Financial Accounting System (A System for Training) User Manual
Contents
1. ps Trial Balance Single A C Ledger AJCs Pine uM Save All Margins in Restore Default Margins eik Balance Bank MN inches riis Sheet i i Balances Load C Click here to clear the Report Institute of Charterd Accountants of Sri Lanka Notes for the Financial Statements 30 Apr 12 Note 01 Fixed Assets Buildings 1 000 000 00 Total 1 000 000 00 Note 02 Debtors Debtors 200 000 00 Total 200 000 00 Note 04 Creditors Creditors 100 000 00 Total 100 000 00 Note numbers refer to the number indicated in he P and L statement and Balance sheet Screen for Bank of Ceylon Statement entries BOC Statement Entry for Bank Reconciliation Paid by BOC 204926 SECURITY DEPOSIT FOR 04 12 2011 1 500 000 00 204926 ADVANCE PAYMENT FOR 04 12 2011 18 000 000 00 be gt a 204927 LEGAL FEES 04 12 2011 540 000 00 _ L i 456789 FOR DEC 2011 04 12 2011 100 000 00 78945 RENT 04 12 2011 200 000 00 CASH CHARGES BY BANK 04 12 2011 5 000 00 Payments Receipts by Bank BOC 2 000 _ n N DEPOSITS 04 12 2011 Receipts Monthly procedure if bank statements come monthly General Ledger Updating General Ledger Updating m Update Ledger 1 Extract Information Journals Start Extract TB Start Payment Transfer TB to Excel Receipts Start Petty Cash Processing to make double entries and extract Trial Balance2. Balance column as in the manual systems or the earlier versions of this package 3 3 After processing user can see the Trial Balance in an Excel worksheet This is built into the system 3 4 Year end and Year beginning processing At the end of the financial year the Trial Balance would give the basic information to make the annual financial statements The database has to be backed up and stored for future references Financial Statements can be obtained monthly too At the beginning of the year all opening balances have to be prepared in a Journal Voucher Before entering this voucher all the old transaction should be erased from the tables Data administrator has to do this Main menu has not been provided for this purpose Theoretically the system can hold the old data if professional standards would permit 4 0 Reports You can print the following Financial information and Statements Trial Balance for any of the month of the current financial year Profit and Loss Statement cumulative Balance sheet for any month Notes that indicate breakup of summarised values shown in the Financial Statements Bow me You can also view and print the following 1 Bank Balances at any current date 2 Cash Books month wise Bank wise Raw data or analyzed A C No wise data 3 Journal Vouchers month wise or all months at once 4 Any single General Ledger Account 5 0 Queries amp Processing Queries are meant for advanced user
3. Computerized Financial Accounting System A System for Trainin C A EJ HSCROOL CHARTER User Manual and Technical information Developed by S Sivaloganathan Lecturer at CA Business School Preface The system is an improvement of a system which was used at NIBM for nearly 8 years This system is now capable of printing the Financial Statements also Further improvements could be made whenever such a request is made by the customers S Sivaloganathan Management and IT Consultant 25 Nov 2012 Financial Accounting System 1 0 Introduction This is the latest version of the Financial Accounting System The first version became available in June 1999 A group of Accountants were present when this was first demonstrated at a seminar on 8th June 1999 at NIBM That first system was a result of the experience of DOS dBase system initiated in 1993 The first version of the DOS dBase system was implemented in the Accounts Dept of National Institute of Business Management and many other private sector manufacturing organizations This latest version is Windows XP based and the database used is MS Access 2003 This system was installed in a few companies 2 0 System Specification The database has been developed using MS Access 2003 unlike the earlier versions that were developed using MS Access 97 The new version has to be almost re written for this purpose and also include more user friendliness Programming language is V
4. Director should do this after a special password SQL Screen for Audit Trail Audit Trail Date ACNo CorrAcno Detail Refer ChequeNo Dr 31 Mar 12 10 100 Op Balances JVi71 0 31 Mar 12 15 200 Op Balances JVi71 1000000 31 Mar 12 21 100 Op Balances JVr71 500000 31 Mar 12 21 200 Op Balances J r 1 400000 31 Mar 12 45 001 Op Balances JVi71 50000 31 Mar 12 22 100 Op Balances JVr71 50000 02 Apr 12 36 117 Books PB1 01 1000 02 Apr 12 21 100 Books PB1 01 0 18 Apr 12 50 100 Sales RB171 0 18 Apr 12 21 100 Sales RB171 50000 21 Apr 12 35 601 Electricity PB1 02 3000 21 Apr 12 21 100 Electricity PB1 02 0 22 Apr 12 36 117 Books PB1 03 5000 22 Apr 12 21 100 Books PB1 03 0 22 Apr 12 36 117 Books PB2 04 7000 22 Apr 12 21 200 Books PB2 04 0 Select FROM GeneralLedger ORDER BY DATE ID Type Your Query Here
5. d CDs and diskettes 8 0 Help System The help system that is given is based on Windows technological framework and Visual Basic Language Help Workshop software has been used to make this It is interesting to note you can leave messages to others in the division using the Annotate You can also obtain help or clarification from me S Sivaloganathan Management and IT Consultant who developed this entire system alone I wish to thank all the Accounting personnel who made suggestions to improve this version Appendix Security Password Required Your Name Director Your Group admin Your s RN Password Main Menu Data Entry Processing On ScreenInfo Reports Help Exit Institute of Charterd Accountants of Sri Lanka CA Qu Financial Accounting System Copyright Sivaloganathan S Lecturer CA Business School Nov 2012 30A Malalasekara Mw Colombo 7 Secondary Database Journal Entries Edit Entry Journal Vouchers Voucher No omi vol Dec 11 Journal Details Cr E 400000 00 0 00 500000 00 0 00 200000 00 0 00 10000 00 0 00 0 00 1110000 00 liia L 3 L 3 ASSETS Click here for Totals Cancel Delete Refresh Update Close Cig Record 1 nnm What you see here is the Data entry screen for Journal Vouchers Y indicates that it has gone to General Ledger Please see the next page where the steps are shown Accou
