Yemensoft Onyx Pro - User's Guide

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Contents

Important Notes ...................................................……………..………..……………….. 16

System overview .......................................................……………………………………....17

System features .......................................................………………….. ………………….19

Modules functions .........................................................…………………….. ……………21

Buttons and Commands….......................................................………………….…………22

Search Method .......................................................……………….. ……………….…….25

Modify Method .......................................................………………….. ……………………28

Delete Method .......................................................……………….. ……………….….….28

System Log-in .......................................................……………….. ………………………29

Chapter One : System Configuration......................................................……………..…..32

Section One : General Variables ....................................................………………………34

General Variables .......................................................……………….. ………………….35

Captions Translation .........................................................……………….. …………….36

System Periods Set Up .......................................................……………………..………..37

Currencies Configuration .....................................................…………………….. ………38

Countries Data .......................................................……………..…….. …………….. … 39

Governorates Data ...................................................………….……………..………….. .40

Cities Data .......................................................……………………..……….. ………..….41

Regions Data .......................................................………………….……………..…….....42

Branch Data .......................................................….…………………. ……….. ………....43

Companies Data .......................................................…….………… ……………….. ......44

Staff Data .......................................................…………………….. …….. ……………...45

International Territories ...................................................…………………..………..….. 46

General Coding................................................…………………..………….................... 47

Section Two: GL Configuration ...........................………………....……………….. 48

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General Variables ..........................................……………………..………………. 49

Accounts Types .......................................…………………….. ………………..…..51

Accounts Groups ..................................................………………………………….52

Accounts Reports Types ........................................…………………….. …………53

Banks Group ................................................................…………..……………….… 54

Documents Types .............................................……………….…………………… 55

Guarantees Types .......................................…………………….. ……………….56

Notes Types ........................................................……… ……………….. ……….57

Description Coding .................................................…………….. ………………..58

Intermediate (Interface) Accounts ...................................................………………...…..59

Payments and Receipts Types ....................................................……………………….60

Orders Types ........................................................ …………..……….. …..……………..61

Section Three: Inventory Configuration ....................................................... ……….62

Inventory General Variables ..................................................... ……………………….....63

Units of Measurement ........................................................................ …………..………...64

Items Types ......................................................................................... ………………..…….65

Items Classes ......................................................................................... ………….….........66

(Receipt – Issue – Transfer – Orders) Types….................................................................67

Inventory Turnover Management ...................................................................................... ...68

Evaluation Standards ................................................................................................................69

Pricing Levels ............................................................................................ ................................70

Section Four: Accounts Payable Configuration ............................................... ........ 71

General Variables .................................................................................................................. 72

Vendors Types ............................................................... ………………..………….73

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Vendors Classes ............................................................ ………………………….74

Purchase Requests Types ................................................................ …….………75

Purchase Orders Types ................................................................. …….……….. 76

Purchases Bills Types ..................................................................... …….………..77

Section Five: Accounts Receivable Configuration:...........................................78

General Variables ............................................................ ..…….………………… 79

Customers Types .................................................................................................. 81

Customers Classes .............................................................. …….………………..82

POS Machines Data .............................................................. …….………………83

Credit Cards Types ................................................................…….……………….84

Quotations Types ........................................................................................………85

Customers Orders Types ................................................................................… 86

Sales Bills Types .................................................................................... ………..87

Sales Returns Types .............................................................................................88

Sales Charges ........................................................................................................89

Chapter Two: System Administration ................................................................90 Section One : Inputs ...........................................................................................91 Users Display ........................................................................................................92 Open New Branch (Activity) ...................................................................................93 Users Groups .........................................................................................................95 Users Data ...........................................................................................................96

Section Two: Users Privileges ........................................................................…97

Screens Privileges ................................................................................................98

Accounts Privileges ..............................................................................................99

Customers Accounts Privileges ............................................................................100

Vendors Accounts Privileges .................................................................................101

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Transactions Privileges ........................................................................................102

Monitoring ............................................................................................................103

Password Change .......................................................................................,........104

Section Three: Transactions ............................................................................105

Monthly/ Periodical Locking ................................................................................106

Monthly/Periodic Closing ....................................................................... ............................107

Annual Closing ................................................................................................. ......................111

Transfer Data between Accounting Units ...................................................... ..................118

Unclosing ..................................................................................................... ...........................119

Data Backup ........................................................................................................................,..120

Backup Retrieve ...................................................................................... ............................121

Signatures .................................................................................................... ............................122

Privileges Reports ................................................................................................,.... …........123

Chapter Three: General Ledger ..............................................................................124

Section One: Inputs ..............................................................................................................127

Account Opening Request............................................................,,,,,,,,.........................,.......128

Chart of Accounts ...................................................................................................................129 Opening Balances ..................................................................................................................132 Budget (Budgeting) ................................................................................................................133

Section Two: Transactions ...............................................................................................134

Journal Entries..... ..... ..... ..... ..... ..... ......................................................................................135 Payment Vouchers...................................................................................................................136

Receipt Vouchers.....................................................................................,...............................137

Debt Notes .............................................................................................................................148

Credit Notes ........................................................................................... ..... .........................139

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Due Cheques – Manual..................... ... .............................................................................140

Due Cheques – Automatic..... ...... ... . ................................................................................141

Banks Reconciliation (Adjustments) .... .............................................................................142

Account Statement Matching .............................................................................................143

Documents Auditing .............................................................................................................144

Bank Credits (Letter of Guarantee/ Guarantee Extension/ Release/Confiscation)145

Section Three: Reports ....................................................................................................147

Reports Samples ..................................................................................................................150

Section Four: Posting.........................................................................................................155 Chapter Four: Inventory Management Module ......................................................161

Section One: Inputs Menu ...............................................................................................162

Main Groups Data ...............................................................................................................163

Sub- Groups Data ...............................................................................................................165

Under Sub-groups Data .......................................................................................................166 Assistant & Detailed Groups Data ....................................................................................167

Identical Groups ....................................................................................................................168

Warehouses Data ..............................................................................................169

Shelves (Bins) Data .......................................................................,,...................170

Items Data .......................................................................................,...................171

Items Locations (Shelves) ....................................................................................173

Items Pricing ........................................................................................................174

Opening Stock ....................................................................................................176

Connecting Items with Accessories ....................................................................177

Section Two: Transactions .............................................................................179

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Transferring/Issuing Materials Request .................................................................180

Inventory Receipt Permission .............................................................................182

Inventory Receipt Orders .....................................................................................183

Inventory Issue Order ............................................................................................185

Inventory Transfer ................................................................................................186

Transferred Inventory Receipt .............................................................................187 Inventory Adjustments ..........................................................................................188

Physical Inventory ...............................................................................................189

Machines Inventory ..............................................................................................191

Maintenance Order ..............................................................................................192

Damaged Items Issue Order ...............................................................................193

Inventory Imprests ...............................................................................................194

Imprests Clearing ...................................................................................................195

Items (Quantities) Reservation .............................................................................196

Section Two: Reports ..........................................................................................197

Reports Samples ...................................................................................................199

Chapter Five: Accounts Payable Module (Vendors & Purchases) ...............202

Section One : Inputs ..........................................................................................205

Vendors Groups ..................................................................................................206

Vendors Data ........................................................................................................207

Supply Data .......................................................................................................208

Vendors Opening Balances ................................................................................210

Opening Balances of Documentary Credits ......................................................212

Purchases Plans ................................................................................................213

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Purchases Representatives Data .......................................................................214

Sections Two: Transactions ............................................................................216

Purchase Requisitions .......................................................................................217

Quotations .........................................................................................................219

Purchase Orders ...............................................................................................220

Local Purchases Bill ..........................................................................................223

Foreign Purchase Bills .......................................................................................225

Foreign Purchases Receipt Permission ............................................................231

Foreign Purchases Costs ..................................................................................232

Purchases Returns Bill........................................................................................233

Payment Voucher .............................................................................................234

Section Three : Reports ..................................................................................235

Reports Samples.................................................................................................239

Chapter Six : Accounts Receivable Module (Customers & Sales) ..............244

Section One : Inputs .......................................................................................245

Customers Data ...............................................................................................246

Customers Groups ............................................................................................248

Collectors Data ..................................................................................................249

Sales Representative Data ................................................................................250

Account Opening Order ......................................................................................251

Routes Data ........................................................................................................252

Collection Plan .....................................................................................................253

Ordered Items ................................................................................................................254

Customers Opening Balances .........................................................................................255

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Sales Plans ..........................................................................................................................256

Items Pricing ........................................................................................................................257 Section Two : Transactions .........................................................................................258

Promotional Quotations ......................................................................................................259 Quotations ............................................................................................................................260

Customers Orders ..............................................................................................................261 Sales Bills ...............................................................................................................................262

Sales Returns Bills ..............................................................................................................263

Additional Discounts ............................................................................................................264

Receipt Voucher ....................................................................................................................265

Section Three: Reports .....................................................................................................266

Reports Samples ..................................................................................................................269 Appendix ..............................................................................................................................................273

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Preface Welcome to Release 1 of the Yemensoft Onyx Pro User’s Guide. This user guide includes the information you need to work with Yemensoft Onyx Pro effectively. It contains detailed information about the following:

Overview and reference information YEMENSOFT Onyx Pro functions and features Specific tasks you can accomplish using YEMENSOFT Onyx Pro How to use YEMENSOFT Onyx Pro windows YEMENSOFT Onyx Pro Modules, configurations, transactions and reports.

This preface explains how this user guide is organized and introduces other sources of information that can help you.

Audience for This Guide

Welcome to Release 1 of the Yemensoft Onyx Pro User’s Guide. This guide assumes you have a working knowledge of the following:

The principles and customary practices of your business area. YEMENSOFT Onyx Pro use.

If you have never used YEMENSOFT Onyx Pro, we suggest you attend one or more of the YEMENSOFT Onyx Pro training classes available through YEMENSOFT Offices.

How To Use This Guide

This guide contains the information you need to understand and use YEMENSOFT Onyx Pro. This preface explains how this user guide is organized. This guide contains the following chapters:

Chapter 1: provides an overview of all the setup steps for YEMENSOFT Onyx Pro and describes how YEMENSOFT Onyx Pro can be tailored to your needs.

Note: Implementation information and procedures are not contained in this chapter.

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Chapter 2: provides the information you need to Control YEMENSOFT Onyx Pro.

Chapter 3:contains the information you need to understand and use YEMENSOFT General Ledger Module.

Chapter 4: contains the information you need to understand and use YEMENSOFT Inventory Module.

Chapter 5: contains the information you need to understand and use YEMENSOFT Accounts Payable Module.

Chapter 6: contains the information you need to understand and use YEMENSOFT Accounts Receivable Module.

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Send Us Your Comments

YEMENSOFT ONYX PRO MANUAL , Release 1

Yemensoft welcomes customers' comments and suggestions on the quality and usefulness of this document. Your input is an important part of the information used for revision.

Did you find any errors? Is the information clearly presented? Do you need more information? If so, where? Are the examples correct? Do you need more examples? What features did you like most?

If you find any errors or have any other suggestions for improvement, please indicate the document title and part number, and the chapter, section, and page number (if available). Thanks for using YEMENSOFT ONYX PRO and this user manual. We value your comments and feedback. At the end of this guide is a Reader’s Comment Form. We invite you to use this form to explain what you like or dislike about YEMENSOFT ONYX PRO or this user manual. You can send comments to us in the following ways: Mail your comments to the company address or contact us directly at

(967) -01503866- Mobile: +967 733957640 FAX: 503867 1 967 Attn: Software Documentation Dept. E- Mail: [email protected] or [email protected] www.yemensoft.net P.O. Box : 11126 YEMENSOFT Co. Ltd. for Software Development & Consultancy. Sana'a, Hadda Street, Alkurimi building Republic of Yemen

If you would like a reply, please give your name, address, telephone number, and (optionally) electronic mail address.

mailto:[email protected]

mailto:[email protected]

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Welcome to YEMENSOFT Onyx Pro System- User’s Guide

1.1 Salutatory

Welcome to YEMENSOFT Accounting and Financial System ONYX PRO! Onyx

Pro System is a great achievement of the combination of twenty year’s experience

and state-of-art technology. With two decades’ of research and development,

YEMENSOFT Onyx Pro System is constantly improving and evolving through

experience. The Comprehensive Accounting and Financial system (Onyx Pro) has

been acknowledged as one of the best Accounting Systems worldwide and regarded

as the right hand of the enterprise boss. OYNX PRO System ensures easily an

effective monitoring of transactions, advanced and detail report function.

Consequently promote your business to higher step! Your definite choice of Yemen

Soft Onyx Pro System will make you confident and surpassed in your future trade.

1.2 Copyright Notice

This document was prepared to assist the customer in the use of the YEMENSOFT ONYX PRO. Its contents may not be used for any other purpose without written permission. The material contained herein is supplied without representation or warranty of any kind including any implied warranties or merchantability. YEMNSOFT assumes no responsibility and shall have no liability of any kind from the supply or use of this document and the material it contains.

© Copyright 2013, YEMNSOFT. All Rights Reserved.

Company address:

Republic of Yemen, Sana'a, Hadda Street, Alkurimi building.

Telephone: 00967-01-503 866

Fax 00967-01-503513

Cost service website:WWW.YemenSoftCare.net

Company website: WWW.YemenSoft.net

http://www.yemensoftcare.net/

http://www.yemensoft.net/

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About

YEMENSOFT is the first leading company in the field of Software and Information

Technology in Yemen, and one of the largest software company worldwide.

YEMENSOFT offers its application products, along with related consulting, training

and support services, in over 15 countries through more than 30 office around the

world. YEMENSOFT has been granted ISO certificate for Quality Management

System. Moreover, it has been selected recently for 100 Top Asia (Red Herrings

100 Asia). YEMENSOFT since it’s founded, has been devoted itself to the

development of applied software research for decades. It takes pride in its first-

brand Onyx Pro System, which ranks first among most kinds of Accounting and

Financial Systems for its distinguished functions, concise and quick process, and

comprehensive features, safe and stable run. So far, there have been thousands of

customers all over the world for several years. We have excellent research

technicians and constant innovative software programmers; and thus we can make

quick adjustments to ensure software safe run according to our customers’

requirements. We promise that our systems have been seriously examined by our

technicians several times before being sent to our customers. Moreover, Technical

Support Department made up by experienced engineers will provide quick and

accurate technical help for our customers at any time. We constantly stick to our

motto, which is “Pursuing excellence and perfect”. YEMENSOFT ONYX PRO

System has been wining a famous reputation and public praise steadily. Onyx Pro,

a leading brand in Accounting computer systems, is the guarantee symbol of quality

and credit. Your definite choice of YEMENSOFT Systems will make you feel

confident and flexible in your future trade. You can enjoy convenience and

satisfaction brought by E-time and wealth.

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We offer a complete set of training courses to help you and your staff mastering YEMENSOFT Applications. We can help you develop a training plan that provides thorough training for both your project team and your end users. We will work with you to organize courses appropriate to your job or area of responsibility. Training professionals can show you how to plan your training throughout the implementation process so that the right amount of information is delivered to key people when they need it the most. You can attend courses at any one of our many Authorized Educational Centers. In addition, YEMENSOFT training professionals can tailor standard courses or develop custom courses to meet your needs. For example, you may want to use your organization structure, terminology, and data as examples in a customized training session delivered at your own facility.

From on–site support to central support, our team of experienced professionals provides the help and information you need to keep YEMENSOFT ONYX PRO working for you. This team includes your Technical Representative, Account Manager, and YEMENSOFT’s large staff of consultants and support specialists with expertise in your business area, managing an Oracle8i server, and your hardware and software environment.

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For your data safety:

Never connect the computer or the network that uses Onyx Pro to any other network like the internet.

Never download any file to your computer or network before you scan it against viruses.

Back up of your data on a perpetually.

Please read the manual carefully before you start using Onyx Pro. If you have any question or you need any clarification related to this manual, please contact Yemen Soft at any of its addresses.

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In the 21st century, there is a strong need for global competition between

organizations. The survival strategy for competition is to fulfill the customer needs

and serve at the shortest possible time. However, competition demands full

integration of the modern enterprise business. YEMENSOFT Onyx PRO is the tool

that helps enterprises to become competitor through integrating their business

processes. YEMENSOFT ONYX PRO System has been wining a famous

reputation and public praise steadily. Onyx Pro, a leading brand in Accounting

computer systems, is the guarantee symbol of quality and credit.

YEMENSOFT Onyx Pro is a comprehensive accounting and financial package and

a fully integrated solution. It integrates suppliers and customers with the

manufacturing environment of the organization. It is the finest blend of business

and information technology that helps enterprises link their resources, utilize and

allocate them in the best possible manner, and control them on real time basis.

YEMENSOFT Onyx Pro is the solution for effective planning of all the

manufacturing resources of any enterprise.

YEMENSOFT Onyx Pro has been designed through using a combination of

two decades’ experience and state-of-art technology to ensure that our

customers can manage and monitor their business and financial tasks

precisely and effortlessly. To save time, efforts, and money of our customers,

YEMENSOFT Onyx Pro comes as a package containing four integrated

accounting and financial modules: General Ledger Module, Inventory Module,

Accounts Payable Module, and Accounts Receivable Module. It is a result of

expertise of a highly qualified team comprising of local and international

programmers, system analysts, and accountants. The package is made of a

variety of functions that are linked together, such as business planning,

production planning, master production scheduling, material requirements

planning capacity requirements planning and the execution system for

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capacity and priority. Onyx Pro outputs from different sub-systems are

integrated with financial reports, such as business plans, purchases

commitment reports, shipping, budget, inventory production and others.

In a nut shell, using YEMENSOFT Software will entitle you to benefit from numerous

advantages that YEMENSOFT offers its customers, including maintenance and

consultancy services. Moreover, a version of update is offered with an exceptional

price; and one year of maintenance warranty whose continuation are provided based

on an agreement to be signed with the customer.

