CREDIT CONTROL, AND CASH BOOK DOCUMENTATION

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Help documentation for Debtors Control

JUSTIFICATION FOR INSTALLING DEBTORS CONTROL EXTENSION

The extension can be installed by all businesses of all sizes, including the Micro, Small and Medium-sized Enterprises (MSMEs), who may desire to computerize the credit control aspect of their accounting functions (if none was in place before) or will want to replace the existing one with our robust extensions. The extension, Debtors Control, can be a stand-alone installation. Large enterprises can also acquire it as a bespoke application.

The justification for installing the Debtors Control extension is also true for its counterpart, Creditors Control extension. The debtors' control account is an account in the General Ledger that represents the total amount owed by all the individual debtors. It reflects the sales transactions with all the debtors and the total amount collected from debtors..to arrive at the total amount receivable from all debtors.' The extension gives the individual accounts of debtors and the balances due from them whose total forms the basis for the control amount. The fields in the extension with the explanations are as follows: i) Debtor Name - Once the extension is installed, the 'Debtor Name' comes up or the user may need to click on 'Debtor Name' on the left panel for it to come up. A Form is to be completed for every transaction. The fields to be completed are, namely:

Debtor Name - The name of the debtor is stated here.
Debtor Type - The appropriate type is ticked out of the three types provided.
Address - The address fields are completed. Each of the fields can store data. A field is double-clicked to display the stored items. If the required item is in the list, it is clicked on and gets entered in the field. If the required item is not in the list, the new item is entered and it is stored along with others for subsequent or future use.
Account Number - The Account Number of the Debtor is filled here.
Voucher Type - A drop-down is provided listing three Voucher Types. The relevant one is clicked on for the field.
Voucher Date - The Voucher Date is entered here.
Voucher Number-The Voucher Number is entered here.
Voucher Amount - The amount on the Voucher is to be entered in this field.
Payment Received - The field must not be left empty! If no payment was received, then '0' (zero) must be entered in the field.
Debtor Balance - NOTHING is to be entered in this field as the System will generate the value!
Debtor’s Account Balance – NOTHING is to be entered in this field also. This is the field that shows the balance due from/(-to) ALL debtors.
Name – This item has two fields for completion: First Name and Last Name. Help text is provided underneath the fields which reads Data Entry Officer. Each field can store names. In entering the First Name, you are to double-click on the field when all the stored names would be displayed. If the name is in the list, you just click on the name and it will be entered in the field. If the name is not in the list, you add it by typing the name in the field when it is also stored and would be available for use subsequently or in the future. The same procedure goes for Last Name. You double-click on the empty field of Last Name when all the stored names are displayed and one can further click on the required name, if displayed. If not displayed, the new name is entered and this will now be stored and be available for future/subsequent use.
Add your Note here - You may add your note in this field, if you have any.
Submit or Reset - After the completion of the Form, the ‘Submit’ button is clicked on. If there is the need to cancel the form, the ‘Reset’ button is clicked on.
NB. All fields asterisked in red must be completed before the Debtor Name form can be submitted.
ii) All Debtor Names - The data entered in Debtor Name Form are all transmitted to the All Debtor Names. The fields in the Form are represented in the Report. ii) All Debtor Names Report - The data entered in Debtor Name Form are all transmitted to the All Debtor Names Report when the Submit button is clicked on in the Form. The fields in the Form are represented in the Report.
The following activities can be carried out in the All Debtor Names Report section of the extension, namely, Edit, Duplicate, Delete, Print, and Export.

Any of the above activities can be done for any of the entries or a combination of them or for all of the entries. To work on an entry, the box in front of it is ticked and all the activities earlier mentioned appear at the top of the report. The activity required is then clicked on, and the directives are followed (it is interactive).

To work on more than one entry, the boxes against the required boxes are ticked when all the activities appear at the top of the report. The activity required is then clicked on, and the directives are followed (it is interactive).

To work on all of the entries, the first box, in between the eye-like image and Auto Number column, is ticked which automatically ticks all of the entries. The activity required is then clicked on, and the directives are followed (it is interactive).

