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Advanced Topics

SAGE SOFTWARE

2006 SA AT Cdn title page (08-30-05).doc, printed on 9/27/2005, at 3:55:05 PM. Last saved on 9/27/2005 3:54:00 PM.

© 2005 Sage Accpac International, Inc. All rights reserved. Sage Accpac International, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Accpac International, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package. The Sage Software logo, the Simply Accounting logo, Simply Accounting, SimplyCARE and SimplyNet are registered trademarks or trademarks of Sage Software, Inc. or it’s affiliated entities. Crystal Reports is the registered trademark and technology of Business Objects SA. All other trademarks are the property of their respective owners.

ACCPAC INTERNATIONAL

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Sage Accpac International, Inc. License Agreement for Simply Accounting by Sage Products IMPORTANT – PLEASE READ CAREFULLY THE FOLLOWING TERMS AND CONDITIONS: This Sage Accpac License Agreement for Simply Accounting by Sage Accpac Products (this “Agreement”) is a legal agreement between you or the company that you are authorized to represent (“You”) and Sage Accpac International, Inc. (“Sage Accpac ”). This Agreement governs your use of the accompanying Simply Accounting computer software programs and all documentation (printed and electronic manuals, guides, bulletins and online help) and any modifications, updates, revisions or enhancements received by You from Sage Accpac or its dealers (the “Program”). You acknowledge and accept the terms and conditions of this Agreement by installing this computer software. IF YOU DO NOT AGREE WITH THESE TERMS, YOU SHOULD IMMEDIATELY CANCEL THE INSTALLATION PROCESS AND RETURN THE PACKAGE AND ITS CONTENTS TO SAGE ACCPAC IN ACCORDANCE WITH SAGE ACCPAC’S RETURN POLICY. Registration and activation of your license for the Program with Sage Accpac is required. Student and Evaluation versions must be registered upon your first use of the Program, otherwise, You have thirty (30) days after your first use of the Program to register and activate your product or the Program will stop functioning until You register and activate your product. 1.

GRANT OF LICENSE.

Subject to your compliance with all terms of this Agreement, Sage Accpac hereby grants to You a limited, nontransferable, non-exclusive license to use the Program under the terms stated in this Agreement for use in your business or profession. The grant of rights hereunder to the Program is not a sale of the Program or any portion thereof and does not convey any rights of ownership in the Program. Sage Accpac reserves all rights not expressly granted by this Agreement and You hereby acknowledge that all title and ownership of the Program and all associated intellectual property rights are and shall remain with Sage Accpac. 2.

LICENSE RESTRICTIONS.

You agree to the following restrictions: (a) You may not make copies, translations or modifications of or to the Program or any portion thereof, except You may install one (1) copy of the Program for backup purposes in support of your use of the Program. You may install a second copy of the Program for use on either (i) your home computer; or (ii) a portable computer that You own or use in your business or profession, to the extent that such computer is used by You as a secondary computer. You must reproduce all copyright, trademark, trade secret and other proprietary notices on any such copies of the Program. All copies of the Program are subject to the terms and conditions of this Agreement.

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(b)

You may not install more than one (1) Program on any Client Device (as defined below).

(c) If You have licensed a single-user version of the Program, the Program shall be used and accessed solely in accordance with a single-user arrangement, which means that the Program and any data stored on a local area network is accessed by one user at a time on a total of one computer or workstation, or personal digital assistant, pager, “smart phone” or one such other electronic device (a “Client Device”), which You own or use in your business or profession and for which the Program is designed to operate. The component parts of the Program may not be used individually or jointly in full or in part on more than one Client Device, unless otherwise set forth herein. (d) If You have licensed a multi-user version of the Program, the Program shall be used and accessed solely in accordance with a multi-user arrangement, which means that the Program and any data stored on a local area network may be accessed by multiple licensed users concurrently. If You have licensed a Multi-user License Pack (the right to install the Program on more than one Client Device and the right to access the same data concurrently from more than one Client Device, up to a pre-defined limit), You may install the Program on separate Client Devices up to the number of licenses that You have purchased, but not more than the pre-defined limit and You may access the same data concurrently up to that same number of licenses or predefined limit You also have the right to use the multi-user version of the Program on a local area network provided the number of Client Devices permitted to access the Program concurrently corresponds to the number of licenses You have purchased up to a pre-defined limit. Use of software, hardware or services that bypass any Program license restrictions and/or reduce the number of Client Devices, concurrent users and/or seats, as may be applicable, accessing or utilizing the Program (e.g., “multiplexing,” “pooling,” or third party add on software or hardware) expressly does not reduce the number of licenses required (i.e., the required number of licenses would equal the number of distinct inputs to the multiplexing or pooling software or hardware “front end”). If the number of Client Devices, concurrent users and/or seats that can potentially connect to the Program exceeds or has the potential to exceed the number of licenses You have obtained, then You must have a reasonable self-enforcing automatic mechanism in place to ensure that Your use of the Program does not exceed the use limits specified for the license You have obtained. Notwithstanding the foregoing, if the Program is hosted under the auspices of an authorized Sage Accpac Hosting Partner, it may be installed on server hardware located at premises under the exclusive or primary control of such Hosting Partner or its agent. You may not use or permit any parent, affiliate, subsidiary or any other third parties to benefit from the use or functionality of the Program, either directly or via a facility management, timesharing, service bureau or any other arrangement; provided, however, that You may use the Program, as provided herein, to process the data of an affiliate or subsidiary of which You own more than fifty percent (50%); provided, however, You may not exceed the number of datasets specified on the applicable product packaging or accompanying documentation.

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(e) If the Program You have licensed is a Not for Resale version (an “NFR Version”), your license is for your individual use and for demonstration, marketing, promotional, end user support, training and/or development purposes, each to the extent permitted, and/or required under the applicable Sage Accpac Premier Advisor (formerly Solution Provider), Authorized Consultant (formerly Certified Consultant) or other applicable agreements between You and Sage Accpac (the “Other Sage Accpac Agreements”). Use of the NFR Version is limited to not more than the number of licenses You have acquired. (f) If the Program You have licensed is a student version (a “Student Version”), your license is solely for your individual use for educational purposes. Use of the Student Version is limited to fourteen (14) months from date of registration. (g) If the Program You have licensed is an educational version (an “Educational Version”), your license is solely for your use for educational purposes. Use of the Educational Version is limited to the number of licenses that you have acquired pursuant to you Educational Site License Agreement. (h) If the Program You have licensed is an evaluation version (an “Evaluation Version”), your license is solely for your individual use for evaluation purposes. The Evaluation Version may be used for sixty (60) days. (i) If the Program You have licensed is the Monthly Service Plan, You agree that Your license rights are contingent on Your timely monthly payments of the license fee for the eleven months following product registration. You must provide a valid credit card upon registration to which Your eleven monthly payments will be charged. If Your credit card expires during Your elevenmonth payment period, it is Your responsibility to provide an updated valid credit card. In the event You miss a payment, make a late payment, stop payment or dispute the charge on Your credit card before all eleven payments have been made, Your rights under this license agreement will terminate and You will be required to immediately stop using the Program. In addition, Sage Accpac will initiate collections action against you for the balance owed at the time the payments stop. Please note that your credit card will continue to be charged after your 11months of payments until you cancel your Monthly Service Plan. 3.

LIMITED WARRANTY.

(a) The following limited warranty applies to You only if You are the original licensee of the Program. Sage Accpac warrants that the Program substantially conforms to the specifications contained in the User Guide that was included in the original packaging or is found in the Help menu of, your Simply Accounting software (the “Documentation”) for a period of sixty (60) days from your purchase, as evidenced by your receipt (the “Limited Warranty Period”), provided that the Program is used on the Client Device for which it was designed. Sage Accpac further warrants that the media on which the Program is furnished will be free from defects in material or workmanship for the Limited Warranty Period. Receipt of revisions or upgrades to the Program shall not restart or otherwise affect the warranty period for previously delivered copies. Sage Accpac does not represent or warrant that your use of the Program will be uninterrupted or error free.

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(b) Provided You notify Sage Accpac in writing during the Limited Warranty Period of a substantial non-conformity between the Documentation and the Program, and if Sage Accpac is able to replicate and verify that such substantial non-conformity exists, Sage Accpac shall replace or correct the Program, at Sage Accpac’s sole option, so that the Program substantially conforms to the specifications or replace the defective media, as the case may be, or You may return all copies of the Program and Sage Accpac shall remit to You the license fee You paid, up to the amount of Sage Accpac’s suggested list price for the Program. This Section 3(b) states your SOLE AND EXCLUSIVE REMEDY for any breach of warranty hereunder. (c) No employee, agent or representative of Sage Accpac, nor any reseller (including the person or company who sold You the Program) or any other third party, is authorized to make any warranty with respect to the Program, except those expressly stated in Sections 3(a) and 3(b) of this Agreement, and You may not rely on any such unauthorized warranty. 4.

DISCLAIMER OF WARRANTIES.

(a) The foregoing warranties and remedies are exclusive. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN SECTIONS 3(a) AND 3(b) OF THIS AGREEMENT, THE PROGRAM IS PROVIDED ON AN “AS IS” BASIS AND SAGE ACCPAC DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, WITH RESPECT TO THE PROGRAM AND ANY SERVICES FURNISHED IN CONNECTION WITH THIS AGREEMENT. SAGE ACCPAC DOES NOT WARRANT THAT THIS SOFTWARE IS FREE OF BUGS, VIRUSES, IMPERFECTIONS, ERRORS, OR OMISSIONS. SAGE ACCPAC SPECIFICALLY DISCLAIMS AND EXCLUDES ANY IMPLIED WARRANTIES, INCLUDING WITHOUT LIMITATION: (I) OF MERCHANTABILITY; (II) FITNESS FOR A PARTICULAR PURPOSE; (III) OF NON-INFRINGEMENT; OR (IV) ARISING FROM COURSE OF PERFORMANCE, COURSE OF DEALING OR USAGE OF TRADE. IF YOU ARE ACTING AS A CONSUMER, SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES, SO THE FOREGOING MAY NOT APPLY TO YOU. (b) SAGE ACCPAC SHALL NOT BE LIABLE FOR ANY CLAIMS OR DAMAGES CAUSED BY THE OPERATION OF THE PROGRAM ON OTHER THAN THE COMPUTER AND OPERATING SYSTEM IDENTIFIED IN THE DOCUMENTATION, ACTS OF ABUSE OR MISUSE BY YOU OR MODIFICATIONS OR UNAUTHORIZED REPAIRS. SAGE ACCPAC SHALL NOT BE LIABLE FOR ANY LOSS OR DAMAGE IN CONNECTION WITH OR ARISING OUT OF THE INTERRUPTION OR LOSS OF USE OF THE PROGRAM OR ANY OTHER ITEMS OR SERVICES PROVIDED BY SAGE ACCPAC. (c) YOU ACKNOWLEDGE THAT ANY DATA ENTRY, CONVERSION OR STORAGE IS SUBJECT TO THE LIKELIHOOD OF HUMAN AND MACHINE ERRORS, MALICIOUS MANIPULATION, OMISSIONS, DELAYS, AND LOSSES, INCLUDING, BUT NOT LIMITED TO, INADVERTENT LOSS OF DATA OR DAMAGE TO MEDIA THAT MAY RESULT IN LOSS OR DAMAGE TO YOU AND/OR YOUR PROPERTY, AND/OR YOUR DETRIMENTAL RELIANCE ON MALICIOUSLY MANIPULATED DATA. SAGE ACCPAC SHALL NOT BE LIABLE FOR ANY SUCH ERRORS, OMISSIONS, DELAYS, OR LOSSES.

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YOU ARE RESPONSIBLE FOR ADOPTING REASONABLE MEASURES TO LIMIT THE IMPACT OF SUCH PROBLEMS, INCLUDING BACKING UP DATA, ADOPTING PROCEDURES TO ENSURE THE ACCURACY OF INPUT DATA, EXAMINING AND CONFIRMING RESULTS PRIOR TO USE, ADOPTING PROCEDURES TO IDENTIFY AND CORRECT ERRORS AND OMISSIONS, REPLACING LOST OR DAMAGED MEDIA, AND RECONSTRUCTING DATA. IF YOU LICENSED A STUDENT VERSION, YOU ACKNOWLEDGE AND UNDERSTAND THAT: (I) THE STUDENT VERSION MAY BE USED FOR EDUCATIONAL PURPOSES ONLY; (II) THAT THE STUDENT VERSION SHALL BE OPERABLE ONLY FOR 14 MONTHS; AND (III) THAT DATA OR OTHER INFORMATION USED WITH, PROCESSED BY AND/OR STORED IN CONJUNCTION WITH THE STUDENT VERSION MAY BE CONVERTED IF YOU UPGRADE TO THE PRO, PREMIUM, OR ACCOUNTANTS’ EDITION OF THE FULL RETAIL PRODUCT UPON TERMINATION OF THIS AGREEMENT. IF YOU LICENSED AN EVALUATION VERSION, YOU ACKNOWLEDGE AND UNDERSTAND THAT: (IV) THE EVALUATION VERSION MAY BE USED FOR EVALUATION PURPOSES ONLY; (IX) THE EVALUATION VERSION SHALL BE OPERABLE ONLY FOR SIXTY (60) DAYS; AND (X) UPON EXPIRATION OF THE EVALUATION PERIOD, ANY DATA OR OTHER INFORMATION USED WITH, PROCESSED BY AND/OR STORED IN CONJUNCTION WITH THE EVALUATION VERSION MAY BE CONVERTED IF YOU UPGRADE TO THE STUDENT VERSION OR THE BASIC, PRO, PREMIUM, OR ACCOUNTANTS’ EDITION OF THE FULL RETAIL PRODUCT. (d) ANY SAGE ACCPAC PREMIER ADVISOR OR AUTHORIZED CONSULTANT OR ANYRESELLER, INSTALLER OR CONSULTANT IS NOT AFFILIATED WITH SAGE ACCPAC IN ANY CAPACITY OTHER THAN AS A RESELLER, INSTALLER OR CONSULTANT OF SAGE ACCPAC’S PRODUCTS AND HAS NO AUTHORITY TO BIND SAGE ACCPAC OR MODIFY ANY LICENSE OR WARRANTY. SAGE ACCPAC MAKES NO REPRESENTATIONS, WARRANTY, ENDORSEMENT OR GUARANTEE WITH RESPECT TO THE SKILLS OR QUALIFICATIONS OF ANY SAGE ACCPAC PREMIER ADVISOR OR AUTHORIZED CONSULTANT OR ANY RESELLER, INSTALLER OR CONSULTANT AND YOU ARE ENCOURAGED TO INDEPENDENTLY INVESTIGATE THEIR SKILLS AND QUALIFICATIONS. 5.

DISCLAIMER REGARDING LINKS TO EXTERNAL SITES.

The Program includes links to other Web sites on the Internet that are owned and operated by third parties not under the control of Sage Accpac. Sage Accpac provides the links for your convenience only and does not provide a warranty of any type regarding the actions of such third parties or the security of information sent to such third parties while You are using their Web sites. Under no circumstances shall Sage Accpac, or its subsidiaries or affiliates, be responsible or liable in any way for the availability of services or products offered, or the content located on or through, any such third party’s Web site. 6.

EXPORT RESTRICTIONS.

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You shall abide by all foreign and United States federal, state and local laws, ordinances, rules and regulations applicable to the transactions contemplated hereunder. You agree to comply to the extent applicable with the United States Export Administration regulations, the International Traffic in Arms regulations and any regulations or licenses administered by the Department of the Treasury's Office of Foreign Assets Control 7.

SUPPORT.

Sage Accpac disclaims any responsibility to provide any customer support except as may be agreed under a separate agreement to render support services. Upon registration of the Program You will receive thirty (30) days of free customer support, provided that the Program is registered within thirty (30) days of your payment of the license fee, as evidenced by your receipt. All other support requires purchase of a support option, as outlined in any special offers that Sage Accpac may from time to time send You, or may be found on the Simply Accounting Web site at www.simplyaccounting.com. Sage Accpac does not provide free customer support for the Evaluation Version, NFR Version, Student Version, or versions for Educational Purposes.. 8.

TERMINATION OF SUPPORT AND OTHER SERVICES.

Software has a limited useful life for various reasons including changes in technology. You are free to decide and responsible for deciding when to upgrade the Program. Sage Accpac reserves the right to terminate Customer Support and all other services applicable to the Program in the event that the Program has become inoperable or incompatible with current operating systems, hardware, add-on products, product updates and services or other technologies. To obtain up-todate information regarding which products, releases and related services are currently supported, contact a customer service representative. If you are not operating a supported release or service, it may be necessary to license an upgrade or replacement product or service in order to continue to receive Customer Support and/or other updates. Any updates licensed by You are considered part of the Program and subject to the terms and conditions of this Agreement, except to the extent a separate license agreement is provided in connection with such update. Any replacement products or upgrades will be governed by a separate agreement. 9.

OWNERSHIP RIGHTS.

(a) The Program is protected by United States patent, copyright laws and other intellectual property laws, and international treaty provisions. Sage Accpac and its third party licensors, if any, retain all title to and, except as expressly and unambiguously licensed herein, all rights and interest in: (i) the Program, including, but not limited to, all copies, versions, customizations, compilations and derivative works thereof (by whomever produced) and all related Documentation; (ii) the Sage Accpac trademarks, service marks, trade names, icons and logos; and (iii) any and all copyright rights, patent rights, trade secret rights and other intellectual property and proprietary rights throughout the world in the foregoing. You acknowledge that your possession, installation, or use of the Program does not transfer to You any ownership, title, or registrable interest of any kind to the intellectual property in the Program, and that You will not acquire any rights to the Program except as expressly set forth in this Agreement. You agree that

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all backup, archival, or any other type of copies of the Program will contain the same proprietary notices that appear on and in the Program. (b) Should You decide to submit any materials to Sage Accpac via electronic mail, through or to Sage Accpac Web site(s), or otherwise, whether as feedback, data, questions, comments, ideas, concepts, techniques, survey responses, suggestions or the like, You agree that such submissions are unrestricted and shall be deemed non-confidential upon submission. You grant to Sage Accpac and its assigns a non-exclusive, royalty-free, worldwide, perpetual, irrevocable license, with the right to sublicense, to use, copy, transmit, distribute, create derivative works of, commercialize, display and perform such submissions. 10.

RECOMMENDED ENVIRONMENT.

This Program has been designed to work optimally in the environment documented within the Documentation. Any defects, inconsistencies or issues arising out of operating outside the parameters set forth therein may not be supported by Sage Accpac and may require You to pay additional maintenance/upgrade costs to Sage Accpac to rectify. 11.

HIGH RISK ACTIVITIES.

The Program is not fault-tolerant and is not designed or intended for use in hazardous environments requiring fail-safe performance, including without limitation, in the operation of nuclear facilities, aircraft navigation or communication systems, air traffic control, weapons systems, direct life-support machines, or any other application in which the failure of the Program could lead directly to death, personal injury, or severe physical or property damage (collectively, “High Risk Activities”). Sage Accpac expressly disclaims any express or implied warranty of fitness for High Risk Activities. 12.

LIMITATION OF LIABILITY.

BECAUSE SOFTWARE IS INHERENTLY COMPLEX AND MAY NOT BE FREE FROM ERRORS, YOU ARE ADVISED TO VERIFY THE WORK PRODUCED BY THE PROGRAM. TO THE FULLEST EXTENT PERMITTED BY LAW, SAGE ACCPAC'S LIABILITY TO YOU FOR ANY DAMAGES OR LOSSES ARISING HEREUNDER, WHETHER BASED IN CONTRACT, TORT OR OTHERWISE, SHALL BE LIMITED TO AND NOT EXCEED THE GREATER OF THE AMOUNT OF LICENSE AND SUPPORT FEES PAID BY YOU TO SAGE ACCPAC, OR SAGE ACCPAC’S SUGGESTED LIST PRICE FOR USE OF THE PROGRAM. TO THE FULLEST EXTENT PERMITTED BY LAW, SAGE ACCPAC SHALL NOT BE LIABLE FOR ANY SPECIAL, CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES, INCLUDING BUT NOT LIMITED TO, LOSS OF TIME, LOSS OF GOODWILL, LOSS OF CONFIDENTIAL OR OTHER BUSINESS INFORMATION, LOSS OF ANTICIPATED PROFITS, REVENUE OR DATA, OR COSTS INCURRED IN CONNECTION WITH OBTAINING SUBSTITUTE SOFTWARE, FOR BUSINESS INTERRUPTION, WORK STOPPAGE OR COMPUTER FAILURE OR MALFUNCTION EVEN IF SAGE ACCPAC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE. Sage Accpac will

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have no responsibility for the Program if any portion of the Program has been modified, lost, stolen or damaged by accident, abuse or misapplication. 13.

UNITED STATES GOVERNMENT.

If the Program is to be provided under a U.S. Government contract, the U.S. government’s right to use, modify, reproduce, release or disclose the Program is subject to restrictions set forth in subparagraph (c)(1)(ii) of The Rights in Technical Data and Computer Software clause at DFARS 252.227-7013 or subparagraphs(c)(1) and (2) of the Commercial Computer Software - Restricted Rights at 48 CFR 52-227-19, as applicable. 14.

TERM AND TERMINATION.

(a) This Agreement shall commence on the date You install the Program and shall continue until the earlier of: (i) the date it is terminated in accordance with the terms herein; (ii) your acceptance of a superseding license agreement; or (iii) the expiration of the trial period, if applicable. (b) This license, and all of Sage Accpac's obligations hereunder, automatically terminate if You fail to comply with any provision of this Agreement. Upon the termination or expiration of this Agreement for any reason whatsoever: (i) the license granted hereunder shall immediately cease; and (ii) You shall immediately stop using the Program in any way and, within ten (10) days after the effective date of expiration or termination deliver to Sage Accpac, or certify that You have destroyed all copies of the Program. (c) If You licensed an NFR Version or Educational Version, this Agreement is effective unless and until You or Sage Accpac terminates the Agreement in accordance with the terms set forth herein or the terms set forth in your Other Sage Accpac Agreements or upon the earlier termination or expiration of your Other Sage Accpac Agreements. (d) If you licensed a Student Version, this Agreement is effective for a term of fourteen (14) months, unless sooner terminated by You or Sage Accpac in accordance with the terms set forth herein. (e) If You licensed an Evaluation Version, this Agreement is effective for a period commencing on the first date the Program is downloaded, installed or first run for a term of sixty (60) days, unless sooner terminated by You or Sage Accpac in accordance with the terms set forth herein. 15.

MISCELLANEOUS.

(a) As a user of the Program, You assume the responsibility for the selection of the Program as being appropriate for your purposes. You understand and agree that: (i) You are solely responsible for the content and accuracy of all reports and documents prepared with the Program; (ii) using the Program does not relieve You of any professional obligation concerning the preparation and review of such reports and documents; (iii) You do not rely upon Sage Accpac or the Program for any advice or guidance regarding the appropriate tax treatment of items reflected

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on such reports or documents; (iv) You will review any calculations made by using the Program and satisfy yourself that those calculations are correct; and (v) Sage Accpac's support service is designed to offer technical support for issues regarding the features and functionality of this Program in the recommended operating environments only. (b) To the fullest extent permitted by law and consistent with valid entry into a binding agreement, the controlling language of this Agreement is English and any translation you have received has been provided solely for your convenience. In the event You have entered into this Agreement by means of the display of a translated version of this Agreement in a language other than U.S. English, you may request a U.S. English language version of this Agreement by notice to Sage Accpac. To the fullest extent permitted by law, all correspondence and communication between You and Sage Accpac under this Agreement must be in English language. The exclusive judicial forum for any action that You bring to enforce this Agreement shall be an appropriate federal or state court located in Georgia. The exclusive forum for any action that Sage Accpac brings to enforce this Agreement shall be an appropriate federal, state or provincial court in the state or province, as applicable, in which You have your principal place of business. In either case, this Agreement shall be governed by the internal laws of the forum state without regard to the conflict of laws provisions thereof. (c) This Agreement allocates risk between You and Sage Accpac as authorized by applicable law, and pricing of Sage Accpac’s products reflects this allocation of risk and the limitation of liability contained in this Agreement. In the event that any provision of this Agreement is found invalid or unenforceable pursuant to judicial decree, the remainder of this Agreement shall be valid and enforceable according to its terms. (d) The Sage Accpac logo, Simply Accounting and the Simply Accounting logo are registered trademarks or trademarks of Sage Accpac SB, Inc. or its affiliated entities. For an up-to-date list of copyright and trademark statements, refer either to the copyright page of the Program User Guide or the Help About Simply Accounting window within the Program. Other product names mentioned may be service marks, trademarks, or registered trademarks of their respective owners and are hereby acknowledged. (e) No failure or delay of either party to exercise any rights or remedies under this Agreement shall operate as a waiver thereof, nor shall any single or partial exercise of the same or other rights or remedies preclude any further or other exercise of the same or other rights or remedies, nor shall any waiver of any rights or remedies with respect to any circumstances be constructed as a waiver thereof with respect to any other circumstances. (f) Quebec. With regard to Quebec, the parties declare that they have required that this Agreement and all documents related hereto, either present or future, be drawn up in the English language only. Les parties déclarent par les présentes qu'elles exigent que cette entente et tous les documents y afférents, soit pour le présent ou l'avenir, soient rédigés en langue anglaise seulement. (g) Sections 12 (Limitation of Liability), 14(b) (Term & Termination), 15(b) (Governing Law) and this Section 15(g) shall survive the expiration or termination of this Agreement.

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(h) This Agreement constitutes the entire agreement between You and Sage Accpac with respect to the subject matter hereof, and supersedes all proposals, oral or written, and all other communications between the parties with respect to such subject matter. This Agreement shall not be modified, except by written agreement signed by the parties hereto. Sage Accpac shall not be bound by or liable to You for any pre-existing or contemporaneous written or oral representations or warranties, made by anyone, with respect to the Software Product, including any Sage Accpac Premier Advisor or Authorized Consultant or distributor or reseller or their respective agents, employees, or representatives. (i) Sage Accpac shall not be liable for and shall be excused from any failure to deliver or perform or for delay in delivery or performance due to causes beyond its reasonable control, including but not limited to, work stoppages, shortages, civil disturbances, terrorist actions, transportation problems, interruptions or power or communications, failure or suppliers or subcontractors, natural disasters or other acts of God. (j) All notices given hereunder shall be in writing and sent by overnight courier or delivered in person: (i) if to Sage Accpac, to Sage Accpac, Legal Department, 1505 Pavilion Place, Norcross, Georgia 30093; and (ii) if to You, to the address You indicated upon your registration of the Program. (k) You authorize Sage Accpac to send You information, including but not limited to marketing and promotional material, via facsimile, email, telephone, and other reasonable means.

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This file contains information that you’ll probably need less often than the User Guide, in addition to more technical information for experienced users.

Chapter 1 — List of Reports and Graphs Chapter 2 — Customizing Forms and Management Reports Chapter 3 — Importing and Exporting Data Chapter 4 — Using Simply Accounting Data with Other Programs Chapter 5 — Cash-Basis Accounting

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Simply Accounting 2006

Advanced Topics

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Chapter 1 List of Reports and Graphs This chapter contains a list of all reports and graphs in Simply Accounting and a description of each.

Date Formats .................................................................. 1–1 Account Numbers on Reports ................................................... 1–1 Printing Reports ................................................................ 1–1 Grouping Reports Using My Reports ............................................. 1–2 Report Customization .......................................................... 1–3 Customizing Report Columns ............................................... 1–3 Filtering Reports............................................................ 1–4 Sorting Reports ............................................................. 1–5 Print Settings ............................................................... 1–6 Font Settings ............................................................... 1–7 Adding a Footer ............................................................ 1–8 Saving Report Settings as a Template ............................................. 1–9 List of Reports ................................................................. 1–9 499R-2/W-2PR Forms (Puerto Rico) ..................................... 1–9 499R-2/W-2PR Forms on Diskette (Puerto Rico) .........................1–10 940 Summary Report

.................................................1–11

941 Summary Report

.................................................1–12

1099 Miscellaneous Income Forms

.....................................1–12

1099 Miscellaneous Income List ........................................1–14 Account Reconciliation Detail Report ........................................1–14 Account Reconciliation Summary Report ....................................1–15 Account Reconciliation Transaction Report...................................1–16 Account Reconciliation Transactions Report ..................................1–17 Aged Overdue Purchase Invoices Reports....................................1–18 Aged Overdue Sales Invoices Reports .......................................1–19

Advanced Topics

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All Transactions Report.................................................... Balance Sheet ............................................................. Balance Sheet (Departmental) .............................................. Balance Sheet (Multi-period) ............................................... Balance Sheet (Comparative Subsidiary) .................................... Budget Report ............................................................ Cash-Basis Accounting Reports............................................. Cash-Flow Projection ...................................................... Chart of Accounts ......................................................... Cheque Log .............................................................. Current Revenue vs. Last Year (Graph)...................................... Customer Aged Reports ................................................... Customer Analysis (Premium or higher) .................................... Customer List ............................................................ Customer List (Grouped) .................................................. Customer Sales Reports.................................................... Customer Statements ...................................................... Deductions and Expenses Detail Report ..................................... Deductions and Expenses Summary Report ................................. Direct Deposit Log ........................................................ Direct Deposit Stub ....................................................... Direct Deposit Stub Summary .............................................. Employee Detail Report ................................................... Employee List ............................................................ Employee List (Grouped) .................................................. Employee Summary Report ................................................ Expenses and Net Profit as % of Revenue (Graph) ............................ Expenses by Account (Graph) .............................................. Expenses vs. Budget (Graph) ............................................... Gross Margin/Profit Income Statement ..................................... Imported Online Transactions Report ....................................... Income Statement ......................................................... Income Statement (Multi-period) ........................................... Income Statement by Departments.......................................... Income Statement (Comparative Subsidiary)................................. Inventory Adjustment Transactions Report ..................................

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Inventory and Services Statistics Report .....................................1–62 Inventory and Service Item List .............................................1–63 Inventory and Service Item List (Grouped) ...................................1–64 Inventory and Services Sales Report .........................................1–65 Inventory and Services Transaction Report ...................................1–66 Inventory Synopsis Report .................................................1–67 Inventory Quantity Report .................................................1–68 Invoices ..................................................................1–69 Item Assembly Transactions Report .........................................1–70 Job Category Detail Report .................................................1–71 Job Category Summary Report ..............................................1–71 Mailing Labels ............................................................1–72 Miscellaneous Transactions Report ..........................................1–73 Online Account Statements Report ..........................................1–73 Paycheque / Paycheck .....................................................1–74 Payment Cheque / Check ..................................................1–76 Payment Transactions Report ...............................................1–78 Payroll Cheque Run Summary ..............................................1–80 Payroll Transactions Report ................................................1–80 Pending Purchase Orders Report ............................................1–81 Pending Sales Orders Report ...............................................1–82 Price List .................................................................1–83 Product Analysis Report ...................................................1–84 Project Allocation Report ...................................................1–84 Project Budget Report ......................................................1–85 Project Income Report ......................................................1–86 Project List ................................................................1–87 Project List (Grouped)......................................................1–88 Purchase Orders ...........................................................1–88 Quarterly Wage Report (Puerto Rico) ........................................1–90 Purchase Transactions Report ...............................................1–90 Realized Exchange Gain/Loss ..............................................1–91 Receipt Transactions Report ................................................1–92 Receipts ..................................................................1–93 Record of Employment (ROE) .........................................1–94 Relevé 1 Slips

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Recurring Transactions Report ............................................. 1–97 Remittance Detail Report .................................................. 1–98 Remittance Summary Report ............................................... 1–99 Revenues by Account (Graph) ............................................. 1–100 Sales By Job Category .................................................... 1–100 Sales By Salesperson ..................................................... 1–101 Sales Due vs. Unpaid Purchases (Graph) ................................... 1–102 Sales Order Confirmations ................................................ 1–102 Sales Quotes ............................................................. 1–103 Sales Synopsis ........................................................... 1–105 Sales Transactions Report ................................................. 1–105 Sales vs. Budget (Graph) .................................................. 1–106 Sales vs. Sales Due (Graph) ............................................... 1–107 Statement of Cash Flows .................................................. 1–107 SUTA Summary Report

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T4 Slips ........................................................... 1–109 T5018 Slips ........................................................ 1–111 Tax Report .............................................................. 1–111 Time and Billing Report (Pro or higher only)................................ 1–112 Time, Billing, and Payroll Report (Pro or higher only) ....................... 1–115 Time Sheet Report (Pro or higher only) ..................................... 1–116 Transactions By Account Report ........................................... 1–117 Trial Balance ............................................................ 1–118 Trial Balance (Departmental) .............................................. 1–120 Trial Balance (Multi-period) ............................................... 1–120 Trial Balance (Comparative Subsidiary) .................................... 1–122 Unpaid Purchases by Aging Period (Graph) ................................ 1–123 Unpaid Purchases by Vendor (Graph)...................................... 1–123 Unpaid Sales by Aging Period (Graph) ..................................... 1–124 Unpaid Sales by Customer (Graph) ........................................ 1–124 Unrealized Exchange Gain/Loss .......................................... 1–124 Vendor Aged Reports .................................................... 1–125 Vendor List.............................................................. 1–129 Vendor List (Grouped) ................................................... 1–129 Vendor Purchases Report ................................................. 1–130 W-2 Forms

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Date Formats The date format in the sample reports might not exactly match the format on your reports. Simply Accounting uses the date format you have chosen in the Windows Control Panel. You can change the date format in Simply Accounting by opening the Setup menu and choosing System Settings and then Settings. Click on Company and then Dates and make your changes.

Account Numbers on Reports You can set Simply Accounting to display or hide account numbers on all reports. If you want to see reports without account numbers, on the Setup menu, choose System Settings, then Settings. Click on General and select Numbering. Un-check the Show Account Numbers in Reports box. This option is dimmed where turning it off can create misleading reports. For example, if you have two accounts with the same name but different numbers.

Printing Reports To print a report, display the report, then choose Print from the File menu. Redo Report

Printer Settings

If you want to generate the report again with different report options, click Redo Report on the toolbar, or from the Options menu, click Redo Report. To change the look of a report after you have opened it, use the Options menu in the displayed report window, and select Customize Report. See Report Customization later in this chapter for more information. If you want to change your printer settings for all of your reports at once, open the Reports and Forms Options dialog in the Setup Menu. Here you can specify fonts, colours, and additional information you want to include in your reports.

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Chapter 1: List of Reports and Graphs

Grouping Reports Using My Reports My Reports allows you to group several reports for batch generation, for example, daily, weekly, or monthly reports, to display them all at once. Grouping reports is a three-step process. Create your report groups, save the reports you want to group as templates, and assign the templates to a report group. For more information about saving reports as templates and assigning them to a report group, see “Saving Report Settings as a Template” later in this chapter. To set up report groups: 1.

From the Reports menu, choose My Reports or click the My Reports icon on the My Business tab in the Home window.

2.

Click Set Up Report Groups.

3.

Add one or more report group name(s).

4.

Click OK. You are now ready to customize your reports, if you wish, and save them as templates.

To batch-generate a report group:

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1.

From the Reports menu, choose My Reports. You can also click the My Reports icon on the My Business tab in the Home window.

2.

Select the report group you wish to generate or click Select All to display all report groups.

3.

Click Display.

4.

When you have reviewed each report, click the print icon on the toolbar to print a copy.

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Report Customization In several Report Options windows in Simply Accounting, clicking Customize allows you to customize the information that is displayed on the report. For instance, you can choose to exclude certain columns, change the order in which the information prints by setting a sort order, or narrow the definition of what you wish to display by setting a filter to exclude certain types of information. Once you have set the customization options in a report, you can save it as a template. The next time you print the report, you can then use your saved template rather than choosing the settings again. A check mark on the Customize button indicates that custom settings have been applied to the report.

Customizing Report Columns The Customize Report Columns tab allows you to choose which columns to include in a report, allowing you to shorten, or lengthen, individual reports for your specific needs. The Customize Report window allows you to select the order in which the columns will be displayed. To choose report columns: 1.

In the Home window, on the Reports menu, choose the report you want to customize.

2.

Click Customize.

3.

On the Customize Report Columns tab, select the Use Custom Report Column Settings option: To add columns to the report, select the column names under Columns Available For The Report and then click Add. To remove columns from the report, select the columns under Columns Shown On The Report and then click Remove.

4.

Click OK.

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To change the order in which the columns are displayed: 1.

In the Home window, on the Reports menu, choose the report you want to customize.

2.

Click Customize.

3.

On the Customize Report Columns tab, select the Use Custom Report Column Settings option.

4.

Ensure that the columns you want to include on the report are listed under Columns Shown On The Report.

5.

Select the column name you want to move and click the Up or Down

6.

arrow to the right of the list.

Arrange the columns until you are satisfied with their order. Click OK when you have finished.

Filtering Reports Filtering lets you specify the type of information included on a report. Sorting lets you specify the order in which the data appears. Why filter reports?

On many reports, Simply Accounting lets you filter the data to include only the details you want. For example, on the Customer Aged report, you can choose to include customers whose total balance owing is greater than a certain amount, and whose name begins with a certain letter or range of letters. Then you can give each of your accounting staff a different part of the customer list to contact and request payment. Once you have set up the filtering criteria, the program stores your settings to use the next time you create that report. Filtering is not available on management reports or on other reports where filtering could make the report misleading or incorrect. For example, you cannot filter the balance sheet, because leaving out certain accounts could make it appear as if your books are out of balance.

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To filter a report: 1.

In the Home window, on the Reports menu, choose the report you want to filter.

2.

Click Customize.

3.

Click the Filter Report tab. Select the Use Your Filtering Specification option. Note: You can set up to four filters on each report.

4.

In the Field column, select the fields by which you want to filter. To clear (empty) a field, select the blank entry at the top of the drop-down list.

5.

In the Matching Criteria column, select the filtering criteria (such as Is Greater Than or Starts With).

6.

In the Value column, enter one or more numbers or letters you want to match.

7.

If you want to filter by more than one criteria:

8.

■

Click And to include only the records that match the criteria on that line and the next. Or,

■

Click Or to include records that meet one or both criteria.

Click OK to apply the filters, and either select other report options or click OK to display the report.

Sorting Reports Why sort data?

On many reports, Simply Accounting lets you sort the data in the order you find most useful. For example, on the Customer Aged report, you can sort by balance owing. You can also specify ascending or descending order. Such a list is useful when you want to quickly collect on your largest unpaid customer invoices.

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Once you have set up the sorting criteria, the program stores your settings to use the next time you create that report. Sorting is not available on management reports, or on other reports where sorting could make the report misleading or incorrect. For example, on a balance sheet, you want the accounts to appear in logical groups, so sorting them in alphabetical order would not be useful. For list reports (such as a list of accounts or customers), the complete list will be displayed. To sort it, click Customize and then choose Sorting Options on the Sort tab. To sort a report: 1.

In the Home window, on the Reports menu, choose the report you want to sort.

2.

Click Customize.

3.

Click the Sort Report tab.

4.

Select the Custom Sort Order option. Note: You can set up to four columns to sort on each report.

Ascending

5.

Select the fields by which you want to sort. Next to each, click the button to change to ascending or descending order. To clear (empty) a field, select the blank entry at the top of the drop-down list.

Descending

6.

Click OK to apply the settings, and either select other report options to customize or click OK to see the report.

Print Settings You can change the print settings for individual reports on the Print Settings tab. This tab allows you to specify the paper orientation and margins for a report without affecting the appearance of other reports.

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To change a report’s print settings: 1.

In the Home window, on the Reports menu, choose the report you want to sort.

2.

Click Customize.

3.

Click the Print Settings tab.

4.

Check Custom Page Orientation and choose either Landscape or Portrait.

5.

Check Custom Margins and enter a Top and Left margin value (in inches).

6.

Click OK to apply the settings, and either select other report options to customize or click OK to see the report.

Font Settings You can change the font settings for individual reports on the Print Settings tab. This tab allows you to specify the font size, family, and colour for different parts of a report without affecting the appearance of other reports. To change a report’s font settings: 1.

In the Home window, on the Reports menu, choose the report you want to sort.

2.

Click Customize.

3.

Click the Font Settings tab.

4.

Check the Custom Font Settings option.

5.

Change the font settings for the various report elements to suit your needs.

6.

Click OK to apply the settings, and either select other report options to customize or click OK to see the report. Note: Clicking Default resets the current report template's font settings to the original Simply Accounting settings.

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Chapter 1: List of Reports and Graphs

Adding a Footer Report footers are used to add important information to the bottom of your Balance Sheet, Income Statement, and Statement of Cash Flows reports if you are using Simply Accounting Premium or higher. Here are some examples of information you might want to include to customize these reports: ■

Un-audited Financial Statements

■

Draft Only

■

To be used in conjunction with the Notes for the Financial Statements

■

Interim/Quarterly Report

Footers can be added to each page of a report, to the last page of a report, or both. Footers cannot exceed 10 lines or 255 characters each. To add a footer to a report: 1.

From the Home window, click on the Reports menu, choose Financials and the report to which you want to add the footer.

2.

Fill in the report fields and click Customize.

3.

Select the Footer tab.

4.

Check the Page Footer box if you want to include a footer on each page and enter the text in the text box.

5.

Check the Report Footer box if you want to include a final footer at the end of the report and enter the text in the text box.

6.

Click OK to apply the settings, and either select other report options to customize or click OK to see the report. Tip: If you want to keep the footer text, but do not want it to print for a specific report, simply un-check the display box. To remove footer text entirely, click the Clear button for the specific footer.

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Saving Report Settings as a Template Once you have configured Simply Accounting to display reports with the custom options that you want to use, you can save the settings for future use. You can then add saved templates to a report group. 1.

Before you view and print the report, click Save Template.

2.

If you are changing an existing template, you can update it by selecting Overwrite Current Template. If you would like to create a new template, enter a name.

Add Report Template to a Report Group

3.

If you would like to add the report template to a report group, check the Add to Report Group box and select the group from the list.

4.

If you would like to share this template with all users, check the Apply to All Users box. If not, leave this box unchecked.

5.

Click Save to view and print the report.

List of Reports 499R-2/W-2PR Forms (Puerto Rico) When to print

Print and submit 499R-2/W-2PR forms to the Puerto Rico Department of the Treasury at the end of the calendar year or by the deadline specified by the government.

Description

499R-2/W-2PR forms list the employee earnings and tax information you must submit to the government at the end of the calendar year or by the deadline specified by the government. This includes: employer’s identification number, employer’s name and address, employee’s name, social security number, wages, income tax withheld, social security wages, and social security tax withheld. 499R-2/W-2PR forms cannot be displayed. However, you can see this information in the Employee Year-to-Date Summary report.

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How to print

1.

On the Reports menu, choose Payroll, then choose Print 499R-2/W-2PR Forms. Make sure your printer has 499R2/W-2PR forms in it.

2.

If you have more than one year of data, select the year for which forms will be printed.

3.

To include inactive employees in the employee list, check the Include Inactive Employees box.

4.

Select the employees for whom you want to print 499R-2/W2PR forms.

5.

Click OK.

