Accounts

The World’s Best Integrated Business Platform

Flexible and automated multi-dimensional analysis

Multi-column accounting report generator

Real-time consolidation

Simple error correction with full audit trails

Drill down and navigation to any related record

Budgets, Forecasts, SimulationsBudgets can be set up for any company, account, analysis code and month. You do not need, however, to set up individual budgets for each month: you can set up annual budgets for accounts, and then have Enterprise deal with the seasonality automatically (see below).

Enterprise also allows you to create revised budgets, so that you can keep existing budgets intact while still forecasting a more realistic figure based on results to date. Revised budgets are set up in an identical manner to budgets.

Enterprise includes functions to make setting up budgets much easier. Budget keys exist to create monthly patterns across which to spread budget totals. For example, you can set up a budget key which has a value for months 1-11 of 1, and for month 12 of 4. This might be the case if you sell four times as much in the run-up to Christmas as you do in the rest of the year. Budget keys can be set up for any number of months. When you use the key, your budgeting period must cover the same number of months as the key.

Transactions can be posted as simulations, which allows you to derive a much more detailed picture of the short term future of your business than you could with budgets. Simulations are entered in the same way as transactions, but may be edited or deleted at any time. When you run most Nominal Ledger reports, you can choose whether or not to include simulations. As a result, you can perform detailed

“what-if” scenarios.

Enterprise can produce a liquidity (cash flow) forecast, using the due dates of purchase and sales invoices, and any nominal transactions posted as simulations.

Repetitive TransactionsTransactions can be saved as templates, for selecting automatically. For example, you can set up all the double entry for processing payroll. Creating a new Nominal transaction, with an account code of the automatic transaction brings in all entries set up in the template. Enterprise has several features which considerably extend the power of this module:

•You can perform calculations rather than entering fixed amounts in the debit or credit columns.

•You can cross-refer a calculation line to the previous line of the template, or to the previous line in the transaction into which you are copying the template.

•You can associate an automatic transaction with an account on your chart of accounts, so that the automatic transaction appears whenever you enter a Nominal transaction using that account.

•As with all other parts of Enterprise, you can use the Duplicate button to create an identical automatic transaction for editing - useful for reversing journals.

“Enterprise’s drill-down functionality improves the accounting work phenomenally, as it makes lookups and trouble-shooting so quick and easy.”Amelia Röder, Echoline

Reporting and PresentationEnterprise has a user-definable report generator for presentation of financial reports, including Balance Sheets, Profit & Loss Reports, Tax reports and Key Financial Ratios. Create many different formats of each of these reports, with different levels of detail for your management reports, auditors and banks.

Balance Sheet and Profit & Loss Reports give you considerable flexibility of presentation, so that you can create your own headings, subheadings, subtotals, and simple text lines.

This allows you to perform detailed calculations on any account or series of accounts. These can be used for ratios as diverse as sales per square foot, chargeability percentages, and profit per employee.

Create as many columns as you like, with comparisons of actual figures, budgets, revised budgets, and prior year figures. Set these up with columns per month, create separate columns for each analysis code (see Multi-Dimensional Analysis below), and even have columns for committed costs based on purchase orders not received, and fulfilled purchase orders not invoiced.

Cashbook and Reconciliation FeaturesYou can create different payment modes for Payments and Receipts, linked to different nominal accounts (usually bank or cash accounts) - this is principally used to simplify bank reconciliation. You can specify bank record details against each supplier, and these will be applied by default to the purchase invoice - but may be overwritten. Payments can be made from any of your own bank or cash accounts. A batch routine exists to allow you to export a selection of payments as a Banking file, to be sent to your bank - for example in BACS format. This file is saved in common text format, which can be opened by almost all applications to reformat to the bank’s specification.

Enterprise allows you to print remittance advices for any range of payments or receipts. This form can be customised to permit automatic cheque printing in certain circumstances.

In other respects, payments work in the same way as receipts, allowing you to process bank charges and foreign exchange differences at the time of payment.

Analyse and report on financial data to improve profitability.In depth analysis of financial information can be achieved quickly and easily using Enterprise.

Enterprise also has a separate Cash Ledger, allowing entry direct from Cash In and Cash Out screens. This is particularly useful when you want to restrict the cash taking or receiving functions a user is allowed to perform.

Enterprise’s Account Reconciliation feature allows any account to be reconciled. This shows all Reconciled or Unreconciled transactions on a selected account, any of which can be marked as Reconciled (which can be reversed if necessary). Reporting is available to support this.

“Despite considerable growth as a business, we have maintained the same number of people in the commercial accounts department through better control of information.”Robert Ruigrok, CompNow

Fixed AssetsThe Fixed Asset register is a fully-integrated component of Enterprise. Create Asset records directly from supplier invoices or by choosing to set up rental assets. Associate two different depreciation models with each asset - one for the automated depreciation calculations, and the other for tax reporting. Keep track of asset locations and persons responsible, and have Enterprise automate the entry for the gain or loss on eventual disposal. Even create revaluation entries. All of this is underpinned by extensive reporting.

