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Dimension Computing Webpage
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over the Hyperlink and press the Ctrl button and Click your left mouse button
at the same time.
|
INDEX |
INDEX |
Once the Hyperlink has taken you to the page you are looking
for, Press the Ctrl and Home button at the same time to bring you back to this
page
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THE HIRE MANUAL |
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How do I add a new Customer (Cash or Account)
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How do I enter public
holidays |
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How do I set up my user names
and passwords |
How do I Enter Categories |
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How do I Enter Plant Status Types |
How do I Enter Plant Items |
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How do I set up parameters for my company details,
my contract defaults, my branches and other important system parameters |
How do I Enter Branches |
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THE STOCK IN THE HIRE |
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How do I enter stock codes |
How do I enter departments |
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How do I enter a User name |
How
do I enter parts |
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How do I set up my system
parameters |
How do I create products |
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THE DEBTORS
MANUAL |
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How do I Add and delete
customers |
How do I add a delivery address to my customer
profile |
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How do I add or delete rep
codes |
How do I enter and delete
sales analysis codes |
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How do I take on new balances |
How do I enter a user name |
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How do I set up my system parameters |
How do I check balances |
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THE CREDITORS
MANUAL |
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How do I enter and delete creditors accounts |
How do I set User Names |
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How do I enter and delete Rep codes |
How do I set up my system parameters |
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How do I enter or delete purchase analysis
codes |
How do I take on balances |
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THE SALARIES
MANUAL |
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How do I choose a client |
How do I set my final pay periods |
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How do I set a user name |
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How do I set pay periods |
How do I set the tax year dates |
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Where do I change my system parameters |
How do I |
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How do I enter |
How do I enter tax codes |
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How do I enter |
How do I enter bonuses |
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How do I update |
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DETAILS |
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DIMENSION
COMPUTING 4
JACARANDAS 4001 |
MUSGRAVE 4062 |
|
TEL:
+27 031 309 1414 |
FAX:
+27 031 3096619 |
Back to
Dimension Computing Webpage
Use
the below Hyperlinks as a short-cut to what you are looking for
Point your mouse pointer
over the Hyperlink and press the Ctrl button and Click your left mouse button
at the same time.
|
EASY STEPS TO |
THE HIRE MANUAL |
|
How do I Enter
a new Contract |
How do I transfer Plant into
one of my branches |
How do I add a new Customer (Cash or Account)
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How do I transfer stock
between branches |
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How
do I Check if a customer is Blacklisted (ID Search) |
How do I transfer Plant out of one of my
branches |
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How
Do I Enter a Plant into The New Hire Contract |
How do I enter public
holidays |
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How Do I look up a plant code |
How do I Enter Branches |
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How do I Enter Consumables into the New Hire
Contract |
How do I Enter a Deposit, Payment and
Print the Contract |
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How do I look up a consumables code |
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How do I print a report for – Top 20 Plant, Bottom 20 Plant,
Plant Discrepancies, Categories, Contracts,
Plants, Consumables,
Quote Summary, Job
Summary, Public Holidays, Branches |
How
do I make enquiries for - Contracts, Transfers, Cash Analysis,
Deposit Analysis, Categories,
Black List, Plant
Availability, Plant Bookings, Plant Ownership Plant
Return, Plant Service, Plant Turnover, Plant
Transactions, Plant History, Consumables,
Public Holidays, Branch |
Once the Hyperlink has taken you to the page you are looking
for, Press the Ctrl and Home button at the same time to bring you back to this
page
|
EASY STEPS TO |
THE HIRE MANUAL |
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How do I set up my user names
and passwords |
How do I delete a Quote |
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How do I backup my Data |
How do I make an enquiry on quotes
already done |
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How do I restore my Data |
How do I Enter a Job |
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How do I view errors made on the Hire
System |
How do I complete a Job |
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How do I repair my Database |
How do I delete a Job |
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How do I enter Quotes |
How do I make a Job Enquiry |
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How do I set up parameters for my company details, my
contract defaults, my branches and other important system parameters |
How do I move Plant to History |
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How do I search for a client |
How do I reprint Contracts |
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How do I return a contract |
How do I print a Daily Cash
Report |
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How do I print a contract return |
How do I print a Cash
Analysis Report |
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How do I substitute a plant |
How do I print a Deposit
Analysis Report |
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How do I Enter Categories |
How do I make a booking for a
client |
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How do I Enter Plant Items |
How do I print Month End Invoices
Automatically |
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How do I Enter Plant Status Types |
How do I print Month End
Invoices Manually |
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How do I Black List a Client |
How do I clear my Branches at
Month End |
|
How do I search for a contract |
How do I Update my system at
month end and at my financial year end |
1.1.1
To enter a new Account click on the “New
Account” button. (See
below form)
1.2.1
Debtors Charge Accounts
The new account will automatically receive an account number.
Enter Sort Name into the drop down window. The Sort Name can be alpha, numeric
or alpha-numeric. The sort name will allow you to sort for an account by the
characters you enter into the drop down menu. Enter relevant details and press
tab or enter to move to the next window. Terms 01234 are current, 30 days, 60
days respectively. Select the rep details of the rep dealing with that
particular account from the rep drop down menu. Select branch code (the branch
that owns the plant). Should you wish to put that particular account on hold
Tick the “on Hold” window. If it is an account customer, un-tick the cash
account window. When finished, click the OK button. This will take you back to
the New Contracts Form where you will enter important details like the order
number and ID number. Click the next button to continue.
Should you already have the customers details,
entering the sort name will take you directly to the Account.
Enter the order number and ID number.
1.2.2
Once the ID number is entered click on the ID Search
button to see if that client has been black listed.1 of 2 of the following
Windows will come up. This will inform you that the
client you have entered is safe and prompts you to continue. See below diagram.
1.2.3
Should you have Blacklisted (See “How to
Blacklist”) that particular client you will be warned and given a reason. Click
the OK button and then click the Next button to select your Plant Equipment.
1.3.1
Enter the code of the plant item under the heading
“code” and press enter. Should you not know the plant code item press 1 and
enter and the “Lookup Plant Code” form will appear (See below form).
Qty: you
will always have only one plant item per line.
Period: By entering the number of
days or hours the “Date Out and Date In” will be calculated automatically and should you enter the “Date In” the period will
be calculated automatically. You may also select the “Date In” and over write
the period as you see fit.
Type: Rental
Type e.g. (Days or Hours). (See Enter plant).
Rate: Hire
Rate (amount charged per day or hour). (See enter plant)
Click the Next button to continue to the Consumables
form.
1.3.2
Look Up Plant Code
Here you can scroll up and down to select your Plant
item. Press enter to select the plant item. Press enter to move to the next
columns and enter in the relevant information.
Should you know the plant item and wish to view it
before selecting it you will enter the plant code into the “Search for Code”
window and press enter. If the plant item is the one you want to select, press
enter again.
1.4.1
Enter the code of the consumable under the heading “code”
and press enter. Should you not know the consumable code press 1 and enter and
the “Lookup Consumable Code” form will appear (See below form).You can scroll
up and down to select your Consumable. Press enter to select the Consumable.
Press enter to move to the next columns and enter in the relevant information.
1.4.2
Lookup Consumable Code
Should you know the Consumable code and wish to view
it before selecting it you will enter the Code into the “Search for Code”
window and press enter. If the Consumable is the one you want to select, press
enter again.
1.5.1
Enter in important details like the Deposit Amount and
how it was paid and should you receive payment upfront, enter the amount and
how it was paid.
Click print to conclude the contract.
2.1.1
You can search for a client by clicking the Search
button on the Hire New Contracts button form.
Search for a client by entering any of the above
details then click the Search button.
2.1.2
Client Search
Select the Client and clicking the Use button will
take you directly to the New Hire Contract Form. The Reset button will clear
any information already typed allowing you to begin a new Search.
3.1.1
Plant Equipment
The Hire Contract Return button will take
you directly to this form and will display the last Hire contract Concluded.
Press enter to move through the columns. The “Period”, “Date in” and “Date out”
columns will automatically be adjusted. Enter Y into the return column to
return the plant. You will not be able to conclude the contract return unless
you return the plant. Should you want to record the details of the person
returning the plant click on the address tab and fill in the relevant details. (See below form).