499R-2/W-2PR Forms on Diskette (Puerto Rico) When to create

If you are required to submit employee 499R-2/W2-PR information on magnetic media to the Puerto Rico Department of the Treasury, you can save this information onto diskettes for submission. Create and submit the diskettes to the Puerto Rico Department of the Treasury at the end of the calendar year or by the deadline specified by the government.

Description

See the previous section “499R-2/W-2PR Forms (Puerto Rico).”

How to create

1.

In the Home window, open the File menu, and choose Import/Export, then Export 499R-2/W-2PR Reports.

2.

If you have more than one year of data, select the year for which forms will be created.

3.

To include inactive employees in the employee list, check the Include Inactive Employees box.

4.

Fill in the information on screen, using the magnetic media reporting specifications issued by the Puerto Rico Department of the Treasury as a guide.

5.

If you are resubmitting the file, select the Resubmission check box and enter the Wage File ID, as required by the Department of the Treasury. Otherwise, leave the Resubmission check box blank.

6.

Click OK.

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7.

If you want to save the information directly to a diskette, insert the diskette into your disk drive.

8.

Enter information about the file to be created (such as its location), and click Save. The file will then be created to the location you specified.

9.

Submit the file to the Puerto Rico Department of the Treasury.

940 Summary Report When to print

Print the 940 Summary at the end of each quarter, before entering the report date for a new quarter, and at the end of the calendar year before entering the report date for a new calendar year. The program zeroes the current quarter-to-date amounts when you start the next quarter.

Description

The 940 Summary report lists employee quarter-to-date and year-to-date information, required for use with the federal 940 FUTA (Federal Unemployment Tax Act) form. Use the quarterto-date information to determine your required payment frequency (check your Circular E Tax Guide for details). Use the year-to-date information to fill in the 940 form at the end of the year.

How to display

1.

On the Reports menu, choose Payroll, then choose 940 Summary.

2.

In the Report Type field, select the quarter for which you want a report.

3.

If you have more than one year of data, select the year for which you want a report.

4.

To include inactive employees in the employee list, check the Include Inactive Employees box.

5.

Select one or more employees, or click Select All to include all employees.

6.

Click OK.

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List of Reports

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Chapter 1: List of Reports and Graphs

941 Summary Report When to print

Print the 941 Summaries at the end of each quarter, before entering the report date for a new quarter, and at the end of the calendar year before entering the report date for a new calendar year. The program zeroes the current quarter-to-date amounts when you start the next quarter.

Description

The 941 Summary report lists employee quarter-to-date and year-to-date information, required for use with the federal 941 FUTA (Federal Unemployment Tax Act) form. You can print the 941 FIT (Federal Income Tax) Summary, and the 941 Social Security/Medicare Summary.

How to display

1.

On the Reports menu, choose Payroll, then choose 941 Summary.

2.

In the Report Type field, select the quarter for which you want a report.

3.

If you have more than one year of data, select the year for which you want a report.

4.

Select FIT or SS/Med Tax.

5.

To include inactive employees in the employee list, check the Include Inactive Employees box.

6.

Select one or more employees, or click Select All to include all employees.

7.

Click OK.

1099 Miscellaneous Income Forms When to print

Print and submit 1099 forms to the person or company you paid, by January 31 of the year after the goods were purchased or the service was rendered. Submit another copy of the 1099 form to the IRS by February 28 of that year.

Description

A 1099 form is a statement you submit to the Internal Revenue Service (IRS) to report payments you made during the year to a business or individual for products or services. You also send a copy of the 1099 form to the business or individual. 1099 forms

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list the business or individual’s name, address, federal tax identification number, and the total amount you paid to them during the year. Your company’s name, address, and federal tax identification number also appear on 1099 forms. 1099 forms cannot be displayed or exported. However, you can see this information by printing or exporting the 1099 Miscellaneous Income List. Before you print

For each vendor you want to print 1099 forms for, on the vendor’s record, do the following: ■

On the Address tab, enter the vendor’s address, phone number, and federal tax identification number.

■

On the Options tab, under 1099 Forms, check the Print 1099s For This Vendor box, and select the name of a 1099 revenue box from the Print Amount In The Box For list.

Verify your 1099 information by printing and checking the 1099 Miscellaneous Income List, described on the next page. Tip: If you have over 249 forms, the IRS requires you to submit the forms either electronically or on magnetic media. To check whether you have more than 249 forms, print the 1099 Miscellaneous Income List. How to display

1.

On the Reports menu, choose Vendors and Purchases, and then 1099 Miscellaneous Income Forms. Make sure your printer has 1099 forms in it.

2.

If you have two years of data, select the year you want.

3.

Select a vendor or vendors from the list, or click Select All to include all vendors. If you want to select inactive vendors, check the Include Inactive Vendors box to add them to the list.

4.

Click OK.

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Chapter 1: List of Reports and Graphs

1099 Miscellaneous Income List When to print

Print the 1099 Miscellaneous Income List before printing 1099 Miscellaneous Income forms, then use the list to check the vendor information required to print 1099 forms.

Description

The 1099 Miscellaneous Income List is a list of the current or previous year’s payments you made to vendors (individuals or businesses) for products or services. For each vendor, the list includes their federal tax identification number, the name of the revenue box on the 1099 form in which the amount paid to them is printed, and the total amount paid. You can also include each vendor’s address.

How to display

1.

On the Reports menu, choose Vendors and Purchases, and 1099 Miscellaneous Income Forms. Make sure your printer has 1099 forms in it.

2.

If you have two years of data, select the year you want.

3.

To display the list in alphabetical order by vendor name, select Vendor Name. To display the list in order by the 1099 revenue box numbers assigned to vendors, select Box Number. The list will also include the subtotal amount for each type of revenue box.

4.

To include vendor addresses on the list, check the Include Addresses box.

5.

Click OK. Note: If you have over 249 forms to send to the IRS, you must submit them electronically or on magnetic media. For more information on submitting 1099s on magnetic media, consult your accountant or the IRS.

Account Reconciliation Detail Report Purpose

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Use the report to determine the amount by which the account and the statement are out of balance, and to make notes about adjustments and other transactions you need to process in other Simply Accounting windows.

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Description

The Account Reconciliation Detail report lists all the deposits and withdrawals included in the reconciliation of your bank, credit card, and general ledger accounts in the specified period. It includes the account statement end balance, the total for each report status type, the total of income and expense amounts, and the unresolved amounts.

When to print

Print the report when you are preparing to reconcile a new account statement, to identify which transactions to clear and whether you need to add adjusting transactions to make the balance in your account equal the closing balance on the statement. Also, print the report after reconciling the statement.

How to display

1.

On the Reports menu, choose Banking and then Account Reconciliation Report.

2.

Select Detail from the Report Type drop-down list.

3.

Select the account you want to include on the report.

4.

Enter the Start and Finish dates for the period.

5.

Check the Group By Deposit Number box if you want to group transactions.

6.

To list transactions by the dates of the account statements on which they appeared, choose to report by Statement End Date. If you want to verify all reconciled items, choose to report by Reconciliation End date.

7.

To review transactions that have been entered but not yet reconciled, check the Show Transactions Entered After Reconciliation box.

8.

Click OK.

Account Reconciliation Summary Report Purpose

Use the report to determine the amount by which the account and the statement are out of balance, and to make notes about adjustments and other transactions you need to process in other Simply Accounting windows.

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Description

The Account Reconciliation Summary report lists all the account reconciliation activity entered in the Account Reconciliation window and compares this information to the actual transactions made in Simply Accounting for the specified account in each of the months included on the report. It includes the account statement end balance, the total for each report status type, the total of income and expense amounts, and the unresolved amounts.

When to print

Print the Account Reconciliation Summary report after reconciling your bank or credit card statement.

How to display

1.

On the Reports menu, choose Banking, and then Account Reconciliation Report.

2.

Select Summary from the Report Type drop-down list.

3.

Select the account you want to include on the report.

4.

Enter the Start and Finish dates for the period.

5.

If you want to review all items included on a statement, select Statement End Date. To include all reconciled transactions, select Reconciliation End Date.

6.

To review transactions that have been entered but not yet reconciled, choose Show Transactions Entered After Reconciliation.

7.

Click OK.

Account Reconciliation Transaction Report When to print

Print the Account Reconciliation Transaction report when you are preparing to reconcile a new account statement, to identify the transactions that need further action, such as NSF cheques, and as a record of processed reconciliations.

Description

The Account Reconciliation Transaction report lists the statuses of the transactions entered in the Account Reconciliation window, and the outstanding (unreconciled) transactions in the account you specify for a selected range of dates.

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How to display

1.

On the Reports menu, choose Banking, and then Account Reconciliation Transaction Report.

2.

Select the account you want to include on the report.

3.

Enter the Start and Finish dates for the period.

4.

If you want to list all transactions, check the All Deposit Numbers box. If you want to list only transactions for which a specific deposit number was entered, uncheck this box and enter the deposit number you want to list in the Deposit Number field. Note: This option is available only if you have selected an asset account.

5.

Select the transaction statuses to include on the report.

6.

Click OK.

Account Reconciliation Transactions Report When to print

Print the Account Reconciliations Transaction report at month end, before entering a report date for a new month. Print it after making entries in the Account Reconciliation window to have a permanent record of a work session, and at the end of your fiscal year for auditing purposes.

Description

The Account Reconciliation Transactions report shows the details of account reconciliation transactions processed using the Account Reconciliation window for the selected range of dates or transactions numbers .

How to display

1.

On the Reports menu, choose Transaction Details, and then Account Reconciliation.

2.

If you have two years of data, select Current Year or Previous Year.

3.

Select Date to list all the entries between the Start and Finish dates you specify. Select Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter.

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Chapter 1: List of Reports and Graphs

4.

If you have set up another currency and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

5.

Click OK.

Aged Overdue Purchase Invoices Reports When to print

Print the report whenever you want to review overdue amounts that you owe to vendors.

Description

The Aged Overdue Purchase Invoices detail report lists the overdue and currently due invoices for all or selected vendors, for each aging period. Each vendor’s invoices are listed by due date. The summary report displays total, total current, total overdue, and overdue aged amounts that you owe to the selected vendors. The aging begins at the date you specify in the Age As Of field. To change the aging periods, on the Setup menu, choose System Settings, and then Settings. ClickVendors and Purchases and then Options, and enter the new aging periods.

Before you print

You may want to select a narrower font or smaller point size to ensure that the entire report fits on the page. To change the font or size, on the Setup menu, refer to Font Settings in the Report Customization section of this chapter.

How to display

1.

On the Reports menu, choose Vendors and Purchases, and then Aged Overdue Purchase Invoices.

2.

To display total, total current, total overdue, and overdue aged amounts, select Summary. To display a list of all overdue and current invoices, select Detail.

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3.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

4.

Select individual vendors or click Select All.

5.

Select whether to include inactive vendors.

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6.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Group Vendors by Departments option to report by departments. If you check the Group Vendors by Departments box, click Select Departments and choose the departments to report, whether to include inactive departments, and whether to include a section for: ■

Vendors with no departments. These vendors will appear in a “No Department” section of the report.

■

Vendors with other (unselected) departments. For example, assume you choose only department 0100 from departments 0100, 0200, and 0300 listed in the Select Departments box. If you also choose the Vendors With Other Departments option, then vendors assigned to the other two departments (0200 and 0300) will appear in the “Other Departments” section of the report.

7.

Enter a date in the Age As Of field.

8.

Click OK.

Aged Overdue Sales Invoices Reports When to print

Print the report whenever you want to review overdue amounts customers owe you.

Description

The Aged Overdue Sales Invoices detail report lists the overdue and currently due invoices for all or selected customers, for each aging period. Each customer’s invoices are listed by due date. The summary report displays total, total current, total overdue, and overdue aged amounts that selected customers owe you. The aging begins at the date you specify in the Age As Of field. To change the aging periods, on the Setup menu, choose System Settings, and then Settings. Click Customers and Sales, and then Options, and enter the new aging periods.

Before you print

You may want to select a narrower font or smaller point size to ensure that the entire report fits on the page. To change the font

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or size, refer to Font Settings in the Report Customization section of this chapter. How to display

1.

On the Reports menu, choose Customers and Sales, and then Aged Overdue Customer Invoices.

2.

To display total, total current, total overdue, and overdue aged amounts, select Summary. To display a list of all overdue and current invoices, select Detail.

3.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

4.

Select individual customers or click Select All.

5.

Select whether to include inactive customers.

6.

If you use Simply Accounting Pro or higher and have set up departments, you can check the Group Customers by Departments box to report by departments. If you check the Group Customers by Departments box, click Select Departments and to choose the departments to report, whether to include inactive departments, and whether to include a section for:

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■

Customers with no departments. These customers will appear in a “No Department” section of the report.

■

Customers with other (unselected) departments. For example, assume you choose only department 0100 from departments 0100, 0200, and 0300 listed in the Select Departments box. If you also choose the Customers With Other Departments option, then customers assigned to the other two departments (0200 and 0300) will appear in the “Other Departments” section of the report.

7.

Enter a date in the Age As Of field.

8.

Click OK.

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All Transactions Report When to print

Print the All Transactions report at month end, before entering a report date for a new month. Print it after entering transactions, to have a permanent record of a work session, and at the end of your fiscal year for auditing purposes.

Description

The All Transactions report shows the details of all transactions processed using the transaction-entry windows in Simply Accounting for the selected range of dates or transaction numbers. The report includes: account reconciliation transactions, adjustments, item assemblies, miscellaneous transactions, payments to vendors, paycheques, purchases (including payments for cash purchases), receipts (customer payments), and sales (including payments for cash sales). It does not include imported online transactions, but does include imported sales and purchase invoices. You can also choose to include project allocation details on the report. Note: See the following sections to find out how to display details for particular types of transactions: ■

Account Reconciliation Transactions Report.

■

Imported Online Transactions Report.

■

Inventory Adjustment Transactions Report.

■

Item Assembly Transactions Report.

■

Miscellaneous Transactions Report.

■

Payment Transactions Report.

■

Payroll Transactions Report.

■

Purchase Transactions Report.

■

Receipt Transactions Report.

■

Sales Transactions Report.

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How to display

1.

On the Reports menu, choose Transaction Details, and then All.

2.

Select the fiscal year.

3.

Select Date to list all the entries between the Start and Finish dates you specify. Select Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter.

4.

To include project allocations on the report, check the Project Allocations box. You can also choose to display transactions entered as corrections and additional information tracked with the transaction (such as an additional date or field).

5.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Foreign Amounts box.

6.

Click OK.

Balance Sheet When to print

Print the balance sheet at month end, at the end of your fiscal year for auditing purposes, and at other times as required.

Description

The balance sheet is a summary of what your company owns and owes on a particular date. It lists your company’s assets, liabilities, and equity.

How to display

1.

On the Reports menu, choose Financials, and then Balance Sheet.

2.

If you have two years of data, select the type of report (balance or comparative) in the Report Type field. If you are printing a balance sheet for a consolidated company, you can generate a comparative report for the current fiscal year. If you selected Current Year or Previous Year, enter a date in the As At field.

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Comparative balance sheet

3.

If you selected Comparative Balance Sheet, additional fields appear. Define the report as follows: ■

Enter a date for the first period to be compared, for example, the end of your previous fiscal year.

■

Enter a date for the second period, for example, the current report date.

■

In the Report On field, select the way you want to compare the two periods.

The program can show either dollar amounts alone for the two periods, or dollar amounts as well as the difference between the periods, in dollars or percent. Comparing more than two periods

Note: If you want to compare balance sheet values for more than two periods, print the multi-period balance sheet, described in the next section, “Balance Sheet (Multiperiod).” 4.

If you have set up another currency (and are not printing a comparative balance sheet), select whether you want to recalculate the value of your foreign accounts based on the current exchange rate.

5.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Show Departments option to report by departments. Note that consolidated companies do not recognize departments.

6. Features

Click OK.

A sample balance sheet follows this list of features. The balance sheet includes: Section heading — in this case, Assets. The balance sheet has three sections: Assets, Liabilities, and Equity. Group heading — in this case, Current Assets. The three main sections are divided into groups. Each group is a different type of asset, liability, or equity.

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The accounts that make up the group, including subgroup, group, and subgroup total accounts. The accounts in the group indicated are classified as Current Assets. The program takes the account descriptions from the account records. The current balance for each account as of the date you specify. These are consecutive subgroup account balances within a group, followed by a subgroup total in the right column. Group total — in this case, Total Current Assets. Simply Accounting shows asset accounts that have a credit balance (opposite to their normal or “debit” balance) with a negative sign. Liability or equity accounts with a debit balance also have a negative sign. Section total — in this case, Total Assets. Liabilities and Equity. This total must be equal to Total Assets.

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UNIVERSAL CONSTRUCTION Comparative Balance Sheet

Page 1 As At 06/25/2000

As At 06/25/1999

ASSETS CURRENT ASSETS Regal Bank: Current Regal Bank: Savings Oakville Dominion Bank: Payroll Cash: Net AMEX Receivable MasterCard Receivable VISA Receivable Credit Card Receivables: Net Accounts Receivable Advances Receivable Receivables: Net Prepaid Expenses TOTAL CURRENT ASSETS

369.06 63,716.09 70,337.02 134,422.17 10,597.16 34,895.19 1,911.72

188,740.52 0.00 0.00 0.00

47,404.07 476,219.59 0.00

INVENTORY ASSETS Drywall Hardware Lumber Roofing Materials TOTAL INVENTORY ASSETS CAPITAL ASSETS Buildings Accum Amort: Buildings Buildings: Net Equipment Accum Amort: Equipment Equipment: Net Vehicles Accum Amort: Vehicles Vehicles: Net Land TOTAL CAPITAL ASSETS

155,770.85 421.32 32,548.35

0.00 666,079.36 0.00

476,219.59 5,955.57 664,001.40

666,079.36 5,955.57 860,775.45

81,916.85 319,189.92 652,321.35 256,565.13 1,309,993.25

103,012.71 85,738.65 562,725.32 322,924.98 1,074,401.66

80,000.00 -30,000.00

80,000.00 -21,000.00 50,000.00

156,738.75 -75,500.00

59,000.00 156,738.75 -65,500.00

81,238.75 10,737.56 -8,510.00

TOTAL ASSETS

91,238.75 10,737.56 -7,410.00

2,227.56 195,000.00 328,466.31

3,327.56 195,000.00 348,566.31

2,302,460.96

2,283,743.42

LIABILITIES CURRENT LIABILITIES Accounts Payable Amex Payable MasterCard Payable VISA Payable Credit Card Payable: Net Vacation Payable EI Payable CPP Payable Income Tax Payable Receiver General Payable WCB Payable QPP Payable Quebec Tax Payable QHSF Payable Quebec Minister of Finance RRSP Payable Union Payable Medical Payable Misc A Misc B PST Payable GST Paid On Purchases GST Charged On Sales GST Payroll Deductions GST Adjustments ITC Adjustments Net GST Owing/Refund Import Duty Clearing TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES Bank Loan

110,820.87 15,115.64 3,364.06 18,951.57 37,431.27 6,363.04 12,169.45 12,487.40 UNIVERSAL89,805.56 CONSTRUCTION Comparative Balance Sheet 114,462.41 2,364.10 212.48 Mortgage Payable 3,019.71 Shareholders' 664.56 Loan TOTAL LONG TERM LIABILITIES 3,896.75 4,187.58 TOTAL LIABILITIES -832.40 26.80 EQUITY 0.00 0.00 PAID IN CAPITAL 20,446.25 Class A Common -271,379.66 Class B Common 207,010.52 TOTAL PAID IN CAPITAL 0.00 0.00 0.00 RETAINED EARNINGS Retained Earnings - Previous-64,369.14 Year 0.00 Current Earnings 234,797.53 TOTAL RETAINED EARNINGS

TOTAL EQUITY 46,000.00

LIABILITIES AND EQUITY

642,113.45 0.00 0.00 0.00 0.00 9,558.64 6,362.53 7,048.80 65,783.98 79,195.31 201.96 As 212.48 At 06/25/2000 100,000.00 2,173.45 17,300.00 460.08 163,300.00 2,846.01 1,427.90 398,097.53 -1,286.30 -151.60 0.00 0.00 66,157.97 50,000.00 -150,834.32 30,000.00 104,829.52 0.00 80,000.00 0.00 0.00 -46,004.80 1,344,506.70 0.00 479,856.73 754,058.54 1,824,363.43

1,904,363.43 46,000.00 2,302,460.96

Page 2 As At 06/25/1999 100,000.00 17,300.00 163,300.00

917,358.54

50,000.00 30,000.00 80,000.00

517,926.95 768,457.93 1,286,384.88 1,366,384.88

2,283,743.42

Printed On: 12/12/2000

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Balance Sheet (Departmental) When to print

If you use Simply Accounting Pro or higher and you have set up departments, print the departmental balance sheet at month end, at the end of your fiscal year for auditing purposes, and at other times as required.

Description

The departmental balance sheet is a comparative balance sheet that lists what your company owns and owes on a particular date by department. It lists your company’s assets, liabilities, and equity, with amounts in separate columns for each department you choose to display.

How to display

1.

On the Reports menu, choose Financials, Departmental Reports, and then Balance Sheet.

2.

Choose or enter a date in the As At field.

3.

Select the departments to include on the report.

4.

If you want to include inactive departments, put a check mark in the box.

5.

In the Show field, select whether to show amounts for each department or the percentage of the total amount in the account assigned to each department.

6.

If you want to include a column for the Account Total, the Amounts Not Assigned To Departments, Or Unselected Departments, put a checkmark in those boxes.

7.

Click OK.

Balance Sheet (Multi-period) When to print

Print the multi-period balance sheet at month end, at the end of your fiscal year for auditing purposes, and at other times as required.

Description

The multi-period balance sheet is similar to the comparative balance sheet described in the previous section, except that the multi-period balance sheet compares month-end figures only, and can compare more than two periods.

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How to display

1.

On the Reports menu, choose Financials, Multi-period Reports, and then Balance Sheet.

2.

Enter the Start and Finish dates of the period to report.

3.

In the Report Every field, enter the reporting frequency (in months). For example, if you specify Start and Finish dates of July 2014 to March 2015, and to report every 3 months, then the report displays the balance sheet values as of every 3 months (that is, the values as of July 31, 2014, October 31, 2014, and January 31, 2015).

4.

Choose whether to display data from the earliest to the latest periods, or from the latest to earliest periods.

5.

In the Show field, choose whether or not to show the differences between periods:

6.

■

Amounts Only (do not show differences).

■

Difference in Percentage (show the dollar amounts, and show the differences between periods in percentage format).

■

Difference in Amounts (show the dollar amounts, and show the differences between periods in dollars).

If you chose to report differences in step 5, then in the Compare field, choose the periods that you want to compare. For example, assume you entered the following values: Start date: Finish date: Report every: Show: Compare:

January 2014 December 2014 3 months Difference in Amounts First period versus subsequent periods

The first period on the report would reflect the balance sheet values as of January 31, 2014. The report would also show the dollar differences between the first period (January 31, 2014) and: ■ ■

April 30, 2014 July 31, 2014

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■

October 31, 2014

If, in the Compare field, you had chosen Each Period Versus Subsequent Periods instead, then the report would show dollar differences between: ■ ■ ■

January 31, 2014 and April 30, 2014 April 30, 2014 and July 30, 2014 July 30, 2014 and October 31, 2014

7.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Show Departments option to report by departments.

8.

Click OK.

Balance Sheet (Comparative Subsidiary) Used by

Consolidated companies.

When to print

Print the comparative subsidiary balance sheet at the end of your fiscal year for auditing purposes, and more frequently if required.

Description

The comparative subsidiary balance sheet is similar to the comparative balance sheet described in the previous section, except that the comparative subsidiary balance sheet compares figures between the subsidiary companies and the consolidated parent company, for the current fiscal year.

How to display

1.

In the consolidated company Home window’s Reports menu, choose Financials, Comparative Subsidiary Reports, and then Balance Sheet.

2.

Specify the As At date for transactions.

3.

Select one or more subsidiary companies on which to report.

4.

Choose whether to display the total value of subsidiary company accounts (Amount), or to show the value of the subsidiary company account as a percentage of the total consolidated parent company account.

5.

You can also choose to include a column on the report for the consolidated parent company, the parent company, and

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a column that will show the total account values for any unselected subsidiary companies. 6.

Click OK .

Budget Report When to print

Print the budget report when you want to review the budget amounts you have assigned to your accounts.

Description

The budget report lists your budgeted accounts and the amounts you have assigned to them, displayed in one or more columns according to the budgeting period you configured in Budget Settings. If you are using Simply Accounting Pro or higher, you can also print the amounts assigned to individual departments in each account.

How to display

1.

On the Reports menu, choose Financials, and then Budget.

2.

If you have two years of data, select the type of report (current year or previous year) in the Report Type field.

3.

Select the first and last budget periods you want to view.

4.

You can select individual accounts or click Select All to select them all.

5.

If you want to include Inactive accounts, check the box.

6.

If you are using Simply Accounting Pro or higher and you want to view the budgeted amounts for departments, as well as for accounts, check the Show Departments box.

7.

If you want to save these options as a template, click Save Template.

8.

Click OK.

Cash-Basis Accounting Reports Description

If you use cash-basis accounting, you can list purchases for which you have not yet recorded a payment and sales entries for which you have not received payment from a customer, even

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though these transactions are not included in the transaction detail reports until payment is made. How to display

1.

On the Reports menu, choose Unpaid Entries, and then Purchases or Sales.

2.

Enter the Start and Finish dates for the report.

3.

Click OK.

Cash-Flow Projection When to print

Print cash-flow projections at any time to check your company’s cash flow.

Description

The Cash-Flow Projection reports show how aged payments due, aged receipts due, and recurring entries due are expected to affect an asset account’s balance for the period you specify. The detail report includes one line of detail for each entry affecting the account balance. The summary report includes total amounts for aged receipts due, aged payments due, and recurring entries due. The detail and summary reports both display the following account information for the specified period:

How to display

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■

Current balance.

■

Balance at the end of the period.

■

Net change in the balance.

■

Lowest balance during the period.

■

Highest balance during the period.

1.

On the Reports menu, choose Financials, and then Cash Flow Projection.

2.

Select Summary or Detail.

3.

Select an asset account from the Select Cash Account list.

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4.

Enter a date and number of days in the Show Cash Flow From field.

5.

Select the options you want to include on the report. Check the Include Overdue Transactions box to show anticipated invoice or bill payments. Check the Include Recurring Transactions box to show recurring invoice or bill payments. Check the Account For Purchase Discounts box to deduct discounts from purchase transaction amounts. Simply Accounting automatically calculates all available purchase discounts. Check the Account For Sales Discounts box to deduct discounts from sales transactions. Simply Accounting Automatically calculates any early payment discounts for your customers.

6.

Click OK.

Chart of Accounts When to print

Print the chart of accounts at month end, at the end of your fiscal year for auditing purposes, and each time you add, modify, or delete an account.

Description

The chart of accounts is a list of all the accounts sorted in ascending order by account number.

How to display

1.

On the Reports menu, choose Lists, and then Chart Of Accounts.

2.

If you use Simply Accounting Pro or higher, choose whether to show departments.

Features

A sample chart of accounts follows this list of features. The chart of accounts includes: Section heading — in this case, Assets. The five section headings in the chart of accounts are Assets, Liabilities, Equity, Revenue, and Expense. Group heading — in this case, Current Assets. Each main section is divided into groups. Group total — in this case, Total Current Assets.

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Accounts included in the group, listed in ascending order by account number. The program uses the account description entered in the account record. Type of account: H = Group Heading, A = Subgroup Account, S = Subgroup Total, G = Group Account, T = Group Total, X = Current Earnings The account class that identifies each account’s purpose.

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Universal Construction Chart of Accounts

Page 1 Account Class

ASSETS

1000 Current Assets........................................... H 1050 Petty Cash..................................................A 1055 Saving Bank Account................................. A 1060 Chequing Bank Account............................. A 1070 Total Cash.................................................. S 1080 Visa............................................................ A 1083 MasterCard.................................................A 1090 Total Credit Cards Receivable.................... S 1100 Investments................................................ G 1200 Accounts Receivable.................................. A 1205 Allowance for Doubtful Accounts................ A 1220 Payroll Advances........................................A 1230 Total Receivable.........................................S 1300 Prepaid Expense & Deposits...................... G 1400 Total Current Assets.................................. T

Cash Bank Bank

Universal Construction Page 2

Chart of Accounts Credit Card Receivable Credit Card Receivable

Account Class

3700 Total Owners Equity .................................. T Current Asset Accounts Receivable REVENUE Other Receivables Other Receivables

Current Asset

1500 Inventory Assets........................................ H 1520 Inventory A................................................. G Inventory 1530 Inventory B................................................. G Inventory 1540 Inventory C................................................. G Inventory 1590 Total Inventory Assets............................... T 1700 Capital Assets............................................ H 1810 Leasehold Improvements........................... G Fixed Asset 1820 Office Furniture & Equipment..................... A Fixed Asset 1825 Accum. Amort. -Furn. & Equip.................... A Fixed Asset 1830 Net - Furniture & Equipment....................... S 1890 Total Capital Assets ................................... T

4000 Sales Revenue ............................................H 4020 Sales Inventory A....................................... G 4030 Sales Inventory B....................................... G 4040 Sales Inventory C....................................... G 4200 Sales.......................................................... G 4220 Sales Returns.............................................G 4240 Sales Discounts..........................................G 4260 Net Sales .....................................................T

Revenue Revenue Revenue Revenue Revenue Revenue

4400 Other Revenue ........................................... H 4420 Freight Revenue......................................... G Other Revenue 4440 Interest Revenue........................................ G Other Revenue 4460 Miscellaneous Revenue..............................G Other Revenue 4500 Total Other Revenue .................................. T EXPENSE

LIABILITIES

2000 Current Liabilities ...................................... H 2100 Accounts Payable.......................................G 2120 Bank Loan - Current Portion....................... G 2130 Bank Advances.......................................... G 2140 Credit Card Payable................................... G 2160 Corporate Taxes payable............................G 2170 Vacation payable........................................ G 2180 EI Payable.................................................. A 2185 CPP Payable.............................................. A 2190 Federal Income Tax Payable...................... A 2195 Total Receiver General...............................S 2230 WCB Payable............................................. G 2240 Deduction A Payable.................................. G 2250 Deduction B payable.................................. G 2260 Deduction C Payable.................................. G 2270 Deduction D Payable.................................. G 2280 Deduction E Payable.................................. G 2300 PST Payable.............................................. G 2310 GST Charged on Sales...............................A 2315 GST Paid on Purchases............................. A 2320 GST Payroll Deductions............................. A 2325 GST Adjustments....................................... A 2330 ITC Adjustments.........................................A 2335 GST Owing (Refund).................................. S 2500 Total Current liabilities .............................. T 2600 Long Term liabilities .................................. H 2620 Bank Loans................................................ G 2630 Mortgage Payable...................................... G 2700 Total Long Term liabilities .........................T EQUITY

3000 Owners Equity ............................................H 3010 Owners Contribution................................... G 3015 Owners Withdrawals...................................G 3560 Retained Earnings - Previous Year.............G 3600 Current Earnings........................................ X Printed On: 12/13/2000

Accounts Payable Debt Debt Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable Other Payable

5000 Cost of Goods Sold ................................... H 5020 Inventory A Cost......................................... G 5030 Inventory B Cost......................................... G 5040 Inventory C Cost.........................................G 5100 Inventory Variance......................................G 5120 Item Assembly Costs..................................G 5130 Adjustment Write-off...................................G 5140 Transfer Costs............................................G 5200 Purchases.................................................. A 5220 Purchase Returns.......................................A 5240 Purchase Discounts....................................A 5290 Net Purchases............................................S 5300 Freight Expense......................................... G 5350 Total Cost of Goods Sold .......................... T 5400 Payroll Expenses ....................................... H 5410 Wages & Salaries.......................................G 5420 EI Expense................................................. G 5430 CPP Expense............................................. G 5440 WCB Expense............................................ G 5470 Employee Benefits..................................... G 5490 Total Payroll Expense ................................ T

5600 General & Administrative Expenses ......... H 5610 Accounting & Legal.....................................G 5615 Advertising & Promotions........................... G 5620 Bad Debts.................................................. G 5630 Cash Short/Over.........................................G 5640 Courier & Postage...................................... G Debt 5645 Credit Card Charges...................................G Debt 5660 Amortization Expense.................................G 5680 Income Taxes.............................................G 5685 Insurance................................................... G 5690 Interest & Bank Charges............................ G 5700 Office Supplies........................................... G 5740 Miscellaneous.............................................G 5760 Rent............................................................G Owner/Partner Contributions 5765 Repair & Maintenance................................ G Owner/Partner Withdrawals 5780 Telephone.................................................. G Retained Earnings 5785 Travel & Entertainment............................... G Current Earnings 5790 Utilities........................................................G 5999 Total General & Admin. Expenses ............ T

Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold

Payroll Expense Payroll Expense Payroll Expense Payroll Expense Payroll Expense

Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense Expense

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Reports and Graphs

List of Reports

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Chapter 1: List of Reports and Graphs

Cheque Log When to print

Print a cheque log at month-end for audit purposes.

Description

The Cheque Log provides a list of all cheques that have been posted and/or printed according to date. If a cheque is printed more than once and nothing on the cheque has changed, then the Times Printed counter is increased by one. If something on the cheque has changed, a new detail line is added.

How to display

Note: Only the System Administrator or users with view rights to the General module are allowed to generate the Cheque Log. 1.

From the Reports menu choose Banking, and then Cheque Log.

2.

Select the bank account from which the cheques were issued.

3.

Enter Start and Finish dates, or accept the dates displayed.

4.

Customize the report, if required, then click OK to save your customization options.

5.

Click OK.

6.

To print the report, choose Print from the File menu, or click the print icon on the toolbar in the Cheque Log window.

Current Revenue vs. Last Year (graph) Purpose

Use the Current Revenue versus Last Year graph to compare the current year’s revenue to last year’s revenue.

Description

A bar graph showing current revenue and last year’s revenue for all or selected revenue accounts for each month. This graph is available only if you keep two years of data.

How to display

1.

On the Graphs menu, choose Current Revenue vs. Last Year.

2.

Select Monthly or Cumulative figures.

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3.

Select the revenue accounts you want to include in the graph.

4.

Click OK.

Customer Aged Reports When to print

Print the report at month end and at fiscal year end.

Description

The Customer Aged Detail report lists the invoices and payments for all or selected customers, for each aging period. Payments and fully paid invoices you have cleared from your Simply Accounting files do not appear on this report. The summary report displays total, current, and aged amounts that selected customers owe you. If you have not finished entering historical information, you can also choose to view the difference in opening balances. The aging begins at the date you specify in the As At field. To change the aging periods, on the Setup menu, choose System Settings and then Settings. Then, click Customers and Sales and then Options. Enter the new aging periods.

Before you print

You may want to select a narrower font or smaller point size to ensure that the entire report fits on the page. To change the font or size, refer to Font Settings in the Report Customization section of this chapter.

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Reports and Graphs

List of Reports

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Chapter 1: List of Reports and Graphs

How to display

1.

On the Reports menu, choose Customers and Sales, and then Customer Aged.

2.

To display total, current, and aged amounts that selected customers owe you, select Summary. To display all invoices and payments for the selected customers, select Detail. Check the Include Terms box if you want payment terms displayed for invoices. You can also define the number of days to include in the report using the Include Invoices Paid in the Last [ ] days box.

3.

Select individual customers or click Select All.

4.

Select whether to include inactive customers.

5.

If you use Simply Accounting Pro or higher and have set up departments, you can check the Group Customers by Departments box to report by departments. If you chose Group Customers by Departments, click Select Departments and choose the departments to report, whether to include inactive departments, and whether to include a section for:

Features

■

Customers with no departments. These customers will appear in a “No Department” section of the report.

■

Customers with other (unselected) departments. For example, assume you choose only department 0100 from departments 0100, 0200, and 0300 listed in the Select Departments box. If you also choose the Customers With Other Departments option, then customers assigned to the other two departments (0200 and 0300) will appear in the “Other Departments” section of the report.

6.

Enter a date in the As At field.

7.

Click OK.

Sample aged reports follow this list of features. The aged reports include: On the summary report: the total owing for the customer, and the total owing in each aging category.

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The customers selected for the report, in alphabetical order. For each transaction, the detail report shows invoice number or cheque number, invoice or cheque date, transaction type, transaction total, and the amount, in the aging category to which it belongs. The report also shows any payment terms entered on invoices. Invoices are listed in order by invoice date. Payments and discounts are shown as negative amounts. If one cheque paid several invoices, the cheque number appears below each invoice it paid, with the amount paid toward that invoice. As well, invoice payment terms (if any) are printed below the invoice to which they relate. Total owing for the customer, and in each aging category. Aging periods. Invoices are aged according to the invoice date. The report lists cheques (receipts) on the line below the invoice they paid, in the same aging category as the invoice. Total owing for all customers selected for the report, and total owing in each aging category. UNIVERSAL CONSTRUCTION Customer Aged Summary As at 03/25/2000

Ashburton Reinforcing Askew Shopping Centre Construction Concrete Corp Garry High School Board Kent Industries Inc. Lowland Brewery Inc. Mainline Rail Ltd. South Flats Drainage Board Village Realty West Coast Development

Page 1 Total -750.00 3,631.36 43,656.00 50,000.00 29,768.46 45,115.94 68,916.93 107,930.90 85,600.00 10,700.00

Current -750.00 570.00 50,000.00 29,768.46 68,916.93 42,800.00 -

31 to 60 43,656.00 45,115.94 107,930.90 42,800.00 -

61 to 90 -

91+ 3,061.36 10,700.00

444,569.59

191,305.39

239,502.84

-

13,761.36

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List of Reports

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Chapter 1: List of Reports and Graphs

UNIVERSAL CONSTRUCTION Customer Aged Detail As at 03/25/2000

Ashburton Reinforcing 17596 01/28/1999 468 17600

03/20/1999 02/28/1999

468 468 17607

03/20/1999 03/20/1999 03/28/1999

2 17613

05/31/1999 04/28/1999

304 17627

07/26/1999 05/28/1999

304 17634

07/26/1999 06/28/1999

318 319 17662

10/25/1999 11/02/1999 10/19/1999

318 318 319 535

10/25/1999 10/25/1999 11/02/1999 03/15/2000

Askew Shopping Centre 17578 09/28/1998 356 17587

11/02/1998 11/30/1998

456 17619

02/08/1999 05/04/1999

309 536 17664

09/12/1999 10/01/1999 10/25/1999

17706

02/25/2000

Invoice 2%/30, Net 60 Payment Invoice 2%/30, Net 60 Discount Payment Invoice 2%/30, Net 60 Payment Invoice 2%/30, Net 60 Payment Invoice 2%/30, Net 60 Payment Invoice 2%/30, Net 60 Payment Payment Invoice 2%/30, Net 60 Discount Payment Payment Deposit

Invoice 2%/30, Net 60 Payment Invoice 2%/30, Net 60 Payment Invoice 2%/30, Net 60 Payment Deposit Invoice 2%/30, Net 60 Invoice 2%/30, Net 60

Page 1 Total

Current

31 to 60

61 to 90

91+

71,202.80

-

-

-

71,202.80

-71,202.80 71,202.80

-

-

-

-71,202.80 71,202.80

-1,424.06 -69,778.74 71,202.80

-

-

-

-1,424.06 -69,778.74 71,202.80

-71,202.80 71,202.80

-

-

-

-71,202.80 71,202.80

-71,202.80 69,903.20

-

-

-

-71,202.80 69,903.20

-69,903.20 69,470.00

-

-

-

-69,903.20 69,470.00

-45,000.00 -24,470.00 524.84

-

-

-

-45,000.00 -24,470.00 524.84

-10.50 -514.34 -750.00

-750.00

-

-

-10.50 -514.34 -

-750.00

-750.00

-

-

-

70,000.00

-

-

-

70,000.00

-70,000.00 10,000.00

-

-

-

-70,000.00 10,000.00

-10,000.00 2,280.00

-

-

-

-10,000.00 2,280.00

-2,280.00 -500.00 3,561.36

-

-

-

-2,280.00 -500.00 3,561.36

570.00

570.00

-

-

-

3,631.36

570.00

-

-

3,061.36

-

5,700.00

Bayswater School Board 17620 05/06/1999

Invoice 5,700.00 2%/30, Net 60 CONSTRUCTION Payment UNIVERSAL -5,700.00 Aged Detail As at 03/25/2000 Invoice Customer1,824.00 Discount -36.48 Payment -1,787.52 Total Invoice 467 10,700.00 02/10/1999 Payment -137,200.00 2%/30, Net17602 60 02/28/1999 Invoice 140,000.00 326 01/19/2000 Payment -10,700.00 2%/30, Net 60 4574 04/05/1999 Payment -140,000.00 17621 05/15/1999 Invoice -2,500.00 2%/30, Net 60 311 09/12/1999 Payment -2,500.00 Construction Concrete Corp 05/28/1999 Invoice 140,000.00 17553 05/25/1998 Invoice 17626 50,000.00 2%/30, Net 60 2%/30, Net 60 09/12/1999 Payment -140,000.00 103 09/02/1998 Payment 311 -50,000.00 06/30/1999 Invoice 60,000.00 17572 08/16/1998 Invoice 17633 756.96 2%/30, Net 60 2%/30, Net 60 11/02/1999 Payment -40,000.00 103 09/02/1998 Payment 320 -756.96 12/04/1999 Payment -20,000.00 17590 12/06/1998 Invoice 323 33,687.00 02/12/2000 Invoice 43,656.00 2%/30, Net17692 60 2%/30, Net 60 467 02/10/1999 Payment -33,687.00 17595 01/27/1999 Invoice 140,000.00 43,656.00 2%/30, Net 60 467 02/10/1999 Discount -2,800.00 310 17636 MasterCard MasterCard 17651

09/12/1999 07/08/1999 07/08/1999 07/08/1999 09/07/1999

Printed On: 12/13/2000

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46,537.36

-5,700.00 1,824.00 -36.48 - Current -1,787.52 31 to 60 10,700.00 -10,700.00 -

Page 2 61 to 90 -

91+ -137,200.00 140,000.00

-

-140,000.00 2,500.00

-

50,000.00

-

-

-2,500.00 140,000.00

-

-50,000.00 -756.96

-

-

-140,000.00 60,000.00

-

-756.96 33,687.00 43,656.00 -33,687.00 140,000.00 43,656.00 -2,800.00

-

-40,000.00 -20,000.00 -

-

-

-

3,061.36

-

-180.00

43,656.00

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Customer Analysis (Premium or higher) When to print

Print the Customer Analysis report weekly or monthly to review which customers represent your best sales and which customer relationships could be further developed.

Description

The Customer Analysis report is similar to the Customer Sales report, however, it adds a ranking structure to your customer sales (top or bottom percentage of customers), and two more columns of information: the Average Inventory Value of the Item Sold and the Return on Investment (expressed as a percentage) for the specific sale. The summary report displays the customer name, the number of transactions, the quantity of goods sold, the total revenue for the sale, the Cost of Goods Sold, the total Profit, the sales margin (expressed as a percentage), the Average Inventory Value of the Items Sold, and the Return on Investment (expressed as a percentage). You can double-click any of the items to view more information about the transaction. The detailed report adds details about the specific inventory items sold.

