chapter 5 setting up a new company - revelation · 2018-07-26 · revelation training manual...

Revelation Training Manual Chapter 5

Setting up a New Company

Revelation Accounting Software

141

Chapter 5 – Setting up a New Company

1. Importing Master File Information..................................................................................148

1.1. Importing Debtors Ledger........................................................................................150

1.1.1. From Excel spread sheet...............................................................................151

1.1.2. From Text file................................................................................................155

1.1.3. Copy Delivery Addresses from Debtors Master............................................156

1.1.4. Import Delivery Addresses into existing a/c’s...............................................156

1.1.5. Import other fields into existing a/c’s...........................................................156

1.1.5.1. From Excel Spread sheet...................................................................156

1.1.5.2. From Text file.....................................................................................157

1.1.6. Importing Recurring Charges.........................................................................157

1.1.6.1. From Excel Spread sheet...................................................................157

1.1.6.2. From Text file.....................................................................................158

1.2. Importing Creditors Ledger......................................................................................158

1.3. Importing Stock Ledger............................................................................................158

1.4. Removing Nulls from the Database.........................................................................162

1.5. Import Debtors/Creditors/Nominal Ledger via the Batch Mode – Recommended.162

2. Debtors Ledger...............................................................................................................163

2.1. Adding a New Debtors Record.................................................................................163

2.1.1. Input COMPANY Name or SURNAME............................................................164

2.1.2. Input INITIALS................................................................................................164

2.1.3. Input TYPE of Account...................................................................................164

2.1.3.1. OPEN ITEM........................................................................................164

2.1.3.2. BALANCE FORWARD..........................................................................164

2.1.3 Confirm or Amend ACCOUNT NUMBER........................................................165

2.1.4 Select the CURRENCY for this a/c..................................................................165

2.2. Inserting the “Account Details” Page.......................................................................165

2.2.1. Title................................................................................................................166

2.2.2. Address Line 1...............................................................................................167

2.2.3. Address Line 2...............................................................................................167

2.2.4. Address Line 3...............................................................................................167

2.2.5. Address Line 4 ( ***(POCO) ***)...................................................................167




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2.2.6. Telephone Number.......................................................................................167

2.2.7. Cell phone Number.......................................................................................168

2.2.8. Fax Number...................................................................................................168

2.2.9. Contact Person..............................................................................................168

2.2.10. Select Rep Code.............................................................................................168

2.2.11. Select Area Codes..........................................................................................168

2.2.12. Stock Price.....................................................................................................168

2.2.13. Category Field................................................................................................169

2.2.14. Terms.............................................................................................................170

2.2.15. Branch Code..................................................................................................170

2.2.16. Trade Discount..............................................................................................170

2.2.17. Settlement Discount......................................................................................170

2.2.18. Credit Limit....................................................................................................171

2.2.19. Delivery Method............................................................................................171

2.2.20. VAT Number..................................................................................................171

2.2.21. Vendor Number.............................................................................................172

2.2.22. Notes Field.....................................................................................................172

2.3. Inserting the “Control” Page....................................................................................173

2.3.1. E-Mail Address...............................................................................................173

2.3.2. Extra E-mail Address......................................................................................173

2.3.3. Bank Name....................................................................................................174

2.3.4. Sort Code (Branch Code)...............................................................................174

2.3.5. Bank Account number...................................................................................174

2.3.6. Print Statements?..........................................................................................174

2.3.7. Charge Overdue Interest?.............................................................................175

2.3.8. Allow Backorders?.........................................................................................175

2.3.9. Print Tax Exclusive Invoices?.........................................................................175

2.3.10. Print Mailing Labels?.....................................................................................175

2.3.11. Charge Tax on Sales Invoices?.......................................................................175

2.3.12. Allow Sales to this Client?.............................................................................175

2.3.13. Is this an Active account?..............................................................................175

2.3.14. Retain partially fulfilled Order?.....................................................................176




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2.3.15. Send Documents By?.....................................................................................176

2.3.16. Send Statements By?.....................................................................................176

2.3.17. This is a Cash Sales Account?.........................................................................176

2.3.18. No Further invoices if OVERDUE AMOUNT is in which period?....................177

2.3.19. Print how many months of transactions on statements?.............................177

2.3.20. Charge overdue interest from what age period?..........................................177

2.3.21. Age Analysis...................................................................................................177

2.4. Inserting the “User-defined” Page...........................................................................177

2.5. The “History” Page...................................................................................................178

2.6. Editing an Existing Debtors Account........................................................................178

2.7. Deleting an Existing Debtors Account......................................................................178

3. Creditors Ledger.............................................................................................................179

3.1. Adding a New Creditors Account.............................................................................179

3.1.1. Input COMPANY Name or SURNAME............................................................180

3.1.2. Input INITIALS (if applicable).........................................................................180

3.1.3. Input TYPE of Account...................................................................................180

3.1.3.1. OPEN ITEM........................................................................................180

3.1.3.2. BALANCE FORWARD..........................................................................181

3.1.4. Confirm or Amend ACCOUNT NUMBER........................................................181

3.1.5. Select the CURRENCY for this a/c..................................................................181


3.2.1. Title................................................................................................................183

3.2.2. Address Line 1...............................................................................................183

3.2.3. Address Line 2...............................................................................................183

3.2.4. Address Line 3...............................................................................................183

3.2.5. Address Line 4 ( ***(POCO) ***)...................................................................183

3.2.6. Telephone Number.......................................................................................184

3.2.7. Cell phone Number.......................................................................................184

3.2.8. Fax Number...................................................................................................184

3.2.9. Contact Person..............................................................................................184

3.2.10. Select Area Codes..........................................................................................184

3.2.11. Category Field................................................................................................184




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3.2.12. Terms.............................................................................................................185

3.2.13. Trade Discount..............................................................................................185

3.2.14. Settlement Discount......................................................................................185

3.2.15. Nominal Account...........................................................................................185

3.2.16. Credit Limit....................................................................................................186

3.2.17. VAT Number..................................................................................................187

3.2.18. Notes Field.....................................................................................................187

3.2.19. Age Analysis...................................................................................................187

3.3. Inserting the “Control” Page....................................................................................188

3.3.1. E-Mail Address...............................................................................................188

3.3.2. Extra E-mail Address......................................................................................188

3.3.3. Bank Name....................................................................................................189

3.3.4. Sort Code (Branch Code)...............................................................................189

3.3.5. Bank Account number...................................................................................189

3.3.6. Print Remittance Adv.....................................................................................189

3.3.7. Allow Purchase Orders?................................................................................190

3.3.8. Print Mailing Labels?.....................................................................................190

3.3.9. Include in “Print Cheques” run?....................................................................190

3.3.10. Retain partially supplied orders....................................................................190

3.3.11. Print Tax Excl. Orders/GRNs..........................................................................190

3.3.12. Charge Tax on Purchases? ............................................................................190

3.3.13. Is this an Active account? .............................................................................190

3.3.14. Send Purchase Orders by? ............................................................................191

3.3.15. Send Remittances By? ..................................................................................191

3.3.16. Print how many months of transactions on remittance?..............................191

3.3.17. Age Analysis...................................................................................................191

3.4. Inserting the “User-defined” Page...........................................................................191

3.5. The “History” Page...................................................................................................191

3.6. Editing an Existing Creditors Account......................................................................192

3.7. Deleting an Existing Creditors Account....................................................................192

4. Stock Ledger....................................................................................................................192

4.1. Adding a New Stock Record.....................................................................................192




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4.1.1. Input New Item’s Stockcode..........................................................................193

4.1.2. Input TYPE of Item.........................................................................................194

4.1.2.1. Stock Item..........................................................................................194

4.1.2.2. Service Item.......................................................................................194

4.1.2.3. Odd Item............................................................................................194

4.1.2.4. Airtime...............................................................................................194

4.1.3. Decimal Places (Quantities)...........................................................................194

4.1.4. Decimal Places (Prices)..................................................................................194

4.1.5. Is this a Serialised Item..................................................................................195

4.1.6. Copy Another Stock Record...........................................................................196

4.2. Stock Master information........................................................................................196

4.2.1. Description....................................................................................................196

4.2.2. Extended Description....................................................................................196

4.2.3. Unit of Sale....................................................................................................197

4.2.4. Unit Weight...................................................................................................197

4.2.5. Unit Volume..................................................................................................197

4.2.6. Category Code...............................................................................................197

4.2.7. Bin Location...................................................................................................198

4.2.8. Cost Price.......................................................................................................198

4.2.9. Markup and Margin.......................................................................................198

4.2.10. Tax Code........................................................................................................198

4.2.11. Excluding Selling Price...................................................................................198

4.2.12. Including Selling Price....................................................................................199

4.2.13. Minimum Stock Levels...................................................................................199

4.2.14. Maximum Stock Levels..................................................................................199

4.2.15. Re-order Quantity.........................................................................................199

4.2.16. Supercede Code.............................................................................................200

4.2.17. Cross-index....................................................................................................200

4.2.18. Barcode.........................................................................................................201

4.2.18.1. Un-Registered Barcodes....................................................................201

4.2.18.2. Registered Barcodes..........................................................................201

4.2.18.3. Price Based Barcode (Weight/Price Barcodes) .................................201




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4.2.18.4. OTHER NECESSARY SETTINGS IN REVELATION..................................202

4.2.18.5. CHANGING THE PLU LENGTH IN REV.................................................202

4.2.19. On-Hand Information....................................................................................202

4.2.20. Notes Field.....................................................................................................203

4.3. “Suppliers Data” Page..............................................................................................203

4.3.1. Average & Latest Cost Pricing........................................................................204

4.3.1.1. Latest Cost. .......................................................................................204

4.3.1.2. Average Cost......................................................................................204

4.3.2. Markup Confirmation....................................................................................204

4.3.3. Markup on what Cost Price A/L/S.................................................................204

4.3.4. List or Foreign Currency Price (if Applicable)................................................204

4.3.5. Suppliers Units (Pack Size).............................................................................205

4.3.6. Markup & Margin Indicator...........................................................................205

4.3.7. Image or Picture file......................................................................................205

4.3.8. Supplier Account Number.............................................................................206

4.3.9. Suppliers Discount.........................................................................................207

4.3.10. Suppliers Lead Time.......................................................................................207

4.3.11. Suppliers Stockcode......................................................................................207

4.3.12. Second Supplier Information.........................................................................208

4.4. Stock “Control” Page................................................................................................208

4.4.1. Decimal Quantity Place Indicator..................................................................208

4.4.2. Decimal Price Place Indicator........................................................................208

4.4.3. Guarantee Period in Months.........................................................................209

4.4.4. Debtors Discount Matrix...............................................................................209

4.4.4.1. A Discount Percentage based on the Selling Price............................210

4.4.4.2. An Actual Excluding or Including VAT Selling Price...........................210

4.4.4.3. A Markup Percentage based on LATEST/AVERAGE Cost Price..........210

4.4.4.4. A Markup Percentage based on STANDARD Cost Price.....................211

4.4.5. General Stock Information............................................................................211

4.4.5.1. Serial Number Confirmation..............................................................211

4.4.5.2. Allow Purchase Order Confirmation..................................................211

4.4.5.3. Allow Sales Order Confirmation........................................................211




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4.4.5.4. Allow Line Discount Confirmation.....................................................211

4.4.5.5. Use Notes as Description...................................................................212

4.4.5.6. Allow Variable Nominal Analysis.......................................................212

4.4.5.7. Allow Description Modification.........................................................212

4.4.5.8. Is this an Active Stock Code...............................................................212

4.4.5.9. Is this item a POS Item.......................................................................212

4.4.6. Quantity Discount..........................................................................................213

4.4.7. Special Promotional Pricing...........................................................................213

4.5. History Page.............................................................................................................213

4.6. Editing an existing Stock Record..............................................................................213

4.7. Deleting an existing Stock Record............................................................................213

5. Nominal/General Ledger................................................................................................214

5.1. Adding a new Nominal account from the “ADD” Button.........................................214

5.1.1. Input the new unused Account Number.......................................................215

5.1.2. Input the Cost-Centre of the new Account...................................................216

5.1.3. Input the GROUP of the new Account...........................................................216

5.1.4. Confirm or Amend the VAT Code for this account........................................217

5.1.5. Select if this is a new BANK Account. ...........................................................217

5.1.5.1. Setting Up the Reconciliation Options...............................................218

5.1.5.1.1. Clear Payments Automatically? ............................................218

5.1.5.1.2. Clear Deposits Automatically? ..............................................218

5.1.5.1.3. Default sort order on Recon Screen? ....................................219

5.1.5.1.4. Default Bank downloads opening balance. ..........................219


5.2.1. Name.............................................................................................................220

5.2.2. Confirm – Cost-Centre...................................................................................220

5.2.3. Confirm – Group............................................................................................220

5.2.4. Sub Groups....................................................................................................220

5.2.5. Confirm – Tax Code.......................................................................................220

5.2.6. Overdraft Limit (If Bank Account) .................................................................220

5.2.7. Prompt for Deposit Slip Number? (If Bank Account) ....................................221

5.2.8. Last Deposit Slip Number (If Bank Account)..................................................221




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5.2.9. Balance (Including P.D. Cheques) (If BankAccount)......................................221

5.2.10. Notes.............................................................................................................221

5.3. Analysis Page one.....................................................................................................221

5.4. Analysis Page two.....................................................................................................221

5.5. Editing a Nominal Ledger Account...........................................................................222

5.6. Deleting a Nominal Account.....................................................................................222

5.7. Special Nominal Accounts........................................................................................223

5.7.1. Stock Adjustment Account............................................................................223

5.7.2. VAT Control Account.....................................................................................224

5.7.3. Retained Income and Loss.............................................................................225

5.7.4. Work-in-Progress Account.............................................................................226

5.7.5. Debtors & Creditors Control Accounts..........................................................226

5.7.6. Stock Control Account/s................................................................................227

6. Review.............................................................................................................................223

Tip

Hot Tip

Warning!