3.1.2
Address
You may not enter any information in the yellow
highlighted windows. Click the Next button to get to the consumables return
form should your client wish to return any consumables not used.
3.1.3
Consumables
Press enter to move through the next columns and enter
the amount of consumables returned in the “return” column. Click the Next
button to take you to the Summary tab.
3.1.4
The summary form is a very important part of
concluding the hire Contract Return. You will see the amount outstanding on the
bottom right hand side of the page. Underneath that you will tick the box if
you have returned the deposit. The deposit and the outstanding amount is
separate entities and the full deposit must be given back and the only the
amount outstanding should be received as a payment. Enter the payment and how
the payment was made using enter to move to the next window. If the client had
paid more than the outstanding balance on the New Hire Contract, the
outstanding amount will show a RED back ground and you must enter that as a
refund as you would owe your client that balance. Click the print button to
complete the Contract Return. Click yes to save and print Invoice.
3.2.1
Hire Contract Return Substitution
Should your client return your plant for any reason
and wants to substitute it, click the Hire Contract button and un-tick the
contract complete button and enter an S under the Return Column. Press Enter.
3.2.2
Enter the reason why the plant was returned and click
the OK button. The Lookup Plant Code selection box will come up where you can
select a substitution plant.
3.2.3
Select the plant and click the OK button. Proceed as per a normal New Contract Hire through to the
summary tab and then click the Print button to complete the substitution. When
the client returns the substitution plant item, proceed as per normal Hire
Contract Return.
4.1.1
Click on the ADD button first to Enter New Categories.
The service interval is the number of Hires a plant has before it is serviced.
Tick the Multiple Hire plant box for plant like scaffolding etc. Click on the
Update to conclude the entry. Should you want to delete a category, select the
category and click on the delete button.
5.1.1
Click on the ADD button first to add new plant items.
Enter in relevant information. Enter in usage instructions next to the usage
instructions window and you will have an option to print it out for your client
at the end of the New Hire Contract. Click on the update button to conclude the
entry.
6.1.1
Plant Status Type lets you know what status your plant
item is at, at any time. E.g. Available or service etc.
Click on the Add button to add a new status and click on the Update button to
conclude the entry. Should you wish to delete the Plant Status then select the
status and click on the delete button.
7.1.1
Click on the ADD button first and enter the details of
the client you wish Black List. Your reason entered will come up when you do an
ID check. Click the update button to conclude the entry.
8.1.1
Should you wish to search for a particular
contract you can do so by the above categories. Simply enter one of the
categories you have and click on the Search button.
8.1.2
Contract Search
Highlight the contract you are looking for
and click on the Go To button to go directly to the contract in question. Click
on the Use Detail button to go straight to the New Hire Contract form for that
particular client.
9.1.1
Select plant you wish to move to history
and your reason must be longer than 10 characters. Click on the Update button
and you will be prompted to proceed.
10.1.1
Enter the code of the Plant you are transferring out under the code column and press enter. You can also bring up the Lookup Plant code by entering 1 under the code column and press the enter button. Click on the print button to conclude the transfer and you will have an option to print out the confirmation of the transfer which has the transfer number on it. Click on the consumables tab to do the same for the transfer of consumables.
11.1.1
Select the transfer number and the rep receiving the plant. The plant will appear on the form. Click on the update button to conclude the transfer in of the plant. This form will apply for the transfer of consumables.
12.1.1
Enter the stock code you wish to transfer
into consumables. Select the branch you wish to transfer to with the quantity
and a reference number. Click the update button to conclude the transfer.
13.1.1
Enter the Client you wish to make the
booking for with a contact name and number. Select the Plant code you wish to
book and the dates you wish to book it out. You must enter the clients order
number and click the Update button to conclude the booking. A confirmation box
will appear confirming your booking. Click on the organize button to delete any
obsolete bookings. Once the booking has been made the plant will be highlighted
in blue in the Plant Enquiry form.
14.1.1
Enter in the public holidays and dates and click on the
Update year button to update. Double click on a holiday to delete it.
15.1.1
Click on the Add button to add a new branch. Enter in
the relevant details and click the update button. Tick or un
tick the active box to select weather the branch is active or not.
16.1.1
You can scroll up or down to search for a contract or
enter the contract number in the Search Contract No. window and press Enter.
Double click on any of the contracts under the contracts window to filter for
any part of the contract pertaining to that particular field. A Plant and
Consumables windows will display the plant and consumables pertaining to the
contract in question. Select History to view completed contracts.
17.1.1
Select to view current and completed transfers. Should
one of plants be in the process of being transferred and is Stolen in transit
for example, click on the Item to History button to move that plant from
transfer to History.
18.1.1
Double click on a field to filter for any
information pertaining to that field.
19.1.1
Double click on a field to filter for any
information pertaining to that field.
20.1.1
View each category, their service intervals and a
breakdown of turnover, Repairs and overall profit. Click on the Update Plant
button to update amended categories.
21.1.1
Scroll up and down to search for an ID number or name
or enter the ID number into the search window and press Enter. Double click on
the on the reason to view the full reason.
22.1.1
Double click on a field to filter for any
information pertaining to that field.
23.1.1
Double click on a field to filter for any
information pertaining to that field. Click on the Delete button to delete any
bookings made.
24.1.1
Double click on a field to filter for any
information pertaining to that field.
25.1.1
All returned plants will automatically go to Plant
Return Enquiry marked as
R - (Returned). This is where you will amend the
status of your plant in the status column. Once your plant status has been
changed it will be returned to the Plant Enquiry form again.
26.1.1
Double click on a field to filter for any
information pertaining to that field.
27.1.1
Double click on a field to filter for any
information pertaining to that field.
28.1.1
Enquiries-Plant Transaction
Enter the plant code you wish to view.
Double click on a field to filter for any information pertaining to that field.
29.1.1
Highlight the plant in history you to look at. Click
on the Transactions button to view all transactions for that particular plant.
29.1.2
You can view all transactions for that particular plant
selected. Click on the Plant button to return back
to the Plants.
30.1.1
You can see what consumables you have in
stock and which branch they belong to. You can also view the cost, Selling
price and profit for each consumable.
31.1.1
You can view the Public Holidays that you
have entered for the year.
32.1.1
You can View all of your branches and
their details
33.1.1
Enter in the contract number you wish to re-print and
click on the print button. Tick on the History box should you want to print a
contract from history.
34.1.1
Reports-Cash-Daily Cash Report
Enter the date required and then click on the Print
Button.
35.1.1
You can print a Cash Analysis report for all or One
Branch, for one date all dates or for a range of dates, you can do this for all
Customers or a customer you select. In this Report you can also filter by Un-updated,
Updated or Both and you can sort by Branch Customer or Date. Once you have made
your criteria in which to print the report you need to Click the Print
button, as an addition you can also Group the data by Branch or Customer by
selecting the tick box to the right of Branch or Customer.
36.1.1
Enter in the relevant details and click on the Print
button.
37.1.1
Reports-Management-Top 20 Plant
Print a report about your top 20 Plant by Turnover,
Profit or days hired.
Reports-Management-Bottom 20 plant
Print a report about your bottom 20 Plant by Turnover,
Profit or days hired.
Reports-Management-Plant Discrepancies
The plant discrepancy report will help you identify
any anomalies or discrepancies regarding your plant, including the employee who
dealt with that specific plant transaction at that time, based on actual times
entered versus times captured.
The category report shows the categories their total
turnover and repair for month and year to date showing the profit on each
specific category.
Print a report of Unpaid, Overdue, Outstanding
Contracts and reports of contract transactions by account, category or plant
code.
Print a report on your Plant price lists, Branch
Lists, History, Location, Service, Bookings, Transactions and Plant Hire
analysis.
Print reports on consumable price list, Turnover and
transactions by contract.
The consumable price list report lets you view all
consumables on hand at your branch, including the prices excluding and
including Vat. It is grouped by branch so if you have multiple branches you
will also see the consumables available at other branches as well.
Print a report on all quotes made.
Print a report on all Jobs made.
Print a list of your public holidays you have entered.
Print a list of your branches and their details.
38.1.1
Utilities-Create Month End Invoices-Automatic Run
Tick the “Charge for” boxes that are applicable and
enter the date you wish to invoice up to and including
Click on the print button to print all the invoices. Enter
the date you wish to invoice up to and including
38.1.2
You will be informed that the printing is complete.
