Difference between revisions of "Financials"
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1. Current Period of the reconciliation | 1. Current Period of the reconciliation | ||
[[File:E50.png|600px|thumb|center|New Policy Button]] | [[File:E50.png|600px|thumb|center|New Policy Button]] | ||
| + | 2. Opening balance for the reconciliation for the current period, which include year and month | ||
| + | [[File:E51.png|600px|thumb|center|New Policy Button]] | ||
| + | 3. Total reconciled, which includes total of all reconciled transactions | ||
| + | 4. Closing balance which is the difference between the opening balance and total reconciled | ||
| + | 5. Total unreconciled which include total of all unreconciled transactions | ||
| + | 6. The we have general ledger balance, | ||
| + | |||
| + | |||
| + | |||
| + | On the right top corner we have three buttons, | ||
| + | |||
| + | 1. <b>Marking transactions to reconcile</b> | ||
| + | |||
| + | To mark transaction to reconcile click on the button Mark to reconcile, once clicked, a popup will with all the unreconciled transactions | ||
| + | [[File:E52.png|600px|thumb|center|New Policy Button]] | ||
Revision as of 16:23, 22 September 2024
A) ACCOUNTS PAYABLES
Contents
a) AP Parameters
Go to Financials-> Accounts Payable -> AP Parameters
Under AP Parameters, the contents are:
i)Units of Measure
These are the units of measure for invoice items. To Set up the the units of measure, click on Units of Measure Then Click on add button
Fill the form and click Save
To edit, click on the edit button, fill the form and click update
ii)Entities
To Set up the Entities, click on Entities Then Click on add button
Fill the form and click Save
iii)Statuses
To Set up the Statuses, click on Statuses Then Click on add button on the table with statuses
Fill the form and click click save to submit
To edit a status description, click on the edit button
Fill in the status description and click update
iv)WHT Cert Registration
This is where the Withholding Tax Certificate numbers are captured To register new certificate serials, click on WHT Cert Registration, the click on the ADD button on the table.
Fill the form and click save to submit
Contents
v)Vendor Group
Click on Vendor groups menu On the table, click on the ADD button
To edit vendor group, click on the edit button, fill the form and click on the update button to complete the edit
Taxes
Hover the mouse over tax
Step 1:Tax types set up
Click on Tax types To add a tax type, click on ADD button
If the tax type transaction goes into one account, select analyse No
If there are different control accounts for different transaction on a specific tax type, select analyse Yes, then click next button
Click Add button to add a tax type account for different transaction type
Click Finish button to complete the set up
Step 2:Taxes group set up
Click on Tax Setup Then click on Add button
Fill the form then submit
Step 3: Tax group setup To Set up AP Tax groups, Click on Tax Groups
Click on Add button
Editing the tax group
To add tax types to the tax group, click on
Add tax types to tax group – Click on ADD button
To remove a tax type from tax group, click on
To edit
b)Vendors
To create a new vendor, go to Financials, Acounts Payables the click on Vendors
Then click on Add Vendor button
Fill the vendor form then click NEXT To view Vendor details, click anywhere within the row on the vendors table
To view vendor details, click on the Edit Vendor button
To edit the bank details, click on the Edit Vendor button
To add vendor vendor banks, click ADD button on the banks table
To edit the bank details, click on the edit button
To add vendor contact people, click ADD button on the contacts table
To edit vendor contacts, click Edit button
b)Vendor Invoices
To view all vendor invoices, go to Financials, Acounts Payables then click on Vendor Invoices
To book an invoice, click on New Invoice
After booking the invoice, open the invoice then add items. To add an item, click Add Item button
To edit the invoice item, click on the edit button
To delete the invoice item, from the invoice click the delete button
To view the details of the invoice item, click the view button
After adding the items on to the invoice, the next step is to mark the invoice ready to post then batch the invoice.
Create a batch
On select batch type drop down, select Invoice. Fill the other details on the form and click submit to create the batch
After creating the batch, add the entries to the batch i.e add the invoice to the batch
Mark the batch Ready To Post then Post the batch
d)Vendor Credit Notes
To view all vendor credit notes, go to Financials, Acounts Payables then click on Vendor Creditnotes
To book a credit note, click on ADD on the creditnotes table
Fill the form then click SUBMIT
After creating the credit note, add invoices to the credit note
After adding the items, mark the credit note as ready to post
To batch the credit note, click on AP Batches
Click on create batch button On select batch type drop down, select Invoice Credit Notes. Fill the other details on the form and click submit to create the batch
Fill the form and submit
Mark the batch ready to post then post it.
