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002160235051
ACCPAC INTERNATIONAL
SA-WN-TTL.doc, printed on 1/3/02, at 11:45 AM. Last saved on 1/3/02 10:54 AM.
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Swc90wb.doc, printed on 1/3/02, at 11:14 AM. Last saved on 1/3/02 10:54 AM.
Workbook
Before You Start .............................................................. 2
Creating a Company .......................................................... 2
Exercise 1: Creating a Company ............................................ 2
Looking Up Company Information ............................................ 5
Exercise 2: Checking Your Company Information ............................ 6
Setting Up Reports and Forms ................................................. 6
Exercise 3: Entering Printer Options for Reports and Forms ................... 9
Settings .................................................................... 10
User Settings ............................................................ 10
System Settings.......................................................... 11
Exercise 4: Entering Settings .............................................. 12
Adapting the Chart of Accounts .............................................. 16
Exercise 5: Modifying Existing Accounts ................................... 18
Exercise 6: Adding Accounts.............................................. 20
Linked Accounts ............................................................ 21
Exercise 7: Deleting Linked Accounts ...................................... 22
Exercise 8: Linking New Accounts ........................................ 23
Adding Vendors ............................................................ 25
Exercise 9: Adding Vendor Records ....................................... 29
Adding Customers .......................................................... 32
Exercise 10: Entering Customer Records ................................... 37
Adding Employees .......................................................... 39
Exercise 11: Entering Employee Records ................................... 43
Adding Inventory Records ................................................... 45
Exercise 12: Entering Inventory Records ................................... 51
Adding Projects ............................................................. 53
Exercise 13: Entering Project Records ...................................... 55
Entering Historical Financial Data ............................................ 56
Exercise 14: Entering Historical Balances in the Accounts .................... 56
Adding Historical Sales Data ................................................. 57
Exercise 15: Entering Historical Sales Details ............................... 58
Workbook
iii
Swc90wb.doc, printed on 1/3/02, at 11:14 AM. Last saved on 1/3/02 10:54 AM.
iv
Simply Accounting
Swc90wb.doc, printed on 1/3/02, at 11:14 AM. Last saved on 1/3/02 10:54 AM.
Workbook
Swc90wb.doc, printed on 1/3/02, at 11:14 AM. Last saved on 1/3/02 10:54 AM.
Swc90wb.doc, printed on 1/3/02, at 11:14 AM. Last saved on 1/3/02 10:54 AM.
Workbook
The Workbook guides you through the entire process of setting up
a companys books and entering common transactions.
Step-by-step lessons accompany each accounting procedure
introduced, to give you practice setting up and using the Simply
Accounting program.
When you finish the Workbook, you will have a complete set of
records for a fictional company called Data Processing Services.
You can use this data for more practice, if you wish.
If your company uses cash-basis accounting, be sure to read
Chapter 28, Cash-Basis Accounting, in the Simply Accounting
User Guide.
Backing up
Using the backup copy instead of your current records, you can
print historical reports even after you start a new month,
calendar year, or fiscal year. This is useful, for example, if you
need to print payroll reports as of the end of the calendar year,
after you have already entered data for a new year.
For information about backing up your data, see Backing Up
Your Companys Information in Chapter 19, Preventing
Problems, in the User Guide.
Displayed amounts
and date formats
may vary
Workbook
Swc90wb.doc, printed on 1/3/02, at 11:14 AM. Last saved on 1/3/02 10:54 AM.
Online Help
Creating a Company
You can create a company using one of the company templates
that come with the program, modifying it to suit the needs of
your business. In Exercise 1, you will create a company using the
Service Company template.
1.
2.
3.
4.
Simply Accounting
Swc90wb.doc, printed on 1/3/02, at 11:14 AM. Last saved on 1/3/02 10:54 AM.
Creating a Company
Choose a company
template
5.
A preset folder and file name appear in the Enter The Name
Of The New File field.
File name
Dates
6.
7.
01-01-2005
12-31-2005
01-01-2005
8.
Business type
9.
Business activities
Bank account
11. Uncheck (clear) Use The Same Bank Account, and click Next.
Multi-currency
Capital assets
13. Check all the boxes (Vehicle, Building, and Land), and click
Next.
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Creating a Company
Terminology
Business number
Payroll definitions
17. Leave all the Income field names unchanged, and click Next.
18. In the Deduction 2 field, change the existing description
(Union Dues) to Group Ins. (for Group Insurance). Then
click Next.
Project title
Project
20. In the Printer Settings dialog box, click Next. (Do not click
the Printer Settings button. You will change the printer
settings for reports and forms later, in Exercise 3.)
Track Inventory
Turnover
21. Leave the Store Invoice Lookup Details box checked, and
click Next.
Cash-basis
accounting
Budgeting
Account
reconciliation
25. Leave the Use Cheque No. As The Source Code For Cash
Purchases And Sales box checked, and click Next.
Sales taxes
26. Leave the Yes option selected, and click Next. This will
automatically create a tax code that will calculate GST and
PST at a rate of 7.0% each.
Payroll
Taxable Income
28. The Payroll tab shows the different types of income and the
taxes to which they are subject. It also shows the EI, EHT
and QHSF factors, and enables you to track Quebec tips.
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29. Click the Payroll Deductions tab. Ensure that the following
boxes are checked:
Deduct Pension After Tax:
Deduct Group Ins. After Tax:
Deduct Medical After Tax:
Deduct Misc 1 After Tax:
For Misc 2 and Deductions 6 to 10:
No
No
Yes
Yes
No to all
Percentage
Percentage
Percentage
Finish setup
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2.
