SECTION CONTENTS

SETTING UP YOUR DATA

LEDGER CODES
Cashflow Group
GST %
Deleting a Ledger Code
Customer Control Account
Project Code
PAYEE CODES
Default Ledger Codes
Deleting a Payee Code
Changing from Alpha to numeric payee codes.

BANK ACCOUNTS

Changing Between Existing Bank Accounts
EDITING BANK ACCOUNT DETAILS
Bank Statement Opening Balance
Ledger Account Code
Financial Year End Details
Creating a New Bank Account
Deleting an Existing Bank Account

GST SETTINGS

GST Periods
GST Rate Settings
Report Settings
GST Ledger Codes

GENERAL SETTINGS

CASHFLOW HEADINGS
PROJECT REPORTING

EXPORTING DATA

LEDGER CODE MAPPING
Options for exporting data
Export Cashbook Ledger
Export Cashbook Trail Balance

TABLE OF FIGURES
FIGURE 1: LEDGER ACCOUNTS MENU
FIGURE 2: PAYEE MAINTENANCE SCREEN
FIGURE 3: OPERATING ON CURRENT YEAR OR LAST YEAR DATA
FIGURE 4: GST RETURN BUTTON
FIGURE 5: GST SETTINGS SCREEN
FIGURE 6: LEDGER CODE MAPPING
FIGURE 7: CODE MAPPING SCREEN
FIGURE 8: SELECTING MONTHS
FIGURE 9: EXPORT TRIAL BALANCE

This section describes how to use the various maintenance parts of the system to create and manage your Ledger Codes, Payee Codes, Bank Accounts, GST Settings and other general settings.

To maintain your Ledger Codes simply choose the Ledger Accounts section from the Maintenance menu on the main screen.

Figure 1: Ledger accounts menu

The system will display the Ledger Code Maintenance screen.

Figure 2: Ledger Code Maintenance Screen

If you would like to retrieve an existing code you can either Type in its Code and press Enter or click the List button to allow you to choose it from a list.
If you would like to create a new code simply click the Add button.
You should move from field to field by pressing the Enter key.  When you want to save the Code simply click the OK button.

For each code you must decide which Cashflow Group to place it in.  The system offers you the following choices.

• Trading Receipts
• Trading Payments
• Sundry Receipts
• Schedule of Overheads
• Capital Items

For each Code you must also decide how it should treat GST.  The system offers you the following choices

• (The standard rate for income and expenditure subject to GST.)
• EXEMPT (Transactions that either do not include GST or are private.)
• ZERO (Use only for export sales income that is Zero rated for GST.)
• CUSTOMS (Use only for GST payments made to Customs.)

A further explanation of these options is covered in Working Out Your GST.

A Ledger Code can only be deleted in specific circumstances. 
Either the Code has just been created and not used in any transactions or immediately after an End of Year Reset.  In this situation the Code cannot be in use by any outstanding DCM transactions or saved spreadsheets.  Also when performing the End of Year Reset you would have needed to have specified All Accounts.

You will notice on the Ledger Code Maintenance screen there is an option to set the customer control to On or Off.  In general this would be set to off, except for the code pertaining to receipts.
You may wish to set up a special ledger code for customer receipts if you do not already have one.  Set customer control to On.
When you enter a receipt in your Cashbook nominate this Ledger Code and click <OK> a screen will pop up and you can analyse and post your receipt to the account of the customer (or customers) who has paid.

At the bottom left corner of the ledger account maintenance screen you can list and select project codes to be set against particular ledger codes that relate to a Project or Department. In order to use this additional reporting feature you must first enable Project Reporting under Maintenance.
 You will need a separate ledger code for each type of income or expense that you wish to attach to a project.

To maintain your Payee Codes simply choose the Payee/er section from the Maintenance menu on the main screen.
The system will display the Payee Code Maintenance screen.

Figure 3: Payee Maintenance Screen

If you would like to retrieve an existing code you can either type in its Code and press Enter or click the List button to allow you to choose it from a list.
If you would like to create a new code simply click the Add button.
You should move the cursor from field to field by pressing the Enter key.  When you want to save the Code information simply click the Update button.
There are additional fields to allow you to enter the specific details associated with paying your Suppliers by direct credit. 
You only need to complete these details if you are intending to use the direct credit option in conjunction with and On-line Banking System.
If you would like any details to appear on the Payee’s bank statement you can include these in the Default Paylink Statement Details at the bottom of the screen.

When you are setting up a Payee Code you can specify which Ledger Codes are to be suggested when this Code is used.  This is a simple matter of specifying these Codes in the spaces provided.
On each line for the Default Ledger Codes you can specify a value in the % Split column.  In here you can specify how you would like the value of the transaction split between the multiple Ledger Codes by specifying their respective percentages.  If 100% leave % split field blank.
Set the default ledger code for your recurring transactions here so that when you key the payee code you also retrieve the usual ledger code that the transaction relates to.
This default ledger can be changed during transaction entry if this is required.

A Payee Code can only be deleted in specific circumstances. 
Either the Code has just been created and not used in any transactions or immediately after an End of Year Reset.  In this situation the Code cannot be in use by any outstanding DCM transactions or saved spreadsheets.  Also when performing the End of Year Reset you would have needed to have specified All Accounts.

At any time you may change your payee codes. This often is required when you decide to use pre-coded cheque or deposit forms.

You can operate up to ten bank accounts simultaneously within EasyBooks. 
This section describes how to manage the details of these accounts and how to create and delete them.

If you would like to operate on a different bank account simply choose the Select Account option from the Bank Account menu on the front screen.

The system will then display a screen allowing you to select a bank account to operate on.
You may either double click on a particular bank account or click once on a bank account and then click the OK button.
The system will then display a message confirming your change to a different bank account.

