IT Account SystemQuick Start

http://www.itdept.com.hkPrepared by IT Department Ltd.

Overviews1. OP Customer vs Account Customer

2. Invoice / Cost - Income and expense not related to sea or air logistics jobs.

3. Settlement->Receipt (AR) – Create cheque for invoice

4. Settlement->Payment (AP) – Create cheque for cost

5. Settlement->AR/AP – Create cheque for agent invoice (monthly cleaning)

6. Journal

7. Reports – includes customer statement, income statement (P&L), G/L list etc.

1. OP Customer vs Account Customer

New OP Customer Record

Very Good Shipping Ltd.

New Account Customer Record

Very Good Shipping Ltd.

Very Well Property Management

COPY

NOT COPYFor OP Use For Accounting Use

Menu: 6. Code -> OP Customer Menu: 6. Code -> Account Customer - > Master

You can find the linked A/C customer name in OP customer screen

1. OP Customer vs Account Customer

Account Customer Can …

- Set credit terms (Pay term)- Set credit day (AR)- Set vendor credit day (AP – Set it if the customer is also a vendor)- Control credit limit (default value is 0)

2. Invoice / CostInvoice ExampleYou buy an airline ticket for your agent and charge her with an invoice

1. Click New button2. Enter customer, issue date, base currency …

2. Invoice / Cost

Account user can control the COA account no (OP invoice cannot)

2. Invoice / Cost

Cost Example: Your company pay to airline for a airline ticket

1. Click New button2. Enter customer, issue date, base currency …

2. Invoice / Cost

You can change charge description by yourself

3. Settlement->Receipt (AR)Select Settlement->Receipt -> Maintenance

Click New

3. Settlement->Receipt (AR)1. Select Bank Account2. Enter Invoice no3. Click Search button and then you can see the result at the botton

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Search result – User can search all OP and accounting invoice

3. Settlement->Receipt (AR)1. Enter the cheque amount, cheque no (bank no + cheque no), cheque dat

e, cheque currency, ex-rate2. Click Save to save the receipt3. Rcecipt ID will be generated

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3. Settlement->Receipt (AR) - Transaction

1. User can print receipt or Voucher after save

2. Transaction is generated automatically, but you can change it by yourself

3. Settlement->Receipt (AR) - Transaction1. In case some settlement has difference…

2. Program will treat it as Exchange difference, but you can change it.

4. Settlement->Payment (AP) The operation of payment is same as receipt, but there is a “Print Chg” bu

tton for cheque printing

5. Settlement->AR/AP

- This is mainly for settling monthly (or weekly or whatever) payment with agents

- You can find all invoice, cost agent invoice information in this AR/AP screen.

- Different settlement will generate reference ID with different prefix

Receipt, Payment and AR/AP

Recipet

Payment

AR/AP

Invoice only

Cost only

Invoice + Cost / Agent Invoice

5. Settlement->AR/AP

1. Click New2. Select bank account3. Search by agent name, invoice no or cost no

5. Settlement->AR/AP 1. Select the invoice and cost you want to settle in the search result

2. Type the cheque information as introduced in the Receipt section

3. When complete, Click “Save”

5. Settlement->AR/AP

You can print voucher, official receipt, cheque or cheque transaction in this module

6. Journal

By default, user can 4 types of Journal:

- Journal Voucher

- Bank Receipt

- Bank PaymentFor bank payment, you can type general expenses like rent, buying water expense, electricity

- Petty cash voucher

6. Journal1. Select Settlement -> Journal -> Maintenance2. Click New

6. JournalExample: Electricity payment1. Select Settlement -> Journal -> Maintenance2. Click New

6. JournalExample: Electricity payment1. Select Settlement -> Journal -> Maintenance2. Click New

6. Journal1. Select Journal type as BP (Bank Payment)

2. Input Customer (Optional, for cheque printing use)

6. Journal

The example input the debit node first- You can type information about the payment in description- Select Debit or Credit- Type the cheque no in Ref No / CQ No

6. Journal- Click insert Row- Input another node as shown in the picture- User can input invoice no in Ref No / CQ No- When finish, click save

6. Journal- Click insert Row- Input another node as shown in the picture- User can input invoice no in Ref No / CQ No- When finish, click save

6. Journal

If you want to print cheque, you can click “Print Cheque”

If you want to print a list of journal, you can select

1. Settlement -> Journal -> Print or

2. Report -> Journal -> Listing

7. Reports – General Ledger

- G/L ListingCheck transaction activity of all accounts in a period of time

-G/L ActivityFocus on the activity under one or several accounts in a period of time

- Balance Sheet & Balance Sheet (12 month)View the balance of all chart of accounts

- Income Statement & Income Statement (12 month)View the Income and cost in a period of time. A profit & loss in accounting without any Operation job.

- Trial Balance & Trial Balance (12 month)View the amount movement in all chart of accounts in a period of time

7. Reports – Receivable / Payable

- Customer Statement (Receivable Only)Give statement to charge each customer with outstanding balance

- AgingShow the outstanding balance of 30, 60, 90 or over 90 days

- Customer Report / Vendor ReportShow outstanding balance of all customers / vendors in a report. This is for internal use.

- Invoice Summary Listing / Cost Summary ListingList all types of invoice / cost in one report. You can print all invoice / cost in this module.

-Invoice Settlement Summary Report / Payment Summary Report List all settlement of receivable / payment

7. Reports – Receivable / Payable

- Receipt Listing / Payment ListingA list of receipt / payment. This report can be used as an official receipt / payment voucher for large no. of receipt / payment

-AR/AP ListingA list of AR / AP. This is like the above receipt / payment listing report

-Customer Sub Ledger Listing (Receivable Only)Invoice listed by each customer in Account Receivable account

-AR Subsequent Settlement Report / AP Subsequent Payment ReportThis is a list of invoice and settlement by customer. It shows the relation of invoices / costs with related receipt / payment records

-Invoice list by chargeList all Invoice of one charge code (e.g. Ocean Freight Charge)

7. Reports – Others

- Journal ListingA list of Journal

- Void ReportDeleted record of Invoice / Settlement / Cost / Journal can be searched in this report

-Profit & Loss ReconciliationShow the amount difference between Profit & Loss printed in IT-LEO and income statement printed in IT-ACC. The difference is caused because IT-LEO P&L show data by job date while income statement show data by invoice / cost issue date only.