IT Account System
Quick Start
Prepared by IT Department Ltd.
http://www.itdept.com.hk
Overviews
1.
OP Customer vs Account Customer
2.
Invoice / Cost - Income and expense not related to sea or air logistics jobs.
3.
Settlement->Receipt (AR) – Create cheque for invoice
4.
Settlement->Payment (AP) – Create cheque for cost
5.
Settlement->AR/AP – Create cheque for agent invoice (monthly cleaning)
6.
Journal
7.
Reports – includes customer statement, income statement (P&L), G/L list etc.
1.
OP Customer vs Account Customer
New Account Customer Record
New OP Customer Record
Very Good Shipping Ltd.
COPY
Very Good Shipping Ltd.
Very Well Property Management
NOT COPY
For OP Use
Menu: 6. Code -> OP Customer
You can find the linked A/C customer name in OP customer screen
For Accounting Use
Menu: 6. Code -> Account Customer
- > Master
1.
OP Customer vs Account Customer
Account Customer Can …
- Set credit terms (Pay term)
- Set credit day (AR)
- Set vendor credit day (AP – Set it if the customer is also a vendor)
- Control credit limit (default value is 0)
2. Invoice / Cost
Invoice Example
You buy an airline ticket for your agent and charge her with an invoice
1. Click New button
2. Enter customer, issue date, base currency …
2. Invoice / Cost
Account user can control the COA account no (OP invoice cannot)
2. Invoice / Cost
Cost Example: Your company pay to airline for a airline ticket
1. Click New button
2. Enter customer, issue date, base currency …
2. Invoice / Cost
You can change charge description by yourself
3. Settlement->Receipt (AR)
Select Settlement->Receipt -> Maintenance
Click New
3. Settlement->Receipt (AR)
1. Select Bank Account
2. Enter Invoice no
3. Click Search button and then you can see the result at the botton
1
2
3
Search result – User can search all OP and accounting invoice
3. Settlement->Receipt (AR)
1. Enter the cheque amount, cheque no (bank no + cheque no), cheque
date, cheque currency, ex-rate
2. Click Save to save the receipt
3. Rcecipt ID will be generated
2
1
3. Settlement->Receipt (AR) - Transaction
1. User can print receipt or Voucher after save
2. Transaction is generated automatically, but you can change it by yourself
3. Settlement->Receipt (AR) - Transaction
1. In case some settlement has difference…
2. Program will treat it as Exchange difference, but you can change it.
4. Settlement->Payment (AP)
The operation of payment is same as receipt, but there is a “Print Chg”
button for cheque printing
5. Settlement->AR/AP
Receipt, Payment and AR/AP
Recipet
Invoice only
Payment
Cost only
AR/AP
Invoice + Cost /
Agent Invoice
-
This is mainly for settling monthly (or weekly or whatever) payment
with agents
-
You can find all invoice, cost agent invoice information in this AR/AP
screen.
-
Different settlement will generate reference ID with different prefix
5. Settlement->AR/AP
1. Click New
2. Select bank account
3. Search by agent name, invoice no or cost no
5. Settlement->AR/AP
1. Select the invoice and cost you want to settle in the search result
2. Type the cheque information as introduced in the Receipt section
3. When complete, Click “Save”
5. Settlement->AR/AP
You can print voucher, official receipt, cheque or cheque transaction in
this module
6. Journal
By default, user can 4 types of Journal:
- Journal Voucher
- Bank Receipt
- Bank Payment
For bank payment, you can type general expenses like rent, buying water
expense, electricity
- Petty cash voucher
6. Journal
1. Select Settlement -> Journal -> Maintenance
2. Click New
6. Journal
Example: Electricity payment
1. Select Settlement -> Journal -> Maintenance
2. Click New
6. Journal
Example: Electricity payment
1. Select Settlement -> Journal -> Maintenance
2. Click New
6. Journal
1. Select Journal type as BP (Bank Payment)
2. Input Customer (Optional, for cheque printing use)
6. Journal
The example input the debit node first
- You can type information about the payment in description
- Select Debit or Credit
- Type the cheque no in Ref No / CQ No
6. Journal
-
Click insert Row
Input another node as shown in the picture
User can input invoice no in Ref No / CQ No
When finish, click save
6. Journal
-
Click insert Row
Input another node as shown in the picture
User can input invoice no in Ref No / CQ No
When finish, click save
6. Journal
If you want to print cheque, you can click “Print Cheque”
If you want to print a list of journal, you can select
1. Settlement -> Journal -> Print or
2. Report -> Journal -> Listing
7. Reports – General Ledger
- G/L Listing
Check transaction activity of all accounts in a period of time
-G/L Activity
Focus on the activity under one or several accounts in a period of time
- Balance Sheet & Balance Sheet (12 month)
View the balance of all chart of accounts
- Income Statement & Income Statement (12 month)
View the Income and cost in a period of time. A profit & loss in accounting
without any Operation job.
- Trial Balance & Trial Balance (12 month)
View the amount movement in all chart of accounts in a period of time
7. Reports – Receivable / Payable
- Customer Statement (Receivable Only)
Give statement to charge each customer with outstanding balance
- Aging
Show the outstanding balance of 30, 60, 90 or over 90 days
- Customer Report / Vendor Report
Show outstanding balance of all customers / vendors in a report. This is for
internal use.
- Invoice Summary Listing / Cost Summary Listing
List all types of invoice / cost in one report. You can print all invoice / cost in
this module.
-Invoice Settlement Summary Report / Payment Summary Report
List all settlement of receivable / payment
7. Reports – Receivable / Payable
- Receipt Listing / Payment Listing
A list of receipt / payment. This report can be used as an official receipt /
payment voucher for large no. of receipt / payment
-AR/AP Listing
A list of AR / AP. This is like the above receipt / payment listing report
-Customer Sub Ledger Listing (Receivable Only)
Invoice listed by each customer in Account Receivable account
-AR Subsequent Settlement Report / AP Subsequent Payment Report
This is a list of invoice and settlement by customer. It shows the relation of
invoices / costs with related receipt / payment records
-Invoice list by charge
List all Invoice of one charge code (e.g. Ocean Freight Charge)
7. Reports – Others
- Journal Listing
A list of Journal
- Void Report
Deleted record of Invoice / Settlement / Cost / Journal can be searched in
this report
-Profit & Loss Reconciliation
Show the amount difference between Profit & Loss printed in IT-LEO and
income statement printed in IT-ACC. The difference is caused because ITLEO P&L show data by job date while income statement show data by
invoice / cost issue date only.