Before you print

You may want to select a narrower font or smaller point size to ensure that the entire report fits on the page. To change the font or size, refer to Font Settings in the Report Customization section of this chapter.

How to display

1.

On the Reports menu, choose Forecast and Analysis, Analysis, and then Customer Analysis.

2.

Select whether to display a Summary or Detail report.

3.

Select a Start and an Finish date.

4.

Select whether you want to rank your customers by Revenue amount, by Quantity of units sold, by Profit, or by Return On Investment.

5.

Select whether to rank your customers by the highest (Top) or lowest (Bottom) sales and then enter a percentage of customers to view.

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Reports and Graphs

List of Reports

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Chapter 1: List of Reports and Graphs

6.

If you want to include customers who have not made a purchase within the period you specified in step 3 above, check the Include Customers With No Transactions box.

7.

Select whether you would like to rank your customers on sales of Inventory and Service Items, on sales of Other Items, or on both. Note: Other items are items that you have entered manually on an invoice, but have never entered into your inventory records.

8.

If you opted to view Inventory and Service Item sales, select the items you want to view.

9.

If you want to include inactive items on the report, put a check mark in that box.

10. Click OK.

Customer List When to print

Print the Customer List whenever you add, change, or delete a customer record.

Description

The Customer List is an alphabetical list of all your customers, together with the address, phone and fax numbers, e-mail and Web site addresses, and contact person for each, and the total number of customers in the list.

How to display

1.

On the Reports menu, choose Lists, and then Customers.

2.

Select the fields to include on the report, or click Select All to select all fields.

3.

To include information for inactive customers, check the Include inactive customers box.

4.

Click OK.

Customer List (Grouped) When to print

1–40

If you use Simply Accounting Premium or higher, print the Grouped Customer List whenever you want to view a list of

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customers grouped by a common characteristic. For example, you can group your customers by city or by department. Description

The Grouped Customer List displays your customer list sorted by a characteristic that you choose. The report prints the contact and financial information for each customer, and the total number of customers in the list. Columns include contact name, e-mail address, date of last sale, balance owing, and credit limit.

How to display

1.

On the Reports menu, choose Grouped Lists, and then Customers.

2.

Select the feature by which you want to group the customers.

3.

If you want to include inactive or internal customers, add a check mark to those boxes.

4.

Click OK.

Customer Sales Reports Description

The Customer Sales report shows the quantity, revenue, cost of goods sold, profit, and markup or margin (depending on your choice in the Inventory and Services section in the Settings dialog box). You can print a summary or detail report.

How to display

1.

On the Reports menu, choose Customers and Sales, and then Customer Sales.

2.

Select Summary or Detail, depending on whether you want to list the totals, or the details of each transaction.

3.

Select the customers you want to appear on the report.

4.

Under Select From, choose one of the following: ■

Assets, to list items grouped by asset accounts (for example, hardware).

■

Inventory, to select individual inventory items (for example, hinges).

■

Services, to select individual service items (for example, bookkeeping).

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Chapter 1: List of Reports and Graphs

■

All Items, to select individual inventory items and service items.

5.

Select the asset accounts or items you want.

6.

If you use different units of measure for stocking, buying, and selling inventory items, choose the units for the report, under Report Quantities In.

7.

Enter the Start and Finish dates for the report.

8.

Select the categories you want to appear on the report. “Other Amounts” includes all goods and services not listed in the Inventory and Services list.

9.

Click OK.

Customer Statements When to send

Send statements at the end of each billing cycle, for one or more customers.

Description

Customer statements list unpaid current and overdue invoices, and payments received. You can print or e-mail a statement but cannot display it on the screen. Display the Customer Aged report instead, if you do not want to print or e-mail a customer statement.

Paid invoices on statements

You can specify how long paid invoices appear on customer statements. On the Setup menu choose System Settings, and then Settings. Click the Customers and Sales tab, and specify how long you want the paid invoices to appear. Note that statements do not include paid transactions that you have cleared (using the Clear Paid Transactions command on the Maintenance menu), or paid transactions for customer records whose Clear Transactions When Paid box is checked.

E-mailing statements

1–42

You can e-mail statements to customers, following the steps later in this section. If you have not already added the customer’s e-mail address to the customer record, Simply Accounting prompts you to supply it when you e-mail the statement.

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You can use the e-mail statement form that comes with Simply Accounting or create your own statement forms using Crystal Reports. Before you print

Specify the printer you want to use, and choose the size of form (8½-x-7-inch, 8½-x-11-inch, or custom), font type, font size, and margins. On the Setup menu, choose Reports and Forms, then click the Statements tab. To include your company’s address on statements, on the Setup menu choose System Settings, and then Settings. Click the Forms tab, and check the Print Company Address On box to the right of the Statements field.

Customizing forms

You can use Crystal Reports to design your own customized statement forms or to modify the custom forms that come with Simply Accounting. Or, you can order pre-printed forms, as described in the information included in your Simply Accounting package.

How to display or e-mail

1.

On the Reports menu, choose Customers and Sales, and then Customer Statements. The program lists only those customers whose Print Statements For This Customer box is checked in the customer record.

2.

Select the customers you want to send statements to. If you want to include inactive customers, check the Include Inactive Customers box.

3.

Select Print, E-mail or By Preference. The By Preference option recognizes any existing settings in the customer record. If you want to include invoice due-dates on statements, check the Include Due Dates box.

4.

Select the As At date.

5.

Click OK. If you selected Print in step 3, you are finished. If you selected E-mail or By Preference go to step 6.

6.

If you selected a customer whose e-mail address is not in the customer record, the program displays the Customer E-mail Address dialog box. Do one of the following:

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Reports and Graphs

List of Reports

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Chapter 1: List of Reports and Graphs

7.

■

Type the customer’s e-mail address, if you know it, then click Update (the program adds the address to the customer’s record).

■

Click Skip if you do not know a customer’s e-mail address. Make a note of the customer’s name so you remember to send their statement later when you get their e-mail address.

Read the subject and message displayed in the E-mail Information dialog box. You can change the subject and message. Tip: To change the preset e-mail message, on the Setup menu, choose System Settings, and then Settings. Click Company and then E-mail. Under Forms, select Statements, and enter the new message.

8.

Click Send.

Deductions and Expenses Detail Report When to print

Print the Deductions and Expenses detail report when you want to display a detailed listing of payroll liabilities (payroll deductions and expenses) accrued during a reporting period. Do not use this report to determine the amount you owe to a payroll authority for a payroll liability, as remittance payments and adjustments are not included in this report. To determine the amount to remit to a payroll authority for payroll liabilities, use the Payroll Remittance report.

Description

The Deductions and Expenses detail report displays a detailed listing of payroll liabilities ( taxes and payroll deductions withheld from employee paycheques and employer expenses) accrued for a reporting period. For each deduction or expense, paycheque details are subtotaled per pay period. For each pay period, the following paycheque details are reported: cheque date and number (in ascending order), employee name, and the amount deducted or the employer contribution made. Drill-down on a payroll cheque to see individual paycheque information.

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How to display

1.

In the Home window, on the Reports menu, choose Payroll, and then Deductions and Expenses.

2.

Select Detail as the Report Type.

3.

Select the Start and Finish dates for the reporting period.

4.

Select one or more deductions and expenses, or click Select All to include all deductions and expenses.

5.

Customize the report, if required, and then click OK to save your customization options.

6.

Click OK.

Deductions and Expenses Summary Report When to print

Print the Deduction and Expense summary report when you want to determine the total amount of payroll liabilities (payroll deductions and expenses) accrued during a reporting period. You cannot use this report to determine the amount you owe a payroll authority for a payroll liability because remittance payments and adjustments are not included. To determine the amount to remit to a payroll authority for payroll liabilities, use the Payroll Remittance report.

Description

The Deduction and Expense summary report totals payroll liabilities (taxes and payroll deductions withheld from employee paycheques, and employer expenses) accrued for a reporting period. The report lists each deduction and expense, the amount accrued, and the number of employees whose paycheques were subject to the deduction or expense during the reporting period. For the summary report, drill down on a deduction or expense to see the detail report for the reporting period. Drill down on a payroll cheque to see individual paycheque information.

How to display

1.

On the Reports menu, choose Payroll, and then Deductions and Expenses.

2.

Select Summary as the Report Type.

3.

Select the Start and Finish dates for the reporting period.

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Chapter 1: List of Reports and Graphs

4.

Select one or more deductions and expenses, or click Select All to include all deductions and expenses.

5.

Customize the report, if required, and then click OK to save your customization options.

6.

Click OK.

Direct Deposit Log When to print

Print a direct deposit log each time you process direct deposit paycheques, and at month end for audit purposes.

Description

This report shows the direct deposit cheques that have been submitted (uploaded), or are ready to be submitted, to the service provider. The Direct Deposit Date column shows the date that the cheque was uploaded. If there is no date, it indicates that the cheque has not yet been uploaded.

How to display

1.

From the Reports menu select Banking, and then choose Direct Deposit Log.

2.

Enter Start and Finish dates, or accept the dates displayed.

3.

Customize the report, if required, and then click OK to save your customization options.

4.

Click OK.

5.

If you want to print the report, select Print from the File menu.

Direct Deposit Stub When to print

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Print direct deposit stubs when you pay your employees. You can print individual direct deposit stubs using the Paycheques window, or several direct deposit stubs using the Payroll Cheque Run window.

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Before you print

Specify the printer you want to use, and choose a custom or preprinted form type. For pre-printed forms, ensure that you set the size of form, font type, font size, and margin settings. On the Setup menu, choose Reports and Forms, and then click Direct Deposit Slips. To print your company’s address on direct deposit stubs, you must first select the option to print the address on paycheques. On The Setup menu, choose System Settings, and then Settings. Click Company and then Forms. Check the Print Company Address On box beside the Cheques field (setting this option for cheques, automatically checks the option for direct deposit stubs). In the Next Form Number field, set the next form number that you want printed on direct deposit stubs.

Customizing forms

You can use Crystal Reports or the integrated Simply Form Designer to design your own customized direct deposit stubs or to modify the custom forms that come with Simply Accounting. Or, you can order pre-printed forms, as described in the information included in your Simply Accounting package.

How to print

To print several direct deposit stubs at one time, see "Paying a Group of Employees with a Payroll Cheque Run" in Chapter 15 of the User Guide. To print one direct deposit stub at a time, follow these steps: 1.

Open the Paycheques window.

2.

Click the Direct Deposit option for the employee you are paying. You must first add the employee’s banking information on the Direct Deposit tab of the employee record.

3.

From the File menu, choose Print. Simply Accounting Payroll prints “Non-negotiable” on the direct deposit stubs to distinguish them from actual paycheques.

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Direct Deposit Stub Summary When to print

Print a direct deposit stub summary after you select the employee(s) to be paid, but before you click Process.

Description

The Direct Deposit Stub Summary report lists details for each employee that received a direct deposit payment, and a total of all earnings, deductions, and entitlements.

How to print

1.

In the Payroll Cheque Run window, select the employees to be paid by direct deposit.

2.

Choose Print Direct Deposit Stub Summary from the Report menu.

Employee Detail Report When to print

Print the report after processing entries in the Paycheques window to have a permanent record of the paycheque details for the pay period. If you do not use Simply Accounting to issue paycheques, you can use the report as a source document for filling out cheques.

Description

The Employee Detail report is a list of the details of your employees’ paycheques, grouped by pay period, for a selected date range. The report includes the number of pay periods and the gross earnings, as well as earnings, deductions, expenses, and entitlements. You can include this information for a range of dates. If you have not finished entering historical information, you can choose to view the difference in opening balances in advances receivable and vacation payable only.

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The report includes the number of pay periods and the gross earnings, as well as one or more of the following earnings and deductions: FIT, SIT, SUTA, Medicare tax, Social Security tax, SDI, local tax, regular hours, overtime hours, and user-defined deductions (Deductions 1 to 20). You can include this information for a range of dates. If you have not finished entering historical information, you can also choose to view the difference in opening balances in advances receivable only. See “Deductions and Expenses Detail Report” earlier in this chapter to generate a user-defined expenses report. To see information about year-to-date earnings, deductions, and expenses, print an Employee Summary report. How to display

1.

On the Reports menu, choose Payroll, and then Employee.

2.

Select Detail for the Report Type.

3.

Select a Start and Finish date for the report.

4.

To filter the employee list by job category, select a job category from the Job Category box, or use the default option .

5.

To include inactive employees, check the box.

6.

Select one or more employees, or click Select All to include all employees.

7.

Customize the report, if required, and then click OK to save your customization options.

8.

Click OK.

Employee List When to print

Print the Employee List whenever you add, change, or delete employee records.

Description

The Employee List is an alphabetical list of all employees, with their addresses and phone numbers.

How to display

1.

On the Reports menu, choose Lists, and then Employees.

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2.

Select one or more fields to display, or click Select All to include all fields.

3.

To include inactive employees on the report, check the box.

4.

Customize the report, if required, and then click OK to save your customization options.

5.

Click OK.

Employee List (Grouped) When to print

If you use Simply Accounting Premium or higher, print the Grouped Employee List whenever you want to view a list of employees grouped by their common traits. For example, you can group your employees by city or by department.

Description

The Grouped Employee List displays your employee list grouped by a common feature that you choose. The report includes contact, emergency contact information, and Year-ToDate gross and net pay for each employee, and the total number of employees in the list.

How to display

1.

On the Reports menu, choose Grouped Lists, and then Employees.

2.

Select the feature by which you want to group the employees.

3.

If you want to include inactive employees, add a check mark to the box.

4.

Click OK.

Employee Summary Report When to print

Print the Employee Summary report at the end of each calendar year, or as required.

Description

The Employee Summary report lists payroll information for selected employees for the year-to-date, or for the prior year. It includes the employee’s social insurance number, birth date, pay rates, earnings, deductions, expenses, and entitlements.

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Note: This report also includes Québec tips fields, except for Federal Taxable Tips. You can calculate Federal Taxable Tips by adding the Tips From Sales and Other Tips amounts. How to display

1.

On the Reports menu, choose Payroll, and then Employee.

2.

Select the Summary option for the Report Type.

2.

In the Report Type field, select Year Summary or one of the quarterly summary options.

3.

If you have more than one year of data, select the year you want.

4.

To filter the employee list by job category, select a job category from the Job Category box, or use the default option .

5.

To include inactive employees in the employee list, check the Include Inactive Employees field.

6.

Select one or more employees, or click Select All to include all employees.

7.

Click OK.

Expenses and Net Profit as % of Revenue (graph) Purpose

Use the Expenses and Net Profit as % of Revenue graph to see the proportion of your revenue that goes to various expenses and to net profit.

Description

A pie chart showing net profit and expenses for all or selected expense accounts. Each pie segment shows the amount for a particular expense account (or for net profit) as a percentage of total revenue.

How to display

1.

On the Graphs menu, choose Expenses and Net Profit As % Of Revenue.

2.

Enter the Start and Finish dates for the graph.

3.

Select the expense accounts that you want to show separately on the chart. Each account you select will have its own slice of the pie. Expense accounts that are not selected

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will be grouped into one category on the graph called “Other Expenses.” 4.

Click OK.

Expenses by Account (graph) Purpose

Use the Expenses by Account graph to see individual expenses in relation to total expenses.

Description

A pie chart showing all or selected expense accounts. Each pie segment shows the amount and the percentage of the total that an expense account represents.

How to display

1.

On the Graphs menu, choose Expenses By Account.

2.

Enter the Start and Finish dates for the graph.

3.

Select the expense accounts that you want to show separately on the chart. Each account you select will have its own slice of the pie. Expense accounts that are not selected will be grouped into one category on the graph called “Other Expenses.”

4.

Click OK.

Expenses vs. Budget (graph) Description

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A bar graph showing actual and budgeted expenses for all or selected expense accounts for each month in the current or previous fiscal year.

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Purpose

Use the Expenses versus Budget graph to compare the actual expenses for the month against the expenses you planned for in your budget.

When to print

Print the graph at the end of a budget period for a true comparison of expenses to budget.

How to display

1.

On the Graphs menu, choose Expenses versus Budget.

2.

If you have two years of data, choose Current Year or Previous Year.

3.

Select the expense accounts you want to include in the graph.

4.

Click OK.

Gross Margin/Profit Income Statement Description

This income statement displays your company's gross margin figures based on the current or previous year. You can also generate an income statement that will compare the current and past year, or a comparative budget statement.

How to print

1.

From the Reports menu, choose Financials, and then Gross Margin Income Statement.

2.

Select a report type.

3.

If you selected Comparative Income Statement, additional fields appear. Define this comparative report as follows:

Comparative income statement

a)

Enter a Start and Finish date for the first period.

b) Enter a Start and Finish date for the second period. c)

In the Report On field, select the way you want to compare the two periods: ■

amount per period, or

■

difference between the periods, as an amount or percentage.

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Comparison of actual to budget

4.

If you selected Comparison Of Actual To Budget, define the report as follows: a) Enter a Start and Finish date for the report. b) In the Report On field, select the way you want to compare the two periods:

5.

■

amount per period, or

■

difference between the periods, as an amount or percentage.

Click OK.

Imported Online Transactions Report When to print

Print an Imported Online Transactions report each time you import bank or credit-card statements into the Account Reconciliation window. This provides you with a record of the last statement you imported.

Description

The Imported Online Transactions report shows the transactions you imported into the Account Reconciliation window from your bank or credit-card company for a specified period. It includes the account number, the date of each transaction, and type of payment or withdrawal.

How to display

1.

On the Reports menu, choose Banking, and then Imported Online Transactions Report.

2.

In the Account field, select the account you want.

3.

Enter the Start and Finish dates of the period to be covered by the report, and then click OK.

Income Statement When to print

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Print a month-to-date and a year-to-date income statement at month end and at the end of your fiscal year for auditing purposes, or at other times, such as when applying for a line of credit.

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Print statements with budget amounts at the end of a budget period for a true comparison of actual and budgeted figures. Description

The income statement shows revenue, expenses, and net income for the specified time period. Alongside the actual results, you can choose to print your budgeted revenues and expenses for the current and previous fiscal year, as well as the difference (amount or percentage) between actual and budgeted amounts.

Zero-balance accounts

If you do not want to print accounts with zero balances, select Omit From Financial Statements If Balance Is Zero in the account records. For example, a zero account could be an insurance appraisal account that you use only every other year.

How to display

1.

On the Reports menu, choose Financials, and then Income Statement.

2.

Select the type of report you want in the Report Type field.

3.

Enter the Start and Finish dates of the period to be covered by the report.

4.

If you selected Comparative Income Statement, additional fields appear. Define this comparative report as follows:

Comparative income statement

a) Enter a Start and Finish date for the first period. b) Enter a Start and Finish date for the second period. c)

Comparing more than four periods

In the Report On field, select the way you want to compare the two periods: ■

amount per period, or

■

difference between the periods, as an amount or percentage.

Note: If you want to compare income statement values for more than four periods, print the multi-period income statement, described in the next section, “Income Statement (Multi-period).”

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Comparison of actual to budget

5.

If you selected Comparison Of Actual To Budget, different fields appear. Define this report as follows: a) Enter Start and Finish dates for the report. b) In the Report On field, select the way you want to compare the two periods:

6.

■

amount per period, or

■

difference between the periods, as a dollar amount or percentage.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Show Departments option to report by departments. Note: Consolidated companies do not recognize departments.

7. Features

Click OK.

A sample income statement follows this list of features. The income statement includes: Section heading. The two section headings on the income statement are Revenue and Expense. Group heading. The two main sections of the statement are divided into groups. Each group includes accounts for a different type of revenue or expense. The accounts that make up the group, including subgroup, group, and subgroup total accounts. The accounts in the group indicated are all classified as Revenue: Services. The report uses the account descriptions entered in the Accounts window. Budgeted amounts and the percentage by which they differ from actual figures. Consecutive subgroup account balances within a group. These are followed by a subgroup total, in the right column. Group total — in this case, Total Direct Costs.

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Section total — in this case, Total Expense. Net income for the period specified, calculated by subtracting Total Expense from Total Revenue.

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UNIVERSAL CONSTRUCTION Income Statement Comparison of Actual to Budget July to March for Fiscal End 2000 Actual

Page 1 Budget

Percent

REVENUE REVENUE: Services Drafting Engineering Consulting Estimating Consulting Surveying Freight Revenue TOTAL REVENUE: Services

92,000.00 275,300.00 90,000.00 362,500.00 26,110.00 845,910.00

75,000.00 280,000.00 105,000.00 110,000.00 9,000.00 579,000.00

22.67 -1.68 -14.29 229.55 190.11 46.10

REVENUE: Miscellaneous Bank Interest Sales Discounts TOTAL REVENUE: Miscellaneous

10,700.00 -15,191.37 -4,491.37

0.00

0.00

0.00

0.00

REVENUE: Residential Single Family Apartments TOTAL REVENUE: Residential

690,710.00 117,756.50 808,466.50

415,000.00 270,000.00 685,000.00

66.44 -56.39 18.02

REVENUE: Commercial Shopping Mall Office TOTAL REVENUE: Commercial

288,993.00 321,873.00 610,866.00

390,000.00 335,000.00 725,000.00

-25.90 -3.92 -15.74

2,260,751.13

1,989,000.00

13.66

745,240.00

-55.55 35.80 72.69 194.55 76.10

TOTAL REVENUE EXPENSE DIRECT COSTS Material: Drywall Material: Hardware Material: Lumber Material: Roofing Materials: Net Purchase Discounts Equipment Rentals Wages EI Expense CPP Expense WCB Expense QPP Expense QHSF Expense Burden: Net Subcontractors Union Freight Expense Transfer Costs Adjustment Write-off TOTAL DIRECT COSTS GENERAL AND ADMINISTRATION Accounting And Legal Fees Advertising And Promotion Bad Debts Bank Charges Bank Rec. Adjustments Amortization Insurance Office Rent Telephone Utilities AMEX Charges MasterCard Charges VISA Charges Credit Card Charges: Net Currency Exchange & Rounding TOTAL GENERAL & ADMIN TOTAL EXPENSE NET INCOME

47,797.86 91,906.94 717,557.96 455,140.07

107,520.00 67,680.00 415,520.00 154,520.00 1,312,402.83 -11,537.10 106,050.00

167,550.00

-36.71 -25.49

115,680.00 148,400.00

-18.62 -61.99

38,360.00 90.00 2,250.00 1,217,570.00

-39.17 -100.33 -95.22 29.84

0.00 112,957.62 0.00 14,850.00 0.00 16,800.00 24,000.00 16,000.00 8,000.00 8,000.00

7,000.00 64,600.00 19,200.00 19,800.00

-100.00 74.86 -100.00 -25.00

18,000.00 22,500.00 18,000.00 9,000.00 18,000.00

-6.67 6.67 -11.11 -11.11 -55.56

11,280.30 0.00 211,887.92

0.00

0.00

196,100.00

8.05

1,792,784.40

1,413,670.00

26.82

467,966.73

575,330.00

-18.66

86,195.20 3,161.33 2,580.35 2,048.31 0.00 153.36

115,680.00

94,138.55 56,400.00 0.00 23,335.00 -0.30 107.50 1,580,896.48

6,089.23 2,942.21 2,248.86

Printed On: 12/13/2000

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Income Statement (Multi-period) When to print

Print the multi-period income statement at month end, at the end of your fiscal year for auditing purposes, and at other times as required.

Description

The multi-period income statement is similar to the comparative income statement described in the previous section, except that the multi-period income statement compares month-end figures only, and can compare more than two periods.

How to display

1.

On the Reports menu, choose Financials, then Multi-period Reports, and then Income Statement.

2.

Enter the Start and Finish dates of the period to report.

3.

In the Income Period, enter the number of months of income to report.

4.

In the Report Every field, enter the reporting frequency (in months).

5.

Choose whether to display data from the earliest to the latest periods, or from the latest to the earliest periods.

6.

In the Show field, choose whether or not to show the differences between periods:

7.

■

Amounts Only (do not show differences).

■

Difference in Percentage (show the dollar amounts, and show the differences between periods in percentage format).

■

Difference in Amounts (show the dollar amounts, and show the differences between periods in dollars).

If you chose to report differences in step 6, in the Compare field, choose the periods that you want to compare. For example, assume you entered the following values: Start date: Finish date: Income Period: Report every:

January 2015 December 2015 3 months 3 months

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Show: Compare:

Difference in Amounts First period vs. subsequent periods

The first 3-month period (January 1 to March 31, 2015) on the report will show amounts that are the sum of January and February 2015 figures. The report would also show the dollar differences between this first period and the amounts in the subsequent periods. If, in the Compare field, you had chosen Each Period Versus Subsequent Periods instead, then the report would show dollar differences between the amounts within each period and the amounts within the previous period. 8.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Show Departments option to report by departments.

9.

Click OK.

Income Statement by Departments When to print

If you are using Simply Pro or higher, you can print this report

only if you are using departments (for more information about setting up departments, see Chapter 2 of the User Guide). Print the income statement by departments at month end, at the end of your fiscal year for auditing purposes, and as required. Description

The departmental income statement shows revenue, expenses, and net income by departments, for the specified time period.

How to display

1.

On the Reports menu, choose Financials, then Departmental Reports, and then Income Statement.

2.

Enter the Start and Finish dates of the period to report.

3.

Choose the departments to include on the report, or click Select All.

4.

Choose whether to show amounts only or to also show the percentage of the department amount relative to the total.

5.

Choose whether to include a column on the report for: ■

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The account’s total.

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6.

■

Amounts not assigned to a department. For example, assume your Accounts Payable account is 2200, but you also have accounts 2200-0100 and 2200-0200. If you choose this option, the amount for account 2200 will appear in a “Not Assigned to Departments” column; otherwise it will not appear.

■

Other (unselected) departments. For example, assume in step 3, the Select Departments column listed departments 0100, 0200, and 0300, but you chose only department 0100. If you choose the Other Departments option, the other two departments will appear as one amount in an “Other Departments” column.

Click OK.

Income Statement (Comparative Subsidiary) Used by

Consolidated companies (Premium or higher only).

When to print

Print a comparative subsidiary income statement at the end of your consolidated company’s fiscal year for auditing purposes, or more frequently if required.

Description

The comparative subsidiary income statement shows revenue, expenses, and net income for the specified time period. You can choose to print the amount or percentage of account totals between subsidiary companies and the consolidated parent company.

How to display

1.

In the consolidated company’s Home window, on the Reports menu, choose Financials, Comparative Subsidiary Reports, and then Income Statement.

2.

Enter the Start and Finish dates of the period to be covered by the report.

3.

Select one or more subsidiary companies.

4.

Choose to show subsidiary company account values as an amount or as a percentage of the consolidated parent company account.

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5.

You can also choose to include a column on the report for the consolidated parent company, the parent company, and the total account values for any unselected subsidiary companies.

6.

Click OK.

Inventory Adjustment Transactions Report When to print

Print the Inventory Adjustment Transactions report at month end, before entering a report date for a new month. Print it after making entries in the Inventory Adjustments window, to have a permanent record of a work session, and at the end of your fiscal year for auditing purposes.

Description

The Inventory Adjustment Transactions report shows the details of adjustments processed using the Inventory Adjustments window, for the selected range of dates or transaction numbers. You can also choose to include project allocation details on the report.

How to display

1.

On the Reports menu, choose Transaction Details, and then Inventory Adjustments.

2.

Enter a year in the Report on Fiscal Year field.

3.

Select Date to list all the entries between the Start and Finish dates you specify. Or, select Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter.

4.

To include project allocations on the report, check the Project Allocations box.

5.

Click OK.

Inventory and Services Statistics Report Description

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The Inventory And Services Statistics report shows the turnover or activity of selected inventory or service items or assets, including the number of transactions, quantity sold, dollar amount sold, cost of goods sold, and the date last sold. You can include both year-to-date and last year’s details.

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How to display

1.

On the Reports menu, choose Inventory and Services, and then Statistics.

2.

Select one of the following: ■

Inventory By Asset, if you want to list inventory items grouped by asset accounts (for example, hardware). This option is available if you have inventory items.

■

Inventory By Item, if you want to select individual inventory items (but no services). This option is available if you have inventory items.

■

Service Items, if you want to select individual service items (but no inventory items). This option is available if you have service items.

■

All Items, if you want to select individual inventory items and service items. This option is available only if you have both inventory and service items.

3.

Select the asset accounts, inventory items, or services, or click Select All.

4.

Choose to report on statistics up to the latest transaction or as of a specific date.

5.

If you use different units of measure for stocking, buying, and selling inventory items, choose the units for the report, under Report Quantities In.

6.

Check the boxes for the details you want to appear on the report. The program will display these settings for all inventory items and services until you change the settings. Note that the Cost of Goods Sold option is not available if you selected Service Items under Select From.

7.

Click OK.

Inventory and Service Item List When to print

Print the Inventory and Services List whenever you add, change, or delete inventory or service records.

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Description

The Inventory and Services List is a list of your inventory items and services, together with their associated asset, revenue, expense, and variance accounts, as of the report date. Inventory items and services are listed in ascending order by item number or in alphabetical order by description, depending on your settings in Inventory and Services, in the Settings dialog box.

How to display

1.

On the Reports menu, choose Lists, and then Inventory and Services.

2.

Select the fields you want to include on the list.

3.

If you want to include inactive inventory items or internal service items, add a check mark to those boxes.

4.

Click OK.

Inventory and Service Item List (Grouped) When to print

If you use Simply Accounting Premium or higher, print the Grouped Inventory and Service List whenever you want to view a list of inventory and service items grouped by their common traits. For example, you can group your inventory items by item type.

Description

The Grouped Inventory List displays your inventory and service item list broken down by the common trait you want to view them by. The headings represent the variables of that trait and then the items are displayed alphabetically under those headings.

How to display

1.

On the Reports menu, choose Grouped Lists, and then Inventory and Services.

2.

Select the feature by which you want to group the employees.

3.

If you want to include inactive items or internal services, add a check mark to those boxes.

4.

Click OK.

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Inventory and Services Sales Report Description

The Inventory and Services Sales report shows the quantity, revenue, cost of goods sold, and profit on the sale of inventory and service items. It also shows the cost of goods sold for inventory items, and lists the margin or markup (depending on the profit evaluation method you choose on the Inventory and Services tab of the Settings dialog box). You can print a summary report, showing totals for each item, or a detail report, showing each transaction.

How to display

1.

On the Reports menu, select Inventory and Services, and then Sales.

2.

Select Summary or Detail, depending on whether you want to list the totals, or the details of each transaction.

3.

Select one of the following: ■

Inventory By Asset, if you want to list inventory items grouped by asset accounts (for example, hardware). This option is available if you have inventory items.

■

Inventory By Item, if you want to select individual inventory items (but no services). This option is available if you have inventory items.

■

Service Items, if you want to select individual service items (but no inventory items). This option is available if you have service items.

■

All Items, if you want to select individual inventory items and service items. This option is available only if you have both inventory and service items.

4.

Select the asset accounts, inventory items, or services, or choose Select All.

5.

If you use different units of measure for stocking, buying, and selling inventory items, choose the units for the report in the Report Quantities In field.

6.

Enter a Start and Finish date for the report, and then click OK.

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Chapter 1: List of Reports and Graphs

Inventory and Services Transaction Report Description

For all or selected inventory items and services, or assets, the Inventory and Services Transaction report shows the balance forward, type of transaction, quantity in, quantity out, quantity on hand, cost of goods in (or revenue in for services), cost of goods out (or expense out for services), and balance. You can print a summary report, showing totals by transaction type for each item, or a detail report, showing each transaction.

How to display

1.

On the Reports menu, select Inventory and Services, and then Transaction.

2.

Select Summary or Detail, depending on whether you want to list the totals, or the details of each transaction.

3.

Select one of the following:

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■

Inventory By Asset, if you want to list inventory items grouped by asset accounts (for example, hardware). This option is available if you have inventory items.

■

Inventory By Item, if you want to select individual inventory items (but no services). This option is available if you have inventory items.

■

Services, if you want to select individual service items (but no inventory items). This option is available if you have service items.

■

All Items, if you want to select individual inventory items and service items. This option is available only if you have both inventory and service items.

4.

Select the asset accounts, inventory items, or services, or click Select All.

5.

If you use different units of measure for stocking, buying, and selling inventory items, choose the units for the report, under Report Quantities In.

6.

Enter a Start and Finish date for the report.

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7.

Select the types of transactions you want to include. Note that the Item Assembly and Adjustments selections are unavailable if you chose Services under Select From.

8.

If you allow inventory levels to go below zero, and want to show the difference between average and actual cost, check the Include Variance box. Note that the Include Variance option is available only after you check at least one option under Select Transactions To Report.

9.

To display the quantity and value of the inventory on hand prior to the start date of the report, check the Balance Forward box. Note the following about the Balance Forward option: ■

It is unavailable if you chose Services under Select From, and until you check all four transaction types under Select Transactions To Report.

■

If you check the Balance Forward box, you must also check the Include Variance box.

10. Click OK.

Inventory Synopsis Report When to print

Print the Inventory Synopsis report at the end of the month and as necessary.

Description

The Inventory Synopsis report shows quantity and price information for selected inventory items or asset accounts as of the report date. It shows item number, item description, unit, price, quantity of stock on hand, cost, and value (quantity multiplied by cost). The final column shows either margin or markup, depending on your Inventory and Services settings in the Settings dialog box. The Inventory Synopsis As At report allows you to display report details based on transactions processed up to and including a specific date.

How to display

1.

On the Reports menu, choose Inventory and Services, and then Synopsis.

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Chapter 1: List of Reports and Graphs

2.

Choose Inventory By Asset if you want to list inventory items grouped by asset account (for example, hardware). Choose Inventory By Item if you want to select individual inventory items (for example, hinges and padlocks).

3.

Select the accounts or inventory items you want, or choose Select All.

4.

If you use different units of measure for stocking, buying, and selling inventory items, choose the units for the report, under Report Quantities In. Click OK.

Inventory Quantity Report When to print

Print the Inventory Quantity report at the end of the month, before entering a report date for a new month and as necessary.

Description

The Inventory Quantity report shows information for selected inventory items or asset accounts as of the report date. It shows item number, item description, unit, quantity of stock on hand, minimum stock level (at which the item should be re-ordered), quantity of stock on purchase order and sales order, and the number of items to order for items that have fallen below the minimum level.

How to display

1.

On the Reports menu, choose Inventory and Services, and then Quantity.

2.

Choose Inventory By Asset if you want to list inventory items grouped by asset account (for example, hardware). Choose Inventory By Item if you want to select individual inventory items (for example, hinges and padlocks).

3.

Select the accounts or inventory items you want, or choose Select All.

4.

If you use different units of measure for stocking, buying, and selling inventory items, choose the units for the report, under Report Quantities In.

5.

Click OK.

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Invoices When to send

You can print or e-mail invoices when you enter them, before you click Process, and after clicking Process if you use the invoice lookup feature.

Description

An invoice is a list of the items or services you have sold to a customer, with related charges.

E-mailing invoices

You can e-mail invoices to customers, following the steps later in this section. If you have not already added the customer’s e-mail address to the customer record, you can supply it when you e-mail the invoice. You can use the e-mail forms for invoices that come with Simply Accounting or create your own invoice forms using Crystal Reports.

Before you print

Specify the printer you want to use, and choose the size of form, font type, font size, and margins. On the Setup menu, choose Reports and Forms, and then Invoices. If you want to include subtotals on the printed invoice, check the Show Subtotal In Invoice box. To print your company’s address on invoices, on the Setup menu choose System Settings and then Settings. Click Forms and check the Print Company Address On box beside the Invoices field.

Customizing forms

You can use Crystal Reports to design your own customized invoice forms, or to modify the custom forms that come with Simply Accounting. Or, you can order pre-printed forms, as described in the information included in your Simply Accounting package.

How to display or e-mail

1.

In the Home window, on the Customers and Sales tab, click Sales Orders.

2.

Fill in the invoice fields, or choose Look Up Invoice to display the invoice you want to print or e-mail.

3.

From the File menu, choose Print or E-mail. If you choose Print, you are finished. If you selected E-mail, go to step 4.

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4.

Read the e-mail address, subject, and message displayed in the E-mail Information dialog box. You can change them if you want. Note that you must type an e-mail address in the E-mail Address field if it is empty (Simply Accounting adds the address to the customer’s record). Tip: To change the preset e-mail message, on the Setup menu, choose System Settings and then Settings. Click Company, and then E-mail. Under Forms, select Invoices, and enter the new message.

6.

Click Send.

Item Assembly Transactions Report When to print

Print the Item Assembly Transactions report after recording the assembly of inventory items, to have a permanent record of a work session. Print it at month end for the past month and at the end of your fiscal year for auditing purposes.

Description

The Item Assembly Transactions report shows the details of item assemblies processed using the Item Assembly window for the selected range of dates or transaction numbers.

How to display

1.

On the Reports menu, choose Transaction Details, and then Bill of Materials & Item Assembly.

2.

Select By Date to list all the entries between the Start and Finish dates you specify. Select By Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter. If you have processed entries in this work session, the program displays the first transaction number of the session. If you have not processed entries, it displays the first transaction number on file. If you select the arrow to the right of either the Start or the Finish box, the program displays a list of transaction entry numbers. The numbers are the first transaction on file, the first transaction processed during the work session, and the last transaction on file, in that order.

3.

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Enter Start and Finish dates for the report.

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4.

Click OK.

Job Category Detail Report When to print

Print the Job Category List to view payroll information by job category for payroll periods occurring between a range of dates.

Description

The detail report provides the same information as the Employee Detail report, except that the payroll cheque information is grouped by job category, rather than by employee.

How to display

1.

On the Reports menu, choose Payroll, and then Job Category.

2.

Select Detail as the Report Type.

3.

Select the Start and Finish dates for the report. All payroll periods between these two dates will be reported.

4.

To include inactive job categories, check Include Inactive Categories.

5.

Select one or more job categories, or click Select All to include all job categories.

6.

Customize the report, if required, and then click OK to save your customization options.

7.

Click OK.

Job Category Summary Report When to print

Print the Job Category Summary report to view payroll information by job category for the year-to-date, or for the prior year.

Description

The summary report provides the same information as the Employee Summary report, except that it displays payroll totals for employees in the selected job category.

How to display

1.

On the Reports menu, choose Payroll, and then Job Category.

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2.

Select Summary as the Report Type.

2.

In the Report Type field, select Year Summary, or one of the quarterly summary options.

3.

If you have more than one year of data, select the year for which the report should be printed.

4.

To include inactive job categories, check the Include Inactive Categories box.

5.

Select one or more job categories, or click Select All to include all job categories.

6.

Click OK.

Mailing Labels Description

You can print mailing labels for customers, vendors, or employees. Mailing labels show the following customer, vendor, or employee information: name, contact name of customer or vendor (if available), address, and postal code.

Before you print

Set your printer options for labels. On the Setup menu, choose Reports and Forms, and then Labels. Specify the printer, font type, font size, page margins, width and height of labels, and number of labels you want to print across the page.

How to display

1.

On the Reports menu, choose Mailing Labels, and then either Vendors, Customers, or Employees.

2.

Select one or more vendors, customers, or employees, or choose Select All.

3.

If you are printing mailing labels for customers, in the Print box choose Mailing Address or Shipping Address.

4.

If you are printing mailing labels for employees, in the Print Labels For box choose All Employees (both actively employed and terminated), or Active Employees Only (only employees currently on payroll).

5.

Click OK.

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Miscellaneous Transactions Report When to print

Print the Miscellaneous Transactions report after making entries in the Miscellaneous Transactions window, to have a permanent record of a work session. Print it at month end for the past month, and at the end of your fiscal year, for auditing purposes.

Description

The Miscellaneous Transactions report lists transactions entered in the Miscellaneous Transactions window for the range of dates or transaction numbers you select. You can choose whether to include project allocation details.

How to display

1.

On the Reports menu, choose Transaction Details, and then Miscellaneous.

2.

Enter Start and Finish dates for the report.

3.

Select By Date to display a report listing all the entries between the Start and Finish dates you specify. Select By Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter. If you click the arrow to the right of either the Start or the Finish box, the program displays a list of transaction numbers. The numbers are the first transaction on file, the first transaction processed during the work session, and the last transaction on file, in that order.

4.

Check the Project Allocations box to include entries for project allocations.

5.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

6.

Click OK.

Online Account Statements Report When to print

Print the Online Account Statements report after downloading files from your bank before you import them into Simply Accounting.

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Description

The Online Account Statements report shows the transaction details contained in each file you download from your bank. It allows you to view the contents of the file before you import it into Simply Accounting. It includes the account number, date of each transaction, and type of payment or withdrawal.

How to display

1.

On the Reports menu, choose Banking, and then Online Account Statements Report.

2.

Enter the name of the bank statement file you want to view, or click Browse to look up the file name.

3.

Click OK.

Paycheque / Paycheck When to print

Print paycheques to pay your employees. You can print a paycheque from the Paycheques window before you choose Process, or print paycheques for several employees from the Payroll Cheque Run window.

Before you print

Specify the printer you want to use, and choose the size of form, font type, font size, and margins: 1.

On the Setup menu, choose Reports and Forms, then click Cheques.

2.

Select a payroll account.

3.

Under Payroll or Payment Cheque Settings, select Preprinted.

4.

Select the form type, font type, and font size you want, and enter the margin values.

To print your company’s address on paycheques, on the Setup menu choose System Settings, then Settings. Click Forms and select the Print Company Address On box beside the Cheques field. Customizing forms

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You can use Crystal Reports or the integrated Simply Form Designer to design your own customized paycheque forms or to modify the custom forms that come with Simply Accounting. Or, you can order pre-printed forms, as described in the information included in your Simply Accounting package.

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Note: If you print paycheques for employees who receive tips in Québec, set up the Québec Tips option. (On the Setup menu, choose System Settings, and then Settings. Click Payroll, and then Income. Select the Track Québec Tips box.) How to display

Print Features

To print several employee cheques at one time, see “Paying a Group of Employees with a Payroll Cheque Run” in Chapter 15 in the User Guide. To print one employee cheque at a time, follow these steps: 1.

In the Paycheques window, fill in the cheque information. (For information on entering a paycheque transaction, see “Paying Individual Employees” in Chapter 15 in the User Guide.)

2.

Choose Print from the File menu.

A sample paycheque follows this list of features. The paycheque includes: The amount of the employee’s net pay for the pay period, the cheque number and date, and the employee’s name and address. The cheque stub provides a record of the employee’s name, cheque date and number, pay period ending date, and the employee’s earnings and deductions for the pay period. If you set the printer for 8½-x-11-inch cheques, the program prints a duplicate cheque stub.

