Getting Started | File | Select Bank | Maintenance | Reports |Help
  

  
 

0.Getting Started
 

0.1 WHAT YOU NEED TO GET STARTED:
Easy-Accounts is designed to work on all systems running Microsoft Windows from Version 98 upwards. To use it, you will need the following computer configuration:
  
  • Personal computer using an 486 or higher microprocessor 
  • Internet connection or CD Drive 
  • Hard disk (Required by Windows), with about 512 Megabytes (MB) of space free 
  • Mouse 
  • Windows Compatible Printer 

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0.2a DOWNLOAD EASY ACCOUNTS ONLINE

 		   
Step 1: Go to our website and login to your account by using the username and password that you created during registration.
  
Step 2: Click on “Download” and the programme will load automatically, simply follow the on-screen instructions.
 
Step 3:Click on “Key” and download the product code.
 
Step 4:Once the program is installed, enter your product code.
 
Step 5:After the program is fully installed and registered, you can print out the user manual from the help tab on the dropdown menu.
 

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0.2b INSTALING EASY ACCOUNTS FROM CD

 		   
  
Step 1: Insert disk into CD Drive.
  
Step 2: The programme will load automatically, simply follow the on-screen instructions.
 
Step 3:Once the program is installed, you will be required to enter your user details and product code, which are provided on CD case.
 
Step 4:After the program is fully installed and registered, you can print out the user manual from the help tab on the dropdown menu. If however, you incur any problems, or require any further assistance with the set-up, please do not hesitate to contact us.
 

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0.3 STARTING EASY ACCOUNTS

 		   

Go to Start - Programs on your computer, click on Easy-Accounts set up. This will take you into User information. All details in this section must be exactly as you have registered – ensure Capital Letters, Spaces etc. (see registration form). This will enable you to complete Personal/Company details, Vat registration number if applicable, address, email, telephone and fax details. You will need to select Vat registered YES or NO – please ensure that this is correct. You will need to use a password, and have it confirmed. Only authorised persons are then able to access the program. The next time you go into Easy-Accounts the password will be required before opening the program. Once complete, SAVE and then Exit from this menu. You will need to confirm that you wish to exit.

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0.4 SETTING UP BOOKS

 		   

There are 14 unused books on the menu of Easy-Accounts. To set up any Bank or Credit Card Account click once on the book. This will open Bank Set-up. The Account ID needs no alteration as it defaults from 1 – 14 being the number of books available. Book 9 has been set up as the default Cash Account. We suggest that you retain this. Enter the name to be displayed on the spine of book, which can be a Bank, Building Society or Credit Card Account. Enter the date from which you wish to commence data entry. Enter Account Number, Sort Code etc. 

OPENING BALANCE: Please ensure that you enter the correct opening balance figure. A minus sign (-) must be used for an overdraft. It is advisable that until you are sure of the balance you do not set up the account. Bank address, postal code, telephone, fax and email details can be entered. Save and Exit. You will then see your own details displayed on the spine. Repeat process as required.

Once an Opening Bank Balance is saved, it cannot be changed. It is the basis of the correct ongoing Bank Reconciliation. (see details in 0.5)
It is not possible to pre-date entries. The program will only allow you to enter data backwards from the set-up date up to the current date. The system defaults to the current date, it is therefore possible to back date data using the drop down calendar. 

  

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0.5 SETTING UP BANK ACCOUNT – OPENING BALANCE
  
In the Opening Balance field, enter the Statement Balance. A minus sign (-) must be used for an overdraft.
 
Enter outstanding cheques as follows:
 
Enter each outstanding cheque as with the original details on the cheque book:
 
INFORMATION TO ENTER 
Date of Cheque 
Cheque Number 
The Person or Company to whom paid 
The nature of the Payment 
REF is a free field to suit your needs 
Enter the total amount 
Create new Category in Payments named “Outstanding Cheques”
 
Enter outstanding lodgements as follows:
 
Enter each outstanding lodgement with the original details from the paying in book:
 
INFORMATION TO ENTER 
Date of Receipt 
Rec.ID is a free field to suit your needs 
Person or organisation from who received 
The nature of the receipt or deposit 
REF can be used for your own reference 
Enter the total amount 
Create new Category in Receipts named “Outstanding Receipts" 
   
 

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MAIN TOOL BAR MENU - CONTENTS

 

Menu BAR – 1. File
Select file on the menu bar. This option is a central control dropdown menu bar, which gives the following options:
  
New 1.1 This option is for creating a new user and requires a new user licence
Save 1.2 This option saves the data on screen, the command is operated elsewhere
Delete 1.3 This command deletes a user
Close 1.4 This command closes down open windows
Exit Program 1.5 TThis command is the exit instruction to quit the program

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Menu Bar - 2.Select Bank
Select a Bank 2
Receipt Entry 2.1
Payment Entry 2.2
Bank Reconciliation. 2.3
 

Tool bar menu option 2 is Select Bank. This has a drop down menu of the books in use. The extended menus (2.1), (2.2) and (2.3) give the Receipt, Payment & Bank Reconciliation options. Choose your option here.