38.2.1
Utilities-Create Month End Invoices-Manual
Plant Equipment
On the Plant Equipment tab you may only amend the
Plant equipment Periods hired for and the type for month end invoicing. You
cannot change or amend plant as this is solely for end of month invoicing for
contracts that run for longer than a month and you want to invoice the client
for a part payment. You can however add Consumables to the months invoice; you
may also check the Public Holidays/Weekends/Half Days check boxes to include
these times/days in your invoicing. If the contract is a cash hire contract
then the Cash hire check box will be checked and you cannot change it.
38.2.2
Consumables
On the Consumables tab you can change or amend
consumables by adding Consumables to the month’s invoice, as Consumables are
extras the client may use more of these items during the month. Initially the client
may not have taken enough Consumables when the invoice was made.
When you print the month end invoices the program
closes off the month’s books and resets the month’s dates to the first again.
If the plant is still on hire the client will be invoiced for a part payment
and invoicing for the following month will continue from the first of the new
month.
38.2.3
Summary
The total amount for that invoice will be reflected.
Click on the print button to print invoice.
39.1.1
Utilities-Month-End Branch Clear
You will be prompted to check that no Branches are
using the system before you continue. Click the yes button to continue.
39.1.2
Click on the update button to commence the update.
40.1.1
You must be careful before you do a month end update,
as it is possible to destroy your database if you are not the only one using
this program at this time. Please check that everyone else is out of the
program before doing a Month end update.
This is a very important part of the program, the
delete transactions text box shows a Date. This date will automatically change
to keep 5 years worth of data as required by law. If you wish to keep less
Data, you may change the date at your own risk.
The Financial Year End check box may only be checked
at the end of the year as our program will clear all the Year to Date Category
and Plant Turnover figures. This transfers all the
current data to history then deletes the current data, thus resetting your database
for the New Year. It is important that you do your Back ups regularly,
especially before your year-end. You must take down any figures or re print any
reports you need as once this Update is executed your data will not be
available to work with anymore. You will be prompted to clear the branches
before you continue. Click on the update button to update.
41.1.1
In this form you would set your Password and Username,
the workstation name,
42.1.1
It is advised that you get assistance from a senior employee from Dimension Computing before changing or altering these Settings. Here is where you would enter your company name and address in the text boxes provided, what you enter here will be displayed in the Heading of your Reports and Invoices.
42.1.2
Contract Defaults
Change the relevant information and click the Update
button to conclude the update.
42.1.3
Other
Here you must specify whether you want to use this
system with branches, if so the checkbox must be checked. Update to save your
settings.
42.1.4
Branches
Enter the relevant information and click on the update
button to conclude the update.
43.1.1
In this Program you can backup your database daily to
the specified folder you have created in the system parameters - Company Name
Tab. Click the Backup button to conclude the Backup.
43.1.1
This module allows you to restore your database as at
your last Backup. Be careful, you cannot undo a restore once it has been
executed.
44.1.1
Sort for a particular error by selecting
the relevant Sort Order.
Click on the Print Log Button to print the error or Click on the clear Log to delete
all records. Click on the OK button to exit.
45.1.1
Here you will choose which Database you wish to repair
by selecting the Local or Main database radio buttons and Update. This should be
done directly after month end.
46.1.1
In the Enter Quote module you would make out a repair
quote for a customer by entering an account or cash to start, and then fill in
the Rep code, the addresses if this is not an account customer and the contact
numbers. You will then choose the related Plant code and Description then fill
in the Reason for the repair in the space provided and press the Details
button.
46.1.2
Enter Quotes
In this grid you will enter the quantity and codes of
the parts needed to repair the Plant item and Update to see what the value of
the repair is.
47.1.1
In the delete quote module you are able to delete Workshop
quotes that have not been accepted. By pressing the Details button you may view
the details of the quote and if this is the one you wish to erase then you can
press Delete.
48.1.1
You would open this Enquiry to view all the current
quotes your company has made, this makes things easy when trying to find an
existing job quote when the client accepts the quote and requests the Plant
item to be fixed.
49.1.1
In this program you will find the quote number in the
Quote No. drop down list and make it an official job by entering a reason and
plant serial number for the repair and then click the Detail button, this asks
you if you would like to create a workshop job. If you click the Details button
you will be taken to the following screen below. Jobs can be based on a quote
or entered randomly.
Workshop-Complete Job
Once the job is complete and the plant repaired, you can
complete and close off this job by invoicing your customer, to do this you need
to select the job number from the Job No. drop down list then click the
complete button. The program will ask you whether you want to print out the
invoice. You can check all the repair details before you press the complete
button by pressing the Details button first.
51.1.1
This is a detailed enquiry of all the jobs your
company is dealing with at the time of selecting this enquiry. It includes all the
Clients details, description of plant being repaired, and the rep who made the
transaction, whether the job has been completed or not, the quote number job
number and job date.
52.1.1
Here you can select a job number that you want to
delete, view the details of the repair then if you wish to delete this repair
you may do so by clicking the Delete button. This will erase the repair
transaction from the workshop job database but will not erase the original
quote for the specific job.
Back to
Dimension Computing Webpage
Use
the below Hyperlinks as a short-cut to what you are looking for
Point your mouse pointer over
the Hyperlink and press the Ctrl button and Click your left mouse button at the
same time.
|
EASY STEPS TO |
THE DEBTORS MANUAL |
|
How do I Add and delete
customers |
How do I enter payments |
|
How do I add a delivery address to my customer
profile |
How do I make a payment
reversal |
|
How do I add or delete rep
codes |
How do I enter a debit
journal |
|
How do I enter and delete
sales analysis codes |
How do I enter a credit
journal |
|
How do I take on new balances |
How
do I enter manual invoices |
|
How do make enquiries for – Detailed Account Transactions, Balance Enquiry, Charge
Account , Delivery Account, Sales Analysis, Sales
Order, Stock, Rep
Summary Turnover, Rep Detailed
Turnover |
How do I print a report for-Age Analysis, Names and
Addresses, Outstanding Balances, Turnover, Delivery
Accounts, Summary of Sales Analysis, Summary of Invoices and Credit Notes, Rep Turnover, Stock |
|
How do I print invoices |
How do I enter manual credit
notes |
Once the Hyperlink has taken you to the page you are looking
for, Press the Ctrl and Home button at the same time to bring you back to this page
|
EASY STEPS TO |
THE DEBTORS MANUAL |
|
How do I print sales orders |
How do I enter a user name |
|
How do I complete a sales
order |
How do I check balances |
|
How do I delete sales orders |
How do I set up my system parameters |
|
How do I print an Audit trail |
How do I back up Data |
|
How do I re-print an invoice |
How do I restore the database |
|
How do I print debtors statements |
How do I view an error log |
|
How do I do a month end update |
How do I repair the database |
|
How do I copy files to excel |
How
do I enter sales orders |
|
How do I make and print credit notes |
|
1.1.1
Click on the Add button and enter your customer
details. The sort name must be entered without any spaces. Click the OK button to
conclude the entry. Should you wish to delete a certain customer, select the
customer and click on the Delete button.
2.1.1
Click on the Add button to add a new delivery address
and enter in the relevant details and click on the OK button to conclude the
entry.
3.1.1
Click on the Add button and enter the details of
your new rep. Should you want to delete a particular rep then select the rep
and click on the delete button and then click on the OK button to conclude the
entry.
4.1.1
Click on the Add button to add new sales analysis
codes for each of your ledger accounts. Should you want to delete a particular
sales analysis code then select the code and click on the delete button and
click on the OK button to confirm the entry.
5.1.1
Enter in the new balances and click on the OK button.
In this part of the program you will notice that if you have made transactions,
the program warns you that you may only amend the Ageing for these accounts.
6.1.1
Enquiries-Detailed
Account Transactions Enquiry
In this screen you can view all the transactions for
all accounts. You can view the Memo attached to each transaction, the balances,
the Detail and Print all the transactions with regards to the account selected.
7.1.1
In this Enquiry you can view the Balances for all
Clients their Current, 30, 60, 90 and 120 days status respectively.