To change the details of an existing bank account choose the Edit Account Details option from the Bank Account menu on the main screen.

The system will then display a list of current bank accounts and allow you to specify which one you would like to change.
You may either double click on a particular bank account or click once on a bank account and then click the OK button.
The system will now display the Edit Account Details screen as shown below.
Within this screen you can change the details that are stored for the selected bank account.

This figure should refer to the actual bank statement balance as at the beginning of the financial year.

You should set up a Ledger Code called Bank Account  (Capital Item, GST Exempt) that you can specify here.  This will be used by the system when generating the Trial Balance report.

The details regarding the last month of the financial year and the current operating year may only be changed in certain circumstances.
They may only be changed immediately after an End of Year Reset or immediately after creating a new bank account.  Once transactions exist for this account the details may not be changed.

Creating a Bank Account is done by choosing the Create New Account option from the Bank Account menu on the main screen.
The system will then display a message detailing the location of the new account.  Simply click the OK button to proceed.
The system will then display the Set-up a New Account screen.  For further information regarding these options see the Bank Accounts - Editing Bank Account Details on previous page.
If you are using the system in Cashbook mode then when you create a new bank account you should enter any existing unpresented cheques into the Daily Cash Manager. These unpresented cheques should be entered with their original issue dates. The system will remind you that the dates are outside the current year but ignore this warning and continue.
The pre-dated unpresented cheques and the opening bank statement balance will combine to generate the starting cashbook balance for the system.

Deleting a bank account will delete any transactions that have been entered for this account.

Please ensure that you have a good backup prior to attempting to delete an account.

To delete a bank account you should choose the Delete an existing bank account option from the Bank Account menu on the main screen.
The system will display a list of Bank Accounts for you to delete.
To delete one of the accounts you can either double click on it or you can click it once to select it and then click the OK button.
The system will then display a message asking you to confirm that you do want to delete this account.
To delete the account click the OK button.

There are a few settings within the system that control how the system responds and reports GST.
The settings can easily be changed by choosing the GST Set-up option from the GST Return button at the top of the front screen.

Figure 4: GST return Button

The system will then display the GST Settings screen and allow you to change the settings within the system.

Figure 5: GST Settings Screen

Here you must specify when you pay GST.  2 Month Odd refers to a 2 Month GST period ending on an Odd month i.e. Feb-Mar.

It is possible to configure GST at a rate different to the standard rate.  Simply choose one of the Spare Rates and enter the rate you wish to use.  From then on this rate will appear in the list of GST Rates in Ledger Code Maintenance.

Here you can specify whether the reports you see include or exclude GST.
You also specify here whether you are paying GST on an Invoice or a Payments basis.  This setting should conform to your registration with the Tax Office.  If you are unsure about what you should set up in here please contact your Accountant for professional advice.

You should set up two Ledger Codes called GST on Receipts and GST on Payments  (Capital Item, GST Exempt) that you can specify here.  These will be used by the system when generating the Trial Balance report.

This section deals with the various headings that are available within your system when reporting on your data.  When you defined your Ledger Codes you had to specify for each Code a Cashflow Group.  This section allows you to customise the Cashflow Headings (or Groups).
To do this, choose the Edit Headings option from Cashflow on the Reports menu on the Cashbook screen.

This function enables you to keep a track of receipts and payments relating to a particular project or department within your business.
Project Reporting will be particularly useful for the following situations:

• Landlords to obtain a Receipts and Payments report for each property
• Contractors to allocate receipts and payments to particular contracts
• Farmers with diversified activities like a dairy farmer with deer farming
• Vehicle operators to track the costs for particular vehicles
• Retailers with more than one shop
• Non-profit entities for special fund raising events like gala day's etc.

To operate Project Reporting you need first to enable the function.
Go to Cashbook - Maintenance - Project Reporting. Tick the box to enable Project Reporting
Click Add to add a new project code. This can be any combination of characters up to 10 digits long. However the shorter the code the better.
Give the project a name sufficient for you to identify the project or department.
Once Project code(s) and Name(s) have been created you should go to Maintenance -Ledger Accounts.

At the bottom left corner of the ledger account maintenance screen you can list and select project codes to be set against particular ledger codes that relate to a Project or Department.
You will need a separate ledger code for each type of income or expense that you wish to attach to a project.

EasyBooks Cashbook has a ledger export function to create an export file suitable for importing into most major software programs used by Accountants.

To enable users who have originally installed a different ledger coding system to that used by their accountants to export their data we have included a ledger code mapping system. This means that you can map (set your accountant's ledger code against the equivalent ledger code in EasyBooks).

Figure 6: Ledger Code Mapping

Figure 7: Ledger Code Mapping Screen

Enter your Accountants ledger code as the mapped code against the equivalent code in EasyBooks.  Use the arrow keys to navigate up and down and OK to accept.

There are two options for exporting data:

1. Export Cashbook ledger
2. Export cashbook trial balance.

This is completed by choosing the Export CashBook Ledger option from the Utilities menu on the main screen.
The system will now display the Ledger Export screen. 

You need to pick from the top list the format required by your Accountant and also specify the location and filename for the export file.
To proceed, click the OK button.
The system will then display the following screen and ask you to specify which months you would like to export data from.

Figure 8: selecting Months

Use the Red Arrows to alter your selection of months or the Red Square to select ALL months and click the OK button to export the transactions.  This will export only the data from the bank account that is open
Save the file to a known directory or to a floppy disk.

In order to export just the trial balance of cashbook ledger accounts you must first open the trial balance reports for the period you require.

Figure 9: Export Trial Balance

Select the months and the option the report on all bank accounts if required.