Difference between revisions of "Financials"

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'''A) ACCOUNTS PAYABLES'''
 
'''A) ACCOUNTS PAYABLES'''
 
  '''Contents'''
 
  '''Contents'''
 +
  
 
[[File:1.png|600px|thumb|center|New Policy Button]]
 
[[File:1.png|600px|thumb|center|New Policy Button]]
 +
  
 
a) '''AP Parameters'''
 
a) '''AP Parameters'''
Line 58: Line 60:
 
Fill the form and click save to submit
 
Fill the form and click save to submit
 
[[File:20.png|600px|thumb|center|New Policy Button]]
 
[[File:20.png|600px|thumb|center|New Policy Button]]
 +
 +
__NOTOC__
 +
  
 
===v)Vendor Group===
 
===v)Vendor Group===
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'''Step 3: Tax group setup'''
 
'''Step 3: Tax group setup'''
 +
 
To Set up AP Tax groups, Click on Tax Groups
 
To Set up AP Tax groups, Click on Tax Groups
  
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Editing the tax group
 
Editing the tax group
 +
[[File:Q61.png|600px|thumb|center|New Policy Button]]
 +
 +
View tax group details
 +
[[File:Q62.png|600px|thumb|center|New Policy Button]]
 +
 +
Add tax types to tax group – Click on ADD button
 +
[[File:Q63.png|600px|thumb|center|New Policy Button]]
 +
[[File:Q64.png|600px|thumb|center|New Policy Button]]
 +
 +
  • Customer groups
 +
 +
Create customer groups – Click on customer groups
 +
[[File:Q65.png|600px|thumb|center|New Policy Button]]
 +
 +
Click on Add button to create a new customer group
 +
[[File:Q66.png|600px|thumb|center|New Policy Button]]
 +
Edit customer groups
 +
[[File:Q67.png|600px|thumb|center|New Policy Button]]
 +
To view the customer group details
 +
[[File:Q68.png|600px|thumb|center|New Policy Button]]
 +
 +
===ii) Customers===
 +
To view all the customers, go to Financials, Acounts Receivables, Customers
 +
[[File:Q69.png|600px|thumb|center|New Policy Button]]
 +
 +
Creating a new customer - Click on New Customer Button
 +
[[File:Q70.png|600px|thumb|center|New Policy Button]]
 +
 +
Fill the form and submit
 +
 +
To View a specific customer, click on the customers table to open any particular customer
 +
[[File:Q71.png|600px|thumb|center|New Policy Button]]
 +
 +
Editing customer details - On customers table, click on the row with the customer you want to edit. Once opened, click on edit customer button
 +
[[File:Q72.png|600px|thumb|center|New Policy Button]]
 +
 +
Adding Customer Banks - Click on the ADD button on customer bank details table
 +
[[File:Q73.png|600px|thumb|center|New Policy Button]]
 +
 +
Fill the form and submit
 +
 +
Editing Customer bank
 +
Click on the edit button on customer bank details table
 +
[[File:Q74.png|600px|thumb|center|New Policy Button]]
 +
 +
Adding Customer contacts - Click on the ADD button on customer contacts table
 +
[[File:Q75.png|600px|thumb|center|New Policy Button]]
 +
 +
Editing Customer contacts -Click on the edit button on customer contacts table
 +
[[File:Q77.png|600px|thumb|center|New Policy Button]]
 +
 +
===iii) Customer Invoices===
 +
To view all the customer invoices, go to Finacials, Accounts receivable, Customer Invoices
 +
[[File:Q78.png|600px|thumb|center|New Policy Button]]
 +
 +
Creating a new Invoice - Click on New Invoice button
 +
[[File:Q79.png|600px|thumb|center|New Policy Button]]
 +
Fill the form and submit
 +
 +
 +
Editing the Invoice – Click edit button on the row that has the invoice you want to edit
 +
[[File:Q80.png|600px|thumb|center|New Policy Button]]
 +
 +
Click on the row to view the invoice details
 +
To add items to the invoice, click on the Add Item button
 +
[[File:Q81.png|600px|thumb|center|New Policy Button]]
 +
[[File:Q82.png|600px|thumb|center|New Policy Button]]
 +
 +
Mark the invoice as Ready to Post then batch it.
 +
 +
To Print AR Customer Invoice, click on Print Invoice
 +
[[File:Q83.png|600px|thumb|center|New Policy Button]]
 +
 +
===iv) Customer Credit notes===
 +
To view all the customer credit notes, go to Finacials, Accounts receivable, Customer Credit notes
 +
[[File:Q84.png|600px|thumb|center|New Policy Button]]
 +
 +
Creating a new credit note - To create a credit note, click on ADD on the credit notes table
 +
[[File:Q85.png|600px|thumb|center|New Policy Button]]
 +
 +
Editing the credit note – Click edit button on the row that has the credit note you want to edit
 +
[[File:Q86.png|600px|thumb|center|New Policy Button]]
 +
 +
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
 +
[[File:Q87.png|600px|thumb|center|New Policy Button]]
 +
 +
Open the invoice to add items
 +
[[File:Q88.png|600px|thumb|center|New Policy Button]]
 +
 +
Click on ADD button to add items
 +
[[File:Q89.png|600px|thumb|center|New Policy Button]]
 +
[[File:Q90.png|600px|thumb|center|New Policy Button]]
 +
 +
After adding the items, Mark the credit note as Ready to Post
 +
[[File:Q91.png|600px|thumb|center|New Policy Button]]
 +
 +
Batching AR Credit note - click on AR Batches
 +
[[File:Q92.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
Creating AR Credit note batch
 +
[[File:Q93.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
On batch type select Invoice Credit notes, fill the form then click submit
 +
[[File:Q94.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
To add entries to the batch, click on the Add button on the batch entries table
 +
[[File:Q95.png|600px|thumb|center|New Policy Button]]
 +
 +