8.1.1
Enquiries-Charge
Account Enquiry
Here is a helpful Enquiry for you to view all your Charge
Accounts. You can see their Details, payments, Date last payment was made,
their Vat numbers and Contact names.
In this Delivery account enquiry you may view a list
of all your Delivery addresses and their sortname.
10.1.1
Enquiries-Sales
Analysis Enquiry
In this Enquiry you can view your Analysis Codes and
their Description with Turnovers for Month and Year to date, you can also view the
Cost for Month and Year to dates as well.
11.1.1
In the Grid above (top) you can see your sales
orders whether they are complete or not, who the sale was to, a description of
what was ordered, who ordered it, the date it is required, the contact name,
the Client Account number and their Vat number.
In the Grid above (bottom) you can view the Code of
the Item sold, it’s description, quantity sold, the
Sell price of each unit, the total sell price, discount given and the cost of
each unit/item.
If you click the Totals Button a frame labelled
Totals will appear in the middle of your Grid. In this frame you see the Cost,
Sell and Net for Overall Totals and Outstanding Totals.
You can also use our Sort and Show Orders Radio
Buttons, here you will dot the radio button to sort the information in the
order required, or you may show orders for Current, Complete or orders in
History.
12.1.1
In the Stock enquiry you will be able to view all
stock items, their description and quantities thereof, the cost and all other
details pertaining to the stock items.
13.1.1
Enquiries-Rep Summary Turnover Enquiry
Rep summary shows a quick summary of the turnover
generated by each employee. It shows the Net profit and GP percentage. You need
to fill in the dates you require rep turnover from, to do this you need to fill
in the Start and End Dates for the Period you are interested in then click the
Re-Calculate button.
14.1.1
Enquiries-Rep Detailed Turnover Enquiry
Rep detailed shows a detailed version of turnover
generated by each employee. It shows the Client Name and Account number, the
amount paid, Net profit and GP percentage and Tax. To enquire
about a specific Reps performance, you first need to select the Rep you wish to
enquire about, then you need to fill in the Start and End Dates for the Period
you are interested in and click the Re-Calculate button. Now you will see a detailed account of all
the transactions that has involved this Rep. You can also see the invoice
details by “Double Clicking” on the Row or Cell you wish to know more about eg. Map Industries CC. The grid will change and only show
the applicable information regarding the Row you “Double Clicked” on. To return
to the Rep transactions grid, you must “Double Click” anywhere inside the
current showing grid.
15.1.1
Select the customer you wish to invoice and enter your
reference number and your customers reference number
and click on the detailed button.
Enter 1 in the stock code column and press enter.
This will allow you to scroll through your stock lookup menu. Click on the
enter button to select a stock item and enter the quantity you are selling an the price and discount.
Click on the Print button to conclude and print the
invoice. You will then be prompt to print a delivery note.
16.1.1
Select a customer and enter your reference and the
customer reference then click on the details button.
Enter the stock code if you know it or enter 1 and
then press the Enter button. This will bring up the stock lookup code. Select
the item that you want and click on the OK button. Enter the quantity, price
and discount if needed then click on the print button to conclude and print the
credit note. Click on the ageing button to see what the ageing is on that
particular customer.
17.1.1
Select your customer and enter the Reference,
payment amount and discount if necessary then click the Ok button to conclude
the payment.
18.1.1
Transactions-Enter Payment Reversals
Select your customer and enter the Reference,
payment amount then click the Ok button to update.
19.1.1
Transactions-Enter Debit Journals
Here is where you would enter your debit journal, Enter the reference and debit amount and click Ok to
conclude the entry.
20.1.1
Transactions-Enter Credit Journals
Here is where you would enter your credit journal,
Enter the reference and credit amount and click Ok to conclude the entry.
21.1.1
Transactions-Enter Manual Invoices
Select your a customer and use the Rep drop down list
to specify the person dealing with this Invoice, fill in the reference, the
amount then enter an analysis code and amount. Once this is done, you can click
the Ok button to conclude the entry.
22.1.1
Transactions-Enter Manual Credit Notes
Select your a customer and use the Rep drop down
list to specify the person dealing with this Invoice, fill in the reference,
the amount then enter an analysis code and amount. Once this is done, you can
click the Ok button to conclude the entry.
23.1.1
An order number will
automatically be assigned. Select the rep, the date required and a description.
Select your customer and enter the number of items required and your client
contact and order number. Click on the Details button.
Enter the stock code if you know it or enter 1 and
the enter button to bring up the Stock Lookup menu. Select the stock item that
you want and press enter. Enter the quantity, price and discount if needed and
click on the update button to conclude the entry. Should you want to delete a
line, highlight the line and click on the Delete button.
24.1.1
Select the order you want to print and click on the
Print button.
25.1.1
Select the order which you wish to complete and
click on the complete button.
26.1.1
Select the sales order you want to delete and click
on the delete button
27.1.1
In this screen you may select which type of
transaction you wish to print, use the sort selection and batches radio buttons
to specify the criteria you wish to print.
28.1.1
Reports-Age Analysis-Positive Balances
Print reports for positive
balances by name and account number.
Reports-Age Analysis-Negative Balances
Print reports for negative balances by name and
account number.
Print reports for Balances both
negative and positive by name and account number.
This is a detailed age analysis report showing the
Balance, Current, 30, 60, 90, 120 days totals per client their phone numbers and
contact names.
In this report you can view all your Clients Account
numbers, Names and Addresses.
In this report you will able to view all your
Clients Contact Details and Vat No.
In this report you can view all outstanding balances
and last payment date by name and account number.
In this report you can view turnover for all clients
sorted by name and account number.
View your turnover reports by Turnover Month to
date, Year to date and life to date.
View delivery accounts by
delivery name, delivery account, account name and by
account.
View all current and completed orders.
View all existing sales analysis codes and their
related monthly sales.
View all Branch sales analysis
codes and their monthly sales.
Orders-Detailed Sales Analysis
In this report you can view the sales analysis
totals in Detail, sorted by Analysis Code order.
View the Debtors Invoices summarised.
View all the details of Credit Notes issued.
View the Rep turnover totals summarised.
View the Rep turnover totals in Detail.
Orders-Rep Turnover-Detailed one per page
View the Rep turnover totals, detailed one per page.
View a summarised Stock report.
29.1.1
Select a customer and the invoice number you wish to
print and click on the print button.
30.1.1
Orders-Print Debtors
Statements
Select the customer using either the Number or Sort name
Drop down lists then select whether you wish to print all or one statement,
enter the Date you wish the statement for and click on the print button.
31.1.1
Utilities-Month End Update
Every Month you need to do a month end update, just
open this screen and click the update button if you are doing a Financial year
end make sure you Check the Financial Year End Check box before clicking
update.
32.1.1
Type the Name of the User next to User Name then
click the OK button.
33.1.1
34.1.1
Utilities-Setup Parameters
On the Company Name Tab you must enter your company
name, a short name and the company’s address. You may also add some Default messages
for your Invoices and Statements. Click the Update button to save the settings.
On the Invoices & Statements Tab, enter your
Statement and Invoice default settings like the default printer and the number
of decimal places on the invoice quantities. You may also check the relevant
check boxes according to your company rules.
On the Vat & Passwords Tab, enter the Company
Vat registration number, check where the company is
registered for Vat and whether to include Vat in the selling price when
printing invoices. Enter the Normal Password then click the Update button to
save the settings before you click Close.
35.1.1
Click on the Backup button to create a backup.
36.1.1
Once you click the Restore
button, you will lose all Information entered between the time you last backed
up and now. Click on the Restore button to return the information back to the
last time you backed up.
37.1.1
Utilities-View Error Log
View a Log of all Errors and the User at the time.
38.1.1
Utilities-Repair Database
If you are experiencing trouble with your program
and it’s not doing what it has done previously you may Repair the Database,
please make sure you are the only person using the System when attempting to
Repair the Database as it will corrupt the database.