For organizations that have offices around the world, ONYX Pro System provides

the flexibility needed to operate in multiple countries, each with unique currency,

language, and statutory requirements.

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Flexible and expansible according to emerging needs requirements.

Developed by up-to-date international languages of programming:

Oracle 10g Database and 6i forms.

Bilingual (English & Arabic).

Designed with the most recent network technologies Client/Server.

Support working on networks.

User-friendly software.

Full supported maintenance, modification and upgrading when

required.

Providing on-line help and instruction messages during the illogical or

unpermitted transactions.

Prompt help for all the package screens and fields.

Assigning particular screens “Favorite Screens” for every user

according to his/ her assigned tasks and functions.

Multi-user, office, branch, and chart of accounts.

High security of data.

Provide monitoring system showing precisely the users and

transactions they performed in addition to recoding dates and times of

those transactions as well as recording copies for the previous

transactions.

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Fully integrated with YEMENSOFT ERP.

Characterized with strong database with tremendous capacity

and supported technically from ORACLE Corporation.

Provide configuration software for each module ( general

Ledger – Inventory –Vendors (AP) – Customers(AR)) to be

configured according to requirements .

Provide chart of account designer for creating the chart of

accounts in accordance with business nature and size.

Provide Reports Designer for creating the additional reports

according to requirements.

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Functions System

Provide integrated automation for all the accounting and financial

transactions and procedures starting from designing the chart of accounts

and budgeting up to issuing the financial statements quarterly or

periodically. In addition to that, it provides the supervisors with the tools

of liquidity and cash flows management to achieve full accounting and

financial control in order to achieve the institution objectives

Accounts

Module

(GL)

Manage all the related transactions of purchases and vendors , starting

from purchase orders up to the cost automatic calculation of inventory

items.

Enable the management to control and regulate the payments for vendors

according to the applied procedures, which may include the bank credits

and the added cost tax.

(AP)Vendors

Module

Provide an efficient Management for stores and warehouses through

providing smart tools for classifying stocks groups, items, and shelves.

Provide the functions of importing, disbursement, transferring,

stocktaking, and stock reevaluation.

Allow inventory turnover management.

Avoid deficits or items stagnation.

Inventory

Module

Manage all the transactions of customers, sales representatives and

collectors. These transactions include customers orders, sales plans,

pricing policy, quotations, sales bills, sales returns, debts ages, collections

and discounts, incentives and commissions.

Improve the efficiency of dealing with the customers.

Provide direct indicators about plans implementation on all the levels of

products, customers, and representatives..

Customers

Module

(AR)

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Most of Onyx Pro screens contain almost the same buttons that execute

certain commands, such as addition, modification, deletion, etc. Table (1)

summarizes the functions of the most used buttons. Other buttons may also

appear in some other screens, so their functions will be described where

needed.

Function Button

To add a new record.

To save the new or modified record.

To make modifications.

To delete any record completely from the system database.

To display a list of the available records.

To search for any saved record in the system.

To display the previous or the next record.

To preview the report before printing.

To undo (cancel) any executed action.

To exit to the current window

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To display the first/ last record. /

To display the previous record

To show the following record

Table (1)

If your mouse is unavailable or if you prefer using your keyboard, you can use

keyboard shortcuts to execute specific commands. Press (Ctrl+F1) to display a list

of shortcut keys that are used in Onyx Pro as shown in Table (2). The use of each

of these keyboard shortcuts is described below:

F10: To save any record after adding or modifying its details.

Esc: To close any displayed list.

Ctrl + u: To clear the contents of a field.

F6: To add a new record.

Backspace: To delete backward a word or part of it in any field.

Shift+F1: To display errors when technical errors occur in the system.

F3: To duplicate the contents of a field into another field of the same

type. For example, in the Journal, Payment, or Receipt Voucher

screen, the contents of the "Dr Amount" field in any raw can be

duplicated to the next row by pressing the F3 key.

F4: To duplicate the contents of an entire row to the next row. This

short key is used in the Journal, Payment, Receipt Vouchers screens.

Ctrl + E: To edit the contents of a field and make the desired changes.

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Table (2)

Shift+F6: To delete the displayed record completely from database.

F7: To search for a record. Notice that when you press the F7 key, the

contents of the fields will be cleared, enabling you to enter some

characters about the information you are looking for (e.g., the initial

numbers of an Invoice No., a Vendor Code, an Account Code, etc.).

Press F8 to display the details of the desired record in the respective

fields.

F8: When you search for a record by pressing F7 key, press F8 key to

display the record details in the respective fields.

Shift+F8: To send the displayed record or report to the printer.

F9: After clicking the Add button to add a new record, pressing the F9

key will display a list of the available records in the system.

Tab or Enter: To move the mouse pointer from one field to another.

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The system saves the user time and effort of data entry by using the method of

searching. Here, we will discuss the method of Searching for Account Types as

an example. If you want to search for any type of accounts, you have to open the

Chart of Accounts screen from (GL Module – Inputs Menu) (as in the following

figure).

After that, you can search for an account type by using any of the following

methods:

Click on the button of displaying . When you do that so, a

window will pop up:

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Input the desired account type number in the field “Find” after the

symbol%, and then click the button of searching . The system

will then display the required account type. As an example, to

search for the account type number "2", click the button of

displaying and then input the number 2 . after that, click on the

button of searching. Then, the system will display the details of the

account type number 2 on the screen.

Moreover, the system provides users with another method of searching. This

method is Double click on the button of searching and then look for the desired

account type in the available records (account types) using the arrows , which

will enable you to move to the next or the previous record.

Furthermore, the system provides users with another method of searching. This

method is using the account name to search for the desired account type by any of

the following two methods:

1. The first method is discussed in the steps below:

Click on the button of searching .

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Input the first letters of the accounts name (e.g., "su" to search for

the name "Sub") in the field “Find”

After that, click on the button of searching again.

Then the system will display the desired account type.

2. The second method is discussed in the following steps:

Click on the button of searching , and then input some letters of

the account type name (e.g., "ai" to search for the name "Main")

after the symbol (%)in the field “Find”.

After that, click the button of searching again.

Then the system will display the desired account type.

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The system allows the user to modify and delete any record. Here, we will

discuss the method of modifying and deleting any type of accounts as an example.

The system allows modifying the name of any type of accounts If you want to

modify any type of accounts, you have to open the Chart of Accounts screen from

(GL Module – Inputs Menu) (shown in the previous figure). To modify the name of

any account, follow the steps below:

1. Click on the button of modifying .

2. After that, modify the name as desired.

3. Then click on the button of saving .

Similarly, the system enable the entitled user to delete completely any type of

accounts from the system. To delete any account, follow the steps below:

1. Click on the button of deleting .

Notice that you cannot delete an account type if it has already been used in the

Chart of Accounts.

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System Log-in

After you click on YEMENSOFT ONYX Pro shortcut ( ) with a double-click on

the mouse left button, the following screen will pop up:

Figure 1: Log-In Window

To log in Onyx System, follow the following easy steps:

1- Input “Accounting Unit No.”

2- Input the “ User No.”

3- Select Branch.

4- Input Password.

5- Select the language.

6- Then click on the button “Enter”.

7- After that, ONYEX System Main Interface will pop up as the following:

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Figure 2: Onyx Pro Main Interface

As you can see the main interface of ONYEX PRO System consist of five main

Modules. These menus are as follows :

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1- General Ledger Module (Accounts Management System)

2- Inventory Management Module

3- Accounts Payable (Purchases & Vendors) Management Module

4- Accounts Receivable (Sales & Customers) Management Module

5- Information Management System.

YEMENSOFT ONYX PRO System manages each of these five system through a

group of steps starting with Configuration process and inputs. Then , it manages

the transactions. After that, it manages the process of issuing the miscellaneous

reports accurately. Moreover, ONYX PRO System provides directors in the Higher

management with the chance for following up and monitoring all data and

information through the a group of messages which appear when necessary in

order to notify the user about particular aspect.

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YEMENSOFT ONYX PRO System provides you with a number of screens which

help in determining the systems to be used in every Module of ONYEX PRO

Modules, (General Ledger – Inventory – Purchases & Vendors – Sales &

Customers – System Administration), in accordance with the company activity

nature and size. Furthermore, the system provides three groups of screens

according to their importance in system configuration. These groups of screens are

classified to the following:

I. Variables Screens Group

These screens are designed for the special variables that are provided for all

activities. The user must determine the suitable variables that are related to the

company activity and size.

II. Compulsory Screens Group

Theses screens play a crucial role in the accounting and inventory aspects of the

system. The user must use these compulsory screens due to their importance in

dealing with system. These screens are “Adding Chart of Account Screen ”, “Adding

Items Screen”, “Adding Currencies Screen”, “Adding Measurement Units Screen”,

and “Final Reports Configuration Screen”.

III. Optional Screens Group

These screens are used for analyzing configuration data according to the user

desire even after a period of the configuration of compulsory screens and the other

variables.

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In a nut shell, we can say that the screens of configuration are classified to

five menus: (General Configuration – General Ledger Configuration –

Inventory Configuration – Purchases Configuration – Sales Configuration).

Figure 3: Configuration Menus

Figure 4: General Variables Menu

We will discuss these menus of configuration in details as follows:

34

This menu consists of a number of screens that are used during the process of

system Configuration.

Figure 4-1: General Variables Menu

35

General Variables

This screen is used for determining whether you want ONYX Pro system to be fully

integrated with the other systems of YEMENSOFT Co. Ltd . As you can see from

the following figure, ONYX Pro can be fully integrated with Human Resources

Management System , Fixed Assets Management System, Exchange Management

System, POS, MRP, Gate System, and Hotel Management System. Moreover, this

screen is used for integrating the modules of ONYX Pro system or not. Furthermore,

it is used for determining whether you want to use the Profits Tax. If want to use the

Profits tax, just tick at “Use Profits Tax”.

Figure 5 : General Variables Screen

36

Captions Translation

This screen allows changing some of the fields names easily. That is to say, you

can change the account statement footing. For example, you can change the report

footing “This record is accurate and valid unless you raise an objection”. If you want

to change the caption names , follow these easy steps:

1- Click on .

2- Select the language.

3- Input the Language No. (1

for Arabic – 2 for English).

4- Input the new name you

want to be used in

“Description”.

5- Input the screen name in

the field “Screen”.

6- Then click on .

Figure 6: Caption Translation Screen

37

System Periods Set Up

This screen is used for determining the financial periods number of the accounting

period (Fiscal Year). These periods maybe monthly periods or another periods

according to the user desire. Furthermore, the system allows user determining the

financial period regardless it matches the calendar or legal year, or overlapped

between two years as in the schools and universities. Moreover, the user must take

into his consideration that he can’t modify any data after the process of data entry.

Figure 7: Periods Setting up

38

Currencies Configuration

We have said previously that one of the important features of ONYX Pro is multi-

currency as to allow monitoring accounts, warehouses, Entries and recording

process, and issuing reports in any type of currency. Thus, this screen is used for

adding any type of currencies to be used in system transactions according to the

organization requirement. To add any currency, follow these easy steps:

1- Click on .

2- Input currency number in the field “No.”

3- Input currency name in the field

“Currency Name”.

4- Input the currency code.

5- Input the small change.

6- Input exchange rate.

7- Input the maximum rate of exchange.

8- Input the minimum rate of exchange.

9- Then click on .

Figure8: Currency Configuration Screen

39

Countries Data

This screen is used for inputting countries data in the case of selling on the

countries level. To add any country, follow these steps:

1- Click on .

2- Input the country name.

3- Input the country abbreviation.

4- Input the country continent.

5- Input the country currency name.

6- Then click on .

Figure 9: Countries Data Screen

40

Governorates Data

This screen is used for adding governorates data in the case of classifying sales

to governorates. In this case, the system allows issuing reports according to the

governorate. It is related to “Countries Data Screen” as to classify any country to

governorates of sales. To add any governorate, follow the steps below:

1- Click on .

2- Input the governorate name.

3- Select the country No.

4- Then click on .

Figure 10: Governorates Data Screen

41

Cities Data

Cities Data Screen is used for adding cities data. It is related to “Provinces Data

Screen” in order to classify cities to provinces of sales. Therefore, the system

allows issuing sales reports on the level o cities. In the case of selling, the user

should determine the customer province and then the system will automatically

collect sales bills and sales returns data to issue the report of sales and returns

according to the customer, province , city, and governorate. To add any city, follow

these easy steps:

1- Click on .

2- Input the city name.

3- Select the governorate No.

4- Select the country No.

5- Then click on .

Figure 11: Cities Data Screen

42

Regions Data

This screen is used for adding regions data. To add any region, follow these

following steps:

1- Click on .

2- Input the region name.

3- Select the governorate

No.

4- Then click on .

Figure 12: Regions Data Screen

43

Branch Data

This screen allows modifying all branch data except branch number. To modify the

branch data, follow these steps:

1- Click on .

2- Input the branch name.

3- Input the branch address.

4- Input the telephone No.

5- Input the fax No.

6- Input the mailbox No.

7- Then click on .

Figure 13: Branch Data Screen

44

Companies Data

This screen is used for adding the company data. After adding the company dat,

user can modify those data except the company number. It is also used for

determining the company logo. To add the company data, follow these following

steps:

1- Click on .

2- Input the company name.

3- Input the company abbreviation.

4- Then click on .

Figure14: Company Data Screen

45

Staff Data

This screen is used for inputting the staff data (Number – name – Department -

address , …etc). To add any employee data, follow these steps:

1- Click on .

2- Input the employee No.

3- Input the employee name.

4- Select the employee department.

5- Input the employee occupation.

6- Input the employment date.

7- Input the employee qualification.

8- After you complete data entry,

click on .

Figure15: Staff Data Screen

46

International Territories

This screen is for inputting the international territories data. To add any of the

international territories, follow these steps:

1- Click on .

2- Input the territory name.

3- Input the territory abbreviation.

4- Then click on .

Figure16: International Territories Screen

47

General Coding

This screen is used fo inputting the sales seasons during which the activity of sales

increases due to the increase of customers demands. For example, during

Ramadhan month, the demand for dates usually increases. To add any season of

sales, follow these easy steps:

1- Click on .

2- Input the season sube code.

3- Input the season name.

4- Then click on .

Figure17: General Coding Screen

Note:

If you added any season of sales to this screen, it will appear in Items Data

Screen, Additional Data Sub-screen – Inventory Inputs Menu.

48

This menu consists of a number of screens which are used in the process of GL

configuration. These screens are GL Variables, Accounts Types, Accounts Groups,

Accounts Classification, Accounts Reports Types, Banks Group, Documents Types,

Guarantees Types, Notes Types, Statement Coding, Intermediate Accounts,

Payment & Receipt Types, Requests Types, and Activities Group.

Figure18: Configuration Menu

49

General Variables

This screen is used to configure the GL Module through identifying:

• The size of accounts number in the chart of account.

• Type of document (Alphabetical - Numeric – Alphabetical & Numeric).

• Sequence Method (Automatic Manual).

• Date (Automatic Manual).

• Ability to define unlimited number of accounting periods.

• Posting (Automatic once entry saved or after review).

• Use of Cost Centers (Mandatory Optional).

• Connecting accounts with cost centers and their effects: This option is activated through the screen of General Leger setting, and cost center can beidentified whether mandatory, optional or not used. This allows greater flexibility for cost center solutions and serves wide sector of business such as construction organizations and some businesses that work with only one account and separate its transactions from particular cost centers so that the effects on that account appear only in the connected centers but not all centers.

• Option for using or not using bills.

• Option for using or not using foreign currencies.

• Option of affecting /not affecting the funds through journal entry.

• Method of handling with the differences’ accounts of foreign currencies exchange.

• Connecting the notes with vouchers and entries and the method of affect on each other.

• Identification the types of intermediate accounts.

• Management of alarm concerning checks, vouchers. In addition to the method of the timing and issuing those documents by the system.

• The methods of connecting the accounts with bank credits, and the affect on each other.

• The possibility of suspending entries.

50

• The possibility of closing the accounting periods according to requirements so that no transaction is allowed, but only in open accounting period.

• Unlimited of accounting groups.

• · Optional connection of accounting module with other modules such as sales & Clients, Purchase &

• Vendors, Inventory, Fixed Assets, Human Resources, Production & Cost Management.

Figure19: General Variables Screen

51

Accounts Types

This screen is used for classifying accounts to two types of accounts, main accounts

and sub-accounts. These types of accounts are used in chart of accounts.

Figure 20: Accounts Types Screen

52

Accounts Groups

This screen is an optional screen that can be used for dividing the chart of accounts,

or compiling particular accounts in groups, in the case of inability to gather them in

the accounts tree that has been inputted in the chart of accounts such as dividing

the chart of accounts according to the unified accounting system to different levels

(gross, general, assistant, and analytical) or even dividing the chart of accounts to

accounts in accordance with activity in the case of the activities diversity in the

company.

Figure 21: Accounts Groups Screen

53

Accounts Reports Types

This screen is used for adding the types of final reports such as profit and loss

statement (Statement of income), financial position statement (Balance Sheet), and

any other classification of final reports. To add any type type of final reports, follow

these easy steps:

1- Click on .

2- Input the name of report type.

3- Then click on .

Figure 22: Accounts Reports Screen

54

Banks Group

This screen is used for adding banks group in order to allow displaying various

reports about banks even if they were in different levels and tree.

Figure23: Banks Group Screen

55

Documents Types

This screen is used for classifying entries to various types such as Bank

Adjustments Entry, Imprests Adjustments Entry, Inventory Adjustments Entry,

Maturity Entry, …etc) through giving each of these types a specific number and

independent sequencial number if the user wants that.

Figure24: Journal Documents Types Screen

56

Guarantees Types

This screen is used for adding the types of guarantees such as elementary

guarantee, final guarantee, performnce guarantee, …etc.