Mark the batch as ready to post then click on Post Batch button to post the batch
 +
[[File:Q96.png|600px|thumb|center|New Policy Button]]
 +
 +
===v) AR Receipts===
 +
View Customer receipts – Click on Receipts
 +
[[File:Q97.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
New Receipt –Click on ADD button on the receipts table
 +
[[File:Q98.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
Edit Receipt - Click on EDIT button on the row with the receipt you want to edit
 +
[[File:Q99.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
View Receipt details - Click on the row to view the receipt details
 +
[[File:Q100.png|600px|thumb|center|New Policy Button]]
 +
 +
Add Customer Invoices – Click on ADD button
 +
[[File:R1.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
To Print AR Receipt, click on Print Receipt
 +
[[File:R2.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
Mark the Receipt as Ready to post
 +
[[File:R3.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
Create an AR batch of type Receipts
 +
 +
Add the Receipt on to the batch, mark the batch as Ready to Post the Post Batch
 +
 +
 +
 +
 +
===<b>REPORTS</b>===
 +
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.
 +
 +
    <b>Reports Link</b>
 +
The screen below displays Aims reports links and the steps to running a report in the system.
 +
[[File:Aim1.jpg|600px|thumb|center|New Policy Button]]
 +
 +
Use the steps below to open a report in Aims:
 +
 +
1. Access Report link from the side menu.
 +
 +
2. Select a reports category, either <b>General Business</b> or <b>Financials</b>.
 +
 +
3. Select a reports business category
 +
 +
4. Select a reports frequency
 +
 +
5. Click a report link to open the report
 +
 +
 +
    <b>Parameter Based Report</b>
 +
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.
 +
[[File:Aim2.jpg|600px|thumb|center|New Policy Button]]
 +
 +
 +
 +
 +
 +
===='''BANKING'''====
 +
 +
 +
 +
I.  <b>Contents</b>
 +
 +
You access banking module through:
 +
 +
Financials - Banking
 +
[[File:V10.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
II. <b>Banking Parameters</b>
 +
 +
They are divided into two parts
 +
 +
1.Physical bank parameters which include
 +
 +
a. Banks
 +
Accessed through Financials-Banking-Banks
 +
[[File:E1.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
<b>Adding A Bank</b>
 +
 +
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.
 +
[[File:E2.png|600px|thumb|center|New Policy Button]]
 +
 +
<b>Editing Bank</b>
 +
 +
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,
 +
[[File:E3.png|600px|thumb|center|New Policy Button]]
 +
 +
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
 +
[[File:E4.png|600px|thumb|center|New Policy Button]]
 +
 +
Then click anywhere within that bank record row and it will redirect you to the bank branches screen.
 +
[[File:E5.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
<b>Adding Branch</b>
 +
 +
Click on the Add on the right side of the table below
 +
[[File:E6.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
<b>Edit Branch</b>
 +
 +
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.
 +
[[File:E7.png|600px|thumb|center|New Policy Button]]
 +
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.
 +
 +
<b>Account groups</b>
 +
 +
To add account groups, follow:
 +
[[File:E8.png|600px|thumb|center|New Policy Button]]
 +
 +
And click the account groups and it will redirect you to account group screen
 +
[[File:E9.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
<b>Adding account group</b>
 +
 +
Click the Add button at the right end of the table,
 +
[[File:E10.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
<b>Edit Account Group.</b>
 +
 +
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:
 +
[[File:E11.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
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.
 +
 +
<b>Getting to Allowed Transaction screen</b>
 +
 +
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.
 +
[[File:E12.png|600px|thumb|center|New Policy Button]]
 +
 +
Then it will redirect to
 +
[[File:E13.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
<b>Adding allowed transaction</b>
 +
 +
Click add button on the right of the screen
 +
[[File:E14.png|600px|thumb|center|New Policy Button]]
 +
 +
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:
 +
[[File:E15.png|600px|thumb|center|New Policy Button]]
 +
 +
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. <b>Bank Accounts</b>
 +
 +
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.
 +
[[File:E16.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
 +
<b>Adding logical account</b>
 +
 +
To add logical account, click add button at the right top corner
 +
 +
[[File:E17.png|600px|thumb|center|New Policy Button]]
 +
 +
Once you click a popup will show, with all the fields to be added,
 +
 +
[[File:E18.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
 +
<b>Editing Bank account</b>
 +
 +
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,
 +
[[File:E19.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
 +
 +
 +
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iv. <b>Bank Transactions</b>
 +
 +
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,
 +
[[File:E20.png|600px|thumb|center|New Policy Button]]
 +
 +
Where you are there, choose and click the bank you need to make transactions with, eg.