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Universal Construction 102-3701 East Hastings St. Vancouver, British Columbia

Oakville Dominion Bank Downtown Office

09527

Pay:

Eight Hundred Ninety --------------------------------------------------------------------- 32/100

To the order of:

Belanger, Bruno 65 Pitt Street Burnaby, British Columbia V7T 7H9

05-15-98

$******890.32

Signature

Universal Construction Belanger, Bruno

05-15-98

09527

Pay Period Ending: May 15, 1998 Salary.........................1,200.00 EI.............................36.00 Gross......................1,200.00 ------------CPP.........................26.83 Withheld.....................309.68------------Gross..........................1,200.00 Tax.........................246.85 ------------- Net..........................1,200.00 Withheld..............1,200.00

Universal Construction Belanger, Bruno

05-15-98

09527

Pay Period Ending: May 15, 1998 Salary.........................1,200.00 EI.............................36.00 Gross......................1,200.00 ------------CPP.........................26.83 Withheld.....................309.68Gross..........................1,200.00 Tax.........................246.85 ------------------------- Net..........................1,200.00 Withheld..............1,200.00

Note: The amounts for Québec tips fields and a Québec Taxable Tips field appear on the paycheque form for Québec employees. The Québec Taxable Tips field is the total of Tips From Sales + Other Tips + Tips Allocated. To calculate the federal taxable tips, add Tips From Sales and Other Tips.

Payment Cheque / Check When to print

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Print payment cheques to vendors (suppliers, or payroll authorities) to pay for purchases and to remit payments for

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payroll liabilities. You print a payment cheque from the Payments window before you choose Process. Before you print

Specify the printer you want to use, and choose the size of form, font type, font size, and margins: 1.

On the Setup menu, choose Reports and Forms, then click Cheques.

2.

Select a payroll account.

3.

Under Payroll or Payment Cheque Settings, select Preprinted.

4.

Select the form type, font type, and font size you want, and enter the margin values.

To print your company’s address on paycheques, on the Setup menu choose System Settings, then Settings. Click Forms and select the Print Company Address On box beside the Cheques field. To print the name of the contact person or department on a cheque, on the Options tab of the vendor’s record, select the Print Contact On Cheques box. Customizing forms

You can use Crystal Reports or the integrated Simply Form Designer to design your own customized payment cheque forms or to modify the custom forms that come with Simply Accounting. Or, you can order pre-printed forms, as described in the information included in your Simply Accounting package.

How to display

1.

In the Payments window, fill in the cheque information. (For information on entering a payment cheque transaction, see “Paying for Goods and Services” and “Remitting a Payment to a Payroll Authority” in Chapter 12 in the User Guide.)

2.

Choose Print from the File menu.

Print Features

A sample payment cheque is shown following this list of features. The payment cheque includes: The amount you paid for goods or services provided by a vendor (supplier), the cheque number and date, and the vendor’s name and address.

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The cheque stub provides a record of the vendor’s name, the cheque date and number, and the invoice number and amount paid toward the invoice. If you set the printer for 8½-x-11-inch cheques, the program prints a duplicate cheque stub. Universal Construction 102-3701 East Hastings St. Vancouver, British Columbia

Pay:

Central Bank Downtown Office

08372

Six Hundred Seventy --------------------------------------------------------------------- 00/100 05-15-98

To the order of:

$******670.00

Abercrombie Hardware Ltd. 65 Arrow Street Vancouver, British Columbia V2P 3P3 Signature

Universal Construction Abercrombie Hardware Ltd.

05-15-98

08372

C3104.........446.37 C3157.........223.63

Universal Construction Abercrombie Hardware Ltd.

05-15-98

08372

C3104.........446.37 C3157.........223.63

Payment Transactions Report When to print

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Print the Payment Transactions report after making entries in the Payments window, to have a permanent record of a work

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session. Print it at month end for the past month and at the end of your fiscal year for auditing purposes. Description

The Payment Transactions report lists transactions entered in the payments window for the range of dates or transaction numbers you specify. This report does not display transactions from Purchase, Orders, or Quotes. To view these transactions, run the Purchase Transactions report.

How to display

1.

On the Reports menu, choose Transaction Details, and then Payments.

2.

Select By Date to display a report listing all the entries between the Start and Finish dates you specify. Enter Start and Finish dates for the report. Select By Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter. If you have processed entries in this work session, the program displays the first transaction entry number of the session. If you have not processed entries, it displays the first transaction entry on file. If you click the arrow to the right of either the Start or the Finish box, the program displays a list of transaction numbers. The numbers are the first transaction on file, the first transaction processed during the work session, and the last transaction on file, in that order.

3.

Check the boxes for the type of payments you want to display. Check the Project Allocations box if you want to display project information.

4.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

5.

Click OK.

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Payroll Cheque Run Summary When to print

Using the Payroll Cheque Run window, you can print a cheque run summary after you select the employee(s) to be paid, but before you click Process.

Description

The Cheque Run Summary report lists cheque details printed for each employee, including totals of all earnings/deductions.

How to print

Select Reports in the Payroll Cheque Run transaction window, and then Cheque Run Summary.

Payroll Transactions Report When to print

Print the Payroll Transactions report after making entries in the Paycheques window, to have a permanent record of a work session. Print it at month end for the past month and at the end of your fiscal year for auditing purposes.

Description

The Payroll Transactions report lists transactions entered in the Paycheques window for the range of dates or transaction numbers you specify. You can also include project allocation details.

How to display

1.

On the Reports menu, choose Transaction Details, and then Payroll. Or, from the Reports menu in the Payroll Cheque Run window, choose Display Payroll Run Transaction Detail.

2.

Select By Date to display a report listing all the entries between the Start and Finish dates you specify. Enter Start and Finish dates for the report. Select By Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter. If you have processed entries in this work session, the program displays the first transaction entry number of the session. If you have not processed entries, it displays the first transaction entry on file. If you click the arrow to the right of either the Start or the Finish box, the program displays a list of transaction

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numbers. The numbers are the first transaction on file, the first transaction processed during the work session, and the last transaction on file, in that order. 3.

If you want to include entries for project allocations on the Payroll Transactions report, check the Project Allocations box.

4.

Click OK.

Pending Purchase Orders Report When to print

Print the Pending Purchase Orders report whenever you want to review your unfilled purchase orders.

Description

The Pending Purchase Orders report lists the unfilled purchase orders for all or selected vendors. For each purchase order, the report displays the purchase order number and date, the requested ship date, and the total amount of the purchase order. It also displays the total amount for each vendor’s purchase orders.

How to display

1.

On the Reports menu, choose Vendors and Purchases, and then Pending Purchase Orders. Select either By Vendor or By Inventory Item.

2.

For vendors, select individual vendors or click Select All. If you want to include inactive vendors, check the Include Inactive Vendors box to add them to the list. For inventory items, decide what type of items to include in the report (All, Inventory, Service, or Activities) and then select individual items or click Select All. If you want to include inactive items, check the Include Inactive Items box to add them to the list.

3.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

4.

For vendors, if you use Simply Accounting Pro or higher and have set up departments, you can choose the Group Vendors by Departments option to report by departments.

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■

If you choose to group vendors by departments, click Select Departments and choose the departments to report.

For inventory items, if you are using Premium or higher and are using multiple locations, you can include location information by checking the Show Location Information box. ■

If you choose to show location information, click Select Locations and choose the locations to report.

5.

Enter the As At date.

6.

Click OK.

Pending Sales Orders Report When to print

Print the report whenever you want to review your unfilled sales orders.

Description

The Pending Sales Orders report lists the unfilled sales orders for all or selected customers. For each sales order, the report displays the order number, the order date, the requested ship date, and the total price of the order. It also subtotals the order prices by customer.

How to display

1.

On the Reports menu, choose Customers and Sales, and then Pending Sales Orders. Select either By Supplier or By Inventory Item.

2.

For customers, select individual items or click Select All. If you want to include inactive customers, check the Include Inactive Customers box to add them to the list. For inventory items, decide what type of items to include in the report (All, Inventory, Service, or Activities) and then select individual items or click Select All. If you want to include inactive items, check the Include Inactive Items box to add them to the list.

3.

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If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

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4.

For customers, if you use Simply Accounting Pro or higher and have set up departments, you can check the Group Customers by Departments box to report by departments. ■

If you chose Group Customers by Departments, click Select Departments and choose the departments to report.

For inventory items, if you are using Premium or higher and are using multiple locations, you can include location information by checking the Show Location Information box. ■

If you choose to show location information, click Select Locations and choose the locations to report.

5.

Enter the As At date.

6.

Click OK.

Price List When to print

Print a price list to review current inventory and service item prices.

Description

If your business uses different item prices for different situations or customers, you can create multiple price lists. You can print a report showing one or more inventory or service item prices by customer or currency.

How to display

1.

On the Reports menu, choose Inventory and Services, and then Price Lists.

2.

Select one or more inventory items, service items, or activities.

3.

Select one or more price lists to display.

4.

Select a currency to display, if applicable.

5.

Choose whether to group the report details by price list (if you selected more than one price list), or by currency.

6.

Click OK.

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Product Analysis Report When to print

Print the Product Analysis report weekly or monthly to review product performance.

Description

The Product Analysis report shows which inventory or service items are the top (or bottom) performers.

How to display

1.

On the Reports menu, choose Forecast and Analysis, Analysis, and then Product Analysis.

2.

Select a Report Type: Summary or Detail.

3.

Select a ranking type: Revenue, Quantity, Profit, or Return On Investment.

4.

Choose whether to show the top or bottom percent of items and then enter a percentage.

5.

Choose whether to show customers from the customer list, one-time customers, or both.

6.

If you selected customers from the customer list, select the customers to display.

7.

Choose whether to include inactive customers.

8.

Click OK.

Project Allocation Report When to print

Print the report when you want to know which transactions have been allocated to your accounts.

Description

The Project Allocation report shows which account amounts are allocated by project for the period you specify. It also indicates current and cumulative amounts, and can include balanceforward amounts for transactions occurring before the start date of the report. You can print a summary or a detail report. Project Allocation reports can include up to two years of details. Note: Once you clear transactions, project details no longer appear in this report.

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How to display

1.

On the Reports menu, choose Project, and then Allocation.

2.

Select Summary to include totals for asset, liability, and equity accounts, or select Detail to include all transaction entries, as well as totals.

3.

Enter Start and Finish dates, or accept the dates displayed.

4.

Select a project or projects from the list, or click Select All. If you want to select inactive projects, check the Include Inactive Projects box to add them to the list.

5.

Select an account or accounts from the list, or click Select All to include all asset, liability, and equity accounts that have project allocations. If you want to select inactive accounts, check the Include Inactive Accounts box to add them to the list.

6.

To include balance-forward amounts for the projects you selected, check the Balance Forward box.

7.

If you are using Pro or higher and have departments turned on, check Show departments to report by department. If you choose to group vendors by departments, click Select Departments and choose the departments to report.

8.

Click OK.

Project Budget Report When to print

Print the report when you want to review budget status. Once you clear transactions, project details no longer appear in this report.

Description

The Project Budget report shows the actual revenues and expenses for one or more projects, compared to the original budget. You can show the comparative dollar amounts only, or include the dollar or percentage difference for the range of budget periods you specify.

How to display

1.

On the Reports menu, choose Project, and then Budget.

2.

Select a Report Type to show:

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3.

■

Budget by Period, or

■

Actual versus Budget (amounts or percentages).

For budgets by period, check either Summary or Detail for the report type. Go to step 5. For Actual versus Budget, select amounts only, difference in percentage or difference in amounts for the report type.

4.

Select either current year or previous year and the Start and Finish dates for the report.

5.

Select a project or projects from the list, or click Select All.

6.

If you want to select inactive projects, check the Include Inactive Projects box to add them to the list. You can include a grand total for all selected projects by checking the box.

7.

Click OK.

Project Income Report When to print

Print the report before clearing transaction details, and at fiscal year end. Once you clear transactions, project details are no longer available.

Description

The Project Income report shows the revenue and expense amounts allocated to projects for the period you specify, and the net balance for each. The report can include, for each project, balance-forward amounts for revenues and expenses for transactions occurring before the start date of the report. The report also includes revenues and expenses allocated to the project before the project’s start date; this is useful if, for example, you want to allocate the expense for materials purchased before a project begins. You can print a summary or a detail report. Project reports can include up to two years of details.

How to display

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1.

On the Reports menu, choose Project, and then Income.

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2.

Select Summary to include totals for revenue and expense accounts, or select Detail to include all transaction entries, as well as totals.

3.

Enter Start and Finish dates, or accept the dates displayed.

4.

Select a project or projects from the list, or click Select All. If you want to select inactive projects, check the Include Inactive Projects box to add them to the list.

5.

Select an account or accounts from the list, or click Select All to include all asset, liability, and equity accounts that have project allocations. If you want to select inactive accounts, check the Include Inactive Accounts box to add them to the list.

6.

To include balance-forward amounts for the projects you selected, check the Balance Forward box.

7.

If you are using Pro or higher and have departments turned on, check Show departments to report by department. If you choose to group vendors by departments, click Select Departments and choose the departments to report.

8.

Click OK.

Project List When to print

Print the Project List whenever you add, change, or delete projects.

Description

The Project List is an alphabetical list of all your current projects, along with their start dates.

How to display

1.

On the Reports menu, choose Lists, and then Project.

2.

Select the fields you want to include on the list.

3.

If you want to include inactive projects, add a check mark to that box.

4.

Click OK.

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Project List (Grouped) When to print

Print the Grouped Project List whenever you want to view a list of projects grouped by their common traits. For example, you can group your projects by status.

Description

The Grouped Project List displays your project list broken down by the common trait you want to view them by. The headings represent the variables of that trait and then the projects are displayed alphabetically under those headings. The report prints the project name, start and end dates, project status, other information about the project, and the total number of projects in the list.

How to display

1.

On the Reports menu, choose Grouped Lists, and then Projects.

2.

Select the feature by which you want to group the projects.

3.

If you want to include inactive projects, add a check mark to that box.

4.

Click OK.

Purchase Orders When to print/e-mail

You can print or e-mail a purchase order when you enter it, before you record the entry, and after recording.

Description

A purchase order is a request to purchase inventory items or services from your vendors.

E-mailing purchase orders

You can e-mail purchase orders to vendors, following the steps later in this section. If you have not already added the vendor’s e-mail address to the vendor record, you can supply it when you e-mail the purchase order. You can use the e-mail form for purchase orders that comes with Simply Accounting, or create your own purchase order forms using Crystal Reports.

Before you print

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Specify the printer you want to use, and choose the size of form, font type, font size, and margins. On the Setup menu, choose Reports and Forms, then click Purchase Orders. Under Printer

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Form Settings, select Pre-printed. Select the form type, font type, and font size you want, and enter the margin values. To print your company’s address on invoices, on the Setup menu choose System Settings and then Settings. Click Forms and select the Print Company Address On box beside the Purchase Orders field. Customizing forms

You can use Crystal Reports to design your own customized purchase order forms or to modify the custom forms that come with Simply Accounting. Or, you can order pre-printed forms, as described in the information included in your Simply Accounting package.

How to Display or e-mail

1.

In the Purchases, Orders, and Quotes window, select Purchase Order as the transaction type.

2.

In the Order Number field, type the number of the purchase order you want to print or e-mail, or click the arrow at the right of the field, and then select the purchase order from the list. Press the Tab key.

3.

From the File menu, choose Print or E-mail. If you choose to print, you are finished. If you select E-mail, go to step 4.

4.

Read the e-mail address, subject, and message displayed in the E-mail Information dialog box. You can edit the text in these fields. Note that you must type an e-mail address in the E-mail Address field if it is empty (Simply Accounting adds the address to the vendor’s record). Tip: To change the preset e-mail message, on the Setup menu, choose System Settings and then Settings. Click E-mail and then Forms. Select Purchase Orders, and enter the new message.

5.

Click Send.

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Quarterly Wage Report (Puerto Rico) When to print

If you are required to submit employee quarterly wage information on magnetic media to the Puerto Rico Department of the Treasury, you can create this information on diskette for submission. Create and submit the diskettes to the Puerto Rico Department of the Treasury at the end of the quarter or by the deadline specified by the government.

To save on diskette

1.

In the Home window, on the File menu, choose Import/Export, and then Export Quarterly Wage Reports.

2.

If you have more than one year of data, select the year for which the report should be printed.

3.

To include inactive employees in the employee list, select the Include Inactive Employees field.

4.

Select the employees who have worked for you during the past quarter.

5.

Enter your SUTA ID.

6.

Click OK.

7.

If you want to save the information directly to a diskette, insert the diskette into your disk drive.

8.

Enter information about the file to be created (such as its location), and click Save. The file will then be saved to the location you specified.

9.

Submit the file to the Puerto Rico Department of the Treasury.

Purchase Transactions Report When to print

Print the Purchase Transactions report after entering purchases, orders, or quotes, to have a permanent record of a work session. Print it at month end for the past month, and at the end of your fiscal year for auditing purposes.

Description

The Purchase Transactions report lists transactions entered in the Purchases, Orders, And Quotes window, including payments for

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cash purchases, for the range of dates or range of transaction numbers you specify. You can also include project allocation details. How to display

1.

On the Reports menu, choose Transaction Details, and then choose Purchases.

2.

If you have two years of data, select Current Year or Previous Year.

3.

Select By Date to display a report listing all the entries between the Start and Finish dates you specify. Select By Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter. If you have processed entries in this work session, the program displays the first transaction entry number of the session. If you have not processed entries, it displays the first transaction entry on file. If you click the arrow to the right of either the Start or the Finish box, the program displays a list of transaction numbers. The numbers are the first transaction on file, the first transaction processed during the work session, and the last transaction on file, in that order.

4.

To include entries for project allocations on the Purchase Transactions report, check the Project Allocations box.

5.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

6.

Click OK.

Realized Exchange Gain/Loss Description

Shows the gain or loss you have realized (that is, that has affected your accounts when you received or paid out money) due to changes in exchange rates over time. The difference between the foreign amount on a purchase invoice and the actual price paid is recorded in the Currency

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Exchange and Rounding account, and reported on the Realized Exchange Gain/Loss report. Note that the gain or loss amount may not match the balance in the Currency Exchange and Rounding account because of rounding. For more information on exchange-rate differences and rounding, refer to “Add an Account to Keep Track of Exchange-Rate Differences and Rounding,” in Chapter 10 of the User Guide. How to display

1.

On the Reports menu, choose Financials, and then Realized Exchange Gain/Loss.

2.

Enter the Start and Finish dates for the period, and click OK.

Receipt Transactions Report When to print

Print the Receipt Transactions report after making entries in the Receipts window, to have a permanent record of a work session. Print it at month end for the past month, and at the end of your fiscal year for auditing purposes. Use the report as a permanent record of a work session, or of all entries for a time period.

Description

The Receipt Transactions report lists the customer payments that were processed in the Receipts window for the selected range of dates or transaction numbers. The report does not include payment received for sales with payments that were processed in the Sales, Orders, and Quotes window; these are included in the Sales Transactions report.

How to display

1.

On the Reports menu, choose Transaction Details, and then Receipts.

2.

If you have two years of data, select Current Year or Previous Year.

3.

Select By Date to display a report listing all the entries between the Start and Finish dates you specify. Select By Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter. If you have processed entries in this work session, the program displays the first transaction entry number of

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the session. If you have not processed entries, it displays the first transaction entry on file. If you click the arrow to the right of either the Start or the Finish box, the program displays a list of transaction numbers. The numbers are the first transaction on file, the first transaction processed during the work session, and the last transaction on file, in that order. 4.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

5.

Click OK.

Receipts When to print

Print receipts to give to customers when they pay for purchases. You print a receipt from the Receipts window before you click Process.

Description

A receipt is a form you give to a customer to confirm a payment for goods or services.

E-mailing receipts

You can e-mail receipts to customers, following the steps later in this section. If you have not already added the customer’s e-mail address to the customer record, the program asks you to supply it when you e-mail the receipt. You can use the e-mail form for receipts that comes with Simply Accounting, or create your own receipt forms using Crystal Reports.

Before you print

Specify the printer you want to use, and choose the size of form, font type, font size, and margins. On the Setup menu, choose Reports and Forms, then click Receipts. Under Printer Form Settings, select Pre-printed. Select the form type, font type, and font size you want, and enter the margin values. To print your company’s address on receipts, on the Setup menu choose System Settings and then Settings. Click Forms and check the Print Company Address On box beside the Receipts field.

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Customizing forms

You can use Crystal Reports to design your own customized receipt forms, or to modify the custom forms that come with Simply Accounting. Or, you can order pre-printed forms, as described in the information included in your Simply Accounting package.

How to display or e-mail

1.

In the Receipts window, fill in the receipt information. For information on entering a receipt transaction, see “Receiving Payment for Goods and Services” in Chapter 13 of the User Guide.

2.

From the File menu, choose Print or E-mail. If you choose to print, you are finished. If you select E-mail, go to step 3.

3.

Read the e-mail address, subject, and message displayed in the E-mail Information dialog box. You can change them if you want. Note that you must type an e-mail address in the E-mail Address field if it is empty (Simply Accounting adds the address to the customer’s record). Tip: To change the preset e-mail message, on the Setup menu, choose System Settings and then Settings. Click E-mail and then Forms. Select Receipts and enter the new message.

4.

Click Send.

Record of Employment (ROE) When to print

Print the ROE to give to employees when they terminate employment with the company.

Description

The ROE provides information about an employee’s employment with the company, such as the insurable hours and earnings, and the reason for issuing the ROE. This information is required by Human Resources and Skills Development Canada for employment insurance (EI) purposes.

Before you print

Specify the printer you want to use, and choose the margins. On the Setup menu, choose Reports and Forms. Click Government Forms and then Federal Payroll. Complete the information in the Record of Employment Printer Settings section.

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How to print

1.

On the Reports menu, choose Payroll, and then Print Record of Employment.

2.

Select a date range to list employees who have a termination date between the specified dates.

3.

Click Display.

4.

Choose one or more employees for whom you want to print an ROE, or click Select All to include all employees.

5.

Enter a payroll contact name and telephone number (optional).

6.

Click OK.

7.

Review the dates and amounts in the Record of Employment Options window for each employee. When you have finished making changes, click Print to print an ROE for each employee.

8.

Carefully review each printed ROE to see that the information is correct and complete. You may have to manually complete certain sections of the ROE. For example: ■

If, during the employee’s insurable earnings period, there was a period where the employee did not receive any earnings, then you need to complete Section 15C of the ROE.

■

If the employee is paid in 10, 2, or 1 pay periods, then consult government guidelines for special instructions for the ROE, and review the amount printed in section 15B of the ROE.

■

Complete section 17 of the ROE if it applies to the employee.

Relevé 1 Slips When to print

Print Relevé 1 slips at the end of the calendar year.

Description

Relevé 1 slips list the earnings and tax information you must submit to the Québec government for employees resident in Québec at the end of the calendar year. This includes:

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employment income before deductions, QPP contributions, EI premiums, Québec tax deducted, taxable benefits, employee name, address, and social insurance number, and the employer’s name and address. Relevé 1 information cannot be displayed. However, you can see the same information in the Employee Summary report. You can also use Simply Accounting to electronically submit Relevé 1 slips to the Ministère du Revenu du Québec. When you use this feature, slip information is exported to a file, which you can then submit via the Internet, or on magnetic media, such as CD-ROM. Before you print

Specify the printer you want to use, and choose Simply Accounting’s government-approved plain paper form or a preprinted form type. For pre-printed forms, ensure that you set the font type, font size, and margin settings. On the Setup menu, choose Reports & Forms. Click Government Forms, and then Québec Payroll. Complete the information in the Relevé 1 Slips Printer Settings section. Note: Due to text alignment concerns, we do not recommend printing PDF files from the Revenu Québec web site and then using these forms in your printer.

How to display

1.

Just before you print, be sure the paper is properly aligned. Since the boxes on the forms are small, the slightest misalignment of the paper may result in information being printed in the wrong box.

Paper alignment

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On the Reports menu, select Payroll, and then Print Relevé 1 Slips. If you you are using pre-printed forms,make sure your printer has Relevé 1 forms in it.

2.

If you have two years of data, select the year for which slips should be printed.

3.

To include inactive employees in the employee list, check the box.

4.

Select an employee or employees from the list, or click Select All to include all employees.

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If you are using pre-printed forms, we recommend that you first print a slip for one employee to see if the form prints properly.

Test print

If the text does not print correctly, adjust the margin settings. On the Setup menu, choose Reports & Forms. Choose Government Forms, and then Québec Payroll. 5.

To print Relevé 1s for the selected employees, check the Print Employee Relevé 1s box. If you want to print only a Relevé 1 summary for the selected employees, do not check this box.

6.

To print a summary of the Relevé 1s printed, check the Print Summary box. The summary provides income and deduction totals for the slips printed. It appears on the last Relevé 1 slip you print.

7.

Click OK.

8.

In the RL-1 Box Options window: a) In the Income section, select from the list the box number in which to print each income amount, or leave the boxes blank. Click the arrow button to the right of a box to display a list of the numbers from which you can choose. b) In the Deductions section, select from the list the box number in which to print each deduction amount, or leave the boxes blank. Click the arrow button to the right of a box to display a list of the numbers from which you can choose.

9.

Click OK.

Recurring Transactions Report Description

A recurring transaction is one that you repeat on a regular basis. You can store these transactions and recall them whenever you need to. A recurring transaction report will allow you to keep track of these transactions.

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You can also print a report in the Daily Business Manager. For more information, see “Centralize Tasks in the Daily Business Manager” in Chapter 22 of the User Guide. How to display

1.

On the Reports menu, choose Recurring Transactions.

2.

Select or clear either or both of the due date boxes, depending on the transactions you want in the report.

3.

Select the type or types of recurring transactions. Click Select All to select all transactions.

4.

Select the Group By Transaction Type box to arrange transactions by type.

5.

Click OK.

Note: If you are using consolidated companies, steps 3 and 4 are not necessary. You can also customize the report by clicking Customize.

Remittance Detail Report When to print

Print the Remittance detail report when you need to determine how much you owe for payroll liabilities for a reporting period.

Description

The detail report includes: an opening balance for each liability as of the report start date; remittance details grouped by cheque date, with a subtotal for each date and a count of the employees whose paycheques were subject to the deduction or expense payable; payments and payment adjustments sorted by cheque date and number; and a closing balance as of the report end date. Remittance details include the cheque date, the cheque number, the employee whose paycheque was subject to the deduction or expense, the job category to which the employee belongs, the amount of the payroll deduction or expense, and the liability account balance after the paycheque transaction.

How to display

1.

On the Reports menu, select Payroll, and then Remittance.

2.

Select Detail as the Report Type.

3.

If you have two years of data, select the year you want, and the remittance reporting period Start and Finish dates.

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4.

To include inactive payroll authorities, check the Include inactive Payroll Authorities box.

5.

Select one or more payroll authorities, or click Select All to include all payroll authorities. Note: You should select payroll authorities that have the same remittance reporting period. If their reporting periods are different, then print separate reports for each payroll authority.

6.

Customize the report, if required, and then click OK to save your customization options.

7.

Click OK.

Remittance Summary Report When to print

Print the Remittance report when you need to determine how much you owe for payroll liabilities for a reporting period.

Description

The summary report lists the type of remittance (the payroll deduction expense or employer contribution amount that is payable), the amount accrued for the reporting period, adjustments, payments, and the balance owing as of the end of the reporting period, and the number of employees whose paycheques where subject to the payroll deduction or expense for the reporting period.

How to display

1.

On the Reports menu, select Payroll, and then Remittance.

2.

Select Summary as the Report Type.

3.

If you have two years of data, select the year you want, and the remittance reporting period Start and Finish dates.

4.

To include inactive payroll authorities, check the Include inactive Payroll Authorities box.

5.

Select one or more payroll authorities, or click Select All to include all payroll authorities. Note: You should select payroll authorities that have the same remittance reporting period. If their reporting periods

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are different, then print separate reports for each payroll authority. 6.

Customize the report, if required, and then click OK to save your customization options.

7.

Click OK.

Revenues by Account (graph) Purpose

Use the Revenues by Account graph to see individual revenues in relation to total revenues.

Description

A pie chart showing all or selected revenue accounts. Each pie segment shows the amount and the percentage of the total revenues that an account represents.

How to display

1.

On the Graphs menu, choose Revenues By Account.

2.

If you have two years of data, choose Current Year or Previous Year.

3.

Enter the Start and Finish dates for the graph.

4.

Select the revenue accounts that you want to show separately on the chart. Each account you select will have its own slice of the pie. Revenue accounts that are not selected will be grouped into one category on the graph called “Other Revenues.” Note: If you want to select inactive accounts, check the Include Inactive Accounts box to add them to the list.

Sales By Job Category When to print

Print the Sales by Job Category report every month to view sales totals grouped by job category.

Description

The Sales by Job Category report shows the total sales assigned to each person in a job category. The summary report lists the salesperson and amount, while the detail report also includes the customer and source of the sales amounts.

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How to display

1.

On the Reports menu, choose Customers and Sales, and then Sales By Job Categories.

2.

Choose either a summary or detail report.

3.

Enter a Start and Finish date for this report.

4.

Select the job categories to display.

5.

Choose whether you want to include inactive employees.

6.

Click OK.

Sales By Salesperson When to print

Print the Sales by Salesperson report monthly or on a payrollperiod bases to view sales details grouped by salesperson.

Description

The Sales by Salesperson report displays sales transaction details for each salesperson over a specific period. The summary report lists the Salesperson, the item number and description, the number of transactions, the quantity, the number of units sold, the sales amount, the cost of goods sold, and the profit, in dollars. The detail report also includes the date, the customer, and the source document number.

How to display

1.

On the Reports menu, choose Customers and Sales, and then Sales by Salesperson.

2.

Select Start and Finish dates for the report.

3.

Select the Salespersons you want to include on the report.

4.

If you want to include all employees on the report, put a checkmark in the Show All Employees box.

5.

Select the categories you want to include.

6.

Choose whether you want to group the report by Sales item or by Customer.

7.

Click OK.

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Sales Due vs. Unpaid Purchases (graph) Purpose

Use the Sales Due versus Unpaid Purchases graph to compare the total amount coming due that you owe your vendors, and the total amount coming due that is owed to you by your customers, to help you estimate how much cash you will have for paying bills.

Description

A bar graph showing the total unpaid sales coming due and the total unpaid purchases coming due, within the number of days you specify.

How to display

1.

On the Graphs menu, choose Sales Due Versus Unpaid Purchases.

2.

Enter the Display Sales Due and Unpaid Purchases Due on or Before date.

3.

Click OK.

Sales Order Confirmations When to print/e-mail

You can print or e-mail a sales order confirmation when you enter a sales order, before you record the entry, and after recording.

Description

A sales order confirmation is a form showing a customer request to purchase inventory items or services.

E-mailing sales order confirmations

You can e-mail sales order confirmations to customers, following the steps later in this section. If you have not already added the customer’s e-mail address to the customer record, you can supply it when you e-mail the sales order confirmation. You can use the e-mail forms for sales order confirmations that come with Simply Accounting, or create your own sales order confirmation forms using Crystal Reports.

Before you print

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Specify the printer you want to use, and choose the size of form, font type, font size, and margins. On the Setup menu, choose Reports and Forms, and then click Sales Order Confirmations and enter the settings you want.

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To print your company’s address on sales order confirmations, on the Setup menu choose System Settings and then Settings. Click Forms and check the Print Company Address On box beside the Sales Order Confirmations field. Customizing forms

You can use Crystal Reports to design your own customized sales order confirmation forms or to modify the custom forms that come with Simply Accounting. Or, you can order preprinted forms, as described in the information included in your Simply Accounting package.

How to display

1.

In the Home window, on the Customers and Sales tab, open Sales Orders.

2.

In the Order Number field, type the number of the sales order you want to print or e-mail, or click the arrow at the right of the field, then select the sales order from the list. Press the Tab key.

3.

Choose Print or E-mail from the File menu. If you choose to print, you are finished. If you select E-mail, go to step 4.

4.

Read the e-mail address, subject, and message displayed in the E-mail Information dialog box. You can change them if you want. Note that you must type an e-mail address in the E-mail Address field if it is empty (Simply Accounting adds the address to the customer’s record). Tip: To change the preset e-mail message, on the Setup menu, choose System Settings, and then Settings. Click Company, and E-mail. Enter the new message in Sales Orders Confirmations.

5.

Click Send.

Sales Quotes When to print/e-mail

You can print or e-mail a sales quote when you enter it, before you record the entry, and after recording.

Description

Sales quotes provide information to potential customers who inquire about prices for your company’s goods and services.

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E-mailing sales quotes

You can e-mail sales quotes to customers, following the steps later in this section. If you have not already added the customer’s e-mail address to the customer record, you can supply it when you e-mail the sales quote. You can use the e-mail form for sales quotes that comes with Simply Accounting, or create your own sales quote forms using Crystal Reports.

Before you print

Specify the printer you want to use, and choose the size of form, font type, font size, and margins. On the Setup menu, choose Reports and Forms, click Sales Quotes, and make any necessary changes to the settings. To print your company’s address on sales quotes, on the Setup menu choose System Settings and then Settings. Click Forms and check the Print Company Address On box beside the Sales Quotes field.

Customizing forms

You can use Crystal Reports to design your own customized sales quote forms, or modify the custom forms that come with Simply Accounting. Or, you can order pre-printed forms, as described in the information included in your Simply Accounting package.

How to display

1.

In the Home window, on the Customers and Sales tab, click Quotes.

2.

Do one of the following:

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■

Fill in the fields for a new quote, or

■

In the Quote Number field, type the number of the quote you want to print, or click the arrow at the right of the field, and select the quote from the list. Press the Tab key.

3.

Choose Print or E-mail from the File menu. If you choose to print in, you are finished. If you select E-mail, go to step 4.

4.

Read the e-mail address, subject, and message displayed in the E-mail Information dialog box. The text in these fields can be edited. Note that you must type an e-mail address in the E-mail Address field if it is empty (Simply Accounting adds the address to the customer’s record).

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Tip: To change the preset e-mail message, on the Setup menu, choose System Settings, and then Settings. Click E-mail. Under Sales Quotes, enter the new message. 5.

Click Send.

Sales Synopsis When to print

If you are using Simply Accounting Premium or higher, print the Sales Synopsis report to view detailed records of your daily, weekly, or monthly income. You can print this report daily to help you cash out at the end of the day.

Description

The Sales Synopsis report lists the sales, receipts, and deposits (including the method of payment used) for the dates you choose.

How to display

1.

On the Reports menu, choose Forecast and Analysis, and then Analysis. Select Sales Synopsis.

2.

Enter the Start and Finish dates for the report.

3.

Choose whether to include Summaries of Items Sold, Freight, and Taxes Charged, or of the Payment Methods Used in Customer Sales.

4.

Click OK.

Sales Transactions Report When to print

Print the Sales Transactions report after making entries in the Sales, Orders, and Quotes window, to have a permanent record of a work session. Print it for the past month at month end and at the end of your fiscal year for auditing purposes.

Description

The Sales Transactions report lists transactions entered in the Sales, Orders, And Quotes window, for the range of dates or transaction numbers you specify. The report includes payments received for cash sales that were processed in the Sales, Orders, and Quotes window.

How to display

1.

On the Reports menu, choose Transaction Details, and then Sales.

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2.

If you have two years of data, select Current Year or Previous Year.

3.

Select By Date to display a report listing all the entries between the Start and Finish dates you specify. Select By Transaction Number to display a report listing all the entries between the Start and Finish transaction numbers you enter. If you have processed entries in this work session, the program displays the first transaction entry number of the session. If you have not processed entries, it displays the first transaction entry on file. If you click the arrow to the right of either the Start or the Finish box, the program displays a list of transaction numbers. The numbers are the first transaction on file, the first transaction processed during the work session, and the last transaction on file, in that order.

4.

To include entries for project allocations on the Sales Transactions report, check the Project Allocations box.

5.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

6.

Click OK.

Sales vs. Budget (graph) Purpose

Use the Sales versus Budget graph to compare the actual sales for the month against the sales you planned for in your budget.

Description

A bar graph showing actual and budgeted sales for all or selected revenue accounts for each month in the current or previous fiscal year.

When to print

Print the graph at the end of a budget period for a true comparison of sales to budget.

How to display

1.

On the Graphs menu, choose Sales Versus Budget.

2.

If you have two years of data, select Current Year or Previous Year.

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3.

Select the revenue accounts you want to include in the graph, or click Select All.

4.

Click OK. Note: If you want to select inactive accounts, check the Include Inactive Accounts box to add them to the list.

Sales vs. Sales Due (graph) Purpose

Use the Sales versus Sales Due graph to compare the total sales for the month against the amounts your customers owe you.

Description

A bar graph showing sales made and sales due to be paid for all or selected revenue accounts for each month in the current or previous fiscal year.

How to display

1.

On the Graphs menu, choose Sales Versus Sales Due.

2.

If you have two years of data, select Current Year or Previous Year.

3.

Select the revenue accounts you want to include in the graph, or click Select All.

4.

Click OK. Note: If you want to select inactive accounts, check the Include Inactive Accounts box to add them to the list.

Statement of Cash Flows Purpose

Use the Statement of Cash Flows to examine your ability to generate cash.

Description

The Statement of Cash Flows describes where your money came from and where it went over a certain period in the past. This report helps you to examine your ability to generate cash and how you use it. It also breaks down your cash flow into three categories for easier analysis: ■

Operating.

■

Investing.

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■

Financing.

In essence, this report shows the changes to various accounts over a period that you select. You could see similar information by comparing two balance sheets, one from the day before the beginning of the period and one for the end. How to display

1.

On the Reports menu, choose Financials, and then Statement of Cash Flows.

2.

Choose whether you want to print a statement from this year or last year.

3.

Enter the Start and Finish dates for the statement.

4.

If you use more than one currency for your transactions, select Yes for the option, Do You Want to Revalue your Foreign Accounts Using a Different Currency Exchange Rate, to calculate the current value of your foreign currency accounts.

5.

Click OK.

SUTA Summary Report When to print

Print the SUTA Summary at the end of each quarter, before entering the report date for a new quarter, and at the end of the calendar year before entering the report date for a new calendar year. The program zeroes the current quarter-to-date amounts when you start the next quarter.

Description

The SUTA Summary report provides the information you need for your SUTA (State Unemployment Tax Act) reporting forms. Depending on the state in which your employees reside, the SUTA Summary may also provide the information you need for SDI (State Disability Insurance) reporting forms.

How to display

1.

On the Reports menu, choose Payroll, and then SUTA Summary.

2.

In the Report Type field, select Year Summary, or one of the quarterly summaries from the list.

3.

If you have more than one year of data, select the year for which you want a summary.

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4.

Select one or more states from the list, or click Select All to include all states.

5.

Click OK.

T4 Slips When to print

The T4 slip is filed with the employee’s federal tax return. Print T4 slips at the end of the calendar year.

Description

T4 slips list the employee earnings and tax information you must submit to the federal government at the end of the calendar year. This includes: employment income before deductions, CPP and QPP contributions, EI premiums, income tax deducted, taxable benefits, employee name, address, social insurance number, and province of employment, and the employer’s name and address. T4 information cannot be displayed. However, you can see the same information in the Employee Summary report. You can also use Simply Accounting to electronically submit T4 slips to the Canada Revenue Agency. When you use this feature, slip information is exported to a file, which you can then submit via the Internet, or on magnetic media, such as CD-ROM.

Before you print

Specify the printer you want to use, and choose Simply Accounting’s government-approved plain paper form or a preprinted form type. For pre-printed forms, ensure that you set the font type, font size, and margin settings. On the Setup menu, choose Reports and Forms, click Government Forms and select Federal Payroll. Complete the information in the T4 Slips Printer Settings section.

How to print

1.

On the Reports menu, choose Payroll, and then Print T4 Slips and Summary. Note: If you are using pre-printed forms, be sure your printer has T4 forms in it.

Paper alignment

Just before you print, ensure that the paper is properly aligned. Since the boxes on the forms are small, the slightest misalignment of the paper may result in information being printed in the wrong box.

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2.

If you have two years of data, select the year for which slips should be printed.

3.

To include inactive employees in the employee list, check the Include inactive employees box.

4.

Select one or more employees from the list, or click Select All to include all employees. If you are using pre-printed forms, we recommend that you first print a slip for one employee to see if the form prints properly.

Test prints

If the text does not print correctly, adjust the margin settings. On the Setup menu, choose Reports and Forms. Click Government Forms and then Federal Payroll. 5.

To print T4 slips for the selected employees, check the Print Employee and Company Copies box. If you want to print only a summary for the selected employees, do not check this box.

6.

To print a summary of the T4s printed, check the Print CRA T4 Summary box. The summary provides income and deduction totals for the slips printed. It appears on the last T4 slip you print.

7.

Click OK.

8.

In the T4 Box Options window: a) In the Income section, select from the list the box number in which to print each income amount, or leave the boxes blank. Click the arrow button to the right of a box to display a list of the numbers from which you can choose. b) In the Deductions section, select from the list the box number in which to print each deduction amount, or leave the boxes blank. Click the arrow button to the right of a box to display a list of the numbers from which you can choose.

9.

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T5018 Slips When to print

Print the T5018 slips (Statement of Contract Payments) and summary at the end of the calendar or fiscal year so that you can submit them to the Canada Revenue Agency (CRA).

Description

T5018 slips list the payments that you have made to construction subcontractors during a calendar or fiscal year. CRA requires that you submit both the T5018 Statement of Contract Payments and the T5018 Summary of Contract Payments.

Before you print

Specify the printer you want to use, and choose the margins. On the Setup menu, choose Reports and Forms. Click Government Forms and select Suppliers. Complete the information in the T5018 Form Printer Settings section. Be sure your printer has T5018 forms in it. We recommend that you first print T5018s for one vendor to see if the forms print properly. If the text does not align properly, adjust the margin settings. On the Setup menu, choose Reports and Forms. Click Government Forms and then Suppliers.

How to print

1.

On the Reports menu, choose Vendors and Purchases, and then Print T5018 Slips.

2.

You will see a list of all the vendors whose vendor record has the Include This Vendor When Printing T5018 Slips option selected. From this list, select the vendors (subcontractors) for whom you want to print T5018s.

3.

Choose whether to print the forms for the current or previous year, and for the calendar or fiscal year.

4.

Choose whether to print the T5018 Summary or T5018 Statements, or both.

5.

Click OK.

Tax Report Purpose

Use the Tax report to help you calculate the information required when remitting taxes to the government. For more

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information on tax remittances, refer to Chapter 21, “End of Year and Tax Period,” in the User Guide. When to print

Print the report at the end of the tax’s reporting period.

Description

The Tax report provides information about taxes on purchases or sales. It shows the taxable purchases (or sales) amount before taxes, the taxes paid on the purchases (or charged on taxable sales), and the sum. It also shows other taxes that were paid, and the total purchases (or sales) amount including all taxes. You can print a detailed report showing individual transactions, or a summary report showing totals only.

How to display

1.

On the Reports menu, choose Tax.

2.

Select Summary or Detail.

3.

Enter the Start and Finish dates to define the reporting period.

4.

In the Select Details To Report section, choose the details that you want to include on the report. For example, you may want to print only the taxes on sales, and not on purchases. If more than one tax appears in the Select Taxes section, you can choose to include totals by rate. The report will include a section called “Totals By Rate,” which groups the taxes by rate. For example, if you have defined several taxes at 7 percent, these taxes would be grouped and totaled on the report.