3.
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Click a report tab, and then use the following fields to set up
your printer(s) for the reports and forms you plan to print:
Printer. Click the arrow to the right of the field, and select a
printer for the type of report you selected. Or, with the Printer
field highlighted, press Alt+Down Arrow, use the arrow keys to
highlight the printer you want, and then press Alt+Down Arrow
again.
Form Type. This box appears only if you choose Payroll
Cheques, Payment Cheques, Sales Quotes, Statements, Receipts,
Invoices, Purchase Orders, or Sales Order Confirmations. Use
this box to choose a size to match the form you wish to use.
If you want to use customized forms, see Customizing Forms
and Management Reports, in the Advanced Topics file. (In the
Home window, on the Help menu, choose Simply Accounting
Manuals, then Advanced Topics.)
Form. This box appears when you choose Custom in the Form
Type box. The Form field shows the location of the file to use for
the customized form. To use customized forms, see
Customizing Forms and Management Reports, in the
Advanced Topics file. (In the Home window, on the Help menu,
choose Simply Accounting Manuals, then Advanced Topics.)
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Simply Accounting
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2.
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Settings
3.
Settings
Simply Accounting options are divided into two categories
user and system options. If you set up Simply Accounting so
that you need a user name and password to open a company,
each user can customize their user settings. System settings
changes affect all users.
User Settings
User settings allow you to change settings related to the way you
interact with Simply Accounting.
The User Settings dialog box looks similar to this:
10
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Settings
List button
Pro version
System Settings
The Settings dialog box for System Settings allows you to set
options such as interest charges, payroll taxes, aging periods,
and the format and contents of invoices and reports.
The Settings dialog box looks like this:
There are several tabs in the Settings dialog box. Each tab
contains different options that you can set.
For example, when you select the System tab, you can enter
information in the following fields:
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Settings
12
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Settings
1.
2.
Use Non-accounting
Terms
Single Click
Yes
Yes
Yes
3.
Click OK.
4.
5.
No
Yes
Yes
6.
30 45 60
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Settings
7.
No
Click the Customers And Sales tab, and enter or accept the
following settings:
Aging:
Interest Charges:
Include Invoices Paid In The
Last [ ] Days On Statements:
Early Payment Terms:
Calculate Discounts Before Tax:
30 45 60
Yes (1%, 60 Days)
31
1%, 10 Days
Net 30 Days
No
8.
14
9.
Margin
Number
Yes
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Settings
Amount
Amount
No
No
10. Click the Forms tab, then enter or accept the following
settings (note that you have already entered 100 in the Next
Form Number fields during Exercise 1). Note also that the
Time Slips options appear only if you are using the Simply
Accounting Pro version.
11. Click the Comments tab, and enter the following comments:
Sales Invoices:
Sales Order Confirmations:
Sales Quotes:
12. Click the E-Mail tab, and then select Invoices. In the Message
box, type this message:
Please open the attachment using your word processor.
The attachment may not display correctly, but you
should be able to print it. If you are unable to print it,
call us immediately.
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1000 to 1999
2000 to 2999
3000 to 3999
4000 to 4999
5000 to 5999
16
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On the Account
Reconciliation tab
On the Additional
Information tab
On the Related
Historical Accounts
tab
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Accounts
1.
2.
3.
4.
18
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To this:
1530 Category B
Manuals
1540 Category C
Computer Hardware
Sales -- Manuals
5020 Category A
5030 Category B
Cost -- Manuals
5040 Category C
5.
6.
7.
8.
To this:
Medical Payable
Subgroup account
Subgroup account
Subgroup account
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9.
Close the Account record by clicking the x in the topright corner of the record window, or press Alt+F4.
Create
1.
2.
Using the scroll bar on the right, scroll in the Accounts icon
window until you see Account 2300 PST Payable. Select
(highlight) it.
3.
2290
Deductions: Total
Subgroup Total
20
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Linked Accounts
4.
5.
4410
Shipping and Handling Revenue
Group Account
6.
7.
Display By
Type
8.
Check The
Validity Of
Accounts
9.
Save
Linked Accounts
When you enter transactions, such as sales, purchases, and
payments, Simply Accounting keeps track of all the amounts for
you in the Accounts window. Some of the accounts in the
Accounts list are linked to the windows in which you enter
transactions and to the records for inventory that you track in
Simply Accounting. Linking ensures that the program updates
all related records automatically when you process a transaction.
To see which linked accounts are included in your company
setup, from the Home window, choose Setup, then System
Settings, and then Linked Accounts. Choose the following
modules:
General.
Vendors and Purchases.
Customers and Sales.
Payroll.
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Linked Accounts
Inventory Items.
2.
3.
Remove
Check The
Validity Of
Accounts
22
1.
2.
3.
4.
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Linked Accounts
5.
Create
1.
2.
3.
4.
5.
6.
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Linked Accounts
7.
Choose Save from the File menu, and close the account
record.
8.
2.
Display Chart
of Accounts
24
3.
4.
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Adding Vendors
Adding Vendors
The Vendors window contains records of all the vendors
(suppliers) with whom your company does business. Each
record contains tabs on which you enter information about a
vendor.
Addresses
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Adding Vendors
Options
26
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Adding Vendors
Taxes
Tax. This column lists all the taxes that you have set up for this
company; it does not represent the taxes assigned to the tax code
described later. You cannot edit this field.