Smarties

Bright Sparks




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1 Importing Debtors, Creditors & Stock

When starting a new Revelation Company or if you would like to add large amounts of data to an existing Company, you my use the EXTERNAL Master file Import tool. This tool will add the data directly to the Access Database. The imports are all done by either an Excel Spread sheet or from a Text File. The text file is usually in either plain text with commas splitting the fields or in a .CSV format. If you are not familiar with these concepts, you may acquire more information on the internet. In order to access the external import program, use the following steps. From the Microsoft desktop, click on the [Start] button.

Now look of either the [Computer] or [My Computer] button and click on it.

You will now be presented with all the storage devices on this computer. Look for an Double click on the storage device that you use to host the Revelation Data on. Usually this is the “Local Disk (C:)”

IF you used a Standard Revelation installation location, the Revelation Data Should be found under the ‘Program Files” Directory. If not, find out from the administrator or person that installed Revelation where the Revelation program and data is installed. Double Click on the folder.

Now look of the particular Revelation folder that was installed. Each Revelation program uses its own directory. In the Example we are using below, the Revelation Enterprise edition was installed under the sub-directory ‘Winrevpro”. Once located, double click on the sub-directory.

Tip: Look in the following directories for the following programs:

Upstart - C:\Program Files\Upstart

Achiever - C:\Program Files\Prolite

Small Business - C:\Program Files\ProSB

Enterprise - C:\Program Files\Winrevpro

Empire Builder - C:\Program Files\Empire

Now look for and double click on the program called [Import.exe]

Tip: Windows has an incremental search. Click on any available file on the screen and then simply start typing “Import”. Windows will scroll you down to the Import Program.




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The program assumes that you have already created the new company and that an access database is present. Although the message states that the database should be empty (In the event that you are adding balance accounts as well), it is possible to add information to an existing used Revelation company. In this event Balances will not be permitted and you will receive a warning screen to this effect. To continue, press the [OK] button.

The following Information screen will direct you how to locate the database that you would like to import the information into. Click the [OK] button to continue.

You will now have to choose the directory and the company number as well as the correct database

that you would like to add the import data to. Look for and then Double-click on the Prowin.mdb file or clicl on the [Open] Button.

Tip: Check on the top bar that you are in the correct file location.




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Masterfile Import Screen From this screen you may import variouse elements of your new company data. The Masterfile screen will indicate where the files are going to be importeded. Please note that this is not a conversion program. No transactional data will be imported, masterfile data only!

To start the import, simply click on the import button and then select the required Ledger that you would like to import.

Note: The “RemoveNulls” function is explained later.

1.1 Importing Debtors Ledger

Importing Data into the Debtors Ledger is by far the most complex import. This is due to the different aspects like “Delivery Address” and other data that could be imported. Although Revelation supports other Formats as well, it is highly recommended that you do the import in the Microsoft Excel Format. You may choose from 6 different imports.




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Import from “Excel spread sheet”.

Import from “Text file”.

Copy Delivery Addresses from Debtor Master file.

Import Delivery Addresses into existing accounts.

Import other fields into existing accounts o From Excel spread sheet o From Text file

Import Recurring Charges o From Excel spread sheet o From Text file

1.1.1 From Excel spread sheet

When importing from an Excel Spread sheet, it is important that the layout and format of the spread sheet is correct. The best import is usually from the older 97 type format (.xls as opposed to the new .xlsx format). Each column in the Spread sheet represents a coulomb in the Access Database. In our Example, we will be importing 10 columns into the newly created Company 77 on the local PC hard drive. You will be reminded about the format again later, but it is important to note that each of the columns that are not numbers should be formatted to text. In order to do this, right click on the highlighted column.

It is important to give the Sheet a name (or leave it as default). Write down this name together with the name of the spread sheet.




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As stated, it is important that a new (Empty) database is used for the import. If you are going to import balance totals like 30 Days and above, it is important to note that Current totals should not be included on the import. They should be entered after the import as actual transactions. As the core of the database is going to be effected, it is important that no other users are logged into the system when doing the import. Click yes to continue.

If you are importing into an active Revelation Company, you will receive a warning stating the amount of Debtor/Client records already present in the Database. To start the import, click on the [Yes] button.

You will now be prompted to select the format that the clients accounts must be imported as. You may select between “Balance Forward” or “Open Item”. (The differenc is explained futher down this Chapter). If you would like to import both “Open Item” and “Balance Forward” account, split the import into two separate spread sheet.

You will now be prompted to select the location and file name of the import. You will be able to select the Drive, Directory and the file. Double-click on the required file.

Make sure that the .xls extention is present. Under the “Input Import Filename”, the name of the selected file will already be inserted. Now type in the Sheet name where you are prompted for the “Input Worksheet Name”. You will also need to indicate if the first line of the spread sheet contains any headers. If ticked, the first line will be ignored for the purpose of the import. Press the [OK] button to continue.




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You will now be prompted to select which of the fields in the spread sheet should be imported into which of the fields into the Access Database. On the left is a list of all the avaible fields to choose from. On the right is the active list.

Click on the item on the left that represents the corresponding column in the spread sheet. The list on the left should be in the same order as what the rows are in the spread sheet. 1 representing column A, 2 column B and so on.




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At the bottom left, you will see the number of Fields already selected. Make sure that the number corresponds with the amount of rows in the Spread Sheet. As stated before, you will be reminded that all the rows containing text should be marked as ‘Text’, not ‘General’. The reason for this is that if the text file contains a number, Excel will return it as a Null (Empty block).

To continue the import, click on the [Yes] button. You will now be presented with either an error 3125 or with a sample list of the import. The error 3125 is caused by one of the componets in the speadsheet not being text or an incorrect sheet name. Play around with the excel colomns and sheet name until you are presented with the Sample import below. Take your time and make sure that each of the Record Lines on the sample list is in the correct order and that they line up. If not, re-check your data spread sheet and selected list fields. Now scroll down until you have viewed all tree the sample records. Once you are satisfied that al the records line up, press the [OK] button.




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Once you are happy with the information, a confirmation prompt will appear. Click the [Yes] button to begin.

A status bar will now indicate the status of the import. Depending on the size of the file, the process may take only a few seconds.

Once the import is completed, you will be taken back to the import screen. Please access Revelation now to check that the import is correct.

Tip: To check the import, print a Debtors Name and Address List Report.

1.1.2 From Text file

The Import via the Text file system is basically the same as with the Spread sheet import. When prompted for the file location and File type, click on the import file with a .CSV attachment. If you would rather like to use an ASCII file import, select the “Tab (ASCII value 9). This type of file is usually associated with printed exports.

Tip: Text imports are general quicker and produce fewer hassles than Excel Imports. They also do not require you to assign a Sheet name in the .csv file, nor on the Revelation import file.




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1.1.3 Copy Delivery Addresses from Debtors Master

In the Case where there is no Delivery Address in the Debtors Records, this option allows you to copy the Address from the MASTER FILE to the DELIVERY ADDRESS

Note: Any Existing Delivery Address will be deleted. Again, all other users must be out of Revelation and out of the database. To start the import, click on the the [Yes] button.

1.1.4 Import Delivery Addresses into existing a/c’s

This will import delivery addresses for the accounts just imported. Due to the fact that multiple addresses are allowed in Revelation, you will be allowed to import unlimited Delivery addresses using this import. The secret is that each of the delivery address should be preceded with the clients account number.

1.1.5 Import other fields into existing a/c’s

This option allows you to import other critical accounts data into Existing Debtors Master file. A good example would be importing User-Defined fields. Again you may make use of either a Excel or a Text file.

1.1.5.1 From Excel Spread sheet

Go through all the same steps as with importing the Debtors Master file. On the selection screen, it is important that you specify an account number field as the first field in the spread sheet and in the List of Selected fields.




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Without this, the import will not be possible.

1.1.5.2 From Text file

On importing from a Text file, follow the same steps as with the other imports, but remember to select a .CSV file instead of a excel file (.XLS).

1.1.6 Importing Recurring Charges

Recurring or Auto-Billing charges are charges that are logged against the client’s account that need to be billed every month. These charges may also be imported via either a Spread sheet or Text file.

1.1.6.1 From Excel Spread sheet

When doing the import, the following columns must be present on the import.




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Ledger (Debtors) – “D”

(1) Charge Code - This is the charge code you have set up in the Recurring- charge run. This may be any 2 Digits like “01” or “AB”

Account Number – This is the Clients account number “ADVA001” etc.

(2) Reference – Any 4 Digit

(3) Charge Amount

(4) Tax Code

(5) Nominal Contra Account

(6) Charge Description

PerCent – This is for the Percentage based charges

(7) Charge CutOff Date

(8) Anniversary Date

Tip: You may have as many Recurring Charges per account as required as long as the Account number is present in the import.

1.1.6.2 From Text file

The same import may be done using a .CSV file. The import is exactly the same as with the Excel import.

1.2 Importing Creditors Ledger

Importing into Creditors Accounts is exactly the same as importing into Debtors Accounts. Please see Debtors Import for more information.

1.3 Importing Stock Ledger

Importing stock into Revelation can either be done through the external Import program or from the internal Import Program under the Stock Master file. Stock Imports can be done at any stage. When Revelation comes across an existing Stock Code, it will skip that record. Ensure that the import file is in an Excel 97 format (.XLS). Also make sure that the columns that do not contain numbers are formatted as ‘Text’ not ‘General’.




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In the case were stock files are received from suppliers or third parties, it is important to clean up the files in such a way that it is in its most basic format. The import does not cater for any fancy formats such as macro’s and pictures.

Tip: Rather copy the data from the complicated spread sheet into a new simple spread sheet. It is our recommendation that column A contains the stockcode. In subsequent imports where information is updated via the import, the stock code will be used to identify the code to be updated. Make sure all other users are logged out of the system before the import commences. Click [Yes] to begin.

If there are exsisting records on file, you will be warned. Click [Yes] to continue.




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Now select the fields from the left and move them to the List of Selected fields on the right. This must be done in the same order as the spread sheet columns. Click [OK] to continue. Once you continue, you will be prompted for the File location and to select the File to be imported. You will also be prompted to insert the Sheet name as it appears on the spread sheet. If the first line of the spread sheet contains headers, the tick box “Line 1 in the spread sheet contains the Column Headings” must be ticked. Click the [OK] button to continue the import. Now select the column data from

the left “List of available fields”. Move them to the right “List of Selected fields” by clicking on the [Add to Selected List] button. Make sure they are moved in the same order as the spread sheet column Order.

Sample: Your origional Excel Sheet colomns and headings




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You will now be reminded that all the columns must be set to ‘TEXT’ if they don’t contain numbers instead of ‘GENERAL’. If not en error 3215 will appear. The same will happen when using an incorrect sheet same. Click [Yes] to continue.

You will now be presented with a Sample import list. This will contain three records. Scroll through all three of the sample Records in order to make sure that the information that you are about to import are correct and in the correct order as per you choice above in the “List of Selected fields”

Once you are satisfied, click the [OK] button to start the import. You will receive a confirmation prompt to continue. Click [Yes] to continue the import.

Your import will now start. Once the import is complete you will be returned to the beginning screen. In the event where the import had some issues, an information screen will be displayed. In our example, 36 Stock Records were not imported due to the fact that they were already present.




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Tip: To verify the import was succesful, it is recommended that you print a stock report. A good report would be a Stock valuation Report.

1.4 Removing Nulls from the Database

According to Microsoft: “In Access, a Null value indicates missing data in a field. A field could contain a Null value because the information is not known, or because the field doesn't apply to the record. A Null value is not the same as a value of 0 (zero) or a zero-length string ("") because those values are defined - you know what they are. Because a Null value is not defined, you do not have enough information about a Null value to compare it to any other value. For example, when you use expressions to specify criteria for a field in a query or an advanced filter, the results will not include Null values in that field. The following example demonstrates this and illustrates the difference between a Null value and a zero-length string:”. In Revelation, the nulls creep in during the import. This could be due to the incorrect format of the columns in the Excel import. Nulls in the Database could create unexpected anomalies further down the line. As a precautionary measure, it is advised that each of the Ledgers be checked for nulls after an import. Click on the [RemoveNulls] button to start the check.

Tip: Click on each of the Ledger Records that need to be checked. If a Null is found, it will be replaced by a Zero in order to give the record a value.

1.5 Import Debtors/Creditors/Nominal Ledger via the Batch Mode –

Recommended

We have recently introduced the option to import outstanding Debtors, Creditors and General Ledger transactions via a Batch Import. When converting from another package to Revelation, it is no longer necessary to do a conversion from that package to Revelation. Simply export all the outstanding transactions into an Excel Spread sheet and then use the Batch Import under each Ledger in Revelation to import the outstanding Transactions.

See: Chapter 11 Point 3.10 and Point 4.11, for more information on how to import each Ledger type. Stock may also be imported in the same way.

See: MasterFile Updates>>Stock Masterfile>>Import for more information on this.




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2 Debtors Ledger

The Debtors Ledger houses all the information of the clients for this particular company. This Ledger keeps an accurate record of sales Invoices of each

Customer, and their payments to you. Each Debtor record has four pages of information.

Account Details Page contains the general customer information.

The Control Page contains selective information as to how the account is managed

User-Defined information can be customised to your requirements

History Page records sales YTD, MTD and profit %. Transaction History up to 60 months.