 +
[[File:E21.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
[[File:E22.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
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.
 +
 +
 +
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<b>Adding bank transaction</b>
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Click the top right button named <b>Bank transaction</b>
 +
[[File:E23.png|600px|thumb|center|New Policy Button]]
 +
 +
Once clicked a popup will show, with four fields,
 +
[[File:E24.png|600px|thumb|center|New Policy Button]]
 +
 +
Select transaction Type, either <b>Bank transfer</b> or <b>Bank charges</b>, 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,
 +
[[File:E25.png|600px|thumb|center|New Policy Button]]
 +
 +
While on the entry screen, it will show you the details you just added, with the transaction number, at the top.
 +
 +
<b>Adding entry</b>
 +
 +
To add entry, click on add button at the right of the table,
 +
[[File:E26.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
[[File:E27.png|600px|thumb|center|New Policy Button]]
 +
 +
When you click, it will take you to details screen,
 +
[[File:E28.png|600px|thumb|center|New Policy Button]]
 +
 +
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,
 +
[[File:E29.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
Then a popup will show up, with a form to add entry details
 +
[[File:E30.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
[[File:E31.png|600px|thumb|center|New Policy Button]]
 +
 +
v. <b>Bank batches</b>
 +
 +
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.
 +
[[File:E32.png|600px|thumb|center|New Policy Button]]
 +
 +
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
 +
[[File:E33.png|600px|thumb|center|New Policy Button]]
 +
 +
Then after the filter at the bottom we a table showing all the batches created both posted, ready to post and open.
 +
 +
 +
 +
<b>Adding a batch</b>
 +
 +
To add a batch, click on the create batch button,
 +
[[File:E34.png|600px|thumb|center|New Policy Button]]
 +
 +
Then a popup form with field will show up,
 +
[[File:E35.png|600px|thumb|center|New Policy Button]]
 +
 +
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
 +
[[File:E36.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
 +
 +
<b>Adding batch entry</b>.
 +
 +
To add batch, click on the add but at the bottom of the table,
 +
[[File:E37.png|600px|thumb|center|New Policy Button]]
 +
 +
Once clicked a modal will popup showing a form to add the entry of the batch,
 +
[[File:E38.png|600px|thumb|center|New Policy Button]]
 +
 +
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,
 +
[[File:E39.png|600px|thumb|center|New Policy Button]]
 +
[[File:E40.png|600px|thumb|center|New Policy Button]]
 +
 +
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.
 +
[[File:E41.png|600px|thumb|center|New Policy Button]]
 +
 +
<b>Marking Batch as Ready to Post and Posting</b>.
 +
 +
To post batch to general ledger, first mark it as a ready to post, by clicking the mark as ready to post button
 +
[[File:E42.png|600px|thumb|center|New Policy 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.
 +
[[File:E43.png|600px|thumb|center|New Policy Button]]
 +
 +
Once posted, all good the transaction will flow to general ledger.
 +
 +
 +
 +
 +
 +
 +
 +
vi. <b>Bank reconciliation</b>.
 +
 +
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 <b>Financials – Banking – Bank transaction</b> 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,
 +
[[File:E44.png|600px|thumb|center|New Policy Button]]
 +
 +
Click that bank transaction record, and it will redirect to, bank transaction screen
 +
[[File:E45.png|600px|thumb|center|New Policy Button]]
 +
[[File:E46.png|600px|thumb|center|New Policy Button]]
 +
 +
 +
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.
 +
[[File:E47.png|600px|thumb|center|New Policy Button]]
 +
 +
Bank reconciliation screen,
 +
[[File:E48.png|600px|thumb|center|New Policy Button]]
 +
 +
When on the bank reconciliation screen, at the top, there a basic information for that bank you are doing reconciliation including,
 +
[[File:E49.png|600px|thumb|center|New Policy Button]]
 +
 +
Then on the left, there is reconciliation report as for the specified period,
 +
 +
    1. Current Period of the reconciliation
 +
[[File:E50.png|600px|thumb|center|New Policy Button]]
 +
    2. Opening balance for the reconciliation for the current period, which include year and month
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[[File:E51.png|600px|thumb|center|New Policy Button]]
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    3. Total reconciled, which includes total of all reconciled transactions
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    4. Closing balance which is the difference between the opening balance and total reconciled
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    5. Total unreconciled which include total of all unreconciled transactions
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    6. The we have general ledger balance,
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On the right top corner we have three buttons,
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1. <b>Marking transactions to reconcile</b>
