Setting Up Oojeema Prime

Users Group

Users Group maintenance screen allows the user to configure and add User on a specific group. This is also used to restrict specific modules that a specific user can use.

Creating Users Group

1. Click Maintenance then choose Users Group
2. Under Users Group Menu, click Add Users Group
3. Fill up the required fields then click Save. Notes: Fields with * are required to be filled up.

Position

The Position maintenance allows the users to configure the position of the other users that will be using the system.

Creating Position

1. Click Maintenance then choose Position
2. Under Position Menu, click Add Position
3. Fill up the required fields then Click Save.  Note: Fields with * are required to be filled up.

Importing Position

1. Click Maintenance then choose Position
2. Under Position Menu, click Options then choose Import Position
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Users

Users maintenance screen allows the user to configure and add Users that can use their system.

Creating Users

1. Click Maintenance then choose Users
2. Under Users Menu, click Add Users
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Importing Users

1. Click Maintenance then choose Users
2. Under Users Menu, click Options then choose Import Users
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Chart of Accounts

The Chart of Account maintenance lists all the financial accounts included in the financial statements of a company. This maintenance module categorizes financial transactions that are conducted by the company during a specific accounting period.

Creating Chart of Accounts

1. Click Maintenance then choose Chart of Account
2. Under Chart of Accounts Menu, Click Add Chart of Account
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up

Importing Chart of Accounts

1. Click Maintenance then choose Chart of Account
2. Under Chart of Accounts Menu, Click Options then choose Import Chart of Account
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template. Note: There should be an existing Parent Account record in the system before importing Child Accounts.
5. Upload the updated template then click Import to Proceed

Account Codes

The Account Codes Maintenance screen allows users to configure accounting entry preferences for transactions. Note: Chart of Accounts must be setup in order to edit the Account Codes

Setting up Account Codes

1. Click Maintenance then choose Account Codes
2. Under Account Codes. The user can edit the Sales Account and Purchase Account of a specific Account code by clicking the drop-down arrow then click Save

ATC Codes

Alphanumeric Tax Codes or ATC Codes or ATCs are codes used to identify the type of tax that has to be paid. Note: Chart of Accounts must be set up in order to create and import ATC Codes.

Creating ATC Records

1. Click Maintenance then choose ATC Code
2. Under ATC Code Menu, Click Add ATC Code
3. Fill up the required fields then Click Save. Note: Fields with * are required to be filled up.

Importing ATC Records

1. Click Maintenance then choose ATC Code
2. Under ATC Code Menu, Click Options then choose Import ATC Code
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to Proceed

Tax

Tax Maintenance screen allows the user to configure and add tax types to be used on their transactions. Note: Chart of Accounts should be setup before creating or importing Tax Records

Creating Tax

1. Click Maintenance then choose Tax
2. Under Tax Menu, click Add Tax
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Importing Tax

1. Click Maintenance then choose Tax
2. Under Tax Menu, click options then choose Import Tax
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to Proceed

Unit of Measure

Unit of Measure maintenance allows the user to configure and add Unit of Measure on the items.

Creating Unit of Measure

1. Click Maintenance then choose Unit of Measure
2. Under Unit of Measure Menu, click Add Unit of Measure
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Item Class

The Item Class Maintenance screen allows the users to configure the item class to be used on categorizing their items.

Note: Chart of Accounts should be set up in order to add and import Item Class.

Creating Item Class

1. Click Maintenance then choose Item Class
2. Under Item Class Menu, click Add Item Class
3. Fill up the required fields then Click Save. Note: Fields with * are required to be filled up.

Importing Item Class

1. Click Maintenance then choose Item Class
2. Under Item Class Menu, click options then choose Import Item Class
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to Proceed

Item Type

Item Type Maintenance screen allows the users to configure and add item type on their items.

Creating Item Type

1. Click Maintenance then choose Item Type
2. Under Item Type Menu, click Add Item Type
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Importing Item Type

1. Click Maintenance then choose Item Type
2. Under Item Type Menu, click options then choose Import Item Type
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to Proceed

Brand

Brand maintenance screen allows users to add and configure Brand for their items.

Creating Brand

1. Click Maintenance then choose Brand
2. Under Brand Menu, click Add Brand
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Importing Brand

1. Click Maintenance then choose Brand
2. Under Brand Menu, click options then choose Import Brand
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Item Master

Item Master Maintenance screen allows the users to configure and add items to be used on their transaction.