TaxEnterprise is a global system, with support for most local tax rules, including VAT, GST, PST and Sales Taxes. Parameters can be readily set up for percentages charged, with the ability to handle automatic tax exemption based on items or customers. Rates can be driven from the regional address of the customer, which is held separately from the actual address and therefore can even be different for the same city or zip code. In each country where Enterprise has local distribution, it complies fully with local tax reporting requirements.

In Europe, Enterprise’s tax features include EU Sales List reporting, automated Intrastat handling, and internet services for automated submission of VAT reports.

Multi-dimensional AnalysisEnterprise offers an unrivalled richness of data analysis, through the ability to flag any transactions with up to 15 levels of analysis per transaction row. As a result you can simultaneously report on sales, gross and net profit levels per marketing source of customers, cost and profit centres, locations, customer regions, source and use of funds, product ranges, suppliers, project, and any other unique identifiers.

Enterprise provides assisted data entry of Objects, prompting for the types of Object you have configured to be required on each account. If you have set up Enterprise in this way, transactions which omit necessary Object codes will be prevented.

Multi-Currency and Dual Base CurrencyAll transactions throughout Enterprise can be in any currency. Enter exchange rates into standard tables, or even use Enterprise’s internet service to upload rates automatically from central banks. Enterprise posts realised exchange gains or losses automatically on cashbook transactions. There is also a batch routine to update the valuation of any range of accounts based on any exchange rate.

Enterprise also supports groups with multiple reporting currencies. Every transaction can be stored in up to three currencies - the actual currency, the home reporting currency, and the group reporting currency. This enables group reporting of transactions translated at actual exchange rates. Consolidated reporting discussed below can be across many currencies. There is also a batch routine to update the valuation of any range of accounts between the two reporting currencies.

“We have improved liquidity because of debtors control and efficient cost control.” Ilze Neihofere, Aproapgade

Multi-Company and ConsolidationEnterprise offers a single datafile architecture capable of handling multiple companies. Each company sits in a separate partition of the datafile, but interaction is possible between partitions. For example, it is possible to automate entries such that an intercompany sales

invoice in one company automatically creates a purchase invoice in the related company.

Creating a new company where one already exists is straightforward, with the ability to bring across settings and even drag and drop relevant data. Key registers of data, such as Contacts, can be held separately in each company partition, or even shared across all or any range of companies - so that you only need maintain the data once.

Consolidation at its simplest is only aggregated financial reporting across all partitions. The resulting reports show balances per company, and support drilldown into the relevant company to open specific transactions. Enterprise has added substantial extra functionality, including the option to handle:

•different chart of accounts in each company

•different fiscal years

•minority interests

•automatic eliminations.

Inexperienced Users and MistakesMonths can be closed at any time, and once closed transactions can no longer be edited. In any situation where you want to amend a detail on a Nominal transaction, Enterprise offers various easy to use features:

•You can copy the offending transaction by highlighting it and pressing Duplicate.

•You can reverse it with one button.

•You can add a correction mark to cross-refer the new entries back to the incorrect entry.

•A quicker way of achieving the above is to go in to the incorrect entry, and update it - including deleting and reprocessing any line.

One further method of protecting against mistakes is to prevent users from posting transations at all (see simulations above for how this is done) You can edit any of the transactions which have been saved, as they have not yet been posted. At any time, you can run a batch routine which posts all unposted transactions.

“We are also very impressed with the different levels of analysis offered by Enterprise – we can assess the turnover and profitability of everything we do, from individual product lines to marketing campaigns, regions and sales groups. This level of analysis is perfect for advanced business intelligence.”Roger Cherowbrier, Topcon

Setting Up Enterprise from Another Accounting SystemEnterprise provides extensive functionality to make the transfer from other systems a painless process. All transactions in Enterprise that post automatically to ledgers can be set up to start at a particular date, so that any that precede this date perform no postings. For example, if you intend to go live on Enterprise on 1st January, 2006, any transactions you import or enter directly to the system with a date before then will be saved but will not affect control accounts.

In addition, there is a very simple screen that looks like a normal Nominal Ledger transaction, for the entry of your opening trial balance.

Dates and Reporting PeriodsEnterprise is a flexible, open-dated system. If you do not use Enterprise’s controls, you can enter transactions for any date at any time, and run reports for any date range. Controls exist to block data entry for each transaction register in the system independently, allowing entries only to open date ranges - up to 99 date ranges can be open at any time. Alternatively, entire ledgers can be locked with a single entry. Year-end is handled with a single, simple journal entry; transactions can be posted in the new year while still keeping the old year open.

Accounting ControlsMost transactions in Enterprise have two states of saving - there is an OK checkbox, which must be ticked for a record to be truly committed to the ledgers (and other registers). Records can be saved prior to “OKing”, and remain fully

editable until OKed. Access to the OK checkbox can be controlled per user, for each screen type, so different users can enter and authorise transactions.

Purchase Orders and Purchase Invoices also have a Signatory field, so you can see who has authorised them. Purchase Invoices can be put on hold, so they are not inadvertently paid.

