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USER MANUAL - ABC Accounts

1. Field Description Amount Paid The actual amount of money that you pay to the Supplier Discount percentage ABC displays this automatically Discount You can enter an amount here or enter a percentage eg 3 Total ABC calculates this figure automatically This is the amount by which the Supplier account balance will be reduced You can choose to fix this total play about with the above two Fields to get the total to what you require and then tick the FREEZE box and then adjust the Amount Paid and Discount Refund from a Supplier If you need to enter a Refund from a Supplier enter it as a payment but as a negative amount eg 18 73 You cancel stop a cheque to a Supplier Enter it as an arbitrary payment as described above but enter the amount of the cheque as negative eg 35 12 Contra payments If you owe money to a Supplier and they also owe you some money you can avoid both having to raise cheques by simply cancelling your invoice against theirs obviously they must also agree to this This is known as paying by contra You should enter both the Sales and Purchase sides of this transaction at the same time and the amount must be the same in both cases If the invoice on either side is of a greater value then just mark it part paid by the smaller amount Use the special Heading 8395 for all Contra Payments 48 ABC6 User Manual B Cash Payments ie not credit These
2. Computer Expert or Beginner You may be new to computers and worried about which button to press We have made the ABC program quite foolproof though we know someone may invent a better fool Everybody makes mistakes it is easy to correct these later ABC contains lots of features that you may think you do not need ignore those to start with After a while you will become a computer expert and want to go faster ABC contains many hidden short cuts for you Boxes like this contain hints shortcuts efficiency tips and suggestions Introduction 1 After Sales Support A Newsletter is sent out at irregular intervals containing ideas and suggestions collected from other users of this package Free technical advice is available by letter or email Program updates are available from our website or by post page 101 An ABC User Forum via our website page 102 allows you to discuss and comment on ABC with other users and ask for help Independent consultants or ABC experts in various areas of the country provide after sales support training telephone help lines etc for a small annual fee If you have paid for After Sales Support write the telephone number and address of your support company in this box for quick reference Your computer ABC should be happy to run on any computer that has Windows XP Vista or Windows7 installed and a few hundred megabytes of free disk space Ideally your processor speed shoul
3. If you add a new Heading to your list give it an appropriate number It is a good idea to leave a few gaps between numbers in case you decide later to add some further Headings in this area Getting started 17 Clear the Accounts Files The installation disk may contain some dummy information to let you experiment with the Accounts system When you are ready to start using ABC for your business you must clear out all the Accounts Files Accounts Utilities gt Rarely used gt Clear the Files There are several stages to this process and you can complete them in any order 4 Choose ALL DATA clear out Customer names addresses also or CLEAR FIGURES ONLY just set the amounts to zero The Headings Nominal descriptions are not cleared but the Heading balances are all set to zero If you want to delete any Headings this is the time to do it while they hove no transactions 4 Select a set of Analysis Headings Nominal Ledger Accounts for your business You can retain the existing set or choose one of the presets included with ABC You will be able to modify these later so do not worry too much about it at this stage 4 Set the starting Sales Invoice number Purchase Folio number etc If you already have a bookkeeping system you might choose to carry on with the same number sequence or you could start from 1 or from 1000 page 21 4 Enter the Year Month of the start of your accounting year 4 Enter the Year
4. If you wish to make an arbitrary payment to a Supplier just enter this on the Money Details tab page and then SAVE You can Allocate it at another time Print Remittance Advice or Cheque You can print either of these at this stage You cannot come back later and print them If the printout does not match your stationery it can be customised to suit 46 ABC6 User Manual Details of the payment Money Details Money Paid to J C Spruce amp Co Allow Discount A Pai 345 22 lethod of BN CQ Cheque Date HH 14 Apr 2010 Folio Mumbes Paid from 8411 Bank Current CB009722 Our Ref Cheq 20558 Note The following fields must be completed Field Description Amount Paid The amount of money paid to the supplier Method of Payment In what form was the money page 104 Date of this transaction We suggest the date is within the current bookkeeping month page 103 Paid from Heading Specify the Analysis Heading from where this money will be paid It must be one of your Bank Headings page 103 Our Reference This might be your cheque number Note A brief comment about this transaction Can be left blank Discount If you tick the ALLOW DISCOUNT box additional Fields appear to allow you to enter and calculate a Settlement Discount for this payment The Suppliers account balance will be reduced by the Amount of money you are paying plus the discount Transactions 47
5. USER MANUAL ABC ACCOUNTS Intentionally left almost blank ABC6 Manual Foreword When I started writing computer manuals using a typewriter we were required to supply three books with a software package a Training Manual a technical Reference Manual and the User Manual These were seriously thick objects as they had to explain what a computer was and give step by step instructions to people who were still waiting for the hard disk to be invented I remember several pages devoted to showing typists the difference between their old Remington and the keyboard of their new computer This was 1979 A lot of trees are relieved to find that a quarter of a century later most software comes with minimal documentation Microsoft s highly complex program development languages are supplied with no paper manuals at all creating a huge market for 3rd party books I think this is a step too far lam disappointed when I buy a box of software and find it contain just a CD all features and options of the program only being visible after I install the software So with ABC we have provided this User Manual on paper It contains notes to get you started and reminders for day to day operation We have also supplied a vast amount of other stuff Reference Manual Technical Notes Training Guide etc that installs onto your computer and is available on screen from within ABC I hope this gives you the best of both worlds Chris Hick
6. If you are just starting a new business then 4A is your choice 4A Do Nothing You are starting with blank files If you do have any invoices from before you started using ABC you must continue to handle them by your old manual bookkeeping system they are nothing to do with ABC Remind your accountant to combine those old invoices with the ABC books to produce your final Accounts at year end 4B Enter an Opening Balance Instead of entering all the details of what a customer owes you just enter the total amount and this figure is put as the Opening Balance on their Account One complication is that you must separately take care of any VAT relating to those old invoices If you are using the Cash VAT Accounting method sorting out the VAT may be complicated you might find it simpler to use 4C instead Getting started 19 By just entering Opening Balances to Customer Supplier records you are ignoring the VAT this was accounted for at the time the original invoices were raised You have two choices for handling the old VAT 1 Doit outside of ABC eg by hand 2 Work out the amount of VAT and enter this as an Opening Balance to Heading 9211 VAT Control Account in the Nominal Ledger page 53 Decide on a starting date usually the 1st of that Month you entered as the starting month page Calculate the balance for each customer and supplier AT THAT DATE This will be their Opening Balance enter it into ABC
7. Our advice is to only add a new Heading if you really need it Edit a Heading Record Card Find the Record Card you require page 105 and select EDIT You may find it useful to print a List of Headings on paper page 68 For hints and tips on editing Fields page 106 30 ABC6 User Manual Details of each Field Field Name Description and Notes Heading Also known as the Nominal Account Number or Heading Number Code Each Heading Record must have a unique number Short A brief title for this Heading This will be used where there Description is not space for the full description below eg MTB Ladies Full The full title for this Heading Nominal Account eg Sales Description of Mountain Bikes Ladies Size Current The total amount that is in the Account at this moment Balance Only ABC can change this Field Month to Date The total of all transaction entered into this Heading during the current bookkeeping month Only ABC can change this Field Start of Year The figure that was in this Heading at the start of this Opening bookkeeping year This should be zero for all Trading Balance accounts eg Sales Purchase Expenses Budget For your own use For example you can print a report comparing actual balances with budget figures Can be left blank Debit or Credit Depending on the type of Heading this is ABC displays whether it is a Credit or Debit account only an accountant could be interes
8. Use TYPING gt MAIL MERGE page 91 to print letters Use FILING gt LABELS page 85 to print sheets of labels Purchase Supplier Reports You can select the following reports from the Purchase Ledger Menu List of A list of your Supplier s company name address Suppliers telephone number etc Supplier List all outstanding items for each Supplier Also Statements note While looking at a Supplier Record Card you could produce a quick Statement from the View Print Menu Supplier The Supplier History Report lists all transactions and History you can choose several options Also note While looking at a Supplier Record Card you could produce a quick History from the View Print Menu Aged List of everything you currently owe divided into Creditors several age ranges Future items not yet due for payment are also shown Money Paid A list of all money paid against Purchase Invoices Unpaid Bills You can specify a range of dates This report does not include any petty cash payments made through the CashBook These are shown in CashBook Payments report page Purchase A list of all Unpaid Bills Purchase Invoices and Daybook Debit Notes entered during the range of dates you specify This is one of the basic reports required by your accountant and VAT Inspector Printing reports 65 Purchase Like an expanded version of the Daybook but the Audit Trail Audit Trail also shows every line from each Purchase In
9. invoices during the next Month End As you Allocate each item the Allocated TOTAL will change We recommend you begin by allocating any money credit notes and discounts these all will decrease the Allocated Total Now start allocating invoices and any Balances Forward this will increase the Total Stop when the Total gets back to zero ie an exact match between money and invoices If you select SAVE when the Allocated Total is not zero ABC will query this and offer you several alternatives to get rid of the discrepancy STORE AS BALANCE create a new Brought Forward item WRITE OFF as a Discount useful for small amounts eg if a Customer s cheque is wrong by 2 pence ALLOCATE go back and try again EDIT MONEY go back to previous section and edit details of the payment received Refund to a Customer Treat this the same as Money Received from a Customer see above but enter the amount as negative Contra Payments If you owe a Supplier for an invoice and they also owe you some money you can cancel one against the other to save you both having to write out cheques obviously they must also agree to this This is known as paying by contra You should enter both the Sales and Purchase sides of this transaction at the same time and the amount must be the same in both cases If the invoice on either side is of a greater value then just mark it part paid by the smaller amount Use the special Heading 8395 for all Cont
10. 4C Enter all the old invoices into ABC ie go back in time a few months and enter all the individual original invoices ie duplicate the manual system You do not have to print these invoices when entering them but it might be useful page 61 If you do not have too many old invoices this method is the best one to use ABC is very flexible You may choose method 4C for some of your customers but 4B for others Just remember that once you have entered something onto the computer you must account for it If you enter invoices with VAT you must at some stage also enter details of payment of that VAT to the government 5 You can print on paper to make it easier to check what you have entered Look at the reports to see the figures you have entered This is a very good way of learning how a bookkeeping system works For example examine the List of Customers report and Aged Debtor report page 64 To correct mistakes in the Customer name address details edit the Customer Record page 26 You cannot directly edit the account balance so if you need to adjust the figure enter an Opening Balance as a positive or negative amount ABC6 User Manual Company name and address Fill in your own Company name and address details These will be printed on reports including invoices and statements so take care to get everything correct though you can edit them at any time Accounts Utilities gt Edit Company Parameters You can v