6. isual Basic 6 0 with SP6 ADO technology has been used to access the data source The system has been designed to work on a Local Area Network with Windows XP operating system 2 1 Transaction Data Storage Tables The data is stored in the following tables contained in the database named AccountingSystem00 mdb PaymentCashBook ReceiptCashBook PettyCashBook Journal Journal Details You may use MS Access 2007 to open the database and view the tables This should be done by only by one person preferably the Accountant himself to handle unforeseen errors or to see data The database is protected by a password 2 3 Main Data Storage Tables The main tables are GeneralLedger Trial Balance AccountNames 2 3 Reference Tables These are a few Months Dates Banks TB temporary storage of last extracted Trial Balance 3 0 Processing Processing means the following 3 1 Month end updating of General Ledger with the transactions from Cash Books and Journals The system now does not simulate the manual system of double entries That is double entry for each payment or Receipt goes to General Ledger In old version only one credit and debit entry for cash account Analyzed subtotals went to respective account codes as in the manual system Note Month end updating can be done weekly or even daily 3 2 Month end extraction of TB This can be taken at any time theoretically once the GL is updated Note GL does not maintain the
7. nting System program How to enter Journal Vouchers 1 Come to Main Menu after security password 2 Click at Data Entry and then choose Journal and then you will see the screen for Journal 3 Last Voucher you typed will be seen in front of you need not be the highest Voucher No 4 You cannot edit the data if a Journal Voucher has already been posted If Y is seen under Posted Begin a New Voucher 5 Click at Add button You will see the blank text box for the new Voucher Number 6 Type the Voucher Number and select the date of voucher from the date picker 7 Don t forget to leave the check box marked Y in the date picker 8 Next you must click Update button Without doing this don t continue with Dr and Cr entries 9 Click in the AcNo column Now the Vr No will be automatically copied Never type the ID because it is auto generated by the database once you save the record 10 Now you may type the AcNo or pick an AcNo after dropping down the combo box The first method is preferred because the approved JVr is in front of you when you type this 11 After the AcNo type the Dr or Cr Amount Now you must press Enter Key before moving to next cell 12 When you finish one row move the cursor to the next row Now your record will be saved 13 Continue with the next row in the same manner 14 When you finish all the Dr and Cr entries click on the Total button Ok will be seen in red if ok 15 If not balancing check the data and edi
8. t the amount Press Enter Key then move the cursor up or down to save the record again 16 The last data to type is the narration part of the voucher The ID column is not informative to the user It is merely technical information Data Entry of Payments Payment Cash Book ViNo o1 Name K KN JAYATILAKA Detail SECURITY DEPOSIT FOR RENTAL Bank BG BOC Corporate AcNo fi 213 DEPOSITS Amount 1500000 204926 CostCode 90001 1 Posted Y Add Cancel Delete Refresh Update Close Record 2 L gt pi Data entry of Receipts is in a similar screen not shown here Data entry screen for Petty cash payments is not shown here It is also similar w Printing Financial Statements Top Margin 1 00 Left Margin 0 Print 5 A Trial Balance Single A C Ledger Ledger Printer Bottom margin 7 90 Right Margin os A Us TE Save AL Mardinsin Restore Default Margins Profit and Loss probed Notes t Load C Click here to clear the Report Balance Sheet as at 30 Apr 12 01 1 000 000 00 1 000 000 00 2 000 000 00 Current Assets Stock at 30 Apr 12 50 000 00 200 000 00 957 300 00 9 775 00 1 217 075 00 Less Current Liabilities Bank Overdraft Cre Aitare inn AAA nn This format has to be further improved changed modified Printing Financial Statements Top Margin 1 00 Left Margin 0 Print 5 a 3 Ledger Printer Bottom margin 100 Fight Margin
9. who has authority of the entire database You can query the database to obtain information on Transactions Account balances etc You can also use the Structured Query Language to obtain almost any information from the database The SQL has to be learnt for this purpose It will be really worth if you put effort to learn this standard language SQL can be used to Query many databases irrespective of computer hardware and software platforms Examples of SQL SELECT FROM AccountNames ORDER BY Name SELECT FROM PaymentCashBook WHERE Month Date 4 SELECT FROM TrialBalance WHERE Date 30 04 99 SELECT SUM dr sum cr FROM GeneralLedger 6 0 Do s and Don ts while Month End operations Do s You can extract TB repeatedly for a month if any corrections found to be done Subsequently you can also process again financial statements after such corrections Don ts Don t extract trial balance for a given month without updating the GL for that month If you do wrongly then the corrections will be difficult You have to go to Access to erase the wrong records 7 0 Database Backups It is highly recommended that you take backups prior to any major events such as month end operations It is better if you can do this weekly or even daily This is for security reasons and any accidental erasure or damage to the system Do not directly download from the Internet whatever that stimulates you Viruses are common and they come through e Mail pirate
Download Pdf Manuals
Related Search