Tax Exempt. This column specifies whether purchases from
this vendor are exempt from the selected tax. Click this field to
set to Yes or No as follows:
Tax Code. Enter the tax code that you normally use for this
vendor. When you enter an item on a purchase invoice, order or
quote for this vendor, Simply Accounting will automatically
charge the taxes defined by the tax code. However, you can
exclude some or all of the taxes by editing the Tax Exempt
column, described previously.
Statistics
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Adding Vendors
28
You can import purchase invoices and quotes that your vendor
sends you by e-mail, if both you and the vendor use Simply
Accounting version 7.0 or higher and have MAPI-compatible
e-mail programs, such as Microsoft Outlook Express or
QUALCOMM Eudora. You can also e-mail purchase orders to
your vendor that they can import into their Simply Accounting
program.
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Adding Vendors
Historical transactions
You can enter historical invoices and payments on this tab after
you create the vendor record. You will add history in a later
exercise.
Vendors
1.
2.
3.
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Adding Vendors
Phone 1:
Fax:
Tax ID:
E-mail:
Web Site:
(604) 555-2552
(604) 555-2553
011-234-567
crow@smile.com
http://whiz.datacorp.net
4.
30
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Adding Vendors
5.
Click the Taxes tab, and in the Tax Code field, select GP
(which specifies a GST of 7% and PST of 7%).
6.
125.25
563.45
0.00
0.00
7.
8.
Hart Computer
Supplies
Contact:
Elizabeth Hart
Street 1:
1047 Cornell Ave.
City:
Victoria
Province:
British Columbia
Postal Code: V3R 1M7
Country:
Canada
Phone 1:
250 555 1962
Fax:
250 555 3625
Tax ID:
012-234-567
E-mail:
ehart@lilt.com
Web Site:
leave blank
Clear
Transactions:
No
Print Contact
on Cheques:
No
E-Mail Confirmation
Of Purchase
Software Unlimited
Walter Quan
3491 West 41 St.
Vancouver
British Columbia
V2B 7Z8
Canada
604 555 2098
604 555 2943
013-234-567
quan@telly.com
leave blank
Yes
No
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Adding Customers
Invoices And
Quotes:
No
Include This Vendor
When Printing
T5018 Slips:
No
[ ] Purchase
Orders For
This Vendor:
Print
Expense Account: blank
Print
blank
Tax Code:
GP
GP
YTD Purchases:
Last Years
Purchases:
Payments for 2005:
Payments for 2004:
126.32
125.74
335.75
0.00
0.00
180.60
0.00
0.00
9.
No
No
10. In the Vendors icon window, from the Reports menu, choose
Display Vendor List to review the information you just
entered.
Adding Customers
The Customers window contains records of all the customers
with whom your company does business. Each record contains
tabs on which you enter information about a customer.
Addresses
32
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Adding Customers
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Adding Customers
Options
Taxes
34
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Adding Customers
Tax. This column lists all the taxes that you have set up for this
company; it does not represent the taxes assigned to the tax code
described later. You cannot edit this field.
Tax Exempt. This column specifies whether sales to this
customer are exempt from the selected tax. Click this field to set
to Yes or No as follows:
Reminders
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Adding Customers
36
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Adding Customers
On the Additional
Information tab
Historical transactions
You can enter historical invoices and payments on this tab after
you create the customer record. You will add history in a later
exercise.
Customers
1.
2.
3.
4.
5.
Software Corp.
Regular
Leo da Costa
921 Vulcan Street
Vancouver
British Columbia
V1W 1E5
Canada
(604) 555 5921
(604) 555 5217
Mario DiFranco
23 Pemberton Ave.
Suite 221
Richmond
British Columbia
V6V 2X7
Canada
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Adding Customers
Customer:
[ ] Forms For This Customer:
Clear Transactions When Paid:
6.
7.
Yes
Print
No
No
No
122.15
574.75
6,000.00
Note: For the credit limit, you can type 6000. Simply
Accounting automatically formats the number.
8.
9.
Management
Consulting
Regular
Sally Kesterton
4215 Georgia Street
Vancouver
British Columbia
V3W 9S9
Canada
(604) 555 4782
(604) 555 1847
On the Ship-To
Address tab
Same As
Mailing Address: Yes
Terms:
Produce
Statements:
[ ] Forms For
Customer:
Clear Transactions:
38
Action Line
Preferred
Steven Wong
389 W. 49 Ave.
Burnaby
British Columbia
V8Y 1U7
Canada
(604) 555 3385
(604) 555 3386
Yes
Yes
Print
No
Print
No
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Adding Employees
No
No
No
No
0.00
2,000.00
1,000.00
10. Close the customers record, but leave the Customers icon
window open. It should look like this:
Click this button to view
the Home window.
Adding Employees
The Employees window contains records for all your companys
employees. Each record contains several tabs on which you enter
information about an employee.
Personal tab
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Adding Employees
40
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Adding Employees
Income tab
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Adding Employees
amount in this field, you would normally leave the Regular Per
Hour and Overtime Per Hour fields blank.
Benefits Per Period. If you pay benefits to or make
contributions on behalf of the employee in addition to the
regular salary, enter the amount in this field.
Quebec Benefits Per Period. If you pay benefits to or make
contributions on behalf of a Quebec employee in addition to the
regular salary, enter the amount in this field.
Hours Per Period. Beside the pay rate, enter the number of
hours the employee normally works per pay period. For salaried
employees, this number is used to determine eligibility for
Employment Insurance.
Pay Periods Per Year. Select from the list of possible pay
periods, or type a valid number of pay periods.