39.1.1
Utilities-Copying files to Excel
Select the file you want to copy and click on the
Copy button
Back to
Dimension Computing Webpage
Use
the below Hyperlinks as a short-cut to what you are looking for
Point your mouse pointer over the
Hyperlink and press the Ctrl button and Click your left mouse button at the
same time.
|
EASY STEPS TO |
THE CREDITORS MANUAL |
|
How do I enter and delete creditors accounts |
How do I enter Invoices |
|
How do I enter and delete Rep codes |
How do I enter credit notes |
|
How do I enter or delete purchase analysis
codes |
How do I make part payment |
|
How do I take on balances |
How do I enter Orders |
|
How do I make Enquiries for-Account Transactions, Account
Detail, Account Balances, Purchase Analysis, Purchase
Orders, Stock Codes, |
How do I print reports for-Transaction
Audit Trail, Age Analysis, Names and Addresses, Outstanding Balances, Turnover,
Orders, Outstanding
Orders, Purchase Analysis, Creditors Ledger, Banking
Details |
|
How do I make a transaction payment |
How do I receive Orders |
|
How do I enter a Debit Journal |
How do I print Orders |
|
How do I enter a Credit Journal |
How do I complete an Order |
Once
the Hyperlink has taken you to the page you are looking for, Press the Ctrl and
Home button at the same time to bring you back to this page
|
EASY STEPS TO |
THE CREDITORS MANUAL |
|
How do I delete an Order |
How do I view an error log |
|
How do I do my month end Update |
How do I repair the database |
|
How do I set User Names |
How do I copy files to excel |
|
How do I check Balances |
How do I update vat numbers |
|
How do I set up my system parameters |
|
1.1.1
To enter new creditors accounts,
click on the add button and enter the relevant information and then click on the
OK button to conclude the entry. Should you wish to delete a particular
customer then select the customer and click on the delete Button.
2.1.1
Click on the add button to add a new
rep and click the OK button to conclude the entry. Should you want to delete a
particular rep then select the rep and click on the delete button.
3.1.1
Enter, delete or amend purchase
analysis codes, the description and the Ledger account number.
4.1.1
Amend or add new balances and click
on the OK button.
5.1.1
Enquiries-Account Transactions
View any transaction or notes made by
a particular customer. Select the customer and click on the Memo or
Transactions button.
6.1.1
View all accounts in your Creditors Database, you can also sort your accounts into Account
number or client name order for example by clicking on the column heading.
7.1.1
View the current, 30, 60, 90 and 120
days account balances. You can also see the contact details, brought forward
balances, the last payment date and last payment amounts paid.
8.1.1
View the purchase codes and description.
You can view the Month and Year to Date amounts and which ledger account they
belong to.
9.1.1
View all current, complete and
historical orders made, your accounts can be sorted by order number or supplier
name. At any time you can view the Overall and Outstanding Totals for your
Creditors accounts by clicking on the Totals button.
10.1.1
View all the codes of all the stock
in your database.
11.1.1
You are able to make payments against
the balance whether it’s at 120, 90, 60, 30 days or current. You must fill in
the date, reference, the amount and the description then click the OK button to
save the transaction. You will notice, all the payments you have entered will
be added together, totalled and displayed in the module heading next to Enter
Payments after you have clicked the OK button.
12.1.1
Select the
customer and enter the reference number, the debit amount and click on the OK
button.
13.1.1
Select the
customer and enter the reference number, the Credit amount and click on the OK
button.
14.1.1
Select your supplier and enter your
invoices for the items purchased. You need to enter the date, reference,
amount, order number, description then you will be taken to the grid where you
must enter the analysis code the analysis description and the amount excluding
vat. Once this has been done it is good practice to enter the vat portion of
that particular invoice into the selected Analysis code for vat.
15.1.1
Transactions-Enter Credit Notes
Select your supplier and your
invoices for crediting. You need to enter the date, reference, amount, order
number, description then you will be taken to the grid where you must enter the
analysis code the analysis description and the amount excluding vat.
16.1.1
Transactions-Remittance Enquiry
Select the supplier and view all
transactions. Click on the memo button to make a note against that particular
transaction. Click on the Make Payment button to make payment or part payment.
17.1.1
An order number will automatically be
generated. Enter a description and select your supplier and supplier contact
and click on the detail button.
In this grid you type in Enter the
stock code of the item you wish to order and the quantity. Once your order is
complete you click the Update button to conclude your order.
18.1.1
The Receive Order module is the where
you register the received stock you previously ordered. If you click the Detail
button you are taken to the received grid as shown below.
Enter the quantity of the stock items
received, fill in the Invoice number then click the Update button to receive
the order.
19.1.1
Select which orders you wish to print
by selecting the desired radio button. Click on the Print button once you have
selected the Order you wish to print.
20.1.1
Once your order has been received and
completed, select the order number and click on the complete button. Click on
the detail button to view the description of that particular order.
21.1.1
Select the order you want to delete
and click on the delete button. Click on the detail button to view the details
of the order.
22.1.1
Reports-Transaction Audit Trail
Select the transaction you want to
print and select the sort selection and click on the print button.
23.1.1
Reports-Age Analysis-positive balances
View all positive
balances by name or account.
View all the names and addresses of
all your clients in your database.
Reports-Detail
View the details of all your Accounts
in your database including Contact names & numbers, Clients fax numbers,
email addresses and vat numbers.
View all clients with outstanding
balances. This includes their last payment amount and date paid plus their
contact telephone numbers. There is also a Total Outstanding Balance for all
accounts.
View your turnover for each client
individually. You can view this report by Name, by Account or by Turnover.
Reports-Turnover-Turnover
View your
turnover by turnover, month, Year and life to date.
The Detailed Orders Report shows all
orders in detail including the Order number from the client their details, the
contact name and number. It also shows the date the order was placed and when
it is required.
Reports-Orders-Outstanding
Select one or all accounts in the
print options frame, if you select one account you must find the specific
account you wish to view in the account details frame and click the print
button. If the all accounts radio button is selected, then all the accounts with
outstanding orders will be printed.
Reports-Summary Purchase Analysis
The Summary Purchase
Analysis report gives a summarised analysis for the month and years purchases
per General Ledger account.
Reports-Detailed Purchase Analysis
View a transaction by
transaction detailed description of each purchase. You will see the Client
Account Number, the invoice numbers and the amounts paid. You can print this
report out by purchase Analysis Code or client Account number.
Select the one or
all accounts and then select balances options and report type and click on the
print button.
View banking
details of all clients in your database including Client Account Numbers and
Names.
24.1.1
Utilities-Month End Update
Every Month you need to do
a month end update, just open this module and click the Update button. If you
are doing a financial year-end make sure you check the Financial Year End
check-box before clicking the Update button.
25.1.1
Enter the user name and
the directories and click on the OK button to conclude the entry.
26.1.1
Utilities-Check Balances
View all balance of
transactions. Click on all the update buttons to update the analysis and the orders.
Click on the check for duplicates button to check for duplications. Click on
the print button to print.
27.1.1
Utilities-Setup Parameters
Enter your company details
on the Company Name Tab and the company’s address. You may also add some Default
messages for your Invoices and Statements. Click the Update button to save the
settings.
Enter your default note
numbers, discount analysis codes and number of decimal places for the invoice quantities
on the Purchase Orders Tab. You must also check the Use Stock System check box
if you want to link the Dimension Stock System to the Dimension Creditors
System.
Enter the Company Vat
registration number, check the check box if your company is registered for Vat.
Enter the
28.1.1
Select you supplier and enter
the vat number and then click on the Update button.
29.1.1
Utilities-View Error Log
View a Log of all Errors
and the User and the time.
30.1.1
Utilities-Repair Database
Select the database you
want to repair and make sure that no one else is using the system as it may
corrupt the database and then click on the Update button.
31.1.1
Utilities-Copying files to
Excel
Enter the file that you
want to copy to excel and click on the copy button.
Back to
Dimension Computing Webpage
Use
the below Hyperlinks as a short-cut to what you are looking for
Point your mouse pointer
over the Hyperlink and press the Ctrl button and Click your left mouse button
at the same time.
|
EASY STEPS TO |
THE STOCK MANUAL |
|
How do I enter stock codes |
How do I enter departments |
|
How do I copy stock codes and parts |
How do I do my month end
update |
|
How do I enter transactions |
How do I enter a User name |
|
How
do I enter parts |
How do I set up my system
parameters |
|
How do I create products |
How
do I view my error log |
|
How do I enter stock take |
How do I repair my database |
|
How do make enquiries for-Stock Codes, Transactions,
Parts, Amend
Analysis Codes |
How do I copy files to excel |
|
How do I print reports for-Price Lists, Stock, Slow Moving Items, Stock
Take, Stock Exception, Audit Trail, Stock and
Parts, Departments, Stock Labels |
|
Once the Hyperlink has taken you to the page you are looking
for, Press the Ctrl and Home button at the same time to bring you back to this
page
1.1.1
Click the Add button and enter the stock
code, the description then the unit, the Department the item belongs to, the
Supplier code, the Debtors and Creditors Analysis codes. You must fill in the
Cost and Average Cost, the Sell Price of the stock item its Mark up Percentage
and the Minimum level required for your stock levels. Click the Update button
to conclude the entry.