11. Accounts Blank Stock List List of all stock items showing the quantity that the computer thinks you have in stock with a blank space for you to enter the actual figure Print this list whenever you need to check your stock figures stock taking or inventory By using this list you will ensure that you do not overlook any stock items When you have completed the stock take compare the computer stock quantities with the actual figure and enter any ADJUSTMENTS into the computer Stock Sales Shows how many of each Stock item have been sold this month this year and the average per month This is a useful guide to help estimate what minimum stock levels and re order quantities should be and see which items are selling well Price List List of all Stock item descriptions and selling prices Prices are shown with and without VAT and the price list can be printed for Price Group 1 2 or 3 Printing reports 67 Stock Audit Trail Full Audit Trail of all stock movements in or out for the range of dates you specify Needing Re Order Shows items where the Quantity in Stock is below the Minimum Stock Re order Quantity is calculated using Reorder Qty Reorder Qty Allocated Qty Qty on Order Nominal Ledger reports You can select the following reports from the Nominal Ledger Menu List of Headings Also called the Chart of Accounts A list of all your Analysis Headings showing the Analysis Code and
12. If you are using Cash VAT Accounting it is important to Allocate as many items as possible before printing a VAT Return In the left column enter Y YES PAID in full Allocate this item P to Part allocate then you enter the amount to part pay N NOT PAID ie cancel either of the above Transactions 45 It is this process that alters the Amount Outstanding Field in the history statements When the outstanding amount is zero an item is considered paid You can also part pay an item If this Supplier Record has the Option set as Brought Forward the computer will automatically allocate any money against the oldest invoices during the next Month End As you Allocate each item the Allocated TOTAL will change We recommend you begin by allocating any money credit notes and discounts These all will decrease the Allocated Total Now start allocating invoices and any Balances Forward this will increase the Total Stop when the Total gets back to zero ie an exact match between money and invoices If you select SAVE when the Allocated Total is not zero ABC will query this and offer you several alternatives to get rid of the discrepancy STORE B F create a new Brought Forward item WRITE OFF as a Discount useful for small amounts eg if you paid three pence too much by mistake this allows you to get rid of it ALLOCATE go back and try again EDIT go back and change the money amount Arbitrary payment
13. Nominal Ledger gt Print List of Headings It is a good idea to talk to your accountant about this and you do not need to use the computer at all just pen and paper A copy of last years accounts would provide a good starting point Getting started 15 It is easy to add more Headings later if you find you need greater analysis of certain parts of your business But it is difficult to delete Headings after you have used them it upsets the audit trail As a general rule therefore you should start off with very few Headings and only add more when you really need them Do not create a separate Heading for each Stock Item that analysis is better done using the Stock System Analysis Heading Groups The Analysis Headings are divided into 9 Groups chapters Group Category of Headings N L Accts Db or Cr 1 SALES or INCOME Credit 2 OTHER INCOME Credit 3 PURCHASES and COST of SALES Debit 4 EXPENSES amp OVERHEADS Debit 5 CAPITAL EMPLOYED Credit 6 LONG TERM LIABILITIES Credit 7 FIXED ASSETS Debit 8 CURRENT ASSETS Debit 9 CURRENT LIABILITIES Credit ABC takes the totals of these groups and uses them as follows You can rename the groups though that won t change their function Gross Profit Group 1 Group 3 Net Profit Groups 1 2 Groups 3 4 Turnover Group 1 Liabilities Groups 5 9 6 Assets Groups 7 8 Working Cap
14. What ABC can do After Sales Support How to use This Manual i i How to drive ABC The Main Menu i On screen HELP M Log On Log Off Starting up ABC Registration Key Passwords Get started with Bookkeeping A typical months bookkeeping 2 Getting started Setting up the Accounts Set up some Analysis Headings Analysis Heading Groups Analysis Heading Numbers Clear the Accounts Files Set accounts Year and Folio nbrs Set up Customers and Suppliers Check the VAT rates i VAT General notes i Notes for the VAT Aaa Import from ABC5 3 Record cards Customer and Supplier Records Details of each Field Analysis Heading Records Details of each Field Stock Record Cards Details of each Field Contents OWONANN a 13 15 16 7 18 19 21 22 23 24 26 27 30 31 33 34 v 4 Transactions Different types of transaction a Money Received for an invoice Sales Ledger b Money Received for a Cash Sale 7 a Money Paid for a Purchase Ledger Invoice A c Money Paid for a Cash Purchase petty Da Internal adjustments movements Bankings de te tk Bank Reconciliation A Opening Balance to Customer or Supplier Opening Balance to Nominal Ledger Nominal Ledger Transfers Journal id Stock Inventory transactions se a Unpaid bills purchase ee Sales Invoices 1 1 Link to the Stock File Credit Notes Delivery Advice Note po
15. displays this automatically in brackets Discount You can enter an amount here or enter a percentage eg 3 Total ABC calculates this figure automatically This is the amount by which the Customer account balance will be reduced You can play about with the above Fields to get the Total to what you require and then tick the FREEZE box to keep the total fixed Now you can adjust the other Fields as required Allocate mark invoices paid Select the Allocate tab page This shows all unallocated items for the Customer Invoices Credit Notes Discounts Opening Balances Brought Forward amounts and Money Received These all need to be Allocated where possible for example to mark an Invoice as paid by allocating Money or Credit Note against it This can be done at any time If you are using Cash VAT Accounting it is important to Allocate as many items as possible before printing a VAT Return In the left column you can enter Y YES PAID in full Allocate this item P to Part allocate then you enter the amount to part pay N NOT PAID ie cancel either of the above Transactions 41 It is this process that alters the Amount Outstanding Field in the history statements When the outstanding amount is zero an item is considered paid You can also part pay an item If this Customer Record has the Option set as Brought Forward the computer will automatically allocate any money against the oldest
16. make to staff paying wages and payments to the government paying tax and NI and VAT Returns should be entered as CashBook gt Cash Payments These are all VAT Code N Direct Debits Bank Charges Enter these and tick them off on your bank statement to ensure you don t enter them twice Use CashBook gt Cash Payments for these items Accountants only seem to believe bank statements so most prefer you to enter these items only after you see them in black and white on the statement This may cause you to be a month behind in entering these items Check with your accountant we think they will still prefer this Standing Orders You can store a list of regular transactions Typically each month you call up the list and tick those items you wish to process post to the accounts ABC will stop you accidentally posting the same item twice in a month CashBook gt Standing Orders 50 ABC6 User Manual Internal adjustments movements These transactions take place within your business ie they are internal For example getting money from your bank to put in your petty cash tin or making a correction for analysing an expense against the wrong Heading In all these cases the VAT Code is N Not Applicable Transfers Nominal Journal entries should be the last resort use only if you cannot find a better way of entering a transaction Bankings Most of the money you receive entered using Money Received in Sales Ledger
17. or a future month page 103 Analysis Heading What was this amount for Enter an Analysis Heading CODE page 103 Transactions 43 Note Imagine you are looking at a list in six months time and trying to remember what this entry was for The note will appear on the list try to type something meaningful Reference For your own use For example the Bank Paying In Book page number Or your initials Amount Enter the total amount including VAT VAT Code The VAT Code for this transaction page 104 VAT Amount Enter the Amount of VAT VAT Calculation With the cursor in the VAT Amount field you can press F8 and the computer will calculate the VAT amount for you at whatever rate you specified with the VAT CODE Method In what form was this money Cash Cheque Direct Debit page 104 Bank Heading Where did you put this money To your Petty Cash Tin or to Money on Premises recommended for Banking later page 104 As you complete each line the amounts are added to the Batch Total at the bottom of the screen You can Cursor up or down to move back and correct any entries you have just made You can save your work and resume tomorrow or finalise the batch immediately The Summary Tab Page shows an analysis of the Headings you have used and the VAT split You can print a Batch Report at the end Some people find it useful to print this list of what they have just entered an
18. shows an Account number that the Supplier uses for our company then you can enter this here it will then be shown on any Statement or Remittance advice Now analyse the invoice total against one or more Headings on the Analysis Tab Page The following columns must be completed Field Description Analysis Normally will be a Cost of Sales 3000 Heading Code or Expense Heading 4000 page 103 A few words to describe this line VAT Code Amount excluding VAT The amount excluding VAT for this line Shortcut If you leave the Amount blank ABC will fill in the remaining amount Often you may just analyse the item against one Heading but up to 99 Headings could be used 56 ABC6 User Manual Before you can finish the Goods Total shown at the bottom of the window must agree with the figures you entered on the Invoice Summary tab page ABC generates a Folio number for the Unpaid Bill you should write this number on the invoice It is a good idea to use a special colour pen for this to allow you to see immediately if an invoice has already been entered Debit Notes a Credit Note received from a Supplier Treat exactly as an unpaid bill but enter the Amounts as negative VAT only Invoice Sometimes you may have to enter an Unpaid Bill that contains only VAT In this case the Invoice Total will be the same figure as the VAT amount You still need to analyse this against a purchase Heading but it doesn t really matt
19. the cheque and can print a Remittance Advice to send with it It is best to have entries approximately at real dates ie do not get too far behind in your entries It is a good idea to run the ABC Month End function within a few days of the real end of Month even if it means a some late items get entered into next month instead Introduction 11 At the end of the month you can start producing sales invoices with next month s date while still entering unpaid bills from suppliers Most people run the Month End routine about a week into the next month Before doing this have a final check that you have entered everything into the computer from this month Go through your bank statement and enter any bank charges or standing orders Then select the MONTH END function This can be customised to automatically print out a lists in the form of double entry account book pages of everything you entered during the month though these days many people save paper by not printing anything out unless it is required That is the minimum you need to do ABC has taken care of all the calculations adding up columns and separating out the VAT If you wish you can do much more for example print out useful Trading Reports at any time showing an analysis of your profit and loss More than one way There often are several ways in which you could enter something into ABC Accounts For example if you cash a cheque at the bank and put the mone
20. Corrections and Adjustments 5 Printing reports Sales Ledger Customer reports Purchase Ledger Supplier reports Stock Inventory reports ss Nominal Ledger reports VAT reports VAT Return and a Audit CashBook reports Design your own reports Print a label envelope letter or statement 6 Month amp Year End Run the Month End End of Year Letter to the Accountant ABC6 Manual 37 44 45 A9 Ol ol 02 02 02 03 55 58 61 61 62 62 64 65 67 68 69 70 70 70 7 73 74 7 Customise ABC Company name and address 0 0 0 0 POD Logo picture DAA of sage HB ciency AE akan E cee LD Passwords ay ah wh Sk GE SO hl am ges e ALO Accounting Year e aae di w a ee ee ZO Folio amp Invoice Numbers ee AG Settlement Discount o 0 ee ee AB Other Companies 0 ee 78 8 FILING Open O lle us ab auo ue ge ab ab A Rom wae Hook ow aw 79 Customise q File ee ee ee 80 Import or Export data ar ee ee 89 Global Changes da ie abr ke Sh Se Ee Ae ee es Se es 209 Design your own Reports DE aip di da a o ae OA Label printing e a is car o o o o o BZ 9 TYPING EGM TEXN ss a2 is ar Gal aM Na anG eee Se at wat i ao O Mail merge ot te 9 10 Spread Sheet Formula o Ges ROA ate a a ae es a Link to Nominal Ledger Headings aadi nhai ii i Be ae IO Import Export i A AM es ae ae es 70 11 Useful extras NOTICSDOGI