Retain Vacation. Check the Retain Vacation box if you want to
retain vacation pay and pay it out later. Then enter the
percentage used to calculate vacation pay. Leave the box
unchecked if you want to pay vacation pay with each cheque.
This varies according to provincial legislation.
Date Last Paid. This field will display the date the employee
was last paid, once you have entered a paycheque.
Record Wage Expenses In. Employee wages are normally
recorded in the accounts you linked for payroll. If you wish to
record this employees wages in a different wage expense
account, click the button to the right of The Payroll Linked
Accounts option and enter an account.
Preset deductions: a
time-saver
42
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Adding Employees
Deductions tab
Employees
1.
2.
3.
Ashcroft, Howard
63 Inglenook Drive
New Westminster
British Columbia
V9N 9E1
604 555 5432
306 921 123
04-16-1942
07-31-1993
British Columbia
7,912.00
7,412.00
8,500.00
8,000.00
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Adding Employees
WCB Rate:
Deduct EI:
Additional Fed. Tax:
c)
4.25%
Yes Rate 1.4
0.00
12.00
80
18.00
0
26
Yes Rate 4%
Payroll linked accounts
3.0%
0.75%
1.0%
4.
5.
Smart, Pauline L.
3701 Harmon Ave.
Apt 403
Vancouver
British Columbia
V2B 1Y8
604 555 3621
777 888 991
12-05-1967
05-08-1994
44
British Columbia
7,412.00
7,412.00
8,000.00
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8,000.00
3%
Yes Rate 1.4
0.00
1,050.00
37.5
26
Yes Rate 4%
Payroll linked accounts
3.0%
0.75%
1.0%
6.
7.
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The fields and tabs that will appear depend on whether you
specified the item type as Inventory or Service. You enter
information in the following fields:
Number. Enter the inventory or service item number.
Description. Enter a description of the item.
Type. Choose whether the item is an inventory or service item.
Activity (Time and Billing). This box appears only if you
specified the item type is a service in the Simply Accounting Pro
version. Click this box if the service is to be included in the Time
and Billing (Time Slips) process.
Inactive Item. Check this box if you no longer stock this item
but want to keep the record for reference.
Internal Service Activity. This box appears only in Simply
Accounting Pro, if you had specified the item type is a service
and checked the Activity (Time and Billing) box. Click this box if
the activity is to be tracked for reporting within the company
only (that is, the activity will not appear in the list of items to be
billed and sold in the Sales, Orders and Quotes window).
46
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Quantities tab
Units tab
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Pricing tab
Regular Selling Price. Enter the price at which you sell this
item to regular customers.
Preferred Selling Price. Enter the price at which you sell this
item to your preferred customers.
Linked tab
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Taxes tab
50
Tax and Tax Exempt. The Taxes tab enables you to specify
the taxes to charge on the item. Select one of the taxes listed
in the Tax column. Then, in the Tax Exempt column, set to
Yes or No by clicking the column:
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Additional
Information tab
Detailed Description
tab
Inventory &
Services
1.
2.
3.
A13
Toner Cartridge
Inventory
25
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c)
100
97.50
1520
4020
5020
5020
52
No
No
4.
5.
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Adding Projects
Item Number:
Item Description:
Type:
Minimum Level:
Stocking Unit of
Measure:
Regular Selling
Price:
Preferred Selling
Price:
Asset:
Revenue:
C.O.G.S.:
Variance:
GST Tax Exempt:
PST Tax Exempt:
A15
Users Guide
Inventory
5
A18
Web Server
Inventory
5
Each
Each
30
3200
25
1530
4030
5030
5030
No
No
3150
1540
4040
5040
5040
No
No
6.
7.
Adding Projects
You use the Projects module to list the names and the start dates
of projects you are working on. When you use the other modules
to enter day-to-day transactions, you can allocate amounts to
projects through their transaction windows. (The Projects
module has a reporting role only; it does not have its own
transaction window.)
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Adding Projects
Additional
Information tab
Budget tab
The budget tab appears only if you selected the Budget Project
option, on the Project tab in System Settings.
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Adding Projects
Project
1.
2.
3.
Police Academy
10-21-2002
78,514.00
59,872.00
4.
5.
Arthritis Society
11-05-2004
124,714.00
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Expense:
Name:
Start Date:
99,637.00
Mayfield, Green and Assoc.
01-01-2005
6.
7.
Until you choose the Finish Entering History command (on the
History menu), all the modules display a History symbol,
indicating that you can enter historical data.
Simply Accounting modules are set up to accept both historical
and current transactions concurrently; you do not need to finish
entering historical data before entering new transactions. History
can be added to any module until you choose the Finish Entering
History command or until the end of your companys first fiscal
year.
2.
56
Petty Cash
Saving Bank Account
Chequing Bank Account
50.00
2,200.00
2,533.11
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1100
1200
1300
1520
1530
1540
1820
1825
1840
1845
2120
2185
2230
3010
3560
5430
5440
3.
Investments
Accounts Receivable
Prepaid Expense And Deposits
Computer Supplies
Manuals
Computer Hardware
Office Furniture and Equipment
Accum. Amort. Furn. & Equip.
Vehicle
Accum. Amort. -Vehicle
Bank Loan - Current Portion
CPP Payable
WCB Payable
Owners Contribution
Retained Earnings - Previous Year
CPP Expense
WCB Expense
4,000.00
6,000.00
710.00
4,875.00
1,500.00
15,450.00
5,000.00
-3,000.00
6,000.00
-4,500.00
34,302.25
845.00
592.00
100.00
5,993.36
422.50
592.00
4.