5.

In the Select Taxes section, choose the tax(es) you want to report, or click Select All to choose all the taxes.

6.

Choose whether to show subtotals of each tax included in the selected tax code.

7.

Click OK.

Time and Billing Report (Pro or higher only) When to print

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Print the Time and Billing report as required.

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Description

How to display

The Time and Billing report shows time-related information for all or selected customers, employees, or activities, for the dates you specify. The information is accumulated from time slip (and invoice) entries. The report includes information such as: ■

Information that you entered in time slips (actual time; time that is billable, non-billable, non-chargeable, or in progress; billable amount).

■

Billable % — Calculated as [ Billable Time / Actual Time ].

■

Written Up/Down Amount — The billable amount that you either increased or decreased on the invoice. For example, if you recorded billable time in the time slip as $200, but charged only $150 on the invoice, then the Written/Up Down Amount field would display a negative $50.

■

Written Up/Down % — The percentage of the billable amount that was written up or down. This is calculated as [ Written Up or Down Amount / Billable Amount ]. In the previous example, the percentage would be negative 25% [ -50/200 ].

■

Invoiced Amount — The amount entered on the invoice [ Billable Amount + Written Up or Down Amount ].

■

Effective Billable % — The ratio of the Invoiced Amount to the amount that would have been invoiced if actual time was billed.

1.

On the Reports menu, choose Time and Billing, and then Billing. Then choose to report time in one of the following ways: a) Time By Customer. b) Time By Employee. c)

Time By Activity.

2.

Choose to print a summary or detail report.

3.

Enter the Start and Finish dates of the period to be covered by the report.

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4.

Depending on your choice in step 1, select the customers or employees or activities you want to include in the report, or click Select All.

5.

Depending on your choice in step 1, choose whether to include inactive customers, employees or activities.

6.

If you had chosen to print Time by Customer in step 1, choose whether to show foreign amounts.

7.

In the Select Categories To Report section, choose the category to report. Depending on your choice in step 1, the category options will vary. For example, if you chose Time By Customer, your category options are Activities, Employees, or Activities And Employees: ■

If you choose Activities, then the report shows the time spent on the activities but does not identify the employees.

■

If you choose Employees, then the report shows the time spent by each employee but does not identify the activities.

■

If you choose Activities and Employees, then the report shows the time spent by each employee on each activity.

8.

The Group By section provides further grouping choices. The options vary depending on the choices you made in steps 1, 2, and 7. For example, you can group by date only if you had chosen to print a detail report in step 2.

9.

In the Select Activities to Report section, choose to print the activities that have been invoiced or not yet invoiced. If you choose activities not yet invoiced, then choose whether to include activities that are in progress.

10. Click OK. 11. A dialog box appears that lists activities, employees, or both, depending on which category you selected in step 7. From this list, select the activities or employees to include in the report. You can also specify whether to include inactive activities or employees.

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12. Click OK.

Time, Billing, and Payroll Report (Pro or higher only) When to print

Print the Time, Billing and Payroll report weekly or as required.

Description

The Time, Billing and Payroll report shows billing and payroll information for all or selected employees, activities or incomes, for the dates you specify. The information is accumulated from time slip entries. The report includes information such as:

How to display

■

Information that you entered in time slips (actual time; payroll time, billable time, billable amount). The payroll time shown on the report does not include income that you defined as non-payroll.

■

Payroll % — Calculated as [ Payroll Time / Actual Time ].

■

Billable % — Calculated as [ Billable Time / Actual Time ].

■

Payroll Expense — Calculated as [ Payroll Time x The rate specified for the payroll income ]. The rate is from the employee’s record.

■

Productivity Ratio — Shows the payroll expense relative to the billable amount, as a percentage [ Billable Amount / Payroll Expense ].

■

Invoiced Amount — The amount entered on the invoice [ Billable Amount + Written Up or Down Amount ]. The Written Up or Down Amount is shown on the Time and Billing report, described previously.

■

Effective Productivity Ratio — Shows the payroll expense relative to the invoiced amount, as a percentage [ Invoiced Amount / Payroll Expense ].

1.

On the Reports menu, choose Time and Billing, and then Payroll. Choose how to report time: a) Time By Employee. b) Time By Activity. c)

Time By Income.

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2.

Choose to print a summary or detail report.

3.

Enter the Start and Finish dates of the period to be covered by the report.

4.

Depending on your choice in step 1, choose the employees or activities or incomes you want to include in the report, or click Select All.

5.

Depending on your choice in step 1, choose whether to include inactive employees or activities.

6.

Choose the remaining options, such as the categories to report, how to group, and the type of information to show on the report.

7.

Click OK.

8.

A dialog box appears that lists activities, employees, customers or incomes, depending on which category you selected. From this list, choose what to include on the report. You can also choose whether to include inactive records.

9.

Click OK.

Time Sheet Report (Pro or higher only) When to print

Print the Time Sheet report weekly or as required.

Description

The Time Sheet report shows the payroll time entered on time slips for all or selected employees, for the date range that you specify. The report shows the time entered for incomes that are defined as hourly rate or differential rate, or incomes that have been designated as Non-Payroll on time slips.

How to display

1.

On the Reports menu, choose Time and Billing, Payroll, and then Time Sheet.

2.

Choose to print a summary or detail report.

3.

Enter the Start and Finish dates of the period to be covered by the report.

4.

Choose the employees to include on the report, or click Select All.

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5.

Choose whether to include inactive employees.

6.

Click OK.

Transactions By Account Report When to print

Print the Transactions By Account report at month end for the past month, and at the end of your fiscal year for auditing purposes. Print at other times as required.

Description

The Transactions By Account report lists all or selected accounts and their transaction details, for the dates you specify. For each transaction, the report shows date, comment, source code, transaction number, debit or credit to the account, and account balance as a result of the transaction.

How to display

1.

On the Reports menu, choose Financials, and then Transactions By Account.

2.

If you have two years of data, select Current Year or Previous Year.

3.

Enter the Start and Finish dates of the period to be covered by the report.

4.

From the Select Accounts box, select the account(s) you want to include in the report, or click Select All.

5.

Check the Include inactive accounts box to include inactive accounts in the accounts list.

6.

To show adjustment transactions, check the Corrections box

7.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Show Departments option to report transactions by departments. Note: Consolidated companies do not recognize departments. If you chose the Show Departments option, click Select Departments to choose the departments to report, whether to include inactive departments, and whether to include a section for:

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8.

■

Transactions not assigned to departments. For example, assume your Accounts Payable account is 2200, but you also have accounts 2200-0100 and 2200-0200. If you choose this option, the transactions for account 2200 will appear in a “Not Assigned to Departments” section for each account in the report.

■

Transactions assigned to other (unselected) departments. For example, assume you choose only department 0100 from departments 0100, 0200, and 0300 listed in the Select Departments box. If you also choose the Transactions Assigned to Other Departments option, then the transactions for the other two departments (0200 and 0300) will appear in the “Other Departments” section for each account in the report.

If this is a consolidated company, you can choose to include parent and subsidiary companies on the report. a) Click Select Companies to identify which subsidiary companies to include on the report. b) Choose to print additional columns for the account values of the consolidated parent, the parent, or the total account values for any subsidiary companies not yet selected.

9.

Choose whether to sort the transactions by transaction number or by date.

10. For miscellaneous transaction entries, choose whether to report the comment that was entered for the entire transaction, or for the account (line) of the transaction. 11. Click OK.

Trial Balance Purpose

Use this report to ensure that there have been no processing mistakes, and that the total debits equal the total credits.

When to print

Refer to the report when preparing adjusting entries at month end and at the end of your fiscal year. Print the report before you print a balance sheet or income statement.

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Description

The trial balance lists the balances of all the accounts in your company’s data at a specified date. The report includes transactions made on the date of the trial balance. Note: If you have not finished entering historical details, you can also choose to add the historical opening balance to the trial balance report.

How to display

Comparative trial balance

1.

On the Reports menu, choose Financials, and then Trial Balance.

2.

If you use foreign currency accounts, you can choose to show the foreign account balance.

3.

If you have two years of data, you can display a Comparative Trial Balance.

4.

If you selected Comparative Trial Balance, fill in the additional fields as follows: a) Enter a date for the first period. b) Enter a date for the second period. c)

5.

In the Report On field, select the way you want to compare the two periods: ■

amounts only, or

■

the difference between the periods, as an amount or a percentage.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Show Departments option to report by departments. Note: Consolidated companies do not recognize departments.

6. Comparing more than two periods

Click OK.

Note: If you want to compare trial balance values for more than two periods, print the multi-period trial balance, described in the next section, “Trial Balance (Multi-period).”

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Trial Balance (Departmental) Purpose

Use this report to ensure that there have been no processing mistakes, and that the total debits equal the total credits.

When to print

Refer to the report when preparing adjusting entries at month end and at the end of your fiscal year. Print the report before you print a balance sheet or income statement.

Description

The departmental trial balance is a comparative trial balance with columns for all departments. It lists the balances of all departments (and optionally, the total account as well) in your company’s data at a specified date. The report includes transactions made on the date of the trial balance. Note: If you have not finished entering historical details, you can also choose to add the historical opening balance to the trial balance report.

How to display

1.

On the Reports menu, choose Financials, Departmental Reports, and then Trial Balance.

2.

Choose an As At Date from the list or click the calendar to select one.

3.

Select the departments you want to view on the report.

4.

If you want to view inactive departments, put a check mark in the box.

5.

Choose whether to show the actual amounts in the departments or to show the percentage of the total account that is assigned to this department.

6.

Choose whether to include a column for the account totals, for amounts not assigned to departments, or for other (unselected) departments.

7.

Click OK.

Trial Balance (Multi-period) Description

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The multi-period trial balance is similar to the comparative trial balance described in the previous section, except that the

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multi-period trial balance compares month-end figures only, and can compare more than two periods. For more details about this report’s purpose and description, and when to print, see the previous section “Trial Balance.” How to display

1.

On the Reports menu, choose Financials, Multi-period Reports, and then Trial Balance.

2.

Enter the Start and Finish dates of the period to report.

3.

In the Report Every field, enter the reporting frequency (in months). For example, if you specify Start and Finish dates of July 2014 to March 2015, and to report every 3 months, then the report displays the trial balance values as of every 3 months (that is, the values as of July 31, 2014, October 31, 2014, and January 31, 2015).

4.

Choose whether to display data in the order of the earliest to the latest periods, or of the latest to earliest periods.

5.

In the Show field, choose whether or not to show the differences between periods:

6.

■

Amounts Only (do not show differences).

■

Difference in Percentage (show the dollar amounts, and show the differences between periods in percentage format).

■

Difference in Amounts (show the dollar amounts, and show the differences between periods in dollars).

If you chose to report differences in step 5, then in the Compare field, choose the periods that you want to compare. For example, assume you entered the following values: Start date: Finish date: Report every: Show: Compare:

January 2014 December 2014 3 months Difference in Amounts First period versus subsequent periods

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The first period on the report would reflect the trial balance values as of January 31, 2014. The report would also show the dollar differences between the first period (January 31, 2014) and: ■ ■ ■

April 30, 2014 July 31, 2014 October 31, 2014

If, in the Compare field, you had chosen Each Period Versus Subsequent Periods instead, then the report would show dollar differences between: ■ ■ ■

January 31, 2014 and April 30, 2014 April 30, 2014 and July 31, 2014 July 31, 2014 and October 31, 2014

7.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Show Departments option to report by departments.

8.

Click OK.

Trial Balance (Comparative Subsidiary) Used by

Consolidated companies.

Purpose

Use this report for your consolidated company to ensure that there have been no processing mistakes, and that the total debits equal the total credits.

When to print

Print the comparative subsidiary trail balance before you print other comparative subsidiary reports (balance sheet and income statement).

Description

The trial balance lists the balances of all the accounts in your consolidated company’s data at a specified date. The report includes transactions made on the date of the trial balance.

How to display

1.

In the Home window of your consolidated company, choose the Reports menu, Financials, Comparative Subsidiary Reports, and then Trial Balance.

2.

Enter the As At dates.

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3.

Choose to show subsidiary company account values as an amount or as a percentage of the consolidated parent company account.

4.

You can also choose to include a column on the report for the consolidated parent company, the parent company, and a column that will show the total account values for any unselected subsidiary companies.

5.

Click OK.

Unpaid Purchases by Aging Period (graph) Purpose

Use this graph to see a quick overview of the proportion of the amounts you owe in each period, to find out whether you are paying most of your bills on time.

Description

A pie chart showing the total amounts you owe your vendors for the current period and three aging periods, and the percentage of the total that each period represents.

How to display

1.

On the Graphs menu, choose Unpaid Purchases By Aging Period.

2.

Enter a date, and click OK.

Unpaid Purchases by Vendor (graph) Purpose

Use the Unpaid Purchases by Vendor graph to see the amount and proportion of your total purchases owed to various vendors.

Description

A pie chart showing the amounts you owe to all or selected vendors. Each pie segment shows the amount and the percentage of the total purchases that each vendor is owed.

How to display

1.

On the Graphs menu, choose Unpaid Purchases By Vendor.

2.

Select the vendors that you want to show separately on the chart. Each vendor you select will have its own slice of the pie. Vendors that are not selected will be grouped into one category on the graph called “Other Vendors.” If you want to select inactive vendors, check the Include Inactive Vendors box to add them to the list.

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3.

Click OK.

Unpaid Sales by Aging Period (graph) Purpose

Use this graph to see a quick overview of the proportion of your unpaid sales in each aging period, to find out whether most of your customers are paying you on time.

Description

A pie chart showing the total amounts your customers owe you for the current period and three aging periods, and the percentage of the total that each period represents.

How to display

1.

On the Graphs menu, choose Unpaid Sales By Aging Period.

2.

Enter a date, and click OK.

Unpaid Sales by Customer (graph) Purpose

Use this graph to see the amount and the proportion of your total unpaid sales that various customers owe.

Description

A pie chart showing the amounts that all or selected customers owe you. Each pie segment shows the amount and the percentage of the total unpaid sales that each customer owes.

How to display

1.

On the Graphs menu, choose Unpaid Sales By Customer.

2.

Select the customers that you want to show separately on the chart. Each customer you select will have its own slice of the pie. Customers that are not selected will be grouped into one category on the graph called “Other Customers.” Note: If you want to select inactive customers, check the Include Inactive Customers box to add them to the list.

3.

Click OK.

Unrealized Exchange Gain/Loss Description

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Shows the gain or loss you have not yet realized (that is, that has not yet affected your accounts because you have not yet received or paid out money) due to changes in exchange rates over time. Use it to see the amounts you would have gained or lost if you had actually made or received payment on the date of the report.

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How to display

1.

On the Reports menu, choose Financials, and then Unrealized Exchange Gain/Loss.

2.

Enter a date.

3.

Modify the exchange rate for foreign currency transactions for this date, if required.

4.

Click OK.

Vendor Aged Reports When to print

Print the Vendor Aged report at month end and at fiscal year end.

Description

The Vendor Aged Detail report lists the invoices and payments for all or selected vendors, for each aging period. Payments and fully paid invoices you have cleared from your Simply Accounting data do not appear on this report. The summary report lists the total, current, and aged amounts you owe selected vendors. If you have not completed entering historical information, you can also choose to view the difference in opening balances. The aging begins at the date you specify in the As At field. To change the aging periods, on the Setup menu, choose System Settings, and then Settings. Click Vendors and Purchases, and then Options. Enter the new aging periods.

Before you print

You may want to select a narrower font or smaller point size to ensure that the entire report fits on the page. To change the font or size, refer to Font Settings in the Report Customization section of this chapter.

How to display

1.

On the Reports menu, choose Vendors and Purchases, then choose Vendor Aged.

2.

To display total, current, and aged amounts you owe selected vendors, select Summary.

3.

To display all invoices and payments for the selected vendors, select Detail. Check (select) the Include Terms box if you want payment terms displayed for invoices. You can

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also define the number of days to include in the report using the Include Invoices Paid in the Last [ ] days box. 4.

Select individual vendors or click Select All.

5.

If you want to select inactive vendors, check the Include Inactive Vendors box to add them to the list.

6.

If you use Simply Accounting Pro or higher and have set up departments, you can choose the Group Vendors by Departments option to report by departments. If you choose Group Vendors by Departments, click Select all and choose the departments to report, whether to include inactive departments, and whether to include a section for:

Features

■

Vendors with no departments. These vendors will appear in a “No Department” section of the report.

■

Vendors with other (unselected) departments. For example, assume you choose only department 0100 from departments 0100, 0200, and 0300 listed in the Select Departments box. If you also choose the Vendors With Other Departments option, then vendors assigned to the other two departments (0200 and 0300) will appear in the “Other Departments” section of the report.

7.

Enter a date in the As At field.

8.

Click OK.

A sample aged report follows this list of features. The aged report includes: The summary report shows the total owing to each vendor selected, and the total owing in each aging category. The vendors selected for the report, in alphabetical order. Aging periods. Invoices are aged according to the invoice date. Cheques (payments) and discounts are printed below the invoice they relate to, in the same aging category as the invoice.

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For each transaction, the report shows invoice number or cheque number, invoice or cheque date, transaction type, transaction total, and the amount, in the aging category to which it belongs. Invoices are listed in order by invoice date. Payments and discounts are shown as negative amounts. If one cheque paid several invoices, the cheque number appears below each invoice it paid, with the amount paid toward that invoice. As well, invoice payment terms (if any) are printed below the invoice to which they relate. Total owing to the vendor, and total owing in each aging category. Total owing to all vendors selected for the report, and total owing in each aging category.

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UNIVERSAL CONSTRUCTION Vendor Aged Detail As at 03/25/2000

Abercrombie Hardware Inc. 244602 05/13/1999 255 3679

08/31/1999 09/15/1999

287 298 8732

02/23/2000 03/01/2000 03/15/2000

ACME Novelty Ltd. 01830-2 05/14/1999 259

09/05/1999

Blackwell Rentals Inc. 46783 01/31/1999 220 7432

03/26/1999 02/28/1999

220 220 25945

03/26/1999 03/26/1999 03/31/1999

220 220 3521

03/26/1999 03/26/1999 04/30/1999

244 358-082

07/28/1999 05/03/1999

253 643

08/31/1999 08/25/1999

MasterCard MasterCard

09/17/1999 09/17/1999

Catanach, Douglas 35793 04/20/1999 236 C3945

06/30/1999 06/17/1999

236 CD 384

06/30/1999 07/12/1999

260 C-38502

09/05/1999 09/15/1999

290 299

02/23/2000 03/15/2000

Invoice 2%/30, Net 60 Payment Invoice 2%/30, Net 60 Payment Prepayment Invoice 2%/30, Net 60

Invoice 2%/30, Net 60 Payment

Invoice 2%/30, Net 90 Payment Invoice 2%/30, Net 90 Discount Payment Invoice 2%/30, Net 90 Discount Payment Invoice 2%/30, Net 90 Payment Invoice 2%/30, Net 90 Payment Invoice 2%/30, Net 90 Discount Payment

Invoice 2%/30, Net 90 Payment Invoice 2%/30, Net 90 Payment Invoice 2%/30, Net 90 Payment Invoice 2%/30, Net 90 Payment Prepayment

Page 1 Total

Current

31 to 60

61 to 90

91+

1,031.70

-

-

-

1,031.70

-1,031.70 7,216.59

-

-

-

-1,031.70 7,216.59

-7,216.59 -1,000.00 2,247.64

-1,000.00 2,247.64

-

-

-7,216.59 -

1,247.64

1,247.64

-

-

-

2,202.60

-

-

-

2,202.60

-2,202.60

-

-

-

-2,202.60

-

-

-

-

-

17,100.00

-

-

-

17,100.00

-17,100.00 17,100.00

-

-

-

-17,100.00 17,100.00

-342.00 -16,758.00 17,100.00

-

-

-

-342.00 -16,758.00 17,100.00

-342.00 -16,758.00 17,100.00

-

-

-

-342.00 -16,758.00 17,100.00

-17,100.00 342.00

-

-

-

-17,100.00 342.00

-342.00 17,100.00

-

-

-

-342.00 17,100.00

-342.00 -16,758.00

-

-

-

-342.00 -16,758.00

-

-

-

-

-

2,027.06

-

-

-

2,027.06

-2,027.06 42,468.08

-

-

-

-2,027.06 42,468.08

-42,468.08 1,296.70

-

-

-

-42,468.08 1,296.70

-1,296.70 400.00

-

-

-

-1,296.70 400.00

-400.00 -500.00

-500.00

-

-

-400.00 -

-500.00

-500.00

-

-

-

747.64

747.64

-

-

-

UNIVERSAL CONSTRUCTION Vendor Aged Summary As at 03/25/2000

Abercrombie Hardware Inc. Catanach, Douglas Harry's Lumber Inglewood Drafting Service Jackson Construction Ltd. Printed On: 12/14/2000

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Page 1 Total 1,247.64 -500.00 94,136.80 7,490.00 7,953.95

Current 1,247.64 -500.00 -

31 to 60 12,377.04 -

61 to 90 7,490.00 -

91+ 81,759.76 7,953.95

110,328.39

747.64

12,377.04

7,490.00

89,713.71

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Vendor List When to print

Print the report when you add or delete vendors or make other changes to the information in your company’s vendor records.

Description

The Vendor List is an alphabetical list of all your vendors, together with the address, phone and fax numbers, e-mail and Web site addresses, and contact person for each, and the total number of vendors in the list.

How to display

1.

On the Reports menu, choose Lists, and then Vendors.

2.

Select the fields you want to view on the list.

3.

If you want to include inactive vendors, add a check mark to that box.

4.

Click OK.

Vendor List (Grouped) When to print

Print the Grouped Vendor List whenever you want to view a list of vendors grouped by their common traits. For example, you can group your vendors by city or by department.

Description

The Grouped Vendor List displays your vendor list broken down by the common trait you want to view them by. The headings represent the variables of that trait and then the vendors are displayed alphabetically under those headings. The report prints the address, phone and fax numbers, e-mail and Web site addresses, and contact person for each vendor, and the total number of vendors in the list.

How to display

1.

On the Reports menu, choose Grouped Lists, and then Vendors.

2.

Select the feature by which you want to group the vendors.

3.

If you want to include inactive vendors, add a check mark to the box.

4.

Click OK.

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Vendor Purchases Report Description

The Vendor Purchases report shows the details of purchases, including quantity, cost per item, and total cost, for all or selected vendors. You can print a summary or detail report.

How to display

1.

On the Reports menu, choose Vendors and Purchases, and then Vendor Purchases.

2.

Select Summary or Detail, depending on whether you want to list the totals, or the details of each transaction.

3.

Select the vendors you want to appear on the report. Note: If you want to select inactive vendors, check the Include Inactive Vendors box to add them to the list.

4.

If you have set up another currency, and you do not want to convert foreign accounts into the home currency, check the Show Foreign Amounts box.

5.

Under Select From, choose one of the following: ■

Assets, to list items grouped by asset accounts (for example, hardware).

■

Inventory, to select individual inventory items (for example, hinges).

■

Services, to select individual service items (for example, bookkeeping).

■

All Items, to select individual inventory items and service items.

Note: If you want to select inactive items, check the Include Inactive Items box to add them to the list.

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6.

Select the asset accounts or items you want.

7.

If you use different units of measure for stocking, buying, and selling inventory items, choose the units for the report, under Report Quantities In.

8.

Enter the Start and Finish dates for the report.

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9.

Select the categories you want to appear on the report. “Other Amounts” includes all goods and services not listed in the Inventory and Services list.

10. Click OK.

W-2 Forms When to print

Print and submit W-2 forms to the government at the end of the calendar year.

Description

W-2 forms list the employee earnings and tax information you must submit to the federal government at the end of the calendar year. This includes: employer’s identification number, employer’s name and address, employer’s state ID number, employee social security number, name, wages, tips and other compensation, federal income tax withheld, social security wages, and social security tax withheld. W-2 forms cannot be displayed or exported. However, you can see the same information in the Employee Year-to-Date Summary report.

How to print

1.

On the Reports menu, choose Payroll, and then Print W-2 Forms. Make sure your printer has W-2 forms in it.

2.

If you have more than one year of data, select the year for which forms should be printed.

3.

To include inactive employees in the employee list, check the Include Inactive Employees box.

4.

Select one or more employees from the list, or click Select All to include all employees.

5.

If you are including benefit information in Box 1 on the W-2 form, enter the name of the benefit so that it can be printed on the form.

6.

If applicable, enter the text you want printed in Box 14 — Other.

7.

If applicable, enter the text you want printed on the second line in Box 15 — State and local income tax information.

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8.

Select the employees for whom you want to print W-2 forms.

9.

Click OK.

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Chapter 2 Customizing Forms and Management Reports You can customize many of the forms and reports that come with Simply Accounting using Crystal Reports, an easy-to-use and powerful report writer.

Customizing Forms Using The Form Designer .................................... 2–1 Opening the Form Designer ................................................. 2–2 Using the Form Designer Window ........................................... 2–2 Adding elements to a form............................................... 2–2 Editing elements on a form .............................................. 2–3 To preview a form before printing............................................ 2–4 Customizing Forms and Reports Using Crystal Reports ............................ 2–5 What You Need To Do ...................................................... 2–5 Install Crystal Reports ...................................................... 2–5 Print a Sample of the Form or Report ......................................... 2–6 Make a Copy of the Form or Report You Want to Edit .......................... 2–6 Edit the Form or Report ..................................................... 2–6 Customized Fields and Formulas ......................................... 2–7 Forms ......................................................................... 2–8 Invoice Forms .............................................................. 2–8 Statement Forms ........................................................... 2–9 Paycheque / Paycheck Forms ...............................................2–11 Payment Cheque Form .....................................................2–12 Direct Deposit Stub Forms ..................................................2–13 Purchase Order Form ......................................................2–13 Sales Quote Form ..........................................................2–14 Sales Order Confirmation Form .............................................2–15 Receipts Form .............................................................2–17 Reports .......................................................................2–18

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Duplicated Account Names Report ......................................... Accounts That Can Be Deleted Report....................................... Accounts with a Negative Balance Report ................................... Overdue Amounts Owed to Vendors Report ................................ Vendors with Decreased Monthly Purchases Report .......................... Vendors with Increased Monthly Purchases Report .......................... Customers Over Their Credit Limit Report .................................. Customers with Decreased Monthly Sales Report ............................ Customers with Increased Monthly Sales Report ............................. Customers with Overdue Amounts Report .................................. Employees with Decreased Hours Since the Last Pay Period .................. Employees with Overtime Hours This Month ................................ Employees with Pay Changes Since the Last Pay Period ...................... Inventory Items Selling Below Cost ......................................... Inventory Items with a Low Markup ........................................ Inventory Items with a Low Profit Margin ................................... Projects That Have Lost Money ............................................. Unused Projects........................................................... Contents of .CSV Files ......................................................... CompTxId.csv ............................................................ Currency.csv ............................................................. Custdue.csv .............................................................. Custover.csv.............................................................. DDstub.csv ............................................................... Dupacts.csv .............................................................. Emphrs.csv ............................................................... Empovt.csv ............................................................... Emppay.csv .............................................................. Idleacts.csv ............................................................... Idleproj.csv ............................................................... Invcust.csv ............................................................... Inventry.csv .............................................................. Invitem.csv ............................................................... Invtaxes.csv .............................................................. Negacts.csv............................................................... Paychq1.csv /

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Paychk1.csv

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Paychq2.csv .........................................................2–36 Paychk2.csv ..........................................................2–37 Paychq3.csv .........................................................2–39 Paychk3.csv ..........................................................2–40 Paychq4.csv .........................................................2–42 Paychk4.csv ..........................................................2–44 Paychq5.csv .........................................................2–47 Paychq6.csv .........................................................2–49 Poitem.csv ................................................................2–49 Potaxes.csv .........................................................2–50 Povend.csv ...............................................................2–51 Prlentl.csv ................................................................2–53 Projinc.csv ................................................................2–53 Purchase.csv ..............................................................2–54 Rcpt1.csv .................................................................2–54 Rcpt2.csv .................................................................2–56 Rptopt.csv ................................................................2–57 Sale.csv ...................................................................2–57 Settings.csv ...............................................................2–58 Statcust.csv ...............................................................2–62 Stattran.csv ...............................................................2–63 TSacty.csv ................................................................2–64 TSemp.csv ................................................................2–66 Unrelact.csv ...............................................................2–67 Venchq1.csv /

Venchk1.csv

.....................................2–67

Venchq2.csv / Venchk2.csv .....................................2–69 Vendue.csv ...............................................................2–70 Vendpmts.csv .............................................................2–70

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Customizing Forms Using The Form Designer

Reports, you can also customize a group of management reports that allow you to analyze your business. You can customize the following items: ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■

Deposit slips Direct deposit stubs Invoices Statements Paycheques Payment cheques Purchase orders Receipts Sales quotes Sales order confirmations Time slips (Simply Accounting Pro or higher versions) Management reports (in Crystal Reports only)

Note: For more information on using preprinted forms in Simply Accounting, see “Setting Up Printers” in the Simply Accounting User Guide.

Customizing Forms Using The Form Designer The form designer in Simply Accounting allows you to easily customize your Simply forms. The form designer allows you to drag and drop elements of a form to create exactly the layout you require. You can also change the text font and where text and columns appear on the form, or add text, graphics, and Simply Accounting data fields to a new or existing form.

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Simply Accounting offers you a group of custom forms that you can use if you do not have preprinted forms. You can customize these forms from within Simply Accounting by using the built-in form designer, or you can use Crystal Reports®. Using Crystal

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Chapter 2: Customizing Forms and Management Reports

Opening the Form Designer You can open the form designer from the Reports and Forms Options window: 1.

In the Home window, from the Setup menu, click Reports and Forms.

2.

Click the name of the form you wish to edit or add.

3.

In the Form Type list, select Custom Simply Form. In the Description list, select User-defined Form.

4.

Click the Customize Form button. The Select Simply Form window opens.

5.

Select either Create New Form From Template or Customize Existing User-Defined Form. If you are customizing an existing form, enter its location or click the Browse button to find its location. If you are creating a new form, leave this field blank.

6.

Click OK The Simply Form Designer opens. See the instructions below to learn how to use the form designer window.

Using the Form Designer Window When you open a new or existing template, several elements, (such as a text box containing your company name and address) are already shown on the form. You can edit the elements, move them around, or add new ones. Note: if you want to ensure that all the text or graphics on your form line up properly, you can use the grid button on the toolbar. The grid is a set of non-printing grey lines. Adding elements to a form You can add the following elements to a form:

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Customizing Forms Using The Form Designer

Text boxes. A text box contains text that stays the same every time you use the form. Use it for text such as your tax authority ID or your address and phone number.

−

Images. You can insert a bitmap image (.bmp file) that will appear every time you use the form.

−

Data fields. A data field contains information that comes from your Simply Accounting records, such as customer balance. When you create a new data field, you are able to select from a list of data fields available for the form type. The information in this field will vary every time you use the form.

To add a text box, image, or data field to the form: 1.

Click the corresponding button in the window (for instance, click Add Text if you wish to add a text box to the form).

2.

The pointer changes to a bar.

3.

To place the element, press down the left mouse button and hold it down.

4.

Move the pointer down and to the right (or up and to the left).

5.

Release the mouse button when the box is the correct size. A window opens in which you can specify the settings you wish to appear in the field. Note: Once you insert an image, you can resize it: see below for instructions.

Editing elements on a form The form elements are surrounded by light grey boxes. The pointer changes to a hand when you move it over a form element. When you click a form element, a set of black rectangles, or control points, surround the element. All of the form elements can be moved or resized.

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Chapter 2: Customizing Forms and Management Reports

To move a form element: 1.

Click to select the element you want to move. Notice that the pointer changes to a crossed arrow as you move it over the element.

2.

Press the left mouse button down and hold it as you move the element to its new location.

3.

To drop it in a new location, release the mouse button. To resize a form element

1.

Click to select the element you want to resize. The pointer changes to a diagonal arrow as it moves over the control points.

2.

Press the left mouse button down and hold it as you increase or decrease the element size.

3.

Release the mouse button when the element is the correct size. To edit a form element Many elements, such as text boxes and data fields, can be edited once they have been added. To edit an element, double-click it and a window will open where you can make changes to the text or data.

To preview a form before printing When you are preparing a transaction that uses a Simply Form (such as an invoice or paycheque), you can preview the form by clicking the Preview Form button . If you notice any problems, you can process the transaction without printing it, and then edit the form. When it is ready, you can go back to the transaction and print it.

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Customizing Forms and Reports Using Crystal Reports

Customizing Forms and Reports Using Crystal Reports Customizing Forms

What You Need To Do ‰

Install Crystal Reports.

‰

Print a sample of the form or report you want to change. (Without this sample, you will be unable to use the Print Preview command in Crystal Reports).

‰

Make a copy of the form you want to edit and give it a new name.

‰

Edit the form or report.

Install Crystal Reports † † † †

Install Crystal Reports Print a sample form Copy the form Edit the form

The Crystal Reports program is not installed automatically when you install Simply Accounting. You must install it separately. Note: This version of Simply Accounting comes with version 7 of Crystal Reports. If you have already installed an older version of the software, you must uninstall it and install this version. To install Crystal Reports: 1.

Start Windows and make sure no other programs are running.

2.

Insert the Simply Accounting CD-ROM into your CD-ROM drive. If the installation does not start automatically, click the Start button and choose Run. Type d:\launch, and press Enter. (For d, substitute the letter of your CD-ROM drive).

3.

Select Crystal Reports and follow the instructions on the screen.

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Chapter 2: Customizing Forms and Management Reports

Print a Sample of the Form or Report 5 † † †

Install Crystal Reports Print a sample form Copy the form Edit the form

Undo

Before you edit a specific form or report, you should print it. If you do not print the form or report, you will be unable to use the Print Preview command in Crystal Reports. Create a transaction in the window related to the form you want to print, using any information. Then print the form, but do not process the transaction. Click the Undo button to cancel the transaction. When you print a form or report, Simply Accounting creates a Comma Separated Values (.CSV) file. The report then uses the information from this file.

Make a Copy of the Form or Report You Want to Edit 5 5 † †

Install Crystal Reports Print a sample form Copy the form Edit the form

Rather than edit the original form, you should copy it and give the copy a new name. This way, you will not accidentally destroy your work if you re-install Simply Accounting, and you can keep the original form for reference. You will find all custom forms in the Forms folder under the Simply Accounting folder.

Edit the Form or Report 5 5 5 †

Install Crystal Reports Print a sample form Copy the form Edit the form

1.

Do one of the following: ■

If you want to edit a form, in the Home window, on the Setup menu, choose Reports and Forms. or

■

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If you want to edit a management report, in the Home window, on the Reports menu, choose Management Reports and then All Modules.

2.

Click the form type you want or select the report that you want to change.

3.

If you are editing a printed form (as opposed to an e-mailed form), in the Description field, select User-Defined Form.

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Customizing Forms and Reports Using Crystal Reports

This field appears, showing the form’s filename and location.

Click the Browse button, and select the copy of the report which you made in the previous section.

5.

Click Customize Form, and make any changes that you want.

6.

Save the revised form, and then click OK.

For more information on editing forms, see the online help within Crystal Reports. If you want to add data from Simply Accounting to your form or report, you can add fields from any .CSV file, as described in the next section. Customized Fields and Formulas The .CSV (Comma Separated Values) files that contain the necessary data for custom forms and reports are found in the Forms folder under the main Simply Accounting folder. In addition to the fields acquired from the .CSV files, some forms use predefined Crystal Reports fields. For example, each Crystal Reports file contains a Page Number field. The custom forms contain formulas to calculate information on the form. Due to the way Crystal Reports works, formulas might also be used for titles of columns. Most forms also use subreports — a report embedded within another. Listed in the next section are the forms and reports that you can edit, including a list of formulas contained in each report. A list of the fields contained within each associated .CSV file can be found under “Contents of .CSV Files,” later in this chapter.

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Chapter 2: Customizing Forms and Management Reports

Forms Invoice Forms Printed Invoice Filenames:

Inv_bo.rpt (with back orders) Invoice.rpt (without back orders)

E-mailed Invoice Filenames:

Invbo_ml.rpt (with back orders) Invtaxes.rpt (without back orders)

Subreport:

Invtaxes.rpt

Associated .CSV Files:

Invcust.csv Invitem.csv Invtaxes.csv Settings.csv

Formula

Performs this function

@BackOrder

Prints the quantity of the item on back order.

@bFreight

On the e-mailed invoice only. Prints the word “Freight”.

@bBusinessNo

Prints your company’s Business Number.

@bPrintGroup1

Determines when to print invoice totals at the bottom of the page. When the page is full and this field contains “False,” Crystal Reports prints the word “Continued” because there are more detail lines to print. Crystal Reports prints the invoice totals when all invoice details are printed and this field contains “True.”

@bTotalAmount

On the printed invoice only. Prints the words “Total Amount”.

@cAmount

On the e-mailed invoice only. Prints the word “Amount”.

@cBO

On the e-mailed invoice only. Prints the word “B/O”.

@bQSTNo

Prints the QST (Quebec sales tax) registration number.

@cOrderNum

On printed invoice only. Prints the words “Re: Order No.”.

@cPostal

On the e-mailed invoice only. Prints your company’s postal code.

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Forms

On the e-mailed invoice only. Prints the words “Unit Price”.

@cQSTNum

On the e-mailed invoice only. Prints the words “QST Reg No.:”.

@cQuantity

On the e-mailed invoice only. Prints the word “Quantity”.

@cZip

On the e-mailed invoice only. Prints your company’s zip code.

@InvoiceDue

Prints the word “Due” and the due date for the invoice.

@Price

Prints the item’s unit price.

@Quantity

Prints the quantity sold of this item.

@ShippedBy

Prints the shipper’s name, and the shipment tracking number, if they are included on the invoice.

@SubtotalBeforeTax

Prints the total price of all items purchased, before tax.

Statement Forms Printed Statement Filenames:

Statemen.rpt

E-mailed Statement Filenames:

Stm_mail.rpt

Subreport:

Comp_hdr.rpt Statemn2.rpt

Associated .CSV Files:

Settings.csv Statcust.csv Stattran.csv

Formula

Performs this function

@bAge

On the e-mailed statement only. Prints the word “Age”.

@bAmount

On the e-mailed statement only. Prints the word “Amount”.

@bBalanceDue

On the e-mailed statement only. Prints the word “Balance Due”.

@bContinue

On the e-mailed statement only. Prints the word “Continued…”.

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@cPrice

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Chapter 2: Customizing Forms and Management Reports

@bCurrent

On the e-mailed statement only. Prints the word “Current”.

@bDone

Tells Crystal Reports whether to print Footer A or Footer B for the current customer.

@bInterest

On the e-mailed statement only. Prints the word “Interest”.

@bInterestRate

Prints the amount in INTEREST_RATE, then “% interest on balance over,” then the amount in INTEREST_DAYS on the statement.

@bNewDone

Tells Crystal whether to print Footer A or Footer B for the next customer.

@bOverRecAge2

Prints the word “Over” and the amount in REC_AGE_2 on the statement.

@bRecAge1

Prints the amount in REC_AGE_1 on the statement.

@bRecAge1and2

Prints the amount in REC_AGE_1, a dash, then the amount in REC_AGE_2 on the statement.

@bTotal

On the e-mailed statement only. Prints the word “Total”.

@bVPostal

On the e-mailed statement only. Prints the customer’s postal or zip code.

@cAmount

On the e-mailed statement only. Prints the word “Amount”.

@cAmtDue

On the e-mailed statement only. Prints the word “Amount Due”.

@cBalance

On the e-mailed statement only. Prints the word “Balance”.

@cPostal

On the e-mailed statement only. Prints your postal code.

@cZip

On the e-mailed invoice only. Prints your company’s zip code.

@dSumAge2_3

Adds together the amounts in OWING_AGE_2 and OWING_AGE_3.

@dSumAmtForInv

Adds together the TRANSACT_AMOUNT for each transaction of a particular invoice, to calculate the unpaid balance owing for the invoice.

@dtotalsum

Calculates the total balance the customer owes.

@Interest

Calculates the total interest the customer owes.

@InvoiceDueDate

Prints the word “Due:” followed by the invoice’s due date.

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Forms

Adds one to the amount in REC_AGE_1.

@OwingAge1

Prints the amount owing in the first aging period.

@OwingAgeCurrent

Prints the current amount owing, including interest if any.

Paycheque / Paycheck Forms Filenames:

(without Quebec tips) Payrlchq.rpt Payrlch2.rpt Cdn_PR_ytd.rpt (year-to-date totals) Cdn_PR_ytd2.prt (year-to-date totals — long stub) (with Quebec tips) Qprlchq.rpt Qprlch2.rpt Qp_PR_ytd.prt (year-to-date totals) Payrlchk.rpt

Subreports:

Paycol1.rpt Paycol2.rpt Paycol3.rpt

Associated .CSV Files:

Paychq1.csv Paychq2.csv Paychq3.csv Paychq4.csv Paychq5.csv Settings.csv

/ Paychk1.csv / Paychk2.csv / Paychk3.csv / Paychk4.csv

Formula

Performs this function

_parameter 2

References the Employee ID number.

@negBenefits

Prints the amount of the employer’s benefits for the period, preceded by a minus sign.

@negTips

Prints the amount of the employee’s tips for the period, preceded by a minus sign.

@negWithheld

Prints the amount of the deductions withheld for the period, preceded by a minus sign.

@NetCents

Prints the cents portion of the cheque.

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@nRecAge1

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Chapter 2: Customizing Forms and Management Reports

@Cents

Prints the cents portion of the cheque.

@NetDollars

Prints the dollar amount of the cheque, written out.

@NetPay

Prints the net pay for the period (gross pay less deductions).

Payment Cheque Form Filename:

Paymtchq.rpt Paymtch2.rpt Paymtch3.rpt Paymtch4.rpt

Subreports:

Payhead.rpt Comp_hdr.rpt Compname.rpt Paystub.rpt Paymtdet.rpt

Associated .CSV Files:

Settings.csv Venchq1.csv Venchq2.csv

/ Venchk1.csv / Venchk2.csv

Formula

Performs this function

@Cents

Prints the cents portion of the cheque.

@CheckTotal

Prints the total amount of the cheque.

@TotalDollars

Prints the dollar amount of the cheque, written out.

@ShowComma

Prints a comma after the City name.

@Discount

Prints the discount amount taken off the original invoice amount.

@Invoice

Prints the number of the invoice the cheque is paying.

@Payment

Prints the amount being paid against the invoice.

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Forms

Direct Deposit Stub Forms Filenames:

(with Quebec tips) Qprlchq_DD.rpt Qprlch2_DD.rpt Qp_PR_ytd_DD.rpt (year-to-date totals) Payrlchk_DD.rpt Subreports:

Paycol1.rpt Paycol2.rpt Paycol3.rpt DDAcct1-4.rpt DDAcct5-8.rpt DDAcct9-12.rpt

Associated .CSV Files:

DDstub.csv Paychq1.csv Paychq2.csv Paychq3.csv Paychq4.csv Paychq5.csv Settings.csv

/ Paychk1.csv / Paychk2.csv / Paychk3.csv / Paychk4.csv

Formula

Performs this function

@AccountNumber

Prints the employee’s bank account number.

