Magaya Software Accounting Manual

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Magaya Software Accounting Manual Table of Contents 1. How to Use this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 How this Manual is Organized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Where to Find Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 2. Magaya Accounting System Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Accounting Folder Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Configure your Accounting System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 3. Accounting Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Accounting Wizard Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Enter Information in the Accounting Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Entering Opening Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 4. Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Add to the Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Actions in the Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Configure Default Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Inventory Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 5. Items and Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Introduction to Items and Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Add Items and Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Actions Performed with Items and Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 6. Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Introduction to Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Create Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Actions for Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Import Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Print Invoices to a Fiscal Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Credit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Enter Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Actions for Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Customer Payment Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Depositing Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Actions for Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Refund Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Customer Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 1
7. Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Introduction to Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Create Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Actions for Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Bill Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Bill Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Pay Multiple Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Vendor Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 8. Banking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Introduction to Banking in Magaya Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Writing Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Actions for Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Making Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Bank Reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 9. Accounting Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Introduction to Accounting Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Customize Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Financial Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Profit & Loss Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Comparative Profit & Loss Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Profit & Loss by Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Shipment P&L Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Balance Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Statement of Cash Flows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Sales Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Purchase Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Profit Reports Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Customer Profit Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Salesperson Profit Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Agent Profit Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 Other Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 Multicurrency Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 10. Advanced Accounting Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139 Setting Accounting Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Accounting Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Main Accounting Configuration Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Accounting Document Numbers Configuration . . . . . . . . . . . . . . . . . . . . . . . . . 144 Cost Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Accounting Integration Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Credit Limit Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Miscellaneous Accounting Configurations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Additional Financial-related Configurations . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Average Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 2
Page 1: MagayaSoftware AccountingManual Gui
Page 6 and 7: 1. HOW TO USE THIS MANUAL INTRODUCT
Page 8 and 9: 2. Magaya Accounting System Overvie
Page 10 and 11: ACCOUNTING FOLDER OVERVIEW - Add Bi
Page 12 and 13: 3. ACCOUNTING WIZARD ACCOUNTING WIZ
Page 14 and 15: ENTER INFORMATION IN THE ACCOUNTING
Page 16 and 17: ENTERING OPENING BALANCES ENTER INF
Page 18 and 19: ENTERING OPENING BALANCES ENTER INF
Page 20 and 21: 4. CHART OF ACCOUNTS INTRODUCTION 4
Page 22 and 23: ADD TO THE CHART OF ACCOUNTS • Ex
Page 24 and 25: CONFIGURE DEFAULT ACCOUNTS is usefu
Page 26 and 27: 5. ITEMS AND SERVICES INTRODUCTION
Page 28 and 29: ADD ITEMS AND SERVICES • Other Fr
Page 30 and 31: ACTIONS PERFORMED WITH ITEMS AND SE
Page 32 and 33: 6. ACCOUNTS RECEIVABLE INTRODUCTION
Page 34 and 35: CREATE INVOICES will be visible to
Page 36 and 37: CREATE INVOICES • Add Charges: Cl
Page 38 and 39: CREATE INVOICES 3) Click OK when yo
Page 40 and 41: ACTIONS FOR INVOICES The following
Page 42 and 43: ACTIONS FOR INVOICES • Approve/Di
Page 44 and 45: IMPORT INVOICES • Date of the tra
Page 46 and 47: PRINT INVOICES TO A FISCAL PRINTER
Page 48 and 49: CREDIT MEMOS Credit Memos Credit Me
Page 50 and 51: ENTER PAYMENTS Enter Payments A Pay
Page 52 and 53:
ENTER PAYMENTS • The A/R Account
Page 54 and 55:
ENTER PAYMENTS time per invoice. Th
Page 56 and 57:
ACTIONS FOR PAYMENTS Actions for Pa
Page 58 and 59:
CUSTOMER PAYMENT TERMS Note: Only u
Page 60 and 61:
CUSTOMER PAYMENT TERMS 2) Click the
Page 62 and 63:
DEPOSITING PAYMENTS Click on the Ad
Page 64 and 65:
ACTIONS FOR DEPOSITS The payment is
Page 66 and 67:
REFUND CHECK for this check. This s
Page 68 and 69:
7. ACCOUNTS PAYABLE INTRODUCTION TO
Page 70 and 71:
CREATE BILLS account available in t
Page 72 and 73:
ACTIONS FOR BILLS When you access t
Page 74 and 75:
BILL CREDITS When you purchase a fi
Page 76 and 77:
BILL PAYMENTS Bill Payments To pay
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PAY MULTIPLE VENDORS Pay Multiple V
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PAY MULTIPLE VENDORS In the next sc
Page 82 and 83:
VENDOR REFUNDS A dialog box opens.
