PowerPoint Slides
to accompany
Copyright © 2013 by Nelson Education Ltd.
Premium 2012
Sage Simply
Accounting
Basics
Contents
•
Two types of accounting software
–
–
•
Modular System 3
Integrated System 5
Sage Simply Accounting Basics
–
–
–
–
–
–
Session Date 10
The Simply HOME Window
– Classic View
12
– Enhanced View 13
The LOOKUP Button 15
Using HELP 16
Drilldown 17
Graphs 18
9
12
Slideshow 1A
There are two types of
computerized accounting
systems: modular and
integrated.
Modular System
In the modular system, each
component of the accounting
software works independent of the
General Ledger and of each other.
This is commonly used in large
companies, especially when
company operations are
conducted in separate
departments.
Study the illustration at right.
Click to continue.
Accounts Receivable
Accounts Payable
General
Ledger
Payroll
Inventory
Order Entry
Modular System
(continued)
At the end of an accounting period,
or whenever financial statements are
required, the data from the various
modules are consolidated with the
General Ledger.
Click.
It is only when the data from the
subledgers have been consolidated
with the General Ledger that
accurate financial statements may be
produced.
Examples of this type of system are
ACCPAC ERP series, Great Plains,
Solomon, etc.
Click to continue.
Accounts Receivable
Accounts Payable
General
Ledger
Payroll
Inventory
Financial
Statements
Order Entry
Integrated System
An integrated accounting system
works very differently. Although
there are different modules, they
are connected as one united
system, with the GENERAL
LEDGER as the hub.
Sage Simply Accounting is a
good example of an integrated
system
Accounts
Payable
Accounts
Receivable
Study the basic structure of Sage
Simply Accounting at the right.
Click to continue.
Projects
General
Ledger
Payroll
Inventory &
Services
Integrated System
(continued)
When a transaction is entered in
one module, all other related
modules are updated.
For example, if you enter a sale of
merchandise on credit in the Sales
Journal of the RECEIVABLES
module,
Click.
…the ACCOUNTS RECEIVABLE
account in the General Ledger is
increased,
Click.
Client
SubLedgers
Receivables
Projects
Payables
General
Ledger
Inventory
& Services
…and the corresponding client’s
record is updated.
Click to continue.
Vendor
SubLedgers
Payroll
Integrated System
(continued)
Similarly, when the company pays
for a purchase on credit, you
would enter the payment in the
Payments Journal of the
PAYABLES module.
Click.
The vendor’s record is updated,
Client
SubLedgers
Receivables
Click.
…and the CASH and ACCOUNTS
PAYABLE accounts in the
GENERAL LEDGER are updated
accordingly.
Projects
Payables
Vendor
SubLedgers
General
Ledger
Inventory
& Services
Click to continue.
Payroll
Integrated System
(continued)
As in the modular system,
financial statements are printed
from the General Ledger module.
The integrated type of accounting
software is commonly used in
small-to-medium-size companies,
especially when all accounting
functions are done in one office.
Examples of this type of
accounting software are Sage
Simply Accounting, Peach Tree
and QuickBooks.
Click to continue.
Client
SubLedgers
Accounts
Receivable
Projects
Accounts
Payable
Vendor
SubLedgers
General
Ledger
Inventory
& Services
Payroll
Financial
Statements
Sage Simply Accounting
Basics
The standard modules in Sage
Simply Accounting include:
- COMPANY (contains G/L)
- Customers & Sales (Receivables)
Time & Billing*
- Vendors & Purchases (Payables)
- Employees & Payroll
- Inventory & Services
- Projects
Client
SubLedgers
Receivables
- Banking
You can change the name of any
module, if desired. Study the
relationship of the various modules to
the COMPANY module and to one
another.
Payables
Vendor
SubLedgers
COMPANY
Projects
Inventory
& Services
Click.
Another module, Time & Billing, is
also available to record details of
hours spent on clients in order to
determine billable hours for invoicing.
Time & Billing is in Appendix S.
The features illustrated in the slides
that follow apply to all modules. Other
special features will be shown in
relevant chapters where they can be
used to best advantage.
Click to continue.
Payroll
Banking
*You can download Appendix S: Time & Billing Journal
from www.simplyaccounting2012.nelson.com.
Sage Simply Accounting Basics:
Session Date
Session date is the current working
date. Never click the box for “Do not
show this message again “ if you
wish to keep track of the session
date. When you click the CALENDAR
beside the Session Date box...
Click calendar now (see arrow)
…you can select one of the dates by
clicking on it.
Click 30 on the April calendar.
If you enter a date that is one week
past the previous session date, a
confirmation box will display. You will
then have a chance to change it, if
desired.
Click OK now.
Notice that the current session date
automatically becomes the default
transaction date for all transactions
until you change the session date.
However, you may change the
transaction date when necessary.
You will learn more about session
dates in the next slideshow.
Click to continue.
Sage Simply Accounting Basics:
Session Date
(continued)
The Session date box automatically
comes on as soon as you open a
company file. You may accept the
current session date or change it to a
new date. You can change the
session date by clicking on the
calendar for the Session Date.
Click the calendar.
You can click the desired session
date on the calendar.
Click.