@Amount

Prints the amount allocated to the account.

Purchase Order Form Printed Order Filename:

Purorder.rpt

E-mailed Order Filename:

Po_mail.rpt

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(without Quebec tips) Payrlchq_DD.rpt Payrlch2_DD.rpt Cdn_PR_ytd_DD.rpt (year-to-date totals) Cdn_PR_ytd2_DD.rpt (year-to-date totals — long stub)

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Chapter 2: Customizing Forms and Management Reports

Subreport:

Comp_hdr.rpt Potaxes.rpt

Associated .CSV Files:

Poitem.csv Potaxes.csv Povend.csv Settings.csv

Formula

Performs this function

@bDone

Tells Crystal Reports whether to print Footer A or Footer B.

@bFreight

Prints the word “Freight” on the e-mail purchase order.

@bTotalAmount

Prints the words “Total Amount” on the purchase order.

@cAmount

Prints the word “Amount” on the e-mail purchase order.

@cOrdered

Prints the word “Ordered” on the e-mail purchase order.

@cPrice

Prints the words “Unit Price” on the e-mail purchase order.

@cQSTNum

Prints the words “QST Reg No.:” on the e-mail purchase order.

@cShipDate

Prints the words “Ship Date:” on the purchase order.

@cZip

Prints your company’s zip code on the purchase order.

@Ordered

Prints the word “Ordered” on the purchase order.

@Price

Prints the item’s unit price.

@ShippedBy

Prints the shipper’s name, and the shipment tracking number, if they are included on the purchase order.

Sales Quote Form Printed Quote Filename:

Quotes.rpt

E-mailed Quote Filename:

Sq_mail.rpt

Subreport:

Comp_hdr.rpt Invtaxes.rpt

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Forms

Associated .CSV Files:

Formula

Performs this function

@bFreight

Prints the word “Freight” on the e-mail sales quote.

@bPrintGroup1

Determines when to print sales quote totals at the bottom of the page. When the page is full and this field contains “False,” Crystal Reports prints the word “Continued” because there are more detail lines to print. Crystal Reports prints the sales quote totals when all sales quote details are printed and this field contains “True.”

@bTotalAmount

Prints the words “Total Amount.”

@cAmount

Prints the word “Amount.”

@cPostal

Prints your company’s postal code.

@cPrice

Prints the words “Unit Price.”

@cQSTNum

Prints the words “QST Reg No.:”

@cQuantity

Prints the word “Quantity.”

@cShipDate

Prints the words “Ship Date:”

@InvoiceDue

Prints the word “Due” and the due date.

@Ordered

Prints the quantity of the item ordered.

@Price

Prints the item’s unit price.

@ShippedBy

Prints the shipper’s name, and the shipment tracking number, if they are included on the sales quote.

Sales Order Confirmation Form Printed Order Confirmation Filenames:

Ord_bo.rpt (with back orders) Salorder.rpt (without back orders)

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Invcust.csv Invitem.csv Invtaxes.csv Settings.csv

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Chapter 2: Customizing Forms and Management Reports

E-mailed Order Confirmation Filenames:

So-bo_ml.rpt (with back orders) So-mail.rpt (without back orders)

Subreport:

Comp_hdr.rpt Ordertx.rpt

Associated .CSV Files:

Invcust.csv Invitem.csv Invtaxes.csv Settings.csv

Formula

Performs this function

@bBackOrder

Prints the quantity of the item on back order.

@bFreight

Prints the word “Freight.”

@bPrintGroup1

Determines when to print sales order confirmation totals at the bottom of the page. When the page is full and this field contains “False,” Crystal Reports prints the word “Continued” because there are more detail lines to print. Crystal Reports prints the sales order confirmation totals when all details are printed and this field contains “True.”

@bTotalAmount

Prints the words “Total Amount.”

@cAmount

Prints the word “Amount.”

@cBO

Prints the word ”B/O.”

@cPostal

Prints your company’s postal code.

@cPrice

Prints the words “Unit Price.”

@cQSTNum

Prints the words “QST Reg No.:”

@cShipDate

Prints the words “Ship Date:”

@cZip

Prints your company’s zip code.

@Ordered

Prints the quantity of the item ordered.

@Price

Prints the item’s unit price.

@ShippedBy

Prints the shipper’s name, and the shipment tracking number, if they are included on the sales order confirmation.

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Forms

Receipts Form Receipt.rpt

E-mailed Receipts Filenames:

Rct_mail.rpt

Subreport:

Payhead.rpt Comp_hdr.rpt Compname.rpt Paystub.rpt Paymtdet.rpt

Associated .CSV Files:

Rcpt1.csv Rcpt2.csv

Customizing Forms

Printed Receipts Filenames:

Formula

Performs this function

@bAmountRec

Prints the words “Amount Received.”

@bDisc

Prints the word “Discount.”

@cPostal

Prints your company’s postal code.

@cVPostal

Prints the customer’s postal code.

@cZip

Prints your company’s zip code.

@cVZip

Prints the customer’s zip code.

@Discount

Prints the discount amount taken off the original invoice amount.

@Invoice

Prints the invoice number.

@nextDisc

Prints the discount amount taken off the next original invoice amount.

@nextInvNo

Prints the next invoice number.

@NextPayment

Prints the amount being paid against the next invoice.

@Payment

Prints the amount being paid on the current invoice.

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Chapter 2: Customizing Forms and Management Reports

Reports Duplicated Account Names Report Filename:

Dupacts.rpt

Associated .CSV Files:

Dupacts.csv Rptopt.csv Settings.csv

Accounts That Can Be Deleted Report Filename:

Idleacts.rpt

Associated .CSV Files:

Idleacts.csv Rptopt.csv Settings.csv

Accounts with a Negative Balance Report Filename:

Negacts.rpt

Associated .CSV Files:

Negacts.csv Rptopt.csv Settings.csv

Overdue Amounts Owed to Vendors Report Filename:

Vendue.rpt

Associated .CSV Files:

Rptopt.csv Settings.csv Vendue.csv

Vendors with Decreased Monthly Purchases Report Filename:

Purless.rpt

Associated .CSV Files:

Purchase.csv Rptopt.csv Settings.csv

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Reports

Performs this function

avg_mth_pur_last_yr

Calculates the average monthly purchases last year.

avg_mth_pur_this_yr

Calculates the average monthly purchases this year.

Vendors with Increased Monthly Purchases Report Filename:

Purmore.rpt

Associated .CSV Files:

Purchase.csv Rptopt.csv Settings.csv

Function

Performs this function

avg_mth_pur_last_yr

Calculates the average monthly purchases last year.

avg_mth_pur_this_yr

Calculates the average monthly purchases this year.

Customers Over Their Credit Limit Report Filename:

Custover.rpt

Associated .CSV Files:

Custover.csv Rptopt.csv Settings.csv

Function

Performs this function

@dOver

Calculates the amount the customer is over the credit limit.

Customers with Decreased Monthly Sales Report Filename:

Saleless.rpt

Associated .CSV Files:

Rptopt.csv Sale.csv Settings.csv

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Function

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Chapter 2: Customizing Forms and Management Reports

Function

Performs this function

avg_mth_sal_last_yr

Calculates the average monthly sales last year.

avg_mth_sal_this_yr

Calculates the average monthly sales this year.

Customers with Increased Monthly Sales Report Filename:

Salemore.rpt

Associated .CSV Files:

Rptopt.csv Sale.csv Settings.csv

Function

Performs this function

avg_mth_sal_last_yr

Calculates the average monthly sales last year.

avg_mth_sal_this_yr

Calculates the average monthly sales this year.

Customers with Overdue Amounts Report Filename:

Custdue.rpt

Associated .CSV Files:

Custdue.csv Rptopt.csv Settings.csv

Function

Performs this function

@Overdue

Calculates the total amount overdue.

Employees with Decreased Hours Since the Last Pay Period Filename:

Emphrs.rpt

Subreports:

Cmp_date.rpt

Associated .CSV Files:

Emphrs.csv Rptopt.csv Settings.csv

2–20

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Reports

Performs this function

@Over_Diff

Calculates the difference between the number of overtime hours in the most recent and previous pay periods.

@Reg_Diff

Calculates the difference between the number of regular hours in the most recent and previous pay periods.

Employees with Overtime Hours This Month Filename:

Empovt.rpt

Subreports:

Cmp_date.rpt

Associated .CSV Files:

Empovt.csv Rptopt.csv Settings.csv

Employees with Pay Changes Since the Last Pay Period Filename:

Emppay.rpt

Subreports:

Cmp_date.rpt

Associated .CSV Files:

Emppay.csv Rptopt.csv Settings.csv

Function

Performs this function

@G_Pay_Diff

Calculates the difference between the most recent and the previous gross pay.

Inventory Items Selling Below Cost Filename:

Invprice.rpt

Associated .CSV Files:

Inventry.csv Rptopt.csv Settings.csv

Advanced Topics 2–21

ACCPAC International, Inc. Confidential

Customizing Forms

Function

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

Function

Performs this function

@Loss_Per_Unit

Calculates the difference between the cost and price per unit.

Inventory Items with a Low Markup Filename:

Lomarkup.rpt

Associated .CSV Files:

Inventry.csv Rptopt.csv Settings.csv

Function

Performs this function

@markup

Calculates markup on inventory items.

Inventory Items with a Low Profit Margin Filename:

Lomargin.rpt

Associated .CSV Files:

Inventry.csv Rptopt.csv Settings.csv

Function

Performs this function

@margin

Calculates the margin on inventory items.

Projects That Have Lost Money Filename:

Projinc.rpt

Associated .CSV Files:

Projinc.csv Rptopt.csv Settings.csv

Function

Performs this function

@Net_Loss

Calculates CURRENT_TOT_EXP minus CURRENT_TOT_REV.

2–22

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Unused Projects Idleproj.rpt

Associated .CSV Files:

Idleproj.csv Rptopt.csv Settings.csv

Customizing Forms

Filename:

Contents of .CSV Files Each .CSV file contains a tab delimited list of fields along with the associated data.

CompTxId.csv Contains information about the taxes that you set up for a company. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

TAX_DESC

The description of the tax.

TAX_ID

The code that you assign to identify the tax.

REC_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

LINE_NUM

The entry’s line number, assigned by Simply Accounting.

Currency.csv Contains information on foreign currencies that you have set up. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

RECORD_ID

Simply Accounting fills in this field.

SYMBOL

The symbol associated with the currency.

Advanced Topics 2–23

ACCPAC International, Inc. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

SYMBOL_POS

The position of the symbol.

CURRENCY_CODE

The three-digit code you use for foreign currency.

DECIMAL_PLACES

The number of decimal places in the foreign currency.

THOUSAND_SEPARATOR

The thousands separator used in the foreign currency.

DECIMAL_SEPARATOR

The decimal separator used in the foreign currency.

CURRENCY_DESCRIPTION The description of the currency. CURR_NEGFORMAT

The code used to denote the formatting of a negative amount.

SOURCE_NUMBER

The number of the source transaction.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

CURRENCY_CENTS

The description of foreign currency cents.

Custdue.csv Contains information about customers with overdue amounts, including the amount owed in each aging period. This field:

Contains:

CUSTOMER_NAME

Name of the customer.

CUSTOMER_CONTACT

The information in the Contact box in the customer’s record.

CUSTOMER_PHONE

Customer’s phone number.

OWING_AGE_CURRENT

Amount the customer owes for the current period.

OWING_AGE_1

Amount outstanding for the first aging period (for example, 31-60 days).

OWING_AGE_2

Amount outstanding for the second aging period (for example, 61-90 days).

OWING_AGE_3

Amount outstanding for the third aging period (for example, over 90 days).

2–24

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

INTEREST_DUE

Accrued interest owing on the overdue balance (if you use this option, on the Setup, Settings, Customers And Sales tab).

OWING_AMOUNT_DUE

Sum of the amount outstanding for the second and third aging periods.

LANG_ID

Customer’s language.

Custover.csv Contains data about customers who are over their credit limit. This field:

Contains:

CUSTOMER_NAME

Name of the customer.

CUSTOMER_CONTACT

The information in the Contact box in the customer’s record.

CUSTOMER_PHONE

Customer’s phone number.

TOTAL_OWING

Total amount the customer owes.

CREDIT_LIMIT

Customer’s credit limit.

LANG_ID

Customer’s language.

DDstub.csv Contains information about an employee’s direct deposit payments. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

LINE_NUMBER

The order in which the direct deposit accounts are displayed in the employee ledger. Also used to distinguish employee accounts.

BANK_NUMBER

Employee bank number.

TRANSIT_NUMBER

Employee bank transit number.

Advanced Topics 2–25

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

ACCOUNT_NUMBER

Employee bank account number

AMOUNT

Amount of deposit.

CHEQUE_NUMBER

The cheque number of this entry.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

EMPLOYEE_ID

Simply Accounting Payroll uses this field for internal purposes.

Dupacts.csv Contains information about accounts that have the same name as another account. This field:

Contains:

ACCOUNT_NUMBER

Number of the account.

ACCOUNT_NAME

Name of the account.

Emphrs.csv Contains information about employees whose regular or overtime hours are less in the current period than in the previous period. This field:

Contains:

EMPLOYEE_NAME

Name of the employee.

REG_HRS_RECENT

Number of regular hours for the employee in the most recent pay period.

OVT_HRS_RECENT

Number of overtime hours for the employee in the most recent pay period.

REG_HRS_PREVIOUS

Number of regular hours for the employee in the previous pay period.

OVT_HRS_PREVIOUS

Number of overtime hours for the employee in the previous pay period.

2–26

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

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Contents of .CSV Files

Contains:

OVT2_HRS_RECENT

Number of overtime hours at rate 2 for the employee in the most recent pay period.

OVT2_HRS_PREVIOUS

Number of overtime hours at rate 2 for the employee in the previous pay period.

STATUS_ACTIVE

Indicates whether employee is active or not.

Empovt.csv Contains information about employees who have worked overtime in the current month. This field:

Contains:

EMPLOYEE_NAME

Name of the employee.

OVT_HOURS_MONTH

Number of overtime hours for the employee in the current month.

OVT_HOURS_YEAR

Number of overtime hours for the employee in the current year.

OVT2_HOURS_MONTH

Number of overtime hours at rate 2 for the employee in the current month.

OVT2_HOURS_YEAR

Number of overtime hours at rate 2 for the employee in the current year.

Emppay.csv Contains information about employees whose gross pay has changed since the last pay period. This field:

Contains:

EMPLOYEE_NAME

Name of the employee.

GROSS_PAY_RECENT

Employee’s gross pay for the most recent pay period.

GROSS_PAY_PREVIOUS Employee’s gross pay for the previous pay period.

Advanced Topics 2–27

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

Idleacts.csv Contains information about accounts that can be deleted. This field:

Contains:

ACCOUNT_NUMBER

Number of the account that can be deleted.

ACCOUNT_NAME

Name of the account that can be deleted.

Idleproj.csv Contains information about projects to which you have not allocated any revenue or expense since the earliest transaction date. This field:

Contains:

PROJECT_NAME

Name of project.

PROJECT_START_DATE Start date of the project. CURRENT_NET_INC

Current net income for the project.

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1”.

Invcust.csv Contains information about the customer to whom you are making a sale and general information about the invoice. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

SOLD_TO_1

The customer’s name in the Sold To box in the Sales, Orders, and Quotes window.

SOLD_TO_2

The first address line in the Sold To box.

SOLD_TO_3

The second address line in the Sold To box.

SOLD_TO_4

The third address line in the Sold To box.

2–28

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

SOLD_TO_5

The fourth address line in the Sold To box.

SOLD_TO_6

The fifth address line in the Sold To box.

SHIP_TO_1

The information on the first line of the Ship To box.

SHIP_TO_2

The information on the second line of the Ship To box.

SHIP_TO_3

The information on the third line of the Ship To box.

SHIP_TO_4

The information on the fourth line of the Ship To box.

SHIP_TO_5

The information on the fifth line of the Ship To box.

SHIP_TO_6

The information on the sixth line of the Ship To box.

INVOICE_NUMBER

The number in the Invoice box.

INVOICE_DATE

The date in the Date box.

FREIGHT

The freight charged on the invoice.

FREIGHT_GST

No longer used.

FREIGHT_QST

No longer used.

GST_1

No longer used.

GST_2

No longer used.

QST_1

No longer used.

QST_2

No longer used.

PST

No longer used.

INVOICE_SALES_TAX

The sales tax charged on the invoice.

INVOICE_TOTAL

The total amount charged on the invoice.

INVOICE_COMMENTS

Any information entered in the Comments box.

CASH_SALE

This field contains a Yes if the invoice is for a cash sale (transaction type is Sale With Payment); otherwise, it contains a No.

TERMS

This field contains a Yes if there are payment terms on the invoice; otherwise, it contains a No.

TERMS_TEXT

The payment terms, if any, on the invoice.

Advanced Topics 2–29

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

INVOICE_DUEDATE

Calculates the due date for the invoice by adding the Net Days from the Terms field to the transaction date in the Date field.

CASH_DISCOUNT

The amount of any cash discount on the invoice, for cash sales only.

SAL_NUM

The number in the Order/Quote No. box on sales orders.

SHIP_DATE

The date in the Ship Date box on sales orders and quotes.

QUOTE_NUM

The number in the Quote No. box on sales quotes.

SHIPPER

The shipper’s name, entered in the Shipped By box.

TRACKING_NUM

The shipment-tracking number, entered in the Tracking Number box.

RECORD_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

PHONE

The customer’s phone number.

PHONE2

The customer’s second phone number.

FAX

The customer’s fax number.

EMAIL

The customer’s e-mail address.

WEBSITE

The customer’s Web site address.

FIELD1

The first line of additional information about the customer.

FIELD2

The second line of additional information about the customer.

FIELD3

The third line of additional information about the customer.

FIELD4

The fourth line of additional information about the customer.

FIELD5

The fifth line of additional information about the customer.

LANGPREF

Language preference.

SOLDBY

The name of the employee or salesperson.

2–30

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

INVOICE_DATE_STR

The date as it appears in the Date box using format selected in System Settings.

SHIP_DATE_STR

The date as it appears in the Ship Date box using format selected in System Settings.

INVOICE_DUEDATE_STR The due date as it appears on the invoice using format selected in System Settings.

Inventry.csv Contains information about inventory items’ cost and selling price. This field:

Contains:

ITEM_NUMBER

Number of the inventory item.

ITEM_DESCRIPTION

Description of the inventory item.

PRICE_PER_UNIT

Inventory item’s selling price per unit.

COST_PER_UNIT

Inventory item’s cost per unit.

Invitem.csv Contains details about each item sold on an invoice. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

INVOICE_NUMBER

The number in the Invoice box. (This field provides a link with the INVOICE_NUMBER field in the INVCUST.CSV file, so that Crystal Reports or CA-RET knows which invoice’s items to select.)

SAL_ORDER_NUM

The number in the Order/Quote No. box on sales orders.

QUOTE_NUM

The number in the Quote No. box on sales quotes.

ITEM

The item number.

Advanced Topics 2–31

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

QUANTITY

The quantity sold of this item.

ORDERED

The quantity of the item ordered.

BACK_ORDER

The quantity of the item on back order (the quantity ordered minus the quantity shipped).

UNIT

The unit the item is sold in.

DESCRIPTION

The item’s description.

GST_CODE

No longer used.

PST_RATE

No longer used.

QST_CODE

No longer used.

ITEM_SALES_TAX

The amount of sales tax charged on the item.

PRICE

The price per unit for the item.

AMOUNT

The total price for the item.

LINENUM

The number of the detail line on the invoice.

REC_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

TAX_CODE

The tax code that applies to the item.

FIELD1

The first line of additional information about the item.

FIELD2

The second line of additional information about the item.

FIELD3

The third line of additional information about the item.

FIELD4

The fourth line of additional information about the item.

FIELD5

The fifth line of additional information about the item.

Invtaxes.csv Contains information about the taxes charged on the invoice.

2–32

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

TAX_CODE_DESCRIP

A description of the tax codes used on the invoice.

TAX_AMOUNT_INCL

The total amount of tax charged on the invoice for each tax code for which the tax is included in the price.

TAX_AMOUNT_NI

The total amount of tax charged on the invoice for each tax code for which the tax is not included in the price.

REC_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

LINE_NUM

The entry’s line number, assigned by Simply Accounting.

Negacts.csv Contains information about accounts that have a negative balance. This field:

Contains:

ACCOUNT_NUMBER

Number of the account.

ACCOUNT_NAME

Name of the account.

ACCOUNT_BALANCE

Current balance in the account.

Paychq1.csv /

Paychk1.csv

Contains information about an employee and the employee’s hourly wage rates, earnings, and history. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting uses this field for internal purposes.

EMPLOYEE_NAME

Employee’s name.

Advanced Topics 2–33

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

EMPLOYEE_STREET

Employee’s street address.

EMPLOYEE_STREET2

Employee’s second street address.

EMPLOYEE_CITY

Employee’s city.

EMPLOYEE_PROVINCE

Employee’s province.

EMPLOYEE_POSTAL

Employee’s postal code.

EMPLOYEE_SIN

Employee’s social insurance number.

CHEQUE_NUMBER

The number in the No. box.

CHEQUE_DATE

The date in the Date box.

PERIOD_ENDING

The end date of the pay period.

EMPLOYEE_STATE

Employee’s state.

EMPLOYEE_ZIP

Employee’s zip code.

SOC_SEC_NUMBER

Employee’s social security number.

CHECK_NUMBER

The number in the No. box.

CHECK_DATE

The date in the Date box.

PERIOD_START_DATE

The start date of the pay period.

PERIOD_END_DATE

The end date of the pay period.

REG_HOURS_PERIOD

The number of regular hours the employee worked in the pay period.

REG_HOUR_RATE

The employee’s regular hourly rate.

REG_PAY_PERIOD

The total regular pay for the period.

REG_PAY_QTD

The total regular pay for the quarter to date.

REG_PAY_YTD

The total regular pay for the year to date.

OVT_HOURS_PERIOD

The number of overtime hours the employee worked in the pay period.

OVT_HOUR_RATE

The employee’s overtime hourly rate.

SALARY_HOURS

The usual number of salary hours the employee works in a pay period.

2–34

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

FIELD1

The first line of additional information about the employee.

FIELD2

The second line of additional information about the employee.

FIELD3

The third line of additional information about the employee.

FIELD4

The fourth line of additional information about the employee.

FIELD5

The fifth line of additional information about the employee.

ADDRLINE1

The first line of the employee’s address in the Paycheques window.

ADDRLINE2

The second line of the employee’s address in the Paycheques window.

ADDRLINE3

The third line of the employee’s address in the Paycheques window.

ADDRLINE4

The fourth line of the employee’s address in the Paycheques window.

ADDRLINE5

The fifth line of the employee’s address in the Paycheques window.

LANGPREF

Language preference.

CHEQUE_DATE_STR

The date as it appears in the Date box using format selected in System Settings.

06CHQ_DATE_STR

The date as it appears on the 2006 ANSI cheque, using format selected in System Settings.

06CHQ_DATE_FRMT

The 2006 ANSI cheque date format.

PERIOD_ENDING_STR

The end date of the pay period using format selected in System Settings.

DEDUCT_EI

The box used to select EI deductions in the employee’s record.

Advanced Topics 2–35

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

Paychq2.csv Contains information about an employee’s other earnings, vacation pay, and the employer’s total expenses for the period. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting uses this field for internal purposes.

OVT_PAY_PERIOD

The total overtime pay for the period.

OVT_PAY_YTD

The total overtime pay for the year to date.

GROSS_PAY

The employee’s gross pay for the period.

GROSS_QUE_PAY

The employee’s gross pay, including benefits, earned in Quebec for the period.

TOTAL_EXPENSES

The employer’s total expenses for the employee for the period. The total consists of wages, EI, WCB, and EHT expenses, CPP and QPP deductions, and QHSF payable.

VACATION_PERIOD

The employee’s vacation pay earned during the period.

RELEASE_PERIOD

Vacation pay retained from earlier periods and released in the current period.

VACATION_PAID

The total vacation pay paid out during the current period. When you pay out vacation pay, this amount is the total of VACATION_PERIOD and RELEASE_PERIOD. Usually only one of these amounts will be greater than zero (depending on whether you retain vacation pay or pay it out in the period in which it is earned). However, if you uncheck the Retain Vacation check box, in the employee record, it is possible to pay out both a current accrual and amounts retained from earlier periods.

VACATION_YTD

The total vacation pay earned for the year to date.

BENEFITS_PERIOD

The employee’s benefits for the period.

BENEFITS_YTD

The total benefits for the year to date.

BENEFITS_QUE_PERIOD

The employee’s benefits for the period.

2–36

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

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Contents of .CSV Files

Contains:

BENEFITS_QUE_YTD

The total benefits for the year to date.

COMMISSION_PERIOD

The employee’s commission pay for the period.

COMMISSION_YTD

The total commission for the year to date.

CHEQUE_NUMBER

The cheque number of this entry.

Paychk2.csv Contains information about the employee’s other earnings, vacation pay, benefits, FIT, SIT, Medicare tax, and the employer’s Medicare expenses for the period. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting uses this field for internal purposes.

TIPS_PERIOD

The employee’s tips for the period.

TIPS_QTD

The total tips for the quarter to date.

TIPS_YTD

The total tips for the year to date.

COMMISSION_PERIOD

The employee’s commission pay for the period.

COMMISSION_QTD

The total commission pay for the quarter to date.

COMMISSION_YTD

The total commission pay for the year to date.

BENEFITS_PERIOD

The employee’s benefits for the period.

BENEFITS_QTD

The total benefits for the quarter to date.

BENEFITS_YTD

The total benefits for the year to date.

VACATION_PERIOD

The employee’s vacation pay paid out for the period.

VACATION_QTD

The total vacation pay paid out for the quarter to date.

VACATION_YTD

The total vacation pay paid out for the year to date.

ADVANCE_PERIOD

The employee’s advances paid out for the period.

Advanced Topics 2–37

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

ADVANCE_QTD

The total advances paid for the quarter to date

ADVANCE_YTD

The total advances paid for the year to date

GROSS_PAY_PERIOD

The employee’s gross pay for the period.

FIT_DED_PERIOD

Federal Income Tax deducted from the employee’s pay for the period.

FIT_DED_QTD

Total FIT deducted from the employee’s pay this quarter.

FIT_DED_YTD

Total FIT deducted from the employee’s pay for the year.

SIT_DED_PERIOD

State Income Tax deducted from the employee’s pay this period.

SIT_DED_QTD

Total SIT deducted from the employee’s pay this quarter to date.

SIT_DED_YTD

Total SIT deducted from the employee’s pay this year to date.

LOC_DED_PERIOD

Local Income Tax deducted from the employee’ spay for the period.

LOC_DED_QTD

Total LIT deducted from the employee’s pay this quarter.

LOC_DED_YTD

Total LIT deducted from the employee’s pay this year to date.

MED_DED_PERIOD

Medicare tax deducted from the employee’s pay for the period.

MED_DED_QTD

Medicare tax deducted from the employee’s pay for the quarter.

MED_DED_YTD

Medicare tax deducted from the employee’s pay for the year to date.

MED_EXP_PERIOD

Company’s medical expense amount for the period.

MED_EXP_QTD

Company’s medical expense amount for the quarter.

MED_EXP_YTD

Company’s medical expense amount for the year to date.

CHECK_NUMBER

The check number of this entry.

2–38

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Paychq3.csv

This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting uses this field for internal purposes.

SALARY_PERIOD

The employee’s salary for the period.

SALARY_YTD

The total salary for the year to date.

DED_A_PERIOD

Amount of Deduction 1 deducted from employee’s pay for the period (you may have changed the name of Deduction 1 in Setup, Names).

DED_A_YTD

Total Deduction 1 deducted from employee’s pay for the year.

DED_B_PERIOD

Amount of Deduction 2 deducted from employee’s pay for the period (you may have changed the name of Deduction 2 in Setup, Names).

DED_B_YTD

Total Deduction 2 deducted from employee’s pay for the year.

DED_C_PERIOD

Amount of Deduction 3 deducted from employee’s pay for the period (you may have changed the name of Deduction 3 in Setup, Names).

DED_C_YTD

Total Deduction 3 deducted from employee’s pay for the year.

DED_D_PERIOD

Amount of Deduction 4 deducted from employee’s pay for the period (you may have changed the name of Deduction 4 in Setup, Names).

DED_D_YTD

Total Deduction 4 deducted from employee’s pay for the year.

DED_E_PERIOD

Amount of Deduction 5 deducted from employee’s pay for the period (you may have changed the name of Deduction 5 in Setup, Names).

Advanced Topics 2–39

ACCPAC International, Inc. Confidential

Customizing Forms

Contains information about the employee’s salary and deductions, including CPP and QPP, and the employer’s expense for QHSF.

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

DED_E_YTD

Total Deduction 5 deducted from employee’s pay for the year.

QHIP_PERIOD

Employer’s expense for Quebec Health Insurance Plan for the employee for the period.

NET_PAY_PERIOD

Net pay for the period (gross pay less deductions).

CPP_PERIOD

The amount deducted from the employee’s pay for Canada Pension Plan for the period.

CPP_YTD

The amount deducted from the employee’s pay for CPP for the year.

QPP_PERIOD

The amount deducted from the employee’s pay for Quebec Pension Plan for the period.

QPP_YTD

The amount deducted from the employee’s pay for QPP for the year.

INSURABLE_EARNINGS The employee’s EI insurable earnings for the period. CHEQUE_NUMBER

The cheque number of this entry.

Paychk3.csv Contains information about the employee’s salary and deductions. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting uses this field for internal purposes.

FUTA_EXP_PERIOD

Employer’s Federal Unemployment Tax expense for this employee for the period.

FUTA_EXP_QTD

Total employer’s FUTA expense for this employee this quarter.

FUTA_EXP_YTD

Total employer’s FUTA expense for this employee this year.

SUTA_DED_PERIOD

State Unemployment Tax deducted from employee’s pay for the period.

2–40

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

SUTA_DED_QTD

Total SUTA deducted from employee’s pay this quarter.

SUTA_DED_YTD

Total SUTA deducted from employee’s pay for the year.

SUTA_EXP_PERIOD

Employer’s State Unemployment Tax expense for this employee for the period.

SUTA_EXP_QTD

Total employer’s SUTA expense for this employee this quarter.

SUTA_EXP_YTD

Total employer’s SUTA expense for this employee this year.

SUTA_S1_EXP_PERIOD

Special SUTA Tax Assessment 1 deducted from employee’s pay for the period. (The program calculates this amount automatically when needed. This field is no longer used.)

SUTA_S1_EXP_QTD

Special SUTA Tax Assessment 1 deducted from employee’s pay for the quarter.

SUTA_S1_EXP_YTD

Special SUTA Tax Assessment 1 deducted from employee’s pay for the year.

SUTA_S2_EXP_PERIOD

Special SUTA Tax Assessment 2 deducted from employee’s pay for the period. (The program calculates this amount automatically when needed. This field is not currently used.)

SUTA_S2_EXP_QTD

Special SUTA Tax Assessment 2 deducted from employee’s pay for the quarter.

SUTA_S2_EXP_YTD

Special SUTA Tax Assessment 2 deducted from employee’s pay for the year.

SDI_DED_PERIOD

State Disability Insurance deducted from employee’s pay for the period.

SDI_DED_QTD

Total SDI deducted from employee’s pay this quarter.

SDI_DED_YTD

Total SDI deducted from employee’s pay for the year.

SDI_EXP_PERIOD

Employer’s State Disability Insurance expense for this employee for the period.

SDI_EXP_QTD

Total employer’s SDI expense for this employee this quarter.

SDI_EXP_YTD

Total employer’s SDI expense for this employee for the year.

Advanced Topics 2–41

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

DED_A_PERIOD

Amount of Deduction 1 deducted from employee’s pay for the period (you may have changed the name of Deduction 1 in Setup, Names).

DED_A_QTD

Total Deduction 1 deducted from employee’s pay this quarter.

DED_A_YTD

Total Deduction 1 deducted from employee’s pay this year.

DED_B_PERIOD

Amount of Deduction 2 deducted from employee’s pay for the period (you may have changed the name of Deduction 2 in Setup, Names).

DED_B_QTD

Total Deduction 2 deducted from employee’s pay this quarter.

DED_B_YTD

Total Deduction 2 deducted from employee’s pay this year.

DED_C_PERIOD

Amount of Deduction 3 deducted from employee’s pay for the period (you may have changed the name of Deduction 3 in Setup, Names).

DED_C_QTD

Total Deduction 3 deducted from employee’s pay this quarter.

DED_C_YTD

Total Deduction 3 deducted from employee’s pay this year.

CHECK_NUMBER

The check number of this entry.

Paychq4.csv Contains information about the employee’s advances, EI (employment insurance) and tax deductions, Quebec tips and the employer’s related expenses. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting uses this field for internal purposes.

EI_PERIOD

The amount deducted from the employee’s pay for employment insurance for the period.

2–42

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

EI_YTD

The amount deducted from the employee’s pay for EI for the year.

TAX_PERIOD

The amount deducted from the employee’s pay for income tax for the period.

TAX_YTD

The amount deducted from the employee’s pay for income tax for the year.

TAX_QUE_PERIOD

The amount deducted from the employee’s pay for Quebec tax for the period.

TAX_QUE_YTD

The amount deducted from the employee’s pay for Quebec tax for the year.

TOTAL_WITHHELD

Total deductions withheld for the pay period.

ADVANCE

The employee’s advances paid out for the period.

ADVANCE_RECEIVABLE The total advances paid for the year to date. WCB_EXP

The employer’s expense for Workers’ Compensation Board payments for the employee for the period.

EI_EXP

The employer’s expense for employment insurance premiums for the employee for the period.

WAGE_EXP

The employer’s expense for salary, regular pay, and overtime pay for the employee for the period.

EHT_EXP

The employer’s expense for employer health tax for the employee for the period.

NET_DOLLARS

The dollar amount of the cheque, written out.

NET_CENTS

The cents amount of the cheque.

SALHRS_PERIOD

The actual number of salary hours the employee worked for the pay period.

QTSALES

Tippable sales.

QTFRSAL

Tips from sales.

QTOTHER

Other tips.

QTALLOCATED

Tips allocated.

Advanced Topics 2–43

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

QTFTAXTIPS

Taxable tips (federal).

QTTAXTIPS

Taxable tips (Quebec).

QTSALES_YTD

Tippable sales for the year to date.

QTFRSAL_YTD

Tips from sales for the year to date.

QTOTHER_YTD

Other tips for the year to date.

QTALLOCATED_YTD

Tips allocated for the year to date.

QTFTAXTIPS_YTD

Taxable tips (federal) for the year to date.

QTTAXTIPS_YTD

Taxable tips (Quebec) for the year to date.

CHEQUE_NUMBER

The cheque number of this entry.

Paychk4.csv Contains information about the employee’s deductions, and the employer’s expense, including FUTA and SUTA, SDI, and Deductions 1, 2, and 3, employee’s Deductions 4 and 5, Social Security tax deductions, total deductions, net pay, and the employer’s related expenses. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting uses this field for internal purposes.

DED_D_PERIOD

Amount of Deduction 4 deducted from employee’s pay for the period (you may have changed the name of Deduction 4 in Setup, Names).

DED_D_QTD

Total Deduction 4 deducted from employee’s pay this quarter.

DED_D_YTD

Total Deduction 4 deducted from employee’s pay this year.

DED_E_PERIOD

Amount of Deduction 5 deducted from employee’s pay for the period (you may have changed the name of Deduction 5 in Setup, Names).

2–44

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

DED_E_QTD

Total Deduction 5 deducted from employee’s pay this quarter.

DED_E_YTD

Total Deduction 5 deducted from employee’s pay this year.

SS_DED_PERIOD

Social Security Tax deducted from employee’s pay for the period.

SS_DED_QTD

Social Security Tax deducted from employee’s pay this quarter.

SS_DED_YTD

Total Social Security Tax deducted from employee’s pay for the year.

SS_EXP_PERIOD

Employer’s Social Security Tax expense for the employee for the period.

SS_EXP_QTD

Employer’s Social Security Tax expense for the employee for this quarter.

SS_EXP_YTD

Employer’s total Social Security Tax expense for the employee for the year.

WITHHELD_PERIOD

Total deductions withheld for the pay period.

NET_PAY_PERIOD

Net pay for the period (gross pay less deductions).

NET_DOLLARS

The dollar amount of the check, written out.

NET_CENTS

The cents amount of the check.

OVT2_HOURS_PERIOD

Total overtime hours at rate 2.

OVT2_HOUR_RATE

Overtime 2 rate per hour.

OVT2_PAY_PERIOD

Total overtime pay at rate 2 for the period.

OVT2_PAY_QTD

Total overtime hours at rate 2 for the quarter to date.

OVT2_PAY_YTD

Total overtime hours at rate 2 for the year to date.

INC_C_PERIOD

Total income 3 received by the employee in the period.

INC_C_QTD

Total income 3 received by the employee for the quarter to date.

INC_C_YTD

Total income 3 received by the employee for the year to date.

Advanced Topics 2–45

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

INC_D_PERIOD

Total income 4 received by the employee in the period.

INC_D_QTD

Total income 4 received by the employee for the quarter to date.

INC_D_YTD

Total income 4 received by the employee for the year to date.

INC_E_PERIOD

Total income 5 received by the employee in the period.

INC_E_QTD

Total income 5 received by the employee for the quarter to date.

INC_E_YTD

Total income 5 received by the employee for the year to date.

DED_F_PERIOD

Amount of Deduction 6 deducted from employee’s pay for the period (you may have changed the name of Deduction 6 in Setup, Names).

DED_F_QTD

Total Deduction 6 deducted from employee’s pay for the quarter.

DED_F_YTD

Total Deduction 6 deducted from employee’s pay for the year.

DED_G_PERIOD

Amount of Deduction 7 deducted from employee’s pay for the period (you may have changed the name of Deduction 7 in Setup, Names).

DED_G_QTD

Total Deduction 7 deducted from employee’s pay for the quarter.

DED_G-YTD

Total Deduction 7 deducted from employee’s pay for the year.

DED_H_PERIOD

Amount of Deduction 8 deducted from employee’s pay for the period (you may have changed the name of Deduction 8 in Setup, Names).

DED_H_QTD

Total Deduction 8 deducted from employee’s pay for the quarter.

DED_H_YTD

Total Deduction 8 deducted from employee’s pay for the year.

2–46

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

DED_I_PERIOD

Amount of Deduction 9 deducted from employee’s pay for the period (you may have changed the name of Deduction 9 in Setup, Names).

DED_I_QTD

Total Deduction 9 deducted from employee’s pay for the quarter.

DED_I_YTD

Total Deduction 9 deducted from employee’s pay for the year.

DED_J_PERIOD

Amount of Deduction 10 deducted from employee’s pay for the period (you may have changed the name of Deduction 10 in Setup, Names).

DED_J_QTD

Total Deduction 10 deducted from employee’s pay for the quarter.

DED_J_YTD

Total Deduction 10 deducted from employee’s pay for the year.

CHECK_NUMBER

The check number of this entry.

Paychq5.csv Contains information about the employee’s Deductions 6, 7, 8, 9, and 10, Overtime rate and hours, total deductions, net pay. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1”.

EMPLOYEE_ID

Simply Accounting uses this field for internal purposes.

OVT2_HOUR_PERIOD

Number of overtime 2 hours in period.

OVT2_HOUR_RATE

Overtime2 rate per hour.

OVT2_PAY_PERIOD

Total overtime hours at rate 2 for the period.

OVT2_PAY_YTD

Total overtime hours at rate 2 for the year to date.

INC_C_PERIOD

Total income 3 received by the employee in the period.

INC_C_YTD

Total income 3 received by the employee for the year to

Advanced Topics 2–47

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains: date.

INC_D_PERIOD

Total income 4 received by the employee in the period.

INC_D_YTD

Total income 4 received by the employee for the year to date.

INC_E_PERIOD

Total income 5 received by the employee in the period.

INC_E_YTD

Total income 5 received by the employee for the year to date.

DED_F_PERIOD

Amount of Deduction 6 deducted from employee’s pay for the period (you may have changed the name of Deduction 6 in Setup, Names).

DED_F_YTD

Total Deduction 6 deducted from employee’s pay for the year.

DED_G_PERIOD

Amount of Deduction 7 deducted from employee’s pay for the period (you may have changed the name of Deduction 7 in Setup, Names).

DED_G-YTD

Total Deduction 7 deducted from employee’s pay for the year.

DED_H_PERIOD

Amount of Deduction 8 deducted from employee’s pay for the period (you may have changed the name of Deduction 8 in Setup, Names).

DED_H_YTD

Total Deduction 8 deducted from employee’s pay for the year.

DED_I_PERIOD

Amount of Deduction 9 deducted from employee’s pay for the period (you may have changed the name of Deduction 9 in Setup, Names).

DED_I_YTD

Total Deduction 9 deducted from employee’s pay for the year.

DED_J_PERIOD

Amount of Deduction 10 deducted from employee’s pay for the period (you may have changed the name of Deduction 10 in Setup, Names).

DED_J_YTD

Total Deduction 10 deducted from employee’s pay for the year.

2–48

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

VAC_EARNED_YTD

Total vacation pay earned by the employee for the year to date.

VAC_OWING

Total vacation pay owing to the employee for the year to date.

CHEQUE_NUMBER

The cheque number of this entry.

Paychq6.csv Contains information about an employee’s other income. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting Payroll uses this field for internal purposes.

INCA-E_HRS

Total hours calculated for Income A to T.

INCA-E_PERHR

Hourly rate for Income A to T.

CHEQUE_NUMBER

Number assigned to the cheque.

Poitem.csv Contains details about each item listed on a purchase order. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

PO_NUMBER

The number in the Order/Quote No. box.

ITEM

The item number.

QUANTITY

The quantity received of this item.

ORDERED

The number of items ordered.

Advanced Topics 2–49

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

BACK_ORDER

The number of items ordered, but not yet received.

UNIT

The unit the item is purchased in.

DESCRIPTION

The item’s description.

GST_CODE

No longer used.

GST_AMT

No longer used.

PST_RATE

No longer used.

PST_AMT

No longer used.

QST_CODE

No longer used.

QST_AMT

No longer used.

ITEM_SALES_TAX

The sales tax amount for the item.

ITEM_SALES_TAXAMT

The total sales tax amount for the purchase order.

PRICE

The price per unit to purchase the item.

AMOUNT

The total price for the quantity ordered of the item.

LINENUM

The number of the detail line on the purchase order.

REC_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

TAX_CODE

The tax code that applies to the item.

FIELD1 to FIELD5

Fields containing additional information about the item.

Potaxes.csv Contains details about the taxes charged on a purchase order. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

TAX_CODE_DESCRIP

A description of the tax codes used on the purchase order.

TAX_AMOUNT_

The total amount of tax charged on the purchase order for

2–50

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

INCL

each tax code for which the tax is included in the price.

TAX_AMOUNT_NI

The total amount of tax charged on the purchase order for each tax code for which the tax is not included in the price.

