Magaya Software Accounting Manual

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2. Magaya Accounting System Overview 2. MAGAYA ACCOUNTING SYSTEM OVERVIEW INTRODUCTION Introduction All Magaya products include a complete accounting system that is integrated with the operations features in the software. For example, when you add charges to a Warehouse Receipt or Shipment, the Magaya system transfers all the information so you can create bills, invoices, and other accounting transactions easily. The following diagram illustrates the accounting processes and the financial reports included in the Magaya system: The accounting system also includes financial reports such as the balance sheet and the profit and loss report that you can create in Magaya Explorer. There is an Accounting Wizard you can use when you first install the Magaya software. This will help you set the beginning balance of all the accounts as of the date you start using the Magaya system. See Chapter 3 "Accounting Wizard" in this manual for details. 7
ACCOUNTING FOLDER OVERVIEW Accounting Folder Overview In the Magaya Explorer Accounting folder there is a list of functions to enable you to perform common accounting transactions such as create invoices, bills, payments, deposits, and checks and to enter rates: The following is a brief overview of the features in the Accounting folder (each of these topics is covered in detail throughout the Magaya Software Accounting Manual): • Chart of Accounts: This is the general ledger accounts definition (where you enter the accounts definitions). It helps you keep track of your income and expenses by categorizing them by type. You can add accounts that are specific to your business. You can have one account such as “Documentation” for many different items such as the different types of documentation that you charge for, including EEI, air waybills, bill of lading, etc., or you can create an account for each one. • Items and Services: This shows codes for the services you provide such as ocean freight and the account name that service is associated with. You will use these items when creating and working with Accounts Receivable (AR) and Accounts Payable (AP) transactions. • Invoices (and Invoice List): These are your Accounts Receivable (AR) transactions. The following are types of AR transactions: – Add Invoice: this is for regular invoices – Add Credit Memo: this is for a refund. You send it to a customer if you overbilled them. It is also used for agents you owe money to; the credit memo is automatically generated during Liquidation. • Bills (and Bill List): These are your Accounts Payable (AP) transactions. The following are types of AP transactions: – Add Bill: for items that do not have bills such as the rent, salaries, etc. (you do not have to make a bill for these; it is optional) 8
Page 1 and 2: MagayaSoftware AccountingManual Gui
Page 3 and 4: 7. Accounts Payable . . . . . . . .
Page 6 and 7: 1. HOW TO USE THIS MANUAL INTRODUCT
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
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CUSTOMER PAYMENT TERMS Note: Only u
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CUSTOMER PAYMENT TERMS 2) Click the
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DEPOSITING PAYMENTS Click on the Ad
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ACTIONS FOR DEPOSITS The payment is
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REFUND CHECK for this check. This s
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7. ACCOUNTS PAYABLE INTRODUCTION TO
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CREATE BILLS account available in t
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ACTIONS FOR BILLS When you access t
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BILL CREDITS When you purchase a fi
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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
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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
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ACTIONS FOR CHECKS • Void a check
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MAKING DEPOSITS • History: View r
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MAKING DEPOSITS • Click on a line
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BANK RECONCILIATION If you click th
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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
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CUSTOMIZE REPORTS Customize Reports
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CUSTOMIZE REPORTS You can change th
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PROFIT & LOSS REPORT This is an exa
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COMPARATIVE PROFIT & LOSS REPORTS T
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COMPARATIVE PROFIT & LOSS REPORTS 4
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SHIPMENT P&L REPORT • The detaile
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BALANCE SHEET The following is an e
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BALANCE SHEET A detailed Balance Sh
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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
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MULTICURRENCY REPORTS Daily Journal
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10. ADVANCED ACCOUNTING FEATURES 10
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ACCOUNTING CONFIGURATION MAIN ACCOU
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ACCOUNTING CONFIGURATION MAIN ACCOU
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ACCOUNTING CONFIGURATION COST CONFI
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ACCOUNTING CONFIGURATION ACCOUNTING
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ACCOUNTING CONFIGURATION MISCELLANE
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AVERAGE COST CONFIGURE AVERAGE COST
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AVERAGE COST ADDITIONAL CONFIGURATI
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AVERAGE COST SPECIFIC IDENTIFICATIO
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LANDED COST MANAGEMENT CONFIGURE YO
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SALES TAXES INTRODUCTION TO SALES T
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SALES TAXES STEPS: ADD A SALES TAX
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APPROVE/DISPUTE INVOICES APPROVE/DI
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JOURNAL ENTRIES STEPS: CREATE A JOU
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ADJUSTMENTS • Reverse a journal e
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MULTIPLE CURRENCIES HOW TO SET UP M
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Page 174 and 175:
Page 176 and 177:
MULTIPLE CURRENCIES MULTICURRENCY R
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RELATIONSHIP BETWEEN ACCOUNTING & O
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ACCOUNTS RECEIVABLE SPECIAL PROCEDU
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Page 186 and 187:
Page 188 and 189:
Index A Accounting and Operations r
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open invoices 125 sales tax liabili
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