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58
1.
2.
3.
4.
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Number:
Date:
Terms:
Amount:
A458
01-11-2004
Accept the terms
(0 %, 0 days, Net 30)
4,000.00
5.
6.
7.
8.
9.
A620
11-25-2004
Accept the terms
2,000.00
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Show Units Sold In. Select the unit of measure in which the
data on this tab is measured. You set the units of measure on
the Units tab.
Year To Date. Enter the number of transactions, units sold,
amount sold, and cost of goods sold for the current fiscal year.
Last Year. Enter the number of transactions, units sold, amount
sold, and cost of goods sold for the previous fiscal year.
Date Of Last Sale. Enter the last date on which you sold some
of this item.
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2.
3.
Each
22
35
3500.00
2625.00
08-04-2004
4.
5.
Statistics Tab
62
65
4,875.00
A15
Each
45
A18
Each
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History Tab
Units Sold:
Amount Sold:
Cost Of Goods Sold:
Date of Last Sale:
49
1,470.00
1,078.00
12-14-2004
9
28,800.00
22,500.00
12-19-2004
Opening Quantity:
Opening Value:
60
1,500.00
6
15,450.00
6.
7.
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Entering Purchases
Backup
2.
Click Proceed.
The History symbols disappear from the modules on the
Home window, indicating that you can no longer enter
historical information.
Entering Purchases
To record a purchase of inventory or services, you use the
Purchases, Orders, and Quotes window. When you record
purchases of inventory or services, the Vendors And Purchases,
Inventory And Services, and General modules are affected.
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Entering Purchases
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Entering Purchases
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Entering Purchases
and the session date, inclusive. If you selected the option Allow
Transactions In The Future, on the System tab in System
Settings, you can enter any date between the earliest transaction
date and the last day of the fiscal year, inclusive.
Item. Enter the item number, or press Enter and select one from
the list. The Unit, Description, Price, and Account (Acct) fields
are filled in automatically, using values you entered in the
Inventory or Service record.
Received (Recd). If you are filling a purchase order, enter the
quantity received. If this differs from the quantity ordered, the
program automatically fills in the difference in the Back Order
(B/O) field.
Order. Enter the number of items being purchased or ordered.
Back Order (B/O). If you are filling a purchase order, the
program automatically fills in the difference between the
quantities ordered and received. You can accept this number, or
change it.
Unit. Enter the items buying unit, for example, dozen, kilogram,
or tonne.
Description. Enter a description of the item.
Price. Enter the selling price of the inventory item. On a
purchase order, enter the quoted or advertised price; you can
adjust it later if the price changes.
Tax. Enter a tax code for the item, and the program will
automatically calculate and display the taxes that are defined by
the tax code. You create tax codes by using the Sales Tax
Information window (from the Setup menu, select System
Settings, then Sales Taxes).
Tax Amount (such as GST, PST). If you have defined more than
two taxes in your system, then the program calculates and
displays the items total tax amount (based on the tax code that
you selected) in the Tax Amount field. If you have defined only
one or two taxes in your system, then the program displays a
separate tax field for each tax, such as a GST and a PST field.
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Entering Purchases
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Entering Purchases
If you later try to pay for the shipment you are recording now,
the program will warn you to look for the invoice, so you can
enter any shipping costs or changes in price or payment terms.
Freight. Enter the cost of freight that cannot be directly
allocated to a specific item. If the freight can be allocated to a
specific item, include it in the Amount field for the item.
Tax totals (such as GST, PST). If you have defined more than
two taxes in your system, then the program calculates and
displays in the Tax totals field, the total tax amount for all items.
If you have defined only one or two taxes in your system, then
the program displays a separate tax field for each tax total, such
as a total GST and a total PST field.
Terms. If you select Purchase Order or Quote in the Transaction
field, or if you selected Invoice in the Transaction Field and Pay
Later in the Paid By field, the program automatically displays
three fields and fills in the payment terms listed in the vendors
record.
You can accept these terms, or change them if the vendor invoice
differs. For purchase orders, enter the payment terms this
supplier generally offers you. If you have no invoice now, you
can fill in payment terms later, when you receive the invoice.
Payment terms include an early-payment discount rate (percent)
and period (in days), and the number of days until the invoice is
due in full.
Discount. If you select Cash, Cheque, or a credit card as the
payment method, the program automatically displays two fields
in which you can enter a cash discount, if you received one.
Enter the percentage or the lump sum of the discount. In either
case, the program deducts the discount from the total, and
shows the new total in the Amount Paid box.
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Entering Purchases
Change
Session Date
1.
2.
Backup
3.
After you change the session date, the Daily Business Manager
and the Checklists dialog boxes appear. Close these dialog boxes.
If you do not want them to appear every time you advance the
session date, from the View menu, select User Preferences, and
then Daily Business Manager, and uncheck the After Changing
Session Date option. Again from the View menu, select User
Preferences, and then Checklists, and uncheck the After
Changing Session Date option.
To enter a purchase:
Purchases,
Orders & Quotes
1.
2.
3.
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2245
01-03-2005
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Entering Purchases
Received:
Price:
Tax code:
Amount:
Freight:
Invoice Received:
10
Accept the price displayed
GP
Enter 205 (the program automatically
adjusts the Price field to 20.50 when
you leave the Amount field)
Enter 5 in the freight field (the final
field)
Yes
4.
5.
6.
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Entering Payments
Freight:
Leave blank
7.
8.