REC_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

LINE_NUM

The entry’s line number, assigned by Simply Accounting.

Povend.csv Contains information about the vendor for whom you are creating a purchase order, and general information about the purchase order. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

VENDOR_1

The vendor’s name in the Purchased From box in the Purchases, Orders, and Quotes window.

VENDOR_2

The first address line in the Purchased From box.

VENDOR_3

The second address line in the Purchased From box.

VENDOR_4

The third address line in the Purchased From box.

VENDOR_5

The fourth address line in the Purchased From box.

VENDOR_6

The fifth address line in the Purchased From box.

SHIP_TO_1

The information on the first line of the Ship To box.

SHIP_TO_2

The information on the second line of the Ship To box.

SHIP_TO_3

The information on the third line of the Ship To box.

SHIP_TO_4

The information on the fourth line of the Ship To box.

SHIP_TO_5

The information on the fifth line of the Ship To box.

SHIP_TO_6

The information on the sixth line of the Ship To box.

Advanced Topics 2–51

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

PO_NUMBER

The number in the Order/Quote No. box.

SHIP_DATE

The date in the Ship Date box.

PO_DATE

The date in the Date box.

FREIGHT

The freight charged on the purchase order.

FREIGHT_GST

No longer used.

FREIGHT_QST

No longer used.

GST_1

No longer used.

QST_1

No longer used.

QST_2

No longer used.

PST

No longer used.

PO_SALES_TAX

The total amount of sales tax charged on the purchase order.

PO_TOTAL

The total amount charged on the purchase order.

TERMS

This field contains a Yes if there are early-payment terms on the purchase order; otherwise, it contains a No.

TERMS_TEXT

The early-payment terms on the purchase order.

SHIPPER

The shipper on the purchase order.

TRACKING_NUM

The tracking number for the shipment on the purchase order.

PHONE

The vendor’s phone number.

PHONE2

The vendor’s second phone number.

FAX

The vendor’s fax number.

EMAIL

The vendor’s e-mail address.

WEBSITE

The vendor’s Web site address.

FIELD1

The first line of additional information about the vendor.

FIELD2

The second line of additional information about the vendor.

FIELD3

The third line of additional information about the vendor.

FIELD4

The fourth line of additional information about the vendor.

2–52

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

FIELD5

The fifth line of additional information about the vendor.

RECORD_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

LANGPREF

Language preference.

SHIP_DATE_STR

The date in the Ship Date box, using the format selected in System Settings.

PO_DATE_STR

The date in the Date box, using the format selected in System Settings.

Prlentl.csv Contains information about an employee’s payroll entitlements. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_ID

Simply Accounting Payroll uses this field for internal purposes.

ENTL_DAYSA-E

Number of net days accrued for Entitlements A to E.

CHEQUE_NUMBER

Number assigned to the cheque.

Projinc.csv Contains information about projects whose current net income is less than the project’s net income at the earliest transaction date. This field:

Contains:

PROJECT_NAME

Name of project.

CURRENT_TOT_REV

Current total revenue for the project.

CURRENT_TOT_EXP

Current total expenses for the project.

PREVIOUS_TOT_REV

Total revenue for the project as of the earliest transaction date.

Advanced Topics 2–53

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

PREVIOUS_TOT_EXP

Total expenses for the project as of the earliest transaction date.

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

Purchase.csv Contains information about purchases from vendors for the current and previous year. This field:

Contains:

VENDOR_NAME

Name of the vendor.

VENDOR_CONTACT

The information in the Contact box in the vendor’s record.

VENDOR_PHONE

Vendor’s phone number.

YTD_TOT_PURCHASES

Total purchases from vendor for the year to date.

NUM_DAYS_IN_YTD

Number of days in the current fiscal year as of the session date.

LAST_YR_TOT_PURCH

Previous year’s total purchases from vendor.

LANG_ID

Simply Accounting Payroll uses this field for internal purposes.

Rcpt1.csv Contains information about the customer for whom you are creating a receipt and general information about the payment. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1”

VENDOR_NAME

Customer’s name.

VENDOR_CONTACT

The contact name or address information in the Contact box.

2–54

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

VENDOR_STREET

Customer’s street address.

VENDOR_STREET2

Customer’s second street address.

VENDOR_CITY

Customer’s city.

VENDOR_PROVINCE

Customer’s province.

VENDOR_POSTAL

Customer’s postal code.

VENDOR_STATE

Customer’s state.

VENDOR_ZIP

Customer’s zip code.

VENDOR_COUNTRY

Customer’s country.

CHEQUE_DATE

Customer’s cheque date.

CHEQUE_NUMBER

Customer’s cheque number.

CHEQUE_TOTAL

The total amount of the customer’s payment cheque.

CHECK_DATE

Customer’s cheque date.

CHECK_NUMBER

Customer’s cheque number.

CHECK_TOTAL

The total amount of the customer’s payment cheque.

TOTAL_DOLLARS

The total dollar amount of the customer’s payment, written out.

TOTAL_CENTS

The total cents amount of the customer’s payment.

ADDRLINE1

The first line in the address box in the Receipt window.

ADDRLINE2

The second line in the address box in the Receipt window.

ADDRLINE3

The third line in the address box in the Receipt window.

ADDRLINE4

The fourth line in the address box in the Receipt window.

ADDRLINE5

The fifth line in the address box in the Receipt window.

COMMENT

The comment given to the receipt.

RECORD_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

PHONE

The customer’s phone number.

Customizing Forms

This field:

Advanced Topics 2–55

ACCPAC International, Inc. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

PHONE2

The customer’s second phone number.

FAX

The customer’s fax number.

EMAIL

The customer’s e-mail address.

WEBSITE

The customer’s Web site address.

FIELD1

The first line of additional information about the customer.

FIELD2

The second line of additional information about the customer.

FIELD3

The third line of additional information about the customer.

FIELD4

The fourth line of additional information about the customer.

FIELD5

The fifth line of additional information about the customer.

LANGPREF

Language preference.

CHEQUE_DATE_STR

Customer’s cheque date using the format selected in System Settings.

Rcpt2.csv Contains information about an invoice to which the payment is being applied. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

VENDOR_NAME

Customer’s name.

INVOICE_NUMBER

The number of the invoice that the payment is for.

ORIGINAL_AMOUNT

The original amount of the invoice.

AMOUNT_OWING

The amount still owing on the invoice.

PAYMENT

The amount paid

DISCOUNT

The amount of any discount taken off the invoice.

2–56

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SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

LINE_COUNT

The total number of detail lines on the receipt.

RECORD_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

Rptopt.csv Contains a reference to the company number used for internal purposes. This field:

Contains:

REPORT_DATE

Date report was generated, or date for the period requested.

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

REPORT_DATE_STR

The report date using format selected in System Settings.

Sale.csv Contains information about sales to customers for the current and previous year. This field:

Contains:

CUSTOMER_NAME

Name of the customer.

CUSTOMER_CONTACT

The information in the Contact box in the customer’s record.

CUSTOMER_PHONE

Customer’s phone number.

YTD_TOT_SALES

Total sales to customer for the year to date.

NUM_DAYS_IN_YTD

Number of days in the current fiscal year as of the session date.

LAST_YR_TOT_SALES

Previous year’s total sales to customer.

LANG_ID

Simply Accounting Payroll uses this field for internal purposes.

Advanced Topics 2–57

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

Settings.csv Contains basic information about your company. This field

Contains

COMPANY_NAME

Your company’s name.

COMPANY_STREET

Your company’s street address.

COMPANY_STREET2

Second line of your company’s street address.

COMPANY_CITY

Your company’s city.

COMPANY_PROVINCE

Your company’s province.

COMPANY_POSTAL

Your company’s postal code.

COMPANY_STATE

Your company’s state.

COMPANY_ZIP_CODE

Your company’s zip code.

COMPANY_COUNTRY

Your company’s home country.

COMPANY_PHONE

Your company’s phone number.

COMPANY_PHONE2

Your company’s second phone number.

COMPANY_FAX

Your company’s fax number.

EMPLOYER_NUMBER

Your company’s employer number.

GST_REG_NUMBER

Your company’s GST registration number.

SBRN_ID

Your company’s business number, supplied by the Canada Customs and Revenue Agency.

QST_REG_NUMBER

Your company’s QST registration number.

FEDERAL_ID

Your company’s federal identification number.

STATE_ID

Your company’s state identification number.

REC_AGE_1

The number of days in the First Aging Period box (on the Setup, Settings, Customers And Sales tab).

REC_AGE_2

The number of days in the Second Aging Period box.

REC_AGE_3

The number of days in the Third Aging Period box.

2–58

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains

INTEREST_RATE

The interest rate (percentage) you charge on overdue accounts.

INTEREST_DAYS

The number of days after which you charge interest on unpaid invoices.

PAY_AGE_1

The number of days in the First Aging Period box (on the Setup, Settings, Vendors And Purchases tab).

PAY_AGE_2

The number of days in the Second Aging Period box.

PAY_AGE_3

The number of days in the Third Aging Period box.

GST_RATE_1

No longer used.

GST_RATE_2

No longer used.

QST_RATE_1

No longer used.

QST_RATE_2

No longer used.

PROVINCIAL_TAX

No longer used.

PST_ON_FREIGHT

No longer used.

PST_ON_GST

No longer used.

QST_OR_PST

No longer used.

STATE_TAX

The rate of state sales tax, in the Sales Tax box (on the Setup, Settings, Sales Taxes tab).

FREIGHT_TAX

The rate of tax on freight, in the Freight Tax box (on the Setup, Settings, Sales Taxes tab).

DEDUCTION_A_NAME

The name for Deduction 1, entered in the Names dialog box (on the Setup menu, choose Names).

DEDUCTION_B_NAME

The name for Deduction 2.

DEDUCTION_C_NAME

The name for Deduction 3.

DEDUCTION_D_NAME

The name for Deduction 4.

DEDUCTION_E_NAME

The name for Deduction 5.

INCOME_A_NAME

The name for Income 1, entered in the Names dialog box (on the Setup menu, choose Names).

Advanced Topics 2–59

ACCPAC International, Inc. Confidential

Customizing Forms

This field

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field

Contains

INCOME_B_NAME

The name for Income 2.

PROJECT_NAME

The title for the Project module, entered in the Names dialog box (on the Setup menu, choose Names).

SESSION_DATE

The current session date for Simply Accounting.

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

TAX_DEF

The name in the Tax field, entered in the Names dialog box (on the Setup menu, choose Names).

DEDUCTION_F_NAME

The name for Deduction 6.

DEDUCTION_G_NAME

The name for Deduction 7.

DEDUCTION_H_NAME

The name for Deduction 8.

DEDUCTION_I_NAME

The name for Deduction 9.

DEDUCTION_J_NAME

The name for Deduction 10.

INCOME_C_NAME

The name for Income 3.

INCOME_D_NAME

The name for Income 4.

INCOME_E_NAME

The name for Income 5.

LATEST_TRANS_DATE

The date of the last transaction processed in the current year.

ADDRLINE1 to ADDRLINE5

The formatted company address. Simply Accounting compresses address lines, if possible. For example, if the company street line 2 is blank, then Simply Accounting moves the next address line (province) to follow the company street line 1.

INCOME_A_REIMBURSEMENT

Indicates whether Income 1 is a reimbursement.

INCOME_B_REIMBURSEMENT

Indicates whether Income 2 is a reimbursement.

INCOME_C_REIMBURSEMENT

Indicates whether Income 3 is a reimbursement.

INCOME_D_REIMBURSEMENT

Indicates whether Income 4 is a reimbursement.

INCOME_E_REIMBURSEMENT

Indicates whether Income 5 is a reimbursement.

2–60

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ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains

USER_ID

The current user who printed the form or management report.

INCOME_A_BENEFIT

Indicates whether Income 1 is a benefit.

INCOME_B_BENEFIT

Indicates whether Income 2 is a benefit.

INCOME_C_BENEFIT

Indicates whether Income 3 is a benefit.

INCOME_D_BENEFIT

Indicates whether Income 4 is a benefit.

INCOME_E_BENEFIT

Indicates whether Income 5 is a benefit.

CHQCHK

Indicates whether “cheque” or “check” will be used on the form.

CENTSASWORD

The box used to select the option to print cents as a word (International edition of Simply Accounting).

INCOME_A_HOURRATE

Indicates whether Income 1 is an hourly rate.

INCOME_B_HOURRATE

Indicates whether Income 2 is an hourly rate.

INCOME_C_HOURRATE

Indicates whether Income 3 is an hourly rate.

INCOME_D_HOURRATE

Indicates whether Income 4 is an hourly rate.

INCOME_E_HOURRATE

Indicates whether Income 5 is an hourly rate.

INCOME_A_DIFFRATE

Indicates whether Income 1 is a differential rate.

INCOME_B_DIFFRATE

Indicates whether Income 2 is a differential rate.

INCOME_C_DIFFRATE

Indicates whether Income 3 is a differential rate.

INCOME_D_DIFFRATE

Indicates whether Income 4 is a differential rate.

INCOME_E_DIFFRATE

Indicates whether Income 5 is a differential rate.

ENTLA_NAME

Name of payroll entitlements 1.

ENTLB_NAME

Name of payroll entitlements 2.

ENTLC_NAME

Name of payroll entitlements 3.

ENTLD_NAME

Name of payroll entitlements 4.

ENTLE_NAME

Name of payroll entitlements 5.

Advanced Topics 2–61

ACCPAC International, Inc. Confidential

Customizing Forms

This field

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

Statcust.csv Contains information about the customer to whom you are sending a statement. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

CUSTOMER_ID

Simply Accounting uses this field for internal purposes.

CUSTOMER_NAME

Customer’s name.

CUSTOMER_CONTACT

The contact name or address information in the Contact box.

CUSTOMER_STREET

Customer’s street address.

CUSTOMER_STREET2

Customer’s second street address.

CUSTOMER_CITY

Customer’s city.

CUSTOMER_PROVINCE

Customer’s province.

CUSTOMER_POSTAL

Customer’s postal code.

CUSTOMER_STATE

Customer’s state.

CUSTOMER_ZIP

Customer’s zip code.

CUSTOMER_COUNTRY

Customer’s country.

CREDIT_LIMIT

Customer’s credit limit.

YTD_SALES

Customer’s year-to-date sales.

LAST_YEAR_SALES

Customer’s total sales for the previous year.

STATEMENT_DATE

The Simply Accounting session date.

OWING_AGE_CURRENT

Amount outstanding for current period (for example, 0-30 days).

OWING_AGE_1

Amount outstanding for the first aging period (for example, 31-60 days).

OWING_AGE_2

Amount outstanding for the second aging period (for example, 61-90 days).

2–62

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ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

OWING_AGE_3

Amount outstanding for the third aging period (for example, over 90 days).

INTEREST_DUE

The interest due on overdue amounts.

PHONE

The customer’s phone number.

PHONE2

The customer’s second phone number.

FAX

The customer’s fax number.

EMAIL

The customer’s e-mail address.

WEBSITE

The customer’s Web site address.

FIELD1

The first line of additional information about the customer.

FIELD2

The second line of additional information about the customer.

FIELD3

The third line of additional information about the customer.

FIELD4

The fourth line of additional information about the customer.

FIELD5

The fifth line of additional information about the customer.

LANGPREF

Language preference.

STATEMENT_DATE_STR

The Simply Accounting session date using the format selected in System Settings.

INV_NUM

Invoice number.

PAYMENT_STR

The term “Please return this portion with …” on the statement.

INVOICE_STR

The term “If paying by …, check individual … paid” on the invoice.

Stattran.csv Contains information about a customer’s unpaid transactions.

Advanced Topics 2–63

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

CUSTOMER_ID

Simply Accounting uses this field for internal purposes.

CUSTOMER_NAME

Customer’s name. (This field provides a link with the CUSTOMER_NAME field in the STATCUST.CSV file, so Crystal Reports knows which customer’s transactions to select.)

TRANSACTION_TYPE

The type of transaction, either Invoice, Discount, or Payment.

TRANSACTION_DATE The transaction date. TRANSACT_NUMBER

The transaction number; an invoice number or cheque number.

TRANSACT_AMOUNT The transaction amount. INVOICE_NUMBER

The invoice number. (Used to link cheques with the invoice they pay. This field is not printed on the report.)

TRANS_INCLUDEDUE Specifies whether to include the invoice’s due date on the statement. INVOICE_DUEDATE

The due date for the invoice.

LINE_NUMBER

The order in which the invoice appears on the statement.

STATTRANS_NUMBER Statement transaction number to maintain the correct grouping. TRANSACTION_DATE The transaction date using format selected in System Settings. _STR INVOICE_DUEDATE_S The invoice due date using format selected in System Settings. TR TRANSACTION_TYPE_ Simply Accounting uses this field for internal purposes. ID

TSacty.csv Contains information about the detailed portion of an employee’s time slip.

2–64

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

TS_NUMBER

The time slip number.

CUSTOMER

The customer to whom the activity applies.

ITEM

The ID of the activity recorded in the time slip.

DESCRIPTION

The description of the activity.

STATUS

The status of the activity (for example, billable or non-billable).

ACTUAL_TIME

The actual time spent on the activity.

STATUS_TIME

The time related to the status of the activity. For example, if the activity’s status is non-billable, then the status time is the time that is non-billable.

AMOUNT

The amount to be charged for this activity.

LINENUM

The line number of the detail in the time slip.

PAY_TIME

The payroll time.

PAY_RATE

Payroll income.

PAY_STATUS

The employee’s time slip payroll status.

INV_FIELD1

The first line of additional information about the item.

INV_FIELD2

The second line of additional information about the item.

INV_FIELD3

The third line of additional information about the item.

INV_FIELD4

The fourth line of additional information about the item.

INV_FIELD5

The fifth line of additional information about the item.

CUST_FIELD1

The first line of additional information about the customer.

CUST_FIELD2

The second line of additional information about the customer.

CUST_FIELD3

The third line of additional information about the customer.

Advanced Topics 2–65

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

CUST_FIELD4

The fourth line of additional information about the customer.

CUST_FIELD5

The fifth line of additional information about the customer.

TSemp.csv Contains general information about an employee’s time slip. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

EMPLOYEE_1

The employee assigned to this time slip.

TS_NUMBER

The time slip number.

TS_DATE

The date of the time slip.

TS_TOTAL_ACTUAL_TIME

The total actual time recorded on the time slip.

TS_TOTAL_STATUS_TIME

The total status (billable) time recorded on the time slip.

TS_TOTAL_AMOUNT

The total amount recorded on the time slip.

MIXED_CURRENCIES

Indicates whether the time slip involves foreign currencies.

RECORD_ID

Simply Accounting fills in this field for internal purposes.

FIELD1

The first line of additional information about the employee.

FIELD2

The second line of additional information about the employee.

FIELD3

The third line of additional information about the employee.

FIELD4

The fourth line of additional information about the employee.

2–66

Simply Accounting

ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

FIELD5

The fifth line of additional information about the employee.

TS_TOTAL_PAY_TIME

The total payroll time.

TS_DATE_STR

The date of the time slip using format selected in System Settings.

Unrelact.csv Contains information about accounts that do not have a relationship to any of the Chart of Accounts.

This field:

Contains:

FISCAL_YEAR

The fiscal year in which the account was modified.

ACCOUNT_NUMBER

The number of the unrelated account.

ACCOUNT_NAME

The name of the unrelated account.

Venchq1.csv /

Venchk1.csv

Contains information about the vendor, and general information about the cheque. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

VENDOR_NAME

Vendor’s name.

VENDOR_CONTACT

The contact name or address information in the Contact box.

VENDOR_STREET

Vendor’s street address.

VENDOR_STREET2

Vendor’s second street address.

VENDOR_CITY

Vendor’s city.

VENDOR_PROVINCE

Vendor’s province.

VENDOR_POSTAL

Vendor’s postal code.

Advanced Topics 2–67

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

VENDOR_STATE

Vendor’s state.

VENDOR_ZIP

Vendor’s zip code.

VENDOR_COUNTRY

Vendor’s country.

CHEQUE_DATE

The date in the Date box.

CHEQUE_NUMBER

The number in the No. box.

CHEQUE_TOTAL

The total amount of the cheque.

CHECK_DATE

The date in the Date box.

CHECK_NUMBER

The number in the No. box.

CHECK_TOTAL

The total amount of the cheque.

TOTAL_DOLLARS

The dollar amount of the cheque, written out.

TOTAL_CENTS

The cents amount of the cheque.

ADDRLINE1

The first line of the address box in the Payments window.

ADDRLINE2

The second line of the address box in the Payments window.

ADDRLINE3

The third line of the address box in the Payments window.

ADDRLINE4

The fourth line of the address box in the Payments window.

ADDRLINE5

The fifth line of the address box in the Payments window.

COMMENT

The Comment box on the Payment window.

RECORD_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

PHONE

The vendor’s phone number.

PHONE2

The vendor’s second phone number.

FAX

The vendor’s fax number.

EMAIL

The vendor’s e-mail address.

WEBSITE

The vendor’s Web site address.

FIELD1

The first line of additional information about the vendor.

2–68

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ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

FIELD2

The second line of additional information about the vendor.

FIELD3

The third line of additional information about the vendor.

FIELD4

The fourth line of additional information about the vendor.

FIELD5

The fifth line of additional information about the vendor.

LANGPREF

Language preference.

CHEQUE_DATE_STR

The date in the Date box using format selected in System Settings.

06CHQ_DATE_STR

The date as it appears on the 2006 ANSI cheque, using format selected in System Settings.

06CHQ_DATE_FRMT

The date format on the 2006 ANSI cheque.

CHECK_DATE_STR

The date in the Date box using format selected in System Settings.

06CHK_DATE_STR

The date as it appears on the 2006 ANSI check, using format selected in System Settings.

06CHK_DATE_FRMT

The date format on the 2006 ANSI check.

Venchq2.csv /

Venchk2.csv

Contains details about the invoices the cheque is paying. This field:

Contains:

COMPANY_NUMBER

Simply Accounting uses this field for internal purposes. It always contains the number “1.”

VENDOR_NAME

Vendor’s name. (This field provides a link with the VENDOR_NAME field in the VENCHQ1.CSV / VENCHK1.CSV file, so that Crystal Reports knows which vendor’s invoices to select.)

INVOICE_NUMBER

The number of the invoice the cheque is paying.

ORIGINAL_AMOUNT

The original amount of the invoice.

AMOUNT_OWING

The amount owing on the invoice.

Advanced Topics 2–69

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Chapter 2: Customizing Forms and Management Reports

This field:

Contains:

PAYMENT

The amount the cheque is paying toward the invoice.

DISCOUNT

The amount of any discount taken on the invoice.

LINE_COUNT

The total number of detail lines on the cheque.

RECORD_ID

Simply Accounting fills in this field for internal purposes.

TRANS_ID

Simply Accounting fills in this field for internal purposes.

Vendue.csv Contains information about vendors whose invoices are unpaid. This field:

Contains:

VENDOR_NAME

Name of the vendor.

VENDOR_CONTACT

The information in the Contact box in the vendor’s record.

VENDOR_PHONE

Vendor’s phone number.

INVOICE_DATE

Date of the overdue invoice.

INVOICE_NUMBER

Number of the invoice.

AMOUNT_OWING

Amount owing on the invoice.

DAYS_OLD

Number of days the invoice is unpaid.

COMPANY_NUMBER

Internal ID number.

DUE_DATE

Invoice due date.

LANG_ID

Simply Accounting fills in this field for internal purposes.

INVOICE_DATE_STR

The overdue invoice date using format selected in System Settings.

DUE_DATE_STR

The invoice due date using format selected in System Settings.

Vendpmts.csv Contains information about payments made to vendors.

2–70

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ACCPAC INTERNATIONAL, INC. Confidential

SIM2006 ENGL AT 2.doc, printed on 9/27/2005, at 4:50:30 PM. Last saved on 9/27/2005 4:47:00 PM.

Contents of .CSV Files

Contains:

VENDOR_NAME

Name of the vendor.

YTD_PAYMENTS

The year-to-date payments to this vendor.

LY_PAYMENTS

The total payments made last year.

CURR_YEAR

The current year’s date.

LAST_YEAR

Last year’s date.

LANG_ID

Simply Accounting fills in this field for internal purposes.

Advanced Topics 2–71

ACCPAC International, Inc. Confidential

Customizing Forms

This field:

swf1-4.DOC, printed on 23-May-01, at 1:58 PM. Last saved on 19-May-01 1:23 PM.

ACCPAC INTERNATIONAL, INC. Confidentiel

SIM2006 ENGL AT 3.doc, printed on 9/27/2005, at 4:55:49 PM. Last saved on 9/27/2005 4:54:00 PM.

Chapter 3 Importing and Exporting Data Importing and exporting data allows you to work with your company data outside of Simply Accounting.

Prepare the File in QuickBooks ..........................................3–11 Prepare to Import in Simply Accounting .................................3–11 Import the QuickBooks File .............................................3–11 Import from MYOB® ......................................................3–12 Prepare the File in MYOB ...............................................3–12 Prepare to Import in Simply Accounting .................................3–13 Import the MYOB File ..................................................3–13 Import from Quicken® .....................................................3–14 Prepare Files in Quicken ................................................3–14 Prepare to Import in Simply Accounting .................................3–15 Import the Quicken Files ...............................................3–15 Import from Simply Accounting DOS .......................................3–16 Import Records from a File Using Simply Accounting Import Format ...........3–16 Data That Can Be Imported .............................................3–16

Advanced Topics

ACCPAC INTERNATIONAL, INC. Confidential

3–i

Importing and Exporting Data

Importing E-mailed Purchases and Sales Transactions ............................. 3–1 What You Need To Do ...................................................... 3–1 Associating Item Numbers for Import ........................................ 3–2 Importing Transactions ..................................................... 3–2 Importing and Exporting Price Lists .............................................. 3–4 Importing and Exporting Account Budgets........................................ 3–6 Importing Miscellaneous Transactions from a Comma-Delimited File ............... 3–7 Restrictions on Importing ................................................... 3–8 Formatting the Import File .................................................. 3–8 Importing a File ...........................................................3–10 Importing Data from Other Programs ...........................................3–10 Import from QuickBooks® .................................................3–10

Format and Contents of the Import File.................................. How to Import a File .................................................. Contents of the Import File ............................................. Header Information ................................................... Detail Lines ........................................................... Exporting Reports ............................................................ Exporting a Report ........................................................ Export Ledger Records ........................................................ Exporting a Client Ledger..................................................

3–ii Simply Accounting

3–17 3–17 3–18 3–18 3–18 3–28 3–28 3–29 3–29

SIM2006 ENGL AT 3.doc, printed on 9/27/2005, at 4:55:49 PM. Last saved on 9/27/2005 4:54:00 PM.

Importing E-mailed Purchases and Sales Transactions

Importing E-mailed Purchases and Sales Transactions If your vendors or customers use Simply Accounting 7.0 or higher to e-mail you purchase or sales information, you can import those transactions. You do not need to manually enter the transaction, so you save time and avoid data entry errors. You and your customer must both set up the import option.

Transaction e-mailed from Simply Accounting as a:

Is imported into your Simply Accounting system as a:

Sales invoice (from vendor)

Purchase invoice

Sales quote (from vendor)

Purchase quote

Purchase order (from customer)

Sales order

Your e-mail program must be MAPI-compatible. Most e-mail programs available today, such as Microsoft® Outlook® or QUALCOMM® Eudora®, are MAPI-compatible.

What You Need To Do ‰

Ask the customer or vendor to associate their item numbers with your own and then do the same with yours.

‰

Import the transactions.

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When a vendor e-mails a sales invoice or quote, Simply Accounting imports it as your purchase invoice or quote. When a customer e-mails a purchase order, Simply Accounting treats it as your sales order. The following table illustrates these relationships:

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Chapter 3: Importing and Exporting Data

Associating Item Numbers for Import † Associate item numbers † Import transactions

You must associate item numbers used by your vendors and customers with numbers in your Simply Accounting records. You can either associate item numbers before you import a transaction or do it “on the fly” when you import. If the vendor or customer uses the same items numbers as you, then you cannot associate item numbers “on the fly.” All inventory and services must exist in your records before you import the transaction. Your customer or vendor must also complete this procedure. Otherwise, when the customer or vendor e-mails you a transaction, the appropriate import file will not be attached to the e-mail message. To associate item numbers for import in the Vendor Records window:

If this vendor has e-mail and uses Simply Accounting, they can import your purchase orders electronically. Check this box to be able to export purchase orders to this vendor. If this vendor uses the same item numbers as you do, you do not have to fill in the rest of this tab.

If this vendor uses item numbers different from yours, enter them in this table, along with your corresponding item numbers, for all items you purchase from this vendor. For non-inventory items, match this vendor’s item number with your asset or expense account.

Importing Transactions 5 Associate item numbers

1.

† Import transactions

Note: If you are using Simply Accounting Pro or higher and have opened your data in multi-user mode, then you do not need to exit the program. 2.

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Exit Simply Accounting. If you do not, you will see an error message when you try to import the file.

Open the e-mail message containing the Simply Accounting attachment from your vendor or customer.

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Importing E-mailed Purchases and Sales Transactions

You import this file into Simply Accounting.

3.

Open the file with the .PDF extension to view the transaction before importing it.

4.

Open the file with the .IMP extension.

5.

Click the Browse button and select your company file, then click OK.

6.

If the vendor or customer record does not exist in your data, Simply Accounting prompts you to select an existing vendor or customer or add a new record. Note: Normally, you would choose to add a new record, unless an error in your records or in the imported transactions prevented Simply Accounting from properly identifying the correct customer or vendor.

7.

Open the transaction window for the transaction you imported. Display the invoice, order, or quote and print it

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You can print the transaction information from the attached Portable Document Format (.PDF) file.

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Chapter 3: Importing and Exporting Data

for your records. For more information on looking up transactions, see “Looking Up Information” in Chapter 22 in the User Guide. You should check imported transactions thoroughly. Pay particular attention to the quantity ordered (in case you need to re-order inventory), price per item, freight cost, and tax rates. Similarly, check purchase quotes and invoices to ensure that the details are consistent with the terms you agreed upon with your vendor.

Importing and Exporting Price Lists If you sell many inventory items you may find it cumbersome to set up or update multiple item prices. To save time, you can: ■

Import an existing price list from an external source, such as a supplier.

■

Export your item prices to a spreadsheet program to make multiple price changes at one time. You can easily import the updated information back into Simply Accounting.

To import a price list in .CSV format 1.

Prepare a file for import and save it in .CSV format.

If no currency is identified, only the home currency price list is updated. Ensure the part number and price list name match your data in Simply Accounting. List each item on a separate line.

2.

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Select Import/Export from the File menu, and then choose Import Records.

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Importing and Exporting Price Lists

3.

Use the Import Records Wizard to guide you through the process.

4.

Review the Import log for errors, then click print if you need to go back to the file to fix an entry. If the import was successful, click OK .

Importing and Exporting Data Importing and Exporting Data

To modify several items on a price list Simply Accounting Pro or higher

Note: If you use Simply Accounting Pro or higher, you can also use the Update Price Lists tool on the Maintenance menu to make global price list changes. See the section, “Adding or Changing Prices on Your Price Lists,” in Chapter 9 in the Simply Accounting User Guide. 1.

Select Import/Export from the File menu, and then choose Export Records.

2.

Use the Export Records Wizard to guide you through the process.

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Chapter 3: Importing and Exporting Data

Choose Inventory and/or Service Items to display items in the table below.

The file is saved in .TXT format. Rename it as a .CSV file to open it in a spreadsheet program. 3.

Open the file and make the required changes. You can use any of the spreadsheet formulas to modify prices by a specific amount or percentage.

4.

To update your Simply Accounting database with the new prices, select Import/Export from the File menu, then Import Records.

5.

Use the Import Records Wizard to guide you through the process.

6.

Click OK when the import is complete.

Use a Price List report to review the new prices and ensure they are correct. On the Home window, select Reports and then Inventory and Services, then Price lists.

Importing and Exporting Account Budgets Use the Import/Export Budgets tool to quickly update several account budgets at one time. You can also update one or more Departments for each account specified.

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1.

Select Import/Export from the File menu in the Home window, then choose Export Records.

2.

Select Export Account Budgets.

3.

Use the Export Records Wizard to guide you through the process. The file is saved in .TXT format. Rename it as a .CSV file to open this file in a spreadsheet program.

4.

Open the file in the spreadsheet program and modify as required. Importing and Exporting Data Importing and Exporting Data

Note that the account number and department segment must match your Simply Accounting data. If it does not match, it will be skipped during import.

Simply Accounting Pro or higher

5.

Save the file.

6.

Choose Import/Export from the File menu in the Home window, and then choose Import Records.

7.

Use the Import Records Wizard to guide you through the process.

8.

Accounts or departments that cannot be imported are identified in the Import Progress Report displayed on your desktop screen. You can print this report and adjust your spreadsheet as required.

Tip: Use the Update Budget Amounts tool on the Maintenance menu in the Home window to quickly update all revenue or expense account budgets by a percentage.

Importing Miscellaneous Transactions from a Comma-Delimited File Third-party developers have requested the ability to import miscellaneous transactions from other programs, such as a spreadsheet.

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Chapter 3: Importing and Exporting Data

To do this in Simply Accounting, the import file must be in .TXT format and must follow the rules described in this section.

Restrictions on Importing ■

You can import only the types of transactions that you would normally record in the Miscellaneous Transactions window.

■

The program cannot import transactions that affect the linked Accounts Receivable, Accounts Payable, Payroll Advances, Vacation Payable, or Inventory accounts if you have finished entering history.

■

The program does not update any other modules after it imports transactions.

Formatting the Import File The first line of every transaction must include the following: ■

The date, in month-day-year order, separated by hyphens. For example, enter October 14, 2008, as 10-14-08. The date must be followed by a comma.

■

The source of the transaction (usually a document number, such as a cheque number or invoice number). The source identification can be up to thirteen characters. It must be enclosed in straight quotation marks (" ") and followed by a comma.

■

A comment, such as a customer or employee name or a description of the transaction. The comment can be up to 39 characters. It must be enclosed in straight quotation marks.

■

Optional: The name of the currency used, if the transaction is in a foreign currency.

■

Optional: The exchange rate used if the transaction is in a foreign currency.

Tax header and detail lines are optional, but must be used together.

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Importing Miscellaneous Transactions from a Comma-Delimited File

■

The tax header line starts with the prefix TAXH, followed by a comma, the number of tax details that follow, followed by a comma, and either a zero to indicate sales or a one to indicate purchases tax.

■

The number of tax detail lines must match the number indicated in the tax header. The format for the tax detail line is: TAXD, account number, tax name, tax code, amount subject to tax, tax amount, other tax paid.

Details of the transaction must include the following: The account number (four characters), followed by a comma. For Simply Accounting Premium or higher, the account number can be more than four characters long.

■

The amount, followed by a comma. Enter debits as positive amounts, credits as negative amounts. The amount must contain a period and two decimal places.

■

Optional: Comment in double quotes, followed by a comma.

■

Optional: Number of project allocation lines that follow (enter zero if you are not allocating).

7.

Optional: Project allocation lines. Each line includes, the name of the project in double quotes, followed by a comma, and the percentage being allocated to the project. the percentage must include a period and two decimal places.

■

You can have as many detail lines as you need, but the amounts must balance. If they do not, the program does not allow the transactions to be imported. It asks you whether you want to check for more errors, but it will not record any transactions until the entire file is correct.

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Chapter 3: Importing and Exporting Data

This table identifies the parts of a sample transaction file: Line Type:

Text entered in the import file:

Header Line

10-14-08,"338","Drafting Services for Ronald Black",USD,1.33

Detail Lines

TAXH,1,1 TAXD, 2490, GST, G, 100.00, -50.00, 1.00 1080,150.00, “comment1”, 2 “Basement Plan”, 50.00 “Patio Plan”, 50.00 2490, -50.00 4020, -100.00

Importing a File 1.

In the Home window, on the File menu, choose Import/ Export and then Import Transactions.

2.

Select Import Miscellaneous Transactions Into Simply Accounting.

3.

Use the Import Transactions Wizard to guide you through the process.

4.

Select the file you want to import, and then click OK.

Importing Data from Other Programs Import from QuickBooks® You can easily import records (accounts, vendors, customers, employees, inventory and service items, and projects) from QuickBooks .IIF files. You can import the records using the Setup wizard when setting up a new company, or use the Import command on the File menu in Simply Accounting. ■

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If you are using Simply Accounting Pro or Premium, you must be running in single-user mode when you import the records.

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■

If you are importing accounts, you must import them while creating a new company using the Setup wizard. On the third screen of the Setup wizard, choose Copy Data From A QuickBooks Export File, then follow the steps on the screen.

■

Simply Accounting does not import transactions (journal entries) from QuickBooks. This ensures that your accounts will not be put out of balance by incoming amounts.

Prepare the File in QuickBooks Start QuickBooks and export the information to a file. From the File menu, select Utilities, then Export, and then Export .IIF Files.

2.

Select the data you want to export, then click OK.

3.

Enter a name and location for the export file. The file should have the extension .IIF.

Prepare to Import in Simply Accounting 1.

If you are using Simply Accounting Pro or Premium on a network, be sure you are running in single-user mode. (On the File menu, choose Switch To Single-User Mode.)

2.

If you have set up security for different users, be sure you have rights to use the type of records you want to import.

3.

Be sure the regional settings (dates, decimal separator, and so on) are the same on your machine as on the machine that exported the data from QuickBooks.

4.

If the QuickBooks file contains more than five additional information fields, decide which ones you want to import.

Import the QuickBooks File 1.

In the Home window, on the File menu, choose Import/ Export, then Import Records.

2.

Select Quickbooks.

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1.

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Chapter 3: Importing and Exporting Data

3.

Use the Import Records Wizard to guide you through the process.

4.

Print a list of the imported entries to be sure all the records were imported correctly, and make any changes needed. For example: ■

Be sure to check all the address information in the imported records, and revise it if needed.

■

Because QuickBooks does not require account numbers and allows random account numbers, Simply Accounting assigns numbers to the imported accounts, based on their account type in QuickBooks. Check all the imported accounts to be sure they appear where you want them in the chart of accounts, and rename or renumber them if needed.

Import from MYOB® You can import records (accounts, vendors, customers, employees, and inventory and service items) from MYOB. You can import the records using the Setup wizard when setting up a new company, or use the Import command on the File menu in Simply Accounting. ■

If you are using Simply Accounting Pro or Premium, you must be running in single-user mode when you import the records.

■

If you are importing accounts, you must import them while creating a new company using the Setup wizard. On the second screen of the Setup wizard, choose Copy Data From MYOB File(s), then follow the steps on the screen.

■

Simply Accounting does not import transactions (journal entries) from MYOB. This ensures that your accounts will not be put out of balance by incoming amounts.

Prepare the File in MYOB 1.

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Start MYOB and export the information to a file. From the File menu, choose Export Data, then select the type of data to export.

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Importing Data from Other Programs

2.

In the Export File dialog box: ■

In the Export File Format field, select Tab-Delimited.

■

In the First Record Is field, select Header Record.

■

Click Continue.

In the Export Data dialog box, click Match All.

4.

Click Export, then enter a file name and location for the export file. Ensure that you save as file type .TXT.

5.

Click OK or Save.

Prepare to Import in Simply Accounting 1.

If you are using Simply Accounting Pro or Premium on a network, be sure you are running in single-user mode. (On the File menu, choose Switch To Single-User Mode.)

2.

If you have set up security for different users, be sure you have rights to use the type of records you want to import.

3.

Ensure the regional settings (dates, decimal separator, and so on) are the same on your machine as on the machine that exported the data from MYOB.

4.

If any of the MYOB files contain more than five additional information fields, decide which ones you want to import.

1.

Back up your current company’s data.

2.

In the Home window, on the File menu, choose Import/ Export, then Import Records.

3.

Select MYOB.

4.

Use the Import Records Wizard to guide you through the process.

5.

Print a list of the imported entries to be sure all the records were imported correctly, and make any changes needed.

Import the MYOB File

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Chapter 3: Importing and Exporting Data

Import from Quicken® You can import records (accounts, vendors, customers, and employees) from Quicken. You can import the records using the Setup wizard when setting up a new company, or use the Import command on the File menu in Simply Accounting. ■

If you are using Simply Accounting Pro or Premium, you must be running in single-user mode when you import the records.

■

If you are importing accounts, you must import them while creating a new company using the Setup wizard.

■

Simply Accounting does not import transactions (journal entries) from Quicken. This ensures that your accounts will not be put out of balance by incoming amounts.

Prepare Files in Quicken 1.

Prepare Address data in Quicken (Vendors, Customers and Employees). a) Start Quicken. b) From the File menu, choose Export Data, then select Addresses. c)

In the Address book window, select the address lines for all your customers.

d) Return to the File menu, choose Export Data and select Addresses again. e) On the Export Address Records window, choose Tab delimiter format, enter a filename for the collection of customers, then click Next. f)

Repeat steps b. through e. to create additional export files for Vendors and Employees.

g) Click OK.

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Importing Data from Other Programs

2.

Prepare Account (or Categories) data in Quicken (note that you can only import account data before you have set up a company in Simply Accounting using the Setup Wizard). a) Start Quicken. b) From the File menu, choose Export Data, then select QIF. c)

Enter a file export location and then choose Account List and Category List to include in the export.

d) In the Export File window choose Tab delimiter format, enter a filename, then click Next.

Prepare to Import in Simply Accounting 1.

If you are using Simply Accounting Pro or Premium on a network, be sure you are running in single-user mode. (On the File menu, choose Switch To Single-User Mode.)

2.

If you have set up security for different users, be sure you have rights to use the type of records you want to import.

Import the Quicken Files 1.

Back up your current company’s data.

2.

In the Home window, on the File menu, choose Import/Export, then Import Records.

3.

Select Quicken.

4.

Use the Import Records Wizard to guide you through the process.

5.

Review the imported information for accuracy in one of the following ways: ■

Open the Accounts, Vendor, Customer, or Employee window and check records individually.

■

On the Reports menu, choose Lists and print an Account list, Vendor list, Customer list, and an Employee list.

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Importing and Exporting Data Importing and Exporting Data

e) Click OK.

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Chapter 3: Importing and Exporting Data

Import from Simply Accounting DOS You can import data used in Simply Accounting for DOS into the latest version of the Windows product: 1.

On the Windows Start menu, choose Programs, then Simply Accounting, then Convert.

2.

Select your Simply Accounting for DOS data file.

3.

Once you have converted your data, open your data in Simply Accounting and choose Check Data Integrity from the Maintenance menu.

You should note the following: ■

When you convert from Simply Accounting for DOS, your old passwords are deleted. You must add user names and passwords to set up security again. For more information, see “Set Up Passwords for Users of Your Data” in the Simply Accounting User Guide.

■

Some fields can contain up to four decimal places: inventory costs, regular and overtime hourly pay rates, and the selling price per unit of inventory.

Inventory costs are rounded to the nearest hundredth of a cent. This may result in a slight difference in inventory costs.