21. G seir di ar Gs as A Gas Be et ie WO Calculator ao a a a a ee ee ee ee G7 Print Envelope ee tt te ee ee GB Yellow Notes a o ee o a GB Contents vii 12 Snapshot amp Backup Make safe copies of your data 13 Installation and Update Install ABC onto your Pompa a Program updotes a Zh Version number Registration Key User Forum 14 Reference Enter a Date or a Heading Code Enter a Payment Method x Enter a VAT Code or an amount of VAT ss Find a Record Apply a Filter to pick out Records you want SQL Edit a Record Card A Grid ie Table of data Features of ABC reports The Report viewer Toolbar Report Options 15 Glossary Technical words explained 16 Trouble shooting Solutions to common problems 17 INDEX viii ABC6 Manual 99 10 101 101 102 103 104 104 105 106 106 108 111 112 118 115 Introduction An overview of ABC and how to use this manual What ABC can do ABC is a computer program designed to help take care of the bookkeeping and paperwork in a small business Guessing you are not an accountant we have made ABC very easy to use In technical terms ABC is an accounts package that can also print labels letters and lists All the usual facilities are provided including Sales Invoicing Statements Stock Control VAT Returns Cashbook Profit amp Loss Report and Audit Trail A Payroll module is an optional extra
22. Ideally they would agree exactly but sometimes you will find differences eg a direct debit or standing order you have not entered into ABC or a cheque that didn t get paid into the bank These differences need to be reconciled CashBook gt Reconcile Bank Typically you should tick off on the bank statement and computer screen each item that appears on both And then investigate any item on either list that is not ticked Start by selecting a bank account When you have finished it may be useful to print a list of unreconciled items on paper Writing a cheque for the petty cash tin If you get money for the Petty Cash Tin by cashing a cheque at the bank enter it here Cashbook gt Enter Payment Opening Balance to Customer Supplier This function is normally used only when you set up a new Customer Record Note that the Opening Balance is simply a total amount of money any VAT must be handled separately page 19 For Suppliers use the Purchase Ledger instead Sales ledger gt Customer Records gt Select customer gt Opening Balance Opening Balances Nominal Ledger You can edit the Nominal Ledger Opening Balances for the current accounting year Nominal Ledger gt Direct Entries gt Opening Balances After editing the Opening Balances ABC allows the option to write these figures into the Headings N L Accounts Records The Opening Balance Edit screen shows for each account Heading whether it is a Cr
23. Mones Rec 47 09 ca O Plastic furritune 990575 17 Ses 08 HO eo TRC 0 Garages Oogt 39 Aug 08 SOO Tess reas un 0 O Na weee 11 Mar 08 S001920 erie 11790 0 comse ABC keeps a Record Card for each Customer Account to store their name address balance history notes etc The Record is split into several tab pages see example above Similarly there is a Record Card for every Supplier Stock Item and Nominal Account Analysis Heading This chapter explains how you can view or edit existing records add new records or print a record Full details are given of the information that is stored in each Record Card Record cards 25 Customer and Supplier Records Supplier and Customer Record Cards are identical so this section applies to both Select Sales Ledger for Customer Records or Purchase Ledger for Suppliers Sales Ledger gt Customer Records We talk about the Customer Record Card but an accountant will probably call it the Customer Account and a programmer might think of it as one Row in the Customer Table The list panel to the left of the Card allow you to find a particular customer and then view or edit their Record Card page 105 Create New Customer Record Select ADD from the ribbonbar A blank Record Card is displayed Fill in the name and address details as explained below Edit or View Customer Record Find the Customer Record that you require Select EDIT from the ribbonbar if you want to change an
24. RMAT means type the word format then press the ENTER key Double Click press the left mouse button twice quickly Hot Keys Not everyone likes using the mouse all the time and it is possible to operate ABC most of the time using only the keyboard This is faster and easier when entering items into bookkeeping but there are times when the mouse is useful To indicate to Windows that you are typing a special command and not just another bit of text you must press one of the command keys at the same time usually the CTRL key or the ALT key Possibly the most widely used keyboard shortcut is CTRL C to Copy hold down the CTRL Key and then also press the c Key Most buttons and menus can be operated by pressing the ALT key together with a letter of the alphabet Look at the Menu or button if one of the letters is underlined that is the one that will activate it For example the File Menu can be activated by pressing ALT E 4 ABC6 User Manual Here are some useful keyboard shortcuts hot keys CTRL C Copy the selected item to the clipboard eg the highlighted section of text CTRL V Paste the item from the clipboard at the cursor position F1 Press the F1 key for HELP ESC Press the ESC key to cancel or exit the Operation F5 old ABC users are used to pressing F5 to Save or Finish the operation so this still works in ABC6 Close a window exit The standard way to close a window ie finish with
25. amp Month in which you wish to begin using ABC This must be within your Accounting Year 4 Are you registered for VAT If you are then also enter your VAT Registration number 18 ABC6 User Manual Set up Customers and Suppliers CAUTION regarding VAT If you need to enter details from your old handwritten bookkeeping system into ABC think carefully about the VAT involved in the old invoices Either handle it outside of ABC manually or enter it into ABC and let ABC take care of it completely Do not do both There is only one thing worse than paying VAT and that is paying it twice See item 3 below Discuss this with your accountant ifin doubt It is not essential that you enter all your Customer and Supplier names and addresses into the computer before you start using ABC because you can add new records at the time you enter invoices You might choose to ignore this section completely However if you want to enter your Customers and Suppliers first here is what to do 1 Prepare a list on paper of existing customers and suppliers This does not need to be in alphabetic order 2 Add the new Customer and Supplier Records page 26 You can add these records in any order You can enter them all or just do some now and the rest later or add new customers at the time you invoice them 3 Choose from 4A 4B or 4C for how to enter old invoices Method 4C is best but involves most work Most people probably use method 4B
26. are small miscellaneous purchases by cash credit card cheques etc for example buying petrol stamps stationery at the local shop paying the window cleaner You would also use this CashBook for entering details of paying your VAT Return proprietor drawings cashing a cheque to put money in the Petty Cash Tin and paying Wages to employees and Tax NI to the Inland Revenue You can enter a batch of transactions or just one and then post these to the accounts immediately Or you could store the batch and continue entering at a later time may be useful to let someone else check the entries before they are made final You can print the batch of entries on paper before or after finalising them and you can recall the previous batch of entries to view or print Cashbook gt Cash Payments You can switch between the previous batch and the current batch of entries When you finalise the current batch it is posted the accounts and becomes the previous batch Only the current batch can be edited ABC generates a CashBook Folio Number eg CB001234 for each item that you enter We recommend you write the Folio Number onto each receipt or bit of paper as you enter them into ABC this makes it easy to cross reference from the Audit Trail later The following Fields must be completed for each line Field Description Date The date must be within this bookkeeping month or a future month page 104 Analysis Heading What was th
27. ash with Tick this box if you do not want to allow this Order basis Customer any credit ie they must pay cash for any goods or services VAT Inclusive prices If you tick this box ABC will assume that all prices entered when invoicing this Customer are VAT Inclusive ABC will then deduct the VAT to show the Goods and VAT separately This is useful if your goods are marked with retail prices ABC6 User Manual Field Name Description and Notes Price Group The Stock System can store 3 different prices for each item When invoicing this customer Price1 will normally be used If you tick the Price Group 2 box or Group 3 box then Price 2 or 3 will be used when invoicing this customer Trade If this Customer nearly always has a trade discount discount then you can enter the discount percentage here eg 10 ABC will use this as the default when you invoice this Customer Terms For your use eg Strictly Nett Payment within 30 days These terms can be printed on Sales Invoices View or Print While looking at a Customer or Supplier Record you can view or print a Statement list of all unpaid items or History list of every transaction you can specify a date range Other options on the View Print Menu are address label mail merge letter envelope If you want to print details of ALL or several Customers then select a Report from the Sales Purchase Ledger Menu eg to print St
28. atements for all Customers with outstanding items page Reprint or view old Invoice Right click on an invoice in the History Outstanding Grid and select Zoom to view or reprint Delete a Record Edit the Customer or Supplier Record Card and tick the box Marked for Delete on their Options Page The Record will not be removed immediately ABC will wait until it is safe from an accounting point of view and that may take a year or so Customers that still have any outstanding item will never be deleted To undelete a Customer Record edit the Record Card and untick the MARKED FOR DELETE box on the Options tab page Record cards 29 Analysis Heading Records Nominal Ledger Accounts The Nominal Ledger is for details of vague things like assets profit VAT bank accounts Also known as the General Ledger page 15 ABC keeps a separate Record Card for each Nominal Account Analysis Heading as shown below 4559 Phone and Fax charges Code 4559 Short Description Tel And Fax Full Description Phone and Fax charges Month to Date 100 00 Opening Balance 0 ES A Budget 950 00 ear to Date 100 00 Db or Cr Db Current Balance 100 00 Ema Expenses Last Year 0 Create a new Nominal Account Heading Select ADD from the ribbonbar A blank Record is displayed Fill in the details see next section It is very easy to add new Headings at any time but not so easy to delete them without upsetting the Audit Trail
29. behaviour of an invoice in several ways for example Cash with Order Invoice if the invoice is being paid immediately This is just a short cut to save you having to separately go and mark the invoice paid later VAT inclusive Prices Instead of entering net price and letting ABC add on the VAT the VAT Inclusive Invoice takes the prices you enter as already containing VAT ABC will then automatically separate the VAT and show it on the invoice VAT only Invoice Not a common requirement for most businesses but some companies need these eg import export agent This is an invoice with zero value of goods but an amount of VAT Invoice at Zero VAT rate For certain categories of customers only 1 The VAT only option will override any other special invoice selections 2 Only the first line can be used and the Amount is taken to be the VAT and put against VAT rate 1 To specify one of these special types see the OPTIONS tab page Transactions 59 Delivery Address ABC allows you to store multiple delivery addresses for any customer Click the Delivery Address button on the Invoice Top Bottom to view edit add addresses Customer Reference Several Fields from the Customer Record will be filled into the Invoice Top You can also use the last stored Invoice Top for this Customer as the basis of the new Invoice see Options tab page Body of the Invoice The body of the invoice can contain up to 99 lines Some lin
30. computer must be correct This is not true The computer is only a large calculator if somebody enters a wrong number the answer will be wrong If your neighbour operates an arc welding unit a surge through the power supply can make your computer turn out nonsense The thing to bear in mind with any computerised accounts system is computers and computer operators CAN make mistakes So you must check everything You can easily print out on paper and then glance through to see if totals look reasonable This allows you to check what is happening all the time and you have your account books not only in the computer but on paper in black and white Don t keep separate handwritten books Everyone will advise you to run a new computer accounts system in parallel with your normal bookkeeping for a few weeks or months to make sure it is working correctly This advice is correct in general BUT with ABC you can do this without having to do all that handwritten paperwork yourself Here s the secret Enter into ABC details of everything you buy and sell Print the reports on paper Now treat those pieces of paper as your handwritten account books and check them carefully 10 ABC6 User Manual In the absolute worst case eg your computer goes wrong you are still better off A Sales Daybook is a list of invoices with a total at the end no matter whether it was produced laboriously by hand or printed out in seconds by a computer Anoth