Figure25: Guarantee Types Screen

57

Notes Types

This screen is used for coding the notes types and connecting them with credit

notes or debt notes. It allows coding notes according to the note nature, center,

branch, project, or account, …etc. The credit notes are used in Credit Notes Screen

while the debt notes are used in Debt Notes Screen.

Figure26: Notes Types Screen

58

Description Coding

This screen is used for coding the most repeated phrases of description in order to

be used directly in the screens of Journal Entries, Receipt Voucher , Payment

Voucher by pressing “F9”. This screen has been added to save the user time.

Figure 27: Description Coding Screen

59

Interface Accounts

This screen is used for adding the intermediate accounts that are generally used in

the financial accounts such as the exchange rate differentials and securities (receipt

and payment vouchers), .. etc.

Figure 28: Interface Screen

60

Payments and Receipts Types

This screen is used for coding Receipt Vouchers Types, Payment Vouchers Types,

or both. It allows registering the types according to issued items, identical receipts

items, branches, centers, projects, periods, ...etc. Moreover, it allows determining

particular types for receipt and other types for payment or even for both.

Figure29: Vouchers Screen

61

Orders Types

This screen is used for adding all requests types of entries, receipt and payments

vouchers. To add any type of orders, follow the steps below:

1- Click on .

2- Input the name of order type .

3- Select the sample type.

4- Then click on .

Figure 30 : Requests Types Screen

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This menu consists of a number of screens which are used in the process of

inventory configuration. As you can see from the following figure, inventory

configuration menu includes a number of screens.

Figure 31: Inventory Configuration menu

63

Inventory General Variables

Inventory management module includes general variables allow system adaptation to conform any organization procedures and policies. These Variables includes:

The other modules connected with( accounts – vendors – Customers – Manufacturing …etc.).

The mechanism of connection with electronic scales.

The mechanism of connection warehouses with stores.

The method of cost calculations(warehouse – groups): Average of returns. First in first out (FIFO)

The possibility of continuous/periodic stocktaking.

The use of Batch No.

The use of Serial No. Figure 32: Inventory General Variables Screen

The use of Batch of Material BOM.

The use of packages and units.

The mechanism of issuing and sequencing records and documents.

The possibility of issuing inventory items with sales price.

The use of standard cost of items.

The Usage of “additional charges”

The Mechanism of items automatic coding.

Mechanism of alarm for transferred items but have not received yet. Classifying items into: Types Classes

Classifying receiving/issuing/transferring/orders into types.

Types of pricing and its level.

64

Units of Measurement

This screen is used for adding all the units of measurement such as item, cartoon,

dozen, …etc. To add the units of measurement, follow these steps:

1- Click on .

2- Input the unit name.

3- Input the unit default size.

4- Select the unit type.

5- Then click on .

Figure 33: Unit of Measure Screen

65

Items Types

This screen is used for adding all items types concerning usage or storage. It is

also used for determining the effect of each item on Inventory Module , GL Module

(Accounts Management Module), AR Module (Customers Module) , and AP

Module (Vendors& Customers). To add any type of items, follow these steps:

1- Click on .

2- Input the item type name.

3- Then click on .

Figure 34: Items Types Screen

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Items Classes

This screen is used for adding all items classes in order to determine the item

class in Items Data Screen. To add any type of items classes, follow these steps:

1- Click on .

2- Input the name of item

class.

3- Input the class value.

4- Then click on .

Figure 35: Items Classes Screen

67

(Receipt – Issue – Transfer – Orders) Types

All these screens are used for dividing documents into types according to the

organization requirement. They also allow determining sequential number for each

type. These screens play a crucial role in reports issuance.

68

Inventory Turnover Management

This screen is used for setting up standards for inventory turnover of items between

warehouses so that no inventory remains stagnant.

Figure 37: Inventory Turnover Screen

69

Evaluation Standards

This screen is used for defining standards of evaluation so as to be used in

inputting the evaluation of items.

Figure 38: Evaluation Standards Screen

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Pricing Levels

This screen has been designed for adding all the various levels of sales prices.

Therefore, the sales prices of inventory items, such as wholesale price, retail price,

Knockdown price, …etc, should be added in Pricing Screen according to those

prices levels. To add the levels of prices, follow the steps below:

1- Click on .

2- Input the level name.

3- Select the currency type.

4- select the payment method.

5- Then click on .

Figure 39: Pricing Levels Screen

71


Accounts Payable Module configuration. As you can see from the following figure,

the configuration menu of this Module includes a number of screens.

Figure 40: AR Configuration Menu

72

General Variables

Accounts Payable Management module includes general variables which allow system adaptation to conform any organization procedures and policies. These Variables are used to define:

• The Method of connection with General Ledger.

• The Method of connection with Inventory.

• Vendor classification.

• Type of Purchase cost (CIF, FOB,CF)

• Types of discounts ( percentage / amount): Item discount Invoice discount

• The Method of discount calculation (distributed on item charges or separated in independent account…etc.).

• The Method of handling the free quantities provided by vendors.

• The Method of sequencing records or documents.

• The Type of cost centers.

• The Credit management: Processing credit as

installments Using fixed accounts or

variable for credits.

• Types of various records and documents and the method of their classification and serialization.

• The Classes and types of vendors. Figure 41: Variables Screen

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Vendors Types

Any company classifies its vendors to different types. Each type of vendors

includes classes or groups. This screen is used for adding all the types of vendors.

It is an optional screen and its inputs appears in Vendors Data Screen. When the

user add any vendor in Vendors Data Screen , the group of that vendor should be

determined as it had been inputted in this screen. To aadd the vendors to types,

follow these easy steps:

1- Click on .

2- Input the type name.

3- Then click on .

Figure 42: Vendors Types Screen

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Vendors Classes

This screen is used for classifying vendor to classes of such as first class vendors,

second class vendors or any another type of divisions. To calssify vendors to

classes, follow these folowing steps:

4- Click on .

5- Input the class name.

6- Then click on .

Figure 43: Vendors Classes Screen

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Purchases Requisitions Types

This screen is used for dividing purchases requisitions into types according to the

company requirement and the reports types that are to be issued. To add the types

of requests, follow these easy steps:

1- Click on .


3- Then click on .

Figure 44: Purchases Requests Types Screen

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Purchases Orders Types

This screen is for dividing purchase orders into types according to the organization

requirement. To add the types of purchase orders, follow these steps:

1- Click on .

2- Input the name of order type.

3- Then click on .

Figure 45: Purchases Orders Types Screen

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Purchases Bills Types

This screen is used for adding all types of purchases bills as well as purchases

returns in order to be used in the transactions of purchases bills and purchases

returns. To add any type of purchase bills, follow the steps below:

1- Click on .


3- Then click on .

Figure 46: Purchases Bills Types Screen

78


Accounts Receivable Module configuration. As you can see from the following

figure, the configuration menu of AR Module consists of ten screens.

Figure 47: AP Configuration Menu

79

General Variables

Accounts Payable Management Module includes general variables which can be set in order to suit organization’s sales policy and transaction methods with customers. These Variables are used to define:

• The method of connection with General Ledger Module : Customers Group One (unique) Account Independent Account

for each customer

• The method of connection with Inventory Module.

• Incentive policy for customers according to quantity or purchase amount, volume of incentive either amounts or items.

• Pricing and how to deal with it for system or customer.

• Dividing the geographical areas to sale areas.

• Operation orders, method of dealing with them and their effects.

• The Method of records and documents sequence.

• Discounts policy for item or invoice:

Figure 48: AP General Variables Screen

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Invoices Customers Invoice and Customers

• The Method of handling free quantities.

• Setting bills and installments.

• The Policy of sales returns and inventory effected.

• The Method of incentives and commissions for sales representatives.

• The Policy of sales on credit and debit limits.

• The Policy of free quantity for invoice or clients.

• Classification of Customers into levels and classes.

• Categorization of various records and documents and serialization.

• The Method of electronic payment and the way of posting.

81

Customers Types

This screen is used for classifying customers to several types according to the

company requirement. To add any type of customers, follow these following steps:

1- Click on .


3- Then click on .

Figure 49: Customers Types Screen

82

Customers Classes

This screen is used for dividing the customers to particular classes according to the

institution vision. To add any class of customers, follow these steps:

1- Click on .

2- Input the class name.

3- Then click on .

83

POS Machines Data

This screen is used for adding the ATMs data that are to be dealt with. To add any

ATM data, follow these steps:

1- Click on .

2- Input the bank number and name or

just press F9 to select the bank.

3- Input the commissions account

number, or F9 to select the account.

4- Select the POS No.

5- Then click on .

Figure 50: Customers Classes Screen

84

Credit Cards Types

This screen is used for adding all types of credit cards that the user wants to use in

Credit Cards Data Screen. To add any type of credit cards, follow the steps below:

1- Click on .


3- Input the address in which the

ATM is placed.

4- Input ATM number.

5- Input the bank account No.

6- Input the POS No.

7- Then click on .

Figure 51: Credit Cards Types Screen

85

Quotations Types

This screen is used for classifying quotations to several types according to the

company requirement. To add any type of quotations, follow the steps below:

1- Click on .

2- Input the name of quotation type.

3- Then click on .

Figure 52: Quotations Types Screen

86

Customers Orders Types

This screen is used for dividing customers orders into types according to the user

requirement. To add any type of customers orders, follow the steps below:

1- Click on .

2- Input the name of order type.

3- Then click on .

Figure 52: Customers Orders Types Screen

87

Sales Bills Types

These screen are used for adding all types of sales bills. To add any type of sales

bills, follow these following steps:

1- Click on .

2- Input the name of bill type.

3- Then click on .

Figure 53: Sales Types Screen

88

Sales Returns Types

These screen is used for classifying sales returns into types according to the

organization requirement. To add any type of sales returns, follow the same steps of

adding sales bills types discussed on the previous page.

Figure 53: Sales Returns Types Screen

89

Sales Charges

This screen is used for adding any charges that can be added on the bill amount

such as transportation charges. To add any charge of sales, follow these easy

steps:

1- Click on .

2- Input the name of charge.

3- Input the account number and

name or just press F9 to select the

account.

4- Select the type of effect.

5- Select the charge type.

6- Input the charge amount.

7- Select the charge classification

8- Then click on .

Figure 54: Sales Charges Screen

90

This chapter describes the process of controlling and handling Onyx Pro accounting

system. Every screen in this module must be used carefully, since each screen is

very sensitive to the secrecy of the company's financial and accounting data. Any

error or inappropriate use of any screen in this module may lead to terrible results

and to the loss of the data. For this reason, the company must assign a qualified

and reliable person to administer the system. This person (i.e., the System

Administrator) will be the first and alone responsible for a proper and safe use of the

system as well as for the secrecy and security of the company data. He/she will

control the processes of assigning privileges to the other users, adding and

reviewing data, and correcting any error that may result from the inappropriate entry

of documents and Vouchers.

Figure 55: System Administration Screen

91

This Menu has been added to complete the process of system configuration. It

plays a crucial role in completing the second the phase of system configuration. It

consists of four main screens.

Figure 56: Inputs Menu of System Administration

92

Users Display

This screen is used by System Administrator to display the users that are currently

using the system and those who have used the system through showing their

names, login time and date, logout time, number of terminal computers that are

connected, etc. The users who still using the system appear in white color while

those who are logged out (exit the system) appear in yellow color. To open this

screen, click on “Users Display Screen” from Inputs Menu- System Adminstration

Module.

Figure 57: Users Display Screen

93

Open New Branch (Activity)

This screen has been designed for opening new branch - activity. To open a new

branch , you must have the privilege to do that. The system allows only the

administrator to perform this process since it does not allow performing this

process without the password that have been set by the system administrator.

Therefore, only the administrator or the entrusted users can do that so.

Subsequently, when you click on this screen, the following window will pop up.

After inputting password, the following screen will appear. This screen is used for Creating a new activity “branch” from the branch you are currently working in. In this case, the new created branches are considered as sub-branches with respect to the current branch. Being sub-branches does not mean that those new branches are dependent on the main branch. They are completely independent since you can deal with the accounts of these new branches independently. They are not related at all to any of the main branch accounts.

Besides, you can design a report from the main branch that shows a comparison between the accounts and the transactions in all the relevant branches. To add a new branch (open new activity), follow these following steps:

1- Click on .

2- Input the fical year of the new branch (activity) in the field.

3- Input a new number that have not used previously for the new brench

(activity).

4- Marked the data you want to be transferred to the new branch (activity)

through ticking at (mark ()) the check boxes on the left of the screen.

These boxes represent the data of the branch you are working in.

5- Click on “Branch Details” button to tranfer the selected data.

6- Afetr that, click on “Create Branch” buttton to craete the new branchon.

94

7- Then click on

Figure 57: Create New Year Screen

Note:

It is important to note that the new created branch will take the same password of

the branch that you are using currently .However, it is possible to change the

password when you access the new branch.

95

Users Groups

This screen is used for adding the group of users in order to be connected with

Users Groups. This means that, it has been designed to classify users to groups

as to add the new user, whose data are inputted in “Users Data Screen”, to his

groups. To add a new group of users, follow these steps:

1- Click on .

2- Input the group name.

3- Then click on .

Figure 57: Users Group Screen

96

Users Data

This screen is used for adding new users. To add any new user, follow these

following steps:

1- Click on .

2- Input the employee name and

number or just press F9 to select the

employee.

3- Select the user group.

4- Select the branch.

5- Input the administrator number and

name or press F9 to select the

system administrator.

6- Input the new user password.

7- Reconfirm your new password.

8- Then click on .

Figure 58: Users Data Screen

97

This Section describes the administration screens that are used to monitor and

grant the system users the required privileges, which will enable them to use the

system in accordance with their duties and responsibilities.

Figure 58: Users Privileges Menu

98

Screens Privileges

This screen will enable the System Administrator to totally control the duties

that each user can carry out in the system.It is one of the most important

screens. it is used for granting the other users to use the system screens by

system administrator. It is also used for granting the other user the

privileges of using, printing, displaying reports, adding, modifying, and

deleting. To enable the other users to display and use the other screens

follow these steps:

1) Click on to select the user.

2) Click on .

3) Click on the Main Module list] to mark () against the name of any

main module that is desired to be provided as a privilege to the user.

Notice that these main names are arranged in the same order as they

appear in the system. When you click on the name of any module, all

names of that selected module will be listed under the Sub Module

window, showing against each screen name the available commands

in each screen (Add, Delete, Modify, and Display).

4) Grant the user the desired privileges in any screen and restrict his/her

use of any command in the selected screen by ticking at (marking )

the relevant check box/boxes of the commands. This means that the

System Administrator can assign to the user only those screens that

are needed for him/her to access and deal with. Then the user will not

be able to access any screen other than those assigned for him/her.

5) If you click on the right mouse inside any check box will display a small

list of options as shown in the figure. These options enable you to

select the desired check boxes.

6) After you complete data entry, click on .

99

Accounts Privileges

This screen is used by administrator for controlling any of user transactions with

accounts, regardless of the privileges assigned to him/her. In a similar way as

described above, you can revoke or assign privileges to the users. For example,

you can prevent the employees of Purchases Department from using or dealing

with customers accounts because there is no need for them to use such accounts,

and so on. To grant any userthe privileges of dealing with accounts, follow the

steps below:

1. Click on (search) to select the user in order to be granted the privileges to deal with accounts.

2. click on .As you can see, there are two commands that can be granted as privileges to the selected user. These are:

Add: by ticking at ( marking ) any of the check boxes under this command will enable the user to add accounts in any financial transaction using only the screens that are assigned for him/her.

Display: through ticking Marking ()any of the check boxes under this command will enable the selected user to display the Account Statement of the determined accounts only.

3. Then click on . Figure 59: Accounts Privileges Screen

100

Customers Accounts Privileges

This screen is used for controlling the user dealing with customers accounts

regardless of his/ her granted privileges on screens. to grant any user the

privileges of dealing with customers accounts, follow the following steps:

1) Click on (search) to select the user that will be granted the privileges to deal with accounts.

2) Input the user number.

3) click on .As it can be seen, there are two commands that can be granted as privileges to the selected user. These are:


Display: through ticking Marking () any of the check boxes under this command will enable the selected user to display the Account Statement of the determined accounts only.

4) Then click on .

Figure 60: Customers Accounts Privileges Screen

101

Vendors Accounts Privileges

This screen is used for controlling the user dealing with vendors accounts

regardless of his/ her granted privileges on screens. To grant any user the

privileges of dealing with customers accounts, follow the following steps:

1) Click on (search) to select the user who will be granted the privileges to deal with vendors accounts.

2) Click on “Download Data”.



Display: through ticking Marking () any of the check boxes under this command will enable the selected user to display the Account Statement of the determined accounts only. Figure 61: Vendors Accounts Privileges Screen

4) Then click on .

102

Transactions Privileges

This screen is used for controlling the user transactions on all Onyx Pro System. It

is used by the system administrator to grant privileges to the other users. To grant

any privilege to any user, follow the same steps discussed earlier.

1) Click on (search) to select the user who will be granted the privileges to deal with accounts.

2) Click on “Download Data”.



Display: through ticking Marking () any of the check boxes under this command will enable the selected user to display the Account Statement of the determined accounts only.

4) Then click on .

Figure 62: Transactions Privileges Screen

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Monitoring

This screen is used by System Administrator to identify the users who have

modified or deleted any document in some important screens of the system.In this

case, the System Administrator needs to specify in advance the user(s) and the

screen(s) that he/she needs to monitor. To monitor the processes of addition,

modification, or deletion omodification or addition that have been made by any user,

follow these easy steps:

1) Click on (search) to select the user you to monitor his/her transactions.

2) click on .As it can be seen, there are two transactions that can be monitored. These are:

Add: ticking at ( marking ) any of the check boxes against each screen will enable the administrator or endtitled user to display all transasctions of addition made by the selected user transactions of additions

Delete: ticking ( marking ) any of the check boxes against each screen will enable the administrator or endtitled user to display display all transasctions of deletion made by the selected user.

3) Then click on .

