The Equity Accounting System

User's Guide Rev 2.0 for Equity V3.305

Copyright © 1987, 1988, 1989, 1990, 1991, 1992, 1993, 1994, 1995, 1996, 1997, 1998, 1999, 2000, 2001, 2002 by Microshare Systems Pty Limited - All rights reserved.

Table of Contents
Foreword & Feedback
Thank you
1. Introduction to Equity
1.1. Read Me First - Pest Control
1.2. An Overview of Equity
1.3. Equity's Modules
1.3.1. Debtor Control Module
1.3.2. Invoicing Module
1.3.3. Quotation Module
1.3.4. Stock Control Module
1.3.5. Creditor Control Module
1.3.6. Time & Contacts Manager
1.3.7. General Ledger Module
1.3.8. Utilities Module
1.3.9. Managers Module
1.3.10. Reports
1.4. General Features
1.4.1. Multi-User/Networking
1.5. Hardware Requirements
1.6. Installation
1.6.1. Installation of Equity Program files
1.6.2. Company Registration
1.7. Running Equity
1.8. The Sample Company
2. Accounting Primer
2.1. Overview
2.2. General Ledger
2.2.1. Debits & Credits
2.2.2. Accounts
2.2.3. Account Types
2.3. Financial Statements
2.3.1. Balance Sheet
2.3.2. Profit & Loss Statement
2.4. Transaction Examples
2.4.1. The Golden Rule of Debits & Credits
2.4.2. Manual Method
2.4.3. Equity Accounting method
2.5. Debtors
2.5.1. Debtors Maintenance
2.5.2. Invoicing
2.5.3. Payments
2.5.4. Adjustments
2.6. Creditors
2.6.1. Creditor Maintenance
2.6.2. Payments
2.6.3. Adjustments
2.7. Procedures
2.7.1. End of Month Routine
2.7.2. General Ledger End of Month
2.7.3. Debtor End of Month
2.7.4. Creditor End of Month
2.7.5. Stock End of Month
2.7.6. End of Year Routine
2.7.7. Invoice Updating
2.8. Processing Date
3. Familiarisation
3.1. Overview
3.2. Menus
3.2.1. Exiting the Program
3.3. Records
3.4. Fields
3.5. Field Types
3.6. Brackets [ ]
3.7. Entering Information
3.8. Search - [F2] and [Alt][F2]
3.9. Hidden Bar Menu
3.10. Pop-up Postcode List
3.11. Tagging Lists
4. Setting up
4.1. Overview
4.2. Establishing Company Information
4.2.1. Company Details & Stats
4.2.2. Printers & Ports
4.2.3. Debtor Options
4.2.4. Invoicing Options
4.2.5. Quotation Options
4.2.6. Supplier Order Options
4.2.7. Cheque set-up
4.2.8. External Linkage Paths
4.2.9. Postcode Set-up
4.3. Tax and GST Set-up
4.4. Establishing Yourself as a User
4.5. Establishing Stock
4.6. Establishing Debtors
4.6.1. Entering Debtor Details
4.6.2. Entering Debtor Opening Balances
4.7. Establishing Creditors
4.7.1. Entering Creditor Details
4.7.2. Entering Creditor Opening Balances
4.8. Establishing the General Ledger
4.8.1. Using the General Ledger
4.8.2. Compulsory Accounts
4.8.3. Adding New G/L Accounts
4.8.4. Opening G/L Balances
4.8.5. Entering your Bank Balance
4.8.6. Establishing Revenue & Expense accounts
4.8.7. Entering other Assets, Liabilities and Capital accounts
4.9. Establishing Budgets
4.10. Where to from here
5. Debtors control module
5.1. Overview
5.2. Debtors - Defined
5.3. Debtor Maintenance
5.3.1. View Debtors Details
5.3.2. Edit Debtor Details
5.3.3. Add New Debtor
5.3.4. Delete Debtor Details
5.3.5. Change Debtor Code
5.4. Cash Receipt/Discount Entry
5.5. Cash Allocation
5.6. Journal Entry
5.6.1. Entering Opening Balances
5.7. Maintain Salesperson
5.7.1. View Salesperson Details
5.7.2. Edit Salesperson Details
5.7.3. Add New Salesperson
5.7.4. Delete Salesperson Details
5.7.5. Sales Commission Report
5.7.6. Product Sales Summary
5.8. Job/Time Control Menu
5.8.1. View Existing Job
5.8.2. Post Job Hours/Items
5.8.3. Create New Job
5.8.4. Delete a Job
5.8.5. Job Log Report
5.8.6. Invoicing a Job
5.9. Quick Aged Trial Balance
5.10. Apply Fee/Interest
5.11. Debtor Reports
5.11.1. Tagging Debtors
5.11.2. Aged Trial Balance
5.11.3. Debtors Transaction Report
5.11.4. Sales Journal/Tax Report