Integrated Business PlatformEnterprise is an Integrated Business Platform, offering solutions for almost all the departments of a small or mid-sized business. All the solutions are offered in a single application, with full interaction between each component. As a result, to look at Accounts in isolation is to miss the key differences and benefits of Enterprise’s approach:

•an architecture that reduces reliance on IT hardware, allowing organisations to focus on their business rather than their infrastructure

•users are given visibility of data from other disciplines (subject to access rights), which enriches their jobs. For example, credit controllers can see promises made by salespeople and problems with service management that might be holding up payments

•automations can interact across disciplines, for example allowing marketing to create automated mailshots based on customers who have not yet bought a product or service

•reporting is improved by the co-existence of data from different parts of the business. For example it is simple to produce Profit and Loss reports and Balance Sheets that includes committed costs and GRN accruals

• training is faster and more effective than for companies implementing multiple solutions, as there is a common approach

Mobile Solutions and Wide-Area NetworkingAll of the Enterprise functionality is available to users logging in from anywhere in the world, from a variety of devices. Users can work from home or while on the road, logging in from any internet connection, whether broadband, or over a mobile phone network. Devices can include laptops, Windows Mobile real-time barcoders, and iPod Touches and iPhones. Users can run any of Enterprise’s standard or customised reports in real-time, and enter or review any data record. This breaks down the walls of your operation, allowing users to be productive wherever they are.

Modules•BusinessAlerts

•Cash

•Cheques

•Conferences

•Consolidation

•Contracts

•CourseBooking

•CreditManagement

•CRM

•Customs

•EDI

•Email

•Expenses

•Fax

•FixedAssets

•GroupCalendar

•Hotel

•InternalStock

•Jewellery

•JobCosting

•MRP

•NominalLedger

•PointofSales

Technologies

•BusinessCommunicator(Asterisk,SkypeandTAPI)

•FormsDesigner

•HALCustomisationlanguage

•IntelligentRouting

•InterfacingToolkit

•MassiveCacheing

•ODBC

•SmartAppsDesigner

•Wide-areaNetworking

Internet Services•AddressLookup

•CreditCardPayment

•CreditHistory

•E-invoicing

•ElectronicBankServices

•ElectronicVATReturn

•ExchangeRateLookup

•PostcodeLookup

Company profileHansaWorldisamajorinternationalsoftwarecompanyspecialisingin

business applications. The group employs around 300 staff in a strong

network of daughter companies and distribution partners worldwide.

There are 19 offices spanning all the major continents, allowing

HansaWorldtoofferinternationalimplementationswithasinglepointof

contact across many countries.

The group was founded in Sweden in 1988, by Managing Director Karl

Bohlin. While the group is now headquartered offshore, the largest

offices and much of the development effort takes place in Scandinavia

and around the Baltic Sea. The products are available in 29 languages

and work with almost all computers and operating systems. The

vast majority of the 74,000 HansaWorld installations are for small

and medium sized businesses, but also many subsidiaries of large

international companies.

HansaWorldprovidesalocalproductmanagerforeachmarketwhere

it actively sells Enterprise. The product manager is responsible for

translations (if required), localisation for statutory and commercial

practices, and ongoing quality control.

Product StrategyEnterprise’s advanced and successful user interface was first

developed for Apple Macintosh in 1988. In 1994, when the program

was ported to Windows, it had already been proved by thousands of

users.HansaWorld’sexperiencewith international salesandmodern

technology puts it in the perfect position to meet the challenges of the

next decade.

HansaWorld provides a wide range of technologies for e-business

including internal and external email, several webshop solutions and

PDAsupport. Inaddition,HansaWorldcanhelp tobuildacorporate

portal. Enterprise is developed using C++ as its programming

language, and proprietary technology for database design and for

network communication. This allows HansaWorld to have the same

products available for several different operating systems, each version

optimised for maximum performance.

Currently Enterprise is available for Windows 2000–XP, including

Windows CE, Mac OSX, Linux and AIX, Symbian S60 and iPhone.

Windows 2000, Windows 2003, Windows CE, Windows XP are registered trademarks of

Microsoft Corporation. Apple Macintosh and MAC OS are registered trademarks of Apple

Computer Inc. xSeries, pSeries, iSeries and zSeries are registered trademarks of IBM

Corporation.CopyrightHansaWorldLtd.

CertifiedHansaWorldBusinessPartner

•POS Offline

•Pricing

•Production

•Purchase Ledger

•Purchase Orders

•Quotations

•Rental

•Report Generator

•Resort

•Resource

•Planning

•Restaurant

•Sales Ledger

•Sales Orders

•Service Orders

•Share Trading

•SmartView

(Business Intelligence)

•Stock

•Task Manager

•Telephone Log

•Warehouse Management

•Webshop and CMS

HansaWorldUKLtd,Abbey Business Centres, 111 Buckingham Palace Road, London SW1W 0SR, UNITED KINGDOM, Tel. +44 (0)845 123 2732 E-mail: uk@hansaworld.com, www.hansaworld.com