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8. BANKING INTRODUCTION TO BANKING
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WRITING CHECKS • The date is fill
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WRITING CHECKS Pay Sales Tax: Use t
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ACTIONS FOR CHECKS check fields suc
Page 92 and 93:
ACTIONS FOR CHECKS • Void a check
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MAKING DEPOSITS • History: View r
Page 96 and 97:
MAKING DEPOSITS • Click on a line
Page 98 and 99:
BANK RECONCILIATION If you click th
Page 100 and 101:
BANK RECONCILIATION To view transac
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BANK RECONCILIATION menu. Right-cli
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9. ACCOUNTING REPORTS INTRODUCTION
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OVERVIEW OF ACCOUNTING REPORTS A di
Page 108 and 109:
CUSTOMIZE REPORTS Customize Reports
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CUSTOMIZE REPORTS You can change th
Page 112 and 113:
PROFIT & LOSS REPORT This is an exa
Page 114 and 115:
COMPARATIVE PROFIT & LOSS REPORTS T
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COMPARATIVE PROFIT & LOSS REPORTS 4
Page 118 and 119:
SHIPMENT P&L REPORT • The detaile
Page 120 and 121:
BALANCE SHEET The following is an e
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BALANCE SHEET A detailed Balance Sh
Page 124 and 125:
SALES REPORTS • The Investing sec
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SALES REPORTS Compare Sales: The sa
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PURCHASE REPORTS Purchase Reports P
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PURCHASE REPORTS Reports by Carrier
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PROFIT REPORTS OVERVIEW Profit Repo
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CUSTOMER PROFIT REPORTS Customer Pr
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AGENT PROFIT REPORT Agent Profit Re
Page 138 and 139:
MULTICURRENCY REPORTS Daily Journal
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10. ADVANCED ACCOUNTING FEATURES 10
Page 142 and 143:
ACCOUNTING CONFIGURATION MAIN ACCOU
Page 144 and 145:
ACCOUNTING CONFIGURATION MAIN ACCOU
Page 146 and 147:
ACCOUNTING CONFIGURATION COST CONFI
Page 148 and 149:
ACCOUNTING CONFIGURATION ACCOUNTING
Page 150 and 151:
ACCOUNTING CONFIGURATION MISCELLANE
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AVERAGE COST CONFIGURE AVERAGE COST
Page 154 and 155:
AVERAGE COST ADDITIONAL CONFIGURATI
Page 156 and 157:
AVERAGE COST SPECIFIC IDENTIFICATIO
Page 158 and 159:
LANDED COST MANAGEMENT CONFIGURE YO
Page 160 and 161:
SALES TAXES INTRODUCTION TO SALES T
Page 162 and 163:
SALES TAXES STEPS: ADD A SALES TAX
Page 164 and 165:
APPROVE/DISPUTE INVOICES APPROVE/DI
Page 166 and 167:
JOURNAL ENTRIES STEPS: CREATE A JOU
Page 168 and 169:
ADJUSTMENTS • Reverse a journal e
Page 170 and 171:
MULTIPLE CURRENCIES HOW TO SET UP M
Page 172 and 173:
Page 174 and 175:
Page 176 and 177:
MULTIPLE CURRENCIES MULTICURRENCY R
Page 178 and 179:
RELATIONSHIP BETWEEN ACCOUNTING & O
Page 180 and 181:
ACCOUNTS RECEIVABLE SPECIAL PROCEDU
Page 182 and 183:
Page 184 and 185:
Page 186 and 187:
Page 188 and 189:
Index A Accounting and Operations r
Page 190:
open invoices 125 sales tax liabili
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