The accounting system component of STEP FORWARD assumes that data is usually captured from specific documents or their electronic equivalents (STEP FORWARD's generated transactions), and is often account sensitive e.g. Quantity is normally associated with Inventory but not with Bank Charges. The document-driven characteristic of accounting contributes to making the process of accounting (recording what happened or is supposed to happen) simple in that the primary accounting entry can be defined for each Source Document, except for Journal Entries, e.g.:
The Source Documents definitions are used:
Regardless as to how simple your needs are, it is mandatory to define at least one Source Document.
Name = Short form, eight (8) alpha-numeric characters
Description = Long form
e.g. Name = JE; Description = Journal Entry (both the Name & Description will be displayed in the title bar of the Input Screen during accounting data entry).
Primary GL Account
The default setting for the Prefix and Number components of the Primary GL Account is * (wild card = any Prefix, any Number) with the $ Sign default being Any (+ or -).
Replace the default asterisk (*) settings, whenever a Primary GL Account combination can be determined e.g. if the Source Document is a Sales Invoice then specify the Prefix, if any, and the GL Number which identifies Accounts Receivable and assuming that you use this Source Document only for Charge Sales (assuming that Credit Notes are a different Source Document), then the Sign should be selected as +.
The impact on Accounting Data Entry, when the Primary GL Account is specified:
Upon starting a New Document (the Source Document will be the same as the one previously used or newly specified), the Accounting Data Entry window will display the applicable Transaction Template with the Prefix and GL Number already loaded as per the Source definition.
Document features are divided into three specific components
When producing Financial Statements, you may want to include the Restatement data layer for statements that are directed at third parties such as banks, regulatory agencies, etc.; however, you will probably exclude the restatements from management reports.
* Please Note:
Although these four options are listed under Type, this group is internally (and, therefore, for retrieval purposes) segregated into Document type (Actual or Budget) and Document class (Regular or Restatement). Document type and Document class are usually used in tandem:
the new document (New - Doc) feature is activated automatically whenever a number of Records (transaction lines) achieve zero balance status (i.e. the debits and credits of the document involved, consisting of a number of transaction records which are displayed in the line browser, sum up to zero). When this happens:
As part of Save, the document is assigned a unique document number (transparent to the user);
Suspended documents may be saved by selecting the Document > Save selected menu item.
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