General

Welcome to the world of Diamondsoft Systems.

The Business Accounts system has been specifically designed with the small to medium size business or club in mind. Indeed, wherever there is a need to record business accounts.

Information relevant to your accounts is stored in a cassette file called BAMASTER.

If maintaining records for more than one account, each account will be on its own file.

Keep at least three copies of BAMASTER and use separate cassettes. This will ensure the security of your valuable data.

Loading

CHAIN"BUSNACCS" (RETURN)

After the program has loaded, it will ask you to position your data file BAMASTER.

If you are setting up a new account, then use the file on the program cassette which immediately follows the programs. Otherwise, use the last file produced by the system.

The following response will then occur:

Enter Week/Year
Enter your company week number (2 digits) followed by the year. Week number must be in range 00-53.

Printed output required
Enter Y if you want printed report else N gives only screen output.

VAT analysis required
Enter Y to analyse the amount of VAT else N.

VAT rate %
Enter the current rate to be used.

The system will then commence and will lead you through with a series of questions/answers depending on the function required.

Setting Up Account

Select the appropriate option on the menu and then input:

Account number
Enter 0-9 if no profit centre analysis is required or A-Z for an analysis.

Note: If the profit centre analysis is requested then the running account balance will be analysed over ten values based on the first digit of the reference number input on all transactions.

Account description
Enter up to 20 characters.

Cash Payments/Receipts

Select the appropriate option on the menu and then input:

Type
Enter C (for cheque/cash payment) or R (for receipt)

Date
Enter week number and year (WWYY). If blank, system will automatically use the date entered at start of run.

Ref. No.
Enter up to 6 characters to identify the transaction. Remember that the first character is used to analyse the profit centre and should be 0-9 if this option is selected.

Description
Enter up to 8 characters.

Value
Enter the value of the transaction.

If the VAT option has been selected:

Vatable
Enter Y or N. If Y is entered, the system will calculate the VAT contained in the transaction value.

Credit Purchase/Sale

Select the appropriate option on the menu and then input:

Type
Enter I for purchase invoice or S for credit sale.

Information is then input as above (Cash Payments/Receipts) except that VAT is not analysed at this stage. The value of the transaction is contained in the relevant ledger outstanding balance but is not charged until the item is paid or payment received (see next section).

Credit Purchase Sale - Payment Receipt

Select the appropriate option on the menu.

The system will then present each outstanding item and ask for confirmation of payment/receipt.

Enter Y or N. If payment is confirmed, then item is charged to the appropriate profit centre and VAT (if appropriate) is calculated.

Bank Reconciliation

Each item is presented in sequence and you are asked to confirm whether or not it is contained in the Bank Statement.

Answer Y or N.

Finally, a reconciliation report is produced to check against the bank statement.

Weekly Update

Select the appropriate option on the menu.

Enter the week ending date (WWYY). The system will check that the week number is one greater than the last weekly update (week number 01 is allowed at any time). Remember that the week number must not be greater than 53. If the week number is invalid, the system with respond with "Check Week No - is it OK?" - answer Y or N.

Following completion of the update, a report is produced of the latest balance, showing the analysis by profit centre and VAT.

Reports

Selection of the various reporting functions of the system produces:

1. Daily/Weekly journal (transactions since last weekly update)
2. Cash book (all transactions on file)
3. Transactions cleared (from bank reconciliation)
4. Balance/Analysis/VAT (Account summary)
5. Credit Sales Ledger (all outstanding items)
6. Purchase Ledger (all outstanding items)

Note: It is important that a transaction cleared report is obtained each week when a bank reconciliation has taken place but before the weekly update.

Value Added Tax

This is analysed by applying the VAT rate to VAT inclusive figures entered into the system. The VAT is analysed into receipts and payments and will accumulate until cleared by the weekly update).

You can therefore run the VAT accumulation to coincide with your VAT year or period.

Adjustments

It is recommended that adjustments should be input on a debit and credit basis rather than a nett figure. In this case it is important to remember to clear the adjusted items from the system (they will not appear on your bank statement). VAT is taken care of automatically.

Closing Down

Select the appropriate option from the menu.

The system will ask you to position your cassette tape for output.

Error Handling

The system will make as many checks as possible on the information that you enter. If it detects an incorrect entry, it will reposition the cursor for you to re-input.

The system can hold up to 200 transactions that have not been cleared by the Bank Reconciliation. If this limit is reached, some transactions must be cleared and a weekly update run before continuing.