2.1.1
Create another stock code and Description exactly the same
as the one you have but you must change the code slightly to make it unique for
example: You have Fruit in stock. But you have many different types of fruit.
So to make them unique in their own way, you must name them uniquely e.g. FruitO for
3.1.1
Select a stock code and transaction type to replenish
sold stock, receive new stock or sell stock to a client (see the Transaction
Type Combo box). You would use this module to maintain your stock if you are
not using the Dimension Creditors system which would update the Stock system
automatically. Click on the update button to conclude the entry.
4.1.1
Enter
parts that make up a Stock Code with its description for example: Bicycle Wheel
has a Hub, a set of Spokes and Rim therefore when we talk about a Bicycle Wheel
these 3 parts are assumed to be part of it. In this module you can select a
stock item then add part codes to it, using part codes and specifying the
quantity of parts included. If we have two Bicycle wheels then the program will
know there will be 2Hubs, 2sets spokes and 2Rims to account for.
5.1.1
Select a Stock code from the combo box. Enter the
reference and the Quantity you wish to make up. This will remove the specific
stock items that make up the Stock code specified in the Combo box from your
current Stock. Click the update button to conclude the entry.
6.1.1
Enter all quantities into the rows in the grid. Making
sure to put all quantities in the rows provided, otherwise when you update the
quantity it will save the number showing in the Stock take column. Click on the
clear quantity to clear the numbers you have entered into the stock take
column. Once you have entered the correct stock take figures click on the
update quantity to conclude the stock take.
7.1.1
Click on the Add button
and enter the department you want with the description and click on the OK
button to conclude the entry. Should you want to delete a particular department
the select the department and click on the delete button and click the OK
button to conclude the entry.
8.1.1
View all stock codes, what department it belongs to,
the description, quantity on hand and the selling price. Which supplier you
bought it from, the date it was last sold and the mark up of the item.
9.1.1
View all transactions regarding your stock and click
on the print button to get a printout.
10.1.1
View individual Stock Items and the parts
which make them up.
11.1.1
Enquiries-Amend
Analysis Codes
Change the Analysis codes for your Debtors or
Creditors. Click on the Close Button to conclude the entry.
12.1.1
Reports-Price
List-By Stock Code
View a report on the Price of your Stock item and how
many you have on hand and how much you have on order. This report is printed by
Stock Code .
Reports-Price List-By Dept Code
View a report on the Price of your Stock items and how
many you have on hand and much you have on order. This report is printed by
Dept. Code .
Reports-Basic Data-By
Stock Code
View your stock in detail how much you have available,
it’s cost and last cost when you purchased this stock. It shows how many have
been sold and what you sell it for. This report is printed by Stock Code.
Reports-Basic Data-By Dept Code
View your stock in detail and how much you have
available, its cost and last cost when you purchased this stock. It shows how
many have been sold and what you sell it for. This report is printed by Dept
Code.
Reports-Stock Valuation-By Stock Code
View
your stock and its value, it also gives you a Total Replacement amount at Cost
and Total average Cost plus the Total sell amount. This report is printed by
Stock Code
Reports-Stock Valuation-By Dept Code
View your stock and its value, it also gives you a Total
Replacement amount at Cost and Total average Cost plus the Total sell amount.
This report is printed by Dept Code
Reports-Stock Valuation-By Supplier
View your stock and its value, it also gives you a
Total Replacement amount at Cost and Total average Cost plus the Total sell
amount. This report is printed by Supplier Code
Reports-Stock Re-Order-All Suppliers
View which supplier you ordered specific stock items
from. This report is printed with All Suppliers.
Reports-Stock Re-Order-One Supplier
View which supplier you ordered specific stock items
from. This report is printed with stock items from One Supplier only.
Reports-Stock Sales-By Stock Code
View your profit from stock sales. This report is
printed by Stock code.
Reports-Stock Sales-By Dept Code
View your profit from stock sales. This report is
printed by Dept code.
Reports-Stock Sales-By Debtors Code-All Debtors
View your profit from stock sales. This report shows
All Debtors and is printed by Debtors code order.
Reports-Stock Sales-By Debtors Code-One per Page
View your profit from stock sales. This report shows
One Debtor per Page and is printed by Debtors code order.
Reports-Stock Receipts-By Stock Code
View your receipts in Stock code order.
Reports-Stock Receipts-By Dept. Code
View your receipts in Dept. code order.
Reports-Stock Receipts-By Creditors Code-All Creditors
View all your Creditor receipts.
Reports-Stock Receipts-By Creditors Code-One per Page
View One Creditors receipts Per Page.
Reports-Slow Moving Items-By Stock Code
View your slow moving stock items by Stock
Code.
Reports-Slow Moving Items-By Dept Code
View the slow moving stock items by Dept. Code.
Reports-Slow Moving Items-By Last Date Sold Code
View your slow moving stock items by last date sold
code.
Reports-Stock
Take-with Quantities
Print out a stock take form with quantities.
Reports-Stock Take-without Quantities
Print out a stock take form without quantities.
Reports-Stock Exception-By Stock Code
View all discrepancies in the stock between what was counted
and what is currently
in the database and is ordered by Stock code.
Reports-Stock Exception-By Dept Code
View all discrepancies in the stock between what was
counted and what is currently in the database and is ordered by Dept code.
Reports-Audit
Trail-Receipts & Sales
View all the stock receipts and sales.
Reports-Audit Trail-All Transactions
View all transactions regarding stock.
View all parts that make up a stock item and will show
all stock items.
Reports-Stock Parts-One per Page
View all parts that make up a stock item and will show
one stock item per page.
View all the stock departments in your company.
13.1.1
Print labels for your stock Items. In this module you can select the sort
order you wish the Labels printed in for example: by Department or by Stock
Code. The first stock code and description is where you want to start printing
from and the second is where you want to stop printing.
14.1.1
Utilities-Month End Update
Every Month you need to do a month end update, just
open this module and click the Update button. If you are doing a financial
year-end make sure you check the Financial Year End check-box before clicking the
Update button. The Delete Transactions Before text box stores a date and any
transactions before this date are erased permanently so that you will keep a
maximum of 5 years transactions as required by law.
15.1.1
Utilities-Username and Database Directory
Type the Name of the User next to User Name then
click the OK button to conclude the entry.
16.1.1
Utilities-Setup Parameters
On the Company Name Tab you must enter your company
name, a short name and the company’s address.
On the Vat & Passwords Tab, check the check box
if your company’s stock selling price is Vat Inclusive and what the vat
percentage is. Enter the
17.1.1
View a Log of all Errors and the User at the time.
18.1.1
Utilities-Repair Database
If you are experiencing trouble with your program and
it’s not doing what it has done previously you may Repair the Database. NB: Please make sure you are the only person using the System
when attempting to Repair the Database as it could corrupt the database.
19.1.1
This is used to Copy all files to an Excel format.
Back to
Dimension Computing Webpage
Use
the below Hyperlinks as a short-cut to what you are looking for
Point your mouse pointer over
the Hyperlink and press the Ctrl button and Click your left mouse button at the
same time.
|
EASY STEPS TO |
THE SALARIES MANUAL |
|
How do I choose a client |
How do I calculate site tax for my employees |
|
How do I set a user name |
How do I make a copy of a client |
|
How do I set pay periods |
How do I |
|
Where do I change my system parameters |
|
|
Where do I view earnings and deductions |
How do I |
|
How do I amend year to date totals |
How do I |
|
How do I make a backup |
How do I |
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How do I restore my database |
How do I set the tax year dates |
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How do I set my final pay periods |
How do I |
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EASY STEPS TO |
THE SALARIES MANUAL |
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How do I |
Final pay Period |
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How do I enter |
How do I copy a client |
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How do I enter tax codes |
How do I enter |
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How do I enter loans |
How do I add or delete |
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How do I update |
Normal Pay run Options Pay Slips and Reports |
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How do I enter bonuses |
How
do I make enquiries for-Bonus , MTD Total, Department,
Department Totals, Loan, Adjustment,
Pay Slip, Employees |
1.1.1
Click on the new button and enter the employees details in and click on the update button. Should you wish to delete a particular employee, select the employee and click on the delete button.