TAKE - ON BALANCES Unless a business is new and just starting operation when it might not have acquired debtors, otherwise an existing business would have had debtors on its books. On installation of this extension, and to ensure completeness of record, it would be necessary to ascertain balances outstanding against the individual debtors before introduction of the extension. It is important that the aggregate of these balances must equal the Accounts receivable figure in the last Statement of Financial Position (Balance Sheet). Such debtors' balances must be posted in the extension to the respective debtors' accounts with take-on balance or any other suitable name as the narration. A situation might arise where there is no available Statement of Financial Position after the audited one of the preceding year.

In this case, take-on balances derived from the preceding year's audited Statement are posted into the extension. In addition, individual transactions from the beginning of the current year to the time of installation are also posted. Where available, figures of the audited interim financial statements or of the management accounts might be used. It is suggested that a Journal is raised for the take-on balances. A spreadsheet (for example, Microsoft Excel) may be used for the Journal for ease of calculation. All the debtor balances are entered in the Excel sheet and the total must be the same as the figure for Accounts Receivable or Debtors in the Statement of Financial Position or Balance Sheet. The Journal now stands as the Voucher for posting to the extension.

LINK TO THE INSTALLATION PROCESSING PAGE

Please find below the link (URL) to the installation processing page. Once it is clicked on, the installation page opens.

Marketplace app link

At the top of the page are two buttons namely, Start free trial and Buy Now. If the decision is to have a trial first, the Start free trial button is clicked on and the process of installation is initiated. The process for purchase is initiated by clicking on the Buy Now button.

At the button of the page is the Help documentation button. A click on this will open the documention that will guide the user on the interaction with the Extension.

Help documentation for Creditors Control

JUSTIFICATION FOR INSTALLING CREDITORS CONTROL EXTENSION

The extension can be installed by all businesses of all sizes, including the Micro, Small and Medium-sized Enterprises (MSMEs), who may desire to computerise the credit control aspect of their accounting functions (if none was in place before) or will want to replace the existing one with our robust extensions. The extension, Creditors Control, can be a stand-alone installation. Large enterprises can also acquire it as a bespoke application. The justification for installing the Debtors Control extension is also true for its counterpart, Creditors Control extension.

The creditors' control account is an account in the General Ledger that represents the total amount owed to all the individual creditors. It reflects the total sales transactions with all the creditors and the total amount paid to these creditors to arrive at the total amount payable to all the creditors. The extension gives the individual accounts of creditors and the balances due to them whose total forms the basis for the control amount.

i) Creditor Name Form

A Form is to be completed for every transaction. The fields to be completed are, namely:

• Creditor Type - The appropriate type is ticked out of the three types provided.

• Creditor Name - The name of the creditor is stated here.

• Address - The address fields are completed. Each of the fields can store data. A field is double-clicked to display the stored items. If the required item is in the list, it is clicked on and gets entered in the field. If the required item is not in the list, the new item is entered and it is stored along with others for subsequent or future use.

• Account Number - The Account Number of the Creditor is filled here.

• Voucher Types - A drop-down is provided listing three Voucher Types. The relevant one is clicked on for the field.

• Voucher Date - The Voucher Date is entered here.

• Voucher Number-The Voucher Number is entered here.

• Voucher Amount - The amount on the Voucher is to be entered in this field.

• Payment made - The field must not be left empty! If no payment was received, then '0' (zero) must be entered in the field.

• Creditor Balance - NOTHING is to be entered in this field as the System will automatically calculate the value!

• Creditor’s Account Balance – NOTHING is to be entered in this field as the System will also automatically calculate the value. This field shows the balance due to/from ALL the creditors.

• Name – This item has two fields for completion: First Name and Last Name. Help text is provided underneath the fields which reads Data Entry Officer. Each field can store names. o In entering the First Name, you are to double-click on the field when all the stored names would be displayed. If the name is in the list, you just click on the name and it will be entered in the field. If the name is not in the list, you add it by typing the name in the field when it is also stored and would be available for use subsequently or in the future. The same procedure goes for Last Name. You double-click on the empty field of Last Name when all the stored names are displayed and one can further click on the required name, if displayed. If not displayed, the new name is entered and this will now be stored and be available for future/subsequent use.