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To mark transaction to reconcile click on the button Mark to reconcile, once clicked, a popup will with all the unreconciled transactions
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To mark a transaction you want to reconcile, tick on small bax, for all transaction you need,
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[[File:E53.png|600px|thumb|center|New Policy Button]]
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Once done marking all the transaction you need to reconcile, click the submit button at the bottom of the pop up, then the transactions will reconcile, once reconciled success fully, they will be display at the bottom with reconciled as yes.
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[[File:E56.png|600px|thumb|center|New Policy Button]]
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Once done reconciling all the items, the next thing to do if, checking if you any transactions that are in the bank but not in the system.
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2.      <b>Adding bank transactions</b>
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For those transaction that are in the bank but not in the system, you can record them in system by clicking the button bank transaction,
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[[File:E57.png|600px|thumb|center|New Policy Button]]
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Once clicked a pop form will show up to record the transaction,
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Once done, filling the form, click submit to save the transactions, if saved successfully you see transaction below table of bank transaction tab
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3. <b>Close reconciliation</b>
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after confirming everything is done correctly you can now, close reconciliation, for that period.
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To close reconciliation, click the close reconciliation button at top of the screen
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When clicked, a confirmation popup will  show, if everything is ok, confirm and close the reconciliation successful
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[[File:Aims6.png|600px|thumb|center|New Policy]]
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Once done all the steps, and reconciliation closes, the period will jump to the next one, with closing balance as opening balance, and all the unreconciled transaction will also appear on the next period as long as they are of the same bank.
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<b>Banking reports</b>
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Banking report menu is found at
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<b>Reports – Financials – Banking reports</b>
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[[File:E62.png|600px|thumb|center|New Policy]]
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When you click the menu we have
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[[File:E63.png|600px|thumb|center|New PoliCY]]
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Click on the report banking to view all the reports
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[[File:E64.png|600px|thumb|center|New PoliCY]]
 +
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    1. Reconciliation report, this include when the reconciliation is done  closed successfully
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[[File:E65.png|600px|thumb|center|New PoliCY]]
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First select the bank you to run the report with, the reconciliation and month, the run, when successfully it will show you the report.
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[[File:E66.png|600px|thumb|center|New Policy]]
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[[File:E67.png|600px|thumb|center|New Policy]]
 +
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    2. Unreconciled transactions
 +
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Unreconciled reports include all the transactions that are yet to be reconciled including those in banks, but not in the system, to run the report, click on the Unreconciled transactions  on the report list, then choose the bank account and month and year of transaction
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[[File:E68.png|600px|thumb|center|New Policy]]         
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Then run the report
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 +
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    3. reconciled transactions
 +
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Unreconciled transactions are the transactions have been reconciled but the reconciliation is yet to closed, this type of report can also be an interim reconciliation report.
 +
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To run the report, click on the reconciled transactions
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[[File:E69.png|600px|thumb|center|New Policy]]         
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Then fill the popup with the bank code, reconciled year and month and then, run the report