2.1 Adding a New Debtors Record

To add a new Debtors record, call up an existing client details (using the methods described in Chapter 4). Once the desired account has been called up, you may add a new debtor’s account by clicking on the [ADD] button (bottom middle of the screen). Now specify the following Debtor Master File information:

Input COMPANY Name of SURNAME

Input INITIALS (if applicable)

Input TYPE of Account

Confirm or Amend ACCOUNT NUMBER

Select the CURRENCY for this a/c




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2.1.1 Input COMPANY Name or SURNAME

You may now specify an account name for the Debtor that you are adding. This is usually the legal name of the Company or the Surname of the individual that you are adding. The name is limited to 30 characters (in order to fit into the pre-printed stationary space provided).

2.1.2 Input INITIALS (if applicable)

If the Debtor is a Person, you may insert up to three initials. These will also be printed on the stationary. (The person’s title will be prompted for later on in the capture process).

2.1.3 Input TYPE of Account

In accounting, there are two ways of handling the reporting of transactions on a debtors account. This is most evident when printing a Statement, and has significant impact on the dynamics of the way an account is handles. You may choose from either “OPEN ITEM” or “BALANCE FORWARD” accounts.

2.1.3.1 OPEN ITEM

Open Item accounts states that each invoice or transaction that is produces for an Account will be specified on the transactions listing of the account printouts (like Statements), until they are handled (Paid or credited), as an individual item. Once the invoice is paid, the payment will be offset against that specific invoice. When processing the payment or credit note, you will be presented with a list of outstanding invoices to allocate the debit against.

Note: Open item listing is the preferred Account type, as it is more accurate than Balance Forward listing.

2.1.3.2 BALANCE FORWARD

Balance Forward accounts are much simpler than OPEN ITEM accounts in that they only display the individual items on the Statement for the current month’s transactions. After month-end, the balances of each outstanding invoice are added together into a single amount. The new statement sent to the client will then report a BALANCE FORWARD opening balance on the first entry line of the Statement. The client will no longer see the details of the historic outstanding invoices. When paying Balance forward account, you will only be able to allocate balances against an aging period, not an individual invoice.




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2.1.4 Confirm or Amend ACCOUNT NUMBER

You may now specify an account number of up to 7 characters. We HIGHLY recommend that you allow Revelation to allocate an account number for you, as this will stop confusion and inconsistencies. The default number allocations work on the international standard of four alphas and a three digit numerical code (e.g. ADVA001 for Advanced Sales (Pty) Ltd).

2.1.5 Select the CURRENCY for this a/c

The Enterprise and Empire Builder packages are both Multi Currency products. This means that you will be able to trade in multiple currencies as well as have Forex bank accounts (Add-on Module in Enterprise). Once an account is opened as a Foreign Currency account, you will not be able to change the currency type. If a client transacts in multiple currencies, an account must be opened for each of the currency that they trade in. You must check your currency conversion table before every transaction (See: Chapter 26), as Revelation captures the stated currency from the table on transacting. The only way to correct an incorrect balance will be to reverse the incorrect transaction. Even then, great caution should be taken to ensure that the exchange rate previously used, is still the same as when the original transaction was created. If switched on, a prompt will remind the user to check the rate whenever dealing in Forex. (See User Settings).

(Please remember to switch this message on for all the Forex users).

2.2 Inserting the “Account Details” Page

Under this page you will capture the critical information on the Debtor that you are adding. Special caution must be taken to insure that all the debtors are captured in the same way, as this will make your systems uniform. You must, for instance, decide what standard should be used to insert a Telephone number or what name must be placed under the Contacts details (and so forth). A good idea is to only allow certain operators to add and maintain accounts. This is even more critical when dealing with stock. The following items must now be added to the Account Details page:

Title

Address 1 to 5

Telephone Number

Cell phone Number

Fax Number

Contact Person

Default REP Code

Default AREA Code

Stock Price

Category Field




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Terms

Branch Code

Trade Discount

Settlement Discount

Credit Limit

Delivery Method

Vat Number

Vendor Number

Notes

It is important to know that any of the following fields that you enter, can be used to either do custom reports or exports to excel. Take special care to insert the information as toroughly as possible.

2.2.1 Title

In the event of using a person instead of a company, Insert the title of the person that you are opening the account for. A title is a prefix added to someone's name to signify either, an official position or a professional or academic qualification. Some examples of titles are PROF/DR/HON/MR/MRS/MISS/ME. In Revelation we cater for up to 4 title Characters.

2.2.2 Address Line 1

Together with lines 2 to 4, this line may be used to either capture the Postal or Physical (Street) address of the Debtor. Use the Address that you would like the correspondence to be posted to.

Please note: Revelation has a special Delivery address section to capture multiple Delivery Address. This will be prompted for, once the initial capture of the debtor has been completed, (Once you click on the “Save” button).




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Address line 2 and 3 can be used to capture the City or town/township name. Whatever appears in these line are linked to a special POCO lookup system as explained under section 5.


See Above.

2.2.5 Address Line 4 ( ***(POCO) ***)

Address Line 4 is used to house the Postal Code of the address. If you know the postal code of the particular address, fill that into this line. If not, Revelation will look up the code for you, by using a postal Lookup Program (POCO) that was engineer as a standalone program, way back in the eighties already, and now forms part of the standard Revelation program. If you have a town/township or Cities name correctly inserted in Lines 2 or 3, Revelation will then initiate a search upon pressing the F5 key or down arrow. You will either be able to select the “BOX” or “STREET” codes, by clicking on the buttons provided. (How cool is that?!!!). As a Bonus, you will also be able to view (but not select) the “DIAL CODE” and “PROVINCE” for that clients area. You may also do Post Office searches at any time, by calling up a debtor account and then clicking on the down arrow of Address line 4.

2.2.6 Telephone Number

Insert the debtors land line number. Pay particular attention to the format used. It should start with the area code and then the actual number (We recommend that you don’t use any spaces, as we are planning an auto dial programs that will plug-in most popular PABX Systems). As this is an accounting program, if the company has multiple telephone numbers, insert the telephone number of the accounts department.

2.2.7 Cell phone Number

Use the cell phone number of the person most responsible for the client’s decision-making. (Use the AddOn SMS Manager to correspond vital accounting, and marketing to this cell phone number via SMS).

2.2.8 Fax Number

Insert the Debtors Fax number here. Again, pay particular attention to detail.




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2.2.9 Contact Person

Insert the person’s detail responsible for the account.

2.2.10 Select Rep Code

You may now select the default rep code for this debtors account by clicking in the down arrow or by pressing the F5 button on the keyboard. This should be the rep that is usually responsible for the sales for this debtors account. Whenever a sale (or even payment) is processes, you will be prompted to confirm the rep code. To Setup Rep Codes and commission structures, see: Quick Access Menu>>Daily Operations>>Master File Updates>>Setup Rep Codes.

2.2.11 Select Area Codes

Area codes are used to define reports and exports. To setup the Area codes, click on the [Update] button. From here you may then delete, add or amend any area code. Also See: Quick Access

Menu>>Daily Operations>>Master File Updates>>Setup Area Codes. (Don’t forget use POCO if you want to find out what

Province the client resides in). Click on the down arrow to display the area code selection. Scroll up and down and then click on the desired code. Now click on the “Select” button. To search for a particular code, especially if you use complicated area codes , you may use the [Pattern] search option. This option will then look for any pattern in any of the names. If you are looking for Cape Town, you only have to search for “Town”, Revelation will then use the Pattern “Town” to locate all the area’s with Town in their names. Queenstown will also be listed.

2.2.12 Stock Price

You now have to decide what special price (if any), this debtor is going to be receiving when supplying them with items from your Stock. You may link the Customer to the “Debtor Discount% Link” matrix in the Stock records found under the Stock record Control page. This will give the customer an automatic discount or special price when doing Quotes, Orders and Invoices. The Special price may consist of one of the following, depending on the setting under the General System Preferences>>Stock:

Discount % on Selling Price

Actual Selling Price – Excluding VAT

Actual Selling Price – Including VAT

Markup % on Latest Cost

Markup % on Average Cost

Markup % on Standard Cost




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Choose a number between '0' and '6' to link to the appropriate Discount% in the Stock records. If you leave the Stock Price blank (or Zero), Revelation will assume that this client is going to be paying the standard price.

Click on the Dropdown to make your selection.

Tip: To setup this field, go to Master File Updates>>Debtors Master File>>Input Debtor/Stock Price link and Setup>>System Preferences>>Stock>>USE THE Debtors Discount link for...

2.2.13 Category Field

You may class your Debtor according to the pre-selections that you have setup under the category field details. This powerful tool will assist you in among other, sifting your clients into very specific classes. You may for instance, class your debtors into the type of payers they are, or if they are priority clients or not.

When printing or exporting, you may further define your selection via the Category selector.

2.2.14 Terms

This is the Number of Days within which you have agreed with this Customer to settle any outstanding Debts. This would usually be the Number of Days from the Date of your Invoice but could also be from statement.




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2.2.15 Branch Code

When you have debtors that belong to the same group, head office or owner, you may want to link or “BRANCH” them together for Statements and Credit limit control purposes. This is done by giving each Branch account a Common denominator followed by a prefix. The Common denominator may be any 4 alpha codes. The Prefix must be a 2 digit numerical. The numerical will determine the position that the particular debtor’s transactions will have in the branch Statements. The account that should print first must have a prefix that start with 00. The 2nd account should have a prefix of 01 and so forth. In our example we use “BRAN00” for head office and “BRAN01” for the account that must print second. When printing Normal Statements, branch accounts will be printed normally, together with your usual accounts, unless you have un-ticked the option to print statements under the Control tab. Revelation caters for up to 99 Branches per Group of debtors.

To link all the accounts from the same branch to a common Credit limit, in order to limit you exposure, you need to insert a credit limit onto the main branch account. You also need to tick the “Use Head Office Credit limit in Branch A/c’s”. As soon as any of the accounts that are linked to the same Branch exceeds the Head office credit limit, all the accounts linked to the same branch will be flagged by a warning or password.

2.2.16 Trade Discount

This is the % Discount (If any) that you have agreed to give this customer when they purchase goods from you. Trade discounts will automatically appear on the bottom of the invoice in the overall discount field. You may override this discount whiles producing and invoice. (Trade discount usually refers to clients that are in the same Trade as you).

2.2.17 Settlement Discount

Settlement discount is an incentive % Discount to encourage customers to settle their accounts as soon as possible. For instance, 2.5% may be deducted if settled within 30 Days. A message to this effect will appear when you process payments (like in our example).

2.2.18 Credit Limit

Input any Credit Limit you wish to impose on this Customer (Leave blank for NO Credit Limit). To enforce the credit limit while invoicing, you need to make sure that there is a Supervisor password in




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place, (See: Setup>>General System Preferences>>Passwords) otherwise only a warning will come up.

If the credit limit is exceeded during invoicing, Revelation will call for the SUPERVISOR PASSWORD.

Remember that if you have the Branch Credit Limit in place, any of the accounts exceeding the Credit limit will prompt for the password.

2.2.19 Delivery Method

Each debtors default delivery method may now be specified. On Quotes, Sales Orders and Invoicing, the default method will be displayed, but may be amended during the transaction.

See: Quick Access Menu>>Master File Updates>>Debtors Master File>>Delivery Method to amend.

2.2.20 VAT Number

According to the Value Added Tax Act 89 of 1991, any business that has an annual turnover exceeding R 300 000.00, must be registered with the receiver of revenue as a VAT Vendor. According to the same act, it is required that any invoice above R 3000.00 must display the following information:

Client VAT Number

Full names and surname, or Legal company name

Address

Telephone number For this purpose, you must insert the appropriate Client VAT number in this field.

2.2.21 Vendor Number

Over and above the Account number, you may decide to issue your client whit an additional number to control the account with. (The vendor number may even consist of a password that the client has to quote before transacting with you).

2.2.22 Notes Field

You are able to input Notes or Comments relating to this customer such as warnings, family names (for PR purposes), etc. The Notes field automatically 'scrolls' up as you type and you may scroll it

up and down using the scroll bar at the right of the field (or the [] and [] keys). To exit the field when finished, press the [Tab] or [Esc] keys.




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If you left click on the notes field, it will automatically enlarge to double the size in order for you to see more information listed under the notes field.

Under the user settings, you may also tell the system to display the notes field just before doing any transactions like quotes and invoices.

2.3 Inserting the “Control” Page

This holds among other information, the customer’s E-mail address and Banking details as well as the following check boxes and fields that control how the account is managed by Revelation:




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2.3.1 E-Mail Address

Place the clients default e-mail address here. Whenever a e-mail address is called for, that has not been listed under the “Extra e-mail” tab, this address will be used as the default.

2.3.2 Extra E-mail Address

This section provides for specialised e-mail address to be allocated. This means that every time a specific document is produced, it will be allocated and e-mail to a purpose defined e-mail address. The following e-mail address can by designation specified:

Invoices

Statements

Quotes

Sales Orders

Miscellaneous (Here you may add any other e-mail address).

Once you have completed a Transaction, like an invoice, you may click on the E-mail button. The designated e-mail address for that transaction type will then appear as default. You may now click on the down arrow. A list of the miscellaneous e-mail address will appear.




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You may add to them by clicking on the “New” button, either from the Control page, or from the transaction e-mail page.

2.3.3 Bank Name

With all the fraud going on these days, it is important to have the client’s default banking details on record. If a deposit is made from another bank account, it should raise suspicion. Furthermore, Revelation also has a build-in Debit Order Facility that will collect your outstanding money for you, provided that you have the correct arrangements in place with your bank (BankServ in South Africa). Revelation then utilises this information to create an electronic file to be sent to the bank. MAKE SURE THAT THIS INFORMATION HAS BEEN CORRECTLY CAPTURED!!!

2.3.4 Sort Code (Branch Code)

For the same reason as above, insert the correct soft code for the client’s bank here.

2.3.5 Bank Account number

For the same reason as above, insert the correct bank account number for the client’s account with the bank specified in three here.