5.11.5. Period Reports
5.11.6. Sales/Profit Report
5.11.7. Statements
5.11.8. Sales History Report
5.11.9. New Debtors Report
5.11.10. Mailing Labels
5.11.11. Debtors File Print
5.11.12. Quick Reference Report
5.11.13. Reference by Suburb
6. Invoicing Module
6.1. Features
6.2. Invoice Forms
6.3. Overview
6.4. Create Invoice - Credit Note
6.5. Edit Invoice - Credit Note
6.6. Delete Invoice - Credit Note
6.7. Print Invoices - Credit Notes
6.8. Invoice - Credit Note Summary Report
6.9. Update Invoices - Credit Notes
6.10. Archived Invoices Menu
6.10.1. Print Archived Invoices
6.10.2. Remove Archived Invoices
6.11. Back-Order Menu
6.11.1. Backorder Maintenance
6.11.2. Release Backorders/Print Picking List
7. Quotation Module
7.1. Features
7.2. Overview
7.3. Create New Quotation
7.3.1. Entering a Stock Item
7.4. Maintaining the quotation
7.4.1. Fast Print
7.4.2. Entering Description Lines
7.4.3. Displaying the Quotation Totals
7.4.4. Entering Messages on the Quotation
7.4.5. Saving the Quotation
7.5. Edit Quotation
7.5.1. Entering Messages on the Quotation
7.6. Delete Quotation
7.7. Print Quotations
7.8. Remove Old Quotes
7.9. Accept a Quote
8. Stock control module
8.1. Features
8.2. The Stock Control Menu
8.3. Stock Maintenance Menu
8.3.1. View Stock Details
8.3.2. Edit Stock Details
8.3.3. Add New Stock Item
8.3.4. Delete Stock Details
8.3.5. Change Stock Code
8.4. Edit Assembly Details
8.5. Stock Orders/Receipts Menu
8.6. Create New Supplier Order
8.6.1. Automatic Orders
8.6.2. Manual Orders
8.6.3. Adding a Stock Item to an Order
8.6.4. Function Keys
8.6.5. Fast Print
8.6.6. Displaying the Order Total
8.6.7. Saving the Supplier Order
8.6.8. Edit Supplier Order
8.6.9. Delete Supplier Order
8.6.10. Print Supplier Order
8.6.11. Receive Stock from Supplier Order
8.7. Stock Receipt Entry/Report
8.8. Stock Returns Entry/Report
8.9. Price Maintenance Menu
8.9.1. Stock Pricing Browser
8.9.2. Maintain Mark-up Codes/Formulas
8.9.3. Re-Apply Mark-up Codes
8.9.4. Global Stock Price Adjustment
8.10. Stock Take Entry/Report
8.11. Move Stock to Assembly
8.12. Stock Reports Menu
8.12.1. Stock Sales Report
8.12.2. Stock Price List
8.12.3. Stock Assets Report
8.12.4. Stock Re-Order Report
8.12.5. Stock Taking Sheet
8.12.6. Stock History Report
8.12.7. Stock Labels
8.12.8. Assembly Detail Report
9. Creditors Control Module
9.1. Overview
9.2. Creditors - Defined
9.3. Creditors Maintenance
9.3.1. View Creditors Details
9.3.2. Edit Creditor Details
9.3.3. Add New Creditor
9.3.4. Delete Creditor Details
9.3.5. Change Creditor Code
9.4. Transaction Entry
9.4.1. FOR BALANCE FORWARD CREDITORS
9.4.2. FOR OPEN ITEM CREDITORS
9.5. Cash Allocation
9.6. Creditor Journal Entry
9.6.1. Entering Opening Balances
9.7. Print Cheques
9.8. Quick Aged Trial Balance
9.9. Creditor Reports
9.9.1. Aged Trial Balance
9.9.2. Creditor Transaction Report
9.9.3. Creditor Statement Print
9.9.4. Creditor File Print
9.9.5. Creditor Quick Reference Report
9.9.6. History Report
9.9.7. Creditor Mailing Labels
10. Time and Contacts Manager
10.1. Features
10.2. What is a Time and Contacts Manager?
10.3. TCM Main Menu
10.4. ToDo Menu
10.4.1. Adding a task
10.4.2. Changing a task
10.4.3. Deleting a task
10.5. Appointment Menu
10.5.1. For Today
10.5.2. This Week
10.6. Adding, Changing and Deleting Appointments
10.7. Contacts menu
10.7.1. Adding Contacts
10.7.2. Tagging Contacts for reporting
10.7.3. [F2] Query Entry
10.8. Reports Menu
10.8.1. ToDo List
10.8.2. Appointments
10.8.3. Contacts
10.8.4. Labels 1 & 2
10.8.5. Phone Book
10.9. Utility Menu
10.9.1. Mail merge Output
10.9.2. User Maintenance
10.9.3. Postcode Sequence
10.9.4. Configuration
10.9.5. Purge Appointments