Latest revision as of 12:07, 1 October 2024

A) ACCOUNTS PAYABLES 

Contents


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a) AP Parameters

Go to Financials-> Accounts Payable -> AP Parameters

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Under AP Parameters, the contents are:

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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

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Fill the form and click Save

To edit, click on the edit button, fill the form and click update

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ii)Entities

To Set up the Entities, click on Entities Then Click on add button

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Fill the form and click Save

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iii)Statuses

To Set up the Statuses, click on Statuses Then Click on add button on the table with statuses

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Fill the form and click click save to submit

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To edit a status description, click on the edit button

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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.

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Fill the form and click save to submit

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v)Vendor Group

Click on Vendor groups menu On the table, click on the ADD button

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To edit vendor group, click on the edit button, fill the form and click on the update button to complete the edit

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Taxes

Hover the mouse over tax

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Step 1:Tax types set up

Click on Tax types To add a tax type, click on ADD button

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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

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Click Add button to add a tax type account for different transaction type

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Click Finish button to complete the set up

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Step 2:Taxes group set up

Click on Tax Setup Then click on Add button

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Fill the form then submit

Step 3: Tax group setup

To Set up AP Tax groups, Click on Tax Groups

Click on Add button

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Editing the tax group

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To add tax types to the tax group, click on

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Add tax types to tax group – Click on ADD button

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To remove a tax type from tax group, click on

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To edit

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b)Vendors

To create a new vendor, go to Financials, Acounts Payables the click on Vendors

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Then click on Add Vendor button

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Fill the vendor form then click NEXT To view Vendor details, click anywhere within the row on the vendors table