2.3.6 Print Statements?

If you want this client to be excluded from the statement run, then uptick this box. (You may want to send the client an Excel or manual Statement).

2.3.7 Charge Overdue Interest?

If you do NOT wish to charge this Customer Interest on Overdue amounts owing, un-tick this box. Refer below where you may specify from what Aged period interest must be charged.




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2.3.8 Allow Backorders?

Must this customer be allowed to place Orders? Some clients make you incur huge expenses by ordering goods that they never collect. Such clients can be controlled by not allowing then to place orders for goods.

2.3.9 Print Tax Exclusive Invoices?

Some Customers prefer to be issued with VAT Inclusive Invoices. If this is the case, then un-tick this box. For Exclusive Invoices, leave the box ticked. Revelation will produce appropriate Invoices.

2.3.10 Print Mailing Labels?

Mailing labels are labels that have the client’s postal address on them (For instance to mail statements to). Must this client be included when you print Mailing Labels?

2.3.11 Charge Tax on Sales Invoices?

Some clients are either tax exempt due to turnover or other local exemption (See the VAT act 89 of 1991) or they might be in a neighbouring country. In this case, you are not allowed to charge VAT/TAX. You must then un-tick this box.

2.3.12 Allow Sales to this Client?

To prevent any further Sales Invoices to be processed for this client, clear this checkbox. The client will not be allowed to be Quoted or invoiced without a SUPERVISOR password. Make sure one is in place.

If not, a warning will come up, but you will have the option to continue anyway.

2.3.13 Is this an Active account?

If un-ticked, no further postings of any kind will be allowed against this account. When you do a general accounts enquiry by a general search, all the in-active accounts will be listed.




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2.3.14 Retain partially fulfilled Order?

Your customer may only obtain 90 present of the stock on the order that he placed with you because you were out of stock. The rest of the stock they obtain from some ware else. If this is your customer’s standard Modes operandi, you may which to clear the order as being fulfilled in order to stop unnecessary ordering. If this is the case, un-tick this option. Revelation will then clear the order, even if it was only part delivered.

2.3.15 Send Documents By?

You may choose in what format the client preferred to receive his standard Documentation, like invoices. Printed, e-mailed or both.

2.3.16 Send Statements By?

You may choose in what format the client preferred to receive his Statements in. Printed, e-mailed or both.

2.3.17 This is a Cash Sales Account?

If this option is ticked, you will still be able to sell to this client as if he has got an account with you, but he will have to pay the account in full every time he makes a purchase from you. The reason for this is so that you may still keep track of sales to this client, but without the exposure risk of credit. This is usually a new client with potential to become an account holder, or an existing client that has not been paying his account like he should.




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Please note: If the sale to this client is paid immediately after the invoice, it will be as if he paid his account via the “Cash Received for Debtors Accounts”, under Invoicing. The payment will form part of your daily cash-up figure.

2.3.18 No Further invoices if OVERDUE AMOUNT is in which period?

This option allows the system to put an account on hold automatically depending on the aging of the outstanding debt. You may prevent further Sales Invoices being issued when outstanding amounts exceed a specified Aged Period ('1'=Current, '2'=30 days, etc).

2.3.19 Print how many months of transactions on statements?

This option pertains to Balance forward accounts only, as open item prints all the outstanding transaction as default. You would for instants like to see three months of transactions on the statement. Then change this setting to 3.

2.3.20 Charge overdue interest from what age period?

If you have ticked the box to charge interest, you may now specify, per customer, from which period interest must me charges. Only overdue amounts from the specified Aged period will be charged interest. '0' (zero) = Auto, '1' = from Current, '2' = from 30 days, etc.

2.3.21 Age Analysis

You will notice that the age analysis is available on all the pages, but cannot be amended. You will have to capture the balances in Capture mode or via transactions like invoices or Journals. See Setting up a new company for more info on Capture Mode.

2.3.22 Inserting the “User-defined” Page

Under the user-Defined fields you may insert any custom information that you which.

See: Quick Access Menu>>Master File updates>>Debtor Master Files>>Master>>Input User-Defined Fields.




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2.4 The “History” Page

This page only contains historical data relating to your business dealings with this client and, therefore, has no data entry fields for you to input.

2.5 Editing an Existing Debtors Account

In order to edit the Debtors Record, call up the required Debtors file and then click on the [Edit] button. You may change all the information on all the tabs except the Account Number and Client Name and Initials. In order to change these fields, go to Master File>>Debtors Master File>>Master>>Amend Name or Accnt.No.

You will be allowed to change the details. Once done, you will have the opportunity to also change the account number automatically by pressing [F5].




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2.6 Deleting an Existing Debtors Account

See: Chapter 27

3 Creditors Ledger

The Creditors Ledger houses the information of the suppliers for the particular company. This Ledger accurately records Purchase Invoices from Suppliers and

Payments made to them. Each Creditor record has three pages of information.

Account Details Page contains the general customer information.

The Control Page contains selective information as to how the account is managed

User-Defined information can be customised to your requirements

History Page records sales YTD, MTD and profit %. Transaction History up to 60 months. It is highly recommended that you should use the creditor’s account to keep record of purchases from a supplier that we do NOT have a credit facility with (COD Creditors). This is because you will have a record of all the movements on a particular supplier. If you find that your movement on that supplier is high, you may want to approach them for an account facility as well as have an electronic record of all the transactions on that supplier.

3.1 Adding a New Creditors Account

In order to add a new Creditors Record, call up an existing Creditors Account via the Super menu [Creditors] button. On the Creditor Master screen, click the [Add] button to add a new creditor account.

You will now have to specify the following Creditor Master file information:




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Input COMPANY Name or SURNAME

Input INITIALS (if applicable)

Input TYPE of Account

Confirm or Amend ACCOUNT NUMBER

Select the CURRENCY for this a/c (only on Enterprise and Empire Builder versions)

3.1.1.1 Input COMPANY Name or SURNAME

Specify an account name for the Creditor that you are adding. This is usually the legal name of the Company or the Surname of the individual that you are adding. The name is limited to 30 characters (in order to fit into the pre-printed stationery space provided).

3.1.1.2 Input INITIALS (if applicable)

If the Creditor is a Person, you may insert up to three initials. This will also be printed on the stationery. Note: The person’s title will be prompted for later on in the capture process.

3.1.1.3 Input TYPE of Account

In accounting, there are two ways of handling the reporting of transactions on a creditor account. This is most evident when printing a Remittance, and has significant impact on the dynamics of the way an account is handled. You may choose from either “OPEN ITEM” or “BALANCE FORWARD” accounts.

3.1.1.4 OPEN ITEM

Open item is the preferred Account type, as it is more accurate than Balance Forward. Open Item states that each Goods received note or transaction that is produced for an Account will be specified on the transactions listing of the account printouts (like Remittances), until they are Paid or debited. Once the GRN is paid, the payment will be offset against that specific GRN. When processing the payment or debit note, you will be presented with a list of outstanding GRN’s to allocate the debit against.




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3.1.1.5 BALANCE FORWARD

Balance Forward accounts are much simpler to administer than OPEN ITEM accounts in that they only display the individual items on the Remittance for the current month’s transactions. After month-end, the balance of each outstanding GRN is added together into a single amount which is Carried Forward into next month’s list of transactions. The new remittance sent to the supplier will then report a BALANCE FORWARD opening balance on the first entry line of the Remittance. The supplier will no longer see the details of the historic outstanding GRN’s. When paying Balance forward account, you will only be able to allocate balances against an aged period, not an individual GRN.

3.1.2 Confirm or Amend ACCOUNT NUMBER

You may now specify an account number of up to 7 characters. We HIGHLY recommend that you allow Revelation to allocate an account number for you, as this will stop confusion and inconsistencies. The default allocations work on the international standard of four alphas and a three digit numerical coding.

3.1.3 Select the CURRENCY for this a/c

The Enterprise and Empire Builder packages are both Multi Currency products. This means that you will be able to trade in multiple currencies. Once an account is opened as a Foreign Currency account, you will not be able to change the currency type for as long as there are outstanding balances on the account. You should update the Currency Exchange Rates at least once a day to




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ensure that any foreign currency transactions are transacted at the correct Exchange Rate (go to Setup > System Preferences > [Currencies] tab). The only way to correct an incorrect balance will be to reverse the incorrect transaction. Even then, great caution should be taken to ensure that the exchange rate previously used, is still the same as when the original transaction was created. If switched on, a prompt will remind the user to check the rate whenever dealing in Forex. (See User Settings)

(Please remember to switch this message on for all the Foreign accounts).


Under this page you will capture the critical information on the Creditor that you are adding. Special caution must be taken to insure that all the creditors are captured in the same way, as this will make your systems uniform. You must, for instance, decide what standard should be used to insert a Telephone number or what name must be placed under the Contacts details (and so forth). A good idea is to only allow certain operators to add and maintain accounts. This is even more critical when dealing with stock. The following items must now be added to the Account Details page:

Title

Address 1 to 5

Telephone Number

Cell phone Number

Fax Number

Contact Person

Default AREA Code

Category Field

Terms

Trade Discount

Settlement Discount

Nominal Account

Credit Limit

Vat Number

Notes

Age Analysis




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It is important to know that any of the following fields that you enter, can be used to either do custom reports or exports to Microsoft Excel. Take special care to insert the information as thoroughly as possible.

3.2.1 Title

In the event of using a person instead of a company, insert the title of the person that you are opening the account for. A title is a prefix added to someone's name to signify either an official position or a professional or academic qualification. Some examples of titles are PROF/DR/HON/MR/MRS/MISS/ME. In Revelation we cater for up to 4 title Characters.


Together with lines 2 to 4, this line may be used to either capture the Postal or Physical (Street) address of the Creditor. Use the Address that you would like the correspondence to be posted to.

Please note: Revelation has a special Delivery address section to capture multiple Delivery Address. This will be prompted for, once the initial capture of the creditor has been completed, (Once you click on the “Save” button).


Address line 2 and 3 can be used to capture the City or town/township name. Whatever appears in these line are linked to a special POCO lookup system as explained under section 5.


See Above.




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3.2.5 Address Line 4 ( ***(POCO) ***)

Address Line 4 is used to house the Postal Code of the address. If you know the postal code of the particular address, fill that into this line. If not, Revelation will look up the code for you, by using a postal Lookup Program (POCO) that is included with Revelation. If you have a town/township or Cities name correctly inserted in Lines 2 or 3, Revelation will then initiate a search upon pressing the F5 key or clicking the down-arrow at the end of address field 4. You will either be able to select the “BOX” or “STREET” codes, by clicking on the buttons provided. (How cool is that?!!!). As a Bonus, you will also be able to view (but not select) the “DIAL CODE” and “PROVINCE” for that clients area. You may also do Post Office searches at any time, by calling up a Creditor account and then clicking on the down arrow of Address line 4.

3.2.6 Telephone Number

Insert the creditor’s land line number. Pay particular attention to the format used. It should start with the area code and then the actual number (We recommend that you don’t use any spaces, as we are planning an auto dial program that will plug into most popular PABX Systems). As this is an accounting program, if the company has multiple telephone numbers, insert the telephone number of the accounts department.

3.2.7 Cell phone Number

Use the cell phone number of the person most responsible for the suppliers’ decision-making. (Use the AddOn SMS Manager to correspond vital accounting information to this cell phone number via SMS).

3.2.8 Fax Number

Insert the Creditors Fax number here. Again, pay particular attention to detail.

3.2.9 Contact Person

Insert the name of the Contact person at the Creditor’s company.

3.2.10 Select Area Codes

Area codes are used to define reports and exports. To setup the Area codes see: Quick Access Menu>> Master File Updates>>Setup Area Codes. (Don’t forget to use POCO if you want to find out what Province the Supplier resides in). Click on the down arrow to display the area code selection. Scroll up and down and then click on the desired code. Now click on the “Select” button.




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3.2.11 Category Field

You may class your Creditors according to the pre-selections that you have setup under the category field details. This powerful tool will assist you in, amongst other things, sorting your suppliers into very specific classes. You may, for instance, class your suppliers into the type of product you buy from them, or if they are priority suppliers or not.

When printing or exporting, you may further define your selection via the Category selector.

3.2.12 Terms

This is the Number of Days within which you have agreed with this Supplier to settle any outstanding Debts. This would usually be the Number of Days from the Date of your GRN but could also be from the Date of their Statement.

3.2.13 Trade Discount

This is the % Discount (If any) that you have agreed to receive from this supplier when you purchase goods from them. You would input the Trade Discount % (or Amount) in the Overall Discount field at the bottom of Goods Received Notes that you process from the Invoices issued to you by this Creditor for Goods/Services that you purchased from them.

3.2.14 Settlement Discount

Settlement discount is an incentive % Discount to encourage you to settle your account as soon as possible. For instance, 2.5% may be deducted if settled within 30 Days. A message to this effect will appear when you process payments (like in our example).




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3.2.15 Nominal Account

Some suppliers are only used for purchasing general ledger items from, for instance Telephone fees and Rent. By inputting the appropriate account Nominal a/c number into this field in the Creditor a/c, whenever you process a Manual Creditor Invoice (under Postings to Accounts > Creditor Postings), Revelation would automatically use that Nominal a/c for the Contra entry in the Nominal ledger.

You may for instance buy your stationary from Stationary Supplies CC and have a 30 day account with them. When booking in your purchases, you should rather use the [=O] (Odd Item) option instead of a stock code.

This will initiate an Odd Item stock process. At the end of the process, you will be prompted for a Nominal Ledger account number. Since the same nominal account is always used for this supplier (Stationery & Supplies), you should inputting the Stationery Nominal a/c number here as this will instructs Revelation to automatically use the inserted number for all Odd Items from this Creditor by default.




