UTILITY

The Utility program contains tools to setup the database of DataCOM.  These tools are used to: Setup the main parameters of the system such as (company information, currencies, frequently used account...), Fix some data errors (re-index files), transfer of account or item, and renumbering; Back Files, Opening and closing accounting years.

 

Utilities main form figure:

NB: the year checked indicates the active year the current folder

New Year is used to create a new accounting year.  This process create new folder with the name "acc"+year to be created.  It copies all inventory transaction to the new folder with their sequences.  It copies the all the accounts (ledger) to the new folder, creates an opening Journal Voucher referenced 1 and reports these balances as 'opening balance'.  New year should be done after closing the previous year. 

New year figure 1:

The year of the date entered indicates the year to be opened.  In this example year 2005 is going to be opened.  (Year 2004 should be closed first, and the active year should be ACC2004)

NB: Executing new year only for the first time creates a new folder, copies all inventory transactions and all accounts, and creates an opening Journal Voucher.  From the second time and on, executing new year just creates an opening Journal Voucher.

New year figure 2:

To specify the profit and losses brought forwarded accounts used in the opening Journal Voucher of the New Year that report the balances of the profit and losses account of the previous closed year.

Closing year figure 1: 

The transaction date up to which the accounts should be closed which means to transfer the balances of the charges (class 6 accounts) and revenues accounts (class 7 accounts) to the results accounts (138 and 139 accounts).

The currency of the results accounts is specified.

The advanced buttons opens the window containing a closing template.  This closing template is a list of the class 6 & 7 three digits accounts with their result accounts that should be closed to. To facilitate the job of closing, DataCOM contains a default closing template.

NB: Process to follow a closing and or opening new years:

- Select the year to be closed may make it active (check mark on the year)

- Execute Re-post transactions (Utilities program) in order1 to make sure that all balances are included.

- Execute closing year

- Execute Re - post transactions (Utilities program) in order to include the result of closing in the balances

- Execute New Year
 

Re - Post Transaction: Is a tool that reads all accounting and inventory transactions, fix, and assure their results and balances.

Transfer of account

Is a utility program that transfers all accounting and inventory transactions from an account to another account.
 

Transfer of account figure:

Steps to Follow:

Highlight the account to be transferred from.

Press From account button.

Highlight the account to be transferred to.

Press to account button.

Press transfer account.

Transfer of Item

Is a utility program that transfers all inventory transactions from a stock item to another stock item

Steps to Follow:

Highlight the stock item to be transferred from

Press Old Item Code

Highlight the stock item to be transferred to

Press new item code button

Press transfer Item

Setup Form

Is used to setup the main parameters and most account frequently used

Setup Form figure 1:  Company information

Setup Form figure 2:  General Options

Currencies Base 1 and Base 2 are specified.

Number of decimal digits for currency base 1 and currency base 2 and currency. 

Folio by Month: As it is described in the Journal Voucher Form the folio reference can be a monthly or daily sequence. If it is checked the monthly sequence is run else the daily sequence is run.

                 

The VAT setup section is very important for the companies that have a VAT number.  It is used to set the VAT number, the VAT starting date, the VAT percentage, and the currency that VAT uses.

 

Setup Form figure 3:  Purchase/return purchase setup page

This page is used to set the main account parameters that are used in the purchase/return purchase form.

These accounts are the default accounts used when creating a purchase or return purchase invoice. (These accounts can be changed in the purchase / return purchase form).

Setup form figure 4:  Sales / Return sales setup

This page is used to set the main account parameters that are used in the sales/return sales form.

These accounts are the default accounts used when creating a sales or return sales invoice. (These accounts can be changed in the sales / return sales form).

NB: When TTC option is checked the selling prices of the item in the item form and the unit prices in the sales/return sales form are considered VAT included. 

 Setup form figure 5:  Auto increment

In this page the first digits of the supplier / client sequences are set; also the number of digits of the supplier/client account is specified.

Same concept is applied for the item code if used.

Setup form figure 6: Accounting options

When print date and time is checked, Journal Voucher, Payment, Receipt, Debit Note, Credit Note are printed with date / time of printing.

When Print Option in Journal is checked it activates the right click buttons of the mouse on the fast print buttons in the Journal Voucher Form.

These options enable the user to print on the Journal Voucher the Folio and / or the Reference and / or the type reference.

 

Setup form figure 7: Accounting receipt, payment, credit note, and debit note setup

In these forms when from to credit/debit account are filled a range of accounts is created and will be accessible.

E.g. Receipt setup:

       Credit account from:'4111'

       Credit account from:'4112'

       The user can choose only a credit account number between 4111 and 4112

When left empty all ledger accounts are accessible.

Backup Form

This form can be used to copy / backup the database files from source storage to destination storage.