Creating Item Master

1. Click Maintenance then choose Item Master
2. Under Item Master Menu, click Add Item Master
3. Fill up the required fields then click Save.

Notes

• Fields with * are required to be filled up.
• When accounting entries are automatically created, it creates entries based on the defaulted accounting details for the Item. If no accounting detail is maintained in Item Master, it automatically uses the accounting details maintained for its Item Class.

Importing Item Master

1. Click Maintenance then choose Item Master
2. Under Item Master Menu, click options then choose Import Item Master
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Bill of Materials

Bill of Materials maintenance allows the user to add Items that compose a Bundled Item.

Note: Item Master should be set up in order to create a Bill of Material record and there should be an Item record that is considered a Bundle in order to proceed.

Creating Bill of Materials

1. Click Maintenance then choose Bill of Materials
2. Under Bill of Materials Module, click Add New BOM
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Warehouse

Warehouse maintenance screen allows the user to configure and add Warehouse to be used when adjusting, transferring stocks to be used on their transactions.

Creating Warehouse

1. Click Maintenance then choose Warehouse
2. Under Warehouse Menu, click Add Warehouse
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Importing Warehouse

1. Click Maintenance then choose Warehouse
2. Under Warehouse Menu, click Options then choose Import Warehouse
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Customer

Customer maintenance screen allows users to configure and add customers that will be used on their transactions.

Creating Customer

1. Click Maintenance then choose Customer
2. Under Customer Menu, click Add Customer
3. Fill up the required fields then Click Save. Notes: Fields with * are required to be filled up.

Importing Customer

1. Click Maintenance then choose Customer
2. Under Customer Menu, click Options then choose Import Customer
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Supplier

Supplier maintenance screen allows the user to configure and add Supplier to be assigned when creating purchasing transactions

Creating Supplier

1. Click Maintenance then choose Supplier
2. Under Supplier Menu, click Add Supplier
3. Fill up the required fields then Click Save. Notes: Fields with * are required to be filled up.

Importing Supplier

1. Click Maintenance then choose Supplier
2. Under Supplier Menu, click Options then choose Import Supplier
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Price List

Price List maintenance screen allows the users to configure the prices of the items to be used in their transaction

Creating Price List

1. Click Maintenance then choose Price List
2. Under Price List Menu, click Add Price List
3. Fill up the required fields then Click Save. Notes: Fields with * are required to be filled up.

Importing Price List

1. Click Maintenance then choose Price List
2. Under Price List Menu, click Options then choose Import Price List
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Creating Master Price List

1. Click Maintenance then choose Price List
2. Under Price List Menu, Click Master Price List
3. Under Master Price List Menu, Click the Edit Icon to then Adjust the Prices
4. Click the Save Icon to Update the Prices

Importing Master Price List

1. Click Maintenance then choose Price List
2. Under Price List Menu, click Master Price List
3. Under Master Price List Menu, click Options then click Import Master List
4. Download the Template provided in Step 1.
5. Fill up the information needed for each column of the template.
6. Upload the updated template then click Import to proceed

Sales Person

Sales Person maintenance screen allows the user to configure and add Sales Person to be assigned on the transactions.

Creating Sales Person

1. Click Maintenance then choose Sales Person
2. Under Sales Person Menu, click Add Sales Person
3. Fill up the required fields then Click Save. Notes: Fields with * are required to be filled up.

Importing Sales Person

1. Click Maintenance then choose Sales Person
2. Under Sales Person Menu, click Options then choose Import Sales Person
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Currency

The Currency Maintenance screen allows users to configure and add the currencies that will be used on their transaction.

Creating Currency

1. Click Maintenance then choose Currency
2. Under Currency Menu, click Add Currency
3. Fill up the required fields then Click Save. Notes: Fields with * are required to be filled up.

Exchange Rate

The Exchange Rate maintenance screen allows the users to configure the exchange rate from the base currency to a foreign currency.

Creating Exchange Rate

1. Click Maintenance then choose Exchange Rate
2. Under Exchange Rate Menu, click Add Exchange Rate
3. Fill up the required fields then Click Save. Notes: Fields with * are required to be filled up.

Proforma

The Proforma maintenance screen allows the user to configure proforma entries that can be used in transactions such as Accounts Payable, Accounts Receivable, etc.

Creating Proforma

1. Click Maintenance then choose Proforma
2. Under Proforma Menu, click Add Proforma
3. Fill up the required fields then Click Save. Notes: Fields with * are required to be filled up.