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3.2.16 Credit Limit

Input the Credit Limit your supplier allowed you to purchase on account for. Leave blank for NO Credit Limit. To enforce the credit limit while ordering, you need to make sure that there is a Supervisor Override password in place, (See: Setup>> System Preferences>>Passwords) otherwise only a warning will come up.

If the credit limit is exceeded during ordering, Revelation will call for the SUPERVISOR PASSWORD.

3.2.17 VAT Number

According to the Value Added Tax Act 89 of 1991, any business that has an annual turnover exceeding the current SARS limit must register with the receiver of revenue as a VAT Vendor. According to the same act, it is required that any invoice above R 3000.00 must display the following information:

The SUPPLIER’s VAT Number

Full names and surname, or Legal company name

Address

Telephone number For this purpose, you must insert the appropriate Suppliers VAT number in this field.

3.2.18 Notes Field

You are able to input Notes or Comments relating to this supplier such as warnings, family names (for PR purposes), etc. The Notes field automatically 'scrolls' up as you type and you may scroll it up

and down using the scroll bar at the right of the field (or the [] and [] keys). To exit the field when finished, press the [Tab] or [Esc] keys.

If you left click on the notes field, it will automatically enlarge to double the size in order for you to see more information listed under the notes field.




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3.2.19 Age Analysis

You will notice that the age analysis is available on all the pages, but cannot be amended. You will have to capture the balances in Capture mode or via transactions like GRN’s or Journals. See Setting up a new company for more info on Capture Mode.

3.3 Inserting the “Control” Page

This holds among other information, the supplier’s E-mail address and Banking details as well as the following check boxes and fields that control how the account is managed by Revelation:

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3.3.1 E-Mail Address

Place the suppliers default e-mail address here. Whenever an e-mail address is called for, that has not been listed under the “Extra e-mail” tab; this address will be used as the default.

3.3.2 Extra E-mail Address

This section provides for targeted e-mail addresses to be allocated. This means that every time a specific document is produced, it will be allocated and e-mail to a purpose defined e-mail address. The following e-mail addresses can be specified:

Purchase Orders

Remittances

Miscellaneous (Here you may add any other e-mail address).




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Once you have completed a Transaction (like a GRN) you may click on the E-mail button. The designated e-mail address for that transaction type will then appear as default. You may now click on the down arrow. A list of the miscellaneous e-mail addresses will appear. You may add to them by clicking on the “New” button, either from the Control page, or from the transaction e-mail page.

3.3.3 Bank Name

With all the fraud going on these days, it is important to have your suppliers’ default banking details on record. In future Revelation will utilise this information to create an electronic file to be sent to the bank to pay your suppliers. MAKE SURE THAT THIS INFORMATION HAS BEEN CORRECTLY CAPTURED!!!




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3.3.4 Sort Code (Branch Code)

For the same reason as above, insert the correct Sort code for the Supplier’s bank here.

3.3.5 Bank Account number

For the same reason as above, insert the correct bank account number for the Supplier’s account with the bank specified in (3) above.

3.3.6 Print Remittance Advices?

If you do not want this supplier to receive a remittance then UNtick this box. (You may want to send the supplier an Excel or manual Remittance).

3.3.7 Allow Purchase Orders?

Allow purchases from this supplier? Management may decide not to purchase from a supplier any longer due to cheaper suppliers that sell the same stock. Such suppliers cannot be deleted as we still need to keep record of them for the next two years, or, they may change prices in the future. We can then control this by not allowing orders.

3.3.8 Print Mailing Labels?

Mailing labels have the supplier’s postal address on them (For instance, to mail remittances to). Must this supplier be included when you print Mailing Labels?

3.3.9 Include in “Print Cheques” run?

You may print creditors’ cheques on a printer, if you have the correct cheque forms from the bank (speak to your bank manager in this regard). When printing cheques using this method, should this account be included in this run? See: Quick Access Menu>>Postings to Accounts>>Creditors Ledger>>Postings>> Print Creditors Cheques. (We are hoping to have an electronic Bank payment Export under this section soon.)

3.3.10 Retain partially supplied orders

Your Supplier may only supply 90 present of the stock on an order that you placed with them because they were out of stock. Normally, the outstanding parts of the order will remain on file until they supply it. If you would rather buy those items elsewhere or would place a new order for what was not supplied, then Un-tick this box. In this case, the remaining balance of partially supplied orders for this supplier is deleted.

3.3.11 Print Tax Excl. Orders/GRNs

Some Suppliers prefer to be issued with VAT Inclusive Orders. When this is the case you should then un-tick this box. For Tax Excluded Orders, leave the box ticked.

3.3.12 Charge Tax on Purchases?

Some suppliers are either tax exempt due to turnover or other local exemption (See the VAT act 89 of 1991) or they might be in a neighbouring country. In this case, you would not want to show VAT on Purchase Orders to them, etc. You must then un-tick this box.




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3.3.13 Is this an Active account?

If un-ticked, no further postings of any kind will be allowed against this account. When you do a general accounts enquiry by a general search, all the in-active accounts will be listed.

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3.3.14 Send Purchase Orders by?

You may choose in what format the supplier or you prefer to send and receive Purchase Orders. Printed, e-mailed or both.

3.3.15 Send Remittances By?

You may choose in what format you prefer to send Remittances to the Supplier. Printed, e-mailed or both.

3.3.16 Print how many months of transactions on remittance?

This option pertains to Balance forward accounts only, as open item prints all the outstanding transaction as default. You would for instants like to see three months of transactions on the remittance. Then change this setting to 3.

3.3.17 Age Analysis

You will notice that the age analysis is available on all the pages, but cannot be amended. You will have to capture the balances in Capture mode or via transactions like GRN’s or Journals. See Setting up a new company for more info on Capture Mode.

3.4 Inserting the “User-defined” Page

Under the user-Defined fields you may insert any custom information that you wish. The information in these fields is generally for information purposes and is only available on Custom reports and




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Master File Exports under Print Creditor Reports. See Quick Access Menu>>Master File updates>>Creditor Master Files>>Master>>Input User-Defined Fields.

3.5 The “History” Page

This page only contains historical data relating to your business dealings with this supplier and, therefore, has no data entry fields for you to input.

3.6 Editing an Existing Creditors Account

In order to edit the Creditors Record, call up the required Creditor file and then click on the [Edit] button. You may change all the information on all the tabs except the Account Number and Client Name and Initials. Use the Tab key to move between fields to be edited. In order to change the Account Number and Account name, go to Master File>>Creditors Master File>>Master>>Amend Name or Accnt.No.

You will now be allowed to change the details. Once done, you will have the opportunity to also change the account number automatically, by pressing [F5].




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3.7 Deleting an Existing Creditors Account

See: Chapter 27

4 Stock Ledger

Stock or Inventory is that part of your Ledger that contains the information of all the items that you trade with. This could either be physical stock that is bought

and sold, or it could be in the form of Service items that represent the time and attendance that an individual or company has spent on customers project or person (Like in the event of a Doctor mending a broken limb of a patient). (See: Chapter 2 for more information on stock).

4.1 Adding a New Stock Record

As with the other Ledgers, in order to add a new stock record, you will first have to call up an existing stock Item. Once done you may simply click on the [ADD] button to start the process.

Once done, the Stock Master information Screen will be presented. This is the part of the stock information that is logged in the Master records and may NOT be freely edited, like with the rest of the stock information.




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4.1.1 Input New Item’s Stockcode

This is a 16 Digit Alpha Numeric code that will be used to identify the stock record with. Make sure that this is a code that is well understood in the context of the stock record. The official NATO code is only a 13 Digit Code so Revelation complies with international Standards.

NATO Type Code example. In this type of code, each character has a very distinct meaning. Check out the Internet for more information. Here are some tips on how to create your own stock codes:

Unless you are forced to do so by something out of your control, never start an item number with a zero. Just trust us on this.

Avoid using letters that can be confused with numbers. The main culprits are O,I, and L.

Although the modern trend with stockcodes are to make use of the supplier’s stock code, DO NOT use a manufacturer's serial number or part number for your part number. These numbers are often too long and cryptic. Plus, if you switch suppliers or the manufacturer changes their number it becomes meaningless to your organization. Opposition also track your pricing very easily.

Keep item numbers short - but not so short that they could be mistaken for other numbers (i.e. quantities). 4 - 8 characters will suffice for most organizations.

Do not load item numbers with meaning - do not try to use the item number to describe your product. This will only make your numbers longer, and more complicated. Save this information for the item description.

Consider using a few letters. Letters will help further distinguish your item numbers from other numbers, and they will greatly increase the number of possible item numbers you can have while keeping the overall item number length as short as possible.

Using a few letters from the beginning of your item description at the beginning of your part numbers will make it much easier to look up items in pick lists. For example, if you were creating an item number for “Sauce, Chocolate” you might create the number “SAU101” , “Sauce, Caramel” “SAU102” etc...

Avoid loading inventory item descriptions with more information than absolutely necessary. Information such as vendor names, manufacturer, country of origin, expiration dates, and so on belongs in the "item details", or" transaction details", areas where it can be used more effectively.

Do not use characters that might confuse people or software. For example, using a comma in your item number might make it look like a quantity or price. Using a "/" can result in Excel formatting your part number as a date. Symbols such as "<", ">", and "*" can have unintended consequences when moving data between Clearly Inventory and your Spreadsheet program. Try to keep your item numbers simple and alpha-numeric where possible.




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4.1.2 Input TYPE of Item

In Revelation you may choose from 4 Types of Stock:

Stock Item (Inventory Item)

Service Item

ODD Item

Airtime Item

4.1.2.1 Stock Item

As the name suggests, this type of item controls the physical stock that your business trades with. You will need to have stock on-hand in order to trade with this type of item. (Revelation does allow stock items to move into the negative, but is highly recommended that this practise not be allowed). Regular stock takes should also be done in order to assist with the stock control of test item types.

4.1.2.2 Service Item

Service items are those inventory items that you do NOT need physical stock to trade with. This would be items like labour and time billable items. A Doctor may trade his time for remuneration. Each type of procedure may be traded under a different Service item type. In some cases stock items that are difficult to quantify, may also be traded under a service item. A good example would be grease that is bought in bulk, but sold as a consumable (Un-quantifiable) item. (How will you measure how many scoops of Grease are left in a 20 Litre Drum?).

4.1.2.3 Odd Item

Odd items are those item types that are not common in your inventory list. You may do a “Buy Out” of a particular item for a Client that is highly unlikely to be traded again. You would like to keep track of the items movement, but would not like to make this item part of your usual stock reporting. Whenever you print stock reports, you would have the option to exclude or include Odd items.

4.1.2.4 Airtime

This item type only becomes available if you are using the Integrated POS Credit Card facility through our Innervation Partners. Basically, this item type means that you would not have to keep any physical Cell phone Airtime in the store. As you sell the Airtime, it is bought from the online shop hosted by Innervation.

4.1.3 Decimal Places (Quantities)

This is the actual quantity decimal that you would like the item to be traded in. Revelation allows for up to 4 Decimal Places for stock. This means that an item can be sold in fractional units as small as to the Power four. This will allow you to buy 1 item and only sell .0001 of the item bought. Imagine buying one kilogram of Gold at R 430 000.00. You may sell it off in units as small as one

gram at R 450.00. Generally tough, it is far easier to book the stock in as grams. (lowest denominator).

4.1.4 Decimal Places (Prices)

In the event that you would like to trade in high decimal quantity, but the pricing is relatively low, you would normally also allow the Pricing to go into decimal places. Imagine steel pins being traded at R 20.00 per pack of 10 000. The cost per each would now fall within the decimal




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range. Decimal places are not allowed on invoices due to the Receiver rules. This makes decimals a costing exercise hardly used in today’s market.

4.1.5 Is this a Serialised Item

Revelation allows Stock Serialised tracking per stockcode. This will assist in tracking each item as and when it is traded. When the stockcode is booked in via a GRN, you will be prompted for a unique Serial numbers for each item of the stockcode being booked in. In our example, 5 of Serial item Serial-01 was GRNed.

Tip: By pressing [F12], Revelation can increment (auto-create) serial numbers for each item from an initial serial number inserted. Make sure that the last digit set of the initial serial number has enough digits to accommodate the incrimination of the quantity being GRNed e.g. If ten items are GRNed, the initial code should be something like 1000-ABC-01. The incrimination will then run up to 1000-ABC-10. If a hundred of the item is GRNed, the initial serial number should be 1000-ABC-001 in order for it to be incremented to 1000-ABC-100. When the item is sold, you will again be presented with the list of available Serial numbers. Choose the correct serial number/s from the list presented.

To look up Serial number details, simply click on the [Serial] button on the Supermenu. This will produce the Serial information. See: Chapter 4 (point 1.4.6) for more details.




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4.1.6 Copy another Stock Record

In order to avoid lengthy data capturing on similar items, you are allowed to copy an existing data record’s information into a new stock record and then change the information that is not the same. A good example would be when capturing a range O-rings. The O-ring Black 9mm is exactly the same as the O-ring Black 10mm except for the Price and some of the description. This method will save you a lot of time when applied correctly.

4.2 Stock Master Information

You will now be prompted to insert the relevant stock information. The information entered here may be amended at any time (Except for the Cost prices, they can be amended else ware).

4.2.1 Description

You may now enter up to a 30 Digit Description for the item. We only allow 30 characters due to paper size constraints. (Imagine your item has a selling price of Millions, you still have to fit in a bin code, vat excl. price and a long description, all on one line) Remember to make your description relevant as Revelation allows you to do Description searches by pressing [F4]. See: Chapter 4. For extended Description, See 7.2.

4.2.2 Extended Description

If you find that the 30 digit description is not long enough, you may insert another 30 character description here. This information will be printed on a second line on the document. In effect, a line will be skipped.

Tip: When deleting a Transaction line, remember to delete the 2nd description line as well as it will appear on the document as an =S line.