31. d ABC5 for a while This function can be used at any time and you can use it more than once if you wish If you have more than one Company in ABC5 then first you must create a corresponding new Company in ABC6 and then ensure you are in that Company before using Import You need to do the Import separately for each Company Accounts Utilities gt Rarely Used gt IMPORT FROM ABC5 Select which of your old ABC5 Companies to import from if you have more than one The Import process may take a few minutes if you have a lot of history While importing the data ABC6 will check the records and will skip any damaged or deleted records Check the text in the progress box on screen for a report on what has been imported 24 ABC6 User Manual Record cards Add new Account Record Cards Edit existing Accounts Customers Stock Items Headings Adoress Notes Optene Y Charts 3 S Double Glazing Ltd Key SLVOS Bueskans Company Siver Dovite Glezng Liz Lamar Tatty Spedenut umare 0 dores Siver Works Poowe 09222 92134 nar to Mate 6 Quarry Street Fax 01222 899902 Cedi Land 0 Hingengton Vubte Last Yes KH Lecesierstwe Postcode LW7 IQM EL Note 1 Emai S verdbQ teeforawtie com vedete 0 History Quan eg a cole sn hee Fi i Date fio i Amar Meth Out Nams Gen Rat 39 Der os C8998701 teney Hace 137 09 o I Amount de 1 06 Dos 048 00 12000 ivoa 137 04 0 prones orar DA Ges 08 canosest Morey Facet 410 A Cheque aas 17505900 S012020
32. d be over 2GHz and you will have at least 2GB of RAM We strongly recommend you have some removable device for making backups eg a USB stick It should be possible to use any printer with ABC If you need to use multi part ncr sets ABC has an option to print invoices and statements on dot matrix printers 2 ABC6 User Manual How to use This Manual This book is mainly a How to Guide briefly explaining day to day tasks for example how to produce a Sales Invoice General operation of the ABC program is hidden away towards the back of the book and you ll find pointers to suitable page numbers if you need more explanation eg page 123 It is assumed that you have a working knowledge of the Windows Operating System if not go and spend 10 minutes learning how to double click a mouse start and close a program and drag the border of a window to change its size You may have a fear of boring technical manuals but Please PLEASE glance through the first couple of Chapters of this book to get an overview of ABC and see important step by step instructions for getting started with Bookkeeping Find your way around Use the Contents List at the front or Index at the end to lookup the subject you are interested in this should point you to the page Technical words are explained in a Glossary page 113 Using mouse and keyboard If you have used Windows for more than a few minutes you probably already know these basic princip
33. d store it in a ring binder with any associated pieces of paper eg till rolls VAT refund from the Government Enter this as a Cash receipt with VAT Code N Not Applicable The Analysis Heading is 9211 and the Cash Bank Heading is wherever you put the money eg 8481 Money On Premises or 8411 Bank 44 ABC6 User Manual Money Paid Decide if this is a A Payment for an Unpaid Bill Purchase Ledger Invoice or B Small cash ie not credit purchase eg wages VAT or tax payment petty cash for stamps or petrol A Purchase Ledger Invoice payments Normally it is convenient to first tick the unpaid bill s that you wish to pay and ABC will show the total amount of money ABC does allow part payment of invoices and paying of several invoices at one time You can instead make an arbitrary payment to a Supplier A Remittance Advice Note and or Cheque can be printed Purchase Ledger gt Supplier Records gt Select Supplier Record gt Money Pay If you know the Invoice Number but can t remember the Supplier Name you can locate the Supplier from the invoice number The Allocate Tab Page shows a list of all unallocated items for the Supplier these can include Invoices Credit Notes Discounts Opening Balances Brought Forward amounts and Money Paid These all need to be Allocated where possible for example to mark an Invoice as paid by allocating a Money Paid against it This can be done at any time
34. d to you Transactions 61 When this negative invoice is printed the words CREDIT NOTE will appear instead of INVOICE Settlement Discount If you have ticked the Settlement Discount box Customer Record Options tab page then your standard settlement discount terms will be printed on the invoice For example 2 discount for payment within 7 days Link to the Stock File You can call a description and price from the Stock File This saves you typing the information and of course ensures the price is right You will find this useful even if you don t need Stock Control at all as you can store lines of text that you often use on invoices see Page Enter a Stock Code on the Invoice or select from the drop down list and ABC will fill in the description price VAT Code and Analysis Heading from the Stock Record If you have entered a Quantity then it will be deducted from the Quantity in Stock Field on the Stock Record Card Picture company logo on Invoice To make your invoices look more professional and businesslike you can print your company logo or any small picture at the top Select the picture or turn off this function on the Options tab page Message with border You can print an attention grabbing border around your message at the foot of the invoice The Message Border tab has several choices including No Border If you do not enter any text in the Special Instructions box on the Invoice Top Bottom the
35. e and alert you to any problems You cannot Finish the line until you correct any errors While entering the lines you can right click the mouse for editing functions including Copy Insert Cut Clear or Paste lines When you have finished editing the invoice you have the options to print a ProForma Invoice Hold the Invoice store on disk as a part finished Invoice or Finalise the Invoice The invoice can be edited or deleted at any time until you Finalise it thereafter it cannot be changed It only gets posted to the accounts when it is finalised Print the Invoice A Part finished Invoice can be printed as a Proforma Invoice The proper invoice can only be printed after it has been finalised It is possible to reprint old invoices at any time page 29 If you are entering details of hand written invoices you may choose not to print anything Delivery Advice Note Estimate Quotation You can print any of these items by selecting from the Options tab page These are copies of the invoice but you can choose the words printed at the top and whether or not to show prices Credit Notes Create an invoice as normal but arrange that the final total is negative This can be done either a by entering a negative price and no stock code This will not affect the Stock File b by entering a stock code and putting the quantity negative This will put the items back into the Stock File eg if the Credit Note is for goods returne
36. edit or a Debit account but you do not need to think about this when setting the opening balance figure just set each account Heading to the opening balance figure it should be for example set Bank Account 8411 to eg 3456 12 unless it is overdrawn in which case you would put a negative figure eg 456 78 You cannot exit from the Opening Balances Edit until the books are 52 ABC6 User Manual balanced ie total Db Total Cr When you run the Year End function page 73 the Closing Balances for this year can be used as the Opening Balances for next year These opening balances are stored in a separate file and you can edit them without affecting your accounts ABC will not let you exit until they are balanced ie Total Db Total Cr You can choose to write these figures to the accounts to the Opening Balance fields of the N L accounts The N L current Balances are made up of the Opening Balance at start of year plus transactions for this year to date Transfers Nominal Journal Most Bookkeeping entries will be made through the Sales Purchase Ledgers or CashBook The Nominal Ledger Journal should only be used for those few adjustments or corrections that need to be made directly to the Headings N L Accounts We suggest you do not use Transfers unless you cannot find any other way Examples of Transfers Make adjustment required by Special VAT Scheme Transfer money from current account to deposit account Adjust Prepa
37. ee next paragraph then you can select Continue Mistakes involving VAT If you spot an error on the piece of paper you are entering into ABC 1 If you created this piece of paper for example a Cash Sale Receipt and no copies have been given to anyone else then you can tear up the paper and create a corrected version 2 If you have already sent someone else a copy of this piece of paper or if you are entering an invoice or receipt from a supplier then you must enter the incorrect figures into the computer exactly as they appear on the paper Sales Invoices cosmetic adjustment VAT can be worked out line by line or calculated on the invoice total ABC uses the line by line method as this allows you to mix VAT rates on the same invoice but humans usually use the invoice total method Both methods are acceptable but could give slightly different results eg a few pence difference This may worry your customers if they check the invoice using the other method ABC tries to be smart If all lines on the invoice have the same VAT rate then the program will try to adjust the VAT total so that the line by line method gives the same result as the invoice total method The small adjustment is made to the first line of the invoice It should be stressed that this is being done purely for cosmetic reasons the VAT Inspector will accept either method Cash VAT Accounting ABC automatically allows for Cash VAT Accounting the sys
38. ely back to disk Never switch off the computer without first closing down ABC If you are just leaving the computer for a few minutes or couple of hours then you should Log Off Change to different Company If you have more than one set of accounts set up in ABC go back to the Main Menu and Log Off then Log On to a different Company 8 ABC6 User Manual Customise your ABC Many parts of ABC can be changed to suit your own preferences including screen colours screen layout passwords report content and quick access Menus The OPTIONS MENU top right of the screen has many of these functions Buttons at the bottom right of the screen will change the screen layout from multiple windows side by side to having them one above another To add a function to the Quick Access toolbar top left of screen right click on a menu item and select ADD TO QUICK ACCESS TOOLBAR Set your company details You need to set your company name and other details before starting to use ABC for your real accounts Page 75 Bottom left of the screen always shows the current bookkeeping month and accounts year start If you use ABC for more than one company s books the current company name is displayed near the top of the screen Other functions of ABC ABC is unusual amongst Accounts packages because it also lets you write letters produce labels design your own reports produce spreadsheets etc Later chapters describe these options Don t bot
39. en you enter a bookkeeping transaction for example an Invoice or Money Received ABC will update the Balance Year to Date The total amount of trading for the current bookkeeping year up to today s date ABC updates this automatically Credit Limit ABC will warn you during invoicing if the account balance is approaching this Credit Limit you might then choose to ignore the warning that s up to you If you leave it blank or set at 0 then ABC will not check the Customers credit limit Previous Year total You can leave this blank Or you can fill in an approximate total of how much business you did with this Customer Supplier last year excluding VAT ABC will automatically update this Field during the Year End Last Invoice ABC automatically updates this field with the Month bookkeeping month number eg 201103 for March 2011 of the last time you sent received an invoice Last Leave this blank ABC will keep this field updated Transaction with the date of the most recent transaction for this Customer or Supplier Unallocated If this Customer Supplier has a money or credit note and item over 30 days old and not paid the indicator will Overdue glow red Even if the Balance is zero because you have indicators entered their payment the indicator will glow to show that items are not yet allocated marked paid Record cards 27 Field Name Description and N
40. eque Date RE 14 Apr 2010 d into 8481 MONEY ON PREMIS Our Ref cheq 52811 Note Details of Fields for entering money received Field Description Amount received The amount of money received from the Customer Method of In what form was the money page 104 Payment Date of this Today s date is provided as the default but you transaction can change to a different date ABC expects the date to be within the current bookkeeping month but you can put a future month if necessary You cannot use a previous month date page 103 Paid Into Specify the Analysis Heading where this money will be placed Normally it should be the MONEY ON PREMISES for cash cheques but could be a BANK if Direct Debit etc Page 103 Our Reference A reference number or name eg the initials of the person making this entry or the number from your bank paying in book page Note A description of this transaction Can be left blank 40 ABC6 User Manual Discount If you tick the ALLOW DISCOUNT box additional Fields appear to allow you to enter and calculate a Settlement Discount for this payment The Customers account balance will be reduced by the Amount of money they have paid plus the discount Allow Discount Freeze Money Discount 4 7 Total Amount 348 19 17 00 365 19 Field Description Amount Received The actual amount of money received from the Customer Discount percentage ABC