Importing Proforma

1. Click Maintenance then choose Proforma
2. Under Proforma Menu, click Options then choose Import Proforma
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Bank

The Bank maintenance screen allows users to configure and add the Bank that they will use in a transaction.

Creating Bank

1. Click Maintenance then choose Bank
2. Under Bank Menu, click Add Bank
3. Fill up the required fields then Click Save. Notes: Fields with * are required to be filled up.

Importing Bank

1. Click Maintenance then choose Bank
2. Under Bank Menu, click Options then choose Import Bank
3. Download the Template provided in Step 1.
4. Fill up the information needed for each column of the template.
5. Upload the updated template then click Import to proceed

Beginning Balance Setup

Requirements

The user should set up the following modules in order to Import Beginning Balances.

• Item Class
• Item Type
• Unit of Measure
• Item Master
• Warehouse

Beginning Balance Procedure

1. Click Inventory then choose Inventory Adjustment
2. Under Inventory Adjustment Click Import Beginning Balances
3. Choose the date of the Beginning Balance to take effect before proceeding or click skip.
4. Download the Template provided in Step 1.
5. Fill up the information needed for each column of the template.
6. Upload the updated template then click Import to proceed

Accounts Receivable

Accounts Receivable allows the user to create a transaction for the balance due to a firm for goods and services delivered or used but not yet paid for by customers.

Requirements

The user should set up the following Maintenance Module in order to proceed on using the Accounts Receivable.

• Customer
• Chart of Account
• Proforma

Creating Accounts Receivable from Sales Module Transaction

The system will auto-generate an Accounts Receivable once the Customer Record has a Delivery Receipt with Sales Invoice Record.

Creating Sales Quotation (Optional)

1. Click Quotation under Sales Menu
2. Under Sales Quotation Menu, click Add Sales Quotation
3. Fill up the required fields in the Header. Note: Fields with * are required to be filled up
4. Fill up the Item Details then click Save.
5. Under Sales Quotation Menu, click the drop-down button on the newly created Sales Quotation Transaction then click Convert to SO.

Creating Sales Order

1. Click Sales Order under Sales Menu
2. Under Sales Order Menu, Click Add Sales Order
3. Fill up the required fields in the Header. Note: Fields with * are required to be filled up
4. Fill up the Item Details then click Save

Creating Delivery Receipt

1. Click Delivery Receipt under Sales Menu
2. Under Delivery Receipt Menu, Click Add Delivery Receipt
3. Fill up the required fields in the Header,
   • Fields with * are required to be filled up
4. Under Sales Order No. field, tag the Sales Order that needs to have a Delivery Receipt
5. Fill up the Item Details then click Save
6. Under Delivery Receipt Menu, click the drop-down arrow of the selected Delivery Receipt record then choose Tag as Delivered
7. Upload the file then click Attached in order to Proceed

Creating Sales Invoice

1. Click Sales Invoice under Sales Menu
2. Under Sales Invoice Menu, Click Add Sales Invoice
3. Fill up the required fields in the Header then click Save
   • Fields with * are required to be filled up
4. Tag the delivery receipt that needs to issue an Invoice. Note: the Delivery Receipt status should be DELIVERED
5. Go to Accounts Receivable under Financials Menu
6. An Accounts Receivable was auto-generated from Sales Invoice

Creating Manual Accounts Receivable

1. Click Accounts Receivable under Financial Menu
2. Under Accounts Receivable, Click Add Accounts Receivable
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Importing Accounts Receivable

1. Click Accounts Receivable under Financial menu
2. For batch creation, under Accounts Receivable menu, click options then choose Import Accounts Receivable button
3. Download the Template provided in the Step 1
4. Fill up the information needed for each column of the template
5. Upload the updated template then click Import to Proceed

Managing Accounts Receivable

Accounts Receivable Document Status

Users can view, edit, print, cancel and receive payment or see the entry of each Accounts Receivable depending on the corresponding Accounts Receivable’s status.

Viewing, Editing, Cancelling and Printing of Account Receivable

Users can view, edit, print or cancel Accounts Receivable by clicking the corresponding function’s link in the Accounts Receivable list-specific Accounts Receivable dropdown menu list.

Exporting Accounts Receivable List

Users can export the Accounts Receivable list by clicking the “Options” button, then click “Export Accounts Receivable”.

Receipt Voucher

Receipt Voucher allows the user to create a transaction from Accounts Receivable for the amounts to be paid by the customer.