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4.2.3 Unit of Sale

The unit of sale is an Alpha and or a numeric that indicates in what unit of measure you are selling the product. This may be ea, each, 1, dos, Lt. If it is left blank, then the default of “1” is assumed. When the convenient store (Liquor store) module is switched on, unit of sales plays a very important role to determine stock movement. (See: Chapter 26 >> User POS Preferences).

Tip: Revelation also allows some document layouts to print the Weight and Volume information at the bottom of the document. If an item weighs 100Kgs each and has a volume of 200, when you sell 4 units Revelation will calculate the Weight as 400Kgs and Volume as 800 at the bottom of the document.

Tip: Some Revelation add-on modules will allow you to print labels for the Invoice you have produced. Depending on the unit of sale, the labels will read Label 1 of 2, Label 2 of 2. (Ask for this to be switched on).

4.2.4 Unit Weight

The item weight is a digit format only. The weight becomes very important when using the Import

Split option under the GRN module as it works out the additional charges such as Import duties per

weight, as well as for the reasons mentioned above.

4.2.5 Unit Volume

Volume is also a digit format only. Future development may see a Volume calculation introduced.

4.2.6 Category Code

This code forms the heart of any stock transaction as it is the link between your inventory and other

Ledger accounts. If set up correctly, your Pareto Analysis, as described in Chapter 2 also functions

correctly as each category type is logged under its own Sales, Cost-of-Sales and stock Control

accounts under the Trial Balance. Select the correct category code by clicking on the down-arrow of

by pressing [F5].

See: Chapter 2 - 2.1 and 4.3.1 for more information about this topic.

Tip: You may change the default value for this field under System Settings.




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4.2.7 Bin Location

Each stock item may be kept it its own Bin location in

order to keep proper control of your inventory. This

information assists you when doing stock takes as well

as when goods are received and Sold. The bin location

may be up to 4 Alpha and or numeric characters long.

Using numeric only will provide 9999 Bin locations. A

combination of Alpha and numeric, Z9Z9, will provide

over 50 000 Bin locations. Pure Alpha ZZZZ will provide

over 450 000 Bin locations. When warehousing is

enabled, each warehouse may have its own bin

location for the same stock item.

Please note: Revelation does NOT cater for multiple bin locations per item.

Tip: When stock is booked in, print a PACKING Slip after the GRN in order to assist you in

packing the stock away.

Tip: When selling stock, print a PICKING Slip after the Order or Invoice was produced in order

to correctly pick the stock.

4.2.8 Cost Price

You may now insert the indicated price that you will be paying for the stock item when you buy it from your supplier. This is also referred to as the replacement cost or list price. At this stage the cost price is only used to work out the selling price based on a Markup or Margin percentage. As the stock is GRNed, the actual cost price is then logged on the system and will be discussed later on.

4.2.9 Markup and Margin

You will now be prompted to insert either a Markup or a Margin percentage in order to assist you in

calculation a Excluding and Including price. (Markup and Margin are discussed in Chapter 2 in detail).

To insert a Markup, you may insert any Markup percentage and then press [Enter]. To insert a

Margin, you may insert the required margin and then press [F5].

4.2.10 Tax Code

Depending on the percentage VAT that is applicable on the product, you may select the appropriate

VAT charge by clicking the down arrow or [F5]. You may leave the default VAT percentage by simply

clicking the [Enter] button.

4.2.11 Excluding Selling Price

Upon pressing [Enter] above, the system will use the Cost price, combined with either the markup or

margin (Depending on your selection), and calculate an exclusive Selling price. You may edit this

price manually to any price required (If changed, under the control page, a new markup and margin

will be indicated). The markup and margin at 7.9 will NOT change accordingly, as they are mere

calculation tools that will be used for future calculations. You may manually change them if required.




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4.2.12 Including Selling Price

The system will now use the excluding price, combined with the VAT percentage stipulated, and

calculate an Inclusive selling price.

Tip: If required, you may change the inclusive price slightly and press the down arrow. This will

then not work out a new excl. Selling price. The reason for this is obvious, in the case were the Incl.

Selling price works out to a figure that is Odd, you may tweak it to be correct. The Incl. Price may be

R 75.49. You may now change the price to R 75.50. Make sure that the change falls within the

receivers 5% tolerance level in order to make the change legal.

Tip: You may switch on Rounding in order to round the selling price down on the sales

document. See: System Preferences, General for more details.

4.2.13 Minimum Stock Levels

According to the Pareto Analysis discussed in chapter 2, you should keep enough stock to make sure

you do not disappoint a sale by not being able to supply the required product. Depending on the

Pareto type, the minimum level of the stock item should be in line with the period it will take your

supplier to replenish the stock once this level has been reached. Once this level has been reached

the system will indicate in red, that this item should be re-ordered (See 7.19) and it will be placed on

the Re-order report.

Tip: The system could automatically work out the minimum level for you based on historical

information. (See: Chapter 18: Stock Reports >> Movement >> Recalculate Min/Max

levels).Maximum Stock Levels

Also according to Pareto Analysis, it could be a business killer to overstock items. To prevent this, you must insert a Maximum stock holding in order to prevent workers and systems to over order the specific item, especially items that expire.

Tip: The system could automatically work out the maximum level for you based on historical information. (See: Chapter 18: Stock Reports >> Movement >> Recalculate Min/Max levels).

4.2.14 Re-order Quantity

Usually the re-order quantity is the same as the maximum quantity as you would wait for the system

to reach minimum quantity before ordering. If Pareto was applied correctly, the stock should arrive

very close to the last item being sold. In order to reach maximum levels again, you will have to order

the Maximum quantity. In some cases this is not practical however. Set the Re-order quantity

accordingly.




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Tip: Re-order quantity should not be confused with Suppliers Units under Supplier Data. See:

7.25 for more information on that.

4.2.15 Supercede Code

Supersession simply means that the original product was removed from the market place (usually

because of a fault or improvements) and replaced by a newer version. In order to avoid selling the

old product, you simply place the new products code in here.

Whenever you try and trade with the product, you will be given a choice as to which product (the old

or the new) you would like to sell.

4.2.16 Cross-index

This little Gem allows you to group similar stock together. When you run out of stock or when you are looking for maybe cheaper alternatives for the client, you may query the Cross-index field. You must simply insert a common denominator (same word or phrase) in both the stock records that you would like to cross reference. In the case were you run out of stock, the following message will appear:

Where you are looking for alternative for the client, you may select the following option when doing a stock search.

Tip: Type in only part of the stock code and the [Enter]




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4.2.17 Barcode

A barcode is an optical, machine-readable representation of data that

can be read by a barcode scanner. There are many types of barcode

formats. As long as your scanner can read the barcode, you may enter

it into Revelation (Regardless of the format).

Barcodes is split into 3 categories.

4.2.17.1 Un-Registered Barcodes

You may create your own barcode that consist of any Digit up to 16 characters long. This should not

be confused with Revelations ability to turn you stock code into a code that looks like a barcode.

Enter or scan any alpha or numeric into the space provided and then press enter.

4.2.17.2 Registered Barcodes

Registered Barcode are Barcode that are registered with the Barcode association, either locally or

International. Generally you will apply for a range of barcodes and then allocate the stock that you

would like to link up to them. This then gets logged onto a National or International Database. Enter

or scan the official Barcode into the field provided.

4.2.17.3 Price Based Barcode (Weight/Price Barcodes)

In a POS environment (like Grocery Stores

and Butcheries), certain items are sold by

weight. The quantity sold is calculated

based on the selling price. The bulk item

usually has a price per kilo. The required

quantity is then measured off, packed and

weighed. The scale usually then produces a

PRICE BARCODE. This barcode is intelligent

in that it has 3 components to it. The first

component tells the POS what length the

price is going to be. Most scaled cater for

either a 4 digit (99.99) or a 5 digit (999.99) price. The second component usually allows the POS

system to call up the item and is referred to as a PLU (Price-Look-Up) keys. In Revelation this is either

the Stockcode or Barcode field. The third part of the Barcode tells the POS the Price of the item (NOT

WEIGHT – the weight is calculated).

4.2.17.3.1 Before you can start

It is critical that you understand the following before using Price Based Barcodes.

1. The stock code that you are going to create MUST be set to 4 Decimal places under

the QUANTITY field.




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2. The Cash Sales must be set to INCLUSIVE of VAT. If you do sell on account, the

Clients account must also be set to INCLUSIVE. Go to System Preferences >> General.

3. The system looks at either the Stockcode or Barcode Fields when looking up the

item. The PLU in the Label should appear in either field.

4. The “Per Kilo” price MUST always be the same as on the Scale and on Revelation. If

not, the Selling price WILL be correct but the Quantity will NOT. This is because

Revelation calculates the Quantity based on the Price, not the Price based on the

Quantity. (This is done in order to protect you, as you have already given the client a

price when you printed the Label). Some scales have the option to print the weight

on the Label NOT the Price. This will lead to constant discrepancies between the POS

Price and the Label Price. Clients will not be happy!!! Make sure it is printing Price

not Weight.

4.2.17.3.2 Price Barcodes that start with a “29”

Example Barcode: 295085002500

1. If the scanned Barcode starts with “29” (and is 13 digits

long), then Revelation assumes that the Price (in cents) can

only be 4 digits long (max = R99.99)

2. The “50850” is the PLU. This would be the Stockcode you

would use in Revelation for this item. This can either be a 4

digit or a 5 digit code. (Make sure the scale works that way).

3. The “2500” is the price (not weight) of the item calculated by

the Scale in cents. This becomes the Selling Price of R25.00

(Including Vat) in Revelation.




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4.2.17.3.3 Price Barcodes that start with a “20”, “21” or “25”

Example Barcode: 2050852225000

1. If the scanned Barcode starts with “20”, “21” or “25” (and is 13

digits long), then Rev assumes that the Price (in cents) is 5 digits

long (max = R999.99)

1. The “50852” is the PLU. This would be the Stockcode you would

use in Revelation for this item. This can either be a 4 digit or a 5

digit code (Make sure the scale works that way).

2. The “25500” is the price (not weight) of the item calculated by

the Scale in cents. This becomes the Selling Price of R225.00

(Including Vat) in Revelation.

4.2.17.3.4 Changing the PLU length

The length of the PLU key can be changed to suit each POS user. This is to cater for environments

were different length PLU’s are used for different departments. The Butchery in a Grocery store

might have its own till. If only one length of PLU is used, each users till needs to be configured to

that length. To change the PLU length per User go to Setup and System Maintenance >> User

Preferences >> POS.

Change the Setting accordingly.

4.2.18 On-Hand Information

The information in this section may not be edited at this time as it is updated by actual purchases,

sales and orders. Use the external import or the stocktake mechanism to enter take-on stock. To edit

the on-hand information per item, use the Masterfile>>Stock Masterfile>>Adjust Qty on-hand.




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4.2.19 Notes Field

You are able to input notes or comments of any type of data relating to this item. This could be reminders to you or your Staff to perform certain functions at Financial Year end or details relating to the item's function. The Notes field automatically 'scrolls' up as you type and you may scroll it up and down using the scroll-bar at the right of twhen finished, press [Tab] or [Esc].

Tip: The notes field may also be used as an alternate / extended Description of the product on the Sales Documents. A good example would be when selling a house as a stockcode. It is not possible to describe the house in the 60 characters available. Switch on the Notes field as description under the Control page.

4.3 Supplier Data Screen




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4.3.1 Average & Latest Cost Pricing

As with the on-hand information, the Average and Latest Cost Prices are only updated with actual movements (Buying and Selling). When the item is created or bought for the first time, both fields are equal. From there on the system splits the information in the following manor.

4.3.1.1 Latest Cost.

This is the Latest Price that you are paying for the item. It gets populated from your last GRN. This is also referred to as the Replacement Cost, or cost that you will incur when buying this stock item from your supplier. This is the actual price that you paid after discount is deducted. In the case where stock is imported or transported, this is referred to as the Landed Cost.

4.3.1.2 Average Cost

This price is worked out on current and new stock only. Revelation does NOT use historic “running average” in this calculation. Once an item reaches zero on-hand, the cost calculation starts from scratch (All historic information is ignored). The calculation is simple. When stock is bought for the first time, the average cost is set. Let’s say 5 items is bought at R100. If new stock is bought, let’s say 5 at R 200, the system adds up the old stock’s cost prices, that is R 500 (5 x R100) as well as the new stock’s cost prices, that is R 1000 (5 x R200). The system then adds them together, R 1500, and then divides them by the quantity on hand, that is 10, to get to a new Average cost of R150.00. 5 x R 100 = R 500.00 5 x R 200 = R1000.00 __________________________ 10 / R 1500 = R 150.00 When the last of the stock is sold, the average cost is ignored as the new stock will again equal the Latest and the Average Cost.

Please note: Due to the difficulty in controlling stock movement per item, Revelation does NOT cater for FIFO and LIFO. These systems are deemed archaic.

4.3.2 Markup Confirmation

This is initially only a confirmation of the markup. Once the item has been created, you may change

this figure in order to change the markup percentage on future calculations.

4.3.3 Markup on what Cost Price A/L/S

Confirm what cost price the system must use to work out future selling prices when doing GRN’s and

Price increases. Average, Latest (Recommended) or Standard.

Tip: Standard Cost is a method to manually manipulate the cost price for selling price

calculation only. It has no bearing on the Trial Balance. It was originally developed for the volatile

metal industry. (See: 4.4.4.4 for more information in Standard Cost)

4.3.4 List or Foreign Currency Price (if Applicable)

This is the price you will be paying for a product from your overseas supplier, or the price that is

listed on the supplier’s standard price list before you receive any discount.




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Tip: Use MS-Excel to update this price from your suppliers excel list and then let revelation

work out new selling prices via this prices. It will also take your discount into consideration.