41. er factor is that if you do keep a separate set of books it is often difficult to get exact agreement with the computer You can end up wasting hours to find why the computer total is a penny different often due to a mistake in your manual adding up It s much better to spend a fraction of that time on double checking the paperwork produced by the computer You ll achieve the same result If you are in doubt about this advice talk it over with your accountant We are happy to speak to accountants about the best way to use ABC After the first few weeks Once you have got used to working as described above please continue to do this Just because things appear to be OK for a few weeks don t assume everything will work perfectly for ever A typical month s bookkeeping During each month you would produce sales invoices on the computer using the Sales Ledger and enter details of unpaid bills into the Purchase Ledger Collect together all petty cash receipts and other miscellaneous bits of paper eg till rolls and enter these into the CashBook You can do this each day or every few days whenever it is convenient When you receive a cheque or cash in payment of a sales invoice enter this into the Sales Ledger so you can mark the invoice paid and not into the CashBook When you pay a supplier s invoice start by telling ABC you have paid that invoice in the Purchase Ledger and the computer will then show you how much to write on
42. er which one since the goods amount is zero Put VAT Code 1 To indicate to ABC that this is a special VAT Only Invoice tick the box on the ribbonbar Update Stock You can update your stock quantities while entering the unpaid bill Tick the box on the ribbonbar to cause the additional stock columns to appear or untick the box if you do not wish to use this facility Degen And medAT Shad Code Real Emcyyedess sae 17 10M RIKFRFD Spars Kits eye 92 LGSPARFS3 us WA 187 08 235 00 TATA Transactions 57 Sales Invoices ABC includes a full invoicing module linked to the Stock System Invoices can have your choice of logo small picture printed at the top and if you want to print a Message eg Special Offers this week at the bottom of the invoice a choice of attention grabbing borders can be used You can produce one or more proforma invoices for a Customer and these can later be edited printed turned into a real invoice or deleted Delivery Notes can be printed from the Options tab of the Invoice Once an invoice has been Finalised it is written to the accounts files and cannot be changed any more but you can reprint it at any time page 29 Sales Ledger gt Customer Records gt select Customer gt Invoice If you currently have some part finished or proforma Invoices for this Customer you can select one of those or create a new invoice The Invoice Top contains these Fields Fie
43. es may contain just descriptive text and you can leave blank lines between items if you wish to make invoice prettier To make the invoice lines deeper drag the line down at the left hand edge of the Invoice This lets you have long item descriptions Use the mouse or cursor keys to move to the line you wish to change then to edit the line double click or press ENTER or click EDIT Each line contains the following Fields Field Description Quantity The number of these items you have sold Stock Ref A Stock Code Enter to select from Stock File Leave blank if you don t want an item from Stock Description Enter a description of this item If you have used a Stock Code ABC can fill in the Stock Description here Unit Price Enter the unit price of this item excluding VAT unless you are working with VAT inclusive prices Discount You can enter a trade discount that applies to this line only Either enter a figure or a percentage eg 3 This discount can be positive or negative ie a surcharge 60 ABC6 User Manual Amount The net amount for this line ie excluding VAT unless you are working with VAT inclusive prices ABC can calculate this from the Quantity Unit Price and Discount VAT Code Enter the CODE to specify which rate of VAT applies to this entry line page 104 Heading code Enter an Analysis Heading Code page 103 ABC will check each lin
44. etely separate task either using the Inland Revenue Tax Tables and cards or CD calculator or on a computer Payroll System eg the ABC Payroll The summary can then be posted to ABC Accounts here Nominal Ledger gt Direct Entries gt Wages Summary This posts the total liability to the Balance Sheet Heading 9221 after you enter details of the wages tax and NI totals The totals are what you owe to the government and to employees When you come to actually pay these people eg write the cheques use the normal CashBook gt Cash Payments for the individual payments the Analysis Heading for those should be 9221 page 103 An easier solution is to get our Payroll Module Not only does it do the calculations and produce all the paperwork but it can automatically make the postings to the ABC Accounts system Stock Value ABC will display the computer s value of your stock and you can enter a New Value Usually this should be based on a Stock Valuation report This figure can affect your Profit Loss and Balance Sheet and your accountant may adjust the value for various reasons Nominal Ledger gt Direct Entries gt Stock Value This entry will write the new Stock Value to Heading 8121 Current Assets and the stock movement to Heading 3981 Cost of Sales 54 ABC6 User Manual Stock Inventory transactions Enter Goods In Stock items received from suppliers Select Stock Record gt Stock In Enter Goods O
45. for Current Assets etc Each Chapter is split into sections for example Chapter four expenses might contain sections for Gas Electricity Postage Insurance Bank charges With a handwritten ledger the usual way to show these sections is with columns one column for Gas one for Electricity etc The title or name of each column being written as a heading for the column Splitting your expenses up in this way allows you to analyse your business see ata glance what you are spending on each item In ABC we call these sections ie columns Analysis Headings Accountants think of them as Nominal accounts The advantage of the computer is that you can create as many Headings as you need and analyse your business just how you choose Each Heading is given a unique number those in Chapter one have numbers between 1000 and 1999 those in Chapter four between 4000 and 4999 Some sample Headings Nominal accounts could be 4223 Gas expenses 4325 Telephone charges Before you start using ABC you need to set up the Headings to suit your own type of business You don t have to get this perfect first time because you can alter things later but it is sensible to get the Headings approximately correct before you start making entries We suggest you print the existing list of Headings page 68 and work just on paper until you are satisfied you have a suitable list of Headings an accountant might call this a Chart of Accounts page 14
46. he top of the screen is a Quick Access Toolbar and you can customise this to add any functions you use regularly To do this right click on a menu option and select Add To Quick Access Toolbar Don t worry about accidentally selecting the wrong thing ABC will make you confirm things like Delete this Account If in doubt select CANCEL or press ESC the ESCAPE key 6 ABC6 User Manual On screen HELP ABC includes an on screen Manual that you can view at any time press the F1 key or click a Help button or select Help from a menu The on screen Manual contains several Sections including an Introduction Reference Section Guided Tour of ABC for beginners and Operator Notes Each Section contains several Chapters An example Page explaining the ABC Message Box is shown below While viewing any Help Page you can call up the full Contents of the on screen Manual in a separate Window click the Contents tab or press ALT C See below Help Pages contain links to other Help Pages click on the underlined words to follow the link and then click BACK if you want to get back to the previous page You can search the on screen Manual by choosing Index or use Find to see all Pages containing the word s you are interested in Covers Index feck Bin e gt ABC Message Box Help Topics ABC on screen User Manual This type of Box is used to display in Contents Index Find ABC6 Mes Cl
47. her learning about things that you do not need However if you find you are spending time every day over some repetitive task eg producing address labels for parcels look to see if ABC can help If you cannot see how to get ABC to save you time on some task contact your After Sales Support company or ABC Direct with details of what you need to do Usually we can help The TOOLS MENU top right of the screen contains functions like Update ABC Visit the ABC website or User Forum and display Version number and enter your Registration Key Introduction 9 Get started with Bookkeeping ABC is designed to save you time and effort in looking after the mass of paperwork that is the bookkeeping in every small business At its simplest you can just enter details of everything you buy or sell money received or paid At the end of each month ABC can automatically produce neatly typed double entry account books exactly like a perfect hand written system but without the effort Take these books to your accountant at the end of year and they will sort out depreciation prepayments and accruals assets etc Notes for Accountants The emphasis in ABC is low level bookkeeping and on screen we have hidden the complexities of accountancy However ABC is a full double entry accounting package and could produce final accounts page 74 Don t trust computers Beginners and some experts often think that anything printed out by a
48. ick a book and then click Open Or click another tab Update ABC QL Introduction This function will check the AE 2 Start here updates requires that this Pd a 6 internet ta Operate 2 Messages Cal 2 Find a record 2 Edit a record 9 Use the ABC Help system if you r a Hane hints woups 2 From date Main Sections You can click a button with the mous gt How To key SE Reference Section While you are using ABC if you request Help press F1 or click Help the program will usually be able to open the on screen Manual at a relevant page this is known as context sensitive Help The Help System remembers Pages you looked at recently and you can use the lt and gt keys to step backwards or forwards through these Pages Introduction 7 Starting up ABC From Windows desktop click on the ABC shortcut If the Password system is turned off the Main Menu will appear Otherwise you need to Log On by entering your Password Log On to ABC Enter your own password To set up or edit Passwords page 76 ABC may ask for your Registration Key page 102 The Noticeboard may appear you can Continue or Edit the messages Print on paper The NOTICEBOARD is a useful place to leave notes for the next person to use ABC You can turn it off page 97 Log Off from ABC Whenever you have finished using the program you should always close down properly to ensure files are closed and all information is written saf
49. iew or edit the next Folio Invoice Number page 75 and the Logo small picture that prints at the top of reports page 75 FOLIO NUMBERS ABC automatically generates a unique Folio Number for each transaction you enter These folio numbers then appear on all reports audit trails etc making it easier to track the transactions There are 5 sets of folio numbers SL Sales Ledger Invoices PF ProForma Invoices PL Purchase Ledger Invoices Unpaid Bills CB CashBook entries JN Nominal Ledger Journal entries Normally you should not alter these during the year Check the VAT rates Accounts Utilities gt Rarely used gt Edit VAT Rates Whenever you enter a transaction into ABC you must specify which VAT rate applies by selecting one of the following VAT Codes Do not edit the percentage rate unless the Government has changed the VAT rates Code Rate Notes 0 Zero rated goods books food also exports 1 Standard rate eg 17 5 most sales and purchases 2 Alternative rate 2 3 Alternative rate 3 4 EC zero rate 5 EC Standard rate most EC sales and purchases 6 EC Alternative rate E Exempt from VAT N Not applicable internal transfers wages Getting started 21 VAT General notes There will be occasions when ABC queries the VAT Amount you entered because it does not exactly agree with the expected amount a If you have made a mistake then change your entry b If you had a valid reason for entering this VAT Amount s
50. ing it otherwise the Stock History will have a gap 36 ABC6 User Manual Transactions Enter details of payments receipts banking stock or create invoices There are many types of transaction in your business for example writing out a cheque paying money into the bank buying something with petty cash or producing a Sales Invoice To make it easy to enter the different types of transaction ABC has an appropriate entry routine to suit each type In general terms if the amount of the transaction is more than a few pounds you should have a piece of paper to prove that the transaction is genuine Figures on a computer screen are very neat but the VAT Inspector and Accountant prefer traditional bits of paper like bank statements cheque stubs invoices petty cash receipts If you do not have a bit of paper then create one write the details of the transaction onto a blank sheet and put that into your ring binder Every transaction entered into ABC is given a folio number page 21 you should write this number onto the bit of paper We recommend you get into the habit of always doing this in some distinctive way eg get a rubber stamp or use a purple pen and always put the number in the bottom right hand corner of the document This makes it easy to check and if you find a document with this number on it you know it has already been entered into ABC When it comes to entering transactions into ABC you can save time by collec