Requirements

The user should setup the following Maintenance Module in order to proceed on using the Receipt Voucher

• Customer
• Chart of Account

Notes:

• The customer should have a Delivery Receipt with Sales Invoice Record or Billing in order to create an Accounts Receivable to be tagged on the Voucher.
• The Accounts Receivable must be on POSTED status in order to be used in Receipt Voucher Transaction.

Creating a Receipt Voucher.

1. Click Receipt Voucher under Financial menu
2. Under Receipt Voucher Menu, click Add Receipt Voucher
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Creating Credit Voucher

1. Click Receipt Voucher from Financial Module
2. Under Receipt Voucher, Click Add Receipt Voucher
3. Select a Customer then tick the Advance Payment Option
4. Fill up the required fields for Header and Accounting details then click Save

Creating Receipt Voucher -  Overpayment

1. Click Receipt Voucher from Financial Module
2. Under Receipt Voucher, Click Add Receipt Voucher
3. Select a Customer then tag a Receivable. Note: Overpayment will be available once the transaction has a Customer and a tagged Receivables
4. Tick the Overpayment
5. Fill up the required fields for Header and Accounting details then click Save
6. Creating Receipt Voucher - Applying Creditable Withholding Tax

Creating Receipt Voucher – Entering Check Details for Check Payment

If selected Payment Mode is Check:

1. Select Bank Account where the receivable will be deposited
2. Enter Bank Name of received Check
3. Enter received check’s Check Number
4. Select Check Date
5. Enter check’s amount

**Selected Bank Account and Check Amount on Check Details will be automatically displayed on Accounting Details

Creating Receipt Voucher – Entering Accounting Details for Cash Payment

1. Select account to be debited
2. OPTIONAL: You may also enter account description for easy referencing e.g. Payment for SO#123456
3. Enter received amount on Debit column

*Oojeema recommends to select any Bank Accounts

Creating Receipt Voucher from Accounts Receivable

1. Click Accounts Receivable from Financials Menu
2. Under Accounts Receivable Menu, choose the Receivable that needs to be Receive its Payment, click the drop-down Arrow then choose Post
3. Once Posted, click the drop-down arrow newly posted receivable then choose Receive Payment
4. Fill-up the required fields then click Save

Managing Receipt Voucher

Receipt Voucher Document Status

Users can view, edit, print, cancel and post/unpost or see the entry of each Receipt Voucher depending on the corresponding Receipt Voucher’s status.

Viewing, Editing, Cancelling and Posting/Unposting of Receipt Voucher

Users can view, edit, print or cancel Receipt Voucher by clicking the corresponding function’s link in the Receipt Voucher list-specific Receipt Voucher dropdown menu list.

Exporting Receipt Voucher List

Users can export the Receipt Voucher list by clicking the “Options” button, then click “Export Receipt Voucher”.

Accounts Payable

Accounts Payable allows the user to create a transaction for the amounts due to vendors or suppliers received that have not yet been paid for.

Requirements

The user should set up the following Maintenance Module in order to proceed on using the Accounts Payable.

• Chart of Account
• Currency
• Exchange Rate
• Proforma

Creating Accounts Payable from Purchase Module Transaction

The system will auto-generate an Accounts Payable once the Supplier Record has a Purchase Receipt.

Creating Purchase Requisition (Optional)

1. Click Purchase Requisition under Purchase Menu
2. Under Purchase Requisition Menu, Click Add Purchase Requisition
3. Fill up the following fields in the header. Note: Fields with * are required to be filled up
4. Fill up the Item Details then click Save.

Creating Import Purchase Order

1. Click Import Purchase Order under Purchase Menu
2. Under Import Purchase Order Menu, Click Add Import Purchase Order
3. Fill up the following fields in the header.
   • Fields with * are required to be filled up
   • Purchase Requisition Item can be tagged in the transaction and it will be added on the Item Details as intended.
4. Fill up the Item Details then click Save.

Creating Purchase Order

1. Click Purchase Order under Purchase Menu
2. Under Purchase Order Menu, Click Add Purchase Order
3. Fill up the following fields in the header. Note: Fields with * are required to be filled up
   • Fields with * are required to be filled up
   • Purchase Requisition Item can be tagged in the transaction and it will be added on the Item Details as intended.
4. Fill up the Item Details then click Save.