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To view vendor details, click on the Edit Vendor button

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To edit the bank details, click on the Edit Vendor button

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To add vendor vendor banks, click ADD button on the banks table

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To edit the bank details, click on the edit button

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To add vendor contact people, click ADD button on the contacts table

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To edit vendor contacts, click Edit button

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b)Vendor Invoices

To view all vendor invoices, go to Financials, Acounts Payables then click on Vendor Invoices

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To book an invoice, click on New Invoice

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After booking the invoice, open the invoice then add items. To add an item, click Add Item button

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To edit the invoice item, click on the edit button

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To delete the invoice item, from the invoice click the delete button

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To view the details of the invoice item, click the view button

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After adding the items on to the invoice, the next step is to mark the invoice ready to post then batch the invoice.

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Create a batch

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On select batch type drop down, select Invoice. Fill the other details on the form and click submit to create the batch

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After creating the batch, add the entries to the batch i.e add the invoice to the batch

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Mark the batch Ready To Post then Post the batch

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d)Vendor Credit Notes

To view all vendor credit notes, go to Financials, Acounts Payables then click on Vendor Creditnotes

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To book a credit note, click on ADD on the creditnotes table

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Fill the form then click SUBMIT

After creating the credit note, add invoices to the credit note

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After adding the items, mark the credit note as ready to post

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To batch the credit note, click on AP Batches

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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

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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

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To create a payment, click on ADD on the payments table

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To edit a payment

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Click on a specific row on the payments table to view payment details

After creating the payment header, add invoices

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Fill the form and submit

Click on the edit button to edit an invoice on a payment header.

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To remove an invoice from the payment header, click on the delete button

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After adding the invoices to a payment header, mark the payment as ready to post

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To batch the payment header, click on AP Batches

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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

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Fill the form and submit

Mark the batch ready to post then post it.

To print AP Payment voucher

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B) ACCOUNTS RECEIVABLES

Contents
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i) AR Parameters

Go to Financials-> Accounts Receivables -> AR Parameters

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 • AR Tax groups

To Set up AR Tax groups, Click on Tax Groups

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Click Add Button

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Fill in the description and click Add to save the tax group

Editing the tax group

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View tax group details

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Add tax types to tax group – Click on ADD button

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  • Customer groups

Create customer groups – Click on customer groups

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Click on Add button to create a new customer group

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Edit customer groups

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To view the customer group details

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ii) Customers

To view all the customers, go to Financials, Acounts Receivables, Customers

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Creating a new customer - Click on New Customer Button

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Fill the form and submit

To View a specific customer, click on the customers table to open any particular customer

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Editing customer details - On customers table, click on the row with the customer you want to edit. Once opened, click on edit customer button

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Adding Customer Banks - Click on the ADD button on customer bank details table

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Fill the form and submit

Editing Customer bank Click on the edit button on customer bank details table

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Adding Customer contacts - Click on the ADD button on customer contacts table

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Editing Customer contacts -Click on the edit button on customer contacts table

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iii) Customer Invoices

To view all the customer invoices, go to Finacials, Accounts receivable, Customer Invoices

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Creating a new Invoice - Click on New Invoice button

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Fill the form and submit


Editing the Invoice – Click edit button on the row that has the invoice you want to edit

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Click on the row to view the invoice details To add items to the invoice, click on the Add Item button

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Mark the invoice as Ready to Post then batch it.