Figure 63: Monitoring Screen

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Password Change

Onyx Pro System allows users to change their passwords of log-in. thus, this screen

has been added to allow any authorized user, to change his/her own password.

The user needs to click on Modify ( ).After that, he/ she have to input his/her old

password, new password, and reconfirm the new password., Then should click on

Save ( ) when he / she is done.

Figure 64: Password Change Screen

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This menu contains all the screens of transactions. It consists of ten screen:

Monthly/ Periodic Locking, Periodical Closing, Annual Closing, Unclosing, Moving

Data between Accounting Entities, Backup, Backup Restoring, Signatures, Data

Archiving, and Database Updating.

Figure 65: Transactions Screen

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Monthly/ Periodical Locking

This screen is used for locking any desired month(s)/ period (s) during the fiscal year. As a result of this closing, the users will not be able to deal with any closed month(s). Here, you will have a possibility of locking months that are not close to each other. Period/ monthly Locking screen allows System Administrator to lock any desired

month(s) formally (by “formally” we mean that it has no financial consequences and.

The aim of this locking is to prevent the other users from performing any

transactions in the locked period or month(s). for example, if any period

transactions have not audited yet, the system administrator will lock that period/

month to prevent any user from using that period/month data. For this reason, a

period should not be locked if data are still to be added in that period or month. To

lock any period / month, follow these steps:

1) Click on .

2) Select locked from the field “Lock

Status” ( ).

3) Then click on .

Figure 66: Periodic/monthly Locking Screen

Note:

This screen also allows locking any periods by specifying the dates in the “From

Upper Date” and “Upper To Date” fields. Moreover it allows to lock any period

according to user. This means that you can prevent a particular user from using any

defined period.

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Monthly/Periodic Closing

you can carry out the monthly closing for the accounts in just moments. After that,

you can display all the reports that are related to closing the accounts at the end of

the month, such as the final trial balance and final accounts balances of the closed

month, and any other accounting reports. We will explain the process of using

Period Closing screen taking into account these following three points:

1) Things you should check before closing any month/ period. 2) Carrying out monthly closing. 3) Additional options in Monthly Closing screen.

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Before closing any month/period there are some points that must be checked, to carry out the process of closing successfully and get accurate results. These points are as follows:

1) You must make sure that all financial transactions carried out during the period have been entered in the system through the relevant screens. You should check which vouchers' numbers have not been entered in the system. This process is important especially for companies that use printed financial documents.

2) Be sure that all the transactions of the month/period have been posted. You can’t close the month if any document has not been posted yet.

3) Regarding companies that rely on the system to evaluate the foreign currencies and make the necessary entries of adjustment, they must check the standard rates in Currency Data Screen and make sure that these rates comply with the closing rates.

4) Make sure that the opening balances for the month/period to be closed are available. This can be made by making sure the closure of the month/period that precedes the month to be closed.

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Through using Monthly/Periodic Closing screen, the process of closing month is

carried out by clicking on the button of locing ( ) and then entering the desired month/period number in the Month/Period Filed. The system will display the fiscal year and substitute the the button of locing with (the button of closing) which are used for completing the process of closing the defined month or period.

Figure 67: Periodic Closing Screen

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As shown in the previous figure, Monthly/Periodic Closing screen contains three

additional options( ), that you can use based on the nature of the

accounts. These options are:

1) Make Reversal: In the Journal Vouchers screen, if you tick at (mark) Reverse check box, the system will reverse the entry during the process of closing the period/ month. In this case, the system will cancel the effect of this entry on balances by making an automatic entry that reverses the financial transaction of this entry. To activate this feature of the reverse entries during closing the period or month, you must tick at (mark ) Make Reversal check box. If you do that so, the system will cancel the effect of the reverse entries.

2) Close Currency Diff: this option means that you have to depend on the system to do the necessary adjustments at the end of the month due to the differences in the foreign currencies rates against the local currency. The system will re-evaluate the foreign accounts balances based on the specified exchange rate added in Currency Data Screen. Then, it makes automatic entries for posting the differences of foreign currencies against local currency to Cash Reverse Account, that is linked to the Intermediate Accounts. If you tick at (mark ) Close Currency Differences check box, the system will display a list of all foreign account names and numbers along with the account currency and exchange rate as shown in the previous figure. Here, it will be possible to deal with the accounts using three different methods for evaluating the accounts:

a. Evaluating All Accounts: In this case, the system will evaluate all the foreign accounts using the exchange rate against each currency and make the necessary adjustments in local currency for the differences resulting from the process of re-evaluation. The system will then close the differences in

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exchange rates account, that was linked to Intermediate Accounts.

b. Canceling the Selected Accounts: In this case, the user will unmark the Accounts check boxes. This will enable the user to select and mark only the desired accounts that he/she needs from the system to make the adjustments of currency differences at the time of monthly closing.

c. Enter Part of Ac. Code: when the user input part of the

account number in this field and click on this button will mark all accounts starting with the number you specified. The system will make the currency difference adjustments only for the accounts that start with the number you specified.

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Annual Closing

As shown in the folowing figure. 5-1, the process of Annual Closing is made in

successive steps in four different screens. These steps are:

Profits and Losses Closing

Create New Year (Activity)

Inventory Closing

Accounts Closing

It has been divided into these four steps to avoid any troubles that may occur

during the process of closing. It must be noted that in order to carry out the annual

closing successfully, all suspended data and transactions during the year to be

closed must be fully completed. This will enable the system to transfer the data and

balances precisely to the new fiscal year. In this part, we will discuss the four steps

of annual closing in details.

A. Profits and Losses closing screen

Through this screen, you can close all the accounts of profits and losses that are

available under the Profits and Losses account in the Charts of Accounts. Normally,

this account exists within the Liabilities account. This screen can be displayed from

“Annual Closing Screen”- System Administration Transactions Menu. Before you

start Profits and Losses closing, and in order to make sure that the process of

closing is carried out successfully, the following steps must be checked at first:

1) Make sure that all financial adjustments that have effect on the

evaluation of the expenditures and revenues accounts have been

carried out completely.

2) Make sure that all months of the fiscal year have been closed.

Otherwise, you will not enable to close process Profits and Losses

accounts unless all months are closed.

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3) It is preferred to issue the trail balance as well as the profits and

losses reports before you start the process of closing.

Figure 68: Profits & Losses Closing Screen

To close the Profits and Losses Accounts, follow these easy steps:

1) Input account number of Profits and Losses or just press on F9 to select the account.

2) Then click on .

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B. Create New Year

Though Clicking on "Create New Year" option in Annual Closing Screen -

Administration Transaction Menu, you will open the Create New Year screen as

shown in the following figure. This screen enables you to open the accounting

records of the new fiscal year. The system will open the new fiscal year having

exactly the similar configurations of the ended year. Hence, there is no need to

carry out any configurations in the new fiscal year.

It should be noted that the process of creating a new year has been chosen to be

carried out on a separate screen in order to handle the transactions of the new fiscal

year independently. That is, in this screen, it will be possible to close the ended

fiscal year even if the closing procedures were not complete. In this case, the

system will take the balances of the ended fiscal year as opening balances in the

new fiscal year, provided that the first month of the new fiscal year should not be

closed before you complete the closing procedures of the ended fiscal year.

Therefore, when a fiscal year is closed, the system will transfer the following records

to the new fiscal year:

1) All configuration screens data in all the system modules. 2) Users' data and details along with the privileges of every user. 3) The Chart of Accounts, Cost Centers, Funds, and Banks available

in the inputs of General Ledger Module. 4) Details of the groups, items, warehouses, shelves, and items prices

in the inputs of Inventory Module. 5) Details of incoming items and vendors in the inputs of Accounts

Receivable Module. 6) Details of customers' types, collectors, regions, customers, and

sales Representatives in the inputs of Accounts Payable Module. 7) Cheques that are due in the new fiscal year. Here, the system will

create a serialization method for numbering the Payment and

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Receipt Vouchers of these cheques in the new fiscal year. It is also possible to transfer the same serial numbers of these cheques used in the ended year.

Notice that you can modify any of the transferred data to the new fiscal year unless

transactions have been made in the new fiscal year. For example, you can delete

any customer if there has been no transactions made in his account.

Figure 69: Open New Year Screen

To open a new year, follow the steps below:

1) Tick at balances accounts initially. 2) Select “All” from Accounts Types field. 3) After you ticking at (marking ) all fields, click on the button of

opening new year .

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C. Inventory Closing

This screen is used for transfer the inventory balances from the ended (closed)

fiscal year to the new fiscal year as opening balances. The system has been made

flexible so that the closing procedures of the inventory can be postponed though, in

accounting, the closing procedures of the inventory should be carried out on the last

day of the fiscal year.

This feature is provided with Onyx Pro in order not to stop working on the system

even if the closing procedures of the inventory have not been completed yet. The

system allows transferring the inventory balances by using any of the two options

shown in the following figure.

Figure 70: Inventory Closing Screen

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1) On Hand (available) Quantity – In this case, the inventory quantities that have been entered in the "Inventory" screen and were processed by Inventory Receipt and Issue Orders. Hence, this option means that the available stock balance and will be transferred to the new fiscal year.

Accordingly, when you click on the button of closing , the

system will transfer the balances from the warehouses of the ended

year to the warehouses of the new fiscal year even if there is no

quantity in the "Inventory" screen. You should take into your

account that adjustments should be made in the ended fiscal year

as well as in the new fiscal year based on the physical inventory

data of items.

2) Physical Inventory: If you select this option, the inventory quantities that have been entered, but were not processed, will be transferred. This option means the actual balances after the inventory have been entered in the Manual Stocktaking Screen of the Inventory module; and onwhich no adjustments were made on the approved quantities in the warehouses in order to correct the available quantities in the system. Accordingly, click on the button

of closing , the system will transfer the balances that have been entered previously in Stocktaking Screen as opening balances of the new fiscal year,whose quantity differ from their inventory quantity. Notice here that adjustments should be made in the ended fiscal year only so as to equal the balnce with the opening balances of the new fiscal year.

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D. Accounts Closing

This is the last step of annual closing procedures. This screen is used for

transferring all the final balances of the ended fiscal to be the opening balances of

the new fiscal year provided that all adjustments transactions in the ended year

have been made completely.

Figure 71: Accounts Closing Screen

To close accounts, follow these steps:

1) Click on the button of closing .

2) After a confirmation message poped up, click on “OK”. Then the

accounts balances will be closed and trnsferred to the new year.

3) Then another message will pop up confirming accounts closure.

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Transfer Data between Accounting Units

This screen is used for transferring data between the accounting units after the

process of annual closing has been done successfully. To transfer data between the

accounting entities, follow these steps:

1) Select the options of transferring.

2) After that, click on the button of branch data 3) After the process is done, a confirmation message will pop up.

Figure 72: Data Transfer Screen

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Unclosing

This screen is used for cancelling the process of Monthly/ Profit and Losses

Closing. Thus, you can open any closed month by entering the desired month

number to be reopened in the Periods field and clicking the button of unclosing

. The system will open the closed month by cancelling all accounting

processes made during the process monthly closing. you must put into

consideration that you cannot open any month if the month that follows it is still

closed. Similarly , you can reopen the closed Profits and Losses Account by clicking

on the button of unclosing .

Figure 73: Unclosing Screen

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Data Back up

In order to guarantee data security and to retrieval, we suggest you back up database in perpetually. To back up your data, follow the steps bellow:

Figure 74: Backup Screen

1) Input the path and name of backup. Alternatively click on , and then input the file name in the following figure.

2) Click on Save.

3) Then click on .

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Backup Retrieve

When original database was damage， it need to be retrieved. This process is protected by a password for the safety and security of your data. This meas only the System Administrator can retrieve database from the backed up files. However, you can retrieve databae to before back up. E.g. if you back up data in 31.3. these data will be restored only to one before 31.3. To start backup retrieval, follow these steps:

1) Input the password in the poped up window

as in shown in the following figure. Then

the click on “OK”.

2) Then the following screen, will pop up:

3) Then input backed up file name.

Alternatively you click on , and then select the file from the poped up window. 4) After that click on Retrieve .

Figure 75: Backup Retrieve Screen

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Signatures

This screen allows the users to display the signatures (Managers Names)

which are wanted to be added in reports.

Figure 76: Signatures Screen

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Privileges Reports

Only the System Administrator can use this screen to display and print a report

about the privileges granted to any user at the level of every screen in the system.

Figure 77: Privileges Reports Screen

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Introduction What Is General Ledger?

General Ledger is a means by which you can measure the financial health of

your company. In accounting terms, the “General Ledger” records each

transaction coming into or going out of your company that involves the

exchange of money, or involves an increase or decrease in the overall value

of your company. These transactions can include everything from cash

receipts to depreciation on equipment; all such transactions should be

reflected in General Ledger. In order to record a transaction, you should enter

the amount into an “account”. The full set of your accounts is called the “Chart

of Accounts”. Furthermore, as you examine the detail and later the summary

of the activity in each account, you can analyze the efficiency and the

profitability of your business.

There are many types of accounts in the Chart of Accounts. The broadest

subdivision of accounts separates them into “Assets”, which are generally

tangible, valuable items that your company owns; “Liabilities”, which are legal

obligations your company owes to its creditors; and “Owners’ Equity”, which

reflects the amounts that various individuals or companies have invested in

your business. When a business first begins, the only equity available is the

initial investment made by the owner of the business (the Owner’s Equity). As

the company grows, it purchases goods, services, supplies, and equipment;

these items are necessary to conduct business. In so doing, the company

acquires liabilities; the liabilities represent what the company owes its creditors.

Most businesses have creditors, and since the creditors have first claim on the

company’s assets, we come to the basic rule of accounting, which is:

Assets = Liabilities + Owners’ Equity

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This means that the dollar value of your total assets is equal to the sum of the value

of your liabilities and the value of your owners’ equity. Asset accounts are also

sometimes referred to as “debit” accounts; liability and equity accounts are also

sometimes referred to as “credit” accounts. This simply means that the balance in

each type of account is typically either a debit amount (denoted DR) or a credit

amount (denoted CR). For ease of recognition, ONYX PRO General Ledger

assumes that when you enter a positive amount you are entering a debit, and when

you enter a negative amount you are entering a credit.

The General Ledger Module is the source of financial information and reporting for your organization. The General Ledger System (GLS) is the core system to the integrated Financial Accounting System ONYX Pro. All the financial data of the ONYX Pro System is stored in this system. This is where data from all modules comes together and where most of the financial reporting is done. Many of the screens set up here are used by other modules throughout the system. Some of the data is fed to the GLS from other financial systems.The General Ledger system provides an organizational and accounting framework for processing transactions in the General Ledger system, other Yemensoft applications. This framework is made up of:

• charts of accounts that contain balance sheet and income statement accounts for posting and reporting, • companies and accounting units that represent business units in your organization, • company relationships used to post transactions from one part of your organization to another, • currency codes that represent the currencies you conduct business in and associated currency rates for exchange and translation, and • calendars that define the fiscal year, accounting periods, and valid posting date ranges for a company.

You must define this framework before you set up and use the other modules.

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The following diagram illustrates the other financial accounting modules of YEMENSOFT that can be fully integrated with the General Ledger Module.

The general ledger consists of four menus: Inputs, Transactions, Reports, and

Posting. We will discuss these four menus in details.

Accounts

Payable

General

Ledger

Accounts

Receivable

Assets

Management

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This menu has been added for completing the process of system configuration. It

consists of Account Opening Request, Chart of Accounts, Funds, Banks, Financial

Statements Coding, Budget, Final Reports, Cash Flows, Financial Statements,

Activities Data. We will discuss each screen in details as the following:

Figure 78: GL Menu

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Account Opening Request

This screen is used for opening new accounts requested by departments and sections after the approval of the financial management to open those accounts and add them to the chart of accounts. To add any account, follow these steps:

1) Click on . 2) Input the account No. 3) Input the account name. 4) Select the account report type. 5) Select the accounts groups. 6) Input remarks (optional).

7) Then click on .

Figure 79: Account Opening Request

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Chart of Accounts

This screen enables creating the chart of accounts with high flexibility. The system

is suitable for all the different types of business and manufacturing activities

including cement manufacturing . The system allows creating the chart of accounts

in a tree form with multiple levels or horizontally (one level). This screen is used for:

Determining the account code length.

Determining the account code type (numeric & alphabetic –

alphabetic).

Classifying the accounts into groups according to the Organization

Management vision.

Creating unlimited number of accounts so as to achieve the flexibility in

the activity expansion.

Specifying more than one currency for an account with the possibility

of deleting or adding new currencies to any account through the

screen, which has been designed for that.

Displaying accounts transactions (credit - debt), balances, Monthly

Deviation, and Cost Centers.

Displaying the chart of accounts from any screen related to accounts.

Controlling the accounts from the point of effects and connections

through determining the account status as the following:

Connected Account: this account can be connected with the

other accounts.

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Internally Suspended Accounts: this account does not allow

doing any accounting transactions.

External Suspended Accounts: this type of accounts can’t be

effected by transactions of posting that are performed in the

other connected systems.

The chart of account is regarded as the main spine for the process of accounting

and warehouse data entry. Therefore, Chart of Accounts Screen has been created

in order to be used for adding the company chart of accounts to the system. To add

any account to chart of accounts, follow the steps below:

1- Click on .

2- Input the account No.

3- Press “Enter”.

4- Input the account classification.

5- Input the account class.

6- Select the account type.

7- Input account report type

(optional).

8- Select the account nature

(Creditor - Debtor) and status.

9- Then click on .

Figure 80: Chart of Accounts

As you can see “Chart of Accounts Screen” includes sub-screens:

1. Other Data Screen

2. Accounts & Currencies Privileges Screen

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This screen is used for determining the users who have the privileges of dealing

with accounts screens. Theses privileges are the privileges of adding accounts and

displaying reports.

3. Accounts Transactions Screen

This screen is used for displaying analytical report of any account statement

showing all transactions that have been made in that account.