Creating Purchase Receipt

1. Click Purchase Receipt under Purchase Menu
2. Under Purchase Receipt Menu, Click Add Purchase Receipt
3. Fill up the following fields in the header. Note: Fields with * are required to be filled up
4. Fill up the Item Details then click Save.
5. Go to Accounts Payable under Financials Menu
6. An Accounts Payable Transaction was auto-generated from Purchase Receipt

Creating Manual Accounts Payable

1. Click Accounts Payable under Financial Menu
2. Under Accounts Payable Menu, Click Add Accounts Payable
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Importing Accounts Payable

1. Click Accounts Payable under Financial menu
2. Under Accounts Payable Menu, Click Import Accounts Payable
3. Download the Template provided in the Step 1
4. Fill up the information needed for each column of the template
5. Upload the updated template then click Import to Proceed

Managing Accounts Payable

Accounts Payable Document Status

Users can view, edit, print, cancel and issue payment or see the entry of each Accounts Payable depending on the corresponding Accounts Payable status.

Viewing, Editing, Cancelling and Printing of Account Payable

Users can view, edit, print or cancel Accounts Payable by clicking the corresponding function’s link in the Accounts Payable list-specific Accounts Payable dropdown menu list.

Exporting Accounts Payable List

Users can export the Accounts Payable list by clicking the “Options” button, then click “Export Accounts Payable”.

Payment Voucher

Payment Voucher allows the user to create a transaction from Accounts Payable for the amounts to be paid to the vendor.

Requirements

The user should setup the following Maintenance Module in order to proceed on using the Receipt Voucher

• Supplier
• Chart of Account
• Currency
• Exchange Rate

Creating Payment Voucher

1. Click Payment Voucher under Financial Menu
2. Under Payment Voucher Menu, Click Add Payment Voucher
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Creating Payment Voucher – Entering Check Details for Check Payment

If selected Payment Mode is Check:

1. Select Bank Account where the receivable will be deposited
2. Enter Bank Name of received Check
3. Enter received check’s Check Number
4. Select Check Date
5. Enter check’s amount

**Selected Bank Account and Check Amount on Check Details will be automatically displayed on Accounting Details

Creating Payment Voucher – Entering Accounting Details for Cash Payment

1. Select account to be credited
2. OPTIONAL: You may also enter account description for easy referencing e.g. Payment for IPO#
3. Enter received amount on Debit column

*Oojeema recommends to select any Bank Accounts

Creating Payment Voucher from Accounts Payable

1. Click Accounts Payable under Financials Menu
2. Under Accounts Payable Menu, select a Payable that needs to issue a Payment, click the dropdown arrow then choose Issue Payment
3. Fill-up the required fields then click Save

Managing Payment Voucher

Payment Voucher Document Status

Users can view, edit, print, cancel and post/unpost or see the entry of each Payment Voucher depending on the corresponding Payment Voucher’s status.

Viewing, Editing, Cancelling and Posting/Unposting of Payment Voucher

Users can view, edit, print, post, unpost or cancel Payment Voucher by clicking the corresponding function’s link in the Payment Voucher  list-specific Payment Voucher dropdown menu list.

Exporting Payment Voucher List

Users can export the Payment Voucher list by clicking the “Options” button, then click “Export Payment Voucher”.

Disbursement Voucher

Disbursement Voucher allows the user to create a voucher to be used to issue payments to vendors using clearing/deposit accounts.

Requirements

The user should setup the following Maintenance Module in order to proceed on using the Disbursement Voucher

• Supplier
• Chart of Account
• Tax

Creating Disbursement Voucher

1. Click Disbursement Voucher from Financials Menu
2. Under Disbursement Voucher Menu, click Add Disbursement Voucher
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Disbursement Voucher Document Status

Users can view, edit, print, cancel and post/unpost or see the entry of each Payment Voucher depending on the corresponding Disbursement Voucher’s status.

Viewing, Editing, Cancelling Disbursement Voucher

Users can view, edit, print or cancel Disbursement Voucher by clicking the corresponding function’s link in the Disbursement Voucher list-specific Disbursement Voucher dropdown menu list.

Exporting Disbursement Voucher

Users can export the Disbursement Voucher list by clicking the “Options” button, then click “Export Disbursement Voucher”.

Journal Voucher

Journal Voucher allows the user to create a voucher to be used for financial activity such as setting beginning balances, creating delivery receipts, making sales and purchase returns.