51. is amount for Enter an Analysis Heading CODE page 103 Note Imagine you are looking at a list in six months time and trying to remember what this entry was for The note will appear on the list try to type something useful example Employee name description of item reference number etc Reference For your own use Some useful reference For example the Cheque number Or your initials Amount Enter the total amount including VAT VAT Code The VAT Code for this transaction page 104 Transactions 49 VAT Amount Enter the Amount of VAT VAT Calculation With the cursor in the VAT Amount field you can press F8 and the computer will calculate the VAT amount for you as specified by the VAT CODE Bank Heading Where did the money come from Petty Cash Tin Cheque from Bank Credit card page 103 As you complete each line the amounts are added to the Batch Total at the bottom of the screen You can edit any entries you have just made You can save your work and resume tomorrow or finalise the batch immediately The Summary Tab Page shows an analysis of the Headings you have used and the VAT split You can print a Batch Report at the end Many people find it useful to print this list of what they have just entered and store it in a ring binder with the bits of paper receipts to form your Petty Cash Book Wages payments to staff VAT or tax to Inland Revenue Payments that you
52. is normally posted to the MONEY ON PREMISES Heading It remains there until you use BANKINGS to transfer it to the bank You should use the figures from your bank paying in book to enter BANKINGS and put the bank paying in book reference as the Note When you select BANKINGS the screen will contain the following items on each line Generally you only enter a single figure for each type of money eg total of cheques total of cash The reason for this procedure is to make the computer Bank Report agree exactly with your real bank statement for easy reconciliation Cashbook gt Banking Start by selecting which Bank Account you have taken money to Then enter one or more banking transactions For each line you need to fill in the following columns Field Description Date Must be in current Bookkeeping Month page 103 Note Any note or comment Amount The total amount of this batch of items ie the amount shown on your bank paying in slip BankBook The reference number from the page of your bank paying in book Method Type of items in this batch eg Cheques page 104 ABC generates a Journal Folio Number eg JN001234 for each line You should write this on the Bank Paying in book counterfoil or on the bank statement it helps cross reference from the Audit trail Transactions 51 Bank Reconciliation This allows you to compare your real bank statement with the ABC List of bank transaction
53. ital Groups 8 9 Note for Accountants An Analysis Heading is what ABC calls a Nominal Ledger Account 16 ABC6 User Manual Analysis Heading Numbers Each Heading is numbered think of it as the Account Number and this number determines the properties of this Heading Analysis Numbers can range from 1000 to 9999 Headings in Group 1 have numbers beginning with 1 Headings in Group 2 have numbers beginning with 2 etc To make your Trading and Balance Sheet printouts look prettier and to create sub divisions within Groups you can use some Headings as Group Titles Sub titles and Totals These sub title and total Headings cannot be used for entering money they are purely cosmetic Numbers ending in 000 are main group titles Numbers ending in 00 are sub titles Numbers ending in 0 are titles of sub divisions Numbers ending in 999 are main group totals Numbers ending in 99 are sub totals Numbers ending in 9 are totals for sub divisions For example Number 1000 is Main Title for Group 1 All other Numbers are normal Headings and can have amounts of money entered against them For example 8411 is Bank Account 1 The Subtitles and Subtotals allow you to divide your business up into departments if required You could ignore these for now and add some later if you need to Examine a List of Headings page 14 you will see how the titles and totals Headings appear determined by their number
54. lank Record Card is displayed and you can fill in details of a new stock item see below Give each stock item a unique Code The Stock Code can be used when creating a Sales Invoice to call up a stock item into the invoice so choose Codes that are meaningful and relevant to that item Edit Stock record Find the stock item you require page 105 and select EDIT from the ribbonbar Hints and tips on editing Fields page 106 The Stock Record Card has Fields for the description cost price selling price etc These are spread across several tab pages and described in the following table When you SAVE the Stock Record ABC can recalculate the Selling Prices or Markup if you wish You can set your preference on the Options tab Details of each Field Field Description Stock Code Any code or number It must be unique You will use this to quickly call up the stock record so we suggest you choose codes that are short meaningful and easy to remember Up to 16 characters Description 1 A description of the Stock Item This can appear on printouts and and Invoices The Description 2 Field allows you to have Description 2 an alternative description perhaps for Price Lists or trade customers Qty in Stock The number of units you have in stock ABC will automatically update this Field you cannot edit it directly 34 ABC6 User Manual Field Description Quantity on Order You ca
55. ld Description Account number The computer fills these items into the Invoice number invoice and you cannot alter them here Invoice Date This is the tax point for VAT It must be in the current or a future bookkeeping month Supply Date Useful as a note for example the date when the goods were supplied Can be left blank Your Ref Any note eg the Order Number or a name Can be left blank This will be printed on the Daybook If you entered anything in the NOTE Field on this customer Record it will appear here by default Our Ref Any note or reference eg Delivery Note nbr or can be left blank This will be printed on Daybook Trans Type Any note describing this transaction Can be blank Sold By Initials of salesperson or any note Can be blank 58 ABC6 User Manual Delivery Ref Any note for example the method of delivery or our Delivery Note Number Can be left blank Delivery Address Defaults to as invoice address You can enter any different address here or leave it blank Or click the button to select or edit a stored Delivery Addresses for this Customer Special Instructions Can be left blank or you can enter any notes or instructions as required If you do enter a message here you can enhance it by printing an attention grabbing border see the Message Border tab Notes Any further notes or instructions Special Invoice types You can modify the
56. les in which case you can look smug as you skim through this section The mouse moves the mouse cursor on the screen When the mouse cursor is over the item you want to activate click the left mouse button ie press and release it To select some text hold down the left mouse button as you move the mouse across the test this will highlight that section of text Whatever text operation you choose now will be applied to the highlighted text only Click the mouse anywhere else to cancel the selection You can usually change the size of windows boxes and pictures on the screen by dragging their corners or sides To do this position the mouse Introduction 3 cursor over a corner or side of a box the cursor will change shape to indicate the box is ready to be dragged Then hold down the left mouse button and move the mouse to change the shape The right mouse button normally produces a small popup menu of functions relevant to the item under the mouse cursor If your mouse has a wheel this can be used for scrolling up and down While editing text a text cursor will show your position in the text The cursor keys can be used to move this around or you can point to a new position with the mouse cursor and then left click the mouse to move the text cursor to that position press ESC means press the ESC key on the keyboard click OK means use the mouse and click the left mouse button on the OK Button on the screen Enter FO
57. ll probably be invoices already outstanding with these companies so you can choose to enter the amounts as Opening Balances page 19 Getting started 13 My Company Name List of Headings 23 Apr2010 23 56 Page1 Description DbICr OBal Balance 1000 SALES 1111 Sales Dept1 Cr 0 195 34 2743 45 2743 45 1121 Sales Dept 2 Cr 0 250 00 3732 72 3732 72 1131 Dept 3 Cr 0 0 567 90 567 90 1171 Department 3 Cr 0 140 00 1252 44 1252 46 1951 P amp p Charge Cr 0 0 0 0 1971 Sales Discount Cr 0 0 0 0 1999 Total Sales 2000 OTHERINCOME 2999 TOTOTHRINCOME 3000 PURCHASES 3111 Dept 1 Db 0 0 0 0 3121 Dept2 Db 0 0 0 0 3131 Dept 3 Db 0 161 44 161 44 161 44 3231 Direct Postage Db 0 0 0 0 3971 Discount Db 0 0 0 0 3981 Stock AdjCost Db 0 0 0 0 3999 Total Purchases 4000 EXPENSES amp O Hs 4100 Wages 4111 Dept 1 Db 0 4121 Dept 2 Db 0 0 0 Tot Wages 4200 Financial 4211 Bank Charges Db 0 0 0 4212 WAGES DEPT 3 Db 0 0 0 4222 Bank Interest Db 0 0 0 4231 Accountant Fee Db 0 0 388 18 388 18 AICA Ineurance Nh fi A A A ABC6 User Manual Set up some Analysis Headings The Analysis Headings our word for Nominal Ledger accounts are the centre of the Accounts system and hold details of vague things like assets profit VAT bank accounts Americans call it the General Ledger whereas in the UK it is the Nominal Ledger Think of the Nominal Ledger as a book with nine chapters Chapter one is for Sales Chapter four is for expenses Chapter eight is
58. n enter the quantity of units that you have already ordered This is to stop the computer constantly telling you to re order an item that is already on order Allocated The quantity of units you have sold but do not have in stock ie on order and reserved for someone Location It may be useful to specify a shelf or warehouse location Case How many units in one case or outer You can leave it blank if Quantity you don t need this feature or enter 1 Selling Prices The Selling Price excluding VAT If you leave this blank ABC Excluding will calculate it from the Unit Cost price and the markup VAT percentage You can have three different prices for each stock item On the Customer Record you can specify which Price Group should be used for that Customer 1 2 or 3 page 29 Selling Prices The Selling Price including VAT If you leave this blank the Including computer will calculate it as above adding on VAT at the VAT current rate dependent on the VAT CODE Field Case Enter either a fixed amount or a percentage eg enter 5 Discount Sales The default Sales Heading this item will be analysed under Heading when invoicing but you can change it Number VAT Code Specify the VAT Code that normally applies to this stock item If you leave it blank it defaults to Standard Rate Vat Code 1 Sales Dept The default Sales Department Code this item will be analysed under when inv
59. n no border will be printed anyway Corrections and Adjustments In general you should always make any corrections or adjustments by creating a new transaction complete with a piece of paper From experience we have found this is the best way to keep Accountants and Tax Inspectors happy and to make it clear what you have done For example if you invoice the wrong company or for the wrong amount you can correct the situation most neatly by creating a Credit Note to cancel the incorrect invoice In the Reference Field of the Credit Note put the Invoice Number of the original invoice 62 ABC6 User Manual Printing reports Viewing lists labels summaries on screen paper or to disk file When you select any Report in ABC it is first displayed on screen in the Preview Window page 112 This allows you to check the contents zooming in or out and moving from page to page Select PRINT if you need to send the report to paper and you can select a printer and maybe a range of pages It is also possible to export Reports to a disk file for example in PDF CSV or HTML format for use in other applications websites or email Select File gt Export gt PDE CSV etc from the Preview Window Reports can be viewed or printed at any time and as often as you wish Plain paper is used for all printouts Many reports can be customised by setting options page 112 to choose a range of dates sorted order and other criteria ABC can be
60. nvoice or B a small miscellaneous sale eg via the shop till A Payment received for an invoice Sales Ledger gt Customer Records gt Select the Customer gt Receive Money If you do not know the Customer name but have the Invoice Number the FIND function has an option to get the matching Customer record The normal procedure is to first enter the amount of money received and the date payment method etc Then you can allocate this against one or more invoices to mark the items as paid However you could just enter the money Later you can mark items paid by allocating Credit Notes Opening Balances etc against invoices You can part pay any invoice Sometimes you may allow the Customer a Discount And occasionally the Customer will pay the wrong amount eg send a cheque for 34 12 instead of 34 21 ABC makes it easy to handle these entries You can even make ABC automatically allocate any receipts against invoices at month end and this brought forward option can be set for just some customers See Page Enter money details The entry screen for you to enter details of the money transaction is shown on the next page ABC gives every transaction a computer Folio Number eg CB010027 as you enter it and you may want to make a note of this eg write it onto the Bank Paying In slip Transactions 39 Money Received from Green Brothers Ltd Allow Discount Amount 343 19 Method of CQ ch