4.3.5 Suppliers Units (Pack Size)

If your Supplier supplies the item in cartons, boxes or minimum quantities, input how many of each are to be ordered or in a container or box. Then you place an order for the item, Revelation will prompt you with the pack size and then ask how many packs to order. You may override this prompt by inserting the required quantity and then pressing the [F6] key.

4.3.6 Markup & Margin Indicator

This option is merely an indication of what markup percentage you used and what percentage Margin or Gross Profit that works out to. See: Chapter 2 for more details.

4.3.7 Image or Picture file

Each stock item may have its own picture attached. This

is useful when explaining to clients what the item looks

like without having to draw the stock item. The POS

Touchscreen module will also use this picture to

populate the PLU keys for the items.

It may also be included as an attachment when using

the quick quote. Future development may see this

option expanded to the full quote program as well as

allow you to print Stock Catalogues. In order to attach a picture to the stock item, the picture that

you would like to attach must be saved under a Folder called ‘PICS” under the server’s Revelation

directory company number.




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If you save the image file as the same name as the stockcode, when linking the stockcode with the

picture, Revelation will automatically call up the picture file. Once the file has been saved under the

“pics” folder, click on the edit button to link the picture.

You must now click on the picture block above (not double click), this will call up the picture

allocation screen.

If the picture has the same name as the stockcode, the highlight will immediately scroll to the

correct stock image. If not, you may scroll up and down with the arrow keys. The images will also

appear in the picture block as you scroll. Click on the correct picture once you find the correct image.

You may also brows for the image by clicking on the [Brows] button. This will allow you to do a

windows type search for the stockcode. Once located, the picture will be copied to the “Pics” folder.

4.3.8 Supplier Account Number

It is assumed that you have opened a Creditor's a/c for the Supplier of this item (in order that you

may keep track of how much you owe them). If so, input the Supplier's a/c number in the Creditor's

Ledger. This is very important as the stockcode is now linked to the supplier-1 code. You may now

create automated stock orders on that supplier.




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4.3.9 Suppliers Discount

This is the discount that your supplier extends to you from list price. Use the Re-calculate Selling

price system in order to work out new selling prices based on List price and supplier’s discount.

You will now be able to recalculate the Selling prices with the Supplier Discount % in the equation.

4.3.10 Suppliers Lead Time

This is the amount of time (in days), that the supplier would take to deliver the stock order from the

time that your order is placed. You should include the time that the stock would be unavailable for

selling due to complications like unpacking, labelling, calibration etc. If handled correctly, the lead

time forms a key part of the Pareto Analysis control on good stock holding principles.

4.3.11 Suppliers Stockcode

When placing orders with your supplier, it is important to make sure that the correct stock is ordered and received. When placing and printing the orders, you will have the option to print the supplier’s stock code, instead of your own stock code on the order.

Tip: You may also do powerful pattern searches with the Suppliers stockcode.




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4.3.12 Other Supplier Information

At this stage of the Revelation Development, you may have up to five suppliers per part number. All

of the information for supplier 2 to 5 is exactly the same as for supplier one.

4.4 Stock “Control” Screen

4.4.1 Decimal Quantity Place Indicator

This is simply the confirmation and adjustment of the Quantity Decimal Place position inserted when the item was created. You may edit this once the stock item has been saved away (Up to four decimal positions for a stock item. See: 4.1.3).

4.4.2 Decimal Price Place Indicator

See: 4.1.4




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4.4.3 Guarantee Period in Months

How many months will you be extending a Guarantee on this product. This is mainly an information

indicator. However, in the event of Serial Numbers, you may track the remaining guarantee period

of the product to the second.

Tip: When dealing with serial number tracking, make use of the Swopout Manager in order to

retain the original guarantee period when dealing with replacement items.

4.4.4 Debtors Discount Matrix

These Discount fields allow you to offer selected Debtors different Selling Prices on this item when

processing Invoices. This discount matrix must be set per each item.

Tip: It is possible to set a range of items to the same value (in the case of a Percentage markup

or Discount). See: Chapter 25 (Stock MasterFile)Up to 6 Discount% may be entered into these fields

which are then linked to Debtors' accounts using the 'Stock Price' field in each a/c.

'1' in a Debtor's Stock Price field would deduct whatever % Discount is in the 'DiscType-1' field in a

stock record from the normal Selling Price of that item. A '0' (zero) in a Debtor's Stock Price field

would use the Normal Selling Price. You may also name the Discount fields to your liking (See:

Chapter 25 – Debtors MasterFile).

You may set the system to one of the following options:

A Discount Percentage based on the Selling Price

An Actual Excluding VAT Selling Price

An Actual Including VAT Selling Price

A Markup based on Latest Cost Price

A Markup Percentage based on LATEST Cost Price

A Markup Percentage based on AVERAGE Cost Price

A Markup Percentage based on STANDARD Cost Price

Please note: These options are System Options. This means that you may only use one of them (Not a Combination). All the Clients Accounts and users will all have the chosen option as the default option.

Warning: This option should only be changed once a proper assessment has been made as to how it will influence the way that all the Account and Discount is handled. Once changed, remember to update the Pricing / Discount structure accordingly.




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4.4.4.1 A Discount Percentage based on the Selling Price

When set to this option, whatever the price is of the item in the main Selling price, a percentage discount will be allowed on this item for the particular client. If the usual selling price is set to R 1000.00 and the client is linked to price discount “1”, the client will receive the percentage discount on this item stipulated in position one of the price matrix FOR THIS ITEM. In this case the client will receive a 5% discount on the Selling price. Example: R 1000.00 less 5% = R 950.00. (Discount amount R 50.00)

Clients linked to option Type 2 will Pay R 925.00 (Discount R 75.00)



Etc....

4.4.4.2 An Actual Excluding or Including VAT Selling Price

If the system is set to use an actual Selling Price (Excl. or Incl.), the customer will be paying the ACTUAL stipulated price in that field. The downside to this matrix option is that all the prices have to be maintained constantly. If a price increase is experienced all seven the Selling prices have to be updated. The advantage is that you can see the price immediately; it does not have to be calculated then looking at the price.

Tip: Export the prices to Excel. Update them on a single data sheet, and then re-import them back into Revelation. Example: Although the standard price is set to R 1000.00 the linked clients will be charged:

Clients linked to option Excl.Price 1 R 950.00 (Discount R50.00)



Etc....

4.4.4.3 A Markup Percentage based on LATEST or AVERAGE Cost Price

This option will work out a selling price from either your Latest or your average COST price. To my mind, this is the best possible option choice as you have minimum maintenance on the Discount set and you will always know what your margin’s (Gross Profit) per client will be. In the Example set below, we will be using Markup Percentage




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Tip: In some cases, different Client types may receive the same discount. Type 2 and 3 both receive a 20% markup. Example: In our example, the items Latest Cost Price (The last GRN Price) is R 750.00.

Client with Markup Type 1 will pay R 937.50 (Discount of R 62.50)



Client with Markup Type 4 will pay R 862.50 (Discount of R 137.50) ect.

4.4.4.4 A Markup Percentage based on STANDARD Cost Price

Standard Cost simply means that the system does not use a computer generated cost price (AVERAGE or LATEST) to calculate the selling price, but rather it uses a Cost price that is manually controlled by the user (This option must be switched on and managed).

A good example would be the Steel and Metal industry. The price of Precious Metal is so volatile that it could change by the hour. When trading with such commodities, it is not practical to quote on the current rate. A more stable way to determine pricing is to take mean running averages over a period and make that the Standard Cost.

In the example above, the price of Gold over a 13 day period was as high as 16500 and as low as 15000. The running average over 13 day is thus 15865. Obviously safety margins should also be built into your Standard Cost. (The more volatile the commodity, the higher the safety margin).

HOT TIP: You can also attach a unique Price List to each Debtor’s record if required (Debtor

Master File options on the “Edit” pull-down menu on the main screen).

4.4.5 General Stock Information

General Stock information are option that allow you to refine the way that a stock item is controlled.

They are all on/off question type controls for instance if an item is Dormant or not.

4.4.5.1 Serial Number Confirmation

This option is purely an indication stating if the Item is serialised or not. See: Masterfile>>StockMaster to amend this option.

4.4.5.2 Purchase Order Confirmation

May purchase orders be placed against this item. In some cases like “end-of-life” items, you can block reordering on this item.

4.4.5.3 Sales Order Confirmation

Some items could be sold at very low costs in order to draw customers in. Placing Sales on these items will make them unavailable for cash customers.




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4.4.5.4 Line Discount Confirmation

Some items could already be so discounted that you would not like to extend further discounts.

Warning: Do not allow users to give line and overall discount as this constitutes Discount on Discount. Choose on or the other. If you do use both, make sure that the user is limited to specific parameters (See: Chapter 26 >> User Preferences).

4.4.5.5 Notes as Description

When the 60 lines provided for the description is not sufficient you may use the notes field to extend them. You may write a book in here, Revelation will print it on the invoice.

Tip: The Consumer act has very specific rules on explanations and required signatures. This option allows you to add them to the invoice per item without any special layout formats.

4.4.5.6 Variable Nominal Analysis Confirmation

The proceeds of sales and purchases of items processed through the Invoice/Grn modules are automatically posted to the Nominal Sales & Purchases accounts specified in each stock item’s Category record. If you require to redirect these proceeds to different Nominal a/c’s, tick this box. You also need to tick the ‘Allow Variable Analysis’ Control flag in those stock records that require this facility. Then, if one of these items is entered into an Invoice/Grn, you are prompted to confirm/amend the Nominal a/c to which the sale/purchase is to be posted.

4.4.5.7 Description modification Confirmation

In Some instances, you may want to allow the Description of an item changed when trading. A good example would be were the industry changed the name of a well-known type of product. In Computers the box that links all the computers via network cables used to be known as hubs. Today we refer to them as switches. If you find a client that still wants to see the words hub instead of a switch, you may then leave this option ticked. If the user has the correct privileges, he may then change the description of the item.

Warning: In the wrong hands, fraud could be committed were stock is sold incorrectly. Make sure only selected staff have access to this option when trading. (See: Chapter 26>>User Preferences.)

4.4.5.8 Status Confirmation

You may mark certain items as dormant. Once changed to this status NO further movement will be allowed on this item.

Tip: Items that you would like to delete from the system should be mark as dormant, in order for them to have no movement for the required period. Only stock with no movement AND zero on hand may be deleted via the normal delete option. (Also see Utilities & tools for Special delete options.




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4.4.5.9 Point-of-Sales Confirmation

Some items like ingredients to a recipe should not be visible in the invoice screen. If marked as non-POS, you will not have access to these items during trading. This helps confusion and cluttering.

4.4.6 Quantity Discount

If you offer Quantity Discounts on this item, you can input up to 3 Quantity Discount ranges here. For instance, 10 to 50 = 25%, 51 to 100 = 35% and greater than 100 = 50%.

4.4.7 Special Promotional Pricing

If you wish to offer a special Selling Price on an item for period (eg: a week), input the Exclusive & Inclusive Price here and the Start/End Dates that the price is applicable. When processing Sales Invoices, if the Invoice Date falls into this period, then the special Price is used.

4.5 History Page

This page contains historical data related to the Sales and Purchases of the item, so there are no fields to add or edit. An Audit Check facility has been included here to alert you to possible 'shrinkage' by keeping track of all adjustments that have been made during Stock takes.

4.6 Editing an existing Stock Record

In order to edit the Stock Record, call up the required item and then click on the [Edit] button. You may change all the information on all the tabs except the Stock Code and Item type. Use the Tab key to move between fields to be edited.

Please note: Cost pricing can only be changed by movement of the item, however, if you are authorised you may edit the cost price manually, both in movement and in the record. (See: Chapter 25 for more details) In order to change the Stockcode and Item Type, go to Master File>>Stock Master File>>Master>>Amend Stockcode and/or Change item type. You will now be allowed to change the information. (See: Chapter 25 for more details)




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4.7 Deleting an existing Stock Record

See Chapter 27

5 Nominal/General Ledger

The Nominal Ledger (Traditional approach) or General Ledger (Modern approach) in Revelation forms the heart of the accounting process. This Ledger is the core of

your business. It provides essential information on the day to day profitability of your business. Whilst you are Invoicing, processing GRN’s and keeping your Cash Book up to date, Revelation is processing the Journals in the background. The result is visible in the Ledger Accounts as well as accumulated in the Trail Balance, the Profit and Loss Report and the Balance Sheet. All the Income, Expenditure, Assets & Liabilities are recorded in the Nominal Ledger. The Nominal Ledger consists of two distinct sections, the Profit & Loss (Trading/Income Statement) and the Balance Sheet. Together they comprise the entire list of Nominal accounts listed on the Trial Balance report.

In Revelation, the General Ledger account numbers consist of 5 digits. The beginning digit indicates if the account belongs to Income (1), Expenditure (2), Assets (3) or Liabilities (4). The second digit may or may not indicate if the account belongs to any Sub- categorisation (for instance, if the expense is a FIXED of VARIABLE expense). This assists in, among other things, with Budgets and forecasting. In some instances the third digit could be used to indicate if the account belongs to any warehouse or branch. For example, if the Group that the account belongs to is, 10001 (indicating Fixed income), the account number should then start with 11 (lose the zeros). Variable Income 10002 would start with 12 and so on. There is, however, no rule to this other than the first digit. For more information on the General Ledger, See: Getting Started, Adding a new Company as most of the General Ledger is usually added to the system when a new company is set up.

5.1 Adding a new Nominal account from the “ADD” Button

To add a new nominal account, from the SUPER MENU, click on the “NOMINAL” button.