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Opening Balances

This screen is used for adding the opening balances in any time of the fiscal year

flexibly. The user should put in his account that the opening balances are inputted

once at the first year of system using. Then the system moves the final balances of

the closed year automatically to the new year as opening balances.

Figure 81: Opening Balances Screen

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Budget (Budgeting)

This screen enables any organization to estimate budget for accounts on the level

of main accounts , sub-accounts, or cost centers. Subsequently, the system will

follow up and compare the process of payment after each transaction. In the case of

exceeding the determined limit, the system shows user notifications. Moreover, the

system allows issuing reports about the monthly deviation and the disbursed

amounts from the approved amounts during any accounting period.

This screen has been created to be the company right hand for setting up its

estimated financial plans and making the right solutions for the deviations that might

occur during the actual implementations for those plans. This means, it is used for

adding the budget values.

Figure 82: Budget Data Screen

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This menu has been designed for inputting the documentary cycle and the various

transactions of GL. This menu consists of seventeen screens. This menu is

regarded as the documentary cycle of general ledger. We will discuss these

screens as follows:

Figure 83: GL Transactions Menu

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Journal Entries

This screen is used for inputting the credit or debt notes entries that are

incoming into or outgoing of the company. it is also used for inputting the entries of dues, accruals, and adjustments that are related to the different transactions.

Figure 84: Journal Entries Screen

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Payment Vouchers

This screen is used for issuing and extracting payment vouchers types (cash &

cheque). It has been created to be used in the process of cash payment from the

fund or cheque from any bank. Moreover, it is used for determining the accounting

effect of vouchers on the records and accounting books.

Figure 85: Payment Vouchers Screen

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Receipt Vouchers

Receipt voucher is regarded as an official document issued by cashier or entitled person to another party, who has paid cash amount or cheque to the institution, on behalf of the company. Thus, This screen is used to add the required receipt vouchers and issue the relevant documents, as well. Moreover, it is used for determining effect of receipts vouchers’ on the accounting records and books.

Figure 86: Receipt Vouchers Screen

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Debt Notes

Any company usually sends a Debit Note to or debtors to notify them that they are

in debit for that company. Thus, this screen has been specified for archiving and

issuing the credit notes that are issued by the institution in order to notify the

customers with their debts. To issue a debt note, follow these easy steps:

1- Click on .

2- Select the currency.

3- Input the account No., or click on to select

the account.

4- Input the No., or press on F9 and then select

the account in Account Details Filed

(Analytical Account code of the vendor or

client). This field will appear only when the

General Ledger module is linked to the

Accounts Payable and Accounts Receivable

modules.

5- Input the description.

6- Input the amount. Figure 87: Debt Notes Screen

7- After you complete data entry, click on . Then the icon of printing

will appear automatically. If you want to print the debt note click on .

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Credit Notes

Any company usually sends a Credit Note to creditors to notify them that an

amount has been added to their accounts as credit. made in their accounts for a

financial transaction or service. The Credit Note is just a notification, and no

financial effect will be taken on any account due to issuing Credit Note. Credit

Notes can replace Account Statements in correspondence with customers to notify

them with a financial transaction once it occurs. Therefore this screen has been

created for issuing Credit Notes. The process of issuing a credit note is similar to

the process of issuing a debit note, with a slight difference that the amounts

entered in this screen are added to the balance of the customer’s account. Like

debit notes, credit notes must also be issued and sent to customers as soon as

possible, to notify them with changes made in their accounts. To issue any credit

note, follow the same steps of issuing a debt note that are mentioned in the

previous page. To isssue any note credit, follow these steps:

1- Click on .

2- Input the number and name of the

account or press F9 (or ), and

then select the account.


4- Input the note description.

5- Input the amount.

6- Then click on .

Note: Figure 88: Credit Notes Screen

i. To approve the credit note, click on (tick at) the field “Approved”

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Due Cheques – Manual

This screen is related to “Payment Voucher Screen”. If you issue any Cheque by

using “Payment Voucher Screen” and then select the method of posting “Input Due

Date manually”, this cheque will appear in the screen “Due Cheque – Manual ”. In

this case, you will have to select the type of the cheque either deferred, due, or

return in the screen “Due Cheques - Manual”.

Figure 89: Due Cheques- manual Screen

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Due Cheques - Automatic

This screen is related to “Payment Voucher Screen”. If you issued any Cheque by

“Payment Voucher Screen” and selected the method of posting “Direct Posting”, this

cheque would appear in the screen “Due Cheque – Automatic ”. In this case, you

will have to click on the button “View” and then tick at (mark) in this screen.

Figure 90: Due Cheques - Automatic Screen

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Banks Reconciliation (Adjustments)

This screen is used for processing the bank reconciliations (adjustments). It is used

for inputting the differentials between the balances of the bank statement and the

bank statement in the company system as well as inputting the differentials

description with the possibility of sending them to the journal entries and creating

automatic entry for them.

Figure 91: Bank Reconciliation Screen

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Account Statement Matching

This screen is used for matching accounts statements. For example, when any

vendor send you an account statement, you have to compare the sent statement

with the vendor account statement in the system. If you find that the two statements

balances are equal, you have to select matched. On the other hand, if you find

that the two balances are not equal, you must select the option “Unmatched”.

Figure 92: Account Statement Matching Screen

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Documents Auditing

This screen is used for auditing the documents, to ensure that they are according

to the applied standards of work in any company, before the process of posting.

Then the user can determine that the voucher is audited or unaudited along with

adding his/ her notes. The user should take into his consideration that any

unaudited document will never appear in “Posting Screens”.

Figure 93: Documents Auditing Screen

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Bank Credits (Letter of Guarantee/ Guarantee Extension/ Release/Confiscation)

This part takes care of processing bank credits, its status, insurance amounts and their commissions, connecting them with General Ledger to make the automated entries. The credit status is affected by any transaction such as extension, release or confiscation. The process of connection between Bank Credit and General Ledger is either mandatory, optional or no connection field in GL setting.

Figure 94: Letter of Guarantee Screen

User may be alarmed before the expiry of bank credits, according to the setting in GL.

• Bank credits are useful particularly the organizations of importing in favor of public and public sectors. And the construction companies which their work requires submitting initial or implementation credits…etc.

• This part assists and facilitates the tasks of financial manager.

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The credit settings include the following:

Types of credits.

Types of credit procedures.

• Types of credit extension. • Types of credit transactions include:

Credit issuing.

Credit extension.

Credit confiscation/release.

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General Ledger Module allows issuing any report you want by using Report

Designer Screen. Moreover , the system provides you with a number of

miscellaneous reports. The most important types of reports are as follows:

Figure 95: GL Reports Menu

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Daily and Periodic Reports about the Following:

Journals – balances – business transaction – Profits &

Losses.

Deviations Reports on the level of Accounts, Cost Center , or

Both without any need of closing before.

Detailed Accounts Statements according to the main /Sub-

accounts during a particular period (from date - to date) for any

extent of accounts in any currency.

Total Accounts Statements of a defined period(from date - to

date) for any extent of accounts in any currency.

Trial Balances of the total, main, and sub-accounts with many

options:

Current Balance in the local/ foreign currency.

Opening Balance in the Local & Foreign Currencies.

Opening Balance & transactions of balances in the local

and foreign currencies.

Statements of Profits& Losses for a particular month according to

cost centers or accounts types (all , Main, or Sub-accounts) with

the possibility of issuing diagrams for the organization’s

financial status.

Issuing Balance Sheets according to cost centers or accounts

types (all, main, or Sub-accounts) with several options.

Cash flow either in Funds or Banks.

Miscellaneous Reports about entries, posted and non- posted

records, Suspended and lost records.

149

Vertical Reports with diagrams about the monthly balances.

Diagrams about monthly profits and losses.

Vertical Reports with diagrams illustrating the distribution of cost

centers among accounts.

Vertical Reports with diagrams to compare the current accounts

balances with others of the previous years.

Accumulative reports about the branches.

Statistical Reports about accounts transactions speed (rapid –

slow - stagnant).

150

Detailed Account Statement Report

Account Statement Summary Report

151

Trail Balance Report

Balance Sheet Report

152

Monthly Accounts Balances Report

Funds Transactions Report

153

Profits & Losses Report

154

The General Ledger module allows all types of accounting bookkeeping, either the

financial or the production processes. Since the effects on various accounts and

the issuance of reports are the most important processes in accounting, we found

that the process of posting must have a particular menu. The entitled user to the

processes of posting is entitled to check and review the financial transactions after

saving them by other users. Therefore, posting is very important in accounting

because it achieves various objectives, which can be summarized as follows:

1) Posting the financial transactions in form of accounting entries to the Journal Voucher in order to maintain a balanced budget (i.e., balanced amounts in the debit and credit sides) as well as to obtain safe reports and financial lists.

2) Posting the financial transactions that contain the above mentioned Journal Voucher to the assistant accounting books (the General Ledger) in a detailed form for each individual account.

3) After posting, the system will enable to obtain all relevant financial reports available in the Onyx Pro system.

4) After posting any voucher and making effects on the accounts, it is not possible to modify or delete that voucher. However, the user can make modifications to such vouchers provided he/she has the appropriate privilege to unpost the voucher and then carry out the necessary modifications.

The menu of Posting can be accessed from the Transactions Menu of the General

Ledger by clicking on Posting menu. Each option in this menu represents a screen.

These screens are very important because they are used to affect balances

financially when a transaction is made through any of the screens of the system.

Subsequently, this menu has been designed for posting the documents to the

accounting books and records after the process of auditing.

155

Figure 96: Menu 0f Posting

As it is a clear from the previous figure, the system allows posting any document of

the available documents in the system easily. All those documents have similar

methods of posting. Let’s discuss the process of posting payment vouchers:

156

Figure 97: Payment Vouchers Posting Screen

We will explain only the process of posting Payment Vouchers as an example of

posting any other voucher shown in the Posting menu. As you can see, there are

four methods for posting Payment Vouchers. These methods are:

1) Posting vouchers by specific day: In this case, the process of

posting is carried out for vouchers of a specific date. When the user

selects “Day” option, the system will open a Date field for

determining the date of vouchers that are desired to be posted.

Then he have to click on the button of posting ( ).

157

2) Posting by specific period:

If you select Period, the system will open two fields ("From Date" and "To Date"

fields) for determining the date of the first voucher and the last voucher dates that

are wanted to be posted. When you are done, click on the button of posting ( )

to post all vouchers that are specified by this period.

158

3) Posting by document number

In this case, the process of posting is made for vouchers of a specific numbers. By

clicking on the Doc No. option, the system will display two fields ("From Doc" and

"To" fields) for determining the numbers of the first and last voucher numbers and

that are desired to be posted. When you are done, When you are done, click on the

button of posting ( ) in order to post all vouchers that are specified by voucher

numbers.

159

4) Posting by selective number of vouchers

This option allows posting vouchers according to a selected number of vouchers.

After choosing the Selective option, a list of the available vouchers in the system

will pop up as in the following figure. To perform the process of posting according to

this option, follow these steps:

1. Input the date of posting.

2. Determine the vouchers you want to post by clicking and

marking () inside the respective check boxes.

3. Then click on .

See that you can show/hide the details of any voucher in the list by clicking the right

button of the mouse.

Note:

Notice that, in all the above four posting options, you can specify the type of

vouchers to be posted (All, Cash, or Cheque). If you select the Cash option, you

have to specify the fund from the Cash/Bank field. Similarly, when you select the

Cheque option, you should determine the bank name from the Cash/Bank field.

160

The Inventory Management module keeps a detailed accounting of inventory

quantities, and at the same time, provides in-depth cost and salesinformation to

help you make purchasing and pricing decisions. A number of options allow you to

create a flexible system that adapts to your requirements instead of requiring you to

change your business to accommodate the system. For example, every item can be

assigned a separate costing method (Standard Cost, Average Cost, LIFO, FIFO, or

Serial Number). You can maintain inventory for a single location, classify items of

similar types into categories.

This module has been designed and developed professionally so that it can be

either integrated or separated from the other modules of the system ( G.L –

Purchases– Sales influences according to your requirements. It can be configured

flexibly to meet your needs.

Figure 98: Inventory Module

161

After completing the phase of Inventory Configuration, there is also an important

phase to make the system ready to be used. This phase is inputs entry of Inventory

Management Module. These inputs are regarded as the spine of Inventory

Management Module because it can’t be used without these inputs.

Figure 99: Inputs Menu

162

Main Groups Data

This screen is considered as the most important screen of inventory screens for a

number of reasons. The first reason is that it is considered as the main spine of

inventory chart. The second is that it has been specified to be used for getting more

detailed analysis than the analysis accounts chart. The third reason is that it is used

for getting more detailed reports such as dividing the office equipments to furniture,

stationary and so on. Moreover, it helps user to connect warehouses with accounts

by connecting the warehouses groups with the accounts that have been prepared

previously in the chart of accounts ( in the case of selecting the variable connection

by warehouse group). As a result of this connection, the system creates the

accounting constraints of transactions automatically. To add the main groups of

warehouses through this screen, follow the following steps:

1- Click on .

2- Input the group Name.

3- Then Click .

Figure 99: Main Groups Data Screen

As you can see, this screen consists of three sub-screens: Main Group Data

Screen, Statistics Screen, and Privileges.

The Second sub-screen is used for issuing a detailed report about the cost of any

group by warehouses.

163

However, the third one is used by the system administrator to determine the users

privileges.

164

Sub- Groups Data

This screen is optional to be used, but it used for inputting the second level of

inventory division. In other words, it is used for dividing the main groups into sub-

groups. For example, you can divide “Clothes Groups” into (Clothes of Men,

Clothes of Women, Kids Clothes, fashion Clothes, classic clothes,…etc).Thus, it

play a crucial role in issuing inventory reports by the sub-group.

Figure100: Sub-groups Data Screen

165

Under Sub-groups Data

This screen is an optional to be used. However, it helps the user to input the third

level of inventory groups division.

Figure101: Under Sub-groups Data Screen

166

Assistant & Detailed Groups Data

These screens are optional to be used. On the other hand, they allow the user to

input the fourth and fifth levels of the inventory divisions. They help the user in

inputting any type of items classification. For example, it allows classifying items by

the manufacturing company, vendor, or items nature.

Figure102: Assistant groups Data Screen Figure103: Detailed groups Data Screen

167

Identical Group

This screen is used for inputting any group of alternate items or the alternative

items that are considered as alternatives of each other. Therefore, when the

quantities of a particular item had been sold, the system will show all the alternate

items. This case is applied in the pharmacies because some medicines have the

same scientific structure but they are manufactured in different companies, so the

scientific name is inputted in this screen to help the pharmacists in selling the

alternate items. For example, if the Panadol item (Headache Painkiller) had been

sold, the system will show its alternative items such as Paramol, Amol, … etc. To

input the identical group of items, follow these easy steps:

1- Click on .

2- Input the group Name.

3- Move the field “Item No.”

and then input the item

number or just press on “F9”

to select the item.

4- After you complete data

entry, click on .

Figure104: Alternative group Screen

168

Warehouses Data

This screen is used for inputting the different warehouses, hangers, and exhibitions

that are used by the company to store finished goods, raw materials and the other

materials used in its activity. Moreover, it is used for classifying any warehouse to

different sections in form of several shelves for storing the small items such as

spare parts and so on. To add any warehouse or shelf to this screen, follow these

steps:

1- Click on .

2- Select the group name ( this field

appear in the case of posting

according to warehouse in order to

connect the warehouse with its

inventory group).

3- Input the warehouse Name.

4- Input the warehouse keeper name

(Optional).

5- Input the branch Number or just

press on “F9” to select the branch.


click on .

Figure105: Warehouses Data Screen

Note:

This screen allows suspending any warehouse. To suspend any warehouse, tick at

the field “Suspended”.

169

Shelves (Bins) Data

This screen can be used optionally. It is used for dividing any warehouses to a

number of shelves. To divide any warehouse, follow the steps below:

1- Click on .

2- Input the shelf No.

3- Input the shelf name.

4- Input the warehouse number or just

press on “F9” to select the branch.

5- Then Click .

Figure106: Shelves Data Screen

170

Items Data

This screen is used for inserting the second part of inventory chart: items chart (item

No, item name and unit of measurement). It is also used for connecting each item

with the group to which it belongs. To input any item data, follow these easy steps:

1- Click on .

2- Select the item type. (optional)

3- Input the group number or just press

on "F9", and then select the group.

4- Press on "F9", and then select the

item's sub-group. (Optional)

5- Press on "F9", and then select the

item of the under sub-group.

(Optional)

6- Input the alternate group of the item (if

there is).

7- Input the item name.

8- Input item No. The group number will

appear automatically after inputting

the group number in order to connect

that item with the specified group. For

instance, if the group number is (002)

and the item no is (001), the item

number will be 002-00.

9- After completing data entry, click

on . Figure107: Items Data Screen

As you can see from the previous figure, Items Data Screen consists of a number

of screens. These screens will be discussed briefly as follows:

171

1- Items Data : it is used for inputting the initial settings and the basic

inputs of any item data.

2- Vendors : in this screen, the vendor data of the item.

3- Other Data : it is used for determining the most important

variables of dealing with the item.

4- Additional Data : it is used for inputting the additional data of any

item.

5- Transaction Type: it is used for explaining the transactions that

have been made on the item (receipt, issue, and balance).

6- Pricing : it is used as a report illustrating all the different levels of

sale prices.

7- Limits : it is used for the items limits such as demand limit,

maximum level, minimum level, and so forth.

8- Barcodes : it is used for inputting the items barcodes.

9- Shelves : it is used for as a report to illustrate the connection of any

item with the shelf which is used to store that item.

10- Requirements ( Items Components) : it is used for determining

the item components of the other items that have been added

previously. For example, if we want to determine the items of bedroom,

we will have to determine the components of the bedroom such as

bed, cupboard, … etc.