Entering Payments
To record payment of a purchase or a prepayment to a vendor,
you use the Payments window. You can also use this window to
pay credit-card bills or to make other payments not necessarily
associated with an invoice, such as phone bills or loan payments.
The Payments window looks like this:
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Entering Payments
By. You can select to pay by cash, cheque, or a credit card that
you have set up.
From. If you are paying by cash or cheque, you can select the
bank account from which you will withdraw the funds.
To The Order Of. Select the individual or company that you are
paying.
No./Source. If you are paying by cheque, you can enter the
cheque number in this field. Otherwise, this field is named
Source, and you can type another identifier for the payment
(such as Cash or Credit Card).
Date. The day on which you make the payment.
If you select Pay
Vendor Invoices
Once you select the vendor that you want to pay, a list of unpaid
invoices appears. The following fields also appear:
Invoice/Pre-payment (Invoice/Pre-pmt.). The invoice or
prepayment reference number.
Original Amount (Original Amt.). The amount on the invoice
or the amount of the prepayment.
Amount Owing (Amt. Owing). The amount left to pay on an
invoice or the amount of a prepayment that you can apply to an
invoice.
Discount Available (Disc. Available). The amount you will
save, according to your payment terms, by paying the invoice
before the discount expires. This field is calculated
automatically, based on the payment terms of the original
invoice.
Discount Taken (Disc. Taken). The discount already applied to
the invoice.
Payment Amount (Payment Amt.). The amount that you are
paying or the amount of the prepayment that you are applying.
You can pay the entire invoice or just a part.
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Entering Payments
Include Fully
Paid Invoices/
Prepayments
Payments
74
1.
2.
3.
4.
5.
6.
7.
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Entering Payments
8.
9.
2.
3.
4.
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5.
6.
7.
8.
Click Process.
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Allocate (Allo). You can allocate the revenue from the sale
of an item to a project. Choose Allocate from the Sales menu,
or click the Allocate toolbar button; the Project Allocation
dialog box appears. You enter information in the following
fields.
Project. Double-click or press Enter to display a list of
projects, then select one from the list.
Amount. Since you chose to allocate by amount (in
Exercise 4), the Amount field is available. (You could also
have chosen to allocate by percentage.)
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in which you can enter a discount, if you wish. You can enter a
discount either as a percentage of the total amount owed, or as a
lump sum. In either case, the program deducts the discount from
the total, and shows the new total in the Amount Received box.
Shipped By. Enter the name of the shipping company you will
use to send the package.
Tracking Number. Enter the number on the packages waybill
or shipping form.
2.
3.
4.
Invoice:
Date:
Item:
Ship:
Tax code:
429
01-03-2005
A18
1
GP (GST 7%, PST 7%, not included)
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6.
7.
To print the invoice, choose Print from the File menu or the
toolbar.
8.
9.
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Looking Up Invoices
Looking Up Invoices
You can store and look up the details of invoices, orders, and
quotes for both sales and purchases.
Store invoices
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Look up an
invoice
2.
3.
4.
5.
6.
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2.
3.
4.
CR 25
01-05-2005
A13
-1 (negative number)
GP
4020
Return -- our invoice #321 dated Dec. 5, 2004
Clear all three fields
The Sales, Orders, and Quotes window should look like this:
5.
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6.
7.
Click Process.
8.
9.
d) Click OK.
10. To review the transaction, in the Home window, from the
Reports menu, select Transaction Details and then Sales.
Change the Finish date to 01-08-2005, and then click OK.
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Workbook
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Receipts
1.
2.
3.
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4.
5.
6.
Click Process.
A message appears, telling you that the receipt number you
entered is greater than the next number in the sequence. It
asks whether you want the next receipt to continue with the
new numbering. Click Yes.
7.
8.
9.
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Enter
Customer
Deposits
1.
2.
3.
Software Corp.
143
01-01-2005
100
200
90
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4.
5.
6.
Click Process.
7.
8.
9.
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2.
Miscellaneous
Transactions
Source:
Date:
Comment:
3.
29
01-05-2005
To increase petty cash $100
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4.
5.
6.
7.
8.
9.
94
Transfer
01-03-2005
To transfer from savings to chequing
1060 Chequing Bank Account
1200
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Paying Employees
Account:
Credits:
Paying Employees
Simply Accounting uses the information you entered in each
employees record to calculate payroll cheques. Be certain that
all payroll records are correct before issuing a paycheque for an
employee.
To record a payroll cheque, you use the Paycheques window,
which looks like this:
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Paying Employees
Allocate
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Paying Employees
Taxes tab
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Paying Employees
1.
2.
3.
Transfer
01-10-2005
To increase Payroll Bank account
1065 Payroll Bank
2350
1067 Central Bank: Richmond
2350
Paycheques
1.
2.
3.
Commission:
Vacation:
Smart, Pauline L.
125
01-15-2005
01-15-2005
When you click or tab to the No. field,
the program fills in the number of
hours (37.50) and amount of pay per
pay period ($1050) from the payroll
records.
50
44
The dialog box, with the Income tab selected, should look
like this:
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Paying Employees
Depending on the tax table you use, the amounts for EI,
CPP, and Tax may differ from the amounts shown on the
Taxes tab:
4.
5.
6.
Click Process.
The program may display the following message: The
payroll formulas being used are valid only for session dates
[ ] to [ ]. Are you sure you want to continue with this
transaction?
This message means that the programs payroll formulas are
not valid for the 2005 session date you entered. Since this is
only an exercise, you do not have to be concerned with this
message. Click Yes to process the transaction.