2.1.1
File-Enter
Departments
Click on the add button and enter the new
department and then click on the update button to conclude the entry. Should
you want to delete a certain department then select the particular department
and click on the delete button.
3.1.1
Click on the add button and enter
the new tax code then click pon the update button. Should
you want to delete a tax code, select the tax code and then click on the delete
button.
4.1.1
Enter Employee
Deduction Adjustments
Click on
the add button and enter the
5.1.1
File-Enter
Hours Worked
7.1.1
8.1.1
9.1.1
10.1.1
11.1.1
12.1.1
13.1.1
14.1.1
15.1.1
16.1.1
17.1.1
18.1.1
Enquiries-Department Totals
Enquiry
19.1.1
EFTS-Account
Setup Enquiry
20.1.1
EFTS-Payment
Enquiry
21.1.1
EFTS Create
File
22.1.1
EFTS Header
Setup
23.1.1
Reports-Print
Absence Reports
24.1.1
Reports-Department
Totals
25.1.1
Reports-Employee
Totals
26.1.1
Reports-PAYE
and UIF Totals
27.1.1
Reports-Period
Reports
28.1.1
Reports-Print
Labels
1.1.1
Reports-Final Pay period Settings
The IRP5 and IT3A's are finalized at the End of the
Year after the Final Pay Period. It is essential that the Final Pay Period Flag
be checked on the Set Pay Period Module as this will zero any Site Tax
Adjustments that need to be made.
2.1.1
Before calculating IRP5's and IT3A's, we need to do a Site
Tax Report and ensure that our taxes Adjustments’ are zero. Select Site Tax
Calculation from the Utilities menu. You may only calculate Site Tax after
Finalization has been done in any pay period. (See Enter Hours for Help on
Finalization). Always Calculate Site Tax before printing.
3.1.1
If the Site Tax Report Over and under are Not Zero,
then we need to amend the Year to date Totals, to make the Site Tax Report
balance. On the Utilities Menu, Choose Amend Year Totals.
Select the Employee concerned and Click on the Totals
Tab.
Adjust the Tax Figure by Adding or Subtracting the
Site Tax Over / Under Amount to make the Site Tax report balance back to Zero. The
Net Pay will be adjusted automatically. The Adjustments that are being made
need to be corrected with the employees. If an employee has overpaid Tax then
we need to reimburse the Tax that they have overpaid and alternatively, if the
employee has underpaid then we need to get the money from the employees. This
can be done by adding Earnings or Deduction tabs for Tax overpaid and Tax
underpaid (See Help on Earning and Deduction Codes).
Recalculate and reprint the Site Tax Report and make
sure the Tax Adjustments are zero.
4.1.1
Before Calculating the IRP5 and IT3A's, we need to
make sure that our earnings and deductions have been allocated to the correct
Receiver of revenues Tax Codes. On the File menu, select Earnings and
Deductions.
Under the Tax Code Field for Each Earning and
Deduction, Select the Receiver of Revenue appropriate Tax Code. If you don’t
know the Tax Code Number then press Enter to get a
list of Tax Codes.
You need to ensure that ALL Earning Codes have a Tax
code, that ALL Hourly Earning Codes and the required Deductions have a
Receiver's Tax Code. Click on Each Tab and Select the correct Earning Code as
depicted.
5.1.1
Utilities-Create IRP5’s or IT3A’s
Select IRP5’s and IT3A’s from the Utilities Menu
The Last IRP5/IT3A Number should be set to Zero for
each year. The only time we change this number is when we have a Salary and
Wages that need to be submitted for the same company. You would then set the Last
IRP5/IT3A Number for the Wages to 00000000 and the Salaries would be the last
Number from the Wages. You would need to calculate the Wages before calculating
the Salaries in this scenario so you would know the last Wage IRP5 No. Please
note that IRP5 and IT3A Numbers are one consecutive number.
Fill out your Address and Contact Details.
File generation No should be Set to 1. To start.
Tax year should be the year that the Last Pay period
falls in.
Set the Test or Live Field to Test as shown.
The Site Tax Threshold can be found in your Tax books
by looking at the maximum Site. Tax paid in the Annual table for higher income
earners.
Select the order of your Employee Names. Press the
Calculate Button to Create the Tax IRP5 and Tax IT3A’s. Once Calculated, Choose
the Print Exception Button
The Print Exception Button would give you a list of
any incorrect or unmatched entries on the IRP5’s. If you encounter a list of
Errors, then you need to go to the Employee master and correct these errors.
Common faults include unmatched ID numbers and Date of Births. No Address for
Employees. We correct the errors on the Employee Account as when we need to do
IRP5’s next Year, the errors would be corrected. Once all errors have been
corrected, recalculate the IRP5 and IT3a forms again by repeating the above
process. You will notice that the computer now remembers the information you
typed initially.
Utilities-Update IRP5’s or IT3A’s
You now want to check that the IRP5 and IT3A
certificate data is correct and amend any discrepancies. You can either Print a
physical Copy of the IRP5 or IT3a and check all of them and then correct
anything if required, or you can look at them on the screen and correct them at
the same time.
To Print the IRP5 and IT3A Certificates, Select the IRP5 Certificates (All) radio Button
and click on Print (This shows the IRP5’s on the Screen. See how to print from
To Edit or Change IRP5 data, Select Update
IRP5 or IT3A from the Utilities menu.
You can amend any of the Details Shown Above or
alternatively select the Earnings and Deductions Tab and Update the
Remuneration Details.
The Remuneration Codes and or Remuneration Totals may
be amended. Additional Remuneration Codes may be added by pressing enter in the
Tax Code column. Alternatively, Tax Codes may be removed by making the Amount
column zero.
In theory, you should not have to change any of the
IRP5 Data however this is rarely a reality when attempting to submit IRP5 and
IT3a Data. It is for this reason that you are allowed to amend the certificates
however you need to be warned that you should not amend any figures unless you
are sure that what you are doing is correct or you have received a list of
Errors from the receiver telling you that there are errors that need to be
corrected.
7.1.1
Submit Text File to the Receiver
Once you have finished updating/Amending the Certificate
Data. We create a text File to be submitted to the Receiver of Revenue. The
Receiver has a specific format in which these files need to be submitted and
they have checks to see that the Total remunerations balance. You are allowed
only 3 “LIVE” submissions so it is recommended that all submissions to the
receiver are in the “TEST” format. Once
the Receiver has approved your test submission we then amend the indicator to
show “LIVE” and resubmit the file.
To Create a Text file for the receiver, Select IRP5’s
and IT3A’s from the Utilities Menu
And press the Create Button. A text file that has the
following naming convention will be created in your Salary or Wages Folder.
“Company Name - Tax year – Salary or Wages – IRP5.last
2 Digits of Tax year”
An Example of this would be:
“DIMENSION COMPUTING 2003 WAGES IRP5.03”
When submitting the Text file to the Receiver you need
to copy this file to a removable disc and take it to the receiver of Revenue
for submission. Alternatively you can attempt to email this file to the
receiver should you have an email address to send it to.
Once submitted you will either receive a “Submission
Successful” or a “Submission Rejected” report. Should the submission be
rejected, you need to load the Update
IRP5 or IT3A from the Utilities menu and amend the details as required. If
the submission is successful, you should then Select IRP5’s and IT3A’s from the
Utilities Menu and change the Test indicator to “LIVE” create the File and
resubmit the File. It is recommended that you do not email the live submission
but rather take it to the receiver on a removable medium.
8.1.1
The Tax tables may be updated either once the Budget
has been announced or you can wait until the Budget has been accepted and finalized.
To Update the Tax rates, on the File Menu Select Tax Rates.
Copy the Figures from the Budget or the Latest Tax
Book Front Page into this form.