172

Items Locations (Shelves)

Shelves data have great importance in most of the activities that depend on the

trading of small parts such as spare parts, medicines and the other tools and

materials that are warehoused in shelves only. Therefore, Items Locations

(Shelves) Screen has been created to be used for connecting items with the

various shelves that are used for storing those items. To connect items with shelves,

follow these steps :

1- Click on .

2- Select the method of ordering

(Item No., Item Name, or

Warehouse No.).

3- Click on Download Items.

4- Input the warehouse number or

just press on "F9", and then

select the warehouse No.

5- Input the shelf number or just

press on "F9", and then select the

shelf No.

6- After completing data entry, click

on .

Figure108: Items Locations Screen

173

Items Pricing

Items Pricing Screen is used for adding the different levels of sales prices for each

item in order to be used in sales bills or quotations. to display Items Pricing Screen,

click on “Items Pricing” from “Inventory Inputs Menu”. If you do that so, the following

figure will pop up.

Figure109: Items Pricing Screen

To add the levels of sale prices, follow these easy steps:

1- Click on .

2- Select the method of items data filling (automatic or manual).

3- Determine the group number if you want to determine the prices of

sale for any group of items. On the other hand, when you want to

determine the sale price for any item, you will have to determine the

item number in the field “Item No.”. But, if you want to determine the

sale price for a specific level, you must determine the level of sale

price in the fields “From Level – To”.

174

4- Select from where you want to Download data either from items data

or documents. When you select filling data from document, you have

to select the document type.

5- Select warehouse number.

6- Move to the field “Item No.” and input the item number or just press

on "F9", and then select the items.

7- Input the unit of measurement or press on "F9", and then select the

unit of measurement.

8- Input the price level or press on "F9", and then select the level.

9- Input the average of cost.

10- After completing data entry, click on .

175

Opening Stock

This screen is used for inputting the inventory opening balances (opening stock). It

is also used for determining the expiration date and serial numbers of items.

Moreover, it is used for inserting batch number for each item in the institutions that

use batch system. To display Opening Stock Screen, click on “Opening Stock” from

Inventory Module – Inputs Menu. To add the opening stock to this screen, follow

these easy steps:

1- Click on .

2- Select the method of items data

downloading (automatic or

manual). When you select

automatic data filling, you have to

determine the group number and

items number in the fields “From

Item No - To Item No”. Moreover,

you have to determine the

warehouse number in which the

items are stored.

3- Select the method of items ordering

(by Item No, by Item Name, or by

Warehouse No.).

4- Move to the field “Item No.” and

input the item number or just press

on "F9", and then select the items.

5- After completing data entry, click on

. Figure110: Opening Stock Screen

176

Connecting Items with Accessories

This screen is used for connecting any item with its accessories in condition it has

already been determined that item uses accessories in Items Data Screen.

Moreover, these items and their accessories must be coded during the phase of

Inventory Configuration before the process of connection in this screen. Any item

can be connected with more than an accessory (color - size). The system allows

adding five accessories to each item. Onyx Pro system provides two methods for

connecting items with accessories: Manually and Automatically. In the case of

connecting items with accessories automatically, the user must activate the variable

“Connecting Item with accessory Automatically ” in “Variables Screen”, otherwise

the items cannot be connected with accessories except manually through this

screen.

Figure111: Opening Stock Screen

177

To connect any item with its accessories automatically, follow the steps below :

1- Select the method data entry “Automatically”

2- Input the group number in the fields “From Group No.” - “To” or

just press on F9 and then select the group number.

3- Input the Item No. in the fields “From Item No.” and “To” or just

press on F9 and then select items .

4- Click on , and then the system will download the items

automatically.

For connecting any item with its accessories manually, follow these steps:

1- Click on .

2- Select the method data entry “Manually”

3- Move to the field “Item No.” to input the item number or just

press on "F9", and then select the items.

4- Select the item color.

5- After completing data entry, click on .

178

The Inventory Transactions Menu lists many of the screens used during the routine

operation of the Inventory Management Module .these screens are used to enter

material requisitions, warehouse transfers, product transfers, adjustments, and

inventory receipts. The transaction menu is shown below:

Figure112: Inventory Transactions Menu

179

Transferring/Issuing Materials Request

This screen is used for inputting the order of transferring or issuing materials as a

procedure by the users or any warehouse before the process of the actual inventory

transferring or issuing. It is considered as an optional screen. This means that the

user can transfer or issue material before any order. On the other hand, it can be

compulsory screen if this variable has been selected in “System Configuration Menu

– Inventory Configuration Sub-menu – Inventory Variables Screen”. Moreover, it

allows reserving the quantity of any order so as not to be used or sold. To display

this screen, click on “Materials Transfer/ Issue Requisition ” from Inventory

Transactions Menu. After that, the following screen will pop up as the following:

Figure113: Transfer/ issue Request Screen

180

To use this screen, follow these easy steps:

1- Click on .

2- Select the order type.

3- Input the order No..

4- Input the Department that has issued that order, and then the purpose

of that order.

5- Select “Download Data From Administrative Reports”. This means

from the administrative reports of inventory turnover.

6- Input the document No., and then click on download items. After that,

the system will download items data and the quantities that have been

suggested in the administrative reports.

7- Select the warehouse for which you want that order, and then the

warehouse from which you want that order.

8- Move to the field “Item No.”, and then press F9 to select the ordered

item.

9- Input the quantity.

10- If you want to reserve the quantity in order not to be sold or issued,

you should select “Yes” from the field “”Reserve Quantities”. Then

determine the date of retention end.

11- Input your remarks.

12- Then click on .

After that, the entitled user will approve that order by selecting the option

“Approved” in the head of the screen.

181

Inventory Receipt Permission

This is an optional screen. It is used before Warehouse Receipt Order as an

Inventory Receipt of goods or a minute of checking. This screen is used for

inputting and approving the inventory receipt permission. To use this screen,

follow the steps below:

1- Click on .

2- Select the type of Receipt.

3- Input the warehouse No.


5- Input the car number and then

the driver name.

6- Move to field “Item No.”, and

then press F9 to select the

permitted items to be

received.


8- Input your remarks.

9- Then click on .

Figure114: Inventory Receipt Permission Screen

182

Inventory Receipt Orders

Inventory management Module allows receiving goods (purchases) to the

warehouses in two methods. The first method is through the Purchases Bill that is

regarded as the most important document in Accounts Payable Module (Vendors

& Purchases). The second method is through Inventory Receipt Order that is

considered as one of the most important documents of Inventory management

Module. Each of these methods has its features and purpose. It should be noted

that one of these method should be used only otherwise there will be duplication in

goods receipt and this leads to multiplication of goods. In this section, we will

discuss only the method of receipt through inventory receipt order while the

another method will be discussed in Accounts Payable Module (Vendors &

Purchases).

We can say that Inventory Receipt Order is one of the most important official

document s because it has a direct effect on warehouses and the accounting

records. It affects on warehouses after it has been saved, while it affects on the

accounts automatically when it has been posted through “Posting Screen” in GL

Module if the Inventory Module is connected with GL Module from “warehouses

Groups Data Screen”. To display this screen, click on “Inventory Receipt Order

Screen”- from Inventory Transactions Menu- and then, the following screen will pop

up. To issue any Inventory Receipt Order,


1- Click on .

2- Select the type of receipt.

3- Select the warehouse No.

4- Move to the field “Account No.”, and

then press F9 to select the account.

Figure115: Inventory Receipt Orders Screen

183

5- Select the currency (in the case of the foreign goods).

6- Input the Account Exchange Rate and Inventory Exchange Rate.

7- Select the type of “Downloading Data From”, and then input the

Permission No.

8- Select the type of Items Costs.

9- Input the due date, and the amount.

10- After that, move to the field “Item No.”, and then press F9 to

select items.

11- Input the item quantity and cost.

12- Press “Enter”, and then click on .

184

Inventory Issue Order

Inventory Issuance Order is one of the most important official documents in

Inventory Management Module. This order is used for issuing goods and materials

from the company warehouses. To issue any inventory issuance order, follow

these steps:

1- Click on .

2- Select the type of issuance.


4- Move to the field “Account No.”,

and then press F9 to select the

account No.

5- Select the currency (in the case of

the foreign goods).

6- Input the Account Exchange Rate

and Inventory Exchange Rate.

7- Select the type of “Downloading

Data”, and then input the

Permission No.

8- After that, move to the field “Item

No.”, and then press F9 to select

the item.

9- Input the item quantity and cost.


11- Press “Enter”, and then Click

.

Figure116: Inventory Issue Orders Screen

185

Inventory Transfer

This screen has been created to be used for transferring inventory or goods from

one warehouse to another in the case that the company uses more than one

warehouse in the branch. To display this screen, Click “Warehouse Transferring

Screen” form “Inventory Transactions Menu”. To use this screen for inventory

transfer, follow the steps below:

1- Click on .

2- Select the warehouse No., and then

select the warehouse to which goods

are being transferred.

3- Input the description and the reason

for transferring.

4- Input the reference No. This field is

compulsory and used for archiving.

5- Input the exchange rate of the

inventory (if the inventory cost is in

the foreign currency).

6- Select the method of downloading

data.

7- Move to the field “Doc No.”, and then

press F9 to select the Doc number (if

you select “download data from

previous transfer”).

8- Click on “Downloading Items”

button, or move to the field “Item No.”,

9- and then press F9 to select the item. Figure117: Inventory Transfer Screen

10- Input the item quantity, and then click on .

186

Inventory Transfer Receipt

This screen is used for receiving the transferred items, goods, or materials that

have been transferred through “Inventory Transfer Screen”. To confirm that you

have received the transferred items, goods, or materials, follows these steps:

1- Click on .

2- Select the warehouse No. (the

warehouse from which items,

goods, or materials are being

transferred).

3- Select the recipient warehouse

No. (the warehouse to which the

transferred items, goods, or

materials are being transferred ).


5- Input the reference No. This field is

compulsory and used for archiving.

6- Input the exchange rate of the

inventory (if the inventory cost is in

foreign currency).

7- Input the transfer No. Figure118: Inventory Transfer Receipt Screen

8- Click on “Download Items” button, or move to the field “Item No.”,

and then press F9 to select the items.

9- Input quantities that are delivered , and then the description.

10- Then click on .

It is worth mentioning that, this screen allows receiving the transferred items, goods,

or materials either wholly or partly (as one or on installments). It also enables the

user to return the transferred through ticking at (marking) the field

187

Inventory Adjustments

The user can revaluate inventory concerning quantities and costs with the following options:

• Manual entry of cost or automatic entry of cost through calculation by defined ratio.

• Revaluation can be performed for any range of inventory (specified item – group of items – defined warehouse – group of warehouses).

• Inventory revaluation and adjustment can be done according to the stock inventory.

Figure119: Inventory Adjustments Screen

188

Physical Inventory

This screen is specified for the process of stocktaking that has been made by the

company from period to another particularly at the end of each fiscal period. It

contains a number of fields and columns that are used for inputting the actual

inventory. After that, the system compares and illustrates the positive and negative

deviations between on hand quantity in warehouses and the inputted quantity in the

system as inventory balance. Then, the system makes the inventory adjustments

according to the results. To input the actual inventory, follow these steps:

1- Click on .

2- Determine the inventory type. If it is annual, tick at the field .

3- Determine the group No., if you want to

input the inventory of each group

separately.

4- Determine the first and the last items

numbers. (you can download all items

without determining the group or items).

5- Determine the warehouse number for

which you want to input actual inventory.

6- Select the method of data entry

(Manually or automatically).

7- Click on “Download Items” or move to

the field “Item No.”, and then press F9 to

select the items. Figure120: Physical Inventory Screen

8- Input each item quantity, and then press ENTER to move to the second

line. Then press F9 to select the item and input the item quantity , and so

forth.

9- Then Click on .

189

Important Notes:

If you select the manual method of data entry, this means that you will

input the items manually item by item. To input the inventory manually,

follow the following steps:

1. Move to the Field “Item No.”, and then Press F9 .

2. Select the item from Items Menu

3. Input the actual quantity.

4. Move to the second line in” Item No” Column and repeat the same

steps.

If you select the automatic method of data entry, the system will

download items into the screen in accordance with the inputted fields

(Group No, Item No, and Warehouse No).

The field “Ordering Method” means determining the method of

displaying and ordering items in the screen whether by numbers,

names, or warehouse No.

The field “Don’t Download Quantities with Zero Balance” means not

showing the items with zero balance.

190

Machines Inventory

This screen is used for inputting the machines and assets in the case that the fixed

assets have been inputted in Inventory Management Module. It has been created to

distinguish between the Items Stocktaking and Fixed Assets Stocktaking. To display

this screen, click on “Machines Stocktaking” – from Inventory Transactions Menu.

Then Machines Inventory Screen will pop up as in the following figure:

Figure121: Machines Inventory Screen

191

Maintenance Order

This screen is used as procedural transaction if there are items need repairing. It

allows monitoring the quantities that have been transferred for the purpose of

maintenance and the quantities that have been returned from maintenance.

Moreover, it is worth mentioning that this screen have no effect on the inventory

quantity. However, it allows issuing a detailed report about the transferred quantity

to maintenance department, date of return, and quantity remaining in Maintenance

Department. This screen is used in the same methods of using the previous

screens, but here the date of exist should be inputted. After the machine is returned

from maintenance department, the user should click to input the date of return.

Figure122: Maintenance Order Screen

192

Damaged Items Issue Order

This screen is used for inputting the damaged quantities of items that have been

released from warehouses by sale price, cost price, or below cost price. It has no

effect on accounts and inventory because it is only a procedural screen. To use this

screen, follow these easy steps:

1- Click on .



4- Input receipt voucher number

in the case of receiving the

damage value according to the

receipt voucher.


6- Input the reference No.

7- Move to the field “Item No.”,


items.

8- Input the quantity and price of

each item.

9- Then click on .

Figure123: Damaged Items issue Order Screen

193

Inventory Imprests

Some items can be given as imprests to the staff. Thus, this screen is used for

inputting the employee and the imprest given to him/ her. It has no effect neither on

inventory nor accounts. However, it allows monitoring the staff imprests. To input

any imprest, follow the steps below:

1- Click on .


3- Input the employee No. or just

press F9 and then select the

employee.



6- move to the field “Item No.”,


items.


8- Then click on .

Figure124: Inventory Imprests Screen

194

Imprests Clearing

This screen is used for clearing the staff imprests. To clear any employee’s

imprest, follow these steps:

1- Click on .


3- Input the employee No. or just

press F9 and then select the

employee No.



6- Input the imprest No.

7- Click on “Download Items”, or

move to the field “Item No.”. Then

press F9 to select the imprest.


9- Then click on . Figure125: Inventory Imprests Clearing Screen

10- After that, go back to “Staff Imprests Screen” and click to

select the imprest.

11- Then you will see that the imprest has been cleared automatically

and the field “Imprest Cleared”

will be ticked at (marked).

195

Items (Quantities) Reservation

There are four types of reservations: Inventory Oder, Customer Order, Production

Order, and Direct Order. Subsequently, this screen is used for inputting the direct

order or for reserving items from a previous customer order. It allows reserving the

determined quantities to a specified date so that the reserved quantity cannot be

sold from the inventory. To reserve any item, follow these steps:

1- Click on .

2- Select the reservation type.

3- Move to the field “Item No.”.

Then press F9 to select the items

in order to be reserved.

4- Input the warehouse number or

just press F9 and then select the

warehouse.


6- Select “Yes” from the field

“Reserve Qty”.

7- Input the date of reservation end.

8- Input your remarks (optional).

9- Then Click on .

Figure126: Items Reservation Screen

196

Inventory Management Module provides you with Reports Designer Screen

for designing any additional report in addition to the ready reports. Some of

the most important reports are as follows:

Items, inventory groups and warehouses data reports.

Reports about Opening Inventory of items, inventory groups, and

warehouses.

Vertical reports about inventory with graphic diagrams for each item,

group, and warehouse.

Reports about inventory transactions of items or warehouses.

Analytical and total Reports about inventory Transactions on the

level of:

Items

Groups

Quantities

Costs

Quantities & Costs.

Reports about inventory receipt orders for a defined item, group of

items, particular inventory group, several inventory groups, cost

center, or particular account during a specific period.

Reports of items exceeded demand level.

Items Pricing Report.

Reports about Items exceeded demand level.

Warehouse Receipt Order Report.

197

Inventory Issue Order Report.

Inventory Transfer/ Receipt Report.

Warehouse Revaluation (Adjustment) Report.

Manual Stocktaking Report

Inventory Turnover Reports on the level of items and warehouses

(quantities – costs - costs and quantities, …etc).

Reports about Expired or almost to be expired items.

Inventory Revelation (Adjustment) Reports according to the

following:

Costs.

Specific Price/ Last Price of Supply, . …etc.

Without Cost.

Reports about inventory transfer that have been received or not

received by other warehouses.

Inventory Receipt Permission Reports.

Reports about reserved items.

Inventory Stock Status Report.

198

Inventory Turnover – Analytical Report

Items Transaction Repor

199

Inventory Transfer/ Receipt Report

Items Reservation Report

200

What is Accounts Payable?

Account Payable is a means by which you can monitor the disbursement of money

from your company. Simply put, Accounts Payable records and pays a company’s

bills or liabilities.

When a liability or debt is incurred, the vendor to whom the money is owed issues

an “invoice”. Besides the total money owed, the invoice usually contains

information about any discount the vendor may offer as an incentive to pay the

invoice in a timely fashion, and when the total amount of the invoice is due (the

terms of the invoice); the products or service s purchased; and the amount of freight

or tax attributed to the purchase.

The debt or the liability is recorded into Accounts Payable when you enter the

invoice. Normally, when you post an invoice the system credits, or increases, the

balance in a liability account. The examples of the liability accounts are interest

payable, Income Tax Payable, Mortgages Payable, An Account Payable. The

corresponding debit amount usually increases the balance in some type of expense,

inventory, or work in process account. If the General Ledger is part of your system,

Account Payable Postings also update the General Ledger balances, providing

you with up- to – date financial information.

