finished

1. Click on Financials > Payables > End of Month > Indicate Finished

2. Click on [Finish End of Month]

End of Year

The end of year process is completed using the end of month steps indicated on pages 48-49 plus the inclusion of an extra step in the Clear down and Ageing.

1. Cleardown & Ageing must have the ‘End of Year’ option selected

Please contact the Support Team should you have any further enquiries regarding the End of Year process and what

Global Defaults (General Ledger) – General Ledger default



Notes



Help! Logging a Support Request and Support Contacts?

To ensure that all Support issues are addressed and that we maintain a high level of service to each of our customers, we use a Support program called Footprints. This program is designed to assist in the tracking and reporting of all support issues. As a new issue is logged or additional information added, a copy of this will be sent to the user and our Support Team. The email contains details of the request or additional information as supplied; it will also have a support ticket number assigned to it. Please quote this ticket number when talking to the Support Team.

It is essential that ALL issues are logged.

1. Open BookNet Menu, select Help > Support Centre

2. Click on ‘Submit a support request’

3. Enter Email Address, click [Logon]

4. Select [Submit Request]

5. Enter Contact Information

- OR tick update information to make changes

6. Enter Brief Description

7. Enter Issue Information, including Current Version number

8. Enter Description

9. Attach any relevant files

10. Add any cc email address, as required

11. Click Go to submit

An email will be sent to you with the request number and details. A further email will be sent acknowledging that the Support Team have received it and then further action will be communicated.

UniLink Data Systems Support Contact – 03 9809 6600

(press 1 for support)

OR

Open BookNet and select the following:-

Help > Support Centre