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Adjusting Paycheques
Allocate
Ashcroft, Howard
126
01-15-2005
01-15-2005
80
5
42
8.
9.
Adjusting Paycheques
If you discover an error in a paycheque after it has been
processed, you can reverse it, and then enter a new transaction
with the correct information, as described under Correcting
Errors on Paycheques in Chapter 15 in the User Guide.
Or, you can adjust the existing cheque by looking it up,
correcting the errors, and processing the adjustment. However,
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Adjusting Paycheques
You are adjusting the most recent cheque you paid to the
employee, and
Adjust Cheque
1.
2.
3.
Recalculate
Taxes
4.
125 ADJ
32
900
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Adjusting Paycheques
5.
6.
102
7.
8.
9.
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104
1.
2.
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Source:
Comment:
Item:
Quantity:
12
Damaged goods
A13
-2
3.
4.
Click Process.
5.
6.
Miscellaneous Transactions.
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Store As
Recurring
Transaction
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2.
3.
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Store As
Recurring
Transaction
4.
5.
6.
Recall
Recurring
Transaction
108
1.
2.
3.
4.
5.
6.
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Bank Reconciliation
7.
8.
Note that the next due date for this transaction has changed
to February 15, one month after the transaction you just
processed.
9.
Bank Reconciliation
Once you have set up your accounts for reconciliation, Simply
Accounting can help you automate the reconciliation of
statements. When you receive a bank or credit-card merchant
statement, you can use the Account Reconciliation window to
compare transactions on the statement with your Simply
Accounting transactions and account for any differences.
The screen you use to reconcile accounts looks like this:
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Bank Reconciliation
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Bank Reconciliation
&HQWUDO%DQN
Richmond Branch
Date
Transaction
01-08-2005
Deposit: Cheque #141,
Batch 010805
01-08-2005
Deposit: Cheque #142,
Batch 010805
01-08-2005
Deposit: Cheque #143,
Batch 010805
01-10-2005
Bank Transfer
01-15-2005
Interest
01-15-2005
Bank Charges
ENDING BALANCE
01-15-2005
Amount
$4,000.00
$200.00
$200.00
-$2,350.00
$0.25
-$4.00
$2,046.25
2.
3.
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Bank Reconciliation
4.
Click OK.
5.
6.
7.
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Bank Reconciliation
8.
9.
2.
3.
4.
In the End Balance field, type the balance from the bank
statement, which is 2,046.25.
5.
In the Deposit No. column, enter the number 010805 for the
first three transactions.
6.
Account
Reconciliation
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Bank Reconciliation
7.
8.
Statement
January bank interest
0.25
Statement
January bank charges
4.00
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Foreign Currencies
Foreign Currencies
If you do business outside of your country, you can use Simply
Accounting to keep track of transactions in a foreign currency.
Once you have set up the foreign currency, you can add foreign
cash and bank accounts, set foreign prices, and add foreign
vendors and customers.
When purchasing or selling items, the vendor or customer that
you select determines the currency used on an invoice. If you
select a foreign customer, Simply Accounting uses foreign prices
on the invoice.
The standard version of Simply Accounting allows you to use
two currencies; Simply Accounting Pro allows you to use as
many as you need.
The setup screen for currencies looks like the following for
Simply Accounting Pro:
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Foreign Currencies
want to use, you can type it in the field and fill in the remaining
fields manually.
By default, the home currency is Canadian dollars. On most
reports, any foreign balances will be converted into this
currency.
Currency Code. An abbreviation of the home currency.
Track Exchange and Rounding Differences In. Select a
revenue or expense account in which you can track differences
due to changes in the exchange rate over time.
Foreign Currency. Select the other currency in which you want
to conduct business. If you cannot find the currency that you
want to use, you can type the name.
Currency Code. Enter an abbreviation of the foreign currency.
Symbol. The symbol that represents the countrys currency,
such as $ for dollars or for pounds.
Symbol Position, Separators, Decimal Places. Fill in the
values for the currency you have selected.
Exchange
rates
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Foreign Currencies
Rounding
The final price of an item paid for in foreign currency may also
change due to rounding that occurs when the exchange rate is
calculated.
For example, if you purchase two items and pay in a foreign
currency, US dollars, the entries might appear as follows. The
foreign currency is worth 1.5997033 Canadian dollars.
Account
Foreign Currency
Amount
Debits
1540
Hardware
534.99
855.83
35.00
55.99
569.99
______
911.81
911.82
911.81
1560 Lumber
2220 Accounts
Payable
Total:
Credits
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Foreign Currencies
Foreign Currency
Amount
1540
Hardware
534.99
855.83
35.00
55.99
1560 Lumber
2220 Accounts
Payable
Create
Debits
569.99
Credits
911.81
5650 Currency
Exchange and
Rounding
______
Total:
911.82
0.01
911.82
1.
2.
3.
Click the Save button, and close the record and account
windows.
118
1.
2.
3.
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Foreign Currencies
4.
5.
6.
7.
8.
9.
Create
1.
2.
3.
4.
University Association
Preferred
David Jones
425 Main Street
Seattle
Washington
98158
USA
(216) 555 1234
Workbook
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Foreign Currencies
Fax:
E-mail:
On the Ship-To
Address tab
Same As
Mailing Address:
Yes
Terms:
Produce Statements:
Clear Transactions:
[ ] Forms For
This Customer:
Currency:
Bring The
Home Window
To The Front
5.
Click the Save button, and then click the Bring The Home
Window To The Front button.