To Print AR Customer Invoice, click on Print Invoice

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iv) Customer Credit notes

To view all the customer credit notes, go to Finacials, Accounts receivable, Customer Credit notes

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Creating a new credit note - To create a credit note, click on ADD on the credit notes table

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Editing the credit note – Click edit button on the row that has the credit note you want to edit

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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

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Open the invoice to add items

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Click on ADD button to add items

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After adding the items, Mark the credit note as Ready to Post

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Batching AR Credit note - click on AR Batches

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Creating AR Credit note batch

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On batch type select Invoice Credit notes, fill the form then click submit

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To add entries to the batch, click on the Add button on the batch entries table

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Mark the batch as ready to post then click on Post Batch button to post the batch

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v) AR Receipts

View Customer receipts – Click on Receipts

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New Receipt –Click on ADD button on the receipts table

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Edit Receipt - Click on EDIT button on the row with the receipt you want to edit

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View Receipt details - Click on the row to view the receipt details

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Add Customer Invoices – Click on ADD button

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To Print AR Receipt, click on Print Receipt

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Mark the Receipt as Ready to post

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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.

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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.

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BANKING

I. Contents

You access banking module through:

Financials - Banking

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II. Banking Parameters

They are divided into two parts

1.Physical bank parameters which include 

a. Banks

Accessed through Financials-Banking-Banks

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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.

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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,

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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

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Then click anywhere within that bank record row and it will redirect you to the bank branches screen.

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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

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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.

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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:

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And click the account groups and it will redirect you to account group screen

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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,

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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:

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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.

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Then it will redirect to

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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

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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:

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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.

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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

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Once you click a popup will show, with all the fields to be added,

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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,

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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,

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Where you are there, choose and click the bank you need to make transactions with, eg.

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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.

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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

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Once clicked a popup will show, with four fields,

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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,

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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,

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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.

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When you click, it will take you to details screen,

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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,
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Then a popup will show up, with a form to add entry details

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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.

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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.

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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

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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,

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Then a popup form with field will show up,

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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

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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,

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Once clicked a modal will popup showing a form to add the entry of the batch,

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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,

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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.

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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

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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.

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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,

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Click that bank transaction record, and it will redirect to, bank transaction screen

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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.

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Bank reconciliation screen,

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When on the bank reconciliation screen, at the top, there a basic information for that bank you are doing reconciliation including,

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Then on the left, there is reconciliation report as for the specified period, 

   1.	Current Period of the reconciliation
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   2.	Opening balance for the reconciliation for the current period, which include year and month
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   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

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To mark a transaction you want to reconcile, tick on small bax, for all transaction you need,

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Once done marking all the transaction you need to reconcile, click the submit button at the bottom of the pop up, then the transactions will reconcile, once reconciled success fully, they will be display at the bottom with reconciled as yes.

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Once done reconciling all the items, the next thing to do if, checking if you any transactions that are in the bank but not in the system.

2. Adding bank transactions For those transaction that are in the bank but not in the system, you can record them in system by clicking the button bank transaction,

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Once clicked a pop form will show up to record the transaction,

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Once done, filling the form, click submit to save the transactions, if saved successfully you see transaction below table of bank transaction tab

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3. Close reconciliation

after confirming everything is done correctly you can now, close reconciliation, for that period.

To close reconciliation, click the close reconciliation button at top of the screen

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When clicked, a confirmation popup will show, if everything is ok, confirm and close the reconciliation successful

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Once done all the steps, and reconciliation closes, the period will jump to the next one, with closing balance as opening balance, and all the unreconciled transaction will also appear on the next period as long as they are of the same bank.





Banking reports 

Banking report menu is found at

Reports – Financials – Banking reports

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When you click the menu we have

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Click on the report banking to view all the reports

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   1.	Reconciliation report, this include when the reconciliation is done  closed successfully
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First select the bank you to run the report with, the reconciliation and month, the run, when successfully it will show you the report.

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   2.	Unreconciled transactions

Unreconciled reports include all the transactions that are yet to be reconciled including those in banks, but not in the system, to run the report, click on the Unreconciled transactions on the report list, then choose the bank account and month and year of transaction

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Then run the report 



   3.	reconciled transactions

Unreconciled transactions are the transactions have been reconciled but the reconciliation is yet to closed, this type of report can also be an interim reconciliation report.

To run the report, click on the reconciled transactions

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Then fill the popup with the bank code, reconciled year and month and then, run the report

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