Accounting Settings & Defaults

Overview#

QuickEasy BOS Enterprise gives you the flexibility to set up your accounting environment to suit your organisation's needs. Because of this flexibility, you need to take a few setup steps before you can start using the software.

This tutorial explains how to set up the basic accounting functions, including VAT, and how to allocate access to Users to use the accounting functions.

How to Add Accounting Settings#

1. Navigate to Main Menu > Setup > Settings > General (tab).
2. Click Edit (button) if it is not greyed out.
3. Click Add/Update (button).
4. Select the settings on the popup to add (e.g. all the settings in the Accounting Group).
5. Click Add/Update (button) (on the popup).
6. Select Yes on the confirmation popup.
7. Click Close (button) to remove the popup.
8. Update the Setting by editing the Value column.
9. Click Save (button).
10. Click Main Menu > Home > Restart for the settings to be incorporated.

How to Set Up an Account Used for Hourly Billing (Sales)#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Account used for Hourly Billing (Sales).
4. Select an account from the dropdown list in the Value column.
5. Click Save (button).

How to Allow Users to Copy and Paste Bank Statements#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Copy and Paste Bank Import File.
4. Check the checkbox in the Value column.
   • Note: If the box is unchecked, you need access to the server to select and import a file.
5. Click Save (button).

How to Set a VAT Inclusive / Exclusive Default for all Prices#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Default: Prices.
4. Select Exc. VAT for VAT exclusive or Inc. VAT for VAT inclusive in the Value column.
5. Click Save (button).

How to Link the Default Exempt VAT Type#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Default: VAT Type (Forex/Exempt).
4. Select a default VAT Type from the dropdown list in the Value column for foreign and exempt transactions.
   • Note: Discuss with your accountant whether your foreign supplies are exempt or zero-rated. This choice affects whether you are allowed to claim the related input VAT.
5. Click Save (button).

How to Link the Default Standard Rate VAT Type#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Default: VAT Type (Standard).
4. Select the VAT Type you use for standard supplies from the dropdown list in the Value column (normally Standard).
5. Click Save (button).

How to Enable Override on Trial Errors#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Enable Override on Trial Errors.
4. Check the checkbox in the Value column.
5. Click Save (button).

How to Exclude Transactions from the VAT Reconciliation Report#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Exclude Transaction IDs from VAT Reconciliation.
4. Enter the Transaction Type IDs to exclude in the Value column:
   1. To exclude individual Transaction Types: Enter not in and enter the Transaction Type IDs (e.g. not in 33, 34, 35).
   2. To exclude a range of Transaction Types: Use > or < with the Transaction Type IDs (e.g. > 5, < 44).
5. Click Save (button).

How to Specify Which Accounts Update Cost of Sales#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Filter – Accounts that update Cost of Sales.
4. Enter the Account IDs to include in the Value column.
   1. Multiple accounts can be selected using commas (e.g. = in (50, 83, 101)).
      • Note: You can find the Account IDs on the Accounts tab in the first column.
      • Note: The accounts to include are all the sub-accounts to which transactions are posted.
5. Click Save (button).

How to Set the Starting Month of a Financial Year#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Financial Year – Starting Month.
4. Select the starting month from the dropdown list in the Value column.
5. Click Save (button).

How to Set a Password to Edit Read-Only Transactions in the Ledger#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Password to edit read-only Transactions in Ledger.
4. Enter a password in the Value column.
5. Click Save (button).

How to Specify Which Accounts Update Purchases#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Purchases Accounts IDs (eg. = 2, in (1,2,3)).
4. Enter the Account IDs to include in the Value column:
   1. Multiple accounts can be selected using commas (e.g. = in (50, 83, 101)).
      • Note: You can find the Account IDs on the Accounts tab in the first column.
      • Note: The accounts to include are all the sub-accounts to which transactions are posted.
5. Click Save (button).

How to Specify Which Accounts Update Sales#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Sales Accounts IDs (e.g. = 2, in (1,2,3)).
4. Enter the Account IDs to include in the Value column:
   1. Multiple accounts can be selected using commas (e.g. = in (50, 83, 101)).
      • Note: You can find the Account IDs on the Accounts tab in the first column.
      • Note: The accounts to include are all the sub-accounts to which transactions are posted.
5. Click Save (button).

How to Set Up Costing Rules#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Setup Costing Rules.
4. Click Edit... in the Value column:
5. On the popup:
   1. Add an entry for every Cost Type as follows:
      1. Click Add (button)
      2. Transaction Type = Select Sales Orders (SO) from the dropdown list of Transaction Types.
      3. Cost Type = Select a Cost Type from the dropdown list. The options are:
         • Stock Issued
         • Stock Returned
         • Purchases
         • Timekeeping
         • Invoices
         • Expenses
         • Credit Note
      4. Transaction = Select the applicable Transaction Type from the dropdown list.
      5. Repeat Steps 5.1 to 5.4 until all the relevant transactions are selected. For example:
         • Stock Issued = Goods Issued (IGI)
         • Stock Returned = Goods Returned (IGRT)
         • Purchases = Purchase Orders (COS) (PO_COS)
         • Timekeeping = Work Orders (WO)
         • Invoices = Customer Invoices (CI)
         • Expenses = Expenses (EXP) (e.g. to allocate landing costs)
         • Credit Note = Customer Credit Notes (CC)
   2. Add an entry for every Cost Type for Work Orders by following steps 1 to 5, but selecting Work Orders (WO) as the Transaction Type in Step 5.1.2.