To print AP Payment voucher
e)Payments
To view all Payments done in Accounts Payables
To create a payment, click on ADD on the payments table
To edit a payment
Click on a specific row on the payments table to view payment details
After creating the payment header, add invoices
Fill the form and submit
Click on the edit button to edit an invoice on a payment header.
To remove an invoice from the payment header, click on the delete button
After adding the invoices to a payment header, mark the payment as ready to post
To batch the payment header, click on AP Batches
Click on create batch button
On select batch type drop down, select Invoice Credit Notes. Fill the other details on the form and click submit to create the batch
Fill the form and submit
Mark the batch ready to post then post it.
To print AP Payment voucher
B) ACCOUNTS RECEIVABLES
Contents
i) AR Parameters
Go to Financials-> Accounts Receivables -> AR Parameters
• AR Tax groups
To Set up AR Tax groups, Click on Tax Groups
Click Add Button
Fill in the description and click Add to save the tax group
Editing the tax group
View tax group details
Add tax types to tax group – Click on ADD button
• Customer groups
Create customer groups – Click on customer groups
Click on Add button to create a new customer group
Edit customer groups
To view the customer group details
ii) Customers
To view all the customers, go to Financials, Acounts Receivables, Customers
Creating a new customer - Click on New Customer Button
Fill the form and submit
To View a specific customer, click on the customers table to open any particular customer
Editing customer details - On customers table, click on the row with the customer you want to edit. Once opened, click on edit customer button
Adding Customer Banks - Click on the ADD button on customer bank details table
Fill the form and submit
Editing Customer bank Click on the edit button on customer bank details table
Adding Customer contacts - Click on the ADD button on customer contacts table
Editing Customer contacts -Click on the edit button on customer contacts table
iii) Customer Invoices
To view all the customer invoices, go to Finacials, Accounts receivable, Customer Invoices
Creating a new Invoice - Click on New Invoice button
Fill the form and submit
Editing the Invoice – Click edit button on the row that has the invoice you want to edit
Click on the row to view the invoice details To add items to the invoice, click on the Add Item button
Mark the invoice as Ready to Post then batch it.
To Print AR Customer Invoice, click on Print Invoice
iv) Customer Credit notes
To view all the customer credit notes, go to Finacials, Accounts receivable, Customer Credit notes
Creating a new credit note - To create a credit note, click on ADD on the credit notes table
Editing the credit note – Click edit button on the row that has the credit note you want to edit
Click on the row to view the credit note details
To add invoices to the credit note, click on the ADD button on the invoices table
Open the invoice to add items
Click on ADD button to add items
After adding the items, Mark the credit note as Ready to Post
Batching AR Credit note - click on AR Batches
Creating AR Credit note batch
On batch type select Invoice Credit notes, fill the form then click submit
To add entries to the batch, click on the Add button on the batch entries table
Mark the batch as ready to post then click on Post Batch button to post the batch
v) AR Receipts
View Customer receipts – Click on Receipts
New Receipt –Click on ADD button on the receipts table
Edit Receipt - Click on EDIT button on the row with the receipt you want to edit
View Receipt details - Click on the row to view the receipt details
Add Customer Invoices – Click on ADD button
To Print AR Receipt, click on Print Receipt
Mark the Receipt as Ready to post
Create an AR batch of type Receipts
Add the Receipt on to the batch, mark the batch as Ready to Post the Post Batch
REPORTS
AIMS reports have been designed to be robust in data presentation. Reports are generated by a click on the report link. The reports are created and stored in the system as enquiry files, which are executed each time the link is clicked which in turn query the latest information form the system.
Reports Link
The screen below displays Aims reports links and the steps to running a report in the system.
Use the steps below to open a report in Aims:
1. Access Report link from the side menu.
2. Select a reports category, either General Business or Financials.
3. Select a reports business category
4. Select a reports frequency
5. Click a report link to open the report
Parameter Based Report
This types of Aims report will prompt user to input search parameters for the report. These parameters vary from input such as Date, Month, Year, Branch and Product-code etc. The screen below will be displayed:
Input the required parameters and press the run button to execute the report.
BANKING
I. Contents
You access banking module through:
Financials - Banking
II. Banking Parameters
They are divided into two parts
1.Physical bank parameters which include
a. Banks
Accessed through Financials-Banking-Banks
It includes Bank code which is generated automatically symbolizing unique code for identifying the Bank, And Bank Name which is the physical name of the bank.