  
 

2. 0 Select a Bank:
Select required bank either from Menu Bar 2 or by simply clicking on the spine of the book.
 
 

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2. 1 Receipt Entry:
A single click on the book opens a grey field. Select Receipts Entries, the Blue Receipt screen will appear. The line for the data entry is highlighted. The default date is today’s date.
To move the month forward or backward select < > symbols on the calendar.
Once the field is completed, move to the next one.
 
FIELD INFORMATION
Date : Fill in from drop down menu
Rec.ID : This can be your own ID Ref
Received From : The name of person or organisation of the Bank Receipt
For What : The nature of the Receipt or Deposit
Ref : Free field to suit your needs of Identification 
Amount : Enter Net or Total - automatic calculation of VAT
Code : Category of Receipt i.e. Sales, Rent, Commission etc.
  
Creating nominal account categories is explained in detail under Section 3.2 

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2. 2 Payment Entry:

 		   

A single click on the book opens a grey field. Select Payment Entries, the Red Payment screen will appear. The data entry line is the highlighted line. The default date is today’s date.

To move the month forward or backward select < > symbols on the calendar.

Once the field is completed, move to the next one.

 
FIELD INFORMATION
Date : Fill in from drop down menu
Cheque No. : The number on the cheque, counterfoil or your ref.
To Whom Paid : The Person or Company to whom paid
For What : The nature of the payment made
Ref : Free field to suit your needs of Identification 
Amount : Enter Net or Total - VAT will be calculated automatically
Code : Category of Payment i.e. Purchases, Rent, Salary etc.
  
Creating nominal account categories is explained in detail under Section 3.2

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2. 3 BANK RECONCILIATION:

 		   

A single click on this option will display a statement ready to be reconciled with your bank statement. Select the date of your last bank statement in the box provided. Then enter the amount displayed on your bank statement at the chosen date. 

Tick each box on the left of the reconciliation screen for items that have passed through the bank. The unticked items are the ones, which have not passed through the bank as yet at the reconciliation date. The two figures in the boxes on the right of the screen will be calculated automatically. If everything has been entered and ticked correctly, the figures at the bottom right should agree. When this is in order Save, Lock and Exit from Bank Reconciliation. 

 
If the bank is not correctly reconciled it will not be possible to lock the statement

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Menu Bar - 3.Maintenance
  
Bank Set-up 3.1
Company Set - up 3.2
Setup/Edit A/C Categories 3.3
Setup Standing Order Payments 3.4
Setup Standing Order Receipts 3.5
User Details 3.6
Back up 3.7
 
 

03. ( 1 ) BANK SET - UP:

   

To set up a Bank or Credit Card Account Select 3.1. This will open Bank Set-up screen. Enter the name you want displayed on the spine of the book. This can be a Bank, Building Society or Credit Card Account. Enter the date from which you will start entering the transactions. Enter other details such as Account Number, Sort Code, Opening Balance. A minus sign (-) must be used when the balance is an overdraft. Please ensure that you enter the correct opening balance figure. (for further details look at 0.5)

Once the Opening Balance has been saved, it cannot be changed. It is the basis of a correct Bank Reconciliation. 
Book 9 has been set up as a default Cash Account. We suggest that it remains this way.
  
Account ID Requires no input as it goes from 1 to 14 being the number of books available on the system
Date Opened Date from which records are to be kept
Account Name Name to be displayed on book
Account Number Identification number of account
Sort Code Bank Sort Code if applicable
Account Address Bank or Branch Address
Opening Balance Reconciled Balance to start with (see 0.5 for setting up opening balance)

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3. (2.) COMPANY SET - UP :
This option is available for Multi Users set up, to either view Company Details or change to a different Company/User. 

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3. ( 3) EDIT / SET – UP ACCOUNT CATEGORIES

A default list of Account Categories is already set up within the program. It is possible to edit or add to this list to suit the individual needs of the user.

The default categories with the numbers and descriptions already used are displayed on the left side of the screen.

To create a new category: Select (3.3) A/C Categories, then click ‘New’. Now enter new account code number and name. Tick Receipt or Payment side and set up relevant VAT rate from drop down menu. If you are not VAT registered, select 00.00%. Save and Exit .

  

Amend & Create VAT Rates:

  
Click Admin, before login to amend or set up a new VAT rate. Sign in with your first chosen Username and Password. On the blank screen, click “4. Utilities”, which is located in the Menu Bar and then click (4.3) to edit VAT Rate. Choose one of the options and amend as appropriate.
 
To change a description or delete a category: Select (3.3) A/C Categories, click on the category you wish to amend on the left hand side of the screen and change description in the account name box, or delete on the right hand side of the screen. 
 
Please note that an account which already has entries, must not be deleted. 
 