10.9.6. Refresh Contacts
10.10. Quit Menu
11. General Ledger Module
11.1. Features
11.2. The General Ledger - Defined
11.3. Maintain G/L Accounts
11.3.1. Adding a New Account
11.3.2. Viewing an Account
11.3.3. Editing an Account
11.3.4. Deleting an Account
11.4. Cashbook Transaction Entry
11.4.1. Introduction
11.4.2. Transactions that should be entered using this option :
11.4.3. Entering Transactions using the Cashbook
11.4.4. Journal Debits & Credits to a bank account
11.5. Reconcile Cashbook
11.6. Journal Entry
11.7. Print Cheques
11.8. Change G/L Account Code
11.9. Compulsory Account Codes
11.9.1. G/L Links for Credit Sales & Returns
11.10. General Ledger Reports Menu
11.10.1. Chart of Accounts
11.10.2. Trial Balance
11.10.3. Profit & Loss Statement
11.10.4. Balance Sheet
11.10.5. Budget Report
11.10.6. Transaction Report
11.10.7. General Ledger Report
11.10.8. BAS Report
11.11. Custom G/L Report Formats
11.11.1. Editing Existing Reports
11.11.2. Adding a New Report
11.11.3. Creating Report Lines
11.12. Print Custom G/L Reports
12. Add-on and Custom Modules
12.1. Overview
13. Utility Module
13.1. Features
13.2. Utilities - Overview
13.3. Change to Another Company
13.4. Login a New User
13.5. Disk Utility Menu
13.5.1. Backup Current Company Data
13.5.2. Restore Current Company Data
13.5.3. Format a disk
13.5.4. Data File Scanning Utility
13.5.5. Data File Sorting Utility
13.6. Assign Reports to Printers
13.7. End of Month Processing
13.7.1. End of Month Procedures
14. Managers Module
14.1. Features
14.2. The Managers Menu
14.3. Change to Another Company
14.4. User Maintenance Menu
14.4.1. View User Details
14.4.2. Edit User Details
14.4.3. Add New User
14.4.4. Delete Users Details
14.5. Company Control Maintenance Menu
14.5.1. Company Details & Stats
14.5.2. Printers & Ports
14.5.3. Debtor Options
14.5.4. Invoicing Options
14.5.5. Quotation Options
14.5.6. Supplier Order Options
14.5.7. Cheque Setup
14.5.8. External Linkage Paths
14.5.9. Postcode Setup
14.6. Set Module Access Levels
14.7. Set GST Rates & Rules
14.8. Set Price Category Prompts
14.9. Assign Reports to Default Printers
15. Trouble-shooting
15.1. Overview
15.1.1. Debtors ATB to G/L descrepancy
15.1.2. Creditors ATB to G/L descrepancy
15.1.3. P&L report does not match G/L P&L account
15.1.4. Rubber cheques
15.1.5. I've forgotten my password!
15.1.6. It's not on my menu!
15.1.7. Bank Statement figure doesn't match
15.1.8. Equity Bank balance is WRONG!
15.1.9. I've entered the wrong cheque number
15.1.10. Posted a payment to the wrong Debtor
15.1.11. I've entered a check that should've been a deposit
15.1.12. I've entered a deposit that should've been a cheque
15.1.13. Invoice missing on Debtors Record
15.1.14. I've invoiced the wrong item.
15.1.15. I've invoiced the wrong debtor.
15.1.16. I've included Tax on an invoice that should've been exempt.
15.1.17. I haven't charged Tax on an invoice and should have.
15.1.18. I've posted a cheque to the wrong account.
15.1.19. I've posted a deposit to the wrong account.
15.1.20. I can't enter today's date.
15.1.21. How do I change a Balance Forward debtor to Open Item?
15.1.22. How do I change Open Item debtors to Balance Forward?
15.1.23. When I enter a suburb the wrong state's postcode is entered.
15.1.24. The Debtor Adjustment account has a balance at EOM.
15.1.25. The Creditor Adjustment account has a balance at EOM.
15.1.26. The Sales Tax Report is not right!
15.1.27. The computer won't read my back-up disks.
15.1.28. Amounts are showing as unallocated in debtor/creditor records.
15.1.29. There is an incorrect 90 day balance showing on a debtor statement.
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