Import Records from a File Using Simply Accounting Import Format When you first set up a new company, you can import records from a file, to save time entering all your records from scratch. You can also import records after you have set up Simply Accounting. Data That Can Be Imported You can import most of the information you need to store in your records of accounts, vendors, customers, employees, inventory and service items, and projects. However, note the following:

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Importing Data from Other Programs

All records are imported with zero balances. This lets you import records at any time during the fiscal year without worrying about putting your books out of balance.

■

All information that would be required if you added the record in Simply Accounting is also required in the import file. For example, to import employee records, each record must include a birth date and the number of pay periods.

■

Some information and settings for account reconciliation, foreign currency settings, and budgets cannot be imported. These fields will be set to blank or to a default setting. You can add the information to the imported records in Simply Accounting later. For a list of the fields you can import, see “Contents of the Import File,” later in this document.

Format and Contents of the Import File The file you import must be in CSV (comma-separated values) format, and you must use a particular file layout and format. The file layouts and the lists of fields that can be imported are listed in the section “Contents of the Import File,” later in this chapter. How to Import a File 1.

If you are using Simply Accounting Pro or higher on a network, be sure you are running in single-user mode. (On the File menu, choose Switch To Single-User Mode.)

2.

If you have set up security for different users, be sure you have rights to use the type of records you want to import.

3.

Be sure you have a valid import file that meets the requirements described above under “Format and Contents of the Import File.”

4.

On the File menu, choose Import/Export, then Import Records.

5.

Select Simply Accounting Import Format.

6.

Use the Import Records Wizard to guide you through the process.

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7.

When the import is finished, check the message displayed on the screen to see if Simply Accounting encountered any errors.

8.

Check the imported records to be sure they were imported correctly. You may wish to add or change some information.

Contents of the Import File This section describes the header and detail information of each import file. Header Information The first line of each file contains header information. Each file contains one header. The header information consists of the version number of Simply Accounting, the country code, and the ledger name: VERNUM

(The current Simply Accounting version. For Simply Accounting 2006, it is 13001.)

CTYCODE

(1=Canada, 2=USA, 3=French, 5=Australia, 6=India, 7=Africa)

LEDGER

(Accounts, Vendors, Customers, Employees, Inventory, or Project)

Detail Lines The detail lines contain all the information to be exported. The values are separated by commas. There is no need to use a double quote (") except when a comma is needed in the value of a particular column. The tables to follow illustrate the expected values in the detail lines of the various modules. Accounts:

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Column

Format

Comments

1 – Account number

Number – 4 digits

Required – unique. Can be more than 4 digits

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Column

Format

Comments in Simply Accounting Premium or higher.

Text – up to 35 characters

Required – unique is not showing account numbers

3 – Account type (a)

Text – 1 character

Required

Text

Optional

5 – Currency Code

Text – up to 3 characters

Optional

6 – GIFI Code

Number – 4 digits

Optional (Cdn only)

4 – Account class

(b)

Importing and Exporting Data Importing and Exporting Data

2 – Account name

(a) Account type can be: H - Group Heading A - Subgroup Account G - Group Account S - Subgroup total T - Group Total (b) Account class can be asset, liability, equity, revenue or expense: ■

Asset account class can be: Asset, Cash, Bank, Credit Card Receivable, Cash Equivalents, Marketable Securities, Accounts Receivable, Other Receivables, Allowance for Bad Debts, Inventory, Current Asset, Other Current Asset, Long Term Receivables, Other Long Term Investments, Capital Asset, Accum. Amort. & Depreciation, Other NonCurrent Asset, Other Asset.

■

Liability account class can be:

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Liability, Cash, Bank, Credit Card Payable, Accounts Payable, Other Payable, Sales Tax Payable, Payroll Tax Payable, Employee Deductions Payable, Income Tax Payable, Short Term Debt, Current Liability, Other Current Liability, Other Non-Current Liability, Debt, Deferred Revenue, Long Term Debt, Deferred Income Taxes, Long Term Liability, Other Liability. ■

Equity account class can be: Equity, Cash, Bank, Credit Card Payable, Owner/Partner Contributions, Owner/Partner Withdrawals, Share Capital, Dividends, Retained Earnings, Current Earnings.

■

Revenue account class can be: Revenue, Operating Revenue, Non-Operating Revenue, Farming Revenue, Gain, Extraordinary Gain.

■

Expense account class can be: Expense, Cost of Goods Sold, Operating Expense, General & Admin. Expense, Amort./Depreciation Expense, Bad Debt Expense, Employee Benefits, Payroll Expense, Interest Expense, Income Tax Expense, NonOperating Expense, Loss, Extraordinary Loss.

Vendors:

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Column

Format

Comments

1 – Vendor/Customer name

Text – up to 35 characters

Required unique

2 – Contact name

Text – up to 30 characters

Optional

3 – Street 1

Text – up to 50 characters

Optional

4 – Street 2

Text – up to 50 characters

Optional

5 – City

Text – up to 18 characters

Optional

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Format

Comments

6 – Province/State

Text – up to 20 characters

Optional

7 – Country

Text – up to 20 characters

Optional

8 – Postal/Zip code

Text – up to 9 characters

Optional

9 – Phone 1

Text – up to 25 characters

Optional

10 – Phone 2

Text – up to 25 characters

Optional

11 – Fax

Text – up to 25 characters

Optional

12 – Email address

Text – up to 50 characters

Optional

13 – Website

Text – up to 50 characters

Optional

14 – Currency Code (a)

Text – up to 3 characters

Optional

15 – Tax id

Text – up to 20 characters

Optional

Importing and Exporting Data Importing and Exporting Data

Column

(a) If no currency code, then use the home currency. Customers: Column

Format

Comments

1 – Vendor/Customer name

Text – up to 35 characters

Required unique

2 – Contact name

Text – up to 30 characters

Optional

3 – Street 1

Text – up to 50 characters

Optional

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Chapter 3: Importing and Exporting Data

Column

Format

Comments

4 – Street 2

Text – up to 50 characters

Optional

5 – City

Text – up to 18 characters

Optional

6 – Province/State

Text – up to 20 characters

Optional

7 – Country

Text – up to 20 characters

Optional

8 – Postal/Zip code

Text – up to 9 characters

Optional

9 – Phone 1

Text – up to 25 characters

Optional

10 – Phone 2

Text – up to 25 characters

Optional

11 – Fax

Text – up to 25 characters

Optional

12 – Email address

Text – up to 50 characters

Optional

13 – Website

Text – up to 50 characters

Optional

14 – Currency Code (a)

Text – up to 3 characters

Optional

15 - Customer Type (b)

Text

Optional

(a) If no currency code, then use the home currency. (b) Customer Type can be Regular or Preferred. Employee CDN:

3−22

Column

Format

Comments

1 – Employee name

Text – up to 35 characters

Required unique

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Importing Data from Other Programs

Format

Comments

2 – Street 1

Text – up to 50 characters

Optional

3 – Street 2

Text – up to 50 characters

Optional

4 – City

Text – up to 18 characters

Optional

5 – Province/State

Text – up to 20 characters

Optional

6 – Postal/Zip code

Text – up to 9 characters

Optional

7 – Phone 1

Text – up to 25 characters

Optional

8 – Phone 2

Text – up to 25 characters

Optional

9 – SIN number

Text – 9 characters

Optional

10 – Date of birth

Date

Required

11 – Date of hire

Date

Optional

Text

Required

Number

Required

12 – Tax table

(a)

13 – Pay period (b)

Importing and Exporting Data Importing and Exporting Data

Column

(a) Tax Table can be: Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland, N.W.T., Nova Scotia, Nunavut, Ontario, Prince Edward Island, Quebec, Saskatchewan, or Yukon. (b) Pay period can be: 1, 2, 10, 12, 13, 22, 24, 26, or 52. Employee US: Column

Format

Comments

1 – Employee name

Text – up to 35 characters

Required unique

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Chapter 3: Importing and Exporting Data

Column

Format

Comments

2 – Street 1

Text – up to 50 characters

Optional

3 – Street 2

Text – up to 50 characters

Optional

4 – City

Text – up to 18 characters

Optional

5 – Province/State

Text – up to 20 characters

Optional

6 – Postal/Zip code

Text – up to 9 characters

Optional

7 – Phone 1

Text – up to 25 characters

Optional

8 – Phone 2

Text – up to 25 characters

Optional

9 – SIN number

Text – 9 characters

Optional

10 – Date of birth

Date

Required

11 – Date of hire

Date

Optional

Text

Required

Number

Required

Number

Optional

Text

Required

16 – State Allowance

Number

Optional

17 – State Status (d)

Text

Required – on some

18 – Dependents

Number

Optional

12 – Tax table

(a)

13 – Pay period (b) 14 – Federal Allowance 15 – Federal Status

(c)

(a) Tax Table can be: Alabama, Alaska, Arizona, Arkansas, California, Colorado, Connecticut, Delaware, Dist. of Columbia, Florida, Georgia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Kentucky,

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Importing Data from Other Programs

Louisiana, Maine, Maryland, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, Montana, Nebraska, Nevada, New Hampshire, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Utah, Vermont, Virginia, Washington, West Virginia, Wisconsin, or Wyoming. (b) Pay Period can be: 1, 2, 12, 24, 26, or 52. (c) Federal Status can be Single or Married.

State:

Status:

ALABAMA

Claiming No Personal Exemption, Single, Head of Household, Married Claiming Self Only, Married Claiming Self And Spouse.

ARIZONA

Required Rate, Rate 1, Rate 2, Rate 3, Rate 4, Rate 5, Rate 6.

ARKANSAS

Claiming No Personal Exemption, Single, Married Claiming Self Only, Married Claiming Both Exemptions.

CALIFORNIA

Single, Married, Head of Household.

COLORADO

Single, Married.

CONNECTICUT

Single, Married Filing Separate, Married Both Working, Head of Household, Married Filing Joint, Claiming No Personal Exemption.

DELAWARE

Single, Married Filing Joint, Married Filing Separate.

DIST OF COLOMBIA

Single, Married Filing Joint, Married Filing Separate.

GEORGIA

Single, Head of Household, Married Filing Separate, Married Both Working, Married One Working.

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Importing and Exporting Data Importing and Exporting Data

(d) Depending on the state, the State Status can be as follows:

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Chapter 3: Importing and Exporting Data

State:

Status:

HAWAII

Single, Married.

IDAHO

Single, Married.

KANSAS

Single And All Other Filers, Married Filing Joint.

LOUISIANA

Claiming No Personal Exemption, Claiming Self Only, Married Claiming Self And Spouse.

MAINE

Single, Married, Married Both Working.

MINNESOTA

Single, Married.

MISSISSIPPI

Single, Married, Head of Household, Married Both Working.

MISSOURI

Single, Married Both Working, Married One Working, Head of Household.

MONTANA

Single, Married.

NEW JERSEY

Single, Married Filing Separate, Married Filing Joint, Head of Household, Optional Higher Rate, Optional Higher Rate2, Highest Rate.

NEW MEXICO

Single, Married, Head of Household.

NEW YORK

Single, Married.

NORTH CAROLINA

Single, Married, Head of Household, Qualifying Widow(er).

OKLAHOMA

Single, Married, Head of Household, Married - Dual Income.

OREGON

Single, Married.

RHODE ISLAND

Single, Married, Head of Household.

VERMONT

Single, Married.

WISCONSIN

Single, Married.

Inventory:

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Importing Data from Other Programs

Format

Comments

1 – Item number

Text – up to 13 characters

Required – unique, case sensitive

2 – Item name

Text – up to 35 characters

Optional

3 – Item type (a)

Text

Required

4 – Stocking unit

Text – up to 15 characters

Optional

5 – Regular Selling Price

Number

Optional

6 – Preferred Selling Price

Number

Optional

7 – Asset link account

Number – 4 digits

Required – inv only

8 – Revenue link account

Number – 4 digits

Required – act only

9 – COGS/exp link account

Number – 4 digits

Required – inv only

10 – Variance link account

Number – 4 digits

Optional

Importing and Exporting Data Importing and Exporting Data

Column

(a) Item Type can be Inventory or Service (or Activity, if using Simply Accounting Pro or Premium version). Project: Column

Format

Comments

1 – Project name

Text – up to 35 characters

Required – unique

2 – Start date

Date

Required

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Chapter 3: Importing and Exporting Data

Exporting Reports You might want to use a Simply Accounting report in a document you prepare in another program. Since the report exists already, you do not have to re-enter it in the other program. For example, you could export cash-flow projections for several bank accounts, and then combine the reports in Microsoft® Excel® to analyze your overall cash needs for the next few months. You can export any report that you can display in Simply Accounting, in the following formats: ■

Comma Separated Values (CSV)

■

Lotus® 1-2-3, Version 1

■

Lotus 1-2-3, Version 2

■

Lotus Symphony

■

Microsoft Excel

■

CA-SuperCalc®

■

Text File (ASCII)

For more information about export formats, refer to the manual for the program in which you want to use the exported data.

Exporting a Report

Export

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1.

Display the report you want to export.

2.

From the File menu, choose Export.

3.

Enter a name for the file and select a data format:

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Export Ledger Records

Select the format for the export file.

4.

Click OK.

Simply Accounting Accountants’ Edition

If you are using Simply Accounting Accountants' Edition and have a client's company open, you can export their ledgers in a format that they can easily import with the Import Records wizard. Records can be exported for: ■

Accounts

■

Vendors

■

Customers

■

Employees

■

Inventory and Service Items

■

Projects

Exporting a Client Ledger 1.

In the Home window, on the Accountants’ Edition menu, choose Export Ledger Records.

2.

Click Next.

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Importing and Exporting Data Importing and Exporting Data

Export Ledger Records

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Select the type of records you want to export.

3.

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Use the Export Ledger Records Wizard to guide you through the process. If you need help, click the Help button.

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Chapter 4 Using Simply Accounting Data with Other Programs Simply Accounting takes full advantage of ODBC, allowing you to create customized reports that adjust themselves whenever you add transactions to your company data. Simply Accounting uses a Microsoft Jet database, allowing for easy integration with Microsoft Office products.

Basic ODBC Information ........................................................ 4–2 Creating Microsoft Office Documents with Simply Accounting Data ................ 4–3 Creating a Microsoft Word Mail-Merge Document ............................. 4–3 Creating a Microsoft Excel Spreadsheet ....................................... 4–4 Built-in Microsoft Office Documents ............................................. 4–4 Built-In Microsoft Word Documents .......................................... 4–5 Cover Letter for Price List ............................................... 4–5 Customer Mailing Labels ................................................ 4–6 Discount Announcement to Customer .................................... 4–6 Generic Letter to Customers ............................................. 4–6 Generic Letter to Employees ............................................. 4–7 Generic Letter to Vendors ............................................... 4–7 Increase in Customer Credit Limit Letter .................................. 4–7 Item Labels ............................................................. 4–8 Item Labels with Buying Unit ............................................ 4–8 Item Labels with Different Price .......................................... 4–8 Item Labels with Stocking Unit ........................................... 4–9 New Product or Service Announcement................................... 4–9 Vendor Mailing Labels .................................................. 4–9 Built-in Microsoft Excel Documents .........................................4–10 Balance Sheet ..........................................................4–10 Budget Period Worksheet...............................................4–10

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Chart of Accounts with GIFI Codes ................................. Employee Hours Worksheet (Bi-Weekly) ................................ Employee Hours Worksheet (Weekly) ................................... Employee SIT (State Income Tax) Quarterly Summary .................... Financial Ratios Report ................................................ General Ledger Listing by User, Date, Journal Number ................... Income Statement ..................................................... Payroll Remittance Report ............................................. Payroll Summary by Cheque Date ...................................... Physical Inventory Worksheet .......................................... Price List ............................................................. Price List with Different Units of Measure, Different Prices ................ Transaction Entries by User ............................................ Users and Rights /Users Logged In ..................................... Built-in Crystal Reports ....................................................... Overdue Receipt Report with Customer Name and Phone Number ........

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Background

Background Simply Accounting uses a Microsoft® Jet database to store your data. This allows you to use any product that supports ODBC (Open DataBase Connectivity), such as Microsoft Office, to create reports, form letters, or other documents. For example, you can create:

If creating a customized report

■

Form letters to send information to some or all customers regarding new products or sales.

■

Custom graphs to analyze your data. The graphs change whenever you change your data.

■

Custom reports, such as a price list that you might want to mail to your customers.

company database, do the following to ensure that your customized report will appear properly in the Custom Reports dialog box when you choose Custom Reports from the Reports menu in Simply Accounting: ■

Save your customized report file with a file name extension of: − − −

.xls (if using MS Excel) .doc (if using MS Word) .rpt (if using Crystal Reports)

■

Save your customized report file in the Reports folder under the main Simply Accounting folder (normally C:\Program Files\Winsim).

■

Open the report’s Properties window (in Windows Explorer, highlight the report file, right-click, and choose Properties), and complete the following in the Summary tab: −

In Title field, enter the report’s title.

−

In the Category field, enter a description identifying the file, such as Spreadsheet (Excel).

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Using Other Programs

If you create a customized report using Microsoft Word, Microsoft Excel®, or Crystal Reports® that directly links to the

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Chapter 4: Using Simply Accounting Data with Other Programs

If you want specific information on sharing data between Simply Accounting and either Microsoft Word or Excel, see “Creating Microsoft Office Documents with Simply Accounting Data,” later in this chapter. Otherwise, continue to the next section.

Basic ODBC Information Each piece of software that you use to open your company data outside of Simply Accounting will use a different procedure. However, you should note the following: ■

Every time Simply Accounting opens a new company, it creates an ODBC data source. The data source is called Simply Accounting: filename.sdb*. Simply Accounting also creates a data source called Simply Accounting: Last opened.*, which connects to the last database opened in Simply Accounting.

Generally, you should use the data source that includes your company’s file name. ■

4–2

If you have set up users and passwords for your company’s data, when you try to open the report, the program will request a user name and password:

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Creating Microsoft Office Documents with Simply Accounting Data

You must enter a user name and password for a user who has third-party rights turned on. The administrator has the proper rights. For more information on users and passwords, see “Set Up Passwords for Users of Your Data” in Chapter 3 in the User Guide.

You must install the Microsoft Query add-in for Microsoft Office before you can place Simply Accounting data in your Office documents. Refer to your Microsoft documentation for information on installing components. Note: If you are using a standard installation of Microsoft Office 2000, it will ask you if you wish to install the Query component when you try to use the feature for the first time.

Creating a Microsoft Word Mail-Merge Document 1.

In Microsoft Word, choose the Mail Merge command. Refer to your Microsoft documentation for information on where this command is located.

2.

When you select the data source, you can choose to create a new data source or open an existing one. On either screen, click the MS Query button.

3.

Select the data source Simply Accounting: filename.sdb*, where filename is the file name for your company data. For

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Creating Microsoft Office Documents with Simply Accounting Data

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Chapter 4: Using Simply Accounting Data with Other Programs

more information, see “Basic ODBC Information,” earlier in this chapter. 4.

If you have set up passwords for your data, you will be asked to log on. For more information, see “Set Up Passwords for Users of Your Data,” in Chapter 3 in the User Guide.

5.

Continue to follow the instructions offered by Microsoft Word. For more information on the merge function, refer to your Microsoft documentation.

Creating a Microsoft Excel Spreadsheet 1.

In Microsoft Excel, choose the Get External Data command to retrieve information from the Simply Accounting database. For more information on this command, refer to your Microsoft documentation.

2.

Select the data source Simply Accounting: filename.sdb*, where filename is the file name for your company data. For more information, see “Basic ODBC Information,” earlier in this chapter.

3.

If you have set up passwords for your data, you will be asked to log on. For more information, see “Set Up Passwords for Users of Your Data,” in Chapter 3 in the User Guide.

4.

Continue to follow the instructions offered by Microsoft Excel.

Built-in Microsoft Office Documents Simply Accounting comes with a set of Microsoft Word and Excel documents. You can find these reports in the Home window. (From the Reports menu, choose Custom Reports.) You may choose to use these documents as a template for your own documents.

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Built-in Microsoft Office Documents

If you need to enable macros

These documents contain several macros. You may encounter this message when you run the document:

If so, click OK. Then enable the macros by following these steps: Start Microsoft Word (or Excel). From the Tools menu, choose Macro, then Security. On the Security Level tab, choose Medium. Click OK and close Microsoft Word. Return to Simply Accounting and run the document Using Other Programs

again. When you see a dialog box similar to the following, choose Enable Macros.

Choose a company database, and continue the instructions on screen.

Built-In Microsoft Word Documents Cover Letter for Price List File

Pricelst.doc

Purpose

Send this cover letter when mailing new price lists to your customers. (Print new price lists when you update your inventory.)

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Chapter 4: Using Simply Accounting Data with Other Programs

Description

This is a sample form letter that informs customers of a new price list that you are enclosing and mailing to them. Use the Mail Merge command in Microsoft Word to produce copies of the letter for your customers.

Customer Mailing Labels File

Cuslabel.doc

Purpose

Attach mailing labels to packages or correspondence you send to your customers.

Description

Labels show the customer’s name, contact name, and address. Use the Mail Merge command in Microsoft Word to produce labels for the customers you select. Customer labels print on 8½"-x-11" paper, 1" high x 2.63" wide, with 30 labels per page (three columns by ten rows). To check or change print options for labels, refer to the printed documentation or online Help for Microsoft Word.

Discount Announcement to Customer File

Discount.doc

Purpose

Use this letter to tell selected customers about a discount you plan to give them on all their future purchases.

Description

This letter is a sample form letter to tell customers that their purchases in the last year qualify them for a 10-percent discount on all their purchases this year. Modify this letter to change the amount of purchases required, and the discount percentage being granted. Use the Mail Merge command in Microsoft Word to produce copies of the letter for the customers you select.

Generic Letter to Customers File

Customer.doc

Purpose

Keep in close contact with your customers to help your business run smoothly. For example, send letters to thank your customers for their business, or to notify them of upcoming sales.

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Built-in Microsoft Office Documents

Description

The Generic Letter to Customers is a form letter addressed to your customers. Fill in the body of the letter, and then use the Mail Merge command in Microsoft Word to produce copies of the letter for the customers you select.

Generic Letter to Employees File

Employee.doc

Purpose

Keep your employees informed. For example, send letters to explain changes in employee benefits, or to ask for referrals for job openings at your company.

Description

The Generic Letter to Employees is a form letter addressed to your employees. Fill in the body of the letter, and then use the Mail Merge command in Microsoft Word to produce copies of the letter for the employees you select.

File

Vendor.doc

Purpose

Keep in touch with your vendors so they can better respond to your company’s needs. For example, send letters to tell your vendors about an upcoming change of address, or to notify them of new hours for delivering goods to your warehouse.

Description

The Generic Letter to Vendors is a form letter addressed to your vendors. Fill in the body of the letter, and then use the Mail Merge command in Microsoft Word to produce copies of the letter for the vendors you select.

Increase in Customer Credit Limit Letter File

Credit.doc

Purpose

Use this letter to tell selected customers about a credit limit increase you are giving them.

Description

This letter is a sample form letter to tell customers you are raising their credit limit by 10 percent. To qualify, customers need to have purchased the specified amount from you in the last year, and their credit limit must be below the amount you specify. Modify this letter to change the required amount

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Using Other Programs

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Chapter 4: Using Simply Accounting Data with Other Programs

purchased, credit limit, and the percentage by which the credit limit is increased. Use Word’s Mail Merge command to produce copies of the letter for the customers you select. Item Labels File

Itmlabel.doc

Purpose

Attach item labels to inventory items, or to the bins or shelves where you store them.

Description

Labels show the item’s number, description, unit, and selling price. Use the Mail Merge command in Microsoft Word to produce labels for the items you select. Item labels print on 8½"-x-11" paper, 1" high x 2.63" wide, with 30 labels per page (three columns by ten rows). To check or change print options for labels, refer to the printed documentation or online Help in Microsoft Word.

Item Labels with Buying Unit File

ItmBuy.doc

Purpose

Attach item labels to inventory items, or to the bins or shelves where you store them.

Description

Labels show the item’s number, description, and the buying unit. For more details, see the Description under the previous section “Item Labels.”

Item Labels with Different Price File

ItmPrice.doc

Purpose

Attach item labels to inventory items, or to the bins or shelves where you store them.

Description

Labels show the item’s number, description, selling unit, selling price, and preferred price. For more details, see the Description under the previous section “Item Labels.”

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Built-in Microsoft Office Documents

Item Labels with Stocking Unit File

ItmStock.doc

Purpose

Attach item labels to inventory items, or to the bins or shelves where you store them.

Description

Labels show the item’s number, description, and stocking unit. For more details, see the Description under the previous section “Item Labels.”

New Product or Service Announcement Newprod.doc

Purpose

Advertise new products and services by sending announcements to your customers.

Description

The New Product or Service Announcement is a sample form letter to inform customers about a new product. Modify this letter to announce new products or services your company sells, and then use the Mail Merge command in Microsoft Word to produce copies of the letter for the customers you select.

Vendor Mailing Labels File

Venlabel.doc

Purpose

Attach mailing labels to packages or correspondence you send to your vendors.

Description

Labels show the vendor’s name, contact name, and address. Use the Mail Merge command in Microsoft Word to produce labels for the vendors you select. Vendor labels print on 8½"-x-11" paper, 1" high x 2.63" wide, with 30 labels per page (three columns by ten rows). To check or change print options for labels, refer to the printed documentation or online Help for Microsoft Word.

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Chapter 4: Using Simply Accounting Data with Other Programs

Built-in Microsoft Excel Documents Balance Sheet File

Balance.xls

Purpose

Use the Balance Sheet whenever you need to present formal statements to others, such as your bank manager. The convenient side-by-side format allows you to print your Balance Sheet on one page. You can select different fonts to change the appearance of the statement.

Description

The Balance Sheet lists your company’s assets, liabilities, and equity as of a particular date. Asset accounts are shown on the left side of the balance sheet, and liabilities and equity on the right.

Budget Period Worksheet File

Budget.xls

Purpose

Use the Budget Period Worksheet whenever you want to review your company budget for any or all budget periods within the fiscal year. You may find this worksheet especially convenient when you prepare your company budget for the next fiscal year.

Description

The Budget Period Worksheet shows, for each revenue and expense account, the account number and name, as well as the amount budgeted for each budget period.

Chart of Accounts with GIFI Codes File

Gifichrt.xls

Purpose

Print the Chart of Accounts with GIFI Codes before submitting tax returns electronically to the Canada Customs and Revenue Agency to check that the correct GIFI code is assigned to each account.

Description

The Chart of Accounts with GIFI Codes lists your company’s accounts with their assigned GIFI codes.

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Built-in Microsoft Office Documents

Employee Hours Worksheet (Bi-Weekly) File

Empshet2.xls

Purpose

Use the Employee Hours Worksheet (Bi-weekly) to keep track of the hours worked by your employees on a bi-weekly basis.

Description

The Employee Hours Worksheet (Bi-weekly) lists all of your company’s employees who are paid by the hour, and provides space to enter each employee’s hours worked for each day of a two-week period.

Employee Hours Worksheet (Weekly) Empsheet.xls

Purpose

Use the Employee Hours Worksheet (Weekly) to keep track of the hours worked by your employees on a week-to-week basis.

Description

The Employee Hours Worksheet (Weekly) lists all of your company’s employees who are paid by the hour, and provides space to enter each employee’s hours worked for each day of a one-week period.

Employee SIT (State Income Tax) Quarterly Summary File

Empsit.xls

Purpose

Use the Employee SIT Quarterly Summary to keep track of the amount of state and local income tax you collect from your employees. You must report and remit these taxes to your state or local authorities.

Description

The Employee SIT Quarterly Summary lists all of your company’s employees, their Social Security Number, total wages subject to tax, wages subject to SIT, and the amounts of state and local tax withheld.

Financial Ratios Report File

Ratios.xls

Purpose

Use the Ratios report whenever you need statistics that provide an indication of the company’s performance during a specific

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Chapter 4: Using Simply Accounting Data with Other Programs

period. For example, print this report to show the average sales per day during a specific period, or the return on investment. Description

The Ratio report provides a series of standard ratios used in analyzing a company’s performance. The report shows values such as Averages Daily Sales, Liquidity Ratios, Leverage and Coverage Ratios, and Profitability and Activity Ratios. For each value, the report shows the formula that was used to calculate the value. In addition, the second part (sheet) of the report provides definitions and account classes of the variables that are used in the formulas.

General Ledger Listing by User, Date, Journal Number File

Glreport.xls

Purpose

Print the General Ledger Listing by Users report at month end for the past month, and at the end of your fiscal year for auditing purposes. Print at other times as required.

Description

The General Ledger Listing by User report displays accounts and their transaction details, for the dates you specify. This report is similar to the Transactions By Account report described in Chapter 1, except that it identifies the users who made the transactions. For each transaction, the report shows the user ID, date, comment, source code, transaction number, debit or credit to the account, and account balance as a result of the transaction.

Income Statement File

Income.xls

Purpose

Use the Income Statement whenever you need to present formal statements to others, such as your bank manager. The convenient side-by-side format allows you to print your Income Statement on one page. You can select different fonts to change the appearance of the statement.

Description

The Income Statement shows revenue, expenses, and net income for a specified period. Revenue accounts are shown on the left side of the statement; expenses are shown on the right. Income is displayed as a single figure, below the total expense for the period.

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Built-in Microsoft Office Documents

Payroll Remittance Report File

Remitt.xls

Purpose

Print the Payroll Remittance report to review the paycheques that were produced during a specified period, and to determine the tax amounts that should be remitted to the government.

Description

The Payroll Remittance report lists payroll information for a specified period. For each employee paid, the report includes each employee’s paycheque numbers and dates, gross pay, amount withheld, net pay, and details of the income and deduction amounts withheld. Total amounts for all cheques appear on the last page of the report.

Payroll Summary by Cheque Date Paysumch.xls

Purpose

Print the Payroll Summary by Cheque Date spreadsheet to check how much money you need in the payroll bank account for the next payroll, or at other times as required.

Description

The Payroll Summary by Cheque Date spreadsheet lists payroll information for the current year and previous year. For each cheque date, the report includes each employee’s gross pay, total benefits and advances, amount withheld, and net pay. Total amounts for all cheques appear on the last page of the report.

Physical Inventory Worksheet File

Invsheet.xls

Purpose

Whenever you count your inventory, print the Physical Inventory Worksheet and use it to record item quantities and comments.

Description

For all of your company’s inventory items, the Physical Inventory Worksheet shows the item number, description, minimum level for reordering, unit of measure, and quantity on hand. Space is provided on the worksheet to record counted quantities and comments.

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Chapter 4: Using Simply Accounting Data with Other Programs

Price List File

Pricelst.xls

Purpose

Use the Price List whenever you need a printed price list. For example, you could send this Price List to your customers, together with Pricelst.doc, to notify them that your prices are changing.

Description

The Price List shows the item number, description, type of unit, and price for each item in your inventory.

Price List with Different Units of Measure, Different Prices File

PrcUnits.xls

Purpose

Use the Price List with Different Units of Measure whenever you need a price list that shows an item’s price if that item is sold in buying units, stocking units, or selling units. This is useful for sales staff who can quickly refer to these type of prices without having to manually calculate them.

Description

For each item in your inventory, the Price List with Different Units of Measure shows the item number, description, the item’s buying unit, stocking unit, and selling unit, and the selling prices if the item was sold in each of those types of unit.

Transaction Entries by User File

JourEnts.xls

Purpose

Print the Transaction Entries by User report at month end, before entering a report date for a new month. Print it after entering transactions, to have a permanent record of a work session, and at the end of your fiscal year for auditing purposes.

Description

The Transaction Entries by User report shows the details of all transactions processed using the transaction-entry windows in Simply Accounting. This report is similar to the All Transactions report described in Chapter 1, except that it identifies the users who made the transactions and the journal in which the transactions was posted. The report includes: account reconciliation transactions, adjustments, item assemblies, miscellaneous transactions, payments to vendors, paycheques,

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Built-in Crystal Reports

purchases (including payments for cash purchases), receipts (customer payments), and sales (including payments for cash sales). It does not include imported online transactions, but does include imported sales and purchase invoices. Users and Rights /Users Logged In Users.xls

Purpose

Print the User Rights report to review the type of accessibility that each user has to each Simply Accounting module, and to determine who is logged into Simply Accounting at the moment. The log-in information is particularly useful in Simply Accounting Pro, which allows multiple users. For example, if you need to switch to single-user mode to do a backup, but cannot do so because there is another user logged in at the moment, you can print this report to see who is logged in.

Description

The User Rights report shows each user ID and that user’s viewing or modifying rights to the Simply Accounting modules, such as Payroll or Customers And Sales. The report also shows whether the user is logged in at the moment.

Built-in Crystal Reports The following Crystal Report is available in the Custom Reports dialog box. (From the Reports menu, choose Custom Reports.) Overdue Receipt Report with Customer Name and Phone Number File

Custamt.rpt

Purpose

Print the report when you need a list that shows customers and their overdue and net due amounts.

Description

This report shows the customer name and phone number, the customer’s overdue amount, any deposits made by the customer, and the net due (the difference between the overdue amount and the outstanding deposits).

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Chapter 4: Using Simply Accounting Data with Other Programs

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Chapter 5 Cash-Basis Accounting Most companies keep track of their accounts using accrual-basis accounting; however, certain types of businesses may need to use cashbasis accounting.

What Is Cash-Basis Accounting? ................................................. 5–1 How Does Cash-Basis Accounting Affect Simply Accounting? ...................... 5–1 The Process Button is Renamed .............................................. 5–1 Some Procedures Use Different Accounts ..................................... 5–2 Additional Reports ......................................................... 5–3 Deposits and Prepayments .................................................. 5–3 Correcting Errors ........................................................... 5–4 Printing Accrual-Basis Reports in Cash-Basis Accounting .......................... 5–4 Changing Accounting Methods .................................................. 5–6 Changing to Cash-Basis Accounting .......................................... 5–6 Changing to Accrual-Basis Accounting ....................................... 5–7

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What Is Cash-Basis Accounting?

What Is Cash-Basis Accounting? The most common way to keep accounting records is with accrual-basis accounting. With this method, revenues and expenses are recognized when they are incurred. It doesn’t matter whether you have received or made payment. Accrual-basis accounting gives you a more accurate picture of your business. If you make a large sale or purchase, this is immediately recorded in your accounts.

In Canada, cash-basis accounting is more often used by people whose business is farming or fishing, and by non-profit organizations, such as charities. In the United States, cash-basis accounting is more often used by small companies that sell services.

How Does Cash-Basis Accounting Affect Simply Accounting? The Process Button is Renamed Cash-basis accounting slightly alters the following transaction windows: ■

Purchases, Orders, and Quotes

■

Sales, Orders, and Quotes

When you enter an invoice that will be paid later, the Record button replaces the Process button. This change is a reminder that Simply Accounting stores the information but does not change any account balances.

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In cash-basis accounting, however, revenues and expenses are recognized only when an item is paid. Your accountant may recommend you use this system for tax reasons.

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Chapter 5: How Does Cash-Basis Accounting Affect Simply Accounting?

Some Procedures Use Different Accounts Some procedures in Simply Accounting change when you use cash-basis accounting, as indicated in the following table: Procedure

Difference

More Information

Credit or Customer Return

The linked Bank account replaces Accounts For more information Receivable. on linked accounts, see “Set Up Linked For inventory, Simply Accounting debits the asset and revenue accounts and credits Accounts” in Chapter 2. the Bank and expense accounts. For

Sales Discount

The linked Bank account replaces Accounts For more information Receivable for unpaid transactions. on linked accounts, see “Set Up Linked The discounted-sale entry debits the Discount Expense account by the amount of Accounts” in Chapter 2. the discount, and reduces the amount debited to the bank account by the same amount.

Bad Debts

The entry debits the Bad Debts expense account and credits the bank account.

NSF Cheques

The linked Bank accounts replaces Accounts Receivable.

For information on writing off bad debts, see “Writing Off Bad Debts” in Chapter 13.

For more information on linked accounts, The entry to record an NSF cheque reverses see “Set Up Linked the debits and credits of the original entry. Accounts” in Chapter 2. When you record an unpaid purchase or sale in cash-basis accounting, Simply Accounting:

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■

Updates year-to-date purchases and balances owing for the vendor or customer.

■

Updates the quantity on hand and total value for the inventory item.

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Importing & Exporting

services, it debits the revenue account and credits the bank account.

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How Does Cash-Basis Accounting Affect Simply Accounting?

Additional Reports Two additional reports appear in cash-basis accounting — Unpaid Purchases and Unpaid Sales. These reports are necessary because unpaid transactions are not recorded in your accounts. Report on Unpaid Transactions. Choose Unpaid Entries from the Reports menu and then choose either Purchases or Sales.

Deposits and Prepayments Before you can record deposits or prepayments, you must set up two asset accounts in which to store the amounts, one called Accounts Payable (for deposits from customers) and the other Accounts Receivable (for prepayments to vendors). These two accounts must also be set up as linked accounts. To create a linked Accounts Receivable and Accounts Payable account: 1.

In the Home window, from the Setup menu, choose Wizards and then Modify Accounts.

2.

Use the wizard to create one account in the 1000s with the name Accounts Receivable and another in the 2000s with the name Accounts Payable. If you are unsure what account number to use, check with your accountant. Note: Once you have entered the name and number for the account in the wizard, you do not need to change any options. You can continue to click Next until you reach the final screen.

3.

In the Home window, from the Setup menu, choose System Settings, then Linked Accounts, and finally Vendors and Purchases.

4.

In the Accounts Payable field, select the Accounts Payable account that you just added, and click OK.

5.

In the Home window, from the Setup menu, choose System Settings, then Linked Accounts, and finally Customers and Sales. Advanced Topics

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Report on Paid Transactions. Choose Transaction Details from the Reports menu and then choose either Purchases or Sales.

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Chapter 5: Printing Accrual-Basis Reports in Cash-Basis Accounting

6.

In the Accounts Receivable field, select the Accounts Receivable account that you just created, and click OK.

Once you have set up these accounts, the procedure for entering vendor prepayments and customer deposits is the same as for accrual-basis accounting.

Correcting Errors If you record an entry and then find you made a mistake, you must correct the error manually.

From time to time, you may need to convert your cash-basis records to accrual-basis accounting. Most banks require that you show them accrual-basis financial statements when you apply for a loan. Also, you may need accrual-basis reports to calculate your taxes. You can easily create accrual-basis reports using the procedure described in this section. First, you create a temporary copy of your data files. Then, switch to accrual-basis accounting in the temporary copy and print the reports you need. Last, you delete the temporary copy. To print accrual-basis reports: 1.

In the Home window, on the File menu, choose Save a Copy to save work from the current session in your cash-basis company files.

2.

In the Home window, on the File menu, choose Save As.

3.

In the File Name box, type Temp.sdb, or another name that indicates that this is a temporary set of files. (The name must be different from the name of your regular company files.) The dialog box should look like this:

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Printing Accrual-Basis Reports in Cash-Basis Accounting

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Printing Accrual-Basis Reports in Cash-Basis Accounting

If needed, select a different folder.

Importing & Exporting

4.

Note the name and location of the folder in which you are storing the data. You will need to know this later when you erase the temporary data files.

5.

Click Save.

6.

If they do not already exist, create linked Accounts Receivable and Accounts Payable accounts in the copy of your company files. For more information on linked accounts, see “Set Up Linked Accounts” in Chapter 2.

7.

In the Home window, on the Setup menu, choose System Settings, and then Settings. Click System. Uncheck the Use Cash-Basis Accounting box and click OK. The program displays a message warning you that all unpaid invoices will be processed, and asks if you are sure you want to do this. Click Yes. The program updates the account records in your temporary company files, processing all unpaid invoices as of the session date. The temporary company now uses the accrual-basis accounting method.

8.

Print the reports you require.

9.

When you finish printing the reports, delete the temporary files to ensure that you do not confuse them with your regular data files. Do not use them again. Advanced Topics

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Chapter 5: Changing Accounting Methods

To delete the temporary files, exit Simply Accounting and delete them with Windows Explorer. (For more information refer to your Windows® manual or Windows online help.) Each time you use accrual-basis reports, you must create a new, up-to-date set of temporary data files.

Changing Accounting Methods

Be sure you do not mix cash-basis and accrual-basis transactions in the same time period as a result of changing from one method to another.

Changing to Cash-Basis Accounting 1.

Back up your company files. For more information on backing up, see “Backing up Your Company’s Information” in Chapter 19.

2.

In the Home window, on the Setup menu, choose System Settings and then Settings. Click System.

3.

Check the Use Cash-Basis Accounting box and then enter the date on which you want cash-basis accounting to begin. To avoid unexpected entries, do not change this date once cashbasis accounting has started.

4.

Click OK.

If you change to cash-basis accounting, then find that you must enter an accrual-basis transaction, ensure that the transaction has a date earlier than the Cash Accounting date (the date on which you started using cash-basis accounting, as set in the System Settings). Such transactions are treated as accrual-basis accounting transactions, and the revenue or expense is immediately counted. If you have entered accrual-basis invoices, you can unlink the linked accounts only after you pay off the invoices and remove their details (using the Clear Paid Transactions command under Clear Data on the Maintenance menu). 5–6

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You can switch to cash-basis accounting or accrual-basis accounting at any time, although this is a decision you should consider carefully. Check with your accountant before taking this step.

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Changing Accounting Methods

Changing to Accrual-Basis Accounting 1.

Determine which case applies to you: ■

If you intend to continue using cash-basis accounting, but you need to print accrual-basis statements (for example, to show your bank or to pay taxes to the government), do not switch off the Use Cash-Basis Accounting option. Instead, follow the steps in “Printing Accrual-Basis Reports in Cash-Basis Accounting,” earlier in this chapter.

Adding earlier accrual-basis transactions

■

If you intend to continue using cash-basis accounting, but must enter a few accrual-basis entries from an earlier period, do not switch off the Use Cash-Basis Accounting option just to enter an accrual-basis transaction. Instead, enter a transaction with a date earlier than the Cash Accounting date.

■

If you intend to switch to accrual-basis accounting permanently, continue with the following steps.

2.

On the Setup menu, choose System Settings, then Linked Accounts, and finally Vendors and Purchases.

3.

If the Accounts Payable field is blank, select the account in which you will track the amounts you owe to vendors. For more information on linked accounts, see “Set Up Linked Accounts” in Chapter 2.

Backup

4.

Click OK.

5.

Similarly, on the Setup menu, choose System Settings, then Linked Accounts, and finally Customers and Sales. Select the account in which you will track the amounts your customers owe you, then click OK.

6.

Back up your company files. For more information on backing up, see “Backing up Your Company’s Information” in Chapter 19.

7.

On the Setup menu, choose System Settings, and then Settings. Click System.

8.

Uncheck the Use Cash-Basis Accounting box, then click OK.

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Printing accrual-basis reports

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Chapter 5: Changing Accounting Methods

9. If you change your mind

Click Yes when Simply Accounting asks whether you are sure you want to do this.

If you change your mind about switching to accrual-basis accounting, you cannot “unprocess” these transactions. Instead, you must restore the backup you made in step 6 and re-enter any details you added later. For details on restoring backups, see “Restoring a Backup” in Chapter 19.

Importing & Exporting

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