Default Categories:

Income Codes:

100 - 198
                          Default Suspense - Receipts 099
 
Payment Codes 200 to 999

Direct Costs

200 – 299

 Overheads     

300 – 399
 Fixed Assets   400 – 499
       Loan Repayments  500 – 599
  Capital Items   600 – 699
       Default Suspense 999

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3. (4 ) SET – UP STANDING ORDER PAYMENTS 

This screen is used to set up standing order payments. The user needs to complete the details as necessary on the screen. The program then inserts the payment automatically as detailed in the standing order set-up. In the event that standing orders are not paid or received you need to make an entry on the opposing side in order to balance it.

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3. (5 ) SET – UP STANDING ORDER RECEIPTS 

This screen is used to set up standing order receipts. The user needs to complete the details as necessary on the screen. The program then inserts the receipt automatically as detailed in the standing order set-up. In the event that standing orders are not paid or received you need to make an entry on the opposing side in order to balance it.

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3. (6 ) USER DETAILS 
This option is only needed by users who require more than one license. It is accessible through ADMIN on your User Details Screen before Log-In. You will be required to access this option for a License Upgrade.

This option can be used to update changes in address, e-mail, telephone and fax details and it must be used when upgrading the number of Licenses. Please note that upgrading will result in a change of your registration code, but user name will stay the same.

Any change of your user name may result in your registration being corrupted.
SAVE any changes and then Exit from this menu. 

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3. (7 ) BACK UP OF DATA 

The Back up of your data is extremely important and it is imperative that you use this option to back up your work. We suggest that you take several copies in case of corruption or computer failure. It is a good idea to make daily, weekly and monthly back up of data.

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Menu Bar – 5.Reports
Summary Bank Balance 5.1
VAT Summary 5.2
Bank Rec. - Un-cleared Items Report 5.3
Individual Bank Report 5.4
Nominal Ledger Report 5.5
Cleared Items Report 5.6
Standing Order Report 5.7
Account Category Report 5.8
  

5.1 SUMMARY BANK BALANCES:

In order to view all Bank Balances select (5) Reports on Toolbar, click on (5.1) Summary Bank Balance. Enter the period you wish to view, click on preview, this will then display all the accounts on the screen. Click on Printer Button to obtain a printout.

To close screen click on X top right of screen and then press EXIT underneath preview button, to return to main menu.

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5.2 VAT REPORT:

Select (5) Reports and then (5.2) VAT Report. Then enter VAT Return period you want to view and select preview and print. 

To close click on X top right of screen and then press EXIT under preview button, to return to main menu.

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5.3 BANK REC. ( UNCLEARD ITEMS ) :

To view un-cleared items report select (5) Reports, then (5.3) Un-cleared items report and select period. This will display all outstanding receipts and/or payments. Preview and/or print.

To close click on X top right of screen and then press EXIT under preview button, to return to main menu.

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5.4 INDIVIDUAL BANK REPORT:

To view an Individual Bank Report select (5) Reports then select (5.4) Individual Bank Report. Enter a start and finish date. Choose the account and period for which a report is required. Preview and/or print.

To close click on X top right of screen and then press EXIT under preview, to return to main menu.

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5.5. NOMINAL ACCOUNT REPORTS:
Select (5) Reports and then (5.5) Nominal Account Report. This gives you the following options: -
 
Select Dates Select Required ‘From’ and ‘To’ dates
Nominal account type Select ‘Receipt’ or ‘Payment’
Categories Select ‘Single’ or ‘All’
Preview on screen and print if required.

To close click on X top right of screen and then press EXIT under preview, to return to main menu.

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5. 6. CLEARED ITEM REPORT :

Select (5) Reports then select (5.6) Cleared Items Report. Insert the date of last entry on Bank Statement and click on preview and/or print to produce a copy of all items cleared through the bank. 

To close click on X top right of screen and then press EXIT under preview, to return to main menu. 

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5. 7. STANDING ORDER REPORT:
This report gives a summary of the standing orders already set up.

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5. 8. ACCOUNT CATEGORY REPORT :
This report gives a print out of the existing account categories with details of code, descriptions and VAT rates applicable.

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Menu Bar - Help

 
Help 6.1
User Manual 6.2
About Easy-Accounts 6.3
  
1. TO ACCESS HELP MENU 
Select F1 key on keyboard at any time to access the help menu or use "Toolbar - Help"
  
2. USER MANUAL 
.
Select "Toolbar - User Manual" to view a full copy of the User Manual 
  
 

DATA BACKUP

It is essential that a back up of your data is made regularly. Ideally, each time the program is used. We suggest that you make 2 separate copies. The backed up data should be made alternately, in the event of a back-up corruption or failure. This is advisable with any system of data entry. 

 

BACKUP PROCEDURE:

To create a backup of the data: Use your CD drive or on your main Hard drive. Then copy data file.

From: //program files/EasyAccount/EaseAcc.mdb 
Paste to: The backup folder in the destination driver

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