6.
7.
8.
In the Item field, type A15, and in the Ship field, type 2.
To calculate the price of the item, Simply Accounting
chooses the exchange rate from the date closest to the
transactions date.
Exchange
Rate button
9.
10. In the Exchange Rate table, click below the date 01-15-2005,
and type 01-20-2005.
11. In the Exchange Rate column, click beside the date you just
entered and type 1.4866. The table should look like this:
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12. Make sure the rate you just entered is selected, and click OK.
Note: If you want to keep one price for inventory and
service items, you can set separate foreign prices. In the
Home window, on the Setup menu, choose System Settings,
then Settings, then click the Inventory and Services tab.
Select the option to use the foreign price listed in the
inventory or service record.
13. Click Process.
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122
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If you change the amount of a flat fee item, the Billable Time
field does not change.
If you change the amount of a flat fee item to zero, then the
Status automatically changes to In Progress.
2.
3.
4.
1.
2.
3.
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4.
Create inventory
records
124
To this:
4320 Service B
4330 Service C
5.
6.
7.
Item Number:
S001
S002
S003
S004
Description:
Data
Entry
Consultation
Session
Photocopy
Professional
Development
Type:
Service
Service
Service
Service
Activity
(Time and
Billing):
Yes
Yes
Yes
Yes
Regular
Selling Price:
$100.00
$50.00
$50.00
$0.00
Revenue
Account:
4310
Data
Entry
Revenue
4320
Consultation
Revenue
4330
Photocopy
Revenue
4460
Miscellaneous
Revenue
Expense
Account:
Leave
blank
Leave
blank
Leave
blank
Leave
blank
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Unit of
Measure:
Hour
Session
Hour
Hour
Unit Is
Related to
Time:
Defaults
to Yes
Yes
Defaults
to Yes
Defaults
to Yes
Not
applicable
Not applicable
Relationship:
Not
applicable
30
minutes
per
session
The Service
Activity Is:
Billable
Billable
No
Charge
Nonbillable
Sometimes
Charge For
This Activity:
Not
applicable
Not
applicable
Yes
No
Charges Are
Based On:
Billable
Time
Flat Fee
Billable
Time
Not applicable
Flat Fee =
Not
applicable
1 session
x Price
Not
applicable
Not applicable
No
No
No
Yes
Internal
Service
Activity:
Create an internal
customer
8.
9.
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Province:
Postal Code:
Country:
Phone 1:
Fax:
Internal Customer:
c)
British Columbia
V5K 1K1
Canada
(604) 555 1234
(604) 555 6789
Yes
2.
Ashcroft, Howard
100
01-15-2005
Software Corp.
S001
126
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3.
4.
5.
Move the cursor to the second line, and enter the following
information:
Customer:
Item:
Action Line
S002
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7.
Move the cursor to the third line, and enter the following
information:
Customer:
Item:
Actual Time
Action Line
S003
00:10:00
Note that the Billable Time field also becomes 00:10:00, and
the Billing Status field is No Charge.
8.
9.
Move the cursor to the fourth line, and enter the following
information:
Customer:
Item:
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Actual Time
03:30:00
Note that you cannot change the Billing Status field for
Professional Development, because you did not select the
Sometimes Charge For This Activity option in its inventory
record, and because you are charging an internal customer.
The Time Slips window should look like this:
10. To complete this time slip, print the time slip, click Record,
and close the Time Slips window.
This information is now available when you enter a sales order,
quote, or invoice.
To review or edit the time slip, open the Time Slips window and
from the Time Slip menu, choose Look Up Time Slip to review
only, or choose Adjust Time Slip to edit. To remove the time slip,
first look up the time slip and then choose Remove Time Slip.
To print the information on a report: From the Home window,
choose Reports, then Time and Billing, and one of the following
reports:
Time by Customer
Time by Employee
Time by Activity
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Import Time
and Billing
1.
2.
3.
From the Sales menu, choose Time and Billing (or click the
Import Time and Billing icon from the toolbar).
The Service Activities Selection window appears, and
displays a list of activities to be billed:
Include on
Invoice
4.
5.
Click Add.
The Service Activities Selection window automatically
closes, and items S002 and S003 appear in the details section
of the invoice. Simply Accounting calculates and displays
the total invoice amount as $58.33. The invoice should look
similar to this (you may have to increase the window size to
display all details):
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Where To Now?
6.
Click Process.
Where To Now?
Congratulations! You have completed the Simply Accounting
Workbook. If you would like additional practice, complete the
exercises in the next section, Practice Session.
Practice Session
The following exercises provide practice and reinforce a number
of important concepts in Simply Accounting.
1.
2.
Workbook
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Practice Session
1550
Printers
Group Account
Account Number:
Account Description:
Account Type:
Omit From Financial Statements
If Balance Is Zero:
Account Class:
4050
Sales -- Printers
Group Account
Account Number:
Account Description:
5050
Cost -- Printers
Account Type:
Omit From Financial Statements
If Balance Is Zero:
Account Class:
Group Account
Yes
Inventory
Yes
Revenue
Yes
Cost of Goods Sold
132
A20
Printer
Each
428.50
411.50
5
1550
4050
5050
5050
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Practice Session
Portfolio Investments
Jack Visser
560 West 45th Avenue
Vancouver
British Columbia
V2Q 1A8
(604) 555 5525
(604) 555 5526
Early Payment Terms:
Clear Invoices When Paid:
Produce Statements For This
Customer:
4.
6.
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Practice Session
134
7.
8.
Simply Accounting