Requirements

The user should setup the following Maintenance Module in order to proceed on using the Journal Voucher

• Supplier
• Chart of Account
• Tax
• Proforma

Creating a Journal Voucher

1. Click Journal Voucher from Financials Menu
2. Under Journal Voucher Menu, click Add Journal Voucher
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Managing Journal Voucher

Journal Voucher Document Status

Users can view, edit, and print or see the entry of each Payment Voucher depending on the corresponding Payment Voucher’s status.

Viewing, Editing, Printing and Cancelling Journal Voucher

Users can view, edit, print or cancel Journal Voucher by clicking the corresponding function’s link in the Journal Voucher list-specific Journal Voucher dropdown menu list.

Importing Journal Voucher

1. Click Journal Voucher under Financial menu
2. Under Journal Voucher Menu, Click Import Journal Voucher
3. Download the Template provided in the Step 1
4. Fill up the information needed for each column of the template
5. Upload the updated template then click Import to Proceed

Exporting Journal Voucher

Users can export the Journal Voucher list by clicking the “Options” button, then click “Export Journal Voucher”.

Petty Cash

Petty Cash allows the user to create a petty cash fund for paying small expenses for the company.

Requirements

The user should setup the following Maintenance Module in order to proceed on using the Journal Voucher

1. Supplier
2. Chart of Account
3. Tax

Creating a Petty Cash

1. Click Petty Cash from Financial Menu
2. Under Petty Cash Menu, Click Add Petty Cash
3. Fill up the required fields then click Save. Note: Fields with * are required to be filled up.

Managing Petty Cash

Petty Cash Voucher Document Status

Users can view, edit, and print or see the entry of each Payment Voucher depending on the corresponding Petty Cash status.

Viewing, Editing, Printing and Cancelling Petty Cash

Users can view, edit, print or cancel Petty Cash by clicking the corresponding function’s link in the Petty Cash list-specific Petty Cash dropdown menu list.

Importing Petty Cash

1. Click Petty Cash from Financials menu
2. Under Petty Cash Menu, click Import Petty Cash
3. Download the Template provided in the Step 1
4. Fill up the information needed for each column of the template
5. Upload the updated template then click Import to proceed

Paying Petty Cash

1. Click Payment Voucher from Financials Menu
2. Under Payment Voucher Menu, Click Add Payment Voucher
3. Select the Supplier that has a Petty Cash Record then click Total Payment
4. Tick the following Petty Cash(PCV) that needs to be paid then click Tag.
5. Fill up the required fields then Click Save. Note: Fields with * are required to be filled up.

Exporting Petty Cash

Users can export the Petty Cash list by clicking the “Options” button, then click “Export Petty Cash”.

Depreciation Run

Depreciation Run allows the user to run a Depreciation analysis on their assets based on their  past transactions.

Simulating Depreciation Run

1. Click Depreciation Run from Financial Menu
2. Click Proceed on the Notice Message. Note: Users will be temporarily locked out from the system when the user is using a Depreciation Run.
3. Under Depreciation Run Menu, click Simulate Depreciation
4. Choose an Asset Class then click Simulate Asset
5. Double Check the Simulation Details then click Run Depreciation
6. Click Yes on the confirmation for Depreciation Run for the specific Date
7. There will be a note that the Depreciation Run is successfully processed. Go to Financials then choose Journal Voucher in order to view the details of the Depreciation Run.

Closing(Trial Balance)

The post closing trial balance is a list of all accounts and their balances after the closing entries have been journalized and posted to the ledger.

Closing a Period(Monthly)

1. Click Reports from Main Menu
2. Under Reports Menu, Click Trial Balance from Financial Statements
3. Under Trial Balance, click Close Period
4. Add notes for additional information then click Save.
5. Double Check the Statements then click Confirm to complete the process
6. There will be a confirmation prompt that the process is already saved. If click Yes, it would automatically redirect you to the Journal Voucher Menu to view the auto generated Journal Voucher.

Closing Books at Yearend

Notes:

• If the user reaches the end of a Period (December in the case of Calendar), a modal will pop up right after the user clicks the Confirm button for the Month of December. The Modal will display the Closing Period of January to December with a Closing Account of Retained Earnings

1. Add notes if needed
2. Click Save
3. Double Check the Statements then click Confirm to complete the process
4. There will be a confirmation prompt that the process is already saved. If click Yes, it would automatically redirect you to the Journal Voucher Menu to view the auto generated Journal Voucher.
5. Additional Note:
6. Upon Year-end Closing, All monthly periods on that year will be posted.
7. Upon Year-end Closing, You cannot cancel any monthly periods on that year.