If you change the tax Rates during the coarse of the year
and not before the first Pay Period, then you can adjust the employees
remuneration correcting the tax Adjustment by marking the Zero Site Tax
Adjustment Check Box on the Set Pay Period module.
9.1.1
The Year End Procedures is simply a case of Copying
the Existing Wages or Salary Systems, Clearing the Year to Date Totals in the
new system, Deleting Resigned Employees and configuring the new Tax Periods
Dates.
To Copy the Existing System, Close the Client that you
are working in by selecting Choose Client on the File Menu. Click on the Client
that you are currently using and click the Close Client Button.
10.1.1
Select Copy Client from the Utilities Menu and scroll
down to the Client that you would like to copy. Type the name of the New Client
in the Database text Box and give the Client code a description. Click the
Create Client Button.
You will see that the client you created will be added
to the List of Clients. We now have to choose the New Client and Clear the year
to Date Totals.
11.1.1
Utilities-Clear MTD / YTD Totals
Choose the new client and select Clear Month / Year
Totals from the Utilities menu. Click the Clear Mtd
Button to Clear all MTD Figures for the New Year and then click the Year to
Date Button to Clear YTD Totals and Delete all resigned Employees.
13.1.1
Utilities-System Parameters-Tax Year Dates
To set up the Dates for the New Year, Select System
Parameters from the Utilities Menu.
Click on the Pay, Tax and UIF Tab. Update the Tax Year
Start Date and Tax Year End Dates.
14.1.1
Utilities-System
Parameters-
15.1.1
File-Set Pay Periods for New
Year
Click The Set Pay Period button and Set the Pay Period
to your First Pay Date in the New Year.
Do a Backup and proceed with your Salary or Wages as
per normal.
16.1.1
Utilities-Backup
Backups should be done on a Weekly, Monthly and Yearly
Basis
Weekly backups should be done Before Starting the
Current Week, after capturing the Current weeks hours, and after we have
finalized. Backups are Stored in the Specified Folder (See System Parameters
Help) on either your local Hard Drive or on the Server’s Hard Drive if you are
on a network. The Backups work in 2 ways. We can backup only the System that we
are currently in or alternatively we can backup all the Systems. To backup all
systems, you need to close the Client that you are currently in and then run
the backup Module. To Backup Only the Client that you are busy with Choose the
Client and select Backup from the Utilities Menu or click the Backup Button.
The Backup will copy either all the System or the
Current System and Give the File the Following Format. “Company YYYYMMDD HHMM Stage PayPeriod.MDB”. An Example of a backup for Dimension06 for
Pay period
17.1.1
You can restore at any stage but be warned that
restoring the Data will overwrite the current data and you will lose any
information that has not been saved or backed up. Restoring is done for only
one company at a time. To restore you first need to close the Client that you
are working on (See Close Client in the Help).
Then select restore from the Utilities Menu.
You need to select the file that you want to restore
from the List and then click the Restore Button. After you have closed this
form you will be prompted to enter your User name and Password for the restored
company. The system assumes that you want to choose the client that you are
restoring and loads this client for you as part of the restore process.
Select the Client that you want to use from the List
and click the Choose Client Button to start using this Client. You may only use
clients that are not being used or alternatively are being used by you. If
another user is using the Client that you want to use, you need to wait for
them to unload their client before being able to select the Client.
19.1.1
Utilities-Set
User Name
Select your User name from the dropdown list and type
your Password. Password is not case sensitive and can be any combination from A
to Z, 0 to 9. Afars entering your password press
enter twice or click on the OK button to go to the main menu.
20.1.1
The Set Pay period is where we tell the System what Pay
Period we are going to be doing and what settings we would like for this
Period. Important fields are The Current Pay Date which should be the Pay day
for this period.
In earlier versions of the Salary and Wages Systems
the Program used to automatically calculate the Current Pay Date, however we
found that in Week 52 or Week 53 of the Year, we had problems with deciding
when the Final Pay Period was. We also had a situation where Clients Had 2 Pay
days due to the time taken to process the Wages so we allowed more than one Pay
Date per company. If you are using the Wages System then you can set the
Standard Hours and Shifts for this Week which will allocate a Standard Number
of Hours to each Employee for this Week. The Standard Hours Default may be amended
in the System parameters for Each Client. Some Clients would prefer to have the
Standard Hours set to Zero to however should the Employees be contributing to a
provident Fund, then you need to set the correct Standard hours that your
employees work as The Provident Fund Calculation and Retirement Funding Income
Fields on The IRP5 and IT3A Certificates use this value. If you’re Employees
however do not contribute to a Provident fund, and then you may set the
Standard hours to whatever you want.
The Zero Site Tax Adjustment, Average Site Tax
Adjustment and Final Pay Period Checkboxes are used for when we have a
discrepancy in the Site Tax Calculation and we want to correct this. In theory
we should never have any discrepancies with the Tax Paid however this is rarely
the case as employees get Increases, work overtime, and don’t work a full year
and many more reasons.
The Site Tax Report (See Help on how to do a Site Tax
Report) indicates to us whether the employees have been paying too little Tax
or too much Tax for the above reasons. We can then decide what to do with this
adjustment by setting the Check boxes in this Form. This may all seem a little
bit confusing but you do NOT need to do any of the above settings except for
the Final Pay period. (See Help on Final Pay Period Procedures) To help you to
try and understand the Site Tax Adjustment, a good example would be the issuing
of new tax Tables that usually come out in May.
Employees are charged tax at the old rates for the New Year until we
have updated the Tax Rates and Tables. If there is tax relief, then the
employees have been paying too much Tax. We could decide to give the employees
the Additional Tax that they paid over the first 2 months back. If we wanted to
do this, we could check the Zero Site Tax and the Additional tax That They have
paid will be subtracted from the Tax for this Pay Period.
21.1.1
The System Parameters option should not be changed
unless you are sure of what you are doing. The Person who installs your system
should setup the parameters on your system before he/she leaves. It is
recommended that you do not amend any of these settings unless specifically
told to do so by a support engineer or this manual indicates that you should.
22.1.1
The Earnings and Deductions is where you would set up
the Default Hours, Earnings, Perks, Deductions and Company Contributions. Be
warned that amending these Settings could have undesirable effects on your
system as you may specify what is and is not taxed. You should not amend these
settings unless you are confident with what you are doing, this manual tells
you to do so or you have consulted a support engineer. Select
Earnings and Deductions from the File Menu.
The Earnings Tab is where you would enter the names
for any additional earnings that your employees may receive such as Leave Pay,
Car Allowances, Subsistence Allowances, and Company Cars Etc. Each Earning Code
must be allocated to the Correct Receiver of Revenues Tax Codes for when we do
IRP5 and IT3A certificates. (See Tax Codes in the Help)
The Additional Fields that may be entered are Factor,
UIF, Tax, Perc and Default.
The Factor Column may be either an “A” or a “P”
depending on whether the Value is an Amount or Percentage of the Total Income
respectively. For earning codes, this value is normally an “A”.
The UIF Column may be either a “Y” or an “N” depending
on whether the UIF Calculation should include this value.
The TAX Column may be “Y”, “T” or “N” depending on
whether this value is Yearly Taxable, Taxable or Non Taxable.
The PERC Column is to show what percentage of the
Earning is Taxable.
The Default Column is to show what the default for
each employee should be.
The Earnings Tab is where you would enter the names
for any additional earnings that your employees may receive such as Leave Pay,
Car Allowances, Subsistence Allowances, and Company Cars Etc. Each Earning Code
must be allocated to the Correct Receiver of Revenues Tax Codes for when we do
IRP5 and IT3A certificates. (See Tax Codes in the Help)
The Additional Fields that may be entered are Factor,
UIF, Tax, Perc and Default.
The Factor Column may be either an “A” or a “P”
depending on whether the Value is an Amount or Percentage of the Total Income
respectively. For earning codes, this value is normally an “A”.
The UIF Column may be either a “Y” or an “N” depending
on whether the UIF Calculation should include this value.
The TAX Column may be “Y”, “T” or “N” depending on whether
this value is Yearly Taxable, Taxable or Non Taxable.The
PERC Column is to show what percentage of the Earning is Taxable.
The Default Column is to show what the default for
each employee should be.
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