elosimple access accounting manual
TRANSCRIPT
Elosimple User Guide
Elosimple
User Guide
A user friendly MS Access Template; eases
processing of accounting, Payroll & inventory
records
Peter Elolo K Darrah (C.A.(Gh),
CIT(Gh), MBA(Auditing) Ghana Revenue Authority
+233244592866
+233202441763
Thursday, December 7, 2017
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FOREWORD ............................................................................................................................... 3
GETTING STARTED .................................................................................................................. 3
HOW TO OPEN THE elosimple template .................................................................................. 3
OVERVIEW OF elosimple ........................................................................................................... 4
HOW TO USE elosimple .............................................................................................................. 4
SET UP ....................................................................................................................................... 5
CREATING ACCOUNTS ......................................................................................................... 5
AccountsSetUp ......................................................................................................................... 5
POSTING OF ACCOUNTS .......................................................................................................... 7
CashJournal .............................................................................................................................. 7
CashJournal .............................................................................................................................. 7
Demonstration of posting with CashJournal ................................................................................ 8
Reports .................................................................................................................................... 9
CashJournal Report ................................................................................................................... 9
Income Statement Report .......................................................................................................... 9
Working Capital Report .......................................................................................................... 10
Trial Balance Report ............................................................................................................... 10
Ledger Report .......................................................................................................................... 11
Inventory Report ..................................................................................................................... 12
PAYROLL ................................................................................................................................. 12
Journal Entries for Posting ....................................................................................................... 14
Payroll Titbits ......................................................................................................................... 15
SECURITY ................................................................................................................................ 15
SHORTCUT KEYS .................................................................................................................... 16
CONCLUSION .......................................................................................................................... 16
BIBLIOGRAPHY ...................................................................................................................... 17
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FOREWORD
elosimple Access template has been designed to ease preparation of accounting, payroll,
inventory records and reports (Microsoft).
GETTING STARTED
HOW TO OPEN THE elosimple template
The template is supposed to be retained and copied for each year’s use. A template meant for
2017, for instance, ought to be copied and renamed as the User’s business name or company
name as well as the Year of Use. Illustrated as follows:
A password request may be prompted at each time that an attempt is made at opening a
protected template; which must be supplied by the user.
Just double-click on EntityName_XXXX.accdb
to open; and one should have this interface
(below):
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Please contact via: [email protected] or 0244 592 866
OVERVIEW OF elosimple
elosimple DATABASE interface
HOW TO USE elosimple
Useful for processing the following:
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Cashbook
Journal
Ledgers
Trial Balance
Operating (Profit)/Loss without closing Inventory value effect
Working Capital minus closing inventory effect
Inventory Report
Payroll with pay slips, PAYE returns and SSF Contribution returns
The above can be customised to suit user’s demands.
SET UP
Names, email and phone contacts of those preparing the records may, advisedly, register
before entering, manipulating or processing data.
CREATING ACCOUNTS
Accounts or Inventory is set up by single/double clicking on either the form or button of
AccountSetUp or InventorySetUp; to open).
AccountsSetUp
On opening the AccountSetUp form, we have:
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The codes are supposed to be self-adjusting. The suggested account codes and heads can be
maintained and the individual account items created in such a manner that the ranges are
maintained.
For example, all account classes could fall within the following ranges:
revenue within 1000-1999,
expense within 2000-2999,
current assets within 3000-3999,
current liabilities within 4000-4999,
non-current (fixed) assets within 5000-5999,
non-current (long-term) liabilities within 6000-6999 and
equity/capital/surpluses from 7000.
An ordered numbering system applies to the InventorySetUp as well.
Please refresh (i.e. Refresh All) after completing the chart of accounts as depicted below;
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POSTING OF ACCOUNTS
CashJournal
Accounting records are prepared or posted on the CashJournal Form (single/double click
CashJournal; to open).
CashJournal
On opening the CashJournal form, we have:
Please read the message before clicking OK to have:
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Please remember to click button on the CashJournal Form to have a blank form for new
entries to continue (no need for first time records).
Demonstration of posting with CashJournal
Let’s assume that we started business with cash of GH¢10,000.00 and purchased 50 bags of
cement worth GH¢1,400.00 from Mina Ventures. Forty (40) bags of cement were sold to
Kofi Amankwah for GH¢1,200.00.
The entries go like this;
The relevant accounts have been duly entered as debits and credits (-).