• Add your Note here - You may add your note in this field, if you have any. • Submit or Reset - After the completion of the Form, the ‘Submit’ button is clicked on. If there is the need to cancel the form, the ‘Reset’ button is clicked on. NB. All fields asterisked in red must be completed before the Creditor Name Form can be submitted.

ii) All Creditor Names - The data entered in Creditor Name Form are all transmitted to the All Creditor Names. The fields in the Form are represented in the Report.

All Creditor Names Report - The data entered in Creditor Name Form are all transmitted to the All Creditor Names Report when the Submit button is clicked on in the Form. The following activities can be carried out in the All Creditor Names Report section of the extension, namely, Edit, Duplicate, Delete, Print, and Export. Any of the above activities can be done for any of the entries or a combination of them or for all of the entries.

To work on an entry, the box in front of it is ticked and all the activities earlier mentioned appear at the top of the report. The activity required is then clicked on, and the directives are followed (it is interactive).

TAKE - ON BALANCES

Unless a business is new and just starting operation when it might not have acquired creditors, otherwise an existing business would have had creditors on its books. On installation of this extension, and to ensure completeness of record, it would be necessary to ascertain balances due to be paid to the individual creditors before introduction of the extension. It is important that the aggregate of these balances must equal the Accounts payable figure in the last Statement of Financial Position (Balance Sheet). Such creditors' balances must be posted in the extension to the respective creditors' accounts with take-on balance or any other suitable name as the narration. A situation might arise where there is no available Statement of Financial Position after the audited one of the preceding year. In this case, take-on balances derived from the preceding year's audited Statement are posted into the extension. In addition, individual transactions from the beginning of the current year to the date of installation are also posted. Where available, figures of the audited interim financial statements or of the management accounts might be used. It is suggested that a Journal is raised for the take-on balances. A spreadsheet (for example, Microsoft Excel) may be used for the Journal for ease of calculation. All the creditor balances are entered in the Excel sheet and the total must be the same as the figure for Accounts Payable or Creditors in the Statement of Financial Position or Balance Sheet. The Journal now stands as the Voucher for posting to the extension

LINK TO THE INSTALLATION PROCESSING PAGE

Please find below the link (URL) to the installation page. Once it is clicked on, the installation page opens. https://marketplace.zoho.com/app/customapps/creditors-control

At the button of the page is the Help documentation button. A click on this will open the documention that will guide the user on the interaction with the Extension.

Help documentation for Cash Book

JUSTIFICATION FOR INSTALLING CASH BOOK

The extension can be installed by all businesses of all sizes, including the Micro, Small and Medium-sized Enterprises (MSMEs), who may desire to computerise the Cash Book aspect of their accounting function (if none was in place before) or will want to replace the existing one with our robust extension. The extension, Cash Book, can be a stand-alone installation. Large enterprises can also acquire it as a bespoke application/extension. A cash book records all the cash transactions of a business. It has two sides to it, Receipts side and Payments side. Transactions are recorded in chronological order and the balance is updated and verified on a continuous basis. Cash information can be accessed faster from the cash book. How the cash book works enables efficient management of cash and also helps cash budgeting.

The fields in the extension with the explanations are as follows: i) Cash Book - Once the extension is installed, the 'Cash Book/Receipts and Payments' comes up. A Form is to be completed for every transaction. The fields to be completed are, namely:

Date - The date of entry of the transaction, receipt or payment, is entered here. This is mandatory.
Account Name - The name of the transaction: debtor or creditor, purchase or sale of item. This is mandatory.
Account Number - The Account Number of the debtor or creditor, item purchased or sold for cash. This is mandatory.
Voucher Types - A drop-down is provided listing various voucher types. The relevant one is clicked on for the field. This is mandatory.
Voucher Number-The Voucher Number is entered here. This is mandatory.
Voucher Date – The date on the Voucher is entered here. This is mandatory
Cash Receipt - The cash amount received stated on the Voucher is to be entered in this field. This is mandatory. If the transaction being entered is for bank receipt, 0 must be entered here while the Bank Receipt field has the amount for it.
Bank Receipt – Amount stated in the bank credit advice is entered in this field. This is mandatory. If the transaction being entered is for cash receipt, 0 must be entered here while the Cash Receipt field has the amount for it.
Cash Payment – Cash paid is entered here. It is mandatory. If there is no cash payment, 0 is entered.
Bank Payment – Payment made by cheque or by a standing order to the bank is entered here. This is mandatory. If no bank payment, 0 is entered.
Discount Allowed – Discount allowed to a debtor is entered here when the debtor makes payment. If no discount, 0 is entered as it is mandatory. It is to be noted that Discount Allowed is a revenue/income statement item that pertains to a particular accounting year. So, this should be closed at the last day of the accounting year by transferring the total to the debit of discount allowed account in the expense ledger/revenue account. The individual debtors are credited with the amounts relating to them. This is effected in the extension by entering in the Discount Allowed field of the Receipts and Payments Form a negative figure of the latest amount shown in the Total Discount Allowed column of the Receipts and Payments Report.
Total Discount Allowed - NOTHING is to be entered in this field as the System will generate the value! This is the field that gives the updated amount of total discounts allowed when an entry is made.
Discount Received - Discount received from a creditor is entered here when payment is made to the creditor. If no discount, 0 is entered as it is mandatory. It is to be noted that Discount Received is a revenue/income statement item that pertains to a particular accounting year. So, this should be closed at the last day of the accounting year by transferring the total to the credit of discount allowed account in the revenue account. The individual creditors are debited with the amounts relating to them. This is effected in the extension by entering in the Discount Received field of the Receipts and Payments Form a negative figure of the latest amount shown in the Total Discount Received column of the Receipts and Payments Report.
Total Discount Received - NOTHING is to be entered in this field as the System will generate the value! This is the field that gives the updated amount of total discounts received when an entry is made.
Ledger Folio No. – The number of the ledger folio of the counterpart entry of the Cash Book entry is entered here.
Cash in Hand - NOTHING is to be entered in this field as the System will generate the value.
Cash at Bank - NOTHING is to be entered in this field as the System will generate the value!
Cash Balance - NOTHING is to be entered in this field as the System will generate the value! This is the physical cash in hand at a date.
Bank Balance – NOTHING is to be entered in this field as the System will generate the value! This is the amount in the bank at a date.
Notes – Additional particulars of the transaction are stated along with any other information.
Name – This item has two fields for completion: First Name and Last Name. Help text is provided underneath the fields which reads Data Entry Officer. Each field can store names. In entering the First Name, you are to double-click on the field when all the stored names would be displayed. If the name is in the list, you just click on the name and it will be entered in the field. If the name is not in the list, you add it by typing the name in the field when it is also stored and would be available for use subsequently or in the future. The same procedure goes for Last Name. You double-click on the empty field of Last Name when all the stored names are displayed and one can further click on the required name, if displayed. If not displayed, the new name is entered and this will now be stored and be available for future/subsequent use.
Submit or Reset - After the completion of the Form, the ‘Submit’ button is clicked on. If there is the need to cancel the form, the ‘Reset’ button is clicked on.
NB. All fields asterisked in red must be completed before the Receipts and Payments form can be submitted.
ii) Receipts and Payments Report - The data entered in Receipts and Payments Form are all transmitted to the Receipts and Payments Report when the Submit button is clicked on in the Form. The fields in the Form are represented in the Report.
The following activities can be carried out in the Receipts and Payments Report section of the extension, namely, Edit, Duplicate, Delete, Print, and Export.

TAKE - ON BALANCES On installation of this extension, and to ensure completeness of record, it would be necessary to ascertain cash and bank balances before the introduction of the extension. It is important that the figures that appeared in the last Statement of Financial Position (Balance Sheet) would be the opening figures in the extension, provided the installation took place and became operational on the first day of the succeeding year. However, if the installation is done during the accounting year, it may be necessary to draw up a Bank Reconciliation as at the date of installation so as to determine the take-on figure for the bank. A certified Statement of Cash Balance as at the date of installation issued by a designated officer (the CEO or Company Secretary) might be needed. Furthermore, figures of the audited interim financial statements or of the management accounts might be used.