61. oicing History Page This Page displays a table showing all transactions involving this Stock Item You can view just this month or the full history You can also choose whether to only look at Invoiced items entries made using Stock IN or Stock OUT or both Unit Cost The unit cost excluding VAT This is used for automatic calculations and valuation reports All quantities in the rest of the Record Card relate to units Case Cost If the units arrive packed in outers of 20 for example then you can use this feature If you purchase units individually leave this blank or enter the cost of 1 unit Supplier 1 You can note your main Supplier and a second source here and 2 This information is just a note for you The computer does not use it for anything except to show on reports Purchase The default Purchase Heading Code this item will be analysed Heading under when entering purchases Code Record cards 35 Field Description Purch Dept The default Sales Department Code this item will be analysed under when invoicing Re order When you need to re order this item how many units do you Quantity normally order This will be shown on the RE ORDER LIST Last In Cost For comparison when next you re order Type of Stock A Stock Record can contain a NORMAL item eg some goods Item or service with a price or just some text TEXT ONLY The difference is that ABC automatically adjusts
62. onvenient list for chasing overdue debts Also shows future items not yet due Money Received A list of all money received in payment of sales invoices Reminder that CashBook income eg sundry cash sales are not included in this report but can be found in CashBook Receipts page 70 Sales Daybook List all invoices and credit notes You can specify a range of dates This is one of the basic reports required by your accountant and VAT Inspector Sales Audit Like an expanded version of the Sales Daybook but Trail the Audit Trail also shows every line from each sales invoice you can select the range of dates It is mainly useful for tracking errors or auditing Unpaid A list of invoices not yet marked as paid as of Invoices today s date To mark an invoice as paid you Allocate money or Credit Notes against the invoice page 41 64 ABC6 User Manual Re print or view old Sales Invoice Zoom At the Customer s Record Card go to the Balance Tab page and see a list of their old invoices use Outstanding or History option Right click on the old invoice and select ZOOM or reprint Letter Label or Envelope for one Customer At the Customer s Record Card choose the item you require from the View Print Menu ABC can then automatically fill in their address on the label envelope or letter You can edit these items and customise them with your own logo or picture Letter or Label for all Customers
63. otes History or The grid table will display the transactions for this Outstanding Customer Supplier You can choose OUTSTANDING to see only the unpaid items or HISTORY to see everything Right Click an invoice to Zoom or reprint Note 1 A single line of text for your own use Note 2 A single line of text for your own use Note 3 A single line of text for your own use Memo This can store a large amount of text many hundreds of lines Customer Ref If the Customer refers to you by a code or account number you can enter it in this Field This can be printed on sales invoices VAT The Customers VAT Registration number as required Registration for reclaiming EC VAT Can be left blank Delivery The Customer might have different addresses for Address deliveries and for invoicing ABC allows you to store several different delivery addresses for each Customer Leave this Field blank ABC will automatically fill in the code of the last Delivery Address used for this Customer You can edit the Delivery Addresses while producing a Sales Invoice Agent For your use or used by Sales Order Processing Type of You can specify Open Item or Balance Forward accounting accounting for the Customer The default is OPEN ITEM which is what most people prefer Settlement Tick this box if you wish the Customer to be offered Discount your standard Settlement Discount on sales invoices See page for more details C
64. ra Payments 42 ABC6 User Manual B Cash Sales income ABC gives you great flexibility when entering CashBook income You can enter a batch of transactions or just one and then post these to the accounts immediately Or you could store the batch and continue entering at a later time may be useful to let someone else check the entries before they are made final You can print the batch of entries on paper before or after finalising them Cashbook gt Cash Income You can switch between the previous batch and the current batch of entries When you finalise the current batch it is posted to the accounts and becomes the previous batch Only the current batch can be edited ABC generates a CashBook Folio Number eg CB001234 for each item that you enter We recommend you write the Folio Number onto each receipt or bit of paper as you enter them into ABC this makes it easy to cross reference from the Audit Trail later page 21 CashBook Income FievBach OCurentbatch Date HDG Note Ref Amount v vaT Meth BHDG 1120ct07 1121 Tabel repairs minor Dave 10 00 1 1 49 CO 8411 190ct07 1121 Shop takings Week 3 317 55 1 47 29 CA 8471 280ct07 1171 Sundiy Cash sale DD 34 89 0 OCA 8471 260ct07 1111 Shop Week 4 215 91 1 3216 CA 8471 AAEE 578 35 80 94 B009712 The following Fields must be completed for each line Field Description Date The date must be within this bookkeeping month
65. s chris abc6 co uk ABC6 Manual ABC Direct Sales retains sole copyright and title to these programs and documentation All rights are reserved You are granted a non exclusive and non transferable licence to operate this software on a single computer for your own use No distributor dealer or agent is authorised to change these terms It is impossible for anyone to guarantee that a complex computer program is free of small faults bugs In addition the results produced by a program depend on the information entered at the keyboard and the correct operation of the computer system ABC Direct Sales and their agents and distributors can accept no liability for the use of this program or any direct or indirect consequential damages arising from the use of this program It is the responsibility of the user of the program to check that this program is suitable for their requirements that it is installed correctly and that any results of its use are correct Design supervisor Chris Hicks The ABC programs are mostly written in Microsoft Visual Basic This Manual was prepared using Adobe InDesign and ClipMate Manual v1 04 Printed in England April 2010 We are keen to hear your comments bug reports complaints and ideas for improvements preferably by email ABC Direct Sales PO Box 203 Sale Cheshire M33 4XG UK Tel 0161 282 1270 email feedback abc6 co uk website www abc6 co uk Contents 1 Introduction
66. s adjustment using Nominal Ledger Transfers and ensure that you only enter it once Printing reports 69 CashBook Reports You can select the following reports from the CashBook Menu List of Receipts You can specify a range of dates and this report will list all CashBook Receipts eg sundry sales entered during this period List of Payments This could form your Petty Cash DayBook Specify a range of dates and this report will list all CashBook Payments made during this time List of Bankings A list of all Bankings entered during the range of dates you specify Each bank account is shown separately This report should contain the same items as the bank Statement you receive from your bank making it easy to compare the two looking for errors and omissions Bank Statement Similar to your real bank statement this report shows a list of all Receipts and Payments to a bank Design your own Print a Report or sheets of Labels You can use FILING to design your own reports or labels to print data from the Accounts files This is a safe function to use and can not affect your accounts data page 86 Print a single label envelope letter or statement While looking at a Customer or Supplier Record Card you can quickly print an envelope letter label or statement from the View Print buttons on the ribbonbar 70 ABC6 User Manual
67. set to automatically print your choice of reports each Month and Year End In addition to the built in bookkeeping reports you can design your own reports and labels to print information from the Accounts files or your own files This chapter lists all the built in bookkeeping reports with a few notes pointing out any unusual features or options Printing reports 63 Sales Customer reports You can select the following reports from the Sales Ledger Menu List Customers A list of Customers showing their company name address telephone number etc Customer Statements Normally you print Statements to send Customers a reminder of unpaid items but it may be useful to also show items they have paid recently ABC gives you a range of options so you can choose what to show on the Statement and who to send Statements to Typically you would produce Statements at the end of each month Also note While looking at a Customer Record Card you could produce a quick Statement for them from the View Print Menu Customer History Lists all transactions and you can choose a range of dates and whether to expand invoices to show full details or just show invoice totals Also note While looking at a Customer Record Card you could produce a quick History for them from the View Print Menu Aged Debtors List of everything currently owing to you divided into several age ranges Telephone numbers are printed making this a c
68. tal for a Group ie Headings 1000 1999 2000 2999 etc cannot be deleted Although you cannot delete these Headings you can change the descriptions to better match your own business 32 ABC6 User Manual Stock Record Cards Introduction Some people use the word Inventory instead of Stock Each stock item is given a Record Card in the Stock File to store details like description quantity in stock and price Group 1 20 23 ore i Group 2 18 72 Case Discount Group 3 17 02 Seles 1111 Sales Dept 1 VAT Code 4 Standard Rate UK Selling Price including VAT Department Group 1 Group 2 Group 3 Calculate Prices from Cost and Markup Some businesses may not need a stock control system but you can also use the Stock Records for keeping text only Records to store commonly used phrases or notes These can then easily be used on Sales Invoices when required For a proper Stock System to be useful you must keep it up to date and enter everything that goes in or out of stock The ABC Stock System has some more advanced features generally hidden away on the Options Tab Page For example you can specify the Cost Price and Markup percentage and ABC will calculate the Selling Price with and without VAT And you can ask ABC to warn you when invoicing if the stock level of this item is getting low Stock System gt Stock Records Record cards 33 Add new Stock record From the ribbonbar select ADD A b
69. ted in this Type of The Headings Nominal Accounts are divided into 9 Account categories or types page 16 ABC fills in this field automatically Last Year For the Trading accounts eg Sales ABC keeps a note here of the total entered into this Heading last year This Month The grid table displays the transaction history for this or All Heading You can switch between viewing this months Transactions transactions Headings with Analysis CODES above 5000 are Balance Sheet Headings and the Last Year figure becomes the Opening Balance figure for this year you are not allowed to alter this Headings with CODES below 5000 are Trading Headings and you can enter a Last Year total for comparison or use it as a budget figure You can edit this Record cards 31 Delete a Heading Record Select Delete from the ribbonbar Some Heading Records cannot be deleted because a some Headings are used by ABC for automatic postings These include 1971 Sales Discounts 8395 Contra Payments 3971 Purchase Discounts 8411 Bank account 1 3981 Stock adjustments 8471 Petty cash tin 5111 Trading Profit C F 8481 Money on Premises 5281 Opening Balance 9111 Purchase Control 8111 Sales Control 9211 VAT Control 8121 Stock Value 9221 PAYE Control b Headings that have an amount in the Balance Field or which have been used recently cannot be deleted Also the Group Title and Group To
70. tem where you do not have to pay VAT to the government until your customer pays you There is nothing you need to do differently in ABC whether you use Cash VAT or normal Accounting 22 ABC6 User Manual Print the VAT Return You can choose a standard VAT Return or the Cash VAT Accounting Return which includes some additional pages showing how ABC arrived at the results In either case you should check the figures carefully before entering them onto your actual VAT 100 Form and signing it page 68 A full VAT Audit Report can be printed listing all the transactions containing VAT within the date range you specify VAT Returns can be reprinted for past periods Notes for the VAT Inspector ABC can produce an audit trail of everything that has been entered during any specified period and this can be printed on paper for easier inspection or record keeping Every report has a separate column for VAT with a summary at the end The ABC VAT Return lists VAT transactions during the period followed by details of any calculations or adjustments to those figures Finally the last page shows the entries required on the VAT 100 form Please contact ABC Direct Sales if you have any queries or wish to discuss ABC page iv Getting started 23 Import from ABCS ABC includes a function to import all the Accounts data from your old version of ABC5 This process does not affect the ABC5 files at all and you could continue to use the ol