1. On starting the business; Cash was debited with GH¢10,000.00, duplicated; and
Capital credited with - GH¢10,000.00 –On purchasing stock; Purchases was debited
with GH¢1,400.00 duplicated; and Cash credited with - GH¢1,400.00
2. On making sales; Cash was debited with GH¢1,200.00 duplicated; and Sales credited
with - GH¢1,200.00
In order to ensure that double entry is complete (after single clicking the DUPLICATE button
to prefix amount with minus by clicking the Credit Button and changing the code with its
related account head), watch out for a zero (0) as total in the split table below the
CashJournal form. It is very important that a credit entry is preceded with a minus (-) sign.
The tab key and enter key can be used to navigate round the boxes. Relevant buttons for
navigation and other operations have been provided. Screen tips as well as a message box for
the duplication function for double entries are available.
Date is entered as dd/mm if System is set up to use English UK or English Ghana and mm/dd
for English United States.
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Short-cut keys can be used in facilitating entries.
Reports
The reports are capable of being printed and saved in other file formats such MS Excel and
PDF for other uses or as attachment to emails.
The reports produced based on the illustration:
CashJournal Report
Income Statement Report
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Working Capital Report
Trial Balance Report
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Ledger Report
Account Code is required for a ledger and when a code for cash, 3001, is entered;
The ledger for cash is displayed.
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Inventory Report
PAYROLL
The payroll interface is presented both in datasheet view and a tabular view:
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Datasheet view
Tabular view
In the event of preparing a payroll for April, a whole block of records for March could
be selected and copied for pasting after the last record in March for editing as April
records. This task should save a lot of time. All that needs done is to do the editing in
the tabular view (shown above) where enough buttons and other resources have been
provided.
While in the tabular mode, PAYE and SSF returns can be fetched. The task required
is that; as soon as the any of the buttons for PAYE ROLL or SSNIT ROLL is clicked
an input dialogue box request for the month appears. The last day of requested
payroll month is required to be entered in the format dd/mm/yy. It is therefore
suggested strongly that while preparing the payroll, the user is supposed to always
enter the last day of the month for which the payroll is being processed in the same
format. The last prompt requests for the year in a yyyy format.
The PAYE and SSNIT returns look like this;
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PAYE roll for April, 2017
SSNIT roll for April, 2017
Journal Entries for Posting
The journal entries required for posting based on the information used in the above
illustration for April, 2017 (hypothetical) is:
Basic Salary 3,200.00
Allowances 160.00
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Employers SSF (13%) 208.00
PAYE – GRA -315.10
SSF – SSNIT -296.00
Loan Deduction -20.00
Monthly Deduction -20.00
Welfare Deduction -28.00
Salary Payable -2,888.90
Total 0.00
A minus (-) is credit and otherwise is a debit. Conventional Debit/Credit is reduced to
Plus/Minus respectively so far as this system is concerned.
Payroll Titbits
Last day of month must be entered in the format; dd/mm/yy to display Year
Select zero (0) for a Non SSNIT contributor
SECURITY
It is possible to loose all your documents unexpectedly due to the presence of virus in your
system; loss of soft materials. How about the possibility of hardware loss through theft,
robbery, fire, damage etc.? That is all the more reason one needs to give prior attention to
matters of security in a computing environment.
To safeguard your work, please do the following from time to time:
Check on your system’s health status; Go to start and click on ‘control panel’ and then
on ‘Review your computer’s status’ or ‘Action Center’ to check on the effectiveness
of your Anti Virus Application.
Scan your system and memory sticks (pen drives) on suspicion of a virus.
Ensure that you have a backup and get an external storage device i.e. pen drive, hard
drive etc for backing up important documents. Hint: do not keep your system
(computer) and the secondary drive together.
Important documents or files may be attached to emails or uploaded to a trusted site
(e.g. Google Drive) on a dedicated remote server.
Save reports in a PDF to avoid unwanted alterations.
You may put a password on your documents to restrict or prevent access. (Hint:
please do remember the password).
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SHORTCUT KEYS
The following shortcut keys could help in saving time spent on performing some basic but
important tasks:
Ctrl+;(colon) Insert today’s date
Ctrl+’ Automatically insert contents in row above
Tab Move to the next box
CONCLUSION
The elosimple is a concept formulated for users desirous of preparing accounting records for
any entity. Elosimple has been transformed into a more user-friendly tool for growing
financial records. Therefore, what you might be using could well surpass the samples used in
this manual.
This concept gives the same level of convenience, speed and accuracy offered by any other
accounting system.
To avert the possibility of unexpected alterations and loss of data, the tables are hidden.
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This concept is very reliable as it is capable of preventing errors except for the fact that no
one else can be held accountable for your own inputs apart from your good self.
I am very grateful to all and sundry.
BIBLIOGRAPHY Microsoft. (n.d.). Accounting Campus.