Sometimes, after the invoice has been received and entered but before the

due date of the invoice, you should pay the vendor for the purchase .

Through using Accounts Payable ,you can pay the vendor by one of two

methods. The first method is called “hand” cheque. A hand cheque is

either typed or hand written, sent to the vendor, and then recorded in

Accounts payable application through a data entry process . The second

method of payment is an automatic or “machine” cheque. A machine

201

cheque is created, printed, and posted through the Cheque Processing

function in the Accounts Payable application. Cheques are created for

invoices that have been entered into the system and for which payment

will be due prior to the next cheque processing cycle.

The Cheque cycle is normally performed multiple times during an accounting period

and pro-dues numerous cheques each time. When posted, both invoice payment

methods debit (decrease ) the liability and credit (decrease) the balance in the

Cash account on which cheque was drawn.

Hand cheques can also be used for payments of purchases which you have not

previously recorded in Accounts Payable through entry of an invoice. This type of

payment is called “direct disbursement” or “direct expense”. With a direct

disbursement, the only record of the purchase or expense is the qheque itself and

no liability is incurred. Consequently, entry of a direct disbursement debits (

increases) the balance of the expense account instead of decreasing the liability.

As with all cheques, the offsetting credit amount decreases the balance in the Cash

account. Direct disbursements are entered into the system using the Hand Cheques

entry function.

Adjustments can be entered to make changes to invoices that you have already

posted. You can adjust the amount for an adjustment to change the expense

account to which the invoice was posted.

Yemensoft Accounts Payable module accommodates the need for accurate and

timely payables that follow your standard procedures as well as those times when

proactive cash management calls for overriding the rules. You have the flexibility

you need for effective cash management because you, not the system, manage

your workflow. At each stage in the workflow, you designate the next step and the

system calculates taxes, discounts, and currency conversions according to your

specifications.

With the Accounts Payable module , you can streamline the day-to-day functions of

your entire accounts payable department and improve communication and reporting

among your personnel.

202

Accounts Payable module regulates and manages your deals with vendors

efficiently. It includes general variables that are used adapting the system with any

business according to the activity nature and approved policy.

Figure127: Accounts Payable Module

203

This menu has been created for completing the process of configuration. It consists

of seven screens: Vendors Group, Vendors Data, Supply Data, Vendors Opening

Balances, Opening Balances of Banks Credits, Purchases Plans, Purchases

Representatives Data. We will discuss each of these screens in details.

Figure128: AP Inputs Menu

204

Vendors Groups

This screen is used for classifying the vendors to groups as in the Chart of Accounts

in order to connect these groups of vendors with their various accounts according

to the configuration of variables. To input the vendors groups, follow the steps

below:

1- Click on .


3- Input the account number or

just press F9 and then select

the account .

4- Then click on .

Figure129: Vendors Groups Screen

205

Vendors Data

This screen is used for inputting the vendors data in details. It is also used for

defining a specific account number for each vendor and then connecting that

account with its number in the Chart of Accounts or his group that had been

inputted in “Vendors Groups Screen”.

Figure130: Vendors Data Screen

As you can see from the following screen, it consists of seven sub-screens:

Main Data: it is used for inputting main data of the vendor.

206

Other Data: it is used for inputting the additional data of the vendor.

Additional Fields: it is used for inputting additional fields.

Transactions: it is used for displaying analytical statement of the vendor account

transactions as well as his current account.

Privileges: it is used for granting all or some of users the privileges of dealing with

the vendor.

Banks: it is used for inputting the vendor banks accounts numbers as information in

order to deal with the vendor via his accounts numbers.

To input the vendors main data, follow these following steps:

1- Click on .

2- Select the vendor group.

3- Input the vendor account number

or just press F9 and then select the

account .

4- Input the vendor name.

5- Select the vendor type.

6- Then select the branch.

7- After that, click on .

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Supply Data

This is an optional screen. It is used for connecting each item with its vendor. Also,

it can be used for analyzing the quotations of purchase. To use this screen, follow

these easy steps:

1- Click on .

2- Select the method of data entry

either by item or by vendor. In the

case you select “By Item”, click on

““Download Data” Then input the

vendor number or press F9 to

select the vendor of each item.

After that, input the price and

select currency.

3- However, in case you the method

of data entry “By Vendor”, click on

“Download Data” . Then input the

item number or press F9 to select

the items supplied by each vendor.

After that, input the price and

select currency.

4- Then click on .

Figure131: Supply Data Screen

208

Vendors Opening Balances

Considering that each vendor may have an independent account or there may be

one account for a group of vendors in chart of accounts. Therefore, this screen is

used for inputting the opening balance of each vendor. Subsequently, the vendors

account balance in the chart of accounts have to equal the total balance of vendors

inputted in this screen, as in the following table:

Vendor

No.

Vendor Name

Opening Balance

(in PA System)

Account No. in

Chart

of Account

Account Balance

in GL System

001 Sheba

Company

200000 22202001

500000

002 Masaya

Company

100000 22202001

003

Paris Flowers

200000 22202001

Total

500000

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As we see from the above table, the vendors are inputted in AP system with

different numbers. Moreover, every vendor has independent opening balance.

Regarding the accounts in GL, all vendors have one account number in the chart of

accounts. To input the vendors opening balances, follow these following steps:

1- Click on .

2- Select the method of order.


4- Then click on “Download Accounts”.

5- Input each vendor balance in front his

name (creditor/ debtor) .

6- After that, click on .

Figure132: Vendors Opening Balances Screen

Notes:

1- When the vendor balance is in the local currency, input that balance

under the white rows either credit or debt.

2- In the case that, the vendor balance is the foreign currency, input that

balance under the green columns “Foreign creditor / debtor ”.

210

Bank Credits Opening Balances

Bank credits accounts have only one account in the Chart of Accounts. This means

that they are not divided in the Chart of Accounts according to the documentary

credits. Therefore, this screen has been created for inputting the opening balances

of bank credits to provide the system with the credits balances in accordance with

what had been inputted in “Documentary Credits Data Screen”. Subsequently, the

balance of bank credit must equal the total balances that have been recorded in the

accounts. To input the opening balances of bank credits, follow the steps below:

1- Click on .

2- Select the method of order.

3- Select the currency

4- Input the credit number or press F9

and then select the credit account.

5- Input the amount in the column debt

(if the amount

is in the foreign currency, you should

input that amount under the column

Foreign Debt. While if the amount in

the local currency, you should input

that amount under the column Debt).

6- After you complete inputting data,

click on .

Figure133: Opening Balances of Bank Credits Screen

211

Purchases Plans

Purchases Management is one of the important transactions that have to be

performed with advance planning so that there are neither expired or stagnant

items nor items with zero balances. Therefore, the system provides the purchases

department with this screen to help in purchases planning. The purchases plans

depend on the sales plans, available resources and capacities of storing. Moreover,

the system helps in planning the purchases before using this screen through

allowing the user to input the different limits such as the limit of demand, maximum

limit, minimum limit, end period in “Items Data Screen” so as to alert the user in the

case of exceeding those limits. Thus, it prevents exceeding the maximum limit. It

also prevents the decrease of quantity from the minimum level and demand limit.

This screen allows inputting the estimations of purchases that will be purchased by

the company in the coming periods. These estimations may be detailed, daily, on

the level of vendor, type, city, cost center, or branches. Subsequently, the system

allows issuing reports about the deviations between the actual and estimated

purchases and this leads to monitor the company purchases and branches

transactions, in addition to achieve the general goals of sales, company, and

storage. To input the purchases plans, follow the steps below:

1- Click on .

2- Select the plan type.

3- Select the type (amounts or quantities).

4- Select the period type.

5- Input the reference No. (Optional).

6- determine the vendor type No., or press F9 and then select the

type of vendors.

7- Input the data in these fields .

212

.

8- Select the type of downloading data.

9- Click on “Download data”.

10- Input the estimated amount.

11- Input the estimated quantities.

12- After you complete data entry, click on .

Figure134: Purchases Plan Screen

213

Purchases Representatives Data

This screen is used for adding the purchases representatives data. To add any

purchases representative data, follow these steps:

1- Click on .

2- Insert the representative name.

3- Input his/her address.

4- Input the telephone, fax, P.O. Box,

mobile numbers of the

representative (optional).

5- Select the country & city.

6- Select the region number.

7- Input remarks (optional).

8- Click on .

Figure135: Purchases Representatives Data Screen

214

This menu contains all the transactions of Accounts Payable Module. It consists of

eleven screens. These screens are discussed below:

Figure136: AP Transactions Menu

215

Purchase Requisitions

This screen is used for inputting the purchase requisitions issued by departments

to the administration in order to provide these departments with the required items

and quantities. To use this screen, follow these following steps:

1- Click on .

2- Select the cost center.

3- Input the section that has requested

that items and quantities.

4- Select the department and the

warehouse number.

5- Select the document from which you

want to download data.

6- Input the reference number (optional).

7- Input the item No. or press F9 and then

select the item. You can also click on

“Download Data”.

8- Input the required quantities.

9- Click on . Figure137: Purchase Requisitions Screen

Note:

If you click on automatic purchase order, the following screen will pop up:

216

Figure138: Automatic Purchase Requisitions Screen

To issue an automatic purchase order, follow these steps:

1- Click on .

2- Select the method of calculation.

3- Select the cost center.

4- Input the section that has requested that items.

5- Select the department and the warehouse number.

6- Select the warehouse from which you request the items.

7- Input the item No. or press F9 and then select the items.

8- Input the required quantities.

9- Then click on .

217

Quotations

When any company wants to purchase goods, it will receive a number of quotations

from vendors for supplying that goods. Subsequently, the company will be in a

pressing need for receiving and archiving those quotations. Therefore, this screen

has been created to be used for this purpose as a procedural step. In other words,

this screen is used for archiving the offered quotations. Moreover, it updates the

prices in “Supply Data Screen”. To input any quotation in this screen, follow the

steps below:

1- Click on .

2- Input the vendor number or press F9,

and then select the vendor.


4- Select the cost center. (optional)

5- Input the reference No. (optional)

6- Input the description. (optional)

7- Input the terms of payment. (optional)

8- Input the tender No. and date.

9- Input the required days. (optional)

10- Input the item No. or press F9 and

then select the item.

11- Input the quantity and the price of

each item.

12- Then click on .

Figure139: Quotations Screen

218

Purchase Orders

It is well known that any purchase request should be submitted to the department

of purchases in order to be approved. Then the department of purchases will issue

a purchase order for that request and send that order to the vendors. Therefore,

ONYX PRO System provides you with “Purchase Orders Screen” to allow the

Purchases Department issuing purchase orders. As you can see this screen

consists of three sub-screen: Purchase Orders, Following Up, and Insurance.

Purchase Orders

To issue the purchase order, follow these following steps:

1- Click on .


3- Select the method of downloading data

(from purchase request or quotation).

4- Input the request number or press F9,

and then select the request.

5- Input the vendor number or press F9,



7- Input description.

8- Select the bill type (local or foreign

purchases).

9- Select the cost center. (optional)

Figure140: Purchase Orders Screen

10- Select the currency of shipment. (optional)

11- Input the price of each item.

12- Approve the request by clicking on “Approved”

.

13- Then click on .

219

Following Up

This screen is used for following up the purchase orders till the required items,

goods, or material are delivered to the warehouses. To follow up the purchase

order, follow these steps:

1- Click on “Purchases Order Screen”, and then click on to search for

the purchase order.

2- After you select the purchase order, click on .

3- Select “Yes” from the field “Close” if

you want to close the purchase order

and consider that the

items/goods/materials have been

delivered by the warehouse. But, if you

select the option “No”, this means that

the purchase order has been issued

but the goods have not received yet.

4- Input the date and the remarks about

the request and the goods.

5- Then click on .

Figure141: Purchase Orders Following up Screen

220

Insurance

This screen has been created for inputting the insurance data of the required items,

goods, or materials.

Figure142: Purchases Insurance Screen

221

Local Purchases Bill

This screen is used for supplying the purchases to the warehouses in a specific

purchase price from the vendor with the possibility of adding the additional

expenses on the bill value. These additional expenses are to be distributed

between the bill items. The local purchases bill differs from the foreign purchases

bill in the point that it can be dealt with in one step, which is inputting the purchase

bill data, determining the additional expense amount and the related account,

inputting the costs and then distributing the additional expenses on the bill items.

When the user completes the process of inputting the local purchase bill and clicks

on the button save ( ), the warehouse will be affected. Furthermore, when the

local purchase bill is posted, the accounts that have been determined in this screen

will be affected. To issue a local purchase bill, follow these following steps:

1. Click on .

2. Select the warehouse No.

3. Select the method of payment.

4. If you select the payment method “Cash”,

you have to input the fund No. But when

you select the payment method (Cheque

, cash cheque, or transfer), you should

input the bank No. When you select

“Deferred”, you have to input the vendor

No.

5. Select the currency type.

6. Input the vendor number or press F9,


7. Select items costs. Figure143: Local Purchases Bill Screen

222

8. Select the bill type (local or foreign purchases).

9. Move to the field “Item No.” or press F9 to select the item

Note:

The system allows adding the added charges on the bill value. To add any

additional expenses click . After that, the following screen will pop up:

To add the additional expenses, follow these steps:

1. Select the method of distribution.

2. Input the account No., or press F9 to select the account.

3. Input the expenses amount.

4. click on ,and then the additional expenses

will be added on the bill value.

5. Then click on .

223

Foreign Purchase Bills

In the case of the foreign purchases, five screens should be used in order to close

the purchases (Letter of Credit) in warehouses. These screens are:

1- Documentary Credit Data

2- Foreign Purchases Bill

3- Receipt Permission of Foreign Purchases

4- Foreign Purchases Costs

5- Purchases Returns Bill

We will discuss each screen during the explanation of purchasing steps, credits

closing and processing from the transaction of opening credits and contacting the

vendor till closing the goods in the warehouses.

Purchase Steps (Documentary Credits)

This process can be divided into two stages:

1- The first Phase, before receiving the goods.

This stage is represented in opening bank credits and crediting the amounts till

receiving the goods. During this stage, the user should do the following:

224

A. Open an account for Documentary Credits in the Chart of Accounts

Any company purchases what it needs such as materials and equipments through

opening a documentary credits in banks or any another method between that

company and the vendor of the goods. Subsequently, the company should open an

account for documentary credit for the incoming shipment in the Chart of Accounts

according the system configuration. In the case the credit is multi-account, this

credit account will be independent of the other accounts of credits. This account

will be a main account by the name of the shipment and there be branched

accounts for each type of charges ( bill value, shipment, customs,..etc). In

condition, the credit account of the bill has to be in the same type of the bill’s

currency regardless the currencies of the other accounts.

On the other hand, when the documentary credits have only one account in the

Chart of Accounts, it is enough to create one main account for credits in general or

for one type of the credits types when the user wants to distinguish between one

type from another. Then the main account should be analyzed for once into the

different analytical accounts according to the credit type or the company as in the

following figure.

As can be seen from this figure, each credit type should have a defined number.

Regarding the entries and vouchers, the user will create journal entries and different

financial transactions depending on the credits and determine the credits numbers

in the specified fields in the screens of vouchers and journal entry that have been

created during the process of credits configuration. Then he select credit type as

one account during the process of configuration.

225

B. Add credits data to the system

After opening the credit accounts and contacting the bank or vendor, the user

should input the credit data in “Credit Data Screen”. To add the credits data in

“Credits Data Screen”, follow the steps below:

1- Click on .

2- Select the document type.

3- Input the description, vendor No., credit

No., reference No., and bank No.

4- Select the costs calculation method.

5- Input the account number, or press F9

and then select the account No.


7- Then click on . Figure144: Documentary Credits Screen

After you saved the credit data, this credit number will appear in journal entry and

issuance voucher so as to determine its transactions.

226

C. Create Journal Entry or Payment Voucher for the paid charges of documentary credits.

During this step, the user should input the credit charges including the bill value

through the accounting entries and cash vouchers or cheques according the dates

of issuance (from the date of opening the bank credit to the date of receiving and

checking the goods).

D. Post Journal Entry or Issue Voucher

During this step, the user has to post the accounting entries from the screen of

“Posting Journal Entries Screen”. To post the journal entries, follow these steps:

1- Select the type of posting.

2- Select the branch and the method of

posting

3- Select the document type.

4- Select the user No.

5- Then click on .

Figure145: Journal Entries Posting Screen

227

E. Issue Foreign Purchases Bill

The purchase bill is considered as the official document used by the company to prove its purchases. There are four types foreign purchase bill: cash, cheque, cash and cheque, and deferred . The system enables the user to issue cash and deferred bills for the Foreign Purchases· this screen is used for inputting the basic data of foreign purchases bill. Furthermore, it allows inputting additional data such as the Free quantities and Discount percentage for each item. Moreover, it allows Connecting bills with purchase orders, with capability of issuing one invoice several purchase orders and dealing with cost centers. In addition to that, it is used for inputting the added cost foreign purchases. To issue a foreign purchase bill, follow the following steps:

1- Click on .


3- Select the Payment Method.

4- Input the vendor No., or press F9 and

then select the vendor.


6- Select the items cost (optional).

7- Select the bill type (optional).

8- Input the item number, or press F9 to

select the item number.

9- Input the quantity and the price.

10- Input the document description and

the reference No.

11- Then click on .

Figure146: Foreign Purchases Bill Screen

228

Notes:

i.If you select the payment method “Cash, or Cheque/Cash”, you

have to input the bank account no, press F9 and then select the

account No.

ii.it is optional to input the cheque number and amount.

iii.The items numbers can’t be displayed unless these items have

been inputted in “Items Data Screen”.