71. the Qty In Stock Field as you buy and sell Normal Items but does not do this for Text Only Items Low Stock When producing a Sales Invoice ABC can warn you if the Warning Stock Item you enter is out of stock This warning can be turned ON or OFF for each Stock Record If a Stock Record is Text Only see above then the Low Stock Warning is automatically turned OFF Minimum The lowest quantity of units that you require normally to have Quantity in stock The NEED RE ORDER LIST will show you all Stock Items where the Quantity in Stock is below this Minimum Quantity Method For your own use Recalculate You can specify whether you wish ABC to automatically Prices or recalculate the Selling Price from Cost Price X Markup or the Markup Markup from Selling Price Cost Price Month to The number of units that have been sold this month at each Date Sales Price Group Normally you would leave this blank and ABC MTD will fill in the figures as you produce invoices Markup You can specify how much profit you wish to make on this stock item and ABC will use this figure to calculate the selling price if you leave that Field blank Alternatively leave the Markup blank and ABC can calculate the percentage from the Selling Price and Cost Price Delete Stock record From the buttons under the Record Card select DELETE If you have used eg bought or sold this item recently then it may be better to wait for a while before delet
72. the type of each Heading ie Debit or Credit It also shows the overall structure of the way you are analysing your business Your accountant will find it useful to keep this handy when checking other Bookkeeping reports Trading P amp L Also called the Profit amp Loss Report This shows all Sales Purchases and Expenses during this period and then a calculation of your Gross Profit and Net Profit Can give you an overall picture of the business and an idea as to which parts are making money and where you are spending most money You can alter the layout of this report by changing the sub title and sub total Headings Trial Balance Lists all Nominal Accounts The total of debit accounts should be the same as the credit account total if your books are in balance Balance Sheet This produces a working Balance Sheet If you are an expert at accounting and have entered pre payments accruals depreciation etc into ABC then this report could form the basis of the Final Balance Sheet for a small business Audit Trail List of all transactions in the order in which they Heading were entered into the system This is mainly History useful for error checking Bank Can be printed from the Bank Reconciliation Reconciliation function page 52 68 ABC6 User Manual VAT 100 Report VAT Return You can print a VAT Return for any range of previous months and choose normal or cash VAT Accounting You should print
73. this operation is to click the X at the top right hand corner However sometimes ABC will not let you exit in this way You might have begun entering an invoice If you click the X ABC does not know if you want to cancel discard this work or save it part finished Before you can exit you need to click Save or Cancel This Manual is a rough guide The user interface of ABC may change as we continue to work on the programs And you can customise the appearance of many parts of ABC and Windows This means that your screen might look different to the pictures in this Manual For this reason we have not shown many screenshots and have generally just pointed you in the right direction rather than giving exact step by step instructions Hopefully this keeps the Manual thin and prevents it from going rapidly out of date Introduction 5 How to drive ABC You can use the keyboard and the mouse to operate ABC In most cases either can be used and there are often several ways to do something use whichever you find easiest The Main Menu Just about everything in ABC can be reached from the Main Menu pictured below To display the Menu click the large round button top left of the screen or press ALT M Expenses and the resulting Profit or Lose 19 Press Fl for more help Use the mouse or cursor keys to move around the Menu Double click the mouse or press the ENTER key to select a Menu item At t
74. this report after doing the Month End for the last month in your VAT quarter Nominal Ledger gt VAT Reporting System gt VAT Return The options Tab Page allows you to specify the range of months and also to choose whether to include a VAT ae Audit and lists of unpaid Sales and Purchase invoices the VAT on theseis not included in the Cash VAT Accounting 10 system so itis a good idea to check for mistakes AAA a You must check that these figures appear E correct you should have a rough idea of a y the total sales total purchases etc month e Ln by month and then fill in these figures A on the VAT Return form Keep the printed report in your ring binder You must sign the VAT100 Return form to say that these figures are correct and itis no defence to blame the computer if they are drastically wrong If in doubt consult your accountant If the end of a VAT period does not coincide with the end of your accounting year we recommend you ask your local VAT office to adjust your VAT period so it does match your bookkeeping periods Check with your accountant of course but it makes life easier for everyone and avoids extra calculations at year end VAT Audit This report lists all transactions involving VAT Nominal Ledger gt VAT Reporting System gt Full VAT Audit Trail Special VAT Schemes Some VAT Schemes require an adjustment to your accounts at the end of the VAT quarter You must enter thi
75. ting together similar items and entering them as a batch Transactions 37 First thing to do is decide which type of transaction you are entering Here are the most common Money Received page 39 Invoice payments for credit items relating to a Sales Invoice Cash sales miscellaneous non credit items eg till receipts VAT Refund from Government Money Paid page 45 Pay a bill purchase invoice Cash payments petty cash for misc non credit items Including Wages to employees NI PAYE to government Proprietor drawings VAT Return to Government Internal Adjustments page 51 Bankings take Money on Premises to the Bank Write a cheque for petty cash tin Opening Balances for Customers or Suppliers Sales Ledger Purchase Ledger Opening Balances Nominal Ledger Transfers Nominal Ledger Journal Stock Inventory page 55 Stock Value enter results of Stock Take Goods In or Out Unpaid Bills from Suppliers Purchase Invoices page 56 Sales Invoices page 58 Create new invoice or enter details of a handwritten invoice Also Credit Note proforma Invoice or Delivery Note Corrections adjustments page 62 Everybody makes mistakes from time to time When you spot something wrong simply enter a correction The following pages describe each type of transaction and explain how to enter it into ABC 38 ABC6 User Manual Money Received Decide if this is A a payment for a Sales I
76. ut Items you are taking out of stock for some reason if you use Stock Codes on Sales Invoices those items are automatically taken out of stock by the invoicing system Select Stock Record gt Stock Out Enter Stock Adjustments After completing a Stock Take you might find the actual number of some items in stock is different to the computer figure Use this function to correct the computer by entering adjustments Select Stock Record gt click on ADJUST tab Page This function might also be used to enter Stock Opening Balances Transactions 55 Unpaid bills purchase invoices Select the Supplier Record gt Unpaid Bill If you do not already have a Supplier Record for this Supplier you can Add one at the same time page 26 Enter the following details from the Supplier invoice Field Description Invoice Number The invoice number from the unpaid bill Date on the Unpaid Bill The date as shown on the unpaid bill It does not matter if this date is not in your current bookkeeping month but ABC will store the transaction in this months books Our Description A few words to describe this purchase Invoice Total The total amount as shown on the unpaid bill including any VAT Amount of VAT If this unpaid bill includes any VAT you must enter the exact figure that is shown on the bill even if the Supplier got their calculations wrong you must still enter their figures Their Account number If the unpaid bill
77. voice you can specify a range of dates Mainly useful for tracking errors or auditing Unpaid List of items not yet marked as paid as of today s Invoices date Zoom view or print an old Unpaid Bill At the Supplier s Record Card right click on an old invoice and select ZOOM to view or reprint Letter Label or Envelope for one Supplier At the Supplier s Record Card choose the item you require from the View Print Menu ABC can then automatically fill in their address on the label envelope or letter You can edit these items and customise them with your own logo or picture Letter or Label for all Suppliers Use TYPING MAIL MERGE page 91 Use FILING LABELS page 85 66 ABC6 User Manual Stock Reports You can select the following reports from the Stock System Menu You can use the stock File to store bits of useful text which can be called up when invoicing to save you time and typing effort These text only Stock Records will not appear in the following reports page 33 Stock List List of all your stock items showing their location quantity in stock on order and allocated and price Stock Valuation List all stock items showing the quantity in stock and the cost price These figures are multiplied together to get the value of that stock item and at the end of the report the total value is shown It is a good idea to print this report at the end of each month and then enter the stock value into the
78. y in your petty cash tin this could be entered into ABC in one of three ways 4 1 Cashbook PAYMENT cheque paid from the bank 4 2 Cashbook RECEIPT cash received by petty cash tin 4 3 Nominal Transfer amount transferred from bank to petty cash Any of these will work OK Method 1 is preferred because it allows you to enter the cheque number into the correct place 12 ABC6 User Manual Getting started Setting up the Accounts General Notes about VAT Introduction It is important that you set up ABC correctly to suit your business before you start using it to do your bookkeeping For example check that the VAT rates are set correctly invoice numbers are set to the required start number your Company Name and Address details are entered and that any dummy information has been cleared from the files Use the checklist below If you create an extra company at any time you must follow this procedure to set up that Company before starting to use it If you are upgrading from an earlier version of ABC the IMPORT function will take care of most of this automatically page 24 C 1 Set up Analysis Headings Nominal Ledger Accounts page 15 J 2 Clearout any dummy information from the files and set your Accounting Year and the current Accounting Month Set Folio Numbers Also specify if you are VAT Registered page 18 J 3 Enter your Customer and Supplier names and addresses If you have been trading for a while there wi
79. yments Accruals Depreciation Correction of mistakes Nominal Ledger gt Direct Entries gt Journal Transfers Each line is one complete balanced entry the transfer of an amount from one Heading N L account to another You need to fill in the following columns Field Description Date Must be in current Bookkeeping Month page 103 1st Heading The Heading you are adjusting page 103 Adjustment The amount of this adjustment You can put a positive or a negative amount A positive amount will increase the Heading s balance Do not worry about Debit or Credit ABC takes care of all that Note Any comment or description of this entry 2nd Heading The balancing Heading You are Transferring an amount from one Heading to another this is the other ABC takes care of Debit and Credit and ensures everything stays balanced page 103 Transactions 53 The Summary Tab Page shows the effect of this batch of entries VAT normally is not involved in Transfers because all you are doing is making internal adjustments within your business The expressions Increase or Decrease the Analysis Heading are translated by the computer to automatically Debit a Debit Heading for increase or Credit a Credit Heading increase Entering a negative amount to Adjust a Heading will Credit a Debit Heading or Debit a Credit Heading Wages Summary The calculations for wages must be done as a compl
80. ything page 106 Some Fields are updated automatically by ABC and you cannot change them eg the Account Balance Details of each Field The Customer or Supplier Record Card has Fields for the name address credit limit balance and other details Each Record Card has several tab pages containing groups of Fields described below Many of the Fields can be left blank you can edit them later if required Field Name Description and Notes Account This is generated by ABC to ensure each customer has Number a unique account number You cannot change this Key This is just a shortcut or nickname for the Customer that you can use to quickly locate their Record Enter any code or abbreviation or leave it blank and ABC will fill in the first few letters of the name as a suggestion 26 ABC6 User Manual Field Name Description and Notes Company Name Address and Postcode Enter the business name and address of the Customer Supplier ABC will use this when printing statements invoices or letters so check it carefully The EC Field is a 2 character European Country code Telephone and ABC will use this when printing a list of Customers Contact Name or Suppliers and Aged Debtor Lists Mobile Can all be left blank if not required phone and fax numbers Email address Current Balance The total amount owing on this account at this moment You cannot directly edit this Field Wh

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