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Period Sequences During System Use
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IT'S AN INTEGRATED SYSTEM
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| The following information is for our Retail and Repair Shop Business Management and Integrated Accounting System. PLEASE read the entire contents of this file carefully before beginning to use the System. Also read any other files in the system's subdirectory that end in ".REF", ".DOC" ".PDF" or ".TXT".
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| NOTE: Most of these files can be read directly from the main Window Screen from an Icon or from a selection under the [Help] Menu.
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IT'S PRIMARILY A RECORDKEEPING AND REPORTING SYSTEM
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| This RECORDKEEPING System is a tightly integrated Retail and/or Repair Shop Management, Accounts Receivable, Sales Form Entry, and Inventory System. In practical use, these Recordkeeping functions are very closely associated that make up a Business Management System.
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PERIODIC ACCOUNTING OPERATIONS BY USER
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| FIRST TIME (START UP) - IN CHRONOLOGICAL ORDER...
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| (FROM THE [SETUP - MAINTENANCE] MENU CHOICE IN THE MAIN WINDOW)
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| 1. ENTER THE:
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| a. COMPANY CHART OF ACCOUNTS INTO A CAREFULLY
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| CRAFTED CHART OF ACCOUNTS FOR THE BUSINESS IN
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| THE CHART OF ACCOUNTS CONTROL FILE.
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| b. BEGINNING BALANCES INTO EACH OF THE ACCOUNTS.
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| c. COMPANY INFORMATION INTO THE COMPANY DEFAULT
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| INFORMATION AND DEFAULT ACCOUNT SETUP FILE.
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| d. SYSTEM DEFAULT INFORMATION INTO THE SYSTEM FILE.
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| e. REGULAR CUSTOMERS INTO THE CUSTOMER FILE AND
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| THEREAFTER "ON-THE-FLY" AS NEEDED.
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| f. INVENTORY INTO THE INVENTORY FILE (SEE BELOW).
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| g. VENDORS INTO THE VENDOR FILE.
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| h. SET UP ALL OTHER CONTROL FILE DATA FOR
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| EACH CONTROL FILE TO FIT THE NEEDS OF THE
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| COMPANY.
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| 2. AUDIT THE ENTRIES FROM THE PREVIOUS STEPS
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| TO ENSURE ACCURACY. e.g. PRINT AND READ THEM.
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| 3. PRINT ANY DESIRED STARTUP BOOKKEEPING AND
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| ACCOUNTING REPORTS AS NEEDED.
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| 4. BEGIN RECORDKEEPING, BOOKKEEPING AND SALES
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| MANAGEMENT FUNCTIONS FOR THE CURRENT PERIOD.
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ONGOING AND END-OF-PERIOD/MONTH/YEAR
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| IN CHRONOLOGICAL ORDER...
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| 1. MAINTAIN THE ONGOING RECORDKEEPING AND
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| BOOKKEEPING FUNCTIONS FOR THE SYSTEM.
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| a. Sales Forms, Purchase Orders, Bills, Checks,
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| Inventory, Vendors, etc...
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| 2. PRINT DEMAND (ONGOING) REPORTS AS NECESSARY
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| ACCORDING TO COMPANY NEEDS.
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| 3. MAINTAIN THE BUSINESS ACTIVITIES FOR THE SYSTEM.
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| a. Appointments, Reminders, ToDo List, Backup of Data, etc...
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| 4. DO THE END-OF-PERIOD (MONTH END OR YEAR END):
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| a. INVENTORY MAINTENANCE AND BOOKKEEPING
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| OPERATIONS (SEE BELOW).
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| b. MAKE ACCOUNTING END OF PERIOD ENTRIES.
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| c. PRINT ACCOUNTING REPORTS.
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| d. PRINT BOOKKEEPING REPORTS.
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PERIODIC INVENTORY OPERATIONS BY USER
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| (A BOOKKEEPING-RECORDKEEPING FUNCTION)
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| FIRST TIME (BEGINNING OR START UP) - IN CHRONOLOGICAL ORDER...
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| 1. TAKE A WRITTEN PHYSICAL INVENTORY.
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| 2. ENTER PHYSICAL INVENTORY INFORMATION AND
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| DATA INTO THE SYSTEM.
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| NOTE: ENTER VENDOR INFORMATION INTO THE
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| VENDOR FILE EITHER ALL AT ONCE OR AS YOU
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| NEED THEM FOR INVENTORY ITEMS.
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| NOTE: THE [INVENTORY] > [ADJUST QUANTITIES ONHAND]
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| CAN BE USED TO PERFORM THIS OPERATION.
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| 3. AUDIT THE ENTRIES FROM THE PREVIOUS STEP
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| TO INSURE ACCURACY.
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| 4. FROM THE MAIN SCREEN MENU DO AN
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| [BUSINESS FUNCTIONS] >
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| [INVENTORY] >
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| [MAINTENANCE] >
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| [RESET (VOLUME) ACCUMULATORS]
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| OPERATION.
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| NOTE: THIS OPERATION WILL RESET THE INVENTORY
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| "ACCUMULATORS" FOR REPORTING PURPOSES.
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| 7. AUDIT ALL OF THE PREVIOUS OPERATIONS FROM THE
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| APPROPRIATE REPORTS AND SCREENS WITHIN THE
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| APPLICATION TO ENSURE ACCURACY.
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ONGOING MONTH-TO-MONTH - IN CHRONOLOGICAL ORDER...
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| 1. MAINTAIN AND/OR ADJUST THE EXISTING PHYSICAL
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| INVENTORY DATA.
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| 2. ENTER NEW PHYSICAL INVENTORY INFORMATION
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| AND DATA INTO THE SYSTEM FOR EACH VENDOR.
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| 3. AUDIT THE ENTRIES FROM THE PREVIOUS STEP
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| TO INSURE ACCURACY.
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| 4. PRINT ALL NECESSARY PERIODIC REPORTS DURING
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| EACH PERIOD/MONTH.
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| 5. FROM THE MAIN SCREEN MENU DO AN
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| [BUSINESS FUNCTIONS] > [MAINTENANCE] >
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| [RESET VOLUME ACCUMULATORS] OPERATION.
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| THIS OPERATION WILL RESET THE PERIOD VOLUME
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| "ACCUMULATORS" FOR REPORTING PURPOSES.
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| NOTE: THIS OPERATION M-U-S-T BE DONE B-E-T-W-E-E-N
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| OPERATION PERIODS IN CHRONOLOGICAL ORDER TO
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| ALLOW THE SYSTEM TO WORK PROPERLY. IN OTHER
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| WORDS, IT MUST BE DONE AFTER A PREVIOUS
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| PERIOD/MONTH/YEAR AND BEFORE THE NEXT
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| PERIOD/MONTH/YEAR.
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| 6. AUDIT ALL OF THE PREVIOUS OPERATIONS FROM EACH
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| OF THE APPROPRIATE REPORTS AND QUERY SCREENS
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| PROVIDED IN THE APPLICATION TO ENSURE ACCURACY.
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| © 1995-2006 KwikSYSTEMS(tm) ASSOCIATES All Rights Reserved.
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