Adding A Bank
Click Add On the right of table and a modal will popup, enter you physical bank name and submit. After submitting a new record will be displayed as below, with you bank name added and bank code.
Editing Bank
To edit a bank you just added, identify the column with the bank you want to edit and click the edit pencil like icon on the right hand side,
Once Clicked A modal will pop up with bank name and bank code, change the bank name and submit, the bank will be change and the record containing the changed bank will appear at the bottom.
b. Bank branches
After adding a bank, next thing is adding the physical branches of that bank, to go a branch screen, identify a bank you want to add branches e.g
Then click anywhere within that bank record row and it will redirect you to the bank branches screen.
On the branch screen it will show you, details of that bank, like, bank code and bank name. Below you will have the table containing the bank code of the bank you selected, bank name, branch code of the branch you will be adding, and branch name.
Adding Branch
Click on the Add on the right side of the table below
A popup will show with bank name as read only and branch name field to add the branch, type your branch name for the bank and submit. After submitting a record of the bank branch, you just added will show up below the table.
Edit Branch
To edit the branch, you just added you to identify the record you added and click the edit pencil like icon to edit that record.
Once a clicked a popup will show displaying a bank name field, a branch code field and a branch name field, change only the branch name and submit, and changes you made will be displayed below the table.
C. Account group and Allowed transactions Parameter
After adding physical banks and branch parameters, next up is to add account groups and allowed transaction for each account group.
Account groups
To add account groups, follow:
And click the account groups and it will redirect you to account group screen
In the account groups it will show you Group code and Description of that account group. Below the table, group code being generated automatically and description is being added manual.
Adding account group
Click the Add button at the right end of the table,
A popup will show up, with a description field name to be added, Then enter your description for the account group e.g,Cash, Cheque etc. the submit, and the record added will appear on the table.
Edit Account Group.
To edit account group you just added, identify the record then head on the far right of that record, you will find an edit, pencil like icon, click that:
After you click a modal will show up, with group code as read only and description you added, change the description and after changing it submit, the changed description of the account will appear at the bottom with the changed name.
D. Allowed transactions
Allow transactions describes the type of the transaction allowed to be used on a specific, Account group.
Getting to Allowed Transaction screen
While on the Account group screen, identify the group you added that you want to add allowed transaction on is, click on that record and will redirect to the allowed transaction screen.
Then it will redirect to
Once on that screen, at the top, there is a account group code display, and group description, then below there is a table with group code, group description, pay mode code and description.
Adding allowed transaction
Click add button on the right of the screen
A modal will popup showing it will show you the group code we just added on the previous screen, and select box containing a set payments mode, select the pay mode you want then submit, Added record will be display at the bottom.
Edit Allowed transaction, to edit allowed transaction, identify the record then head on the far right of that record, you will find an edit, pencil like icon, click that:
A pop will show with the details that you want to edit, change the details you need and submit, the changed information will show up below, the table after successfully submission.
iii. Bank Accounts
Banks accounts are the logical Banking module parameter where we will be adding the logical bank accounts for banking.
To access bank accounts, go through Financials-Banking-Bank accounts.
Once you click the bank accounts it redirects you to the bank accounts screen.
The screen contains all the created logical bank accounts, it starts with general ledger account code, which represents the general ledger account, bank code for the bank, description, physical bank name, bank code, branch code, account number, account name for the bank, account status, group code, date created and dated updated.
Adding logical account
To add logical account, click add button at the right top corner
Once you click a popup will show, with all the fields to be added,
Fill each and every field, once done filling the details of the form, click the save button, the logical account name will be created, upon successfully created it will be displayed at the table of the screen showing all the filled details.
Editing Bank account
To edit an account, identify the account you want to make the edit change, they move to the right of that record, you will find edit pencil like icon, click it,
Once clicked a pop will show with information you need to change, make the change and click save and the changed information will be saved successfully, once saved, the information can be seen below the table.
iv. Bank Transactions
bank transaction is where we record all the banking module transactions, including bank transfer, bank charges, bank batches and bank reconciliation.
To access bank transactions menu, go to Financials – Banking – Bank Transactions, once the menu is click, it will take you to all the logical banks account created,
Where you are there, choose and click the bank you need to make transactions with, eg.
Once click it will redirect wo another screen, where it will show you all the transactions both, made from that bank and the ones coming from general ledger for that bank.
At the top you will see the general information, that bank, the on the left two buttons, one to add bank transaction second to go bank reconcilliation.