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Once the desired account has been called up, you may add a new nominal account by clicking on the “ADD” button (bottom middle of the displayed Nominal account). You will now have to specify the following Nominal Master File information:

Input a New Unused Account Number

Input the Cost-Centre of the new Account

Input the GROUP of the new Account

Confirm or Amend the VAT Code for this account

Select if this is a new BANK Account.

5.1.1 Input the new unused Account Number

Make sure that the account number that you are going to use has not been used for another account. You will now have to specify (by allocating the first digit into the correct range) if the account belongs to the Income (1), Expenditure (2), Asset (3) or Liability (4) section. You may further define the selection by making use of the second digit in the account range, to specify for instance if it is a Fixed or Variable component of a cost centre. (11001 – Fixed Income, 12001 – Variable Income. However, this is just a recommendation. You may allocate the last four digits at your own discretion). You may choose from the following ranges:

Income - 10001 to 19999

Expenditure - 20001 to 29999

Assets - 30001 to 39999

Liabilities - 40001 to 49999

Tip: When adding a new account number, you will see that each account should belong to a GROUP (as explained below). Each group has a Group number in order to list it numerically on a report e.g. Variable Income 10002. If you take away the three zero’s in order to specify the first two digits of you new account number, you may then add your own last three digits to the new account.




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This will mean that by simply looking at the account number, you will know what sub-group this account belongs to. (10002 => loose the Zero’s 1... 2 => 12... then add you own three digits 12105. More examples, 13102 will be Other Income (10003) and 11050 Fixed Income (10001)).

5.1.2 Input the Cost-Centre of the new Account

Each Nominal code may now be attached to a Cost-Centre and a Group. When printing reports, you have the option of printing the report by Cost-Centre or by Group.

For example, the account “Fuel & Oil – Delivery Truck No.2” may be listed under the Cost Centre “Hardware Sales”, as it is the delivery vehicle for the Hardware department, but could also be listed under the GROUP listing as “Variable Expenditure” or “Overheads – Fuel & Oil”. To add more Cost-Centres See: Quick Access Menu>>Master File Updates>>Nominal Master File>>Master>>Setup Cost-Centre’s.

Press the down arrow or F5 key to display your selection

5.1.3 Input the GROUP of the new Account

As with Cost-Centre’s, Groups may be used to define the account sequence when printing reports. Groups are usually configured to coincide with your accountant’s requirements, where Cost-Centres are usually setup for the internal usage. The default groups in Revelation are currently as follow.

Income o Fixed Income (10001) o Variable Income (10002) o Other Income (10003)

Expenditure o Fixed Expenditure (20001) o Variable Expenditure (20002) o Cost-of-Sales (20003)

Assets o Non-Current Assets (Fixed) (30001) o Current Assets (30002) o Inventory (Stock) (30003) o Investments (30004) o Other Fixed Assets (30005)




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Liabilities o Current Liabilities (40001) o Retained Income (40002) o Owners’ Equity (Members Fund) (40003) o Members Loans (40004) o Long Term Liabilities (40005)

To add or amend a GROUP See: Quick Access Menu>>Master File Updates>>Nominal Master File>>Master>>Setup Group. Press the down arrow or F5 key to display your selection.

You may also specify if an account belongs to a Sub-Group. This is used when printing your financial Reports and is where several accounts must be grouped together as a single total. For example, you would like to group all of your Cost Centre SALES accounts into a single Sub Total heading called “Sales”. We will discuss this later in this section.

5.1.4 Confirm or Amend the VAT Code for this account

If you are registered with the Receiver of Revenue as a VAT Vendor, when posting transactions like journals, Revelation will need to know if that transaction will be subject to VAT or not. This sets the default VAT type for this account, but you may change the VAT type on when doing an actual posting. Revelation has the following three default choices. Click the down arrow to display the selection. Examples: Accounts such as Telephones, Rent, etc, would have a “01” Vat code whereas accounts such as Insurance, Donations, etc, leave the VAT Code set to “00” (for NO Vat).

To add more VAT code selections, See: Setup & System Maintenance>>System Preferences>> VAT/Sales Tax>>Add a New Tax category.

5.1.5 Select if this is a new BANK Account.

When setting up a new bank account, the account range must fall in the Assets or Liabilities account range. If not, you will notice that the “Is this a new BANK Account “tick will not be selectable. Once added, you will notice a new back account when doing payments.




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When adding a new bank account, you will also be prompted if this account must be added to the bank Reconciliation function. This will allow you to Recon the account to the actual bank statement downloaded or printed from the bank. See: Quick Access Menu>>Frequent reports>> Bank Reconciliation.

5.1.5.1 Setting Up the Reconciliation Options

After you hit the save button on creating a new Nominal Bank Account, you are prompted to select your default preferences as to how Revelation must handle each transaction in that bank account.

5.1.5.1.1 Clear Payments Automatically?

If ticked, this option assumes that payments are done in such a fashion that the next time you go onto the Bank to download a statement, the payment will already reflect on the statement. This is usually the case with EFT payments. If your company still functions on the issuing of cheques, you would set this option to Un-ticked, as it can take quite a long time for it to appear on your Bank Statement. Once the cheque has been “cleared” by the bank, you may “clear” the transaction manually by ticking it in the Bank Reconciliation section.

5.1.5.1.2 Clear Deposits Automatically?

As default, this option is usually ticked as deposits get taken to the bank as soon as possible or, EFT’s are done into the bank. Either way, the deposit is assumed cleared the minute that you post it. However, if you are not usually in the position to deposit payments immediately after receiving them, change this option to un-ticked.




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5.1.5.1.3 Default sort order on Recon Screen?

When doing a bank recon, you have several options as what sequence the transactions should be listed in on screen. You may now select the default preferred sequence.

5.1.5.1.4 Default Bank Download opening balance.

When downloading a bank statement to be imported into the Recon, Revelation needs to know what method your bank uses to calculate the running total of the statement. Some banks start with a set balance on line 1 whilst other banks take the closing balance and work the opening balance backwards according to the transactions. The best way to determine the correct method to select is through trial and error.


Under this page you will capture the critical information on the Nominal Account that you are adding. Special caution must be taken to ensure that all the accounts are allocated to the correct Cost-Centres, Groups and VAT categories as this will greatly influence your financials. When adding new accounts and you are not sure of the procedure, don’t hesitate to contact you financial advisor or the Revelation support desk. The following items must now be added to the Account Details page:

Name

Confirm – Cost-Centre

Confirm – Group

Sub Group

Confirm – Tax Code

Overdraft Limit (If Bank Account)

Prompt for Deposit Slip Number? (If Bank Account)

Last Deposit Slip Number (If Bank Account)

Balance (Including P.D. Cheques)(If Bank Account)

Notes




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5.2.1 Name

This is a meaningful Name applicable to the function that the account fulfils in the Nominal Ledger.

5.2.2 Confirm – Cost-Centre

Confirm that the cost-centre is correct.

5.2.3 Confirm – Group

Confirm that the Group is correct.

5.2.4 Sub Groups

A Sub-grouping is a mechanism that links accounts together as a single account when printing Financial Statements. You may have ten salary accounts with ten different balances. When you print your financial Statements, Revelation will ask you if you would like to group those accounts and balances together under a single account or heading named “Salaries” for instance.

5.2.5 Confirm – Tax Code

Confirm the correct TAX Code for this account.

5.2.6 Overdraft Limit (If Bank Account)

If you operate this Bank a/c in overdraft at times, you can input the Overdraft Limit here. Whenever you try to process a payment that will cause the Bank Balance to exceed this limit, a warning will be displayed and, if present, the Supervisor Password will be called for.




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5.2.7 Prompt for Deposit Slip Number? (If Bank Account)

If you still use a manual Deposit Slip for some of your deposits at the bank (for Cheques, Cash, Credit Card slips, etc), you may instruct Revelation to prompt you for the Deposit Slip number when processing Receipts and Deposits by ticking this box.

5.2.8 Last Deposit Slip Number (If Bank Account)

If you ticked the “Prompt for Deposit Slip number” box, this must be entered so that Revelation can prompt you with the Deposit Slip Number automatically when processing Receipts. This number is incremented by Revelation every time you make a Deposit.

5.2.9 Balance (Including P.D. Cheques) (If Bank Account)

This is not an active field and is merely displayed for your information. This is the Balance in the Bank

a/c plus/minus any outstanding Post-dated Cheques that have not been processed (deposited).

5.2.10 Notes

Notes under Nominal Accounts are very important as they are used for, among other things, to print the attached notes when printing Financial Statements as in our example below. Other than that, Notes work similar to Debtors and Creditors Notes. You may write a book in there.

5.3 Analysis Page one

This page contains the Monthly Totals and Budgets for the first 12 Periods of this Company’s Current Financial Year and Comparatives for the first 12 periods of Last year. There are no fields that you can edit here. To edit Budget fields, use that option on the “Nominal Master File” option on the “Edit” pull down menu (main screen).

5.4 Analysis Page two

This page contains the Monthly Totals and Budgets for Periods 13 to 24 (if applicable) of this

Company’s Current Financial Year and Comparatives for Periods 13 to 24 of Last year. There are no

fields that you can edit here. To edit Budget fields, use that option on the “Nominal Master File”

option on the “Edit” dropdown menu (main screen).




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5.5 Editing a Nominal Ledger Account

As with Debtors and Creditors, to edit a General Ledger Account, you need only click on the Edit button. This will change the system to edit mode. From here you may change each of the fields that is available for editing. The following fields may be edited:

Account Name

Cost Centre

Group

Sub-Group (Remember to use the [Clear] button in order to remove this fields content.

Tax Code

Notes The following fields can only be changed with Journals as they pertain to actual transactional movement within Revelation.

Account Number

Current Total

Balance

Month-to-date

Last Year (Month-to-date) To change the Account number, please see chapter 27.

5.6 Deleting a Nominal Account

See: Chapter 25




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5.7 Special Nominal Accounts to take notice of (System Accounts)

Although General Ledger accounts are all basically the same (they Control and live in the Trial Balance), some of the GL accounts have special functions. It is important to take note of these special functions in order to understand certain anomalies in the TB. A good example would be the Stock Adjustment Account. This account is a very busy account and if not understood correctly, could lead to all sorts of confusion.

5.7.1 Stock Adjustment Account

When Cost-of-Sales is switched on, stock becomes part of the Trial Balance. Each time something

affects the Stock Control (positively or negatively) a contra Entry has to be written. This entry will

always be affected against the Stock Control Account.

TIP: System account names may not be changed in the normal [Edit] mode. In order to change

them you will have to phone support for a release code. The change takes place in the Repir

Program under the “Add-on” menu.

5.7.1.1 Stock Losses:

If a Stock item is written off in either a Stocktake or manually, the Stock value has to be removed

from the Assets portion. The Stock Control Account will be debited and the Stock Adjustment

Account will be credited. The Entry Narration will be as follow: “Stocktake Count Update”.

5.7.1.2 Delivery Notes:

When stock is booked in via a Delivery not (not a GRN) then the Stock Valuation under the Assets

Account goes up. However, because it is a temporary document, the Creditors Account Control is not

affected; again the entry will be places under the Stock Valuation Account. Once it is converted to a

GRN, this temporary entry will be revered and the normal accounts affected. The temporary entry

will read: “Temporary Stock Value Journal for Delivery”.

5.7.1.3 Negative Stock:

This entry type occurs in environments with poor stock control measures. This is usually caused

where new stock has been received but not yet booked into the system via a GRN or Delivery note.

The stock is then allowed to be sold into the Negative. When selling the goods into negative, the

system has no choice but to use the last know cost price for the item. When the GRN is done and the

Cost price differs from the ones used to sell the negative stock, your company made a loss. This loss

is then recorder under the Stock Adjustment Account with the following narration: “Item ??? had –

xx On-Hand. New On-Hand=yy. This entry adjusts Nominal Stock value accordingly”.

5.7.1.4 Stock Valuation:

This type of entry is created when stock gets re-valued through the Nominal Posting to align the

Stock Valuation report with the TB. The narration will read: “Stock Valuation Adjustment” See:

Chapter 11 Point 5.12 for more information on Re-Valuating stock.




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5.7.2 VAT Control Account

The Vat Control Account is a System Account that accumulates the Input and Output Vat whenever a

Month-end is performed. This account should always balance to the Vat report for the previous

Month. When Vat payments are made, the Bank should be contra’d against this account.

5.7.3 Retained Income and Loss

This account is the accumulation of all the previous Years Income and Expenses. When a Year-end is

performed, the Income and expense accounts have to be cleared in order for them to be able to

record a new financial year. All the Income and Expense accounts are added together and a single

balance is then recorded under the Retained Income and Loss account.

5.7.4 Work-in-Progress Account

This account houses all the Workshop Managers stock that has been booked to jobs. As soon as a

stock item is moved to a job, it has to be removed from the assets account. The contra entry is then

written to Work-in-Progress. It does NOT accumulate the value of all the open jobs. It only houses

the cost price of the stock used in open Jobs.

5.7.5 Debtors & Creditors Control Accounts

This is the result of all the Debtors and Creditors respectively on the Age analysis’s added together.

You may NOT Journal into or from these account as they are controlled by the Debtors and Creditors

account individually. A Debtors Payment, for instance, will affect the Debtors Control account. The

Age Analysis of the Debtors and Creditors MUST balance 100% to the Control Account on the TB

5.7.6 Stock Control Account/s

This is the result of all the Stock added together and is also controlled by the individual stock items

rather than through Journals. It is however possible to post Journals into this account (Although it is

not recommended). When the Stock Valuation Adjustment Journal is run, it will align the Stock in

this account with the actual figure in the Valuation Report. This will cancel all the previous Journals

posted into this account.

5.7.7 Bank Accounts

Bank Accounts are special in that they allow for Recon’s to be performed in them. When creating a

new Bank account, you should specify the correct name as it may not be changed afterward unless

you phone support.




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Notes