Changing the Session Date while in
Simply
While in Simply, you can change the
Session Date by clicking the calendar
beside the current session date at the
upper right corner of the Home
window.
Click to continue.
Sage Simply Accounting Basics:
The Simply HOME
Window – Classic View
Toolbar
Menu Bar
Module Names
HELP
There are two options available to
view the HOME page: The
CLASSIC View (see right)…
Study the Simply COMPANY
Home window at the right.
HISTORY
symbol
(quill
pen)
Ledgers
As in any other Windows
applications, the Simply window
has a title bar, a main menu bar,
and a toolbar with icons on top of
the screen. It also has a status bar
at the bottom.
The module titles are shaded,
followed by the corresponding
ledgers. The various journals
provide windows where you would
input transactions.
The history (quill) symbol
indicates that the module is ready
to accept historical transactions,
but not new transactions.
Click to continue.
Journals
Sage Simply Accounting
Premium 2012
Classic View
Sage Simply Accounting Basics:
The Simply HOME Window
– Enhanced View
This is the ENHANCED View of the
Home window. Unlike the Classic
View, the Enhanced View window
displays only one module at a time.
At the right is the COMPANY module
which includes the Chart of
Accounts and the GENERAL
JOURNAL (see red arrows).
Click to see which are referred to as
modules.
You may change the name of any of
the modules to suit your company’s
setup. Study the COMPANY window
now.
Click.
You can find detailed information
about the Home Window in a 7minute tutorial at the LEARNING
CENTRE. Study what tutorials you
can find in the Learning Centre.
Click to continue.
Modules
Sage Simply Accounting Basics:
The Simply HOME Window
– Enhanced View
Click each of the modules below from top
to bottom and read the corresponding
explanation at the right.
The RECEIVABLES module contains the customer files and keeps
track of sales and payment transactions with customers.
The PAYABLES module contains the vendor (supplier) files keeps
track of money owed and paid by the company to vendors
The INVENTORY & SERVICES module contains the Inventory files
and keeps track of Inventory quantities and costs.
The EMPLOYEES & PAYROLL Module is used to keep track of
employee records, income and deductions. Simply automatically
keeps track of taxes and remittances due to specified payroll
authorities.
The PROJECTS module allows you to allocate assets, purchases,
revenue and expenses for particular business activities to or to
projects, division, department or job sites.
Click to continue.
The BANKING module is where BANK (or CASH) transactions are
tracked. It also allows you to perform Bank Reconciliation with the
company records (referred to as ACCOUNT RECONCILIATION).
It is in the COMPANY module that you would create company files
including the Chart of Accounts. General Journal transactions are
entered in the Company module.
Sage Simply Accounting
Basics:
The LOOKUP Button
Whenever you see the LOOKUP
button beside a field, you can click
it…
Click the LOOKUP button beside the
INVOICE field (see arrow)
… a Search box will appear that
will allow you to specify what you
are looking for. In this example,
because the field where the LOOK
UP button is for INVOICE, the
LOOKUP window for Purchase
Invoices (see where arrow is
pointing) will appear.
Click to continue.
Sage Simply Accounting Basics:
Using HELP
HELP in Simply works very much like
Help in other Windows applications.
Click.
At the box at top right hand corner of
every screen says “Type a question
for help.” Type your question, then
click HELP SEARCH and a help
screen would appear. This type of
help generally provides the most
number of HELP resources. Study the
help window.
Click.
Clicking SEARCH with the magnifying
glass allows you to do a Basic search
or an Advanced search relating to any
of the items in the drop-down list for
record or transaction type.
Click.
The QUICK SEARCH box would
allow you similar basic and advanced
searches.
Click .
If you click HELP on the Main Menu,
you can select various options.
Click to continue.
Sage Simply Accounting Basics:
Drilldown
In Simply, you can go deeper into
an entry in many of the reports or
parts of financial statements to
see more detail.
Click.
Move your pointer around the
report (without clicking). Any time
the mouse pointer changes to a
magnifying glass with a plus sign
in it (see red arrow), you can see
more details about the specific
entry. For example, if you wish to
view the details of the HST
Charged on Sales of Santos
Luggage as shown on the
statement, you would place your
mouse over the entry (see the
magnifying glass) and doubleclick on it.
Click.
The corresponding document will
then display.
This feature is available in any
report.
Click to continue.
Sage Simply Accounting Basics:
GRAPHS
A picture is worth a thousand
words. If you wish to display data
in graphic format, Simply provides
some graphing capabilities. Study
the list that displays by clicking
GRAPHS on the Main Menu (see
right).
Click Sales vs. Sales Due now.
…you can then enter the specifics
for the report.
Click SELECT ALL to view the
resulting graph.
This is a column bar chart. Simply
provides various types of graphs.
HELP gives you a description of
all graphs available in Simply.
Click to continue.
Sage Simply Accounting Basics:
Other Common Features
Other Simply Accounting features
will be illustrated as you do the
exercises in the various modules.
Go back to your text and proceed
from where you have left off.
If possible, open Simply 2012,
click Learning Centre at the left
panel and view the tutorial on THE
HOME WINDOW.
Press ESC now and click the
EXIT button.
EXIT