      Field	Description
      Note	Entries can be edited by clicking Edit (button) if it is not greyed out.
      Note	Entries can be deleted by clicking the last column to display an X and clicking the X.
      Note	If there is more than one Transaction Type, they can all be added by adding an additional line for each Transaction Type. For example: Work Orders (WO) > Purchases > Purchase Orders (COS) Work Orders (WO) > Purchases > Purchase Orders (INV)

   3. Click Save (button).
   4. Click the X to close the popup.
6. Click Save (button).

How to Set Up a Customer Age Analysis#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Setup Customer Age Analysis.
4. Click Edit... in the Value column.
5. Click Add (button) to add transactions or Edit (button) to edit the existing transactions as follows:
   1. Section = Select one of these Sections from the dropdown list:
      • Transaction Type: Work in Progress
        • Note: Usually, Transaction Types such as Sales Orders and Sales Returns are included under this heading.
      • Transaction Type: Customer Invoices
      • Transaction Type: Customer Credit Notes.
   2. Transaction = Select the applicable Transaction Type from the dropdown list of available Transaction Types.
6. Repeat Step 5 until Transaction Types are selected for all the sections. If you have multiple Transaction Types for any of the sections, you should include all of them by adding additional lines.
7. Click Save (button).
8. Click the X to close the popup.
9. Click Save (button) if it is not greyed out. (If it is greyed out, all changes are saved.)

How to Set Up a Customer Summary#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Setup Customer Summary.
4. Click Edit... in the Value column.
5. On the popup:
   1. Click Add (button) to add an entry, or Edit (button) to edit an existing entry as follows:
      1. Section = Select a Section from the dropdown list. The options are:
         1. Quotations
         2. Orders
         3. Invoices
      2. Transaction = Select a Transaction Type from the dropdown list.
   2. Repeat Step 1 until all the sections have a corresponding Transaction Type. If you have multiple Transaction Types for the same function you can insert them by adding additional lines.
   3. Click Save (button).
   4. Click X to close the popup.
6. Click Save (button) if it is not greyed out. (If it is greyed out, all changes are saved.)

How to Set Up a Supplier Age Analysis#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Setup Supplier Age Analysis.
4. Click Edit... in the Value column.
5. Click Add (button) to add transactions or Edit (button) to edit the existing transactions as follows:
   1. Section = Select a Section from the dropdown list:
      • Transaction Type: Work in Progress
        • Note: Usually the Transaction Type, Work Orders, is included under this heading.
      • Transaction Type: Supplier Invoices
      • Transaction Type – Supplier Credit Notes.
   2. Transaction = Select the Transaction from the dropdown list of available transactions.
6. Repeat Step 5 until Transaction Types are selected for all the sections. If you have multiple Transaction Types for any of the sections, you should include all of them by adding additional lines. For example:
   • Transaction Type – Supplier Invoices > Supplier Invoices (INV)
   • Transaction Type – Supplier Invoices > Supplier Invoices (COS)
7. Click Save (button).
8. Click the X to close the popup.
9. Click Save (button) if it is not greyed out. (If it is greyed out, all changes are saved.)

How to Set Up a Supplier Summary#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: Setup Supplier Summary.
4. Click Edit... in the Value column.
5. On the popup:
   1. Click Add (button) to add an entry, or Edit (button) to edit an existing entry as follows:
      1. Section = Select a Section from the dropdown list. The options are:
         1. Orders
         2. Invoices
      2. Transaction = Select a Transaction Type from the dropdown list.
   2. Repeat Step 1 until all the sections have a corresponding Transaction Type. If you have multiple Transaction Types for the same function you can insert them by adding additional lines.
   3. Click Save (button).
   4. Click X to close the popup.
6. Click Save (button) if it is not greyed out. (If it is greyed out, all changes are saved.)

How to Set Up the VAT Reporting Frequency#

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults (tab).
2. Click Edit (button) if it is not greyed out.
3. Navigate to the setting: VAT Reporting Frequency (Months).
4. Enter the number of months in the Value column.
5. Click Save (button).

How to Allow Users to use Accounting Functions#

1. Navigate to Main Menu > Setup > Settings > Users (tab).
2. Click a username in the Users section.
3. Click Edit (button) if it is not greyed out.
4. Check the checkboxes in the Value column of the Settings section to give the user access to the following accounting functions:
   1. Accounting > Banking (Import and Reconciliation) – Access Allowed
   2. Accounting > Cost of Sales – Access Allowed
   3. Accounting > Customer Age Analysis – Access Allowed
   4. Accounting > Financial Statements – Access Allowed
   5. Accounting > Ledger – Access Allowed
   6. Accounting > Supplier Age Analysis – Access Allowed
   7. Accounting > Transaction Close off Dates – Access Allowed.
5. Select an option in the Value column for the following accounting functions:
   1. Accounting > Budgets – Access Allowed: Select None, View Only or Full Access.
   2. Accounting: VAT Reconciliation – Access Allowed: Select None, User or Administrator. An administrator can change the status on the VAT reconciliation.
6. Click Save (button).

How to Give Users Additional Permissions that Affect Accounting Functions#

1. Navigate to Main Menu > Setup > Settings > Users (tab).
2. Click a username in the Users section.
3. Click Edit (button) if it is not greyed out.
4. Check the checkboxes in the Value column to give the user access to the following accounting functions:
   1. Other > Batch Updates – Access Allowed
   2. Other > Transactions: Allow Post-dated Transactions.
   3. Other > Transactions: Customise Grid Views
   4. Setups > Customers Accounting – Access Allowed
   5. Setups > Setup Accounting – Access Allowed
   6. Setups > Setup Transaction Types – Access Allowed.
   7. Setups > Suppliers – Access Allowed
   8. Setups > Suppliers Accounting – Access Allowed
5. Select an option in the Value column for the following accounting functions:
   1. Other > Cashup – Access Allowed: The options are None, User (can view and edit), Administrator (full control).
   2. Setups > Customers – Access Allowed: Select None, All or Mine (rep).
6. Click Save (button).