229

2- The second Phase:

After receiving the and checking goods, the user has to close the credit (purchases)

and the quantities and costs of the goods in warehouses. This process can be

done through the following:

A. Receipt Permission of Foreign Purchases

This screen allows user to deliver any items you want to any warehouse of the

organization in an appropriate manner to business as the system allows displaying

the serial numbers of purchase bills that have not been delivered yet in order to

select the bill that the user wants to be deliver to warehouses. To issue a receipt

permission of foreign purchases bill, follow these steps:

1- Click on .


3- Select the bill No.

4- Input the reference No. (optional)

5- Input the description. (optional)

6- Input the received quantities.

7- Then click on

Figure146: Foreign Purchases Receipt Permission Screen

230

B. Foreign Purchases Cost

This screen is used for calculating the cost of each item unit. It is also used for

closing the cost and quantity of the received goods. To calculate the cost and close

the goods with its final cost in warehouses, follow these steps:

1- Click on .

2- Select the inventory receipt No.

3- Select the documentary credit

No.


5- Select the costs distribution

method.


click on .

Figure147: Foreign Purchases Cost Screen

C. Post the foreign purchases bill & close the documentary credit.

After posting the bill of foreign purchases, the system will close the documentary

credit automatically. To post the foreign purchase, open “Posting Purchases Bill

Screen ”, form GL System – Posting Menu. Then click on the button to search

for the bill. After you select the bill you want to post , click on the button .

231

Purchases Returns Bill

If the company discovered that the received goods are not according to the

specifications after the cost of that goods were calculated and posted, the company

would issue purchases returns bill in order to return that goods to the vendor.

Figure148: Purchases Returns Bill Screen

This screen enables the user to handle with the following:

All types of purchases returns bills (cash- deferred – cheque).

All or some of the bill items.

After posting the purchase returns bill, the system will create the

accounting entries of that transaction and affect the related

accounts automatically.

Regarding cost calculation, the system allows selecting the vendor’s

cost or the total cost with the possibility of determining the account of

differences.

232

Payment Voucher

This screen is similar to “Payment Voucher Screen” of the General Ledger Module.

It has been added as a shortcut to Accounts Payable ( Vendors & Purchases)

Management Module to save the user time. That is to say when the user needs to

use this screen, he will not have to exist this module and go to open this screen in

GL Module.

Figure149: Payment Voucher Screen

233

Accounts Payable Module provides a number of reports. The following are the most

important types of reports:

Figure150: AP Reports Menu

234

Vendors Data Reports.

Vendors Accounts Statements Reports (Posted/ Non-posted).

Vendors of Particular Item or a Group of Item Reports.

Purchase Requisitions Reports According to:

Requests Numbers.

Requests Dates

Purchase Orders Reports, according to:

Orders Numbers

Orders Dates

Vendors

Items Numbers

Items Prices

Warehouses Numbers

Serial Numbers

Quantities

Total and Analytical Reports about:

Purchases Bills.

Purchases Bills Returns.

With several options

Periods

235

Groups

Items

Vendors

Warehouses

Bill No./ Date

Payment Method, Currency, or Description

And according to values and quantities:

Bill amount, Items Prices

Discount type (amount / percentage ), Quantities

Free Quantities

Total and Analytical Reports about Documentary Credits and Items

Costs according to:

Bills Numbers

Date, Credit

Items

Quotations Reports.

Reports about Additional Discounts Purchases.

Contracts Reports.

Credit Accounts Statements Reports

Inventory Receipt Permission Reports, according to:

Items Numbers

Items Prices

236

Items Expiry Dates

Bills Numbers

Vendors

Warehouses Numbers

Serial Numbers

Quantities

237

Vendors Opening Balance Report

238

Vendors Account Statements Report

Debts Ages Report

239

Total Purchases Bills Report

240

Payment Voucher

Purchase Order Report

241

Quotation Report

Purchases Invoice Report – Total

242

Revenues are considered as the target and goal of any commercial or industrial

company. Therefore, any institution exerts all efforts to achieve its targets and

goals. Customers are the sole means for achieving revenues. Subsequently,

YEMENSOFT has exerted all the efforts to provide you with Customers and Sales

Management System which is regarded as the right hand for the successful

management. This Module enables the user to manage sales and customers

data flexibly and accurately.

Figure151: AR Module Main Menu

243

This menu has been created to be used to complete the process of system

configuration. It consists of twelve screens. Three of them are compulsory to be

used in the case of connecting with GL: “Customer Data Screen”, “Customers

Groups Screen”, and “Opening Balances Screen”. The others are optional screens.

Figure152: AR Module Inputs Menu

244

Customers Data

The screen is used for inputting the customer data, including:

Contact Information:

Customer No - Customer

Name.

Customer Account No -

Country.

Address – Telephone No – Fax

No.

Email – Website, … etc.

Transactions Data:

Customer Type (retail customer

– wholesale customer– or any

other types according to the

user need).

Moreover the system allows the user to :

Classify customers to groups.

Determine prices levels for each

group. Figure153: Customers Data Screen

Determine the general limit of debt for each customer.

Determine the bill debt limit.

Determine discount percentage.

In addition to that, this screen allows:

245

Connecting all customers numbers with an account in the

General Ledger (the details will be in Sales module and the

totals in Accounts (GL)) module), or connect each customer with

an independent account.

Suspending any customer account.

Displaying “Customers Data Screen” from any screen to

add/modify the customers.

Displaying any customer transactions (opening balance- total

transactions of debts and credits- current balance).

Displaying statistical data of any customer ( his maximum paid

amount and the date of that payment - highest bill amount

issued for him and issuance date - last bill amount and date -

maximum discount he got and its date - his last paid installment

and payment date- last transaction with him - last receipt date).

246

Customers Groups

This screen is used for classifying customers to groups. It is also used for

connecting Customers & Sales Management Module with GL by group. To input

customers groups and connect these groups with the chart of accounts, follow these

steps:

7- Click on .


9- Input the account No., or

press F9 and then select

the account.

10- Then click on .

Figure154: Customers Groups Screen

Note:

- After inputting the account number and clicking on , the inputted

group of customers will be connected with the chart of accounts

automatically.

247

Collectors Data

This screen is used for adding collectors data. The collectors data that are inputted

in this screen will appear in Receipt Vouchers Screen so as to select the collector

during each transaction of collection from customers. To add any collector data,


1- Click on .

2- Input the collector name.

3- Select the region No.

4- Select the city.

5- After you complete data entry, click on

.

Figure155: Collectors Data Screen

248

Sales Representatives Data

This screen is used for adding sales representatives data. To display this screen,

click on “Sales Representatives Data Screen”, from AP Inputs Menu. After that, it

will pop up as in the following figure. To add any sales representative, follow these

following steps:

1- Click on ..

2- Input the account number of the sales representative.

3- Input the representative name.

4- Then click on .

Figure156: Collectors Data Screen

249

Account Opening Order

When any company wants to add a new customer in the system, there are certain

procedures that have to be applied according to the approved polices. For

instance, in some companies Credit Department must approve adding the

customer to company customers and determine his credit limit in order to allow

Sales Department to deal with him. Therefore, this screen is used as a procedure

by Sales Department for inputting the request of opening account for any customer

(by determining the customer number, name and group). Then this request will be

approved in “Customers Data Screen” by Credit Department. To open an account

for any customer, follow these steps:

1- Click on .

2- Input the account number of the

customer.

3- Input the account name.

4- Input the remarks (optional).

5- Then click on .

Figure157: Account Opening Order Screen

250

Routes Data

The process of sales can be divided into streets and areas. Those streets and

regions includes the details of customers and their types (Retail and wholesale).

Thus, this screen is used for inputting the data of roads and the regions through

which the routes passed, customers types, and the goods types that are going to be

distributed or even that have been distributed in these routes. It is also used by

sales department to input the routes names and connecting them with the region

that are passed through. For example, the regions of sales can be divided to Hadda

Street, Alzubairy Street and then to. It is also used for inputting the length and

distance of each street in order to estimate the expenses that will be paid to the

representatives. Moreover, the Sales Department specify a region of sales for

each representative in order to monitor the movement and the transactions of each

representative of sales. To input the route lines, follow these steps:

1- Click on ..

2- Input the route number.

3- Input the route name.

4- Input the region number and

name, or press F9 to select the

region.

5- Then click on .

Figure158: Routes Data Screen

Note:

The inputted route lines will appear in “Sales Representatives Screen” . therefore,

the user (Sales Department) can determine a route for each representative of

sales.

251

Money Collection Plan

This screen is used for inputting a plan for collecting money on the level of month

or day. Then the system will compare the planned collection and actual collection.

Then the user can issue a detailed report about the monthly deviations of collection.

To add the plan of money collection, follow these following steps:

1- Click on .

2- Select the type of plan (Daily or Monthly).

3- Input the collector number and

name, or press F9 to select the

collector.

4- Input the customers numbers in the

fields “From Customer No- To

Customer No- ” or press F9 to

select the customers.

5- Determine the date : select the day

and the month.

6- Click on “Download Data”.

7- To distribute the amounts to be

collected tick at “Distribute the

amounts equally”.

8- If the collectors have been

connected to specific customers in

“Collectors Data Screen”, tick at

“Download customers connected to

collector”.

9- Then click on . Figure159: Money Collection Plan Data Screen

252

Ordered Items

This screen is used for inputting items that have been ordered by customers but

they were not available in warehouses. It allows issuing a detailed report about the

items that have been ordered by customers before adding those items in “Items

Data Screen” as approved items. To use this screen, follow these steps:

11- Click on .

12- Input the group number and


group.

13- Input the item number and


items.

14- Input the items specifications.

15- Input the unit of measure or

press F9, and then select the unit.

16- Select the item type.

17- Input the ordered quantity.

18- Select the importance degree.

19- Tick at “Verify” after you have

checked the ordered items and

make sure they have delivered.

20- After that, click on

, to add items to “Items Data Screen”.

21- Then click on . Figure160: Money Collection Plan Screen

Note:

This screen allows printing a detailed report about the

ordered items. To print the detailed report, click on .

253

Customers Opening Balances

When AR (Customers & Sales) Module is connected with GL by multiple

connection, the opening balances of customers must be inputted in GL Inputs

“Opening Balances Screen”. However, when it is connected by accounts group, the

system will open independent screen for customers opening balances in AR. To

add the opening balances of customers, follow the steps below:

1- Click on .

2- Determine the accounts in the fields “From

Account No - To”. You can press F9 in the

two fields to determine the accounts.

3- Determine the customers numbers in the

fields “From Customer No - To”. You can

press F9 in the two fields to determine the

accounts.

4- Click on Download Accounts.

5- Input the opening balance of each

customer in front of his name.


. Figure161: Customers Opening Balances Screen

Notes:

i. When the customer opening balance is in the foreign currency, input that

balance under the green columns ( foreign credit or foreign debt).

ii. On the other hand, if the opening balance is in the local currency, input that

balance under the white columns (credit or debt).

iii. To display the opening balances of customers, click on .

254

Sales Plans

One of the Sales Directors tasks is following up the items sales transactions. They

always make sure that there is no stagnation of items. They also follow up the sales

representatives and ascertain that the annual amounts of sales are not less than

the annual costs or that the capital income is not less than market value interest. In

a nut shell, any Director of Sales must prepare a general plan for sales so as to

achieve the goals of monitoring and implement these plans in details during all the

periods (day, month, or year) either on the level of representative, customer and

representative, item, or the item, customer, and representative.

Therefore, this screen has been created to be used for inputting all the

predetermined plans whether these plans are quantities, annual amounts, monthly

amounts, or daily amounts easily and flexibly. Then the system compares between

the planned and actual sales and issues reports about items sales deviations. To

input the sales plans, follow these easy steps:

1- Click on ..

2- Select the plan type.

3- Select the planning type (quantities or amounts).

4- Select the period type.

5- Input the customers number in the fields “From Customer No -

To”.

6- Determine the item numbers., or press F9 in the field “From

Item No - To” to select the items.

7- After you complete data entry, click on “Download Data”.

8- Then click on .

255

Items Pricing

This screen has been added to Accounts Receivable Module as a shortcut for

“Pricing Screen” that has been discussed in chapter four Inventory Management

Module, Inputs section.

Figure162: Items Pricing Screen

256

This menu consists of nine screens : Promotional Offers, Quotations, Customers

Orders, Sales Bills, Sales Returns Bills, Additional Discounts of Sales, Receipt

Voucher, Indebtedness Scheduling, Installments Adjustment.

Figure163: AR Transactions Menu

257

Promotional Offers

This screen is used for inputting items quotations without determining quantities to

prepare a list of items prices for marketers and sales representatives. In the

promotional offers, prices are determined only, but in ordinary quotation the

quantity, price, and discount are determined. To input the promotional offers, follow

the steps below:

1- Click on ..


3- Determine the date of quotation.



6- Select the quotation type.

7- Select the method of granting

quotation.

8- Select warehouses quotation type.

9- Determine the item No., or press F9 in

the field “Item No” and then select the

items.

10- After you complete data entry, click

on .

Figure164: Promotional Quotations Screen

258

Quotations

Any Accounts Receivable System (Customers & Sales) must have a screen for

adding and issuing quotations automatically because the price offer is regarded as

one of the documentary cycle for Customers System. Therefore, Onyx Pro System

experts and programmers have created this screen for issuing quotations

automatically to be send for customers and those who have asked for quotations.

To issue any quotation, follow these following steps:

1- Click on .

2- Input the customer No. or click on

to select the customer.


4- Select the cost method.


6- Determine the item No., or press F9 in

the field “From Item”.

7- Determine the price and quantity.


. Figure165:Quotations Screen

Note:

To print the quotation, Click on (Print). Then the inputted quotation will

be printed as in the following

sample:

259

Customers Orders

This screen enables user to handle customers orders adequately. It is used for

adding the customers’ requests. It allows reserving all or some of items that have

been required by any customer to a definite date. To add the any customer order,

follow these steps:

1- Click on .

2- Input the customer No. or click on to

select the customer.


4- Select the cost method.


6- Determine the item number, or press

F9 in the field “From Item”.

7- Input the warehouse number, or press

F9 and select the warehouse.

8- Determine the quantity and price.


.

Figure166:Customers Orders Screen

Notes:

i. To approve the customer req, tick at “Approve” field ( ).

ii. To reserve any order items, input the end date of reservation. Then select

reserve all .

iii. Click on to print the quotation. Then the

inputted quotation will be printed as in the

following sample:

260

Sales Bills

This screen is used for issuing all the types of bills (cash, deferred, cheque, cash

& cheque, or bill of service). To issue a bill of sales, follow the steps below:

1- Click on .

2- Select the method of

payment (cash, deferred,

cheque, cash & cheque, or

bill of service)..

3- Input the customer

number and name or just

press F9 to select the

customer.


5- Determine the item No., or

press F9 in the field “From

Item” to select the item.

6- Input the warehouse

number, or press F9 and

select the warehouse.

7- Input the quantity and

price.


9- After you complete data

entry, click on .

Figure167:Sales Bills Screen

261

Sales Returns Bills

This screen is used for inputting sale returns and issuing a bill of the sales returns in

order to adjust the accounts and entries. It allows creating accounting entries for

sales returns transactions and influencing all related accounts. Moreover, it allows

returning all or some items of the bill since system shows all items of sales bill to

select returned items. To issue a bill of returns, follow these steps:

1- Click on .


3- Input the sales bill number.

4- Press “Enter”, and then the sales bill

data will be downloaded

automatically.

5- After you complete data entry, click

on .

Figure168:Sales Returns Bills Screen

Note:

i.To print the any bill of sales returns, click on . Then the inputted bill will

be printed as in the following sample:

262

Additional Discounts

This screen has been created to be used for inputting the additional discounts of

sales. To input an additional discount for any customer, follow these easy steps:

1- Click on .

2- Input the customer number and

name or just press F9 to select the

customer.

3- Input the bill number or press F9

and then select the bill.

4- Input the additional discount

percentage..

5- Press “Enter”, and then the sales bill

data will be downloaded

automatically.


7- Input the account number of the

“Allowed Discount Account”, or

press F9 to select the account

number.

8- Then click on .

Figure169: Additional Discounts Screen

Note:

To print the additional discounts for any bill

of sales, click on .

263

Receipt Voucher

This screen have been added to Accounts Receivable Module as a shortcut of

“Receipt Voucher Screen” that have been discussed in GL Management Module.

Figure170: Receipt Voucher Screen

264

Accounts Receivable Management Module provides a number of total and analytic

sales reports supported by graphic diagrams.

Figure171: AR Reports Menu

265

The most important reports types of Accounts Receivable Module are:

Sales Reports

Reports about Sales Returns

Reports about Sales Comparison between Sales of Years

Reports about Monthly Sales or Definite Period Sales, according to:

Sales Representatives

Warehouses

Warehouses Groups

Items

Customers

Regions

Cost Centers

With the possibility of issuance with several options, according:

Bill number/date.

Payment Method, Fund.

Account, Due Date.

Regions – Representatives

Warehouses - Cost Centers.

Items -Statements.

According to the amounts or quantities:

Bill Amount, Items Prices.

266

Discount (amount / Percentage).

Quantities, Free Quantities.

Customers Data Reports

Customers Orders Reports

Total and Analytical Statements of Customers Accounts.

Reports about the Customers Debts Ages.

Reports about Net Profits

Unpaid Installments Reports.

Quotations Reports.

Voucher Receipt Report.

Sales Regions Reports

Reports about customers who have exceed the allowed limit of debt.

Sales Returns Reports.

Sales Costs Reports.

Additional Discounts Reports.

Sales Diagrams.

In addition to all the analytical and total reports above mentioned, ONYX Pro

System allows getting statistical data for all reports types through more specific

options that enable user to get the required data more particularly and precisely.

Moreover, user can get reports of branches sales by using report designer

integrated with system. Report designer provides user with many options such as

designing reports header and footer with texts suit his own needs.

267

Sales Bills Report

Quotations Report

268

Account Statement Report

Monthly Sales Diagram Report

269

Customers Debt Report

Debt Ages Report

270

Daily Collection Plan Report

Customers Orders Report

271

Appendix

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272

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