Adding bank transaction
Click the top right button named Bank transaction
Once clicked a popup will show, with four fields,
Select transaction Type, either Bank transfer or Bank charges, select office code, depending on the transaction type selected, DR/CR will be auto selected, proceed to selecting transaction date, the currency and currency rate will be auto populated, then type the description for that transaction, then once done confirm then, submit.
Once submitted it will take you to transaction entry screen,
While on the entry screen, it will show you the details you just added, with the transaction number, at the top.
Adding entry
To add entry, click on add button at the right of the table,
Once clicked, a popup will show with a form to fill entry fields, depending on the transaction type, the form fields differ.
Fill the form, once done, Confirm then submit, depending on the transaction type, if it is bank transfer, it will take you to another screen to add the end details, if it’s a bank charges, the entry details will be added automatically. But can still view the entry details by clicking the added entry.
When you click, it will take you to details screen,
It will show the details of the entry added, then below there is a table where the entry details will be displayed once added,
Adding entry details: (NOTE, this only applies to bank transfer transactions)
To add entry details, click on the add, at the table on the right corner,
Then a popup will show up, with a form to add entry details
Most fields are auto field only the amount and description are required to be field, again you cannot exceed the amount added while creating entry, once done filling, confirm and submit, to save. And the details saved successfully will be display at the bottom.
v. Bank batches
Bank batches, is where we batch all the transactions done on the banks transaction, we batch them as a sing transaction and post them to general ledger.
To go to ban batches Menu, go through, Financials – Banking – Bank batches. Click the menu and it will redirects you to batches screen where it will show all the batches that are created.
At this screen we three buttons, Create batch to create a batch, refresh button for page reload, advanced filter, to filter specific batch, based on status or date.
e.g. Advanced filter
Then after the filter at the bottom we a table showing all the batches created both posted, ready to post and open.
Adding a batch
To add a batch, click on the create batch button,
Then a popup form with field will show up,
First is the batch type, we can only select either bank transfer of bank charges, the period year of the batch, then month, the title, the expected batch amount, then description of that batch, once done confirm and submit the form.
Once submitted it will take you to the batch entry screen to add entry for that batch
On the entry screen at the top will be the information of the batch you created, on the right, there are four buttons, Cancel batch to delete batch created, mark batch as ready to post, to mark the batch for posting if everything is ready, post batch, once mark as ready to post it can be posted to general ledger, the reverser batch to reverse the posted batch.
Adding batch entry.
To add batch, click on the add but at the bottom of the table,
Once clicked a modal will popup showing a form to add the entry of the batch,
First selected bank account that you want to transaction with, the selected the transaction number for either bank transfer or charges, then currency, currency rate, office code and date will be automatically field, the add description for the entry, once done confirm the submit, once submitted, entry will and entry details will add successfully and redirect you to entry details screen for review,
On the entry Details, it’s just for review nothing else.
You can as many entries as possible, once done, go back to entry screen.
Marking Batch as Ready to Post and Posting.
To post batch to general ledger, first mark it as a ready to post, by clicking the mark as ready to post button
If it’s all ok, it will successfully mark it as ready to post.
Once, done, you can post the batch by clicking the post batch button to post it to general ledger.
Once posted, all good the transaction will flow to general ledger.
vi. Bank reconciliation.
For bank reconciliation, includes reconciling where we have on the bank statement with what is in system.
To got to bank reconciliation screen menu go through Financials – Banking – Bank transaction menu, click the menu, once clicked, it will take you to bank accounts listing, when there, select the bank that you need to do reconciliation with,
Click that bank transaction record, and it will redirect to, bank transaction screen
Once on the bank transactions screen, at the top right, there is a button named, bank reconciliation, click the button and will redirects you to bank reconciliation screen.
Bank reconciliation screen,
When on the bank reconciliation screen, at the top, there a basic information for that bank you are doing reconciliation including,
Then on the left, there is reconciliation report as for the specified period,
1. Current Period of the reconciliation
2. Opening balance for the reconciliation for the current period, which include year and month
3. Total reconciled, which includes total of all reconciled transactions 4. Closing balance which is the difference between the opening balance and total reconciled 5. Total unreconciled which include total of all unreconciled transactions 6. The we have general ledger balance,
On the right top corner we have three buttons,
1. Marking transactions to reconcile
To mark transaction to reconcile click on the button Mark to reconcile, once clicked, a popup will with all the unreconciled transactions
